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Home My WebLink About04.c. Review draft Position Paper to authorize the General Manager to execute two professional engineering services agreements with; 1) Hazen & Sawyer, Inc. in an amount not to exceed $750,000; and 2) Stantec in an amount not to exceed $500,000Page 1 of 9 Item 4.c. DCENTRALSAN MEETING DATE: NOVEMBER 9, 2021 BOARD OF DIRECTORS POSITION PAPER DRAFT SUBJECT: REVIEW DRAFT POSITION PAPER TO AUTHORIZE THE GENERAL MANAGER TO EXECUTE TWO PROFESSIONAL ENGINEERING SERVICES AGREEMENTS WITH; 1) HAZEN & SAWYER, INC. IN AN AMOUNT NOT TO EXCEED $750,000; AND 2) STANTEC I N AN AMOUNT NOT TO EXCEED $500,000, EACH FOR A FIVE-YEAR TERM TO PROVI DE AS -NEEDED CAD/BIM SERVICES FOR CENTRAL SAN PROJECTS SUBMITTED BY: INITIATING DEPARTMENT: KHAE BOHAN, ASSET MANAGEMENT ENGINEERING AND TECHNICAL SERVICES - PROGRAM ADMINISTRATOR PDS-ASSET MANAGEMENT NITIN GOEL, SENIOR ENGINEER REVIEWED BY: EDGAR J. LOPEZ, CAPITAL PROJECTS DIVISION MANAGER DANEA GEMMELL, PLANNING AND DEVELOPMENT SERVICES DIVISION MANAGER JEAN-MARC PETIT, DIRECTOR OF ENGINEERING AND TECHNICAL SERVICES ISSUE Board of Directors (Board) 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 (Capital Projects) uses professional design and construction support for many of Central San's projects. Projects typically use Computer -Aided Design and Drafting (CAD) software to produce construction drawings. For the design of large and complex Treatment Plant projects, consultants are now using 3D (dimensional) laser scanning tools and Building Information Modelling (BI M) workflow and software to dynamically manage the project lifecycle in 3D (geometry), 4D (schedule), 5D (budget), and 6D (asset management). B I M technology has already been used on several Treatment Plant projects for Central San. Staff has identified a need to have specialized consultants engage with staff to develop CAD and B I M Standards to standardize drawing information and to provide consistency in project submittal deliverables. Having a standard B I M Execution Plan will provide a foundational framework for multiple consultants to use and November 9, 2021 EOPS Regular Committee Meeting Agenda Packet - Page 15 of 29 Page 2 of 9 ensure successful deployment and deliverables of advanced design technologies on B I M projects, as well as record drawings of as -built conditions. The plan will optimize work and model flow across a project. Categorization and documentation using a B I M workflow will help Central San better manage its assets. The standardization efforts are included as part of the Capital Improvement Program and Budget Improvements, District Project8251. An evaluation of the design and construction work projected in the next few years indicates that Capital Projects will also require as -needed engineering support to manage the data and review deliverables. The proposed agreements will assist with upcoming capital projects within the Ten -Year Capital Improvement Plan (CI P). Contracting with two engineering firms provides the maximum flexibility to accommodate project needs. Furthermore, as -needed contracts result in a lower overall cost and reduces staff administration time required to issue separate individual contracts per project. Staff prepared and posted a Request for Proposal (RFP) on PlanetBids and the Central San website for CAD and B I M Standards Development and As -Needed CAD and B I M Services. On August 13, 2021, two proposals were received and evaluated. Staff selected Hazen & Sawyer (Hazen) and Stantec based on their experience, past performance, and proposed fees. Hazen's fees are expected to be greater since their scope includes additional tasks of developing CAD and BI M standards, details, templates, and resource libraries. ALTERNATIVES/CONSIDERATIONS Staff evaluated several alternatives for the Board to consider: Alternative 1: Consolidate the work into one agreement, which is not recommended. Both consultants will equally split the as -needed scope of work to assist with CAD and BIM drawings and having two consultants potentially available allows for flexibility when urgent or immediate work is needed. Alternative 2: Status Quo - Do Nothing Alternative. This alternative would be for the Board to continue current and past practice without CAD and BI M Standards and without BI M Execution Plans for upcoming projects under the Ten -Year C I P, which is not recommended. Alternative 3: Conduct CAD/BIM Standards and hire Central San staff. The technology used today for more complex project and asset management systems include the CAD/B I M Standards that staff is recommending at a cost of $250,000. The as -needed support can be performed in house if new or repurposed positions are created. At least one additional full-time position would be required. However, staff is not requesting to hire a permanent position at this time. FINANCIAL IMPACTS The total amount of two agreements will not exceed $1.25 million over the duration of five -years; Hazen & Sawyer for $750,000 and Stantec for $500,000. The standardization effort of $250,000 is budgeted under District Project 8251, which can be found on page 266 of the Fiscal Year 2021-22 District Budget. The agreement duration may extend beyond 2027, if the projects being used are delayed. The as -needed work will be paid for by projects approved and budgeted in the CI P. COMMITTEE RECOMMENDATION The Engineering and Operations Committee reviewed this item at its November 9, 2021 meeting and recommended November 9, 2021 EOPS Regular Committee Meeting Agenda Packet - Page 16 of 29 Page 3 of 9 RECOMMENDED BOARD ACTION Authorize the General Manager to execute two professional engineering services agreements with 1) Hazen & Sawyer, I