HomeMy WebLinkAbout9 Contract for On Call Construction Management ServicesCONSENT
To:
From:
Date:
Subject:
Agenda Item # 9
Board of Directors
Neil Kaufman
July 15, 2015
Authorize the General Manager to Enter into a Contract for On -Call
Construction Management Services
1. WHY THIS MATTER IS BEFORE THE BOARD
Board action is required for expenditures in excess of $15,000.
2. HISTORY
During the period leading up to 2008, there were a significant number of projects where water
system facilities were constructed by developers and then dedicated to the District. The
Water Department performed construction inspection of these projects using District staff. At
that time, the Water Department engineering and inspection staff consisted of:
• Water System Engineer (Neil Kaufman)
• Associate Water Engineer (Jessica Wilson)
• Water System Planner (Mike Connell)
• Senior Water Quality Technician/Inspector (Paul Rose)
Jessica Wilson left the District and Mike Connell has retired. The Assistant Water Engineer
and Water System Planner positions have not been filled since the engineering and inspection
workload has not justified the need for full time staff.
Paul Rose has retired and Julie Nelson was promoted to the Senor Water Quality
Technician/Inspector position.
3. NEW INFORMATION
The level of developer projects has remained at a low level until recently. There are a few
large upcoming developer projects that will require significant inspection effort:
• Boulders Condominiums —Phase IV
• Pinyon Creek 2
• Planned Community 1 (PC-1)
• Planned Community 3 (PC-3)
• Railyard
The Boulders and Pinyon Creek projects have completed plan review and could commence
construction at any time. The other three projects are in various stages of permitting and plan
review. It is also expected that some water system construction will occur at the Railyard
project later this year. Water system construction is not expected at PC-1 or PC-3 this year.
However it is possible that either developer could accelerate its project schedule.
Given the current workload regarding water quality, backflow prevention, single family
residences, design of the District Pipeline Replacement - 2016 project, preparation of the
2015 Urban Water Management Plan, and other projects, the current staff likely cannot
devote sufficient time to these projects.
This inspection work load is seasonal in nature and the Water Department does not
recommend adding full-time staff to address this need. The Water Department would like to
retain an outside firm under an on -call contract to assist with the inspection needs.
The Water Department has issued a Request for Proposals (RFP) for construction inspection
services. The time line for this RFP is:
• RFP issued: June 30, 2015
• Proposal submission deadline: July 17, 2015
• Staff review of proposals: July 24, 2015
The next regularly scheduled Board meeting is August 19, 2015. It is recommended that the
Board authorize the General Manager to award a contract for on -call inspection services in
amount not to exceed $30,000. In the event that expenditures under this contract exceed
$30,000, the Water Department would return to the Board for further authorization.
4. FISCAL IMPACT
A separate work order is created each developer project. Inspection of developer constructed
facilities is billed against the appropriate work order and the costs are paid by the developer.
The Water Department generates an estimate of the level of inspection effort required for a
given project and collects a deposit for those costs at the time the development agreement is
signed.
If an outside firm was used to perform the construction inspection, those costs would also be
billed against the deposit collected from the developer. There would be a minimal financial
impact to the District associated with accounting and contract management.
5. RECOMMENDATION
Authorize the General Manager to enter into a contract for on -call construction inspection services
in an amount not to exceed $30,000,
Michael D. Holley
General Manager /Water Utility Manager