REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement for Design Professional Services with V&A Consulting Engineers, Inc. for the Sanitary Sewer System Inflow and Infiltration Evaluation for Chromite, Machado and Cabrillo Tributary Area Project
Report
BACKGROUND
The City has a current population of approximately 130,000 and is served by a wastewater collection system consisting of approximately 270 miles of sewer pipelines and seven sewage pump/lift stations. The system collects wastewater flows generated within the City limits as well as flows from a major portion of the Cupertino Sanitary District (CuSD) via a connection at Homestead Road and Swallow Drive. Flow is conveyed eastward to the City of San Jose’s interceptor sewer on Zanker Road, and northward to the Northside and Rabello Pump Stations, where the flow is pumped to the San Jose/Santa Clara Regional Wastewater Facility (RWF) for treatment and disposal.
The City’s sanitary sewer master plan update was completed in 2016. As part of the update, flow monitoring was conducted in winter 2014-2015 and the results showed high inflow and infiltration in the Chromite, Machado, and Cabrillo sewer tributary area (Project). The same area also showed high inflow and infiltration in 2006 flow monitoring. High inflow during rain events and high infiltration from ground water year-round in the sewer lines reduces sewer conveyance capacity of the City’s sewer system and increases flow to the wastewater treatment facility.
The Project area is roughly bounded by El Camino Real, Bowers Avenue, Monroe Street, and the western city limits, which is approximately 1.25 square miles with 27 miles of sewer pipelines. The sewer pipelines within the Project are various sizes ranging from 8 to 27 inches in diameter.
DISCUSSION
A formal Request for Proposal (RFP) selection process was utilized to solicit proposals from consultants to provide the professional engineering services needed to evaluate high inflow and infiltration and identify solutions to reduce this flow. The RFP was posted on Bidsync and was also advertised via email and phone calls to potential consultants. Four proposals were received.
The proposals were evaluated by members of the Department of Public Works. The criteria utilized for evaluating the proposals included responsiveness to the RFP, completeness, understanding of the project, work plan, experience of the consultant team, and consultant’s insight of the inflow and infiltration issue. Following the evaluation process, V&A Consulting Engineers, Inc. (V&A) was the highest ranked proposer for various reasons. V&A submitted a very complete and thorough proposal that demonstrated a good understanding of the work to be completed. They also proposed a highly qualified team to complete the project along with a clear work plan. V&A has many years of experience providing sanitary sewer flow monitoring; inflow and infiltration evaluation; and flow reduction planning for agencies in the San Francisco Bay Area. Based on this, staff recommends entering into the Agreement for Professional Services with V&A Consulting Engineers, Inc. for the Sanitary Sewer System Inflow and Infiltration Evaluation for Chromite, Machado and Cabrillo Tributary Area.
The scope of work for the proposed Agreement includes items such as: sewer flow monitoring, smoke testing, and Closed-Circuit Television (CCTV) inspection, as necessary, to determine source and entry points of inflow and infiltration. Based on the flow monitoring, testing and inspection results the consultant will evaluate pipe conditions and formulate strategies to reduce inflow and infiltration into the sewer pipelines within the Project area. The RFP included language that the City may also choose to utilize the selected consultant for the preparation of the design, specifications and bid documents for the actual repair work. In the event the City decides to utilize V&A Consulting Engineers, Inc. for the design phase of the project, Staff will return to Council with a contract amendment for this additional scope of work.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality 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 a total not-to-exceed amount of $430,472. This amount includes $378,872 for Basic Services, $1,600 for reimbursable expenses, plus a not-to-exceed amount of $50,000 for Additional Services. There are sufficient funds available in the Sanitary Sewer Capacity Improvements project in the Sewer Utility Capital Fund.
COORDINATION
This report has been coordinated with the Water & Sewer Utilities Department, 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
1. Approve and authorize the City Manager to execute the Agreement for Design Professional Services with V&A Consulting Engineers, Inc. for Sanitary Sewer System Inflow and Infiltration Evaluation in the not-to-exceed amount of $430,472;
2. Authorize the City Manager to exercise the option to extend the Agreement for up to two additional terms of one year each; and
3. Authorize the City Manager to make minor modifications to the Agreement, including time extensions, if necessary.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Agreement