COUNTY OF ALAMEDA PUBLIC WORKS AGENCY 399 Elmhurst Street Hayward, CA (510) March 30, 2010

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1 FLOOD CONTROL AGENDA ITEM NO:_ April 20, 20 I0 The Honorable Board of Supervisors County Administration Building 1221 Oak Street Oakland, California Dear Board Members: COUNTY OF ALAMEDA PUBLIC WORKS AGENCY 399 Elmhurst Street Hayward, CA (510) March 30, 2010 SUBJECT: PERFORM ENGINEERING DESIGN FOR THE CONSTRUCTION OF A STEEL CASING AROUND AN EXISTING 30-INCH PG&E GAS TRANSMISSION LINE IN ALAMEDA COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT'S ZONE 5, LINE B IMPROVEMENT PROJECT, CLAIM WARRANT PAYABLE TO PG&E, IN THE AMOUNT OF $24, RECOMMENDATION: Approve and authorize the Auditor-Controller to draw a direct claim warrant in the amount of $24, for a deposit payable to PG&E for the engineering design for the construction of a steel casing around an existing 30-inch gas transmission line in conjunction with Alameda County Flood Control and Water Conservation District's (District) improvements at the Zone 5, Line B, Farwell Drive crossing, and upon completion pay any additional costs as deemed necessary by PG&E, and approved by District. SUMMARYIDISCUSSION: PG&E owns and maintains the 30" high pressure gas transmission line running under the District's proposed culvert improvements. In order for the District to proceed with its improvement project, PG&E must design and construct a steel casing around the gas transmission line in advance of the District's work. PG&E is expected to complete the design and construction ofthe steel casing by December The estimated cost of $24, to fund this work has been deemed by the District to be reasonable. The District is responsible for the associated costs because the work is initiated in conjunction with the District project. The District's Zone 5, Line B Farwell Drive crossing improvement project is scheduled for Board approval for advertisement for bids on April 13, The project is tentatively scheduled for construction in May SELECTION AND CRITERIA: Not applicable. PG&E has indicated that the design and construction work can only be performed by PG&E's crew or it's Contractor. Sole Source Waiver (No. 1369) and Non-SLEB waiver (under $25,000) have been approved by GSA on April 5, "To Serve and Preserve Our Community"

2 Honorable Board of Supervisors Page 2 March 30, 2010 FINANCING: There is no impact on the County General Fund. Funding for the engineering design in the amount of $24, is budgeted and available in the FY budget in Fund 21807, Organization , Account , Program (Professional and Specialized Services Construction). PG&E will refund any excess of the deposit if actual costs are less than their estimate. However, District is responsible for the actual total cost (induding construction) ofthis project, even if greater than PG&E's original estimate. Yours truly, d~ Danle1 Wo)desenbet, Ph.D., P.E. Director ofpublic Works Attachment c: Susan Muranishi, County Administrator Crystal Hishida-Graff, Clerk ofthe Board Patrick O'Connell, Auditor - Controller Andrew Massey, Deputy County Counsel DW/MT: mt

