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HomeMy WebLinkAbout04-18-12 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 April 18, 2012 11:30 A.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 THE ISSUANCE OF A PURCHASE ORDER TO 3T EQUIPMENT COM- PANY, INC. IN THE AMOUNT OF $117,062.48 FOR THE PURCHASE OF ONE (1) SEWER TELEVISING VAN (ANDERSON) [5 minutes] 4. APPROVE A PROFESSIONAL AS-NEEDED ELECTRICAL ENGINEERING SER- VICES CONTRACT TO BSE ENGINEERING, INC. IN AN AMOUNT NOT-TO- EXCEED $100,000 FOR FISCAL YEARS 2013 AND 2014 (KAY) [5 minutes] 5. APPROVE A PROFESSIONAL AS-NEEDED TRAFFIC ENGINEERING SERVICES CONTRACT TO DARNELL & ASSOCIATES, INC. IN AN AMOUNT NOT-TO-EXCEED $125,000 FOR FISCAL YEARS 2013 AND 2014 (CAMERON) [5 minutes] 6. APPROVE A CONSULTING SERVICES AGREEMENT WITH SILVA SILVA INTER- NATIONAL, LLC IN AN AMOUNT NOT-TO-EXCEED $104,000 FOR FISCAL YEARS 2012, 2013 AND 2014 (ENDING JUNE 2014) FOR PROFESSIONAL CONSULTING WORK RELATED TO THE OTAY MESA DESALINATION FACILITY CONVEYANCE AND DISINFECTION SYSTEM PROJECT (WATTON) [5 minutes] 2 7. APPROVE RESOLUTION NO. 4194 TO INITIATE PROCEEDINGS WITH THE LO- CAL AGENCY FORMATION COMMISSION FOR THE ANNEXATION OF PEACEFUL VALLEY RANCH, LLC PARCELS (APN NOs: 597-070-02, 597-070-07 AND 597-050- 13) TO THE SAN DIEGO COUNTY WATER AUTHORITY AND METROPOLITAN WATER DISTRICT OF SOUTHERN CALIFORNIA (KENNEDY) [10 minutes] 8. SAN DIEGO COUNTY WATER AUTHORITY UPDATE (WATTON) [10 minutes] 9. ADJOURNMENT BOARD MEMBERS ATTENDING: Gary Croucher, Chair Jose Lopez 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 April 13, 2012 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 April 13, 2012. ______/s/_ Susan Cruz, District Secretary _____ STAFF REPORT TYPE MEETING: Regular Board MEETING DATE: May 2, 2012 SUBMITTED BY: Frank Anderson, Utility Services Manager PROJECT: DIV. NO. APPROVED BY: Pedro Porras, Chief, Water Operations German Alvarez, Asst. General Manager Mark Watton, General Manager SUBJECT: Approval to Purchase Sewer Televising Van GENERAL MANAGER’S RECOMMENDATION: That the Board authorize the General Manager to issue a purchase order to 3T Equipment Company Inc. in the amount of $117,062.48 for the purchase of one (1) Sewer Televising Van. COMMITTEE ACTION: See Attachment “A”. PURPOSE: To obtain Board authorization to purchase a Sewer Televising Van. ANALYSIS: Included in the approved FY 2012 budget is one (1) new Sewer Televising Van. The Sewer Televising Van is a new vehicle scheduled to be utilized by the Utility Maintenance Staff. In 2006, the State Water Resources Control Board adopted a State General Waste Discharge Requirement (WDR) for any agency that owns and operates a sanitary sewer system. A component of the WDR requires a Sewer System Management Plan (SSMP) that AGENDA ITEM 3 emphasizes “Routine Condition Assessment” of the sewer system. Part of this assessment includes sewer line televising that ensures proper investigation, maintenance and repair of the sanitary sewer system. This would be consistent with the SSMP that requires that each collection system agency identify and prioritize structural deficiencies. In addition, the televising of the District’s collection system is a functional assessment of current conditions of sewer pipes in regards to maintenance and cleaning. Common factors that compromise the integrity of the gravity sewer system includes sags in pipes, tree root intrusion, the introduction of cooking grease from commercial and residential customers along with other miscellaneous items introduced into the sewer system. Consequently, common sewer maintenance practice includes the cleaning of sewer lines with above mentioned issues and prompt follow-up televising to ensure the line(s) were properly cleaned and free of obstructions. These obstructions could cause a sewer back-up into commercial and residential customers’ private sewer laterals and/or sewer overflows from District sewer mains that discharge into the environment. Sewer overflows are prohibited by the California Regional Water Quality Control Board, San Diego Section. Over the past three years, prior contracts to televise and document the wastewater collection system totaled $685,100. Cost per-foot prices ranged from $1.41 per foot to $3.50 per foot. This cost was for scheduled sewer televising work with, at times delays of numerous days before work was performed. Televising reports from the contractor were delivered with requested maintenance and cleaning actions that were already completed. Current televising costs by a contractor with a 48-hour response is about $2.75 per lineal foot. Currently, our sewer system is approximately 82 miles of sewer lines at $2.75 per foot equates to 1.19 million dollars to inspect the entire sewer system. Additional efficiency benefits include one-day turnaround of televising affected sections of the wastewater collection system that includes in-house staff televising costs of $1.26 per foot. The process of cleaning and televising sewer lines will allow for regulatory WDR and SSMP compliance with the District emphasis of zero overflows. In-house sewer televising will also greatly benefit sewer line CIP replacement projects as internal video inspection allows for precise replacement forecasts. Purchase price before taxes includes vehicle $24,500.00, televising equipment, delivery, warranty and training totals of $84,143.14 for a total purchase price of $108,643.14. Attached are pictures of the van and televising equipment. The sewer televising equipment package includes sewer camera, camera transporter, 1,000 feet of single conductor-steel armored cable, portable generator to reduce fuel consumption, computer and computer related sewer inspection software that is compatible with the District’s software. The warranty includes two years on the camera and transporter, a five-year warranty of the reel and cable with a lifetime warranty on the camera LED lighting. 