HomeMy WebLinkAboutContracts & Agreements_156-2020Carollo Engineers Agreement.FY20-0007
AGREEMENT TO PERFORM PROFESSIONAL SERVICES
This agreement for the provision of preparing and completing America s Water
Infrastructure Act Risk and Resilience Assessment and Emergency response plan for the City of
Redlands water division (` Agreement") is made and entered in this 21st day of July 2020
("Effective Date"), by and between the City of Redlands, a municipal corporation ("City)' and
Carollo Engineers, Inc. ("Consultant"). City and Consultant are sometimes individually referred
to herein as a `Party' and, together, as the `Parties. In consideration of the mutual promises
contained herein, City and Consultant agree as follows:
ARTICLE 1 — ENGAGEMENT OF CONSULTANT
11 City hereby engages Consultant to prepare and complete the America's Water
Infrastructure Act Risk and Resilience Assessment and Emergency response plan for the
City's water division services for City (the `Services").
1.2 The Services shall be performed by Consultant in a professional manner, and Consultant
represents that it has the skill and the professional expertise necessary to provide the
Services to City at a level of competency presently maintained by other practicing
professional consultants in the industry providing like and similar types of Services.
ARTICLE 2 — SERVICES OF CONSULTANT
2.1 The Services that Consultant shall perform are more particularly described in Exhibit
A, titled `Scope of Services, which is attached hereto and incorporated herein by
reference.
2.2 Consultant shall comply with applicable federal, state and local laws and regulations in
the performance of this Agreement including, but not limited to, State prevailing wage
laws.
ARTICLE 3 — RESPONSIBILITIES OF CITY
3 1 City shall make available to Consultant information in its possession that may assist
Consultant in performing the Services.
3.2 City designates Rudolph S. Chow Municipal Utilities and Engineering Department
Director, as City's representative with respect to performance of the Services, and such
person shall have the authority to transmit instructions, receive information, interpret and
define City's policies and decisions with respect to performance of the Services.
ARTICLE 4 — PERFORMANCE OF SERVICES
4.1 Consultant shall perform and complete the Services in a prompt and diligent manner in
accordance with the schedule set forth in Exhibit B, titled `Project Schedule, which is
attached hereto and incorporated herein by reference.
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Carollo Engineers Agreement.FY20-0007
4.2 Consultant shall complete the Services by July 31, 2021, unless the Services are
terminated earlier as provided for herein.
4.3 If Consultant's Services include deliverable electronic visual presentation materials, such
materials shall be delivered in a form, and made available to the City consistent with
City Council adopted policy for the same. It shall be the obligation of Consultant to
obtain a copy of such policy from City staff.
ARTICLE 5 — PAYMENTS TO CONSULTANT
5 1 Total compensation for Consultant's performance of the Services shall not exceed the
amount of One Hundred Eighty Seven Thousand One Hundred Fifty Dollars ($187 150).
City shall pay Consultant on a time and materials based upon the hourly rates set forth in
Exhibit 'C' titled 'Cost Proposal, which is attached hereto and incorporated herein by
reference.
5.2 Consultant shall submit monthly invoices to City describing the Services performed
during the preceding month. Consultant's invoices shall include a brief description of the
Services performed, the dates the Services were performed, the number of hours spent
and by whom, and a description of reimbursable expenses related to the Services. City
shall pay Consultant no later than thirty (30) days after receipt and approval by City of
Consultant's invoice.
5.3 Any notice or other communication required, or which may be given, pursuant to this
Agreement, shall be in writing. Any such notice shall be deemed delivered (i) on the date
of delivery in person; (ii) five (5) days after deposit in first class registered mail, with
return receipt requested; (iii) on the actual delivery date if deposited with an overnight
courier, or (iv) on the date sent by facsimile, if confirmed with a copy sent
contemporaneously by first class, certified, registered or express mail, in each case
properly posted and fully prepaid to the appropriate address set forth below or such other
address as a Party may provide notice in accordance with this section.
City
City Clerk
City of Redlands
35 Cajon Street
P.O Box 3005 (mailing)
Redlands, CA 92373
jdonaldson@cityofredlands.org
909-798-7531
Consultant
David Sobeck, P.E. Senior Vice President
Carollo Engineers, Inc.
3150 Bristol Street, S
Costa Mesa, CA 92626
dsobeck@carollo.com
714-593-5100
ARTICLE 6 — INSURANCE AND INDEMNIFICATION
6.1 The following insurance coverage required by this Agreement shall be maintained by
Consultant for the duration of its performance of the Services. Consultant shall not
perform any Services unless and until the required insurance listed below is obtained by
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Consultant. Consultant shall provide City with certificates of insurance and endorsements
evidencing such insurance prior to commencement of the Services. Insurance policies
shall include a provision prohibiting cancellation or modification of the policy except
upon thirty (30) days prior written notice to City
• Workers' Compensation and Employer's Liability insurance in the amount that meets
statutory requirements with an insurance carrier acceptable to City or certification to
City that Consultant is self-insured or exempt from the workers' compensation laws
of the State of California. Consultant shall execute and provide City with Exhibit
`D, entitled `Workers' Compensation Insurance Certification, which is attached
hereto and incorporated herein by this reference prior to performance of the Services.
