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HomeMy WebLinkAboutContracts & Agreements_11-1984_CCv0001.pdf AGREEMENT FOR CONSULTING SERVICES TO DEVELOP A SEWER MASTER PLAN UPDATE FOR THE CITY OF REDLANDS, CALIFORNIA THIS AGREEMENT, made and entered into this 1st day of May 1984, by and between City of Redlands, hereinafter referred to as "CITY," and Clamp Dresser & McKee Inc. with offices located at 1400 Bristol Street North, Suite 260, Newport Beach, California , hereinafter referred to as "ENGINEER". W I T N E S S E T H: WHEREAS, CITY desires to update its Wastewater Collection System Master Plan and develop a computer model of the collection system on a micro- computer; and WHEREAS, CITY requires assistance in the form of professional services to develop said plan and model ; and WHEREAS, ENGINEER is experienced in the study and evaluation of wastewater collection systems and the development of master plans and microcomputer models for these systems; NOW, THEREFORE, in consideration of the covenants and conditions here- inabove contained, the parties hereto agree as follows: CITY does hereby retain ENGINEER in a contract capacity and ENGINEER shall provide the necessary professional services as specified hereinafter. A. SCOPE OF SERVICES The primary objective of this study is to update the City' s 1975 Wastewater Collection System Master Plan. The updated master plan will identify deficiencies in the existing collection system under present and 2 projected future development conditions and recommend new facilities to remedy the deficiencies and to provide for the orderly and economic expansion of the system through the year 2004. The master plan will also include cost estimates for the recommended facilities which the City will be able to use as a basis for a subsequent sewer rate study. A secondary objective of the study is to develop a microcomputer- based model of the collection system and service area. Not only will such a model assist in performing the master plan update itself, but it will also provide the City with a valuable planning tool . In the future, the City will use the model for day-to-day planning as well as for• periodic formal plan updates. B. PLANNED SERVICES Planned services by ENGINEER shall be to provide technical assistance to the CITY as defined in Exhibit "A." C. SUBCONTRACT SERVICES CITY and ENGINEER agree that subcontracts with ENGINEER must be approved in writing by CITY prior to commencement of subcontract work. D. ADDITIONAL SERVICES Additional services that may be necessary and beyond "planned services" may be ordered by the CITY. E. RESPONSIBILITY OF ENGINEER ENGINEER is retained to render a professional service and not as an employee of CITY. 2 F. RESPONSIBILITY OF CITY 1. CITY will provide the assistance of an engineer to identify and obtain relevent reports, data, maps, photographs and other items in the CITY's possession at no charge to ENGINEER. 2. CITY will provide a survey crew to determine sewer invert elevations and diameters where map information is not adequate. 3. CITY will provide staff and equipment to assist ENGINEER in locating and opening manholes, cleaning manholes and sewers prior to installation of flow meters, and providing traffic control and safety. 4. CITY will make staff available for training sessions on the computer models. 5. CITY will provide review comments on the draft master plan within 30 days of receipt. G. INSTRUCTIONS TO ENGINEER In the performance of the efforts set forth in this contract, ENGINEER shall report to and receive instructions from the CITY. H. TERMINATION I. CITY reserves and has the right and privilege of suspending, canceling, or terminating this Agreement or the execution of all or any work in connection with the Agreement at any time upon ten (10) days written notice to ENGINEER. 2. In the event of termination, all finished or unfinished data, studies, maps, and reports prepared by ENGINEER shall become CITY'S property; and ENGINEER shall deliver such items to CITY. 3 In the event of termination, CITY shall pay ENGINEER for all authorized services performed and all authorized expenses incurred to date of termination of this Agreement on a time and material basis in accordance with ENGINEER'S standard billing rates set forth in Exhibit HB" attached hereto. ENGINEER'S standard billing rates shall be revised on January I of each year. I. COMPENSATION For the services to be performed hereunder, ENGINEER shall be com- pensated for services at the hourly rates set forth in Exhibit "B", Fee Schedule, attached hereto and by reference incorporated herein and made a part hereof. ENGINEER'S standard billing rates shall be revised on January I of each year. Planned Services: Compensation for services by ENGINEER shall not exceed the amounts shown in the table below without prior approval by CITY. The upper limit depends on which options are selected, as described in Exhibit "A". CONTRACT UPPER LIMITS Computer Option 1 Computer Option 2 Engineering Aide Option 1 $72,000 $77,000 Engineering Aide Option 2 $84,000 $89,000 Auxiliary Services: shall be compensated at the hourly rates set forth in Exhibit "B"; the not-to-exceed fee to be set upon authorization to proceed. J. PAYMENT OF COMPENSATION Charges shall be billed monthly to CITY before the 25th day of the following month, and payment by CITY shall be made within 30 days. 4 Invoices shall include billing for labor charges and direct costs incurred by ENGINEER during each month of services rendered to CITY in conformance with this Agreement. ENGINEER shall keep records on all services and charges and make them available for review and audit if requested by CITY. K. SCHEDULE The execution of this Agreement by the parties hereto shall con- stitute an authorization to proceed whereupon ENGINEER will commence imme- diately on the required work. ENGINEER agrees to submit the draft master plan and draft computer model users' manual to CITY within 6 months after execution of this agreement. Final documents will be furnished within 30 days after receipt of CITY's written review comments. ENGINEER agrees to coordinate its work to insure its timely completion and shall promptly notify CITY of any anticipated delays or circumstances beyond ENGINEER'S control which may affect the work schedule. Any extensions of time must be approved in writing by CITY. L. CHANGE IN SCOPE OF WORK If CITY changes the Scope of Work or if ENGINEER is requested to perform services not detailed in Section B (Exhibit "A"). ENGINEER shall perform such services necessary to complete the work. Compensation for such services and time of completion shall be negotiated in advance. M. DOCUMENTS All data, software, studies, maps, reports, and other documents shall, upon payment in full for the services described in this Agreement, be furnished to and become the property of CITY. CITY recognizes that the computer software to be used for collection system modeling was previously developed by ENGINEER and hereby agrees not to give or release the computer software provided under this contract to any public agency, city, private entity or individual . N. INSURANCE AND INDEMNIFICATION ENGINEER shall maintain insurance to protect CITY from. any and all claims under the Worker's Compensation Laws; and from general liability cl aims for fly injury, or death, or property damage -which may arise from negligent performance by ENGINEER'S employees, ' agentsi suc s rs, and asss it r°fd i the sis covered by this Agreement. Said PO4--ic liability and property damage insurance shall be in, a minimum Combined Single Limit of one half million dollars (1500,000) per occur- rence. ENGINEER agrees t maintain professional Liability+ I r ance to protect CITY from ENGINEER'S negligent acts, errors,: omissions of a' professional nature; the total iaggregate' f ENGINfF professional liability insurance coverage shall be a minimum of hundred- thousand dollars ($100,000).' ENGINEER shall lindemnify and hold CITY harmless from any and all claims, demands, actions, attorney's fees, costs, and-' expenses based upon or arising out of negligent errors, omissions, or acts of ENGINEER or its ass f t S, employees, subcontractors, or other' agents while performing services under this Agreement. 0 ATTOR Y'S FEES I n the evert an action is commenced by a party to this Agreement against any other party or parties hereto to enforce its rets or obliga- tions bliga-tions -arising from this Agreement, the prevailing' party in such action, in addition t y other relief and recovery awarded by the court, shad be entitled to recover all statutory costs plus areasonable- amount for attorney's fees. P. SUCCESSORS AND ASSIGNS All of the terms, conditions, and provisions hereof sell inure t ' the'benefit of and be binding upon the parties hereto, and their respective 6 successors and assigns; provided, however, that no assignment of this Agreement shall be made without written consent of the parties to this Agreement. Q. NOTICE Any notice or instrument required to be given or delivered by this Agreement may be given or delivered by personal delivery or by depositing the same in any United States Post Office, registered or certified, postage prepaid, addressed to: CITY: City of Redlands P. 0. Box 280 Redlands, CA 92373 Attention: Mr. John A. Donnelly, Public Works Director ENGINEER: Camp Dresser & McKee Inc. 1400 Bristol Street North, Suite 260 Newport Beach, CA 92660 Attention: Mr, Donald E. Evenson, Vice President and shall be effective upon receipt thereof. R. PROJECT ORGANIZATION Donald E. Everson, P.E. , Vice President, will be the ENGINEER'S Officer-in-Charge and Project Manager. The Officer-in-Charge shall be responsible for the competent performance of the services described in Sections A, B, C and D above. Other key personnel of the ENGINEER that are scheduled to be involved in the study are: Paul R. Giguere, P.E. , Project Engineer Dennis M. Smith, P.E. , Facilities Engineer Steve Pasakarnis, Flow Monitoring Mark J. Wildermuth, P.E. , Computer Modeling 7 Jill A. Campbell , P.E® , Computer Modeling George C. Riek, P.E. , Senior Consultant