REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement for Design Professional Services with BKF Engineers for the Anna Drive Neighborhood Flood Protection Project
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructures.
BACKGROUND
On October 10, 2023, City Council accepted Federal Community Project Funding in the amount of $3 million and established a new project for the Anna Drive Neighborhood Flood Protection Project (Project). The Project is identified as one of the higher priority projects in the Citywide Storm Drain Master Plan to address frequent flooding in the Anna Drive neighborhood. The Project scope of work generally consists of removing and upsizing approximately 2,100 linear feet of storm drain pipelines ranging in diameters from 12-inch to 48-inch on Anna Drive between San Tomas Aquino Creek and McCormick Drive (Attachment 1).
DISCUSSION
A formal selection process was utilized to solicit proposals from consultants to provide the required design professional services. On March 6, 2024, a competitive Request for Proposals (RFP) was published on the City’s e-procurement platform. The RFP was viewed by 44 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 firms who had viewed similar projects in the past.
The City received two proposals from BKF Engineers (BKF) and Schaaf & Wheeler Consulting Engineers. A proposal review panel consisting of staff from the Department of Public Works’ Design, Field Services, and Street divisions, as well as the Water & Sewer Utilities 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 experiences. Based on the panel’s evaluation, BKF was the highest-ranked consultant for the Project. BKF demonstrated a strong understanding of the Project and provided an excellent approach to investigating and resolving the issues presented in the RFP. Also, BKF has extensive civil engineering experience working in the Bay Area and has successfully completed similar projects in the past.
The proposed Agreement (Attachment 2) includes a negotiated scope of services and fees based upon the understanding of the work to be performed. The scope of services generally includes preliminary engineering, preparation of construction documents, bid and construction support, and project close-out.
Staff recommends entering into the Agreement with BKF to provide design professional services for the Project. Approval of this agreement will provide design professional services necessary to develop the design and construction documents to implement 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 Project and future discretionary approvals are required by the City to approve 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 $586,003. This amount includes $509,568 for basic services and $76,435 for additional services. Funding for the design services agreement is available in the Storm Drain Capital Fund in the Anna Drive Neighborhood Flood Protection project.
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. Approve and authorize the City Manager to execute an Agreement for Design Professional Services with BKF Engineers for the Anna Drive Neighborhood Flood Protection Project in the not-to-exceed amount of $586,003, in a final form approved by the City Attorney; and
2. Authorize the City Manager to make minor modifications to the Agreement including term extensions, if needed, in a final form approved by the City Attorney.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Jovan D. Grogan, City Manager
ATTACHMENTS
1. Project Location Map
2. Agreement