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Home My WebLink About10-13-14 EO&WR Committee Packet OTAY WATER DISTRICT ATTENDANCE RECORD MEETING: Engineering, Operations & Water Resources Committee DATE: October 13, 2014 NAME ADDRESS PHONE COMPLETION OF THIS DOCUMENT IS VOLUNTARY AND NOT A PRECONDITION FOR ATTENDANCE H:\DistSec\WINWORD\BOARD\ATENDNC.DOC 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 MONDAY October 13, 2014 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. APPROVE A CONSTRUCTION CONTRACT WITH ARRIETA CONSTRUCTION, INC. FOR THE CALAVO BASIN SEWER REHABILITATION – PHASE 1 PROJECT IN AN AMOUNT NOT-TO-EXCEED $529,490 (BEPPLER) [5 minutes] 4. APPROVE A PROFESSIONAL SERVICES CONTRACT WITH CAROLLO ENGI- NEERS, INC. FOR THE 2015 INTEGRATED WATER RESOURCES PLAN UPDATE IN AN AMOUNT NOT-TO-EXCEED $99,993 (BEPPLER) [5 minutes] 5. APPROVE A PROFESSIONAL ENVIRONMENTAL SERVICES CONTRACT WITH HELIX ENVIRONMENTAL FOR THE MAINTENANCE AND MONITORING OF THE SAN MIGUEL HABITAT MANAGEMENT AREA AND CIP-ASSOCIATED MITIGATION PROJECTS FOR CALENDAR YEARS 2015, 2016, AND 2017 IN AN AMOUNT NOT- TO-EXCEED $476,173 (COBURN-BOYD) [5 minutes] 6. SAN DIEGO COUNTY WATER AUTHORITY UPDATE (WATTON) [10 minutes] 7. ADJOURNMENT 2 BOARD MEMBERS ATTENDING: David Gonzalez, 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 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 October 10, 2014 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 October 10, 2014. /s/ Susan Cruz, District Secretary STAFF REPORT TYPE MEETING: Regular Board MEETING DATE: November 5, 2014 SUBMITTED BY: Stephen Beppler Senior Civil Engineer Bob Kennedy Engineering Manager PROJECT: S2033-001103 DIV. NO.: 5 APPROVED BY: Rod Posada, Chief, Engineering German Alvarez, Assistant General Manager Mark Watton, General Manager SUBJECT: Award of a Construction Contract to Arrieta Construction, Inc. for the Calavo Basin Sewer Rehabilitation - Phase 1 Project GENERAL MANAGER’S RECOMMENDATION: That the Otay Water District (District) Board of Directors (Board) award a construction contract to Arrieta Construction, Inc. (Arrieta) and to authorize the General Manager to execute an agreement with Arrieta for the Calavo Basin Sewer Rehabilitation - Phase 1 Project in an amount-not-to exceed $529,490 (see Exhibit A for Project location). COMMITTEE ACTION: Please see Attachment A. PURPOSE: To obtain Board authorization for the General Manager to enter into a construction contract with Arrieta for the Calavo Basin Sewer Rehabilitation - Phase 1 Project in an amount-not-to exceed $529,490. 2 ANALYSIS: The District provides sanitary sewer collection service in the Jamacha drainage basin located in the northern area of the District in Division 5. Deficiencies throughout the sewer service area have been observed and documented by closed-circuit television inspection and condition assessment. This first phase of sewer improvements consists of sewer system repairs at 14 locations within the Calavo Basin (see Exhibit A for Project location). This project is the first of several that will address the noted deficiencies to maintain the sewer collection system. The sewer improvements involve the replacement of approximately 1,200 linear feet of 8-inch gravity sewer, installation of about 220 linear feet of new 8-inch gravity sewer, 4 new sewer manholes, reconnection of sewer lines and laterals, maintaining sewer service, restoration of pavement and landscaping, removal of trees, traffic control, erosion control, protection of existing utilities, and all testing and inspection as required by the Contract Documents. The Project was advertised on July 31, 2014 on