3-T equipment company also provides a free lifetime loaner program when televising equipment is being serviced. Their service location is in Montclair near Ontario, CA. 3-T supplies on-site training of three days if needed with as many Otay staff members as the District selects. The training cost is inclusive in the total bid cost. Training includes maintenance and operation of the televising equipment. Maintenance usually consists of cleaning, inspecting, tightening of connectors and lubrication of moving parts. We expect to train four staff members which include one crew leader, two Sr. Utility/Equipment Operators and one Utility Worker. Normal staffing for televising of the sewer system should consist of one Sr. Utility/Operator and one Utility Worker. In accordance with District policy, bids were solicited for the Sewer Televising Van. Three bids were received. Prices received include all applicable fees and taxes and delivery. Dealer Vehicle Bid Bid Price 3-T Equipment Company F-350 Class Sewer Televising Van $117,062.48 Mission Valley Trucks F-350 Class Sewer Televising Van $118,471.12 RST Technical Services F-350 Class Sewer Televising Van $132,655.44 FISCAL IMPACT: Joe Beachem, Chief Financial Officer Projected purchase budget for this vehicle is $130,000. The purchase of this vehicle will cost $117,062.48 which will be charged against the Vehicle Replacement CIP p2282. The total cost in this account will not exceed budgeted funding. The total FY12 project budget for the CIP p2282 Vehicle Replacement is $395,000. Existing expenditures and current encumbrances for the CIP, including the vehicle purchased under this request if approved, are $324,754.44. This will complete the purchases from this account for this fiscal year. Based on the Utility Service Manager’s evaluation, the CIP 2282 budget is sufficient to complete the budgeted purchase. The Finance Department has determined that 100% of the funds are available from the sewer betterment and sewer replacement funds. Expenditure Summary: FY12 Vehicle Replacement CIP 2282 Budget: $395,000.00 FY12 Expenditures and Encumbrances to Date: Vehicle Replacement of existing fleet. $207,691.96 Proposed Vehicle Purchase: $117,062.48 Projected Expenditures of Vehicle Replacement FY12 CIP 2282 Budget: $324,754.44 STRATEGIC GOAL: Operate the system to meet demand twenty-four hours a day, seven days a week. LEGAL IMPACT: None. Attachment “A”, Committee Action ATTACHMENT A SUBJECT/PROJECT: Approval to Purchase a Class 4 Service Line Truck COMMITTEE ACTION: The Finance, Administration and Communications Committee met on April 18, 2012 and supported staffs' 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. STAFF REPORT TYPE MEETING: Regular Board MEETING DATE: May 2, 2012 SUBMITTED BY: Daniel Kay Associate Civil Engineer Ron Ripperger Engineering Manager PROJECT: Various DIV. NO. All APPROVED BY: Rod Posada, Chief of Engineering German Alvarez, Assistant General Manager Mark Watton, General Manager SUBJECT: Award of As-Needed Electrical Engineering Services Contract for Fiscal Years 2013 and 2014 GENERAL MANAGER’S RECOMMENDATION: That the Otay Water District (District) Board of Directors (Board) awards a professional As-Needed Electrical Engineering Services contract to BSE Engineering, Inc. and authorizes the General Manager to execute an agreement with BSE Engineering in an amount not-to- exceed $100,000 for Fiscal Years 2013 and 2014. COMMITTEE ACTION: Please see Attachment A. PURPOSE: To obtain Board authorization for the General Manager to enter into a professional As-Needed Electrical Engineering Services agreement with BSE Engineering in an amount not-to-exceed $100,000 for Fiscal Years 2013 and 2014. The termination date for the professional services agreement will be June 30, 2014. AGENDA ITEM 4 2 ANALYSIS: The District will require the services of a professional electrical engineering consultant to provide electrical and instrumentation designs in support of CIP projects for Fiscal Years 2013 and 2014. It is more efficient and cost effective to issue an as-needed contract for the electrical 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 civil engineering, geotechnical, traffic, and environmental services. The District will issue task orders to the consultant for specific projects during the contract period. The consultant will then prepare a detailed scope of work, schedule, and fee estimate for each task order assigned under the contract. Upon written task order authorization from the District, the consultant shall then proceed with the project as described in the scope of work. The anticipated CIP projects that are estimated to require electrical engineering services