DATE: March 10, 2020
SUBJECT:
Title
RESOLUTION SELECTING AND AUTHORIZING AN AGREEMENT WITH MICHAEL BAKER INTERNATIONAL, INC. FOR AS NEEDED DISTRICT STORMWATER DATABASE ENHANCEMENTS AND MANAGEMENT FOR AN AMOUNT NOT TO EXCEED $1,500,000 FOR A PERIOD OF FIVE (5) YEARS. FY2020 EXPENDITURES ARE BUDGETED IN THE INFORMATION TECHNOLOGY DEPARTMENT TECHNOLOGY MANAGEMENT PROGRAM. FUNDS REQUIRED FOR FUTURE FISCAL YEARS WILL BE BUDGETED IN THE APPROPRIATE FISCAL YEAR, SUBJECT TO BOARD APPROVAL UPON ADOPTION OF EACH FISCAL YEAR’S BUDGET.
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EXECUTIVE SUMMARY:
The District’s Stormwater Program utilizes an IT database application to maintain, track, assess, and report on its various water quality protection activities. The District utilizes consultants with programming and development expertise to make as-needed enhancements to maintain and improve the District’s applications in order to stay current with the stormwater program activities and processes.
On October 22, 2019, the District issued a Request for Qualifications No. 19-35MG (RFQ 19-35) with the intent to enter into an agreement with qualified firms to provide as-needed enhancements and management of the stormwater database. Electronic notifications were sent to 393 firms; two responsive proposals were received.
After carefully reviewing the proposals submitted and, the selection panel determined that Michael Baker International (Michael Baker) demonstrated the most advanced technical knowledge, best development skills and relevant experience meeting regulatory requirements. Staff recommends that the Board of Port Commissioners (Board) select and authorize an agreement with Michael Baker.
RECOMMENDATION:
Recommendation
Adopt a Resolution Selecting and Authorizing an As-Needed Agreement with Michael Baker International to Provide As-Needed Application Development Services for Applications such as the Stormwater and Vessel Databases, for a Period of Five (5) Years, for a Total Amount Not to Exceed $1,500,000.00
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FISCAL IMPACT:
The approved budget for FY 19/20 includes $200,000 in the Technology Management Program Professional Services expense account with expense budget for FY 20/21 estimated at $300,000. Funds required for future fiscal year(s) will be budgeted in the appropriate fiscal year and cost account subject to Board approval upon adoption of each fiscal year’s budget.
Compass Strategic Goals:
This agenda item is to authorize an as-needed stormwater database application enhancements and maintenance services contract. Approval of this contract will support the District’s water quality protection programs and maintain compliance with the Municipal Stormwater Permit. Protecting water quality ensures that the waterfront remains vibrant, safe, healthy and fun. This agenda item supports the following Strategic Goal(s).
• A Port that the public understands and trusts.
• A thriving and modern maritime seaport.
• A vibrant waterfront destination where residents and visitors converge.
• A Port with a healthy and sustainable bay and its environment.
• A Port that is a safe place to visit, work and play.
DISCUSSION:
The District is a steward of San Diego Bay and through various water quality programs, the District works to protect, preserve and enhance the bay’s natural resources and water quality. The District is also committed to maintaining regulatory permit compliance. As required by the Municipal Stormwater Permit the District has developed a Jurisdictional Runoff Management Program (JRMP) to implement strategies that will reduce or minimize the impacts of urban runoff. The Municipal Permit is a five-year permit. With each new permit issuance, modifications or enhancements to the District’s stormwater program are required to meet new permit standards. It is anticipated that a new Municipal Stormwater permit will be issued in 2021.
Data collection, tracking, and management are essential for accurate annual reporting and program assessment. The data requirements of the JRMP are best managed using an IT process application which compiles data produces summary reports for inclusion in the annual JRMP report. The stormwater application has been designed in accordance with the major components of the District's JRMP and the Municipal Stormwater Permit. Logic has been programmed into the application to provide a standardized approach to tracking and reporting stormwater related information. The stormwater application is accessed by District staff both in the field and in the office through secured accounts.
The District developed another IT application to assist with compiling data for the Shelter Island Yacht Basin dissolved copper Total Maximum Daily Load (TMDL). This vessel tracking platform was originally developed by the District as part of its grant-required funding match for the State Water Resources Control Board 319(h) Grant Project titled "Shelter Island Yacht Basin Copper Hull Paint Conversion Project". The existing platform may be enhanced to assist marinas and yacht clubs in their efforts to report paint types used on vessels and the location of these vessels.
Since the modifications to both the IT applications can be technically demanding, they are best addressed using consultants who have advanced technical and developer skills, as well as familiarity and experience meeting regulatory requirements.
Pursuant to Board of Port Commissioner Policy No. 110, District staff issued RFQ 19-35 for As- Needed Application Development Services on October 22, 2019. Electronic notifications were sent to 393 potential service providers. An information exchange meeting was held on October 31, 2019. On November 13, 2015, the District received responsive proposals from two firms.
• Michael Baker International
• Tetra Tech Inc.
The proposals were evaluated by a panel comprised of District staff from the Environmental, Information Technology, and Procurement departments. Based on the interviews, the written proposals and a decision analysis process using the criteria stated in RFQ 19-35, two firms were selected for interviews, which were conducted on January 8-9, 2019. Those interviewed included: Michael Baker International, Tetra Tech Inc.
