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Home My WebLink About03-16-21 EO&WR Committee Packet 1 OTAY WATER DISTRICT ENGINEERING, OPERATIONS & WATER RESOURCES COMMITTEE MEETING and SPECIAL MEETING OF THE BOARD OF DIRECTORS BY TELECONFERENCE 2554 SWEETWATER SPRINGS BOULEVARD SPRING VALLEY, CALIFORNIA TUESDAY March 16, 2021 12:00 P.M. This is a District Committee meeting. This meeting is being posted as a special meeting in order to comply with the Brown Act (Government Code Section §54954.2) in the event that a quorum of the Board is present. Items will be deliberated, however, no formal board actions will be taken at this meeting. The committee makes recommendations to the full board for its consideration and formal action. AGENDA 1. ROLL CALL 2. PUBLIC PARTICIPATION – OPPORTUNITY FOR MEMBERS OF THE PUBLIC TO SPEAK TO THE COMMITTEE ON ANY SUBJECT MATTER WITHIN THE COMMITTEE'S JURISDICTION BUT NOT AN ITEM ON TODAY'S AGENDA This meeting is being held via teleconference. Members of the public may submit their comments on agendized and non-agendized items by either of the following two meth- ods: a) No later than a half hour before the start of the meeting, complete and submit a Request to Speak Form. Your request to speak will be acknowledged during the “Public Participation” portion of the meeting when the committee will hear your public comment. When called to speak, please state your Name and the City in which you reside. You will be provided three minutes to speak. OR b) No later than a half hour before the start of the meeting, email your comment to BoardSecretary@otaywater.gov and it will be read aloud during the “Public Par- ticipation” portion of the meeting. Please provide your Name and the City in which you reside, with your comment. Your comment must not take more than three minutes to read. The District’s meeting is live streamed. Information on how to watch and listen to the District’s meeting can be found at this link: https://otaywater.gov/board-of- directors/agenda-and-minutes/committee-meetings/ 2 DISCUSSION ITEMS 3. AWARD A PROFESSIONAL SERVICES CONTRACT FOR AS-NEEDED PLAN CHECK FOR DEVELOPER POTABLE AND RECYCLED WATER PROJECTS TO MURRAYSMITH, INCORPORATED IN AN AMOUNT NOT-TO-EXCEED $350,000, FOR A PERIOD OF THREE (3) FISCAL YEARS (FY 2021, FY 2022, AND FY 2023). THE CONTRACTUAL END DATE WILL BE JUNE 30, 2023 (DIPIETRO) [5 minutes] 4. ADJOURNMENT BOARD MEMBERS ATTENDING: Tim Smith, Chair Gary Croucher All items appearing on this agenda, whether or not expressly listed for action, may be delib- erated and may be subject to action by the Board. The Agenda, and any attachments containing written information, are available at the Dis- trict’s website at www.otaywater.gov. Written changes to any items to be considered at the open meeting, or to any attachments, will be posted on the District’s website. Copies of the Agenda and all attachments are also available by contacting the Acting District Secretary at (619) 670-2253. If you have any disability which would require accommodation in order to enable you to par- ticipate in this meeting, please call the Acting District Secretary at 670-2253 at least 24 hours prior to the meeting. Certification of Posting I certify that on March 12, 2021 I posted a copy of the foregoing agenda near the regu- lar meeting place of the Board of Directors of Otay Water District, said time being at least 24 hours in advance of the meeting of the Board of Directors (Government Code Section §54954.2). Executed at Spring Valley, California on March 12, 2021. /s/ Tita Ramos-Krogman, Acting District Secretary STAFF REPORT TYPE MEETING: Regular Board MEETING DATE: April 7, 2021 SUBMITTED BY: Brandon DiPietro Field Services Manager PROJECT NO./ SUBPROJECT: Various DIV. NO. ALL APPROVED BY: ☒ Michael Long, Engineering Manger ☒Rod Posada, Chief, Engineering ☒Jose Martinez, General Manager SUBJECT: Award of Professional Services Contract for As-Needed Plan Check Services for Developer Potable and Recycled Water Projects for Fiscal Years 2021, 2022, and 2023 GENERAL MANAGER’S RECOMMENDATION: That the Otay Water District (District) Board of Directors (Board) award a Professional Services contract for As-Needed Plan Check Services for Developer Potable and Recycled Water Projects to Murraysmith, Incorporated (Murraysmith) and authorize the General Manager to execute