for Fiscal Years 2013 and 2014 are listed below: CIP DESCRIPTION ESTIMATED COST P2083 870-2 Pump Station Replacement $30,000 P2190 10-Inch, 1485 Zone Jamul Highlands Pipeline $5,000 P2518 803-3 Reservoir Interior/Exterior Coating (Electrical Upgrades) $5,000 P2519 832-2 Reservoir Interior/Exterior Coating (Electrical Upgrades) $5,000 R2048 Otay Mesa Distribution Pipelines $20,000 S2023 Sewer System Improvements at Various Locations $5,000 TBD 30-Inch Potable Water Pipeline Manifold $20,000 TOTAL: $90,000 The contract is for an amount not-to-exceed $100,000 for all task orders. Fees for professional services will be charged to the CIP projects for which the electrical engineering services are performed. The electrical engineering services’ scopes of work for the above projects are estimated from preliminary information and past projects. Therefore, staff believes that a $100,000 cap on the As- Needed Electrical Engineering Services contract is adequate, while still providing for any unanticipated work that may become necessary. 3 This As-Needed Electrical Engineering Services contract does not commit the District to any expenditure until a task order is approved to perform work on a CIP project. The District does not guarantee work to the consultant, nor does the District guarantee that it will expend all of the funds authorized by the contract on professional services. The District solicited electrical engineering services by placing an advertisement on the Otay Water District’s website and the San Diego Daily Transcript on February 23, 2012. Six (6) firms submitted a letter of interest and a statement of qualifications. The Request for Proposal (RFP) for As-Needed Electrical Engineering Services was sent to all six (6) firms resulting in four (4) proposals received on March 15, 2012. They are as follows:  Engineering Partners Inc.  BSE Engineering Inc.  Elen Consulting  Lee & Ro Inc. G4 Engineering and Turpin & Rattan chose not to propose. In accordance with the District’s Policy 21, staff evaluated and scored all written proposals. BSE Engineering 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. BSE Engineering was the most qualified consultant with the best overall proposal. They are a highly rated company and are readily available to provide the services required. A summary of the complete evaluation is shown in Attachment B. BSE Engineering also completed the Company Background Questionnaire which showed no outstanding issues. The Questionnaire is shown in Attachment C. FISCAL IMPACT: Joe Beachem, Chief Financial Officer The funds for this contract will be expended from a variety of projects, as previously noted above. The fees for professional services requested herein are available in the authorized CIP project budgets. This contract is 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 budgets, the Project Manager anticipates that the budgets will be sufficient to support the 4 professional as-needed consulting services required for the CIP projects noted above. The Finance Department has determined that the funds to cover this contract are available as budgeted for these projects. STRATEGIC GOAL: This Project supports the District’s Mission statement, “To provide customers with the best quality water, wastewater, and recycled water service in a professional, effective, and efficient manner.” LEGAL IMPACT: None. DK/RR:jf P:\WORKING\As Needed Services\Electrical\FY 2013-2014\Staff Report\BD 05-02-12, Staff Report, As-Needed Electrical Engineering Services, (DK-RR).docx Attachments: Attachment A – Committee Action Attachment B – Summary of Proposal Rankings Attachment C – Company Background Questionnaire ATTACHMENT A SUBJECT/PROJECT: Various Award of As-Needed Electrical Engineering Services Contract for Fiscal Years 2013 and 2014 COMMITTEE ACTION: The Engineering, Operations, and Water Resources Committee reviewed this item at a meeting held on April 18, 2012. 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 Staff Understanding of Scope, Schedule and Resources Soundness and Viability of Proposed Project Plan 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 WRITTEN MAXIMUM POINTS REFERENCES ATTACHMENT B As-Needed Electrical Design SUMMARY OF PROPOSAL RANKINGS Ron Ripperger 26 23 25 74 Jeff Machioro 27 24 26 77 Kevin Cameron 28 24 26 78 Brandon DiPietro 28 24 26 78 Don Anderson 25 22 25 72 Ron Ripperger 26 23 23 72 Jeff Machioro 27 23 25 75 Kevin Cameron 27 24 28 79 Brandon DiPietro 26 22 27 75 Don Anderson 28 22 27 77 Consultant Rate Position Score Ron Ripperger 25 23 23 71 Elen Consulting $680 lowest 15 Jeff Machioro 22 22 24 68 BSE Engineering $720 13 Kevin Cameron 25 22 25 72 Engineering Partners $751 11 BSE Engineering 13 Y Engineering Partners Y Elen Consulting 11 87 1571 89 Y 86 76 76 EXCELLENT RATES SCORING CHART Brandon DiPietro 27 21 26 74 Lee & Ro Inc.