BOARD AGENDA MEMORANDUM
SUBJECT:
Title
Approve the On-Call Consulting Agreements (4), for On-Call Design Engineering Services, with Dahlin Group Architecture Planning, Hazen and Sawyer, Salas O’Brien, and Siegfried Engineering, and On-Call Consulting Agreement (1), for On-Call Construction Management Services with Swinerton Management and Consulting, each for a Not-to-Exceed Fee of $500,000.
End
RECOMMENDATION:
Recommendation
A. Approve the Agreement with Dahlin Group Architecture Planning, for On-Call Design Engineering Services (Project), CAS File No. 5068, for a not-to-exceed fee of $500,000;
B. Approve the Agreement with Hazen and Sawyer, for On-Call Design Engineering Services (Project), CAS File No. 5120, for a not-to-exceed fee of $500,000;
C. Approve the Agreement with Salas O’Brien, for On-Call Design Engineering Services (Project), CAS File No. 5121, for a not-to-exceed fee of $500,000;
D. Approve the Agreement with Siegfried Engineering, for On-Call Design Engineering Services (Project), CAS File No. 5122, for a not-to-exceed fee of $500,000; and
E. Approve the Agreement with Swinerton Management and Consulting, for On-Call Construction Management Services (Project), CAS File No. 5123, for a not-to-exceed fee of $500,000.
Body
SUMMARY:
Santa Clara Valley Water District (Valley Water) Facilities Management Unit staff is responsible for providing building services, facilities project management and, space planning/management to Valley Water. Typical projects include landscape design, building studies, remodels, tenant improvements, renovation of mechanical and electrical systems, roofs, and parking lots. Valley Water client departments include, but are not limited to, Water Treatment Plants, Open Space, and Valley Water Facilities.
To effectively respond to a backlog of facility maintenance pressing projects and provide necessary technical support, four agreements for on-call design engineering services are recommended in order to meet operational and service needs of the organization. The on-call agreements will:
1. Augment and leverage staff expertise and support on an as-needed basis to provide design engineering and construction management for small facility CIP and operational projects.
The agreements will allow Facilities Management Unit staff to quickly and efficiently obtain a range of design engineering services such as architectural, landscape, civil, structural, mechanical/electrical/plumbing engineering (MEP), on a task-by-task basis. These services will supplement existing staff resources. For the four DES firms, task orders will be issued on a competitive basis to provide on-call design engineering services when the expertise needed is available from the consultants and conflicts of interest do not exist. For the CM firm, task orders will be issued to provide on-call CM services, as needed.
Examples of design engineering and construction management services include cost estimates, schedule analysis, interior workspace reconfiguration, remodeling or renovation of District building and facilities, small public works projects, remodeling of Buildings, and other Facilities, Seismic Retrofits and upgrades, Building Inspections, Peer Review, Power systems studies, Feasibility Studies, Office Planning Studies, Development of Engineering Standards, Preventative Maintenance, Fire Alarm and Safety include landscape design, building addition studies, remodels, tenant improvements, renovation of mechanical, electrical systems, roofs and parking lots.
Consultant Background:
For Design Engineering Services, each firm’s team is comprised as follows:
Dahlin’s team, includes eleven subconsultants (BCA, Biggs Cardosa, BKF, Integral, Engineering Network, ECE, Esfahani Consulting, The Engineering Enterprise, Mack5, Cummings).
Hazen and Sawyer’s team includes seven subconsultants (Shah Kawasaki Architects, RHAA, TJC and Associate, BSK Associates, Exaro, KSN, Interface).
Salas O’Brien’s team includes two subconsultants, (Mesiti-Miller, Verde Design).
Siegfried’s team, a registered small business, includes three subconsultants (KDA Architects, ACIES, BSK).
For CM Services, Swinerton’s team, includes two subconsultants (Quincy, Dabri).
Consultant Selection Process:
On January 9, 2020, a Request for Proposal (RFP) for On-Call General & Specialty Engineering Services for Facilities, was published on Valley Water’s Contract Administration System (CAS).
The RFP notification was sent to approximately 93 registered firms within the Valley Water, CAS internet portal, under expertise code AE10 - Architectural Services and 164 under expertise code CM10 - Construction Management Services. Additional public notices used for advertisement/publication were the San Jose Post, and Small Business Exchange. The RFP requested experienced and qualified professional engineering firm(s) to provide on-call general and specialized engineering services for the District’s Facilities Management Unit. Services to include Architectural, Landscape, Civil Engineering, Structural Engineering, Mechanical, Electrical and Plumbing Engineering, Construction Management, and Design Review in accordance with the Preliminary Scope of Services, however, firms proposing to perform Construction Management or Design Review were precluded from proposing on any of the Design Engineering Services.
Valley Water received proposals from eight (8) consultant firms: Dahlin Group Architecture Planning, Gillis+Panichapan Architect, Inc., Hazen & Sawyer, LCA, Associates, Inc., Salas O’Brien, Siegfried Engineering, SVA Architects, Swinerton Management & Consulting.
An Evaluation Committee (EC), consisted of five (5) subject matter experts representing Valley Water’s operations, capital, and maintenance projects, evaluated, and ranked the written proposals. Six (6) firms, Dahlin Group Architecture Planning, Hazen and Sawyer, LCA, Associates, Inc., Salas O’Brien, Siegfried Engineering, and Swinerton Management & Consulting were invited to participate in the subsequent oral interviews conducted on March 9 and 10, 2020.
The selection was in accordance with the Qualification Based Selection process. Based on the combined (written and oral) rating scores, the EC recommended staff to proceed with the four (4) highest ranking firms for contract negotiations for on-call Design Engineering services - Dahlin Group Architecture Planning, Hazen and Sawyer, Salas O’Brien, and Siegfried Engineering, and for on-call Construction Management (CM) services with Swinerton Management and Consulting. Negotiations were successfully completed with the four (4) firms to perform DES and the one (1) firm to provide CM services or firms listed above. Due to a number of factors, including: retirements of key Valley Water project staff and the complexity of the negotiations, the original timeline for award was extended from Fall 2020 to present.
Staff recommends award of the agreements for on-call DES to the four (4) firms with Dahlin Group Architecture Planning, Hazen and Sawyer, Salas O’Brien, Siegfried Engineering and award the agreement for on-call CM Services to Swinerton Management and Consulting.
FINANCIAL IMPACT:
The Agreements with Dahlin Group Architecture Planning, Hazen and Sawyer, Salas O’Brien, Siegfried Engineering for On-Call Design Engineering Services and On-Call Consulting Agreement (1), for On-Call Construction Management Services with Swinerton Management and Consulting, each have a not-to-exceed amount of $500,000. Each agreement term is for five (5) years. 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 appropriate operating, capital or maintenance for projects related to Facilities.
CEQA:
The recommended action to approve the Agreement does not constitute a project under the California Environmental Quality Act (CEQA) because it does not have the potential to result in direct or reasonably foreseeable indirect physical change in the environment.
ATTACHMENTS:
Attachment 1: Agreement, Dahlin Group Architecture Planning
Attachment 2: Agreement, Hazen and Sawyer
Attachment 3: Agreement, Salas O’Brien
Attachment 4: Agreement, Siegfried Engineering
Attachment 5: Agreement, Swinerton Management and Consulting
UNCLASSIFIED MANAGER:
Manager
Kenneth Wong, 408-630-2076