HomeMy WebLinkAbout05.a. Review draft Position Paper to authorize the General Manager to execute amendments to three existing professional engineering services agreements with Carollo Engineers, Inc., HDR, Inc., and Woodard & Curran, Inc. in an aggregate amount of $725,000 Page 1 of 3
Item 5.a.
CENTRAL SAN BOARD OF DIRECTORS
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POSITION PAPER
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DRAFT
MEETING DATE: DECEMBER 14, 2020
SUBJECT: REVIEW DRAFT POSITION PAPER TO AUTHORIZE THE GENERAL
MANAGER TO EXECUTE AMENDMENTS TO THREE EXISTING
PROFESSIONAL ENGINEERING SERVICES AGREEMENTS WITH
CAROLLO ENGINEERS, INC., HDR, INC., AND WOODARD & CURRAN,
I NC. I N AN AGGREGATE AMOUNT OF $725,000 TO PROVI DE ON-CALL
SERVICES FOR THE PLANNING AND DEVELOPMENT DIVISION
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
ISSUE
The Board of Directors' (Board) authorization is required to amend agreements beyond staff authority
limits.
BACKGROUND
In 2019 (September 19, 2019 and October 3, 2019), the Board authorized the General Manager to
execute on-call professional engineering services agreements with Carollo Engineers, Inc., HDR, Inc.,
and Woodard & Curran, Inc.
The on-call agreements 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 tasks 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 workload increases in the Capital Improvement Budget, need for specialty expertise and
support for tasks is essential to complete ongoing projects and tasks. The on-call agreements allow
Central San staff to expedite and assign work to pre-qualified firms in an efficient and responsive
manner through the issuance of a task order which defines their respective scope of work, project cost,
and delivery schedule. Task orders are negotiated, approved, released, and tracked following a task
order release process.
December 14, 2020 REEP Committee Meeting Agenda Packet- Page 17 of 33
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Based on a review of current and near-future task needs, Central San staff is requesting to amend the
agreement limits for three existing on-call agreements:
• Carollo Engineers, I nc. -for supporting collection system planning efforts, I nfoMaster/1 nfoAsset,
and for additional support needs identified for pilot studies (including the tertiary membrane pilot
project) and evaluating resource recovery opportunities such as satellite water recycling facilities.
• HDR, I nc. -for supporting planning efforts including treatment plant evaluations, assessments of
treatment plant assets, optimizations, process modeling, support for sampling and process
characterizations, and applied research projects.
• Woodard & Curran, I nc. -for supporting planning efforts including I nfoWorks collection system
modeling, evaluating development requests, model software updates and support, and recycled
water program related needs.
ALTERNATIVES/CONSIDERATIONS
Alternative 1: Do Not Amend Agreements. Staff would return to the Board for approval to amend the
agreements at a later date. This alternative is not recommended because it could result in a delay in
planned tasks
FINANCIAL IMPACTS
Services provided under the on-call agreements are paid for and included in the Board-approved
Budgets for both Operations and Maintenance and Capital Improvements. No additional funding is
required for staff to utilize the on-call agreements.
The total increase in agreement limits requested is $725,000. The consultants understand and have
been informed that the on-call agreements are not a guarantee of work, and that staff will only issue work
as needed to complete projects and tasks.
COMMITTEE RECOMMENDATION
The Real Estate, Environmental and Planning Committee reviewed this matter at the meeting on
December 14, 2020, and recommended
RECOMMENDED BOARD ACTION
Staff recommends authorizing the General Manager to execute amendments to provide on-call services
for the Planning and Development Services Division to increase the following three existing professional
engineering services agreements with:
1) Carollo Engineers, I nc. in the amount of$350,000, for a total agreement amount not to exceed
$500,000.
2) HDR, I nc. in the amount of$300,000, for a total agreement amount not to exceed $750,000.
3) Woodard & Curran, Inc. in the amount of$75,000, for a total agreement amount not to exceed
$750,000.
December 14, 2020 REEP Committee Meeting Agenda Packet- Page 18 of 33
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Strategic Plan re-In
GOAL TWO: Environmental Stewardship
Strategy 1—Achieve 100% compliance in all regulations, Strategy 2—Anticipate and prepare for potential regulatory
changes, Strategy 3— Support regional development of local water supply
GOAL THREE: Fiscal Responsibility
Strategy 1—Maintain financial stability and sustainability
GOAL FIVE: Infrastructure Reliability
Strategy 1—Manage assets optimally to prolong their useful life, Strategy 2—Execute long-term capital renewal and
replacement program
GOAL SIX: Innovation and Optimization
Strategy 1—Implement the Central San Smart Initiative, Strategy 2—Improve and modernize operations through
technology and efficiency measures
GOAL SEVEN:Agility andAdaptability
Strategy 1—Maintain a safe working environment for employees and the public during the COVID-19 pandemic
Strategy 2—Plan ahead for scenarios of direct adverse impacts
December 14, 2020 REEP Committee Meeting Agenda Packet- Page 19 of 33