HomeMy WebLinkAbout10-18-17 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
WEDNESDAY
October 18, 2017
12:00 P.M.
This is a District Committee meeting. This meeting is being posted as a special meeting
in order to comply with the Brown Act (Government Code Section §54954.2) in the event that
a quorum of the Board is present. Items will be deliberated, however, no formal board actions
will be taken at this meeting. The committee makes recommendations
to the full board for its consideration and formal action.
AGENDA
1. ROLL CALL
2. PUBLIC PARTICIPATION – OPPORTUNITY FOR MEMBERS OF THE PUBLIC TO
SPEAK TO THE BOARD ON ANY SUBJECT MATTER WITHIN THE BOARD'S JU-
RISDICTION BUT NOT AN ITEM ON TODAY'S AGENDA
DISCUSSION ITEMS
3. ADOPT RESOLUTION NO. 4340, AMENDING POLICY NO. 21 FOR THE SELEC-
TION OF PROFESSIONAL CONSULTANTS OF THE DISTRICT’S CODE OF ORDI-
NANCES, TO ALLOW THE PROJECT MANAGER TO PARTICIPATE AS A PANEL
MEMBER DURING THE SELECTION PROCESS AND TO MODIFY THE METHOD
OF SELECTION OF PROFESSIONAL CONSULTANTS FOR MINOR ENGINEERING
PROJECTS WITH FEES UP TO $50,000 (KENNEDY) [5 minutes]
4. APPROVE THE CREATION OF A CAPITAL IMPROVEMENT PROGRAM PROJECT
(CIP P2625) FOR THE DESIGN AND CONSTRUCTION OF A 12-INCH, 978 ZONE
PIPELINE IN HIDDEN MESA ROAD IN THE AMOUNT OF $1.5 MILLION OF WHICH
$90,000 IS IN THE CURRENT FISCAL YEAR CIP BUDGET (BEPPLER) [5 min]
5. SAN DIEGO COUNTY WATER AUTHORITY UPDATE (SMITH/CROUCHER)
[10 minutes]
6. ADJOURNMENT
2
BOARD MEMBERS ATTENDING:
Tim Smith, Chair
Gary Croucher
All items appearing on this agenda, whether or not expressly listed for action, may be delib-
erated and may be subject to action by the Board.
The Agenda, and any attachments containing written information, are available at the Dis-
trict’s website at www.otaywater.gov. Written changes to any items to be considered at the
open meeting, or to any attachments, will be posted on the District’s website. Copies of the
Agenda and all attachments are also available through the District Secretary by contacting
her at (619) 670-2280.
If you have any disability that would require accommodation in order to enable you to partici-
pate in this meeting, please call the District Secretary at 670-2280 at least 24 hours prior to
the meeting.
Certification of Posting
I certify that on October 13, 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 October 13, 2017.
/s/ Susan Cruz, District Secretary
STAFF REPORT
TYPE MEETING: Regular Board
MEETING DATE: November 1, 2017
SUBMITTED BY:
Bob Kennedy
Engineering Manager
PROJECT: Various DIV. NO. ALL
APPROVED BY:
Rod Posada, Chief of Engineering
Mark Watton, General Manager
SUBJECT: Adopt Resolution No. 4340 Amending Policy No. 21 for the
Selection of Professional Consultants of the District’s Code
of Ordinances
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors (Board)
adopt Resolution No. 4340 (see Attachment B) amending Policy No. 21
(see Attachment B, Exhibit 1) for the Selection of Professional
Consultants of the District’s Code of Ordinances for Engineering
projects.
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
The purpose of the proposed amendment outlined in this staff report is
to update Policy No. 21 of the District’s Code of Ordinances to allow
the Project Manager to participate as a panel member during the
selection process and to modify the method of selection of
Professional Consultants for Minor Projects with fees up to $50,000
(see Attachment B and Exhibit 1).
ANALYSIS:
Policy No. 21 of the District’s Code of Ordinances establishes the
guidelines for the District’s selection of Professional Consultants.
2
The current Policy No. 21, dated September 7, 2016, established the
guidelines for the selection of Professional Consultants. The
proposed amendment is intended to simplify the selection process of
Professional Consultants. The amendment states, the Project Manager
may be part of the review panel, if the General Manager or his/her
designee (other than the Project Manager) opens and scores the cost
proposal. The review panel will not be provided any information about
the cost proposal scores during the selection process.
The process for selection of Professional Consultants for Minor
Projects with fees up to $50,000 will no longer require an
advertisement in a paper of major circulation. The five (5) member
panel review will be reduced to a panel of three (3). The Project
Manager and two (2) other staff selected from the District will review
the proposals and select the consultant based on qualifications and
fee (see Attachment B and Exhibit 2).
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
None.
STRATEGIC GOAL:
Adoption of Resolution No. 4340 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.
BK/RP:jf
P:\Public-s\STAFF REPORTS\2017\11-01-17\BD 11-01-17 Staff Report Policy 21 Proposed Changes Report (BK-
RP).docx
Attachments: Attachment A – Committee Action
Attachment B - Resolution No. 4340
Exhibit 1 – Strike-through Policy No. 21
Exhibit 2 – Final Revised Policy No. 21
ATTACHMENT A
SUBJECT/PROJECT:
VARIOUS
Adopt Resolution No. 4340 Amending Policy No. 21 for the
Selection of Professional Consultants of the District’s
Code of Ordinances
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee (Committee)
reviewed this item at a Committee Meeting held on October 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
RESOLUTION NO. 4340
A RESOLUTION OF THE BOARD OF DIRECTORS OF THE OTAY
WATER DISTRICT AMENDING POLICY 21 SELECTION OF
PROFESSIONAL CONSULTANTS OF THE DISTRICT’S CODE OF
ORDINANCES
WHEREAS, the Otay Water District Board of Directors has been
presented with an amended Policy No. 21 of the District’s Code of
Ordinances for the management of the Otay Water District; and
WHEREAS, the amended Policy No. 21 has been reviewed and
considered by the Board, and it is in the interest of the District to
adopt the amended policy; and
WHEREAS, the strike-through copy of the proposed policy is
attached as Exhibit 1 to this resolution; and
NOW, THEREFORE, BE IT RESOLVED, DETERMINED, AND ORDERED by the
Board of Directors of the Otay Water District that the amended Policy
No. 21, incorporated herein as Exhibit 2, is hereby adopted.
