HomeMy WebLinkAbout25K - AGMT - SEWER MASTER PLAN UPDATEREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
AUGUST 5, 2014
TITLE:
AGREEMENT WITH RMC WATER AND
ENVIRONMENT FOR SEWER MASTER
PLAN UPDATES
CITY MANAGER
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 RMC Water
and Environment, subject to nonsubstantive changes approved by the City Manager and City
Attorney, to provide Sewer System Master Plan update services in an amount not to exceed
$500,000 for the term of the contract agreement.
DISCUSSION
The City of Santa Ana sanitary sewer collections system is comprised of approximately 390
miles of sewer mains, two sewer lift stations, 48,500 sewer laterals, and 8,000 sewer manholes
that are used to convey all sewer effluent from the city into the Orange County Sanitation District
system. The City must inspect, assess, and maintain the sanitary sewer system in good repair to
remain in compliance with State Water Discharge Requirements and industry standards.
A sewer master plan is utilized by municipalities and sewer agencies as a systematic means to
identify and assess hydraulic system adequacy, model sewer flows, and establish capital
improvement program (CIP) projects, and develop rehabilitation and replacement programs. The
City last updated the Sewer System Master Plan in 2003. As a result, the City has identified and
completed several CIP projects in the recommended areas. These sanitary sewer improvements
maintain service levels, increase flow capacities, and prevent sewer system overflows.
Staff issued a Request for Proposals (RFP) for the Sewer System Master Plan update on
February 18, 2014. The RFP was posted on the City website. Four responses were received and
evaluated by a selection committee from the Public Works Agency. Three of the firms scored
above the minimum acceptable score of 70. Listed below are the ratings and the proposed fee for
the highest scored firm.
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Agreement with RMC Water and Environment for Sewer Master Plan Update
August 5, 2014
Page 2
Firm Score Proposed Fee
RMC Water and Environment 92 $386,592
PSOMAS, Inc. 87
RBF Consulting 85
Following evaluation and ranking of proposals, the fee rate schedule for the top ranked firm was
opened and reviewed. Staff recommends awarding a contract to RMC Water and Environment
based on its high rating and excellent service record in providing other utility agencies with similar
sewer services. The proposal contained a clear path toward achieving City goals and objectives
as required by the RFP, and includes value -added analyses not included in other proposals. The
master plan update scope of services is expected to be completed within 24 months; an
additional 12 months is included for optional related sewer infrastructure studies. The $500,000
total agreement compensation is comprised of the $386,592 project fee and $113,408 for the
optional work.
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City's efforts to meet Goal #6 Community Facilities &
Infrastructure, Objective #1 (establish and maintain a Community Investment Plan for all City
assets), Strategy C (invest resources and technology to extend the service life of existing
infrastructure to protect the City's investment and support a high quality of life standard) and
Strategy F (perform periodic measurements to monitor and update each asset's condition and
ensure adequate funding for repair and /or replacement costs in future budgets).
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funds are available in the Sewer Services Fund account (No. 05617640- 62300).
APPROVED AS TO FUNDS AND ACCOUNTS:
Edwin "William" GFI ez, P.E. Francisco Gutierrez
Interim Executive Director Executive Director
Public Works Agency Finance & Management. Services Agency
EWG /NS /AF
Exhibits: 1. Agreement
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CONSULTANT AGREEMENT
THIS AGREEMENT, made and entered into this day of August, 2014 by and
between RMC WATER AND ENVIRONMENT, 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 skill and knowledge with regard to the
preparation of Sewer Master Plans.
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 under similar circumstances
and in a similar location.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the
terms and conditions hereinafter set forth, the parties agree as follows:
1. SCOPE OF SERVICES
a. Consultant shall provide a team of qualified engineers to perform a comprehensive
and integrated Sewer Master Plan Update.
b. The primary focus of this sewer master plan update is to evaluate the City's sanitary
sewer system for reliability, system hydraulic operations, and future needs. Consultant services
also include evaluation of the sewer collections system overall conditions in order to provide
new tools and methods empowering City staff to perform duties more effectively and efficiently.
o. The "Scope of Work and Services" for this agreement is attached as Exhibit "A" and
the Consultants Certification and Fee Schedule is attached hereto as Exhibit "B ".
d. The purpose and the general scope of services for this sewer master plan update are
summarized as follows:
Update the City's previous sewer master plan completed in 2003 to reflect subsequent
growth /changes in the City's General Plan, reflect subsequent sewer improvements, and
include most recent CCTV inspections and'EMLs.
