HomeMy WebLinkAbout5.b. Review draft Position Paper to authorize the General Manager to execute a professional engineering services agreement with Woodard & Curran, Inc. in an amount not to exceed $1,400,000 for the Collection System Master Plan Update; execute four profes Page 1 of 4
Item 5.b.
CENTRAL SAN BOARD OF DIRECTORS
POSITION PAPER
MEETING DATE: MAY 18, 2022
SUBJECT: REVIEW DRAFT POSITION PAPER TO AUTHORIZE THE GENERAL
MANAGER TO EXECUTE A PROFESSIONAL ENGINEERING SERVICES
AGREEMENT WITH WOODARD & CURRAN, INC. IN AN AMOUNT NOT TO
EXCEED $1,400,000 FOR THE COLLECTION SYSTEM MASTER PLAN
UPDATE; EXECUTE FOUR PROFESSIONAL ENGINEERING SERVICES
AGREEMENTS FOR ON-CALL SUPPORT SERVICES WITH: 1) GHD, INC.,
IN AN AMOUNT NOT TO EXCEED $350,000; 2) WEST YOST ASSOCIATES,
INC., IN AN AMOUNT NOT TO EXCEED $600,000; 3) WOODARD & CURRAN,
INC., IN AN AMOUNT NOT TO EXCEED $600,000; AND 4) V&A, INC. IN AN
AMOUNT NOT TO EXCEED $375,000; TRANSFER $750,000 FROM THE
CAPITAL IMPROVEMENT BUDGET CONTINGENCYTO DISTRICT
PROJECT 100028 FOR THE COLLECTION SYSTEM MASTER PLAN
UPDATE; AND FIND THE AGREEMENTS ARE EXEMPT FROM THE
CALIFORNIA ENVIRONMENTAL QUALITYACT
SUBMITTED BY: INITIATING DEPARTMENT:
JUSTIN WAPLES, ASSOCIATE ENGINEER ENGINEERING AND TECHNICAL SERVICES-
DAN FROST, SENIOR ENGINEER PDS-PLANNI NG AND APPLI ED RESEARCH
REVIEWED BY: 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 a professional
engineering services agreement in an amount greater than $200,000. Board authorization is also required
to transfer funds from Capital I mprovement Budget (CI B) Contingency Account to individual projects in an
amount greater than $500,000.
BACKGROUND
The last Collection System Master Plan (CSMP)was completed as part of the 2017 Comprehensive
Wastewater Master Plan. Staff recommends updating the CSMP to better understand upcoming and
future capital improvement needs, to enhance the CSMP so that it supports Central San's upcoming
Fiscal Year 2022-24 Strategic Plan and other Central San initiatives towards being a Utility of the Future
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that considers smart solutions, and ensures its infrastructure and services are both resilient and
sustainable. The CSMP Update is expected to start in June or July 2022 and will continue for
approximately 12 to 16 months.
Central San's collection system comprises of over 1,500 miles of gravity sewers, 21 miles of force mains,
18 pump stations, collection system operations facilities and equipment, and many other support facilities.
The collection system includes several billions of dollars of assets which are critical for ensuring
continuous operation and conveyance of over 13 billion gallons of wastewater per year. Within the next 10
years, Central San expects to invest nearly$335 million (M) in capital improvements for the Collection
System Program. Staff will work with the CSMP consultant to develop and clarify Central San's vision for
the Collection System Program, conduct field inspections and desktop technical evaluations, and prepare
the CSMP report documents and Capital Improvement Plan (CI P).
In addition to working with the CSMP consultant, staff will continue to perform ongoing collection system
planning work that will support the CSMP Update (e.g. I nfoWorks I CM dynamic model updates and
evaluations, I nfoAsset Planner sewer risk and renovation forecast updates, large diameter inspection and
renovation work, and force main inspection work). This other collection system planning work is being
completed under existing on-call agreements that were established in 2019 for a 3-year duration, and will
be continued under new on-call agreements included in this position paper.
Consultant Selection
Staff issued a Request for Proposal (RFP)for professional engineering services for the CSMP Update,
and performed a comprehensive consultant selection process. On April 4, 2022, Central San received
three proposals: 1) Woodard & Curran, Inc. (W&C); 2) West Yost Associates, I nc.; and 3) G HD, I nc.After
conducting interviews on April 26, 2022 with all three proposers, staff selected W&C to lead and prepare
the CSMP Update. The W&C team includes additional subject matter expertise and services provided
from VW Housen &Associates, Carollo Engineers, Inc. and V&A Consulting Engineers.
