HomeMy WebLinkAbout04.j. Authorize contract with West Coast Locators, Inc. - DP 039700ENGAl/Ja i Central Contra Costa Sanitary District J
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: September 6, 2012
Subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE A TECHNICAL
CONSULTING SERVICES AGREEMENT WITH WEST COAST LOCATORS, INC.
FOR PROVIDING UNDERGROUND UTILITY LOCATING SERVICES, DISTRICT
PROJECT 039700ENG
Submitted By: Initiating Dept. /Div.:
Nancy Molina, Associate Engineer Engineering /Capital Projects
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
olina S. Mestets y
A. Antkowiak
Ann E. Farrell
eneral Manager
ISSUE: The Board of Directors' authorization is required for the General Manager to
execute a technical consulting services agreement in an amount greater than $100,000.
RECOMMENDATION: Authorize an agreement with West Coast Locators, Inc. to
provide underground utility locating services on an as- needed basis; find that the
agreement is exempt from the California Environmental Quality Act (CEQA); authorize
the General Manager to execute the agreement subject to favorable review of
insurance certificates and any other required submittals (SUBMITTALS).
FINANCIAL IMPACTS: Approximately $110,000 per year, or $330,000 for three years.
ALTERNATIVES /CONSIDERATIONS: Choose another proposal or reject all
proposals, which is not recommended.
BACKGROUND: The Capital Projects Division needs to determine the location of
approximately 30,000 feet of sanitary sewer mains and 155 side sewers, as well as
30,000 feet of other utilities, each year as part of the design of the Collection Systems.
The purpose of locating the underground utilities is to verify and record information.
The results are used to evaluate alternatives during design and to minimize change
orders during construction.
Staff has found that contracting the underground utility locating services on a periodic
basis, in this case for a one -year period, results in a lower overall cost and a significant
reduction in paperwork associated with negotiating and issuing separate contracts. The
purpose of the Request for Proposal (RFP) is to establish unit costs for each portion of
the work for certain potential projects, while keeping costs low overall for the District.
P: \CapitalProjects \Blanket Contracts \Contracts & Bids \039700 - Underground Utility Locating \039700 PP Award -West Coast
Locators.doc Page 1 of 2
POSITION PAPER
Board Meeting Date: September 6, 2012
subject AUTHORIZE THE GENERAL MANAGER TO EXECUTE A TECHNICAL
CONSULTING SERVICES AGREEMENT WITH WEST COAST LOCATORS, INC.
FOR PROVIDING UNDERGROUND UTILITY LOCATING SERVICES, DISTRICT
PROJECT 039700ENG
District staff prepared and sent the RFPs to five (5) different companies for
underground utility locating services. On August 1, 2012, four (4) proposals were
received and evaluated for Underground Utility Locating Services, District
Project 039700ENG. Staff has selected West Coast Locators, Inc. as the best fit for
the underground utility locating services blanket contract, based on their experience
with projects of similar nature, their staff's project experience, and our previous work
experience with their staff.
The initial agreement amount will be $110,000. District staff may exercise options for
additional one -year periods (up to two) at the unit prices, provided that the initial work is
successful and the prices remain favorable to the District.
Staff has concluded that this agreement is exempt from the California Environmental
Quality Act (CEQA) under District CEQA Guidelines Section 15262, since it will provide
information for design of sewer improvements and will not have a legally binding effect
on later activities. Approval of this agreement will establish the Board of Directors'
independent finding that this agreement is exempt from CEQA.
RECOMMENDED BOARD ACTION: Staff recommends the following:
Find that the agreement is exempt from CEQA,
2. Authorize an agreement in the amount of $110,000 to West Coast Locators, Inc.,
to provide as- needed underground utility locating services for a one -year period
with an optional extension for two additional one -year periods, and
3. Authorize the General Manager to execute the agreement subject to
SUBMITTAL requirements.
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Locators.doc Page 2 of 2