• Comprehensive General Liability insurance with carriers acceptable to City in the
minimum amount of One Million Dollars ($1,000,000) per occurrence and Two
Million Dollars ($2,000,000) aggregate, for public liability property damage and
personal injury is required. City shall be named as an additional insured and such
insurance shall be primary and non-contributing to any insurance or self-insurance
maintained by City
• Business Auto Liability coverage, with minimum limits of One Million Dollars
($1,000,000) per occurrence, combined single limit bodily injury Liability and
property damage liability This coverage shall include all Consultant owned vehicles
used in connection with Consultant's provision of the Services, hired and non -owned
vehicles, and employee non -ownership vehicles. City shall be named as an additional
insured and such insurance shall be primary and non-contributing to any insurance or
self-insurance maintained by City
• Consultant is expressly prohibited from assigning or subcontracting any of the
Services without the prior written consent of City In the event of mutual agreement
by the Parties to assign or subcontract a portion of the Services, Consultant shall add
such assignee or subcontractor as an additional insured to the insurance policies
required hereby and provide City with the insurance endorsements prior to any
Services being performed by the assignee or subcontractor.
6.2 Consultant shall defend, indemnify and hold harmless City and its elected officials,
employees and agents from and against any and all claims, losses or liability including
attorneys' fees, arising from injury or death to persons or damage to property occasioned
by any negligent act or omission by or the willful misconduct of, Consultant, or its
officers, employees and agents in performing the Services.
ARTICLE 7 — CONFLICTS OF INTEREST
7 1 Consultant covenants and represents that it does not have any investment or interest in
any real property that may be the subject of this Agreement or any other source of
income, interest in real property or investment that would be affected in any manner or
degree by the performance of Consultant's Services. Consultant further covenants and
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represents that in the performance of its duties hereunder, no person having any such
interest shall perform any Services under this Agreement.
7.2 Consultant agrees it is not a designated employee within the meaning of the Political
Reform Act because Consultant:
A. Does not make a governmental decision whether to:
(i) approve a rate, rule or regulation, or adopt or enforce a City law.
(ii) issue, deny suspend or revoke any City permit, license, application,
certification, approval, order or similar authorization or entitlement;
(iii) authorize City to enter into, modify or renew a contract;
(iv) grant City approval to a contract that requires City approval and to which
City is a party or to the specifications for such a contract;
(v) grant City approval to a plan, design, report, study or similar item;
(vi) adopt, or grant City approval of, policies, standards or guidelines for City
or for any subdivision thereof.
B. Does not serve in a staff capacity with City and in that capacity participate in
making a governmental decision or otherwise perform the same or substantially
the same duties for City that would otherwise be performed by an individual
holding a position specified in City's Conflict of Interest Code under Government
Code section 87302.
7.3 In the event City determines that Consultant must disclose its financial interests,
Consultant shall complete and file a Fair Political Practices Commission Form 700,
Statement of Economic Interests, with the City Clerk's office pursuant to the written
instructions provided by the City Clerk.
ARTICLE 8 — GENERAL CONSIDERATIONS
8.1 In the event any action is commenced to enforce or interpret any of the terms or
conditions of this Agreement the prevailing Party shall, in addition to any costs and other
relief, be entitled to the recovery of its reasonable attorneys' fees, including fees for the
use of in-house counsel by a Party
8.2 Consultant shall not assign any of the Services, except with the prior written approval of
City and in strict compliance with the terms and conditions of this Agreement. Any
assignment or attempted assignment without such prior written consent may in the sole
discretion of City results in City's immediate termination of this Agreement.
8.3 Consultant is for all purposes under this Agreement an independent contractor and shall
perform the Services as an independent contractor. Neither City nor any its agents shall
have control over the conduct of Consultant or Consultant's employees, except as herein
set forth. Consultant shall supply all necessary tools and instrumentalities required to
perform the Services. Assigned personnel employed by Consultant are for its account
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Carollo Engineers Agreement.FY20-0007
only and in no event shall Consultant or personnel retained by it be deemed to have been
employed by City or engaged by City for the account of, or on behalf of City Consultant
shall have no authority express or implied, to act on behalf of City in any capacity
whatsoever as an agent, nor shall Consultant have any authority express or implied, to
bind City to any obligation.
8.4 This Agreement may be terminated by City in its sole discretion, by providing not less
than five (5) days prior written notice to Consultant of City's intent to terminate. If this
Agreement is terminated by City an adjustment to Consultant's compensation shall be
made, but (1) no amount shall be allowed for anticipated profit or unperformed Services,
and (2) any payment due Consultant at the time of termination may be adjusted to the
extent of any additional costs to City occasioned by any default by Consultant. Upon
receipt of a termination notice, Consultant shall immediately discontinue its provision of
the Services and, within five (5) days of the date of the termination notice, deliver or
otherwise make available to City copies (in both hard copy and electronic form, where
applicable) of project related data, design calculations, drawings, specifications, reports,
estimates, summaries and such other information and materials as may have been
accumulated by Consultant in performing the Services. Consultant shall be compensated
on a pro -rata basis for Services completed up to the date of termination.
8.5 Consultant shall maintain books, ledgers, invoices, accounts and other records and
documents evidencing costs and expenses related to the Services for a period of three (3)
years, or for any longer period required by law from the date of final payment to
Consultant pursuant to this Agreement. Such books shall be available at reasonable times
for examination by City at the office of Consultant.
