REPORT TO COUNCIL
SUBJECT
Title
Consideration of an Agreement for Design Professional Services with Mott MacDonald, LLC for Sanitary Sewer Condition Assessment Repairs
Report
BACKGROUND
The Water and Sewer Utilities Department manages the Sanitary Sewer Condition Assessment Program using the National Association of Sewer Service Companies (NASSCO) Pipeline Assessment Certification Program (PACP) guidelines. The PACP guidelines are used to inspect the sanitary sewer system, grade defects, and prioritize repairs for approximately 270 miles of pipeline in the City’s sewer infrastructure. The defects are graded on a scale of 1 to 5 based on the significance of the defect, with 1 being minor and 5 being the most significant. The City’s current concentration under the repair program is to fix defects that are rated 5.
The City utilizes in-house Sewer Utility crews to perform remove and replace spot repair methods at locations that require less complex repair work. The Public Works Department procures outside construction contractors for repairs that are more complex due to factors such as traffic control, pipe size, pipe depth, flow, location, or an alternative type of repair method. Approximately 45 repairs were completed under Public Works contracts in calendar year 2017. There are approximately 70 repairs scheduled under this contract and due to the complexity of the repairs and resources, the City will need to hire a design consultant to provide engineering services and to prepare bidding documents.
DISCUSSION
A formal Request for Proposal (RFP) selection process was utilized to solicit proposals from consultants to provide the required engineering services. Six (6) consultants submitted proposals. Proposals were evaluated and interviews were held with the three (3) top ranked proposers. The firms were evaluated based on a number of factors including qualifications, relevant experience of the firm and key staff, work plan, the quality of the proposal, and the responsiveness to the RFP. Following the evaluation and interview process, Mott MacDonald, LLC was the highest ranked proposer.
The proposed agreement attached to this report includes a refined scope of services based upon negotiations and the understanding of the work to be performed. The scope of services generally includes: review of the pipeline defects, recommendation and incorporation of the type of repair into several construction contracts, preparation of environmental review, preparation of construction documents (plans, specifications, and estimates) for Public Works construction bidding, and engineering support services during construction. It is possible that the repairs near creeks could trigger additional environmental clearance documentation and resource agency permitting which would only become known after the preliminary engineering work has been completed. For this reason, these services have been incorporated into the scope of services as optional tasks to be provided only if required. The scope also includes additional services to address any additional potholing that may be required for significant utility conflicts identified during design, additional design related to an increase in the segments requiring removal and replacement versus pipe lining, and the need for additional bid packages.
Staff recommends entering into the Agreement for Design Professional Services with Mott MacDonald, LLC for sanitary sewer condition assessment repairs. Approval of this agreement will provide design professional services to develop the construction documents for the work to improve reliability of the sewer infrastructure.
ENVIRONMENTAL REVIEW
This agreement 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. The agreement includes environmental review services for the sewer repairs being considered, and the consultant will evaluate the proposed work in accordance CEQA as part of the design and approval process.
FISCAL IMPACT
The proposed agreement is for a total not-to-exceed amount of $695,526. This amount includes $604,526 for Basic Services, $1,000 for reimbursable expenses, plus a not-to-exceed amount of $90,000 for Additional Services. Funds are available in the Sanitary Sewer System Improvements project (Project ID 594-1912).
COORDINATION
This report has been coordinated with the Water and Sewer Department, 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. Approve and authorize the City Manager to execute the Agreement for Design Professional Services with Mott MacDonald, LLC for Sanitary Sewer Condition Assessment Repairs in the amount not-to-exceed $695,526; and
2. Authorize the City Manager to make minor, non-substantive modifications to the Agreement, if needed.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Agreement