REPORT TO COUNCIL
SUBJECT
Title
Action on Master Agreements with Stantec Consulting Services, Inc. and Bellecci & Associates for Underground Electrical Distribution System Design Services [Council Pillar: Deliver and Enhance High Quality Efficient Services and Infrastructure]
Report
BACKGROUND
City of Santa Clara’s (City) Electric Department, doing business as Silicon Valley Power (SVP), is planning a continuing effort to upgrade and enhance the City’s underground electrical distribution system infrastructure to meet new customer demands as well as to maintain the reliability of the SVP distribution system. As a part of this effort, SVP plans to enter into a master agreement with two consultants to provide design services for the underground electrical distribution system.
There are six projects that SVP has identified for award to the consultants. These projects include four underground crossings (two will cross Central Expressway at Coronado Drive with another at Lawson Lane, one will cross El Camino Real at Halford Avenue, and one will cross Great America Parkway at the intersection of Great America Way), open trench on west of existing Fairview Substation to Coronado Avenue and one project will utilize an 0.7 mile open trench along Stevens Creek Boulevard from Rodonovan Road to Stern Avenue located in the south part of the City.
There are several development projects in the early stages of development over the next 5 years. As priority necessitates, SVP will identify additional projects, including the scope and budget for each project, on an as-needed basis for the term of the agreement. SVP will coordinate with the consultants to develop a specific scope of work for each project.
DISCUSSION
On November 7, 2019, staff issued a Statement of Qualifications (SOQ) to solicit proposals from qualified firms to provide engineering services for SVP’s underground electrical distribution system infrastructure. The SOQ was published on BidSync, the City’s e-procurement system. A total of 97 companies viewed the SOQ, and eight proposals were received from the following firms:
• Bellecci & Associates (Pleasanton, CA)
• EN Engineering, LLC (Warrenville, IL)
• Finley Engineering (Lamar, MO)
• M2K Consulting Engineering, Inc. (Fairfield, CA)
• Quanta Utility Engineering Services (San Diego, CA)
• SANDIS Civil Engineers Surveyors Planners (Campbell, CA)
• Sargent & Lundy (Chicago, IL)
• Stantec Consulting Services, Inc. (San Jose, CA)
Evaluation Process: The Santa Clara City Code Section 2.105.100(b) defines “architect-engineer and land surveying services” as meaning those professional services within the practice of architecture, professional engineering or land surveying as defined by the laws of the State of California. In compliance with the State laws governing procurement of architectural and engineering services, the City followed a qualifications-based selection process in which firms are ranked in order of qualifications.
Proposals were evaluated and scored independently by a three-member evaluation team against the criteria and weights published in the SOQ. The top three ranked firms were invited for oral interviews to introduce their proposed project team members and demonstrate their experience and capacity to meet the City’s requirements. The final ranking is as follows:
|
Rank |
Firm |
|
1 |
Stantec Consulting Services, Inc. (San Jose, CA) |
|
2 |
Bellecci & Associates (Pleasanton, CA) |
|
3 |
Quanta Utility Engineering Services (San Diego, CA) |
Based on the rankings, the City negotiated contract terms with the three highest-ranked firms. The City was unable to negotiate a satisfactory contract with Quanta Utility Engineering Services. In accordance with the SOQ, the City will enter into a master agreement with Stantec Consulting Services, Inc. and Bellecci & Associates. Actual project or work will be issued via work orders pursuant to the terms of the master agreement. In determining the firm who will be awarded the work order, the City will first negotiate with Stantec Consulting Services, Inc. as the highest ranked firm under contract to determine project scope, schedule, and cost. If negotiations cannot be reached with Stantec Consulting Services the City will then begin negotiations with Bellecci & Associates.
Notice of Ranking: A Notice of Ranking announcing the City’s recommended firms was issued on February 7, 2020.
Term of Agreement: The term of the proposed master agreements will be five years.
Cost Summary: SVP has identified to award the following projects with cost estimates:
|
Project Name |
Estimated Project Cost |
|
Lawson Lane Crossing |
$205,784 |
|
Fairview Crossing |
$233,198 |
|
El Camino Crossing |
$240,746 |
|
Great America Crossing |
$201,895 |
|
Rodonovan Reach Trench |
$287,000 |
|
Fairview Off Site Trench |
$231,250 |
|
Total Cost |
$1,399,873 |
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. Furthermore, 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(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.
FISCAL IMPACT
The total compensation shall not exceed $3,000,000 for the two master agreements. Sufficient funds are available in the Electric Department Capital Improvement Program (CIP) project, Transmission and Distribution Capital Maintenance and Betterments (project no. 2006).
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>.
RECOMMENDATION
Recommendation
1. Authorize the City Manager to execute Master Agreements with Stantec Consulting Services, Inc. and Bellecci & Associates for underground electrical distribution system design services, for a five-year term ending April 30, 2025 for a maximum aggregate compensation not to exceed $3,000,000 for the two Master Agreements; and
2. Authorize the City Manager to add or delete services consistent with the scope of the agreements and allow future rate adjustments subject to request and justification by consultant and approval by the City, subject to the appropriation of funds.
Staff
Reviewed by: Manuel Pineda, Chief Electric Utility Officer
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Master Agreement with Stantec Consulting Services, Inc.
2. Master Agreement with Bellecci & Associates