HomeMy WebLinkAboutItem 19 - Amend Agreement with TR Holliman for Recycled Water Master Plan Public Works Agency
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Item # 19
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
January 19, 2021
TOPIC: Amend Agreement with TR Holliman for Recycled Water Master Plan
AGENDA TITLE:
Approve an amendment to the agreement with T.R. Holliman and Associates, Inc. to
expand the scope of work for preparation of the Recycled Water Master Plan, increase
the agreement amount by $242,418 for a total amount not to exceed $442,418, and
extend the term from February 19, 2021 through February 19, 2023 (Non-General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute an amendment to the agreement with T.R.
Holliman and Associates, Inc. to include additional scope of work in the preparation of the
Recycled Water Master Plan, increase the agreement amount by $242,418, which
includes a $220,380 increase plus a contingency of $22,038, for a total amount not to
exceed $442,418, and extend the term of the agreement from February 19, 2021 to
February 19, 2023, subject to non-substantive changes approved by the City Manager
and City Attorney.
DISCUSSION
The City of Santa Ana receives recycled water from the Orange County Water District
(OCWD) recycled water system Green Acres Project (GAP). GAP is a water reuse effort
that provides recycled water for landscape irrigation for medians, parks, schools, and golf
courses; industrial uses such as carpet dying; toilet flushing; and power generation
cooling. The existing recycled water distribution system exists in only a small portion of
the City and is wholly owned and operated by OCWD.
In order to increase the recycled water availability and usage in the City, staff
recommends approving the agreement amendment (Exhibit 1) with T.R. Holliman and
Associates, Inc. to expand the previous scope of work to identify 35 connections and four
City medians for potential conversion to recycled water, and provide for the technical
support required to facilitate the conversions. The expanded scope of work will also
deliver verified profiles of each of the City’s current recycled water customers, including
evaluations of conformance with applicable requirements and regulations. Staff also
Amend Agreement with TR Holliman for Recycled Water Master Plan
January 19, 2021
Page 2
1
9
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recommends increasing the agreement amount and extending the term to allow sufficient
funding and time for the project.
FISCAL IMPACT
Funding for the amendment to the agreement of $242,418 is budgeted and available in
the Fiscal Year 2020-21 Water Administration & Engineering account (No. 06017645-
62300), and will be budgeted in future fiscal years as indicated below:
Fiscal
Year
Accounting
Unit -
Account No.
Fund
Description
Accounting Unit - Account
No. Description Amount
FY 2020-
21
06017645-
62300 Water
Water Administration &
Engineering, Contract Services-
Professional
$42,000
FY 2021-
22
06017645-
62300 Water
Water Administration &
Engineering, Contract Services-
Professional
$100,000
FY 2022-
23
06017645-
62300 Water
Water Administration &
Engineering, Contract Services-
Professional
$100,418
Total
$242,418
EXHIBIT(S)
1. Amendment to Agreement with T.R. Holliman and Associates, Inc.
Submitted By:
Nabil Saba, Executive Dir Public Works
Approved By: Kristine Ridge, City Manager
Page 1 of 2
FIRST AMENDMENT TO AGREEMENT FOR PREPARATION OF
RECYCLED WATER MASTER PLAN
THIS FIRST AMENDMENT to the above-referenced agreement is entered into on January 19,
2021, by and between T.R. Holliman and Associates, Inc. (“Consultant”), and the City of Santa
Ana, a charter city and municipal corporation organized and existing under the Constitution and
laws of the State of California (“City”).
RECITALS
A. The parties entered into Agreement No. A-2018-029, dated February 20, 2018, by which
Consultant agreed to prepare a Recycled Water Master Plan for the Water Resources
Division of the Public Works Agency (“Agreement”).
B. The Agreement remains in effect through February 19, 2021, with provision for extension.
C. The parties now wish to extend the term of the Agreement, expand the scope of work, and
increase the amount to be expended under the Agreement in consideration of the expanded
scope.
The Parties therefore agree:
1. Section 1, Scope of Services, is amended to include the scope of services described on Exhibit
A.
2. Section 2.a., Compensation, is amended to increase the total sum to be expended under the
term of the Agreement by $242,418, which is comprised of (1) the base sum of $220,380 plus
(2) a contingency in the amount of $22,038 for additional services at the City’s sole discretion.
3. Section 3, Term, is amended to extend the term of the Agreement through February 19, 2023.
4. Except as modified by this First Amendment, all terms and conditions of the Agreement shall
remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the
Agreement on the date and year first written above.
