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Home My WebLink AboutStaff Report 10992City of Palo Alto (ID # 10992) City Council Staff Report Report Type: Consent Calendar Meeting Date: 6/15/2020 City of Palo Alto Page 1 Summary Title: Approval of Design Contract for Corporation Way System Upgrades and Pump Station and West Bayshore Title: Approval of Contract Number C20176877 With Schaaf & Wheeler Consulting Civil Engineers in the Amount of $789,918 for Design Services for the Corporation Way System Upgrades and Pump Station and West Bayshore Road Pump Station and Trunk Line Improvement Projects, Capital Improvement Program Projects (SD-21000, SD-20000, and SD-23000) From: City Manager Lead Department: Public Works Recommendation Staff recommends that Council approve and authorize the City Manager or his designee to execute the attached contract with Schaaf & Wheeler Consulting Civil Engineers (Attachment A) in a not-to-exceed amount of $789,918. This engineering design services contract is for the following projects: (1) Corporation Way System Upgrades and Pump Station (SD-21000), (2) West Bayshore Road Pump Station (SD-20000), and (3) West Bayshore Road Trunk Line Improvements (SD-23000). The contract includes $718,108 for basic services and $71,810 for additional services. Background In 2017, Palo Alto property owners approved a ballot measure to continue the storm drainage fee to implement 13 new storm drain capital improvement projects to upgrade and improve the storm drain system in Palo Alto. The Corporation Way System Upgrades and Pump Station, West Bayshore Road Pump Station, and West Bayshore Road Trunk Line Improvements projects are three of the highest-priority storm drain projects identified in the City’s 2015 Storm Drain Master Plan. Currently, the existing pipes along East Bayshore (from Corporation Way) and West Bayshore Road cannot convey the 10-year storm runoff or discharge runoff into Adobe Creek during a large storm event. Much of the land in the watershed from the project sites is lower than the creek water level during storm events. Without the pump station, this area is unable to drain until the creek levels recede, which is typically several hours after the rainfall stops. Additionally, the hydraulic City of Palo Alto Page 2 analysis performed for the City’s 2015 Storm Drain Master Plan Update demonstrates the existing 15-inch storm drain pipeline does not have the capacity to convey the projected storm runoff generated by a 10-year storm event. The storm drain master plan recommended upgrading the pipe on West Bayshore Road from 15-inch pipeline to 36-inch pipeline and constructing a new a 15 cubic feet per second (CFS) capacity pump station. Upgrading the pipe on East Bayshore Road from 21-inch to 30-inch and installing a 25 CFS capacity pump station were also recommended. Runoff from these two pump stations will discharge into Adobe Creek through existing outfalls. The Capital Improvement Project numbers, project names, and descriptions of work for each project are provided below. Project Number Project Name Description SD-20000 West Bayshore Road Pump Station New small pump with 15 CFS capacity and associated improvements SD-21000 Corporation Way System Upgrades and Pump Station New small pump with 25 CFS capacity and associated improvements and 700 LF of pipe upgrades SD-23000 West Bayshore Road Trunk Line Improvements 1,400 LF of pipe upgrades Discussion This contract will design and support the upgrade of the three storm drain projects along East and West Bayshore Roads. The scope of work to be performed involves a full suite of professional engineering services, including preliminary design, design development, preparation of construction bid documents (plans, specifications, and