HomeMy WebLinkAbout03.e. Review draft Position Paper to authorize the General Manager to execute professional engineering services agreements with Consolidated CM, Inc. and McMillen Jacobs Associates in an amount not to exceed $350,000 each to provide construction inspecti Page 1 of 2
Item 3.e.
CENTRAL SAN BOARD OF DIRECTORS
' POSITION PAPER
DRAFT
MEETING DATE: APRIL 25, 2018
SUBJECT: REVIEW DRAFT POSITION PAPER TO AUTHORIZE THE GENERAL
MANAGER TO EXECUTE PROFESSIONAL ENGINEERING SERVICES
AGREEMENTS WITH CONSOLIDATED CM, INC. AND MCMI LLEN
JACOBS ASSOCIATES I N AN AMOUNT NOT TO EXCEED $350,000 EACH
TO PROVIDE CONSTRUCTION INSPECTION FOR COLLECTION
SYSTEM CAPITAL IMPROVEMENT PROJECTS
SUBMITTED BY: INITIATING DEPARTMENT:
DAMASI0 ZEPEDA ARAGON, ASSOCIATE ENGINEERING AND TECHNICAL SERVICES-
ENGINEER CAPITAL PROJECTS
REVIEWED BY: SASHA MESTETSKY, SENIOR ENGINEER
EDGAR J. LOPEZ, CAPITAL PROJECTS DIVISION MANAGER
JEAN-MARC PETIT, DIRECTOR OF ENGINEERING AND TECHNICAL
SERVICES
ISSUE
The Board of Directors' (Board) authorization is required for the General Manager to execute a
professional engineering services agreement in an amount greater than $100,000.
BACKGROUND
Several construction projects have been, or will be, presented to the Board for award in the Capital
I mprovement Budget (CI B) - Collection System Program for Fiscal Year(FY) 2018-19. Central San staff
routinely provides construction management, administration, resident engineering, and limited inspection
duties for projects, and supplements with outside inspectors as needed. An evaluation of the construction
work projected this FY and going into FY 2018-19 indicates that hiring up to three additional inspectors will
be necessary during the peak construction months (May through November). I n addition, the inspectors
may be used to support similar construction activities in the Recycled Water Program.
On J my 6, 2017, the Board authorized the General Manager to execute professional engineering service
agreements with J N Engineering and Harvest Technical Services to provide collection system construction
inspection services. Currently, staff utilizes the JN Engineering agreement, but has not utilized the Harvest
Technical Services agreement due to a lack of sewer inspectors offered by Harvest Technical Services.
April 25, 2018 EOPS Regular Committee Meeting Agenda Packet- Page 56 of 72
Page 2 of 2
JN Engineering is a small firm and does not have any other inspectors available. To obtain more
inspectors for the upcoming construction season, staff advertised a Request for Proposal (RFP)for
qualified and available inspectors.
On February 28, 2018, a RFP was publicly advertised on Central San's website and PlanetBids. Eight
firms responded with qualified proposals. After evaluating the proposals based on qualifications, fees, and
proximity to Central San, staff selected the two top firms: Consolidated CM, I nc. and McMillen Jacobs
Associates. These firms were also selected based on the proposed inspectors and availability.
ALTERNATIVES/CONSIDERATIONS
Central San engineering staff could provide inspection services; however, this is not recommended since
these duties would take away from other project duties such as design, resident engineering, and
management. Collection system inspection is seasonal work and using consultant inspectors to meet the
seasonal demand has been cost effective compared to hiring permanent inspectors. The Board may elect
to limit the agreement cost ceiling or duration, but this is not recommended since the proposed costs are
very competitive, and a multi-year agreement allows for less staff time in soliciting and administrating yearly
agreements.
FINANCIAL IMPACTS
The agreement amount for each firm may reach up to $350,000, for a total combined amount of $700,000.
The agreement duration will be for two years. The hourly rate for the proposed inspectors ranges up to
$135. A negotiated hourly rate increase will be determined each year at the approval of Central San staff
and will be based on the consumer price index. The services provided under these agreements are
budgeted and will be paid for under capital projects in the CI B Collection System Program.
COMMITTEE RECOMMENDATION
The Engineering and Operations Committee reviewed this agreement on April 25, 2018, and
recommended approval.
RECOMMENDED BOARD ACTION
Authorize the General Manager to execute professional engineering services agreements with
Consolidated CM, Inc. and McMillen Jacobs Associates in an amount not to exceed $350,000 each to
provide construction inspection for collection system capital improvement projects.
GOAL ONE: Provide Exceptional Customer Service
Strategy 2- Improve Interdepartmental Collaboration
GOAL TWO: Strive to Meet Regulatory Requirements
Strategy 1 - Strive to Achieve 100% Permit Compliance in Air, Water, Land and Other Regulations, Strategy 2- Strive
to Minimize the Number of Sanitary Sewer Overflows
GOAL THREE: Be a Fiscally Sound and Effective Water Sector Utility
Strategy 2- Manage Costs
GOAL FIVE: Maintain a Reliable Infrastructure
Strategy 2- Facilitate Long-term Capital Renewal and Replacement
April 25, 2018 EOPS Regular Committee Meeting Agenda Packet- Page 57 of 72