HomeMy WebLinkAbout01-23-19 EO&WR Committee PacketOTAY WATER DISTRICT
ENGINEERING, OPERATIONS & WATER RESOURCES COMMITTEE MEETING
and
SPECIAL MEETING OF THE BOARD OF DIRECTORS
2554 SWEETWATER SPRINGS BOULEVARD
SPRING VALLEY, CALIFORNIA
Board Room
WEDNESDAY
January 23, 2019
1:30 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 BOARD ON ANY SUBJECT MATTER WITHIN THE BOARD'S JU-
RISDICTION BUT NOT AN ITEM ON TODAY'S AGENDA
DISCUSSION ITEMS
3. AWARD A PROFESSIONAL ENGINEERING SERVICES AGREEMENT TO HAZEN
AND SAWYER, INC. FOR THE DESIGN AND CONSTRUCTION SUPPORT OF
FIVE (5) POTABLE WATER PIPELINE REPLACEMENT PROJECTS IN AN AMOUNT
NOT-TO-EXCEED $335,110 (CAMERON) [5 minutes]
4. ADJOURNMENT
BOARD MEMBERS ATTENDING:
Tim Smith, Chair
Gary Croucher
2
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 through the District Secretary by contacting
her at (619) 670-2280.
If you have any disability that would require accommodation in order to enable you to partici-
pate in this meeting, please call the District Secretary at 670-2280 at least 24 hours prior to
the meeting.
Certification of Posting
I certify that on January 18, 2018 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 January 18, 2018.
/s/ Susan Cruz, District Secretary
STAFF REPORT
TYPE MEETING: Regular Board
MEETING DATE: February 6, 2019
SUBMITTED BY:
Kevin Cameron
Associate Civil Engineer
PROJECTS: P2608-001102
P2609-001102
P2612-001102
P2615-001102
P2616-001102
DIV. NO. 3,4,5
APPROVED BY:
Bob Kennedy, Engineering Manager
Dan Martin, Assistant Chief of Engineering
Rod Posada, Chief, Engineering
Mark Watton, General Manager
SUBJECT: Award of a Professional Engineering Services Agreement for the
Preliminary Design Report Preparation, Design, and Construction
Support of Five (5) Potable Water Pipeline Replacement Projects
to Hazen & Sawyer, Inc.
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors (Board)
award a professional engineering services agreement to Hazen &
Sawyer, Inc. (Hazen) and authorize the General Manager to execute a
professional services agreement with Hazen for the preliminary design
report (PDR) preparation, design, and construction support of Five
(5) Potable Water Pipeline Replacement Projects in an amount not-to-
exceed $335,110.00 (see Exhibit A for project locations).
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
To obtain Board authorization for the General Manager to enter into a
professional engineering services agreement with Hazen for the PDR
preparation, design, and construction support of Five (5) Potable
2
Water Pipeline Replacement Projects in an amount not-to-exceed
$335,110.00.
ANALYSIS:
The District has five (5) pipeline replacement projects scheduled to
be completed over the next 4 years. The projects and brief
descriptions are listed below:
P2608 PL - 8-Inch, 850 Zone, Coronado Avenue, Chestnut Street/Apple
Street
This project will replace 1,300 feet of the existing 6-inch water
line with 8-inch water line to improve fire flow in the area.
Consultant’s scope of services for this project will be to provide
the PDR.
P2609 PL - 8-Inch, 1004 Zone, Eucalyptus St, Coronado Avenue/Date
Street/La Mesa Avenue
This project will abandon the existing 6-inch water line in
Eucalyptus Street, and install 1,600 feet of new 8-inch water line
along Coronado Avenue, Date Street, and La Mesa Avenue to improve
fire flow in the area. Consultant’s scope of services for this
project will be complete design.
P2612 PL - 12-Inch, 711 Zone, Paso de Luz/Telegraph Canyon Road
This project will repair the existing 250 feet of 10-inch water line
which has experienced leaks, and is located in a steep slope
easement. The repair options include replacing it with a 12-inch
water line, installing a new parallel pipe, or installing a cured in
place pipe (CIPP) liner. Consultant’s scope of services for this
project will be complete design.
P2615 PL - 12-Inch Pipeline Replacement, 803 PZ, Vista Grande Road
This project is for the replacement of approximately 2,500 feet of
12-inch and 14-inch potable water line in Vista Grande Road. This
section of pipe is reaching the run of its useful life and has had a
history of leaks. Consultant’s scope of services for this project
will be to provide the PDR.