The evaluation panel analyzed the firms’ proposals, presentations and responses to the interview questions. The firms were then ranked based on the criteria established in RFQ 19-35. Based on this evaluation process, staff recommends Board approval of an as-needed agreement with the top-scoring firm, Michael Baker International. The interviewed firms are discussed in the sections below.
Michael Baker International
Headquartered near Pittsburgh, PA, with an office located in San Diego, Michael Baker International is a multidisciplinary engineering firm with extensive experience in designing and developing applications geared towards permit compliance. Formerly RBF Consulting, and now a company of Michael Baker International, this firm has completed various projects for the District and has met or exceeded expectations in their performance.
Michael Baker International proposed Rick Hendrickson as project manager. Mr. Hendrickson has 17 years of experience working with and managing database design and implementation as well as Geographic Information Systems (GIS) projects for municipalities and governmental agencies. As project manager, Mr. Hendrickson has managed both large and small projects, and has experience in creating and representing data for online interactive maps. Michael Baker International has proposed a team comprised of highly experienced individuals knowledgeable in both the technical aspect, such as SQL Server and ASP.Net, and the environmental regulatory compliance aspect.
In the proposal and interview, Michael Baker International demonstrated a thorough understanding of the District’s expectations around the scope of services and presented their technical expertise in the various items within the scope. They also bring a working knowledge of the regulatory and permit requirements related to the District’s jurisdiction. Michael Baker International’s proposal and presentation included a detailed project management system with various examples of successfully completed projects with a scope similar to the one outlined in RFQ 19-35.
Tetra Tech, Inc.
Tetra Tech, Inc. is a leading provider of consulting and engineering services. Tetra Tech, Inc. supports government and commercial clients by providing innovative solutions focused on water, environment, infrastructure, resource management, energy, and international development. Tetra Tech, Inc. has 20,000 associates worldwide.
Tetra Tech, Inc. was founded in 1966 to provide engineering services related to waterways, harbors, and coastal areas. Tetra Tech, Inc. has substantially increased the size and scope of its business and expanded its service offerings through a series of strategic acquisitions and internal growth.
Tetra Tech, Inc. is in Pasadena, California.
Conclusion
Of the firms that responded to RFQ 19-35 and were interviewed, Michael Baker International demonstrated the most relevant experience and effective approach to meeting the scope of work. This firm has an excellent record providing solutions to track environmental regulatory data similar to many of those the District is engaged in. Michael Baker International is locally established and has the ability to respond in a timely manner. Staff recommends adopting a resolution selecting and authorizing an agreement with Michael Baker for a period of five years for a total aggregate amount not to exceed $1,500,000.
General Counsel’s Comments:
The Office of the General Counsel reviewed this agenda and approved the proposed agreement as presented to it as to form and legality.
Environmental Review:
The Board action, including without limitation, an agreement for as needed District stormwater database enhancements and management does not constitute a “project” or an “approval” of a “project” under the definitions set forth in California Environmental Quality Act (CEQA) Guidelines Sections 15352 and 15378 because no direct or indirect changes to the physical environment would occur. CEQA requires that the District adequately assess the environmental impacts of its projects. If a project is formulated and CEQA review is conducted, the Board reserves its discretion to adopt any and all feasible mitigation measures, alternatives to the project, including a no-project alternative, a statement of overriding considerations, if applicable, and may approve or disapprove the project and any permits or entitlements necessary for the same. Those decisions may be exercised in the sole and absolute discretion of the Board. Based on the totality of the circumstances and the entire record, this presentation does not commit the District to a definite course of action prior to CEQA review being conducted. No further action under CEQA is required at this time.
In addition, the Board action allows for the District to implement its obligations under Sections 81 of the Port Act, which authorizes the use of funds for the necessary expenses of conducting the District, including the operation and maintenance of all harbor or port improvements, works, utilities, appliances, facilities and vessels owned, controlled or operated by the District for the promotion and accommodation of commerce, navigation, fisheries, and recreation, or used in connection therewith, and for the purposes set forth in any grants in trust. The Port Act was enacted by the California Legislature and is consistent with the Public Trust Doctrine. Consequently, the Board action is consistent with the Public Trust Doctrine.
Finally, the Board action does not allow for “development,” as defined in Section 30106 of the California Coastal Act, or “new development,” pursuant to Section 1.a. of the District’s Coastal Development Permit Regulations. Therefore, issuance of a Coastal Development Permit or exclusion is not required. However, the District’s projects require processing under the District’s CDP Regulations. If a project is formulated as a result of these items, the Board will consider approval of the project after the appropriate documentation under District’s CDP Regulations has been completed and authorized by the Board, if necessary. The Board’s direction in no way limits the exercise of the District’s discretion under the District’s CDP Regulations.
Equal Opportunity Program:
Due to limited known sub opportunities, no SBE goal was established for this agreement. Michael Baker International has identified one SBE as part of their team at 6% participation.
PREPARED BY:
Richard Zinne
Information Technology Business Partner
Attachment(s):
Attachment A: 17-2020 MG Michael Baker Signed Contract