HomeMy WebLinkAbout06.k. Authorize the General Manager to execute a one-year professional services agreement (1) with Associated Right of Way Services, Inc., in an amount not to exceed $96,000 with the option to extend for one additional year for a total not to exceed amou Central San 6ko
BOARD OF DIRECTORS '
POSITION P
Board Meeting Date: April 6, 2017
subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE PROFESSIONAL
SERVICES AGREEMENTS WITH ASSOCIATED RIGHT OF WAY
SERVICES, INC., AND WITH KWR FOR RIGHT OF WAY SERVICES FOR
DEVELOPMENT SERVICES
Submitted By: Initiating Dept./Div.:
Stephanie Gronlund, Associate Engineer Engineering & Technical Services/
Planning & Development Services
RE VIE WED AND RECOMMENDED FOR BOARD ACTION:
T. Godsey—Senior Engineer POV
D. Gemmell— Planning & Development Services Division Mgr. Kenton L.Alm Roger B.BaUy
JM. Petit—Director of Engineering &Technical Services Counsel for the District General Manager
ISSUE: In accordance with purchasing procedures, Board authorization is required for
the General Manager to execute a professional services agreement in an amount greater
than $100,000.
BACKGROUND: During plan review for new mainline sewers, the Development
Services Section identifies necessary property rights for new public sewers as outlined in
Central San's Standard Specifications for Design and Construction. To provide timely
responses to developers during peak activity in new development, right of way
consultants have helped augment staff with this effort.
On January 1, 2017, staff sent out Request for Proposals (RFP) to four local right of way
consultants. The requests were sent to: Associated Right of Way Services, Inc.
(ARWS), with headquarters in Pleasant Hill; Coates Field Service, Inc. (Coates), with a
local office in Walnut creek; KWR, Real Estate and Right of Way Services (KWR), with
headquarters in Alamo; and Paragon Partners, Ltd. (Paragon), with a local office in
Sacramento.
Only two firms provided proposals: KWR and ARWS. Staff reached out to the two firms
that did not provide proposals: Paragon advised they did not have available staff and
Coates did not respond to email and phone call inquiries.
All firms were asked to provide their experience, references, client list, employee list,
resumes of proposed staff and a sub-consultant list if applicable. Bath KWR and ARWS
demonstrated their capabilities through their submitted proposals and with their previous
work experience at Central San. KWR is a small consulting firm founded by former
Central San employee Kathleen West and has been used in the past for contract work
within the General Manager's authority. ARWS had a not-to-exceed agreement of
$244,200 (initial 2011 agreement was extended until December 2016) and KWR had a
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POSITION PAPER
Board Meeting Date: April 6, 2017
subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE PROFESSIONAL
SERVICES AGREEMENTS WITH ASSOCIATED RIGHT OF WAY
SERVICES, INC., AND WITH KWR FOR RIGHT OF WAY SERVICES FOR
DEVELOPMENT SERVICES
not-to-exceed agreement of$95,000 (initial 2014 agreement was extended until
December 2016).
Staff has evaluated their fee schedules and determined both firms provide reasonable
hourly rates ranging from $115 to $125. At this time, staff recommends hiring both firms
with ARWS focusing on single family residential developments "greenfields") and KWR
focusing on infill/redevelopment projects.
The service provided under these agreements aligns with Central San's Strategic Plan,
specifically Goal No. 5, which is to "Maintain a Reliable Wastewater Infrastructure" as
defined easements are necessary to effectively and efficiently maintain and operate
public sewers on private property.
ALTER'NATIVESICONSIDERATIONS: The Board could decide not to authorize an
agreement with KWR or ARWS. However, this is not recommended as the receipt of
recorded right of way documents and maps must be verified prior to the return of project
securities. During peak development periods, staff relies on consultants to perform this
right of way work. Otherwise, Central San staff will be re-assigned to this effort, thus
delaying the review and construction of other development projects.
FINANCIAL. IMPACTS: Central San has historically used consultants for right of way
services, especially during periods of peak activity of new development projects. If
approved by the Board, the total cost for the two agreements is anticipated to reach
$374,000, with ARWS at $192,000 and KWR at $182,000.
These costs are anticipated as both agreements are initially for one year with the option
to extend for a second year and unused funds from the prior year will be rolled over to
the subsequent year as shown below.
Consultant Year I -- Initial Year 2 -- option Not-to-Exceed
Agreement to Extend Total
ARWS $96,000 $961000 $192,000
KWR $91,999 $91,009 $182,000
Grand Total $374,000
The services provided under these agreements are capitalized under the Development
Sewerage Project, District Project (DP) 8420, and the revenue collected for plan review,
right of way, and inspection is credited to the Sewer construction Fund, which offsets the
expenditures made under this capital project. There is budget for these agreements
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POSITION PAPER
Board Meeting Dade: April 0, 2017
Subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE PROFESSIONAL
SERVICES AGREEMENTS WITH ASSOCIATED RIGHT OF WAY
SERVICES, INC., AND WITH KWR FOR RIGHT OF WAY SERVICES FOR
DEVELOPMENT SERVICES
within DP 8420 and no additional funds, beyond the supplemental funds that were
requested and approved during the regular March 18, 2017 Board meeting, are
necessary.
COMMITTEE RECOMMENDATION: The Engineering and Operations Committee
reviewed this subject at the meeting on March 17, 2017, and recommended approval of
the agreements.
RECOMMENDED BOARD ACTION: Authorize the General Manager to;
1. Execute a one-year professional services agreement with Associated Right of Way
Services, Inc., in an amount not to exceed $90,000 with the option to extend for one
additional year for a total not to exceed amount of$192,000 for right of way services
under the Development Sewerage Project, DP 8420; and
2. Execute a one-year professional services agreement with KWR in an amount not to
exceed $91,000 with the option to extend for one add itiona I year for a total not to
exceed amount of$182,000 for right of way services under the Development
Sewerage Project, DP 8420.
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