HomeMy WebLinkAbout04-18-24 EO&WR Committee Packet1
OTAY WATER DISTRICT
ENGINEERING, OPERATIONS, & WATER RESOURCES COMMITTEE MEETING
and
SPECIAL MEETING OF THE BOARD OF DIRECTORS
2554 SWEETWATER SPRINGS BOULEVARD
SPRING VALLEY, CALIFORNIA
BOARDROOM
THURSDAY
APRIL 18, 2024
1:00 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 INCLUDING AN ITEM ON TODAY’S AGENDA.
DISCUSSION ITEMS
3.AWARD TWO PROFESSIONAL SERVICE CONTRACTS FOR AS-NEEDED IN-PLANT
INSPECTION TO ON-SITE TECHNICAL SERVICES, INC. (ON-SITE) AND RMA
GROUP, INC. (RMA), AND AUTHORIZE THE GENERAL MANAGER TO EXE-CUTE
TWO AGREEMENTS WITH ON-SITE AND RMA, NOT-TO-EXCEED $350,000 TOTAL
FOR THREE YEARS (ENDING JUNE 30, 2027) (BRANDON DIPIETRO) [5 MINUTES]
4.AWARD TWO PROFESSIONAL SERVICE AGREEMENTS FOR AS-NEEDED ENVI-
RONMENTAL SERVICES AND AUTHORIZE THE GENERAL MANAGER TO EXE-
CUTE TWO CONTRACTS WITH ENVIRONMENTAL SCIENCE ASSOCIATES AND
HELIX ENVIRONMENTAL PLANNING, INC. FOR FISCAL YEARS 2025-2027 (END-
ING JUNE 30, 2027), NOT-TO-EXCEED $900,000 TOTAL (JULIANA LUENGAS) [5
MINUTES]
5.AWARD A PROFESSIONAL SERVICE CONTRACT FOR AS-NEEDED UTILITY LO-
CATING SERVICES AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE
THE AGREEMENT WITH CALBURTON, INC., IN AN AMOUNT NOT-TO-EXCEED
$600,000 DURING FISCAL YEARS 2025-2027 (ENDING JUNE 30, 2027)
(KEVIN CAMERON) [5 MINUTES]
6.AWARD A CONTRACT TO EROSION CONTROL APPLICATIONS, INC. FOR THE
MAINTENANCE OF THE FLOATING COVERS ON FOUR POTABLE AND TWO RE-
CYCLED WATER RESERVOIRS IN AN AMOUNT NOT-TO-EXCEED $184,400 FOR
FISCAL YEAR 2025, WITH FOUR ONE-YEAR RENEWAL OPTIONS AT THE DIS-
CRETION OF THE GENERAL MANAGER (MARCIANO SANTOS) [5 MINUTES]
2
7. ADJOURNMENT
BOARD MEMBERS ATTENDING:
Mark Robak, Chair
Ryan Keyes
All items appearing on this agenda, whether or not expressly listed for action, may be de-
liberated 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 by contacting the District Secretary at
(619) 670-2253.
If you have any disability which would require accommodation in order to enable you to
participate in this meeting, please call the District Secretary at 619-670-2253 at least 24
hours prior to the meeting.
Certification of Posting
I certify that on April 12, 2024, 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 12, 2024.
/s/ Tita Ramos-Krogman, District Secretary
STAFF REPORT
TYPE MEETING: Regular Board MEETING DATE: May 1, 2024
SUBMITTED BY: Brandon DiPietro
Field Services Manager
PROJECT: VARIOUS DIV. NO.All
APPROVED BY: Kevin Cameron, Engineering Manager
Michael Long, Chief, Engineering
Jose Martinez, General Manager
SUBJECT: Award of Two (2) As-Needed In-Plant Inspection Services
Contracts to On-Site Technical Services, Inc. and RMA Group,
Inc. for Fiscal Years 2025-2027
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors (Board)
award two (2) professional services contracts for As-Needed In-Plant
Inspection Services and to authorize the General Manager to execute
two (2) agreements with On-Site Technical Services, Inc. (On-Site)
and RMA Group, Inc. (RMA), each in an amount not-to-exceed $350,000
for a period of three (3) Fiscal Years. The total amount of the two
(2)agreements will not exceed $350,000 during Fiscal Years 2025-2027
(ending June 30, 2027).
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
To obtain Board authorization for the General Manager to enter into
two (2) professional services agreements for As-Needed In-Plant
Inspection Services with On-Site and RMA, with each agreement in an
amount not-to-exceed $350,000 for Fiscal Years 2025-2027. The total
amount of the two (2) agreements will not exceed $350,000 during
Fiscal Years 2025-2027.