estimate of probable construction cost), bid assistance, and assistance with construction administration. Elements of the project design include selection of pumps and motors, design of new electrical controls within a small structure, and design of a new standby power generator and above-ground fuel tank. The pump stations are located primarily on East Bayshore Road and West Bayshore Road. The exact location of the pump stations will be evaluated, and a recommendation provided to staff from the selected consultant. An RFP for the project was sent to prospective consultants and posted on the City website on October 29, 2019. The following table summarizes the results of the RFP solicitation: City of Palo Alto Page 3 Summary of Solicitation Process Proposal Description/Number Corporation Way System Upgrades and Pump Station and West Bayshore Road Pump Station and Trunk Line Improvement Project RFP # 176877 Proposed Length of Project 48 Months Number of Proposals Mailed 29 Total Working Days to Respond to Proposal 21 calendar days Number of Proposals Received 2 Company Name Location (City, State) Selected for Oral Interview BKF Engineers Redwood City, California Yes Schaaf & Wheeler Consulting Civil Engineers Santa Clara City, California Yes Range of Proposal Amounts Submitted The cost proposals ranged from $718,108 to $718,241 An evaluation committee consisting of representatives from the Public Works Engineering Services and Public Services Divisions reviewed the proposals. The committee carefully reviewed each firm’s qualifications and submittal in response to the criteria identified in the RFP. The committee reviewed each firm’s qualifications relative to its experience in storm water pump station design, the quality of its proposed project approach, performance on past projects, the qualifications of the specific staff to be assigned to the project, and understanding of the project goals. Schaaf & Wheeler Consulting Civil Engineers was selected as the recommended design and construction administration service consultant because of the depth and quality of their experience with the design of storm water pump stations, the exceptional qualifications of their proposed project design team, and knowledge of the City’s storm drain system. The recommended consultant also has extensive experience with the hydrology and hydraulics of Matadero and Adobe Creeks through contracts with the Santa Clara Valley Water District. Staff negotiated with the consultant to reduce the contract amount. The current contract amount of $718,108 represents a 21% reduction in fee from their original proposal. In addition, compared to the BKF Engineers proposal, the Schaaf & Wheeler proposal includes additional hours to provide a higher of level of oversight and project review. This contract is on the City’s professional services template, which permits the City to terminate without cause/for convenience by providing written notice to the contractor. In the event the City of Palo Alto Page 4 City finds itself facing a challenging budget situation, and it is determined that City resources need to be refocused elsewhere, the City can terminate for convenience. Other options include termination due to non-appropriation of funds or amending the contract to reduce the cost, for example, by reducing the scope of work. The contract may also be temporarily suspended by written notice of the City Manager. Timeline The design of the Corporation Way System Upgrades and Pump Station, West Bayshore Road Pump Station, and West Bayshore Road Trunk Line Improvements projects is scheduled to be completed by April 2021. The contract also includes construction administration services for the three projects. The construction for the three projects (not included