Memorandum CAPITAL of SILICON VALLEY
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Distfibutea on: Sent to Council: City Manager’s Offic~ CITY OF ~ ,,,,_ SAN JOSE Memorandum CAPITAL OF SILICON VALLEY TO: HONORABLE MAYOR FROM: Leanna Bieganski AND CITY COUNCIL SUBJECT: Early Council Packet DATE: July 31, 2012 Date EARLY DISTRIBUTION COUNCIL PACKET FOR AUGUST 14~ 2012 Please find attached the Early Distribution Council Packet for the August 14, 2012 Council Meeting. 2,X Master Agreements with MWH Americas Inc. and HDR Engineering Inc. for Civil Engineering Support Services. Recommendation: Approve consultant master agreement with MWH Americas Inc. and HDR Engineering Inc. for a variety of civil engineering support services from the date of execution through December 31, 2015, in an amount not to exceed $500,000 for each master agreement. CEQA: Not a Project, File No. PP10-066(d) Contracts for professional services. (Public Works) 4oX Public Hearing on the Appeal of the Final Environmental Impact Report for the Newby Island Landfill and the Recyclery Rezoning Project. Recommendation: (a) Conduct an Administrative Hearing on and consider an Appeal of the Planning Commission’s certification of the Final Environmental Impact Report (FEIR) for the proposed Newby Island Sanitary Landfill and The Recyclery Rezoning Project, File No. PDC07-071. (b) Uphold the Planning Commission’s certification and adopt a resolution to certify (1) The City Council has read and considered the Final EIR; (2) The Final EIR has been completed in compliance with the California Environmental Quality Act; (3) The Final EIR reflects the independent judgment and analysis of the City of San JosS; and (4) The Director of Planning, Building and Code Enforcement shall transmit copies of the Final EIR to any other decision-making body of the City of San Joss for the project. CEQA: Environmental Impact Report (p~nding). Council District 4. (Planning, Building and Code Enforcement) HONORABLE MAYOR AND CITY COUNCIL July 31, 2012 Early Distribution Packet Page 2 6oX Report on Bids and Award of Contract for the 5583 - Montague Expressway Widening Project. Recommendation: Report on bids and award of contract for the 5583 - Montague Expressway Widening Project to the low bidder, LH Engineering Co., Inc., in the amount of $1,757,645 and approval of a contingency amount of $176,000. CEQA: Resolution 75696 - Adopted County of Santa Clara Environmental Assessment/Initial Study/Negative Declaration for Montague Expressway Widening dated January 11,2011. Council District 4. (Public Works) 7°X Agreements to Provide Temporary Staffing at the Water Pollution Control Plant. Recommendation: Report on Request for Qualification for temporary staffing resources at the Water Pollution Control Plant and recommendation to: (a) Accept Telstar Instruments’ proposal to provide Instrumentation Control Technicians, and Industrial Electricians; and adopt a resolution authorizing the City Manager to negotiate and execute an agreement with Telstar Instruments, not to exceed $3,000,000 for the first twelve months of the agreement, subject to the appropriation of funds. (b) Reject all proposals for temporary staffing resources for Plant Operators and Plant Mechanics, and authorize the City Manager to enter into negotiations with any firm that can provide temporary staffing resources without further competition, with the final agreement(s) subject to Council approval. CEQA: Not a Project, File No.PP 10-066(a), Agreements and Contracts for Professional Services. (Finance!Environmental Services) These items will also be included in the Council Agenda Packet with item numbers. BIEGANSKI Council Liaison COUNCIL AGENDA: 08-14-12 ITEM: CITY OF ~ SAN JOSE Memorandum CAPITAL OF SILICON VALLEY TO: HONORABLE MAYOR FROM: David Sykes AND CITY COUNCIL SUBJECT: SEE BELOW DATE: July 23, 2012 Approved ~o,~J~ ~ Date SUBJECT: MASTER AGREEMENT WITH MWH AMERICAS INC. AND HDR ENGINEERING INC. FOR CIVIL ENGINEERING SUPPORT SERVICES FOR VARIOUS CITY PROJECTS RECOMMENDATION Approve consultant master agreements with MWH Americas Inc. and HDR Engineering Inc. for a variety of civil engineering support services from the date of execution through December 31, 2015, in an amount not to exceed $500,000 for each master agreement. OUTCOME Approval of the master agreements with MWH Americas Inc. and HDR Engineering Inc. provides the City with the ability to obtain on-call civil engineering services to support preliminary design- build and third party review of several upcoming projects indentified in the Adopted 2013-17 Capital Improvement Program. BACKGROUND The 2013-2017 AdoptedSanitary Sewer System CIP and Storm Sewer System CIP call for approximately $163,700,000 and $21,400,000 of expenditures for construction projects, respectively. Many of these