P2616 PL - 12-Inch Pipeline Replacement, 978 Zone, Pence Drive/Vista
Sierra Drive
This project is for the replacement of approximately 2,000 feet of
14-inch potable water main in Pence Drive and Vista Sierra Drive.
The pipeline has a history of leaks, and will be replaced with a more
common sized 12-inch pipeline, which will still meet the demands of
the area. Consultant’s scope of services for this project will be
complete design.
3
As District staff began to plan for these projects, staff was
notified that the County of San Diego (County) was putting out
several large multi-year paving projects. Some of the pipeline
replacement projects were within the County’s paving extents. The
County currently has a three (3) year moratorium (“no-cut” policy)
once a County road is repaved or slurry sealed. Through discussions
with County staff, some paving schedules were delayed to allow the
District’s pipeline replacement projects to be completed before the
road improvements. Although the County was able to delay some paving
projects, the road improvements on the Vista Grande (P2615) and
portions of Coronado Avenue (P2608) were already too far along to
delay. These projects will need to be constructed after the paving
moratorium, therefore, the consultant will provide PDR’s outlining
the design and risks involved. These two (2) projects will be
constructed after the County’s paving moratorium has expired. The
consultant’s effort on the other three projects, P2609, P2612, and
P2616, will be to provide PDR’s, 100% design including plans and
specifications, and construction support.
Designing three (3) of these projects together will allow the
District the flexibility to combine them during the construction
phase to present a more desirable project for contractors to bid on,
and therefore, staff expects to get more interest from contractors
and more competitive bid pricing.
In accordance with the Board of Directors Policy Number 21, a Request
for Proposal (RFP) was advertised on October 4, 2018 using BidSync,
the District’s online bid solicitation website, and the Otay Water
District’s website. The advertisements attracted Letters of Interest
and Statements of Qualifications from fifteen (15) consulting firms.
A Pre-Proposal Meeting was held on November 6, 2018, which was
attended by nine (9) consultants.
On November 28, 2018, proposals were received from the following
seven (7) consulting firms:
1. Richard Brady & Associates (Brady)
2. Hazen & Sawyer (Hazen)
3. Horrocks
4. HydroScience Engineers
5. Michael Baker International, Inc.
6. West & Associates Engineering, Inc.
7. West Coast Civil
The following firms submitted letters of interest, but did not submit
a proposal: Guinn Consulting Engineering, Hunsaker & Associates, JWO
Engineering, MurraySmith, NV5, Psomas, Rick Engineering Company, and
SA Associates.
4
After the proposals were evaluated and ranked by a five-member review
panel consisting of Engineering, Operations, and Finance staff, it
was determined that four (4) proposals ranked sufficiently close to
warrant being invited to make an oral presentation and respond to
questions from the panel. After conducting the interviews on
December 18, 2018, the panel completed the consultant ranking
process. The scores for Total Fee were added and the sum of the
scores concluded that Hazen & Sawyer had the best approach to the
project and provided the best overall value to the District. A
summary of the Proposal Ranking is shown in Exhibit B.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
Based on the Project Manager’s review of the current budgets, the
budgets are insufficient in light of the current bidding climate and,
therefore, they are being revised as a part of the current effort to
prepare the FY 2020 budget, and to be included in the new rate
setting. Most of these projects will not be built for at least
another year, and the PDR’s will better define the scope of work for
each project. The FY 2019 budgets and their proposed FY 2020 revised
amounts are listed below.
The total budget for CIP P2608, as approved in the FY 2019 budget, is
$450,000. Total expenditures, plus outstanding commitments and
forecast, are $32,497. See Attachment B-1 for the budget detail.
The proposed new budget for CIP P2608 is $800,000.
The total budget for CIP P2609, as approved in the FY 2019 budget, is
$540,000. Total expenditures, plus outstanding commitments and
forecast, are $110,804. See Attachment B-2 for the budget detail.
The proposed new budget for CIP P2609 is $800,000.
The total budget for CIP P2612, as approved in the FY 2019 budget, is
$500,000. Total expenditures, plus outstanding commitments and
forecast, are $109,975. See Attachment B-3 for the budget detail.
The proposed new budget for CIP P2612 is $750,000.
The total budget for CIP P2615, as approved in the FY 2019 budget, is
$1,200,000. Total expenditures, plus outstanding commitments and
forecast, are $31,997. See Attachment B-4 for the budget detail.