AGENDA ITEM 3
2
ANALYSIS:
The District will require the services of a professional in-plant
inspection consultant in support of the District’s Capital
Improvement Program (CIP) and developer funded projects for the next
three (3) fiscal years. Due to the strict requirements for the weld
inspection, surface preparation, and coating application on steel
pipelines, the District uses a third-party inspector to monitor,
document, and verify welding reports and to ensure coatings are
applied per District and coating manufacturer’s specifications. The
District requires the specialty inspector to be certified by the
American Welding Society as a Certified Welding Inspector (CWI) or
Senior Certified Welding Inspector (SCWI) qualified to code AWS D1.1
QC1, American Society for Nondestructive Testing (ASNT) SNT-TC-1A as
an NDT Level II or greater, and National Association of Corrosion
Engineers (NACE) as a Level III Coating Inspector. The inspector’s
tasks include, but are not limited to, submitting daily reports
detailing the manufacturer’s activities, periodic testing, and
overall quality control for the manufacturer’s procedures.
It is more efficient and cost effective to issue an as-needed
contract for In-Plant Inspection Services, which will provide the
District with the ability to obtain consulting services in a timely
and efficient manner. This concept has also been used in the past
for other disciplines such as design engineering, construction
management, geotechnical, and environmental services.
The anticipated CIP and developer projects that are estimated to
require in-plant inspection services for Fiscal Years 2025-2027 are
listed below:
CIP No. &
Dev No. Capital Facilities & Developer Projects
P2058 PL - 20-Inch, 1296 Zone, Proctor Valley Road from Melody
Road to Highway 94
P2171 PL - 20-Inch, 1296 Zone, Proctor Valley Road from Pioneer
Way to Melody Road
P2195 PL - 24 - Inch, 640 Zone, Campo Road - Regulatory
Site/Millar Ranch
P2196 PL - 24 - Inch, 640 Zone, Millar Ranch Road to 832-1 Pump
Station
D0362 Otay 200
D0914 Alta Crossing Unit 4
D1044 Otay Ranch Village 8 East
3
The District solicited for in-plant inspection services by placing an
advertisement on the Otay Water District’s website and using
PlanetBids, the District’s online bid solicitation website on
February 12, 2024. The advertisement was also placed in the Daily
Transcript. Five (5) firms submitted a Letter of Interest (LOI) and
a Statement of Qualifications (SOQ). The Request for Proposal (RFP)
for As-Needed In-Plant Inspection Services was sent to all five (5)
firms. Of the five (5) firms that submitted a LOI and SOQ, four
firms submitted proposals. These are:
• RMA Group, Inc., Rancho Cucamonga, CA
• On-Site Technical Service, Inc., Garden Grove, CA
• Kenny Consulting Services, Inc., San Diego, CA
• Diversified Project Services International, Inc., Long Beach, CA
MCS, Inc. chose not to submit a proposal due to difficulty with
finding the capacity to accommodate additional work.
A panel of five (5) staff members reviewed the proposals and
conducted interviews with RMA, On-Site, KCS, and DPSI. Staff agreed
that RMA and On-site are well qualified to perform the services based
on their experience, understanding of the scope of work, proposed
method to accomplish the work, and their composite hourly rate.
RMA and On-Site 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 Office
The funds for these two (2) agreements will be expended from the
Fiscal Years 2025, 2026, and 2027 budgets for a variety of projects,
as previously noted above. These agreements 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 or
development 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 services required for the CIP and developer
projects noted above.
The Finance Department has determined that the funds to cover these
agreements will be available as budgeted for these projects.
4
GRANTS/LOANS:
Engineering staff researched and explored grants and loans and found
none available for this Project.
STRATEGIC GOAL:
This Project supports the District’s Mission statement, “To provide
exceptional water and wastewater service to its customers, and to
manage District resources in a transparent and fiscally responsible
manner” and the General Manager’s Vision, "To be a model water agency
by providing stellar service, achieving measurable results, and
continuously improving operational practices."
LEGAL IMPACT:
None.
BD/KC/ML:jf
Attachments: Attachment A – Committee Action
Attachment B – Summary of Proposal Rankings
ATTACHMENT A
SUBJECT/PROJECT:
VARIOUS
Award of Two (2) As-Needed In-Plant Inspection Services
Contracts to On-Site Technical Services, Inc. and RMA
Group, Inc. for Fiscal Years 2025-2027
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee (Committee)
reviewed this item at a meeting held on April 18, 2024. The Committee
supported the 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 by the Committee prior to
presentation to the full Board.
