HomeMy WebLinkAbout10-16-24 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
WEDNESDAY
OCTOBER 16, 2024
9:00 A.M.
This is a District Committee meeting. This meeting is being posted as a special meeting
in order to comply with the Brown Act (Government Code Section §54954.2) in the event that
a quorum of the Board is present. Items will be deliberated, however, no formal board actions
will be taken at this meeting. The committee makes recommendations
to the full Board for its consideration and formal action.
AGENDA
1.ROLL CALL
2.PUBLIC PARTICIPATION – OPPORTUNITY FOR MEMBERS OF THE PUBLIC TO
SPEAK TO THE BOARD ON ANY SUBJECT MATTER WITHIN THE BOARD’S
JURISDICTION INCLUDING AN ITEM ON TODAY’S AGENDA
DISCUSSION ITEMS
3.AWARD A PROFESSIONAL SERVICES CONTRACT FOR AS-NEEDED PLAN
CHECKING AND RECYCLED WATER INSPECTION SERVICES TO WEST YOST
& ASSOCIATES, INC. (WEST YOST) AND AUTHORIZE THE GENERAL MANAG-
ER TO EXECUTE AN AGREEMENT WITH WEST YOST IN AN AMOUNT NOT-
TO-EXCEED $850,000 FOR FISCAL YEARS 2025-2027 (ENDING JUNE 30, 2027)
(BRANDON DIPIETRO) [5 MINUTES]
4.APPROVE TO INCREASE THE CIP P2631 BUDGET BY $174,500 (FROM
$1,450,000 TO $1,624,500); AND AWARD A CONSTRUCTION CONTRACT TO
UNIFIED FIELD SERVICES CORPORATION (UFSC) AND AUTHORIZE THE
GENERAL MANAGER TO EXECUTE AN AGREEMENT WITH UFSC FOR THE
1004-2 & 1485-2 RESERVOIR INTERIOR/EXTERIOR COATING & UPGRADES
PROJECT IN AN AMOUNT NOT-TO-EXCEED $1,304,694 (P2567 AND P2631)
(LITO SANTOS) [5 MINUTES]
5.AWARD TWO (2) PROFESSIONAL SERVICE CONTRACTS FOR AS-NEEDED
ENGINEERING DESIGN SERVICES AND AUTHORIZE THE GENERAL MANAG-
ER TO EXECUTE TWO AGREEMENTS WITH NV5, INC. (NV5) AND WOOD
RODGERS, INC. (WOOD RODGERS), EACH IN AN AMOUNT NOT-TO-EXCEED
$800,000. THE TOTAL AMOUNT OF THE TWO CONTRACTS WILL NOT EX-
CEED $800,000 DURING FISCAL YEARS 2025-2027 (ENDING JUNE 30, 2027)
(LITO SANTOS) [5 MINUTES]
2
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 October 11, 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 October 11, 2024.
/s/ Tita Ramos-Krogman, District Secretary
STAFF REPORT
TYPE MEETING: Regular Board MEETING DATE: November 6, 2024
SUBMITTED BY: Brandon DiPietro
Field Services Manager
PROJECT NO./
SUBPROJECT: Various DIV. NO.ALL
APPROVED BY: ☒Kevin Cameron, Engineering Manger
☒Michael Long, Chief, Engineering
☒Jose Martinez, General Manager
SUBJECT: Award a Professional Services Contract for As-Needed Plan
Checking and Recycled Water Inspection Services for Fiscal
Years 2025 through 2027
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors
(Board) award a Professional Services contract for As-Needed
Plan Checking and Recycled Water Inspection Services to West
Yost & Associates, Inc. (West Yost) and to authorize the General
Manager to execute an agreement with West Yost in an amount not-
to-exceed $850,000 for 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 contract for As-Needed Plan
Checking and Recycled Water Inspection Services with West Yost
in an amount not-to-exceed $850,000 for Fiscal Years 2025-2027.
AGENDA ITEM 3
2
ANALYSIS:
The District will require the services of an engineering
consulting firm to provide As-Needed Plan Checking and Recycled
Inspection Services in support of developer potable and recycled
water projects and District services. The consultant assists
the Public Services and Field Services Sections of the
Engineering Department in performing plan check reviews for
developer projects and recycled water site inspections. The
plan checking services require the consultant to be a registered
Civil Engineer (Project Manager) familiar with the District’s
standards and procedures. The Project Manager will provide
quality control for all plan reviews and recycled water site
inspections.