The proposed new budget for CIP P2615 is $2,300,000.
The total budget for CIP P2616, as approved in the FY 2019 budget, is
$2,500,000. Total expenditures, plus outstanding commitments and
forecast, are $161,886. See Attachment B-5 for the budget detail.
Staff believes the current budget is sufficient.
5
The Finance Department has determined that, under the current rate
model, 100% of the funding for all five (5) projects is available
from the Replacement Fund. However, an overall increase in the CIP
budget, due to the current bidding environment, may draw reserve
projections down below target levels. The impacts to reserves, and
therefore rates, will be evaluated and estimated in the current
budget cycle.
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:
Engineering staff researched and explored grants and loans and found
none available for these potable water pipeline projects.
LEGAL IMPACT:
None.
KC/BK:jf
P:\WORKING\CIP P2616 12-inch 978 PZ, Pence Dr-Vista Sierra Dr\Staff Reports\Civil Consultant
Selection\02-06-19, Staff Report Consultant Selection for design of 5 pipeline projects_kc-finalv4.docx
Attachments: Attachment A – Committee Action
Attachment B-1 – Budget Detail - P2608
Attachment B-2 – Budget Detail - P2609
Attachment B-3 – Budget Detail - P2612
Attachment B-4 – Budget Detail - P2615
Attachment B-5 – Budget Detail - P2616
Exhibit A – Location Map
Exhibit B – Summary of Proposal Rankings
ATTACHMENT A
SUBJECT/PROJECT:
P2608-001102
P2609-001102
P2612-001102
P2615-001102
P2616-001102
Award of a Professional Engineering Services Agreement for
the Design and Construction Support of Five (5) Potable
Water Pipeline Replacement Projects to Hazen & Sawyer, Inc.
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee
(Committee) reviewed this item at a meeting held on January 23, 2019.
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.
ATTACHMENT B-1 – Budget Detail – P2608
SUBJECT/PROJECT:
P2608-001102
P2609-001102
P2612-001102
P2615-001102
P2616-001102
Award of a Professional Engineering Services Agreement for
the Design and Construction Support of Five (5) Potable
Water Pipeline Replacement Projects to Hazen & Sawyer, Inc.
Date Updated: 12/21/18
FY2019 Budget Proposed
FY2020 Budget
$450,000 $800,000
8,000 6,171 1,829 8,000
8,000 6,171 1,829 8,000
10,000 - 10,000 10,000
13 13 - 13 DAILY JOURNAL CORP
14,484 - 14,484 14,484 HAZEN & SAWYER - PDR
24,497 13 24,484 24,497
- - - -
- - - -
32,497 6,184 26,313 32,497
Vendor/Comments
Otay Water District
P2608 - PL 8" 850Z Coronado Ave Chestnut/Apple
Committed Expenditures
Outstanding
Commitment &
Forecast
Current
Projected Cost
Planning
Standard Salaries
Total Planning
Design
Standard Salaries
Total ConstructionGrand Total
Service Contracts
Total Design
Construction
Service Contracts
ATTACHMENT B-2 – Budget Detail – P2609
SUBJECT/PROJECT:
P2608-001102
P2609-001102
P2612-001102
P2615-001102
P2616-001102
Award of a Professional Engineering Services Agreement for
the Design and Construction Support of Five (5) Potable
Water Pipeline Replacement Projects to Hazen & Sawyer, Inc.
Date Updated: 12/21/18
FY2019 Budget
Proposed
FY2020 Budget
$540,000 $800,000
7,500 6,171 1,329 7,500
7,500 6,171 1,329 7,500
10,000 - 10,000 10,000
13 13 - 13 DAILY JOURNAL CORP
90,066 - 90,066 90,066 HAZEN & SAWYER - DESIGN
100,079 13 100,066 100,079
3,225 - 3,225 3,225 HAZEN & SAWYER - CONSTRUCTION SUPPORT
3,225 - 3,225 3,225
110,804 6,184 104,620 110,804
Vendor/Comments
Otay Water District
P2609 - PL 8" 1004Z Eucalyptus St Coronado/Date
Committed Expenditures
Outstanding
Commitment &
Forecast
Current
Projected Cost
Planning
Standard Salaries
Total Planning
Design
Standard Salaries
Total Construction
Grand Total
Service Contracts
Total Design
Construction
Service Contracts
ATTACHMENT B-3 – Budget Detail – P2612
SUBJECT/PROJECT:
P2608-001102
P2609-001102
P2612-001102
P2615-001102
P2616-001102
Award of a Professional Engineering Services Agreement for
the Design and Construction Support of Five (5) Potable
Water Pipeline Replacement Projects to Hazen & Sawyer, Inc.
