HomeMy WebLinkAbout25F - AGMT - WATER MODELING SRVSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
3�
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
❑ As Recommended
❑ As Amended
❑ Ordinance on 1't 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 approved by the City Manager and City Attorney, to
provide computer water modeling services for a three -year period expiring October 8, 2018, in an
amount not to exceed $150,000 annually, for a total not to exceed amount of $450,000.
Approval of this recommended action will allow for the continued evaluation and analysis of the
City's water system for reliability, system hydraulic operations, and future development - driven
needs. The City's Water Enterprise provides water to all of Santa Ana's residents and
businesses, and it is imperative that water system management activities incorporate industry
best practices. One of these vital best practices is to create and sustain a water system hydraulic
computer model that utilizes technology to assist in the optimization of daily operations. This
model will additionally identify hydraulically deficient areas where the water system would benefit
from future capital improvements.
On February 113, 2014, at the conclusion of a Request for Proposal (RFP) process, City Council
awarded an agreement for the preparation of a comprehensive computerized water system
model. IDModeling, Inc., the successful proposer, is a leading expert in the field of water
modeling and has a proven record of successful water system computer modeling services
nationwide. The RFP Scope of Work was to proceed in phases and included the creation of a
comprehensive computerized water model, performing various analyses and water system
evaluations, as well as sustaining the model over time. The initial agreement awarded by Council
provided for the first phase, the creation and calibration of a water model along with some
preliminary analysis. At the conclusion of the initial agreement staff would analyze the
consultant's performance on the initial model- creation phase prior to proceeding with additional
services and agreement terms.
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Agreement with IDModeling, Inc., for
Computer Water Modeling Services
October 6, 2015
Page 2
Staff recommends entering into an agreement with IDModeling, Inc., to proceed with the
remaining phases of water system evaluations and related modeling services. Through this
agreement IDModeling will be performing a range of hydraulic model evaluations and related
services including a City -wide water quality testing and source trace analysis, power outage
analysis, pressure zone analysis, energy management optimization, water master plan
coordination and CIP validation, development of a uni- directional flushing program and additional
development driven water system model evaluations.
IDModeling, Inc., has performed exceptionally well, has delivered a comprehensive water model,
and continues to meet all of the City's requirements. Through the initial agreement phase, the
consultant has acquired and demonstrated a unique knowledge of the City's water system.
Retaining their services for the remaining phases of work would maximize the City's return on
investment in the initial phase. Additionally, IDModeling, Inc., has recently worked with the Cities
of Indio, Lakewood, Arcadia, and Anaheim, successfully constructing water system computer
models and providing updates to existing models.
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).
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funds in the amount of $150,000 are budgeted in the Water Administration and Engineering
account (06017645- 62300) for expenditure in FY 2015 -16. Annual allocations of $150,000 will
also be budgeted in FY 2016 -17 and FY 2017 -18.
Public Works Agency
FMMS /RR
Exhibit 1: Agreement
APPROVED AS TO FUNDS AND ACCOUNTS:
Francisco Gutierrez f
Executive Director
Finance & Management Services Agency
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CONSULTANT AGREEMENT
THIS AGREEMENT, is made and entered into this 6`" day of October 2015 by
and between IDModeling, Inc., a Delaware corporation ( "Consultant ") and the City of
Santa Ana, a charter city and municipal corporation organized and existing under the
Constitution and laws of the State of California ( "City ").
RECITALS
A. The 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. Consultant is currently providing evaluation and analysis of the City's water
system for reliability, system hydraulic operations, and future development.
The City desires to continue these services with Consultant.
D. 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 terms and conditions hereinafter set forth, the parties agree as follow:
1. SCOPE OF SERVICES
Consultant shall perform those services as set forth in Exhibit A attached hereto
and incorporated by reference to this Agreement.
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
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Exhibit 1.
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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 tune, provided that any such use not within the
purposes intended by this Agreement shall be at City's sole risk. Nothing herein shall
grant City rights in or to the Sedaru software.
3. COMPENSATION
a. City agrees to pay, and Consultant agrees to accept as total payment for its
services for City, the rates and charges identified in Exhibit A, attached hereto and
incorporated by reference. The total sum to be expended by City under this Agreement
shall not exceed $150,000.00 annually during the term of this Agreement.
b. Payment by City shall be made within thirty (30) days following receipt of
proper invoice evidencing work performed, subject to the City's accounting procedures.