Qualifications of
Team
Responsiveness
and Project
Understanding
Technical and
Management
Approach
INDIVIDUAL
TOTAL -
WRITTEN
AVERAGE
WRITTEN
TOTAL
Consultant's
Commitment to
DBE
Additional
Creativity and
Insight
Strength of
Project Manager
Presentation &
Communication
Skills
Responses to
Questions
INDIVIDUAL
TOTAL - ORAL
AVERAGE
ORAL TOTAL
TOTAL SCORE
WITHOUT FEE Proposed Fee TOTAL
SCORE
30 25 30 85 85 Y/N 15 15 10 10 50 50 135 15 150 Poor/Good/
Excellent
BRANDON DIPIETRO 22 19 20 61 12 11 8 7 38
AARON HAZARD 22 18 20 60 10 10 7 6 33
MARCIANO SANTOS 26 24 28 78 12 12 8 8 40
MIKE O'DONNELL 21 18 19 58 10 12 7 7 36
LITO SANTOS 21 18 21 60 11 11 7 6 35
BRANDON DIPIETRO 25 21 20 66 13 13 8 8 42
AARON HAZARD 25 20 25 70 12 13 8 8 41
MARCIANO SANTOS 29 23 29 81 13 12 8 9 42
MIKE O'DONNELL 25 21 27 73 12 13 8 8 41
LITO SANTOS 26 21 25 72 11 11 7 7 36
BRANDON DIPIETRO 25 24 26 75 15 14 9 10 48
AARON HAZARD 25 25 25 75 15 15 8 9 47
MARCIANO SANTOS 28 24 27 79 13 13 8 10 44
MIKE O'DONNELL 25 26 25 76 14 14 9 9 46
LITO SANTOS 28 22 28 78 14 14 10 9 47
BRANDON DIPIETRO 20 20 21 61 14 13 9 9 45
AARON HAZARD 20 20 20 60 12 13 9 9 43
MARCIANO SANTOS 29 25 29 83 14 15 9 8 46
MIKE O'DONNELL 20 19 20 59 14 14 8 9 45
LITO SANTOS 22 19 22 63 13 11 8 8 40
Notes:
Consultant Fee Score 1. Review Panel does not see or consider proposed fee when scoring other categories. The proposed fee is scored by Engineering staff not on the Review Panel.
DPSI $436 1 2. The fees were evaluated by comparing rates for four catagories. The sum of these 4 rates are noted on the table to the left.
KENNY $362 8
ON-SITE $303 11
RMA GROUP $250 15
100
72 Y 40 112 8 120
63 Y 36 99 1
FEE SCORING CHART
ON-SITE
KENNY CONSULTING
SERVICES
DPSI
11123
MAXIMUM POINTS
RMA GROUP 15
46
65
ATTACHMENT BSUMMARY OF PROPOSAL RANKINGS
As-Needed In-Plant Inspection Services - Fiscal Years 2025 - 2027
WRITTEN ORAL
REFERENCES
YY
Y77Y134
12444109
STAFF REPORT
TYPE MEETING: Regular Board MEETING DATE: May 1, 2024
SUBMITTED BY: Juliana Luengas
Environmental Compliance
Specialist
PROJECT: VARIOUS DIV. NO.All
APPROVED BY: Beth Gentry, Engineering Manager
Michael Long, Chief, Engineering
Jose Martinez, General Manager
SUBJECT: Award of Two (2) Professional Services Agreements for As-
Needed Environmental Services to Environmental Science
Associates and Helix Environmental Planning, Inc. for Fiscal
Years 2025-2027
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors (Board)
award two (2) professional service agreements for As-Needed
Environmental Services and to authorize the General Manager to
execute two contracts with Environmental Science Associates (ESA) and
Helix Environmental Planning, Inc. (Helix), each in an amount not-to-
exceed $900,000. The total amount of the two (2) contracts will not
exceed $900,000 during Fiscal Years 2025-2027 (ending June 30, 2027).
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
To obtain Board authorization for the General Manager to enter into
two (2) professional services agreements for As-Needed Environmental
Services with ESA and Helix, with each contract in an amount not-to-
exceed $900,000 for Fiscal Years 2025-2027. The total amount of the
two (2) contracts will not exceed $900,000 during Fiscal Years 2025-
2027.
AGENDA ITEM 4
2
ANALYSIS:
The District will require the services of two (2) professional
environmental consultants on an as-needed basis in support of Capital
Improvement Program (CIP) and Operations and Maintenance projects for
Fiscal Years 2025-2027. It is more efficient and cost effective to
issue as-needed contracts for environmental services, which will
provide the District with the ability to obtain consulting services
in a timely and efficient manner. This concept has been used for
other disciplines such as engineering design, construction
management, geotechnical, and electrical services.
