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Home My WebLink About10-14-10 EO&WR Committee PacketOTAYWATER DISTRICT SPECIAL MEETING OF THE ENGINEERING,OPERATIONS &WATER RESOURCES COMMITTEE and SPECIAL MEETING OF THE BOARD OF DIRECTORS 2554 SWEETWATER SPRINGS BOULEVARD SPRING VALLEY,CALIFORNIA Board Room THURSDAY October 14,2010 12:30 P.M. This is a District Committee meeting.This meeting is being posted as a special meeting in order to comply with the Brown Act (Government Code Section §54954.2)in the event that a quorum of the Board is present.Items will be deliberated,however,no formal board actions will be taken at this meeting.The committee makesrecommendations 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 THEBOARD ON ANY SUBJECT MATTER WITHIN THE BOARD'S JU- RISDICTION BUT NOT AN ITEM ON TODAY'S AGENDA DISCUSSION ITEMS 3.APPROVE AN AGREEMENT FOR PROFESSIONAL ENGINEERING SERVICES WITH AECOM TECHNICAL SERVICES,INC.IN AN AMOUNT NOT TO EXCEED $3,910,297.00 FOR THE OTAY MESA CONVEYANCE AND DISINFECTION SYSTEM PROJECT (KENNEDY)[15 minutes] 4.ADJOURI\JMENT BOARD MEMBERS ATTENDING: Jose Lopez,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.otavwater.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 12,2010 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 12,2010. 2 AGENDA ITEM 3 STAFF REPORT TYPE MEETING:Special Board SUBMITIED BY:Bob Kennedy 1:?~ Associate Civil Engineer MEETING DATE:October 21,2010 W.O.lG.F.NO:P2451-DIV.NO.ALL 001101 APPROVED BY: (Chief) APPROVED BY: (Asst.GM): SUBJECT: Ron Ripperger ~ Engineering Manager Rod posad~~ Chief,Engineering Manny Magafi~~ Assistant GeneralLJanager,Engineering &Operations Award of a Professional Engineering Services Contract for the Otay Mesa Conveyance and Disinfection System Project GENERAL MANAGER'S RECOMMENDATION: That the Otay Water District (District)Board of Directors authorizes the General Manager to execute an agreement for Professional Engineering Services with AECOM Technical Services, Inc.,(AECOM)in an amount not to exceed $3,910,297 for the Otay Mesa Conveyance and Disinfection System Project (see attached Exhibit A for project location.) COMMITTEE ACTION: Please see Attachment A. PURPOSE: To obtain Board authorization for the General Manager to enter into a Professional Engineering Services agreement with AECOM in an amount not to exceed $3,910,297 for the Otay Mesa Conveyance and Disinfection System Project. ANALYSIS: The District's 2007 Integrated Water Resources Plan (IRP)was prepared primarily to identify alternate supplies of potable and recycled water.The reliability of existing imported water supplies is not assured given the potential for drought or a seismic event,plus the uncertainties associated with current STAFF REPORT TYPE MEETING:Special Board SUBMITTED BY:Bob Kennedy 1:?XL Associate Civil Engineer MEETING DATE:October 21,2010 W.O.lG.F.NO:P2451-DIV.NO.ALL 001101 APPROVED BY: (Chief) APPROVED BY: (Asst.GM): SUBJECT: Ron Ripperger VUU Engineering Manager Rod posad~~ Chief,Engineering Manny Magafia~~ Assistant GeneralLJanager,Engineering &Operations Award of a Professional Engineering Services Contract for the Otay Mesa Conveyance and Disinfection System Project GENERAL MANAGER'S RECOMMENDATION: That the Otay Water District (District)Board of Directors authorizes the General Manager to execute an agreement for Professional Engineering Services with AECOM Technical Services, Inc.,(AECOM)in an amount not to exceed $3,910,297 for the Otay Mesa Conveyance and Disinfection System Project (see attached Exhibit A for project location.) COMMITTEE ACTION: Please see Attachment A. PURPOSE: To obtain Board authorization for the General Manager to enter into a Professional Engineering Services agreement with AECOM in an amount not to exceed $3,910,297 for the Otay Mesa Conveyance and Disinfection System Project. ANALYSIS: The District's 2007 Integrated Water Resources Plan (IRP)was prepared primarily to identify alternate supplies of potable and recycled water.The reliability of existing imported water supplies is not assured given the potential for drought or a seismic event,plus the uncertainties associated with current regulatory controls on State Water Project deliveries.These have made it necessary for the District to look elsewhere to meet present and future water demands in a reliable and cost effective manner. One of the recommendations of the IRP for supply diversification is to explore the feasibility of a binational ocean desalination facility within Mexico.Staff has been meeting with state and local authorities in Baja California to discuss the feasibility of such a project.After many years,a desalination facility is high on the agenda at all levels of government in Mexico. Preliminary Engineering has begun to identify alignments for a transmission pipeline to convey desalinated and conditioned potable water produced at the Rosarito desalination plant in Mexico to the border. 