the District’s website and several other publications including the San Diego Daily Transcript. A Pre-Bid Meeting was held on August 21, 2014, which was attended by one (1) general contractor and one (1) subcontractor. Due to the nature of the project and multiple project sites, no site visit was included with the Pre-Bid Meeting, attributing to the low turnout. Two (2) addenda were sent out to all bidders and plan houses to distribute the County of San Diego Excavation Permit and address questions and clarifications to the contract documents during the bidding period. Bids were publicly opened on September 11, 2014, with the following results: CONTRACTOR TOTAL BID AMOUNT 1 Arrieta Construction, Inc. El Cajon, CA $529,490.00 2 GRFCO Inc. Moreno Valley, CA $570,500.00 3 Piperin Corp. Vista, CA $608,780.00 4 Just Construction San Diego, CA $622,000.00 5 Wier Construction Escondido, CA $710,460.00 6 Burtech Pipeline, Inc. Encinitas, CA $721,000.00 7 Blue Pacific Engineering & Construction San Diego, CA $785,700.00 3 The Engineer’s Estimate is $750,000. Staff reviewed the bids submitted for conformance with the contract requirements and determined that Arrieta was the lowest responsive and responsible bidder. Arrieta holds a Class A, General Engineering, Contractor’s License, which meets the contract document’s requirements, and is valid through May 31, 2015. The reference checks indicated an excellent performance record on similar projects. An internet background search of the company was performed and revealed no outstanding issues with this company. Arrieta previously worked with the District’s Engineering Department on two (2) projects, the Ralph W. Chapman Water Recycling Facility Forcemain Air/Vac Replacement and Access Road Improvements (R2086) and the PL- 12-Inch Upsize and Replacement Pipeline Projects (P2038, P2356, and P2387) and completed the work within budget and on schedule. Staff verified that the bid bond provided by Arrieta is valid. Staff will also verify that Arrieta Performance Bond and Labor and Materials Bond are valid prior to execution of the contract. FISCAL IMPACT: Joe Beachem, Chief Financial Officer The total budget for CIP S2033, as approved in the FY 2015 budget, is $6,000,000. Total expenditures, plus outstanding commitments and forecast including this contract, are $1,196,375.11. See Attachment B for budget detail. Finance has determined that 100% of the funding is available from the Replacement Fund for CIP S2033. 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. 4 SB/BK:jf P:\WORKING\CIP S2033 Sewer System Rehabilitation\Staff Reports\BD 11-05-14, Staff Report, Calavo Basin Sewer Rehab Phase 1 Award Construction Project To Arrieta (SB-BK-RP).Docx Attachments: Attachment A – Committee Action Attachment B – Budget Detail Exhibit A – Location Map ATTACHMENT A SUBJECT/PROJECT: S2033-001103 Award of a Construction Contract to Arrieta Construction, Inc. for the Calavo Basin Sewer Rehabilitation - Phase 1 Project COMMITTEE ACTION: The Engineering, Operations, and Water Resources Committee (Committee) reviewed this item at a meeting held on October 13, 2014. 