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HomeMy WebLinkAbout25O - AGMT ENGINEERING SERVICES WELL 29 REHABREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: DECEMBER 5, 2017 CLERK OF COUNCIL USE ONLY: TITLE: APPROVED APPROVE AGREEMENT WITH PSOMAS, ❑ As Recommended INC., TO PROVIDE ENGINEERING DESIGN ❑ As Amended ❑ Ordinance on 1s' Reading SERVICES FOR WELL NO. 29 ❑ Ordinance on 2nd Reading REHABILITATION (PROJECT NO. 18-6491) ❑ implementing Resolution BID NO. 16-110 ❑ Set Public Hearing For (STRATEGIC PLAN NO. 6, 1C) CITY ANAGER RECOMMENDED ACTION CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute an agreement with PSOMAS, Inc., to provide design engineering services for Well No. 29 Rehabilitation, for a three-year period from December 5, 2017, through December 4, 2020, with provisions for one two-year renewal option exercisable by the City Manager and City Attorney, in an amount not to exceed $625,000 for the term of the contract, subject to nonsubstantive changes approved by the City Manager and City Attorney. DISCUSSION Well No. 29, located at the intersection of Flower and First Street (Exhibit 1), was first constructed in the 1980s. It is one of the three wells feeding the Walnut Pump Station and is the primary water source for the City's downtown. However, this well has been inactive for the last year, the result of a traffic accident which impacted the chlorination system unit onsite and damaged other well appurtenances. Additionally, this site currently possesses ingress and egress challenges to maintenance personnel accessing the site for their daily maintenance and operations. Staff is recommending to rehabilitate the well and the site to include the following improvements: new electrical, mechanical, and system controls equipment; new block building to protect the equipment from the elements; and site accessibility improvements, while maintaining harmonious cohesiveness with the neighborhood. This project was included in the Capital Improvement Projects (CIP) program for Fiscal Year 2017-18. On July 11, 2017, the Public Works Agency released a Request for Proposal (RFP) for engineering design services for Well No. 29 Rehabilitation. The RFP was posted on the City's website, and qualified consulting firms were notified. Four proposals were received and evaluated by a review committee from the Public Works Agency. Each firm was rated according to its organization, credentials, resumes, references, and fees to provide the required services. All four of the proposals received were responsive. The following is the list of the firms and their respective proposal scores: 250-1 Agreement with PSOMAS Inc., for Well No. 29 Rehabilitation Engineering Design Services December 5, 2017 Page 2 FIRM SCORE PSOMAS, Inc. 93 Tetra Tech, Inc. 89 HAZEN 87 Phillio West & Associates 83 Based on the ratings, staff recommends that PSOMAS, Inc., be retained to provide engineering design services for Well No. 29 to restore it to service. 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 $625,000 are budgeted and available for expenditure in the Water Utility Capital Projects Fund (Account No. 06617647-66301, Project No. 18-6491). Any unspent and encumbered balance will be carried forward into subsequent fiscal years as needed to fulfill the agreement. Funds are estimated to be spent as follows: FISCAL YEAR AMOUNT 2017-18 $250,66-0- 2018-19 $300,000 2019-20 $70,000 2020-21 $5,000 TOTAL: $625,000 Fred Mousavipour Executive Director Public Works Agency FM/WEG/JG/AF Exhibits: 1. Location Map 2. Agreement - PSOMAS, Inc. APPROVED AS TO FUNDS & ACCOUNTS: �1 Francisco Gutierrez Executive Director Finance & Management Services Agency 250-2 250-4 EXHIBIT 2 AGREEMENT TO PROVIDE ENGINEERING DESIGN SERVICES FOR REHABILITATION OF CITY WELL 29 THIS AGREEMENT is made and entered into this 5th -day of-Ddcember; 2017 by and between PSOMAS,.hrc., a California 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. On July 11, 2017, the City issued Request for Proposal No, 16-110, by which it sought a consultant to provide engineering design services for the rehabilitation of City Well 29. B. Consultant submitted a responsive proposal that was selected by the City. Consultant represents that it is able and willing to provide the services as described in the scope of work that was included in RFP No. 16-110 and attached as Exhibit A to this Agreement. 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 terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES AND CONSULTANT'S PROPOSAL Consultant shall perform the services that are described in Exhibit A. Consultant's proposal is incorporated by reference as though fully set forth herein. 