The District staff will identify tasks 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 table below lists some of the upcoming projects that will require
as-needed environmental services during Fiscal Years 2025-2027:
CIP
DESCRIPTION
ESTIMATED COST
P2460 I.D. 7 Trestle & Pipeline Demolition Biological
& Cultural Resources Monitoring $40,000
P2040 Res - 1655-1 Reservoir 0.5 MG Biological &
Cultural Resources Monitoring $60,000
P1253 As-Needed Bird Surveys during Breeding Season $30,000
P1253 As-Needed Biological & Cultural Resources
Monitoring for District O&M & CIP Projects $30,000
P2228
870-2 Reservoir, 870-1 Reservoir Cover/Liner
Replacement Biological & Cultural Resources
Monitoring
$60,000
P2639 Vista Diego HPS Biological & Cultural Resources
Monitoring $30,000
S2069 Cottonwood Sewer Pump Station Renovation
Biological Monitoring $30,000
R2156
Force Main Improvements Biological & Cultural
Resources Monitoring, Permitting with Wildlife
Agencies
$40,000
P1253 Annual Force Main Road & Air-Vac Vegetation
Maintenance $10,000
P1253 Water Pollution Control Plan for Caltrans
Encroachment Permit $15,000
TOTAL: $345,000
3
Staff believes that a $900,000 budget for the As-Needed Environmental
Services contracts is adequate for upcoming projects, while still
providing a buffer for any unforeseen or emergency tasks. Some of
these tasks include monitoring and resource agency coordination for
emergency pipeline breaks, regulatory issues at the Ralph W. Chapman
Water Reclamation Facility, Air Pollution Control District permitting
issues, and preparation of Stormwater Pollution Prevention Plans
(SWPPPS) for District construction projects. As CIP projects advance
during the period of this contract, CEQA compliance and regulatory
permitting needs arise that require the subject matter experts from
these consultants. The previous amount from Fiscal Years 2023-2025
was allocated to task orders much sooner than expected due to
unexpected events such as environmental permitting and monitoring
needed for storm related repairs, extensive mitigation measures,
habitat restoration and revegetation efforts for CIP projects, and
surveying efforts for upcoming CIP projects. The unassigned balance
of $55,259.00 is not enough for Fiscal Year 2025, which is why the
contract durations overlap.
The As-Needed Environmental Services contracts do not commit the
District to any expenditure until a task order is approved to perform
the work. These task orders are budgeted in CIP projects or through
Operating and Maintenance work. The District does not guarantee work
to the consultants, nor does the District guarantee to the
consultants that it will expend all the funds authorized by the
contract on professional services.
The District followed Policy 21 throughout the process. Services
were solicited by placing an advertisement on the Otay Water
District’s website and in the Daily Transcript on December 5, 2023.
Extensive outreach was conducted by the Environmental Compliance
Specialist. Over 25 emails were sent to potential firms. Ten (10)
firms submitted a Letter of Interest (LOI) and a Statement of
Qualifications (SOQ). The Request for Proposal (RFP) for
Environmental Services was sent to all ten (10) firms resulting in
nine (9) proposals received by January 31, 2024. They are as
follows:
• Chambers Group (San Diego, CA)
• Dokken Engineering (Folsom, CA)
• ECORP Consulting (San Diego, CA)
• EDP Solutions (Irvine, CA)
• ESA (San Diego, CA)
• Helix Environmental Planning (La Mesa, CA)
• Parsons (San Diego, CA)
• SWCA Environmental Consultants (San Diego, CA)
• Terracon Consultants, Inc. (San Diego, CA)
• UltraSystems (Irvine, CA)
4
The one firm that submitted a Letter of Interest (LOI), but did not
propose, was Parsons Engineering, located in San Diego, CA.
In accordance with the District’s Policy 21, staff evaluated and
scored all written proposals and then interviewed the top four (4)
firms on March 12, 2024. ESA and Helix 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. ESA and Helix have both provided as-needed environmental
services to other water agencies in the area. Helix has also
provided these services to the District for past contracts. They are
both readily available to provide the services required. A summary
of the complete evaluation is shown in Attachment B.
ESA and Helix submitted the Company Background Questionnaire, as
required by the RFP, and staff found both satisfactory. In addition,
staff checked their references and performed an internet search on
the company. Staff found the references to be excellent and did not
find any outstanding issues with the internet search.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
The funds for these contracts will be expended from the Fiscal Years
2025, 2026, and 2027 budgets 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 approved by the District for the
consultant's services on a specific CIP or Operations & Maintenance
project.
Based on a review of the financial budget, the Project Manager
anticipates that the budgets will be sufficient to support the
professional as-needed consulting services required for the CIP and
Operations & Maintenance 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
exceptional water and wastewater service to its customers, and to
manage District resources in a transparent and fiscally responsible
manner” and the General Manager’s Vision, "To be a model water agency
by providing stellar service, achieving measurable results, and
continuously improving operational practices."
