HomeMy WebLinkAbout03.a. Review draft Position Paper to authorize the General Manager to execute professional engineering services agreements with TJC and Associates, Inc. and ArcSine Engineering in an amount not to exceed $375,000 each to provide as-needed electrical, ins Page 1 of 2
Item 3.a.
,,ellkCENTRAL SAN CENTRAL SAN BOARD OF DIRECTORS
POSITION PAPER
CENTRAL CONTRA COSTA SANITARY DISTRICT DRAFT
MEETING DATE: OCTOBER 8, 2018
SUBJECT: REVIEW DRAFT POSITION PAPER TO AUTHORIZE THE GENERAL
MANAGER TO EXECUTE PROFESSIONAL ENGINEERING SERVICES
AGREEMENTS WITH TJC AND ASSOCIATES, INC.AND ARCSI NE
ENGINEERING IN AN AMOUNT NOT TO EXCEED $375,000 EACH TO
PROVI DE AS-NEEDED ELECTRI CAL, I NSTRUMENTATI ON, AND
CONTROLS ENGINEERING SERVICES
SUBMITTED BY: INITIATING DEPARTMENT:
NATHAN HODGES, SENIOR ENGINEER ENGINEERING AND TECHNICAL SERVICES-
CAPITAL PROJECTS
REVIEWED BY: EDGAR J. LOPEZ, CAPITAL PROJECTS DIVISION MANAGER
JEAN-MARC PETIT, DIRECTOR OF ENGINEERING AND TECHNICAL
SERVICES
ISSUE
The Board of Directors authorization is required for the General Manager to execute a professional
engineering services agreement in an amount greater than $100,000.
BACKGROUND
Central San staff has several in-house design projects or construction activities that often require
Electrical, Instrumentation, and Controls (EI C) engineering. The purpose and scope of the as-needed
service agreements is to assist or augment Central San staff by having the selected consultants perform
condition assessments, design services, construction support services, and other related EIC engineering
work.
The as-needed services are used by the Capital Projects Division to help support Operations and Plant
Maintenance, which allows for quick response to EI C questions and issues on treatment plant or pump
station projects. These services may also be used by Central San's maintenance engineering, electrical
shop, and control systems staff during operations and maintenance activities.
Staff prepared and posted a Request for Proposal on PlanetBids and the Central San website for the as-
needed EIC engineering services. On September 12, 2018, five proposals were received and evaluated.
Staff selected TJC and Associates, Inc. and ArcSine Engineering as the best-fit firms based on their
experience, past performance, and proposed fees. Contracting with two firms allows staff some flexibility
October 8, 2018 EOPS Regular Committee Meeting Agenda Packet- Page 3 of 19
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to respond to urgent design, construction, and operations and maintenance needs.
ALT ERNAT IVES/CONSIDERATIONS
The practice of using as-needed or on-call agreements has been very successful. Executing this type of
agreement allows for reduced administration costs and staff time needed to issue individual agreements
for each project. The tasks developed under these agreements are typically in support of rehabilitation or
replacement work and requires some EIC design to complete. Larger tasks are typically included in
design agreements with consultants, such as the Solids Handling Facility Improvements, or other larger
engineering efforts.
FINANCIAL IMPACTS
The total estimated cost for the as-needed E I C services is expected to reach up to $750,000 over a three
year period. Each agreement may cost$375,000. The services provided are paid for and budgeted under
projects identified in the yearly Capital I mprove ment Budget. I n some cases, when the services do not
result in a capital improvement, these costs are charged to the Operating budgets.
COMMITTEE RECOMMENDATION
The Engineering and Operations Committee reviewed this item on October 8, 2018 and recommended
RECOMMENDED BOARD ACTION
Authorize the General Manager to execute professional engineering services agreements with TJ C and
Associates, Inc. and ArcSine Engineering in an amount not to exceed $375,000 each to provide as-
needed Electrical, Instrumentation, and Controls engineering services.
Strategic Plan Tie-In
GOAL TWO: Strive to Meet Regulatory Requirements
Strategy 1 - Strive to achieve 100%permit compliance in air, water, land, and other regulations
GOAL THREE:Be a Fiscally Sound and Effective Water Sector Utility
Strategy 2- Manage costs
GOAL FIVE:Maintain a Reliable Infrastructure
Strategy 1 - Manage assets optimally throughout their lifecycle, Strategy 2- Facilitate long-term capital renewal and
replacement, Strategy 3- Protect District personnel and assets from threats and emergencies
October 8, 2018 EOPS Regular Committee Meeting Agenda Packet- Page 4 of 19