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Home My WebLink About05. Authorize on-call agreement with Carollo Engineers Page 1 of 3 Item 5. 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 $150,000 WITH CAROLLO ENGINEERS, 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 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 September 19, 2019 Regular Board Meeting Agenda Packet- Page 16 of 122 Page 2 of 3 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 Carollo Engineers, I nc. (Carollo)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 and InfoMaster® Model Support: Carollo supported Central San staff for collection system and treatment plant planning for the Comprehensive Wastewater Master Plan, and since, provided planning support on other projects and tasks. Staff requires support on ongoing planning projects and tasks. Carollo also implemented the I nfoMaster®risk and sewer renovation planning software model for Central San as part of the Comprehensive Wastewater Master Plan. Staff requires support to update and improve Geographic Information Systems data used in the model, to continue to update and improve the risk model to optimize the sewer renovation program. Sewer renovation planning and risk modeling is coordinated with Capital Projects for upcoming sewer renovation and with Collection System Operations to align with the sewer cleaning/maintenance and Closed-Circuit Television inspection programs. Due to the model's technical nature and use of complex statistical predictive tools, consultant support will help staff to better understand and optimize use of the software, leading to better sewer renovation planning for the Capital Improvement Plan. In general, the expertise that Carollo offers will be utilized for planning tasks and I nfoMaster® model support. Carollo's understanding of the existing model and experience supporting other agencies in the implementation of their I nfoMaster®models will be beneficial to Central San. ALT ERNAT IVES/CONSIDERAT IONS 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 was 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. September 19, 2019 Regular Board Meeting Agenda Packet- Page 17 of 122 Page 3 of 3 Alternative 3: Hire Additional Staff. This alternative would be to direct staff to hire one additional full- time equivalent to augment staff's ability to complete the anticipated projects and tasks. This is not recommended because the support needs may be infrequent and can be addressed as the tasks and needs arise. The work also requires specialty expertise that is best provided from industry leaders in the use of the software that perform similar tasks on a frequent basis across multiple projects and customers, where Central San benefits from that extensive wide-spread experience. FINANCIAL IMPACTS The amount for this on-call agreement is $50,000 per year for a three-year total contract amount of $150,000. Carollo has been informed and understands that this on-call agreement is not a guarantee of work. 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 were 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 Carollo Engineers, Inc. with a cost ceiling of$150,000 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 September 19, 2019 Regular Board Meeting Agenda Packet- Page 18 of 122