proj ects/programs are expected to require engineering studies, specialty design build services involving mechanical, electrical and structural trades, enhanced regulatory permitting assistance, and other professional consultant services. City staff does not currently possess the necessary expertise or capacity to efficiently perfor~m these tasks and deliver the identified CIP projects. On call consultant services provide the most efficient way to acquire the required specialty design expertise while allowing City staff to focus on other tasks to deliver CIP projects in a timely manner. HONORABLE MAYOR AND CITY COUNCIL July 23, 2012 Subject: Master Agreement with MWH Americas, Inc. and HDR Engineering, Inc. Page 2 ANALYSIS Consultant Selection The consultant selection process was conducted in accordance with the Council-approved Qualifications Based Consultant Selection Policy, Section 3.3.3 "Intermediate and Major Selection Processes." A total of 19 responsive Statement of Qualifications were received and evaluated by a Screening Panel. Ten firms were subsequently short-listed and invited to interview with an Interview Panel. Based on the qualifications presented in their Statement of Qualifications and final interview scores, the final ranking are listed in the attached form, "CONSULTANT SELECTION SUMMARY." The Top-Ten Ranking list was approved by the Director on December 22, 2010 and to be kept active for a period of 24 months from the date of Director’s approval to allow staff the flexibility to award additional master agreements should the need arise for additional specialty consultant services. ~ To date, each of the following consultants have been awarded a not-to-exceed-S500,000 master agreement with the respective general scopes of work as follows: Consultant Award Date ~ Brief Description of Primary Task Schaaf & ’ 6/14/2011 i North San Jose storm drain evaluation and ..__W_h...?..~.~. ........................................................................................................................ [......._ma~er...!2!P_n.. ............................................................................................................................. ................................... .......................... ............ I Condition assessment of aging sanitary West Yost & 10/04/2011 Associates ~ pump stations ....................................................= .........~i ...................................................................................... ,,~,~¢,~,,,, Brown~ Designs:......................... andfor .............................................................................................................................................................. new storm pump stations and Ualclwell i capital project aeve~opmem i ~ Third party review of sanitary sewer system Camp Dresser 05/08/2012 ........................................................................................................................................................................& McKee, Inc. .......................... Scope of Work MWH Americas, Inc., (ranked number 6 out of top 10) will provide engineering and third party review support for Sanitary Sewer CIP and Storm Sewer CIP projects, as well as assisting City staff with preliminary design-build (bridging) documents for several capacity-improvement projects. HDR Engineering Inc. (ranked number 7 out of top 10) will provide hydraulic modeling, capacity analysis, design and analysis for pump stations and siphon projects as well as engineering support for Sanitary Sewer CIP and Storm Sewer CIP projects. EVALUATION ANDFOLLOW-UP No additional follow up action with the Council is expected at this time. These agreements support the Environmental and Utility Services City Service Area outcome of obtaining "reliable utility infrastructure:" Staff will monitor the impact of this action through the City’s project tracking Capital Project Management System and will communicate any issues to the City Council if they arise. HONORABLE MAYOR AND CITY COUNCIL July 23, 2012 Subject: Master Agreement with MWH Americas, Inc. and HDR Engineering, Inc. Page 3 POLICY ALTERNATIVES Alternative #1: An alternative approach to accomplish this effort would be for all work to be carried out by existing City staff in lieu of the proposed partnership effort with outside professional civil engineering consulting firms. Pros: The work would be done by City staff. ~ Cons: In-house staff would need to develop the appropriate technical capability across the broad range of required expertise. Reliance solely on City resources could jeopardize the successful implementation of these projects on time and within budget. Reason for not recommending: The City would need to employ and/or allocate time to develop staff to cover a