8.6 This Agreement, including the Exhibits incorporated herein by reference, represents the
entire agreement and understanding between the Parties as to the matters contained
herein, and any prior negotiations, written proposals or verbal agreements relating to such
matters are superseded by this Agreement. Except as otherwise provided for herein, any
amendment to this Agreement shall be in writing, approved by City and signed by City
and Consultant.
8.7 This Agreement shall be governed by and construed in accordance with the laws of the
State of California.
8.8 If one or more of the sentences, clauses, paragraphs or sections contained in this
Agreement is declared invalid, void or unenforceable by a court of competent
jurisdiction, the same shall be deemed severable from the remainder of this Agreement
and shall not affect, impair or invalidate the remaining sentences, clauses, paragraphs or
sections contained herein, unless to do so would deprive a Party of a material benefit of
its bargain under this Agreement.
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Carollo Engineers Agreement.FY20-0007
IN WITNESS WHEREOF, duly authorized representatives of City and Consultant have
signed in confirmation of this Agreement
CITY OF REDLANDS
By
PaufW Foster, Mayor
Attest
Donaldson, City Clerk
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CAROLLO ENGINEERS, INC
?P.
BY v'ttcENT ROQUESe2T
David Sobeck, P E , Senior Vice
resident
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Carotin Engineers Agreement.FY20-0007
EXHIBIT "A"
SCOPE OF SERVICES
The following Scope of Work details the tasks that the Consultant shall complete with respect to
preparing and completing America's Water Infrastructure Act Risk and Resilience Assessment
and Emergency response Plan for the City's water division.
This scope of work shall be completed within the schedule period listed in Exhibit 'B.
Task 1— Project Management, Startup and Meetings
This task includes project management activities, submittal of monthly progress reports, and
overall coordination and assistance. Efforts associated with this task include production and
implementation of the project plan and management of the project schedule, and budget. This
task also includes preparation and submittal of monthly progress reports showing current project
status and identifying key issues or elements of the project that will need to be addressed in the
proceeding weeks. The monthly progress reports will be presented, in person or via conference
call, and a copy shall be submitted electronically via email (PowerPoint or MS Word).
This task also includes coordination of project meetings and workshops, to support the successful
delivery of the water system RRA and ERP update. A variety of meetings and workshops shall
be required as part of the project. Initial efforts shall focus on site visits and meetings with key
stakeholders (i.e. utility management, operations, IT etc.). As the project progresses, the focus
will transition to draft document review The Consultant shall coordinate meetings, prepare
agendas, and conduct the meetings, as well as document the decisions and action items. Note that
quantity duration, and location of the proposed meetings are subject to change based on the
project progress and other ancillary factors.
Task 1.1— Kickoff Workshop
The Consultant shall facilitate a Project Kickoff Meeting with City staff. The meeting will be
designed to accomplish several objectives:
• Ensure the Consultant has a thorough understanding of the key project goals and
performance expectations, as well as the AWIA requirements.
• Develop an understanding of the extensive methodologies and guidance documents to be
followed for the RRA and ERP preparation.
• Confirm the schedule milestones and any required coordination with other on-going
and/or future planning, design or construction efforts.
• Review the City's existing security emergency response, and emergency/disaster
planning approaches, and discuss desired enhancements as it relates to the water system.
• Discuss each of the existing system assets to better understand the specific materials,
processes, information, and equipment that are to be protected and the operational
priorities of each.
• Present the methodology for the efforts to be completed for the remainder of the project.
• Identify key project stakeholders.
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Carona Engineers Agreement.FY20-0007
Task 1.2 — Monthly Progress Meetings
The Consultant shall conduct monthly progress meetings to discuss the project status including
plan development, required decisions, upcoming activities, budget status, and overall project
schedule. Monthly meetings shall cover progress for both the risk and resiliency assessment and
emergency response planning updates. Meetings will typically be conducted in person (assuming
COVID-19 travel restrictions are lifted) with the key staff connecting via teleconference,
Microsoft Teams, Skype, or Webex. Up to seven (7) meetings are planned as part of this task.
Task 1.3 — Stakeholder Meetings
As part of the kick-off meeting, the Consultant shall work with the City to schedule subsequent
meetings with other key project stakeholders that may have critical input into the
recommendations developed as part of the planning effort. These groups may include operations
and maintenance staff, IT staff, local law enforcement/first responders, and the U.S. Department
of Homeland Security (DHS). In addition, the Consultant shall facilitate meetings with elements
of the critical dependencies identified in the RRA and ERP (i.e. power providers, chemical
suppliers, etc.). The Consultant shall distribute an agenda prior to each meeting and shall provide
meeting minutes to all participants. The Consultant shall attempt to schedule these meetings in
conjunction with other project meetings or site visits to promote efficiency
Task 1 Deliverables
• Monthly progress reports (electronic)
• Meeting agendas, materials, and minutes (electronic PDFs)
Task 2 — Data Collection and Site Visits
Task 2.1— Data Collection
The Consultant shall submit an initial data request in advance of the project kick-off meeting.
The list shall be prioritized based on the needs at various stages of the project. The request shall
include all available documentation related to security emergency and disaster response
planning, including, but not limited to:
• Vulnerability Assessments
• Threat Assessments
• Emergency Response Plans
• Cyber Security Plans
• Business Continuity Plans
• Contracts
• Security Policy
• Documented Procedures
• Utility and/or Departmental requirements
• Existing operational documentation
• Existing master planning or resiliency related documentation
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The initial data request will be discussed during the kickoff meeting, and will likely lead to
follow-up discussions and additional data requests. This information will be critical to promoting
efficiency and facilitating discussion with key project stakeholders. Note that the Consultant may
already have some of the information required to complete the AWIA work and will collect this
information prior to submitting the data request to minimize the City's efforts.