Services the consultant will perform are as follows: perform
plan review activities necessary to evaluate general compliance
with the District, San Diego Water Agencies’ Standards (SDWAS),
Department of Environmental Health and Quality (DEHQ), and
Division of Drinking Water (DDW) standards, as required for each
plan received. The consultant will coordinate approval with the
District, DEHQ, DDW, and developers, as required. The
consultant will deliver the reviewed recycled water plan(s) to
DEHQ for their evaluation and approval. The consultant will
provide inspection for sites under construction along with
annual and quadrennial testing and certification. The consultant
will provide input on the District’s Cross Connection Control
Plan. It is anticipated that the consultant will review
approximately eighty (80) projects or more during the contract
period. Over the same period, staff estimates the cost to
perform this responsibility will not exceed $850,000. Since
these services are as needed, the full amount of this contract
may not be expended.
On August 21, 2024, the District solicited for As-Needed Plan
Checking and Recycled Water Inspection Services by placing an
advertisement on the District’s website, on PlanetBids, and in
the San Diego Daily Transcript. Two (2) firms submitted a
letter of interest and a statement of qualifications. The
Request for Proposal (RFP) for As-Needed Plan Checking and
Recycled Water Inspection Services was sent to the two (2)
firms, resulting in two (2) proposals received by Friday,
September 6, 2024, from the following firms:
• Bureau Veritas North America, Inc., San Diego, CA
• West Yost & Associates, Inc., San Diego, CA
3
The two (2) submitted proposals were found to be responsive with
respect to the District’s requirements.
In accordance with the District’s Policy 21, staff evaluated and
scored the written proposals of the two (2) firms on Tuesday,
October 1, 2024. On October 2, 2024, the District conducted
interviews via Microsoft Teams videoconferencing with the two
(2) firms. The District has chosen to utilize one consultant
for this contract due to the volume of plan checks and
inspections expected.
West Yost received the highest score for their services based on
their experience, understanding of the scope of work, and
proposed method to accomplish the work. West Yost was the most
qualified, with the best overall rating or ranking. A summary
of the complete evaluation is shown in Attachment B.
West Yost submitted the Company Background Questionnaire, as
required by the RFP, and staff did not find any significant
issues. 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.
West Yost’s project manager, listed in the proposal, has vast
plan checking and project management experience.
The District has historically utilized professional As-needed
services to support the delivery of private developers’ potable
and recycled water projects and to assist the District in staff
augmentation when needed.
FISCAL IMPACT: ☒ Joe Beachem, Chief Financial Officer
Plan check, inspection, and project management services are an
on-going effort provided by the District’s Public Services
Section in support of District and developer projects. This
expense is completely funded by developer deposits and does not
affect the District’s operating budget.
Use of as-needed services will also be used to assist District
staff with drafting the Cross-Connection Handbook and to
supplement District staff due to staff vacancies. Funds for
assisting with the drafting of the Cross-Connection Handbook are
included in the FY 2025 operating budget. The funding for
supplementing District staff will be offset by labor vacancy
savings.
4
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.”
GRANTS/LOANS:
Not applicable.
LEGAL IMPACT:
None.
BD/KC:jf
Attachments: Attachment A – Committee Action
Attachment B – Summary of Proposal Rankings
ATTACHMENT A
SUBJECT/PROJECT:
Various
Award a Professional Services Contract for As-Needed Plan
Checking and Recycled Water Inspection Services for Fiscal
Years 2025 through 2027
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee
(Committee) reviewed this item at a meeting held on October 16,
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 Understand
Technical and Management
INDIVIDUAL SUBTOTAL - WRITTEN
AVERAGE SUBTOTAL - WRITTEN
Consultant's Commitment to DBE
Additional Creativity and Insight
Strength of Project Manager
Presentation and Communication Skills
Responses to Questions
INDIVIDUAL TOTAL - ORAL
AVERAGE TOTAL ORAL Proposed Rates*Total Score
30 25 30 85 85 Y/N 15 15 10 10 50 50 15 150 Poor/Good/ Excellent
Mike O'Donnell 27 23 28 78 13 14 8 9 44
Lito Santos 28 23 27 78 14 14 9 10 47
Marciano Santos 28 23 27 78 14 14 9 10 47
Brandon DiPietro 28 23 26 77 13 14 9 9 45
Aaron Hazard 25 22 25 72 12 12 7 8 39
Mike O'Donnell 24 20 25 69 8 10 5 6 29
Lito Santos 22 18 23 63 11 11 7 7 35
Marciano Santos 26 20 25 71 12 12 7 8 39
Brandon DiPietro 26 20 22 68 10 10 7 6 33
Aaron Hazard 20 18 25 63 10 10 5 5 30
Consultant Weighted Rate Score
West Yost $202 1 *The fees were evaluated by comparing the weighted rates for six positions. The sum of the weighted rates are noted on the Rates Scoring Chart.