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 – Budget Detail SUBJECT/PROJECT: S2033-001103 Award of a Construction Contract to Arrieta Construction, Inc. for the Calavo Basin Sewer Rehabilitation - Phase 1 Project Bud Expenditures through September 12, 2014. Level Title1 Committed Expenditures Outstanding Commitment Projected Final Cost Vendor Regulatory Agency Fees $50.00 $50.00 $0.00 $50.00 PETTY CASH CUSTODIAN Standard Salaries $193,082.15 $193,082.15 $0.00 $193,082.15 Total $193,132.15 $193,132.15 $0.00 $193,132.15 $21,445.89 $21,445.89 $0.00 $21,445.89 SOUTHERN CALIFORNIA SOIL $152,957.78 $152,957.78 $0.00 $152,957.78 AEGIS ENGINEERING MGMT INC $20,720.00 $20,720.00 $0.00 $20,720.00 DARNELL & ASSOCIATES INC Professional Legal Fees $79.52 $79.52 $0.00 $79.52 STUTZ ARTIANO SHINOFF $384.90 $384.90 $0.00 $384.90 SAN DIEGO DAILY TRANSCRIPT $750.00 $750.00 $0.00 $750.00 CHICAGO TITLE COMPANY $1,653.87 $1,414.38 $239.49 $1,653.87 MAYER REPROGRAPHICS Standard Salaries $257,565.41 $257,565.41 $0.00 $257,565.41 Total $455,557.37 $455,317.88 $239.49 $455,557.37 $5,850.00 $5,850.00 $0.00 $5,850.00 ALYSON CONSULTING $2,400.00 $2,400.00 $0.00 $2,400.00 RBF CONSULTING Regulatory Agency Fees $6,904.79 $6,904.79 $0.00 $6,904.79 COUNTY OF SAN DIEGO Construction Contract $529,490.00 $0.00 $529,490.00 $529,490.00 ARRIETA CONSTRUCTION Standard Salaries $3,040.80 $3,040.80 $0.00 $3,040.80 Total $547,685.59 $18,195.59 $529,490.00 $547,685.59 Budget $6,000,000.00 Total to Date $1,196,375.11 $666,645.62 $529,729.49 $1,196,375.11 Planning Design Consultant Contracts Service Contracts Construction Consultant Contracts !( !(!( !(!( !( !( !( !( !( !(!( !( !( !( !( !( !( !( !( !( !( !( !( !( !(!(!( !( !( !( !( !( !(!( !( !(!( !(!(!( !( !(!(!( !( !(!(!(!(!( !( !( !( !( !( !(!(!( !( !(!(!(!(!(!(!(!( !( !( !( !( !( !( !(!( !( !( !( !(!( !( !( !( !(!(!(!( !( !(!( !( !( !( !( !( !( !( !( !( !( !( !( !( !(!( !( !( !(!( !( !( !( !( !( !( !( !( !( !(!( !( !( !( !( !( !( !( !( !( !(!( !(!(!( !( !(!( !( !( !(!( !( !( !( !(!( !( !( !( !( !( !( !( !( !( !( !(!( !(!( !( !(!( !( !( !( !( !(!( !( !( !( !( !( !( !( !( !( !( !( !( !( !( !(!(!( !( !( !( !( !( !( !( !( !(!(!(!(!( !( !( !(!( !( !( !(!( !( !( !( !( !( !(!( !(!(!( !( !( !( !(!( !(!( !(!(!( !( !(!( !(!( !( !( !( !(!(!( !( !( !( !( !( !( !(!(!(!( !(!(!(!( !(!( !( !( !( !( !( !( !( !( !( !( !( !( !( !( !(!( !( !( !( !( !( !(!( !( !( !( !( !(!(!(!( !( !( !( !( !( !( !( !(!( !( !(!( !(!( !( !(!( !( !( !(!(!( !( !( !( !( !( !(!(!( !( !( !( !( !( !( !( !( !( !( !( !( !( !(!(!(!( !( !(!( !(!(!( !( !( !( !(!(!( !( !( !( !(!(!(!(!(!(!(!( NABAL ^_ ^_^_ ^_ ^_ ^_ ^_ ^_ ^_ ^_ ^_ ^_ ^_ ^_ 154 81 160 42 140 60 145219 100 28 122 27123 8AVOCADO FURY LN BLVD CALLE VERDE FUERTE DR EXPLORER RD C ALA V O NABAL CHALLENGE QUEEN MARS PUEB LA R A N C H O ANAHEIM LOUISA ITZAMNA DUTTON TAFT ALTA RICA LALANI CRESTLAND SUNDOWN C ENTINELLA CAMINO ALEGRE VIA PIC A N TE VIA ESCUDA VIA PALMA VERNETTE L U PIN DICKEY MORNING STAR BOBBIE NEW MORNINGRAPATEE CARPENTER LA RUEDA CARMEN BUTTERFLY ALTA MIRA SUNRISE VALLEY OLVERA MEADOW VIEW SUNRAY LYONS TOPA TOPA VI A M ER C AD O AVNDA JOHANNA LORRAINE ANN NOLAN MIG U E L VIE W AVOCADO SCHOOL CALLE VERDE AVNDATHOMAS AVOCADO VILLAGE VELASCO DESOTO JULIE SHINING LIGHT PRIVATE P R I V AT E MARS PRIVATE PRIVATE PASEO ZUNIGA PRIVATE VICINITY MAP PROJECT SITE NTS DIV 5 DIV 1 DIV 2 DIV 4 DIV 3 ?ò Aä;&s ?p ?Ë !\F 0 1,000500 Feet LEGEND ^_ OWD BOUNDARY EXISTING SEWER MAIN SEWER MAIN REPAIR LOCATION 123 SITE NUMBER EXISTING SEWER MANHOLE!( STAFF REPORT TYPE MEETING: Regular Board MEETING DATE: November 5, 2014 SUBMITTED BY: Stephen Beppler Senior Civil Engineer Bob Kennedy Engineering Manager PROJECT: P1210- 001101 DIV. NO. ALL APPROVED BY: Rod Posada, Chief, Engineering German Alvarez, Assistant General Manager Mark Watton, General Manager SUBJECT: Award of a Professional Engineering Services Contract for the 2015 Integrated Water Resources Plan Update to Carollo Engineers, Inc. GENERAL MANAGER’S RECOMMENDATION: That the Otay Water District (District) Board of Directors (Board) award a professional services contract to Carollo Engineers, Inc. (Carollo) and to authorize the General Manager to execute an agreement with Carollo for the 2015 Integrated Water Resources Plan Update in an amount not-to-exceed $99,993. COMMITTEE ACTION: Please see Attachment A. PURPOSE: To obtain Board authorization for the General Manager to enter into a professional engineering services contract with Carollo for the 2015 Integrated Water Resources Plan Update (2015 IRP Update) in an amount not-to-exceed $99,993. 