2. COMPENSATION a. City agrees to pay, and Consultant agrees to accept as total payment for its services under this Agreement, the rates and charges identified in Exhibit B. The total sum to be expended under the term of this Agreement, including any extension periods, shall not exceed $625,000. This amount is comprised of (1) the base sum of $465,353 for the required tasks 1-14, (2) $70,380 for optional task 15, and (3) a contingency of $89,267 for services to be performed at the sole discretion of the City. b. Payment by City shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed, subject to City 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 City. "1101119 This Agreement shall commence on the date first written above and continue through December 4, 2020, unless terminated earlier in accordance with Section 16, below. The term of Page 1 of 8 250-5 this Agreement may be extended for up to one additional two (2) -year period upon a writing executed by the City Manager and the City Attorney. 4. PREVAILING WAGES Consultant is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the performance of other requirements on "public works" and "maintenance" projects. If the services being performed are part of an applicable "public works" or "maintenance" project, as defined by the Prevailing Wage Laws, and the total compensation is $1,000 or more, Consultant agrees to fully comply with such Prevailing Wage Laws. Consultant shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. 5. INDEPENDENT CONSULTANT Consultant shall, during the entire tenn of this Agreement, be construed to be an independent consultant 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. 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 subconsultants to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subconsultant 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. Page 2 of 8 250-6 7. INSURANCE Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall require its subconsultants, if any, to obtain and maintain insurance as described below: a. Commercial General Liability Insurance. Consultant shall maintain commercial general liability insurance naming the City, its officers, employees, agents, and volunteers as additional insured(s) and 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, with $2,000,000 in the aggregate. Such insurance shall (a) name the City, its officers, employees, and agents 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 insureds provisions. 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 3700 of the Labor Code, 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. d. 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. e. 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. ii. Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved by the City. iii. 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. iv. Consultant shall supply City with a fully executed additional insured endorsement. f. 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 Page 3 of 8 250-7 election, to forthwith 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. 8. INDEMNIFICATION Consultant agrees to defend, and shall indemnify 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, its subconsultants, agents, employees, or other persons acting on its behalf 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 Consultant's negligence in the performance of this Agreement. 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. The Consultant further agrees to indemnify, hold hamiless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from Consultant's negligence in the performance of this Agreement__ City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Consultant's services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. 9. INTELLECTUAL PROPERTY INDEMNIFICATION Consultant shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Consultant to the City pursuant to this Agreement. 10. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. Page 4 of 8 250-8 11. 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. 12. 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. 13. 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 and as further specified in the certifications submitted in Consultant's proposal and incorporated in this Agreement by reference. 14. 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, 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. Page 5 of 8 250-9 15. 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. 16. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of ternunation. 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(s) 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. 17. WAIVER No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. 18. 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. 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. 19. 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 Page 6 of 8 250-10 exemptions. Said inability shall be cause for termination of this Agreement. 20. 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. 21. 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 fax 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 With courtesy copies to: Fred Mousavipour Executive Director, Public Works Agency City of Santa Ana 20 Civic Center Plaza (M-21) P.O. Box 1988 Santa Ana, California 92702 Fax: 714- 647-5635 To Consultant: PSOMAS, Inc. 3 Hutton Center Drive, Suite 200 Santa Ana, CA 92707 Attn: Joseph L. Boyle, Vice President Fax: 714-545-8883 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, Page 7 of 8 250-11 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 fax, 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. 