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 the City.
4. TERM
This Agreement shall commence on October 6, 2015 and terminate on October 8,
2018, unless terminated earlier in accordance with Section 14, below.
5. INDEPENDENT CONTRACTOR
Consultant shall, during the entire tern 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.
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
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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 $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.
b. Worker's Compensation Insurance. In accordance with California State law,
Consultant, if Consultant 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, Consultant agrees to obtain and maintain
any employer's liability insurance with limits not less than $1,000,000 per accident.
c. 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 $1,000,000 per claim with $2,000,000 in the aggregate.
d. The following requirements apply to the insurance to be provided by
Consultant pursuant to this section:
(i) Consultant shall maintain all insurance required above in full force and
effect for the entire period covered by this Agreement. Certificates
of insurance shall be furnished to the City upon execution of this
Agreement and shall be approved in form by the City.
(ii) 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.
e. 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 terminate this Agreement. 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.
INDEMNIFICATION
Consultant agrees to and shall indemnify, defend and hold harmless the City, its
officers, agents, employees, consultants, special counsel, and representatives from
liability: (1) for personal injury, damages, just compensation, restitution, judicial or
equitable relief arising out of claims for personal injury, including death, and claims for
property damage, which may arise from the negligent operations of the Consultant or its
contractors, subcontractors, agents, employees, or other persons acting on their behalf
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which relates to the services described in section 1 of this Agreement; and (2) from any
claim that personal injury, damages, just compensation, restitution, judicial or equitable
relief is due by reason of the terms of or effects arising from this Agreement, to the extent
that the injury, damages, just compensation, restitution, judicial or equitable relief is
caused by the negligence of the Consultant. This indemnity and hold harmless agreement
applies to all claims for damages, just compensation, restitution, judicial or equitable
relief suffered, or alleged to have been suffered, by reason of the events referred to in this
Section or by reason of the terms of, or effects, arising from this Agreement. City may
make all reasonable decisions with respect to its representation in any legal proceeding.
In no case will Consultant be required to indemnify or hold harmless the City from
injury, damages, just compensation, restitution, judicial or equitable relief caused by the
negligence of the City.
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.
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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: Clerk 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
courtesy copy: 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
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.
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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.
15. NON - 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, tennination or other employment related activities or in connection with any
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activities under this Agreement. 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.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and
year first above written.
ATTEST: CITY OF SANTA ANA
MARIA D. HUIZAR
Clerk of the Council
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DAVID CAVAZOS
City Manager
SONIA R. CARVALHO
City Attorney
By:
fO
SANDOVAL
C ' f Assistant City Attorney
RECOMMENDED FOR APPROVAL: IDMODELING, INC.
FRED MOUSAVIPOUR By:
Executive Director Title:
Public Works Agency
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C,IDMODELINGM
We can be more, together
August 13, 2015
Mr. Rudy Rosas, P.E.
Senior Civil Engineer
City of Santa Ana
220 S. Daisy Ave. M -85
Santa Ana, CA 92703
55 BastMuntingt0iI Drive. so Ito 130, Arcadia. CA 91006
www.Idmodeling.corri "r6262440700
1 626 244 0762 EInfo @IdIoodeling.com
Subject: Proposal to Provide Water System Computer Model Solutions
for Fiscal Years: 2015 -18
Dear Mr. Rosas,
IDModeling, Inc. (IDM) is pleased to submit this proposal to the City of Santa Ana (City) to
provide follow -on water system computer model solutions for fiscal years (FY) 2015 -18, based
on the calibrated all -pipes water model delivered by IDM as part of the Water System Computer
Modeling Project, completed in August 2015.
This proposal includes 6 primary tasks that serve to support the City's future water system
analysis, master planning, and operational efforts to maximize resources and make the most
impactful decisions possible with available resources and data. The following tasks will be
performed within the scope and term of this project:
Task l — Hydraulic Model Evaluations and Support (FY 2015 -16)
Under this task IDM will perform the following model evaluations for City staff.
1. City -wide Water Quality Testing and Source Trace Analysis: Perform a multi- source trace
analysis under two demand conditions (high demand & low demand) to determine the
influence on a particular location from various supply sources. Results tables and figures
will be developed to display the results of the source trace analysis and assist the City with
gaining approval from CDPH for use of the model to reduce the number of water quality
samples when positive results are encountered.
