HomeMy WebLinkAbout04.b. Review draft Position Paper to authorize two as-needed utility locating services contracts with Sandis Civil Engineers and with F3 & Associates Page 1 of 3
Item 4.b.
CENTRAL SAN BOARD OF DIRECTORS
POSITION PAPER
DRAFT
MEETING DATE: OCTOBER 11, 2022
SUBJECT: REVIEW DRAFT POSITION PAPER TO AUTHORIZE THE GENERAL
MANAGER TO EXECUTE TECHNICAL CONSULTING SERVICES
AGREEMENTS WITH: 1) SANDIS CIVIL ENGINEERS, SURVEYORS, AND
PLANNERS I N AN AMOUNT NOT TO EXCEED $350,000, AND 2) F3 &
ASSOCIATES, I NC. I N AN AMOUNT NOT TO EXCEED $300,000 FOR AS-
NEEDED UTILITY LOCATING FOR DISTRICT PROJECTS; AND FIND
THESE AGREEMENTS ARE EXEMPT FROM THE CALIFORNIA
ENVIRONMENTAL QUALITYACT
SUBMITTED BY: INITIATING DEPARTMENT:
DAMASI0 ZEPEDA ARAGON, ASSOCIATE ENGINEERING AND TECHNICAL SERVICES-
ENGINEER CAPITAL PROJECTS
REVIEWED BY: EDGAR J. LOPEZ, CAPITAL PROJECTS DIVISION MANAGER
ISSUE
The Board of Directors (Board) authorization is required for the General Manager to execute a technical
consulting services agreement in an amount greater than $200,000.
BACKGROUND
Utility locating is an integral part of the design process of capital improvement projects and involves
identifying existing sanitary sewer mains and utilities with the purpose of verifying and recording
information. These results are used to evaluate alternatives during design, prevent damage to existing
utilities, and minimize change orders during construction.
Staff currently manages utility locating agreements with F3 &Associates, Inc. (F3) and Sandis Civil
Engineers, Surveyors, and Planners (Sandis), which were executed in the Fall of 2020. Both contracts
were intended to be for three years and have been depleted sooner than expected due to the increase in
utility locating for projects, especially within the Treatment Plant Program. Staff estimated the level of utility
locating efforts required in the Capital Improvement Program (CI P) in the upcoming fiscal years starting in
2022 and ending in 2025 and proposes executing up to three utility locating agreements to ensure needs
are met.
Staff prepared and posted a Request for Proposal (RFP) on PlanetBids and Central San's website
notifying all interested firms of the proposed scope, qualifications, and budgets. On August 10, 2022, six
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proposals were received and evaluated. Staff selected F3, Sandis, and Psomas as the best fit companies
for the as-needed utility locating services contracts based on their qualifications, experience and fees. F3
and Sandis are well known companies in the utility locating field and have experience working on District
Projects. Psomas, while not as established in the utility locating field is well known in the construction
management field and has shown to be capable of completing the proposed work. Staff proposes
executing a third contract with Psomas under the General Manager's delegated authority, cost under
$200,000 on a trial basis.
I n recent years staff has also been exploring ways to optimize the lengthy process of gathering utility data
once it has been marked on site. The current process involves the participation of utility locators, design
engineers, and surveyors. Utility locators mark utilities in the field and provide detailed PDF format
sketches of their findings. District staff then visits the sites to confirm data and finally, surveyors gather the
field markings and generate electronic AutoCAD files for design. During the RFP process, staff learned
that Sandis currently has and deploys innovative global positioning systems (GPS) enabled ground
penetrating radar equipment that offers the innovation of mapping underground utilities in a 3D format while
locating utilities. This technology allows Sandis to provide deliverables in AutoCAD format, which would
accurately overlay with traditional design drawings. If successful, this would significantly streamline the
process of utility locating and gathering of data for designs in certain situations. Staff proposes a larger
contract with Sandis to allow for a pilot of this technology.
California Environmental Quality Act(CEQA)
Staff has concluded that these agreements are exempt from CEQA under District CEQA Guidelines
Section 15262, since it will provide information for design of sewer improvements and will not have a
legally-binding effect on later activities.Approval of these agreements will establish the Board of Directors'
independent finding that these agreements are exempt from CEQA.
ALTERNATIVES/CONSIDERATIONS
The Board can elect not to authorize the General Manager to execute the agreements. This is not
recommended since the work is needed to implement several projects within the CI P.
FINANCIAL IMPACTS
A total of$850,000 is estimated to be spent within the next three years for utility locating services in the
CI P, which includes $600,000 for utility locating with F3 and Sandis, $50,000 for the GPS pilot with
Sandis, and up to $200,000 with Psomas.
The RFP outlined that several companies may be hired, and the District requires flexibility to hire more
than one company to respond to urgent CI P design or construction needs. These services are budgeted
into the annual Capital Improvement Budget. Approval of these services does not change this fiscal
year's budget or in the future.
COMMITTEE RECOMMENDATION
The Engineering and Operations Committee reviewed this subject at the October 11, 2022 meeting and
recommended
RECOMMENDED BOARD ACTION
Staff recommends the following Board action:
1. Find these agreements are exempt from CEQA; and
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2. Authorize the General Manager to execute two technical consulting services agreements for as-
needed utility locating for District Projects with the following firms and in amounts not to exceed:
• Sandis Civil Engineers, Surveyors, and Planners for$350,000; and
• F3 &Associates, Inc. for$300,000.
Strategic Plan Tie-In
GOAL TWO: Environmental Stewardship
Strategy 1 -Achieve compliance in all regulations
GOAL FOUR: Governance and Fiscal Responsibility
Strategy 3- Maintain financial stability and sustainability
GOAL SIX: Infrastructure Reliability
Strategy 2- Execute long-term capital renewal and replacement program
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