HomeMy WebLinkAbout01-20-15 EO&WR Committee PacketOTAY WATER DISTRICT
ATTENDANCE RECORD
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OTAY 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
TUESDAY
January 20, 2015
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 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 SERVICES CONTRACT TO AEGIS ENGINEERING
MANAGEMENT (AEGIS) FOR AS-NEEDED PLAN REVIEW, INSPECTION, AND
PROJECT MANAGEMENT SERVICES FOR DEVELOPER POTABLE AND RECY-
CLED WATER PROJECTS IN AN AMOUNT NOT-TO-EXCEED $400,000, FOR A
PERIOD OF TWO (2) FISCAL YEARS (FYs 2015 AND 2016) WITH THE CONTRAC-
TUAL END DATE OF JUNE 30, 2017 (MARTIN) [5 minutes]
4. APPROVE THE CERTIFICATION OF THE FINAL ENVIRONMENTAL IMPACT RE-
PORT (FEIR) FOR THE DISTRICT’S NORTH-SOUTH DISTRICT INTERCONNEC-
TION SYSTEM PROJECT THAT HAS BEEN COMPLETED IN COMPLIANCE WITH
THE CALIFORNIA ENVIRONMENTAL QUALITY ACT, THE CURRENT STATE
GUIDELINES, THE DISTRICT’S LOCAL GUIDELINES, AND THAT IT REFLECTS
THE INDEPENDENT JUDGMENT OF THE DISTRICT (COBURN-BOYD) [5 minutes]
5. SAN DIEGO COUNTY WATER AUTHORITY UPDATE (WATTON) [10 minutes]
2
6. ADJOURNMENT
BOARD MEMBERS ATTENDING:
Gary Croucher, Chair
Tim Smith
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 16, 2015 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 16, 2015.
/s/ Susan Cruz, District Secretary
STAFF REPORT
TYPE MEETING: Regular Board
MEETING DATE: February 4, 2015
SUBMITTED BY:
Dan Martin
Engineering Manager
PROJECT NO./
SUBPROJECT: P1438-
010000
DIV. NO. ALL
APPROVED BY:
Rod Posada, Chief, Engineering
German Alvarez, Assistant General Manager
Mark Watton, General Manager
SUBJECT: Award of Professional Services Contract for As-Needed Plan
Review, Inspection, and Project Management Services for
Developer Potable and Recycled Water Projects
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors (Board)
award a Professional Services contract for As-Needed Plan Review,
Inspection, and Project Management Services for Developer Potable and
Recycled Water Projects to Aegis Engineering Management (Aegis) and
authorize the General Manager to execute an agreement with Aegis in
an amount not-to-exceed $400,000, for a period of two (2) fiscal
years (FY 2015, FY 2016). The contractual end date will be June 30,
2017.
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 Review, Inspection,
and Project Management Services for Developer Potable and Recycled
Water Projects with Aegis in an amount not-to-exceed $400,000, for a
period of two (2) fiscal years (FY 2015, FY 2016). The contractual
end date will be June 30, 2017.
2
ANALYSIS:
The District will require the As-Needed services of a consulting firm
to provide professional services in support of developer projects.
The Consultant assists the Public Services Division of the
Engineering Department in processing and performing plan check
review, approvals, inspection, and project close-out for both
developer and retrofit projects. The inspection services require the
Consultant to be a Cross-Connection Control Specialist certified
through the American Water Works Association (AWWA) or American
Backflow Prevention Association (ABPA). Proof of certification was
required at the time of proposal. The inspection services shall
coordinate coverage testing as well as cross-connection tests, as
mandated by the California Department of Public Health. It is
anticipated that the Consultant will review and inspect approximately
sixty (60) projects or more. Over the same period, staff estimates
the cost to perform this responsibility will not exceed $400,000.
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 September 16, 2014, the District solicited for Plan Review
Inspection and Project Management Services for Developer Potable and
Recycled Water Projects by placing an advertisement on the District’s
website and several other publications, including the San Diego Daily
Transcript. Seven (7) firms submitted a letter of interest and a
statement of qualifications. The Request for Proposal (RFP) for Plan
Review, Inspection, and Project Management Services for Developer
Potable and Recycled Water Projects was sent to the seven (7) firms
resulting in three (3) proposals received by October 20, 2014 from
the following firms:
AEGIS Engineering Management of San Diego, CA
NCE of Fountain Valley, CA
West Yost Associates of San Marcos, CA
The four (4) firms that chose not to propose are Valley Construction,
Atkins, Dudek and Golden State Consultants. Of the three (3)
proposals received, all were found to be responsive with respect to
the District’s requirement for AWWA or ABPA cross-connection control
specialist certification. The remaining four (4) declined to propose
due to various reasons including expressing difficulty with finding
inspectors with AWWA or ABPA certified cross-connection control
specialist certifications.