In addition to selecting the CSMP Update consultant, the RFP included the option for proposers and their
subconsultants to be selected for other collection system planning work on an as-needed, on-call basis.All
of the proposers and their subconsultants offered industry leading experts with a range of skillsets that can
help Central San carry forward its collection system programs and projects. Based on expected collection
system planning, modeling, inspection programs, and other needs over the next five years, staff selected
the following consultants for on-call services agreements that exceed $200,000: GHD, I nc.; W&C; West
Yost Associates, I nc.; and V&A, I nc. Other consultants selected for on-call services include Carollo
Engineers, Inc. and VW Housen &Associates, Inc.; however, those agreements will be less than
$200,000, within General Manager's authority.
California Environmental Quality Act(CEQA)
Staff has concluded that these actions are exempt from CEQA under District CEQA Guidelines Section
15262, since they allow for further planning and feasibility studies for possible future actions which Central
San has not approved, adopted, or funded, and the outcome of these tasks will not have a legally binding
effect on later activities.Approval of these actions will establish the Board's independent finding that these
agreements are exempt from CEQA. Central San will conduct an environmental evaluation of any
environmental-altering, physical project that is proposed in the future as a result of these studies to
determine the need for any additional CEQA documentation.
ALTERNATIVES/CONSIDERATIONS
Alternative 1 -Authorize the W&C agreement for the CSMP Update; however, do not authorize the on-
call agreements at this time. This alternative is not recommended because existing on-call agreements
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expire in November and December 2022. The use of on-call agreements is current practice and is
preferred over executing multiple small agreements because of efficiencies gained in managing fewer
agreements.
Alternative 2 - Do not authorize the agreements and do not update the CSMP. This is not recommended
because the CSMP Update is an important process that documents Central San's plan for addressing
infrastructure needs and opportunities for the Cl P, provides necessary budgetary forecast information for
sewer service charge rate planning, and helps identify how Central San's Operations and Maintenance
practices and CI P will help Central San achieve its mission, vision, values and goals outlined in the
Strategic Plan.
FINANCIAL IMPACTS
The total cost for the CSMP Update is estimated at$1.75 M, which includes consulting services for$1.40
M (estimated at$1.25 M with an additional allowance of $150,000) and staff time for$350,000.
The CSMP Update, District Project 100028, is listed on page 225 of the Fiscal Year 2021-22 Central San
Budget and has sufficient funds to initiate the project; however, additional funds will be required to
complete the work. A transfer of$750,000 from the Cl B Contingency Account to District Project 100028
will be completed upon Board approval. The C I B Contingency Account had $1.75 M remaining as of the
March 31, 2022 C I B Report.
The amounts for the on-call agreements are from $20,000 to $120,000 per year for 5-year total agreement
amounts ranging from $100,000 to $600,000. The on-call agreements with total amounts exceeding
$200,000 require Board authorization and are included in this position paper.
The consultants have been informed and understand that an on-call agreement is not a guarantee of work.
The agreements provide a go-to consulting firm when specialty support and expertise is required. The
services provided by the on-call agreements are paid for and included in the Board-approved Budget. No
additional funding for the on-call agreements is required.
COMMUNITY OUTREACH
A critical element of the CSMP Update will be to generate executive summaries, figures, messaging, and
other documentation that will be used to support Central San's ongoing community outreach efforts, led by
Central San's Communication Services and Intergovernmental Relations workgroup.
COMMITTEE RECOMMENDATION
The Real Estate, Environmental and Planning Committee reviewed this matter at its meeting on May 18,
2022 and recommended
RECOMMENDED BOARD ACTION
Staff recommends the following Board actions:
1. Find that these agreements are exempt from CEQA;
2. Authorize the General Manager to transfer$750,000 from the Cl B Contingency Account to District
Project 100028 for the Collection System Master Plan Update;
3. Authorize the General Manager to execute a professional engineering services agreement with
Woodard & Curran, I nc. in an amount not to exceed $1,400,000 for the Collection System Master
Plan Update;
4. Authorize the General Manager to execute four professional engineering services agreements for
on-call services with:
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• GHD, Inc., in an amount not to exceed $350,000;
• West Yost Associates, I nc., in an amount not to exceed $600,000;
• Woodard & Curran, Inc., in an amount not to exceed $600,000; and
• V&A, Inc., in an amount not to exceed $375,000.
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, Strategy 2—Anticipate and prepare for potential regulatory
changes
GOAL THREE:Fiscal Responsibility
Strategy 1—Maintain financial stability and sustainability,, Strategy 2—Ensure integrity and transparency in financial
management
GOAL FOUR: Workforce Development
Strategy 1 - Ensure adequate staffing and training to meet current and future operational levels
GOAL FIVE:Infrastructure Reliability
Strategy 1—Manage assets optimally to prolong their useful life, Strategy 2—Execute long-term capital renewal and
replacement program, Strategy 3—Protect personnel and assets from threats and emergencies
GOAL SIX:Innovation and Optimization
Strategy 1—Implement the Central San Smart Initiative, Strategy 2—Improve and modernize operations through
technology and efficiency measures
GOAL SEVEN:Agility and Adaptability
Strategy 2—Plan ahead for scenarios of direct adverse impacts
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