3 Alameda County Departmental Justification to Request Waiver of the County Competitive Bidding Requirement Administrative Code Section Sole Source Questionnaire, Page 1 of 1 A. For approved exceptions listed in Section V ofthe Sole Source Policy, complete this Sole Somce Questionnaire, items #1 through 4 and 9 only, and attach any other supporting documentation B. For all other Sale Source procurement requests, complete the Sale Somce Questionnaire, ACR Form and 2-page Advance Notice of Sole Source Procurement available on line in DocuShare and attach any other supporting documentation. ISubmit Completed Forms and Attachments to GSA-Purchasing Manager, QIC 2602ij 1. Vendor Name: Pacific Gas and Electric (pg&e> City, State: Concord, CA 2. Contract Value: $~2=-4=,5::..:0..."O=.0...,,0~ -----:-- Requisition Number: _ 3. What specific product or service is being requested on a sole-source basis? PG&E to perfonn design work on reinforcing a 30" gas transmission line. 4. Is this sole source procurement an approved exception to the County Competitive Policy requirements? If yes, which one? Exception V. e under utility services 5. What are the specific functions or conditions that can only be addressed by the requested product or service? PG&E owns and maintains its facilities.. 6. What are the unique perfonnance factors ofthe requested product or service that address the functions or conditions identified in #5? PG&E will not allow outside contractor to perfonn work on its facilities. 7. List all other products or services that offer rougwy the same perfonnance factors identified in #6. Not Applicable. 8. Provide a detailed explanation as to why each prqduct or service listed in #7 will not address the specific functions or conditions identified in #5. Not Applicable. 9. Is the vendor prepared to comply with the SLEB/First Source County provisions? IfNo, complete and submit the Request for Authorization to Use Non-SLEB Contractor/Subcontractor (attached). Completed form attached. IfYes, complete and submit SLEB Partnering and First Source Program forms (attached). The SLEB/First Source County provisions may be reviewed at program.htm. Ifadditional infonnation is needed regarding the SLEB/First Source requirement, please contact Alameda CountyAuditor Controller Agency, Office ofcontract Compliance, at (510) or via at ACSLEBcompliance@acgov.org.. Prepared by: Moses Tsang. Supervising CivilEngineer Business Unit (Per Alcolink) PBWKS Phone:x56549 Agency/Dept. Name: Alameda Co lc IAlameda Coun Flood Control District Approved by Signature:. Print Name: Daniel Woldesenbet Date: 3~~.l\.~ Agency/Dept. Head or Designee See Sale Somce Policy for assistance in completing this form posted at h :l/al web/ saimanualslm96 urstoc.htm. Approved by GSA-Purchasing Manager: -+---p=+p\~""",-,- \., r;...\j'" if N --:--""Dat.: 4(sit 0 P I:\OAP\Main Docs\UPM\SoleSourceForms'$oleSourceFo t'{m a Y~k1:::"f.4-t9 \... '} ~(j ~2"J);:!