$963 highest 1 Don Anderson 26 22 24 72 Ron Ripperger 28 23 25 76 Jeff Machioro 28 24 28 80 Kevin Cameron 28 23 27 78 Brandon DiPietro 28 22 27 77 Don Anderson 26 23 27 76 Lee & Ro, Inc.Y77 1 78 *Review Panel does not see or consider rates when scoring other categories. Rates are scored by the PM, who is not on Review Panel. The fees were evaluated by comparing rates for seven positions. The sum of these seven rates are noted on the table above. P:\WORKING\As Needed Services\Electrical\FY 2013-2014\Selection Process\Summary of Proposal Rankings - Rates and No Interview STAFF REPORT TYPE MEETING: Regular Board MEETING DATE: May 2, 2012 SUBMITTED BY: Kevin Cameron Assistant Civil Engineer Ron Ripperger Engineering Manager PROJECT: Various DIV. NO. All APPROVED BY: Rod Posada, Chief of Engineering German Alvarez, Assistant General Manager Mark Watton, General Manager SUBJECT: Award of As-Needed Traffic Engineering Services Contract for Fiscal Years 2013 and 2014 GENERAL MANAGER’S RECOMMENDATION: That the Otay Water District (District) Board of Directors (Board) awards a professional As-Needed Traffic Engineering Services contract to Darnell & Associates, Inc. (Darnell) and authorizes the General Manager to execute an agreement with Darnell in an amount not-to- exceed $125,000 for Fiscal Years 2013 and 2014. COMMITTEE ACTION: Please see Attachment A. PURPOSE: To obtain Board authorization for the General Manager to enter into a professional As-Needed Traffic Engineering Services agreement with Darnell in an amount not-to-exceed $125,000 for Fiscal Years 2013 and 2014. The termination date for the professional services agreement will be June 30, 2014. AGENDA ITEM 5 2 ANALYSIS: The District will require the services of a professional traffic engineering consultant to provide as-needed traffic control plans, traffic signal modification plans, striping plans, and traffic control permit work in support of the CIP projects for Fiscal Years 2013 and 2014. It is more efficient and cost effective to issue an as-needed contract for the traffic 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 civil engineering, geotechnical, electrical, and environmental services. The District will issue task orders to the consultant for specific projects during the contract period. The consultant will then prepare a detailed scope of work, schedule, and fee estimate for each task order assigned under the contract. Upon written task order authorization from the District, the consultant shall then proceed with the project as described in the scope of work. The anticipated CIP projects that are estimated to require traffic engineering services for Fiscal Years 2013 and 2014 are listed below: CIP DESCRIPTION ESTIMATED COST S2024 Campo Road Sewer Main Replacement $35,000 S2028 Explorer Way 8-inch Sewer Main Replacement $5,000 S2029 Chase Avenue 8-inch Sewer Main Replacement $10,000 S2030 Avocado Blvd 8-Inch Sewer Main Replacement $10,000 S2031 Julianna Street 8-inch Sewer Main Replacement $10,000 S2032 Puebla Drive 8-inch Sewer Main Replacement $10,000 S2033 Sewer System Various Locations Rehabilitation $20,000 TOTAL: $100,000 The contract is for an amount not-to-exceed $125,000 for all task orders. Fees for professional services will be charged to the CIP projects for which the traffic engineering services are performed. The traffic engineering services’ scopes of work for the above projects are estimated from preliminary information and past projects. Therefore, staff believes that a $125,000 cap on the As- Needed Traffic Engineering Services contract is adequate, while still providing for any unanticipated work that may become necessary. This As-Needed Traffic Engineering Services contract does not commit the District to any expenditure until a task order is approved to perform work on a CIP project. The District does not guarantee work 3 to the consultant, nor does the District guarantee that it will expend all of the funds authorized by the contract on professional services. The District solicited traffic engineering services by placing an advertisement on the Otay Water District’s website and the San Diego Daily Transcript on February 23, 2012. Nine (9) firms submitted a letter of interest and a statement of qualifications. The Request for Proposal (RFP) for As-Needed Traffic Engineering Services was sent to all nine (9) firms resulting in eight (8) proposals received on March 20, 2012. They are as follows:  KOA Corporation  Darnell & Associates, Inc.  Minagar & Associates, Inc.  Linscott, Law & Greenspan, Engineers  Rick Engineering Company  RBF Consulting  Lin Consulting  Iteris One firm, VRPA Technologies, Inc., received the RFP, but elected not to propose. In accordance with the District’s Policy 21, staff evaluated and scored all written proposals. Darnell 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. Darnell was the most qualified consultant with the best overall proposal. They are a highly rated company and are readily available to provide the services required. A summary of the complete evaluation is shown in Attachment B. Darnell also completed the Company Background Questionnaire which showed no outstanding issues. The Questionnaire is shown in Attachment C. FISCAL IMPACT: Joe Beachem, Chief Financial Officer The funds for this contract will be expended from a variety of projects, as previously noted above. The fees for professional services requested herein are available in the authorized CIP project budgets. This contract is 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. 