ATTEST CITY OF SANTA ANA
_______________________________ ______________________________
Daisy Gomez Kristine Ridge
Clerk of the Council City Manager
EXHIBIT 1
Page 2 of 2
APPROVED AS TO FORM CONSULTANT
Sonia R. Carvalho
City Attorney
By:___________________________
John M. Funk
Senior Assistant City Attorney
_______________________________
By: Thomas R. Holliman, PE
Title: President/Managing Engineer
RECOMMENDED FOR APPROVAL
________________________________
Nabil Saba
Executive Director
Public Works Agency
City of Santa Ana Recycled Water Master Plan – Amendment No. 1
Exhibit A P a g e | 1
AMENDMENT NO. 1 TO AGREEMENT FOR PREPARATION OF RECYCLED WATER
MASTER PLAN BETWEEN CITY OF SANTA ANA AND T.R. HOLLIMAN AND
ASSOCIATES, INC.
Exhibit A
Scope of Work for Consulting Services
Additional Recycled Water Use Sites and City of Santa Ana Medians
The City of Santa desires to have all of its existing recycled water use sites evaluated, and all
information related to the use of recycled water verified and documented. In addition, the City
desires to have additional properties close to the Green Acres Project (GAP) pipeline connected
to the GAP to provide recycled water. TRHA identified thirty-five (35) potential connections, and
four (4) City medians which are adjacent to the GAP and could be converted by installing a
standard City water connection and meter. These sites were identified in the Phase 1 group of
sites in the City’s Recycled Water Master Plan, prepared by TRHA.
The City has requested that TRHA provide the necessary technical support to complete the
conversions, as well as verify that all required information has been obtained and documented for
the City’s existing recycled water customers from the GAP.
It is assumed that each site is individually owned and that each site will be converted separately
from the other. The conversion work with consist of the following tasks and related items for each
commercial conversion site, it is assumed that the City medians will require less effort to convert
but will still include many of the elements of the commercial site conversion. The hours for
converting the medians is shown in the combined cost estimate for this work in Attachment B.
Task 1: Project Management and Coordination
1.Develop, maintain, and distribute a Project Schedule through completion of the project
and activation of recycled water.
2.Attend Project Management and Coordination meetings. Assume four (4) one-hour
meetings.
3.Prepare monthly progress reports which will be e-mailed to the City Project Manager.
Task 2: Existing Recycled Water Customer Inventory
The City wants to have a complete and verified profile for each of its existing recycled water
customers. To complete this task TRHA will complete the following work items.
1.Review customer information from the City of Santa Ana including customer account
information for all existing recycled water customers being served by the GAP pipeline.
2.Field verify owner information including Owner’s name, key contact information, location
of recycled water connection and potable connection including GPS location of service
connections, name, and contact information for the Onsite Supervisor for each existing
site.
3.Provide a complete and verified MER supplement for each existing recycled water
customer.
City of Santa Ana Recycled Water Master Plan – Amendment No. 1
Exhibit A P a g e | 2
Task 3 - Verification of Regulatory Compliance – Existing Recycled Water Customers
To ensure that all existing recycled water customers are operating their systems in conformance
with City, OCWD, and DDW requirements TRHA will perform the following items.
1.Perform site inspections to confirm that each existing recycled water site is following City
of Santa Ana, OCWD, and DDW requirements including color coding, signs, Onsite
Supervisor verification, delineated use areas, etc.
2.Identify any non-compliance areas and work with Owner and City representatives to
correct.
3.Provide statement that effective the date of the inspections that the use site is following
all regulatory requirements.
4.Optional task – assist, and/or perform cross connection and overspray inspections.
Task 4 - Identification of additional recycled water customers along Green Acres Project (GAP)
pipeline
The City would like to evaluate the potential for adding new users to their existing recycled
water users, to accomplish TRHA will complete the following tasks.
1.Using the City’s Recycled Water Master Plan as a base, TRHA will review all the
potential recycled water users which can be connected directly to the GAP pipeline by
means of a standard City service connection. For those users, TRHA will field verify
the domestic water and irrigation water (if available) meter locations and provide GPS
coordinates. TRHA has identified thirty-five (35) potential commercial customers
along the GAP and four (4) City medians.
2.TRHA will also evaluate any potential “clusters” of customers which might be served
from a short extension lateral from the GAP pipeline. In those cases, TRHA will identify
the potential construction cost and the total amount of recycled water that could be
delivered through the lateral extension. It is expected that the laterals will be limited
to a maximum of 500 feet from the GAP pipeline.
3.TRHA will provide the City with a map showing the location of the thirty-five (35)
potential commercial customers, and the four (4) City Medians.
