REPORT TO COUNCIL
SUBJECT
Title
Agreement with Schaaf & Wheeler, Consulting Civil Engineers for Water Mains at Bridge Crossings
Report
BACKGROUND
The City of Santa Clara Water and Sewer Utilities owns, operates and maintains the City’s approximately 335 miles of water distribution system pipelines. As part of the continuous efforts to maintain the City’s water distribution system, the City is proposing to relocate existing water mains at four creek crossing locations where these mains cross under Calabazas Creek or San Tomas Aquino Creek.
The Project will relocate four (4) existing water mains from below-grade creek crossings to at-grade crossings that are mounted on three (3) vehicular bridges and one (1) pedestrian bridge. Three (3) of the crossings will be mounted along vehicle bridges at Central Expressway and Calabazas Creek; El Camino Real and Calabazas Creek; and Scott Boulevard and San Tomas Aquino Creek. The fourth segment of water main will be mounted along a pedestrian bridge at Agate Drive and Calabazas Creek.
The upgrades will enhance water reliability during a seismic event, improve response to emergency leaks, and maintain a looped water distribution system.
DISCUSSION
On December 21, 2017, the City issued a Request for Proposals (RFP) to select a qualified design consultant to prepare plans, specifications, and provide construction support and cost estimates to facilitate construction of four (4) water main relocations along bridge crossings at Central Expressway and Calabazas Creek; El Camino Real and Calabazas Creek; Scott Boulevard and San Tomas Aquino Creek; and Agate Drive and Calabazas Creek.
Six (6) proposals were received. The proposals were reviewed and ranked by an evaluation team consisting of Water and Sewer Utilities engineering, operations, and construction staff. The proposals were evaluated based on the firm’s qualifications and relevant experience; project approach and schedule; and overall quality, responsiveness and completeness of the proposal. The initial proposal for services from Schaaf & Wheeler, Consulting Civil Engineers was $237,460. Subsequent scope and fee discussions with Schaaf & Wheeler resulted in a cost reduction of $13,768. Based on staff’s evaluation of the proposals, Schaaf & Wheeler, Consulting Civil Engineers is being recommended to provide the design consulting services for the Project.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
The proposed agreement is for an amount not to exceed $246,061. This includes $223,692 for basic services and a 10% contingency in the amount of $22,369 for any additional services.
Funding Source
Funds are available in the Water Utility Distribution System Replacement/Restoration Fund 592-7054.
COORDINATION
This report has been coordinated with the Finance Department and 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
Award the Water and Sewer Utilities contract to provide design professional services for the Water Mains at Bridge Crossings Project to Schaaf & Wheeler, Consulting Civil Engineers for an amount not to exceed $246,061. Authorize the City Manager to execute agreement and to make minor, non-substantive modifications, if necessary.
Staff
Reviewed by: Gary Welling, Director, Water and Sewer Utilities
Approved by: Deanna J. Santana, City Manager
ATTACHMENT
1. Agreement with Schaaf & Wheeler for Water Mains at Bridge Crossings