HomeMy WebLinkAboutContracts & Agreements_189-2020Michael Baker.FY20-0020
AGREEMENT TO PERFORM PROFESSIONAL SERVICES
This agreement for the preparation of a City-wide non-potable/recycled water system
master plan ( Agreement") is made and entered in this 1st day of September, 2020 ("Effective
Date"), by and between the City of Redlands, a municipal corporation ("City") and Michael
Baker International, 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
1 1 City hereby engages Consultant to provide City-wide non-potable/recycled water system
master plan 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 P.E. 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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4.2 Consultant shall complete the Services by December 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 Forty Nine Thousand Six Hundred Fifty Dollars ($149,650).
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 ovemight
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 0 Box 3005 (mailing)
Redlands, CA 92373
jdonaldson@cityofredlands.org
(909) 798-7531
Consultant
John Nagle, P.E. Vice President
Michael Baker International, Inc.
3536 Concours, Suite 100
Ontario, CA 91764
JNagle@mbakerintl.com
(909) 974-4974
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
A. 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 titled `Workers' Compensation Insurance Certification, which is attached
hereto and incorporated herein by this reference, prior to performance of the Services.
B. 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
C. 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
D 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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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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IN WITNESS WHEREOF, duly authorized representatives of City and Consultant have
signed m confirmation of this Agreement
CITY OF REDLANDS MICHAEL BAKER INTERNATIONAL, INC
B
ByJ
Paul W Foster, Mayor John Nagle, P E., V e President
ATTEST.
e Donaldson, City Clerk
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EXHIBIT "A"
SCOPE OF SERVICES
The following Scope of Work details the tasks that the Consultant shall complete with respect to
preparing and completing the City-wide non-potable/recycled water system master plan.
This scope of work shall be completed within the schedule period listed in Exhibit 'B.
Task 1 — Project Management
The Consultant shall oversee the progress of the project and shall be responsive to City communication in
a timely manner. The Consultant shall attend all formal meetings and be available for informal face-to-
face meetings with the City as needed to oversee data collection, validate the Consultant's approach as it
evolves to fit current conditions, discuss findings and conduct continuous review of content generated for
the master plan.
The Consultant shall be responsible for assuring the quality of the work product. The Consultant shall
exercise a quality control process for regular review of project status, resource allocation and peer review
of all deliverables.
The Consultant shall conduct a kick-off meeting, three workshops, two facilitation meetings with
operations and maintenance staff (see Task 9) and two master plan adoption meetings (see Task 14). The
kick-off meeting shall be used to discuss the goals and expectation of the non-potable/recycled water
master plan, channels of communication, availability of data and personnel, project schedule and
reporting, systems and facilities where greater capacity is desired, and areas where the City suggests the
Consultant should focus its efforts. Agendas and meeting materials shall be provided at least three days in
advance of the meetings and meeting minutes shall be issued to all attendees within five days following
the meeting.
The Consultant shall submit monthly invoices detailing work completed at the sub -task level. The invoice
shall include a description of work completed to date, progress on each task and milestones for the
following month.
Task 2 — Resource Documents and Data Review
The Consultant shall research, gather and review previous master plans, planning documents, GIS -based
hydraulic modeling data and system, supply sources information, water use records, pump station data,
and other available pertinent data and information.
The Consultant shall issue a comprehensive Request -for -Information listing historical data and
documentation required to prepare the master plan. Each requested item shall include a title, reference to
the scope of work, description, extent of duration, preferred format, and responsible party The Consultant
shall work with the City to assure that data security is properly maintained. The Consultant shall work
with the City to collect these data as much as available and organize them into a manageable and usable
database.
The Request -for -Information shall be updated regularly and distributed on a weekly basis until all
information is collected for the project. The Consultant shall include in the final report all references used
in the preparation of this non-potable/recycled water master plan.
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Task 3 — Facilities Inventory — Existing System Description
The Consultant shall prepare a detailed and comprehensive description of current conditions. The
Consultant shall work with the City to verify naming conventions and apply those conventions throughout
the non-potable/recycled water master plan.
