HomeMy WebLinkAbout25D - AGMT - WATER SYS COMPUTER SRVSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
FEBRUARY 18, 2014
TITLE:
AGREEMENT WITH IDMODELING, INC.,
FOR WATER SYSTEM COMPUTER
MODELING SERVICES
CITY MANA ER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
❑ As Recommended
❑
As Amended
❑
Ordinance on 1" Reading
❑
Ordinance on 2nd Reading
❑
Implementing Resolution
❑
Set Public Hearing For
CONTINUED TO
FILE NUMBER
Authorize the City Manager and Clerk of the Council to execute an agreement with IDModeling
Inc., subject to nonsubstantive changes approve d
provide water system computer modeling services,
one -year renewals authorized by the City Manager,
DISCUSSION
1
by the City Manager and City Attorney, to
for a one -year period with provisions for three
in an amount not to exceed $300,000.
Approval of this recommended action will allow the evaluation and analysis of the City's water
system for reliability, system hydraulic operations, and future needs. The City's water enterprise
provides water to all of Santa Ana's residents and businesses, and it is vital that water system
management activities incorporate industry best practices. An important industry best practice is
to create a water system hydraulic computer model that utilizes technology to optimize daily
operations and to plan for future capital improvement projects.
Staff prepared a Request for Proposals (RFP) for the development and calibration of a
computerized water system model, and issued the RFP on November 6, 2013. The RFP was
posted on the City's website and sent to six qualified firms. Three responses were received and
evaluated by a selection committee
firms scored above the minimum
proposed fees of the three firms.
Firm
IDModeling, Inc.
RBF Consulting
Black and Veatch, Inc.
comprised of personnel from the Public Works Agency. All
acceptable score of 70. Listed below are the ratings and
Score
94
84
79
25D -1
Base Fee
$215,885
$249,640
$229,926
Agreement with IDModeling, Inc. For
Water System Computer Modeling
February 18, 2014
Page 2
Based on the rankings, staff recommends that IDModeling, Inc., be retained to provide water
system computer modeling services. The proposal contained a clear path toward achieving the
City's goals and objectives as required by the RFP. Additionally, the proposed plan includes four
value -added analyses — fire flow analysis, criticality analysis, water quality analysis, and energy
analysis — to be provided upon completion of the project. The additional cost of $76,515 above
the base fee is within budgetary limits.
IDModeling, Inc., is a leading expert in the field of water modeling and has a proven record of
successful water system computer modeling services nationwide. The company has recently
worked with the Cities of Indio, Lakewood, Arcadia, and Anaheim, constructing water system
computer models or providing updates to existing models.
ENVIRONMENTAL IMPACTS
There is no environmental impact associated with this action.
FISCAL IMPACT
Funds are available in the Water Administration and Engineering Account (No. 06017645 - 62300).
APPROVED AS TO FUNDS AND ACCOUNTS:
WN
Edwin "William" Galve , .E. Francisco Gutierrez
Interim Executive Pifector Executive Director
Public Works Age cy Finance & Management Services Agency
EG /NS /AF
Exhibits: 1. Contract Agreement
25D -2
AGREEMENT FOR PROVISION OF
PROFESSIONAL SERVICES
THIS AGREEMENT, made and entered into this 18th day of February, 2014, by and
between IDModeling, Inc., a California corporation (hereinafter "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 (hereinafter "City ").
RECITALS
A. The City desires to retain a consultant having special skill and knowledge in the field of
water system computer modeling services.
B. Consultant represents that Consultant is able and willing to provide such services to the
City.
C. In undertaking the performance of this Agreement, Consultant represents that it is
knowledgeable in its field and that any services performed by Consultant under this
Agreement will be performed in compliance with such standards as may reasonably be
expected from a professional consulting firm in the field.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the
terns and conditions hereinafter set forth, the parties agree as follows:
1. SCOPE OF SERVICES
Consultant shall provide all labor, materials, tools, equipment, services and incidental
customary work required to fully and adequately create a Santa Ana water system hydraulic
computer model, as set forth in Consultant's Proposal, attached hereto as Exhibit A.
Additionally, Consultant will provide a Fire Flow Analysis, Criticality Analysis, Water Quality
Analysis and Energy Analysis, as described in Exhibit A.
2. OWNERSHIP OF MATERIALS
This Agreement creates a non - exclusive and perpetual license for City to copy, use,
modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property
embodied in plans, specifications, studies, drawings, estimates, and other documents or works of
authorship fixed in any tangible medium of expression, including but not limited to, physical
drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared
or caused to be prepared by Consultant under this Agreement ( "Documents & Data "). Consultant
shall require all subcontractors to agree in writing that City is granted a non - exclusive and
perpetual license for any Documents & Data the subcontractor prepares under this Agreement.
Consultant represents and warrants that Consultant has the legal right to license any and all
Documents & Data. Consultant makes no such representation and warranty in regard to
Documents & Data which were provided to Consultant by the City. City shall not be limited in
any way in its use of the Documents and Data at any time, provided that any such use not within
the purposes intended by this Agreement shall be at City's sole risk.
3. COMPENSATION
a. City agrees to pay, and Consultant agrees to accept as total payiment for its services for
City, the rates and charges identified in Exhibit B, attached hereto and incorporated by reference.
The total sum to be expended by City under this Agreement shall not exceed $300,000.00 during
the term of this Agreement.
Exhibit 1
25D -3
b. Invoices
i. Consultant shall submit a monthly invoice by the fifteenth of the month to the
City for the services rendered in the prior month.
ii. All invoices for work performed under this Agreement shall be submitted in a
format approved by the City. Invoices shall include the following information at a
minimum:
(a) Consultant's invoice number
(b) Beginning and ending dates for services
(c) City project number and/or name (if applicable)
(d) Work site address /location (if applicable)
(e) Tasks or deliverables completed, and percentage ( %) of total services
completed.
c. City shall, within 45 days of receiving such statement, review the statement and pay all
approved charges thereon.
