REPORT TO COUNCIL
SUBJECT
Title
Award of Contract for Design and Construction Support Services for Pavement Rehabilitation 2016 (F15-99)
Report
REPORT IN BRIEF
Approval is requested to award a contract to NCE Engineering and Environmental Services, Inc. of Port Richmond in the amount of $247,700 for design and construction support services for Pavement Rehabilitation 2016 (Public Works Project No. ST-14/09-16). Approval is also requested for a 10% design contingency in the amount of $24,770.
EXISTING POLICY
Consistent with the provisions of Chapter 2.08 of the Sunnyvale Municipal Code, civil engineering design contracts are awarded pursuant to a Request for Proposals (RFP) process, unless otherwise exempt from the competitive bidding process.
In addition, the City evaluates civil engineering design proposals in conjunction with the Qualification Based Selection (QBS) process established in California Government Code section 4525 et. seq.
ENVIRONMENTAL REVIEW
It is expected that the CEQA determination for construction of this project will be a categorical exemption pursuant to Class 1 Section 15301(c) and (d) for existing streets involving no expansion, but the consultant will review all CEQA documentation as part of their design review.
BACKGROUND AND DISCUSSION
Capital Project 825290 (Pavement Rehabilitation) provides funding for ongoing roadway infrastructure rehabilitation. Over the past several years, the funding has been increased to accelerate street repairs 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. Prior to 2006, the City’s PCI was 85. Due to the economic recession in 2008 and resulting service level impacts, annual spending on pavement maintenance was reduced with a corresponding drop in the PCI index to below 80. Council approved increased budgets in 2011 to return the PCI index to 80+. While the FY 2015/16 Budget returns pavement funding to more normalized levels, there remains some carryover funds from prior fiscal years that are available to complete the increased level of effort.
Every year Department of Public Works (DPW) Pavement Operations staff surveys one half of the City’s streets and inputs the data in the City’s pavement management system. The system produces a list of deteriorated streets and plans are made to repair, slurry seal, double chip seal overlay, or reconstruct the streets as needed. For this pavement project, approximately 1.2 million square feet of City streets have been identified as needing reconstruction/rehabilitation.
The scope of work for the engineering design contract will be to evaluate and recommend the most cost effective rehabilitation treatments for the streets identified, design the project and prepare specifications suitable for construction bidding in summer 2016. Additional work will include design related to sign relocation, traffic loop replacement, crack sealing and repair, traffic striping and the adjustment of utility boxes to grade.
Request for Proposals No. F15-99 was directly distributed to several known Bay Area pavement design firms, posted on the Onvia Demandstar public procurement network and published on the City’s website. Eight firms requested RFP documents. Sealed proposals were received on June 10, 2015. Four responsive proposals were received as follows:
|
Bellecci & Associates, of Pleasanton |
$157,583 |
|
CSG Consultants, of San Mateo |
$188,890 |
|
NCE Engineering & Environmental Services Inc., of Port Richmond |
$209,800 |
|
BKF Engineers, of San Jose |
$222,000 |
Proposals were evaluated on qualifications, experience and programmatic approach by an evaluation team consisting of DPW Engineering and Operations staff (consistent with State law regarding QBS selection, pricing is not initially considered by the evaluation team). Following the evaluation process, NCE was identified as the highest ranked proposer by a significant margin, and was selected based on their extensive experience in pavement rehabilitation programs and processes (a key area of specialty for the firm); a thorough understanding of the City’s pavement management software program; an innovative approach to construction phasing for the project; and proposed pavement preservation recommendations. None of the other firms recommended such techniques, which ultimately will result in a better overall value to the City, as explained below. Additionally, while the other proposing firms are qualified general engineering companies, none of them demonstrated the same level of pavement rehabilitation expertise as NCE.
NCE’s original proposal included a recommendation to slurry seal 60% of the streets identified by the City for pavement rehabilitation (a less expensive option than pavement overlay), which will result in lower construction costs and preserve the selected roadways for several more years. These savings provided staff the opportunity to considerably increase the number of streets for pavement overlay (from 107,000 to 193,000 square feet) and spot repair areas (from 930,000 to 2,300,000 square feet). The increases require adding scope and cost to the design contract, from $209,800 to $247,700, but the increase is nominal given the amount of work the City anticipates completing within the available budget.
FISCAL IMPACT
Budgeted funds are available in Capital Project 825290 (Pavement Rehabilitation). Project costs are as follows:
|
Project design (including construction support) |
$247,700 |
|
Design contingency (10%) |
$24,770 |
|
Total cost |
$272,470 |
Funding Source
This project is funded by the General Fund, the SB83 VRF Road Improvement Fund, and the Gas Tax 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 $247,700 to NCE Engineering and Environmental Services Inc., 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 $24,770.
Staff
Prepared by: Pete Gonda, Purchasing Officer
Reviewed by: Timothy J. Kirby, Assistant Director, Finance
Reviewed by: Manuel Pineda, Director, Public Works
Reviewed by: Jane Chambers, Interim Assistant City Manager
Approved by: Deanna J. Santana, City Manager
ATTACHMENT
1. Draft Consultant Services Agreement