Bureau Veritas $149 15 Note: Review Panel does not see or consider rates when scoring other categories. Rates are scored by a staff member who is not on the Review Panel.
REFERENCES
Y 44 122
ORALWRITTEN
Excellent77
SUMMARY OF PROPOSAL RANKINGSATTACHMENT B
As-Needed Plan Check Services for Developer Potable and Recycled Water Projects - Fiscal Years 2025 and 2027
15
RATES SCORING CHART
Bureau Veritas 67 Y 33 115
West Yost
MAXIMUM POINTS
1
STAFF REPORT
TYPE MEETING: Regular Board MEETING DATE: November 6, 2024
SUBMITTED BY: Lito Santos
Senior Civil Engineer
PROJECT: P2567-001103
P2631-001103
DIV. NO.3 & 5
APPROVED BY: Beth Gentry, Engineering Manager
Michael Long, Chief, Engineering
Jose Martinez, General Manager
SUBJECT: Approval to Increase the CIP P2631 Budget in an Amount of
$174,500 and Award of a Construction Contract to Unified
Field Services Corporation (UFSC) for the 1004-2 & 1485-2
Reservoir Interior/Exterior Coating & Upgrades Projects
(P2567 and P2631)
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors (Board):
1.Approve to increase the CIP P2631 budget by $174,500 (from
$1,450,000 to $1,624,500); and
2.Award a construction contract to Unified Field Services
Corporation (UFSC) and authorize the General Manager to
execute an agreement with UFSC for the 1004-2 & 1485-2
Reservoir Interior/Exterior Coating & Upgrades Project in an
amount not-to-exceed $1,304,694 (P2567 and P2631) (see
Exhibits A-1 and A-2 for Project location).
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
To increase the overall CIP P2631 budget in the amount of $174,500
(from $1,450,000 to $1,624,500) and to obtain Board authorization for
the General Manager to enter a construction contract with UFSC for
the 1004-2 & 1485-2 Reservoir Interior/Exterior Coating & Upgrades
Project in an amount not-to-exceed $1,304,694.
AGENDA ITEM 4
2
ANALYSIS:
The 1004-2 Reservoir was originally constructed in 2004, and the
interior and exterior coating and upgrades project was accepted in
January 2024. After acceptance, the new safety climb bottom bracket
was in conflict with the anti-climb door. Included in this work is
the replacement of the 1004-2 Reservoir door hinge to extend the door
sweep radius of the existing anti-climb door to clear the safety
climb bottom bracket.
The 1485-2 Reservoir is a 1.6 million-gallon (MG) potable water
storage facility that serves portions of Jamul. The 1485-2 Reservoir
was originally constructed in 2006 and has never been recoated. It
is one of two storage facilities in the 1485 Pressure Zone. Service
in the 1485 Zone, during the project, will be maintained by the 1485-
1 Reservoir.
The District’s corrosion consultant maintains a Corrosion Control
Program (CCP) that addresses the installation, maintenance, and
monitoring of the corrosion protection systems for the District’s
steel reservoirs and buried metallic piping. The CCP includes a
reservoir maintenance schedule that shows the 1485-2 Reservoir is due
for recoating on both the interior and exterior surfaces. An in-
service internal and external inspection was performed by CSI
Services, Inc., which illustrates the exterior coating is in fair
condition, with areas of topcoat peeling and significantly weathering
from chalking at the roof and shell. The interior inspection was in
fair condition with rust defects mainly in the mechanical
connections. The interior inspection report stated the Reservoir
showed blisters and delamination on the tank floor and on the shell
throughout the interior of the tank.