4. TERM
This Agreement shall commence on the date first written above and terminate on
December 31, 2014, unless terminated earlier in accordance with Section 14, below. The term of
this Agreement may be extended by a writing executed by the City Manager and the Consultant.
5. INDEPENDENT CONTRACTOR
Consultant shall, during the entire term of this Agreement, be construed to be an
independent contractor and not an employee of the City. This Agreement is not intended nor
shall it be construed to create an employer - employee relationship, a joint venture relationship, or
to allow the City to exercise discretion or control over the professional manner in which
Consultant performs the services which are the subject matter of this Agreement; however, the
services to be provided by Consultant shall be provided in a manner consistent with all applicable
standards and regulations governing such services. Consultant shall pay all salaries and wages,
employer's social security taxes, unemployment insurance and similar taxes relating to employees
and shall be responsible for all applicable withholding tuxes.
6. INSURANCE
Prior to undertaking performance of work under this Agreement, Consultant shall
maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described
below:
a. Commercial General Liability Insurance. Consultant shall maintain commercial
general liability insurance which shall include, but not be limited to protection against claims
arising from bodily and personal injury, including death resulting therefrom and damage to
property, resulting from any act or occurrence arising out of Consultant's operations in the
performance of this Agreement, including, without limitation, acts involving vehicles. The
amounts of insurance shall be not less than the following: single limit coverage applying to bodily
and personal injury, including death resulting therefrom, and property damage, in the total
amount of $1,000,000 per occurrence, and in the aggregate. Such insurance shall (a) name the
City, its officers, employees, agents, volunteers and representatives as additional insured(s); (b)
be primary and not contributory with respect to insurance or self - insurance programs maintained
by the City; and (c) contain standard separation of insured's provisions.
25D -4
b. Business automobile liability insurance, or equivalent form, with a combined single
limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for
owned, hired and non -owned automobiles.
c. Worker's Compensation Insurance. In accordance with the provisions of Section 3300
of the Labor Code, Contractor, if Contractor has any employees, is required to be insured against
liability for worker's compensation or to undertake self - insurance. Prior to commencing the
performance of the work under this Agreement, Contractor agrees to obtain and maintain any
employer's liability insurance with limits not less than $1,000,000 per accident.
d. Professional liability (errors and omissions) insurance, with a combined single limit of
not less than $1,000,000 per claim.
e. The following requirements apply to the insurance to be provided by Consultant
pursuant to this section:
i. Contractor shall maintain all insurance required above in full force and effect for
the entire period covered by this Agreement.
ii. Certificates of insurance shall be furnished to the City upon execution of this
Agreement and shall be approved in form by the City Attorney.
iii. Certificates and policies shall state that the policies shall not be cancelled or
reduced in coverage or changed in any other material aspect without thirty (30)
days prior written notice to the City.
f If Contractor fails or refuses to produce or maintain the insurance required by this
section or fails or refuses to famish the City with required proof that insurance has been procured
and is in force and paid for, the City shall have the right, at the City's election, to forthwith
terminate this Agreement. Such termination shall not affect Contractor's right to be paid for its
time and materials expended prior to notification of termination. Contractor waives the right to
receive compensation and agrees to indemnify the City for any work performed prior to approval
of insurance by the City.
INDEMNIFICATION
To the fullest extent permitted by law, Consultant shall indemnify, defend and hold
harmless City, its officers, agents and employees (collectively, the "indemnified parties ") from
and against any and all claims (including, without limitation, claims for bodily injury, death or
damage to property), demands, obligations, damages, actions, causes of action, suits, losses,
judgments, fines, penalties, liabilities, costs and expenses (including, without limitation,
attorney's fees, disbursements and court costs) of every kind and nature whatsoever (individually,
a claim; collectively, "claims "), which may arise from or in any manner related (directly or
indirectly) to any work performed or services provided under this Agreement (including, without
limitation, defects in workmanship and /or materials) or Consultant's presence or activities
conducted performing the work (including the negligent and/or willful acts, errors and /or
omissions of Consultant, its principals, officers, agents, employees, vendors, suppliers,
contractors, subcontractors, anyone employed directly or indirectly by any of them or for whose
acts they may be liable for any or all of them). Notwithstanding the foregoing, nothing herein
shall be construed to require Consultant to indemnify the indemnified parties from any claim
arising from the sole negligence or willful misconduct of the indemnified parties. This indemnity
shall apply to all claims and liability regardless of whether any insurance policies are applicable.
The policy limits do not act as a limitation upon the amount of indemnification to be provided by
the Consultant.
25D -5
8. LAWS AND REGULATIONS
Consultant shall keep itself fully informed of and in compliance with all local, state and
federal laws, rules and regulations in any manner affecting the performance of the Project or the
services and shall give all notices required by law. Consultant shall be liable for all violations of
such laws and regulations in connection with services. If the Consultant performs any work
knowing it to be contrary to such laws, rules and regulations and without giving written notice to
the City, Consultant shall be solely responsible for all costs arising wherefrom. Consultant shall
defend, indemnify and hold City, its officials, directors, officers, employees and agents free and
harmless, pursuant to the indemnification provisions of this Agreement, from any claim or
liability arising out of any failure or alleged failure to comply with such laws, rules or regulations.
9. CONFIDENTIALITY
If Consultant receives from the City information which due to the nature of such
information is reasonably understood to be confidential and/or proprietary, Consultant agrees that
it shall not use or disclose such information except in the performance of this Agreement, and
further agrees to exercise the same degree of care it uses to protect its own information of like
importance, but in no event less than reasonable care. "Confidential Information" shall include
all nonpublic information. Confidential information includes not only written information, but
also information transferred orally, visually, electronically, or by other means. Confidential
information disclosed to either party by any subsidiary and/or agent of the other party is covered
by this Agreement. The foregoing obligations of non -use and nondisclosure shall not apply to
any information that (a) has been disclosed in publicly available sources; (b) is, through no fault
of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the
Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of
law; or (e) is independently developed by the Consultant without reference to information
disclosed by the City.
10. CONFLICT OF INTEREST CLAUSE
Consultant covenants that it presently has no interests and shall not have interests, direct
or indirect, which would conflict in any manner with performance of services specified under this
Agreement.
11. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this
Agreement shall be in writing and shall be deemed to be properly given if delivered in person or
mailed by first class or certified mail, postage prepaid, or sent by telefacsimile or other
telegraphic communication in the manner provided in this Section, to the following persons:
To City: Cleric of the City Council
City of Santa Ana
20 Civic Center Plaza (M -30)
P.O. Box 1988
Santa Ana, CA 92702 -1988
Fax 714- 647 -6956
With courtesy copy to: Executive Director of Public Works
City of Santa Ana
Attn: Design Engineering
20 Civic Center Plaza (M -36)
P.O. Box 1988
Santa Ana, California 92702
25D -6
Fax 714 - 647 -5635
To Consultant: IDModeling, Inc.
55 E. Huntington Drive, Suite 130
Arcadia, CA 91005
Fax 626 - 244 -0702
A party may change its address by giving notice in writing to the other party. Thereafter,
any communication shall be addressed and transmitted to the new address. If sent by mail,
communication shall be effective or deemed to have been given three (3) days after it has been
deposited in the United States mail, duly registered or certified, with postage prepaid, and
addressed as set forth above. If sent by telefacsimile, communication shall be effective or
deemed to have been given twenty -four (24) hours after the time set forth on the transmission
report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of
calculating these time frames, weekends, federal, state, County or City holidays shall be
excluded.
12. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and
Consultant, and supersedes any and all other agreements, oral or written, between the parties. In
the event of a conflict between the terms of this Agreement and any attachments hereto, the terms
of this Agreement shall prevail. This Agreement may not be modified except by written
instrument signed by the authorized representatives of the parties. The parties agree that any
terms or conditions of any purchase order or other instrument that are inconsistent with, or in
addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City.
Each party to this Agreement acknowledges that no representations, inducements, promises or
agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any
party, which is not embodied herein.
13. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Consultant,
Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior
written consent of the City and any such assignment, transfer, delegation or subcontract without
the City's prior written consent shall be considered null and void. Nothing in this Agreement shall
be construed to limit the City's ability to have any of the services which are the subject to this
Agreement performed by City personnel or by other consultants retained by City.
14. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of
termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant
compensation for all services performed by Consultant prior to receipt of such notice of termination,
subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Consultant to deliver
to the City all work product completed as of such date, and in such case such work product shall be
the property of the City unless prohibited by law, and Consultant consents to the City's use thereof
for such purposes as the City deems appropriate.
b. Payment need not be made for work which fails to meet the standard of performance
specified in the Recitals of this Agreement.
25D -7
15. DISCRIMINATION
Consultant shall not discriminate because of race, color, creed, religion, sex, marital
status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by
applicable law, in the recruitment, selection, training, utilization, promotion, termination or other
employment related activities. Consultant affirms that it is an equal opportunity employer and
shall comply with all applicable federal, state and local laws and regulations.
16. JURISDICTION - VENUE
This Agreement has been executed and delivered in the State of California and the
validity, interpretation, performance, and enforcement of any of the clauses of this Agreement
shall be determined and governed by the laws of the State of California. The parties further agree
that Orange County, California, shall be the venue for any action or proceeding that may be
brought or arise out of, in connection with or by reason of this Agreement.
17. PROFESSIONAL LICENSES
Consultant shall, throughout the term of this Agreement, maintain all necessary licenses,
permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder
and required by the laws and regulations of the United States, the State of California, the City of
Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and
in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and
exemptions. Said inability shall be cause for termination of this Agreement.
18. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature herein below has the power,
authority and right to bind their respective parties to each of the terms of this Agreement, and shall
indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to
City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn.
b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set
forth in the body of this Agreement.
25D -8
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year
first above written.
ATTEST:
MARIA D. HUIZAR
Clerk of the Council
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney
By:
Laura Sheedy
Assistant City Attorney
RECOMMENDED FOR APPROVAL:
EDWIN "WILLIAM" GALVEZ, P.E.
Interim Executive Director
Public Works Agency
CITY OF SANTA ANA
DAVID CAVAZOS
City Manager
IDMODELING, INC.
PAUL HAUFFEN
President
25D -9
EXHIBIT A
SCOPE OF SERVICES
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Exhibit A
Project Mission Statement
Utilize the Hydraulic Model to add value to the
City of Santa Ana's (City) water business by
offering insight and foresight into operational
and planning decisions.
Key Objectives
The key objectives of this water System Computer
Modeling Project (Project) include:
1. Building an accurate, operational hydraulic
model which the City can use to confidently plan
and operate Its water system.
2. Calibrating the model to consistently achieve
regulatory compliance, assure pipeline capacity
for consistent, acceptable customer service, and
optimize operations to reduce wear on facilities
and operational spending.
3, Analyzing (Value Add) the water system model
by applying planning and operational criteria.
Results of these analyses will be directly
applicable to the City's Water Master Plan, and
provide insight into fire flow deficiencies,
locations of vulnerability, potential Hushing areas,
and system bottlenecks to reduce energy spend.
Build — Calibrate - Analyze — will be consistent
themes throughout this proposal, Our phased project
approach will continue to support this focus.
IDM proposes an approach to support and reinforce
this Project's Mission Statement and Key Objectives.
This section of our proposal will discuss the primary
drivers to support the Scope of work in the City's RFP.
I
1, Data Collection using a proven Data Request List
(DRL) and a review of system hydraulics to ensure
model convergence, and support calibration.
1 Planl establishes assumptions and methodology
for foundational elements of this Project.
3. Build a Robust Hydraulic Model, considering the
hydraulic sensitivity of the City's water system.
4, Plant & Calibrate establishes the process,
resources, and goals for model calibration &
calibrates to acceptable tolerances for Planning
and Operational applications.
5, Analyze the calibrated hydraulic model toensure
water system capacity and efficiency.
8. Deliver a sustainable solution for the City's
ongoing hydraulic modeling, training Included.
Using this approach and our proposed Project
Workplan (Figure 1, below), IDM will "create accurate
and robust analysis tools for detailed operational and
planning analysis.
