City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
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File ID: 2023-01122 9/19/2023 Consent Item 6.
Suspend Competitive Bidding and Approve an Alternative Request for Proposals (RFP) Process for the City College Reservoir Platform Replacement Project (Two-Thirds Vote Required)
File ID: 2023-01122
Location: District 7, Represented by Councilmember Jennings Recommendation: Adopt a Resolution suspending competitive bidding and allow use of an alternative Request for Proposals (RFP) process for the procurement of construction services for the City College Reservoir Platform Replacement Project.
Contact: James Yorita, Project Manager, (916) 808-1911; Michelle Carrey, Supervising Engineer, (916) 808-1438; Sherill Huun, Engineering & Water Resources Division Manager, (916) 808-1455; Pravani Vandeyar, Director, (916) 808-3765; Department of Utilities Presenter: None.
Attachments:
1-Description/Analysis
2-Resolution
Description/Analysis
Issue Detail: Staff requests that City Council suspend competitive bidding and allow an alternative Request for Proposals (RFP) process to select a contractor to construct the City College Reservoir Platform Replacement Project (Project). This process will allow the City to select the most qualified contractor to complete the Project within the required scope, schedule, and budget.
Policy Considerations: City staff is proposing the use of an alternative competitive procurement process for the construction work required for the City College Reservoir Platform Replacement Project. The City’s standard competitive bidding process is based on price alone, provided the contractor meets the minimum qualifications specified to perform the work. This process does not distinguish between bidders who meet the minimum qualifications and bidders who exceed the minimum qualifications.
An RFP process will allow the City to select the most qualified contractor to perform the work, and
File ID: 2023-01122 9/19/2023 Consent Item 6.
who will best meet the project scope, budget, and schedule. Using the proposed alternative process will allow the City to evaluate and retain the most qualified contractor based on a combination of experiences, past performance, safety, project schedule delivery, and other important factors.
City Code Section 3.60.170(D) allows City Council to suspend competitive bidding for a public project upon a two-thirds vote, if City Council determines that it is in the best interest of the City to do so. City staff believes that it is in the City’s best interest and that an RFP process will provide the best value to City water ratepayers. The proposed process is outlined in the City administrative policy for procurement of public contracts (AP-4002):
· The City’s standard competitive bidding process requires bidding and contract award to a single contractor based on price alone, provided the contractor meets the minimum qualifications specified to perform the work. The City has no leeway to distinguish between bidders that meet minimal qualifications and more qualified bidders that exceed the minimum qualifications.
· Using the proposed alternative process will allow the City to evaluate and retain the most qualified contractor based on a combination of experience, past performance, safety, customer/public care, communication, coordination, quality assurance, and other relevant factors. This process can provide the best value to City water ratepayers. The proposed process is outlined in the City administrative policy for procurement of public contracts (AP- 4002).
Economic Impacts:
The indicated economic impacts are estimates calculated using a calculation tool developed by the Center for Strategic Economic Research (CSER). CSER utilized the IMPLAN input-output model (2009 coefficients) to quantify the economic impacts of a hypothetical $1 million of spending in various construction categories within the City of Sacramento in an average one-year period. Actual impacts could differ significantly from the estimates and neither the City of Sacramento nor CSER shall be held responsible for consequences resulting from such differences.
Environmental Considerations: This report concerns administrative activities that will not have a significant effect on the environment and does not constitute a “project” as defined by CEQA (CEQA Guidelines Sections 15378(b)(2 and 5).
Sustainability: The proposed project is consistent with the 2035 General Plan as it improves infrastructure reliability, which will ensure continued safe operation and maintenance of the existing facility.
Commission/Committee Action: Not applicable.
File ID: 2023-01122 9/19/2023 Consent Item 6.
Rationale for Recommendation: Staff recommends using an alternative RFP process for selecting the most qualified contractor for the City College Reservoir Platform Replacement Project.
Maintaining water storage capacity for operational, fire, and emergency needs require proper planning of reservoir shutdowns. As the project will require the shutdown of City College Reservoir, it is crucial for construction to be completed within a short timeframe and when the City’s water demand is at its lowest. An alternative RFP process will enable the City to select a qualified contractor based on their understanding of the project scope and their experience delivering projects on schedule and budget.
Financial Considerations: The recommendations in this report do not result in any financial impact to the City. Upon approval of this recommendation and following the completion of the RFP process, Staff will submit to City Council a recommendation to authorize the City Manager to execute the construction contract with the selected contractor.
Local Business Enterprise (LBE): The City’s LBE participation requirements will apply.
Background: The City College Reservoir is one of three elevated concrete water tanks constructed in the 1930s. Water reservoirs allow the City to store water to meet demands, help move water throughout the City, and help maintain water pressure in the system. The original platform located on the interior of the tank does not meet current codes, as it is constructed of wood, in addition to nearing the end of its useful life. The platform is used to access the water tank and reservoir roof for activities such as maintenance, inspections, water sampling, and visual water quality monitoring. The current condition of the platform is a safety hazard for City Staff with failure resulting in the reservoir being taken out of service. Failure of the platform would also eliminate access to the lights that are required by the Federal Aviation Administration and the emergency telecommunications equipment, both located on the roof of the reservoir.
@BCL@8418110D, Rev. 09/09/2020
RESOLUTION NO. 2023-
Adopted by the Sacramento City Council
September 19, 2023
City College Reservoir Platform Replacement Project
BACKGROUND
A. The City College Reservoir is an integral part of the water distribution system, and the existing interior platform has not been improved since it was constructed, circa 1930.
This project includes demolition of an existing wood platform and replacing it with a new stainless-steel platform. The work will maintain and improve the resiliency of the City College Reservoir.
B. In accordance with City Code Section 3.60.170(D), City Council may suspend competitive bidding for a public project when it determines, upon a two-thirds vote, that it is in the City’s best interest to do so.
C. Suspension of competitive bidding and allowing an alternative request for proposal process is in the City’s best interest, as it will enable the Department of Utilities to select the most qualified contractor based on a combination of experiences, past performance, safety, project schedule delivery, and other important factors.
BASED ON THE FACTS SET FORTH IN THE BACKGROUND, THE CITY COUNCIL RESOLVES AS FOLLOWS:
Section 1. Competitive bidding is suspended and a request for proposal process will be used instead for the City College Reservoir Platform Replacement Project (Z14130517).
Adopted by the City of Sacramento City Council on September 19, 2023, by the following vote:
Ayes:
Noes:
Abstain:
Absent:
Attest:
@BCL@8418110D, Rev. 09/09/2020
The presence of an electronic signature certifies that the foregoing is a true and correct copy as approved by the Sacramento City Council.