HomeMy WebLinkAbout04-18-17 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
TUESDAY
April 18, 2017
3:00 P.M.
This is a District Committee meeting. This meeting is being posted as a special meeting
in order to comply with the Brown Act (Government Code Section §54954.2) in the event that
a quorum of the Board is present. Items will be deliberated, however, no formal board actions
will be taken at this meeting. The committee makes recommendations
to the full board for its consideration and formal action.
AGENDA
1. ROLL CALL
2. PUBLIC PARTICIPATION – OPPORTUNITY FOR MEMBERS OF THE PUBLIC TO
SPEAK TO THE BOARD ON ANY SUBJECT MATTER WITHIN THE BOARD'S JU-
RISDICTION BUT NOT AN ITEM ON TODAY'S AGENDA
DISCUSSION ITEMS
3. AWARD A CONTRACT TO KIRK PAVING IN AN AMOUNT NOT-TO-EXCEED
$200,000 FOR AS-NEEDED ASPHALT PAVING SERVICES FROM JULY 1, 2017
THROUGH JUNE 30, 2018, WITH AN OPTION TO EXTEND IT TO JUNE 30, 2019
(MARTINEZ) [5 minutes]
4. AWARD TWO (2) PROFESSIONAL AS-NEEDED CONSTRUCTION MANAGEMENT
AND INSPECTION SERVICES CONTRACTS TO ALYSON CONSULTING AND VAL-
LEY CONSTRUCTION MANAGEMENT, EACH IN AN AMOUNT NOT-TO-EXCEED
$500,000. THE TOTAL AMOUNT FOR THE TWO (2) CONTRACTS WILL NOT EX-
CEED $500,000 DURING FISCAL YEARS 2018 AND 2019 (ENDING JUNE 30, 2019)
(MARTIN) [5 min]
5. AWARD TWO (2) PROFESSIONAL AS-NEEDED WATER RECLAMATION ENGI-
NEERING DESIGN SERVICES CONTRACTS TO ARCADIS U.S., INC. AND KEH &
ASSOCIATES, EACH IN AN AMOUNT NOT-TO-EXCEED $175,000. THE TOTAL
AMOUNT SPENT THROUGH THE TWO CONTRACTS WILL NOT EXCEED
$175,000 DURING FISCAL YEARS 2018 AND 2019 (ENDING JUNE 30, 2019)
(BEPPLER) [5 min]
2
6. APPROVE AN INCREASE TO THE CIP S2024 BUDGET IN THE AMOUNT OF
$1,600,000 AND AWARD A CONSTRUCTION CONTRACT TO WIER CONSTRUC-
TION CORPORATION FOR THE CAMPO ROAD SEWER REPLACEMENT PRO-
JECT IN AN AMOUNT NOT-TO-EXCEED $7,784, 245.95 (MARTIN) [5 minutes]
7. ADJOURNMENT
BOARD MEMBERS ATTENDING:
Tim Smith, Chair
Hector Gastelum
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 14, 2017 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 14, 2017.
/s/ Susan Cruz, District Secretary
STAFF REPORT
TYPE MEETING: Regular Board
MEETING DATE: May 3, 2017
SUBMITTED BY:
Jose Martinez, Assistant
Chief of Water Operations
PROJECT: DIV. NO. All
APPROVED BY:
Pedro Porras, Chief of Water Operations
German Alvarez, Assistant General Manager
Mark Watton, General Manager
SUBJECT: ANNUAL AS-NEEDED PAVING SERVICES
GENERAL MANAGER’S RECOMMENDATION:
That the Board authorize entering into an agreement with Kirk
Paving in an amount not to exceed $200,000 for as-needed asphalt
paving services from July 1, 2017 through June 30, 2018, and with
an option to extend it to June 30, 2019.
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
To present bid results and request that the Board authorize
entering into an agreement with Kirk Paving, Lakeside, CA for as-
needed asphalt paving services from July 1, 2017 through June 30,
2018 in an amount not to exceed $200,000, and with an option to
extend it to June 30, 2019.
ANALYSIS:
As a regular course of business, the District is required to
maintain and repair its water delivery infrastructure. Routinely
this work requires the removal and re-installation of asphalt
paving in public roadways. It has been shown more effective and
efficient for the District to use outside contractors for its
asphalt paving work. Therefore, the District has used outside
asphalt paving contract services for more than twelve (12) years.
As-needed paving services have been included in the FY 2017
Operating Budget under Contracted Services. The FY 2018 budget for
annual as-needed paving under Contracted Services is $200,000.
In accordance with the District’s purchasing requirements, a
notice was published and bids were solicited for this work on a
“unit price” basis. On March 21, 2017, contractors attended a
mandatory pre-bid meeting and on April 4, 2017, bids were received
and publicly opened with the following results from three (3)
bidders:
Bidder Weighted
Score
Kirk Paving, Lakeside 468.00
RGC General Engineering 481.58
EngineeringABC Construction, San Diego 510.54
The responsive bidder with the lowest weighted score is determined
to be the lowest responsible bidder, in this case it is Kirk
Paving, of Lakeside, CA.
