BOARD AGENDA MEMORANDUM
Government Code § 84308 Applies: Yes ☒ No ☐
(If “YES” Complete Attachment A - Gov. Code § 84308)
SUBJECT: Title
Approve the Standard Consultant Agreement, Agreement No. A5379A, with Brown and Caldwell, Inc. for Technical Support Services for State and Federal Funding Opportunities for Water Reuse, PlanetBids File No. VW0511, for a Total Not-to-Exceed Fee of $2,500,000.
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RECOMMENDATION: Recommendation
Approve the Standard Consultant Agreement, Agreement No. A5379A, with Brown and Caldwell, Inc. for Technical Support Services for State and Federal Funding Opportunities for Water Reuse, PlanetBids File No. VW0511, for a Total Not-to-Exceed Fee of $2,500,000.
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SUMMARY:
Background
Santa Clara Valley Water District (Valley Water) recognizes the importance of considering alternative water supplies to provide Santa Clara County with reliable and drought-resistant water. The Board of Directors has set an initial goal to meet 10% of Santa Clara County’s total water demands with water reuse. In the long-term, as part of the Water Supply Master Plan 2050 development, the goal is to expand potable reuse capabilities to produce up to 24,000 acre-feet per year (AFY) of purified water by 2035.
In collaboration with recycled water producers, stakeholders, regulators, and an independent advisory panel, the Countywide Water Reuse Master Plan (CoRe Plan), was created to identify feasible water reuse opportunities for expanding Valley Water’s water supply portfolio. The CoRe Plan provides a framework for achieving water supply goals identified in Valley Water’s Water Supply Master Plan. As directed by its Board of Directors, Valley Water staff is proceeding with the evaluation, design and construction of countywide potable and non-potable water reuse projects. There may be various external funding opportunities for these projects throughout their stages of implementation.
Accordingly, Valley Water requires technical support related to pursuing competitive funding opportunities for the planning, design, and/or construction of current and future recycled and purified water projects. Consultant will support Valley Water’s preparation of funding applications by reviewing the evaluation criteria for a respective funding opportunity and respond to questions and comments that may arise. Valley Water also seeks assistance with the development of feasibility studies consistent with applicable requirements and guidelines of the respective funding opportunity along with any other special studies that may be needed for either grant or loan applications. Specifically, Valley Water was successful in obtaining two planning grants to develop feasibility studies for South County and a project in San Jose and this procurement is necessary to prepare the grant required reports. The purpose of this Consultant Agreement is to provide these specialized technical services that maybe beyond the expertise of Valley Water staff.
Consultant Selection Process
On January 9, 2025, staff published the Request for Proposals (RFP) for Technical Support Services for State and Federal Funding Opportunities for Water Reuse. The publication enacted automatic notification to five hundred seventy-six (576) firms registered in the following category codes: 91842 Engineering Consulting; 91843 Environmental Consulting; 91846 Feasibility Studies (Consulting); 92500 Engineering Services, Professional; and 92535 Environmental Engineering.
Of the total 576 firms informed of the solicitation, thirty-two (32) firms confirmed interest as prospective proposers in PlanetBids. A total of one (1) proposal was received on February 4, 2025, from the consultant firm: Brown and Caldwell, Inc.
An Evaluation Committee (EC), consisting of three (3) Valley Water panelists and one (1) external evaluator with subject matter expertise with technical support services for state and federal funding opportunities, evaluated and ranked the written proposal. Based on the technical evaluation, the EC recommended that staff proceed with Brown and Caldwell, Inc. for contract negotiations.
Negotiations with Brown and Caldwell, Inc.have successfully completed. Staff recommends Board approval of this Standard Consultant Agreement with Brown and Caldwell, Inc. for Technical Support Services for State and Federal Funding Opportunities for Water Reuse for a not-to-exceed fee of $2,500,000 over a three-year term.
ENVIRONMENTAL JUSTICE AND EQUITY IMPACT:
There are no Environmental Justice and Equity Impacts associated with this item.
FINANCIAL IMPACT:
The not-to-exceed (NTE) fee of $2,500,000 for the Standard Consultant Agreement with Brown and Caldwell, Inc. is budgeted in the Recycled & Purified Water Program Project, Project No. 91101004, which is included in the FY 2024-25 Adopted Budget. There are adequate funds in the Project’s FY 2024-25 Adopted Budget to encumber the planned expenditures for the Consultant’s services.
CEQA:
Not Applicable. The recommended action to approve the Consultant Agreement does not constitute a project under the California Environmental Quality Act because it does not have the potential to result in direct or reasonably foreseeable indirect physical change in the environment.
ATTACHMENTS:
Attachment A: Gov. Code Section 84308
Attachment 1: Agreement
UNCLASSIFIED MANAGER: Manager
Kirsten Struve, 408-630-3138