FIGURE J — PROJECT IMPLEMENTATION PLAN
We can be more, tagotner.
25D -11
APr
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0 To Build a calibrated hydraulic
model requires multiple City data
sources to be Involved. The City
has provided its GIs, which
Included the water network layer,
facility locations, water quality,
and leakage history. Additionally, the City has
provided consumption data, sampled and
summarized from Its largest users.
Data Collection. To achieve the mission
statement of this project and key objectives,
assessment requires a thorough review of the
different facets of City data that touch and impact the
hydraulic model, including the following:
• GIs
• Consumption
• Operational data
• SCADA
• System Hydraulics
Data observations: The RFP references Top 15 users,
and the Top 10 service meters were provided. The
accuracy of this data may be in error, For instance,
one of the top 10 users provided, "Chroma systems"
has 8 different meters, all with the same address, that
are located at eight different locations across the
service area. These meters are called out as
commercial with dumpster, single family dwelling,
apartments with dumpster, and reclaimed water,
'Chrome Systems" appears to be industrial. IDM has
assumed that the City will provide updated service
meter data information for demand allocation,
especially cor sidering cop 15 users,
t Plen1: This stage of the project represents
foundational planning, which will be used as the basis
for hydraulic model calibration and future analysis.
� Technical Memorandum (TM) #1 —
Performance Cdter1w Planning and
operational criteria will he used to
identify hydraulic deficlencles and
modes of operations for subsequent
calibrations and analyses, The performance criteria
1 will determine levels of service and direct the focus of
1 improvements relative to deficiencies, and fire flows
2h
will drive capacity requirements. As such, planning is
required to understand and define the City's
performance criteria, and fire flow requirements,
IDM will utilize the City's past Master Plans,
performance criteria from comparable systems, and
conversations with Engineering and Operations staff
to understand acceptable levels of service, IDM will
establish criteria for planning, including pipeline
velocities, headless, and service pressures. IDM will
also determine operational criteria for facilities,
in hAding frequency of runtimes, tank drain rates, low
alarm levels, acceptable water age across the system,
Additionally, IDM will coordinate with Orange County
Water District to Identify the City's current existing
pumping allocation, and utilize this as a criteria for
future operational scenarios,
Technical Memorandum (TM) #2 —
Hydraulic Model Development Best
Practices, IDM will recommend best
practices for model development to
ensure a hydraulic model that
converges consistently (le, generates reasonable
results vs. producing errors due to disconnects and
imbalanced simulations).
Model Development, Hydraulics, and Model
Software Observations: Hydraulic grade lines, sound
operational logic controls, hydraulically balanced
control valve settings, and most recent pump
efficiency tests are at the root of consistent,
successful model simulations and convergence, The
City of Santa Ana experiences aver pump cycling due
to pressurized operations with limited extended
gravity storage for the system to "breathe ".
With such constraints, operational logic controls on
pumps, settings on valves, and pump curves play a
hyper=sensitive role In system and hydraulic model
convergence..
IDM will evaluate the hydraulics of the system
from an operational perspective, while also
adjusting hydraulic modeling software
parameters to create flexibility within the
hydraulic algorithm to give the City's model the
best chance at completing a simulation,
consistently, and accurately.
%> iIDMODELINGO
we car be more, together.
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+ IDM will explore the nuances of the Citys
hydraulic characteristics /sensitivity and adjust
model time simulations accordingly. IDDA's
experience with hydraulically similar systems
Indicates that the City's hydraulic model may best
be served using a 13- minute time interval for
hydraulic simulations.
Hydraulics, and the interaction with water assets,
drives system operations, and become the explaining
factor for system performance, including pipe breaks,
water quality Issues, customer service issues, and
capital improvement projects.
Our team represents hydraulics and hydraulic model
experts. Paul Hauffen and Patrick Moore, Project
Manager and Hydraulics Technical Advisor,
respectively, are widely published in the area of
hydraulics and water quality, and contributing
members of the Engineering Modeling Applications
Committee. Paul will lead the Hydraulics Assessment
phase of this Project and evaluate critical hydraulic
aspects of both system operations and the hydraulic
model, including but not limited to:
• System hydraulic grade lines (HGLs)
• System hydraulic schematics
• Locations of zone boundaries
• Pump curves and overall efficiencies
• SCADA controls for
• Booster station and wells,
• Interconnects,
• Treatment facilities (as applicable)
• PRV Settings, and locations
• Service area topography
• Pipe Break History
IOM has analyzed hydraulically similar systems across
Southern California, including:
+ City of Downey -CA
• City ofLakewoad -CA
+ City of El Centro -CA
+ Indio Water Authority -CA
+ City ofSrawleyCA
Technical Memorandum (TM) #3 —
Demand Development: Hydraulic
model demands, usage patterns, and
fire flows demands will govern the
direction and quantify of water flowing
through the City's distribution system and model.
Having an accurate understanding of the
1) distribution /allocation of water demand, and 2) the
typical hourly water usage, and 3) required fire flow
demands per land use category will allow the model
to predict areas of high headless, velocity, or pressure
deficiencies.
• System Demands — current system demands will
be developed from geocoded consumption
records, water production, and Top 1S users.
Developed from parcel layers and billing records,
geocoded to nearest tributary hydraulic model
junctions.
• Calibration Period — IDM will work with the City
to determine the maximum day and average day
calibration periods. Based on this, data will be
requested and reconciled to base demand periods
and diurnal curves )hourly usage). peaking factors
for average day, maximum day, and peak hour
(from diurnal curves, see below) will be
developed and applied, using historic production
records (SCADA), DW R reports, consumption, and
other key data sources,
• Diurnal Curves — hourly usage patterns will be
developed using a 15- minute interval, and
applied for the 72 -hour calibration period
determined for maximum day and average day
demand conditions. Data will be extracted from
SCADA for 24 -hours prior, and 24 -hours following,
the calibration period. Patterns may be
developed and assigned based on specific land
uses, by pressure zone, or to the overall system,
dependent on best available data. SCADA will be
used to generate hourly fluctuations.
