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Home My WebLink About03.a. Review draft Position Paper to authorize the General Manager to execute twoPage 1 of 3 Item 3.a. DCENTRALSAN MEETING DATE: NOVEMBER 6, 2024 BOARD OF DIRECTORS POSITION PAPER DRAFT SUBJECT: REVIEW DRAFT POSITION PAPER TO AUTHORIZE THE GENERAL MANAGER TO EXECUTE TWO PROFESSIONAL ENGINEERING SERVICES AGREEMENTS WITH 1) MARK THOMAS AND COMPANY, INC. (MARK THOMAS) IN AN AMOUNT OF $650,000; AND 2) LCC ENGINEERING AND SURVEYING, INC. (LCC, INC.) IN AN AMOUNT OF $350,000 TO PROVIDE AS -NEEDED LAND SURVEYING SERVICES FOR DISTRICT PROJECTS SUBMITTED BY: INITIATING DEPARTMENT: GREGORY D. ST. JOHN, LAND SURVEYOR ENGINEERING AND TECHNICAL SERVICES - CAPITAL PROJECTS REVIEWED BY: SASHA MESTETSKY SENIOR ENGINEER EDGAR J. LOPEZ, CAPITAL PROJECTS DIVISION MANAGER GREG NORBY, DEPUTY GM - ENGINEERING & OPERATIONS ROGER S. BAILEY, GENERAL MANAGER ISSUE Board of Directors' (Board) authorization is required for the General Manager to execute professional engineering services agreements in an amount greater than $200,000. BACKGROUND The Capital Projects Division Survey Section (Survey) provides professional design and construction support for several of Central San's projects and serves as the framework for the Collection System Sewer Renovation Program. In addition, Survey supports treatment plant projects and maintenance, reviews materials for development projects, assists with right-of-way requests, coordinates with Asset Management, preserves monuments, and files maps in compliance with state law. An evaluation of the design and construction work projected in the next few years indicates that Survey will need additional support to fulfill these various requests. The proposed agreements will assist with upcoming capital projects within the Ten -Year Capital Improvement Plan. November 6, 2024 EOPS Regular Committee Meeting Agenda Packet - Page 3 of 64 Page 2 of 3 Staff prepared and posted a formal Request for Proposal on PlanetBids and the Central San website for as - needed land surveying services for a minimum of a three-year duration. The total level of work anticipated may reach up to $1,000,000 and is to be shared between two firms. On June 4, 2024, eight proposals were received and evaluated. The two top rated firms were Mark Thomas and LCC, Inc. based on their qualifications, past performance, and proposed fees. Contracting with two surveying firms provides Central San maximum flexibility to accommodate project needs. Furthermore, as -needed contracts result in a lower overall cost and reduce staff administration time required to issue separate individual agreements per project. Each agreement will be for a minimum duration of three years and may be extended based on the project assignment and its duration. New tasks will not be assigned after 2028 unless under urgent or emergency needs. ALTERNATIVES/CONSIDERATIONS The Board has the following two alternatives to consider or can elect to provide alternate input or direction: Many of the duties or services provided under the proposed agreements are in line with the work performed by Survey, except for specialty 3-dimensional modeling or scanning capabilities. District Projects have been using as -needed consultants for seasonal and supplemental work for several years and it's been proven to be cost effective. Capital Projects will request a limited duration position to assist Survey to validate that a permanent position may be a more cost-effective, long- term approach compared to outside services. If successful, future land surveying as -needed agreements will be lower in costs. 2. Consolidate the work into one agreement and with a single consultant firm. Mark Thomas' agreement is larger in scope and cost since services include modeling and scanning. The remainder of the agreements' cost and scope is with LCC, Inc. This alternative is not recommended as it does not allow flexibility when project work overlaps and when urgent or immediate services may be needed. FINANCIAL IMPACTS The cost of these services is estimated at approximately $333,000 per year totaling $1,000,000 for three years. The agreements will be paid for by Board authorized projects in the yearly Capital Improvement Budget. The current survey as -needed agreements were initiated in late 2021 for a total of $750,000 and will expire or close once the new agreements are in place. To date, 93 percent of the existing agreements have been spent. The increase in the cost ceiling for the new agreements are contributed to more scanning services and general escalation costs for the services. COMMITTEE RECOMMENDATION The Engineering and Operations Committee discussed this matter at its meeting on November 6, 2024 and recommended RECOMMENDED BOARD ACTION Authorize the General Manger to execute two professional engineering services agreements with 1) Mark Thomas and Company, Inc. in an amount of $650,000; and 2) LCC Engineering and Surveying, Inc. in an amount of $350,000 to provide as -needed land surveying services for District Projects. November 6, 2024 EOPS Regular Committee Meeting Agenda Packet - Page 4 of 64 Page 3 of 3 Strategic Plan re -In GOAL ONE: Customer and Community Strategy 1— Deliver high -quality customer service, Strategy 3 - Build neighborhood and industry relations 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 November 6, 2024 EOPS Regular Committee Meeting Agenda Packet - Page 5 of 64