HomeMy WebLinkAbout14 Land Surveyingenda Item #
CONSENT
To: Board of Directors
From: Kathleen Neus
Date. April 06, 2016
Subject: Consideration of the Award of a Contract for Land Surveying
Services
1. WHY THIS MATTER IS BEFORE THE BOARD
Board action is required for expenditures in excess of $15,000.
2. HISTORY
14
The District owns a number of parcels of land within its service territory. The District is
in the process of identifying parcels that require surveying and requires a Record of
Survey filed with the proper County.
The Water Department will be starting its 2016 pipeline replacement program, which
requires surveying services prior to construction.
In February, the District issued a Request for Proposal (RFP) for surveying. The RFP was
sent to 13 known surveying companies on February 19th and was advertised in the Sierra
Sun (February 24th). The deadline for submission of proposals was March 15, 2016. The
tasks that were included in the RFP:
1. Location of existing property corner monuments in the areas where pipeline
construction will occur during the Summer of 2016I
2. Field locate and stake all property corners and verify the placement of existing
corner monuments reset any monuments that have been disturbed or obliterated;
3. Prepare and record a Record of Survey, if one has not previously been recorded,
and;
4. Upon completion of the field work, submit diagrams and/or a table documenting the
results from the field work.
3. NEW INFORMATION
In addition to the ongoing pipeline replacement work, District staff identified 13 Water
Department parcels plus one easement for SCADA Phase 4 requiring surveying. All but
one parcel (Ponderosa Palisades) are located in the Tahoe Donner subdivision.
Eight proposals were received in response to the RFP from:
• Andregg Geomatics - Truckee & Auburn, CA;
• Auerbach Engineering - Tahoe City, CA;
• BKF- Sacramento, CA;
• Hawkins and Associates - Modesto, CA;
• MAPCA Surveys - Reno, NV;
0 Sage Land Surveying - Truckee, CA;
• SCO Planning, Engineering & Surveying - Truckee & Grass Valley, CA, and,
• Terragraphic Land Surveying, Tahoe City, CA.
The proposals were reviewed by a committee. The committee determined the following:
• All of the firms are capable of performing the work described in the RFP;
• All of the eight employ appropriately licensed individuals;
• Five of the seven firms have performed work for the District in the past, and;
Three of the firms (Andregg Geomatics, Sage Land Surveying and SCO Planning,
Engineering & Surveying) qualify for the local procurement preference described in
Section 3.08.005 of the District code.
The proposal review committee consisted of staff from Conservation, General
Management, and the Water Department. All proposals were scored based upon
qualifications including staff experience, depth and quality of firm's experience, and
management approach. Based upon the review of the committee Sage Land Surveying,
Inc and MAPCA Surveys tied for first place. MAPCA Surveys was the lower cost of the two
most qualified (Attachment 1).
The total cost from MAPCA Surveys was $31,800. The total cost from Sage Land
Surveying, Inc was $54,441. Even though Sage Land Surveying, Inc is entitled to the local
procurement preference, the cost difference between the two firms is substantial.
4. FISCAL IMPACT
The cost proposal from MAPCA Surveys is $31,800, It is also recommended that a
15% change order allowance be established for this contract.
Sufficient funds exist within the Water General Fund and Electric General Fund.
5. RECOMMENDATION
Authorize the General Manager to execute a contract for surveying services with MAPCA
Surveys in the amount of $31,800 plus a 15% change order allowance, for a total amount
not exceed $36,570.
Michael D. Holley
General Manager
Attachment 1
RFP FOR SURVEYING
Firm Rank Cost
MAPCA Surveys 1 $31,800
Sage Land Surveying, Inc. 2 $54,441
Auerbach Engineering Corp 3 $84,940
Andregg Geomatics 4 $27,776
SCO Planning, Engineering & Surveying 5 $41,200
BKF Engineers, Surveyors, Planners 6 $90,160
Terragraphic 7 $29,925
Hawkins and Associates 8 $125,300