REPORT TO COUNCIL
SUBJECT
Title
Authorize an Amendment to an Existing Design Contract for the Rehabilitation of Storm Pump Station No. 2 (F15-59)
Report
REPORT IN BRIEF
Approval is requested to amend an existing contract with Schaaf & Wheeler Consulting Civil Engineers of Santa Clara for design services associated with the Baylands Storm Pump Station No. 2 Rehabilitation. The amendment will increase the total value of the contract by $167,556, from $316,093 to $483,649. This includes additional work and fees required to obtain a Regional Water Quality Control Board (RWQCB) permit, and construction support services that were not part of the original design contract. Approval is also requested for a 10% contingency on the additional services in the amount of $16,756.
ENVIRONMENTAL REVIEW
This amendment to an existing design contract is not a project as defined in Section 15378 of the California Environmental Quality Act (CEQA).
BACKGROUND AND DISCUSSION
The City of Sunnyvale Storm Pump Station No. 2, located at the edge of Baylands Park, pumps storm water from a collection basin over a levee into Calabazas Creek. It was designed and built in the 1960's and has reached the end of its useful life. In 2011, a comprehensive feasibility study of the station was conducted to help determine the most cost-effective rehabilitation strategy to increase reliability of the station while meeting all current regulatory codes and standards.
Following the feasibility study, a contract to design the Baylands Storm Pump Station No. 2 Rehabilitation Project was awarded by Council to Schaaf & Wheeler Consulting Civil Engineers in the amount of $316,093 in July 2012 (RTC No. 12-169). In addition to the engineering design, the project scope included appropriate environmental review and an assumed amount of effort for regulatory permitting.
A CEQA Mitigated Negative Declaration (MND) was prepared for the project and was adopted by Council in March 2014, at which point applications were submitted for all required regulatory permits. While reviewing the permit application, the Regional Water Quality Control Board (RWQCB) determined that the collection basin upstream of the pump station is under their jurisdiction and therefore needs to be included in the permit. Schaaf & Wheeler has proposed to coordinate this effort for an additional $16,400.
Construction support services were not included in the original design contract, as electrical requirements/pump configuration options needed to be developed and refined during the design process. Now that the project is fully designed, the level of effort required for construction support is estimated to be $151,156. More than half of these costs will consist of reviewing and responding to contractor submittals for the new pumps and motors. Other tasks include attending construction progress meetings, responding to other Requests for Information (RFI's), and assisting with final inspection and punch list items. The consultant Construction Support Fee Worksheet included in the Addendum to Consultant Services Agreement (Attachment 1) details the scope of construction support services to be provided.
FISCAL IMPACT
Additional project costs are as follows:
Construction support services $151,156
Additional regulatory costs $16,400
Contingency (10%) $16,756
Total costs $184,312
Budgeted funds are available in Capital Project 822762 (Storm Pump Station Number 2 Rehabilitation), funded by the Wastewater Management Fund.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, at the Sunnyvale Senior Center, Community Center and Department of Public Safety; and by making the agenda and report available at the Sunnyvale Public Library, the Office of the City Clerk and on the City's website.
RECOMMENDATION
Recommendation
1) Authorize an amendment to an existing contract, in substantially the same format as Attachment 1, with Schaaf & Wheeler Consulting Civil Engineers for additional services related to the Rehabilitation of Storm Pump Station No. 2 to increase the total contract value by $167,556, bringing the total contract value to $483,649; and 2) Approve a 10% contingency on the additional services in the amount of $16,756.
Staff
Prepared by: Pete Gonda, Purchasing Officer
Reviewed by: Grace K. Leung, Director, Finance
Reviewed by: John Stufflebean, Director, Environmental Services
Reviewed by: Manuel Pineda, Director, Public Works
Reviewed by: Robert A. Walker, Assistant City Manager
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Draft Amendment to Consultant Services Agreement