Date Updated: 12/21/18
FY2019 Budget
Proposed
FY2020 Budget
$500,000 $750,000
7,500 6,427 1,073 7,500
7,500 6,427 1,073 7,500
10,000 - 10,000 10,000
13 13 - 13 DAILY JOURNAL CORP
89,237 - 89,237 89,237 HAZEN & SAWYER - DESIGN
99,250 13 99,237 99,250
3,225 - 3,225 3,225 HAZEN & SAWYER - CONSTRUCTION SUPPORT
3,225 - 3,225 3,225
109,975 6,440 103,535 109,975
Total Construction
Grand Total
Service Contracts
Total Design
Construction
Service Contracts
Planning
Standard Salaries
Total Planning
Design
Standard Salaries
Vendor/Comments
Otay Water District
P2612 - PL 12" 711Z Pas de Luz/Telegraph Cyn Rd
Committed Expenditures
Outstanding
Commitment &
Forecast
Current
Projected Cost
ATTACHMENT B-4 – Budget Detail – P2615
SUBJECT/PROJECT:
P2608-001102
P2609-001102
P2612-001102
P2615-001102
P2616-001102
Award of a Professional Engineering Services Agreement for
the Design and Construction Support of Five (5) Potable
Water Pipeline Replacement Projects to Hazen & Sawyer, Inc.
Date Updated: 12/21/18
FY2019 Budget
Proposed FY2020
Budget
$1,200,000 $2,300,000
7,500 5,342 2,158 7,500
7,500 5,342 2,158 7,500
10,000 - 10,000 10,000
13 13 - 13 DAILY JOURNAL CORP
14,484 - 14,484 14,484 HAZEN & SAWYER - PDR
24,497 13 24,484 24,497
- - - -
- - - -
31,997 5,355 26,642 31,997
Total Construction
Grand Total
Service Contracts
Total Design
Construction
Service Contracts
Planning
Standard Salaries
Total Planning
Design
Standard Salaries
Vendor/Comments
Otay Water District
P2615 - PL 12" Pipeline Repl 803Z Vista Grande
Committed Expenditures
Outstanding
Commitment &
Forecast
Current
Projected Cost
ATTACHMENT B-5 – Budget Detail – P2616
SUBJECT/PROJECT:
P2608-001102
P2609-001102
P2612-001102
P2615-001102
P2616-001102
Award of a Professional Engineering Services Agreement for
the Design and Construction Support of Five (5) Potable
Water Pipeline Replacement Projects to Hazen & Sawyer, Inc.
Date Updated: 12/21/18
Budget
$2,500,000
Planning
Standard Salaries 18,000 11,678 6,322 18,000
Consultant Contracts 5,970 5,970 - 5,970 WATER SYSTEMS CONSULTING, INC.
