DATE:
May 13, 2025
CATEGORY:
Consent
DEPT.:
Public Works
TITLE: Annual Water and Sewer Main
Replacements, Projects 25-08 and 25-09—
Professional Design Services Agreement
RECOMMENDATION
Authorize the City Manager or designee to execute a professional services agreement with HydroScience Engineers, Inc., a California corporation (California Entity No. 2063417), to provide design engineering and construction support services for Annual Water and Sewer Main Replacements, Projects 25-08 and 25-09, in a not-to-exceed amount of $863,000.
BACKGROUND
The Annual Water and Sewer Main Replacements, Projects 25 -08 and 25- 09, will replace substandard or end-of-service-life water mains, sewer mains, services, and laterals. Water and sewer mains are selected for replacement based on age of the pipe, maintenance records, and failure history. The project also includes extending water mains to create looped water pipelines to enhance water circulation, increase reliability, and maintain water quality.
To maximize pipeline replacement, the budgets from two annual nondiscretionary projects for both water and sewer main replacements are typically combined and considered when determining project scope. This approach accounts for annual funding availability as well as the typical design timeline of 18 months, which allows staff to take advantage of two years’ worth of funding. In consideration of the annual nondiscretionary budgets from the Annual Water and Sewer Main Replacements, Projects 26 -08 and 26-09, the 25-08 and 25-09 projects will replace approximately 6,500 linear feet of water mains and 5 ,000 linear feet of sewer main s on the following streets:
• Pettis Avenue, between El Camino Real and Villa Street —water and sewer main replacements (Figure 1).
• Villa Street, between Escuela Avenue and Mountain View Avenue —water and sewer main replacements (Figure 1).
Annual Water and Sewer Main Replacements, Projects 25-08 and 25-09— Professional Design Services Agreement
May 13, 2025
• Lauella Court—water main replacement (Figure 1).
• Whisman Station Drive and Minaret Avenue —water main installation and replacement (Figure 2).
Figure 1: Pettis Avenue, Villa Street, and Lauella Court
Annual Water and Sewer Main Replacements, Projects 25-08 and 25-09— Professional Design Services Agreement
May 13, 2025
Figure 2: Minaret Avenue and Whisman Station Drive
ANALYSIS
In February 2025, the City issued a Request for Proposals (RFP) for professional design and construction support services for the Annual Water and Sewer Main Replacements projects. The main elements of the scope of services include evaluating the proposed replacements, preparing California Environmental Quality Act (CEQA) documents, developing design plans, preparing construction bid documents, and providing construction support. Staff posted the RFP on the City website and PlanetBids and notified consultants about the opportunity.
Three consultants submitted proposals, which were subsequently evaluated and ranked by a review panel consisting of Public Works staff. The panel selected HydroScience Engineers (HydroScience) as the most qualified firm based on the merits of their written proposal, experience in completing similar projects (verified with references), and understanding of project goals.
Annual Water and Sewer Main Replacements, Projects 25-08 and 25-09— Professional Design Services Agreement
May 13, 2025
The recommended not -to-exceed design contract amount of $ 863,000 includes $ 727,399 for basic services, including reimbursables, and $135,601 for additional services. Staff reviewed the proposed design fees and scopes of work in detail and considers the fees to be fair and reasonable. If the recommendations are approved, HydroScience can begin design in summer 2025 and complete the work by the end of 2026.
FISCAL IMPACT
Annual Water Main Replacement, Project 25-08, is funded with $1,398,000 and $1,802,000 from the Water and Water Capacity Fees Funds, respectively, for a total of $3,200,000. Annual Sewer Main Replacement, Project 25-09, is funded with $2,002,000 from the Wastewater Capacity Fees Fund. If the recommendation is approved, the design of Annual Water and Sewer Main Replacements will be funded with $441,900 from Project 25-08 and $421,100 from Project 25-09.
There are sufficient funds for the recommended agreement, and no additional appropriations are required at this time.
The construction cost of th ese projects will utilize available funding from the planned annual nondiscretionary projects, Project 26-08, Annual Water Main Replacements, and Project 26 -09, Annual Sewer Main Replacements . When staff returns to Council for approval of plans and specifications and authorization to advertise for bids in Fiscal Year 2026- 27, a request will be made to amend the 25-08 and 25-09 project budgets at that time.
LEVINE ACT
California Government Code Section 84308 (also known as the Levine Act) prohibits city officials from participating in any proceeding involving a “license, permit, or other entitlement for use” if the official has received a campaign contribution exceeding $500 from a party, participant, or agent of a party or participant within the last 12 months. The Levine Act is intended to prevent financial influence on decisions that affect specific, identifiable persons or participants. For more information see the Fair Political Practices Commission website: www.fppc.ca.gov/learn/pay-to- play-limits-and-prohibitions.html
Please see below for information about whether the recommended action for this agenda item is subject to or exempt from the Levine Act.
SUBJECT TO THE LEVINE ACT
☒ Contract or franchise agreement
Annual Water and Sewer Main Replacements, Projects 25-08 and 25-09— Professional Design Services Agreement
May 13, 2025
ALTERNATIVES
1. Do not approve the recommended agreement and direct staff to reissue another RFP.
2. Provide other direction.
PUBLIC NOTICING—Agenda posting.
Prepared by:
Toni Eguilos
Associate Civil Engineer
Reviewed by:
Tina Tseng
Principal Engineer/Engineering and
Environmental Compliance
Lisa Au
Assistant Public Works Director
Approved by:
Jennifer Ng
Public Works Director
Audrey Seymour Ramberg
Assistant City Manager
TE/LL/6/CAM
980-05-13-25CR
204982
cc: PWD, APWD —Au, PCE —Tseng, SCE —Morales, ACE —Eguilos, SMA —Doan, SMA—
Goedicke, File (25-08, 25-09)