Consent-Community Services # 6.
Board of Supervisors
County Service Areas
- Meeting Date:
- 05/07/2024
- Brief Title
- SUSP Contract for Wild Wings CSA Water and Wastewater Operations
From:
Leslie Lindbo, Director, Department of Community Services
Staff Contact:
Stephanie Cormier, Chief Assistant Director, Department of Community Services, x8041
Supervisorial District Impact:
District 3
Subject
Approve agreement with Specialized Utility Services Program, Inc. for operation and maintenance of the Wild Wings Community Water Supply & Distribution and Wastewater Recycling Facilities from June 7, 2024 to June 30, 2027, with the option to extend for two additional years, in the amount not to exceed $2,363,412.87. (No general fund impact) (Lindbo/Cormier)
Recommended Action
Approve agreement with Specialized Utility Services Program, Inc. for operation and maintenance of the Wild Wings Community Water Supply & Distribution and Wastewater Recycling Facilities from June 7, 2024 to June 30, 2027, with the option to extend for two additional years, in the amount not to exceed $2,363,412.87.
Strategic Plan Goal(s)
 |
Safe Communities |
 |
Sustainable Environment |
Reason for Recommended Action/Background
The Wild Wings County Service Area (CSA) provides water and sewer service to 338 homes in the subdivision, and operates a golf course that is irrigated with tertiary treated effluent and raw water. As a result, the CSA is responsible for the operation and maintenance of the water and wastewater systems which include:
- Gravity vitrified clay pipe sanitary sewer collection pipes, manholes and sewer services
- Sewer lift station, known as “Site A”, located in the Wastewater Treatment Plant
- Sewer lift station, known as “Site B” and associated sewer force main
- 101,000 gallons per day (gpd) Wastewater Recycling Facility (tertiary level treatment)
- Two water supply facilities that include 360,000-gallon steel water storage tanks, domestic water wells, booster pumps, hydro-pneumatic tanks, chlorination facilities, Supervisory Control and Data Acquisition System (SCADA) and medium voltage switchgear and motor control centers (a third water supply facility will be included once construction is completed)
- Water distribution pipelines and appurtenances, metered services and fire hydrants
- AdEdge Arsenic Treatment System
Experienced and certified personnel are required to operate these systems in compliance with California State Water Resources Control Board requirements.
On January 19, 2024, the County issued a Request for Proposals (Att. B) for Operation & Maintenance Services for the Wild Wings Community Water Supply & Distribution and Wastewater Recycling Facilities. Six companies attended the mandatory pre-proposal job walk conference and one submitted a proposal. Specialized Utility Services Program, Inc. (SUSP) submitted the only proposal. However, SUSP is the current operator and has operated the Wild Wings system since 2018. SUSP's proposal was further considered by County staff (CSA and fiscal), and an engineer familiar with the Wild Wings water and wastewater systems. Evaluation criteria considered qualifications and experience, a detailed work plan and safety manual, financial sustainability and cost. SUSP satisfies the RFP criteria.
The proposed agreement with SUSP is for a three-year term with the option to extend two additional years. (Att. A.) The monthly cost to operate the facilities is $31,578.17 for a not-to-exceed maximum of $1,136,814.12 during the three-year term of the agreement. The monthly base fee was adjusted to $31,578.17 from SUSP's proposal amount of $29,911.50 per month (see Att. C) to account for additional costs SUSP anticipates for required performance bonding costs. All other expenses are reimbursable, subject to County approval, with a not-to-exceed maximum of $408,866.25 for reimbursable expenses during the three-year term of the agreement. Such reimbursable expenses may include equipment repair or replacement, sludge disposal and hauling costs, and treatment plant improvements.
Collaborations (including Board advisory groups and external partner agencies)
Updates are provided to the Wild Wings CSA Advisory Committee through regular community meetings.
Competitive Bid Process/Vendor Performance
Request for Proposals (RFP) Service Requested: Operation and Maintenance Services for the Wild Wings Community Water Supply and Distribution and Wastewater Recycling Facilities
Evaluation Criteria Included in RFP
Evaluation Criteria Included in RFP
- Reasonableness of Costs
- General Company Information
- Qualifications and Experience
- Responsiveness/Responsibility
- Past Performance/Customer References
- Detailed Work Plan
- Financial Stability
Proposals Received
| Proposer | Cost Proposal |
| Specialized Utility Services Program | $ 1,076,814 |
Vendor Performance
The Department confirms Vendor SUSP has performed satisfactorily on the current agreement.
Fiscal Impact
Fiscal impact (see budgetary detail below)
Fiscal Impact (Expenditure)
- Total cost of recommended action:
- $ 378,938
- Amount budgeted for expenditure:
- $ 378,938
- Additional expenditure authority needed:
- $ 0
- On-going commitment (annual cost):
- $ 378,938
Source of Funds for this Expenditure
- Special Assessment
- $378,938
Further explanation as needed:
There are no General Funds required by this action. All anticipated expenditures are accounted for in the Fiscal Year 2023-20204 Adopted Budget. Moving forward, the department will ensure that future year expenditures are adequately covered by the Special Assessment and make necessary adjustments to the Adopted Budget accordingly.
Attachments
Form Review
| Inbox | Reviewed By | Date |
|---|---|---|
| Stephanie Cormier | Stephanie Cormier | 04/24/2024 02:43 PM |
| Kimberly Hood | Kimberly Hood | 04/26/2024 08:46 AM |
| Financial Services | mrobertson | 04/30/2024 11:53 AM |
| County Counsel | Hope Welton | 04/30/2024 12:00 PM |
| Berenice Espitia | Berenice Espitia | 05/01/2024 01:30 PM |
- Form Started By:
- kvilla
- Started On:
- 04/02/2024 06:56 PM
- Final Approval Date:
- 05/01/2024