HomeMy WebLinkAbout09. Authorize an amendment with McMillen Jacobs Association for geotechnical work Page 1 of 2
Item 9.
CENTRAL SAN BOARD OF DIRECTORS
POSITION PAPER
MEETING DATE: MAY 20, 2021
SUBJECT: AUTHORIZE THE GENERAL MANAGER TO AMEND AN EXISTING
PROFESSIONAL ENGINEERING SERVICES AGREEMENT WITH
MCMI LLEN JACOBS ASSOCIATES I N AN AMOUNT NOT TO EXCEED
$50,000, INCREASING THE CONTRACT COST CEILING TO $300,000 TO
SUPPORT THE SOUTH ORI NDA SEWER RENOVATIONS, PHASE 8,
DISTRICT PROJECT 8461
SUBMITTED BY: INITIATING DEPARTMENT:
EDGAR J. LOPEZ, CAPITAL PROJECTS ENGINEERING AND TECHNICAL SERVICES-
DIVISION MANAGER CAPITAL PROJECTS
REVIEWED BY: JEAN-MARC PETIT, DIRECTOR OF ENGINEERING AND TECHNICAL
SERVICES
Roger S. Bailey
General Manager
ISSUE
The existing agreement was completed in 2019 under the previous Capital Improvement Program
authorization limits. The Board of Directors (Board) authorization is required since the requested amount of
$50,000 will exceed the General Manager's delegated authority and the work is urgent and needed for the
South Orinda Sewer Renovations, Phase 8, District Project 8461 (Project).
BACKGROUND
On April 4, 2019, the Board authorized an on-call or as-needed agreement with McMillen Jacobs
Associates (MJA)for geotechnical engineering services to assist in the design and construction of capital
improvement projects. The purpose of the on-call geotechnical engineering service agreements is to
provide varied levels of geotechnical expertise to assist staff with projects managed or designed by the
Capital Projects Division. MJA was used during the design of the Project and provided the technical
criteria used for the trenchless technology (pilot-guided boring) proposed under the Project. Although the
agreement cost is almost fully utilized, staff is recommending to continue using MJA to support the Project
May 20, 2021 Regular Board Meeting Agenda Packet- Page 69 of 457
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since they are the responsible firm in charge of the geotechnical engineering design under the Project.
ALTERNATIVES/CONSIDERATIONS
Other alternatives existing, such as hiring a separate firm or not authorizing the amendment, which are not
recommended for the reasons stated above, especially considering the work is needed to support an
ongoing construction project.
This issue is related to the transition period and the changes made to the Board Policy addressing
delegated limits under the Capital Improvement Program, which was modified in part to increase the
limits for efficiency purposes. If the subject agreement was initiated under the new policy, the
amendment would have been able to reach $300,000 without additional Board approval. Therefore, the
future agreement will have higher limits as adopted by the Board.
FINANCIAL IMPACTS
The cost for the amendment will be in an amount not to exceed $50,000, increasing the agreement cost
ceiling to $300,000. The budget for these services were included and authorized by the Board on March 4,
2021 when the Project was awarded for construction.
COMMITTEE RECOMMENDATION
The Engineering and Operations Committee reviewed this item at its May 11, 2021 and recommended
approval.
RECOMMENDED BOARD ACTION
Authorize the General Manager to amend an existing professional engineering services agreement with
McMillen Jacobs Associates in an amount not to exceed $50,000, increasing the contract cost ceiling to
$300,000 to support the South Orinda Sewer Renovations, Phase 8, District Project 8461.
Strategic Plan Tie-In
GOAL TWO: Environmental Stewardship
Strategy 1—Achieve 100% compliance in all regulations
GOAL FIVE:Infrastructure Reliability
Strategy 2—Execute long-term capital renewal and replacement program
May 20, 2021 Regular Board Meeting Agenda Packet- Page 70 of 457