REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement with Mott MacDonald Group, Inc. for Design Professional Services for the Storm Drain Slide Gate Rehabilitation Project and Related Budget Amendment
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The City of Santa Clara’s storm drain system consists of approximately 200 miles of pipelines, which include manholes, catch basins, retention basins, lift stations, pump stations, and outfalls. Stormwater in the City generally drains in a south to north direction and ultimately goes to the San Francisco Bay. Runoff captured by the storm drain system is discharged through a combination of gravity outfalls and pump stations. The City operates and maintains 22 storm lift/pump stations (Attachment No. 1). Most of the storm lift/pump stations are located in the northern half of the City and pump stormwater over and through levees into Guadalupe River, San Tomas Aquino Creek, or Calabazas Creek.
Proper maintenance of the storm lift/pump stations and equipment is essential for efficient operation, infrastructure management and flood protection. In order to perform maintenance activities inside a wet well at any station, isolation of the station is necessary. A slide gate provides a means for staff to isolate a particular pump station from the incoming stormwater flows. City staff has prioritized up to eight storm pump stations for rehabilitation of existing or installation of new slide gates. The Storm Drain Slide Gate Rehabilitation Project (Project) includes the following storm drain pump stations: Eastside, Rambo, Nelo-Victor, Fairway Glen, Gianera, Lakeside, Lake Santa Clara, and Freedom Circle.
DISCUSSION
A formal selection process was used to solicit proposals from consultants to provide the required design professional services. On October 28, 2020, a Request for Proposals (RFP) was issued on the City’s e-procurement system, BidSync, to solicit proposals from qualified consultants for the Project. Two proposals were received from Mott MacDonald Group, Inc. and Schaaf and Wheeler Consulting Civil Engineers. A proposal review panel consisting of staff from the Department of Public Works Design and Street Divisions evaluated each proposal against the criteria set forth in the RFP. Criteria included: responsiveness to the RFP, qualifications of the firm, qualifications and experience of key staff and their availability, project approach, and ability to complete the project within the proposed schedule.
Based on the panel’s evaluation, Mott MacDonald Group, Inc. (MMG) was the highest ranked proposer based on several factors. MMG demonstrated a better project understanding and provided an excellent project approach and team to investigate and resolve the issues presented in the RFP.
The base scope of work of the proposed agreement (Attachment 2) generally includes site evaluation; preliminary engineering and construction cost estimates (for all eight sites); and preparation of construction documents (plans, specifications, and engineer’s estimates) for public works bidding, and engineering support services (bid, award, construction) for two high priority sites. Based on the outcome of the preliminary engineering analysis, estimated construction cost, and available funding for construction, a decision will need to be made whether there is enough budget to move forward with the optional tasks listed in the agreement. The optional work includes detailed design and preparation of construction documents for three medium priority sites (Optional Task 1), and the remaining three low priority sites (Optional Task 2). Staff will also be able to evaluate how much additional budget will need to be approved later to fund the implementation for the remainder of these improvements
Staff recommends entering into the Agreement with Mott MacDonald Group, Inc. for Design Professional Services for the Storm Drain Slide Gate Rehabilitation Project. Approval of this agreement will provide the design professional services necessary to perform the design work associated with the project. It is anticipated that design will be completed in summer of 2022. This timeframe is subject to change based on the current issues related to the COVID-19 pandemic. The Agreement includes a section covering 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.
FISCAL IMPACT
The proposed Agreement is for a total not-to-exceed amount of $428,817. This amount includes $389,834 for basic services and $38,983 for additional services. Funding in the amount of $390,000 is available in the Storm Drain Slide Gate Rehabilitation Project (CIP 535-1844). Staff recommends transferring $50,000 from the Laurelwood Stormwater Pump Station Rehabilitation Project that has available project savings as reflected in the budget amendment below.
|
Storm Drain Capital Fund |
Current |
Increase/ (Decrease) |
Revised |
|
Expenditures |
|
|
|
|
Laurelwood Pump Station Rehabilitation Project |
$7,210,493 |
($50,000) |
$7,160,493 |
|
Storm Drain Slide Gate Rehabilitation Project |
$390,000 |
$50,000 |
$440,000 |
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>.
RECOMMENDATION
Recommendation
1. Approve and authorize the City Manager to execute an agreement with Mott MacDonald Group, Inc. for the Storm Drain Slide Gate Rehabilitation Project in the amount not-to-exceed $428,817;
2. Authorize the City Manager to make minor modifications to the agreement, if needed; and
3. Approve the following budget amendment in the Storm Drain Capital fund (five affirmative votes required, City Charter section 1305): Decrease the Laurelwood Pump Station Rehabilitation Project by $50,000 and increase the Storm Drain Slide Gate Rehabilitation Project by $50,000.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Storm Drain Map
2. Agreement