In addition to the interior and exterior coating removal and
replacement, the recommended structural and safety upgrades are as
follows: replace the roof vent, install new D-rings and safety cable
lanyards for roof access, replace the exterior ladder safety climb
with extension bar, replace the razor wire on exterior latter,
replace tank penetrations, replace the existing level indicator,
replace interior rafters, replace seismic rods, replace cathodic
anode handhole ports, replace cathodic anodes, replace cathodic
reference cells, replace cathodic test box and wiring, install an
OSHA compliant gate, and various other structural modifications.
These upgrades will ensure compliance with the American Water Works
Association (AWWA) and the Occupational Safety and Health
Administration Standards for both federal (OSHA) and state (Cal-
OSHA), as well as upgrade antiquated equipment on the tank.
The Project was advertised on August 30, 2024, using the District’s
online bid solicitation website, PlanetBids, on the Otay Water
3
District’s website, and in the Daily Transcript. Additionally,
notifications of the Project being out for bid were emailed directly
to fifty (50) contractors and plan rooms that previously worked for
the District or local agencies conducting similar work. This is in
addition to the notifications provided by PlanetBids to contractors
in the Southern California area, with several hundred identified for
the project classifications checked for this Project. PlanetBids
provided electronic distribution of the Bid Documents, including
specifications, plans, and addenda. An online Zoom Pre-Bid Meeting
was held on September 17, 2024, which was attended by seven (7)
contractors and vendors. Site visits were made available to the
contractors on September 18, September 19, and September 24, 2024.
Three (3) addenda were sent out to all bidders and plan houses to
address questions and clarifications to the contract documents during
the bidding period. The bids were publicly opened on-line via a Zoom
meeting on October 3, 2024, with the following result:
CONTRACTOR TOTAL BID AMOUNT
1 Unified Field Services Corporation
Bakersfield, CA $1,304,694
2 Advanced Industrial Services, Inc
Los Alamitos, CA $1,416,500
3 Paso Robles Tank, Inc.
Hemet, CA $1,469,587
The Engineer's Estimate is $925,000.
Unit costs were calculated from previous coating projects with bid
escalation. The increase in unit prices received from all three (3)
bidders was overall larger than the Engineer’s unit price forecast.
A review of the bids was performed by District staff for conformance
with the contract requirements and it was determined that UFSC was a
responsive and responsible bidder. UFSC holds a Class A Contractor’s
License in the State of California, which meets the contract
document’s requirements and is valid through December 31, 2025. UFSC
also holds a current QP-1 required certification from the Association
for Materials Protection and Performance. UFSC submitted the Company
Background and Company Safety Questionnaire, as required by the
contract documents. The reference checks indicated a good to
excellent performance record on similar projects. An internet
background search of the company was performed and revealed no
outstanding issues with this company. The proposed Project Manager
has experience in California on similar projects and received
excellent recommendations. UFSC has previously worked with the
District on the 1004-2 and 485-1 Reservoir Tank Coating projects,
which were completed on time and on budget.
4
Staff verified that the bid bond provided by Nationwide Mutual
Insurance Company is valid. Upon Board approval, Unified Field
Services Corporation will sign the contract, furnish the performance
bond and labor and materials bond, and staff will verify both bonds
prior to fully executing the contract.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
The total budget for 1004-2 Reservoir Interior/Exterior Coating CIP
P2567, as approved in the FY 2025 budget, is $1,375,000. Total
expenditures, plus outstanding commitments and forecast, including
this contract, are $1,362,718. Based on the Project Manager's review
of the financial budget of P2567 is sufficient to support the
Project. See Attachment B-1 for the budget detail.
The total budget for 1485-2 Reservoir Interior/Exterior Coating CIP
P2631, as approved in the FY 2025 budget, is $1,450,000. Total
expenditures, plus outstanding commitments, and forecast, including
this contract, are $1,624,500.
The Project Manager anticipates that with a budget increase of
$174,500, the CIP P2631 portion of the Project will be completed
within the new budget amount of $1,624,500. See Attachment B-2 for
the budget detail.
The Finance Department has determined that, under the current rate
model, an additional $174,500 in debt will be issued to fund the
requested budget increase for the CIP P2631 project. The additional
debt is projected to have a 0.01% rate impact on the FY 2026 rates.
GRANTS/LOANS:
Engineering staff researched and explored grants and loans and found
none were 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."
5
LEGAL IMPACT:
None.
