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Home My WebLink About03.a. Review draft Position Paper to authorize the General Manager to execute three (3) professional consulting services agreements, each with a three-year term in an aggregate amount not to exceed $1,325,000 over the three-year term ending June 30, 2022 Page 1 of 7 Item 3.a. CENTRAL SAN BOARD OF DIRECTORS . , , . POSITION PAPER . , DRAFT MEETING DATE: JULY 22, 2019 SUBJECT: REVIEW DRAFT POSITION PAPER TO AUTHORIZE THE GENERAL MANAGER TO EXECUTE THREE (3) PROFESSIONAL CONSULTING SERVICES AGREEMENTS, EACH WITH A THREE-YEAR TERM IN AN AGGREGATE AMOUNT NOT TO EXCEED $1,325,000 OVER THE THREE- YEAR TERM ENDING JUNE 30, 2022, TO PROVIDE ON-CALL SERVICES FOR THE PLANNING AND DEVELOPMENT SERVICES DIVISION SUBMITTED BY: INITIATING DEPARTMENT: AMANDA CAUBLE, ASSOCIATE ENGINEER ENGINEERING AND TECHNICAL SERVICES- PDS-PLANNI NG AND APPLI ED RESEARCH REVIEWED BY: DAN FROST, SENIOR ENGINEER DANEA GEMMELL, PLANNING AND DEVELOPMENT SERVICES DIVISION MANAGER JEAN-MARC PETIT, DIRECTOR OF ENGINEERINGAND TECHNICAL SERVICES ISSUE The Board of Directors' authorization is required for the General Manager to execute agreements in an amount greater than $100,000. BACKGROUND In the past, the Planning & Development Services Division has contracted with a number of consulting firms on both a task-by-task basis and through on-call contracts, but has procured those services in a piecemeal fashion as tasks and needs are identified, and now desires to streamline the process. The purpose of this on-call agreement process is to simplify and accelerate the delivery of small to medium- sized tasks, and to augment Central San staff's ability to manage an increasing workload, by pre-qualifying firms and establishing on-call contractual relationships between Central San and consulting firms. As documented in the Capital Improvement Budget, capital expenditures are expected to increase from $45 million in Fiscal Year (FY) 2018-19, to $66 million in FY 2019-20; $97 million in FY 2020-21, and to $106 million in FY 2021-22. As workload increases, consulting firm support is needed to continue to provide necessary Planning & Development services. The use of these consulting firms is needed by Central San as they provide specialized expertise and/or professional experience that is needed for certain projects and services. July 22, 2019 Special REEP Committee Meeting Agenda Packet- Page 3 of 46 Page 2 of 7 The Board's approval of an on-call agreement authorizes Central San staff to assign work to pre-qualified firms through the issuance of a task order which defines their respective scope of work, project cost, and delivery schedule. For each task/project, staff will select the on-call firm based on their qualifications, availability, and the specific needs of the work. Staff identified different scope categories for services needed in the Planning and Development Services Division over the next three fiscal years. The funds for these on-call support agreements are already included in the Operations and Maintenance and Capital budgets. Two on-call agreement scope categories will support the Development Services section: 1) Permit Counter Staff Augmentation and 2) Right-of-Way Support. Staff augmentation is needed to support Permit Counter staff due to increasing workload from development review and staffing changes. Support is needed in the Right-of-Way group to assist with the increasing workload from Capital Projects and development review. The Development Services Support Agreements are used to augment staff during peak workload periods and will be adjusted to match the levels of work and Central San's customer service.As an example, the new Uniform Building Code (UBC)will take effect on January 1, 2020 and staff anticipates a sharp increase in new connections as applicants try to grandfather their building plans under the old UBC requirements. Request for Qualifications Process Staff prepared and posted a Request for Qualifications on PlanetBids and the Central San website. On May 24, 2019, fourteen Statements of Qualifications were received and evaluated. Twelve firms were invited to participate in interviews conducted on June 13 and June 17, 2019. Staff reviewed each firm's qualifications, past experience, past performance, availability, and interviewed and selected the firms best suited to providing services for Central's San's anticipated needs. Staff is recommending award of three on-call agreements that support Development Services. Staff will come back to the Real Estate, Environmental and Planning Committee with consultant agreements for the Planning workgroup services next month. The firms selected will provide professional and specialized services in the nine discipline categories described earlier in this paper.All agreements will be for a duration of three years.Attachment 1 summarizes the firms selected and each firm's associated scope category of service(s). The recipients of the on-call agreements understand that such an agreement is not a guarantee of work. This selection process and award of an agreement provides a pool of go-to firms when Planning & Development Services support is required. This allows