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: y John FA Assistant City Attorney RECOMMENDED FOR APPROVAL: FRED MOUSAVIPOUR Executive Director Public Works Agency CITY OF SANTA ANA Raul Godinez II City Manager CONSULTANT: Name: Title: 250-12 Page 8 of 8 EXHIBIT A Appendix ATTACHMENT 1 SCOPE OF WORK CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR WELL 29- REHABILITATION ENGINEERING DESIGN SERVICES RFP NO.: 16-110 Introduction and Backeround: The City of Santa Ana is located in the County of Orange in Southern California. The City encompasses 27.5 square miles and a population of over 340,000 people. The City operates a water distribution system including over 450 miles of water main and over 44,000 water services. The City pumps water from the groundwater basin through an existing water well network that includes 21 wells and pump stations. Well 29 is located at the intersection of First Street and Flower Street. It is the City's goal to rehabilitate Well 29 and to improve the site accessibility for water staff and personnel to perform maintenance duties. This well is one of three wells serving the downtown area and its part of the Walnut Pump Station System. A more detailed background is provided in Attachment -4, Well 29 Improvements Alternative Analysis. The City has elected to move forward with alternative (3) - Recommended Improvements for this well facility as defined in the analysis. This project requires the development of engineering construction plans, specifications and estimates for the complete rehabilitation of the well. These include: a new building structure to house the electrical and mechanical components that control the pump and motor, a water distribution piping system, well site and landscaping improvements, and public works improvements. Specific items are identified below and in Attachment -4. Description of Work: The selected firm/s shall provide the City with the following services as described herein. Task 1. Project Administration and Agency Coordination Kick -Off Meetine Upon receipt of a written Notice to Proceed from the City, the Consultant shall conduct a kickoff meeting with the City Public Works Agency staff to review the Scope of Services, develop an overall Project Schedule and confirm the deliverables. The Project schedule should include each task, milestones, critical path designation and a schedule for progress meetings. Agency Coordination Well 29 is a City of Santa Ana facility and therefore, it is important to coordinate all work with the City's Public Works Agency- Water Resources Division to obtain their input and include them in all critical decision making. In addition, the Consultant will be required to coordinate their City of Santa Ana RFP 16-110 Page Al -1 250-13 activities with third party agencies including, but not limited to, utility companies, California Water Resources Control Board, Orange County Water District, Santa Ana Unified School District (SAUSD) and other City Agencies/Departments, and adjacent property owners. For the purposes of this RFP, assume up to twelve (12) meetings. The Consultant shall be responsible for organizing all meetings including the preparation of agendas, meeting minutes and distribution of all documentation to all attending parties or as required. Proiect Milestone/Monthly Meeting Consultant shall be prepared to present regular Project progress report(s) to City staff each month or as otherwise agreed upon with the Project Manager. Consultant shall make sure City staff is included in all regularly scheduled progress meetings. Consultant is responsible for organizing these meetings including preparing agenda(s), compiling meeting minutes, and distributing the minutes to all attending or as required. Task 2. As Built. Utility Research and Survey Consultant shall conduct As -Built and utility research within the Project area. Consultant shall be responsible for researching all applicable agencies and utility company records. Consultant shall be responsible for preparing a complete list of all underground and overhead utilities in the Project area. Consultant shall work with all underground and overhead utility in obtaining these companies' near term (next 5 years) improvement information and schedule. Upon completion of all required research of underground and overhead utility and oil company lines, the consultant shall provide a comprehensive utility and line map including any planned near tern improvements. Consultant shall prepare a complete list of all As-Built/Record Drawings found, what agency they were found in and this information shall be referenced in the Basis of Design and final Plans and Specifications. A topographic and design survey shall be included under this task. The Consultant shall be responsible for