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HomeMy WebLinkAbout04. Authorize on-call agreement with Woodard and Curran, Inc. Page 1 of 4 Item 4. CENTRAL SAN BOARD OF DIRECTORS vie . , Hill. , , . . POSITION PAPER MEETING DATE: SEPTEMBER 19, 2019 SUBJECT: AUTHORIZE THE GENERAL MANAGER TO EXECUTE A PROFESSIONAL ENGINEERING SERVICES AGREEMENT IN AN AMOUNT NOT TO EXCEED $675,000 WITH WOODARD AND CURRAN, INC. TO PROVIDE ON-CALL SERVICES FOR THE PLANNING AND DEVELOPMENT DIVISION FORA THREE-YEAR TERM SUBMITTED BY: INITIATING DEPARTMENT: DANEA GEMMELL, PLANNING AND ENGINEERING AND TECHNICAL SERVICES- DEVELOPMENT SERVICES DIVISION PDS-PLANNING AND APPLIED RESEARCH MANAGER REVIEWED BY: JEAN-MARC PETIT, DIRECTOR OF ENGINEERING AND TECHNICAL SERVICES Roger S. Bailey General Manager ISSUE The Board of Directors' authorization is required for the General Manager to execute agreements in an amount greater than $100,000. BACKGROUND Optimization of Current and Past Practice Using On-call Agreements for Specialized Expertise. Until now, the Planning and Development Services Division has contracted with many consulting firms through on-call agreements, but has procured those services on a case-by-case basis as tasks and needs are identified, sometimes, with multiple agreements with the same consultant but for different types of services. The purpose of the on-call agreement process is to optimize procurement and management of on-call services through a consolidated list of pre-qualified consulting firms that can provide specialized expertise and professional experience for a number of small-to medium-sized September 19, 2019 Regular Board Meeting Agenda Packet- Page 12 of 122 Page 2 of 4 tasks (typically over$1,000 and less than $100,000 per task order)which enables staff to address ongoing needs. These on-call agreements are for specialized expertise and are separate from the individual consulting agreements typically issued by the Capital Projects Division for evaluating and designing large capital improvement projects. 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, to $97 million in FY 2020-21, and to $106 million in FY 2021-22.As workload increases, need for specialty expertise and support is essential to complete these critical projects and tasks. The Board's approval of on-call agreements 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. Task orders will be negotiated, approved, released, and tracked following a similar task order release process used for capital project on-call agreements. Consultant Selection: Staff prepared and posted a Request for Qualifications on PlanetBids and the Central San website. On May 24, 2019, 12 Statements of Qualifications were received and evaluated for the Planning and Applied Research section and Special Projects and Asset Management section.After evaluating the firms based on qualifications, past experience, past performance, availability, and an oral interview, staff selected Woodard and Curran, I nc. (Woodard and Curran)for an on-call agreement as the firm best suited for Central San's anticipated needs to support the Planning and Applied Research section for the following example scope areas: • Planning Support for Development: Staff requires ongoing consultant support using the I nfoWorks® I CM collection system model for addressing development requests to assess capacity, hydraulic impacts, and for evaluating sewer routing alternatives. Example developments requiring model evaluation include: a proposed re-development in Bishop Ranch which includes adding 4,500 residential units, over 166,600 square feet of retail space, and a hotel; the 2,300-acre Concord Community Reuse Development; and several downtown Walnut Creek re-developments including the Bay Area Rapid Transit village. • Planning Support for Sewer Renovation, Shutdowns, and Bypasses: I nfoWorks® I CM modeling support is also used for evaluating the capacity and sizing of sewers renovated under capital improvement projects and for evaluating capacity to accept large special discharge requests through Central San's Environmental Compliance section (e.g. temporary contractor dewatering for construction of the new Contra Costa County Administration Building in downtown Martinez). The new dynamic model also enables staff and the consultant to provide planning support for proposed sewer flow bypasses and shutdowns (e.g. helping to identify shutdown durations and windows, key manholes to monitor, and routing alternatives). For example, recent bypass evaluations were completed for the Headworks bypass and for planning out sequencing constraints for shutdowns required at and near several pump stations. • District Project 8449 — Collection System Modeling Support: Current Woodard and Curran staff, including Gisa Ju, Chris Van Lienden, and Cathy Greenman, have been involved for many years supporting Central San in the development, calibration, and use of collection system modeling software including the launching of Central San's I nfoWorks® I CM model. Woodard and Curran have significant experience in several modeling platforms including both I nfoWorks® I CM and I nfoWater®that would be beneficial for Central San. Staff requires ongoing support to update and improve Geographic Information Systems data used in the model, to continue to add new pipe segments into the working model, support for any needed level and flow monitoring and calibration, to keep staff trained in the use and capabilities of the model, and to continue to build critical modeling tools needed to support development within Central San, the Capital