13 - Design Services - Project #206 Costa Mesa Sanitary District …an Independent Special District Protecting our community’s health and the environment by providing solid waste and sewer collection services. www.cmsdca.gov Memorandum To: Board of Directors From : Scott Carroll, General Manager Date: August 28, 2014 Subject: Design Services – Project #206 System Wide Sewer Reconstruction (Grade 4 Repairs) – Phase 1 Summary The District recently completed reconstructing 255 Grade 5 sewer deficiencies. Grade 5 deficiencies require immediate attention as the risk of failure is high and failures may result in sanitary sewer overflows (SSOs). The next step is to complete Grade 4 sewer deficiencies before they become Grade 5. Staff Recommendation Tha t the Board of Directors receive and file this report. Analysis The District televised its entire sewer system from January 2006 to March 2009 and found 255 Grade 5 sewer deficiencies. Grade 5 deficiencies require immediate attention as the risk of failure is high and failures may result in sanitary sewer ov erflows (SSOs). Reconstructing all 255 Grade 5 sewer deficiencies is complete so staff belie ves it’s time to turn our attention to reconstruct Grade 4 sewer deficiencies before they become Grade 5. Robin B. Hamers & Associates (RBH) submitted a proposal for designing Phase 1 at a cost of $62,230 . The proposed cost is nearly 11% of the proposed budget for this project, which is $580,000. Also, the proposed fee per segment is the lowest it’s been since the District began reconstructing sewer deficiencies in 2010. The design fee per segment for Proj ect #185 – Grade 5 Phase 1 was $1,091. RBH proposed fee per segment for Project #206 – Grade 4 Phase 1 is $830. ITEM NO. 13
Board of Directors August 28, 2014 Page 2 of 3 Under the District’s purchasing ordinance, the General Manager has approval authority for services that cost less than $125,000. I am dete rmining that awarding the design services to RBH is in the best interest of the District because of their familiarity of the project and their ability to reduce the costs because of their experien ce preparing designs for previous sewer reconstruction proje cts.. Strategic Plan Element & Goal This item complies wit h Strategic Element 1.0, Sewer Infrastructure and Goal No. 1.4, System wide Sewer Replacement and Repair Program. Legal Review District Counsel has reviewed this report and prepared the Environmental Review. Environmental Review The award of the contract for design services is exempt from CEQA review under a number of exceptions (all references to Title 14 of the Cal Code of Regs, also known as CEQA Guidelines unless noted otherwise): as a planning or feasibility study (15262); as pertaining to minor infrastructure improvements (15 282(g)); as pertaining to a pipeline less than one mile in length (15282(k)); as pertaining to minor repair and maintenance of existing structures (15301)). F inancial Review The proposed design services from RBH will cost $62,230 . There is adequate money in the budget to pay for this service. There is currently $580,000 budgeted for this project. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the August 28 , 2014 Board of Directors regular meeting at District headquarters and on District’s website. Alternative Actions 1. Direct the General Manager to solicit b ids for design services. 2. Direct staff to report back with more information Attachment A: RBH Proposal Reviewed by: Wendy Davis Finance Manager
Board of Directors July 25, 2013 Page 3 of 3