July 2, 2024
DocID #22595v1
Public Works
DATE: July 2, 2024
TO: Mayor Martinez and Members of the City Council
FROM:
Daniel Chavarria, PE, Director of Public Works
Robert Armijo, PE, Deputy Public Works Director / City
Engineer
Jeffrey Barich, PE, Senior Civil Engineer
Subject:
Sole-Source Contract with Schaaf & Wheeler to finish
Ferry Point Pump Station project
FINANCIAL IMPACT: Funding is available in Wastewater Fund (4003) in the amount of $50,000 (40322931-400708-01U10). There is
no impact to General Fund
PREVIOUS COUNCIL
ACTION:
Original contract approved December 2020 (Resolution
131-20), amended in March 2022 (Resolution 89-22).
STATEMENT OF THE
ISSUE:
On December 31, 2023 the contract with Schaaf and
Wheeler expired for the design services for the Ferry
Point Pump Station Project. The City needs new
authorization to enter into a sole-source contract to finish the project.
RECOMMENDED ACTION: APPROVE a sole-source contract with Schaaf & Wheeler for a total not-to-exceed amount of $50,000 for a term
ending on January 1, 2025, to finish the construction-
related engineering services for the Ferry Point Pump
Station Project – Public Works Department (Daniel
Chavarria 510-620-5478/Jeffrey Barich 510-412-2009).
DISCUSSION:
AGENDA
REPORT
July 2, 2024
DocID #22595v1
On January 1, 2021, the City approved a contract with Schaaf & Wheeler to provide engineering design support during construction for the Ferry Point Pump Station Project. This project aims to replace the aging pump station, enhancing sewer collection services with additional features such as odor control. The improvements will ensure long-term reliability and efficiency in our sewer system.
The original contract, authorized by City Council Resolution No. 131-20, was awarded following a competitive Request for Proposals process. Schaaf & Wheeler was selected based on their technical expertise and capability to perform the required work, as determined by a four-person evaluation panel. The contract was effective from January 1, 2021, through March 31, 2022, for an amount not to exceed $375,000.
Due to a larger than expected number of Requests for Information (RFIs) and Design Clarifications from the contractor, as well as the extra work needed to incorporate modifications to the Bay Trail at the intersection of Dornan Drive and Brickyard Cove Road, additional funds are required to complete the project.
The Ferry Point Pump Station Project is substantially complete, but currently still under construction. To bring the project to final completion, additional engineering services are needed. Schaaf & Wheeler’s contract expired during the project. Given that Schaaf & Wheeler is the design engineer of record, they possess the detailed knowledge and expertise necessary to address the remaining RFIs and design clarifications efficiently.
Their familiarity with the project’s specifications, challenges, and nuances positions them as the most suitable firm to provide the required engineering support.
Staff recommends approving a new sole source contract with Schaaf & Wheeler for a not-to-exceed amount of $50,000, effective from January 1, 2024, through January 1, 2025. This funding will cover the necessary construction-related engineering services to finalize the Ferry Point Pump Station Project. Sole sourcing this contract is justified due to Schaaf & Wheeler’s unique position as the original design engineer and their deep understanding of the project requirements, which will ensure continuity and minimize further delays or additional costs.
DOCUMENTS ATTACHED:
Attachment 1 – Proposed Agreement