an agreement with Murraysmith in an amount not-to-exceed $350,000, for a period of three (3) fiscal years (FY 2021, FY 2022, and FY 2023). The contractual end date will be June 30, 2023. COMMITTEE ACTION: Please see Attachment A. PURPOSE: To obtain Board authorization for the General Manager to enter into a Professional Services contract for As-Needed Plan Check Services for Developer Potable and Recycled Water Projects with Murraysmith in an amount not-to-exceed $350,000, for a period of three (3) fiscal years (FY 2021, FY 2022, and FY 2023). The contractual end date will be June 30, 2023. AGENDA ITEM 3 2 ANALYSIS: The District will require the As-Needed Plan Check Services of a consulting firm to provide professional services in support of developer potable and recycled water projects. The consultant assists the Public Services Section of the Engineering Department in processing and performing plan check review for developer potable and recycled projects. The Plan Checking services require the consultant to be a Registered Civil Engineer (Project Manager) familiar with the District’s procedures. The Project Manager will provide quality control for all plan reviews. A Project Engineer will provide approximately twenty (20) hours, on average, of plan review service per set of plans. Services the consultant will perform are as follows: perform plan review activities necessary to evaluate general compliance with the District, San Diego Water Agencies’ Standards, (SDWAS), Department of Environmental Health and Quality (DEHQ), and Division of Drinking Water (DDW) standards as required for each plan received. The consultant will coordinate approval with District, DEHQ, DDW, and developers, as required. The consultant will deliver reviewed recycled water plan(s) to DEHQ for their evaluation and approval. It is anticipated that the consultant will review approximately eighty (80) projects or more. Over the same period, staff estimates the cost to perform this responsibility will not exceed $350,000. Since these services are as-needed, driven by development, and completely funded by developer deposits, the full amount of this contract may not be expended. On December 14, 2020, the District solicited for As-Needed Plan Check Services for Developer Potable and Recycled Water Projects by placing an advertisement on the District’s website, on Periscope (formerly BidSync), and in the San Diego Daily Transcript. Six (6) firms submitted a letter of interest and a statement of qualifications. The Request for Proposal (RFP) for As-Needed Plan Check Services for Developer Potable and Recycled Water Projects was sent to the six (6) firms resulting in three (3) proposals received by Friday, January 20, 2021, from the following firms: • Murraysmith Incorporated, San Diego, CA • PdM Consulting, Inc, Oceanside, CA • West Yost Associates, San Diego, CA 3 The three (3) firms that chose not to submit a proposal were Horrocks Engineers, Hunsaker and Associates, and VDLA Landscape Architects. Of the three (3) proposals received, they were found to be responsive with respect to the District’s requirements. The remaining three (3) declined to propose due to various reasons including expressing difficulty with finding capacity to accommodate additional work. In accordance with the District’s Policy 21, staff evaluated and scored the written proposals of the three (3) firms on Wednesday, February 10, 2021. On February 18, 2021, the District conducted interviews via Zoom with the three (3) firms. The District has chosen to utilize one consultant for this contract due to the volume of plan checks expected. Murraysmith received the highest score for their services based on their experience, understanding of the scope of work, and proposed method to accomplish the work. Though the composite rate was higher, the District expects to realize continued efficiencies in reduced consultant and District staff time in the processing of plan checks utilizing technological advances employed by Murrysmith and the District. Murraysmith was the most qualified with the best overall rating or ranking. A summary of the complete evaluation is shown in Attachment B. Murraysmith submitted the Company Background Questionnaire, as required by the RFP, and staff did not find any significant issues. Staff checked their references and performed an internet search