HomeMy WebLinkAbout07-20-21 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 July 20, 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/
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DISCUSSION ITEMS
3.AUTHORIZE THE GENERAL MANAGER TO ENTER INTO AN AGREEMENT WITHKIRK PAVING FOR AS-NEEDED EMERGENCY PAVING SERVICES IN ANAMOUNT NOT-TO-EXCEED $300,000 FOR THE INITIAL TERM PLUS FOUR (4)
ONE-YEAR OPTION RENEWAL TERMS, FOR A TOTAL OF $1,500,000 OVER FIVEYEARS (MEDEROS) [5 minutes]
4.AWARD TWO (2) PROFESSIONAL SERVICES AGREEMENTS FOR AS-NEEDEDGEOTECHNICAL ENGINEERING AND AUTHORIZE THE GENERAL MANAGER TO
EXECUTE TWO (2) AGREEMENTS WITH ATLAS TECHNICAL CONSULTANTS,LLC AND NINYO & MOORE GEOTECHNICAL AND ENVIRONMENTAL SCIENCESCONSULTANTS, INC., EACH IN AN AMOUNT NOT-TO-EXCEED $175,000. THETOTAL AMOUNT OF THE TWO CONTRACTS WILL NOT EXCEED $175,000DURING FISCAL YEARS 2022, 2023, AND 2024 (ENDING JUNE 30, 2024)
(CAMERON) [5 minutes]
5.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 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 District Secretary at 670-2253 at least 24 hours prior to the meeting.
Certification of Posting
I certify that on July 16, 2021, I posted a copy of the foregoing agenda near the regular 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 July 16, 2021.
/s/ Tita Ramos-Krogman, District Secretary
STAFF REPORT
TYPE MEETING: Regular Board MEETING DATE: August 4, 2021
SUBMITTED BY:
Charles Mederos,
Utility Services Manager
PROJECT: Various DIV. NO. ALL
APPROVED BY: Pedro Porras, Chief of Water Operations
Jose Martinez, General Manager
SUBJECT: AS-NEEDED EMERGENCY PAVING SERVICES AGREEMENT
GENERAL MANAGER’S RECOMMENDATION:
That the Board authorize the General Manager to enter into an agreement with Kirk Paving for as-needed emergency paving services in an amount
not-to-exceed $300,000 for the initial term plus four (4) one-year option renewal terms, for a total of $1,500,000 over five years.
COMMITTEE ACTION:
See “Attachment A.”
PURPOSE:
To perform the needed and critical asphaltic concrete emergency paving work that the District is accountable for, in a cost-effective and timely manner without affecting the current annual as-needed paving
contract for regular non-emergency work.
ANALYSIS:
The District currently has a five-year contract in place, effective
July 1, 2019, in the amount of $200,000 per fiscal year for as-needed paving services. This contract is utilized to maintain and repair the removal and re-installation of asphalt paving in public roadways when repairs are performed for regular corrective and preventive maintenance
AGENDA ITEM 3
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to preserve water delivery infrastructure. The District has exercised
two of the four annual option renewal terms. During the past year and a half, the District has experienced several main breaks and leaks (Attachment B) in which staff needed to utilize the as-needed paving
services contract to base pave or to complete the work. FY 2021 expenses for this contract is estimated to be close to $235,000 and the General
Manager approved an additional $75,000 to cover emergency repairs for unexpected events, such as paving work for the main breaks on Orville Street in Spring Valley and initial paving work on the recycled main
break on Olympic Parkway in Chula Vista.
To efficiently expedite emergency road repairs in a safe and cost-effective manner, a new contract is recommended to reduce the time it takes to solicit bids, award a contract, and initiate paving work. This
will also allow to track regular and emergency repairs without exhausting the dedicated fund for each contract. Since emergency paving
work will be third-party damages, the charges will be reimbursed to the District via claims submitted to the District’s insurance provider ACWA-JPIA.
In accordance with the District’s purchasing requirements, bids were
solicited on June 3, 2021, via Periscope Source (the District’s online bid solicitation portal), the District’s website, and in the Daily Transcript. On June 14, 2021, four prospective contractors attended a pre-bid conference via Zoom. Bids were received through Periscope Source on June 24, 2021, and publicly open via Zoom with the following result:
Bidder Weighted Score Kirk Paving 27,776Koch General Engineering 56,857RGC General Engineering 72,531
Bids have been submitted, on a unit-cost basis, based on the different types of work typically required during emergency work paving. The types of work are assigned a weight-factor, centered on the District’s
experience of the frequency they will be employed during the term of the agreement. These weights are multiplied by the unit cost to
determine a unit score based on the corresponding unit of measurement, i.e., by square footage, that the contractor will perform the work.Unit scores are totaled to provide the overall score of the bid and thecontractor with the lowest overall score is the lowest bidder. Pleaserefer to “Attachment C.”