2 ANALYSIS: The District requires the services of an engineering planning firm (Consultant) to provide professional engineering services as part of the District’s Integrated Water Resources Plan (IRP) Update for 2015 (Capital Improvement Plan Number P1210). The original IRP was completed on March 2, 2007 and approved by the District’s Board of Directors. The plan identifies potential potable water and recycled water supply sources required to serve our customers at build-out conditions. The purpose of the 2015 IRP Update is to incorporate the significant changes the District has experienced to water demands and reflect the investigations and implementations made into many of the short-term and long-term water supply recommendations identified in the plan. The 2015 IRP Update must develop a phased approach to outline the water supply Capital Improvement Program (CIP) projects necessary to meet the projected customer demands through the year 2050. In accordance with the Board of Directors Policy Number 21, the District initiated the consultant selection process on June 24, 2014, by placing an advertisement in the San Diego Daily Transcript, and posting the Project on the District’s website for Professional Engineering Services. The advertisements attracted Letters of Interest and Statements of Qualifications from six (6) consulting firms. A Pre-Proposal Meeting was held on July 17, 2014. Six (6) people representing five (5) prime consulting firms attended the meeting. On October 14, 2013, proposals were received from the following three (3) consulting firms: 1. RMC 2. Carollo Engineers, Inc. 3. Gillingham Water Planning and Engineering, Inc. The Gillingham team included two of the prime engineering firms that submitted letters of interest, Atkins and DLM Engineering, Inc. After the proposals were evaluated and ranked by a five-member review panel consisting of District Engineering, Finance, and Operations staff, it was determined that the panel had numerous questions on all three (3) proposals and that their rank was sufficiently close to warrant all being invited to make an oral presentation and respond to questions from the panel. After conducting the interviews on September 11, 2014, the panel completed the consultant ranking process and concluded that Carollo had the best approach to the 3 Project at the best overall value to the District. Carollo is currently providing engineering services to the District for the design of the 870-2 Pump Station Replacement. A summary of the complete evaluation is shown in Attachment B. Carollo 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 the company. Staff found the references to be excellent and did not find any outstanding issues with the internet search. FISCAL IMPACT: Joe Beachem, Chief Financial Officer The professional services contract to Carollo for the 2015 IRP Update in an amount not-to-exceed $99,993 will be spent over Fiscal Years (FY) 2015 and 2016. $40,000 is projected to be spent in FY 2015 for the 2015 IRP Update and this expenditure is included in the FY 2015 operating budget for planning outside services. Approximately $60,000 is projected to be included with the FY 2016 budget development process to complete the 2015 IRP Update. The Project Manager anticipates that the FY 2016 budget, if approved, will be sufficient to complete the 2015 IRP Update. 