HomeMy WebLinkAbout08. Authorize two as-needed service agreements for CAD/BIM services Page 1 of 3
Item 8.
CENTRAL SAN BOARD OF DIRECTORS
POSITION PAPER
MEETING DATE: NOVEMBER 18, 2021
SUBJECT: AUTHORIZE THE GENERAL MANAGER TO EXECUTE TWO
PROFESSIONAL ENGINEERING SERVICES AGREEMENTS WITH; 1)
HAZEN & SAWYER, I NC. I N 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 PROVIDE AS-NEEDED CAD/BIM SERVICES FOR
CENTRAL SAN PROJECTS
SUBMITTED BY: INITIATING DEPARTMENT:
KHAE BOHAN, ASSET MANAGEMENT ENG-PDS-DIVISION MANAGER
PROGRAM ADMINISTRATOR
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 Iifecycle 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
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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 approval.
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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
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