developing a potholing location plan and when approved by the City's Project Manager, will be responsible for conducting the required potholing. The Consultant shall be responsible for scheduling all potholing with the City's Project Manager a minimum of two (2) weeks in advance of when any potholing will be conducted. The Consultant shall submit all traffic control plans related to potholing activities to City staff for review. The Consultant shall log all potholing information and is responsible for including this information in the Basis of Design and on the Final Design Plans. For the purposes of this RFP, the Consultant shall assume a maximum of twelve (10) potholes will be required. The Consultant/Contractor will be required to obtain "no fee" permits for all geotechnical potholing. Backfill and paving will be as required by the Permitting section of the Public Works Agency. The pavement section shall match the existing pavement thickness at a minimum. The Consultant shall research all available records at the City, to verify the existing right-of-way for the project area and confirm ownership of the right-ef--way. The Consultant shall review the available information and will inform the City of any issues of concern regarding potential problems having to do with prior rights, license agreements, encumbrances, etc. Task 3. Geotechnical Recommendations The Consultant shall be responsible for conducting necessary geotechnical testing to determine the existing pavement and base thickness, sub -grade soil type and evaluation of the structural section's condition. The Consultant shall perform field and laboratory testing as necessary to recommend pipe bedding requirements, pump house foundation requirements, excavation and shoring City of Santa Ana RFP 16-110 .� Page Al -2 250-14 requirements, retaining walls as required and a new pavement structural section throughout the Project limits. The Consultant shall perform foundation design analysis, provide earthwork/structural recommendations, pipe bedding requirements, and pavement reconstruction details for the construction of the Project. This information will be included in the Basis of Design, on the Final Design Plans and in the Final Specifications. The Consultant shall be responsible for preparing traffic control plans for all geotechnical field work and will be responsible for notifying the Project Manager two (2) weeks in advance of any geotechnical field work being conducted. The Consultant shall submit all traffic control plans to City staff for review. The Consultant/Contractor will be required to obtain "no fee" permits for all geotechnical potholing. Backfill and paving will be as required by the Permitting section of the Public Works Agency. The pavement section shall match the existing pavement section at a minimum. Task 4. Well Assessment including Operations, Capacity, and Safety Evaluation The Consultant shall use as -built plans, well performance and production records, conduct field inspections and interview City staff to evaluate the existing well operations and understand the site constraints. The Consultant is required to coordinate all field investigations of the existing well with the City's Project manager. The City shall perform a down well video inspection of the well and provide to consultant for review. Consultant shall identify and recommend well repairs and or rehabilitation methods as required. Task 5. Well Site- Operational Design Standard and Criteria The Consultant shall work with City staff to determine the applicable design standards and criteria in addition to those defined by the Study. The Consultant shall consider other possible agency design criteria and/or standards as. necessary. A maximum of two (2) three (3) hour workshop sessions shall be conducted with the Project Manager, City Operations staff and the Consultant design team. The Consultant shall be responsible for organizing the meeting including obtaining background information for discussion, preparing the agenda, compiling meeting minutes and action items, as well as distributing the minutes as required. Elements to be discussed shall include, but not be limited to, operational parameters, ideal control conditions, and operator experience. Task 6. Basis of Design Upon completion of Tasks 2 through 5 above, the Consultant shall prepare a Basis of Design Report including elements and findings from all of the Tasks. The Basis of Design Report shall summarize all of the alternatives and outline the agreed upon alternative including reasons why the alternative was chosen. The Basis of Design includes 30% drawings of the chosen alternative including all proposed improvements, The Basis of Design Report shall be stamped and signed by a California Registered Civil Engineer. Prior to completion of the final Basis of Design Report, the Consultant shall prepare and submit for review a draft Basis of Design Report to City staff. The Basis of Design will include, but not be limited to, such issues as: 1. An overall evaluation of the existing well site based on current design standards. 