PASSED, APPROVED, AND ADOPTED by the Board of Directors of Otay
Water District at a board meeting held this 1st day of November 2017,
by the following vote:
Ayes:
Noes:
Abstain:
Absent:
________________________
President
ATTEST:
____________________________
District Secretary
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject Policy
Number
Date
Adopted
Date
Revised
POLICY FOR SELECTION OF PROFESSIONAL
CONSULTANTS
21 8/1/90 9/07/161
10/014/1
7
Page 1 of 65
I. PURPOSE
The purpose of this policy is to establish procedures governing the
selection of professional consultants needed for District
Engineering projects.
II. SCOPE
This policy is applicable to selection of Professional Consultants
needed for Engineering projects.
III. POLICY
For the purpose of this polic y, ‘‘professional consultants’’ means
any ‘‘Firm’’ qualified and authorized to provide ‘‘architectural,
landscape architectural, engineering, environmental, and land
surveying services,’’ or ‘‘construction project management,’’ or
‘‘environmental services,’’ as each of those terms or services is
defined in the California Government Code, commencing with Section
§4525, as hereinafter amended or renumbered (the ‘‘Professional
Services Provisions’’).
This Policy provides a method and procedure pursuant to which
professional consultants in engineering, architectural, landscape
architectural, environmental, land surveying, and construction
management, including plan checking, inspection, and p rojects
requiring a special expertise , may be retained from the private
sector to augment the District's professional capabilities or for
the performance of specialized services not available to the
District from the existing District workforce.
Services provided to the District by professional consultants may
cover a wide range of profes sional activity, including, but not
limited to, studies, special reports, design, and related activi -
ties on such projects as pipelines, pump stations, reservoirs,
planning studies, and other expert testimony capabilities.
Pursuant to the Professional Services Provisions, and particularly
the provisions of the California Government Code Section §4526, the
Otay Water District may adopt procedures that assure that
professional services are engaged on the basis of demonstrated
competence and qualifications for the t ypes of services to be
performed and at fair and reasonable prices. Furthermore, m aximum
participation of small business firms, as defined in Government
Code Section 14837, and disadvantaged business enterprises (DBEs)
Exhibit 1
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject Policy
Number
Date
Adopted
Date
Revised
POLICY FOR SELECTION OF PROFESSIONAL
CONSULTANTS
21 8/1/90 9/07/161
10/014/1
7
Page 2 of 65
shall be encouraged. Government Code Section 14837 defines "small
business" as a business in which the principal office is located in
California and the officers of such business are domiciled in
California, which is independently owned and operated and which is
not dominant in its field of operation.
IV. METHOD OF SELECTION OF PROFESSIONAL CONSULTANTS
A. Major Projects - Anticipated Fee Greater than $2 00,000
1. The District will advertise in at least one local
newspaper of general circulation, on the District’s
webpage, and through CWA’s Small Contractor Outreach and
Opportunities Programs, and any other medium deemed
appropriate by the Pproject Mmanager, before a Request
for Proposal (RFP) is issued. Interested parties will be
required to submit a Letter of Interest and a Statement
of Qualifications within the timeframe specified in the
publication. The ‘‘Statement of Qualifications’’ shal l
be a writt en document, shall contain background
information on the firm that is current as of the date of
submission of the statement and must highlight the work,
expertise, and experience that qualify the firm to
undertake the work required by the District, as such work
is described in the publication.
2. All parties who submit Letters of Interest and a Statement
of Qualifications, and are deemed qualified as a result
of the Statement of Qualifications process, will receive
a copy of the RFP. Proposals will only be accepted from
those firms that submitted the Letter of Interest and the
Statement of Qualifications within the timeframe
specified in the publication. The form of the proposal
will be prescribed by the District. If a firm has
submitted a Statement of Qualifications within a calendar
year and the qualifications remain correct and accurate,
then only a L etter of I nterest will suffice.
3. The General Manager and the appropriate department
head(s) shall approve the selection criteria and the
associated weighing factor to be used in evaluating the
proposals accepted by the District, in accordance with
Paragraph 2, above. The General Manager, or his/her
designee, shall appoint a review panel of no fewer than
five qualified staff to review and evaluate the proposals,
and to rank the firms in the order from most qualified to
least qualified. The Project Manager may be part of the
review panel, if the General Manager or his/her designee
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject Policy
Number
Date
Adopted
Date
Revised
POLICY FOR SELECTION OF PROFESSIONAL
CONSULTANTS
21 8/1/90 9/07/161
10/014/1
7
Page 3 of 65
(other than the Project Manager) opens and scores the
cost proposal . The review panel will not be provided any
information about the cost proposal score and will
interview only those firms, which in the panel’s opinion ,
appear to have the most desirable qualifications. If , in
the opinion of the panel , none of the firms are qualified,
all proposals may be rejected. In the event of an unusual
project, which poses special problems beyond the scope
previously encountered by staff personnel, the review
panel may be augmented by an unbiased, qualified member
of the profession being considered , so long as he/she has
not and will not submit a proposal.