• Assess the hydraulic capacity of the City's sewer system via the development of a
dynamic sewer system model.
EXHIBIT 1
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• Develop a Capital Improvement Program to address: existing and projected future
hydraulic capacity deficiencies; structural deficiencies of sewer segments; and any
enhancement measures to improve the City's Preventive Maintenance Plan.
• Prepare a Sewer Master Plan Update report, deliver a copy of the final sewer model to
the City and train staff on its use.
2. COMPENSATION
a. City agrees to pay, and Consultant agrees to accept as total payment for its
services, the amount of $386,592. A detailed breakdown of the Fee Schedule provided by
Consultant is attached hereto as Exhibit `B ". Additionally, Consultant will be compensated in an
amount not to exceed $113,408 for optional sewer studies which may be commissioned at the
City's sole discretion.
b. Consultant agrees that all work product developed in connection with this
agreement is and shall be the sole property of the City and the Consultant retains no rights of
ownership in the final deliverable work product.
C. Payment by City shall be made within sixty (60) days following receipt of proper
invoice evidencing work performed, subject to City accounting procedures. Consultant shall
submit a monthly invoice by the fifteenth of the month to the City for the services rendered in the
prior month. Payment need not be made for work which fails to meet the standards of
performance set forth in the Recitals which may reasonably be expected by City. All invoices for
work performed under this contract shall be submitted in a format approved by the City. Invoices
shall include the following information at a minimum:
i. Consultant's invoice number
ii. Beginning and ending dates for services
iii. City project number and /or name (if applicable)
iv. Work site address /location (if applicable)
v. Labor hours, billing rate, direct costs and subtotals and total for invoice.
vi. Tasks for work performed.
d. Price Adjustments. The parties may annually agree to an adjustment of charges
(not to exceed 2 %) commencing at the end of the first year of the agreement, utilizing the month
of December statistics and supporting documentation. The two indices which will be used for
determining adjustments to services charges shall be the most recent December Consumer Price
Index (CPI) for All Urban Consumers for Los Angeles - Anaheim - Riverside CMSA, published by
the United States Department of Labor Bureau of Labor Statistics or any relevant successor for
the Orange County area (and the December Produce Price Index (PPI). The adjustment formula
shall be as follows: The CPI shall be weighted at ninety [90] percent and PPI shall be weighted at
ten [101 percent.).
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e, Extra Work. No new work of any kind shall be considered an extra unless a
separate estimate is given for said work and the estimate is approved by the City in writing
before the work is commenced. The Consultant will be required to provide detailed information
of such extra work. Documentation of contract compliance may be required on some occasions.
Work performed prior to obtaining written approval of the City shall not be included within the
Scope of Work and may not be paid.
3. TERM
This Agreement shall commence on the date first written above and shall terminate on
June 30, 2017. This agreement may be terminated earlier in accordance with Section 12, below.
In the event finding is not allocated for this project during the annual budget approval
process, the City shall notify Consultant of such occurrence in writing at least thirty (30) days
before the end of the current fiscal period, and contract shall terminate.
4. 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 taxes.
S. 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:
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 there from and damage to property,
resulting from any act or occurrence arising out of Consultant's non - professional service
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 One Million Dollars ($1,000,000) per occurrence, Two Million
Dollars ($2,000,000) 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 provisions.
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Business automobile liability insurance, or equivalent form, with a combined single limit
of not less than One Million Dollars ($1,000,000) per occurrence. Such insurance shall include
coverage for owned, hired and non -owned automobiles.
Worker's Compensation Insurance. In accordance with the provisions of Section 3300 of
the Labor Code, Consultant is required to be insured against liability for Workers' Compensation
or to undertake self - insurance. Prior to commencing the performance of the work under this
contract, Consultant agrees to obtain and maintain any employer's liability insurance with limits
not less than One Million Dollars ($1,000,000) per accident.
If Consultant is or employs a licensed professional such as an architect or engineer:
Professional liability (errors and omissions) insurance, with a combined single limit of not less
than One Million Dollars ($1,000,000) per claim.
The following requirements apply to the insurance to be provided by Consultant pursuant
to this section:
a. Consultant shall maintain all insurance required above in full force and effect for the
entire period covered by this agreement.
b. Certificates of insurance shall be furnished to the City upon execution of this contract and
shall be approved in form by the City Attorney.
c. Certificates and policies shall state that the policies shall not be canceled or reduced in
coverage or changed in any other material aspect without thirty (30) days prior written
notice to the City.