Kirk Paving served as the FY 2017 as-needed paving service
contractor for the District and has performed all required work
with no issues noted. Staff is confident that they will be able to
perform the required work.
Bids have been submitted on a unit-cost basis for the different
types of work typically required during paving. The types of work
are assigned a weight factor based on the District’s experience of
the frequency they will be employed during the term of the
agreement and these weights are multiplied by the unit cost to
determine a unit score. Unit scores are totaled to provide the
overall score of the bid and the contractor with the lowest overall
score is the low bidder. Please refer to Attachment B.
Under Contracted Services for Utility Maintenance staff budgeted
$200,000 per year for this paving service, therefore, near the
completion of FY18, staff will assess the cost of paving, which
we believe may go up due to increases in construction
activities. At that time staff will ask the contractor to let us
know if its unit price will remain the same or if any adjusted
increase is reasonable for an additional year contract. At that
point, staff will either propose to renew its contract or will
go over the process again requesting additional proposals from
other contactors. Consequently, staff would like to negotiate an
optional second-year contract that remains competitive.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
The FY 2018 budget request includes $200,000 for as-needed paving
services. The project manager has projected that this requested
amount is sufficient to cover the anticipated expenses for the
paving needs in the 2018 fiscal year.
STRATEGIC GOAL:
Strategy: Stewards of Public Infrastructure.
Goal: Conduct the best practice preventative maintenance
activities.
LEGAL IMPACT:
None.
Attachment A: Committee Action Form
Attachment B: FY 2018 As-Needed Paving Services Score Sheet
ATTACHMENT A
SUBJECT/PROJECT: ANNUAL AS-NEEDED PAVING SERVICES
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee reviewed
this item at a meeting held on April 18, 2017, and the following
comments were made:
Note:
The ‘‘Committee Action’’ is written in anticipation of the Committee
moving the item forward for Board approval. This report will be sent to
the Board as a committee-approved item, or modified to reflect any
discussion or changes as directed from the Committee prior to
presentation to the full Board.
ATTACHMENT B
Item Wght Type of Service
Unit Bid
Price
Total
Score
Unit Bid
Price
Total
Score
Unit Bid
Price
Total
Score
1 10 Asphalt 0"-6"15.00$ 150 16.70$ 167.00 14.07$ 140.70
2 3 Asphalt 7"-12"15.00$ 45 15.80$ 47.40 14.07$ 42.21
3 1 Cap/Sheet 0"-1"0.10$ 0.1 0.20$ 0.20 0.20$ 0.20
4 1 Satin Seal 0.50$ 0.5 0.02$ 0.02 0.02$ 0.02
5 1 Traffic Stripping 0.20$ 0.2 0.20$ 0.20 0.25$ 0.25
6 3 Grinding 1.50$ 4.5 2.00$ 6.00 0.68$ 2.04
7 1 Traffic Loops 0.10$ 0.1 1.00$ 1.00 0.50$ 0.50
8 3 Sand/Seal 1.00$ 3 1.00$ 3.00 1.25$ 3.75
9 1 Base Rem/Rep 0.10$ 0.1 0.75$ 0.75 0.68$ 0.68
10 3 Saw Cut 0"-6"0.20$ 0.6 0.50$ 1.50 0.68$ 2.04
11 1 Saw Cut 6"-12"0.20$ 0.2 0.15$ 0.15 0.10$ 0.10
12 1 Saw Cut 12"+0.20$ 0.2 0.10$ 0.10 0.10$ 0.10
13 1 Chip Seal*1.50$ 1.5 0.75$ 0.75 1.00$ 1.00
14 8 1.5" Grind & Pav 3.50$ 28 3.40$ 27.20 5.90$ 47.20
234 255.27 240.79
Item Score Type of Service
Unit Bid
Price
Total
Score
Unit Bid
Price
Total
Score
Unit Bid
Price
Total
Score
1 10 Asphalt 0"-6"15.00$ 150 16.70$ 167.00 14.07$ 140.70
2 3 Asphalt 7"-12"15.00$ 45 15.80$ 47.40 14.07$ 42.21
3 1 Cap/Sheet 0"-1"0.10$ 0.1 0.20$ 0.20 0.20$ 0.20
4 1 Satin Seal 0.50$ 0.5 0.02$ 0.02 0.02$ 0.02
5 1 Traffic Stripping 0.20$ 0.2 0.20$ 0.20 0.25$ 0.25
6 3 Grinding 1.50$ 4.5 2.00$ 6.00 0.68$ 2.04
7 1 Traffic Loops 0.10$ 0.1 1.00$ 1.00 0.50$ 0.50
8 3 Sand/Seal 1.00$ 3 1.00$ 3.00 1.25$ 3.75
9 1 Base Rem/Rep 0.10$ 0.1 0.75$ 0.75 0.68$ 0.68
10 3 Saw Cut 0"-6"0.20$ 0.6 0.50$ 1.50 0.68$ 2.04
11 1 Saw Cut 6"-12"0.20$ 0.2 0.15$ 0.15 0.10$ 0.10
12 1 Saw Cut 12"+0.20$ 0.2 0.10$ 0.10 0.10$ 0.10
13 1 Chip Seal*1.50$ 1.5 0.75$ 0.75 1.00$ 1.00
14 8 1.5" Grind & Pav 3.50$ 28 3.40$ 27.20 5.90$ 47.20
234 255.27 240.79
468 510.54 481.58
Score Month 1-6
Months 7-12
Score Month 7-12
Total Score
FY 2018 As-Needed Paving Services Bid Score Sheet
Months 1-6
Kirk Paving
ABC
Construction
RGC General
Engineering
STAFF REPORT
TYPE MEETING: Regular Board
MEETING DATE: May 3, 2017
SUBMITTED BY:
Dan Martin
Engineering Manager
PROJECT: Various DIV. NO. ALL
APPROVED BY:
Rod Posada, Chief, Engineering
German Alvarez, Assistant General Manager
Mark Watton, General Manager
SUBJECT: Award of Two (2) As-Needed Construction Management and
Inspection Services Contracts for Fiscal Years 2018 and 2019
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors (Board)
award two (2) professional As-Needed Construction Management and
Inspection Services (CMIS) contracts and to authorize the General
Manager to execute the agreements with Alyson Consulting (Alyson)
and Valley Construction Management (Valley CM), each in an amount
not-to-exceed $500,000. The total amount for the two (2) agreements
will not exceed $500,000 during Fiscal Years 2018 and 2019 (ending
June 30, 2019).