4 Based on a review of the financial budgets, 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 this contract are available as budgeted for these projects. STRATEGIC GOAL: This Project supports the District’s Mission statement, “To provide customers with the best quality water, wastewater, and recycled water service in a professional, effective, and efficient manner.” This Project fulfills the District’s Strategic Goal No. 1: CUSTOMER - Deliver high quality services to meet customer needs, and increase confidence of the customer in the value the District provides. LEGAL IMPACT: None. KC/RR:jf P:\WORKING\As Needed Services\Traffic Engineer\FY12-FY14\Staff Report\BD 05-02-12, Staff Report, As-Needed Traffic Engineering Services, (KC-RR).doc Attachments: Attachment A – Committee Action Attachment B – Summary of Proposal Rankings Attachment C – Company Background Questionnaire ATTACHMENT A SUBJECT/PROJECT: Various Award of As-Needed Traffic Engineering Services Contract for Fiscal Years 2013 and 2014 COMMITTEE ACTION: The Engineering, Operations, and Water Resources Committee reviewed this item at a meeting held on April 18, 2012. 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. P:\WORKING\As Needed Services\Traffic Engineer\FY12-FY14\Selection Process\Summary of Proposal Rankings - Rates and No Interview.xls Qualifications of Staff Understanding of Scope, Schedule and Resources Soundness and Viability of Proposed Project Plan 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 Bob Kennedy 24 20 24 68 Rick Acuna 25 21 22 68 Consultant Rate Position Score Ron Ripperger 26 23 27 76 Minagar & Associates Inc.$444 lowest 15 Jeff Marchioro 26 23 28 77 KOA Corporation $460 14 Daniel Kay 27 24 28 79 Rick Engineering $485 13 Bob Kennedy 29 24 29 82 LLG Engineers $495 12 Rick Acuna 29 24 26 79 Darnell & Associates, Inc.$510 11 Ron Ripperger 28 24 28 80 Lin Consulting, Inc.$510 11 Jeff Marchioro 28 23 27 78 Iteris $590 7 Daniel Kay 28 23 27 78 RBF Consulting $700 highest 1 Bob Kennedy 21 20 20 61 Rick Acuna 26 23 25 74 Ron Ripperger 26 20 25 71 Jeff Marchioro 27 15 26 68 Daniel Kay 24 22 25 71 Bob Kennedy 25 21 25 71 Rick Acuna 27 23 25 75 Ron Ripperger 28 24 28 80 Jeff Marchioro 25 20 25 70 Daniel Kay 28 23 27 78 Bob Kennedy 26 22 26 74 Rick Acuna 27 22 27 76 Ron Ripperger 26 23 26 75 Jeff Marchioro 26 22 26 74 Daniel Kay 27 24 27 78 Bob Kennedy 27 23 27 77 Rick Acuna 27 20 25 72 Ron Ripperger 26 23 26 75 Jeff Marchioro 25 20 26 71 Daniel Kay 26 24 29 79 Bob Kennedy 22 20 22 64 Rick Acuna 26 20 25 71 Ron Ripperger 26 20 25 71 Jeff Marchioro 26 21 25 72 Daniel Kay 23 21 25 69 Bob Kennedy 23 20 23 66 Rick Acuna 23 23 25 71 Ron Ripperger 27 22 26 75 Jeff Marchioro 27 23 26 76 Daniel Kay 26 23 26 75 74 79 Y Excellent REFERENCES The fees were evaluated by comparing rates for five positions. The sum of these five rates are noted on the table above. 14 11 Y RATES SCORING CHART 84 88 ATTACHMENT B As-Needed Traffic Engineering 69 90 15 KOA Corporation Y WRITTEN MAXIMUM POINTS Minagar & Associates, Inc. SUMMARY OF PROPOSAL RANKINGS Darnell & Associates, Inc. Y 88 73 69 7 Iteris 75 12 Y 87 Rick Engineering Company 75 13 RBF Consulting Y Y 80 *Review Panel does not see or consider rates when scoring other categories. Rates are scored by the PM, who is not on Review Panel. Y 76 80 75 1 Linscott, Law & Greenspan, (LLG) Engineers Lin Consulting, Inc.11 STAFF REPORT TYPE MEETING: Regular Board MEETING DATE: May 2, 2012 SUBMITTED BY: Mark Watton General Manager PROJECT: P2451- 001101 DIV. NO. 2 APPROVED BY: Mark Watton, General Manager SUBJECT: Award of a Consulting Services Contract for Professional Consulting Work Related to the Otay Mesa Conveyance and Disinfection System Project for Fiscal Years 2012, 2013, and 2014 GENERAL MANAGER’S RECOMMENDATION: That the Otay Water District (District) Board of Directors (Board) authorizes the General Manager to execute a Consulting Services Agreement with Silva Silva International LLC (SSI) in an amount not- to-exceed $104,000 for Fiscal Years 2012, 2013, and 2014 (ending June 2014) for professional consulting work related to the Otay Mesa Desalination Facility Conveyance and Disinfection System Project (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 Consulting Services Agreement with SSI for professional consulting work related to the Otay Mesa Desalination Facility Conveyance and Disinfection System Project in an amount not-to-exceed $104,000 for Fiscal Years 2012, 2013, and 2014 (ending June 2014). ANALYSIS: The District is working with a private developer and several binational governmental agencies to support the design, build, and AGENDA ITEM 6 2 operation of a sea-water desalting facility in the area of Rosarito, Baja California. The Otay Mesa Conveyance and Disinfection System Project (Project) will provide a potable water transmission pipeline and pump station to convey the desalinated water from the border of Mexico to Roll Reservoir on Otay Mesa. The primary purpose of the Project is to provide water service at a potable level to customers in both the U.S. and Mexico. Given the many challenges in advancing this Project, Peter Silva, the principal of SSI, is uniquely positioned to provide technical, regulatory, and policy assistance in water and wastewater matters. Mr. Silva has 34 years of experience in the water and wastewater fields. Additionally, Mr. Silva has worked on U.S.