Total Planning 23,970 17,648 6,322 23,970
Design
Standard Salaries 20,000 6,249 13,751 20,000
Service Contracts 13 13 - 13 DAILY JOURNAL CORP
Consultant Contracts 113,603 - 113,603 113,603 HAZEN & SAWYER - DESIGN
Total Design 133,616 6,262 127,354 133,616
Construction
Consultant Contracts 4,300 - 4,300 4,300 HAZEN & SAWYER - CONSTRUCTION SUPPORT
Total Construction 4,300 - 4,300 4,300
Grand Total 161,886 23,910 137,976 161,886
Vendor/Comments
Otay Water District
P2616 - PL - 12-Inch Pipeline Replacement, 978 Zone, Pence Dr/Vista Sierra Dr
Committed Expenditures
Outstanding
Commitment &
Forecast
Current
Projected Cost
OTAY WATER DISTRICT5 POTABLE WATER PIPELINE REPLACEMENTSLOCATION MAP
EXHIBIT A
VARIOUS CIPsF
P:\WORKING\CIP P2616 12-inch 978 PZ, Pence Dr-Vista Sierra Dr\Graphics\Exhibits-Figures\Exhibit A, Location Map.mxd
0 10,0005,000
Feet
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ÃÅ
ÃÅ
ÃÅ
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§¨¦
§¨¦
§¨¦
§¨¦
§¨¦
^_
^_
^_^_
^_
P2616 (Pence Dr)
P2615 (Vista Grande)
P2609 (Eucalyptus/Coronado/Date/La Mesa)P2608 (Coronado Av)
P2612 (Paso de Luz)
5
8
8
805
805
94
94
125
125
125
125
905
905
54
DIV. 5
DIV. 2
DIV. 3
DIV. 1
DIV. 4
Qualifications of
Team
Responsiveness
and Project
Understanding
Technical and
Management
Approach
INDIVIDUAL
SUBTOTAL -
WRITTEN
AVERAGE
SUBTOTAL -
WRITTEN
Cost Proposal*
Consultant's
Commitment to
DBE
TOTAL -
WRITTEN
Additional
Creativity and
Insight
Strength of
Project Manager
Presentation and
Communication
Skills
Responses to
Questions
INDIVIDUAL
TOTAL - ORAL
AVERAGE
TOTAL ORAL
SCORE
WITHOUT FEE
TOTAL
SCORE
30 25 30 85 85 15 Y/N 100 15 15 10 10 50 50 135 150
Poor/Good/
Excellent
Dan Martin 27 23 26 76 12 11 7 7 37
Kevin Koeppen 24 23 25 72 10 10 8 6 34
Jake Vaclavek 26 23 28 77 12 12 8 8 40
Brandon DiPietro 28 24 26 78 12 12 8 7 39
Kevin Cameron 27 23 27 77 11 11 7 7 36
Dan Martin 26 23 27 76 14 13 9 8 44
Kevin Koeppen 26 20 26 72 13 12 8 9 42
Jake Vaclavek 25 21 26 72 14 12 9 9 44
Brandon DiPietro 27 23 26 76 15 13 9 8 45
Kevin Cameron 26 23 27 76 13 12 8 8 41
Dan Martin 25 20 25 70
Kevin Koeppen 22 24 24 70
Jake Vaclavek 21 21 26 68
Brandon DiPietro 24 20 20 64
Kevin Cameron 22 21 22 65
Dan Martin 24 21 25 70
Kevin Koeppen 22 21 22 65
Jake Vaclavek 24 21 26 71
Brandon DiPietro 24 21 23 68
Kevin Cameron 23 21 24 68
Dan Martin 28 24 28 80 13 13 8 9 43
Kevin Koeppen 26 24 24 74 12 13 9 9 43
Jake Vaclavek 28 23 28 79 12 13 9 9 43
Brandon DiPietro 28 23 28 79 14 12 8 8 42
Kevin Cameron 28 23 27 78 13 13 7 8 41
Dan Martin 25 21 25 71
Kevin Koeppen 21 18 26 65
Jake Vaclavek 23 21 27 71
Brandon DiPietro 25 21 24 70
Kevin Cameron 22 21 22 65
Dan Martin 27 23 25 75 11 11 8 8 38
Kevin Koeppen 25 22 23 70 10 10 7 7 34
Jake Vaclavek 25 22 25 72 11 10 7 8 36
Brandon DiPietro 27 23 25 75 10 12 7 8 37
Kevin Cameron 25 22 26 73 11 13 8 7 39
Consultant Proposed Rates Score
Brady $369,779 10
Hazen and Sawyer $335,110 12 * Review Panel does not see or consider cost proposals when scoring other categories. The cost proposals are scored by District staff who is not on Review Panel.
Horrocks $566,113 2
HydroScience Engineers $596,293 1
Michael Baker International $478,014 6
West & Associates Engineering $254,000 15
West Coast Civil $288,600 14
113
117
67
68
120
68
78 6
2
84 126
69
69
FIRM NOT INTERVIEWED
124
69
42
69
37
FIRM NOT INTERVIEWED
FIRM NOT INTERVIEWED
110West Coast Civil 8773
83 West & Associates
Engineering 68
14
Excellent12
76 Y 86 37 123
43 129
Michael Baker
International
HydroScience
Engineers
Y
Horrocks 67 Y
Y
COST PROPOSAL SCORING CHART
15 Y 83
Y
Y
Hazen and Sawyer 74
68 1
EXHIBIT B
SUMMARY OF PROPOSAL RANKINGS
Design for 5 Pipeline Replacement Projects
WRITTEN ORAL
86
MAXIMUM POINTS
10Brady
REFERENCES