4. If a firm is rejected on the basis of its proposal, and
is not asked to appear for an interview, the firm may
appeal the decision by submitting a protest to the G eneral
Manager or his/her designee . A copy of the proposal shall
be submitted with the protest. The protest shall be filed
within five business days of the rejection notification.
The protest shall provide a comp elling reason why the
firm believes the o riginal proposal contained all
relevant experience or other requested information . If
the General Manager , or his/her designee, concurs with
the appellant, the firm shall be added to the inter view
list.
5. Immediately upon conclusion of oral interviews, the
review panel ’s oral scores will be combined with the
written proposals scores and shall designate the order of
preference of the candidates.
6. The department head designated by the General Manager , or
his/her designee, shall commence negotiations of an
agreement with the first choice of the review panel for
the extent of serv ice to be ren dered and the compensation.
If agree ment is not reached within a reasonable time, the
department head shall terminate the nego tiations with the
first choice and shall open negotiations with the second
choice of the review panel and so on until a firm is
retained or the list of selected firms is exhausted.
Professional societies and organizations have published
schedules of fees for professional services, which may be
used as a guide following adjustment to reflect the actual
scope of work expected of the firm selected.
B. Intermediate Projects - Fees of $50,000 to $2 00,000
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject Policy
Number
Date
Adopted
Date
Revised
POLICY FOR SELECTION OF PROFESSIONAL
CONSULTANTS
21 8/1/90 9/07/161
10/014/1
7
Page 4 of 65
1. The process for selecting consultants for intermediate
projects shall be the same as prescribed in Sections IV-
A and V of this policy, with the exception of formal
interviews of the highest ranked consultants, which are
not required and subject to other applicable exceptions
described below.
C. Minor Projects -- Fees up to $50,000
1. The process for selecting consultants for minor projects
shall be the same as prescribed in Sections IV -A and V of
this policy, with the exceptions noted below:in
accordance with the Purchasing Manual.
(a) The District will advertise on the District’s
webpage, BidSync, and through any other medium
deemed appropriate by the Pp roject Mmanager, before
a (RFP) is issued.
(b) The General Manager, or his/her designee, shall
appoint a review panel of no fewer than three
qualified staff to review and evaluate the
proposals, and to rank the firms in the order from
most qualified to least qualified.
(c) Formal interviews of the highest ranked consultants
are not required.
V. PROCEDURAL REQUIREMENTS FOR SELECTION OF CONSULTANTS FOR MAJOR,
INTERMEDIATE, AND MINOR PROJECTS
1. The appropriate department head receives proposals from all
interested parties; which are defined as consultants that have
submitted a Letter of Interest and a Statement of
Qualifications as defined in Section IV-A-1.
2. The evaluating panel shall consider the qualifications and
demonstrated experience of the prospective consultants as well
as the fee proposed by each firm to provide the services as
requested in the RFP. The panel will determine which firm
offers the best value for the work required. Such
determination will be made with due consideration to all
factors, including the qualifications, approach to the scope
of work, and experience of the consultant , relative to the
project as measured in the score matrix. The weight assigned
to each factor under consideration will be reflected in the
score matrix included in the RFP.
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject Policy
Number
Date
Adopted
Date
Revised
POLICY FOR SELECTION OF PROFESSIONAL
CONSULTANTS
21 8/1/90 9/07/161
10/014/1
7
Page 5 of 65
3. A review panel is appointed in accordance with this policy.
Review panel member names are not made avail able to consultants
prior to a call for interview.
4. The first choice of the review panel is called for negotia tion.
If an agreement cannot be negoti ated, the first choice will be
dismissed from further considera tion on that par ticular
project. Following the dismissal of the first choice,
negotiations will commence with the second choice.
5. The District’s Pproject Mmanager evaluates the and contacts
the references provided by the consultant and evaluates the
past performance, if exists, on District’s projects, as well
as intern et search about the company making it part of the
recommendation to the Board.
6. A successful negotiation shall result in presenta tion by the
department head to the General Manager or his/her designee, of
a profes sional agre ement signed by the selected firm . The
agreement may provide for differing methods of compensation
based upon the type of work to be performed. "Per diem" or
"hourly" compensation is the general rule when specific scope
of work is yet to be deter mined. This type of compensation
should carry a stated maximum amount, which will not be
exceeded except by prior District approval. Fixed -fee or cost -
plus-fixed-fee compensa tion is commonly used after scope of
work has been explicitly identified. Compensation is paid as
services are performed rather than in advance.
7. All contracts in excess of the amount authorized by the Board
to the General Manager, or his/her designee, in accordance
with Section 2.01 of the District’s Code of Ordinances, shall
be submitted to the Board for consideration.
8. All agreements for professional services shall provide for the
management phase of the resulting contract. A single P project
Mmanager shall be des ignated by the consultant and a liaison
manager shall be designated by the District for purposes of
contract administration.
9. Late responses or untimely responses by prospec tive candidates
should not be considered for fur ther action. The ability to
respond to a publication or an invita tion for consid eration in
a timely and responsive manner is essential to a future satis -
factory contract relationship.
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject Policy
Number
Date
Adopted
Date
Revised
POLICY FOR SELECTION OF PROFESSIONAL
CONSULTANTS
21 8/1/90 9/07/161
10/014/1
7
Page 6 of 65
10. All proposed contracts shall be reviewed by the District's
Legal Counsel and approved as to form prior to presentation to
the General Manager or his/her designee.
