REPORT TO COUNCIL
SUBJECT
Title
Award of a Contract to Woodard & Curran for Wastewater Collection System Model Expansion and Capacity Analysis Project (F18-251)
Report
REPORT IN BRIEF
Approval is requested to award a contract in the amount of $690,819 to Woodard & Curran of San Jose for the Wastewater Collection System Model Expansion and Capacity Analysis Project. Approval is also requested for a contingency in the amount of $66,953.
EXISTING POLICY
Pursuant to Chapter 2.08 of the Sunnyvale Municipal Code, contracts for this type of service are awarded pursuant to a Request for Proposals (RFP) best value process, unless otherwise exempt from the competitive bidding process. Additionally, City Council approval is required for the procurement of goods and/or services exceeding $100,000 in any one transaction.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
BACKGROUND AND DISCUSSION
In 2015, the City completed a Wastewater Collection System Master Plan, which included development of a hydraulic model that simulates the City’s sewer system. This model was used to identify deficiencies in the sewer system where pipes are not large enough to carry high flows. Although it addressed general areas where projects are likely needed, the hydraulic model was not sufficiently detailed to identify capital improvement projects with enough information for the project to be budgeted and scheduled.
To ensure a sufficient hydraulic system, Environmental Services Department (ESD) staff prepared a detailed scope of services that will:
• Develop projections of sewer collection system improvements recommended over a 15-year planning horizon based on anticipated development, population growth, and system condition assessments;
• Inform the City of infrastructure needs associated with City land use decisions;
• Determine the City’s sewer system capacity to provide typical daily demand service range;
• Develop and calibrate a sewer system model of greatly improved coverage and detail that can be utilized to analyze proposed modifications to the system;
• Deliver a living model and document that will be updated and expanded based on future land use planning, system improvements, and changed regulations; and
• Study options to divert sewer flow away from the Lawrence Expressway sewer main rather than upsizing the main, in addition to projects that improve flow capacity elsewhere in the City.
A Request for Proposals (RFP) process was utilized to solicit proposals for this project. The RFP specifications were prepared by Environmental Services Department (ESD) and Purchasing staff. The RFP was directly distributed to five (5) firms and posted on the Demandstar public procurement network. Proposals were received on November 20, 2018. Three responsive proposals were received.
Proposals were reviewed by an evaluation team consisting of Public Works and Environmental Services Department staff. The firms were evaluated on qualifications, experience, project understanding, project approach, and innovation. Following the interview and deliberation, the City selected Woodard & Curran as the highest ranked consulting team with the most relevant experience, especially in the Bay Area where they have developed numerous Wastewater Collection System Model Expansion and Capacity Analysis databases and reports.
FISCAL IMPACT
$757,772 in funding for this project is available in Project 833090, Sanitary and Storm System Hydraulic Model Update. The contingency amount allows additional funds up to the budgeted amount if needed.
Funding Source
The project is funded in the Wastewater 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 in the amount of $690,819 to Woodard & Curran and authorize the City Manager to execute the contract when all necessary conditions have been met and 2) Approve a contingency in the amount of $66,953 and find the Action does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
Staff
Prepared by: Gregory S. Card, Purchasing Officer
Reviewed by: Timothy J. Kirby, Director of Finance
Reviewed by: Ramana Chinnakotla, Director of Environmental Services Department
Reviewed by: Teri Silva, Assistant City Manager
Approved by: Kent Steffens, City Manager
ATTACHMENTS
1. Draft Consultant Services Agreement