REPORT TO COUNCIL
SUBJECT
Title
Authorize the Issuance of a Consultant Service Agreement With TRC Solutions, Inc. for Professional Services to Upgrade of the Fuel Station at City Hall (F25-437)
Report
REPORT IN BRIEF
Approval is requested to authorize the issuance of a Consultant Services Agreement to TRC Solutions, Inc. of Irvine for a not-to-exceed amount of $257,956, plus a 10% contingency in the amount of $25,796, for a total not-to-exceed amount of $283,752, for design and pre-construction professional services to upgrade the fuel station at City Hall.
EXISTING POLICY
Pursuant to Chapter 2.08, including Section 2.08.040, of the Sunnyvale Municipal Code, contracts for professional services are awarded through a Request for Proposals (RFP) best value process, unless otherwise exempt, and City Council approval is required for the procurement of goods and/or services exceeding $250,000 in any one transaction.
ENVIRONMENTAL REVIEW
As part of the contract, the consultant will prepare a memorandum identifying any CEQA requirements and, as appropriate, CEQA exemption documentation. Based on the consultant’s memorandum, staff will determine the appropriate level of environmental review and will present to Council the corresponding CEQA analysis and findings at the time of construction award. Staff anticipates that the project will be exempt from CEQA pursuant to CEQA Guidelines Section 15302(c), which applies to the replacement or reconstruction of existing utility systems and/or facilities involving negligible or no expansion of capacity.
BACKGROUND AND DISCUSSION
The project consists of upgrading the fuel station at Sunnyvale City Hall by replacing three (3) existing underground storage tanks (USTs) with new USTs. In addition, the project will replace the fuel dispenser system and other associated equipment at the fueling station. It is anticipated that the new USTs for both gasoline and diesel will be smaller, given fuel consumption trends and the City’s plans to electrify its fleet. The existing USTs were installed in 1988 and have been primarily used to fuel City vehicles. The fueling station is not open to the public.
The City sought proposals from licensed engineering firms to provide professional services for the design and preparation of bid documents and construction support for the project. The City publicly advertised a Request for Proposals (RFP) on PlanetBids on June 4, 2025, and received one proposal on July 16, 2025. The proposal was evaluated by Public Works staff based on qualifications, experience, project understanding, approach, and innovation.
Following the evaluation process, the evaluation team decided to proceed with the single proposal submitted by TRC Solutions, Inc., as it demonstrated the experience and expertise necessary to complete the project design. TRC Solutions previously designed and successfully delivered the fuel station upgrade project at the City’s Corporation Yard, which was completed in 2024.
FISCAL IMPACT
The available budget for upgrading the fuel station at City Hall has been appropriated in the General Fund under Project 824780 - Upgrading of Fuel Stations. A project summary is included as Attachment 2 to this report.
PUBLIC CONTACT
Public contact was made by posting the Council meeting agenda on the City's official-notice bulletin board at City Hall, at the Sunnyvale Public Library and in the Department of Public Safety Lobby. In addition, the agenda and this report are available at the City Hall reception desk located on the first floor of City Hall at 456 W. Olive Avenue (during normal business hours), and on the City's website.
RECOMMENDATION
Recommendation
Take the following actions:
- Award a Consultant Service Agreement to TRC Solutions, Inc. with a total not-to-exceed amount of $257,956 for professional services to upgrade the fuel station at City Hall;
- Authorize the City Manager to execute the contract when all necessary conditions have been met; and
- Approve a 10% contingency in the amount not to exceed $25,796.
Levine Act
LEVINE ACT
The Levine Act (Gov. Code Section 84308) prohibits city officials from participating in certain decisions regarding licenses, permits, and other entitlements for use if the official has received a campaign contribution of more than $500 from a party, participant, or agent of a party or participant in the previous 12 months. The Levine Act is intended to prevent financial influence on decisions that affect specific, identifiable persons or participants. For more information see the Fair Political Practices Commission website: www.fppc.ca.gov/learn/pay-to-play-limits-and-prohibitions.html
An “X” in the checklist below indicates that the action being considered falls under a Levine Act category or exemption:
SUBJECT TO THE LEVINE ACT
___ Land development entitlements
___ Other permit, license, or entitlement for use
_X_ Contract or franchise
EXEMPT FROM THE LEVINE ACT
___ Competitively bid contract*
___ Labor or personal employment contract
___ Contract under $50,000 or non-fiscal
___ Contract between public agencies
___ General policy and legislative actions
* "Competitively bid" means a contract that must be awarded to the lowest responsive and responsible bidder.
Staff
Prepared by: David Battaglia, Purchasing Officer
Reviewed by: Matthew Paulin, Director of Finance
Reviewed by: Chip Taylor, Director of Public Works
Reviewed by: Sarah Johnson-Rios, Assistant City Manager
Approved by: Tim Kirby, City Manager
ATTACHMENTS
1. Draft Consultant Services Agreement
2. Budget Project Summary Sheet-824780 - Upgrading of Fuel Stations