11. The department head shall e nsure that other departments , which
have a proper interest in the work under consid eration, are
kept informed as to the progress of the work and that user
decisions and desires are constructively considered within the
constraints of financial and practical limitations.
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject Policy
Number
Date
Adopted
Date
Revised
POLICY FOR SELECTION OF PROFESSIONAL
CONSULTANTS
21 8/1/90 11/01/17
Page 1 of 5
I. PURPOSE
The purpose of this policy is to establish procedures governing the
selection of professional consultants needed for District
Engineering projects.
II. SCOPE
This policy is applicable to selection of Professional Consultants
needed for Engineering projects.
III. POLICY
For the purpose of this polic y, ‘‘professional consultants’’ means
any ‘‘Firm’’ qualified and authorized to provide ‘‘architectural,
landscape architectural, engineering, environmental, and land
surveying services,’’ or ‘‘construction project management,’’ or
‘‘environmental services,’’ as each of those terms or services is
defined in the California Government Code, commencing with Section
§4525, as hereinafter amended or renumbered (the ‘‘Professional
Services Provisions’’).
This Policy provides a method and procedure pursuant to which
professional consultants in engineering, architectural, landscape
architectural, environmental, land surveying, and construction
management, including plan checking, inspection, and p rojects
requiring a special expertise , may be retained from the private
sector to augment the District's professional capabilities or for
the performance of specialized services not available to the
District from the existing District workforce.
Services provided to the District by professional consultants may
cover a wide range of profes sional activity, including, but not
limited to, studies, special reports, design, and related activi -
ties on such projects as pipelines, pump stations, reservoirs,
planning studies, and other expert testimony capabilities.
Pursuant to the Professional Services Provisions, and particularly
the provisions of the California Government Code Section §4526, the
Otay Water District may adopt procedures that assure that
professional services are engaged on the basis of demonstrated
competence and qualifications for the t ypes of services to be
performed and at fair and reasonable prices. Furthermore, m aximum
participation of small business firms, as defined in Government
Code Section 14837, and disadvantaged business enterprises (DBEs)
Exhibit 2
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject Policy
Number
Date
Adopted
Date
Revised
POLICY FOR SELECTION OF PROFESSIONAL
CONSULTANTS
21 8/1/90 11/01/17
Page 2 of 5
shall be encouraged. Government Code Section 14837 defines "small
business" as a business in which the principal office is located in
California and the officers of such business are domiciled in
California, which is independently owned and operated and which is
not dominant in its field of operation.
IV. METHOD OF SELECTION OF PROFESSIONAL CONSULTANTS
A. Major Projects - Anticipated Fee Greater than $2 00,000
1. The District will advertise in at least one local
newspaper of general circulation, on the District’s
webpage, and through CWA’s Small Contractor Outreach and
Opportunities Programs, and any other medium deemed
appropriate by the P roject M anager, before a Request for
Proposal (RFP) is issued. Interested parties will be
required to submit a Letter of Interest and a Statement
of Qualifications within the timeframe specified in the
publication. The ‘‘Statement of Qualifications’’ shall
be a writt en document, shall contain background
information on the firm that is current as of the date of
submission of the statement and must highlight the work,
expertise, and experience that qualify the firm to
undertake the work required by the District, as such work
is described in the publication.
2. All par ties who submit Letters of Interest and a Statement
of Qualifications, and are deemed qualified as a result
of the Statement of Qualifications process, will receive
a copy of the RFP. Proposals will only be accepted from
those firms that submitted the Let ter of Interest and the
Statement of Qualifications within the timeframe
specified in the publication. The form of the proposal
will be prescribed by the District. If a firm has
submitted a Statement of Qualifications within a calendar
year and the qualifications remain correct and accurate,
then only a L etter of I nterest will suffice.
3. The General Manager and the appropriate department
head(s) shall approve the selection criteria and the
associated weighing factor to be used in evaluating the
proposals accepted by the District , in accordance with
Paragraph 2, above. The General Manager, or his/her
designee, shall appoint a review panel of no fewer than
five qualified staff to review and evaluate the proposals,
and to rank the firms in the order from most qualified to
least qualified. The Project Manager may be part of the
review panel, if the General Manager or his/her designee
(other than the Project Manager) opens and scores the
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject Policy
Number
Date
Adopted
Date
Revised
POLICY FOR SELECTION OF PROFESSIONAL
CONSULTANTS
21 8/1/90 11/01/17
Page 3 of 5
cost proposal . The review panel will not be provided any
information about the cost proposal score and will
interview only those firms, which in the panel’s opinion ,
appear to have the most desirable qualifications. If , in
the opinion of the panel , none of the firms are qualified,
all proposals may be rejected. In the event of an unusual
project, which poses special problems beyond the scope
previously encountered by staff personnel, the review
panel may be augmented by an unbiased, qualified member
of the profession being considered , so long as he/she has
not and will not submit a proposal.
4. If a firm is rejected on the basis of its proposal, and
is not asked to appear for an interview, the firm may
appeal the decision by submitting a protest to the General
Manager or his/her designee . A copy of the proposal shall
be submitted with the protest. The protest shall be filed
within five business days of the rejection notification.
The protest shall provide a comp elling reason why the
firm believes the original proposal contained all
relevant experience or other requested information . If
the General Manager , or his/her designee, concurs with
the appellant, the firm shall be added to the inter view
list.
5. Immediately upon conclusion of oral interviews, the
review panel ’s oral scores will be combined with the
written proposals scores and shall designate the order of
preference of the candidates.
6. The department head designated by the General Manager , or
his/her designee, shall commence negotiations of an
agreement with the first choice of the review panel for
the extent of serv ice to be ren dered and the compensation.