5
GRANTS/LOANS:
Engineering staff researched potential grants/loans and found there
were none available for this Project.
LEGAL IMPACT:
None.
JL/BG:jf
Attachments: Attachment A – Committee Action
Attachment B – Summary of Proposal Rankings
ATTACHMENT A
SUBJECT/PROJECT:
VARIOUS
Award of Two (2) Professional Services Agreement for As-
Needed Environmental Services to Environmental Science
Associates and Helix Environmental Planning, Inc. for
Fiscal Years 2025-2027
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee
(Committee) reviewed this item at a meeting held on April 18, 2024.
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 by the Committee prior to
presentation to the full Board.
Qualifications of
Team
Responsiveness
and Project
Understanding
Technical and
Management
Approach
INDIVIDUAL
TOTAL -
WRITTEN
AVERAGE
WRITTEN
TOTAL
Consultant's
Commitment to
DBE
Additional
Creativity and
Insight
Strength of
Project Manager
Presentation &
Communication
Skills
Responses to
Questions
INDIVIDUAL
TOTAL - ORAL
AVERAGE
ORAL TOTAL
TOTAL SCORE
WITHOUT FEE
Proposed
Fee1&2
TOTAL
SCORE
30 25 30 85 85 Y/N 15 15 10 10 50 50 135 15 150 Poor/Good/
Excellent
Juliana Luengas 27 24 27 78 12 12 7 8 39
Mike O'Donnell 27 24 27 78 12 12 7 7 38
Hector Licon 26 24 26 76 11 12 9 9 41
Kent Payne 25 21 25 71 12 12 8 9 41
Beth Gentry 24 22 24 70 11 11 8 8 38
Juliana Luengas 24 20 24 68
Mike O'Donnell 25 22 25 72
Hector Licon 24 20 24 68
Kent Payne 24 21 24 69
Beth Gentry 22 20 23 65
Juliana Luengas 24 21 24 69
Mike O'Donnell 24 22 26 72
Hector Licon 25 20 23 68
Kent Payne 24 21 24 69
Beth Gentry 24 20 24 68
Juliana Luengas 22 18 20 60
Mike O'Donnell 23 20 22 65
Hector Licon 20 20 20 60
Kent Payne 22 19 22 63
Beth Gentry 21 18 21 60
Juliana Luengas 28 24 29 81 13 14 8 8 43
Mike O'Donnell 27 23 27 77 12 14 9 7 42
Hector Licon 28 24 28 80 13 13 10 9 45
Kent Payne 27 25 27 79 11 13 9 9 42
Beth Gentry 27 27 24 78 14 13 9 7 43
Juliana Luengas 27 24 26 77 12 14 9 9 44
Mike O'Donnell 27 24 27 78 13 13 9 8 43
Hector Licon 28 24 28 80 14 13 10 10 47
Kent Payne 27 23 27 77 12 13 9 9 43
Beth Gentry 25 22 26 73 14 13 9 9 45
Juliana Luengas 27 23 26 76 12 10 7 7 36
Mike O'Donnell 27 22 25 74 11 12 8 7 38
Hector Licon 26 24 26 76 11 11 9 9 40
Kent Payne 24 22 23 69 11 11 8 9 39
Beth Gentry 23 23 21 67 13 11 8 8 40
Juliana Luengas 22 20 24 66
Mike O'Donnell 23 22 24 69
Hector Licon 21 20 22 63
Kent Payne 24 20 24 68
Beth Gentry 23 19 24 66
Juliana Luengas 23 20 24 67
Mike O'Donnell 22 22 25 69
Hector Licon 22 20 22 64
Kent Payne 24 20 24 68
Beth Gentry 23 19 24 66
UltraSystems
Environmental 67 Y FIRM NOT INTERVIEWED 67 13 80
125
Terracon Consultants
Inc 66 N FIRM NOT INTERVIEWED 66 11 77
SWCA Environmental
Consultants 72 N 39 111 14
133 Excellent
Helix Environmental 77 N 44 121 13 134 Excellent
ESA 79 N 43 122 11
EPD 62 N FIRM NOT INTERVIEWED 62 1 63
82
ECORP 69 N FIRM NOT INTERVIEWED 69 15 84
10 124
Dokken Engineering 68 N FIRM NOT INTERVIEWED 68 14
MAXIMUM POINTS
Chambers Group, Inc.75 Y 39 114
ATTACHMENT B
SUMMARY OF PROPOSAL RANKINGS
As-Needed Environmental Services - Fiscal Years 2025 - 2027
WRITTEN ORAL
REFERENCES
Consultant Weighted Fee Score
Chambers Group, Inc.$173.01 10
Dokken Engineering $154.30 14
ECORP $146.45 15
EPD $228.25 1
ESA $168.36 11
Helix Environmental $160.20 13
SWCA Environmental Consultants $151.87 14
Terracon Consultants Inc $167.75 11
UltraSystems Environmental $157.75 13
Notes:
1. Review Panel does not see or consider proposed fee when scoring other categories. The proposed fee is scored by Engineering staff not on the Review Panel.
