REPORT TO COUNCIL
SUBJECT
Title
Award a Contract to O’Dell Engineering to Study and Provide Professional Design and Construction Support Services for the Computer/Radio Controlled Landscape Median Irrigation Project (F19-116)
Report
REPORT IN BRIEF
Approval is requested to award a contract in the amount not-to-exceed $181,967 ($99,835 base services, $82,132 optional services) to O’Dell Engineering of Pleasanton to study and provide professional design and construction support services for the Computer/Radio Controlled Landscape Median Irrigation Project. Approval is also requested for a 10% contingency in the amount of $18,197.
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
The purpose of this project is to conduct a study to assess the effectiveness of the existing irrigation control infrastructure in the median islands of various streets throughout the City. The assessment shall cover the study of its performance and propose a long-term renovation plan to improve the functionality of the system. This project covers a total of 100 satellite controllers and four weather stations within the current existing City roadway median irrigation plexus.
A request for Proposal (RFP No. F19-116) was posted on the DemandStar public procurement network on February 22, 2019 and distributed to engineering and architectural firms in the Bay Area. A total of 8 consultants reviewed the RFP documents and a sole proposal was received from O’Dell Engineering.
Following the written evaluation process, O’Dell Engineering was invited to a scripted presentation and interview to present their overview, innovation, and staffing plan for the project. After the interviews, it was determined that O’Dell Engineering demonstrated significant experience and expertise to perform the requested services based on its experience designing irrigation systems for local public agencies including the City of Tracy, City of Fresno, City of Salinas, and many others. O’Dell Engineering is currently working on Sunnyvale Preschool Outdoor Play Area project for the City.
After subsequent review and negotiations, staff determined it to be most cost effective to have O’Dell Engineering also complete the design development of the Plans, Specification, and Estimate (PS&E) package for construction bidding, initially proposed as an optional service. It will be efficient to combine the initial scope of service with the design engineering and construction support because the results of the assessment will provide appropriate information to compile the final PS&E package. In addition to the efficiency in coordination of complete services, this will result in the reduction of additional engineering services and avoid potential redesign costs associated with a new design consultant. Therefore, staff recommends including these optional tasks with the base contract.
FISCAL IMPACT
Budgeted funding is available in Project 820140 - Computer/Radio Controlled Landscape Median Irrigation funded by the General 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
Take the following actions:
- Award a contract in substantially the same form as Attachment 1 to the report in the amount of $181,967 to O’Dell Engineering;
- Authorize the City Manager to execute the contract when all necessary conditions have been met; and
- Approve a 10% contingency in the amount of $18,197.
Staff
Prepared by: Gregory S. Card, Purchasing Officer
Reviewed by: Timothy J. Kirby, Director of Finance
Reviewed by: Chip Taylor, Director of Public Works
Reviewed by: Teri Silva, Assistant City Manager
Approved by: Kent Steffens, City Manager
ATTACHMENTS
1. Draft Consultant Services Agreement