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
To obtain Board authorization for the General Manager to enter into
two (2) professional As-Needed CMIS agreements with Alyson and
Valley CM, with each agreement in an amount not-to-exceed $500,000
for Fiscal Years 2018 and 2019. The total amount for the two (2)
agreements will not exceed $500,000 during Fiscal Years 2018 and
2019.
2
ANALYSIS:
The District will require the services of two (2) professional CMIS
consultants in support of the District’s Capital Improvement Program
(CIP) projects for two (2) fiscal years, FY 2018 and FY 2019 (ending
June 30, 2019).
The District has used an as-needed contract for construction
management and inspection services over the last two fiscal years.
The average fiscal year effort of the as-needed construction manager
used to support the District’s CIP for Fiscal Years 2016 and 2017
equates to less than a full-time employee (FTE) at a rate of 0.43
per year. Use of the As-Needed CMIS has provided the District with
the ability to obtain consulting services in a timely and efficient
manner. Active construction work for the District is anticipated to
peak in Fiscal Years 2018 and 2019. An analysis of the CIP workload
for Fiscal Years 2018 and 2019 estimates that a greater level of
effort will be required for as-needed construction management
services. During this two year peak, the annual effort for
construction management services is projected at an annual rate of
0.89 of an FTE per year (below the threshold needed to consider a
full-time employee with this specialized skill set).
The District staff will identify tasks for specific projects and
request cost proposals from the two (2) consultants during the
contract period. Each consultant will prepare a detailed scope of
work, schedule, and fee for each task order, with the District
evaluating the proposals based upon qualifications and cost. The
District will enter into negotiations with the consultants,
selecting the proposal that has the best value for the District.
Upon written task order authorization from the District, the
selected consultant shall then proceed with the project as described
in the scope of work.
The anticipated CIP projects that are estimated to require
construction management and partial inspection for Fiscal Years 2018
and 2019, at this time, are listed below:
CIP Capital Facilities Project
ESTIMATED
Construction
Management
COST
S2024 Campo Road Sewer Main Replacement $285,000
S2049 Calavo Basin Sewer Rehabilitation - Phase 2 $30,000
S2048 Hillsdale Road Sewer Repairs $20,000
P2533 1200-1 Reservoir Interior/Exterior Coating $20,000
3
P2546 980-2 Reservoir Interior/Exterior Coating $35,000
P2543 850-1 Reservoir Interior/Exterior Coating $25,000
P2573 PL- 12-Inch Pipeline Replacement, 803 Zone,
Hillsdale Road $40,000
P2574 PL - 12-Inch and 14-Inch Pipeline
Replacement,
803 and 978 Zone, Vista Grande, Pence Drive
$30,000
R2116 RecPL - 14-Inch, 927 Zone, Force Main
Improvements $15,000
TOTAL: $500,000
The scopes of work for the above projects are estimated from
preliminary information and past projects. Therefore, staff
believes that a $500,000 cap on the As-Needed CMIS contracts is
adequate.
The As-Needed CMIS contracts do 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 consultants,
nor does the District guarantee that it will expend all of the funds
authorized by the contract on professional services.
The District solicited for Construction Management and Inspection
Services by placing an advertisement on the Otay Water District’s
website and using BidSync, the District’s online bid solicitation
website on January 31, 2017. The advertisement was also placed in
the Daily Transcript. Eleven (11) firms submitted a Letter of
Interest and a Statement of Qualifications. The Request for
Proposal (RFP) for As-Needed CMIS was sent to the ten (10) firms
resulting in eight (8) proposals received by March 3, 2017.