If Consultant fails or refuses to produce or maintain the insurance required by this section
or fails or refuses to furnish 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 contract. Such termination shall not affect Consultant's right to be paid for its time and
materials expended prior to notification of termination. Consultant waives the right to receive
compensation and agrees to indemnify the City for any work performed prior to approval of
insurance by the City.
6. INDEMNIFICATION
Consultant agrees to and shall indemnify and hold harmless the City, its officers and
employees from liability for personal injury, damages, just compensation, restitution, judicial or
equitable relief arising out of claims for personal injury and claims for property damage, which
may arise from the direct or indirect operations of the Consultant or its contractors,
subcontractors, agents, employees, or other persons acting on their behalf which relates to the
services described in section I of this Agreement, but only to the extent that it pertains to, or
relates to the negligence, recklessness, or willful misconduct of the design professional. This
indemnity and hold harmless agreement applies to all claims for damages, just compensation,
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restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the
negligence, recklessness, or willful misconduct of the design professional (collectively
"Claims "). Notwithstanding anything to the contrary contained herein, with respect to Claims
that are covered by Consultant's professional liability insurance policy (rather than Consultant's
general liability insurance policy), Consultant shall not be required to defend any indemnified
parties against any such Claims; provided, however, with respect to any defense costs (including
without limitation, court costs, attorney's fees and expert witness costs) incurred by an
indemnified party defending against such Claims, Engineer agrees to reimburse the indemnified
parties for the costs incurred as a result of such defense to the extent of Consultant's negligence,
recklessness, or willful misconduct.
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
fake 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.
8. 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.
9. 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:
Clerk of the City Council
City of Santa Ana
20 Civic Center Plaza (M -30)
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and,
P.O. Box 1988
Santa Ana, CA 92702 -1988
telefacsimile (714) 647 -6956
City Attorney
City of Santa Ana
20 Civic Center Plaza (M -29)
P.O. Box 1988
Santa Ana, California 92702
telefacsimile (714) 647 -6515
To Consultant:
RMC WATER AND ENVIRONMENT
10509 Vista Sorrento Parkway
Suite 205
San Diego, CA 92121
Attention: Paul Giguere
A party may change its address by giving notice in writing to the other party. Thereafter,
any notice, tender, demand, delivery, or other communication shall be addressed and transmitted
to the new address. If sent by mail, any notice, tender, demand, delivery, or other
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, any notice, tender, demand, delivery, or
other 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.
10. 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 City and by an authorized representative of Consultant. The parties
agree that any terms or conditions of any purchase order or other instrument that are inconsistent
with, or in addition to, that terms and conditions hereof, shall not bind or obligate Consultant nor
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 patty, which are not embodied herein.
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It. 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.
12. 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.
13. [Intentionally left blank]
14. [Intentionally left blank]
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 and all questions relating to its validity, interpretation, performance, and
enforcement shall be government and construed in accordance with the laws of the State of
California. 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. Both 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.
[Signatures on next Page.]
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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 Attorne
By.
J se San bVal.�,� �.
C e sat
stant City Attorney
RECOMMENDED FOR APPROVAL:
Maria D..Huizar
Clerk of the Council
CITY OF SANTA ANA
DAVID CAVAZOS
City Manager
CONSULTANT
Paul Gigntere, P.E.
Vice- President
Employer ID # or Individual SS #
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EXHIBIT "A"
SCOPE OF WORK AND SERVICES
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Project Objective: City desires to update the 2003 Sewer Master Plan to reflect subsequent
growth /changes in the City's General Plan, reflect subsequent sewer improvements, and include
the most recent CCTV inspections and Enhanced Maintenance Locations. The Update shall
analyze the age of the sewer infrastructure, and the capacity of the City's Sewer Collection
System for existing and future peak flow conditions under both dry and wet weather conditions.
In addition, the Update shall include the summary of the rankings of the condition of the sewer
pipes /manholes and the recommended rehabilitation and replacement of these sewers based on
the most recent CCTV inspection reports.
A Capital Improvement Program shall be developed to address identified hydraulic capacity
deficiencies and structural deficiencies that are a risk of collapse or prone to more frequent
blockages due to pipe defects. The hydraulic model delivered shall be turn -key and shall be
delivered within a GIS- complaint format that the City can access, maintain and continue to
operate in -house in the future. The primary focus of the update is to evaluate the collections
system overall conditions and to provide new tools and methods empowering the City staff to
perform duties more effectively and efficiently. The Sewer Master Plan Update will not need to
include the analysis of the existing lift stations.