If agree ment is not reached within a reasonable time, the
department head shall terminate the nego tiations with the
first choice and shall open negotiations with the second
choice of the review panel and so on until a firm is
retained or the list of selected firms is exhausted.
Professional societies and organizations have published
schedules of fees for professional services, which may be
used as a guide following adjustment to reflect the actual
scope of work expected of the firm selected.
B. Intermediate Projects - Fees of $50,000 to $2 00,000
1. The process for selecting consultants for intermediate
projects shall be the same as prescribed in Sections IV-
A and V of this policy, with the exception of formal
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject Policy
Number
Date
Adopted
Date
Revised
POLICY FOR SELECTION OF PROFESSIONAL
CONSULTANTS
21 8/1/90 11/01/17
Page 4 of 5
interviews of the highest ranked consultants, which are
not required and subject to other applicable exceptions
described below.
C. Minor Projects -- Fees up to $50,000
1. The process for selecting consultants for minor projects
shall be the same as prescribed in Sections IV -A and V of
this policy, with the exceptions noted below:.
(a) The District will advertise on the District’s
webpage, BidSync, and through any other medium
deemed appropriate by the Project M anager, before a
(RFP) is issued.
(b) The General Manager, or his/her designee, shall
appoint a review panel of no fewer than three
qualified staff to review and evaluate the
proposals, and to rank the firms in the order from
most qualified to least qualified.
(c) Formal interviews of the highest ranked consultants
are not required.
V. PROCEDURAL REQUIREMENTS FOR SELECTION OF CONSULTANTS FOR MAJOR,
INTERMEDIATE, AND MINOR PROJECTS
1. The appropriate department head receives proposals from all
interested parties; which are defined as consultants that have
submitted a Letter of Interest and a Statement of
Qualifications as defined in Section IV-A-1.
2. The evaluating panel shall consider the qual ifications and
demonstrated experience of the prospective consultants as well
as the fee proposed by each firm to provide the services as
requested in the RFP. The panel will determine which firm
offers the best value for the work required. Such
determination will be made with due consideration to all
factors, including the qualifications, approach to the scope
of work, and experience of the consultant , relative to the
project as measured in the score matrix. The weight assigned
to each factor under consideration will be reflected in the
score matrix included in the RFP.
3. A review panel is appointed in accordance with this policy.
Review panel member names are not made avail able to consultants
prior to a call for interview.
4. The first cho ice of the review panel is called for negotia tion.
If an agreement cannot be negoti ated, the first choice will be
dismissed from further considera tion on that par ticular
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject Policy
Number
Date
Adopted
Date
Revised
POLICY FOR SELECTION OF PROFESSIONAL
CONSULTANTS
21 8/1/90 11/01/17
Page 5 of 5
project. Following the dismissal of the first choice,
negotiations will commence with the second choice.
5. The District’s Project Manager evaluates and contacts the
references provided by the consultant and evaluates the past
performance, if exists, on District’s projects, as well as
internet search about the company making it part of the
recommendation to the Board.
6. A successful negotiation shall result in presenta tion by the
department head to the General Manager or his/her designee, of
a profes sional agreement signed by the selected firm . The
agreement may provide for differing methods of compensation
based upon the type of work to be performed. "Per diem" or
"hourly" compensation is the general rule when specific scope
of work is yet to be deter mined. This type of compensation
should carry a stated maximum amount, which will not be
exceeded except by prior District approval. Fixed -fee or cost -
plus-fixed-fee compensa tion is commonly used after scope of
work has been explicitly identified. Compensation is paid as
services are performed rather than in advance.
7. All contracts in excess of the amount authorized by the Board
to the General Manager, or his/her designee, in accordance
with Section 2.01 of the District’s Code of Ordinances, shall
be submitted to the Board for consideration.
8. All agreements for professional services shall provide for the
management phase of the resulting contract. A single P roject
Manager shall be des ignated by the consultant and a liaison
manager shall be designated by the District for purposes of
contract administration.
9. Late responses or untimely responses by prospec tive candidates
should not be considered for fur ther action. The ability to
respond to a publication or an invita tion for considera tion in
a timely and responsive manner is essential to a futu re satis -
factory contract relationship.
10. All proposed contracts shall be reviewed by the District's
Legal Counsel and approved as to form prior to presentation to
the General Manager or his/her designee.
11. The department head shall e nsure that other departments , which
have a proper interest in the work under consid eration, are
kept informed as to the progress of the work and that user
decisions and desires are constructively considered within the
constraints of financial and practical limitations.
STAFF REPORT
TYPE MEETING: Regular Board
MEETING DATE: November 1, 2017
SUBMITTED BY:
Steve Beppler
Senior Civil Engineer
Bob Kennedy
Engineering Manager
PROJECT: P2625-
001102
001103
DIV. NO. 5
APPROVED BY:
Rod Posada, Chief, Engineering
Mark Watton, General Manager
SUBJECT: Authorize the Creation of a Capital Improvement Program (CIP)
Project for the Design and Construction of a 12-Inch, 978 Zone
Pipeline in Hidden Mesa Road in the Amount of $1.5 Million of
which $90,000 will be in the Current Fiscal Year CIP Budget
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors (Board)
authorize the creation of CIP P2625 for the design and construction of
a 12-Inch, 978 Zone Pipeline in Hidden Mesa Road in the amount of $1.5
Million of which $90,000 will be in the current Fiscal Year CIP budget
(see Exhibit A for Project location.)