Alyson Consulting, San Diego, CA
Arcadis U.S., Inc., San Diego, CA
Infrastructure Engineers, Brea, CA
Kleinfelder/Simon Wong Engineering, San Diego, CA
KOA Corporation, San Diego, CA
NV5, San Diego, CA
Valley Construction Management, San Diego, CA
Wallace & Associates Consulting, Inc., Oceanside, CA
The three (3) firms that chose not to propose are Callu Engineering,
Inc. of San Diego, KMEA of National City, and SCST, Inc. of San
Diego.
4
In accordance with the District’s Policy 21, staff evaluated and
scored all written proposals and interviewed the top six (6) firms
on March 23, 2017. Valley CM and Alyson received the highest scores
for their services based on their experience, understanding of the
scopes of work, proposed method to accomplish the work, and their
composite hourly rate. Valley CM and Alyson were the most qualified
consultants with the best overall total score. A summary of the
complete evaluation is shown in Attachment B.
Valley CM and Alyson 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 companies. Staff found the references to
be excellent and did not find any outstanding issues with the
internet search. Alyson is providing these services to the District
under the District’s current CMIS agreement. Staff found that
Alyson’s performance under the current agreement has been excellent.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
The funds for these contracts will be expended for a variety of
projects, as previously noted above. These contracts are 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
professional as-needed consulting services required for the CIP
projects noted above.
The Finance Department has determined that the funds to cover these
contracts will be available as budgeted for these projects.
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 District’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.
5
DM:mlc
P:\WORKING\As Needed Services\Construction Management\As Needed CM & Inspection
Svcs FY18, FY19\Staff Report\BD 05-03-17_As-Needed CMIS FY18 - FY19_Staff
Report\BD 05-03-17_Staff Report As-Needed Engineering Construction Management and
Inspection Services.docx
Attachments: Attachment A – Committee Action
Attachment B – Summary of Proposal Rankings
ATTACHMENT A
SUBJECT/PROJECT:
Various
Award of Two (2) As-Needed Construction Management and
Inspection Services Contracts for Fiscal Years 2018 and
2019
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee
(Committee) reviewed this item at a meeting held on April 18, 2017.
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
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
Kevin Koeppen 28 20 26 74 12 11 8 9 40
Jonathan Chambers 25 21 24 70 12 12 8 8 40
Steve Beppler 27 23 26 76 12 13 8 8 41
Stephanie Chen 26 22 26 74 13 14 8 8 43
Doug Rahders 24 21 25 70 11 11 9 8 39
Kevin Koeppen 27 20 23 70 10 9 7 8 34
Jonathan Chambers 25 21 25 71 11 10 7 7 35
Steve Beppler 26 20 23 69 10 10 6 5 31
Stephanie Chen 26 19 19 64 10 9 7 7 33
Doug Rahders 21 21 22 64 10 8 9 8 35
Kevin Koeppen 26 20 26 72 987731
Jonathan Chambers 24 23 24 71 996630
Steve Beppler 25 20 24 69 796527
Stephanie Chen 21 19 25 65 887629
Doug Rahders 21 21 23 65 887831
Kevin Koeppen 28 23 28 79 12 10 9 8 39
Jonathan Chambers 29 24 27 80 12 12 9 9 42
Steve Beppler 28 24 27 79 13 12 8 7 40
Stephanie Chen 25 23 27 75 11 11 8 7 37
Doug Rahders 25 22 27 74 10 11 9 8 38
Kevin Koeppen 25 19 23 67
Jonathan Chambers 24 20 22 66
Steve Beppler 23 20 23 66
Stephanie Chen 22 19 23 64
Doug Rahders 24 18 22 64
Kevin Koeppen 24 19 23 66
Jonathan Chambers 23 20 22 65
Steve Beppler 24 20 22 66
Stephanie Chen 23 17 20 60
Doug Rahders 22 18 20 60
Kevin Koeppen 28 22 27 77 13 11 8 9 41
Jonathan Chambers 27 24 27 78 11 13 7 8 39
Steve Beppler 27 24 27 78 13 13 7 8 41
Stephanie Chen 25 21 26 72 12 14 7 7 40
Doug Rahders 24 23 25 72 11 10 7 9 37
Kevin Koeppen 26 20 25 71 11 9 8 8 36
Jonathan Chambers 25 21 25 71 10 11 7 8 36
Steve Beppler 25 19 25 69 10 12 6 6 34
Stephanie Chen 24 20 22 66 11 9 7 7 34
Doug Rahders 22 22 21 65 11 11 8 9 39
*The fees were evaluated by comparing weighted rates for six positions. The sum of these six weighted rates are noted on the table to the left.
Consultant Rate Position Score Note: The Review Panel does not see or consider rates when scoring other categories. Rates are scored by the PM, who is not on the Review Panel.