It is recommended that the District enter into an agreement with Kirk Paving for as-needed emergency paving services in an amount not-to-exceed $300,000 for the initial term plus four (4) one-year option
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renewal terms, for total of $1,500,000 over five years. The table below
illustrates the format of the agreement:
Term Year NTE Amount
Initial Term FY 2022 $300,000
Option to Renew Term 1 FY 2023 $300,000
Option to Renew Term 2 FY 2024 $300,000
Option to Renew Term 3 FY 2025 $300,000
Option to Renew Term 4 FY 2026 $300,000
Total $1,500,000
Every year, staff will assess the cost of paving, which is believed to increase due to the rise in construction activities, and will discuss
with the contractor if their unit price remains the same or if a reasonable increase adjustment is needed for an additional year contract. Then, staff will either propose to renew the contract or will
go over the process again requesting additional proposals from other contractors.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
The emergency paving work will be third-party damages and charges will be reimbursed to the District, thus resulting in no fiscal impact. There may be an indirect impact in that the insurance claim history affects future insurance premiums.
STRATEGIC GOAL:
5.3.512 – Water Distribution System Integrity. As well as maintaining
a safe and continuous water supply and safety to the general public.
LEGAL IMPACT:
None
Attachments: Attachment A – Committee Action Attachment B – Detailed Expense for Paving Work Attachment C - As-Needed Paving Services Bid Score Sheet
Kirk Paving
ATTACHMENT A
SUBJECT/PROJECT: AS-NEEDED EMERGENCY PAVING SERVICES AGREEMENT
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee met on July 20, 2021, to review this item. The Committee supports presentation to
the full Board for their consideration.
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.
ATTACHMENT B
Date Amount Contractor Account Location PO
3/31/2020 $51,655.89 KIRK PAVING INC p1330-001000-5204-533101 11-1311-5331 Main St PO 721065
9/15/2020 $21,489.00 KIRK PAVING INC p1350-001000-6401-
525201 11-1311-5252 Orville St PO 721204
10/7/2020 $65,056.75 KIRK PAVING INC p1350-000000-5420-
525201 11-1311-5252 Olympic Pkwy PO 721204
Pending $141,980.00 KIRK PAVING INC p1350-001000-6401-
525201 11-1311-5252 Olympic Pkwy PO 721383
11/10/2020 $1,753.00 KIRK PAVING INC p1350-000000-5420-
525201 11-1311-5252 Olympic Pkwy PO 721204
6/28/2021 $42,181.85 KOCH GENERAL ENG P1350-000000-5420-525201 11-1311-5252 Olympic Pkwy - #2 PO 721435
4/22/2021 $54,545.04 KIRK PAVING INC p1350-004000-5420-525201 11-1311-5252 Olympic Pkwy - #2 PO 721204
Totals $378,661.53
ATTACHMENT C
STAFF REPORT
TYPE MEETING: Regular Board MEETING DATE: August 4, 2021
SUBMITTED BY: Kevin Cameron Senior Civil Engineer
PROJECT: Various DIV. NO. All
APPROVED BY: Bob Kennedy, Engineering Manager
Rod Posada, Chief, Engineering
Jose Martinez, General Manager
SUBJECT: Award of Two (2) Professional Services Agreements for As-Needed Geotechnical Engineering During Fiscal Years 2022,
2023, and 2024
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors (Board)
award two (2) professional services agreements for As-Needed Geotechnical Engineering and to authorize the General Manager to execute two (2) agreements with Atlas Technical Consultants, LLC (Atlas) and Ninyo & Moore Geotechnical and Environmental Sciences Consultants, Inc. (Ninyo & Moore), each in an amount not-to-exceed
$175,000. The total amount of the two contracts will not exceed $175,000 during Fiscal Years 2022, 2023, and 2024 (ending June 30, 2024).
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
To obtain Board authorization for the General Manager to enter into two (2) professional services agreements for As-Needed Geotechnical
Engineering with Atlas and Ninyo & Moore, each contract in an amount not-to-exceed $175,000 for Fiscal Years 2022, 2023, and 2024. The total amount of the two (2) contracts will not exceed $175,000 during
Fiscal Years 2022-2024.
