REPORT TO COUNCIL
SUBJECT
Title
Award of Contract for Design and Construction Support Services for the Trash Capture Devices Project No. 2 (F16-136)
Report
REPORT IN BRIEF
Approval is requested to award a contract to Schaaf & Wheeler Consulting Civil Engineers of Santa Clara in the amount of $117,370 for engineering services to design the Trash Capture Devices Project No. 2 and for a 10% design contingency in the amount of $11,737.
EXISTING POLICY
Consistent with the provisions of Chapter 2.08 of the Sunnyvale Municipal Code, civil engineering work is solicited through a Request for Proposals (RFP) process, unless otherwise exempt from the competitive bidding process. Contracts resulting from RFPs are awarded based on best value to the City, rather than the lowest bid price as in the case of an Invitation for Bids (IFB). RFPs are utilized when the City is seeking a solution and cannot exactly specify what is needed.
In addition, the City evaluates civil engineering design proposals in conjunction with the Qualifications Based Selection (QBS) process established in California Government Code section 4525 et. seq. This requires that consultants be evaluated on the basis of demonstrated competence before pricing is considered.
ENVIRONMENTAL REVIEW
This award is for the design phase and construction support services and is not a project which has the potential for causing a significant effect on the environment under the California Environmental Quality Act ("CEQA") Guidelines section 15061(b)(3); however it is expected that the CEQA determination for this project will be a categorical exemption pursuant to CEQA Guidelines section 15301(c) existing facilities involving no expansion.
BACKGROUND AND DISCUSSION
The municipal storm drainage system operates under the terms of the City’s National Pollutant Discharge Elimination System (NPDES) Municipal Regional Permit. Under Provision C.10 of the Permit, the City is required to implement control measures that will reduce the storm sewer system trash load by established amounts by set dates. The initial mandate was 40% reduction by the end of 2014. To meet this goal, the City completed construction of the first Storm System Trash Capture Device project in 2014. The project installed three large trash capture devices at two locations to capture trash from over 1,000 acres of the City.
The next Permit requirement is to meet a trash reduction target of 70% by July 1, 2017. Permit requirements become progressively stricter until the year 2022 when the goal will be 100% trash reduction.
The Phase 2 project will significantly support compliance with the next trash reduction requirements, and fits into the long term plan that relies on a combination of large and small devices and programmatic approaches that will be needed to meet the permit requirements over time. The project will help the City comply with the current regulations by installing large, full trash capture devices at two locations in the storm drain system to filter out and capture trash and debris from storm water before it enters creeks and is discharged to San Francisco Bay. The devices will be installed in line with the existing storm drain lines beneath the street and will be able to capture pieces of trash down to 5 mm in size (the approximate diameter of a cigarette butt). The devices will need to be cleaned by City staff with a large vacuum truck several times a year, depending on the amount of trash and debris collected. The scope of work for the recommended contract includes site selection, design, preparation of bid documents, bidding support, and construction support.
The specific locations for the devices will be determined after each site is evaluated for existing underground and overhead utilities, and to ensure that maintenance and cleaning can be safely and effectively performed. Careful selection of the locations will help meet the trash removal goals and require less ongoing maintenance than the installation of several smaller, less expensive units at multiple catch basins around the City. Attachment 2, City of Sunnyvale Trash Management Areas, shows the approximate locations of the Phase 2 sites, identified as 4A (covering approximately 63 acres) and 4B (approximately 77 acres).
A Request for Proposals (RFP) process was utilized to solicit proposals to design the project. The RFP was advertised in June 2016, with two responsive proposals received on July 13 from BKF Engineers and Schaaf & Wheeler. The qualifications of the proposers were evaluated by staff from the Environmental Services and Public Works Departments. Schaaf & Wheeler was selected as the top-ranked team for several reasons, including:
• Extensive experience with trash capture device design
• Understanding of the regulatory environment
• Solid recommendation to streamline design process to meet regulatory timelines
• Anticipation of potential design constraints through preliminary site analysis/familiarity with the existing storm drain system
In addition to being the highest rated, Schaaf & Wheeler’s proposal was also the lowest cost at $138,000 (vs. $148,000 for the other proposal received). Scope and fee discussions resulted in a reduction in contract cost to $117,370, which is below the design estimate of $135,000.
FISCAL IMPACT
The total contract cost is $129,107, consisting of the design contract for $117,370 and a design contingency in the amount of $11,737. Budget funding is available in Capital Project 829080, Storm System Trash Control Devices.
Funding Source
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 form as Attachment 1 to the report and in the amount of $117,370 to Schaaf & Wheeler Consulting Civil Engineers, 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 $11,321.
Staff
Prepared by: Pete Gonda, Purchasing Officer
Reviewed by: Timothy J. Kirby, Director of Finance
Reviewed by: John Stufflebean, Director of Environmental Services
Reviewed by: Manuel Pineda, Director of Public Works
Reviewed by: Walter C. Rossmann, Assistant City Manager
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Draft Consultant Services Agreement
2. Trash Management Areas