REPORT TO CONSENT
SUBJECT
Title
Action on Amendment No. 1 to the Agreement with Schaaf & Wheeler Consulting Civil Engineers for Design Professional Services for the Bowers Avenue Underpass Storm Drain Pump Station Project
Report
BACKGROUND
The Bowers Avenue Underpass Storm Drain Pump Station (BSDPS) was constructed in 1974 and is located at the underpass of Bowers Avenue crossing under the Union Pacific Railroad right-of-way (Attachment 1). The station pumps storm water runoff from the under pass to the higher elevation storm drain mains along Bowers Avenue. The BSDPS contains all original mechanical, electrical, and plumbing, without any major replacement work since its original construction. Additionally, due to the age of the BSDPS, the City has had difficulty procuring parts to replace and maintain the station.
In January 2023, staff issued a Request for Proposals (RFP) for professional engineering services through a competitive procurement process for a condition assessment (first phase) and design services for the replacement of the BSDPS (second phase). A design professional services agreement with Schaaf & Wheeler Consulting Civil Engineers (S&W) for the first phase of the Bowers Avenue Underpass Storm Drain Pump Station Project (Project) was approved under the City Manager’s authority (Attachment 2). The first phase of the Project included preparation of a Basis of Design (BOD) report for the storm drain pump station rehabilitation. The BOD was completed in September 2023 and recommended replacement of the station. Due to a lack of funding, the project was paused at the time. However, with the approval of Measure I, funding for design and construction of the Project is now available. The second phase of the Project includes design and construction of the BSDPS.
DISCUSSION
The proposed Amendment No. 1 (Attachment 3) includes a negotiated scope of services and schedule of fees that incorporates the professional design services necessary to complete the second phase of the Project. The scope of services generally includes preparing bid documents (plans, specifications, and engineer’s estimate) for public works bidding, providing assistance with coordinating and securing various permits, and providing assistance during the bid, award, construction, and post-construction phases.
Staff recommends approval of Amendment No. 1 to the Agreement with Schaaf & Wheeler Consulting Civil Engineers to complete the design services needed for the Project. Approval of this amendment will provide the design professional services necessary to complete the design of the Project and proceed to construction in a timely manner. Design of the Project is anticipated to be completed by Fall 2026. The agreement includes a section covering prevailing wage requirements.
ENVIRONMENTAL REVIEW
This award is for the design phase and construction support services and is not a project which has the potential for causing a significant effect on the environment under the California Environmental Quality Act ("CEQA") Guidelines section 15061(b)(3). The Project will be reviewed for all CEQA documentation as part of their design review.
FISCAL IMPACT
The not-to-exceed amount under the current Agreement is $111,128. The proposed Amendment No. 1 increases the total not-to-exceed amount to $419,641 ($377,441 for basic services and $42,200 for additional services). The completed Phase 1 basic services fee was $96,633 and the proposed Phase 2 basic service fee is $280,808. Funding for this amendment is available in the Bowers Avenue Underpass Storm Drain Pump Station Rehabilitation Project in the Measure I General Obligation Bond Projects Fund.
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 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 Amendment No. 1 to the Agreement with Schaaf & Wheeler Consulting Civil Engineers for Design Professional Services for the Bowers Avenue Underpass Storm Drain Pump Station Project in the amount not-to-exceed $419,641, in a final form approved by the City Attorney; and
2. Authorize the City Manager to make minor modifications to the Agreement, including time extensions, if needed.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Jovan Grogan, City Manager
ATTACHMENTS
1. Project Location Map
2. Original Agreement
3. Amendment No. 1