2. Fuller Site Analysis: Analyze the benefits of two new groundwater wells or one
well /reservoir /pump station combination at the Fuller Site which is a vacant parcel across
from the Santa Ana train station. A brief summary technical memorandum will be
developed detailing the model results with associated results tables and figures and
recommendations for improvements at the Fuller site.
3. John Garthe to Walnut Station Transmission Main Analysis: Analyze the need /impact of a
new transmission main from John Garthe Station to Walnut Station and assess the benefits
of being able to move a large quantity of water from Garthe to Walnut under two (2)
different operating conditions. A brief summary technical memorandum will be developed
detailing the model results with associated results tables and figures and recommendations
for improvements.
4. EOCWD Water Purchase Analysis; Analyze the ability /benefits to purchasing water from
the East Orange County Water District and the impacts to system operations under two (2)
different operating conditions. A brief summary technical memorandum will be developed
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Mr. Rudy Rasas Page 2 August 13, 2015
detailing the model results with associated results tables and figures and recommendations
for improvements.
S. Pressure Zone Analysis: Analyze the feasibility and benefit of dividing the City's low
pressure zone into two separate zones. This will essentially split the City into 3 zones
Instead of the existing 2. A brief summary technical memorandum will be developed
detailing the model results with associated results tables and figures and recommendations
for improvements.
6. Power Outage Analysis: Analyze system resiliency and impacts in the event of a full and
prolonged power outage. This analysis will include all groundwater well and booster pump
stations off, with only MWD import connections on. A brief summary technical
memorandum will be developed detailing the model results with associated results tables
and figures and recommendations for improvements.
7. As- Needed Support: IDM will provide support to City staff for GIS, hydraulic modeling,
analysis, planning, application development, and training services on an as- needed basis and
may include, but are not limited to the following:
• Services including but not limited to: Energy management, Operational Planning, Water
Quality, CIP Prioritization, Asset Management, Criticality, etc.
• Hydraulic model construction and updates
• Software and application, implementation and Integration
• GIS Application Development re: data collection, model /GIS communications, flushing,
water quality, energy management, vulnerability, CIP prioritization, etc.
• Systems integrations including GIS, CMMS, Asset Management,SCADA, etc.
• Model calibration for Master Planning, Energy Management, Water Quality, System
Vulnerability, Fire flows, Operational Planning
• Development of future scenarios (pump upgrading, tank replacement, etc.),
• Standardized and Customized Training
Task1— Sedaru Smart CIP Software & Implementation (FY2015 -16)
IDM will deliver Sedaru Smart CIP to the City to support the City's future Water Master Plan
effort, and subsequent City water system planning efforts. The deliverable will consist of a
dynamic capital planning tool that leverages Sedaru (and Sedaru integrated) data to produce
capital planning project recommendations.
Sedaru Smart CIP will allow the City to consistently prioritize capital projects as operations,
budgets, input data, and decision making parameters change over time.
The following tasks will be performed to successfully deliver the Smart GIP software:
1. Master Plan Consultant Coordination and CIP "Validation ": IDM will work with the City and
the City's engineering consultant to configure Sedaru Smart CIP to match an agreed upon
prioritization methodology and set of decision criteria. The engineering consultant will
deliver a list of near -term and future replacement projects, as developed with the City and
applying engineering judgment. IDM will then validate the Sedaru Smart CIP planning tool
against this list of projects, and perform a comparison of software output with a
representative set of CIP projects from the engineering consultant and the City, with the
goal of maintaining a balance between automating the CIP development process. IDM will
provide the City's engineering consultant with a GIS database schema to exchange master
plan project data with Sedaru.
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Mr. Rudy Rosas Page 3 August 13, 2015
Once validated, Sedaru Smart. CIP will leverage the City's all -pipes water model, with the
latest asset condition and performance data from the City's O&M information systems, with
key decision making criteria across distribution system assets, to deliver a repeatable,
automated list of prioritized replacement projects. The City can revisit the priority of a
project, as- needed, with the confidence that the latest data and decision making
parameters are being used. It is estimated that the future cost and effort of water master
planning will be reduced significantly with the Sedaru Smart CIP, while metrics to justify
projects and return on capital investments will Increase the same.
