REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement with Mott MacDonald, Inc. for Design Professional Services for the Lafayette St. Underpass at Subway Pump Station and Related Budget Amendment
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The Lafayette St. underpass at the railroad tracks south of Reed Street was constructed in 1936 to provide continuous pedestrian, vehicular, and Caltrain mobility on and above Lafayette Street (Attachment 1). The Lafayette Subway Storm Drain Pump Station (SWPS) was also constructed along with the underpass to collect and pump stormwater runoff from the railway underpass, nearby residential homes and small businesses. Over the last 10 years, the City has experienced constant ponding of water on the roadway surface at the Lafayette Street underpass. Staff has investigated this issue and determined that there is no simple maintenance solution, so it is necessary to hire a design professional to further investigate the problem and provide options for a solution.
The goal of the Lafayette St. Underpass at Subway Pump Station (Project) is to assess, evaluate and recommend improvements for the constant ponding of groundwater through investigating the existing roadway, drainage systems, and the SWPS. The consultant will conduct the necessary field investigations and analysis in order to prepare reports that assess this infrastructure. This includes recommending improvements to address the constant ponding of water on the roadway and improvements to the SWPS. The reports will be used as the basis for the next phases of the project which include design and construction. The design and construction phases of the project are currently not included in the budget.
DISCUSSION
A formal selection process was utilized to solicit proposals from consultants to provide the required design professional services. In July 2020, a Request for Proposals (RFP) was issued to solicit qualifications from consultants for the Project. Three proposals were received and evaluated based on responsiveness to the RFP, qualifications of firm, qualifications of key staff and their availability, project approach, and the proposed schedule to complete the assessment. A proposal review panel consisting of engineering and maintenance staff from the Department of Public Works ranked Mott MacDonald, Inc. as the top ranked firm.
Mott MacDonald demonstrated a strong project understanding and provided an excellent project approach to investigate and resolve the issues presented in the RFP. Mott MacDonald also presented a holistic approach of looking at the entire area and approaching it from different perspectives, which included reviewing existing pipe conveyance, hydrostatic pressure below the underpass roadway, pumping capacity, and various other assessment criteria that are critical to meeting the Project goals. In addition, Mott MacDonald has successfully completed similar projects for other municipalities in California. Staff recommends entering into an Agreement with Mott MacDonald to provide professional services for the Project. The scope of work for the proposed Agreement includes field review, topographic survey, geotechnical boring and testing, structural assessment, potholing, and preparing reports. The Agreement includes a section covering Prevailing Wages. Although the Agreement does not include design and construction support services, the City may, at its sole discretion, elect to negotiate and enter into a separate Agreement with Mott MacDonald for these additional services if desired.
It is anticipated that the initial phases of the Project will be completed by Fall of 2021.
ENVIRONMENTAL REVIEW
This action 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.
FISCAL IMPACT
The proposed Agreement is for a total not-to-exceed amount of $227,524. This amount includes $206,387 for basic services, $498 for any authorized reimbursable expenses, and $20,639 for additional services. Additional funding of $10,476 for other miscellaneous expenses, such as permits, for the Project is needed, bringing the total project cost to $238,000. Funding in the amount of $200,000 is available in the Storm Drain Capital Fund’s Lafayette St. Underpass at Subway Pump Station Project. To address the remaining funding need of $38,000, staff recommends transferring $38,000 from the Westside Retention Basin Pump Replacement Project that has available project savings to cover this cost as reflected in the budget amendment below.
BUDGET AMENDMENT
FY 2020/21
|
Storm Drain Capital Fund |
Current |
Increase/ (Decrease) |
Revised |
|
Expenditures |
|
|
|
|
Westside Retention Basin Pump Replacement Project |
$131,421 |
($38,000) |
$93,421 |
|
Lafayette St. Underpass at Subway Pump Station Project |
$200,000 |
$38,000 |
$238,000 |
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>.
RECOMMENDATION
Recommendation
1. Approve and authorize the City Manager to execute an agreement with Mott MacDonald, Inc., for the Lafayette St. Underpass at Subway Pump Station in the amount not-to-exceed $227,524;
2. Authorize the City Manager to make minor modifications, including time extensions, to the agreement, if needed; and
3. Approve the related FY 2020/21 budget amendment in the Storm Drain Capital Fund to increase the Lafayette St. Underpass at Subway Pump Station Project by $38,000 and decrease the Westside Retention Basin Pump Replacement Project by $38,000.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Project Location Map
2. Agreement