« Top 15 Users: IDM will contact each of the Top
15 users for usage. IDM will individually allocate
usage for the Top 15 users to their respective
model junction to ensure they receive a user-
specific base demand, hourly usage, and fire flow.
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25D -13
+ Fire flow requirements —with input from the City
Engineering staff, IDM will develop Fire flow
requirements per land use category. This will be
used for subsequent fire flow capacity analysis,
which will become a factor in pipeline
replacement planning.
IDM has delivered similar planning services to the
following sample set of utility customers:
• City of Hesperia -CA
• City ofAnaheim-CA
• Azusa Light & Water -CA
Yorba Linda Water District -CA
+ Apple Valley Ranchos Water Company -CA
Build a Robust Hydraulic Model: This stage
of the project represents the actual model
construction, inclusive of piping, facilities, and non-
hydraulic elements.
Pipeline Network Construction: IDM will build the
distribution system piping directly from the City's
geodatabase and maintain all pipes in the OIS within
the model (service later exceptions). All piping will be
included as necessary to represent the accurate
hydraulic representation and performance of the
system and facilities, Following completion of model
construction, all distribution system piping will be
assigned an initial C factor based on material,
diameter, and typical industry accepted values. These
C-factors will be revisited, and revised if necessary,
during the C -factor calibration tests.
Station and Facility Construction: IDM will create all
valves, valve stations, pump stations, turnouts,
groundwater wells, and tanks with detail and careful
attention to model representative schematics which
are well organized and easy to follow relative to In-
out piping at facilities, especially those which include
multiple facility elements such as tanks, groundwater
wells, booster and valve stations.
Valve stations will include all valves with the station
for differing sizes, settings, and possible controls to
mimic appropriate responsiveness during calibration
towards the operational goals of this model.
Pump stations will be developed In a similar fashion
as the valves and valve stations, focusing on the
necessary detail specific for hydraulic modeling
2.
different in -out piping, sizes, controls, and possibly
differing pressure zones within the station.
Groundwater wells will be modeled similar to pump
stations.
Tanks are referenced in the City's geodatabase as
points and can be Imported and modeled directly,
unless there are multiple tanks at a site location
which may need to be modeled with more detail, If
this is the case, the same methodology mentioned
above for facilities will also apply to tanks.
Naming Conventions: Unique Identifiers will be used
for all model elements. Naming conventions for
elements will follow "IN" and "OUT" naming
conventions for in and out piping. This is beneficial
for 1) performing mass balance for multi - pressure
zoned systems, 2) "tagging" SCADA elements for
output results comparison againstexfernal databases,
and 3) ease of reporting and mapping (as the "IN" or
"OUT" portion of the ID can be queried and separated
from other elements).
Ctuality Assurance Steps: Upon finalizing facility
construction, IDM will perform a thorough review of
the model via tables, maps, and hydraulic model
results (if available) to confirm reasonable input.
Bookmarks will be utilized to perform a visual
inspection of the completed facilities for ease-of-
understanding schematic layouts. Status of this
activity will be visited on the bi -weekly conference
calls and progress reported via the weekly email
updates.
Pressure Zone Attribution
IDM will utilize the City's hydraulic schematic for the
water distribution system and attribute all facilities
with its HGLzone designation.
Recommendations and Assumptions;
a) It is assumed that for zones which have gravity
storage, the HGL is represented by the pad
elevation of the lowest tanks + maximum water
level of that tank, It Is assumed that for zones
that operate from pumping only, the HGL is
represented by the drawdown of the pump + the
TDH of the pump, per latest efficiency tests,
" IDMODELINGO to
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25D -14
b) It is recommended that HGL designation
methodology be confirmed or clarified before the
pressure zone attribution process begins.
Elevation Modeling, Allocation, and QA
IDM utilize a DEM or Google Earth or equivalent
provided by the City, in combination with the
WaterGEMS hydraulic model software to assign
elevations to junctions, tanks, valves, and pumps.
Careful attention will be given to assigning facilities
with ground elevations relative to the elevation of
possible SCADA remote sensors.
Quality Assurance Steps: Following elevation
assignments, 1 foot contours will be created within
WaterGEMS and visually Inspected for any elevation
'holes" or "spikes". Visual inspection will also include
comparisons of "dips" or "crests" which may differ
visually from the DEM provided. A query for
"JELEVATION ZERO", Junctions with blank or zero
elevations" will be utilized to apply a visual Inspection
through the domain manager of InfoWater.
Service Node Attribution
IDM will use pre - defined criteria to identify and
attribute which Junctions are to host water demands.
Large diameter pipes and facility locations are typical
criteria for isolating non - service junctions. Additional
care will be given to those junctions at pressure zone
boundaries, which may be delineated by actual
serviceability to -from the pressure zone, Large
customers will receive their own dedicated
attribution, demand, and pattern assignments.
Quality Assurance Steps: Queries to find
"JSERVICE NODE, Junctions with service demands"
will be applied and visually inspected via mapping and
database attributions.
Quality Assurance Steps: Total demand allocated to
the model will be summed to confirm that the total
demand Introduced by the meter layer equals the
total demand allocated as the model's base demand,
Development and Assignment of Boundary
Conditions
2. fmplerr
provided. Boundary conditions will Include: tank
levels, groundwater pumping levels, pump curves,
valve settings, turnout flows, and initial status.
Quality Assurance Steps: Following the initial
assignments of hydraulic boundary conditions, the
hydraulic model will be run to evaluate preliminary
hydraulic results relative to range of static pressures.
The hydraulic model will be run initially for a steady
state simulation, evaluating the initial status controls
prior to implementing simple controls for EPS.
Development and Assignment of Control Rules
IDM will export the WaterGEMS node control tables
and populate one table each for the maximum day
and minimum day calibration periods. This will
involve Identifying controlling node, type of control
(pressure, flow, time, etc,), control set points, and
possibly speed of pump if a VFD. Itils data will be
generated using SCADA data, operator input, and
hydraulic schematics provided prior to populating the
model. This data will be uploaded to the hydraulic
model within different data sets for each demand
condition and calibration period.
