REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement with CSG Consultants, Inc. for Design Professional Services for Annual Street Pavement Maintenance and Rehabilitation Projects (2023 & 2024 Projects)
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The Department of Public Works (DPW) oversees the City’s Pavement Management Program, which includes annual street pavement maintenance and rehabilitation. Under this program, the pavement conditions of the City’s street network are inspected and streets are prioritized annually to receive preventative maintenance and rehabilitation treatments based upon the funding available. The pavement maintenance and rehabilitation work is bid as part of DPW’s construction contracts on an annual basis. The City’s annual street pavement maintenance and rehabilitation work typically involves slurry seals, patching, cape seals, and asphalt overlays, including other ancillary work such as ADA curb ramps and traffic striping.
In order to prepare the 2023 and 2024 annual street pavement maintenance and rehabilitation contracts for public bidding, the City will need to retain a consultant to provide engineering design services.
DISCUSSION
A formal selection process was utilized to solicit proposals from consultants to provide the requested services. In August 2022, a competitive Request for Proposals (RFP) was published on the City’s e-procurement platform for the project. The City received proposals from four firms: Bellecci & Associates, Inc., BKF Engineers, CSG Consultants, Inc., and Deenscorp, Inc.
A proposal review panel consisting of staff from the Design, Field Services, and Streets divisions of DPW evaluated each proposal against the criteria set forth in the RFP, including responsiveness to the RFP, qualifications of the firm, qualifications and availability of key staff, project approach, completeness and depth of scope of services, and project schedule and completion dates. Based on the panel’s evaluation, CSG Consultants, Inc. (CSG) is recommended for award of contract. CSG submitted the best proposal, demonstrated a strong project understanding, and provided a project approach that would maximize the cost-effectiveness of the pavement maintenance and rehabilitation work. CSG has also successfully performed similar services for nearby public agencies including prior street pavement maintenance and rehabilitation projects for the City of Santa Clara.
The proposed agreement (Attachment 1) includes a refined scope of services based upon negotiations and the understanding of the work to be performed. The scope of services generally includes: project management, preliminary engineering and evaluation, permitting, construction documents, bidding support, construction support, and project close-out. The agreement includes providing design services for two annual street pavement maintenance projects, the first to be constructed in 2023 and the second to be constructed in 2024. The agreement includes prevailing wage requirements.
Staff recommends entering into the Agreement for Design Professional Services with CSG for Annual Street Pavement Maintenance and Rehabilitation Projects (2023 & 2024 Projects). Approval of this agreement will provide the design professional services necessary to prepare construction documents to maintain the City’s street infrastructure.
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 the project and future discretionary approvals are required by the City to approve the projects for construction. The pavement maintenance work being considered under the agreement will be evaluated in accordance with CEQA as part of the project development process prior to approval for construction. It is expected that the CEQA determination for pavement maintenance will be a categorical exemption pursuant to CEQA Guidelines section 15301 “Existing Facilities” as the activity consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities mechanical equipment or topographical features involving negligible or no expansion of use beyond that existing at the time of the lead agency’s determination.
FISCAL IMPACT
The proposed agreement is for a total not-to-exceed amount $668,184. This amount includes $607,440 for basic services, and $60,744 for additional services, and includes both the 2023 and 2024 annual street pavement maintenance and rehabilitation projects. Funds for the agreement are available in the Capital Improvement Program budget in the Annual Street Maintenance and Rehabilitation Program 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 CSG Consultants, Inc. for the Annual Street Pavement Maintenance and Rehabilitation Projects (2023 & 2024 Projects) for a combined total amount not-to-exceed $668,184; and
2. Authorize the City Manager to make minor modifications to the Agreement and to extend the term, if needed.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Rajeev Batra, City Manager
ATTACHMENTS
1. Agreement
2. Street List