Central San staff to expedite the process of completing work and addressing tasks as-needed and to respond to needs in an efficient and responsive manner. For some scope of services, multiple firms are chosen to allow staff the ability to select a firm based on schedule, expertise, and/or availability depending on task needs. ALTERNATIVES/CONSIDERATIONS Central San's practice of using on-call agreements has been very successful. Executing this type of agreement allows for reduced administration costs and staff time (including the Purchasing staff) needed to procure firms and issue and manage individual agreements for each project or task. The tasks developed under these on-call agreements are typically to address ongoing, immediate, and/or short-term tasks; whereas, individual and separate agreements are typically issued for larger projects with defined scopes and schedules. July 22, 2019 Special REEP Committee Meeting Agenda Packet- Page 4 of 46 Page 3 of 7 FINANCIAL IMPACTS A description of anticipated scope, anticipated annual expenditures, and the agreement amounts for each firm is listed in Attachment 1. The services provided are paid for and budgeted in the Board approved District Budget for FY 2019-20. COMMITTEE RECOMMENDATION The Real Estate, Environmental & Planning Committee reviewed this matter at the meeting on July 22, 2019, and recommended RECOMMENDED BOARD ACTION Staff recommends authorizing the General Manager to execute the following three agreements, each with a three-year term, to provide on-call services for the Planning and Development Services Division: 1. A professional consulting services agreement with 4Leaf, I nc. with a cost ceiling of $650,000; 2. A professional consulting services agreement with Associated Right of Way Services, I nc. with a cost ceiling of$450,000; and 3. A professional consulting services agreement with Kathleen West Rodriguez with a cost ceiling of $225,000 Strategic Plan re-In GOAL ONE: Provide Exceptional Customer Service Strategy 1 - Build external customer relationships and awareness, Strategy 3- Maintain a strong reputation in the community 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 GOAL SIX: Embrace Technology, Innovation and Environmental Sustainability Strategy 3- Encourage the review and testing of technology to optimize and modernize business operations ATTACHMENTS: 1. Summary of Anticipated Services and Expenditures 2. Presentation July 22, 2019 Special REEP Committee Meeting Agenda Packet- Page 5 of 46 Page 4 of 7 Attachment 1 Summary of Anticipated Scope of Services and Anticipated Expenditures Description of Anticipated Estimated Total Firm Scope of Services for Expenditures Agreement On-Call Agreement Per Year Amount 41-eaf, Inc. Permit Counter Staff Augmentation $150,000 $650,000' Associated Right of Way Services, Inc. Right-of-Way Support $150,000 $450,000 Kathleen West Rodriguez Right-of-Way Support $75,000 $225,000 Total $375,000 $1,325,000 Note: 1. In addition to the per year expenditure estimates, an additional $200,000 of expenditures is anticipated to support Central San Permit Counter staff during implementation of the new Enterprise Resource Planning software. July 22, 2019 Special REEP Committee Meeting Agenda Packet- Page 6 of 46 Page 5 of 7 PLANNING AND DEVELOPMENT SERVICES Lot ON-CALL AGREEMENTS _ Amanda Cauble Associate Engineer Planning & Development Services Division Real Estate, Environmental & Planning Committee Meeting July 22, 2019 s PRESENTATION OVERVIEW Development Scope of Services Board RFQ Process Services Consulting Recom- Firms mendation CENTRALSAN 1 July 22, 2019 Special REEP Committee Meeting Agenda Packet- Page 7 of 46 Page 6 of 7 RFQ TIMELINE PROCESS April 26- y 24 Request for-e ualifications 14 Firms Submitted •Q 12 Firms -. for NotifiedInterviews-June 13&17 Firms Selected and Board Award . August 1 _ � 3 SCOPE OF SERVICES Development Services Support Permit Counter Staff Augmentation: • Provide front line support at Central San's Permit Counter;assist the public by handling services requests by telephone,e-mail,or in person • Review and interpret plans Right-of-Way Support: • Evaluate right-of-way and other real property related work for Central San collection system and pumping stations; identify real property rights a 2 July 22, 2019 Special REEP Committee Meeting Agenda Packet- Page 8 of 46 Page 7 of 7 DEVELOPMENT SERVICES Description of Anticipated Total Scope of Services for On-Call Agreement Agreement Amount 4 Leaf,Inc. Permit Counter Staff Augmentation $150,000 $650,0001 Associated Right of Right-of-Way Support $150,000 $450,000 Way Services,Inc. Kathleen West Right-of-Way Rodriguez g Y Su pport $75,000 $225,000 Note: 1. In addition to the per year expenditure estimates,an additional$200,000 of expenditures is anticipated to support Central San permit counter staff during implementation of the new Enterprise Resource Planning(ERP)software. s RECOMMENDED BOARD ACTION • Authorize the General Manager to execute three Professional Consulting Services Agreements, each with a three-year term to provide on-call services for the Planning and Development Services Division elV)16. 3 July 22, 2019 Special REEP Committee Meeting Agenda Packet- Page 9 of 46