REPORT TO COUNCIL
SUBJECT
Title
Award of Five On-Call Contracts for Pavement Rehabilitation Services for the Department of Public Works (F18-150)
Report
REPORT IN BRIEF
Approval is requested to award five contracts 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, in an amount not to exceed $500,000 each to provide on-call professional design services associated with pavement rehabilitation for Department of Public Works (DPW).
EXISTING POLICY
Pursuant to Section 2.08.040 of the Sunnyvale Municipal Code, City Council approval is required for the procurement of goods and/or services exceeding $100,000, 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.
In addition to the City’s Pavement Rehabilitation Program (Capital Project 825290), the City is receiving funding for pavement rehabilitation related projects through Senate Bill 1 (SB1) and potentially Measure B. The goals of these programs are consistent with the City’s pavement rehabilitation program, which seeks to enhance and rehabilitate the public roadway system.
In order to expend funds allocated to street maintenance in a timely manner, staff is recommending the use of on-call contracts with engineering consulting firms for the design of pavement projects. Consulting work generally includes preparation of plans, specifications, and estimates (PS&E) packages, along with construction support for Public Works competitive bidding.
A Request for Qualification (RFQL) process was utilized to solicit Statement of Qualifications (SOQ) submittals for this project. The RFQL (No. F18-150) was distributed in October 2017 to two California-based pavement rehabilitation firms and posted on the City’s website. Eighteen firms requested the RFQL documents. Five responsive SOQ’s were received on November 21, 2017 from NCE, Wood Rodgers, BKF Engineers, Michael Baker International, and CSG Consultants, Inc.
SOQs were reviewed and ranked by an evaluation team consisting of Engineering staff. The SOQs were evaluated on their qualifications, experience and the proposed staff planning for this project. All five firms were interviewed. All five firms presented a good understanding of the City’s pavement rehabilitation program, along with a good understanding of a project approach.
Due to competition for consultants resulting from the SB1 program, staff recommends awarding each of the five firms an On-Call Consultant Services Agreement. This will provide the City with multiple on-call consultants and the flexibility to deliver projects planned over the next several years within the funding deadlines.
Each Service Agreement is recommended for an initial three-year period for $500,000, with an option to extend up to two additional years depending on need, pricing, service, and available funding.
FISCAL IMPACT
Funds are budgeted in Project 825290 - Pavement Rehabilitation.
Funding Source
Funding for this project is budgeted in the Infrastructure Renovation and Replacement Fund through SB1, Gas Tax, General Fund, and VRF revenues.
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 five (5) three-year on-call contracts for professional design services associated with pavement rehabilitation, each in the amount of $500,000 and in substantially the same form as Attachment 1 to the report, 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 2) delegate authority to the City Manager to extend the contracts for up to two additional years based upon available funding, need, pricing, and service.
Staff
Prepared by: Gregory S. Card, Purchasing Officer
Reviewed by: Timothy J. Kirby, Director of Finance
Reviewed by: Chip Taylor, Director of Public Works
Reviewed by: Teri Silva, Assistant City Manager
Approved by: Kent Steffens, City Manager
ATTACHMENTS
1. Draft On-Call Consultant Services Agreement Template