2. Make recommendations for Well 29 improvements including site alternatives (two minimum) for the building as well as related discharge piping. Propose possible building architectural features that can be incorporated into the local neighborhood surroundings City of Santa Ana RFP 16-110 Page Al -3 250-15 and provide concept drawings of the new building. This rendering will need approval by the City's Planning and Building Division. 3. Identify new Well 29 station improvements needed to improve operations, reliability, and safety. It is the City's assumption that this well will require rehabilitation and or redevelopment. Provide recommendations for well redevelopment and or rehabilitation and incorporate elements identified on the Alternative Analysis (Attachment -4) as appropriate. Note: this well site is not expected to have a permanent back-up power system on-site. 4. Prepare preliminary horizontal alignment and profile of water distribution main upgrades including all utility relocations, Optional - storm drain improvements for the drain to waste line during well startup procedures. 5. Prepare preliminary horizontal alignment and profile of well discharge piping system. 6. Identify site improvements that will be altered due to the construction and by adding a new well building tennis court relocations, drainage improvements, and other facility improvements. 7. Prepare the Storm Water Pollution Prevention Plan (SWPPP) and Best Management Practices (BMP's) Plan as applicable to this project. 8. Prepare a preliminary assessment to apply for ENVISION Sustainable Infrastructure (Bronze) 9. Prepare a preliminary estimate of probable cost. 10. Prepare the staging phase for construction including a traffic management plan and traffic control plans. 11. Outline the submittal and approval process of all required permits for the project. This includes estimated time frames for processing said permits. 12. Prepare required documents and assist in Environmental approvals. In the event that an Environmental Impact Report (LIR) is deemed necessary, the Consultant shall prepare all necessary documentation as required by CEQA. The Consultant shall include an initial study and mitigated negative declaration in their proposal fee. A fee for an EIR shall be an optional item in the event that an EIR is required. Upon receiving comments from the Project Manager, the Consultant shall incorporate all appropriate and agreed upon comments and submit the final Basis of Design Report. The final submittal of the Basis of Design Report shall include five (5) hard copies and one bound accordingly and one (1) electronic copy and shall be delivered to the Project Manager. Task 7. 60% Construction Document (PS&E) Submittal The Consultant shall prepare 60% design plans, specifications and estimate of probable costs (PS&E's) in accordance with the approved criteria as outlined in the Final Basis of Design as prepared in Task 10 above. The 60% completion documentation shall be prepared using current City Standards, other agency standards where applicable, and good engineering practice. The 60% completion documentation shall be submitted to the City for review. Other agencies' review may be required if noted in the Final Basis of Design Report. Two (2) hard copies of full size (36x24) plan sets, four (4) hard copies of half size (11x17) plan sets and one (1) electronic pdf copy of the 50% PS&E's to the Project Manager. All electronic CAD files must be in the MicroStation v8i format or compatible. The 60% PS&E submittal should include plans of all disciplines for the proposed storm drain improvements and for the pump station capacity improvements including all civil, mechanical, electrical, geotechnical, structural, and any other design required, overall outline of the City of Santa Ana RFP 16-110 Page AlA 250-16 specifications with some detail included and an engineer's estimate of probable costs with preliminary quantities and unit costs. The 60% PS&E submittal shall also include 60% drawings and specifications related to system integration and controls as described in Task 8 below. Task 8. PLC Panel Design and Control Strategies The City will provide to the Consultant with Functional Specification document which outlines the physical components, instrumentation, operating parameters, alarm logic, Human Machine Interface (HMI) capabilities, remote and local control strategies, communication logic and full capabilities of the well site. The Consultant shall review the existing Functional Specification and update/revise as necessary to incorporate any site and well improvements identified and incorporated into the plans. The Consultant shall enhance existing operational practices by exploiting new capabilities or functionality of technology, recommend corrections to current deficiencies, recommend improvements, as well as enhance reporting, monitoring and system controls capabilities. The Consultant shall plan for a minimum of two (2) work sessions (3 hours each) with City Staff to develop and update the