BOARD AGENDA MEMORANDUM
Government Code § 84308 Applies: Yes ☒ No ☐
(If “YES” Complete Attachment A - Gov. Code § 84308)
SUBJECT:
Title
Approve Agreement No. A5240A with Dudek, and Agreement No. A5241A with Wood Rodgers, Inc. for Technical Support Services for Watershed Capital Projects, PlanetBids File No. VW0428, for a Combined Total Not-to-Exceed fee of $1,000,000.
End
RECOMMENDATION:
Recommendation
A. Approve Agreement No. A5240A with Dudek for technical support services for Watershed Capital Projects, PlanetBids File No. VW0428, for a not-to-exceed fee of $500,000; and
B. Approve Agreement No. A5241A with Wood Rodgers, Inc. for technical support services for Watershed Capital Projects, PlanetBids File No. VW0428, for a not-to-exceed fee of $500,000.
Body
SUMMARY:
Santa Clara Valley Water District (Valley Water) desires to use the above listed engineering firms to provide on-call technical support for completing flood protection and watershed stewardship capital projects in planning and design phases. These firms will provide on-call support to watershed capital project teams for specific tasks within the overall capital project when technical expertise or resources are unavailable within Valley Water. This assistance will include advising Valley Water on outside agency processes such as planning, grant application and permit processes; providing third-party review of technical reports, models, and other analyses; conducting technical analyses or preparing technical reports; and coordinating stakeholder and public outreach. Examples of on-call services to be provided are detailed in Schedule OC of Attachments 1 and 2.
Consultant Selection Process
Prior to publishing the Request For Proposals (RFP), staff conducted outreach to 935 firms that were registered in the Valley Water Procurement Portal, PlanetBids (PB) and issued advertisements in the SJ Post and SBEINC.com. The following PB category codes were targeted for the RFP outreach to firms:
On April 18, 2024, staff published its RFP for On-Call Technical Support Services for Watershed Capital Projects. Of the total nine hundred ninety-seven (997) firms informed of the solicitation, sixty-seven (67) firms confirmed to be prospective bidders in the Valley Water Procurement Portal. A total of four (4) proposals were received on June 4, 2024, from the following firms: Arup US, Inc.; Dudek; Schaaf & Wheeler; and Wood Rodgers, Inc.
An Evaluation Committee (EC), consisting of four (4) panelists from Valley Water with subject matter expertise, evaluated and ranked both the written and interview evaluation. Based on their overall evaluation, the EC recommended that staff undertake contract negotiations with Dudek and Wood Rodgers, Inc.
Negotiations with Dudek, and Wood Rodgers, Inc. have been completed successfully. Staff recommends approval of agreements with Dudek, and Wood Rodgers, Inc. to provide On-Call Technical Support Services for Watershed Capital Projects for a combined not-to-exceed fee of $1,000,000 and a not-to-exceed fee of $500,000 for each of these two firms.
ENVIRONMENTAL JUSTICE AND EQUITY IMPACT:
There are no environmental justice and equity impacts associated with the two on-call consultant contracts. This action will not result in human health or environmental effects and is not associated with an equity opportunity.
FINANCIAL IMPACT:
The combined NTE for both agreements is $1,000,000 over a five year term. No funds will be encumbered at this time. On-call services will be charged in accordance with each approved task order to budgeted funds from the respective projects that utilize the on-call agreement(s).
CEQA:
The recommended action does not constitute a project under CEQA because it does not have the potential for resulting in direct or reasonably foreseeable indirect physical change in the environment.
ATTACHMENTS:
Attachment A: Gov. Code 84308
Attachment 1: Agreement, Dudek
Attachment 2: Agreement, Wood Rodgers, Inc.
UNCLASSIFIED MANAGER:
Manager
Bhavani Yerrapotu, 408-630-2735