-Mexico border issues for over 30 years. SSI’s extensive experience in the U.S. includes the Regional Water Quality Control Board in Los Angeles and San Diego, the California Water Resources Control Board, the State Department of Health Services, the State Fish and Game, the U.S. Bureau of Reclamation, and the Environmental Protection Agency in Washington, DC. plus, Mexican agencies and officials at the state level, i.e., Governor Osuna Millan, the Secretaria de Infraestructura y Desalloro Urbano, the Comision Estatal de Agua, and the Comision Estatal del Servicios Publicos de Tijuana y Rosarito (CESPT) and the Federal agencies which include Comision Nacional de Agua, and the Comision Internacional de Limites y Aguas. Under a $50,000 agreement and a First Amendment to Agreement, signed under the signature authority of the General Manager and extending the agreement to May 2012, SSI has been providing consulting services to the District since March 17, 2011. Based on past work between the District and SSI, the District feels SSI is uniquely qualified to best meet the District’s needs for technical, regulatory, and policy expertise to advance this Project (see Exhibit B for Scope of Work). FISCAL IMPACT: Joe Beachem, Chief Financial Officer The total budget for CIP P2451, as approved in the FY 2012 budget, is $30,000,000. Expenditures to date are $1,004,184. Total expenditures, plus outstanding commitments, including this contract, totals $5,040,666. Based on a review of the financial budget, the Project Manager anticipates that the budget is sufficient to support this Project (see Attachment B). 3 Finance has determined that 40% of the funding is available from the Expansion Fund and 60% of the funding will be available from the Betterment Fund after Board approval of the FY 2013 fund transfers. STRATEGIC GOAL: This Project supports the District's Mission statement, "To provide the best quality of water and wastewater services to the customers of Otay Water District, in a professional, effective, and efficient manner" and the District's Strategic Goal, "To satisfy current and future water needs for potable, recycled, and wastewater services." LEGAL IMPACT: None. RP:jf P:\WORKING\CIP P2451 Desalination Feasibility Study\Staff Reports\Board 05-02-12\BD 05-02-12, Staff Report, Award of Consulting Services Contract to SSI, (RP).docx Attachments: Attachment A – Committee Action Attachment B – Budget Detail Exhibit A – Location Map Exhibit B – Scope of Work ATTACHMENT A SUBJECT/PROJECT: P2451-001101 Award of a Consulting Services Contract for Professional Consulting Work Related to the Otay Mesa Conveyance and Disinfection System Project for Fiscal Years 2012, 2013, and 2014 COMMITTEE ACTION: The Engineering, Operations, and Water Resources Committee reviewed this item at a meeting held on April 18, 2012. 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 SUBJECT/PROJECT: P2451-001101 Award of a Consulting Services Contract for Professional Consulting Work Related to the Otay Mesa Conveyance and Disinfection System Project for Fiscal Years 2012, 2013, and 2014 Date Updated: March 27, 2012 Budget 30,000,000 Planning 001101 Labor 373,029 373,029 373,029 Printing 61 61 - 61 MAIL MANAGEMENT GROUP INC Mileage Reimbursement 138 138 - 138 PETTY CASH CUSTODIANParking and Tolls 80 80 - 80 PETTY CASH CUSTODIAN Parking and Tolls 45 45 - 45 US BANK CORPORATE PAYMENTParking and Tolls 21 21 - 21 WATTON, MARK Airfare and Transportation 40 40 - 40 PETTY CASH CUSTODIANAirfare and Transportation 8,717 8,717 - 8,717 US BANK CORPORATE PAYMENT Airfare and Transportation 78 78 - 78 WATTON, MARK Lodging 3,262 3,262 - 3,262 US BANK CORPORATE PAYMENT Lodging 1,590 1,590 - 1,590 WATTON, MARK Lodging 729 729 - 729 BONILLA, JAIME Lodging 472 472 - 472 CONSOLIDATED WATER COMPANY Meals and Incidentals 249 249 - 249 PETTY CASH CUSTODIAN Meals and Incidentals 38 38 - 38 US BANK CORPORATE PAYMENT Meals and Incidentals 194 194 - 194 WATTON, MARK Meals and Incidentals 395 395 - 395 CONSOLIDATED WATER COMPANY Business Meetings 180 180 - 180 PETTY CASH CUSTODIAN Business Meetings 949 949 - 949 US BANK CORPORATE PAYMENT Insurance 26 26 - 26 PETTY CASH CUSTODIAN Insurance 27 27 - 27 US BANK CORPORATE PAYMENT Professional Legal Fees 43,175 43,175 - 43,175 SOLORZANO CARVAJAL GONZALEZ Y Professional Legal Fees 15,853 15,853 - 15,853 STUTZ ARTIANO SHINOFF Professional Legal Fees 152,066 152,066 - 152,066 GARCIA CALDERON & RUIZ LLP Other Legal Expenses 9,975 9,975 - 9,975 GARCIA CALDERON & RUIZ LLP Other Legal Expenses 38 38 - 38 STUTZ ARTIANO SHINOFFConsultant Contracts 98,577 98,577 - 98,577 CAMP DRESSER & MCKEE INC Consultant Contracts 47,515 47,515 - 47,515 MARSTON+MARSTON INCConsultant Contracts 12,200 12,200 - 12,200 REA & PARKER RESEARCH Consultant Contracts 4,173 4,173 - 4,173 SALVADOR LOPEZ-CORDOVAConsultant Contracts 58,066 44,066 14,000 58,066 SILVA-SILVA INTERNATIONAL Consultant Contracts 70,200 28,800 41,400 70,200 HECTOR I MARES-COSSIOConsultant Contracts 32,340 32,340 - 32,340 BROWNSTEIN Consultant Contracts 7,000 7,000 - 7,000 BUSTAMANTE104,000 104,000 104,000 SILVA SILVA INTERNATIONAL Service Contracts 500 500 - 500 REBECA SOTURA NICKERSON Service Contracts 106 106 - 106 SAN DIEGO DAILY TRANSCRIPT Total Planning 1,046,104 886,704 159,400 1,046,104 Design 001102Labor65,450 65,450 65,450 Meals and Incidentals 14 14 - 14 PETTY CASH CUSTODIANConsultant Contracts 5,535 5,535 - 5,535 MICHAEL R WELCH PHD PE Consultant Contracts 3,910,297 