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AWARD A PROFESSIONAL SERVICES AGREEMENT WITH WEST YOST ASSOCIATES TO UPDATE THE WASTEWATER MASTER PLAN FOR THE MUNICIPAL UTILITIES DEPARTMENT AND AMEND THE FISCAL YEAR 2019-20 ANNUAL BUDGET
recommended action
RECOMMENDATION
It is recommended that the City Council adopt a resolution to:
1. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process.
2. Award a Professional Services Agreement to West Yost Associates of Davis, California, in the amount of $1,099,224 to update the Wastewater Master Plan for the Municipal Utilities Department and provide collection systems’ model maintenance and technical support, Project No. M20024.
3. Amend the Fiscal Year 2019-20 Annual Budget to appropriate $559,000 from the Wastewater Utility Fund Balance Account No. 431-0000-287 to the CIP Wastewater Master Plan Capital Outlay Account No. 437-7096-670, CIP No. M20024, for the Wastewater Master Plan Update, Project No. M20024.
It is also recommended that the City Manager be authorized to take appropriate actions to carry out the purpose and intent of this resolution.
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Summary
Adoption of the proposed resolution would retain the services of West Yost Associates (WYA) to update the existing Wastewater Master Plan (WWMP) prepared in 2008, in concurrence with the Envision Stockton 2040 General Plan Update, which was adopted December 4, 2018. The WWMP Update shall include calibration of the existing hydraulic model of the wastewater collection system, identify infrastructure needs within the service area of the 2040 General Plan boundary, and develop a capital improvement plan (CIP) with cost estimates for future improvements. The WWMP Update shall also include development of a focused master plan section on the Greater Downtown Area, in concurrence with the City’s downtown revitalization goals.
On January 24, 2020, the City advertised a Request for Proposals (RFP) for the Wastewater Master Plan Update. One (1) proposal was received and evaluated.
It is recommended that Council approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process and
award a Professional Services Agreement (PSA) to West Yost Associates, in the amount of $1,099,224, to update the Wastewater Master Plan prepared in 2008. The PSA includes three years of collection systems’ model maintenance and technical support after completion of the WWMP Update.
DISCUSSION
Background
On November 18, 2008, the City Council, by Resolution No. 08-0466, adopted the existing Wastewater Master Plan (WWMP) dated October 2008. The WWMP was prepared to support the 2035 General Plan and served as a planning document for future infrastructure requirements of the wastewater collection system and treatment facilities to accommodate the increasing wastewater flows from future development. It provided a long-term plan that identified the ultimate service area for the major collection system elements and a basis for predicting the flow and, therefore, the required size for needed improvements.
The most recent General Plan Update, Envision Stockton 2040, which was adopted December 4, 2018, has projected different buildout land uses in comparison with the 2035 General Plan. A Wastewater Master Plan Supplement was prepared in coordination with the Envision Stockton 2040 General Plan, but was not a comprehensive Wastewater Master Plan.
The Municipal Utilities Department (MUD) intends to complete a comprehensive Citywide Wastewater Master Plan Update with hydraulic modeling for existing conditions, as well as infrastructure planning for future development and efficient operations and maintenance of wastewater facilities. The WWMP Update shall include calibration of existing collection systems’ hydraulic model, identify infrastructure needs within the service area of the 2040 General Plan boundary, and develop a capital improvement plan (CIP) with cost estimates for future improvements. The WWMP Update shall also include development of a focused master plan section on the Greater Downtown Area, in conformance with the City’s downtown revitalization goals.
The City’s sanitary sewer collection system consists of approximately 914 miles of gravity sewers and force mains ranging from 6 inches to 72 inches in diameter, and 27 sewer pump stations. There are currently ten (10) sub-collection systems and four (4) future sub-collection systems. The sewer system generally flows from north, east and south to the Stockton Regional Wastewater Control Facility (RWCF), where it is treated and discharged to the San Joaquin River. This WWMP will update the collection systems model for existing conditions and projected development, as well as infrastructure planning for future development.
Present Situation
On January 24, 2020, the City advertised a Request for Proposals (RFP) for the Wastewater Master Plan (WWMP) Update. On February 20, 2020, one (1) proposal was received from West Yost Associates.
A committee evaluated the proposal based on the firm’s qualifications and experience, understanding of work, project approach, quality and clarity of the proposal, project delivery schedule, and costs.
The proposal submittal by West Yost Associates (WYA) is responsive and regular in all respects. WYA met the requirements and was found to be a qualified firm to prepare the WWMP Update. WYA is familiar with the City’s collection system as they prepared the 2008 Wastewater Master Plan. WYA also prepared the Wastewater Master Plan Supplement for the Envision Stockton 2040 General Plan. WYA understands the complexity of the City’s collection system and that some fundamental field investigation is required to form the foundation for the Wastewater Master Plan Update.
Staff contacted firms that expressed interest in the project during advertisement to investigate why additional proposals were not received. Two firms indicated difficulty due to workload and inadequate time to prepare a proposal.
Staff negotiated a fee not to exceed $1,099,224 for the WWMP Update, including three (3) years of collection system model maintenance and technical support after the master plan update completion, which is on a time-and-materials basis. Staff anticipates that the WWMP Update will take approximately eighteen (18) months to complete.
The staff recommendation to approve the award of this professional services agreement with WYA was considered and approved by the Council Water Committee on May 14, 2020.
Staff recommends that Council adopt a resolution awarding a Professional Services Agreement (PSA) to West Yost Associates, in the not-to-exceed amount of $1,099,224, to update the current Wastewater Master Plan and provide collection systems’ model maintenance and technical support.
Findings
Pursuant to Stockton Municipal Code section 3.68.070, Council may approve findings which support an exception to the competitive bidding process. The following findings support such as exception:
1. Use of the RFP process is appropriate for this Professional Services Agreement because it relies on the evaluation of professional qualifications and performance as the basis for selection of a vendor. Use of the criteria helps ensure selection of a vendor that will provide the highest quality professional service, which is in the public interest.
2. The City negotiated an agreement following solicitation of competitive proposals in accordance with SMC section 3.68.070.A.3.
FINANCIAL SUMMARY
Staff recommends an amendment to the FY 2019-20 Annual Budget to appropriate additional funding, in the amount of $559,000 from the Wastewater Utility Fund Balance Account No. 431-0000-287, to the CIP Wastewater Master Plan Capital Outlay Account No. 437-7096-670, for the Wastewater Master Plan Update, Project No. M20024. With this new appropriation, there will be sufficient funds to award a $1,099,224 Professional Services Agreement to West Yost Associates for the Wastewater Master Plan Update, Project No. M20024, and to fund project contingencies and staff expenses.
There is no impact to the City’s General Fund or any other unrestricted fund from this action.