3
In accordance with the District’s Policy 21, Staff evaluated and
scored all written proposals and interviewed the three (3) firms on
Monday, November 17, 2014. Aegis received the highest score for
their services based on their experience, understanding of the scope
of work, proposed method to accomplish the work, and their composite
hourly rate. Aegis was the most qualified with the best overall
rating or ranking. A summary of the complete evaluation is shown in
Attachment B.
Aegis 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.
Aegis’ project manager and inspector listed in the proposal are AWWA
or ABPA certified cross-connection control specialists and have vast
plan checking, inspection, and project management experience.
Staff estimated that an average of $7,000 will be needed per project
to perform the plan check review, inspection and project management
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 recycled water projects
that are part of a development. 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 flex
with the economic swings that may occur over time.
An analysis of the workload associated with the As-Needed plan review
and inspection of developer recycled water facilities indicates a
stable workload over the last five years. Additionally, the economic
outlook of the San Diego County’s economy and the future of south San
Diego County as it relates to the Otay Water District indicates
steady growth in future development over the next five years. This
is also reflected in the District’s six-year Capital Improvement
Program.
As such, staff is evaluating the use of District staff to support the
developer projects in lieu of As-Needed services. The annual effort
of the As-Needed services used to support the developer projects from
calendar year 2010 through 2013 averaged hours that equated to less
4
than a full-time employee (FTE) at a rate of 0.8 FTE per year. In
calendar year 2014, as development work increased, the annual effort
grew to approximately 1.4 FTE. Although a cost analysis indicates
that the cost for District staff to perform the work is equivalent to
the cost of As-Needed services provided under the current contract,
other factors indicate that there may be efficiencies gained by
performing the work with District staff. These include the
elimination of project management and oversight performed by District
staff as part of the As-Needed contract. Staff will complete the
evaluation as part of the development of the Fiscal Year 2016 budget.
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 particular 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
high value water and wastewater services to the customers of the Otay
Water District in a professional, effective, and efficient manner”
and the General Manager’s Vision, “A District that is at the
forefront in innovations to provide water services at affordable
rates, with a reputation for outstanding customer service.”
LEGAL IMPACT:
None.
DM/RP:jf
P:\Public-s\STAFF REPORTS\2015\BD 2-4-15_As-Needed Plan_Inspect_PM Developer\Staff Report, Award
Contract for As-Needed Plan Review, Inspection, and PM for Developer Potable and Recycled Water.doc
Attachments: Attachment A – Committee Action
Attachment B – Summary of Proposal Rankings
ATTACHMENT A
SUBJECT/PROJECT:
P1438-010000
Award of As-Needed Plan Review, Inspection, and Project
Management Services for Developer Potable and Recycled
Water Projects Contract for Fiscal Years 2015 and 2016
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee (Committee)
reviewed this item at a meeting held on January 20, 2015. 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, Project Understanding
Technical and Management Approach
INDIVIDUAL SUBTOTAL - WRITTEN
AVERAGE SUBTOTAL - WRITTEN Proposed Rates*Consultant's Commitment to DBE
AVERAGE TOTAL
WRITTEN
Additional Creativity
and Insight
Strength of Project
Manager
Presentation, Communication Skills
Quality of Response to Questions
INDIVIDUAL
TOTAL - ORAL
AVERAGE TOTAL
ORAL
30 25 30 85 85 15 Y/N 100 15 15 10 10 50 50 150 Poor/Good/ Excellent
BOB KENNEDY 25 21 25 71 11 12 7 6 36
HOWARD ALMGREN 25 19 22 66 12 12 8 8 40
KEVIN CAMERON 25 20 24 69 11 12 8 7 38
GARY STALKER 24 22 26 72 9 10 8 6 33
BRANDON DIPIETRO 25 23 24 72 12 12 8 7 39
BOB KENNEDY 24 20 24 68 12 12 8 7 39
HOWARD ALMGREN 23 19 19 61 13 13 10 9 45
KEVIN CAMERON 24 20 23 67 12 12 9 8 41
GARY STALKER 22 20 23 65 12 13 8 8 41
BRANDON DIPIETRO 24 22 23 69 13 14 8 8 43
BOB KENNEDY 27 23 27 77 14 12 9 8 43HOWARD ALMGREN 26 22 26 74 15 14 9 10 48KEVIN CAMERON 27 23 27 77 14 14 8 8 44GARY STALKER 26 23 27 76 15 14 9 9 47BRANDON DIPIETRO 26 24 27 77 14 14 9 9 46
*The fees were evaluated by comparing rates for seven positions. The sum of these seven rates are noted on the table to the left.
Consultant Proposed Rates Position Score Note: The Review Panel does not see or consider rates when scoring other categories. Rates are scored by the PM, who is not on the Review Panel.
