BOARD AGENDA MEMORANDUM
SUBJECT:
Title
Approve Agreement With Infrastructure Engineering Corporation for Consulting Services Not-to-Exceed $549,951 for the Raw Water System Master Plan, Phase 1 Project, Project No. 00061045, CAS File No. 4948.
End
RECOMMENDATION:
Recommendation
Approve the Agreement with Infrastructure Engineering Corporation for Consulting Services for the Raw Water System Master Plan, Phase 1 for a not-to-exceed amount of $549,951.
Body
SUMMARY:
Santa Clara Valley Water District (Valley Water) staff recommends Board approval of an Agreement for the provision of professional services to produce a Raw Water System Master Plan, Phase 1 (RWMP). The goal of the RWMP is to optimize operational efficiency of Valley Water’s raw water distribution system, which includes approximately 90 miles of pipelines and three large booster pump stations. The objectives of the RWMP are to improve Valley Water’s hydraulic models, define current and future raw water system levels of service, use the improved hydraulic models to identify raw water distribution system limitations and inefficiencies, and make recommendations to improve the system. Staff anticipates that the recommendations will include both operations and capital improvements.
Consultant Selection Process:
On January 23, 2019, staff published a Request for Proposal (RFP) for the RWMP on the Valley Water Contract Administration System internet portal. The RFP was distributed to approximately 124 firms on the Valley Water self-registered list for HE10 - Hydrologic Engineering. In addition, the RFP was advertised in the Silicon Valley/San Jose Business Journal and Small Business Exchange. An optional pre-proposal meeting was held on February 6, 2019 that was attended by five firms.
During the five-week proposal period, staff issued three addenda to clarify the RFP, responded to questions received from interested firms, and updated the project name. Two proposals were received by the submittal deadline of February 27, 2019.
A Consultant Review Board consisting of three subject matter experts from Valley Water’s Raw Water Operations and Maintenance Division, and two external subject matter experts, evaluated the written proposals and conducted an oral interview on March 27, 2019. Based on the combined (written and oral) rating scores, the Consultant Review Board recommended that staff undertake contract negotiations with Infrastructure Engineering Corporation (IEC), the highest-ranked firm. On April 9, 2019, agreement negotiations were initiated with IEC.
District staff negotiated the tasks, costs, terms, and conditions based on the proposal submitted by IEC.
IEC’s team has strong expertise with regards to hydraulic modeling and planning for water utilities and their distribution systems.
The scope of work includes the following:
1. Document Level of Service Goals
2. Develop Hydraulic Models
3. Establish Modeling Scenarios
4. Conduct System Hydraulic Analysis and Provide Recommendations
Each of these scope tasks will be summarized with a technical memorandum. Updated hydraulic models will also be provided to Valley Water.
The project duration is expected to be approximately 18 months, and the agreement will expire on June 30, 2021.
Background:
The raw water distribution system is facing numerous challenges. Parts of the system may be undersized for current or future demands. The system can likely be operated more efficiently and reliably if improved. The RWMP Phase 1 will identify operational or capital improvements to address capacity constraints and to improve operational efficiency. Future phases of the RWMP if approved by the Board will address other system challenges including aging infrastructure, integration of new supplies into the system, and system redundancy.
The RWMP supports Board Governance Policy and Objective 2.2.1. Raw water transmission and distribution assets are managed to ensure efficiency and reliability and corresponding BAO strategy, S 2.2.1.1., Manage, operate, and maintain raw water transmission and distribution assets to maximize reliability, to minimize life-cycle costs, and to minimize impacts to the environment.
FINANCIAL IMPACT:
Staff estimates a $549,951 expenditure for the Raw Water System Master Plan scope of services outlined above, funding for which is included in the FY 2018-19 Budget, Project No. 00061045 Asset Management Program.
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 1: Agreement
UNCLASSIFIED MANAGER:
Manager
Erin Baker, 408-630-2608