Task 2.2 — Site Visits
As part of the kick-off meeting and goal setting activities outlined in Task 2, the Consultant shall
work with the City to develop a schedule to visit a variety of the critical or representative
facilities/assets that are part of the system. While the Consultant has an understanding of some of
the City's assets, the intent is to visit each asset with utility personnel to better understand the
assets being protected, their operational value, and any anecdotal information that may assist in
the completion of the subsequent planning efforts. The Consultant shall document the results of
each visit (including site photos) for use in the subsequent assessment effort.
Task 2 Deliverables
• Data request log (1 electronic PDF)
Task 3 — Risk and Resiliency Assessment
As part of this task, the Consultant shall conduct an RRA of the City's water system. The efforts
shall include determination of potential threats and consequences which will serve as the
baseline for update of the existing ERP The assessment shall cover critical water system assets,
including: people, equipment, systems, materials, supplies, and records.
A prioritization of threats, assets, and vulnerabilities of the system shall also be included. The
information gathered as part of Tasks 1 and 2 shall serve as the baseline for the evaluation and
any subsequent recommendations. The City's water related assets, including water treatment,
storage tanks, pumping stations, PRVs, operations centers, distribution system piping, etc. shall
be included in the analysis.
The general methodology for the effort is outlined in the following series of subtasks — each
serving an important role in identifying the existing threat, existing level of security desired
level of security and the potential gap to be addressed. The intent of the effort shall be to provide
the City with the information needed to comply with the AWWA J100 and G430 requirements,
as well as other applicable industry accepted standards provided by the American National
Standards Institute (ANSI) and AWWA. Note that these documents are currently identified by
AWWA as the best available standards for compliance with the AWIA requirements.
Task 3.1— Characterize Assets
The goal of this task is to confirm and characterize the City's water system assets. In addition to
the system assets listed above, the Consultant shall work with City staff to identify any changes
that may occur in the system over the short-term, which may impact the current operation or the
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ultimate recommendations of the plan. These changes may be associated with a new or modified
asset, or may reflect changes in the operational approach, which could impact the criticality of an
asset.
This task also includes identifying which facilities to include in the analysis process. As the
required AWIA threat analysis focuses on the City's critical assets, only the assets identified as
critical will be carried forward as part of the evaluation (although the ultimate recommendations
will be applied to all City assets).
In general, a critical asset is defined as one whose absence or unavailability would significantly
degrade the ability of a utility to carry out its mission or would have unacceptable financial,
political, operational, or environmental consequences for the owner or community As part of the
evaluation, the Consultant shall consider each asset through three lenses:
• Human. Describes the severity of the human loss or injuries if that asset is attacked or
contaminated.
• Financial: Describes the amount of money that the owner would have to spend to repair
or replace that asset if it was attacked.
• Regional: Describes the effect on the surrounding community if they were unable to
provide service due to an attack on that asset.
Each asset shall be ranked based on each of these factors and compared against the other assets.
At the end of this step, the intent is to determine which assets, if compromised by malevolent or
natural hazards would result in:
• Lengthy or widespread inability to complete the organization s mission.
• Injuries, fatalities, or detrimental economic impacts to the City or associated
communities.
Throughout the process, the Consultant shall leverage and verify existing information including
any previous Vulnerability Assessments, ERPs, and other security related
information/documentation.
Significant input is expected from City personnel, including operators, management, IT and
finance, in order to complete this task. The Consultant shall facilitate one (1) workshop to obtain
necessary input from stakeholders.
Task 3.2 — Characterize Threats
This task involves determining what threats and hazards are applicable to the City and specifying
those threats/hazards in enough detail to drive the risk/resilience analysis. Evaluations shall be
based on an all -hazards approach, which includes intemal and external threats, such as
disgruntled employees or employees engaged in criminal activities, cyber and financial related
threats, as well as potential threats associated with natural disasters and proximity and
dependency hazards. The J100 methodology shall be employed to define threat -asset pairs,
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Carollo Engineers Agreement.FY20-0007
which are reference threats paired together with system assets. The Consultant shall facilitate one
(1) workshop to obtain necessary input from stakeholders.
Task 3.3 — Identify and Analyze Consequences
Consequence analysis estimates the losses that result from each specific threat or hazard when
applied to each critical asset. The intent of this task is to estimate the human losses, economic
losses, and service denials associated with each threat -asset pair identified for analysis in the
previous task.
To accomplish this, the process shall include making a worst reasonable case assumption in the
analysis, i.e. what is the highest number of fatalities or injuries that could occur from a
reasonable threat, based on a particular threat -asset pair? What is the potential financial loss for
that pair? What could the service denial be? The answers are provided via `Consequence Bins,
which are estimates of impact that must be determined through discussion with City staff. The
Consultant shall facilitate one (1) workshop to obtain necessary input from stakeholders.
Task 3.4 — Vulnerability Analysis
This task provides an estimation of the likelihood that a threat or hazard, given it occurs, will
cause the consequences estimated in the previous task. The vulnerability analysis shall include
both malevolent threats and natural hazards in the likelihood estimations.