on the company. Staff found the references to be excellent and did not find any outstanding issues with the internet search. Murraysmith’s project manager, listed in the proposal, has vast plan checking and project management experience. Staff estimated that an average of $3,000 will be needed per project to perform the plan check review services. The District recuperates these funds by billing directly to the developer. The District has historically utilized professional As-Needed services to support the delivery of private developer’s potable and recycled water projects. The use of the As-Needed services is directly tied to the rate of development, which is influenced by the economy. As-Needed services are flexible and only used as development is initiated. As a result, the use of As-Needed services in support of developer projects has been a useful tool that can accommodate economic swings that may occur over time. 4 FISCAL IMPACT: ☒ Joe Beachem, Chief Financial Officer Plan check, inspection, and project management services are an on-going effort provided by the District’s Public Services Division in support of developer projects. This expense is completely funded by developer deposits and does not affect the District’s operating budget. STRATEGIC GOAL: This Project supports the District’s Mission statement, “To provide exceptional water and wastewater service to its customers, and to manage District resources in a transparent and fiscally responsible manner” and the General Manager’s Vision, "To be a model water agency by providing stellar service, achieving measurable results, and continuously improving operational practices." GRANTS/LOANS: Not applicable. LEGAL IMPACT: None. BD/ML:jf OneDrive\ENG OPERATING - Documents\As-Needed Services\Plan Checking\FY21-23\ Staff Report As-Needed Plan Check Services for Developer Potable and Recycled Water Projects.docx Attachments: Attachment A – Committee Action Attachment B – Summary of Proposal Rankings ATTACHMENT A SUBJECT/PROJECT: Various Award of Professional Services Contract for As-Needed Plan Check Services for Developer Potable and Recycled Water Projects for Fiscal Years 2021, 2022, and 2023 COMMITTEE ACTION: The Engineering, Operations, and Water Resources Committee (Committee) reviewed this item at a meeting held on March 16, 2021. The Committee supported staff's recommendation. NOTE: The “Committee Action” is written in anticipation of the Committee moving the item forward for Board approval. This report will be sent to the Board as a Committee approved item or modified to reflect any discussion or changes as directed from the Committee prior to presentation to the full Board. Qualificatio ns of Team Responsiveness and Project Understand Technical and Manageme nt INDIVIDUAL SUBTOTAL - WRITTEN AVERAGE SUBTOTAL - WRITTEN Proposed Rates* Consultant's Com TOTAL - WRITTEN Additional Creativity and Insight Strength of Project Manager Presentation and Communicati on Skills Responses to Questions INDIVIDUAL TOTAL - ORAL AVERAGE TOTAL ORAL TOTAL SCORE 30 25 30 85 85 15 Y/N 100 15 15 10 10 50 50 150 Poor/Good/ Excellent Marciano Santos 18 20 20 58 12 13 7 7 39 Brandon DiPietro 22 21 21 64 13 13 7 7 40 Michael Long 21 20 23 64 11 11 6 7 35 Jon Chambers 21 19 23 63 10 10 6 7 33 Juan Tamayo 25 20 20 65 10 10 8 7 35 Marciano Santos 25 22 25 72 13 14 8 8 43 Brandon DiPietro 26 22 24 72 14 13 9 8 44 Michael Long 27 23 26 76 13 13 8 9 43 Jon Chambers 26 21 26 73 14 13 8 8 43 Juan Tamayo 25 20 24 69 12 12 10 9 43 Marciano Santos 24 22 24 70 14 14 8 9 45 Brandon DiPietro 28 24 26 78 15 14 9 7 45 Michael Long 27 23 27 77 12 13 8 9 42 Jon Chambers 28 23 27 78 13 13 9 7 42 Juan Tamayo 25 22 25 72 13 12 10 9 44 Consultant Weighted Rate Score PdM $74 15 *The fees were evaluated by comparing the weighted rates for six positions. The sum of the weighted rates are noted on the Rates Scoring Chart. West Yost $149 2 Note: Review Panel does not see or consider rates when scoring other categories. Rates are scored by a staff member who is not on the Review Panel. Murraysmith $165 1 REFERENCES 75 Y 76 2 44 15PdM63 74 120 Excellent RATES SCORING CHART YWest Yost 72 36 114 43 117 1 ATTACHMENT B SUMMARY OF PROPOSAL RANKINGS As-Needed Plan Check Services for Developer Potable and Recycled Water Projects - Fiscal Years 2021, 2022, and 2023 WRITTEN ORAL Murraysmith Y 78 MAXIMUM POINTS