4.From the list of thirty-five potential conversions, TRHA will recommend ten sites for
conversion, plus the four City Medians for a total of fourteen (14) sites.
5.TRHA will make an initial contact with all City approved potential customers to verify
ability to use recycled water (no conflicts with customer’s existing operations) and
gather key contact information.
6.TRHA will provide the City with a final report indicating the recommended location of
the ten (10) new recycled water customers from the GAP pipeline, and the City
approved “clusters”, and four (4) City Medians. This will include a cost per customer
for the service connections and onsite conversion work, with all required
documentation.
City of Santa Ana Recycled Water Master Plan – Amendment No. 1
Exhibit A P a g e | 3
Task 4.1 Conduct Site Assessments. The following tasks will be completed for each of the
recommended fourteen (14) sites.
Task 4.1.1 – Site Assessment
1.Assess the commercial site to understand the various water systems (potable,
non-potable (industrial), irrigation and recycled) as it relates to the converting to
the use of recycled water.
2.Assess the existing backflow preventions device(s) and any other information
pertinent to converting to the use of recycled water.
3.Determine what improvements need to be made to complete the conversion. The
primary focus for this is on cross-connection/separation and Title 22 compliance.
4.Provide GPS coordinates for the domestic water meter, irrigation control valves,
and quick couplers.
Task 4.1.2 – Technical Memorandum
Provide the City with a Draft Technical Memorandum and draft schematic describing the
needed changes. This Draft Technical Memorandum will be the basis of a Master
Engineers Report supplement.
Task 4.1.3 - On-Site Conversion Drawings
Prepare final schematics of the potable, non-potable (industrial), irrigation and recycled
water systems in the areas of concern to convey the current and proposed condition for
each site.
Task 4.1.4 - Conduct Preliminary Cross Connection Test
Conduct a preliminary cross-connection test at the site to confirm the on-site conversion
drawings are correct and accurate. The preliminary cross connection test will be an
abbreviated shutdown test to determine the presence of a cross connection only. The
shutdown test required for final certification of the site will be completed in Task 4.1.9.
Task 4.1.5 - MER Supplement
1.Prepare Master Engineers Report (MER) Supplement
Prepare a MER supplement for the site for submission by the City to the State Water
Resource Control Board - Division of Drinking Water (DDW) and Orange County
Healthcare Agency (OCHCA) for approval. Provide to City and the site owner for
review and comment.
2.Incorporate comments and finalize supplement
Incorporate comments and provide to City for submittal to the DDW and OCHCA for
review and comment.
Task 4.1.6 - Assist with Obtaining Permit(s) and Regulatory Approval
1.Provide technical assistance to the site owner as they obtain permit(s) from the
City of Santa Ana.
2.Provide technical assistance to the site owner with questions/comments from DDW
on the Engineering Reports.
City of Santa Ana Recycled Water Master Plan – Amendment No. 1
Exhibit A P a g e | 4
3.Incorporate comments from DDW/OCHCA into the Engineering Reports to obtain
approval.
Task 4.1.7 - General Engineering Support
Provide general engineering support. Assume 8 hours.
Task 4.1.8 - Construction Oversight
1.Oversee retrofit construction
Oversee retrofit construction work by Contractor, coordinate with site owner &
Contractor to achieve compliance with recycled water regulations and document
progress with field notes / photographs. This will include obtaining GPS coordinates
for the potable water meter, recycled water meter, irrigation control valve boxes, quick
couplers, hose bibbs, and other related appurtenances.
2.DDW and OCHCA Coordination Meetings
Arrange and attend meeting(s) with the owner, City, DDW and or OCHCA to address
issues as they arise during construction. Assume two (2) meetings at 2 hours each.
Task 4.1.9 - Final Cross Connection Testing
Participate in the final cross connection testing with DDW, OCHCA, and City
representation to obtain final project approval.
Task 4.1.10 - Facilitate Grant Application (Optional Task)
Assist the site owner with application for Metropolitan Water District of Southern
California’s On-Site Retrofit Program (http://www.bewaterwise.com/on-site-retrofit-
program.html).
