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AGENDA REPORT
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| | | | | | | | DATE:
| April 20, 2021
| TO:
| The Chair and Members of the Paradise Valley Maintenance and Monitoring District (PVMMD) Board
| FROM:
| Stefan T. Chatwin, District Manager 
| | SUBJECT: | Resolution PVMMD2021-01 of the Paradise Valley Maintenance and Monitoring District Authorizing the District Manager to Execute a Professional Services Agreement with Cal Engineering & Geology for On-Call Geologic and Geotechnical Engineering Consultation Services; and
Resolution PVMMD2021-02 of the Paradise Valley Maintenance and Monitoring District Authorizing the District Manager to Execute a Professional Services Agreement with Cal Engineering & Geology for Review and Evaluation of Plan of Control, Engineer’s Report, and Reserve Study |
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| | | | | | | | | RECOMMENDED ACTION | | Adopt resolutions. |
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| | | | | | | | | STATEMENT OF ISSUE | | Approval of the two resolutions allow for the Paradise Valley Maintenance and Monitoring District (PVMMD or District) to receive the technical expertise on geotechnical engineering, maintenance, and emergency response activities of the District. The first resolution authorizes Cal Engineering & Geology (CE&G) to support staff on the ‘day-to-day’ general operations. The second resolution authorizes CE&G to complete a condition assessment of the current District facilities, provide recommendations for an appropriate operations and maintenance budget for fiscal year 2022-2023 and prepare a reserve fund study to determine if the District has accumulated an adequate reserve fund balance. |
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| | | | | | | | | DISCUSSION | The Public Works Department, with the assistance from professional consultants and contractors, have provided services for the Paradise Valley Maintenance and Monitoring District (PVMMD or District) since its inception in 2010. In July 2020, PVMMD residents approached the Board requesting staff to solicit qualifications from other professional consultants to provide management and geotechnical engineering services for the PVMMD. In hiring a new professional consultant, the firm can provide a different perspective and conduct a comprehensive evaluation of and provide recommendations for an appropriate annual budget and reserve goals for the PVMMD.
Procurement Process - Based on the Board direction, staff released a Request for Qualifications (RFQ) on September 11, 2020 for Professional Geologic Hazard Abatement District Management and Geotechnical Engineering Services. The RFQ invited qualified firms to submit statement of qualifications (SOQs) to provide professional management and geotechnical engineering services for the District. State contracting laws require public agencies to select engineering firms based on qualifications.
At the deadline to submit, which was October 1, 2020, the District received three (3) Statements of Qualifications (SOQs). The evaluation committee, which consisted of three (3) Public Works staff and two (2) District residents, reviewed and ranked the SOQs. Interviews with the top two (2) firms were conducted on October 13th and 14th.
From October 14th to November 17th, there were good discussions and feedback between the members of the evaluation committee and it was determined that Cal Engineering and Geology Inc., (CE&G) is the most qualified firm to provide services for the District. Throughout the evaluation process CE&G exhibited extensive experience with providing monitoring and repair design services for several of the geologic hazard abatement districts (GHADs) throughout northern California. Most notably, CE&G’s team has provided similar services for the following municipalities and public agencies throughout the East Bay, including the Blackhawk, Canyon Lakes, Dougherty Valley, and Pajaro Dunes GHADs. Additionally, CE&G has provided geotechnical engineering peer review services for Fairfield and has extensive firsthand knowledge of the geologic hazards and remedial measures undertaken during grading at numerous subdivisions in the City.
On-Call PVMMD Services – The intent of the RFQ solicitation was to first establish an On-Call agreement that would allow flexibility in task assignment and provide the ability to assign additional District projects to the firm as workload dictates. The City has successfully utilized On-Call open purchase order contracts for project management, plan check services, and specialty electrical engineering. The On-Call Geologic and Geotechnical Engineering Consultation Services with CE&G will be for an initial two-year term with the option to extend up to two (2) additional one (1) year terms. The total contract amount is for a not to exceed amount of $220,000 and the budgeted annual amount ranges from $50,000 - $70,000.
PVMMD Plans and Reports Update - The second primary purpose of the RFQ solicitation is to complete a focused comprehensive review and evaluation of the District’s primary guidance documents. The objective of this work is to understand the District’s history and current operations and develop recommendations for potential future modifications to the guidance documents and funding of the District.
Because of the uniqueness and specialized nature of this work, the evaluation committee and CE&G worked closely over several months to carefully craft the required scope of work. Through this process, the District has a plan and timeframe to complete the required technical analysis and studies to inform the fiscal year 2022-2023 assessments. CE&G has augmented their team to include Mike Sands who is a manager for several GHADs in northern California. His experience is an important component to meet the short and long-term goals of the GHAD operations and activities.
CE&G will perform the Review and Evaluation of the Plan of Control, Engineer’s Report, and Reserve Study on a time-and-materials basis for not-to-exceed amount of $43,590. Staff is requesting a $20,000 management reserve to cover unforeseen design scope revisions that could be required as CE&G continues progressing the work and there is additional coordination required. Additionally, this management reserve allows CE&G to address any potential comments and concerns raised from District stakeholders and constituents. The contract includes specific performance measures and deliverable deadlines for both CE&G and staff.
Fiscal Year 2021-2022 Budget – Funding for the PVMMD is based on an assessment from each residential lot within the District boundary, and such funding is collected and used in connection with the administration, operations, and maintenance of the District. The initial assessments for the PVMMD were approved by the Board on October 5, 2010, in accordance with Proposition 218 requirements, and may be adjusted annually up to the percentage change in the San Francisco-Oakland-San Jose Consumers Price Index for All Urban Consumers.
Based on the findings from previous studies, staff has prepared options for a proposed assessment level for fiscal year 2021-2022. Staff will be collaborating with the resident committee to determine an appropriate rate and prepare a plan to outreach this information to the community. Staff will be returning to Council in May with a recommended assessment rate.
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| | | | | | | | | FINANCIAL IMPACT | | Total authorization for these professional services agreements is $283,590 (PVMMD Plans and Reports Update: $43,590 contract +$20,000 management reserve and On-Call PVMMD Services: $220,000). Funds are accounted for in the Paradise Valley Maintenance and Monitoring District (Fund 090, Division 68 and Responsibility Code 001). |
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| | | | | | | | | PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION | The District has formed a resident committee to collaborate and coordinate with staff on this effort. Over the past nine months, the resident committee has played an integral role in evaluating SOQs, participating in consultant evaluations, and provide insight on CE&G’s recommend scope of work being presented tonight for consideration.
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| | | | | | | | | ALTERNATIVE ACTION | | If the Board has any questions, this request may be delayed so that staff may provide the necessary backup. The Board could choose not to approve the proposed contracts, or they could choose to only approve certain contracts, but deny others. However, that is not recommended because priority work within the PVMMD will be delayed. |
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| | | | | | | | | STAFF CONTACT | Ryan Panganiban, PVMMD Engineer
(707) 428-7017
rpanganiban@fairfield.ca.gov
Chris Lewis, Management Analyst
(707) 428-7089
clewis@fairfield.ca.gov
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| | | | | | | | | COORDINATED WITH | City Attorney's Office, Finance Department
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| REVIEWERS: | | Reviewer | Action | Date | | Panganiban, Ryan | Approved | 4/5/2021 - 8:06 PM | | Kaushal, Paul | Approved | 4/5/2021 - 9:07 PM | | Alexander, Amber | Approved | 4/8/2021 - 7:11 PM | | Alexander, Amber | Approved | 4/12/2021 - 1:56 PM |
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