Task 3.1— Administrative and Regulatory
The Consultant shall prepare a historical account of the non-potable/recycled water system and its
authority The Consultant shall identify relationships and affiliations between the City and other agencies
and jurisdictions relevant to the non-potable/recycled water system.
The Consultant shall prepare maps of relevant political and physical boundaries including the City limits,
the non-potable/recycled water service area, locations of customers, adjacent water systems, proximity to
non -potable aquifers, proximity to the wastewater treatment plant, and continuous boundaries of concern
(e.g. waterways, flood control channels freeways, ridgelines, railroads, large parcels, earthquake faults,
regional utility corridors, etc.). The Consultant shall document the regulatory environment governing
operator training, compliance and allowable uses.
Task 3.2 — Inventory
The Consultant shall present the inventory by system component type (i.e. sources of supply pumps,
tanks, controls valves, pipes, appurtenances, meters), capacity (i.e. size, general design specifications) and
performance (i.e. installation year, maintenance history efficiency). An inventory in tabular form shall be
prepared of the listed system components.
Task 3.3 — Facilities
The Consultant shall present the facilities as groups of system and ancillary components that function as a
unit. The Consultant shall prepare a map and schematic of each facility
Task 3.4 — Pressure Zones
The Consultant shall prepare an individual hydraulic profile of each pressure zone including design
parameters of all components and system requirements in terms of demand, demand variation and service
elevations. Each hydraulic profile shall be accompanied by a map of the associated pressure zone for a
three-dimensional view
The Consultant shall prepare a schematic of the entire non-potable/recycled water system showing the
sources of supply and the connections between the pressure zones.
Task 3.5 — Future Conditions
Following preparation of the Capital Improvement Program, the Consultant shall update the facility and
pressure zone maps, schematics and profiles to indicate planned improvements.
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Task 4 — City Non-Potable/Recycled Water Projects and Development Activity
Task 4.1— Validate Current Capital Improvement Program
Following hydraulic analysis (Tasks 6, 8 and 11), the Consultant shall validate the current Capital
Improvement Program (CIP). Any CIP projects still in the planning or design phases shall be compared
to projects recommended to mitigate deficiencies found during hydraulic analysis. The Consultant shall
recommend adjustments to the current CIP projects to bring them into alignment with the most up to date
analysis. The Consultant shall identify projects in the current CIP not supported by hydraulic analysis and
work with the City to justify them, defer them or remove them from the CIP
Task 4.2 — Review Water Programs and Development Activity
The Consultant shall review the City's water programs and development activity to improve their
understanding of work related to the non-potable/recycled water system. The Consultant shall document
the purpose, description, progress, mapping, implementation schedule, and historical and projected
budgets of up to seven programs and activities.
Task 4.3 — Develop Regulatory Compliance
The Consultant shall prepare a sampling and analysis protocol per regulatory requirements. Pending
regulation shall be reviewed by the Consultant and a recommendation of appropriate compliance
measures shall be made.
Task 5 — Update Population and Non-Potable/Recycled Water Demand Estimates and Forecast
The Consultant shall project the total non-potable/recycled water demand relative to population and land
use.
Task 5.1— Conduct Population Analysis
The Consultant shall use appropriate models for population growth based on data acquired from the US
Census specific to the City The Consultant shall work with the City to verify the historical population
served and project population growth at five-year intervals through 2070.
Task 5.2 — Prepare Existing Demand Analysis
The Consultant shall study current recycled water use applications and those going through the
testing/approval process to determine additional demand.
The Consultant shall use billing data and SCADA data record pumping and tank level on a continuous
basis to determine demand in a system.
Based on pressure zone delineation from Task 3.4, the Consultant shall prepare a demand analysis for
each pressure zone. Through spatial analysis and system theory the Consultant shall analyze historical
billing data and SCADA data to determine the average demand, sales and losses in each pressure zone.
Task 5.3 — Conduct Land Use Analysis
The Consultant shall prepare maps showing existing land use and known development projects and all
existing non-potable/recycled water customers by parcel.
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The Consultant shall review allowable and permitted uses of non-potable/recycled water per state
regulation and relevant permits. The Consultant shall identify potential existing customers eligible for
conversion and potential future customers by parcel. The Consultant shall prepare a table and GIS map
showing the locations of existing, potential and future customers.