33,215 3,877,082 3,910,297 AECOM TECHNICAL SERVICES INCConsultant Contracts 5,000 5,000 - 5,000 ATKINS Consultant Contracts 7,923 7,923 - 7,923 CPM PARTNERS INC Service Contracts 343 343 - 343 SAN DIEGO UNION-TRIBUNE LLC Total Design 3,994,562 117,480 3,877,082 3,994,562 Construction 001103Labor - - - Total Construction - - - - Grand Total 5,040,666 1,004,184 4,036,482 5,040,666 Vendor/Comments Otay Water DistrictP2451 - Rosarito Desalination Facility Conveyance Committed Expenditures Outstanding Commitment & Forecast Projected Final Cost EXHIBIT B SUBJECT/PROJECT: P2451-001101 Award of a Consulting Services Contract for Professional Consulting Work Related to the Otay Mesa Conveyance and Disinfection System Project for Fiscal Years 2012, 2013, and 2014 SCOPE OF WORK. STAFF REPORT TYPE MEETING: Regular Board MEETING DATE: May 2, 2012 SUBMITTED BY: Bob Kennedy Sr. Civil Engineer PROJECT NO./ SUBPROJECT: D0400- xx9560 DIV. NO. 5 APPROVED BY: Rod Posada, Chief, Engineering German Alvarez, Asst. General Manager Mark Watton, General Manager SUBJECT: Resolution Requesting the Local Agency Formation Commission to Initiate Proceedings for Peaceful Valley Ranch Annexation GENERAL MANAGER’S RECOMMENDATION: Approve Resolution No. 4194 (Attachment B), for the Local Agency Formation Commission (LAFCO) to initiate proceedings for the Peaceful Valley Ranch Annexation to the San Diego County Water Authority (SDCWA) and Metropolitan Water District of Southern California (MWD)(see Exhibits A and B for Project location). COMMITTEE ACTION: Please see Attachment A. PURPOSE: The purpose of the proposed annexation is to provide imported water to serve Assessor Parcel Numbers 597-070-02, 597-070-07, and 597-050- 13 to be developed by Peaceful Valley Ranch LLC. ANALYSIS: The proposed Peaceful Valley Ranch project is a 181.3 acre residential development, of which 28.9 acres are already within the SDCWA and MWD service area. The entire 181.3 acre development is already located within the Otay Water District (District) service area. The property is located in the County of San Diego off Campo Road and Melody Road in the community of Jamul. AGENDA ITEM 7 2 On September 3, 2003, the Otay Water District Board (Board) adopted Resolution No. 3992, requesting concurrent annexation of the Peaceful Valley Ranch property to SDCWA and MWD (Attachment C). The annexation process was delayed due to the need for the property owner to complete the environmental documents needed to comply with the California Environmental Quality Act (CEQA) and by the SDCWA until Annexation Policy #2 was adopted, as explained below. The table below summarizes the steps that have been taken and those that are still needed in order to annex the Peaceful Valley Ranch property. Annexation Summary Major Steps for Concurrent Annexation to Water Authority and MWD Peaceful Valley Ranch Annexation Status Otay adopts resolution requesting concurrent annexation to the Water Authority and MWD. September 3, 2003 See Attachment C. MWD Board adopts resolution granting conditional approval and intent to levy standby charges. May 10, 2005 SDCWA Board establishes preliminary informal terms and conditions, and requests MWD grant conditional approval and give notice of intent to impose water standby charges. June 23, 2005 County of San Diego filed a Notice of Determination (NOD) that they had prepared a Final EIR certified pursuant to CEQA. July 28, 2008 In response to an extended drought and regulatory restrictions on pumping on the State Water Project, SDCWA adopted Annexation Policy #2, Protection of Member Agency Supply Reliability. This allows the annexation to move forward. April 22, 2010 SDCWA Board establishes preliminary informal terms and conditions, and requests MWD grant conditional approval and give notice of intent to impose water standby charges. July 22, 2010 MWD Board adopts resolution granting conditional approval and intent to levy standby charges. July 12, 2011 SDCWA Board adopts resolution requesting MWD set formal terms and conditions. August 25, 2011 3 Annexation Summary Major Steps for Concurrent Annexation to Water Authority and MWD Peaceful Valley Ranch Annexation Status MWD Board adopts resolution, providing consent for the concurrent annexation, fixing terms and conditions, and levying standby charge. December 13, 2011 See Attachment D for terms and conditions. SDCWA Board set final terms and conditions and approval of annexation. January 26, 2012 See Attachment E for terms and conditions. Otay adopts resolution of application requesting LAFCO to take proceedings for annexation. May 2, 2012 Recommended action of the Otay Board. San Diego Local Agency Formation Commission files notice of completion after the terms and conditions of MWD, Water Authority, and Otay are satisfied. Future proposed action. Deadline is December 31, 2012. The applicant is requesting annexation to provide imported water to serve the property. The property owner anticipates meeting demands of the Peaceful Valley Ranch property with a combination of imported water and local groundwater. The District estimates that the average water demand on the SDCWA from the proposed Peaceful Valley Ranch Annexation is approximately 70 acre-feet per year (AFY), with a projected maximum daily demand on the Water Authority of 0.16 cubic feet