REPORT TO COUNCIL
SUBJECT
Title
Action on Agreements with Woodard and Curran for the Sanitary Sewer Master Plan Update and Sanitary Sewer Hydraulic Model Maintenance and Support and Approve Related Budget Amendment
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
A current and updated Sanitary Sewer Master Plan (SSMP) allows the City to make improvements to the sanitary sewer collection system to accommodate current and future development and ensures that the City continues to provide a high level of reliable service to its customers. The most recent comprehensive update to the SSMP was completed in 2016. Since that time, the City has experienced continued significant growth and redevelopment necessitating an evaluation of the capacity of the system to handle future wastewater flows. In addition, the SSMP update will fulfill the requirement for a capacity evaluation and capacity assurance plan as required for all sewer collection system agencies by the Regional Water Quality Control Board.
The updated SSMP results in an updated and current sanitary sewer hydraulic model. Once the SSMP update is completed, it is necessary to continue to keep the hydraulic model current with the latest changes in land use resulting from development, to ensure software updates are completed in a timely manner, and to analyze new proposed projects and developments for impacts to the sanitary sewer collection system.
DISCUSSION
A formal selection process was utilized to solicit proposals from consultants to provide the required professional services for the SSMP update and for ongoing sanitary sewer hydraulic model maintenance and support. In July 2022, staff issued a competitive Request for Proposals (RFP) on the City’s e-procurement system. Staff received proposals from two firms: GHD Inc. and Woodard & Curran.
A proposal review panel consisting of staff from the Department of Public Works and the Water & Sewer Utilities Department evaluated each proposal against the criteria set forth in the RFP, including responsiveness to the RFP, qualifications and experience of the firm, qualifications and experience of key staff, project approach, and proposed schedule for the work. Based on the panel’s evaluation, Woodard and Curran is recommended for award of contract for the SSMP Update and the ongoing sanitary sewer model maintenance and support. Woodard and Curran submitted the best proposal, demonstrated a strong understanding of the scope of services, and provided an excellent approach to delivering the scope of services and resolving the issues presented in the RFP. Woodard and Curran has extensive sanitary sewer master plan experience within the Bay Area.
The proposed agreements (Attachments 1 and 2) include refined scopes of work based upon negotiations. The scope of work for the SSMP Update includes data collection, flow monitoring, updating the City’s existing hydraulic model for the sanitary sewer network, analyzing the sewer network to determine deficiencies, developing projects to address deficiencies, and conducting a funding analysis to determine appropriate fees to support the cost of the projects. The Sanitary Sewer Hydraulic Model Maintenance and Support Agreement provides for the necessary ongoing hydraulic model support including development reviews, as-needed model analysis and reviews, and model maintenance and updates. Staff recommends entering into one agreement for the SSMP Update and another for the ongoing maintenance and support due to the different timeframes and scope of work between the two activities. The SSMP Update work is anticipated to complete by summer 2024 whereas the ongoing support of the model will extend into 2026 and beyond.
Both agreements include sections covering prevailing wage requirements.
ENVIRONMENTAL REVIEW
Council action on this item does not constitute a “project” within the meaning of the California Environmental Quality Act ("CEQA") because it is an administrative activity that will not result in direct or indirect physical changes in the environment as set forth in section 15378(b)(5) of the CEQA Guidelines.
FISCAL IMPACT
The proposed SSMP Update Agreement is for a total not-to-exceed amount of $980,038. This amount includes $891,038 for basic services and $89,000 for additional services. Partial funding for the agreement is available in the Sanitary Sewer Master Plan Update project in the Sewer Utility Capital Fund. Additional funding of $480,038 from unallocated Sanitary Sewer Conveyance Fees is being requested to fully fund the agreement.
The proposed Sanitary Sewer Hydraulic Model Maintenance and Support Agreement is for a total not-to-exceed amount of $1,000,000. Sufficient funding is available in the Sanitary Sewer Hydraulic Modeling As-Needed Support project in the Sewer Utility Capital Fund.
Budget Amendment
FY 2022/23
|
|
Current |
Increase/ (Decrease) |
Revised |
|
Sewer Utility Capital Fund |
|
|
|
|
Expenditure |
|
|
|
|
Sanitary Sewer Master Plan Update |
$500,000 |
$480,038 |
$980,038 |
|
|
|
|
|
|
Fund Balance |
|
|
|
|
Unallocated Sanitary Sewer Conveyance Fees |
$20,251,642 |
($480,038) |
$19,771,604 |
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 with Woodard and Curran for the Sanitary Sewer Master Plan Update in the amount not-to-exceed $980,038;
2. Authorize the City Manager to make minor modifications to the Sanitary Sewer Master Plan Update Agreement if needed and to extend the term;
3. Approve and authorize the City Manager to execute an agreement with Woodard and Curran for the Sanitary Sewer Hydraulic Model Maintenance and Support Agreement in the amount not-to-exceed $1,000,000;
4. Authorize the City Manager to exercise up to two one-year extensions to the agreement and make minor modifications to the Sanitary Sewer Hydraulic Model Maintenance and Support Agreement if needed and to extend the term; and
5. Approve the following FY 2022/23 budget amendment in the Sewer Utility Capital Fund to increase the Sanitary Sewer Master Plan Update Project appropriation by $480,038 and decrease the Unallocated Sanitary Sewer Conveyance Fees fund balance by $480,038 (five affirmative Council votes required for the use of unused balances).
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Rajeev Batra, City Manager
ATTACHMENTS
1. Agreement for Sanitary Sewer Master Plan Update
2. Agreement for Sanitary Sewer Hydraulic Model Maintenance and Support