TO: Members of the Governing Board
FROM: Christopher Silke, District Engineer
REPORT BY: Annamaria Martinez, Assistant Engineer
SUBJECT: Award of a Professional Services Agreement for Operations, Maintenance and Management of District Facilities
RECOMMENDATION
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Approve and authorize Agreement No. 250010B with Specialized Utility Services Program (SUSP) for a maximum of $396,000 for the term July 1, 2024 through June 30, 2027 for operation, management and maintenance of the District's water and wastewater facilities. (Fiscal Impact: $396,000; Napa Berryessa Resort Improvement District (NBRID); Budgeted; Discretionary)
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BACKGROUND
Specialized Utility Services Program (SUSP) has provided Operation, Management and Maintenance (OM&M) services for the District's water and wastewater facilities since October 2018. In order to ensure that the District and its customers continue to receive these services at a fair cost, a Request for Qualifications/Proposals (RFQ/P) for OM&M services was distributed on February 27, 2024. A mandatory site tour of the District's water /wastewater facilities was held on March 13, 2024. Three firms attended the meeting and the following two firms submitted proposals by the March 28, 2024 deadline:
• Natural Systems Utilities
• Specialized Utility Services Program
After review of the proposals and interviews with both firms, Specialized Utility Services Program (SUSP) was determined to be the top-ranked firm and Natural Systems Utilities (NSU) the second-ranked firm.
Per the procedural guidelines stated in RFQ/P, the District Engineer recommends award of the agreement to the top-ranked firm, SUSP, at an annual rate of $ 396,000 (which includes their baseline monthly bid of $31,300 plus $20,400 annually for non-scheduled work and limited reimbursement for procurement of supplies) for the term July 1, 2024 through June 30, 2027 with an automatic one-year term renewal option for up to two additional years, and with a Consumers Price Index (CPI) increase based on the San Francisco Bay Area-All Urban CPI for the preceding year per fiscal year.
SUSP is not a local vendor.
Requested Action:
Approve and authorize Agreement No. 250010B with Specialized Utility Services Program (SUSP) for a maximum of $396,000 for the term July 1, 2024 through June 30, 2027 with an automatic one-year term renewal option for up to two additional years, and with a CPI increase based on the San Francisco Bay Area-All Urban CPI for the preceding year per fiscal year, for operation, management and maintenance of the District's water and wastewater facilities.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
Yes |
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Where is it budgeted? |
Napa Berryessa Resort Improvement District Operation Budget, Subdivision 5240000 Account 52490 |
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Is it Mandatory or Discretionary? |
Discretionary |
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Is the general fund affected? |
No |
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Future fiscal impact: |
The proposed agreement with SUSP includes an automatic extension provision for up to four additional years. If said services are found to be deficient through annual performance appraisals, the District would then issue a notice of termination to the incumbent and need to solicit proposals for operation and maintenance services. |
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Consequences if not approved: |
The District will need to request that the County hire a new full-time operators via the Support Services Agreement or send out another RFQ/P for operation and maintenance services. Both options will require extension of the existing contract with the incumbent to provide support until a long-term solution could be found. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is categorically exempt from CEQA pursuant to CEQA Guidelines section 15301, as the operation, repair, maintenance, or minor alteration of existing public facilities involving negligible or no expansion of existing or former use.