REPORT TO COUNCIL
SUBJECT
Title
Award of Contract for Design of Mary-Carson Water Tanks Interior Refurbishment (F14-61) and Approval of Budget Modification No. 40
Report
REPORT IN BRIEF
Approval is requested to award a contract to V&A Consulting Engineers of Oakland in the amount of $146,559 for design and related services for the Mary-Carson Water Tank Interior Refurbishment Project (Public Works Project No. UW-14/02-15). Approval is also requested for a 10% design contingency in the amount of $14,656, and for Budget Modification No. 40 to provide funding for the project.
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 Mary-Carson Water Plant is located at 155 South Mary Avenue. The facility consists of two five-million gallon steel water tanks that were constructed in 1966. The tanks are approximately 160 feet in diameter, 35 feet high, and store potable water received via a 16" line from the Hetch-Hetchy/SFPUC system. The tank interiors are currently coated with coal tar.
A seismic vulnerability assessment was completed on the tanks in December 2004. The assessment concluded that, in the event of a major earthquake, the water tanks would be vulnerable to structural damage and anchorage failure. Additionally, an interior inspection of the tanks using a dive team was completed in October 2013. The inspection reported severe corrosion, cracking, and coating failures on the tank interiors. The resulting recommendation was to take the tanks out of service to remove and replace the existing interior coating on the shell, floor and roof. A Request for Proposals was issued to design the refurbishment work, which also includes seismic restrainers for tank foundations, flex coupling adapters at tank/water line interface, repairs to the overflow moat, and other necessary improvements.
Request for Proposal (RFP) specifications were prepared by Public Works and Purchasing staff. RFP No. F14-61 was then posted on the Demandstar public procurement network with a due date of March 19, 2014. Thirteen firms requested the RFP documents. Due to the highly specialized nature of the work, it was anticipated that a low number of proposals would be received, and in fact only one responsive proposal in the amount of $163,504 was received from V&A Consulting Engineers of Oakland (V&A is one of only two firms in the Bay Area identified by staff as being qualified to perform this type of engineering design). Subsequent negotiations with V&A reduced proposal costs from $163,504 to $146,559.
FISCAL IMPACT
Project costs are as follows:
Project design (including bid and construction support) $146,559
Design contingency (10%) $14,656
Total cost $161,215
Capital Project 830170 (Refurbishment of Water Tanks), which originally provided funding for the refurbishment of the Mary-Carson Water Tanks, is currently funded in FY 2017/18. As part of the recent contract award for the cathodic protection of recycled water lines, Council defunded a project to rehabilitate two water wells. That funding is available in the Water Supply and Distribution Fund Capital and Infrastructure Reserve to fund this contract. Funding for the construction will be appropriated with the award of the construction contract. Budget Modification No. 40 has been prepared to appropriate the funding needed to complete the design phase of this project.
Budget Modification No. 40
FY 2013/14
|
Current |
Increase / (Decrease) |
Revised |
Water Supply and Distribution Fund |
$5,624,091 |
($161,215) |
$5,462,876 |
Expenditures |
|
|
|
Project 830170 - Refurbishment of Water Tanks |
$0 |
$161,215 |
$161,215 |
|
|
|
|
Reserves |
|
|
|
Capital and Infrastructure Project Reserve |
$5,624,091 |
($161,215) |
$5,462,876 |
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 $146,558, to V&A Consulting Engineers for the subject project, and authorize the City Manager to execute the contract when all the necessary conditions have been met; 2) Approve a 10% design contingency in the amount of $14,656; and 3) Approve Budget Modification No. 40 to provide funding for this project.
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