The analysis is conducted for each threat -asset pair, by asking these questions:
• What existing security and resilience features are available?
• What gaps exist in the security or resilience profile that could be exploited?
• What weaknesses within the system would result in system failure because of a natural
hazard?
• What is the probability or frequency expected of these consequences?
Since the methodology above considers only the most critical sites, a series of sub -steps are
necessary for each high priority site, including
• Review of existing security and resilience profile, per site.
• Analysis of the vulnerabilities.
• Documentation of the methodology and results.
• Recording of the vulnerability estimates as point estimates.
Task 3.5 — Analyze Threats
As part of this task, the Consultant shall estimate the likelihood that a specific threat or hazard
will occur for a given asset. This analysis shall consider the historical frequency of both natural
and malevolent hazards. For natural hazards, the frequency can be estimated with readily
available data from annexes to the AWWA J100 documentation. The malevolent threat
information is collected using one of several available measures, one of which represents a best
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20-0007.dac.jn 1
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estimate from a knowledgeable and qualified team (i.e. the Consultant team working in concert
with City staff).
Task 3.6 — Risk and Resilience Analysis
This task includes a calculation of both risk and resilience for specific threat -asset pairs. The
Consultant shall use formulas taken from the AWWA J100 standard to establish a quantifiable
level of risk and resilience for each asset pair. The outcome of this task is a numerical
aggregation of risk and resilience factors for each threat -asset pair, which assumes that all the
threats and hazards have been included and are mutually exclusive (i.e. no two will happen at the
same time). This task shall utilize the PARRE tool to complete the evaluation.
Note that this task also includes the risk to, and resiliency of:
• Current monitoring practices of the system.
• Operations and maintenance of the system.
• Overall financial infrastructure.
• Pipes, constructed conveyances, and other distribution system assets.
Task 3.7 — Risk and Resilience Assessment Report
Using the information generated during the previous tasks, the Consultant shall develop a Risk
and Resiliency Report. The Risk and Resiliency Report is anticipated to have the following
chapters:
EXECUTIVE SUMMARY
Summarizes the key points of all RRA sections.
INTRODUCTION
Outlines the City's RRA goals and the planning
methodology used for the risk and resilience assessment.
CHARACTERIZE ASSETS
Includes initial screening and asset prioritization for each
water system asset based on security and operational risks.
CHARACTERIZE THREATS
Summarizes the threat characteristics of an attack or event,
including goals objectives, attack vectors, tactics, etc. for
each asset. The profile will take an all -hazards approach,
assessing internal, external, and natural hazards.
IDENTIFY AND ANALYZE
CONSEQUENCES
Estimates the human and economic losses and service denial
associated with each threat -asset pair identified in the threat
characterization chapter.
VULNERABILITY ANALYSIS
Presents an analysis of existing security and resiliency
features, any gaps that exist in the security profile,
weaknesses in the system, and probability of expected
consequences.
ANALYZE THREATS
Provides an estimate of the likelihood each specific threat or
hazard will occur for a given asset. This is the last element
of the risk and resilience piece that drives the methodology
RISK AND RESILIENCE
ANALYSIS
Provides steps for calculating both risk and resilience for
specific threat -asset pairs.
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The draft report shall be submitted to the City for review The Consultant shall organize one (1)
workshop to review the draft report and receive comments from the City Comments shall be
incorporated into the final RRA Report.
Task 3 Deliverables
• RRA Review Meeting agenda, materials, and minutes, and comment log (1 electronic
PDF for each)
• Draft RRA Report (1 electronic PDF and 10 hardcopies)
• Final RRA Report with Appendices (1 electronic PDF and 10 hardcopies)
Task 4 — AW WA G430/440 Standard Analysis
The AWWA G430 standard outlines the minimum requirements for a security program
promoting protection of employees, public safety health, and confidence. Similarly the AWWA
G440 standard outlines the minimum requirements for an emergency response program to
promote protection of employees, public safety and health. The intent of this task is to evaluate
each of the components of the G430 and G440 standards and provide a compliance narrative
based on the previous tasks and an evaluation of existing City practices. A great deal of the
information required for the G430/G440 analysis is organizational material. Consequently this
evaluation will be highly collaborative, involving a variety of City staff. Note that, while this
evaluation is required for compliance with AWIA, it is included as part of an Appendix to the
baseline report to allow the City to distribute this more general guidance document to a larger
audience, while protecting the other, more confidential sections of the report.
Task 4.1 — Evaluation of Existing City Practices
The Consultant shall obtain a majority of the required information associated with existing
practices from prior tasks, but will likely require additional information related to the City's
practices across the organization. The intent of this task is to fill in any gaps from the previous
tasks and create a better picture of the City's AWWA G430/440 compliance.
Task 4.2 — Compliance Narratives
The Consultant shall evaluate each of the requirements outlined in the G430 and G440 guidance
documents and provide compliance narratives based on the previous RRA assessment task. The
narratives shall be compiled into a tech memo and shall be submitted to the City for review One
(1) workshop shall be organized to review the draft memo and receive comments. Comments
shall be incorporated into the final AWWA G430/440 Assessment Tech Memo.