AGENDA ITEM 4
ANALYSIS:
The District will require the services of two (2) professional geotechnical engineering consultants on an as-needed basis in support
of Capital Improvement Program (CIP) projects for Fiscal Years 2022, 2023, and 2024. It is more efficient and cost effective to issue as-needed contracts for Geotechnical Engineering Services, which will
provide the District with the ability to obtain consulting services in a timely and efficient manner. This concept has also been used in
the past for other disciplines, such as construction management, engineering design, hydraulic modeling, and environmental services. The District staff will identify tasks and request cost proposals from the two consultants during the contract period. Each consultant
will prepare a detailed scope of work, schedule, and fee for each task order, with the District evaluating the proposals based upon qualifications and cost. The District will enter into negotiations
with the consultants, selecting the proposal that has the best value for the District. Upon written task order authorization from the
District, the selected consultant shall then proceed with the project as described in the scope of work. The CIP projects that are estimated to require Geotechnical Engineering Services for Fiscal Years 2022, 2023, and 2024 at this
time, are listed below:
CIP DESCRIPTION ESTIMATED COST
P1000 Soils Compaction Testing in Support of OWD Utility Maintenance $5,000
P2040 Res - 1655-1 Reservoir 0.5 MG $30,000
P2578 PS - 711-2 (711-1 Pump Station Replacement
and Expansion) - 14,000 GPM $15,000
P2615 PL - 12-Inch Pipeline Replacement, 803 PZ, Vista Grande $20,000
P2680 PL - 12-inch Pipeline Replacement, 1530 Zone, Vista Diego Road $10,000
P2681 PL-12-Inch, 1655 Zone, Presilla Drive
Pipeline Replacement $10,000
P2663 Potable Water Pressure Vessel Program $5,000
R2153 Recycled Water Pressure Vessel Program $5,000
R2159 RecPL - 20-Inch, 680 Zone, Olympic Parkway
Recycled Pipeline Rehabilitation $20,000
Continued on the next page
S2069 Cottonwood Sewer Pump Station Renovation $15,000
Various Steel Reservoir Rehabilitation - Welding Inspection $15,000
TOTAL: $150,000
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Staff believes that a $175,000 cap on each of the As-Needed
Geotechnical Engineering Services contracts is adequate, while still providing a buffer for any unforeseen tasks. Fees for professional
services will be charged to the CIP projects. The As-Needed Geotechnical Engineering Services contracts do not
commit the District to any expenditure until a task order is approved to perform the work. The District does not guarantee work to the
consultants, nor does the District guarantee to the consultants that it will expend all of the funds authorized by the contract on professional services. The District solicited Geotechnical Engineering Services by placing
an advertisement on the Otay Water District’s website and using Periscope S2G (formally BidSync), the District’s online bid solicitation website on May 10, 2021. Eleven (11) firms submitted a
Letter of Interest and a Statement of Qualifications. The Request for Proposal (RFP) for Geotechnical Engineering Services was sent to
all eleven (11) firms resulting in nine (9) proposals received on June 22, 2021. They are as follows: • Atlas Technical Consultants (San Diego, CA) • Geocon (San Diego, CA)
• Geosyntec (San Diego, CA) • Helenschmidt (Carlsbad, CA)
• MTGL (Anaheim, CA) • Ninyo & Moore (San Diego, CA) • NV5 (San Diego, CA)
• RMA Group (San Diego, CA) • SCST (San Diego, CA)
Krazan (Corona, CA) and Construction Testing & Engineering (Escondido, CA) both submitted a Letter of Interest, but did not
submit a proposal.
In accordance with the District’s Policy 21, staff evaluated and scored all written proposals. Atlas and Ninyo & Moore received the highest scores based on their experience, understanding of the scope
of work, proposed method to accomplish the work, and their composite hourly rate. Atlas and Ninyo & Moore were the most qualified
consultants with the best overall proposal. Both consultants provided similar services to other local agencies and are readily available to provide the services required. A summary of the complete evaluation is shown in Attachment B.
Atlas and Ninyo & Moore submitted the Company Background Questionnaire, as required by the RFP, and staff did not find any significant issues. In addition, staff checked their references and
performed an internet search on each company. Staff found the
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references to be excellent and did not find any outstanding issues with the internet search.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
The funds for these contracts will be expended on a variety of projects, as previously noted above. These contracts are for as-
needed professional services based on the District's need and schedule, and expenditures will not be made until a task order is
approved by the District for the consultant's services on a specific CIP project.