LS/BG:jf
Attachments: Attachment A – Committee Action
Attachment B-1 – Budget Detail – CIP P2567
Attachment B-2 – Budget Detail – CIP P2631
Exhibit A-1 – Project Location for 1004-2 Reservoir
Exhibit A-2 – Project Location for 1485-2 Reservoir
ATTACHMENT A
SUBJECT/PROJECT:
P2567-001103
P2631-001103
Approval to Increase the CIP P2631 Budget in an Amount of
$174,500 and Award of a Construction Contract to Unified
Field Services Corporation (UFSC) for the 1004-2 & 1485-2
Reservoir Interior/Exterior Coating & Upgrades Projects
(P2567 and P2631)
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee
(Committee) reviewed this item at a meeting held on October 16, 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.
ATTACHMENT B-1 – Budget Detail for P2567
SUBJECT/PROJECT:
P2567-001103
P2631-001103
Approval to Increase the CIP P2631 Budget in an Amount of
$174,500 and Award of a Construction Contract to Unified
Field Services Corporation (UFSC) for the 1004-2 & 1485-2
Reservoir Interior/Exterior Coating & Upgrades Projects
(P2567 and P2631)
10/3/2024
Budget
1,375,000
Planning
Standard Salaries 39,675 39,675 - 39,675
Service Contracts 7,950 7,950 - 7,950 CSI SERVICES
50 50 PETTY CASH
Total Planning 47,675 47,675 - 47,675
Design
Standard Salaries 73,978 73,978 - 73,978
Service Contracts 47 47 0 47 DAILY JOURNAL CORPORATION
Total Design 74,025 74,025 0 74,025
Construction
Standard Salaries 122,383 122,383 - 122,383
Construction Contract 5,500 - 5,500 5,500 UNIFIED FIELD SERVICES CORP
Construction Contracts 912,717 912,717 - 912,717 UNIFIED FIELD SERVICES CORP
18,810 18,810 - 18,810 ALYSON CONSULTING
250 250 - 250 CLARKSON LAB & SUPPLY INC
88,310 88,310 - 88,310 CSI SERVICES INC
548 548 - 548 NINYO & MOORE GEOTECHNICAL
Infastructure Equipment & Materials 564 564 - 564 SUPERIOR READY MIX LP
Security Services 20,000 - 20,000 20,000 WATCHLIGHT CORPORATION
Service Contracts 582 582 - 582 ABC IMAGING
12,135 12,135 - 12,135 BARRETT ENGINEERED PUMPS
19,669 19,669 - 19,669 DAWSON COMPANY
27,724 27,724 - 27,724 FERGUSON ENTERPRISES INC #1083
3,897 3,897 - 3,897 FERGUSON WATERWORKS # 1083
301 301 - 301 GRAINGER INC
3,838 3,838 - 3,838 LINDE GAS & EQUIP
1,107 1,107 - 1,107 MCMASTER-CARR SUPPLY CO
2,682 2,682 - 2,682 SOUTHLAND PIPE CORP
Total Construction 1,241,018 1,215,518 25,500 1,241,018
Grand Total 1,362,718 1,337,218 25,500 1,362,718
Consultant Contracts
Supplier Contracts
Vendor/Comments
Otay Water District
P2567 - 1004-2 Reservoir Interior/Exterior Coating
Committed Expenditures
Outstanding
Commitment &
Forecast
Projected Final
Cost
ATTACHMENT B-2 – Budget Detail for P2631
SUBJECT/PROJECT:
P2567-001103
P2631-001103
Approval to Increase the CIP P2631 Budget in an Amount of
$174,500 and Award of a Construction Contract to Unified
Field Services Corporation (UFSC) for the 1004-2 & 1485-2
Reservoir Interior/Exterior Coating & Upgrades Projects
(P2567 and P2631)
10/3/2024
Budget
$ 1,450,000
Planning
Standard Salaries 3,108 3,108 - 3,108
Service Contracts 3,975 3,975 - 3,975 CSI SERVICES
-
Total Planning 7,083 7,083 - 7,083
Design
Standard Salaries 62,558 62,558 - 62,558
Total Design 62,558 62,558 - 62,558
Construction
Standard Salaries 95,089 - 95,089 95,089
Construction Contract 1,299,194 - 1,299,194 1,299,194 UNIFIED FIELD SERVICES CORPORATION
Service Contracts 35,000 - 35,000 35,000 CONSTRUCTION MANAGEMENT
58,000 - 58,000 58,000 COATING INSPECTION
5,000 - 5,000 5,000 WELDING INSPECTION
12,000 - 12,000 12,000 WATCHLIGHT
1,750 - 1,750 1,750 STRUCTURAL ENGINEER
1,250 - 1,250 1,250 CLARKSON LABORATORY
Infrastrucutre Equipment & Materials 8,600 - 8,600 8,600 OT ELECTRICAL
Project Contingency 38,976 - 38,976 38,976 3% CONTINGENCY
Total Construction 1,554,859 - 1,554,859 1,554,859
Grand Total 1,624,500 69,641 1,554,859 1,624,500
Vendor/Comments
Otay Water District
P2631 - 1485-2 Reservoir Interior/Exterior Coating and Upgrades