per second. Groundwater quality in the area is not well suited for domestic use, due to elevated total dissolved solids concentrations beyond the maximum contaminant level, or MCL, of 1,000 mg/L. The owner plans to continue to use groundwater to the extent practicable. Under the Major Use Permit from the county of San Diego for the project, groundwater extraction is limited to a maximum of 22 AFY when the development is complete. Historically, the owners used the property mainly for dry farming. The proposed annexation is for an estate residential development, including equestrian uses and amenities. Peaceful Valley Ranch LLC proposes to develop 52 estate residential units on lots ranging in size from two to five acres. The annexation includes a private equestrian facility, with horse stables and a polo-training field. The Polo field would be the only portion of the project using groundwater as a water supply source. The property, if annexed, will create windows within the SDCWA’s service area. A window is an un-annexed area surrounded by annexed territory. A window within a service area leads to inefficient 4 supply management and facility planning, and could increase the potential for water use outside the service area, either directly or indirectly. One way to avoid formation of windows is for the member agency to request annexation of the window areas in addition to the original annexation request. District staff surveyed the landowners to determine their interest in annexing. One landowner, Stoddard, who was included in Otay’s original Peaceful Valley Ranch annexation request remains interested in annexing, but at a later date. The eight-acre Stoddard property is shown on the legal description and plat within Attachment C. Staff also contacted the remaining five landowners; however, none are interested in annexing at this time. These results are consistent with the landowner survey staff conducted in 2004 when the annexation request was initially made to the SDCWA. The SDCWA cannot require property owners to annex, especially taking into account annexation requirements under the current supply situation. The District has made an effort to eliminate the formation of windows through contacting the landowners. The majority of the annexing property is coterminous to the Water Authority service area. In addition, to prevent use of imported supplies outside the SDCWA and MWD’s service areas that could occur with the creation of windows, the District has stated that they conduct continuous monitoring of their facilities to preclude illegal tapping of mains. The Board of Directors of the MWD on December 13, 2011 adopted Resolutions 9133 and 9134 consenting to the annexation, fixed terms and conditions, and adopted a water standby charge for the Peaceful Valley Ranch Annexation (see Attachment D). The Board of Directors of the SDCWA on January 26, 2012 adopted Resolution No. 2012-01 setting final terms and conditions, approving the concurrent annexation of territory to said agencies and making environmental findings relating to the Peaceful Valley Ranch Annexation (see attachment E). FISCAL IMPACT: Joe Beachem, Chief Financial Officer None known at this time. STRATEGIC GOAL: This Project supports the District's Mission Statement, "To provide the best quality of water and wastewater service to the customers of the Otay Water District in a professional, effective, and efficient manner," and the District's strategic goal, "To satisfy current and future water needs for potable, recycled, and wastewater services." 5 LEGAL IMPACT: None. BK/RP:jf P:\WORKING\WO D0400-Peaceful Valley Annex\Staff Report\BD 5-2-12, Staff Report, Peaceful Valley Ranch Resolution.doc Attachments: Exhibit A – Location Map Exhibit B – Location Map Attachment A – Committee Action Attachment B – Resolution Attachment C – OWD Referenced Resolution Attachment D – MWD Referenced Resolution Attachment E – SDCWA Referenced Resolution ÃÅ94 P:\WORKING\WO D0400-Peaceful Valley Annex\Graphics\Exhibits-Figures\Exhibit A - Peaceful Valley Ranch Parcel Annexation.mxd OTAY WATER DISTRICTPEACEFUL VALLEY RANCH PARCEL ANNEXATIONLOCATION MAPEXHIBIT A WO D0400 ! VICINITY MAP PROJECT SITE NTS ?ò ?ä ?Ë ;&s DIV 5 DIV 2 DIV 1 DIV 3 DIV 4 F F Legend Peaceful Valley Ranch Parcels to be Annexed CWA/MWD Service Area Otay Water District Service Area C A M PO R D 0 0.5 1Miles MELODY RD C A M P O SR 9 4 LAS PALMAS RD R D VALLEY RANCH RD PEACEFUL P: \ W O R K I N G \ W O D 0 4 0 0 - P e a c e f u l V a l l e y A n n e x \ G r a p h i c s \ E x h i b i t s - F i g u r e s \ E x h i b i t B - P e a c e f u l V a l l e y R a n c h P a r c e l A n n e x a t i o n . m x d OTAY WATER DISTRICTPEACEFUL VALLEY RANCH PARCEL ANNEXATIONLOCATION MAPEXHIBIT B WO D0400 ! VICINITY MAP PROJECT SITE NTS ?ò ?ä ?Ë ;&s DIV 5 DIV 2 DIV 1 DIV 3 DIV 4 FF Legend Peaceful Valley Ranch Parcels to be Annexed Future CWA/MWD Annexation Stoddard Property - Future CWA/MWD Annexation 0 400 800Feet ATTACHMENT A SUBJECT/PROJECT: D0400-xx9560 Resolution Requesting the Local Agency Formation Commission to Initiate Proceedings for Peaceful Valley Ranch Annexation COMMITTEE ACTION: The Engineering, Operations, and Water Resources Committee reviewed this item at a meeting held on April 18, 2012. 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.