Title
Recommendation to Authorize the City Manager to Execute a Five-Year Agreement with Nute Engineering for Engineering Design Services for Cyclic Sewer Rehabilitation Project, Phase 19, in a Total Amount Not to Exceed $2,388,446. (Public Works 50141600)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
The City of Alameda (City) issued a Request for Proposal (RFP) for engineering design services for Cyclic Sewer Rehabilitation Project, Phase 19 on August 27, 2021. The work to be designed is Project Year 8 of the 20-Year Rehabilitation Program included in the City’s Sewer Master Plan, 2015. Staff requests City Council authorize the City Manager to execute a five-year Agreement with Nute Engineering for a total five-year amount not to exceed $2,388,446.
BACKGROUND
The City operates the local sanitary sewer collection system comprised of sewer pipes, pump stations, and other facilities. Some of this aging infrastructure have reached its life expectancy and requires rehabilitation. In 2009, the United States Environmental Protection Agency (EPA) filed a complaint against the East Bay Municipal Utility District (EBMUD), owner and operator of the regional wastewater treatment facilities and a separate suit against each of the municipal entities that operate sewer collection systems discharging to the EBMUD system, including the City. The primary objective of EPA’s litigation was to force an aggressive program to reduce the volume of wet weather flow to the regional treatment plant and overflows in the local system, both having environmental and human health impacts. The lawsuits were combined and settled with the terms of the settlement set forth in Final Consent Decree for Case Nos. C09-00186 and 09-05684.
In accordance with requirements of the Consent Decree, the Public Works Department is replacing annually approximately 2.7 miles of aging sewer pipes to limit public health impacts associated with sanitary sewer overflows and to improve reliability of service.
The work to be designed is Project Year 8 of the 20-Year Rehabilitation Program included in the City’s Sewer Master Plan, 2015 (SMP). The SMP utilized information collected through maintenance, inspection, and monitoring activities to assess system condition and capacity. The results were used to identify and prioritize sewer system capital improvement needs in a 20-Year Rehabilitation Program structured to maintain compliance with the Consent Decree and be consistent with the City’s sewer rate structure.
Completion of this work is required for compliance under the Final Consent Decree, which requires the City to rehabilitate no less than 2.6 miles of sewer main and associated lower laterals and manholes per year, based on a cumulative total. This work is also consistent with and furthers the objectives of the City’s 2018 Sewer System Management Plan and adopted Capital Improvement Program.
DISCUSSION
To solicit the maximum number of proposals, a RFP was provided to the Public Works consultants listing. In addition, notices were placed on the City's web page and published in the Alameda Journal on August 27, 2021. On September 10, 2021, five firms submitted proposals. The following firms submitted acceptable proposals:
|
Firm |
Location |
|
Nute Engineering |
San Rafael, CA |
|
Schaaf and Wheeler |
San Francisco.CA |
|
Hydro Science |
Berkeley, CA |
|
Freyer Laureta,Inc |
Oakland, CA |
|
BKF Engineers |
Redwood City, CA |
Selection was based on the completeness and quality of the proposal response, the firm's ability to understand and articulate the project, the City’s needs, the project plan, timeline, qualifications, references, past projects, and cost. As this work includes sub consultants for geotechnical investigation and survey work, the qualifications of the sub consultants were also considered.
After reviewing the proposals, staff recommends awarding the contract to Nute Engineering for a total five-year amount not to exceed $2,388,446, which amount includes a 10% contingency ($217,132). The consultant is not guaranteed any of the contingency and its use will be at the sole discretion of the City Manager for work not originally anticipated in the RFP. The RFP also informed the successful bidder that it shall pay not less than the prevailing rate of per diem wages as determined by the State and Federal Government. A copy of the contract is attached as Exhibit 1. The term of the agreement is for one year but also provides the agreement may be extended on a year-to-year basis, for up to four additional years, based on mutual agreement and the City’s determination of satisfactory performance of all aspects of the agreement. If extended, the agreement would be for the same terms, but the compensation would be adjusted by the Consumer Price Index for the San Francisco Bay Area as reported by the U.S. Department of Labor, Bureau of Labor Statistics for the previous calendar year.
ALTERNATIVES
• Award contract as presented;
• Do not award the contract and provide different direction to staff.
FINANCIAL IMPACT
The funds for this project are budgeted in the Public Works Department’s account for Capital Improvement Program (Project No. C21000), for sewer rehabilitation with monies allocated from the Sewer Enterprise Fund (Fund 501). Any contract amount beyond FY 2021-22 will be subject to future available appropriations approved by the City Council. There is no impact to the General Fund.
|
|
Contract |
Contingency |
Total |
|
Year 1 - FY 2021-22 |
$408,977 |
$40,898 |
$449,875 |
|
Year 2 - FY 2022-23 |
$421,246 |
$42,125 |
$463,371 |
|
Year 3 - FY 2023-24 |
$433,884 |
$43,388 |
$477,272 |
|
Year 4 - FY 2024-25 |
$446,900 |
$44,690 |
$491,590 |
|
Year 5 - FY 2025-26 |
$460,307 |
$46,031 |
$506,338 |
|
TOTAL |
$2,171,314 |
$217,132 |
$2,388,446 |
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
Award of this contract is not a “project” under the California Environmental Quality Act because it is a government funding mechanism that does not involve a commitment to any specific project that may result in a potentially significant physical impact on the environment. CEQA Guidelines, Section 15378 (b) (4). Accordingly, no further environmental review is required.
CLIMATE IMPACTS
There are no identifiable climate impacts or climate action opportunities associated with the subject of this report.
RECOMMENDATION
Authorize the City Manager to execute a five-year agreement with Nute Engineering for engineering design services for cyclic sewer rehabilitation project, phase 19, in a total amount not to exceed $2,388,446 that includes a ten percent contingency.
CITY MANAGER RECOMMENDATION
The City Manager recommends authorization to execute a five-year agreement with Nute Engineering for engineering design services in an amount not to exceed $2,388,446.
Respectfully submitted,
Erin Smith, Public Works Director
By,
Robert Vance, Deputy Public Works Director/City Engineer
Financial Impact section reviewed,
Annie To, Finance Director
Exhibit:
1. Contract
cc: Eric Levitt, City Manager