Background: The City last performed a Sewer Master Plan in 2003. The two main objectives of
the 2003 Sewer System Master Plan, prepared by MWH, were to: assess the hydraulic capacity
of major sewers and lift stations with a dynamic computer model, and proactively identify
required improvements to ensure adequate capacity for current and projected future wastewater
flows; and perform a study to determine the extent of infiltration/inflow (UI) of groundwater and
storm water into the City's sewers, and recommend appropriate actions to address any identified
I/I problems. The City does not have a copy of the final model software or the
corresponding data input /output files. The City only has hard copies of the Final Sewer
Master Plan.
The City has experienced some growth/changes to the City's General Plan since the last sewer
master plan in 2003. Some of these changes include the Harbor Specific Plan, the Transit Zone
Plan and several District Specific Zone modifications. Several of the Priority 1 Projects included
in the 2003 Sewer Master Plan have been constructed. In addition, the City has implemented a
sewer lining program by which more than 55,000 feet of main sewer lines have been lined.
Since 2003, the City has also prepared the Sewer System Management Plan (SSMP) dated 2009
and the 2013 Sewer System Management Plan Internal Audit. In addition, the City in 2004
adopted a comprehensive Fats, Oils, and Grease (FOG) control program. Along with these
addition plans and programs, the City has been performing a system -wide video inspection every
eight years, which was last completed in 2010. The City has also updated the enhanced
maintenance locations (EMLs) as part of its implementation of the 2009 SSMP. The existing
2003 Sewer Master Plan needs to be updated to address these changes and additional
information.
Data Available from the City: The City does not have a copy of the final sewer hydraulic
model or the corresponding data files. It only has hard copies of the Final Sewer Master Plan
report. The City has developed a comprehensive sewer map in GIS format that shows all gravity
line segments, manholes, and lift stations which complies with a geometric network. The Sewer
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Atlas also has reference numbers to the particular construction plans that were used to build each
portion of the sewer system. The City has a current ArCGlS database, including all sewer pipes,
and manholes, which shall be used as the basis for the hydraulic model. In addition, the CCTV is
linked to the GIS assets.
In addition, the City has the following data/information which will be provided to the proposer
awarded the project: the City General Plan and Land Use Map; 2003 Sewer Master Plan; 2004
survey of select manholes; latest CCTV inspection reports; latest City's Sewer Cleaning Reports;
City's "Hot- Spot" Database; and the City's Sanitary Sewer Overflows (SSO) records. Included
within the appendix of this RFP are samples for the following data: ArcGIS database; typical
CCTV inspection report; typical sewer cleaning reports; City's typical "Hot- Spot" database; and
City's SSO records.
SCOPE OF WOMSERVICES
A. General
Project Management: All project management duties of tracking, reporting, and invoicing
project. Meetings including the following, as a minimum: kick -off; sewer system operation
overview; GIS database inconsistencies; wastewater flow development; model construction;
capacity analysis; CCTV Inspection Reports and The criteria for evaluating the proposals
submitted will take the following items into consideration: qualifications, abilities, deliverables,
approach, references, sample project, and responsiveness to the RFP.
1. EMLs; CIP; and final delivery. Consultant to recommend additional meetings as
necessary, to add value to the project, and increase the City's involvement and
familiarity with deliverables. Prepare agenda prior to meeting and meeting minutes
within three (3) days of meeting. For the proposal, assume a total of ten (10)
meetings, as a minimum.
2. Obtain data: Coordinate with City to obtain and review information related to the
project including, but not limited to, the City General Plan and Land Use Map; 2003
Sewer Master Plan; 2004 survey of select manholes; GIS data; latest CCTV
inspection reports; latest City's Sewer Cleaning Reports; City's "Hot- Spot" Database;
the City's Sanitary Sewer Overflows (SSO) records, etc.
3. Interview City maintenance staff to understand the sewer collection system, the 2003
Sewer Master Plan, the 2003 infiltration /inflow study, the CCTV inspection reports,
sewer cleaning reports, the "hot- spot" database, the FOG program, the SSO records,
and any known problem areas.
4. Meet with Orange County Sanitation District (OCSD), along with the City, to obtain
hydraulic capacity and flow data on the downstream OCSD sewers. In addition,
obtain from OCSD the typical settings for the diversions that impact the sewage flow
routing within the City of Santa Ana.