Alyson Consulting $142.10 8
Arcadis $147.10 5
Infrastructure Engineers $137.80 11
Kleinfelder $154.38 highest 1
KOA Corporation $146.40 6
NV5 $151.60 3
Valley Construction Mgmt.$131.26 lowest 15
Wallace & Associates $143.04 8
SUMMARY OF PROPOSAL RANKINGS
As-Needed Construction Management and Inspection Services - Fiscal Years 2018 and 2019
112
40 130 Excellent
TOTAL SCORE REFERENCES
41 122 Excellent
ORAL
34
36
73
63
WRITTEN
90
81
68 5 N 73
ATTACHMENT B
MAXIMUM POINTS
Valley Construction
Management
68 8
Y15
8
75
66
RATES SCORING CHART
NV5
Alyson Consulting Y
Y 76
3 Y
Wallace & Associates
Arcadis
Infrastructure
Engineers 68 11 N 79 10930
107
71
117
NOT INTERVIEWED
Kleinfelder 77
KOA Corporation 65 6 N
1 Y 78 39
NOT INTERVIEWED
P:\WORKING\As Needed Services\Construction Management\As Needed CM & Inspection Svcs FY18, FY19\Staff Report\BD X-X-17_As-Needed CMIS FY18 - FY19_Staff Report\Exhibits\Exhibit B
STAFF REPORT
TYPE MEETING: Regular Board
MEETING DATE: May 3, 2017
SUBMITTED BY:
Stephen Beppler
Senior Civil Engineer
Bob Kennedy
Engineering Manager
PROJECT: Various DIV. NO. ALL
APPROVED BY:
Rod Posada, Chief, Engineering
German Alvarez, Assistant General Manager
Mark Watton, General Manager
SUBJECT: Award of Two (2) As-Needed Water Reclamation Engineering
Design Services Contracts for Fiscal Years 2018 and 2019
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors (Board)
award two (2) professional As-Needed Water Reclamation Engineering
Design Services contracts and to authorize the General Manager to
execute two agreements with Arcadis U.S., Inc. (Arcadis) and KEH &
Associates (KEH), each in an amount not-to-exceed $175,000. The
total amount spent through the two contracts will not exceed $175,000
during Fiscal Years 2018 and 2019 (ending June 30, 2019).
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
To obtain Board authorization for the General Manager to enter into
two (2) professional As-Needed Water Reclamation Engineering Design
Services contracts with Arcadis and KEH, with each contract in an
amount not-to-exceed $175,000 for Fiscal Years 2018 and 2019. The
total amount spent through the two contracts will not exceed $175,000
during Fiscal Years 2018 and 2019.
2
ANALYSIS:
The District will require the services of two (2) professional water
reclamation engineering design consultants on an as-needed basis in
support of the District’s Capital Improvement Program (CIP) projects
for Fiscal Years 2018 and 2019 (ending June 30, 2019). It is more
efficient and cost effective to issue as-needed contracts for water
reclamation engineering design 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 construction management, geotechnical, traffic,
and environmental services.
The District staff will identify tasks for specific projects and
request cost proposals from the two (2) consultants during the
contract period. Each consultant will prepare a detailed scope of
work, schedule, and fee for each task order, with the District
evaluating the proposals based upon qualifications and cost. The
District will enter into negotiations with the consultants, selecting
the proposal that has the best value for the District. Upon written
task order authorization from the District, the selected consultant
shall then proceed with the project as described in the scope of
work.
The CIP projects that are estimated to require water reclamation
engineering design services for Fiscal Years 2018 and 2019, at this
time, are listed below:
Staff believes that a $175,000 cap on each of the As-Needed Water
Reclamation Engineering Design Services contract is adequate.
Fees for professional services will be charged to the CIP projects or
to the Fiscal Year Operations budget.
CIP DESCRIPTION
ESTIMATED
COST
S2043 RWCWRF – Sludge Handling System $25,000
S2046 RWCWRF – Aeration Panels Replacement $60,000
S2051 RWCWRF – Headworks Improvements $60,000
S2061 RWCWRF – Aeration Controls Consolidation &
Optimization Upgrades $30,000
TOTAL: $175,000
3
The As-Needed Engineering Design Services contracts do not commit the
District to any expenditure until a task order is approved to perform
the work. The District does not guarantee work to the consultants,
nor does the District guarantee to the consultants that it will
expend all of the funds authorized by the contract on professional
services.
The District solicited for Engineering Design Services by placing an
advertisement on Bidsync, the Otay Water District’s website, and with
various other publications including the Daily Transcript. Seven (7)
firms submitted a Letter of Interest and a Statement of
Qualifications. The Request for Proposal (RFP) for Engineering
Design Services was sent to all seven (7) firms resulting in three
(3) proposals received by March 9, 2017. They are as follows:
Arcadis U.S., Inc., San Diego and Carlsbad, CA
ES Engineering Services, Orange, CA
KEH & Associates, San Marcos, CA
Firms that submitted Letters of Interest, but did not propose, were
AECOM of San Diego, Carollo Engineers, Inc. of San Diego, HDR
Engineering, Inc. of San Diego, and Kleinfelder of San Diego.
In accordance with the District’s Policy 21, staff evaluated and
scored all written proposals. Arcadis and KEH received the highest
scores based on their experience, understanding of the scope of work,
proposed method to accomplish the work, and their composite hourly
rate. Arcadis and KEH were the most qualified consultants with the
best overall proposals. Arcadis currently holds a professional
engineering agreement with the District for as-needed engineering
design services (Fiscal Years 2015 and 2016) that is scheduled to end
on June 30, 2017. Both consultants provide similar services to other
local agencies and are readily available to provide the services
required. A summary of the complete evaluation is shown in
Attachment B.