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 District requires the services of an engineering consulting firm (Consultant)to provide a range of services for the Project,including the preparation of a Preliminary Design Report and contract documents;provide public outreach services;coordinate with the California Department of Public Health (CDPH)to identify a cost effective means to meet regulations;conduct water quality testing;and prepare the environmental documentation to provide compliance with CEQA/NEPA for the Project. In accordance with the Board of Directors Policy No.21,the District initiated the selection process on August 23,2010,by placing advertisements in the San Diego Union Tribune and the San Diego Daily Transcript,and posting the project on the District's website for Professional Engineering Services.A Pre-Proposal Meeting was held on September 7,2010.Thirty-two primary engineering and sub-consultant firms submitted a Letter of Interest (LOI)and a Statement of Qualifications.To maximize the potential number of responses,the advertisement was sent to all of the firms that submitted Letters of Interest for the North District and South District Interconnection System Project. Proposals were received on September 27,2010,from the following eight consulting firms: 1.AECOM Technical Services,Inc. 2.URS 3.RBF Consulting 4.Malcolm Pirnie,Inc. 5.Carollo 6.Tetra Tech 2 r r I j I,t 7.Camp,Dresser &McKee,Inc. S.HDR Engineering,Inc. Due to the high quality of the proposals received,·-the complexity of several key tasks required,and the difficulty in discerning the quality of key staff through a written proposal,the District elected to interview all eight consultants.The proposals and interviews were evaluated by a selection panel comprised of five District staff members.After conducting the interviews on October 7th and Sth,2010,the panel completed the consultant ranking process and concluded that AECOM received the highest ranking and provided the best overall value to the District.A summary of the complete evaluation is shown in Exhibit B. Fee negotiations with AECOM concluded on October 11,2010/and resulted in a net reduction of $110,000 to their originally proposed fee.An allowance for additional studies was also reduced by $200,000.Staff recommends the award of a professional services contract to AECOM for a not-to-exceed amount of $3/910,297. FISCAL IMPACT: The total budget f CIP P2451,as approved in the FY 2011 budget/is $30/000/000.Based on a review of the financial budget,the Project Manager has determined that the budget is sufficient to support this project. The projected engineering services expenditures through Fiscal Year 2014 are as follows: Fiscal Year 2nd quarter/FY 2011 3rd quarter,FY 2011 4 th quarter,FY 2011 1st quarter/FY 2012 2nd quarter/FY 2012 3rd quarter,FY 2012 4 th quarter,FY 2012 FY 2013 FY 2014 Projected Consultant Expenditure (Cumulative) $240/000 $750,000 $1/430/000 $2/000/000 $2,600,000 $3/200,000 $3,400,000 $3/865,000 $3/910,000 Total:$3,910,000 The Finance Department has determined that 40%of the funding is available from the Expansion Fund and 60%of the funding is available from the Betterment Fund. 3 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. General Manager P,\WORKING\CIP P2451 Desalination Feasibility Study\Staff Reports\Board 10-21-10 Award Engineering\BD 10-21-10.Staff Report, Otay Mesa Conveyance and Disinfection System Project Consultant Award,(BK-RR).doc BK/RR:jf Attachments:Attachment A -Committee Action Exhibit A -Location Map Exhibit B -Summary of Ranking Spreadsheet 4 ATTACHMENT A 'sUi3JEcfjpROJEcT:i Award of a Prof;;;ssionalE~gi;;·~eringS··;;;~~ic~~··cont·~~c·t···fo~··i IP245l-001101:_the Otay MeS~OnVeyance and