Recommendations and Assumptions:
a) IDM will seek to minimize the use of time based
controls wherever possible. IDM will seek to also
minimize the use of Programmable Logic Controls
(PLC) in WaterGEMS as simple controls within the
software are easier to access, edit, and manage.
If a PLC appears to be needed, IDM will propose
use of a double - simple control, applied to nodes
and pipes. it has been found that from a
management and a convergence perspective, this
solution proves more robust than exercising PLCs.
IDM has extensive experience with PLCs, and may
utilize this approach If the City prefers as well.
b) IDM will assign valves with PRV stations simple
controls. it has been found through extensive
experience with multi- pressure zoned, and
hydraulically complex systems that parallel PRVs
can create stability /convergence issues within the
model software. As such, IDM has developed a
IDM will establish a preliminary set of boundary robust set of initial status and simple controls
conditions for both maximum day and minimum day. specifically for parallel PRVs to apply to these
These boundary conditions will be developed using
SCADA data, operator Input, and hydraulic schematics
IDMIODELIN M
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2501-15
type of systems, which enables the larger (typically)
valve to actuate only in the event of a downstream
pressure drop below the smaller valve's setting.
Quality Assurance steps: IDM will perform a review
of db tables to ensure that data sets and scenarios
have been populated accurately as per the initial
table and model notebook development IoM will
then run simulations for the full 24 -hour EPS to
evaluate convergence abilities, and apply Range
Reports and Graphs to determine pressure, pump
flow and tank level ranges preliminarily.
Where convergence is an issue, IDM will evaluate the
hydraulic notepad report generated by WaterGEMS
and consider take appropriate action to achieve
convergence and stability, Hydraulic parameters may
be adjusted within an acceptable tolerance, Input
errors may be found, and control set points may be
redefined as part of this process. After resolving
hydraulic issues, hydraulic model software
parameters may also be applied to assist with
convergence, such as simulation option relaxation
factors and/or damping limits. IDM offers extensive
experience in the prudent application of these
advanced modeling software parameters.
typically applied for planning simulations, while EPS
calibrations are used for energy and water quality
evaluations.
Both hydrant tests require City time, resources, and
equipment, and therefore It Is important to develop a
Hydrant Testing Plan for efficiency, while also
minimizing liability when in the field. This Plan will
assist the City in identifying data, . system, hardware,
and staffing resources required to support the
process. Factors considered in this plan include but
are not limited to,
Plant & Calibrate- This stage of the projects * Day, time and frequency ofhydranttests
prepares plans for both Steady State and Extended * Number and location of data paints
Period Simulation Calibrations, then calibrates to * Equipment required, such as walkie- talkies, clip
projectgoais and tolerances. boards, data loggers, flow diffusers
Calibrating operational hydraulic
* Specific instructions ra. nozzle used, . location of
models will connect engineering hydrant, directions, ato,
and operations with a tool that * Specific data needed from SCADA, Including
format, interval, and duration
0 simulates operator experience , Expectations of the calibration and validation
Through this connection, relative to pressure, ilows,tank level tolerances
Through this connection, the
model can be utilized to optimize! * Varying boundary conditions considered for
operations and maintenance, while bringing increased validation and expected calibration tolerances
value to projects. This Project will calibrate for 2 Hydrant Testing Map (See next page)
driving conditions: maximum day demand and IDM has reviewed the City's GIS layer and developed
average day demand. Maximum day demand a preliminary hydrant testing plan with the following
conditions are typically used for planning and energy Considerations:
simulations, while average day simulations are
typically applied for water quality simulations. * High teak Areas
Additionally, this project will calibrate for 2 time * Pipeline Material, specifically Cast Iron pipe
conditions: steady state, considered a snapshot in
time, and extended period simulation (EPS) for a
duration of 72- hours. Steady state calibrations are
IDMODELING10 12
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25D -16
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2. implementation Plan
*Note: Red circles indicate areas of High Leakage.
Hydrant tests are not recommended in these areas.
Additional hydrant flows In these areas will increase
the number of leaks, customer complaints, and
potentially induce poor water quality.
It Is recommended to perform C- factor tests within
the grey shaded circles, which indicate areas of 1)
zero leak reports, and 2) high concentration of Cast
Iran pipeline.
It is recommended to perform C- factor and hydrant
pressure testing in the green shaded circles, which
indicate 1) zero leak reports, 2) high concentration of
Cast Iron pipeline, and 3) areas in the system with
higher redundancy to support higher fire flows and
thus, a greater pressure drop for model calibration.
Steady state Calibration; Upon completion of the C-
factor and hydrant pressure tests, IDM will perform a
steady state calibration for the City`s hydraulic model.
Steady state calibrations are typically performed using
fire flow data, system pressures, . or other available
field data to compare model results to held results for
a snap -shot in time under specific demand conditions
(average day, maximum day, etc.).
Boundary Conditions: Pump status, production
flows, control valve settings, storage tank levels, etc.,
for a specific demand condition, are set within the
model to limit the number of variables,
Adjustments: Pipe C- factors, pump speeds, pump
curves, control valve settings, pipe minor loss
coefficients, and diurnal curves may be adjusted to
achieve comparison between model results and field
It is recommended to perform hydrant pressure data, to achieve a match within 10% or 10psi of
testing In the green circles (no shade), which indicate recorded pressure goals, Adjustments will be made
1) zero leak reports, and 2) areas in the system with based on industry acceptable ranges, based on IDM
higher redundancy to support higher fire flows and experience, and best practices as defined by the
thus, a greater pressure drop for model calibration.
.IDMOD L►N M xs
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25D -17
FINAL
Hydrant Flow and C- factor
Testing Plan
tp4t•xuua a•achc•unty W a,•C 0 €strict
p!Mgi; Ping- ,Ap".ba *144e1,
AWWA Manual of Practice for Distribution System
Modeling, M32 (Paul Hauffeo, Project Manager for
this Project, co- authored this Manual of Practice).
