HomeMy WebLinkAbout10 Ski Bowl Condos Survey
AGENDA ITEM #10
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MEETING DATE: August 4, 2021
TO: Board of Directors
FROM: Neil Kaufman, Water System Engineer
SUBJECT: Consideration of Awarding a Professional Services Contract to
Perform Utility Surveying at the Tahoe Donner Ski Bowl
Condominiums
APPROVED BY______________________________
Brian C. Wright, General Manager
RECOMMENDATION:
Approve a contract with Sage Land Surveying to perform utility surveying at the Tahoe
Donner Ski Bowl Condominiums in an amount not to exceed $12,760.
BACKGROUND:
The Water Department has an ongoing need to replace existing water pipelines that fall
into two basic categories.
1) Pipes that are in poor condition and require repeated repairs
2) Pipes that are old, undersized (typically 4-inch diameter and smaller) and have
exceeded their useful life
The engineering design of this pipeline replacement work requires accurate information
regarding the existing utilities in the planned work area. In some locations, the District’s as-
built drawings provide sufficient information to perform this design work. In other locations,
a field survey is required to accurately locate the existing utilities.
The Tahoe Donner Ski Bowl Condominiums (TDSBC) are located near the intersection of
Slalom Way and Snowpeak Way in the Tahoe Donner subdivision. The water distribution
system within the TDSBC is owned and operated by the District and is considered to be in
relatively poor condition. Water Department maintenance crews have performed
numerous leak repairs in this area. Staff has identified the need for design of a pipeline
replacement project for this complex, with construction anticipated within the next few
years.
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The as-built drawings on file for the TDSBC depict only the drinking water and sanitary
sewer systems. In order to effectively design a pipeline project for the complex, field
surveys must be conducted to identify locations and alignments for each of the additional
underground utilities, such as electric, cable TV, and natural gas.
The District budgets for annual surveying contracts to address surveying needs associated
with various projects. As part of the annual procurement process for 2021, the District
awarded a contract to Sage Land Surveying (SLS) to perform on-call surveying for a total
contract amount not to exceed $14,999. To date, $2,500 has been spent under this
contract. An additional $4,800 for a tree and utility survey for the new Pioneer Trail Pump
Station has been approved at the staff level.
SLS provided a cost proposal of $11,600 to perform the necessary field surveys at the
TDSBC. A ten percent change order allowance is recommended for a total authorization
not to exceed of $12,760. When combined with the previously authorized work, this total
would exceed the approved contract amount of $14,999. In accordance with District Code,
procurements with total costs exceeding $15,000 require approval from the Board of
Directors.
FISCAL IMPACT:
The cost proposal from SLS is $11,600. A ten percent change order allowance is
recommended for a total not to exceed of $12,760.
This surveying work is part of the ongoing pipeline replacement efforts identified in the
District’s 10-year Capital Improvement Plan. The TDSBC pipeline replacement project is
part of the Budget 2022/2023 10-year Capital Improvement Plan. The cost will be charged
to TDSBC pipeline replacement capital project (planning cost).
The Board Adopted Budget (AB) in fall of 2019 included Water 2021 Capital Expenditures
of $2,009,000. This budget did not include the pipeline replacement project (approved
4/2021) and assumed an annual water rate increase of 3%. The approved 10-year water
capital infrastructure replacement study includes pipeline replacements for FY2021 and the
recently approved water rate schedule includes an increase of approximately 9% for FY
2021 to fund the additional capital expenses.
Water 2021 Capital Expenditures Forecast for 2021 is $3.1M, for a variance to AB of
$1,091,000. The funding source for this project is rates. The water rates increase for 2021
generates and estimated incremental $770,000 and savings in Water SCADA and Facility
Metering projects for 2021 compared to AB are estimated at $200,000, combining for a
total of $970,000. The remaining gap of up to $121,000 (assuming 100% of contingency of
$113k utilized) would be funded from operating reserves balance.
Sufficient funds exist in the $3.1 million capital expenditure Forecast 2021 to absorb the
SLS $12,760 capital expenditure.