Title
Recommendation to Authorize the Interim City Manager to Execute a One-Year Agreement, with the Option of Four One-Year Extensions, for an Amount, Including Contingency, not to Exceed $366,178, for a Total Five-Year Expenditure not to Exceed $1,905,604.88 to Schaaf & Wheeler for Engineering Design Services for Storm Drain Pump Station Electrical Upgrades. (Public Works 351)
Body
To: Honorable Mayor and Members of the City Council
From: David L. Rudat, Interim City Manager
EXECUTIVE SUMMARY
The City of Alameda (the City) has ten storm pump stations within our storm system. The intent of this agreement is to modernize four of these stations with uniform components to improve pump station reliability and safety.
BACKGROUND
The City is in need of the services of an outside organization to help the City with engineering design services for the electrical upgrades and control panel replacement of four City storm drain pump stations of various age, condition and make. The work, in general, entails the design of the replacement of four storm pump station control cabinets and related structure improvements to improve reliability, safety, and capacity at the pump stations. The design services will include pump stations at the following locations:
1. Golf Course
2. Main Street
3. Third Street
4. Webster Street
DISCUSSION
On November 15, 2018, the Public Works Department sent out a Request for Proposal (RFP) for engineering design for storm drain pump station electrical upgrades of four of the City’s storm drain pump stations. To solicit the maximum number of proposals, the RFP was placed on the City’s website, advertised in the Alameda Sun, provided to Builders Exchanges throughout the Bay Area, and notices were sent to consultants on the Public Works Department Consultant Listing. The RFP due date was December 5, 2018, and two proposals were received. The consultants are:
|
Consultant |
Location |
Proposal Amount |
|
Schaaf & Wheeler |
Santa Clara, CA |
$332,889 |
|
YEI |
Oakland, CA |
$343,512 |
Staff received positive feedback on the ability of Schaaf & Wheeler to meet the project requirements and the quality and timeliness of their work. This consultant team has designed the majority of the pump station upgrade projects completed to date in the City. The consultant has proven to be responsive and possesses expert knowledge of pump station design.
Staff recommends awarding a contract to Schaaf & Wheeler in the amount of $366,178, which includes a ten percent contingency. The contract also permits an annual extension on a year-to-year basis, for up to four additional years, for a total five year expenditure of $1,905,604.88, at the sole discretion of the Director of Public Works, based upon satisfactory performance of all aspects of the contract and subject to budgetary approval. The contract is attached as Exhibit 1.
The City may later, at its discretion, add Phase II to this project, to potentially include similar improvements for additional City storm drain pump stations. If that is the case, the City and Schaaf & Wheeler may at that time discuss the additional scope of work and budget, and include said work as an addendum to the work specified in this current contract, if mutually agreeable to both parties.
|
Contract |
CPI (Estimated) |
CPI Total Each Year |
TOTAL |
|
Original FY19-20 |
0% |
$ 0.00 |
$ 366,178.00 |
|
1st Amend FY20-21 |
2% |
$ 7,323.56 |
$ 373,501.56 |
|
2nd Amend FY21-22 |
2% |
$ 7,470.03 |
$ 380,971.46 |
|
3rd Amend FY22-23 |
2% |
$ 7,619.43 |
$ 388,591.02 |
|
4th Amend FY23-24 |
2% |
$ 7,771.82 |
$ 396,362.84 |
|
TOTAL FIVE YEARS |
8% |
$30,184.84 |
$1,905,604.88 |
FINANCIAL IMPACT
Budget for the contract is included in the Public Works Department Capital Improvement Projects (Project No. 91606). The project is funded with monies allocated from the Urban Runoff Fund (Fund 351).
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
In accordance with the California Environmental Quality Act (CEQA), this project is Categorically Exempt under CEQA Guidelines section 15301(b), Existing Facilities.
RECOMMENDATION
Authorize the Interim City Manager to execute an agreement for an amount, including contingency, not to exceed $366,178, for a five-year total expenditure of $1,905,604.88, to Schaaf & Wheeler for engineering design services for storm drain pump station electrical upgrades.
Respectfully submitted,
Liam Garland, Public Works Director
By,
Scott Wikstrom, City Engineer
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibit:
1. Contract