Task 4 Deliverables
• AWWA G430/440 Assessment Review Meeting agenda, materials, and minutes, and
comment log (1 electronic PDF for each)
• Draft AWWA 0430/440 Assessment Tech Memo (1 electronic PDF and 10 hardcopies)
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• Final AWWA G430/440 Assessment Tech Memo (to be added as an appendix to the
RRA Report)
Task 5 — Emergency Response Plan Updates
Task 5.1— ERP Updates/Risk Mitigation
The Consultant will use the information generated as part of previous tasks and work closely
with the City to determine opportunities to reduce risks and enhance system resilience. This task
shall include workshops and discussions with stakeholders to:
• Decide whether the estimated levels of risk and resilience are acceptable.
• Define countermeasures, consequence mitigation and resilience options.
• Evaluate options for net benefits and cost -benefit ratios.
• Select specific options (based on previous prioritization efforts) in planning and
budgeting.
This task provides an overall management approach to the process that involves recalculating
risk with a reduced number of vulnerability quantifiers based on the mitigation options selected.
One (1) workshop shall be organized as part of this task.
Note that this task is not directly required for RRA AWIA compliance but is a critical piece in
identifying the upgrades required as part of the ERP update efforts, as the countermeasures for
mitigation speak directly to the ERP update requirements.
Following completion of the risk mitigation exercises, the Consultant shall initiate a complete
update of the ERP The City's existing ERP will be utilized as a baseline for the ERP related
requirements outlined by AWIA. The updates will be based on the information gathered, and risk
and resilience gaps identified as part of the RRA development. This task shall include identifying
recommended modifications to the existing ERP The Consultant shall utilize information from
the existing ERP and Hazard Identification and Risk Assessment (HIRA) plan (if applicable) and
complete interviews with selected City staff and emergency responders to gather information
regarding their current capability to react to disaster situations. Following the initial data
collection and interviews, the Consultant shall visit selected sites/assets throughout the service
area to aid in identifying current emergency management gaps (note that these site visits shall be
completed in conjunction with the site visits identified in Task 2.2 to maximize efficiency). The
Consultant shall also review the assessment of the threats from malevolent threats and natural
hazards developed as part of the RRA to understand and develop critical system dependencies.
The results of the analysis will be used to provide updates to the existing ERP document specific
to the water system assets.
To meet the current requirements of AWIA, this task shall include the development of the
following:
• Strategies and resources to improve the resilience of the system, including the physical
security and cybersecurity of the system;
L:\ca\djm\Agreements\Carallo Engineers Agreement.FY20-0007.doc.jn 4
Carotin Engineers Agreement.FY20-0007
• Plans and procedures that can be implemented, and identification of equipment that can
be utilized, in the event of a malevolent act or natural hazard that threatens the ability of
the community water system to deliver safe drinking water;
• Actions, procedures, and equipment which can significantly lessen the impact of a
malevolent act or natural hazard on the public health, safety and supply of drinking water
provided to communities;
• Strategies that can be used to aid in the detection of malevolent acts or natural hazards
that threaten the security or resilience of the system.
The Consultant shall generate a compliance template to compare the City's existing ERP with
the requirements of AWIA, as well as other best practices for water utility ERPs. The template
will serve as a guidance document for the completion of the updates and shall assist in
demonstrating consistency with the AWIA requirements (to support compliance), and promote
an ERP consistent with industry best practices. The Consultant shall identify any gaps in the
existing ERP and shall work with the City to obtain the missing/outdated information, or develop
the content required to support a complete and compliant ERP The Draft ERP Updated shall be
submitted to the City for review One (1) additional workshop shall be organized to review the
draft document and receive comments. Comments shall be incorporated into the final ERP
Report.
In addition, the Consultant shall review and update the City's Emergency Chlorination Plan and
provide comments for the City's review and approval. Approved comments shall be incorporated
into an updated Plan for the City
The City may have other documents/plans, including a Pandemic Plan, Continuity of Operations
Plan (COOP), Risk Management Plans (RMPs), Business Continuity Plan (BCP), etc. that are
related to emergency response during events. While the Consultant may review these documents
as part of our RRA or ERP update efforts, update of these ancillary documents is not included in
this scope.
Task 5.2 — Staff Training
Before completing the ERP the Consultant shall provide training to support knowledge transfer
to City staff on the specifics of the assessment, the role of the stakeholders in completing the
project, and the evaluation tool utilized (PARRE). This training is assumed to be completed in
two sessions over one (1) day and will prepare the City to update portions of the RRA and ERP
documents internally to minimize external efforts required for future compliance.
Task 5 Deliverables
• Updated ERP Recommendations Review Meeting agenda, materials, and minutes, and
comment log (1 electronic PDF for each)
• Draft Updated ERP Report (1 electronic PDF and 10 hardcopies)
• Final Updated ERP Complete and Compliant Report (including the Emergency
Chlorination Plan)
LAca\djm\Agreements\Carollo Engineers Agreement.FY20-0007.doc.jn 5
Carollo Engineers Agreement.FY20-0007
• Implementation schedule and budget documents (to be added as an appendix to the RRA
Report)
Task 6 — EPA Compliance Support
Task 6.1— EPA Compliance Support
The intent of this task is to develop the documentation for the City to meet the requirements for
compliance with AWIA 2018. Note that EPA recommends that utilities utilize an electronic
submittal of certification process for both the RRA and ERP This process provides immediate
confirmation and a record of compliance for the utility While the City will need to complete the
on-line process, the Consultant shall assist as required and shall provide letters confirming RRA
and ERP compliance for reference, prior to the AWIA completion deadline. The Consultant
recommends that the City postpone submitting the associated letters until the December 31 2020
(RRA) and June 30, 2021 (ERP) deadlines as the 5 -year update clock starts upon submittal.