nc. in an amount not to exceed $750,000; and 2) Stantec in an amount not to exceed $500,000, each for a five-year term, to provide as -needed CAD/B I M services for Central San projects. Strategic Plan re -In GOAL FIVE: Infrastructure Reliability Strategy 1— Manage assets optimally to prolong their useful life, Strategy 2 — Execute long-term capital renewal and replacement program ATTACHMENTS: 1. Presentation November 9, 2021 EOPS Regular Committee Meeting Agenda Packet - Page 17 of 29 Page 4 of 9 CAD AND BIM STANDARDS DEVELOPMENT AND AS -NEEDED CAD AND BIM SERVICES Jean -Marc Petit, Director of Engineering and Technical Services Edgar J. Lopez, Capital Projects Division Manager Nitin Goel, Senior Engineer Engineering & Operations Committee Meeting November 9, 2021 PURPOSES OF CAD AND BIM STANDARDS DEVELOPMENT AND AS -NEEDED CAD AND BIM SERVICES • Expand Current As -Built Program • Roadmap Based on Standards Developed • Develop standard drawings as identified in District Project 8251 Computer -Aided Design and Drafting (CAD) Building Information Modelling (BIM) zi November 9, 2021 EOPS Regular Committee Meeting Agenda Packet - Page 18 of 29 1 Page 5 of 9 BACKGROUND OF CAD AND BIM AT CENTRAL SAN 1. Capital Projects uses professional design and construction support for many of Central San's projects. Projects typically use CAD to produce drawings. 2. For the design of large and complex Treatment Plant projects, consultants are using 3D (dimensional) laser scanning and BIM workflow to dynamically manage the project lifecycle in 3D (geometry), 4D (schedule), and 5D (budget) using multiple consultants. 3. BIM has already been used on several Treatment Plant projects. _ - Electrical Design 2D and 3D for Solids Handlinq Buildinq CURRENT AS -BUILT PROGRAM • On June 22, 2020, Engineering and Operations Committee received an update on Central San's As -Built Drawings Program -- • Current As -Built Program is to work on establishing CAD Standards: • Setting minimum requirements for CAD drawings prepared by consultants that will be used in Central San's contracts • Establishing 3D and BIM Standards • Software: Revit BIM 3D Model and AutoCAD Civil 3D • Applies to all drawings prepared by individual project designer, general contractor, subcontractors, and vendors • Laser scanning existing buildings and facilities • Developing 3D (x-y-z), 4D (scheduling), 5D (cost), and 6D (asset management) • Intent of these CAD/BIM Standards is to assure consistency in drawing production and uniformity in file structure for all drawings November 9, 2021 EOPS Regular Committee Meeting Agenda Packet - Page 19 of 29 2 Page 6 of 9 OBJECTIVE OF CAD AND BIM STANDARDS DEVELOPMENT AND AS -NEEDED PROJECT 1. Develop CAD and BIM Standards Manual to provide consistency in project submittal deliverables; 2. Develop BIM Execution Plan to provide a foundational framework for multiple consultants to use to ensure successful BIM deployment; 3. Develop Standard Details, Templates, Libraries, and Resource Files; and 4. Provide As -Needed support to upcoming capital projects within the Capital Improvement Plan. ROADMAP BASED ON STANDARDS THAT WILL BE DEVELOPED Integrated Approach to Documenting, Visualizing, Managing and Maintaining Assets are rooted in Standards �r !ra-vegROrf J.rign �od>t werl vrJ—P, J.i" dvr¢ ur cuni roue ru he u>teef Beyond .v+�.*_-+zw .A.�,n N,K.,nanr.ri�n.nmx..rrMrarinn. �n� mo,n r.nun..•r�r-wxr, u"'•O'�� rl ae n.&Mated. eeeGy mree Wr—b-b ed prod . owwae.u.a, e on o...�a.od.b..a. 4 4 .mow. ^t... ■ ® MNKT gIKKiL LYWWTA ApYMR1i /PTOPOORtKY Dn.bv srErwtron wn 9111 b.M.IW WnW - -.--- November 9, 2021 EOPS Regular Committee Meeting Agenda Packet - Page 20 of 29 3 Hazen CAD a ad RIM Sraadards Development and AsZeeded CAP and RIM Service. Hazen & Sawyer Task 1:Engage Stakeholders as 2: Develop CAD Standards Manual Task 3: Develop CAD Templates, Standard Details, Library, and as 4: Develop BIM Resource Files Execution Plan and BIM Standards Manual Task 5: Develop 3D Templates, Details, and Resource Files as 6: Provide Support on As -Needed Basis Stantec CAD and INK standards DaValopwAnt and As NDadad GAD and BIN Se IV Ica OF Task 6: Provide Support on As - Needed Basis Page 8 of 9 BOARD ALTERNATIVES • Alternative 1: Consolidate the work into one agreement, which is not recommended. Both consultants will equally split the as -needed scope of work to assist with CAD and BIM drawings and having two consultants potentially available allows for flexibility when urgent or immediate work is needed. • Alternative 2: Status Quo - Do Nothing Alternative. The Board to direct staff to continue current and past practice without CAD and BIM Standards and without BIM Execution Plans for upcoming projects under the Ten -Year Capital Improvement Plan, which is not recommended • Alternative 3: Conduct CAD/BIM Standards and hire Central San staff. The technology used today for more complex project and asset management systems include the CAD/BIM Standards that staff is recommending at a cost of $250,000. The as -needed support can be performed in house if new or repurposed positions are created. At least one additional full-time position would be required. However, staff is not requesting to hire a permanent position at this time. RECOMMENDED BOARD ACTION • Authorize the General Manager to execute two professional engineering services agreements with a five-year term with 1) Hazen & Sawyer, Inc. in an amount not to exceed $750,000; and 2) Stantec in an amount not to exceed $500,000, to provide as - needed CAD/BIM services for Central San projects. November 9, 2021 EOPS Regular Committee Meeting Agenda Packet - Page 22 of 29 5 Page 9 of 9 QUESTIONS? November 9, 2021 EOPS Regular Committee Meeting Agenda Packet - Page 23 of 29