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B. Develop Sewer System Model
1. The objective of this task is to prepare a dynamic hydraulic model of the City's
existing sewer system using the City's GIS database, and Bentley's SewerGEMS,
commercially available hydraulic modeling software that is compatible with ESRI
GIS data.
2. The City has a current AreGIS database, including a comprehensive sewer map in
GIS format showing all sewer mains and manholes, which shall be used as the basis
for the preparation of the hydraulic model.
3. The survey data included in the 2003 Sewer Master Plan and the follow -up survey
data should be used within the model.
4. The consultant shall recommend the best practices and approach to creating the
hydraulic model from the City's GIS and existing data with special attention to
populating pipe invert elevations using the above survey data assuring that all pipes
are on the same datum.
The hydraulic model is expected to be comprehensive and shall include all major
sewer mains appropriate for hydraulic modeling. The consultant shall, in coordination
with the City staff, identify the major sewers to be initially hydraulically modeled and
studied. As a minimum, all of the sewer mains modeled in the 2003 Sewer Master
Plan shall be included in the update. The consultant shall, in coordination with City
staff, identify a plan and needs assessment for further hydraulic modeling of non -
major City sewers for capacity assurance. All OCSD trunks originating within the
City shall be included in the model. The drainage basins shall be consistent with the
2003 Sewer Master Plan and shall correlate to the corresponding OCSD trunk sewer.
6. The two existing lift stations will not need to be analyzed by the update. The lift
stations shall be included in the model only to transport the flows downstream.
7. A number of non - hydraulic attributes shall be included in the model such pipe
material and year of construction.
8. The model shall incorporate all land use data including the City's general and specific
plans and population /employment census data and projections.
C. Develop Wastewater Plows
1. Update the flows based on population and employment data and projections. Evaluate
impacts of past and current water conservation measures, water shortage, water
reduction measures implemented by the City.
2. Obtain flow monitoring data from long -term meters installed by OCSD that apply to
the City's sewer system. Review and evaluate previous flow monitoring data included
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in the 2003 Sewer Master Plan.
3. Update the major wastewater dischargers, including the industrial dischargers, and
cross -check this list with the City's largest water users. Update all point sources and
their estimated average daily process flows.
4. Review the Infiltration/Inflow Study included within the 2003 Sewer Master Plan.
The update shall recommend the appropriate inflow and infiltration rates in the
analysis.
5. Based on the above information, recommend the design flow criteria for both dry
weather and wet weather flow parameters to be used in determining the existing flow
conditions. Be sure to evaluate any need to reduce the previous design flow criteria
due to water conservation measures since the 2003 Sewer Master Plan.
6. Review the hydraulic deficient areas of the City's sewer system contained in the 2003
Sewer Master Plan. Consultant shall propose and execute a plan to measure and
collect sufficient dry and wet weather wastewater flows to utilize in calibrating the
sewer model. The plan shall include the proposed locations of the temporary flow
monitoring stations and the procedures for monitoring.
For the proposal, assume five (5) flow monitoring sites will be required. A minimum
of two (2) week dry weather flow monitoring will be required, During the rainy
season, the same sites shall be monitored for a minimum of two (2) weeks. The
consultant shall provide the required traffic control plans and traffic control during
the flow monitoring, including the set -up and removal of the equipment from the
manholes.
8. In addition, to confirm the anticipated flows, the consultant shall field inspect at peak
flow hours those manholes in known or suspected problem areas to confirm the depth
of flow (or surcharge) within the manhole. For this proposal, include field inspection
often (10) manholes will be required. The inspection of each manhole shall be
performed during peak dry weather flow and during peak wet weather flow (during a
rain storm). The consultant shall provide the required traffic control during the field
inspection.
D. Sewer System Capacity Analysis
1. Recommend the capacity analysis criteria to be used in the update.
2. Include within the analysis, the impacts of any backwater from OCSD's trunk sewers.
This information shall be obtained from OCSD and their most recent modeling of the
trunks.
3. The capacity analysis shall be performed for the current conditions and for conditions
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in 2024 (ten years in the future).
4. Identify any sewers with deficiencies under dry weather and wet weather flow
conditions for both existing and ultimate scenarios. In addition, the consultant shall
create model runs assuming no impact from the OCSD trunk sewers and runs
assuming the existing backwater conditions from the OCSD trunk sewers.