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. S B/BK:jf P:\WORKING\CIP 00210 WMP & PEIR\Integrated Water Resources Plan\2015 IRP Update\Staff Report\BD 11-05-14 Staff Report - Award 2015 IRP Update Contract to Carollo (SB-BK).docx Attachments: Attachment A – Committee Action Attachment B – Summary of Proposal Rankings ATTACHMENT A SUBJECT/PROJECT: P1210-001101 Award of a Professional Engineering Services Contract for Production of the 2015 Integrated Water Resources Plan Update to Carollo Engineers, Inc. COMMITTEE ACTION: The Engineering, Operations, and Water Resources Committee (Committee) reviewed this item at a meeting held on October 13, 2014. 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 Fee 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 TOTAL SCORE 30 25 30 85 85 15 Y/N 100 15 15 10 10 50 50 150 Poor/Good/ Excellent Pedro Porras 23 21 23 67 11 12 10 7 40 Kevin Cameron 27 24 28 79 11 13 7 7 38 Jeff Marchioro 27 22 26 75 12 13 8 7 40 Dan Martin 26 24 26 76 13 13 8 8 42 Kevin Koeppen 26 24 29 79 10 11 7 7 35 Pedro Porras 26 24 25 75 13 13 9 8 43 Kevin Cameron 28 20 24 72 13 14 9 8 44 Jeff Marchioro 26 21 25 72 14 12 9 9 44 Dan Martin 27 23 25 75 14 14 9 9 46 Kevin Koeppen 23 24 29 76 12 13 9 8 42 Pedro Porras 27 24 25 76 13 14 10 9 46 Kevin Cameron 26 22 26 74 12 12 7 7 38 Jeff Marchioro 29 24 28 81 13 13 7 6 39 Dan Martin 27 24 27 78 12 12 7 7 38 Kevin Koeppen 29 20 29 78 13 13 9 9 44 Note: Review Panel does not see or consider rates when scoring other categories. Rates are scored by the PM, who is not on Review Panel. Consultant Rate Position Score Carollo $99,993 lowest 15 Gillingham $193,330 second 5 RMC $230,802 highest 1 123 75 12939 44 RATES SCORING CHART 41RMC77 1 Y 78 119 ATTACHMENT B SUMMARY OF PROPOSAL RANKINGS 2015 Integrated Water Resources Plan Update WRITTEN ORAL Excellent REFERENCES Gillingham Water MAXIMUM POINTS 15Carollo 90 Y Y 74 5 79 0 20406080100120140 Carollo Gillingham RMC Written Rates Oral P:\WORKING\CIP 00210 WMP & PEIR\Integrated Water Resources Plan\2015 IRP Update\Selection Process\Summary of Proposal Rankings - written fee interview STAFF REPORT TYPE MEETING: Regular Board MEETING DATE: November 5, 2014 SUBMITTED BY: Lisa Coburn-Boyd Environmental Compliance Specialist Bob Kennedy Engineering Manager PROJECTS: P2495-001101 P1253-001101 DIV. NO. 4 APPROVED BY: Rod Posada, Chief, Engineering German Alvarez, Assistant General Manager Mark Watton, General Manager SUBJECT: Award of a Professional Environmental Services Contract for the San Miguel Habitat Management Area and CIP-Associated Mitigation Projects for Calendar Years 2015 through 2017 GENERAL MANAGER’S RECOMMENDATION: That the Otay Water District (District) Board of Directors (Board) award a Professional Environmental Services Contract to Helix Environmental for the maintenance and monitoring of the San Miguel Habitat Management Area and CIP-Associated Mitigation Projects for calendar years 2015, 2016, and 2017 and authorizes the General Manager to execute an agreement in an amount not-to-exceed $476,173 (see Exhibit A for location map.) COMMITTEE ACTION: Please see Attachment A. PURPOSE: That the Board authorizes the General Manager to execute a professional environmental services agreement with Helix Environmental in an amount not-to-exceed $476,173 for the maintenance 2 and monitoring of the San Miguel Habitat Management Area and CIP- Associated Mitigation Projects for calendar years 2015, 2016, and 2017. ANALYSIS: The District’s Habitat Management Area (HMA) is a 230-acre, designated