Functional Specification documents. The City will provide to the Consultant a copy of the City's standard control panel drawings and specifications. The Consultant shall develop control panel drawings for Well 29 in compliance with the standards. Each panel drawing shall fully specify all system equipment in the panel, including but not limited to, PLCs, HMI's, Radios, input/output cards, timers, fuses, switches, panel dimensions, backup power supplies and relays. Panel drawings shall be detailed and precise for construction and fabrication purposes. a. Drawings shall include, but not be limited to, all wiring diagrams for each panel including analog inputs, analog outputs, discrete inputs, discrete outputs, terminal blocks, etc. This design shall be provided to the Contractor for fabrication. b. The loop diagrams shall include content required by ANSFISA 55.4 - Instrument Loop Diagrams, c. Control panel drawings shall also have Factory Acceptance Test (FAT) requirements and Site Acceptance Test (SAT) requirements. Acceptance testing requirements will be developed based on all operational and audit workshops conducted and be individually created based on the applied site. Clear definitions of acceptance criteria will be required. City will provide example FAT and SAT criteria from previous projects for use in development of Well 29 testing criteria. d. In the event of a failed FAT or SAT, procedures for correction and retesting shall be defined. e. The Consultant shall witness and act, as the City's agent, for all factory and on-site functional and performance acceptance testing. Documentation and coordination of resolution for all discrepancies will be required. This requirement shall apply to any site undergoing maintenance improvements. The Consultant shall assume a maximum of 40 hours to ensure FAT and SAT compliance. f. Drawings shall include all standard field wire labeling requirements, wire termination, color coding of wiring and devices as well as nameplates. Task 9.100% Construction Document (PS&E) Submittal Utilizing comments received from the various reviewers, the Consultant shall prepare the 100% PS&E's in accordance with the approved Basis of Design Report as prepared in Task 6. The Consultant shall be required to compile in a matrix format all 60% comments received and responses made by the Consultant for review by the Proj ect Manager. A column in the matrix will City of Santa Ana RFP 16-110 Page Al -5 250-17 outline any action taken by the Consultant in resolving the comment. This spreadsheet will be submitted to all reviewers as part of the 100% PS&E submittal. If needed, the Consultant shall schedule review meetings with key reviewers to clarify any comments and resolve any conflicting comments. All comments from the 60% review must be addressed and incorporated into the 100% PS&E's as stated in the response matrix. The 100% PS&E submittal shall include a complete set of improvement plans including all disciplines and all detail sheets. The 100% Specifications/Bid Documents shall be a complete package with all bid items included. The 100% engineer's estimate of probable costs shall be complete including updated quantities, unit prices, and carried totals for each bid iter) and a grand total for the Project. Two (2) hard copies of full size (36x24) plan sets, four (4) hard copies of half size (1lxl7) plan sets, one (1) electronic pdf copy of the 100% PS&E's shall be delivered to the Project Manager. Design files, e.g., digital terrain model and alignment files in InRoads may be submitted to expedite the review process. Task 10. Final Construction Document (PS&E) Submittal After receiving any comments on the 100% submittal from the various reviewers, the Consultant shall prepare Final PS&E's ready for bidding. The Consultant shall be required to compile in a matrix format all 100% comments received and responses by the Consultant for review by the Project Manager. A column in the matrix will outline any action taken by the Consultant in resolving the comment. This spreadsheet will be submitted to all reviewers prior to and as part of the Final PS&E submittal. If needed, the Consultant shall schedule review meetings with key reviewers to clarify any comments and resolve any conflicting comments. All comments from the 100% review will be addressed and where required will be incorporated into the Final PS&E's. The Final PS&E submittal shall include a complete set of improvement plans including all disciplines, all detail sheets and shall be signed by a registered engineer in the State of California for each discipline. The Final Specifications/Bid Documents submittal shall be a complete package with all sections of the standard City bid documents included and will have listed all bid items in the standard form. The Final Engineer's estimate of Probable Costs shall be complete including final quantities, unit prices, carried totals for each bid item, a grand total for the Project. Two (2) hard copies of full size (36x24) plan sets, four (4) hard copies of half size (11x1') plan sets, one (1) electronic copy of the final PS&E's shall be delivered to the Project Manager, The Consultant shall be responsible for addressing any final comments to the plans, specifications and engineer's estimate of probable costs based on input from the Project Manager prior to going to bid. Task 11. Bidding Phase Services Throughout the bidding and construction process, the Consultant shall be required to assist the Project Manager in the following items: a. Assist in responding to questions raised during the bidding process including preparation of any addenda. b. Attend the pre -construction meeting and construction kick-off meeting. Task 12. Construction Phase Services City of Santa Ana RFP 16-110 Page Al -6 250-18 Throughout the construction process, the Consultant shall be required to assist the Project Manager in the following items: a. Respond in writing to any contractor's questions (BFI's) during construction. Assume a total of thirty (30) RFI's for purposes of this proposal. Assume that ten (10) will require design sketches or exhibits. b. Attend site visits to clarify design issues in the field as required by City staff. Assume a total of twenty (20) hours for site visits and construction meetings. C. Collect and compile all equipment and product information provided by the Contractor and incorporate into an Operations and Maintenance manual. The manual will include the specifications, maintenance recommendations and warranty information. d. Assist the City with start-up of the facility upon commissioning of the well into operation. Assume a total of forty (20) hours for the purposes of this proposal. e. Evaluate and respond to the Contractor's requests for change orders. Assume a maximum of six (6) requests that will need attention. f. Factory and Site Acceptance Testing as required and described in Task S. g. Review shop drawings, samples, equipment specifications and other submittals. Assume (80) submittal reviews for purposes of this proposal. The Consultant will review RFI's and shop drawings during construction when forwarded by the City's Construction Project Manager. Consultant may be required to visit the construction site to resolve construction issues. Task 13. As -Built Preparation Upon receipt and acceptance of the field As -Built construction drawings from the Project Manager, the Consultant shall prepare final As -Built drawings incorporating any changes that occurred during the construction. Field changes shall include all civil, electrical, controls and mechanical disciplines. The Consultant shall submit one (1) full size (36x24) hard copy of the As -Built drawings to the Project Manager along with one (1) electronic copy in MicroStation format. The final As -Built drawings and RFT log shall be stamped and signed by a Registered Civil Engineer in the State of California. Task 14. Operations and Maintenance Manual After construction has been completed and the site has been commissioned, the Consultant shall finalize an operational site manual that fully defines how the site functions. Care shall be taken to address the blending strategies and parameters for Well 29 to remain in operation. In addition, all Operator duties shall be defined and procedures for field checking common errors shall be established. The intent of this site manual is to define standard operating procedures for field operations. Additional Work The Consultant is encouraged in its proposal to identify any additional work that is not specified in this Scope of Work that would be, in its opinion necessary or of benefit to complete the Project as defined herein. If identified, this Additional Work must be included and separated out in the Consultant's Proposal and Fee Schedule. General Requirements and Project Deliverables: City of Santa Ana RFP 16-110 Page Al -7 250-19 The consulting firm/s are responsible for any damage to utilities during the locating efforts. Consultant Responsibilities: The consultant shall be available to provide on-call services within 48 -hours for unplanned utility locating services. City Responsibilities: The City will provide information in its possession relevant to the preparation of the required information in the RFP. The City will provide only the staff assistance and the documentation specifically in referred to herein, • Location Map • Water well As -Built Plans • Well 29 Improvements Alternative Analysis • Well 29 Functional Specifications • PLC Control Panel Standards • Bus Shelter Standard Plan (Detail) and Specifications Fee Proposal: In addition to Section IV.13.3 (Submittal Requirements: Fee Proposal) fee schedule shall be structured as follows: The fee proposal shall include the firm's standard hourly fee schedule, and/or project fee schedule where applicable and as outlined in this this documents. The fee should include all items listed on this documents. In addition; all optional services such as the environmental CEQA Preparation, and the Storm Water Drainage Improvements shall be listed below the base bid. City of Santa Ana RFP 16-110 Page Al -8 250-20 250-22