5. Provide the hydraulic model in a delivery platform for the City to maintain a
consistent connection with future sewer maintenance and construction updates and
the hydraulic model deliverable for subsequent operations and planning efforts. The
turnkey hydraulic model shall maintain a relationship with City operations and
maintenance systems including GIS, and other maintenance management systems for
ongoing use and application of asset condition and performance for planning and
operating decision support.
E. Summarize Sewer System CCTV Inspection Results
A CCTV inspection of the City's entire sewer system was completed in 2010. The
City assigned each sewer segment a score based on the National Association of Sewer
Service Companies (NASSCO) pipeline rating system. These ratings, as well as the
observed condition of each pipeline, will allow the consultant to identify gravity
mains that are at risk of collapse or prone to more frequent blockage due to pipe
defects. The City is continuing the system -wide video inspection and the consultant
shall use the most recent videos of the sewer system in this task.
2. The consultant shall integrate existing sewer system asset management plan pipe
ratings in the preparation of the prioritized Capital Improvement Program. Any sewer
segments rated QSR Grade 5 (structural condition) or QMR Grade 5 (maintenance
condition) shall be added to the Capital Improvement Program. Based on the 2013
Sewer System Management Plan Internal Audit, there were 371 sewer line segments
that had a structural severity rating (QSR) of 5.
F. Develop Capital Improvement Program
Based on the sewer system capacity analysis and the assessment of the pipe ratings,
the consultant shall recommend a Capital Improvement Program (CIF) to address
existing and projected future capacity, maintenance, and structural deficiencies of the
sewer system. The program shall identify the project, define the deficiency, describe
alternatives analysis and the recommended upgrade, and estimate the corresponding
planning -level capital cost.
2. The projects identified shall be prioritized based on the severity of the condition
assessment of the pipe, severity and /or immediacy of hydraulic capacity deficiencies,
the potential of an overflow, and/or the amount of surcharge.
3. In addition, the consultant shall review and discuss with the City staff the City's
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preventive maintenance plan, including the EMLs, identified locations from the FOG
program, and the "hot- spots ". Based on this information, the consultant shall
recommend any maintenance enhancement measures for these hot - spots, QMR Grade
5 locations, or other at -risk locations, that should be included within the CIP (i.e.
smart covers, additional cleaning frequency, additional field monitoring, monthly
manhole inspection, etc.). These maintenance recommendations shall be included
within the CIP with references to specific locations and reaches of the sewer.
4. The consultant shall recommend, in coordination with the City, a ten (10) year CIP to
implement the prioritized projects. The CIP shall be financially constrained based on
the projected available CIP budget.
5. The consultant shall also recommend additional monitoring, measurement or program
modifications for the remaining projects that are not included within the ten (10) year
CIP. The intent of this task is to provide new tools and methods to assist the City in
its implementation of the Sewer System Management Plan more effectively and
efficiently.
G. Deliverables and Training
I. Prepare a comprehensive written report describing the work performed, findings and
recommendations including the Capital Improvement Program. The report shall be
organized in a similar manner to the 2003 Sewer Master Plan. The consultant shall
submit six (6) copies of the draft report for City review. The consultant shall make a
presentation of the draft report to the City. After the City has reviewed the draft
report, the consultant shall meet with the City to discuss comments, modifications,
revisions, etc. The consultant shall incorporate the City's comments and final the
report.
2. The consultant shall deliver ten (10) bound copies of the Sewer Master Plan Update
Final Report to the City including all color maps and exhibits. The consultant shall
also provide a digital file of the final report in PDF format. The final report shall be
signed and stamped by a Registered Civil Engineer.
The consultant shall deliver a copy of the final turnkey sewer system model to City
and train staff on its use. The consultant shall hold a meeting at the City to present
the final sewer system model, explain the various model runs, and the model output.
The consultant shall load the model and corresponding model input and output files
onto the City's network. The consultant shall provide the City staff with complete
model maintenance manuals and provide copies of all training materials. The
consultant will be required to run several specific analyses using the City's computer,
program and data files.
4. Provide workshop minimum of twelve (12) hours for training on the model details,
software delivery platform, and methods and methodology behind ongoing use and
maintenance of the hydraulic model. The trainings shall be broken down into
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workshops consisting of no longer than four (4) hours each.
5. (Optional) The City may require the consultant to procure software program
(Bentley's SewerGEMS, Unlimited pipes Edition), license agreement and
installation. This item will not be an included factor in the proposal evaluation.
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EXHIBIT `B„
CONSULTANTS CERTIFICATION AND FEE SCHEDULE
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