REPORT TO COUNCIL
SUBJECT
Title
Action on Master Agreements with BKF Engineers, Bellecci & Associates, Inc., and Mott MacDonald Group, Inc for On-Call Design Services for Potable Water and Recycled Water Transmission and Distribution Systems and Sanitary Sewer Collection Systems
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The Water & Sewer Utilities Department (Department) is responsible for ensuring continuous operation of the potable water transmission and distribution systems, the recycled water distribution system, and the sanitary sewer collection system. The City’s capital improvement program includes projects to maintain the integrity of the systems including replacement and repair of aging potable water, recycled water, and sanitary sewer infrastructure. As part of this effort, the Department plans to enter into a master agreement with three consultants to provide as-needed design services for onsite and offsite infrastructure and facilities related to the construction, operation and maintenance of the potable water and recycled water transmission and distribution systems and sanitary sewer collection systems.
DISCUSSION
Pursuant to City Code Section 2.105.140(c) and State laws governing procurement of architectural and engineering services, the City followed a qualifications-based selection process whereby proposers are evaluated and the most qualified is selected, subject to negotiation of fair and reasonable compensation.
On November 29, 2022, staff issued a Statement of Qualifications (SOQ) to solicit proposals from qualified firms to provide engineering services for the Department’s water, recycled water, and sewer utility systems. The SOQ was published on the City’s e-procurement system. Four proposals were received from the following firms:
• Bellecci & Associates, Inc.
• BKF Engineers
• MacKay & Somps Civil Engineers
• Mott MacDonald Group, Inc.
The written proposals were evaluated and scored independently by a three-member evaluation team against the criteria and weights published in the SOQ. BKF Engineers, Bellecci & Associates, and Mott MacDonald were invited for oral interviews to introduce their proposed project team members and demonstrate their capacity to meet the City’s requirements. The final ranking after the oral interviews is as follows:
|
Rank |
Firm |
|
1 |
BKF Engineers |
|
2 |
Bellecci & Associates, Inc. |
|
3 |
Mott MacDonald Group, Inc. |
The City has successfully negotiated the terms of the master agreement with all three firms. Actual project or work will be issued via work orders pursuant to the terms of the master agreement. In determining the firm who will be awarded the work order, the City will first negotiate with BKF Engineers as the highest ranked firm under contract to determine project scope, schedule, and cost. If negotiations cannot be reached with BKF Engineers, the City will then begin negotiations with the next ranked firm in the order listed above.
The term of the proposed master agreements will be five years.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. Furthermore, the action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.
FISCAL IMPACT
The cost of the proposed work shall not exceed $3,000,000 during the five-year term. It is anticipated that funding from the Distribution System Replacement and Restoration project in the Water Utility Capital Fund, the Recycled Water System Mains and Services project in the Recycled Water Capital Fund, and the Sanitary Sewer System Improvements project in the Sewer Utility Capital Fund will be used to cover the cost of this work over the next five years. The budget will be identified for each work order under the agreement. Annual expenditures will not exceed approved appropriations for the given fiscal year.
COORDINATION
This report has been coordinated with the Finance Department and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Authorize the City Manager to execute and implement on the terms presented agreements (Master Agreements) with BKF Engineers, Bellecci & Associates, Inc., and Mott MacDonald Group, Inc. for on call design services for potable water and recycled water transmission and distribution systems and sanitary sewer collection systems, for a five-year term starting on or about July 1, 2023 and ending on or about June 30, 2028, in substantially the forms presented, subject to approval of final forms by the City Attorney and the appropriation of funds, with a maximum aggregate compensation not-to-exceed $3,000,000 for the three Master Agreements; and
2. Authorize the City Manager to allow future annual rate adjustments in accordance with the percentage change in the Consumer Price Index, subject to approval by the City and the appropriation of funds.
Staff
Reviewed by: Gary Welling, Director, Water & Sewer Utilities
Approved by: Jōvan D. Grogan, City Manager
ATTACHMENTS
1. Master Agreement with BKF Engineers
2. Master Agreement with Bellecci & Associates
3. Master Agreement with Mott MacDonald Group