2. The fees were evaluated by comparing weighted rates for seven positions. The sum of the weighted rates are noted on the table to the left.
ATTACHMENT B
SUMMARY OF COST RANKINGS
As-Needed Environmental Services
FEE SCORING CHART
STAFF REPORT
TYPE MEETING: Regular Board MEETING DATE: May 1, 2024
SUBMITTED BY: Michael O’Donnell
Supervising Land Surveyor
Kevin Cameron
Engineering Manager
PROJECT: VARIOUS DIV. NO ALL
APPROVED BY: ☒Michael Long, Chief, Engineering
☒Jose Martinez, General Manager
SUBJECT: Award of As-Needed Utility Locating Services Agreement to
CalBurton, Inc. for Fiscal Years 2025-2027
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors (Board)
award a professional service contracts for As-Needed Utility
Locating Services and to authorize the General Manager to execute
the agreement with Calburton, Inc. (Calburton), in an amount not-to-
exceed $600,000 during Fiscal Years 2025-2027 (ending June 30,
2027).
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
To obtain Board authorization for the General Manager to enter into
a professional services agreement for As-Needed Utility Locating
Services with CalBurton in an amount not-to-exceed $600,000 for
Fiscal Years 2025-2027 (ending June 30, 2027).
AGENDA ITEM 5
2
ANALYSIS:
California Government Code 4216 requires operators of subsurface
installations (including water and sewer facilities) to be a member
of the Dig Alert Regional Notification Center, which includes the
District’s Underground Service Alert (USA) of Southern California
program. As a member, operators are required to locate and field
mark their subsurface installations within two (2) days of receiving
timely notification. To meet this legal requirement and support the
District’s USA program, the District will require the services of a
professional utility locating services consultant for three (3)
fiscal years, FY 2025 through FY 2027 (ending June 30, 2027). It is
more efficient and cost effective to augment District staff by
issuing an as-needed contract for utility locating services, which
will provide the District with the ability to obtain consulting
services in a timely and efficient manner. This concept has also
been used in the past with other disciplines such as engineering
design, construction management, electrical, and environmental
services.
The District has used an as-needed contract for utility locating
services over the previous twelve (12) fiscal years. An analysis of
the USA workload for FY 2025-FY 2027 indicates a steadily increasing
level of effort from prior years will be needed for utility locating
services.
The District will issue task orders to the consultant for specific
projects during the contract period based on a detailed scope of
work. The consultant will then prepare a schedule and fee estimate
for each task order assigned under the contract. Upon written task
order authorization from the District, the consultant shall then
proceed with the project, as described in the scope of work.
This As-Needed Utility Locating Services contract does not commit
the District to any expenditure until a task order is approved to
perform work on a USA project. The District does not guarantee work
to the consultant, nor does the District guarantee that it will
expend all the funds authorized by the contract for professional
services.
The District solicited for utility locating services by placing an
advertisement on the Otay Water District’s website and PlanetBids,
the District’s online bid solicitation website, on January 8, 2024.
The advertisement was also placed in the Daily Transcript. Seven
(7) firms submitted a Letter of Interest (LOI) and a Statement of
Qualifications (SOQ). The Request for Proposal (RFP) for As-Needed
3
Utility Locating Services was sent to the seven (7) firms resulting
in two (2) proposals received by February 15, 2024. They are as
follows:
• AIRX Utility Surveyors, Inc. – Escondido, Ca
• CalBurton, Inc. – Fresno, Ca
Firms that submitted an LOI, but did not propose were Alisto
Engineering, CPL Inc., D. Wooley & Associates, Stake Center
Locating, and 1080 Degrees Locating Services.
In accordance with the District’s Policy 21, staff evaluated, scored
all written proposals, and interviewed both firms on March 20, 2024.
CalBurton received the highest score for their services based on
their experience, understanding of the scopes of work, proposed
method to accomplish the work, and their composite hourly rate.
CalBurton was the most qualified consultant with the best overall
rating or ranking scores. A summary of the complete evaluation is
shown in Attachment B.
CalBurton submitted the Company Background Questionnaire as required
by the RFP and staff did not find any outstanding issues. In
addition, staff checked their references and performed an internet
search on the company. Staff found the references to be excellent
and did not find any outstanding issues with the internet search.