2. Configure Likelihood of Failure: Configure the likelihood of failure for each facility based on
asset performance - Includes history of existing pipes (age, material, no. of breaks),
hydrants, valves, etc.
3. Configure Consequence of Failure: Configure the consequence of failure including pipeline
criticality, impact on critical customers (hospitals, nursing homes, etc.), number of
customers affected, hydrant flows, and system pressures.
4. Configure Constructability: Configure the constructability of each recommended system
improvement considering paving schedule coordination, traffic impact, easements, railroad
or ditch crossings, etc.
S. Configure Capital Action plan: Configure City's capital action plan for water master plan
support, using weighted /prioritized likelihood of failure, consequence of failure, and
constructability criteria to generate a dynamic CIP list.
6. Integration: IDM will integrate the Smart CIP software with Santa Ana's existing systems
including the City's current Sedaru Command Center, mobile data collection applications,
hydraulic model, and GIS database.
7. Training & Software: A workshop will be scheduled upon Implementing Sedaru Smart CIP to
train City staff on utilizing the software to Its full capabilities. Software will be rolled out to
up to 10 City staff, applied for City water master planning, and ongoing staff planning to use
the latest set of asset and operational data to make the best possible decision each time
system status changes.
Recurring annual costs for software support and maintenance of Sedaru Smart CIP is $25,000,
This includes costs to support up to 10 City users and stakeholders of the system input and
output, operating costs to maintain data and system integrations, and ongoing periodic
updating of parameters to support latest planning criteria and methodology.
Task 3 — Hydraulic Model Evaluations and Support (FY 2016 -17)
IDM will provide support to City staff for GIS, hydraulic modeling, analysis, planning, application
development, and training services on an as- needed basis and may Include but are not limited
to the following:
• Services including but not limited to: Energy management, Operational Planning, Water
Quality, CIP Prioritization, Asset Management, Criticality, etc.
• Hydraulic model construction and updates
• Software and application, implementation and integration
• GIS Application Development re: data collection, model /GIS communications, flushing,
water quality, energy management, vulnerability, CIP prioritization, etc.
• Systems Integrations including GIS, CMMS, Asset Management, SCADA, etc.
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Mr. Rudy Rosas Page 4 August 13, 2015
• Model calibration for Master Planning, Energy Management, Water Quality, System
Vulnerability, Fire flows, Operational Planning
• Development of future scenarios (pump upgrading, tank replacement, etc.),
• Standardized and Customized Training
Task 4 — Sedaru Smart Ops Software & Implementation (FY2016 -17)
The City operates a pressurized water system, with limited gravity storage facilities, and a
combination of variable frequency drive and solid state pumps. This hydraulic profile Induces
frequent in- fighting between pumps and pump controls, causing pumps to over -cycle and over -
pump, which results in high operational costs associated with pumping energy. The City would
like to increase its operational awareness, and understanding of how better to manage pump
operations to reduce pump energy costs.
1. Program Operational Schema: IDM will work with the City to understand City operator's
current operating strategies, as well as the equipment, SCADA logic, set points, and typical
operating conditions associated with the City's system, wells and pumping plants.
2. Update Computer Modeling with Automations: IDM will utilize the hydraulic computer
model delivered in the Water System Computer Modeling project to add functionality to the
system, which may Include: real -time hydraulic modeling, monitoring of existing water
system facilities, automating alerts and notifications associated with predefined system
demand and /or operating thresholds which may be associated with inefficient pumping or
high energy costs, and providing pumping recommendations to water system operators
which may serve to balance, reduce, or dampen system operations associated with water
pumps over - cycling, over - pumping, or operating at inefficient points on theirsystem curves.
3. Develop Automated Operator Recommendations: Recommendations will be automated in
accordance to criteria developed with City operators and engineering staff to consider best
operating practices, required customer service levels, and methods of operation to maintain
water quality standards. Parameters will include pump operating costs, efficiencies, varying
levels of water demand, including but not limited to maximum demand, minimum demand,
conservation demand, and other operational conditions.