Arcadis and KEH 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 companies. 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 funds for these contracts will be expended on a variety of
projects, as previously noted above. These contracts are for as-
needed professional services based on the District's need and
schedule, and expenditures will not be made until a task order is
4
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
professional as-needed consulting services required for the CIP
projects noted above.
The Finance Department has determined that the funds to cover these
contracts will be available as budgeted for these projects.
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.
SB/BK:mlc
P:\WORKING\As Needed Services\Water Reclamation Engineering Design\FY 2018-2019\Staff
Report\BD_05-03-17_Staff Report_Award of As-Needed Water Reclamation Engineering
Design Services (SB-BK).docx
Attachments: Attachment A – Committee Action
Attachment B – Summary of Proposal Rankings
ATTACHMENT A
SUBJECT/PROJECT:
Various
Award of Two (2) As-Needed Water Reclamation Engineering
Design Services Contracts for Fiscal Years 2018 and 2019
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee
(Committee) reviewed this item at a meeting held on April 18, 2017.
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
30 25 30 85 85 15 Y/N 100 Poor/Good/
Excellent
Lisa Coburn-Boyd 27 23 26 76
Gene Palop 29 23 30 82
Dan Martin 27 22 27 76
Adolfo Segura 29 23 27 79
Bob Kennedy 28 23 28 79
Lisa Coburn-Boyd 25 15 18 58
Gene Palop 22 15 21 58
Dan Martin 20 18 20 58
Adolfo Segura 25 19 20 64
Bob Kennedy 24 18 21 63
Lisa Coburn-Boyd 28 23 27 78
Gene Palop 28 24 28 80
Dan Martin 28 22 27 77
Adolfo Segura 28 22 29 79
Bob Kennedy 28 23 28 79
Firm Arcadis ES Engineering KEH *Note: Review Panel does not see or consider proposed Weighted Fee $144 $115 $158 fee when scoring other categories. The proposed fee
Score 6 15 1 is scored by the PM, who is not on Review Panel.
RATES SCORING CHART
MAXIMUM POINTS
6Arcadis 84
Y
Y
60
Attachment B
SUMMARY OF PROPOSAL RANKINGS
As-Needed Water Reclamation Engineering Design Services - Fiscal Years 2018 and 2019
WRITTEN
Excellent
REFERENCES
ES Engineering
Y
KEH 79 1 80
75
78
15
Excellent
P:\WORKING\As Needed Services\Water Reclamation Engineering Design\FY 2018-2019\Staff Report\Attachment B - Summary of Proposal Rankings.xls
STAFF REPORT
TYPE MEETING: Regular Board
MEETING DATE: May 3, 2017
SUBMITTED BY:
Dan Martin
Engineering Manager
PROJECT: S2024-001103
DIV. NO. 5
APPROVED BY:
Rod Posada, Chief, Engineering
German Alvarez, Assistant General Manager
Mark Watton, General Manager
SUBJECT: Approval to Increase the CIP S2024 Budget in an Amount of
$1,600,000 and Award of a Construction Contract to Wier
Construction Corporation for the Campo Road Sewer Replacement
Project
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors (Board)
increase the CIP S2024 budget in the amount of $1,600,000.
Additionally, that the Board award a construction contract to Wier
Construction Corporation (Wier Construction) and to authorize the
General Manager to execute a construction contract with Wier
Construction for the Campo Road Sewer Replacement Project in an
amount not-to-exceed $7,784,245.95 (see Exhibit A for Project
location).
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
To obtain Board authorization to increase the CIP S2024 budget in the
amount of $1,600,000 from $8,500,000 to $10,100,000 and to obtain
Board authorization for the General Manager to enter into a
construction contract with Wier Construction for the Campo Road Sewer
Replacement Project in an amount not-to-exceed $7,784,245.95.
2
ANALYSIS:
The District is proposing the replacement of an existing 10-inch
sewer pipeline, located within and south of Campo Road between
Avocado Boulevard and Singer Lane, which is undersized to handle
current sewer flows. To accommodate current and future flows, an
approximately 7,420-foot-long, 15-inch gravity sewer main will be
installed to replace the existing 9,225 feet long, 10-inch sewer
main. The eastern terminus of the proposed pipeline will be located
at the intersection of Avocado Boulevard/Rancho San Diego Village
Shopping Center driveway and terminate in the Rancho San Diego Towne
Center, where it will connect to the existing 27-inch sewer main
within the shopping center’s parking lot. Sewer laterals stemming
from the existing pipe will be reconnected to the proposed pipeline.
The majority of the pipeline will be installed with open trench
construction except in two locations, a crossing of Campo Road and at
the intersection of Campo Road/Jamacha Boulevard, where horizontal
auger boring will be used. The existing sewer will be abandoned in
place with the exception of a 210 feet long section of aboveground
pipeline and seven supporting pillars that will be removed.
The design was provided by the District’s As-needed Design Engineer,
Rick Engineering Company. The Project was advertised on January 25,
2017 using BidSync, the District’s online bid solicitation website.