Letters will be provided to the City for approval and comment prior to finalization.
Task 6 Deliverables
• RRA compliance letters for City records.
• ERP compliance letter for City records.
Task 7 — RRA Recommendation Implementation
As part of this task, the Consultant shall utilize the results of the RRA and ERP to develop an
implementation plan for agreed upon site/asset specific and organization wide recommendations
to address the identified risk and resilience gaps. These recommendations will address physical,
electronic, operational, and cyber security as well as resilience -related gaps which were
identified as part of the RRA and ERP planning efforts.
This task also includes development of planning level cost estimates for the identified
recommendations to assist in capital improvement planning. The Consultant shall work with the
City to identify available funding and prioritize recommendations to provide an implementation
plan consistent with budget constraints. The level of detail associated with the cost models shall
be in accordance with the AACE International Class 5 designation.
Finally the Consultant shall work with the City to develop a recommended implementation
schedule with accompanying budgets for implementing the identified risk and resiliency
upgrades for the City's water assets.
Task 7 Deliverables
• Implementation schedule and budget documents (to be added as an appendix to the RRA
Report)
LAca\djm\Agreements\Carollo Engineers Agreement.FY20-0007.docj 16
Carallo Engineers Agreement.FY20-0007
EXHIBIT "B"
PROJECT SCHEDULE
Week
}Aug -20 10 -Aug -20 17-420 2$A4.20 31-Atg20 7.5eµ10 14.5eµ20 21Sep-20 28-k6.20 5 -Oct -20 12-O t-20 19.Oct-20 2d -Oct -20 2-Now20 4-Nate20 1EAow20 23 -Nov 31144or-p 7.Oea20 14.Oec-20 11-D 20 2&Dkr2D
fekaftA7ee cog
hiefehly Progress Veetrgs
Task Data CoHec on and
SireVa!ts
hi 3 liskoodkiluq
Asa®teiA
Task 4 AWWA 64300440
Standard Anatysis
Data Corettim
StadtdOrwtelke
Ste Yen
Task Emergy Attronte
Islas llpdxMs
Task 6 EPA Cempliana
Support
Asset 6 rrseatChauteweon
Analyze Co sequerces
k atfze Yuberariy 8 t reals
Der* Daft BRARepmt
Finite ARA 6kpm
frame Emit ay Practices
DA'ebp Draft Nartabes Ta!& Mem
WIEN Narratim Tech kaeno
Dereb Pec
Carcrarse
L.4caldjm4Agreemeats\Carollo Engineers Agreement.FY20-0007.doc jn
17
CaroI10 Engineers Agreemnnt.FY20-0007
EXHIBIT "B"
PROJECT SCHEDULE
(CONT )
TMI•�oj[d
aniikdro
Tasi 2 - Data Co'!,xl a,d
%iv!
Task Rid 0111P imrf
hxtsKaH
ask 4-NAMG430j440
SkxdardA^aiyss
Task S (wpm
Pat *Ws
ask EPAC6tsp'aoce
SaPPDFt
4d11-21 If-1ar21 1&kn21 2S-Imf !-Feb-21 &ieb11 154421 22 -Fels -1J 1414.21 -Mar-Il LS -Akar -21 Ib6hi i1 19 -Afar -21 W11 111prl1 194.1 26Apr•21 3'A4f11 10 -4 -IE 17-matI1 2441-I1 314421 7./In-11 14.1m-21 21-10,21 28aunll
Ewan
Pm ou
UpdateE»gBP
OeolepliNdevta irifkat
=mg
Rola EM Igdiva 8 rine nae, aha
4a&Trang
Dr* kepleawgepefine
L:Vcaldjm\AgreementslCarollo Engineers Agreemeot.FY20-0007.doc.jn
18
EXHIBIT "C"
COST PROPOSAL
Carrillo Engineers Agreeemcnt.FY20-0007
trty d Redlands Ward E.*. 7174424[ AWM
Carlo En¢sters, ye, see SUedu6
fun^ 71.7227
L:Icaldjm4Agreements\Carrillo Engineers Agreement.FY20-0007.doc.jn
19
PIOlM Role
ow gm
Flo
Task Description
LABOR HOURS
PROJECT EXPENSES
TOTAL LABOR
6E7IP915E5
Pmrloal n
.2
Mims
RIO
Manages
Pmlea
Semiy
Engines
Rgae
Erg wr
eiterlewM
Amman!
Fmml
Erdal=
Resler).
