REPORT TO COUNCIL
SUBJECT
Title
Award of a Contract for Condition Assessment and Design of Storm Pump Station Number 1 Rehabilitation (F14-49)
Report
REPORT IN BRIEF
Approval is requested to award a contract to Infrastructure Engineering Corporation (IEC) of Poway in the amount of $263,589 ($175,066 for base services and optional services not to exceed $88,523) for Storm Pump Station Number 1 Rehabilitation (Public Works Project No. UY-14/02-15). Approval is also requested for a 10% design contingency in the amount of $26,359.
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 City of Sunnyvale Storm Pump Station Number 1 (facility) is located at the north end of Sunnyvale between the Water Pollution Control Plant (WPCP) and the SMaRT Station at 1444 Borregas Avenue. The station collects stormwater that has drained from the center and north end of the City and pumps it into a Santa Clara Valley Water District channel where it then flows to Moffett Channel and the San Francisco Bay.
The facility consists of a small concrete block building that houses two high-volume gas engine duty pumps for large storm flows and one small electrical pump for lower flows. There is also an inlet structure and trash screen to prevent debris from entering the pump station and damaging the pumps, and three discharge pipes that convey water from the pumps to the receiving channel. The facility was originally constructed in the 1960s and has undergone various improvements over the years. In 2009 the duty pumps and drive engines were replaced and portions of the discharge piping have recently been patched, however, several elements of the pump station are known to be deficient and an overall rehabilitation and upgrade is necessary to ensure continued reliable operation of the pump station.
Design and related work to rehabilitate the facility will be conducted in two phases. The first phase will consist of an overall condition assessment to identify rehabilitation or replacement alternatives that will improve reliability, performance and safety. The second phase includes the preparation of a complete set of biddable documents for construction of the improvements recommended in the condition assessment. Environmental review and permitting will also be included in the second phase.
A Request for Proposals (RFP No. F14-49) for the design and associated work was directly distributed to five Bay Area engineering firms and posted on the Onvia DemandStar public procurement network. Twenty eight (28) firms requested the RFP documents. Three responsive proposals were publicly received on February 5, 2014, as follows:
Schaaf & Wheeler, of Santa Clara $309,961 (Base Services)
Infrastructure Engineering Corp.(IEC), of Poway $175,066 (Base Services
Wreco, of Walnut Creek $225,055 (Base Services)
Proposals were reviewed by an evaluation team consisting of Public Works and ESD staff. The firms were evaluated on qualifications, experience and their programmatic approach. Schaaf & Wheeler and IEC were invited to interviews with the evaluation team. IEC was unanimously selected as the highest ranked proposer. Subsequent price discussions confirmed the best value of IEC's base services cost, with no up or down adjustments required.
Proposing firms were also asked to submit pricing for optional services for pump station enhancements currently not in the project scope that might be recommended as a result of the condition assessment. These include the conversion to natural gas (the engines currently run on propane), provision for backup power and potential structural changes including redesign of the trash rack, additional louvers in the pump house for better ventilation, and construction of a second pump house door for emergency egress. The proposed pricing for the optional services was negotiated from $138,290 to $88,523. This cost mainly includes additional design/construction support services, as well as a higher level of environmental review, both dependent on the outcome of the condition assessment.
FISCAL IMPACT
Project costs are as follows:
Base services $175,066
Optional services $88,523
Design contingency (10%) $26,359
Total cost $289,948
Capital Project 822752 (Storm Pump Station Number 1 Rehabilitation) is budgeted in the Wastewater Management Fund in the amount of $150,000 in FY 2013/2014. This amount is sufficient for the phase one condition assessment and a portion of design costs. Additional funding in the amount of $170,000 for project design and $700,000 for construction, are currently budgeted in FY 2015/2016 and FY 2016/2017, respectively. These amounts are proposed to be advanced one year, respectively, in the FY 2014/2015 Recommended Budget. Depending on the outcome of the condition assessment and the resultant determination of required improvements, additional funding may be needed for construction. Additional project costs, if necessary, will be recommended either through a Budget Modification or in a subsequent budget cycle.
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 263,589 ($175,066 in Base Services and optional services in an amount not to exceed $88,523), to Infrastructure Engineering Corporation 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 $26,359.
Staff
Prepared by: Pete Gonda, Purchasing Officer
Reviewed by: Grace Leung, Director, Finance
Reviewed by: John Stufflebean, Director, Environmental Services
Reviewed by Kent Steffens, Director, Public Works
Approved by: Robert A. Walker, Interim City Manager
Attachments
ATTACHMENTS
1. Draft Consultant Services Agreement