Benefits: IDM estimates conservatively, that the City will experience 10 -20% reduction in pump
energy expenses after the deployment of this energy reduction technology,
Recurring annual costs for software support and maintenance of Sedaru Smart Ops is $25,000,
This includes costs to support up to 10 City users (engineers, operators, and management), and
stakeholders of the system input and output, operating costs to maintain data and system
integrations, and ongoing periodic updating of parameters to support latest operational criteria,
system and facility costs to operate, efficiencies, and operating methodology.
Task 5— Hydraulic Model Evaluations and Support (FY 2017 -18)
IDM will provide support to City staff for GIS, hydraulic modeling, analysis, planning, application
development, and training services on an as- needed basis and may include but are not limited
to the following:
• Services including but not limited to: Energy management, Operational Planning, Water
Quality, CIP Prioritization, Asset Management, Criticality, etc.
• Hydraulic model construction and updates
• Software and application, implementation and integration
25F -14
Mr. Rudy Roses Page 5 August 13, 2015
• GIS Application Development re: data collection, model /GIS communications, flushing,
water quality, energy management, vulnerability, CIP prioritization, etc.
• Systems integrations Including GIS, CMMS, Asset Management, SCADA, etc.
• Model calibration for Master Planning, Energy Management, Water Quality, System
Vulnerability, Fire flows, Operational Planning
• Development of future scenarios (pump upgrading, tank replacement, etc.),
• Standardized and Customized Training
Task 6— Sedaru Smart Quality Software & Implementation (FY2017.18)
The City Fire Department currently tests and flows fire hydrants within the City limits utilizing
either fire department staff or an outside contractor. These flowing these hydrants are
conducted on an as- needed basis, with anywhere from 16 to 44 hydrant tests conducted in a
year. The City currently does not have flushing program for water quality purposes. Flushing is
a critical maintenance activity that allows the water system to purge older, less - circulated water
out of the system, in -place of newer, fresher, higher quality water for potable
delivery. Developing flushing routes for maintenance crews will help maintain the quality of
water within the distribution system.
1, Program Uni- directional Flushing Criteria: IDM will work with the City to understand City
operator's current flushing and water quality strategies, as well as the typical areas of lesser
quality, system parameters that may impact quality and good /poor locations to flush, and
recommended flushing outlets (storm drain catch basins, sewer manholes, etc.).
2. Update Sedaru Smart Quality with Flushing- specific Automations: Uni - directional flushing
sequences will be automated based on results and output from the City's hydraulic
computer model, GIS, and CMMS, including customer complaints, history of water quality
samples and asset maintenance to optimize flushing sequences and maximize the benefits
of flushing for water quality and customer service, while minimizing stress to the system,
and water lost during flushing events.
3. Develop Automated Flushing Recommendations: Recommended sequences from the uni-
directional flushing program will be mobile, map- driven, and Interactive with real -time,
departmental communication to enable support and response to flushing tasks, and
potential impacts to customers. Flushing sequences will be issued with routing applied to
optimize field crew drive -time and traffic impacts.
Benefits: This real -time, automated Uni - directional Flushing Program will enable the City to
sustain acceptable levels of water quality, while maximizing staffing resources and minimizing
water loss and stress to the system to avoid pipe breaks, leakage, and customer
complaints. This solution will enable the City to utilize its own resources and /or deploy City fire
department resources to perform flushing within a transparent, connected, and monitored
environment to avoid surprises and be prepared for operational response.
Recurring annual costs for software support and maintenance of Sedaru Smart Quality Is
$20,000. This includes costs to support up to 8 City users, and stakeholders of the system input
and output, operating costs to maintain data and system integrations, and ongoing periodic
updating of parameters to support latest water quality and flushing criteria and methodology.
25F -15
Mr, Rudy Rosas Page 6 August 13, 2015
Proposed Budget and Term:
Budget Year 1(2015 -16): The estimated not -to- exceed fee is summarized by main task below:
Task 1— Hydraulic Model Evaluations & Support $75,000.00
Task 2— Sedaru Smart CIP Software & Implementation $75,000.00
TOTAL 20.15 -16
$150,000.00
Budget Year 2 (2016 -17): The estimated not -to- exceed fee is summarized by main task below:
Task 1— Hydraulic Model Evaluations & Support $100,000m
Task 2— Sedaru Smart Ops Software & Implementation $50,000.00
TOTAL 2016 -17
$150,000.00
Budget Year 3 (2017 -18): The estimated not -to- exceed fee is summarized by main task below:
Task 1— Hydraulic Model Evaluations & Support $100,000.00
Task 2— Sedaru Smart Quality Software & Implementation 550,000.00
TOTAL 2017 -18
$150,000.00
Thank you for considering IDModeling. We look forward to continuing our relationship with City
staff. Please feel free to contact me at (626) 244 -0700 with any questions you may have.
