HomeMy WebLinkAbout9-Consideration of the Award of a Contract for Survey Services1 •
TRUC EE D 11 NE
Public Utility District
CONSENT
To:
Board of Directors
From:
Neil Kaufman
Date:
April 03, 2013
Subject: Consideration of the Award of a Contract for Survey Services
1. WHY THIS MATTER IS BEFORE THE BOARD
Board action is required for expenditures in excess of $15,000.
2. HISTORY
The Water Department anticipates restarting its annual pipeline replacement program,
beginning with award of the District Pipeline Replacement - 2013 project.
The District had a full Light Detection and Ranging (LIDAR) survey and aerial photography
performed in 2007. Updated aerial photography was performed in 2011. This information
is the basis of the District's current base mapping and is quite accurate. The location of
existing ground level structures such as utility poles and manholes can be determined from
the LIDAR survey and current photography. However, underground utilities such as gas
pipes, sewer pipes, water pipes and storm drainage was not developed as part of the
LIDAR survey.
The District has undertaken a number of pipeline replacement projects within the Tahoe
Donner subdivision, and the Water Department has a level of confidence in the as-buill
drawings for that area. The Water Department has been able to avoid the expense of utility
surveying in Tahoe Donner because of these reasonably accurate as -built drawings.
However, relatively few projects have been undertaken in other parts of Truckee and as -
built drawings do not exist for some of the subdivisions. Consequently, it is necessary to
have utilities in these areas surveyed in order for the design of the replacement pipelines
to proceed.
3. NEW INFORMATION
In addition to ongoing work in Tahoe Donner, pipeline replacement work is anticipated in
the following areas over the next few years:
0 Biltz Tract
• Gateway Park
• Meadow Lake Park
• Olympic Heights
• Prosser Lakeview - Rainbow & Whitetail (utility survey was performed in 2008)
In early March, the District issued an RFP for surveying. The deadline for submission of
proposals was March 20, 2013. Three tasks were included in the RFP:
1. Location of existing property corner monuments in the areas where pipeline
construction will occur during the Summer of 2013
2. Verification of property corner monuments and staking of the easterly property line
at the Donner View Tank site
3. Surveying of utility location field markings at various locations throughout Truckee
Six proposals were received in response to the RFP from:
• Andregg Geomatics - Auburn, CA (Andregg also maintains an office in Truckee)
• Auerbach Engineering - Tahoe City, CA
• KB Foster - Carnelian Bay, CA
• MAPCA Surveys - Reno, NV
• Sage Land Surveying - Truckee, CA
• Wood Rogers - Reno, NV
The proposals were reviewed by a committee of Electric Department and Water
Department staff. The committee determined the following:
• All of the firms are capable of performing the work described in the RFP
• All of the firms employ appropriately licensed individuals
• Five of the six firms have performed work for the District in the past. Wood Rodgers
is the only firm that has not
• Two of the firms (Andregg Geomatics and Sage Land Surveying) qualify for the
local procurement preference described in Section 3.08.005 of the District code
Considering that there is not a significant technical difference between the firms, the cost
proposals were then reviewed. Andregg and MAPCA submitted the lowest cost proposals,
with all of the remaining firms at least 10 percent higher.
The total cost from MAPCA was $33,000. The total cost from Andregg was $34,950.
When considering the local procurement preference given to Andregg, the cost differential
between the two firms for evaluation purposes is about $200, with Andregg still slightly
higher.
It is recommended that the work be awarded to MAPCA.
4. FISCAL IMPACT
The cost proposal from MAPCA is $33,000. It is also recommended that a 10 percent
change order allowance be established for this contract.
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Award a contract for surveying services to MAPCA in the amount of $33,000 plus a 10
percent change order allowance for a total not exceed $36,300.
Michael D. Holley
General Manager / Water Utility Manager