Committed Expenditures
Outstanding
Commitment &
Forecast
Projected Final
Cost
OTAY WATER DISTRICT1004-2 RESERVOIR INT/EXT COATING & UPGRADES LOCATION MAP
EXHIBIT A-1
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EXHIBIT A-2
1485-2 RESERVOIR INTERIOR/EXTERIORCOATING & UPGRADES
OTAY WATER DISTRICT
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1485-2 RESERVOIR
PROJECT SITE
STAFF REPORT
TYPE MEETING: Regular Board MEETING DATE: November 6, 2024
SUBMITTED BY: Kevin Cameron
Engineering Manager
PROJECT: Various DIV. NO. All
APPROVED BY: Michael Long, Chief, Engineering
Jose Martinez, General Manager
SUBJECT: Award of Two (2) Professional Services Contracts for As-Needed
Engineering Design Services to NV5, Inc. and Wood Rodgers,
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 contracts for As-Needed
Engineering Design Services and to authorize the General Manager to
execute two agreements with NV5, Inc. (NV5) and Wood Rodgers, Inc.
(Wood Rodgers), each in an amount not-to-exceed $800,000. The total
amount of the two (2) contracts will not exceed $800,000 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 contracts for As-Needed Engineering
Design Services with NV5 and Wood Rodgers, with each contract in an
amount not-to-exceed $800,000 for Fiscal Years 2025-2027. The total
amount of the two (2) contracts will not exceed $800,000 during
Fiscal Years 2025-2027.
AGENDA ITEM 5
2
ANALYSIS:
The District will require the services of two (2) professional
engineering design consultants on an as-needed basis in support of
Capital Improvement Program (CIP) projects for Fiscal Years 2025-
2027. It is more efficient and cost effective to issue as-needed
contracts for 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
engineering design and other disciplines, such as construction
management, geotechnical, electrical, and environmental services.
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 CIP projects anticipated to require as-needed engineering design
services for Fiscal Years 2025-2027 at this time are listed below:
CIP DESCRIPTION
ESTIMATED
COST
P2460 I.D. 7 Trestle and Pipeline Demolition $100,000
P2630 624-3 Reservoir Automation of Chemical Feed System
(w/ P2710) $110,000
P2674 System Pressure Reducing Program $30,000
P2685 980/711 PRS Renovation - Proctor Valley Rd $130,000
P2687 PL - Steele Canyon Rd Bridge 803 PZ 20-inch WL
Renovation $90,000
P2710 Conversion of the 803-4 Reservoir Disinfection
System to LAS (w/ P2630) $70,000
S2050 Rancho San Diego Basin Sewer Rehabilitation -
Phase 2 $160,000
S2079 PL - Steele Canyon Rd Bridge 6-inch Sewer FM
Renovation $60,000
TOTAL: $750,000
3
Staff believes that an $800,000 cap on each of the As-Needed
Engineering Design Services contracts is adequate, while still
providing a buffer for any unforeseen tasks. Fees for professional
services will be charged to the CIP projects.
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 the funds authorized by the contract on professional
services.
The District solicited engineering design services by placing an
advertisement on the Otay Water District’s website and using
PlanetBids, the District’s online bid solicitation website, on May 22,
2024. The advertisement was also placed in the Daily Transcript.
Nine (9) firms submitted a Letter of Interest and a Statement of
Qualifications. The Request for Proposal (RFP) for Engineering Design
Services was sent to all nine (9) firms, resulting in seven (7)
proposals received on July 2, 2024. Proposals were received from the
following firms:
• Burns & McDonnell (La Jolla, CA)
• Dexter Wilson (Carlsbad, CA)
• Lee & Ro (San Diego, CA)
• KWC Engineers (Corona, CA)
• NV5 (San Diego, CA)
• Richard Brady & Associates (San Diego, CA)
• Wood Rodgers Company (San Diego, CA)
Firms that submitted Letters of Interest (LOI), but did not propose
were Kimley-Horn and Horrocks Engineers.
