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Home My WebLink About06. Authorize two agreements for as-needed geotechnical engineering services for District Projects Page 1 of 3 Item 6. CENTRAL SAN BOARD OF DIRECTORS POSITION PAPER MEETING DATE: FEBRUARY3, 2022 SUBJECT: AUTHORIZE THE GENERAL MANAGER TO EXECUTE PROFESSIONAL ENGINEERING SERVICES AGREEMENTS WITH MCMILLEN JACOBS ASSOCIATES AND BSK ASSOCIATES, EACH IN AN AMOUNT NOT TO EXCEED $300,000 FOR A THREE-YEAR TERM, TO PROVIDE ON-CALL GEOTECHNICAL ENGINEERING SERVICES FOR DISTRICT PROJECTS IN FISCAL YEARS 2022 THROUGH 2025 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 Roger S. Bailey General Manager 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 February 3, 2022 Regular Board Meeting Agenda Packet- Page 34 of 72 Page 2 of 3 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 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 Improvement 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. February 3, 2022 Regular Board Meeting Agenda Packet- Page 35 of 72 Page 3 of 3 COMMITTEE RECOMMENDATION The Engineering and Operations Committee reviewed this subject at the January 19, 2022 meeting and recommended approval. RECOMMENDED BOARD ACTION Authorize the General Manager to execute professional engineering services agreements with McMillen Jacobs Associates and BSK Associates, each in an amount not to exceed $300,000 for a three-year term, to provide on-call geotechnical engineering services for District projects. Strategic 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 February 3, 2022 Regular Board Meeting Agenda Packet- Page 36 of 72