Calburton is currently providing these services to the District
under the District’s current As-Needed Utility Locating Services
contract, as amended, which expires on June 30, 2026.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
The funds for this contract will be expended from the Fiscal Years
2025, 2026, and 2027 budgets for various CIP and developer projects
or programs. This contract is for professional As-Needed Utility
Locating 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.
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 projects
or programs.
The Finance Department has determined that the funds to cover these
contracts will be available as budgeted for these projects.
4
GRANTS/LOANS:
Engineering staff researched and explored grants and loans and found
none available for this Project.
STRATEGIC GOAL:
This Project supports the District’s Mission statement, “To provide
exceptional water and wastewater service to its customers, and to
manage District resources in a transparent and fiscally responsible
manner” and the General Manager’s Vision, "To be a model water
agency by providing stellar service, achieving measurable results,
and continuously improving operational practices."
LEGAL IMPACT:
None.
MO/KC/ML:jf
Attachments: Attachment A – Committee Action
Attachment B – Summary of Proposal Rankings
ATTACHMENT A
SUBJECT/PROJECT:
VARIOUS
Award of As-Needed Utility Locating Services Contract to
Calburton, Inc. for Fiscal Years 2025-2027
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee
(Committee) reviewed this item at a meeting held on April 18, 2024.
The Committee supported the 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 by the Committee
prior to presentation to the full Board.
Qualifications of
Team
Responsiveness
and Project
Understanding
Technical and
Management
Approach
INDIVIDUAL
TOTAL -
WRITTEN
AVERAGE
WRITTEN
TOTAL
Consultant's
Commitment to
DBE
Additional
Creativity and
Insight
Strength of
Project Manager
Presentation &
Communication
Skills
Responses to
Questions
INDIVIDUAL
TOTAL - ORAL
AVERAGE
ORAL TOTAL
TOTAL SCORE
WITHOUT FEE Proposed Fee TOTAL
SCORE
30 25 30 85 85 Y/N 15 15 10 10 50 50 135 15 150
Poor/Good/
Excellent
Brandon DiPietro 21 20 21 62 12 14 8 8 42
Damon Newman 20 18 20 58 10 12 8 8 38
Aaron Hazard 20 19 22 61 10 12 10 8 40
Juliana Luengas 22 18 20 60 13 13 8 8 42
Michael O'Donnell 20 19 22 61 11 14 9 9 43
Brandon DiPietro 25 23 27 75 10 10 6 7 33
Damon Newman 24 23 22 69 8 11 6 8 33
Aaron Hazard 25 22 28 75 10 10 5 6 31
Juliana Luengas 25 23 26 74 10 10 6 6 32
Michael O'Donnell 26 22 27 75 10 11 5 7 33
Notes:
Consultant Fee Score 1. Review Panel does not see or consider proposed fee when scoring other categories. The proposed fee is scored by Engineering staff not on the Review Panel.
AIRX $1,225 1 2. The fees were evaluated by comparing rates for four catagories. The sum of these 4 rates are noted on the table to the left.
CALBURTON $320 15
101
MAXIMUM POINTS
CALBURTON
ATTACHMENT B
SUMMARY OF PROPOSAL RANKINGS
As-Needed Utility Locating Services - Fiscal Years 2025 - 2027
WRITTEN ORAL
15
FEE SCORING CHART
REFERENCES
74 Y
AIRX 60 Y 141 102
12132 106
STAFF REPORT
TYPE MEETING: Regular Board MEETING DATE: May 1, 2024
SUBMITTED BY: Marciano Santos, Water Systems Supervisor
PROJECT: DIV. NO. 1, 2, 5
APPROVED BY: Jake Vaclavek, System Operations Manager
Andrew Jackson, Chief Water Operations
Jose Martinez, General Manager
SUBJECT: AWARD CONTRACT FOR FISCAL YEAR 2025 RESERVOIR FLOATING COVER
MAINTENANCE
GENERAL MANAGER’S RECOMMENDATION:
That the Board award a contract to Erosion Control Applications, Inc. for the maintenance of the floating covers on four potable and two
recycled water reservoirs for an amount not-to-exceed $184,400.00 for Fiscal Year 2025, with four one-year renewal options at the
discretion of the General Manager.
COMMITTEE ACTION:
Please see “Attachment A.”
PURPOSE:
To meet the requirements of the State Water Resources Control Board (SWRCB) and American Water Works Association (AWWA) guidelines, for
periodic maintenance of floating covers.
ANALYSIS:
The SWRCB requires agencies that have potable water reservoirs with
floating covers to be maintained as per approved maintenance plans.