Applications and Benefits: The model Is then used to
provide accurate results for anticipated pipe
velocities, system pressures, available fire flows, and
system capacity analyses for pipeline sizing,
restrictions, and pressure management under
differing operational conditions. The model can also
be used for fire flow analyses and criticality
simulations.
IDM has Implemented this approach successfully for
large, multi- pressure zoned, and hydraulically
sensitive systems with similar hydraulic model
objectives, Including the following sample set of
utilities:
• City of La Verne -CA,
• City ofAnaheim•CA,
• City of San lose -CA,
• Laguna Beach County Water Dlstrlot•CA
• Anchorage Water Wastewater Utilities-AK
• Los Angeles Dept. of Water &Power - CA
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IOM has provided a sample Calibration Plan, as
completed for Laguna Beach Water District, in the
Figure above.
This approach will provide the City with a very high
level of confidence that the model is capable of
accurately responding to a variety of conditions in the
distribution system. It will also provide a minimum set
of operational controls that will provide significant
flexibility to conduct subsequent planning and
operational analyses.
0 Technical Memorandum (TM) #5
Fxtended Period simulation Calibration
Plan. Extended Period Simulation (EPS)
calibration typically consist. of 24 -hour to
7 -day calibration periods depending on the ultimate
uses for the model. Models used for operational and
master planning analyses typically require a 24 to 72-
hour EPS calibration, while water quality models
typically benefit from lodger durations,
*Hydraulic & Technical Note related to EPS
Calibration: The City's hydraulic profile can be
summarized as follows:
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2501-18
• Minimal gravity storage
• VFDs and steady state pumps pumping directly
into the system, and pressurizing
• Results In a hydraulically sensitive system, where
small changes In system operations create wide
variations in system pressures and flows,
Based on IDM's experience with similar systems, It Is
recommended to increase the resolution at which
this model operates, to 15- minutes. This will
increase the accuracy of calibration and significantly
Improve model convergence for the life of this
hydraulic model, More details below:
• Create diurnal demand patterns with SS-
minute Intervals, over the course of the day.
Typical diurnal demand patterns are 1 -hour.
• Use a hydraulic time -step of 15-minutes for
model simulations. This will catch fluctuations
in system operations and allow for more
accurate calibration and analysis.
• Adjust model tolerances and relaxation
factors as necessary to support model
convergence. These parameters can be
reasonably adjusted within the modeling
software to support convergence for
hydraulically sensitive or complex models.
The following efforts are proposed based on IDM's
experience calibrating hydraulic models for systems
of similar size and configuration, In addition to
accounting for the City's intended uses for the model:
1. The calibration goal of this Project is to achieve
results within 3 feet and same trending for all
storage tanks, and 15% for all flows and 10psi for
all pressures from pump stations, pressure
regulating stations, and Inter - agency connections.
2. Identify the calibration period, system demands,
and demand allocation. To capture dynamic
system conditions, IDM recommends focusing on
data within the maximum demand wee....
3, Compile $CAVA data for the calibration period for
all facilities and develop diurnal patterns
representing the daily fluctuation in demands
throughout the system, as appropriate, Modify
operational controls within the model based on
Input from City water operations staff.
2.
4. Utilize geocoded demands for the model by
globally factoring up or down to match the
system demands identified for the calibration
period. Note that diurnal curves developed for
this project will further adjust hourly demand.
S. perform preliminary simulations to compare
model output to SCADA data for tank levels,
pump station flows and discharge pressures,
pressure regulating station flows and pressures,
and Inter - agency connection flows and pressures.
0. Calibrate the model by potentially modifying
operational controls, pump settings, pump
curves, diurnal curves, and pressure regulating
valve settings based on SCADA data, operations
manual, and operator experience.
Any differences between the hydraulic model and
field readings will be documented and
recommendations made far resolutions. Sources for
discrepancy with the field may include: field sensor
calibration, inaccurate field reading, unknown
conditions in the field (closed or partially closed valve,
for example...).
IC MODEL..ING0, is
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25D -19
1
0 IDM will bring additional value to
this project by applying the
calibrated hydraulic model for
planning and operational analysis
to support the City's future Water
Master Plan, and daily operations.
Analyze: IDM will perform value-added services to
the scope of this project, by including the following
planning and operational analyses:
• Fire flowanelysis
• Criticality analysis
• water quality analysis
• Energy analysis
Fire flow Analysis: IDM will use the calibrated
Maximum Day Demand, Steady State hydraulic model
scanarlo to apply the fire flow requirements defined
In TM #1 of this Project to each model junctions
which represents a fire hydrant. IDM will perform
global fire flow simulations to determine Available
Flow @20psi, and measure that available flow against
the fire flow requirement to determine adequate fire
protection. IDM will generate summary tables and
color -coded maps similar to the figure shown herein,
to help visualize and interpret results.
Criticality: IDM will conduct a valve criticality analysis
to assess the City's water system vulnerability, and
pipelines which have the greatest consequence of
failure to customers and operations. IDM will use
the calibrated Maximum Day Demand, Steady State
model scenario for this analysis. IDM will generate
summary tables and color-coded maps to visualize
and Interpret results.
Water Quality: IDM will use the calibrated Average
Day Demand, 72 -hour Extended Period Simulation
hydraulic model scenario to perform a water age
analysis of the City's water system. IDM will extend
this water quality simulation to the required duration
for system hydraulics to achieve equilibrium to
extract water age results. IDM will measure the City's
predicted water age against the operational criteria
defined in TM #1. We will create tables and color -
coded mapping to illustrate locations of poor
circulation for City unidirectional - flushing.
Energy; IDM will use the calibrated Maximum Day
Demand, 72 -hour Extended Period Simulation
hydraulic model scenario to assess the City's current
TDU strategy, evaluate locations of excessive head
loss, and evaluate up to 2 operational control
strategies with the goal of reducing overall energy
consumption. We will create tables and color -coded
mapping to illustrate areas of potential savings.
Color -coded Map of Water Age,
Indio Water Authority
Final Technical Memorandum (TM #7) -.