Sincerely,
Paul Hauffen
Principal
IDModeling, Inc.
25F -16
Exhibit A
City of Santa Ana
Water System Computer Model Solutions
Labor Hours & Budget Estimate
�CIDMODELING
We can be more, together.
25F -17
co a
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0
Task
Project Task or Subtask Description
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City -wide Water Quality Testing and Source Trace Analysis:
- Perform multi- source trace analysis under two demand conditions (high demand &
low demand) to determine the Influence on a particular location from various supply
A
sources
14
45
59
$9,150
$200
$9,350
- Develop results tables and figures to display the results of the source trace analysis
and assist the City with gaining approval from CDPH for use of the model to reduce
the number of water quality samples when positive results are encountered
Fuller Site Analysis:
- Analyze the benefits of two new groundwater wells or one well /reservoir /pump
6
station combination at the Fuller Site which Is a vacant parcel across from the Santa
8
36
44
$6,700
$6'700
Ana train station
- Provide brief summary technical memorandum detailing the model results with
associated results tables and figures and recommendations for improvements
John Garthe to Walnut Station Transmission Main Analysis:
- Analyze the need /impact of a new transmission main from John Garthe Station to
C
Walnut Station and assess the benefits of being able to move a large quantity of
$
36
44
$6,700
$6,700
water from Garthe to Walnut under two (2) different operating conditions
- Provide brief summary technical memorandum detailing the model results with
associated results tables and figures and recommendations for improvements
EOCW D Water Purchase Analysis:
- Analyze the ability /benefits to purchasing water from the East Orange County
D
Water District and the impacts to system operations under two (Z) different
6
32
38
$5,750
$5,750
operating conditions
- Provide brief summary technical memorandum detailing the model results with
associated results tables and figures and recommendations for Improvements
Pressure Zone Analysis:
- Analyze the feasibility and benefit of dividing the City's low pressure zone into two
E
separate zones. This will essentially split the City into 3 zones instead of the existing
6
32
38
$5,750
$5,750
- Provide brief summary technical memorandum detailing the model results with
associated results tables and figures and recommendations for improvements
Power Outage Analysis:
- Analyze system resiliency and Impacts In the event of a full and prolonged power
F
outage. This analysis will include all groundwater well and booster pump stations
6
32
38
$5,750
$5,750
off, with only MWD import connections on.
- Provide brief summary technical memorandum detailing the model results with
associated results tables and figures and recommendations for improvements
G
Provide support to City staff for GIS, hydraulic modeling, analysis, planning,
60
160
220
$34,300
$34,300
application development, and training services on an as- needed basis
25F -17
Exhibit A
City of Santa Ana
Water System Computer Model Solutions
Labor Hours & Budget Estimate
� IDM DELING
We can be more, together.
25F -18
0
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Task
Project Task or Subtask Description
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Master Plan Consultant Coordination - IDM will coordinate with the City's master
plan consultant to configure Sedaru Smart CIP to match an agreed upon
prioritization methodology. IDM will facilitate the import of project data into Sedate
12
40
52
$8,020
$8,020
A
and use this list to "calibrate" the Sedaru Smart CIP planning tool and perform a
comparison of .software output with a representative set of recommended CIP
projects.
Configuring likelihood of failure based on asset performance - includes history of
8
56
64
$9,600
$9,600
B
existing pipes (age, material, no. of breaks), hydrants, valves, etc.
C
Configuring consequence of failure including pipeline criticality, impact on critical
8
40
48
$7,280
$7,280
customers (hospitals), # of customers affected, etc.