AGENDA ITEM 6
2
These plans are created using AWWA guidelines. The maintenance plans
include cleaning the entire cover, repairing holes and tears, adjusting tension devices, and maintaining the rainwater removal system. The District has four potable reservoirs with floating covers
that need to be maintained twice a year. The District also has two recycled reservoirs with floating covers that will be included in the
contract to be maintained once per year. The recycled reservoir cover maintenance is not required by the SWRCB but will be done as an “Effective Management Practice” to help extend the useful life of the
covers.
Description of Reservoirs Reservoir Name Type Surface Area* Capacity (MG)
571-1 Potable 195,000 36.7 624-1 Potable 110,000 12.0
711-3 Potable 157,000 16.0 870-1 Potable 97,000 10.9 927-1 Recycled 163,000 16.3 944-1 Recycled 102,000 12.0
*In square feet, approximate area at high water level. Quotes were solicited via PlanetBids, the District’s online bid solicitation website, and the District’s website. Two quotes were received on March 7, 2024, with the following results:
Contractor Total Amount 1. Erosion Control Applications, Inc. $184,400.00 Anaheim, CA
2. Layfield USA Corp $238,028.71
Lakeside, CA Erosion Control Applications, Inc. has performed cleaning and
maintenance services for the District’s floating covers in the past with satisfactory results. They also helped create Operation and
Maintenance manuals for the District’s potable floating reservoir covers in 2008. Reference checks with past clients of Erosion Control Applications, Inc. were conducted by staff and received good results.
An internet search was performed on the company, and no ownership changes were found.
Staff is recommending awarding the maintenance contract to Erosion Control Applications, Inc. in the amount not-to-exceed $184,400.00
for one year, beginning in Fiscal Year 2025, with four (4) one-year
3
renewal options at the discretion of the General Manager. The maximum
price increase for the four option years will be based on the San Diego Consumer Price Index for the previous year.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
The amount of $184,400.00 is included in the proposed Fiscal Year 2025 budget for this contract to cover all work related to this
maintenance. The annual amount for contract renewal will be budgeted in subsequent fiscal years.
STRATEGIC GOAL:
This contract helps minimize the District’s total lifecycle asset costs by maximizing the useful life of the reservoir floating covers.
Properly maintained covers also protect the water quality within the District and helps keep the District in regulatory compliance. LEGAL IMPACT:
None.
Attachments: Attachment A – Committee Action Attachment B - Quotes
ATTACHMENT A
SUBJECT/PROJECT:
AWARD CONTRACT FOR FISCAL YEAR 2025 RESERVOIR FLOATING COVER MAINTENANCE
COMMITTEE ACTION:
The Operations and Engineering Committee reviewed this item at a meeting held on April 18, 2024, 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.
Otay Water District
Bid Results for Project Cleaning and Maintenance of Floating Reservoir Covers (FY24-3325-01)
Issued on 02/08/2024
Bid Due on March 07, 2024 4:00 PM (PST)
Exported on 03/07/2024
Line Totals (Unit Price * Quantity)
Item
Num Section Description
Unit of
Measure Quantity
Erosion Control
Applications, Inc Layfield USA Corp
1 Section 1 571 -1 Roll Reservoir (Potable)EA 2 $43,000.00 $60,845.62
2 Section 1 711 -3 Reservoir (Potable)EA 2 $41,000.00 $48,788.46
3 Section 1 624-1 Patzig Reservoir (Potable)EA 2 $31,000.00 $42,816.02
4 Section 1 927 -1 Reservoir (Recycled)EA 1 $22,500.00 $30,363.99
5 Section 1 944-1 Reservoir (Recyled)EA 1 $17,500.00 $18,365.66
Subtotal $155,000.00 $201,179.75
6 Section 2 870 -1 Upper Reservoir (Potable)EA 2 $29,400.00 $36,848.96
Subtotal $29,400.00 $36,848.96
Total $184,400.00 $238,028.71
Unit Price
Item
Num Section Description
Unit of
Measure Quantity
Erosion Control
Applications, Inc Layfield USA Corp
1 Section 1 571 -1 Roll Reservoir (Potable)EA 2 $21,500.00 $30,422.81
2 Section 1 711 -3 Reservoir (Potable)EA 2 $20,500.00 $24,394.23
3 Section 1 624-1 Patzig Reservoir (Potable)EA 2 $15,500.00 $21,408.01
4 Section 1 927 -1 Reservoir (Recycled)EA 1 $22,500.00 $30,363.99
5 Section 1 944-1 Reservoir (Recyled)EA 1 $17,500.00 $18,365.66
6 Section 2 870 -1 Upper Reservoir (Potable)EA 2 $14,700.00 $18,424.48
Attachment B