biological reserve located within the District’s 509-acre Use Area property within the City of Chula Vista. The HMA serves as a mitigation bank with credits that can be utilized to offset habitat impacts associated with District projects and facilities. It also serves as a habitat restoration area for vegetation impacts associated with the construction of District CIP projects. The District is required to conduct biological monitoring, provide continuous maintenance, and submit annual reports to the U.S. Fish and Wildlife Service and the California Department of Fish & Wildlife for the HMA. The HMA has been in existence since 1997 and is required to be monitored and maintained in perpetuity. Individual restoration areas associated with CIP projects at the HMA generally have a 3 to 5 year maintenance, monitoring, and reporting period. Currently, Merkel & Associates is the firm that has the contract for the HMA maintenance and monitoring. Their contract will conclude on December 31, 2014. In order to have a new consultant on board immediately following the end of the current contract so that maintenance services are not neglected, the District solicited Professional Environmental Consulting Services from consulting firms by placing an advertisement on the District’s website and in various other publications including the San Diego Daily Transcript. Twelve (12) firms submitted a Letter of Interest and Statement of Qualifications. The Request for Proposal (RFP) was sent to all twelve (12) firms resulting in eight (8) proposals received on August 28, 2014 from the following consulting firms:  AMEC  ECORP  Hanan & Associates  Helix Environmental  Merkel & Associates  RECON Environmental  Rincon  Tierra Data In accordance with the District’s Policy 21, Staff evaluated and scored all written proposals and interviewed four (4) firms on August 23, 2014. Helix Environmental received the highest score for 3 their services based on their extensive experience in the management of habitat areas, comprehensive understanding of the scope of work, proposed method to accomplish the work, and overall strength of their project team. A summary of the complete evaluation is shown in Attachment B. Staff worked with Helix Environmental in negotiating the fee for services, which resulted in a fee decrease of $98,074 from their original proposal fee of $574,247, yielding the revised proposed fee of $476,173. The reduction of fee was based on a reduction in the maintenance hours for the overall HMA and the cactus wren project. Based on District staff’s past 7 years of experience managing the HMA contract, Helix had over-estimated the hours for these two (2) tasks and the new hours are more appropriate without compromising the effort that will be required. Staff reviewed the new level of effort and the revised fee and concluded that the modifications were appropriate. Helix Environmental 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 the company. Staff found the references to be excellent and did not find any outstanding issues with the internet search. FISCAL IMPACT: Joe Beachem, Chief Financial Officer The committed funds for this contract totaling $476,173 will be expended from Calendar Year 2015 through Calendar Year 2017 encompassing Fiscal Years 2015-2018 and are budgeted for in the Operating Budget (approximately 30%)and the CIP Budget (approximately 70%). The costs for the remainder of Fiscal Year 2015 are covered by the existing CIP and operating budget. The contract amount also includes the work being done for the Cactus Wren project grant through the SANDAG TransNet program and the costs for this work will be reimbursed to the District by SANDAG between January 2015 through August 2016 (end of the project), a total of approximately $40,000. Costs falling within the future fiscal years will be budgeted for in the normal budget process accordingly. Based on a review of the financial budgets, the Project Manager anticipates that both the Operating Budget and the budget for CIP P2495 will be sufficient to support the Project. 