Loading...
HomeMy WebLinkAbout07. Authorize two agreements with Sandis Civil Engineers, and F3 & Associates for as-needed utility locating services for District projects Page 1 of 3 Item 7. CENTRAL SAN BOARD OF DIRECTORS POSITION PAPER MEETING DATE: OCTOBER 20, 2022 SUBJECT: AUTHORIZE THE GENERAL MANAGER TO EXECUTE TECHNICAL CONSULTING SERVICES AGREEMENTS WITH 1) SANDIS CIVIL ENGINEERS, SURVEYORS, AND PLANNERS IN 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: SASHA MESTETSKY SENIOR ENGINEER EDGAR J. LOPEZ, CAPITAL PROJECTS DIVISION MANAGER Roger S. Bailey General 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 October 20, 2022 Regular Board Meeting Agenda Packet- Page 33 of 143 Page 2 of 3 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 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. October 20, 2022 Regular Board Meeting Agenda Packet- Page 34 of 143 Page 3 of 3 COMMITTEE RECOMMENDATION The Engineering and Operations Committee reviewed this matter at its October 11, 2022 meeting and recommended approval. RECOMMENDED BOARD ACTION Staff recommends the following Board action: 1. Find these agreements are exempt from CEQA; and 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 October 20, 2022 Regular Board Meeting Agenda Packet- Page 35 of 143