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
To establish a CIP and budget to initiate design and construction of a
12-Inch, 978 Zone Potable Water Pipeline in Hidden Mesa Road to enable
the existing potable water transmission main (conveys fire flows) that
runs primarily through utility easements along Vista Vereda and Hidden
Mesa Trail to be partially abandoned and limit the extent of the
replacement distribution water line. The total Project budget is $1.5
Million, with the current Fiscal Year budget to be increased by an
amount of $90,000 to design the Project.
2
ANALYSIS:
As part of the preliminary design effort currently in progress for CIP
P2574, Vista Vereda Pipeline Replacement project, an evaluation of
alternatives to the replacement of the existing transmission 12-inch
potable water pipeline in the same alignment was performed. The
original pipeline was installed in 1959 in utility easements as the
area had not been developed. Over the past 50+ years, the subdivision
of the land and construction of single-family homes have greatly
changed the terrain along the pipeline alignment. The existing 20-
foot wide easement that runs from Vista Vereda to Hidden Mesa Trail
goes through backyards and side yards with areas of steep terrain
adjacent to residences, restrictive access issues, and poses
significant risks to nearby homes in the event of a pipeline failure.
Site visits have been made with the General Manager and District staff
to obtain their insight regarding the entire existing water line
alignment.
An alternative route for the transmission of fire flows to the western
portions of the 978 Zone was identified in Hidden Mesa Road between
Vista Grande Road and Hidden Mesa Trail, where the pipeline would be
within public road right-of-ways and easily accessed for maintenance
and monitoring purposes. The existing sections of 8-inch and 10-inch
water lines in Hidden Mesa Road, approximately 3,000 feet in length,
are insufficient to convey commercial area fire flows that are
required in the western portion of the 978 Pressure Zone.
The current CIP project budget for the Vista Vereda CIP P2574 Project
is $2.5 Million and was established prior to the start of the design
process, which has identified the issues raised above. If the
replacement water line were to be constructed in the same alignment,
the project budget would need to be increased to approximately $3.6
Million in consideration of the areas of difficult construction and
limited access, plus potential legal fees related to the alignment.
The alternative of moving the transmission line to Hidden Mesa Road
and modifying the replacement water line for Vista Vereda to local
distribution is projected to have an overall cost of $3.5 Million.
While the initial construction cost of a new 12-inch water line in
Hidden Mesa Road is about the same as the “replace in place” option of
the existing Vista Vereda pipeline, the legal risks are lower as well
as long-term maintenance costs. See Exhibit B for an analysis
regarding the two (2) potential water line alternatives and their
estimated project costs.
This request is to establish a new CIP P2625 for this new water line
in Hidden Mesa Road and to authorize a total budget of $1.5 Million
3
dollars with $90,000 to be spent in this Fiscal Year, which is a
change to the 2018 CIP budget. Construction is planned to occur in
Fiscal Year 2019, with costs projected at $1.4 Million and the
warranty period to complete the Project in Fiscal Year 2020 will have
$10,000 allocated for that work. The existing budget for the Vista
Vereda CIP P2574 Project of $2.5 Million is anticipated to be reduced
by $500,000 during the next budget process to reflect the reduction in
the size and extent of the replacement pipeline required with changing
it from a transmission main to a distribution line.
While the current Fiscal Year budget for CIP P2574 was established to
cover the design of whichever replacement water line alignment option
was selected, the Hidden Mesa Road option is not specifically
addressed in the CIP P2574 scope, prompting staff to create an
individual CIP for this portion of the overall Project. Authorization
of this CIP will allow staff to initiate the design using existing
consultants immediately so that the Hidden Mesa Road pipeline design
will be able to keep up with the work planned for Vista Vereda. The
upgraded pipeline in Hidden Mesa Road will be scheduled for
construction before the work in Vista Vereda is begun, to maintain
transmission capabilities in the 978 Zone. Construction is expected
to start in the fall of 2018.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
This action establishes the CIP program budget for the 12-Inch, 978
Zone Pipeline in Hidden Mesa Road of $90,000 for Fiscal Year 2018 and
$1.5 Million total for the Project, which is expected to be completed
by Fiscal Year 2020. While this expenditure was not incorporated into
the planned rates, the District has sufficient financial flexibility
to fund this CIP, based on the following factors. The existing budget
for CIP P2574 of $2.5 Million is anticipated to be reduced by
approximately $500,000. The replacement reserve is projected to be
$14.4 Million over target at the end of Fiscal Year 2018 and $8.3
Million over target at the end of Fiscal Year 2023. In addition,
based on current water sales volumes the General Fund is projecting to
have an operating surplus of approximately $300,000 in Fiscal Year
2018, which, if realized at year-end, is sufficient to fund the
$90,000 estimated Fiscal Year 2018 cost.
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
4
innovations to provide water services at affordable rates, with a
reputation for outstanding customer service.”
LEGAL IMPACT:
None.
SB/BK/RP:jf
P:\WORKING\CIP P2625 Hidden Mesa Road WL\Staff Report\BD 11-01-17 Staff Report CIP P2625 Hidden Mesa Rd (BK-RP) REV5.docx
Attachments: Attachment A – Committee Action
Exhibit A – Vicinity Map
Exhibit B – Vista Vereda Water Line Replacement –
Alternatives Cost Analysis
ATTACHMENT A
SUBJECT/PROJECT:
CIP P2625-
001102 &
001103
Authorize the Creation of a Capital Improvement Program
(CIP) Project for the Design and Construction of a 12-Inch,
978 Zone Pipeline in Hidden Mesa Road in the Amount of $1.5
Million of which $90,000 will be in the Current Fiscal Year
CIP Budget
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee (Committee)
reviewed this item at a Committee Meeting held on October 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.
