HomeMy WebLinkAbout03.c. Review draft Position Paper to authorize the General Manager to execute three-year professional engineering services agreements with ICM Group Inc., JN Engineering Inc., and McMillen Jacobs Associates in an amount not to exceed $450,000 each to pro Page 1 of 2
Item 3.c.
CENTRAL SAN BOARD OF DIRECTORS
POSITION PAPER
DRAFT
MEETING DATE: MARCH 17, 2020
SUBJECT: REVIEW DRAFT POSITION PAPER TO AUTHORIZE THE GENERAL
MANAGER TO EXECUTE THREE-YEAR PROFESSIONAL ENGINEERING
SERVICES AGREEMENTS WITH ICM GROUP INC., JN ENGINEERING
INC., AND MCMI LLEN JACOBS ASSOCIATES I N AN AMOUNT NOT TO
EXCEED $450,000 EACH TO PROVIDE CONSTRUCTION INSPECTION
FOR COLLECTION SYSTEM CAPITAL IMPROVEMENT PROJECTS
SUBMITTED BY: INITIATING DEPARTMENT:
KEITH GELLERMAN, ASSOCIATE ENGINEER ENGINEERING AND TECHNICAL SERVICES-
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 $200,000.
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) 2020-21. Central San staff
routinely provides construction management, administration, resident engineering, and limited inspection
duties for sewer renovation projects, and supplements with outside inspectors as needed. An evaluation of
the construction work projected indicates that hiring up to four inspectors will be necessary during the peak
construction months (May through November). In addition, the inspectors may be used to support similar
construction activities in the Recycled Water Program or related special projects.
On January 24, 2020, a Request for Proposal was publicly advertised on Central San's website and
PlanetBids for as-needed construction inspection and specialty-related services. Seven firms responded
with qualified proposals for construction inspectors. After evaluating the proposals based on qualifications,
fees, references, and proximity to Central San, staff selected the top three firms: I CM Group I nc., J N
Engineering I nc., and McMillen Jacobs Associates. These firms were also selected based on the
proposed inspectors and availability to perform projects this summer and into FY 2020-21.
March 17, 2020 EOPS Regular Committee Meeting Agenda Packet- Page 18 of 32
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ALTERNATIVES/CONSIDERATIONS
Central San Engineering staff could provide inspection services; however, this is not recommended since
these duties would take away from project duties such as design, resident engineering, and other
construction support engineering-related services. 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 competitive, and a multi-year agreement allows for less staff
time in soliciting and administrating yearly agreements.
FINANCIAL IMPACTS
The total cost for construction inspection is expected to reach $1.35 million over the period of the
agreements. Each of the three firms is estimated to cost$450,000. The hourly rate for the proposed
inspectors ranges from $100 to $150 per hour. Each agreement duration is expected to be three years;
however, project schedules and construction may change over time for several reasons. Therefore, the
duration of the agreements may be extended by staff to complete construction of a project or if the
agreement is not fully utilized, as long as the rates are still competitive.
The services provided under these agreements are funded by project budgets approved in the annual
CI B, and no additional funds are being requested.
COMMITTEE RECOMMENDATION
The Engineering and Operations Committee reviewed this subject on March 17, 2020, and recommended
RECOMMENDED BOARD ACTION
Authorize the General Manager to execute three-year professional engineering services agreements with
I CM Group I nc., J N Engineering I nc., and McMillen Jacobs Associates in an amount not to exceed
$450,000 each to provide construction inspection for collection system capital improvement projects.
Strategic Plan Tie-In
Tie-In
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 FOUR: Develop and retain a highly trained and innovative workforce
Strategy 3- Meet or exceed industry safety standards
GOAL FIVE: Maintain a Reliable Infrastructure
Strategy 2- Facilitate long-term capital renewal and replacement, Strategy 3- Protect District personnel and assets
from threats and emergencies
March 17, 2020 EOPS Regular Committee Meeting Agenda Packet- Page 19 of 32