4 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. LCB/BK:jf P:\WORKING\CIP P2495 - San Miguel HMA and Assoc. Mitigation Projects\Staff Reports\2015-2017 Contract\BD 11-05-2014_HMA Services Contract 2015-2017.doc Attachments: Exhibit A – Location Map Attachment A – Committee Action Attachment B – Summary of Proposal Rankings ATTACHMENT A SUBJECT/PROJECTS: P2495-001101 & P1253-001101 Award of a Professional Environmental Services Contract for the San Miguel Habitat Management Area and CIP-Associated Mitigation Projects for Calendar Years 2015 through 2017 COMMITTEE ACTION: The Engineering, Operations, and Water Resources Committee (Committee) reviewed this item at a meeting held on October 13, 2014. 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 – Summary of Proposal Rankings SUBJECT/PROJECT: Award of a Professional Environmental Services Contract for the San Miguel Habitat Management Area and CIP-Associated Mitigation Projects for Calendar Years 2015 through 2017 Qualifications of Team Responsiveness, Project Understanding Technical and Management Approach INDIVIDUAL SUBTOTAL - WRITTEN AVERAGE SUBTOTAL - WRITTEN Proposed Fee* 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 Steve Beppler 27 22 27 76 Kevin Cameron 28 24 28 80 Dan Martin 28 24 28 80 Kent Payne 25 21 24 70 Chad Thompson 27 23 26 76 Steve Beppler 24 23 24 71 Kevin Cameron 25 23 26 74 Dan Martin 25 20 25 70 Kent Payne 25 22 25 72 Chad Thompson 25 22 25 72 Steve Beppler 21 23 26 70 10 13 7 6 36 Kevin Cameron 25 21 23 69 11 12 7 7 37 Dan Martin 25 20 25 70 12 11 7 7 37 Kent Payne 20 21 22 63 10 13 7 9 39 Chad Thompson 23 20 24 67 12 14 9 7 42 Steve Beppler 27 23 25 75 13 11 8 7 39 Kevin Cameron 28 24 27 79 14 14 9 9 46 Dan Martin 29 23 28 80 14 14 9 9 46 Kent Payne 29 25 28 82 12 12 9 7 40 Chad Thompson 27 22 27 76 14 14 9 9 46 Steve Beppler 25 20 26 71 Kevin Cameron 24 19 24 67 Dan Martin 23 18 23 64 Kent Payne 25 20 19 64 Chad Thompson 25 19 26 70 Steve Beppler 29 24 26 79 11 10 7 6 34 Kevin Cameron 29 24 29 82 12 12 8 7 39 Dan Martin 29 24 29 82 12 12 8 8 40 Kent Payne 28 25 26 79 11 11 7 7 36 Chad Thompson 28 24 28 80 11 13 8 8 40 Steve Beppler 26 18 21 65 Kevin Cameron 26 21 21 68 Dan Martin 23 18 21 62 Kent Payne 23 18 20 61 Chad Thompson 25 20 22 67 Steve Beppler 27 22 28 77 13 9 8 7 37 Kevin Cameron 28 24 28 80 14 13 8 8 43 Dan Martin 25 23 25 73 13 12 8 8 41 Kent Payne 28 24 28 80 12 10 8 8 38 Chad Thompson 25 23 25 73 13 13 9 8 43 Consultant Proposed Fee Position Score Hanan $277,998 lowest 15 Rincon $346,153 13 Merkel $360,499 12 ECORP $569,337 5 Helix $574,247 5 Tierra Data $581,105 5 RECON $605,990 4 AMEC $697,193 highest 1 121 76 72 68 E Y 79 79 Y 77 126 Merkel 12 43 REFERENCES 83 1 5 15 5 WRITTEN 77 TOTAL SCORE 78 67 Y 83 77 Y 77 MAXIMUM POINTS Helix Y 38 ORAL Hanan ECORP AMEC RECON 80 4 Y 84 38 122 Rincon 65 4 Y 69 69 San Miguel HMA & CIP-Associated Mitigation Projects Services Contract FEE SCORING CHART 122Tierra Data 77 5 Y 82 40 P:\Working\P2495-San Miguel HMA and Assoc. Mitigation Projects\Staff Reports\Exhibit A EXHIBIT A ! VICINITY MAP NTS ?ò Aä ?Ë ;&s DIV 5 DIV 1 DIV 2 DIV 4 DIV 3 ?p SITE HMA SITE OTAY WATER DISTRICTEnvironmental Setting MapSan Miguel Habitat Management Area F CIP P2495 F