4 e U OFFICE OF ACQUISITION POLICY (OAP) REOUEST FOR AUTHORIZATION TO WAIVE SLEB PROGRAM REOUIREMENTS* I'or ALL Requests over 53,000: Complete 1-9 & 10 belqw (First Source) if Qver $100,000, sign IIIJd print your name on line II, submit hard copy with supporting documentation for approval to GSA-OAP BusiDess Outreach Officer, QIC AND soft copy (PDF or Word) to nalda.neal@acgov,om. Upon approval, the procurement will be processed by GSA Purchasing. FQr Requests over $25,000, a SLEB Waiver Number will be issued. This number is required to enter a Procurement Contract in ALCOLINK. OAP will signed approvals (as appropriate, with Waiver Number) and denials to Requesting Departments, GSA Purchasing and Auditor Controller Office of Contract Compliance (OCC). 1. Please check appropriate box and complete department/cootact information below, I:8J Requesting Department 0 GSA Purchasing managing the cqmpetitive process DepartmentPublic Works Agency CQntact:Moses Tsang rnoses@acDwa.org TelephQne #: Daniel WQldeseubet Print NAme GSA OAP APR Recommended Non-SLED Veodor (Name):Pacific Gas and Electric RECEIVED Street Address: 1850 Gateway Blyd.. 8th 1'1 City, State & Zip: Concord, CA Total Contract Value:$24, Contract Term Start Date 4/13/10 End Date 12/31/20II One-Time Purchase 0 4. Procurement Type (check all appropriate boxes below): I:8JNew Contract DRenewal Contract DContractAmendment-Tenn DContractAmendment-Value DOther: 5, Goods/Services Procurement Description: PG&E must perform design on the 30" high pressure gas line reinforcement work 6. Briefexplanation of why goods/servtces are required: PG&E's 30" high pressure gas line requires reinforcement with a steel casing as a result of Flood Control District's proposed culvert improvement work 7. Date Goods/Services Needed: ~ a. What are the consequences if the date goods/services needed Is not met? The construction ofthe proposed culvert improvement project will be delayed. 8. Explanation of why the non-sled contractor/subcontractor (In #2 above) I. being recommended IlIIll why they are unable to subcontract with ASLED(s) for a minimum of 20%: PG&E owns the 30" high pressure gas transmission line and will not allow outside contractor to perfonn work on its facilities 9. Explain what attempts were made to locate a SLEB prime or subcontractor(.), Including: a. 0 Copies of bids received and/or detailed statement of efforts made to contact and negotiate with certified businesses, including list of SLEBs contacted, names of individuals, addresses, phqne numbers, dates contacted and bid prices IUI Iwl. b. List of items or selected portions of work proposed to be performed by certified business in order to increase the likelihood of achieving the stated goal: -:-:---:- :-::---;- --:---;- --;-;_--;----;- :-::----;- --;----;-...,..._..,..._ c. Description of information provided to certified contractors/subcqntractors regarding the plans, specifications and anticipated time schedule for portions of the work to be perfonned:pg&e will be Derfonning reinforcement design work with PG&E staff. 10. If the contract is over $100,000,1. the recommended vendor Able to comply with the First Source Program? Yes: 0 No: 0 IfNo, explain: _ Signature of AgencylDepartment Head or Designee or GSA Purchasing Manager (if GSA Purchasing managed the process) to the accuracy of the preceding statements, OAP to complete below: A. Request Approved: 12' Waiver Valid Through I!ii.t aii.2 J1/ SLED Waiver Number: I Reason: No Wh--r &r,ao.jr.<i.~~(nb B. Request Denied: 0 Reason: ~ ~q,-~ Approved by GSA-Office of Acqul.ltlon Polley (ReqUired) Date _ Procurements using FederalllTant fimds that prohibit geographical preferences require the Federal Grant Funds SLEB Waiver Request form tq be completed and submined for approval to the Auditor-Controller acc prior to soliciting bids/proposals and awarding contracts. See the Waiver Reguest Procedure for Federal Grant Funds Procurements in UPM (in the online County Document Center) for further infonnation or contact the OCC at(510) J,'DAP\MAIN DOCUMENTS\UPM\ SLED WAIVER Fonn\\IlA:qUCII for AUlhoriza,lon 10 Wai.. SLED Roqui..m"... _/ls1o<i

5 Pacific Gas and Electric Company Technical & Land Services 1850 Gateway Boulevard, 8 th Floor Concord, CA (925) (925) fax March 17,2010 County of Alameda Public Works Agency 399 Elmhurst Street Hayward, CA Attn. Mr. Moses Tsang, P.E RE: Proposed ACFCD Farwell Drive Crossing, Fremont Dear Moses: This letter is in response to our March 15, 2010 phone conversation regarding the subject ACFCD Farwell Drive Crossing in Fremont. You requested PG&E to review and development plans to protect our existing 3D" gas transmission line as it conflicts with the construction of your proposed Reinforced Concrete Box Culvert at Farwell Drive. You asked that we investigate the following: 1. Review the feasibility and costs to extend PG&E's existing 34" steel casing to accommodate the proposed box culvert. 2. Provide an estimate and time frames to accomplish Nos. 1 above. In order to proceed we will require an advance for the engineering and survey work to be performed. This estimated cost is $24, Please understand that this amount is an estimate only. The final cost of the survey and engineering work may be more or less and, except for any amount not spent, is non-refundable.

6 Mr. Moses Tsang March 17, 2010 Page 2 of 2 Should you withdraw from the project and our survey and engineering costs are then in excess of the amount advanced, you agree to pay the excess amount which will be due upon presentation of an invoice from PG&E. If the amount advanced is in excess of the amount actually used, PG&E will make a refund without interest. At your earliest convenience please forward the necessary advance payment and three sets of scaleable drawings of your most recent Farwell crossing plans in relationship to PG&E's gas transmission facilities to me, together with a letter outlining the precise work you wish performed. If you should have any further questions or concerns, please don't hesitate to call me at (925) Alan R. Spatcher Land Agent MyDoc:AlaCtyFarweIl01Iet.doc