REPORT TO COUNCIL
SUBJECT
Title
Consideration of an Agreement with Schaaf & Wheeler Consulting Civil Engineers for the Westside Retention Basin Stormwater Pump Replacement Project
Report
BACKGROUND
The Westside Retention Basin (Basin) and the Westside Stormwater Pump Station (Pump Station), which discharges stormwater into the San Tomas Aquino Creek, were constructed in 1975. The site is located immediately west of the San Tomas Aquino Creek, and south of Old Mountain View-Alviso Road. The Basin is the largest storm water run-off catchment in the City providing storm water storage capacity to minimize potential flooding.
In summer 2017, the Westside Retention Basin Desilting Project (Desilting Project) successfully removed approximately 16,600 cubic yards of sediment and restored its original storm water storage capacity. During the desilting operation, when the retention basin and pump station wet well were dewatered, the City, along with Schaaf and Wheeler Consulting Civil Engineers (S&W), assessed the existing pumps. It was determined that the existing pumps, motors, and associated piping and wiring were nearing the end of their useful life, and replacement was needed to provide reliable pump station operations.
The proposed agreement attached to this report will initiate the preparation of the design and bid documents for the construction of the Westside Retention Basin Stormwater Pump Replacement Project (Pump Replacement Project).
DISCUSSION
S&W is a licensed professional consulting firm and was retained by the City in May 2016 through a sole source process to provide design and construction support services for the Desilting Project. S&W’s scope of work for the Desilting Project included site investigation and analysis, permitting, and preparation of construction documents for public works bidding. The scope of work also included condition assessment of the existing stormwater pumps during construction while the basin and pump station wet well were dewatered.
Based on S&W’s experience and involvement in the preliminary engineering, environmental services, permits, design and construction of the Desilting Project, staff recommends that the City retain S&W to provide design professional services for the Pump Replacement Project. The scope of work generally includes: field review of existing pumps, motors, and all necessary work; recommendation of appropriate pump replacement models; preparation of construction documents for the public works bidding process; and engineering support during construction. Retaining S&W for the Pump Replacement Project is consistent with the City’s Contracting Procedures for contracts for specialized services from licensed professionals.
S&W has completed various capital improvement projects and technical studies related to the City’s storm drain and sanitary sewer infrastructures in the last ten years, including Storm Drain Master Plan in 2015, Citywide Strom Drain Pump Station Evaluation in 2010, Northside and Rabello Sewer Pump Station Bypass Connection and Flow Meter Relocation, and many others. Based on this experience, S&W is familiar with the City’s processes and requirements and has shown that they can provide efficient, quality, timely work for the City.
Staff recommends entering into an agreement for Design Professional Services with S&W for the Westside Retention Basin Stormwater Pump Replacement Project. Approval of this agreement will provide design professional services to develop the construction documents for the work to improve reliability of the storm drain infrastructure. It is anticipated that bid documents will be completed and ready for public works bidding in late fall 2018, with construction starting by summer 2019.
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.
FISCAL IMPACT
The proposed agreement is for a total cost not-to-exceed $139,183. This amount includes $126,530 for Basic Services plus a pre-approved not-to-exceed amount of $12,653 for Additional Services. Funding for this agreement is available in the Storm Pump Motor and Control Replacement Project (Project ID 535-1838).
COORDINATION
This report has been coordinated with the Finance Department and 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 Schaaf & Wheeler Consulting Civil Engineers for the Westside Retention Basin Stormwater Pump Replacement Project in the amount not-to-exceed $139,183; and
2. Authorize the City Manager to make minor modifications, if needed.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Agreement