OTAY WATER DISTRICT
978 PZ PIPELINE DISTRIBUTION SYSTEM
EXHIBIT AP:
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12" WATER PIPELINE
REPLACEMENT
P2625
VISTA VEREDA
WATERLINE P2574
EXHIBIT B
Vista Vereda Water Line Replacement – Alternatives Cost Analysis
During the preliminary design phase of the Vista Vereda Water Line Replacement
project, a decision is required as to whether to maintain the transmission capabilities of
the water line designated to be replaced along Vista Vereda over to Hidden Mesa Trail
or to construct a new transmission line in Hidden Mesa Road and have the replacement
water line along Vista Vereda changed to a distribution line and not extend over to
Hidden Mesa Trail. This memorandum provides a cost analysis for making this decision
based upon planning level costs, identified areas of increased construction costs and
potential risks, and consideration of long-term maintenance issues.
The existing alignment of the 12-inch Vista Vereda Water Line is shown in Figure 1. It
provides transmission of fire flows to the western portions of the 978 pressure zone.
The water line runs through 20-foot wide easements along Vista Vereda and across
properties to Hidden Mesa Trail. The portion that runs parallel to Vista Vereda is
adjacent to a District utility easement that begins as 40-foot wide at Vista Grande and
reduces to 30-foot wide about midway up Vista Vereda. At the end of Vista Vereda, the
20-foot easement runs by itself over to Hidden Mesa Trail through some difficult terrain.
The two basic options for the replacement of the water line are provided below and
illustrated in Figures 2 & 3:
Option 1 – Replace the Vista Vereda water line with a new 12-inch transmission
water line along the same general alignment; or
Option 2 – Limit the replacement of the Vista Vereda water line to provide local
distribution and install a new 12-inch transmission water line in Hidden Mesa
Road.
Assumptions
The estimated project costs for this option are broken down by areas of replacement to
reflect terrain and access issues that significant impact construction costs. The basis of
the costs are those that the District has recently received for the Hillsdale Road 12-inch
Water Line Replacement project bid in July 2017, including appurtenances and
allowances, and adjusted to the anticipated midpoint of construction.
Option 1 – Vista Vereda Transmission
The replacement water line for all segments of this option will be 12-inch piping to
provide transmission capabilities. See Figure 2 for the individual areas identified for
differing costs. Area 1 is along Vista Vereda and the replacement pipeline may follow an
alignment within the adjacent 40-foot wide District utility easement. Although there are
other utilities within this area, it appears that a suitable alignment may be found to
enable installation costs relatively similar to those that the District has recently received
Exhibit B
Vista Vereda WL – Alternatives Cost Analysis
October 2017
2
for the Hillsdale Road Water Line Replacement project. Area 2 along Vista Vereda has
less available space for an alternative alignment for the water line as the adjacent
District utility easement is 30-foot wide and other utilities present potential conflicts in
several areas. Installation costs in this area are projected to be higher than Area 1 by
50% at this time to deal with the conflicts to enable an acceptable alignment. Area 3 is
where the existing 20-foot water line easement will need to be followed, greatly limiting
the contractor’s ability to access and construct the water line, but the grades are not an
issue. It also includes numerous trees to be removed, including a 4-foot diameter tree.
For this area, construction costs are foreseen to be 100% above the Area 1 costs to
reflect these issues. Area 4 is the area of biggest concern for the project as it features
retaining walls, sharp drop-offs adjacent to homes, and is within just the 20-foot
easement. Costs for construction in this area are taken at 4 times the Area 1 prices
considering the working area, access issues that may require temporary construction
easements, and mitigation of risks the contractor would need to include in his pricing.
Area 5 is in Hidden Mesa Trail and is considered the same as Area 1 in the cost of
construction. More detailed site topography and potential water line alignments for
Areas 1 through 4 are provided in Appendix A.
Option 1 Project Costs – Vista Vereda Transmission
Construction Costs
Area Length (ft) Unit Cost Cost
1 750 – 12-inch $500 $ 375,000
2 450 – 12-inch $750 $ 338,000
3 700 – 12-inch $1,000 $ 700,000
4 300 – 12-inch $2,000 $ 600,000
5 350 – 12-inch $500 $ 175,000
Total Construction Costs $ 2,188,000
Construction Management $ 100,000
Design $ 235,000
Project Administration $ 200,000
Project Outreach $ 100,000
Contingency (Legal, Easements, Delays, etc.) $ 750,000
Project Total $ 3,573,000
The design costs are fees already provided from the design engineer. Other soft costs,
except for contingency, are based upon past construction projects of similar size and
nature of work, adjusted for the project size. The estimated contingency cost is derived
from the sensitivity of the project on the neighborhood and the potential for having to
defend the District’s ability to construct the project despite the impact the project will
have to individual properties.
Exhibit B
Vista Vereda WL – Alternatives Cost Analysis
October 2017
3
Option 2 – Vista Vereda Distribution/ Hidden Mesa Road Transmission
The replacement water line for each segment under this option will vary from 12-inch
piping to provide transmission capabilities to 4-inch or less to reestablish water services
to all residences. See Figure 3 for the individual areas identified for differing costs. Area
1 is for a 12-inch water line along Vista Vereda, the same as that proposed under
Option 1, where the replacement pipeline may follow an alignment within the adjacent
40-foot wide District utility easement. Although there are other utilities within this area, it
appears that a suitable alignment may be found to enable installation costs relatively
similar to those that the District has recently received for the Hillsdale Road Water Line
Replacement project. Area 2 along Vista Vereda is proposed to be an 8-inch water line.