in this contract) is phased in three separate fiscal years (FY 2021 through FY 2023) based on the budget provided for these projects. Resource Impact Funding for the Fiscal Year 2020 portion of this contract is available in the Fiscal Year 2020 Stormwater Management Fund Capital Improvement Program West Bayshore Road Pump Station (SD-20000), Corporation Way System Upgrades and Pump Station (SD-21000), and West Bayshore Road Trunk Line Improvements (SD-23000) projects. Future years funding is contingent upon Council approval through the annual budget process. The project numbers, project names, and funding breakdown for this contract are provided below. Project Number Project Name FY2020 Modified Budget FY2021 Proposed Budget Contract Funding Amounts SD-20000 West Bayshore Road Pump Station $231,000 $190,039 $370,539 SD-21000 Corporation Way System Upgrades and Pump Station $231,000 $1,879,186 $370,539 SD-23000 West Bayshore Road Trunk Line Improvements $0 $49,840 $48,840 Totals $462,000 $2,119,065 $789,918 The contract includes a total not-to-exceed amount of $789,918, including $718,108 for basic services and $71,810 for additional services. Stakeholder Engagement In 2017, Palo Alto property owners approved a ballot measure to continue the storm drainage fee to implement 13 new storm drain projects to upgrade and improve the storm drain system in Palo Alto. The City established an oversight committee consisting of seven members to oversee the implementation of these 13 new storm drain projects. City of Palo Alto Page 5 There are primarily two functions of the oversight committee. The first is to monitor the funds expended from the Storm Water Management Fees for storm drain projects in the current fiscal year. The second function is to review proposed Storm Water Management Capital Improvements and Operating Programs to be funded from Storm Water Management fees for the coming fiscal year. The oversight committee reviews the approved 13 new storm drain projects before implementation and monitors after implementation to verify the projects have met the commitments made by the City in the ballot measure. The oversight committee meets with City staff several times each year to monitor the implementation of the approved 13 new storm drain projects. The Corporation Way System Upgrades and Pump Station, West Bayshore Road Pump Station, and West Bayshore Road Trunk Line Improvement Projects are three of the highest-priority storm drain projects identified in the City’s 2015 Storm Drain Master Plan. The budget for these projects has been reviewed by the oversight committee members. The oversight committee will be engaged during both design and construction phase of the project for oversight monitoring. Environmental Review The project is categorically exempt from the provisions of the California Environmental Quality ACT (CEQA) under Section 15301(d), 15302(c) and Section 15303 of the CEQA Guidelines. 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,QIRUPWKHSURMHFWPDQDJHURIWKHORFDWLRQRI&2168/7$17¶VDQGLWVOLVWHGVXEFRQWUDFWRUV¶ SD\UROOUHFRUGVVWUHHWDGGUHVVFLW\DQGFRXQW\DWWKHFRPPHQFHPHQWRIWKH3URMHFWDQGDOVR SURYLGHQRWLFHWRWKHSURMHFWPDQDJHUZLWKLQILYHEXVLQHVVGD\VRIDQ\FKDQJHRIORFDWLRQRI WKRVHSD\UROOUHFRUGV Certificate Of Completion Envelope Id: 496655DBED5E4BE287C6D449061AC3E4 Status: Completed Subject: Please DocuSign: Contract C20176877 Schaaf and Wheeler.pdf Source Envelope: Document Pages: 36 Signatures: 2 Envelope Originator: Certificate Pages: 2 Initials: 0 Saira Cardoza AutoNav: Enabled EnvelopeId Stamping: Disabled Time Zone: (UTC-08:00) Pacific Time (US & Canada) 250 Hamilton Ave Palo Alto , CA 94301 saira.cardoza@cityofpaloalto.org IP Address: 199.33.32.254 Record Tracking Status: Original 6/2/2020 3:23:26 PM Holder: Saira Cardoza saira.cardoza@cityofpaloalto.org Location: DocuSign Security Appliance Status: Connected Pool: StateLocal Storage Appliance Status: Connected Pool: City of Palo Alto Location: DocuSign Signer Events Signature Timestamp Charles D. Anderson canderson@swsv.com President Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 73.162.111.30 Sent: 6/2/2020 3:29:00 PM Viewed: 6/3/2020 1:19:13 PM Signed: 6/3/2020 1:19:53 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign Leif Coponen lcoponen@swsv.com Vice President / Treasurer Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 98.234.222.201 Sent: 6/3/2020 1:19:57 PM Viewed: 6/4/2020 11:33:28 AM Signed: 6/4/2020 11:34:17 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Loretta Olmos Loretta.Olmos@CityofPaloAlto.org Administrative Associate City of Palo Alto Security Level: Email, Account Authentication (None) Sent: 6/2/2020 3:28:59 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign Carbon Copy Events Status Timestamp Michel Jeremias Michel.Jeremias@CityofPaloAlto.org Senior Engineer City of Palo Alto Security Level: Email, Account Authentication (None) Sent: 6/2/2020 3:29:00 PM Viewed: 6/4/2020 11:05:46 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 6/3/2020 1:19:57 PM Certified Delivered Security Checked 6/4/2020 11:33:28 AM Signing Complete Security Checked 6/4/2020 11:34:17 AM Completed Security Checked 6/4/2020 11:34:17 AM Payment Events Status Timestamps $GREH&UHHN6XEVWDWLRQ ($6 7 % $ < 6 + 2 5 ( 5 2 $ ' )$% , $ 1 : $ < &25 3 2 5 $ 7 , 2 1 : $ < ($6 7 % $ < 6 + 2 5 ( 5 2 $ ' %$< 6 + 2 5 ( ) 5 ( ( : $ < %$ < 6 + 2 5 ( ) 5 ( ( : $ < $%,$ 1 : $ < 6$ 1 $ 1 7 2 1 , 2 5 2 $ ' 5((: $ < 5(52 $ ' +25( ) 5 ( ( : $ < (/ & 2 8 5 7 ($67 % $ < 6 + 2 5 ( 5 2 $ ' %$< 6 + 2 5 ( ) 5 ( ( : $ < %$< 6 + 2 5 ( ) 5 ( ( : $ < ($7+(5/1 ./$0$7+/1 3$ / 2 0 $ ' 5 75 , 1 , 7 < / 1 67$ 1 , 6 / $ 8 6 / 1 /8 0 1( / 1 , 1, 1 , 1, 1 , 1, 1 , 1, 1 6' 6' 6' 6'6' 6' 6' 6' 6' 6' 2)2) 2) 2) 2) 2)2) 2) ,1 ,1 ,1,1 2) 2)2) 2) 2) 2) &% &%&% &% &% &% &% &% & &% &% &%&% &% &% &% &% 0+ 0+ 0+0+ 0+ 0+ 0+ 0+ %(&5((.367$7,21 6' :( // /)RI,QFK3LSH8S JUDGHWR,QFK 6' /RFDWLRQRI&RUSRUDWLRQ :D\3XPS6WDWLRQ 7KLVPDSLVDSURGXFWRIWKH &LW\RI3DOR$OWR*,6 7KLVGRFXPHQWLVDJUDSKLFUHSUHVHQWDWLRQRQO\RIEHVWDYDLODEOHVRXUFHV /HJHQG &2558*$7('0(7$/3,3( 2ZQHGE\ 6&9:' 6&9:'(DVHPHQW 6FY ZGHDVHPHQW DEF 6FY ZGHDVHPHQWV DEF &RUSRUDWLRQ:D\ 3XPS6WDWLRQ $7 7 $ & + 0 ( 1 7 % &,7<2)3$/2$/72,1&253 25$7(' &$/,)251,$ 3DOR$OWR7KH &LW\ R I $35,/ 7KH&LW\RI3DOR$OWRDVVXPHVQRUHVSRQVLELOLW\IRUDQ\HUURUVWR&LW\RI3DOR$OWRUKDGD??FFPDSV?(QFRPSDVV?$GPLQ?0HWD?9LHZPGE ƚƚĂĐŚŵĞŶƚϭ $GREH&UHHN6XEVWDWLRQ )ORR G 3 R Q G V 3 D U N L Q J % D U U R Q & U H H N ($6 7 0 ( $ ' 2 : & , 5 & / ( ($6 7 % $ < 6 + 2 5 ( 5 2 $ ' )$% , $ 1 : $ < &25 3 2 5 $ 7 , 2 1 : $ < ($ %$< 6 + 2 5 ( ) 5 ( ( : $ < ($6 7 % $ < 6 + 2 5 ( 5 2 $ ' %$< 6 + 2 5 ( ) 5 ( ( : $ < :( 67% $ < 6 + 2 5 ( 5 2 $ ' %$< 6 + 2 5 ( ) 5 ( ( : < :( 6 7 % $ < 6 + 2 5 ( 5 2 $ ' %$ < 6 + 2 5 ( ) 5 ( ( : $ (/: ( / / & 2 8 5 7 ($6 7 % $ < 6 + 2 5 ( 5 2 $ ' %$< 6 + 2 5 ( ) 5 ( ( : $ < %$< 6 + 2 5 ( ) 5 ( ( : $ < 67$1, 6 / $ 8 6 / 1 78 2 / 8 0 1 ( / 1 6' 6' 6' 6'6' 6' 6' 6' 6' 6' 2) 2) 2 ) :7 2) 2) 2) [ % R [ &% &%&% &% &% &% &% &% &% &% &% &% &% &% &% &% &% &%&% &% &% &% &% &% &% &% 0+ 0+ 0 0+0+ 0+ 0+ 0+ 0+ 6 $'2%(&5((.3803 67$7,21 6' /)RI,QFK3LSH8SJUDGHWR,QFK 6'/ $ RFD < WLRQRI:HVW%D\VKRUH5RDG3XPS6WDWLRQ 7KLVPDSLVDSURGXFWRIWKH &LW\RI3DOR$OWR*,6 7KLVGRFXPHQWLVDJUDSKLFUHSUHVHQWDWLRQRQO\RIEHVWDYDLODEOHVRXUFHV /HJHQG &2558*$7('0(7$/3,3( 2ZQHGE\ 6&9:' 6&9:'(DVHPHQW DEF 6NHWFK3XPS6WDWLRQ/RFDWLRQ $7 7 $ & + 0 ( 1 7 % &,7<2)3$/2$/72,1&253 25$7(' &$/,)251,$ 3DOR$OWR7KH &LW\ R I $35,/ 7KH&LW\RI3DOR$OWRDVVXPHVQRUHVSRQVLELOLW\IRUDQ\HUURUVWR&LW\RI3DOR$OWRUKDGD??FFPDSV?(QFRPSDVV?$GPLQ?0HWD?9LHZPGE ƚƚĂĐŚŵĞŶƚϮ