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Home My WebLink About8 Facilities Master Plan ContractAgendaItem#I8TRUCKEEDONNERPublicUtilityDistrictCONSENTTo:BoardofDirectorsFrom:NeilKaufmanDate:April03,2019Subject:ConsiderationtoAwardaContracttoPrepareaFacilitiesMasterPlan1.WHYTHISMATTERISBEFORETHEBOARDBoardauthorizationisrequiredforprocurementsinexcessof$15,000.2.HISTORYTheDistrictacquiredthepropertyat11270TrailsEndRoadinJuly2000.Theintendeduseofthispropertywastoconstructanewcorporationyardandrelocatesomeofthefunctionsfromthemainofficeat11570DonnerPassRoad.Theoverallpropertyconsistsofthreeseparateparcels.InFebruary2004,theDistrictretainedGauntSommerDesignofTruckeetoprepareamasterplanfortheproperty.GauntSommerdevelopedaconceptualmasterplanandpreparedtheattachedreportentitledTDPUDCorporationYard:ProgramandMasterPlan(CYMP)inJuly2005.ThisreportwaspresentedtotheBoardataworkshopinAugust2005.TheDistrictthenretainedInlandEcosystemstoconductanenvironmentalreviewofthepropertyaspartoftheCEQAprocess.AnEnvironmentalandCulturalAssessmentwascompletedinSeptember2005andaStormWaterPollutionPreventionPlanwascompletedinDecember2005.InAugust2005,theDistrictissuedanREPforgeotechnicalengineeringservicestoinvestigatetheplannedlocationofthecorporationyardstructures.AsaresultoftheREP,HoldredgeandKullwasretainedandageotechnicalengineeringreportwascompletedinNovember2005.Alotlineadjustmentinvolvingallthreeparcelswasperformedin2006.ThepurposeofthelotlineadjustmentwastoretainsufficientpropertyfortheDistrict’sneedsintooneparcel.Theothertwoparcelswouldthenbesoldofftofundconstructionofthenewcorporationyard.Theboundariesoftheothertwoparcelswereadjustedsuchthattheywouldbemoreattractivetoprospectivebuyers. InApril2007,theBoarddeclaredtwoofthethreeparcelsassurplusanddirectedthattheybesold.Thesetwosurplusparcelshavebeenmarketedatvarioustimesoverthepast11yearsbuthavenotsold.Mostrecently,inOctober2016theDistrictretainedDicksonRealtytomarketthesurplusparcels.In2014,theAncillarySCADAbuildingwasconstructedonthecorporationyardproperty.ThisstructurehousesredundantdataserversthatprovidearemotebackuptoallowforcontinuedSCADAoperationsintheeventofcatastrophicdamagetothemainofficeat11570DonnerPassRoad.Thecorporationyardpropertyisalsocurrentlyusedforoutsidestorageofvehicles,trailersandmaterialssuchaspoles,wirereelsandtransformers.InDecember2018,theElectricDepartmentconductedaBoardworkshopdiscussingtheneedforanElectricOperationsBuilding(EOB).Twopotentiallocationsforthisbuildingwereidentified:.Thecorporationyardproperty.TheMartisValleysubstationpropertyDuringtheworkshop,theBoardexpresseditspreferencetoconstructthefacilityatthecorporationyardproperty.3.NEWINFORMATIONAftertheDecember2018workshop,DistrictstaffreviewedtheCYMPinanefforttodeterminethebestlocationatthecorporationyardpropertyfortheEOB.TheCYMPreviewedandconsideredalloftheDistrict’sstorageandwarehousingneeds,alongwithsomeothersupportfunctionssuchasfieldstaffoperationsandvehiclemaintenance.TheCYMPpresentedaconceptuallayoutinvolvingsixstructures,noneofwhichhavebeenconstructed.ItdidnotincludetheAncillarySCADAbuildingortheEOB,whichwerenotenvisionedatthattime.ConsideringthattherehavebeenchangestothemanagerialandoperationalphilosophiesoftheDistrictsince2005,itwasdeterminedthattheoverallCYMPshouldbere-evaluatedandupdated.OnecomponentofanewCYMPwouldbetoidentifythebestlocationfortheEOB.Similartothe2005effort,anupdatedCYMPshouldconsiderstorage,warehousing,fieldstaffoperationsandvehiclemaintenance.Otherissuesthatrequireconsiderationinclude:.Emergencypreparedness/continuityofoperationsplanning;.Indoorshopspacetopertormtesting,maintenanceandrepairsonequipmentsuchastransformers,switches,pumpsandmeters;.Siteaccessandtrafficconcernsatthemainofficeproperty;and.Sitesecurity. ThelevelofeffortinvolvedtoprepareanupdatedCYMPisbeyondtheexpertiseandavailabilityofDistrictstaff.Therefore,arequestforproposals(REP)forthepreparationofaEacilitiesMasterPlan(FMP)wasprepared.ThepurposeoftheFMPisto:.Reviewtheusesandfunctionsatallthreeproperties(mainoffice,corporationyard,MartisValleysubstation);.ClarifythefutureneedsoftheDistrict;and.DevelopamasterplanthatdocumentsthenecessaryimprovementstooptimizetheuseofallthreeproperLies.ThemajortasksincludedtheREPwere:.Task1-Existingconditionsassessment.Task2-Needsassessment.Task3-Conceptualdesigndevelopmentandcostestimating.Task4-EinalreportTheREPwasissuedonEebruary8,2019.ItwasadvertisedintheSierraSunonEebruary19,2019.ThedeadlineforsubmittingproposalswasMarch15,2019andfourproposalswerereceivedinresponsetotheREP.Astaffcommitteeoffivememberswasselectedandatwo-stepprocesswasusedtoreviewtheproposals.Theinitialreviewconsideredonlythetechnicalproposalsandresultedintherankingsgivenbelow:TechnicalScorinciFirmRankJKArchitecture&Engineering1HDR2Williams&Paddon3CollaborativeDesign4Thecostproposalswerethenreviewedandacostrankingwasdevelopedwiththeresultsshownbelow:CostScoringFirmRankCollaborativeDesign1JKArchitecture&Engineering2HDR3Williams&Paddon4 Firm‘RankJKArchitecture&Engineering1HDR2CollaborativeDesign3Williams&Paddon4Therefore,staffrecommendsthattheproposalfromJKArchitecture&EngineeringisthemostadvantageoustotheDistrictandthattheBoardconsiderawardofacontract.Theplannedscheduleforthisprojectis:.April3,2019-ConsiderationofacontracttopreparetheFMP.August7,2019-ConductBoardofDirectorsworkshop.September2019-SubmitfinalFMPreportAnyfutureprojectsresultingfromtheFMPwillbebroughttotheBoardforconsideration.Therefore,itisrecommendedthatthecontractbeawardedtoJKArchitecture&Engineering.Theplannedscheduledforthisprojectis:.February8,2019-IssueREPforEacilitiesMasterPlan.March15,2019-ProposalSubmittalDeadline.April3,2019-AwardContractforFacilitiesMasterPlantoConsultant.August7,2019-ConductBoardofDirectorsWorkshop.September2019-SubmitFinalFacilitiesMasterPlanreport4.FISCALIMPACTThecostproposalfromJKArchitecture&EngineeringforpreparationoftheFMPis$199,524.AlthoughthisprojectwasnotincludedintheapprovedElectricDepartmentFY19budget,sufficientfundsexistintheElectricDepartmentGeneralFundtocoverthiscost.TheprojectisnecessarytoensureproperplanningoffutureDistrictfacilitiesanditwillproviderefinedcostestimatesthatwillbeusedinpreparingthecapitalbudgetforFY20andFY21.Finally,anaggregatedranking(technicalcapability&cost)oftheproposerswasdeveloped:OverallScorinQ 5.RECOMMENDATIONAuthorizetheGeneralManagertoexecuteanagreementwithJKArchitecture&EngineeringforpreparationoftheFacilitiesMasterPlaninanamountof$199,524,plusatenpercentchangeorderallowanceforatotalauthorizationnottoexceed$220,000.frzMichaelD.HolleyGeneralManagerIWaterUtilityDirector