The Project was also advertised in the Daily Transcript and the
District’s website. BidSync provided electronic distribution of the
Bid Documents, including specifications, plans, and addendum. A non-
mandatory Pre-Bid Meeting was held on February 16, 2017, which was
attended by sixteen (16) contractors, subcontractors, and suppliers.
Two (2) addenda were sent out to all bidders and plan houses to
address questions and clarifications to the contract documents during
the bidding period. Bids were publicly opened on March 9, 2017, with
the following results:
BID
RANK CONTRACTOR TOTAL BID AMOUNT
1 Wier Construction Corporation
Escondido, CA $7,816,780.95
2 LH Woods & Sons, Inc.
Vista, CA $7,844,000.00
3 Palm Engineering Construction Company, Inc.
San Diego, CA $8,265,493.50
4 S.C. Valley Engineering, Inc.
El Cajon, CA $9,733,000.00
5 TC Construction Company, Inc.
Santee, CA $9,790,940.00
6 Burtech Pipeline, Inc.
Encinitas, CA $10,300,064.50
7 Pulice Construction, Inc.
San Diego, CA $10,537,127.00
3
The Engineer’s Estimate is $7.2 Million.
A review of the bids was performed by District staff for conformance
with the contract requirements. During the review of the bids, staff
noted discrepancies between the unit prices and extended total
amounts associated with the unit pricing on the bids submitted by
Wier Construction, LH Woods & Sons, Inc., and Palm Engineering
Construction Company. Staff corrected the bid amounts in accordance
with the requirements included in Section 00400, “Bid List
Requirements and Understanding” of the contract documents. The
corrected bid amounts are shown in the table below:
BID
RANK CONTRACTOR TOTAL BID AMOUNT
1 Wier Construction Corporation
Escondido, CA $7,784,245.95*
2 LH Woods & Sons, Inc.
Vista, CA $7,844,240.00**
3 Palm Engineering Construction Company, Inc.
San Diego, CA $8,265,421.50***
4 S.C. Valley Engineering, Inc.
El Cajon, CA $9,733,000.00
5 TC Construction Company, Inc.
Santee, CA $9,790,940.00
6 Burtech Pipeline, Inc.
Encinitas, CA $10,300,064.50
7 Pulice Construction, Inc.
San Diego, CA $10,537,127.00
* Bid Item 30: Total price corrected to reflect unit price per
Section 00400 “Bid List Requirements and Understanding” of the
contract documents.
** Bid Item 31: Total price corrected to reflect unit price per
Section 00400 “Bid List Requirements and Understanding” of the
contract documents.
*** Bid Item 5: Total price corrected to reflect unit price per
Section 00400 “Bid List Requirements and Understanding” of the
contract documents.
Staff determined that Wier Construction was the lowest responsive and
responsible bidder. Wier Construction holds a Class A Contractor’s
License in the State of California, which meets the contract
document’s requirements. Wier Construction’s license is valid
through October 31, 2017. The reference checks indicated a very good
to excellent performance record. An internet background search of
the company was performed and revealed no outstanding issues with
this company.
4
Staff verified that the bid bond provided by Wier Construction is
valid. Staff will also verify that Wier Construction’s Performance
Bond and Labor and Materials Bond are valid prior to execution of the
contract.
The District has applied to the State Revolving Fund for funding to
support the Project. As a result, the State Revolving Fund’s
requirements, which include Disadvantaged Business Enterprise (DBE)
utilization and reporting, have been incorporated into the bidding
and contract documents. District staff and staff from the State
Revolving Fund have reviewed the DBE documents provided by Wier
Construction as part of their bid package and have determined that
they are compliant.
Subsequent to the bid opening, staff posted the bid opening results
and the corrected bid results to BidSync. A request for the listed
subcontractors associated with each of the bids was made by ABC
Liovin Drilling, Inc. Staff provided the requested information and
followed up with ABC Liovin Drilling, Inc. who confirmed receipt of
the requested information and also confirmed that they had no
concerns with respect to the award of the Project.
Along with the request to award the construction contract, staff is
requesting a $1,600,000 budget increase to support the completion of
the Project. The basis for the budget increase request is as
follows:
The FY 2017 budget for the Campo Road Sewer Project was based on
the Project’s 60% design cost opinion provided by the design
engineer. That estimate totaled approximately $6,833,000. As
the Project developed to the level of final plans and
specifications during FY 2017, the Engineer’s Estimate was
updated to a new amount of $7,200,000. This represents an
increase of $367,000.
Acquisition of easements for the Project which total $315,000
were in excess of the estimated amount of $67,000 as included in
the Project’s 60% design cost option which was used for the FY
2017 budget. This represents an increase of $248,000.
When bids were opened, the bid from the lowest responsive and
responsible bidder totaled approximately $7,800,000. This
represents an increase of approximately $600,000 above the
Engineer’s Estimate.
Staff is requesting an additional $185,000 to support inspection
of the work since most of the work will be performed at night
due to permitting requirements.
Staff is requesting construction contingency in the amount of
$200,000 to address unforeseen work on this complex underground
5
project (approximately 2.5% of the construction contract
amount).
