To: Board of Directors, Sonoma County Water Agency
Department or Agency Name(s): Sonoma County Water Agency
Staff Name and Phone Number: Kevin Booker 707-521-1865
Vote Requirement: 4/5th
Supervisorial District(s): Countywide
Title:
Title
Asset Management Program Phase 2: Pilot Project
End
Recommended Action:
Recommended action
A) Authorize Sonoma County Water Agency’s General Manager to execute an agreement with Carollo Engineers, Inc., for assistance with Phase 2 of Sonoma Water’s Asset Management Program through April 30, 2022, in the not-to-exceed amount of $492,360.
B) Adopt a Resolution Authorizing Adjustment to the Board Adopted Budget for Fiscal Year 2020-2021 for the Water Transmission Fund in the amount of $250,000 for the Asset Management Program Phase 2: Pilot Project.
(4/5th Vote Required)
end
Executive Summary:
Sonoma County Water Agency (Sonoma Water) is developing a three-phase Asset Management Program (AMP) to support Sonoma Water’s goal of applying asset management business practices enterprise-wide. Under this agreement, Carollo Engineers, Inc., will develop the pilot condition assessment for a subset of Sonoma Water assets comprising Phase 2. The cost of services will not exceed $492,360; the term end date is April 30, 2022.
Discussion:
HISTORY OF ITEM/BACKGROUND
Sonoma Water provides high-quality drinking water to over 600,000 people in Sonoma and northern Marin counties, is responsible for maintaining over 150 miles of creeks and streams throughout Sonoma County to help reduce the risk of flooding, manages and operates eight different sanitation districts and zones for over 75,000 residents in unincorporated Sonoma County, and produces recycled water to offset potable water demands.
Sonoma Water has multiple systems for managing and maintaining asset information. The majority of these systems are not electronically connected resulting in duplicate entries and information in multiple systems leading to incongruences.
Sonoma Water plans to move from data silos to interconnected business systems in order to accomplish reliability-centered maintenance, business system interconnectedness, and improve asset management enterprise-wide.
Sonoma Water seeks to reduce labor required for asset maintenance, record keeping, researching asset history information, benchmarking, reporting key performance indicators, more comprehensive fiscal decision making, assurance of regulatory compliance, justification for rate increases to the public, and other pertinent enterprise asset management functions. To this end, Sonoma Water is developing an AMP beginning with an implementation plan (Phase 1), followed by a pilot project (Phase 2), and then rolling out asset management business practices enterprise-wide (Phase 3).
Phase 1 started under a separate agreement and is currently underway. Phase 1 includes establishing the principles and practices to be implemented for managing Sonoma Water’s infrastructure and facilities in order to optimize the life-cycle cost of the assets.
Under this Agreement, Carollo Engineers, Inc. (Consultant) will develop Phase 2 of the AMP.
SELECTION PROCESS
On July 13, 2018, Sonoma Water issued a Request for Statements of Qualifications to the following nine firms:
1. Crory & Associates, Inc., Roseville, CA
2. Grable Services, LLC, Cape Coral, FL
3. Havensight Consulting Group, LLC, Schaumburg, IL
4. Projetech, Inc., Cincinnati, OH
5. BPD Zenith U.S. LLC, Houston, TX
6. Vistronix LLC (a subsidiary of ASRC Federal), Reston, VA
7. PinnacleART, Pasadena, TX
8. ABB Enterprise Software, Atlanta, GA
9. Cohesive Solutions, Inc., Kennesaw, GA
The Request for Statements of Qualifications was also posted on the Sonoma Water and County of Sonoma Purchasing Department websites.
The 15 firms listed below submitted statements of qualifications.
1. ABB Enterprise Software
2. AMCL, San Francisco, CA
3. BPD Zenith US LLC
4. Carollo Engineers, Inc., Walnut Creek, CA
5. CH2M Hill Engineers, Inc., Redding, CA
6. GHD Engineers, Inc., Santa Rosa, CA
7. Havensight
8. Infor Public Sector Inc., Rancho Cordova, CA
9. Intelligent Technology Solutions LLC, Marietta, GA
10. Net Results Group
11. PinnacleART
12. Raintek Enterprises Inc., Pasadena, CA
13. SDI Presence LLC, Los Angeles, CA
14. Vistronix LLC
15. West Monroe Partners LLC, Chicago, IL
The following criteria were used to evaluate each firm:
1) Thoroughness of statement of qualification
2) Professional qualifications and demonstrated ability to perform the work
3) Exceptions to agreement terms
All 15 firms above were selected for the list of qualified consultants. Based on the evaluations, Consultant was chosen from the list to perform the work for this agreement because of their experience with similar public agencies and demonstrated understanding of Sonoma Water’s needs.
Sonoma Water may seek to amend or enter into subsequent agreement(s) with Board approval if required, relying upon this competitive selection process, after the preliminary or initial work is completed.
SERVICES TO BE PERFORMED
Under the proposed agreement, Consultant will develop Phase 2 of the AMP, which includes applying the asset management practices and principles defined during Phase 1 to complete a pilot condition assessment for a subset of Sonoma Water assets, as well as further development of business system integration practices and computer maintenance management system upgrades.
The cost of services will not exceed $492,360; the term end date is April 30, 2022.
Prior Board Actions:
08/13/2019: Approved agreement between Sonoma Water and Carollo Engineers, Inc., for assistance developing Phase I of the Asset Management Program. Cost $689,500; term end March 31, 2021.
Fiscal Summary
|
Expenditures |
FY 20-21 Adopted |
FY21-22 Projected |
FY 22-23 Projected |
|
Budgeted Expenses |
$242,360 |
|
|
|
Additional Appropriation Requested |
$250,000 |
|
|
|
Total Expenditures |
$492,360 |
|
|
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
$242,360 |
|
|
|
State/Federal |
|
|
|
|
Fees/Other |
|
|
|
|
Use of Fund Balance |
$250,000 |
|
|
|
Contingencies |
|
|
|
|
Total Sources |
$492,360 |
|
|
Narrative Explanation of Fiscal Impacts:
Costs for the Carollo Engineers, Inc. agreement for Phase 2 of Sonoma Water’s Asset Management Program will be covered by the Sonoma Water General Fund and Water Transmission Fund. Budgeted amount of $242,360 is available from FY 2020/2021 appropriations for the Sonoma Water General Fund.
Additional appropriations in the amount of $250,000 from the Water Transmission Fund are required to process this expense. A budgetary resolution has been submitted with this item.
|
Staffing Impacts: |
|
|
|
|
Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
Attachment 1: Resolution
Attachment 2: Agreement with Carollo Engineers, Inc.
Related Items “On File” with the Clerk of the Board:
None.