19 The Final Technical Memorandum will
Include an executive summary of the
results of each prior TM, as well as an
Appendix titled "Hydraulic Model
Analysis" for the City's ongoing Water Master Plan
support. IDM will summarize results of all proposed
analyses In the Final Memorandum. IDM will also
provide these analyses in a GIS format, fully
supported by the Sustainable Deliverable described
below under "Summary of Deliverables ".
I V M O L/ ELI 1 G0 36
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25D -20
b. Summary of Deliverables
IDM will provide the following Technical
Memorandums with this Project.
TM #1- Performance Criteria and Memorandum:
includes, the development of performance
criteria, memorandum development, and one
round of comments
TM #2 - Recommend best practices and approach
to model development memorandum: includes
methodology to create pipeline and facility within
the model.
TM #3 - Demand Development Memorandum;
Allocate system wide demands, calculate
Unaccounted -for- Water, calculate maximum day
demand multiplying factor, develop diurnal
curves, and document procedures.
a TM #4 - Hydrant Testing Plan: includes up to 1S
hydrants to be tested, order of testing, data and
methods to obtain data.
TM #5 - Extended Period Simulation Calibration
Plan: includes discussion of the extended period
simulation calibration approach.
TM 08 - Model Calibration Memorandum.
Includes the results of the steady state and
extended period simulation calibration.
• TM #7 Final Memorandum: Summarizes the
critical milestones and dellverables of the project,
including a discussion final model deliverable.
IDM will provide the following Hydraulic Model files
with this Project.
Final, Steady State and Extended Period
Simulation `Operational' Hydraulic Model, in
WaterGEMS file format, including the following
scenarios:
• Calibrated Average Day Demand (SS),
• Calibrated Maximum Day Demand (55),
• Calibrated Peak Hour Demand (S$),
• Calibrated Average Day Demand (EPS),
• Calibrated Maximum Day Demand ( €PS),
• Flow Calibration (SS +Maximum Day Demand
—up to 15 scenarios),
2. implementation Plan
In addition, the model will include the following
scenarios from the "Analyze" Task.
a Fire Flow Analysis (Maximum Day SS),
• Criticality Analysis (Maximum Day SS),
• Water Quality Analysis (Average Day EPS),
• Energy Analysis (EPS),
Final Deliverable: A Sustainable Model Viewer for
Planning & Operations
IDM will provide the hydraulic model in a delivery
platform for the City to maintain a consistent
connection, view, and access to Its hydraulic model
and supporting critical information systems. The
viewer will support hydraulic model viewing, basic
planning and operational simulations, and data
access, compatible with both GIS and the WaterGEMS
hydraulic model files which are being delivered with
this Project. Paul Hauffen and Kevin Koshko of our
team will lead this effort, in close coordination with
City operations and engineering staff, Screenshots of
this model viewer have been provided below.
c. (Project Schedule
IDM will deliver this project and all related
deliverables within the calendar year, 2014. This
assumes timely response to data requests and
reviews. Our detailed schedule Is summarized as a
Gantt chart on the following page.
,IDMOD LINGa 17
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25D -21
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WIMIRING
FEESCHEDULE
25D -23
Exhibit B
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546 on he more. tPgpinBC 1 526 24-10702 EHllaColltYnpJpl4ngEmn
Client /Address: City of Santa Ana, Public Works Agency
4" Floor, Ross Annex
20 Civic Center Plaza
Santa Ana, CA 92702
Project Name: Water System Computer Modeling for the City of Santa Ana
Effective Date: January - December 2014
Rate Schedule
Personnel Compensation
Classification Hourly Rate
Client Service Manager /Project Manager ........... ......•....,.......,........... $195
GISand Field Advisor ......... ............ ....... ......... ........ - .............. ......,.,.. $165
Hydraulic QA /QC ....................+....,.,..............,..... ...,.......,................... $165
SeniorProject Engineer ....„ .............................. .............. ».,.............. $155
Project Engfneer ................................................. ............................... $145
The above Hourly Rates include normal and incidental costs such as routine
communications, postage and office supplies.
The foregoing Schedule of Hourly Rates may be revised due to labor adjustments.
These revisions may apply at the beginning of each new calendar year following
execution of the project contract.
Direct Expenses
Reimbursement for direct expenses, as listed below, incurred In connection with
work, wilt be at cost plus ten percent for Items such as:
a. Maps photographs, reproductions, printing, equipment rental, and special
supplies related to the work.
b. Outside computer processing, computation, and proprietary programs
purchased for the work•
Other in -house charges for prints and reproduction, equipment usage, etc. will be
billed at standard company rates.
Excise and gross receipts taxes, if any, will be added as a direct expense,
25D -24
City of Santa Ana -Water System Computer Modeling DMQD LeLrNe
Labor Hours & Budget Estimate
25D -25
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2
12
0
]
IS
1.9
$21215
50
$2,215
Delivery ofHydmulrc Model (we Task D- Valk, AJdede Included model gleS G15
1
datah,cas, and PDFS.
2
2
tti
4
14
ry_0
$3,600
$3,fieo
g
Final Memarandum(TM7):SUmmarize. In. DWI mllestmm, and de[ivemleleaof
4
0
4 0
8
60
715
$9,140
59,140
ttm prajed
i
1
Fne Flow Analysis tclaady-Ster), Marshall, and eonneeting to GNS
4
32
n
2a
4
64
6➢
$10,2g6
$10,260
2
CridcallN Analysls(Steady6oat,)
LL
1
16
32
12
9
72
9D
$11100
$11,200
3
Walk,"' dy$Age( EP6), and[onne[ting to Ato
1
4
32
20
4
61
7.6
$9,415
$PALS
4
Emrtlr Cvaluedon(par), and commA[ng to Chic
4
An
4
20
0
100
12,5
$15140
$15,900
$
Obollomcp Modeling& tlptlmhatIP, Scandal for Opem [m,r and Planning
16
0
0
40
0
56
7,0
T 59,120
$k6,o00
$29,720
TOTAL
Ill "1 672 747 204 VDI 216.8
$271,100
Itell
25D -25
25D -26