REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement with Bellecci and Associates, Inc. for Design Professional Services for the Bowers Park Parking Lot Rehabilitation Project and Related Budget Amendments
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
Promote Sustainability and Environmental Protection
Enhance Community Sports, Recreational and Arts Assets
BACKGROUND
On August 20, 2019, the City Council approved the City of Santa Clara’s Green Stormwater Infrastructure (GSI) Plan which requires construction and retrofit of low impact development (LID) measures on public and private lands, including streets, storm drains, parking lots and building roofs, among others. GSI refers to sustainable storm drain infrastructure that reduces runoff volumes, disperses runoff to vegetated areas, promotes water absorption into the ground, and treats runoff before it reaches the creeks and the Bay. Some examples of LID measures include pervious pavement, infiltration basins, bioretention facilities (or raingardens) and green roofs.
In 2021, the cities of Santa Clara and Palo Alto were awarded a San Francisco Bay Water Quality Improvement Fund (SFBWQIF) grant through the United States Environmental Protection Agency Region 9 to demonstrate the effectiveness of retrofitting parking lots with green stormwater infrastructure. The grant is a multi-City grant in which Palo Alto serves as the lead agency and includes improvements within Santa Clara at the Bowers Park parking lot. On June 8, 2021, City Council authorized the City Manager to execute the San Francisco Bay Water Quality Improvement Fund Grant Agreement (Fund Agreement) with the City of Palo Alto for the Bowers Park Parking Lot Rehabilitation Project (Project). The Fund Agreement enables the City to receive grant reimbursements for the parking lot improvements through Palo Alto in the total amount of $332,902 with equivalent matching funds required by the City.
Bowers Park is located at 2582 Cabrillo Avenue and is adjacent to Bowers Elementary School and Cabrillo Middle School. The park contains a new playground that was constructed in 2020, a community building with detached restrooms, an open field, a parking lot, and other park amenities. The parking lot consists of approximately 7,750 square feet of paved area that contains 13 standard, and 2 accessible parking spaces which are in need of repair.
The proposed Project consists of pavement rehabilitation, GSI, energy-efficient lighting, electric vehicle charging stations, a solar canopy, bicycle parking, a potential increase in parking capacity, and vehicle and pedestrian circulation improvements. The grant provides funding for the reconstruction of the parking lot and construction of the GSI improvements. All other items in the scope of work mentioned above will be funded as appropriate and available through other funding sources, such as contributions from Silicon Valley Power and Parks and Recreation capital funds.
In order to prepare the Project for design and public bidding, the City needs to retain a consultant to provide engineering design services.
DISCUSSION
A formal selection process was utilized to solicit proposals from consultants to provide the required professional services. In June 2023, a competitive Request for Proposals (RFP) was published on the City’s e-procurement platform which has over 48,400 members and was viewed by 59 members, including consultants, plan rooms, and builder exchanges, among others. Additional firms were able to view the RFP as members of various plan rooms and builder exchanges. Staff also provided direct notifications to consultants who had viewed similar projects in the past.
The City received proposals from three firms: Bellecci and Associates, Inc., David Whitney Architects, and CaliChi Design Group. A proposal review panel consisting of staff from the Department of Public Works (DPW) and the Parks & Recreation Department evaluated each proposal against the criteria set forth in the RFP, including responsiveness to the RFP, project approach, ability to complete the project within the proposed schedule, and project experience. Based on the panel’s evaluation, Bellecci and Associates, Inc. (Bellecci) was the highest-ranking proposer based on several factors. Bellecci demonstrated a strong project understanding and an excellent project approach to investigate and resolve the issues presented in the RFP. Bellecci has extensive civil engineering experience working in the Bay Area and has successfully completed similar projects in the past.
The proposed Agreement (Attachment 1) includes a negotiated scope of services and fees based upon the understanding of the work to be performed. The scope of services includes preliminary engineering, construction documents, bidding support, construction support, and project close-out.
Staff recommends entering into the Agreement with Bellecci and Associates, Inc. to provide Design Professional Services for the Project. The Agreement includes prevailing wage requirements.
ENVIRONMENTAL REVIEW
This action is for design professional services and the action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act ("CEQA") Guidelines section 15378 as the action being considered does not commit the City to undertake the project and future discretionary approvals are required by the City to approve the project for construction. Environmental review in accordance with CEQA will occur as part of the design and approval process. As a recipient of federal grant funding, the Project is also required to be reviewed in accordance with the National Environmental Policy Act (NEPA).
FISCAL IMPACT
The proposed Agreement is for a total not-to-exceed amount of $229,866, consisting of $199,883 for basic services and $29,983 for additional services.
The budget amendments below establish a new project “Bowers Park Parking Lot Rehabilitation Project” in the Storm Drain Capital Fund in the amount of $382,344. Funding for the Agreement is available by recognizing grant funding in the amount of $332,902 from the San Francisco Bay Water Quality Improvement grant and transferring $49,442 from Silicon Valley Power’s Greenhouse Gas Program (191-1325) in the Electric Operating Grant Trust Fund for the design portion related to electric vehicle charge stations and solar canopies. Additional Project funding necessary for the construction phase will be brought forward for Council’s consideration in the future.
Budget Amendment
FY 2023/24
|
|
Current |
Increase/ (Decrease) |
Revised |
|
Storm Drain Capital Fund (535) |
|
|
|
|
|
|
|
|
|
Revenues |
|
|
|
|
Other Agencies Revenue (SFBWQIF Grant Funds) |
$3,000,000 |
$332,902 |
$3,332,902 |
|
|
|
|
|
|
Transfers From |
|
|
|
|
Electric Operating Grant Trust Fund |
$0 |
$49,442 |
$49,442 |
|
|
|
|
|
|
Expenditures |
|
|
|
|
Bowers Park Parking Lot Rehabilitation Project (New Project) |
$0 |
$382,344 |
$382,344 |
|
Electric Operating Grant Trust Fund (191) |
|
|
|
|
|
|
|
|
|
Expenditures |
|
|
|
|
Electric Department (Materials/Services/Supplies) |
$20,494,709 |
($49,442) |
$20,445,267 |
|
Transfers To |
|
|
|
|
Storm Drain Capital Fund |
$0 |
$49,442 |
$49,442 |
COORDINATION
This report has been coordinated with the Finance Department, the Parks & Recreation Department, Silicon Valley Power, 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. Approve and Authorize the City Manager to execute an Agreement for Design Professional Services with Bellecci and Associates, Inc. for the Bowers Park Parking Lot Rehabilitation Project in the amount not-to-exceed $229,866, in a final form approved by the City Attorney;
2. Authorize the City Manager to make minor modifications, including time extensions, to the agreement if needed; and
3. Approve the following FY 2023/24 budget amendments:
A. In the Storm Drain Capital Fund, increase the Other Agencies Revenue estimate in the amount of $332,902 to recognize SFBWQIF grant funding, recognize a transfer from the Electric Operating Grant Trust Fund in the amount of $49,442, and establish the Bowers Park Parking Lot Rehabilitation Project in the amount of $382,344 (five affirmative Council votes required to appropriate additional revenue).
B. In the Electric Operating Grant Trust Fund, decrease the Electric Department budget and establish a transfer to the Strom Drain Capital Fund in the amount of $49,442 (majority affirmative Council votes required).
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Jovan Grogan, City Manager
ATTACHMENTS
1. Consultant Agreement