S. INTEGRATION This Agreement represents the entire understanding of CITY and ENGINEER as to those matters contained herein. No prior oral or written understanding shall be of any force or effect with respect to those matters covered hereunder. This Agreement may not be modified or altered except in writing signed by the CITY and the ENGINEER. IN WITNESS WHEREOF, said parties have executed this Agreement on the date first hereinabove written. CITY: ENGINEER: CITY OF REDLANDS CAMP DRESSER & McKEE INC. By By Mayor Vice President 8 EXHIBIT "A" SCOPE OF WOR TASK 1 - COLLECT AND REVIEW AVAILABLE INFORMATION CDM will meet with the City staff to identify and obtain all relevant iters to be used in the study. The City will provide at no charge; 1975 Wastewater Collection System Master Plan and backup data 1981 Dater Master Plan Update Collection System Maps, I" = 1,000' and 1" = 100' scales 1958 Sewer System Survey Informal Master Plan updates performed by the City since 1975 Access to as-built drawings of suer installed since 1975 Wastewater treatment plant flow records a Water consumption records ® Seger maintenance records Land use and zoning maps and data Topographic maps and aerial photographs City's design criteria Other relevant items TASK 2 - PERFORM FLOW MONITORING After reviewing the existing collection system layout and service area land uses, up to five key sites will be chosen for temporary flow monitoring® The purpose of the flow monitoring is to develop unit flow rates (e.g. gpd per dwelling unit or acre) that are specific to the City's land use classifications. The strategy will be to monitor several small areas (say 5 to 20 percent of the service area per monitor) having reasonably homogenous land use characteristics. In addition to tributary land use characteristics, hydraulic suitability and accessibility of the sites will e considerations in siting meters. Careful site inspections will be per- formed prior to selecting final monitoring locations. A maximum of five flow meters will be operated for at least one geek to characterize the average flow and peak flow at each site. The type of meter used will depend on the size of the sewer and the hydraulic conditions encountered. Mork will be performed by CDM with the assistance of the Professional Services Group (PSG) , who will supply the Teter , and the City's staff, who will supply locating, opening, cleaning, traffic control and safety services. As part of this task, CDM engineers will also review the condi- tion of the collection system with the City maintenance crew and inspect key problem sewers. Serer inspections will be limited to two man-days of effort, A-1 TASK 3 ® DEVELOP UNIT FLOW RATES, PEAKING FACTORS, AND I/I ALLOWANCES Data from the flow meters will be used in conjunction with existing land use information to develop unit flow rates for each of the following six land use categories used by the City: Residential , hillside Residential , low density Residential , medium density Commercial industrial Public Aerial photographs will be used to establish typical housing unit densities in different portions of the service area, allowing for variations in unit flow rates within the same general land use category. Water consumption records will be used as needed to estimate major individual flow contribu- tions. The unit flow rates will be expressed on a housing unit basis for residential areas and on an acreage basis for non-residential areas. The unit flow rates may need to be adjusted somewhat to account for the time period during which the flow monitoring was conducted and to insure that the computer model flows agree closely with the treatment plant records as well as with the temporary flow meters. The unit flow rates will be compared with those used in the Basin Plan, and any discrepancies will be noted. The relationship between instantaneous peak flow and average flow for the monitored sites and the treatment plant will be plotted and compared to the City's design curve and standard curves used elsewhere. From these curves, a final design curve will be selected for use in developing peak dry weather flows for the study area. CDM will review recent plant flow records to determine if I/I is signif- icant and will recommend a design flow 1/1 allowance. All unit flow rates, peaking factors, and I/I allowances to be used in the study will be presented to the City for approval before proceeding with the analysis of the collection system. TASK 4 - ADAPT COMPUTER MODEL COM's existing package of microcomputer programs will be used to assist in developing the master plan and to serve as a future planning tool for the City. The programs perform the following functions: Assist in the entry and updating of sewer and land use data and unit flow factors. Compute design flows in each subarea tributary to the trunk sewers. Compute the capacity of the trunk sewers (Manning's Formula) , compare the capacity to the computed design flow, and identify problem sewers. Size replacement or relief sewers. Estimate the cost of new sewers. A-2 