HomeMy WebLinkAbout04.a. Review draft Position Paper to authorize two as-needed land surveying services agreements for District projects Page 1 of 3
Item 4.a.
CENTRAL SAN BOARD OF DIRECTORS
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POSITION PAPER
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DRAFT
MEETING DATE: JULY 13, 2021
SUBJECT: REVIEW DRAFT POSITION PAPER TO AUTHORIZE THE GENERAL
MANAGER TO EXECUTE TWO PROFESSIONAL ENGINEERING
SERVICES AGREEMENTS WITH 1) TOWI LL, INC. I N AN AMOUNT NOT TO
EXCEED $475,000, AND 2) LCC, INC. I N AN AMOUNT NOT TO EXCEED
$275,000, EACH FORA THREE-YEAR TERM TO PROVIDE AS-NEEDED
SURVEYING SERVICES FOR DISTRICT PROJECTS
SUBMITTED BY: INITIATING DEPARTMENT:
GREGORY D. ST. JOHN, LAND SURVEYOR 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 execute professional engineering
services agreements in an amount greater than $200,000.
BACKGROUND
The Capital Projects Division Survey group (Survey) provides professional design and construction
support for many of Central San's projects, including the annual sewer renovation projects in the Collection
System Program. In addition, Survey reviews and supports treatment plant projects, assists with right-of-
way requests, preserves monuments, and files maps in compliance with state law. An evaluation of the
design and construction work projected in the next few years indicates that Survey will need additional
support to fulfill these various projects. The proposed agreements will assist with a variety of capital
improvement projects within the Ten-Year Capital Improvement Plan (Cl P). The services also
include three-dimensional (3D) scanning of structures used for the design of large and complex capital
projects.
Staff prepared and posted a formal Request for Proposal publicly on PlanetBids and the Central San
website for the survey work. On J une 2, 2021, eight proposals were received and evaluated. Towill, I nc.
and LCC, Inc. ranked as the top proposers based on their experience, past performance, and proposed
July 13, 2021 EOPS Regular Committee Meeting Agenda Packet- Page 4 of 21
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fee schedule.
Contracting with two firms provides Survey the maximum flexibility to accommodate project needs and
timelines. Furthermore, three-year as-needed contracts result in a lower overall cost and reduce staff
administration time required to issue separate individual contracts per project.
ALTERNATIVES/CONSIDERATIONS
The Board has the following two alternatives to consider or may elect to provide alternate direction from
the following:
1. The Board could request that the survey work be performed in-house by Central San employees
instead of supplementing with outside consultants and survey firms. Most of the duties are in line with
the work that can be performed by Survey, with the exception of 3D-scanning. Capital Projects has
been using as-needed consultants for seasonal and supplemental work for many years and it has
been cost effective. Capital Projects is currently evaluating if additional survey employees could be
more cost effective than continuing to hire seasonal or supplemental services under the Ten-Year
C I P; however, at this time, staff recommends continuing with consultants to fulfill the needed
additional survey work.
2. Consolidate the work into one agreement, which is not recommended. Towill's agreement is larger in
scope and fee than LCC, Inc. since the services include three-dimensional (3D) scanning. The
remainder of the work has been split between the two firms. Having multiple agreements allows for
flexibility when urgent or immediate work is needed.
FINANCIAL IMPACTS
Survey has estimated that the costs of these supplemental services could reach up to $250,000 per year,
totaling $750,000 for three years. The services will be paid by projects already budgeted in the Fiscal Year
2021-22 Board adopted budget. The current survey agreement was initiated in 2018 for$600,000 and is
now expiring. Staff has increased the budget since the last solicitation to cover the additional expense
related to 3D modeling and scanning work, which has been a benefit in design and reducing potential
conflicts in construction.
COMMITTEE RECOMMENDATION
The Engineering and Operations Committee discussed the as-needed agreements at the meeting on July
13, 2021, and recommended
RECOMMENDED BOARD ACTION
Authorize the General Manager to execute two professional engineering services agreements, each for a
three-year term, to provide as-needed survey services for District projects with:
1) Towill, Inc. in an amount not to exceed $475,000; and
2) LCC, Inc. in an amount not to exceed $275,000.
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Strategic Plan Tie-In
GOAL ONE: Customer and Community
Strategy 1—Deliver high-quality customer service, Strategy 2—Maintain a positive reputation
GOAL TWO:Environmental Stewardship
Strategy 1—Achieve 100%compliance in all regulations
GOAL THREE:Fiscal Responsibility
Strategy 1—Maintain financial stability and sustainability
GOAL FOUR: Workforce Development
Strategy 1—Proactively plan for future operational staffing needs
GOAL FIVE:Infrastructure Reliability
Strategy 2—Execute long-term capital renewal and replacement program
July 13, 2021 EOPS Regular Committee Meeting Agenda Packet- Page 6 of 21