In accordance with the District’s Policy 21, staff evaluated and
scored all written proposals scheduled interviews for the top four
(4) firms on September 10, 2024. On Thursday, September 5, 2024, Lee
& Ro notified the District they would be dropping out of the
selection process due to a lack of available staff. Staff continued
the interview process with the three (3) remaining firms. NV5 and
Wood Rodgers 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. Both consultants have
provided similar services to the District as well as other local
agencies and are readily available to provide the services required.
A summary of the complete evaluation is shown in Attachment B.
4
NV5 and Wood Rodgers completed 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 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 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 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
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."
GRANTS/LOANS:
Not applicable.
LEGAL IMPACT:
None.
KC/ML:jf
Attachments: Attachment A – Committee Action
Attachment B – Summary of Proposal Rankings
ATTACHMENT A
SUBJECT/PROJECT:
Various
Award of Two (2) Professional Services Contracts for As-
Needed Engineering Design Services to NV5, Inc. and Wood
Rodgers, Inc. for Fiscal Years 2025-2027
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee
(Committee) reviewed this item at a meeting held on October 16, 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 from 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
Jeff Marchioro 23 15 21 59
Lito Santos 21 18 21 60
Hector Licon 24 22 24 70
Brandon DiPietro 22 20 23 65
Kevin Cameron 24 20 25 69
Jeff Marchioro 23 21 21 65
Lito Santos 22 19 22 63
Hector Licon 25 23 25 73
Brandon DiPietro 24 21 23 68
Kevin Cameron 25 23 24 72
Jeff Marchioro 22 19 20 61
Lito Santos 21 19 21 61
Hector Licon 26 23 25 74
Brandon DiPietro 27 21 24 72
Kevin Cameron 23 20 24 67
Jeff Marchioro 25 21 25 71
Lito Santos 25 21 22 68
Hector Licon 27 23 26 76
Brandon DiPietro 23 21 23 67
Kevin Cameron 25 21 25 71
Jeff Marchioro 28 24 29 81 14 13 9 8 44
Lito Santos 30 24 28 82 15 15 9 9 48
Hector Licon 28 24 28 80 14 14 8 9 45
Brandon DiPietro 27 22 24 73 12 14 10 8 44
Kevin Cameron 28 24 28 80 14 14 9 8 45
Jeff Marchioro 25 21 26 72 13 12 8 7 40
Lito Santos 23 19 22 64 10 11 7 7 35
Hector Licon 27 23 27 77 13 12 8 8 41
Brandon DiPietro 25 21 22 68 10 11 10 8 39
Kevin Cameron 27 23 27 77 12 13 8 8 41
Jeff Marchioro 29 24 29 82 14 14 10 9 47
Lito Santos 29 23 29 81 15 15 10 9 49
Hector Licon 28 24 28 80 14 14 9 9 46
Brandon DiPietro 28 23 26 77 14 14 10 8 46
Kevin Cameron 27 24 28 79 14 15 9 8 46
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.
Burns and McDonnell $229 1 2. The fees were evaluated by comparing weighted rates for seven catagories. The sum of these 7 rates are noted on the table to the left.
Dexter Wilson $155 14
KWC Engineers $150 15
Lee and RO $196 7
NV5 $157 14
Richard Brady & Associates $167 12
Woods Rodgers $183 9
FIRM NOT INTERVIEWED
FIRM NOT INTERVIEWED
FIRM NOT INTERVIEWED
DROPPED OUT DUE TO STAFF AVAILABILITY
ExcellentY471279136
39 111 12 123
45 124 14 138 Excellent
71 7 78
67 15 82
FEE SCORING CHART
Burns McDonell
KWC Engineers 67 Y
Lee and RO 71 Y
NV5 79 Y
Richard Brady &
Associates 72 Y
Woods Rodgers 80
165 66
8268
MAXIMUM POINTS
Dexter Wilson
ATTACHMENT BSUMMARY OF PROPOSAL RANKINGS
As-Needed Engineering Design Services - Fiscal Years 2025 - 2027
WRITTEN ORAL
14
REFERENCES
68 Y
65 Y