Based on a review of the financial budget, the Project Manager anticipates that the budgets will be sufficient to support the
professional as-needed consulting services required for the CIP projects noted above.
The Finance Department has determined that the funds to cover these contracts will be available as budgeted for these projects.
GRANTS/LOANS:
Engineering staff researched and explored grants and loans and found none available for this Project.
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."
LEGAL IMPACT:
None.
KC/BK:jf
Https://otaywater365.sharepoint.com/sites/engoperating/Shared Documents/As-Needed Services/Geotechnical/FY 2022-2024/Staff Report/BD_8-4-21_Staff Report_Award of As-Needed Geotechnical Engineering Services (KC-BK).docx Attachments: Attachment A – Committee Action Attachment B – Summary of Proposal Rankings
ATTACHMENT A
SUBJECT/PROJECT
Various
Award of Two (2) Professional Services Agreements for As-
Needed Geotechnical Engineering During Fiscal Years 2022, 2023, and 2024
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee (Committee) reviewed this item at a meeting held on July 20, 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.
Qualifications of Team
Responsiveness and Project Understanding
Technical and Management Approach
INDIVIDUAL
SUBTOTAL - WRITTEN
AVERAGE
SUBTOTAL - WRITTEN Proposed Rates*Consultant's Commitment to DBE
TOTAL SCORE
30 25 30 85 85 15 Y/N 100 Poor/Good/ Excellent Rate Score
Kent Payne 25 23 27 75 Atlas $272 10
Brandon DiPietro 28 23 27 78 Geocon, Inc.$291 8
Chad Thompson 27 23 26 76 Geosyntec $284 9
Juan Tamayo 27 22 26 75 Helenschmidt $324 4
Kevin Cameron 27 23 26 76 MTGL $343 1
Kent Payne 28 24 28 80 Ninyo & Moore $236 15
Brandon DiPietro 27 23 25 75 Nova Services $245 14
Chad Thompson 27 23 26 76 NV5 $324 3
Juan Tamayo 27 22 25 74 RMA Group $301 7
Kevin Cameron 27 23 27 77
Kent Payne 26 23 27 76
Brandon DiPietro 24 21 24 69
Chad Thompson 25 22 23 70
Juan Tamayo 25 21 25 71
Kevin Cameron 25 21 24 70
Kent Payne 24 21 23 68
Brandon DiPietro 22 19 21 62
Chad Thompson 22 20 22 64
Juan Tamayo 24 20 24 68
Kevin Cameron 21 20 22 63
Kent Payne 25 22 26 73
Brandon DiPietro 24 21 23 68
Chad Thompson 24 21 23 68
Juan Tamayo 27 21 26 74
Kevin Cameron 26 21 23 70
Kent Payne 27 23 28 78
Brandon DiPietro 28 25 28 81
Chad Thompson 27 23 27 77
Juan Tamayo 27 22 26 75
Kevin Cameron 28 23 28 79
Kent Payne 26 22 25 73
Brandon DiPietro 23 21 23 67
Chad Thompson 26 22 25 73
Juan Tamayo 25 21 26 72
Kevin Cameron 23 21 23 67
Kent Payne 26 23 26 75
Brandon DiPietro 24 22 23 69
Chad Thompson 26 23 24 73
Juan Tamayo 26 23 26 75
Kevin Cameron 26 22 23 71
Kent Payne 26 23 27 76
Brandon DiPietro 25 22 23 70
Chad Thompson 26 22 26 74
Juan Tamayo 24 22 24 70
Kevin Cameron 25 22 26 73
ATTACHMENT BSUMMARY OF PROPOSAL RANKINGSAs-Needed Geotechnical Services
Atlas 86
72
WRITTEN
Note: Review Panel does not see or consider rates when scoring
other categories. Rates are scored by Engineering Staff, who is not on Review Panel.
MTGL 71 1
MAXIMUM POINTS
HelenSchmidt
REFERENCES
10
Geosyntec
76
80
65 4 69
71 9
RMA Group 73 7 80
15
14
RATES SCORING CHART
Consultant
Geocon 76 8 84
3
93
84
76
Ninyo & Moore
Nova Services
NV5
78
70
73
https://otaywater365.sharepoint.com/sites/engoperating/Shared Documents/As-Needed Services/Geotechnical/FY 2022-2024/Selection Process/Summary of Proposal Rankings-Geotech.xls