REPORT TO COUNCIL
SUBJECT
Title
Award of Contract to Bellecci & Associates, Inc. for Citywide Waterline Replacement 2025 Design, Bidding, and Construction Support in the Amount of $1,862,983 and Approve Budget Modification No. 8 in the Amount of $881,694 (F24-177)
Report
REPORT IN BRIEF
Approval is requested to award a Consultant Service Agreement in substantially the same form as Attachment 1 to this report in an amount not-to-exceed $1,862,983 to Bellecci & Associates, Inc. of Pleasanton, CA for the Citywide Waterline Replacement 2025 project and approve a 10% contingency in the amount of $186,298. Budget Modification No. 8 in the amount of $881,694 has been prepared to fully fund the contract.
EXISTING POLICY
Pursuant to Chapter 2.08 of the Sunnyvale Municipal Code, contracts for this type of service are awarded pursuant to a request for proposals (RFP) best value process, unless otherwise exempt from the competitive bidding process. Additionally, City Council approval is required for the procurement of goods and/or services exceeding $250,000 in any one transaction.
Pursuant to Sunnyvale Charter Section 1305, at any meeting after the adoption of the budget, the City Council may amend or supplement the budget by a motion adopted by affirmative votes of at least four members to authorize the transfer of unused balances appropriated for one purpose or another, or to appropriate available revenue included in the budget.
ENVIRONMENTAL REVIEW
The contract being considered is for project design and 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.
Staff will work with the consultant to determine the appropriate level of environmental review once the project design is developed and finalized. Then, staff will present the appropriate CEQA analysis and findings at time of construction award. At this time, 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. As part of the contract, the consultant will be preparing and filing CEQA documentation with the County Recorder’s Office.
BACKGROUND AND DISCUSSION
There are over 340 miles of water transmission and distribution pipelines in the City, varying in diameter from 4-inches to 30-inches. Approximately 66% of the existing pipes are made from cast iron and were installed in the 1940s to 1970s. Many of these pipes have reached the end of their useful life, especially in areas north of El Camino Real where soils are relatively corrosive. In some cases, internal corrosion results in water quality complaints and reduced flow.
Water main breaks along deteriorated pipes cause service interruptions to residential and commercial customers and result in costly emergency repairs. The integrity of the City’s water distribution system is critical to protect public health and convenience, to provide for reliable fire protection, and to ensure continuity of private and public business operations.
The Citywide Waterline Replacement project replaces aging and deteriorating pipelines to minimize failures and water service interruptions. This project consists of replacing approximately 36,000 lineal feet (LF) or 6.8 lineal miles of water mains, including valves and fire hydrants; tie-in of new mains to existing mains; replacement of service laterals up to existing water meters and fire backflow preventers; and replacement of non-radio-read water meters. Existing water main sizes range from 4 inches to 10 inches with proposed new sizes from 6 inches to 12 inches.
The project is located at thirty separate sites as follows. Sites are listed in order generally from the northwest to the southeast with their approximate pipe lengths shown in lineal feet.
1. Ross Dr. from Weddell to Bradford (160)
2. Bradford Dr. from Garner to Plaza (1,700)
3. Garner Dr. from Borregas to Bradford (1,320)
4. Colton Ave. from Garner to Bradford (770)
5. Duncan Ave. from Garner to Bradford (950)
6. Essex Ave. from Garner to Bradford (1,100)
7. Fulton Ave. from Garner to Plaza (1,100)
8. Plaza Way from Borregas to Bradford (490)
9. W. Duane Ave. from Mathilda to Borregas (1,550)
10. Pine Ave. from Arbor to Eaglewood (980)
11. W. Arbor Ave from Pine to Borregas (1,240)
12. Beechnut Ave. from Pine to Madrone (720)
13. Madrone Ave. from Arbor to Eaglewood (950)
14. Manzanita Ave. from Arbor to Duane (700)
15. E. Arbor Ave. from Borregas to Bayview (1,060)
16. Kirk Ave. from Arbor to Duane (820)
17. N. Bayview Ave. from Maude to Fernwood (1,760)
18. Morse Ave. from Maude to Ahwanee (3,800)
19. San Conrado Terrace (2,100)
20. Columbia Ave from Roosevelt to Fair Oaks (980)
21. Fair Oaks Ave. from Arques to Ahwanee (4,600)
22. San Patricio Ave. from Duane to Coachella (500)
23. Santa Paula Ave. from Duane to Ahwanee (2,000)
24. San Pedro Ave. from Duane to Coachella (500)
25. E. Arques Ave. from Wolfe to Commercial (1,350)
26. E. Arques at Lawrence (400)
27. Vireo Ave. from Lochinvar to 1550 Vireo (600)
28. Warbler Way from cul-de-sac to 1544 Warbler (950)
29. London Ave. from Vireo to Waxwing (500)
30. Waxwing Ave. from London to Lochinvar (500)
The City publicly advertised a request for proposal (RFP) on DemandStar on April 25, 2024, and four proposals were submitted to the City on May 30, 2024. An evaluation team consisting of Department of Public Works staff evaluated the proposals based on qualifications, experience, project overview, project approach, and innovation. Three teams were invited to formal interviews. At the conclusion of the process, the evaluation team selected Bellecci & Associates as the most qualified candidate for the project.
The final total cost summary of the project per the draft Consult Services Agreement (Attachment 1) is as follows:
|
|
Design Cost Proposal |
$1,862,983 |
|
|
|
Design Contingency (10%) |
186,298 |
|
|
|
Permitting Fees |
10,000 |
|
|
|
Total Design Cost |
$2,059,281 |
|
FISCAL IMPACT
Budgeted funds are available in Project 825451 - Replacements and New Installations of Potable and Recycled Water Mains in the amount of $7,228,401. Of this amount, $6,037,293 is committed to the Citywide Water Line Replacement 2023 project for the rehabilitation of water pipeline segments located on Maude Avenue and San Aleso Avenue (RTC No. 24-0567).
Budget Modification No. 8 has been prepared to appropriate $881,695 from the Water Infrastructure Fund Capital and Infrastructure reserve to fully fund the design contract for the Citywide Waterline Replacement 2025 project. Funding for the construction is available in this same project in FY 2025/26.
Budget Modification No. 8
FY 2024/25
|
|
Current |
Increase/ Decrease |
Revised |
|
Water Infrastructure Fund |
|
|
|
|
|
|
|
|
|
Funding Source |
|
|
|
|
Capital and Infrastructure Reserve |
$3,208,148 |
($881,695) |
$2,326,453 |
|
|
|
|
|
|
Funding Use |
|
|
|
|
Project - 825451 - Replacements and New Installations of Potable and Recycled Water Mains |
$7,228,401 |
$881,695 |
$8,110,096 |
The project budget financial 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 NOVA Workforce Services 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 contract to Bellecci & Associates, Inc. of Pleasanton, CA for Citywide Waterline Replacement 2025 Design, Bidding, and Construction Support Project in substantially the same form as Attachment 1 to the report in an amount not-to-exceed $1,862,983;
- Authorize the City Manager to execute the contract when all the necessary conditions have been met;
- Approve a 10% contingency in the amount of $186,298; and
- Approve Budget Modification No. 8 in the amount of $881,695.
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 $250 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
A check 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
___ 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: Dennis Jaw, Interim Director of Finance
Reviewed by: Chip Taylor, Director of Public Works
Reviewed by: Jaqui Guzmán, Deputy City Manager
Approved by: Tim Kirby, City Manager
ATTACHMENTS
1. Draft Consultant Service Agreement
2. Budget Project Summary Sheet