REPORT TO COUNCIL
SUBJECT
Title
Award of Contract for Lawrence Expressway Sanitary Sewer Rehabilitation Condition Assessment and Preliminary Design Report (F15-24)
Report
REPORT IN BRIEF
Approval is requested to award a contract to Water Works Engineers, LLC of Redding in the amount of $426,000 ($274,000 in base services and $152,000 in optional services) for design of the Lawrence Expressway Sanitary Sewer Rehabilitation Condition Assessment and Preliminary Design Report (Public Works Project No. UY-15/03-16). Approval is also requested for a 10% design contingency in the amount of $42,600.
ENVIRONMENTAL REVIEW
This contract award for a rehabilitation condition assessment and preliminary design for the sewer main is not a project as defined in Section 15378 of the California Environmental Quality Act (CEQA), because it will not result in a physical change to the environment.
BACKGROUND AND DISCUSSION
The City of Sunnyvale Lawrence Expressway Sanitary Sewer trunk main is a critical pipeline for carrying sewage from the southern/eastern portions of the City and the Rancho Rinconada area of Cupertino to the Sunnyvale Water Pollution Control Plant (SWPCP). The sewer trunk main was originally installed in 1963 with a life expectancy of approximately 50 years. It is constructed of multiple materials and gradually increases in size from 15" at Stevens Creek Boulevard to 39" at Elko Drive. It has been impacted by corrosive sewer gases over the years, and structural defects have been found during limited inspections of the pipe. A manhole rehabilitation project to apply a cementitous lining to the manholes on this sewer trunk main was completed in 2007, but otherwise very little maintenance has been performed.
The trunk main is located in the right-of-way for Lawrence Expressway, which is not only a multi-lane major thoroughfare with heavy traffic, but is a County route controlled by the County of Santa Clara. As a result, City staff must get an encroachment permit from the County as well as provide extensive traffic control for any maintenance activities on the pipeline. Additionally, approximately 80% of the sewer lines in the City are 10" diameter or smaller. The City's inspection and cleaning equipment is designed for these smaller lines and is not effective on the much larger Lawrence Expressway sewer trunk main. Because of this, City staff rarely access this line and a comprehensive condition assessment and recommendations for rehabilitation are necessary to ensure continued reliable operation.
The scope of work for this project includes light cleaning and video inspection of the trunk main followed by a detailed condition assessment and preparation of a preliminary design report for rehabilitation. The preliminary design report will recommend a rehabilitation or replacement alternative to extend the life of the sewer trunk main. Once the preliminary design report is complete and the scope of the rehabilitation work is known, a project will be undertaken to complete detailed design and prepare plans and specifications for construction. All necessary environmental review and permitting for construction will be included in the future design contract.
Request for Proposal (RFP) specifications were prepared by Public Works and Purchasing staff. RFP No. F15-24 was issued on October 6, 2014 and posted on the Demandstar public procurement network. Eighteen (18) firms requested the RFP documents. Proposals were received on November 5, 2014. Two responsive proposals were received as follows:
Infrastructure Engineering Corporation (IEC), of Fremont $114,925
Water Works Engineers, LLC, of Roseville $393,000
Proposals were reviewed by an evaluation team consisting of Public Works and Environmental Services Department (ESD) staff. The firms were evaluated on qualifications, experience, project understanding and approach. Consistent with State law, pricing was not considered. Both firms were invited to interviews with the evaluation team, and Water Works Engineers was unanimously selected as the highest ranked proposer with a much more detailed, thorough, and well thought-out approach to the project that proposed a superior video capture technology to obtain more useful condition assessment information.
Analysis of the proposed pricing indicated some differences between the proposers on the level of services to be provided to the City. For example, Water Works proposed pre-inspection sewer line cleaning, while IEC assumed the City would be responsible for those services. Additionally, Water Works also proposed flow monitoring, which staff felt would be more effective in the detailed design part of the project. Subsequent scoping discussions with City staff reduced The Water Works Engineers pricing to $274,000.
Water Works Engineers also proposed on optional services in the amount of $152,000 which, while not in project scope, would be useful in more completely evaluating the condition of the sanitary sewer trunk main. These include analysis of two additional segments of the sewer main (from Elko Drive to the WPCP, and from Tantau to Homestead), an alternative non-destructive pipe condition assessment technique for fully submerged sections of the line, the analysis of the Arques Diversion and Weir Assembly that diverts flow away from the main line, and project specific Caltrans permitting that may become necessary during the condition assessment. Although not all of the optional services may be required, staff recommends that Council authorize them now in order to lock in negotiated pricing and provide flexibility during the project.
It should also be noted that the two optional segments of the sewer main, while not included in the scope of Capital Project 829070 (Lawrence Expressway Sanitary Sewer Rehabilitation) in the adopted budget for FY 2014/15, are being added to the project scope for the Recommended FY 2015/16 budget.
Staff recommends awarding a contract in the amount of $426,000 ($274,000 in base services and $152,000 in optional services) to Water Works Engineers, LLC for the Lawrence Expressway Sanitary Sewer Rehabilitation Condition Assessment and Preliminary Design Report. Staff also recommends approval of a 10% design contingency in the amount of $42,604. The total contract expenditures will not exceed $468,600. After completion of the Preliminary Design Report the next step will be to hire a consultant to complete the necessary design work.
FISCAL IMPACT
Project costs are as follows:
Condition assessment and preliminary design report (Base Services) $274,000
Elko to WPCP site assessment (optional) $48,423
Tantau to Homestead site assessment (optional) $47,828
Nondestructive pipe condition assessment (optional) $19,891
Arques diversion and weir assembly assessment (optional) $28,658
Project specific Caltrans encroachment permitting (optional) $7,200
Design contingency (10%) $42,600
Total costs $468,600
The current budget includes $6 million over four years in Capital Project 829070 (Lawrence Expressway Sanitary Sewer Rehabilitation) with $350,000 available in FY 2014/15. The FY 2015/16 Recommended Budget includes updated estimates, with $756,000 in FY 2015/16 and $5.7 million over the subsequent three fiscal years for construction. With an estimated Notice to Proceed (NTP) date to the consultant of mid-May 2015, the existing funding will cover work to be performed through the end of FY 2014/15, and complete the work in the next fiscal year, subject to Council approval of the recommended budget.
This project is funded by the Wastewater Management 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 to the report and in the amount of $426,000, to Waste Water Engineers, LLC, 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 $42,600.
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
ATTACHMENT
1. Draft Consultant Services Agreement