The programs will be modified from those used in Prescott, Arizona, by CDM. The changes required to adapt the programs to Redlands will involve land use categories, peaking curves, percent full criteria, and cost criteria. The are two options for computer hardware to be supplied as part of this project: Option 1: Apple Ile with 64K RAM, 2 disk drives, serial card, monochrome monitor, 80-column printer and print buffer. Option 2: IBM-PC with 128K RAM, "Quadlink" card, 2 disk drives, monochrome monitor, 80-column printer and print buffer. Option 2 is recommended, since it presents the following advantages to the City: The "Quadram" card is essentially an Apple Ile processor on a board, giving the IBM-PC access to any software written for the Apple Ile, as well as any software written for the CPM-86 or PC-DOS operating systems. Although the performance of the sewer model will be essen- tially the same on either computer, the IBM-PC will allow larger programs to be run and will run prorams faster than the Apple Ile. This may be a consideration to the City for future applications. In addition to the basic computer, the following software will be provided: Operating systems (Apple DOS for Apple Ile and CPM-86 and PC-DOS for the IBM-PC) . Word processing. Spreadsheet. Under this task, CDM will purchase above hardware and software, will adapt exising CDM programs and will deliver and install a functioning system. TASK 5 - PREPARE SEWER AND LAND USE DATA Trunk sewers to be included in the sewer model will be identified and their diameters, lengths, slopes, and roughness coefficients will be extracted from sewer maps, the 1975 Sewer Master Plan data, and the 1958 sewer survey. It is anticipated that the slopes of some lines will not be available from these sources. These slopes will be obtained from con- struction drawings, if available, or from topographic maps and known depths-to-invert at each manhole. In the event that surveying or leveling is required, the City will perform the necessary work or authorize CDM to arrange for the work to be done as an additional service. Existing data forms containing the above noted items will be filled out and the data entered into the computer. The forms and computer programs will be modified to conform to the available data rather than vice versa. We A-3 anticipate that some 600 sewer segments (pipes between manholes) will be included in the model . These will consist of all sanitary sewer pipes over 8 inches in diameter and some of the key 8-inch sewers. The service area tributary to each trunk sewer will be subdivided into subareas (about 100 to 200 total ) . Each subarea will be characterized by the number of housing units or acres in each land use category under exist- ing, year 2004, and ultimate development conditions. In developing the year 2004 and ultimate development scenarios, the rate of population growth assumed will be coordinated with the projections made in the City' s 1981 Water Master Plan Update. These projections take into account the City's Proposition "R,H which limits new services per year to 450 housing units within the City limits and 150 housing units outside the City limits. It is noteworthy, however, that the Water Master Plan population projections are based on 2.5 persons per dwelling unit, which is considerably lower than historical values. The validity of this assumption will be checked using the 1980 census data and the latest projections. Once established, unit flow rates will be assigned to each subarea. Also, a maximum of 25 major individual wastewater contributors will be iden- tified, quantified, and located based on water consumption data provided by the City. Special forms will be prepared for coding the land use data and they will incorporate Redlands' specific land use categories. The forms will be filled out and the data entered into the computer. The are two options for the performance of this task: Option 1: The City will supply engineering aides to assist CDM in extracting, tabulating, and entering the data onto the computer. Option 2: CDM will supply the engineering aides and bill Redlands for the labor using a reduced multiplier of 2.0 times raw wages. Option 2 is recommended, since it presents the following advantages to the City: The City will not have the administrative burdens associated with the selection, orientation, payment, and supervision of the aides. The City will not need to find other work for the aides should the project not require full time employment for the aides' surer recess period. If COM hires the aides, the City will be billed only for time spent on this project. It is psychologically advantageous and conducive to higher efficiency to have the aides working directly for his employer. A-4 TASK 6 - PERFORM EXISTING FLOW ANALYSIS The computer model will be used to generate existing design flows from each subarea and in each pipe along the trunk lines including the lines that flow into the San Bernardino system. Full pipe capacities will be computed for each pipe segment. The computer model will