REPORT TO COUNCIL
SUBJECT
Title
Authorize Reinstating and Amending two On-Call Contracts for Pavement Rehabilitation Services (F25-203 and F25-209)
Report
REPORT IN BRIEF
Approval is requested to reinstate and amend two contracts to extend the terms through May 10, 2025, with Michael Baker International, Inc. of Rancho Cordova and Wood Rodgers, Inc. of Sacramento, for the design, bid, and construction support of ongoing Pavement Rehabilitation Services.
EXISTING POLICY
Pursuant to Chapter 2.08 of the Sunnyvale Municipal Code, City Council approval is required for goods and/or services exceeding $250,000 in any one transaction.
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.
BACKGROUND AND DISCUSSION
The City’s Pavement Rehabilitation Program provides funding for ongoing roadway infrastructure rehabilitation. One of the goals of the Pavement program is to return the average Pavement Condition Index (PCI) of City streets to a level of 80. The PCI measures the condition of city streets on a scale of 0-100, and is based on a physical survey of street surfaces assessing conditions like cracking, asphalt failures, tree root issues, crack sealing status, etc.
On April 24, 2018, the City Council awarded three-year on-call contracts for professional design services associated with pavement rehabilitation, each in the amount of $500,000 to: NCE of Point Richmond, Wood Rodgers of Sacramento, BKF Engineers of San Jose, Michael Baker International of Rancho Cordova, and CSG Consultants, Inc of San Jose and delegated authority to the City Manager to extend the contracts for up to two additional years based upon available funding, need, pricing, and service (RTC No. #18-0087).
Staff is requesting a 5-month extension for the contacts with Wood Rodgers, Inc. and Michael Baker International, Inc. to complete remaining consulting work, includes construction support services, site walks, lessons learned meetings, and developing record drawings.
Michael Baker has been the Design Consultant for the Wolfe Road Pavement Rehabilitation Project (ST-21-08) since September 2021. Wood Rodgers has been the Design Consultant on the Pavement Rehabilitation 2023-SB1 (ST-21-05) Project since March 2021.
These expired on December 31, 2024. Staff recommends that the terms for both agreements be reinstated retroactively to January 1, 2025, and extended through May 10, 2025.
These extensions will allow both consultants to complete their construction support services. No increases to the total agreement amounts are needed.
FISCAL IMPACT
Budget is available in Project 825290 - Pavement Rehabilitation, which is funded through Road Maintenance and Repair Act (SB1), Measure B, General Fund, Gas Tax and Vehicle Registration Fund revenues.
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:
- Authorize the City Manager to execute the Second Amendments to the contracts with Michael Baker International, Inc. and Wood Rodgers, Inc. for Pavement Management in substantially the same form as Attachment 1 and 2 to the report to extend the term of the agreements to May 10, 2025; and
- Authorize the City Manager to execute the Contracts when all necessary conditions have been met.
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 Reinstatement and Second Amendment to Consultant Services Agreement with Michael Baker International, Inc.
2. Draft Reinstatement and Second Amendment to Consultant Services Agreement with Wood Rodgers, Inc.
3. Budget Summary 825290 - Pavement Rehabilitation