HomeMy WebLinkAbout06.d. Authorize agreement with Bess Test Lab, Inc. to provide as-needed locating services for capital improvement projects, including up to two one-year extensions6.d.
Central San
BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: December 15, 2016
Subject:
AUTHORIZE THE GENERAL MANAGER TO EXECUTE A TECHNICAL
SERVICES AGREEMENT WITH BESS TEST LAB, INC. TO PROVIDE
AS -NEEDED UTILITY LOCATING SERVICES FOR CAPITAL
IMPROVEMENT PROJECTS
Submitted By:
Amanda Schmidt, Associate Engineer
Initiating Dept./Div.:
Engineering and Technical Services/
Capital Projects
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
S. Mestetsky — Senior Engineer
E. Lopez — Capital Projects Division Manager
JM. Petit — Director of Engineering and Technical Services t Roger S. Bailey;
General Manager
ISSUE: The Board of Directors' authorization is required for thea; Manager to
execute a technical services agreement in an amount greater than $100,000.
BACKGROUND: The Central Contra Costa Sanitary District (Central San) Engineering
and Technical Services Department, Capital Projects Division staff uses utility locating
on an as needed basis in order to evaluate and determine the best design alternatives
that typically result in fewer change orders and issues during construction. In total, up to
60,000 feet of existing sanitary sewer mains, 65,000 feet of utilities (water, gas,
communications, etc.), and several side sewers may be located each year as part of
Central San's collection system sewer renovation projects. The purpose of underground
utility locating is to avoid utility conflicts and record information for bidding purposes.
Although the majority of the locating work will be done for the Collection System
Program, other capital projects may use the service.
Contracting one underground utility locating company on a periodic basis results in a
lower overall cost, and reduces the administration time required to issue separate
individual contracts per project. The Request for Proposal (RFP) establishes a unit cost
for each portion of the work while obtaining a low overall cost for Central San.
Staff prepared and posted the RFP on PlanetBids and on the Central San website for
underground utility locating services. On November 14, 2016, four (4) proposals were
received and evaluated. During this evaluation, staff observed that the cost of utility
locating has increased by approximately 19% compared to the average costs received
in 2012. This increase is attributed to general increases in labor, an improved market
and bidding climate, and costs associated with traffic control. In addition, locating by
Ground Penetrating Radar technology was included on a trial basis in order to evaluate
its effectiveness. Staff selected Bess Test Lab, Inc. as the best fit for the underground
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POSITION PAPER
Board Meeting Date: December 15, 2016
Subject:
AUTHORIZE THE GENERAL MANAGER TO EXECUTE A TECHNICAL
SERVICES AGREEMENT WITH BESS TEST LAB, INC. TO PROVIDE
AS -NEEDED UTILITY LOCATING SERVICES FOR CAPITAL
IMPROVEMENT PROJECTS
utility locating services based on their experience, past performance, and proposed
yearly costs.
The base agreement amount will be for $210,400 for the first year. Central San may
extend the contract for two additional one-year periods at the bid prices, provided that
the contract performance is successful and the prices remain favorable to Central San.
The agreement duration may extend into late 2019.
FINANCIAL IMPACTS: Approximately $210,400 per year with the option to extend for
two additional one-year periods, totaling $631,200 for three years. The agreement will
be paid by sewer renovation projects and other projects in the Board -adopted Capital
Improvement Program (CIP) budgets.
ALTERNATIVES/CONSIDERATIONS: The Board can elect not to authorize the
General Manager to execute the agreement. This is not recommended since the work is
needed to implement several projects within the CIP.
COMMITTEE RECOMMENDATION: The Engineering and Operations Committee
reviewed this agreement at the meeting on December 6, 2016, and recommended
approval.
RECOMMENDED BOARD ACTION: Staff recommends the following:
1. Authorize the General Manager to execute a technical services agreement
with Bess Test Lab, Inc. in the amount of $210,400 to provide as -needed
locating services for capital improvement projects.
2. Authorize the General Manager to execute up to two additional one-year
extensions for a total Contract amount of $631,200.
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