HomeMy WebLinkAbout04.b. Review draft Position Paper to authorize the General Manager to amend an existing professional engineering services agreement with ArcSine Engineering in an amount not to exceed $350,000 for specialty electrical, instrumentation and controls inspec Page 1 of 3
Item 4.b.
CENTRAL SAN BOARD OF DIRECTORS
POSITION PAPER
DRAFT
MEETING DATE: APRIL 14, 2020
SUBJECT: REVIEW DRAFT POSITION PAPER TO AUTHORIZE THE GENERAL
MANAGER TOAMENDAN EXISTING PROFESSIONAL ENGINEERING
SERVICES AGREEMENT WITH ARCSINE ENGINEERING INANAMOUNT
NOT TO EXCEED $350,000 FOR SPECIALTY ELECTRICAL,
INSTRUMENTATION AND CONTROLS INSPECTION SERVICES FOR
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
Board of Directors' authorization is required for the General Manager to amend a professional engineering
services agreement in an amount greater than $100,000 for agreements under$1 million.
BACKGROUND
Due to the wide variety of complex and critical projects Central San has undertaken, staff is in need of
specialty inspection services to support the projects. Many of these projects require specialty inspections
for electrical, instrumentation and controls (EI&C), welding, reinforced concrete, and masonry. An
evaluation of the construction work projected this fiscal year and future years indicates that hiring two
specialty inspection firms will be necessary during the peak construction months (May through November).
Staff recommends hiring one firm for EI&C specialty inspection and one for structural inspection (welding,
concrete, masonry, etc.). These inspection services may be used to support construction activities at the
treatment plant, in addition to collection system, recycled water, and other special projects.
On January 24, 2020, a Request for Proposal (RFP)was publicly advertised on Central San's website
and PlanetBids for the construction inspection services. Five firms responded with qualified proposals for
electrical inspection and three firms responded with qualified proposals for structural inspection.
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After evaluating the proposals based on qualifications and fees, staff selected the top firms:ArcSine
Engineering (ArcSine)for E I&C specialty inspection and Inspection Services, I nc. (ISI)for structural
specialty inspection. In addition to each firm's experience, selection was also based on their proposed
inspectors and availability. ArcSine offers electrical inspectors that were or are certified journey-level
electricians and have public works construction contract experience.ArcSine's main office is in Redding,
California; however, they have inspectors located near Central San. IS I will be hired to perform structural
inspection of steel, masonry, and other specialty structural work at an estimated cost of$175,000, which is
within the General Manager's consultant agreement delegation of authority.
ArcSine has an existing as-needed agreement with Central San for El&C engineering services in the
amount of$375,000. Upon Board approval, staff will amend the agreement terms to include the specialty
inspection services at a cost ceiling of$350,000. The new total agreement cost ceiling with inspection will
be $725,000 for an expected duration of three years.
ALTERNATIVES/CONSIDERATIONS
Central San Engineering staff could issue individual specialty inspection agreements for each project;
however, this is not recommended since this will require significant staff time to advertise and execute
agreements and staff would be unable to have a ready contract during an emergency situation. The Board
may elect to limit the agreement cost ceiling or duration. This is also not recommended since the
proposed costs are competitive and a multi-year agreement allows for less staff time in soliciting and
administering yearly agreements.
FINANCIAL IMPACTS
The proposed agreement amendment with ArcSine may reach $350,000 for a period of three years. The
hourly rate for the proposed electrical inspectors ranges from $126 to $165 per hour.A negotiated hourly
rate increase will be determined each year at the approval of Central San staff and will be limited by the
Consumer Price Index. The services provided under these agreements are budgeted and will be paid for
under capital projects in the Capital Improvement Budget.
COMMITTEE RECOMMENDATION
The Engineering and Operations Committee reviewed this subject at the meeting on April 14, 2020, and
recommended
RECOMMENDED BOARD ACTION
Authorize the General Manager to amend an existing professional services agreement with ArcSine
Engineering in an amount not to exceed $350,000 for specialty electrical, instrumentation and controls
inspection services for capital improvement projects.
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, Strategy 2- Strive to
minimize the number of sanitary sewer overflows
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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 2- Enhance relationships with employees and bargaining units, Strategy 3- Meet or exceed industry safety
standards
GOAL FIVE: Maintain a Reliable Infrastructure
Strategy 2- Facilitate long-term capital renewal and replacement
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