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
The Fiscal Year 2017 budget for CIP S2024 is $8,500,000. Total
expenditures, plus outstanding commitments and forecast, including
this contract, are $10,100,000. See Attachment B for budget detail.
Based on a review of the financial budget, the Project Manager
anticipates that with a budget increase of $1,600,000, the Project
will be completed within the new budget amount of $10,100,000.
The Finance Department has determined that should the State Revolving
Fund Loan be approved, the District would borrow $6 million at an
estimated rate of 1.7% for a term of 30 years. For the remainder of
the project 50% of the funding will be available from the Replacement
Fund and 50% of the funding will be available from the Betterment ID
18 fund for CIP S2024. Should the State decline the District’s
application for financial assistance, a lesser amount would be
required to be borrowed from a more traditional source such as a
Certificate of Participation at a higher interest rate.
The Project budget increase request included in this staff report is
reflected in the Draft Fiscal Capital Improvement Program for Fiscal
Years 2018 - 2023.
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 District’s Vision, “A District that is at the forefront in
innovations to provide water services at affordable rates, with a
reputation for outstanding customer service.”
LEGAL IMPACT:
None.
DM:mlc
P:\WORKING\CIP S2024 Campo Road Sewer Replacement\Staff Reports\BD 05-03-17\BD 05-03-17, Staff Report Campo Road Sewer
Replacement - Award Construction Contract_rev1.docx
Attachments: Attachment A – Committee Action
Attachment B – S2024 Budget Detail
Exhibit A – Project Location
ATTACHMENT A
SUBJECT/PROJECT:
S2024-001103
Approval to Increase the CIP 2024 Budget in an Amount of
$1,600,000 and Award of a Construction Contract to Wier
Construction Corporation for the Campo Road Sewer
Replacement Project
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee
(Committee) reviewed this item at a meeting held on April 18, 2017.
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 – S2024 Budget Detail
SUBJECT/PROJECT:
S2024-001103
Approval to Increase the CIP 2024 Budget in an Amount of
$1,600,000 and Award of a Construction Contract to Wier
Construction Corporation for the Campo Road Sewer
Replacement Project
7-Apr-17
Budget
10,100,000
Planning
Consultant Contracts 20,020 20,020 - 20,020 AEGIS ENGINEERING MGMT INC
Regulatory Agency Fees 2,260 2,260 - 2,260 COUNTY OF SAN DIEGO
132 132 - 132 US BANK
Service Contracts 43 43 - 43 EAST COUNTY GAZETTE
162 162 - 162 SAN DIEGO DAILY TRANSCRIPT
Standard Salaries 139,696 139,696 - 139,696
Total Planning 162,312 162,312 - 162,312
Design 001102
Consultant Contracts 9,315 9,315 - 9,315 WATER SYSTEMS CONSULTING INC
765,074 691,074 74,000 765,074 RICK ENGINEERING COMPANY
4,025 4,025 - 4,025 MICHAEL D KEAGY REAL ESTATE
3,508 3,508 - 3,508 NINYO & MOORE GEOTECHNICAL AND
735 735 - 735 AIRX UTILITY SURVEYORS INC
Professional Legal Fees 1,910 1,910 - 1,910 ARTIANO SHINOFF
182 182 - 182 STUTZ ARTIANO SHINOFF
Regulatory Agency Fees 956 956 - 956 COUNTY OF SAN DIEGO
Service Contracts 158 158 - 158 SAN DIEGO DAILY TRANSCRIPT
62 62 - 62 DAILY JOURNAL CORPORATION
Settlements 125,000 125,000 - 125,000 GRI-REGENCY LLC
190,000 190,000 190,000 VESTAR
Standard Salaries 294,233 294,233 - 294,233
Total Design 1,395,159 1,131,159 264,000 1,395,159
Construction
Construction Contract 7,784,246 - 7,784,246 7,784,246 WIER CONSTRUCTION CORP.
Consultant Contracts 17,400 17,400 - 17,400 ALYSON CONSULTING
12,258 12,258 - 12,258 NINYO & MOORE GEOTECHNICAL AND
42,461 - 42,461 42,461 RICK ENGINEERING COMPANY
380,000 - 380,000 380,000 Construction Management/Inspection
Standard Salaries 100,000 15,281 84,719 100,000
Project Contingency 200,000 - 200,000 200,000 2.5% of Construction Contract
Total Construction 8,536,365 44,939 8,491,425 8,536,365
Grand Total 10,093,836 1,338,410 8,755,425 10,093,836
Vendor/Comments
Otay Water District
S2024 - Campo Road Sewer Main Replacement
Committed Expenditures
Outstanding
Commitment &
Forecast
Projected Final
Cost
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Existing 10-inchGravity Sewer tobe Replaced
VICINITY MAP
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OTAY WATER DISTRICTCAMPO ROAD SEWER MAIN REPLACEMENTLOCATION MAP
EXHIBIT A
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Legend
Proposed 15-Inch Sewer Main Alignment
Existing 10-inch Gravity Sewer to be Replaced
Existing Sewer Mains