REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement for Design Professional Services with Schaaf & Wheeler Consulting Civil Engineers, Inc. for the Laurelwood Storm Drain Pump Station Rehabilitation Project
Report
BACKGROUND
The City of Santa Clara has approximately 200 miles of storm drain pipes and 8,440 storm drain nodes which include manholes, catch basins, retention basins, lift stations, pump stations, and outfalls. The City operates 22 storm lift stations and pump stations that discharge into creeks and rivers. Most of the pump stations are located in the northern half of the City and pump storm water over and through levees into Guadalupe River, San Tomas Aquino Creek, or Calabazas Creek.
The Laurelwood Storm Drain Pump Station (Station) was built in 1986 and collects drainage from approximately 308 acres. There have been no major improvements to the Station since it was constructed. However, the Station currently experiences operational issues that require attention in order for it to properly function and provide reliable service. The issues include excess pump cycling, electrical overloading conditions, trash rack clogging, excessive moisture inside the building, roof leaks, and lack of separation between hazardous spaces and electrical equipment. The Laurelwood Pump Station Rehabilitation Project (Project) intends to fully assess these deficiencies and make the necessary modifications to fully rehabilitate the Station.
DISCUSSION
A formal Request for Proposal (RFP) selection process was utilized to solicit proposals from consultants to provide engineering services for the Project. The RFP was posted on the City’s website and distributed to numerous professional engineering firms. The City received one proposal from Schaaf & Wheeler Consulting Civil Engineers, Inc. (S&W) in response to the RFP. Staff attributes receiving only one proposal due to the state of the current economy where there is abundant work available, as well as requiring a team of professional engineers with extensive knowledge of storm drain pump station rehabilitation and design. S&W’s proposal was evaluated based on a number of factors including qualifications, work plan, relevant experience of the firm, key staff experience, the quality of the proposal, and the responsiveness to the RFP. Following the evaluation of S&W’s work and cost proposals, staff deems the cost proposal reasonable considering the complex work to be completed and recommends entering into an Agreement with S&W for the Project.
The scope of work for the proposed Agreement includes the following: review of the Station deficiencies, recommendation of rehabilitation, preparation of construction documents (plans, specifications, and estimates) for Public Works construction bidding, and support services during construction.
The following tasks are also included in the Agreement: 1) design a full trash capture device upstream from the Station to reduce trash loading to the pump station and prevent reoccurring maintenance costs associated with trash removal; and 2) prepare an abatement work plan of hazardous materials and provide construction support services, if necessary, based on the results of the pre-renovation hazardous material survey. Both tasks would only be performed after the preliminary engineering work has been completed. For this reason, these services have been incorporated into the scope of services as optional tasks.
Staff recommends entering into an Agreement for Design Professional Services with Schaaf & Wheeler Consulting Civil Engineers, Inc. for the Project.
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 not-to-exceed amount of $865,381. This amount includes $786,710 for basic services and a not-to-exceed amount of $78,671 for additional services. Sufficient funds for this project were included in the 2018/19 Capital Improvement Program Budget.
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 the Agreement for Design Professional Services with Schaaf & Wheeler Consulting Civil Engineers, Inc. for the Laurelwood Pump Station Rehabilitation Project in the amount not-to-exceed $865,381; and
2. Authorize the City Manager to make minor, non-substantive modifications to the Agreement, if needed.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Agreement