DiS~~fe:ion System~_r_o]_e_c~_1 COMMITTEE ACTION: The Engineering,Operations,and Water Resources Committee reviewed this item at a Special Committee Meeting held on October 14,2010.The Committee supported Staff's recommendation. NOTES: The "Committee Action"is written in anticipation of the Special Committee moving the item forward for Special Board approval.This report will be sent to the Special Board as a Committee approved item,or modified to reflect any discussion or changes as directed from the Committee prior to the presentation to the Special Board. OTAY WATER DISTRICT Otay Mesa Conveyance and Disinfection Facility Project EXHIBIT A 2,000F... EXHIBIT B Summary of Ranking EXHIBIT B SUMMARY OF PROPOSAL RANKINGS Otay Mesa Conveyance and Disinfection System Project CIP P2451 WRIITEN ORAL UndelStandlng of Soundness and INDIVIDUAL AVERAGE Consullant's AVERAGE Addillonal Presentallon.Quelltyof TOTAL SCORE REFERENCESQualificationsofScope.Schedule Viability of SUBTOTAL SUBTOTAL-Proposed Fee"Commitment to TOTAL Creativityand Strength of Communication Response to INDIVIDUAL AVERAGE Staff and Resources Proposed Project WRITTEN WRIITEN DBE WRITIEN Insight Project Manager Skills Questions TOTAL·ORAL TOTAL ORAL Plan MAXIMUM POINTS 30 25 30 85 85 15 YIN 100 15 15 10 10 50 50 150 PoorlGoodl Excellent Rod Posada 28 20 25 73 14 14 8 8 44_.-.._--_..--_..-_..- Pedro Parras 22 25 22 69 15 11 8 8 42-74 10 Yes 84 ----43 127 GoodAECOMRanRlpperger._26 23 27 76 13 14 9 7 43---------"----_."-f--..__... Gary Silverman 27 23 27 77 13 12 8 7 40-...-Daniel Kay 27 23 26 76 13 14 9 9 45 RodPosada 27 22 22 71 14 13 8 8 43 Pedro Porras 23 25 22 70 11 11 8 7 37-'.__."--"---------70 10 80 -.....-------------40 120URSRonRipperger25232573Yes12138740-_..-_.. GarySilverman 25 20 24 69 11 11 7 7 36.-------------. DanielKay 22 23 23 68 14 14 9 9 46 RodPosada 27 15 20 62 13 14 8 6 41......-_...----..---_. Pedro Porras 23 22 21 66 10 10 5 5 30--.-_.....--"'---66 13 Yes 79 36 115RBFConsultingRonRipperger2322246912138740-----GarySilverman 20 22 19 61 10 9 7 5 31-._-.- DanielKay 24 23 24 71 12 12 7 8 39 RodPosada 29 23 28 80 15 15 9 10 49..-..-_..-Pedro Porras 24 23 24 71 11 11 8 7 37MalcolmPlrnie."---'-f----41 119Inc.Ron Ripperger 25 22 23 70 74 4 Yes 78 12 12 8 9 41..---GarySilverman 27 22 25 74 11 12 8 7 38..----I--- Daniel Kay 24 23 26 73 13 12 8 8 41 Rod Posada 25 20 20 65 12 14 8 7 41---"'---"--------_.- Pedro Parras 20 15 18 53 13 11 7 7 38-.-,_.--_..--_....------------_._-37 117CarolloRonRipperger232222676515Yes801213,8 8 41:......0---------1--. Gary Silverman 28 20 25 73 9 10 7 7 33_._- Daniel Kay 26 20 22 68 9 9 6 6 30 RodPosada 25 18 20 63 12 12 8 8 40_. Pedro Porras 24 22 22 68 15 12 10 10 47_.__...._....-.._-----39 119TETRATECHRonRipperger242223696812Yes8013138842-"----_..-----GarySilverman 24 21 23 68 11 10 8 6 35f--.----..._-_..-1--.._----_.._-_... Daniel Kay 25 21 24 70 11 8 7 7 33 RodPosada 28 22 25 75 15 12 9 9 45f-...-'-'-"---'---"--'Pedro Porras 25 24 24 73 15 10 8 8 41Camp.Dresser &-----71 10 Yes 81 38 119McKee,Inc RonRipperger 22 21 22 65 11 10 8 7 36f--------.......--GarySilverman 26 21 26 73 12 6 7 7 32.. DanielKay 22 24 25 71 10 7 8 9 34 RodPosada 28 22 29 79 15 15 9 9 48-Pedro Porras 27 24 23 74 13 11 8 8 40HDR761Yes77 ....'-44 121Engineering.Inc RonRipperger 26 23 25 74 14 14 9 8 45_..---GarySt7verman 27 23 28 78 14 13 9 8 44f--.----DanielKay 26 23 26 75 13 13 8 8 42 ReVIew Panel does not seeorconSIder fee when scotln9 other categones.FeeIs scoredby lhe PM,who IS nolon ReviewPanel. FEE SCORING CHART Consultant Proposed Fee Posllion Score Carollo $3,364,207 lowest 15 RBF $3,680,135 13 Tetra Tech $3,866,993 12 AECOM $4.220.297 10 URS $4,295,694 10 COM $4,330,791 10 Malcolm Pimie $5,437,098 4 HDR $5,998,488 highest 1 P:IWORKINGICIPP2451 Desalination Feasibility Study\Agreements-Contracts·RFPsIDesal RFPlProcesslReview Panel·Cosl ProposallP2451 Summary of Proposal Ranklngs •Fee and Interview.xls Quality Assurance Approval Sheet.. Subject:Award of a Professional Engineering Services Contract for the Otay Mesa Conveyance and Disinfection System Project to AECOM Technical Services,Inc. Project No:P2511-001102 Document Description:Staff Report for Special Board Meeting on October 21,2010 Author: QA Reviewer: Manager: Signature frO ~~~w--t Printed Name J::I)~ f(!j f·StL-V~~ Printed Name Printed Name Date Date