REPORT TO COUNCIL
SUBJECT
Title
Award of Contract for Design of the Wolfe/Evelyn Water Plant Mechanical Reconstruction (F14-97)
Report
REPORT IN BRIEF
Approval is requested to award a design contract to HydroScience Engineers, Inc. of San Jose in the amount of $374,622 for the engineering design of the Wolfe/Evelyn Water Plant Mechanical Reconstruction (Public Works Project No. UW-14/01-15). Approval is also requested for a 10% design contingency in the amount of $37,462.
ENVIRONMENTAL REVIEW
This award of a design contract is not a project as defined in Section 15378 of the California Environmental Quality Act (CEQA).
BACKGROUND AND DISCUSSION
The Wolfe/Evelyn Water Plant is one of the major facilities within the City's potable water distribution system. The facility, located at 753 Ajax Drive in a residential neighborhood, includes one 5-million gallon water storage tank and a pump station.
The mechanical and electrical systems associated with the Wolfe/Evelyn Water Plant were built in 1959 and are now past their 40 year life expectancy. The associated site improvements, including paving and access to the structures housing the mechanical and electrical components, are not compliant with current standards, and are in need of replacement.
Capital Project 825391 (Wolfe/Evelyn Plant Mechanical Reconstruction) will replace all the mechanical and electrical components of the facility, improve the pump house structure and the architectural features of the building (roof, HVAC, etc.) and will provide for emergency backup power to the plant. The project will also include site improvements for drainage and maintenance access.
Request for Proposals (RFP) specifications were prepared by Public Works and Purchasing staff. RFP No. F14-97 was posted on the Demandstar public procurement network and on the City's website. Thirty (30) firms requested the RFP documents. Three responsive proposals were received on August 6, 2014, as follows:
Lee & Ro, Inc, of Walnut Creek $219,975
Schaaf & Wheeler, of Santa Clara $355,415
HydroScience Engineers, of San Jose $435,582
Consistent with requirements under State law, the proposals were evaluated based on qualifications, not pricing (Qualifications Based Selection, or QBS, codified in Government Code ยง4525, et. seq.) The top two ranked firms were invited to interview with the evaluation team, and HydroScience Engineers was unanimously selected as the highest ranked proposer. Their work scope recommended different pre-design study options related to water tank drainage improvements, which were not critical to this project and which will be addressed in a subsequent capital project to rehabilitate the water tank (this particular project addresses the mechanical and electrical systems). This led to a reduction in fees from $435,582 to $374,622.
FISCAL IMPACT
Project costs are as follows:
Project design (including bid and construction support) $374,622
Design contingency (10%) $37,462
Total cost $412,084
Budgeted funds are available in Capital Project 825391 (Wolfe/Evelyn Plant Mechanical Reconstruction), funded through the Water Supply and Distribution 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) Award a contract, in substantially the same format as Attachment 1 and in the amount of $374,622 to HydroScience Engineers for the subject project, and authorize the City Manager to execute the contract when all the necessary conditions have been met; and 2) Approve a 10% design contingency in the amount of $37,462.
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 Consultant Services Agreement