DATE: June 18, 2024
TO: Mayor and City Council
FROM: Director of Public Works
SUBJECT: Adopt a Resolution Awarding the Contract for an On-Call Consultant for Water, Sewer, and Recycled Water Pipeline Related Projects to GSW Construction, Inc. in an amount Not-to-Exceed $500,000.
RECOMMENDATION
That the City Council adopt a resolution (Attachment II) authorizing the City Manager to procure an on-call Consultant for water, sewer, and recycled water pipeline related projects in an amount not-to-exceed $500,000 per fiscal year for the next three (3) years with the option for the City to renew annually for two (2) years after.
SUMMARY
On May 9, 2024, the City issued a Request for Proposal (RFP), through the City’s procurement portal, for an on-call Consultant to work collaboratively with City staff on urgent tasks and small projects related to the water, sewer, and recycled water pipelines. Consultants are expected to provide highly skilled services to augment City staff on short notice and will report directly to the City’s Utilities Engineering Manager and other designated Staff. The Consultant’s staff may work under direct supervision of the City’s staff and, dependent upon the project, may serve as skilled temporary help to the City’s Public Works and Utilities Department. On May 27, 2024, following an extensive review process of all proposers, the City selected GSW Construction Inc. to provide the on-call services. Staff’s evaluation criteria included demonstrated expertise, reasonableness of labor and equipment rates, and on-call availability.
BACKGROUND
The City’s water distribution system is comprised of approximately 375 miles of pipeline, 16 water storage reservoirs, and 10 pump stations. An average of 14 million gallons of water per day is currently conveyed to customers. The City owns and operates sewer collection and treatment facilities. Hayward’s sewer system consists of about 325 miles of sanitary sewer pipelines, nine wastewater lift stations, 2.5 miles of force mains, and the Water Resource Recovery Facility (WRRF), formerly Water Pollution Control Facility (WPCF). The recycled water system is comprised of a treatment facility, storage tank, pump station, and approximately 8.5 miles of distribution pipeline, used to deliver tertiary-treated recycled water to sites near the WRRF for landscape irrigation and industrial uses.
DISCUSSION
Utilities Engineering staff is responsible for design and construction of projects to maintain and improve Utilities infrastructure which consists of potable water distribution, groundwater resources, sanitary sewer collection, wastewater treatment, and recycled water distribution. The procurement of the on-call services will directly support the City’s efforts to maintain and improve the Utilities infrastructure located throughout the City.
On-call Consultants are expected to be highly skilled and equipped with the necessary tools, trucks, and heavy equipment needed to carry out special tasks and projects related to the water, sewer, and recycled water pipelines. Examples of potential work to be completed by the Consultants include earthwork for hillside restoration and mitigation; urban forestry for easement clearing to remove overgrowth from pipeline easement; underground construction work, which involves deep excavation shoring for water, sewer, and storm drainpipe repair/ modification; soldier pile and/or sheet pile retaining wall construction around tank sites and excavations. Tasks and project priorities will be identified based on the needs of the Field Services Division.
ECONOMIC IMPACT
There is no economic impact associated with this action.
STRATEGIC ROADMAP
This agenda item is a routine operational item and does not relate to Strategic Roadmap.
FISCAL IMPACT
Depending on the assigned project or task, funding for the on-call services will be from the annual Emergency Line/Leak Repairs Project in the Water Replacement Fund (Fund 603), with an estimated budget of $400,000, Annual Emergency/Spot Line Repairs in the Sewer Replacement Fund (Fund 611), and the Wastewater Operating Budget (Fund 610) and Recycled Water Operating Budget (Fund 630), not-to exceed the annual budget allocation approved by Council in each fiscal year.
SUSTAINABILITY FEATURES
This item does not involve any sustainability features.
PUBLIC CONTACT
The RFP was publicly posted on the City’s website on May 9, 2024.
NEXT STEPS
If Council approves this request, staff will finalize a Professional Services Agreement (PSA) with GSW Construction Inc. for services to be performed as needed.
Prepared by: Marissa Matta, Management Analyst
Recommended by: Alex Ameri, Director of Public Works
Approved by:
_____________________________________
Dustin Claussen, Interim City Manager
https://www.hayward-ca.gov/business/doing-business-with-hayward/rfps-rfqs