be programmed to flag pipe segments in which the City' s design criteria for capacity is exceeded. The model results will be carefully checked to insure that they agree with the flow monitoring findings. For each sewer which has insufficient capacity, the program will automat- ically size a replacement sewer and a parallel relief sewer at the same slope. CDM will review the results and develop alternatives for solving these capacity problems. TASK 7 - PERFORM FUTURE FLOW ANALYSIS The computer model will be run again, this time using land use and unit flow factors corresponding to three scenarios: 1. Including currently �fanned and approved developments, 2. Year 2004 projected development, and . Ultimate development. Necessary replacement or relief sewers will be automatically identified and sized for all three cases. Alternatives such as rerouting of flows from one trunk sewer to another will be analyzed, with the goal of maximizing the remaining system capacity and delaying the need for new facilities. The decision on replacement versus parallel relief sewers will be based on the current age and condition of the sewer. The alignment and size of new sewers serving currently unsevered areas will also be determined, including those sewers that the City has added to the 1.975 Master Plan in response to unanticipated growth in the northeast portion of the service area. TASK 8 - DEVELOP STAGED CAPITAL IMPROVEMENT PLAN Each sewer improvement project identified in Tasks 6 and 7 that is projected to be needed prior to the year 2004 will be prioritized. Sewers in which existing design flows exceed capacity will be given the highest priority. Other sewers will be assigned priorities based on the amount of excess capacity and projected growth patterns. Existing sewers having theoretically adequate capacities, but which are known problems due to structural deficiencies, will be included in the plan. However, CDM will not attempt to identify all structurally deficient sewers by inspection, and will rely on maintenance reports by the City and the limited inspections under Task 1. The size of the replacement or relief sewers will be set to insure an adequate lifetime before capacity is again exceeded. In some cases, sizing for ultimate capacity (based on ultimate development) may prove to be cost-effective and will be recom- mended. The cost of each new sewer will be estimated based on the City' s design and cost criteria and with the aid of the cost estimating computer program, which is a part of CDM's computer program package. A-5 TASK 9 - PREPARE SEWER MASTER PLAN A brief master plan document will be prepared, including background descriptions, methodology, criteria, results of the computer modeling, the staged capital improvement plan, and facility cost estimates. The report will include both tables and figures illustrating the recommended plan. A draft will be submitted for review by the City, and a final report will be prepared, incorporating the City's comments. A color coded map will also be prepared that identifies by time period the capital improvement projects that are recommended for construction. TASK 10 - PROVIDE COMPUTER MODEL TRAINING AND USER'S MANUAL Training of the City's staff on use of the computer model for day-to-day planning and master plan updating will be held in four sessions. These training sessions will cover the following topics in accordance with the following approximate schedule: ip-L is Approximate Gate Data Needs and Input July Collection System Analysis August Collection System Cost Estimates September Master Planning Updates October The user's manual for the computer programs used in the study will be revised to reflect the changes made to personalize the computer programs to conditions in Redlands. These changes include descriptions of how to pre- pare new input data, modify existing data, and operate each program. The manual will be for use by technical staff with no prior experience with -computers. A-6 EXHIBIT "Bit TIME AND MATERIALS BILLING SCHEDULE Effective January 1, 1984 PROFESSIONAL AND SUPPORT SERVICES Vice President/Sr. Consultants $ 84.00 - $100.00 Principal Engineer/Scientist 76.00 - 90.00 Supervising Engineer/Scientist 48.00 - 82.00 Senior Engineer/Scientist 46.00 - 66.00 Construction Resident Engineer 42.00 - 72.00 Construction Resident Inspector 36.00 - 68.00 Associate Engineer/Scientist 34.00 - 64.00 Staff Engineer/Scientist 28.00 - 36.00 Draftsperson/Designer 24.00 - 58.00 Rate Specialist 50.00 - 72.00 Technical Editor 16.00 - 44.00 Administrative Assistant 34.00 - 44.00 Technician/Clerk 24.00 - 34.00 Secretary/Word Processor 20.00 - 34.00 OTHER DIRECT COSTS Other reimbursable direct costs shall be billed at 1.1 times actual cost to cover the cost of general and administrative expenses and handling. These reimbursable costs include, but are not limited to: Printing: Internal Reproduction ($.15/sheet); Outside Printing Services Computer and Word Processing Services Consultant and Subcontracted Services Equipment Rental APPROVED 11-o-na1Z-E-. Tv e n s-on