It has less available space for an alternative alignment for the water line as the adjacent
District utility easement is 30-foot wide and other utilities present potential conflicts in
several areas. Installation costs in this area are projected to be higher than Area 1 by
50% at this time to deal with the conflicts to enable an acceptable alignment, with
pricing adjusted to reflect an 8-inch line instead of a 12-inch pipe. Area 3 is where the
existing 20-foot water line easement will need to be followed, greatly limiting the
contractor’s ability to access and construct the water line, but the grades are not an
issue. The need to only run a 6-inch or smaller pipe through this area greatly reduces
the potential impact to the properties. For this area, construction costs are foreseen to
be 100% above the Area 1 costs to reflect these issues, but reduced by half to reflect
the smaller pipe size and construction footprint. With the Vista Vereda line now revised
to distribution, there is no construction work in Areas 4 & 5 under Option 1. Area 6 is the
new 12-inch water line along Hidden Mesa Road from Vista Grande to Hidden Mesa
Trail. This line is proposed to be constructed in the existing 10-inch and 8-inch water
line trenches in the street, reducing the risk of rock excavation. Considering this, the
construction cost for the water line was estimated using 90% of the Area 1 costs.
Option 2 Project Costs – Vista Vereda Distribution/ Hidden Mesa Road Transmission
Construction Costs
Area Length (ft) & Size Unit Cost Cost
1 750 – 12-inch $500 $ 375,000
2 450 – 8-inch $700 $ 315,000
3 700 – 6-inch or less $500 $ 350,000
6 3000 – 12-inch $450 $ 1,350,000
Total Construction Costs $ 2,390,000
Construction Management $ 150,000
Design $ 300,000
Project Administration $ 250,000
Project Outreach $ 100,000
Contingency (Legal, Easements, Delays, etc.) $ 250,000
Project Total $ 3,440,000
Exhibit B
Vista Vereda WL – Alternatives Cost Analysis
October 2017
4
The design costs are fees already provided from the design engineer. Other soft costs,
except for contingency, are based upon past construction projects of similar size and
nature of work, adjusted for the project size. The estimated contingency cost is derived
from the sensitivity of the project on the neighborhood and the potential for having to
defend the District’s ability to construct the project despite the impact the project will
have to individual properties. Option 2 has significantly lower impacts to the
neighborhood than Option 1 with the contingency adjusted to reflect this.
Summary
Although Option 1 has lower construction and soft costs, the overall project costs are
potentially higher than Option 2 due to the risks included under the contingency item,
which include potential legal actions over the impacts of the construction and
subsequent restoration, delays resulting from these proceedings, and access issues
that may result in temporary construction easement procurement. In addition, future
maintenance cost can be expected to be lower for Option 2 as the transmission pipeline
will have easier access and pose a low risk for property damage.
Attachments:
Appendix A – Detailed Topography and Potential Water Line Alignments
P:\WORKING\CIP P2625 Hidden Mesa Road WL\Staff Report\Exhibit B - Vista Vereda WL Options Costs - Oct 2017(Ver 2).docx
OTAY WATER DISTRICT
978 PZ PIPELINE DISTRIBUTION SYSTEMFIGURE 1P:\WORKING\CIP P2625 Hidden Mesa Road WL\Graphics\Exhibits-Figures\10-5-Exhibits\Figure 1.mxd
ROW
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5171701300
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5 1 7 1 1 2 3 7 0 0
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5171701100
5144021900 51442018005144201900
0 240120
Feet
HIDDEN
V I S T A
HIDDEN
MESA
VISTA VEREDA
TRAIL
EXISTING VISTA VEREDA 12-INCH PIPELINE ALIGNMENT F
TRESEDER
VISTA VEREDAEX 12" WATERLINE
P2625
M E S A
R D
G R A N D E
RD
CIRCLE
OTAY WATER DISTRICT
FIGURE 2P:\WORKING\CIP P2625 Hidden Mesa Road WL\Graphics\Exhibits-Figures\10-5-Exhibits\Figure 2.mxd
ROW
RO
W
5171701300
R O W
5171401600
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0 240120
Feet
HIDDEN
V I S T A
HIDDEN
MESA
VISTA VEREDA
TRAIL
OPTION 1 - NEW VISTA VEREDA 12-INCH PIPELINE ALIGNMENT F
TRESEDER
NEW VISTA VEREDA12" WATERLINE-REPLACE-IN-PLACE ORPARALLEL ALIGNMENT
P2625
M E S A
R D
G R A N D E
RD
CIRCLE
AREA 5 AREA 4 AREA 3
AREA 2
AREA 1
POTENTIALALTERNATIVE ALIGNMENT
OTAY WATER DISTRICT
FIGURE 3P:\WORKING\CIP P2625 Hidden Mesa Road WL\Graphics\Exhibits-Figures\10-5-Exhibits\Figure 3.mxd
ROW
OPEN SPACE
OPEN SPACE
5172622700
5171200200
5171701300
5 1 5 0 9 2 6 8 0 0
5151901300
5172822300
5171207700
5171701000
5150925400
5151701100
5171700400
5 1 4 4 0 3 0 5 0 0
5172622600
5150925300
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Feet
HIDDEN
HIDDEN
MESA
VISTA VEREDA
TRAIL
OPTION 2 - NEW VISTA VEREDA & HIDDEN MESA RD PIPELINE ALIGNMENTS F
TRESEDER
HIDDEN MESA RD12" WATERLINEALIGNMENT
P2625
M E S A
R D
VIS T A G R A N D E R D
CIRCLE
VISTA VEREDAWATERLINEALIGNMENT
AREA 6
HIDDEN SPRINGS DR
AREA 3
AREA 2
AREA 1
POTENTIALALTERNATIVEALIGNMENT
8"
12"
6" OR LESS
APPENDIX A
Detailed Topography and Potential Water Line Alignments