Task DescriptionT. Holliman, PE Project Mgr. ($180/hr)CAD Designer ($90/hr)John Robinson, Principal Planner ($150/hr)GPS Field Tech (SUB) $125/hrAdmin/Clerical ($75/hr)Total Hours Total Fee Task 1: Project Management and Coordination1. Develop, maintain, and distribute a Project Schedule through completion of the project and activation of recycled water.4116945$ 2. Attend Project Management and Coordination meetings. Assume four (4) one-hour meetings.4481,320$ 3. Prepare monthly progress reports which will be e-mailed to the City Project Manager.213435$ Subtotal Task 1: 10050217 $ 2,700 Task 2: Existing Recycled Water Customers (23 use sites)1. Review existing customer information (2 hrs. per customer)464507,200$ 2. Field verify and document all onsite information (2 hrs. per site)46466,900$ 3. Provide complete and verified MER supplement for each existing use site (2 hrs. per site)464508,580$ Subtotal Task 2:4609208146 $ 22,680 Task 3 : Verification of Regulatory Compliance for Existing Customers (23 use sites)1. Perform site inspections to confirm each site is in conformance with City, OCWD, and DDW requirements (2 hrs. per site)46466,900$ 2. Identify any non-compliance issues and work with owners to correct (2 hrs. per site)46466,900$ 3. Provide statement that effective the date of the inspections the sites were in compliance 23234,140$ Subtotal Task 3:2309200115 $ 17,940 4.Optional Task - perform cross connection testing and overspray inspections (2 hrs per site)46466,900$ Task 4: Conduct Site Assessment (10 commercial sites plus 4 City medians, estimate assumes 12 sites with each median equal to 0.50 commercial sites)Task 4.1 – Site Assessment1. Assess the commercial site to understand the various water systems (potable, non-potable (industrial), irrigation and recycled) as it relates to the converting to the use of recycled water.1 4 5 780$ 2. Assess the existing backflow preventions device(s) and any other information pertinent to converting to the use of recycled water.123480$ 3. Determine what improvements need to be made to complete the conversion. The primary focus for this is on cross-connection/separation and Title 22 compliance.1 4 5 780$ Task 4.2 – Technical MemorandumProvide the City with a Draft Technical Memorandum and draft schematic describing the needed changes. This Draft Technical Memorandum will be the basis of a MER Supplement.481131,515$ Task 4.3: On-Site Conversion DrawingsPrepare final schematics of the potable, non-potable (industrial), irrigation and recycled water systems in the areas of concern to convey the current and proposed condition for each site.1324373,660$ Task 4.4: Conduct Preliminary Cross Connection TestConduct a preliminary cross-connection test at the site to confirm the on-site conversion drawings are correct and accurate. The preliminary cross connection test will be an abbreviated shutdown test for cross connection only. The extended period shutdown test required for final certification of the site will be completed in Task 4.9.2 2 300$ Task 4.5: MER SupplementTask 4.5.1 – Prepare SupplementPrepare MER Supplement for each site for submission by the City to the State Water Resource Control Board - Division of Drinking Water (DDW) and Orange County Healthcare Agency (OCHCA) for approval. Provide to City and the site owner for review and comment. 1 2 8 1 12 1,555$ Task 4.5.2 – Incorporate comments and finalize reportIncorporate comments and provide to City for submittal to the State Water Resource Control Board - Division of Drinking Water (DDW) and Orange County Health Care Agency (OCHCA) for review and comment. 12 216735$ Task 4.6: Assist with Obtaining Permit(s) and Regulatory Approval1. Provide technical assistance to the site owner as they obtain permit(s) from the City of Santa Ana.415675$ 2. Provide technical assistance to the site owner with questions/comments from DDW on the Engineering Reports.123480$ 3. Incorporate comments from DDW/OCHCA into the Engineering Report to obtain approval.1214555$ Task 4.7: General Engineering SupportProvide general engineering support. Assume 8 hours. 22 360$ Task 4.8: Construction OversightCity of Santa Ana Recycled WExhibit BUnit Cost Estimate for Each Use SiteNovember 9, 2020Prepared by: T. R. HollimanPage 1 of 1
Task 4.8.1 – Oversee retrofit constructionOversee retrofit construction work by Contractor, coordinate with site owner & Contractor to achieve compliance with recycled water regulations and document progress with field notes / photographs.8 8 1,200$ Task 4.8.2 – Coordination MeetingsArrange and attend meeting(s) with the owner, City DDW or OCHCA to address issues as they arise during construction.1 4 5 780$ Task 4.9: Final Cross Connection TestingParticipate in the final cross connection testing with DDW, OCHCA, and City representation to obtain final project approval. 6 6 900$ Total:15 42 46 8 5 116 14,755 Task 10: Facilitate Grant Application (OPTIONAL TASK)Assist the site owner with application for MWD’s On-Site Retrofit Program.8 8 1,200$ TOTAL AMENDMENT TASKS 1 - 4 Task 1 $ 2,700 Task 2 $ 22,680 Task 3 $ 17,940 Task 4 (12 sites) $ 177,060 Total $ 220,380 November 9, 2020Prepared by: T. R. HollimanPage 1 of 1