BOARD AGENDA MEMORANDUM
SUBJECT:Title
Approve the Agreement with Hazen and Sawyer for On-Call Mechanical Engineering and Support Services, PlanetBids File No. VW0043, for a Not-to-Exceed Fee of $2,000,000.
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RECOMMENDATION:Recommendation
Approve the Agreement with Hazen & Sawyer for On-Call Mechanical Engineering and Support Services for a not-to-exceed fee of $2,000,000.
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SUMMARY:
The objective of this Agreement for on-call services, as needed, is for the Consultant to perform general and specialized mechanical engineering services relating to operations and maintenance of the water utility, water utility capital improvements and operational projects, and other mechanical engineering support services. These mechanical engineering support services include mechanical engineering design, calculations, inspection, failure analysis, and drafting support.
The selected Consultant to perform the on-call, as needed, mechanical engineering and support services will not be eligible to bid on future design services or bid on future Santa Clara Valley Water District (Valley Water) construction projects for which they provided services.
The firms were required to meet the following minimum qualifications to be considered responsive:
• The Proposer or Proposer’s employees shall have ten (10) years of experience in Water Utility Mechanical Engineering condition assessment, failure analysis, process improvement, planning and design, construction support and inspection, asset management and other related disciplines including, but not limited to, rotating equipment, pumps, multi-pump systems, coatings, valves, piping, tanks, HVAC and corrosion control.
• The Proposer’s employees shall have the following applicable certifications, licenses, and/or affiliations: (a) State of California Professional Engineering License, (b) State of California Contractor License and (c) National Association of Corrosion Engineers Certification.
• The Proposer shall possess knowledge of regulations and codes regarding all relevant Water Utility Mechanical Engineering disciplines including but not limited to Hydraulic Institute, American Society of Mechanical Engineers, American Water Works Association, and Code of Federal Regulations for water; and shall be familiar with local conditions relating to Valley Water’s efforts in Santa Clara County.
• The Proposer shall possess knowledge of applicable Water Utility Mechanical Engineering industry standards, manuals of practice and guidelines including, but not limited to:
a) American Water Works Association
b) U.S. Environmental Protection Agency Drinking Water Standards and Regulations
c) American National Standard Institute
d) American Society for Testing And Materials
e) National Association of Corrosion Engineers
f) National Fire Protection Association
g) National Sanitation Foundation
h) Hydraulic Institute
i) American Society of Heating, Refrigerating and Air-Conditioning Engineers
j) Occupational Safety And Health Administration
k) The Society For Protective Coatings
l) American Society of Mechanical Engineers
m) American Society of Plumbing Mechanical Engineers
Background
Valley Water implements a number of capital and operational projects and programs to meet its mission and goals in water supply, flood protection and watershed stewardship. The on-call services provided pursuant to this Agreement will augment the services of Valley Water staff and provide additional mechanical engineering and support services as needed.
Consultant Selection Process
Prior to publishing the RFP, staff conducted outreach to 462 firms that were registered under the following Category Codes: 92567 - Mechanical Engineering Services; Architectural Services; 90700 - Architectural And Engineering Services; 90775 - Site Assessment And Site Field Observation; 90779 - Surveying Services; 91800 - Consulting Services; 91812 - Analytical Studies And Surveys (Consulting); 92500 - Engineering Services, Professional; 96145 - Inspection And Certification Services; and 96169 - Testing and Monitoring Service. Staff also issued advertisements in the SJ Post and SBEINC.com prior to publishing the RFP.
On October 20, 2021, staff published a Request for Proposals (RFP) for On-Call Mechanical Engineering and Support Services by sending it to 462 firms that were registered in PlanetBids. A pre-proposal meeting was not held for this RFP. Of the total 462 firms informed of the solicitation, 28 firms confirmed to be prospective bidders in the VW Procurement Portal.
A total of three (3) proposals were received on November 18, 2021, from the following firms: Hazen and Sawyer, Infrastructure Engineering Corporation, and Salas O’Brien.
An Evaluation Committee (EC), consisting of four panelists from Valley Water with subject matter expertise, evaluated the written proposal. The EC completed their technical evaluation in accordance with the evaluation criteria in the RFP. The EC team invited the following firms to participate in oral interviews: Hazen and Sawyer, Infrastructure Engineering Corporation, and Salas O’Brien. The EC completed the final selection process for the subject RFP, and based on their overall, technical and oral evaluation, have concluded that Hazen and Sawyer demonstrated the best overall experience, approach to, and understanding of the scope of services. The EC recommended that staff proceed with agreement negotiations with Hazen and Sawyer.
Negotiations with Hazen and Sawyer have been completed successfully. Staff recommends Board approval of the Standard On-Call Consultant Agreement with Hazen and Sawyer to provide On-Call Mechanical Engineering and Support Services, for a not-to-exceed fee of $2,000,000.
ENVIRONMENTAL JUSTICE IMPACT:
There are no Environmental Justice impacts associated with this item.
FINANCIAL IMPACT:
The not-to-exceed fee for the Agreement is $2,000,000. The agreement term is five 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 respective project.
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
Greg Williams, 408-630-2867