D
Configuring constructability of each recommended system Improvement considering
8
40
48
$7,2IIq
$7,2$0
paving schedule coordination, traffic impact, easements, RR or ditch crossings, etc,
Configuring automated capital action plan using the weighted /prioritized likelihood
E
of failure, consequence of failure, and constructabillty criteria to generate a dynamic
8
40
48
$7,280
$7,280
CIP list
Integrating - IDM will integrate the Smart CIP software with City's existing systems
F
including the City's current Sedate Command Center, mobile data collection
8
40
48
$7,280
$7,280
applications, hydraulic model, and GIS database
Software & Training - upon Smart CIP software Implementation and calibration, IDM
G
will coordinate a workshop to train City staff to utilize the software to Its full
0
20
20
$2,900
$25,000
$27,900
capabilities
Wti>fns
Model....
A
Provide support to City staff for GIS, hydraulic modeling, analysis, planning,
1.00
560
660
$99,7D0
$99,70D
application development, and training services on an as- needed basis
$ &'IrimplemerlttipY1'(iQ16 ii).,
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,4 ,,
Sedaru mark, CepsSaftWare „sue.. .�.;., y,6
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12n „ >.
}60$24,641
�8 ,.ail,
Program Operational Schema: IDM will work with the City to understand City
4
12
16
$2,480
$2,480
A
operator's current operating strategies.
Update computer modeling with automations: IDM will utilize the hydraulic
computer model to add functionality to the system, which may Include: real -time
B
hydraulic modeling, monitoring of existing water system facilities, automating alerts
16
64
80
$12,240
$12,240
and notifications associated with predefined system demand and /or operating
thresholds which may be associated with inefficient pumping or high energy costs.
Develop Operator Recommendations: Recommendations will be automated in
C
accordance with criteria developed with City operators and engineering staff to
16
48
64
$9,920
$25,000
$34,920
consider best operating practices, required customer service levels, and methods of
operation to maintain water quality standards.
25F -18
Exhibit A
City of Santa Ana
Water System Computer Model Solutions
Labor Hours & Budget Estimate
IDMODELIN '
We can he more, together,
A Provide support to City staff for GIs, hydraulic modeling, analysis, planning, 100 560 660 $99,700
application development, and training services on an as- needed basis $89'700
Program Uni- dlrectional Flushing Criteria: IDM will work with the City to understand
City operator's current flushing and water quality strategies, as well as the typical
A areas of lesser quality, system parameters that may Impact quality and good /poor 12 28 40 $6,280 $6,280
locations to flush, and recommended flushing outlets (storm drain catch basins,
sewer manholes, etc.).
Update Sedaru Smart Quality with Flushing - specific Automations: Uni- directional
flushing sequences will be automated based an results and output from the City's
B hydraulic computer model, GIS, and CMMS, including: customer complaints, history 16 56 72 $11,080 $11,D84
of water quality samples and asset maintenance to optimize flushing sequences and
maximize the benefits of Flushing for water quality and customer service, while
minimizing stress to the system, and water lost during flushing events.
Develop Automated Flushing Recommendations: Recommended sequences from
C the uni- directional flushing program will be mobile, map - driven, and Interactive with 16 64 80 $12,24tl
real -time, departmental communication to enable support and response to flushing $20,000 $32,240
tasks, and potential impacts to customers.
25F -19
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O
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0
Task
Project Task or$ubtask Description
Cr
W
T
W
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v
a M
ut
A Provide support to City staff for GIs, hydraulic modeling, analysis, planning, 100 560 660 $99,700
application development, and training services on an as- needed basis $89'700
Program Uni- dlrectional Flushing Criteria: IDM will work with the City to understand
City operator's current flushing and water quality strategies, as well as the typical
A areas of lesser quality, system parameters that may Impact quality and good /poor 12 28 40 $6,280 $6,280
locations to flush, and recommended flushing outlets (storm drain catch basins,
sewer manholes, etc.).
Update Sedaru Smart Quality with Flushing - specific Automations: Uni- directional
flushing sequences will be automated based an results and output from the City's
B hydraulic computer model, GIS, and CMMS, including: customer complaints, history 16 56 72 $11,080 $11,D84
of water quality samples and asset maintenance to optimize flushing sequences and
maximize the benefits of Flushing for water quality and customer service, while
minimizing stress to the system, and water lost during flushing events.
Develop Automated Flushing Recommendations: Recommended sequences from
C the uni- directional flushing program will be mobile, map - driven, and Interactive with 16 64 80 $12,24tl
real -time, departmental communication to enable support and response to flushing $20,000 $32,240
tasks, and potential impacts to customers.
25F -19
25F -20