HomeMy WebLinkAbout4.d. Review draft Position Paper to authorize the General Manager to execute four professional engineering services agreements for a five-year term to provide as-needed collection system planning services with: Page 1 of 3
Item 4.d.
CENTRAL SAN BOARD OF DIRECTORS
POSITION PAPER
DRAFT
MEETING DATE: AUGUST 15, 2022
SUBJECT: REVIEW DRAFT POSITION PAPER TO AUTHORIZE THE GENERAL
MANAGER TO EXECUTE FOUR PROFESSIONAL ENGINEERING
SERVICES AGREEMENTS FORA FIVE-YEAR TERM TO PROVIDE AS-
NEEDED COLLECTION SYSTEM PLANNING SERVICES WITH:
• WOODARD & CURRAN, INC., I N AN AMOUNT NOT TO EXCEED
$600,000;
• WEST YOST ASSOCIATES, INC., I N AN AMOUNT NOT TO EXCEED
$600,000;
• GHD, INC., I N AN AMOUNT NOT TO EXCEED $375,000;
• V&A, INC., I N AN AMOUNT NOT TO EXCEED $375,000; AND
FIND THE AGREEMENTS ARE EXEMPT FROM THE CALIFORNIA
ENVIRONMENTAL QUALITYACT
SUBMITTED BY: INITIATING DEPARTMENT:
JUSTIN WAPLES, ASSOCIATE ENGINEER ENG-PDS-DIVISION MANAGER
DAN FROST, SENIOR ENGINEER
REVIEWED BY: DANEA GEMMELL, PLANNING AND DEVELOPMENT SERVICES DIVISION
MANAGER
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.
BACKGROUND
In the past, the Planning and Development Services Division has contracted with a number of consulting
firms to provide on-call contracts to assist with the delivery of small to medium sized tasks and to augment
Central San's ability to managing work loads by pre-qualifying firms to provide services. As workload
increases consulting firm support is needed to continue to provide necessary planning functions for both
Operations and Capital Projects. I n late 2019, a number of firms received on-call contracts with three-year
terms for a variety of planning services.
I n Spring 2022, staff issued a Request for Proposal (RFP)for professional engineering services for the
Collection System Masterplan Update (CSMP)which included the option for proposers and their
subconsultants to be selected for other collection system planning work on an as-needed, on-call basis.
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Central San received three proposals from Woodard & Curran, Inc. (W&C); West Yost Associates, Inc.;
and GHD, Inc. The W&C team includes additional subject matter expertise and services provided by V&A
Consulting Engineers, Carollo Engineers, Inc. and VW Housen &Associates, Inc.
On July 7, 2022, the Board awarded a professional engineering services agreement in an amount not to
exceed $1.4 million with W&C for the CSMP. 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, Inc.; W&C; West Yost Associates, Inc.; and
V&A, Inc. 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, and within General Manager's
authority.
The on-call services agreement will be used by the Planning and Development Services Division to help
support Collection Systems Operations and Capital Projects, in ongoing collection system planning work
including InfoWorks ICM dynamic model updates and evaluations, InfoAsset Planner sewer risk and renovation
forecast updates, large diameter inspection and renovation work, and force main inspection work.
The practice of using as-needed or on-call agreements has been very successful at Central San.
Executing this type of agreement allows for reduced administration costs and staff time needed to
administer individual agreements for each project or task.
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
Do not authorize the on-call agreements at this time. This alternative is not recommended because existing
on-call agreements expires 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.
FINANCIAL IMPACTS
The amounts for the on-call agreements are from $30,000 to $120,000 per year for a five-year total
agreement amounts ranging from $150,000 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.
COMMITTEE RECOMMENDATION
The Real Estate, Environmental and Planning Committee reviewed this matter at its meeting on August
15, 2022 and recommended
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RECOMMENDED BOARD ACTION
Staff recommends the following Board actions:
1. Find that these agreements are exempt from CEQA; and
2. Authorize the General Manager to execute four professional engineering services agreements for a
five-year term to provide as-needed collection system planning services with:
• Woodard & Curran, Inc., in an amount not to exceed $600,000;
• West Yost Associates, I nc., in an amount not to exceed $600,000;
• V&A, Inc., in an amount not to exceed $375,000; and
• GHD, Inc., in an amount not to exceed $375,000.
Stratedc Plan Tie-In
GOAL SIX.Infrastructure Reliability
Strategy 1 - Manage assets optimally, Strategy 2- Execute long-term capital renewal and replacement program
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