REPORT TO COUNCIL
SUBJECT
Title
Action on the Award of an Agreement with HydroScience Engineers, Inc. for Hydraulic Model Calibration and Support Services
Report
BACKGROUND
The City’s water distribution system provides potable water to approximately 130,000 customers. The Water & Sewer Utilities Department (Department) is responsible for operation, maintenance, rehabilitation and repair of the water system in a manner that ensures safe and uninterrupted water supply to customers.
A hydraulic model is a software application tool that evaluates how the water distribution system behaves under different operating conditions. The hydraulic model information is used to support the efficient operation of the water distribution system and plan for future capital improvement projects.
In December 2017, the Department engaged Innovyze to update the existing H20MAP hydraulic model software to GIS based InfoWater. The software update and model build were completed by Innovyze in April 2019. The model must be calibrated to the existing field operating conditions before it can be utilized. The Department is seeking the services of a consulting firm to review the InfoWater model, analyze field data within the model and calibrate the model. In addition, the consultant will perform annual updates to the model to reflect changes in the water distribution system, recommend capital improvement projects to meet current and future demands, and perform as-needed analysis on the water system.
DISCUSSION
On March 7, 2019, staff issued a Request for Qualifications (RFQ) to solicit proposals from qualified firms to provide model calibration and support services for the City’s InfoWater hydraulic water system model. The RFQ was published on BidSync, the City’s e-procurement tool. A total of 47 companies viewed the RFQ. The City received four proposals by the April 12, 2019 deadline from the following firms:
• HydroScience Engineers, Inc. (San Jose, CA)
• Infrastructure Engineering Corporation (IEC) (San Jose, CA)
• Water Resource Engineers, Inc. (WRE) (Albany, CA)
• West Yost Associates (Walnut Creek, CA)
Evaluation Process: The evaluation process consisted of two phases in which only the two highest scoring proposals advanced to the next phase. A three-member panel independently evaluated and scored the proposals based on Phase 1 and Phase 2 criteria set forth in the RFQ and as summarized below.
In Phase 1, the panel considered the firms’ experience, technical capability and cost. Evaluation scores for the four proposals are as follows:
|
Phase 1 Evaluation Criteria |
Maximum Points |
HydroScience |
IEC |
WRE |
West Yost |
|
Experience |
40 |
30 |
25 |
26 |
31 |
|
Technical Capability |
40 |
31 |
25 |
24 |
31 |
|
Cost |
20 |
20 |
15 |
15 |
12 |
|
Total |
100 |
81 |
65 |
65 |
74 |
The two finalists from Phase 1 were advanced to Phase 2 due to very close scores in experience and technical capability. Staff conducted three reference checks each for HydroScience Engineers, Inc. and West Yost Associates. All references were positive.
In Phase 2, HydroScience and West Yost were invited for oral presentations to demonstrate their knowledge and understanding of the City’s requirements. Following oral presentations, staff conducted a Best and Final Offer to obtain final pricing.
Evaluation scores for the two finalists are as follows:
|
Phase 2 Evaluation Criteria |
Maximum Points |
HydroScience |
West Yost |
|
Cost |
50 |
50 |
22 |
|
Presentation |
50 |
35 |
42 |
|
Total |
100 |
85 |
64 |
Award Recommendation: Staff recommends award of agreement to HydroScience Engineers, Inc. as the most advantageous and best value proposal per the evaluation criteria set forth in Phase 2. HydroScience Engineers, Inc. has proven experience in maintaining and exercising hydraulic models for municipal water systems.
Notice of Intended Award: A Notice of Intended Award (NOIA) announcing the City’s recommended vendor was issued on June 5, 2019. The RFQ process included a ten-day protest period which commenced with the issuance of the NOIA and ended on June 15, 2019. No protests were received.
Term of Agreement: The term of the agreement will be three years with the option to extend the agreement for two additional one-year terms upon satisfactory performance of the services.
Summary of Agreement: The agreement with HydroScience Engineers, Inc. includes a provision for all professional services necessary to review and calibrate the City’s water system hydraulic model, perform annual updates, provide ongoing engineering support services for fire flow tests and other as-needed engineering services like annual model update, development of distribution flushing programs and water quality analysis relating to the hydraulic model.
Cost Summary: Compensation rates are fixed for the initial three-year term of the agreement. The breakdown of the not-to-exceed amount of $405,660 is presented in the table below.
|
Description |
Estimated Amount |
|
Project Tasks |
|
|
Review Existing Model |
$4,860 |
|
Calibration Standards and Plan Technical Memorandum |
$8,140 |
|
Field Data Collection for Extended Period Simulation |
$11,660 |
|
Model Calibration for Extended Period Simulation |
$30,080 |
|
Design Extended Period Scenarios (3 Scenarios) |
$13,420 |
|
Design Fireflow Scenario |
$6,640 |
|
Documentation and Reporting requirements |
$15,560 |
|
|
|
|
As-Needed Services |
|
|
Basic Staff Training |
$9,500 |
|
Annual Model Update |
$11,160 |
|
Residential Fire Flow Analysis and Reporting (150 instances) |
$53,250 |
|
Commercial, Residential, and Industrial (Mixed Used) Development Fire Flow Analysis with Recommendation Summary (150 instances) |
$131,250 |
|
Power User Staff Training |
$9,300 |
|
Development of a Comprehensive Uni-Directional Flushing Program (mains below 12”) |
$48,480 |
|
Development of a Comprehensive Uni-Directional Flushing Program (mains above 12”) |
$12,120 |
|
Water Quality Analysis (120 instances) |
$27,000 |
|
Pressure Boundary Survey and Zone Consolidation (2 instances) |
$13,240 |
|
Not-to-Exceed Amount (three-year term) |
$405,660 |
ENVIRONMENTAL REVIEW
This project being considered is exempt from the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15301, “Existing Facilities,” as the activity consists of the repair, maintenance or minor alteration of existing facilities involving no or negligible expansion of the use beyond that presently existing.
FISCAL IMPACT
The initial term of the agreement is a three-year term starting on July 22, 2019 and ending on July 21, 2022 with two one-year options to extend the agreement based on available appropriations. The not-to-exceed amount for the initial three-year term is $405,660.
The cost for the proposed work will be funded by the Asset Management Program project in the Water Utility Capital Fund (CIP 592-7057).
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 an agreement with HydroScience Engineers,
Inc. for hydraulic model calibration and support services for an initial term starting on
or about July 22, 2019 through July 21, 2022, with a maximum compensation not-to
exceed $405,660 during the initial three-year term; and
2. Authorize the City Manager to execute up to two one-year renewals to the Agreement
through July 21, 2024 for ongoing hydraulic model calibration and support services
with compensation increases subject to the City Manager’s approval and the
appropriation of funds.
Staff
Reviewed by: Gary Welling, Director, Water & Sewer Utilities Department
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Agreement with HydroScience Engineers, Inc.