West Yost Associates $1,099 lowest 1
NCE Engineering & Environmental Services $955 7
Aegis Engineering Management $775 highest 15
7
76 15 Y
71 37
Y
91 46
NCE Engineering & Environmental
Services
SUMMARY OF PROPOSAL RANKINGS
RATES SCORING CHART
ATTACHMENT B
AS-NEEDED PLAN REVIEW, INSPECTION, AND PROJECT MANAGEMENT
CONSULTING SERVICES
WRITTEN ORAL
Aegis Engineering Management
4266
MAXIMUM POINTS
West Yost Associates 70 1 N 108
137
73
Excellent
115
TOTAL SCORE REFERENCES
STAFF REPORT
TYPE MEETING: Regular Board
MEETING DATE: February 4,2015
SUBMITTED BY:
Lisa Coburn-Boyd
Environmental Compliance
Specialist
Bob Kennedy
Engineering Manager
PROJECT: P2511-
001101
DIV. NO.
3,4
APPROVED BY:
Rod Posada, Chief, Engineering
German Alvarez, Assistant General Manager
Mark Watton, General Manager
SUBJECT: Certification of the Final Environmental Impact Report for the
North-South District Interconnection System Project
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors
(Board)certify that the Final Environmental Impact Report (FEIR)
for the District’s North-South District Interconnection System
Project has been completed in compliance with the California
Environmental Quality Act, the current State Guidelines, and the
District’s local Guidelines, and that it reflects the
independent judgment of the District.
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
To obtain Board certification of the FEIR for the Otay Water
District’s North-South District Interconnection System Project
(see Exhibit A for Project location).
ANALYSIS:
In November 2010, the Board awarded a professional engineering
services agreement to Lee & Ro for the design of the North-South
Interconnection Project. This Project is the design of a 30-
inch pipeline and associated booster pump station that would
enable the District to convey potable water from the North
District’s 640 pressure zone to the South District’s 624
pressure zone and vice versa. The Project would increase the
District’s potable water supply flexibility and reliability.
The scope of work for the Project included the preparation of
the necessary environmental documents and Lee & Ro hired Helix
Environmental Planning, Inc. (Helix) as their sub-consultant for
this task. Helix prepared a draft Environmental Impact Report
which analyzed the impact of the Project on air quality,
biological and cultural resources, geology & soils, greenhouse
gas emissions, hazards & hazardous materials, hydrology & water
quality, noise and traffic & transportation.
The draft EIR was submitted for a 45-day public review period on
June 12, 2013 and ten comment letters were received from state
and local agencies, organizations, and individuals. Helix and
the District prepared responses to these letters and comments
have been incorporated into the EIR. The comment letters and
responses are included in the FEIR which also includes the
revised draft EIR.
Staff is asking that the Board certify the FEIR, but is not
requesting approval of the Project or adoption of Project
findings. These will be brought to the Board when construction
of the pipeline and pump station is scheduled to move forward.
Staff will also ask for approval of the Mitigation, Monitoring
and Reporting Program for the selected pipeline alignment and
pump station at that time. Construction is expected to start
sometime around Fiscal Year 2020.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
No fiscal impact.
STRATEGIC GOAL:
This Project supports the District’s Mission statement, “To
provide high value water and wastewater services to the
customers of the Otay Water District in a professional,
effective, and efficient manner” and the General Manager’s
Vision, “A District that is at the forefront in innovations to
provide water services at affordable rates, with a reputation
for outstanding customer service.”
LEGAL IMPACT:
No legal impact is anticipated. However, in compliance with the
California Environmental Quality Act process, the FEIR will have
the normal 30-day legal challenge period once recorded with the
County of San Diego.
LC-B/BK:jf
P:\WORKING\CIP P2511-North-South District Intertie\Staff Reports\BD 02-04-15, Staff Report, North-South
Interconnect FEIR.docx
Attachments: Exhibit A – Project Location
Attachment A – Committee Action
Attachment B – Final EIR
ATTACHMENT A
SUBJECT/PROJECT:
P2511-001101
Certification of the Final Environmental Impact Report for
the North-South District Interconnection System Project
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee
(Committee) reviewed this item at a meeting held on January 20, 2015.
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.
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OTAY WATER DISTRICTNORTH / SOUTH DISTRICT INTERCONNECTION SYSTEMPROPOSED PUMP STATION AND PIPELINE ALIGNMENT CIP # P2511
EXHIBIT A
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LA MESA
EL CAJON
CHULAVISTA
OTAYMESA
DIV. 1
DIV. 2
DIV. 3
DIV. 5
DIV. 4
MEXICO
VICINITY MAP
PROJECTSITE
AäH
Legend
!V!VProposed Pump Station
Proposed Pipeline Alignment
Alternative Alignment
Preferred Alignment
OWD Boundary
Division 1
Division 2
Division 3
Division 4
Division 5
SWEETWATERAUTHORITY
Prepared for:
Otay Water District
2554 Sweetwater Springs Boulevard
Spring Valley, CA 91978-2004
NORTH-SOUTH DISTRICTINTERCONNECTION SYSTEM PROJECT
Final Environmental Impact Report
CIP No. P2511
SCH No. 2011081048
December 2014
Prepared by:
HELIX Environmental Planning, Inc.
7578 El Cajon Boulevard, Suite 200
La Mesa, CA 91942