HomeMy WebLinkAbout04.b. Review draft Position Paper to authroize the General Manager to execute professional engineering services agreements with McMillen Jacobs Associates and BSK Associates, in an amount not to exceed $300,000 eachPage 1 of 3
Item 4.b.
DCENTRALSAN
MEETINGDATE: JANUARY19,2022
BOARD OF DIRECTORS
POSITION PAPER
DRAFT
SUBJECT: REVIEW DRAFT POSITION PAPER TO AUTHORIZE THE GENERAL
MANAGER TO EXECUTE PROFESSIONAL ENGINEERING SERVICES
AGREEMENTS WITH MCMILLEN JACOBS ASSOCIATES AND BSK
ASSOCIATES, I N AN AMOUNT NOT TO EXCEED $300,000 EACH, TO
PROVIDE ON -CALL GEOTECHNI CAL ENGINEERING SERVICES FOR
DISTRICT PROJECTS IN FISCAL YEAR 2022 THROUGH 2O25
SUBMITTED BY: INITIATING DEPARTMENT:
CHATHURAABEYRATHNA, ASSOCIATE ENGINEERING AND TECHNICAL SERVICES -
ENGINEER CAPITAL PROJECTS
REVIEWED BY: CRAIG MIZUTANI, SENIOR ENGINEER
EDGAR J. LOPEZ, CAPITAL PROJECTS DIVISION MANAGER
JEAN-MARC PETIT, DIRECTOR OF ENGINEERING AND TECHNICAL
SERVICES
ISSUE
The Board of Directors' (Board) authorization is required for the General Manager to execute a
professional engineering services agreement in an amount greater than $200,000.
BACKGROUND
Central San uses outside 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. For example, sewer renovation projects in the Collection System Program use
in-house professional engineers for sewer design and on -call geotechnical engineering for evaluating soil
conditions to determine the feasibility of trenchless construction methods. In addition, these agreements
provide professional geotechnical expertise in evaluating certain types of claims against Central San.
Staff currently manages four geotechnical on -call contracts with BSK Associates, Cal Engineering &
Geology, Inc., DCM Consulting, Inc. (DCM), and McMillen Jacobs Associates. All of which are expiring
soon. DCM's agreement will be updated under a new agreement using the General Manager's delegated
authority. DCM is a highly recognized authority in the field of geotechnical history at Central San and in
January 19, 2022 EOPS Regular Committee Meeting Agenda Packet - Page 7 of 28
Page 2 of 3
trenchless technology in and around the San Francisco Bay Area. Staff will continue using DCM for
specialty geotechnical services on an as -needed basis.
Staff anticipates that projects across the four Capital I mprovement Budget (CI B) programs will need
some level of geotechnical engineering expertise in the upcoming fiscal years, starting in 2022 and ending
in 2025. The costs in geotechnical investigations (e.g., soil borings) have steadily increased in the past
several years. Therefore, staff reviewed and estimated the level of geotechnical effort required in the CI B
and the increased costs of preconstruction activities to estimate a collective budget of $850,000 for the
firms to be selected under Central San's solicitation requirements.
Staff prepared and posted a formal Request for Proposal (RFP) on PlanetBids and the Central San
website notifying the professional community of the proposed scope, qualifications, and budgets to all
interested consultants. On November 5, 2021, seven proposals were received and evaluated. Staff
selected McMillen Jacobs Associates, BSK Associates, and Kleinfelder as the best fit firms based on
their experience, qualifications, and past performance.
The RFP outlined that several firms may be hired based on the best fit for scope and that Central San
requires flexibility to hire more than one firm to respond to urgent design, construction, or operational
needs within the Capital Program. Therefore, the scope and budgets for each selected consultant shall be
the following:
McMillen Jacobs Associates' and BSK Associates' scope will consist of all on -call geotechnical
engineering services, including soil borings or investigations for up to $300,000 each, which requires
Board authorization.
Kleinfelder's scope will consist of all on -call geotechnical engineering services and limited soils
investigation for up to $150,000, which does not require Board authorization.
DCM's scope will consist of specialty on -call geotechnical engineering services, as previously
stated, and no soils borings, for up to $100,000, which does not require Board authorization.
ALTERNATIVES/CONSIDERATIONS
The practice of using as -needed or on -call agreements has been very successful. Executing this type of
agreement allows for reduced administration costs and staff time needed to issue individual agreements
for each project. The tasks developed under these agreements are typically low cost, and consolidating
the work is recommended. Larger tasks are typically handled under separate agreements with consultants
under project design.
FINANCIAL IMPACTS
The total estimated cost for the two Board authorized agreements may reach up to $600,000 over a three-
year period, if fully utilized. Each agreement is estimated to cost $300,000. The services provided by the
agreements are paid for and budgeted under projects identified in the yearly CI B. No additional funding is
required.
COMMITTEE RECOMMENDATION
The Engineering and Operations Committee reviewed this subject at the January 19, 2022 meeting and
recommended
January 19, 2022 EOPS Regular Committee Meeting Agenda Packet - Page 8 of 28
Page 3 of 3
RECOMMENDED BOARD ACTION
Authorize the General Manager to execute professional engineering services agreements with McMillen
Jacobs Associates and BSK Associates, in an amount not to exceed $300,000 each, to provide on -call
geotechnical engineering services for District Projects.
Strateaic Plan re -In
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 4 — Meet or exceed industry safety standards
GOAL FIVE: Infrastructure Reliability
Strategy 2 — Execute long-term capital renewal and replacement program
January 19, 2022 EOPS Regular Committee Meeting Agenda Packet - Page 9 of 28