Improvement Program, and for operational support. • District Project 7306 —Zone 1 Recycled Water: Ongoing support is needed for developing recycled water standard specifications and details, recycled water customer use guidelines, September 19, 2019 Regular Board Meeting Agenda Packet- Page 13 of 122 Page 3 of 4 maintenance guidelines, and improving and updating other program documentation. Support is also needed for evaluating new customer uses and connections and assistance in preparing Title 22 Engineering Reports (e.g. for dual plumbing uses such as for the Plant Operations Building, Lobby, and Board Room restrooms). In general, the expertise that Woodard and Curran offers will be utilized for hydraulic modeling and support for ongoing recycled water program implementation, such as, developing recycled water standards, guidelines, and engineering reports. The services provided will directly benefit Central San customers and developers, contractors, Operations and Maintenance staff, Capital Projects, Environmental Compliance, and others. Woodard and Curran have been consistently timely and on budget with all previous requests and on-call agreements with Central San staff. Staff have been very satisfied with the experience, performance, and reliability of Woodard and Curran's services. ALTERNATIVES/CONSIDERATIONS Staff evaluated several alternatives for the Board to consider: Alternative 1: Execute Two-year On-call Agreement. This alternative reduces the agreement limits to cover the next two years of anticipated projects and tasks. Staff could return to the Board for approval to amend the agreement for a third year of support. This alternative is not recommended because it requires more administration than the recommended action and could limit the flexibility to assign task orders in Year 2 that are anticipated to continue into Year 3. Alternative 2: Do Not Approve the Agreement. This alternative would be for the Board to direct staff not to execute the agreement as proposed. Instead, staff could continue current and past practice to administer multiple agreements as-needed within staff authority limits. This is not recommended because it requires more administration time to solicit, execute, and manage multiple agreements. Additionally, this alternative would result in multiple agreements with the same consulting firm as tasks arise in order to keep projects on track and maintain the current high level of service. Alternative 3: Hire Additional Staff. This alternative would be to direct staff to hire additional temporary and/or permanent employees to augment staff's ability to complete the anticipated projects and tasks. This is not recommended because the work requires specialty expertise that is provided from industry leaders that perform similar tasks on a daily basis and have extensive experience across multiple projects and customers, where Central San benefits from that wide-spread experience. Woodard & Curran staff have decades of experience and understanding with Central San's collection system and hydraulic model that cannot be easily replicated by new staff or other consultants. Central San uses less than 0.5 full-time equivalents (FTE)to address relatively simple modeling requests and to manage the modeling support consultant. Multiple, additional FTEs would be required to establish a collection system modeling group that solely focuses and trains on the updating, calibration, and use of the collection system model in order to address all of the anticipated projects and tasks. Due to the complex and as-needed nature of modeling work, it is recommended that Central San continue to maintain industry expert modelers on-call to help staff address modeling needs and requests. The proposed recycled water support is for tasks that are either not required on an on-going basis (e.g. developing standards and program guideline documents) or for tasks that are as-needed on an infrequent basis (e.g. Title 22 engineering reports for certain new recycled water customer connections), and these tasks would best be performed by industry experts that have completed similar work for other agencies with recycled water programs. FINANCIAL IMPACTS The amount for this on-call agreement is $225,000 per year for a three-year total contract amount of $675,000. Woodard and Curran have been informed and understand that this on-call agreement is not a guarantee of work. September 19, 2019 Regular Board Meeting Agenda Packet- Page 14 of 122 Page 4 of 4 This selection process and award of an agreement provides a go-to firm when 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 manner. Ongoing and additional specialty support needs are anticipated to address upcoming projects and tasks. The services provided are paid for and included in the Board-approved Budget. No additional funding for this on-call agreement is required. COMMITTEE RECOMMENDATION The Real Estate, Environmental & Planning Committee reviewed this matter at the meeting on August 26, 2019, and recommended approval of the three-year agreement as stated below. RECOMMENDED BOARD ACTION Staff recommends authorizing the General Manager to execute an agreement with Woodard and Curran, nc. with a cost ceiling of $675,000 for a three-year term, to provide on-call services for the Planning and Development Services Division. 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 GOAL SIX: Embrace Technology, Innovation and Environmental Sustainability Strategy 2- Reduce reliance on non-renewable energy September 19, 2019 Regular Board Meeting Agenda Packet- Page 15 of 122