Fr.:tens
CAW
Caplin
Rawl
Pmasslig
Tetlyiea
Rim
LABOR TOTAL
Fran
La:6001w
Ertles atle
Medal
Amides
TOTAL OF
DIPE)25E5
Arlo
Cask
Croke
Carpo
Camra
Csdo
Caplo
Caddo
Co
Cade
Mrs
Dram
OieaCose
Tea 4I• PROJECT MANAGEMENT MORSERMGS
6
20
20
6
A
2
1
0
0
d
518.611
52406
STOW
39,110
MAK
lack 1.1 Kda95V0At16p
2
4
4
4
0
2
0
0
0
14
23,164
51.600
51,848
23.110
26,264
Tars I2 Bad* Pryers 34eetris
4
6
4
0
_ 0
0
4
0
0
21
34002
32
12.369
32,560
$4.284
1. 13 StiYe2nHv 1546.23 I0psa7rm. fl, sutka 7271087. MIS. WO
0
8
a
1
4
2
0
0
D
34
36,626
5600
Salm
13920
110,718
Tat 2. DATA C01.1E611071 A14051TEO251TS
O
a
16
12
4
4
4
6
1
62
311,486
3600
11.110
112.020
322010
7a22,1 Oar Caleaio
0
4
2
1
4
4
1
6
6
42
11,924
62
12.302
12,300
170.221
1a42. 4743412
0
4
6
6
0
4
0
0
0
30
44.056
5802
36,860
17.768
211.816
Ta463•R16KAle 065116947Y ASSESSMENT
11
41
64
Y
16
12
41
6
a
264
111141
$6,428
232.160
124,152
215700
7703.1 12482702441242
0
4
6
4
0
0
1
2
0
4
1 24,572
57.540
12,100
14,700
11.672
Talk 12-CharaOeve Ma6s(J100wan/logy to delre lhrta4am190n}
0
6
8
4
2
0
4
0
0
24
65,316
stow
33,462
14460
310,676
Tad 13 - Mears atlkips Consequences
2
fi
8
4
2
2
4
0
0
32
36,661
80620
57660
32,414
112,414
Tau 704160
1
5
8
4
2
2
6
0
0
22
11A44
10
33660
62,610
511,221
Tas433-Amiga flyers
2
8
a
4
4
0
I
0
0
32
37.466
10
13,260
57,160
211,321
Task 16 -Fitt and RnlenetMalph
4
1
12
4
2
2
1
0
0
W
51.295
PAO
15.420
72,220
616,416
Tart 3.7 Risk and Resler. Aaewns4Rem
6
12
24
17
4
4
1
6
a
64
117,666
20
24,240
14160
223.616
Tasi4•AMA cAlaal4067A112ARD ANALYSIS
1
1
12
4
d
0
0
2
2
21
14051
20
13,443
53.920
3995E
Tag 4.1. &Ani a orErist g COy Pracsms
2
4
6
2
0
0
2
0
0
14
12,961
20
02.240
07,340
15,226
Ta414.2 Coimlaxe Noah.
2
4
4
2
0
0
0
0
2
74
63,272
10
31548
41,264
22127
Tools 0• 014110049010113EPLAKuP0A7E5
2
3
16
2
4
0
6
2
2
44
20222
_
16
112,430
211110
521,101
Tad Sl - Etxrpany Ospuee Plan Uplater0s1r Managemem
2
1
a
2
4
1
6
2
2
36
27,721
50
112190
110.610
011,166
Tek 52.9E1Train;
0
0
0
0
0
0
0
0
2
6
71,448
12
21900
61.562
13,416
Testi. 4PACOMNANCE SUPPORT
2
I
3
0
0
4
2
0
2
a
51,772
S2
5760
1750
32,112
Task01 PAC WNW. Samar
2
2
2
2
0
0
0
2
2
6
12.270
30'
5760
6760
63557
Talk 7-RRARECOYYEI*A1101644PLEY0RTATI0R
2
2
6
2
0
0
2
2
2
11
41,614
30
23.112
55.650
3472+
Task T,1- ARA Rewma,ptgn Im{Hnn740',
2
2 _
6
2
0
0
2
2
2
11
13,674
54
25,650
15,650
56,224
AMA TASKS TOTAL
32
90
156
64
28
24
66
16
24
492
107,910
9,600
69,640
79,240
1877150
L:Icaldjm4Agreements\Carrillo Engineers Agreement.FY20-0007.doc.jn
19
Carotin Engineers Agreement.FY20 0007
EXHIBIT "D"
WORKERS' COMPENSATION INSURANCE CERTIFICATION
Every employer, except the State, shall secure the payment of compensation in one or more of
the following ways
(a) By being insured against liability to pay compensation by one or more insurers
duly authorized to write compensation insurance in this State
(b) By securing from the Director of Industrial Relations, a certificate of consent to
self -insure, either as an individual employer, or as one employer in a group of
employers, which may be given upon furnishing proof satisfactory to the Director
of Industrial Relations of ability to self -insure and to pay any compensation that
may become due to his or her employees
CHECK ONE
V f. I am aware of the provisions of Section 3700 of the Labor Code which requires every
employer to be insured against liability for Workers' Compensation or to undertake self-
insurance in accordance with the provisions of that Code, and I will comply with such provisions
before commencing the performance of the work and activities required or permitted under this
Agreement (Labor Code § 1861)
I affirm that at all times, in performing the work and activities required or permitted under
this Agreement, I shall not employ any person in any manner such that I become subject to the
workers' compensation laws of California However, at any time, if I employ any person such
that I become subject to the workers' compensation laws of California, immediately I shall
provide the City with a certificate of consent to self -insure, or a certification of workers'
compensation insurance.
I certify under penalty of perjury under the laws of the State of California that the information
and representations made in this certificate are true and correct
CAROLLO ENGINEERS, INC
By Vii c r' T Cts Chu
David Sobeck, P E ,
Senior Vice President
L.1ca\djm\Agreements\Carona Engineers Agreement.FY20 0007 dock �0
Date O7/1 -7/2o2