Task 5.4 — Prepare Conceptual System Expansion
The Consultant shall prepare a conceptual system expansion to serve the potential and future customers.
This conceptual design shall build upon the existing distribution system and shall include pipelines and
facilities necessary to reach each customer.
Task 5.5 — Conduct Economic Analysis
The Consultant shall work with the City to define the parameters of economic feasibility including, but
not limited to, cost of infrastructure, cost of operations, differential cost of supply differential revenue,
City goals for water conservation, and City mandates for use of non-potable/recycled water.
Part of the analysis for cost of infrastructure shall include a review of continuous barriers. Crossing
waterways, freeways, railroads, regional utility corridors and similar physical or jurisdiction boundaries
may be cost -prohibitive if the number of potential customers is not high enough to justify it.
The Consultant shall prepare a methodology to determine the viability of each segment of the conceptual
system expansion. The Consultant shall identify those segments of the conceptual system expansion that
pass the economic viability test and recommend the associated improvements.
Task 5.6 — Develop Demand Variation
The Consultant shall use the chart of the 5 -year average ETo from the weather station at UC Riverside,
which is representative of irrigation requirements for the City The Consultant shall use the SCADA
analysis described in Task 5.2 to identify the maximum day and the peak hour in each pressure zone. The
Consultant shall calculate pressure zone specific peaking factors. The Consultant shall work with the City
to optimize system capacity by managing these constraints.
Task 5.7 — Prepare Demand Projection
The Consultant shall prepare demand projection at five-year intervals through 2070 by combining the
existing demand with the results of the economic analysis. In collaboration with the City the Consultant
shall coordinate projected demand with demands identified in the Water Master Plan so the impact on the
supply portfolio is accurate. Through sensitivity analysis, the Consultant shall develop low growth,
moderate growth and high growth demand scenarios.
Task 5.8 — Develop Demand Factors
Based on non-potable/recycled water use and land use data, the Consultant shall develop irrigation area
demand factors for representative land use categories. For other non-potable/recycled water uses (e.g.
industrial processes, street cleaning, sewer flushing, construction, dust control, groundwater
replenishment, etc.) unit demand factors, the Consultant shall develop unique to each purpose.
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Task 6 — Water Supply Analysis
The Consultant shall develop evaluate non -potable wells and wastewater treatment plant effluent supply
portfolio assets in term of availability reliability and sustainability Availability reliability and
sustainability shall form the basis of a non-potable/recycled water supply portfolio management plan,
which shall give the City confidence it is optimizing its resources and capital investments, as discussed in
Task 9 1
The Consultant shall existing (2020) and future (2030, 2045 and 2070) non-potable/recycled water supply
requirements through application of appropriate design criteria developed in Task 7
Task 7 — System Planning and Analysis Criteria
The Consultant shall delineate current capacity and performance criteria in use at the City Through a
facilitated visioning process, the Consultant shall work with the City to determine goals for level of
service, preferences, initiatives and other guidance related to capacity and performance.
The Consultant shall update the evaluation criteria based on the City's vision, and work with the City to
formalize adoption of the evaluation criteria to be used for this non-potable/recycled water master plan.
The Consultant shall work with the City to clarify allowable uses in order to identify potential users and
to avoid non-compliance.
Task 8 — Non-Potable/Recycled Water Storage Volume and Operational Requirements
The Consultant shall analyze volume and location of storage facilities in terms of adequacy redundancy
energy efficiency and turnover. The City may choose to include energy conservation in its operational
storage calculation. The Consultant shall analyze existing (2020) and future (2030, 2045 and 2070)
storage requirements and identify opportunities for storage sharing.
Task 9 — Operations and Maintenance
The Consultant shall utilize AW WA Manual M5 (Water Utility Management) to assure a consistent and
vetted approach that emphasizes a comprehensive review of best practices.
Task 9.1 — Conduct Operations Assessment
The Consultant shall assess non-potable/recycled water system operations in terms of distribution, supply
portfolio management and SCADA to gain an understanding of current conditions. The Consultant shall
prepare meetings and workshops for this task.
Distribution
The Consultant shall prepare a combination map and hydraulic profile of each pressure zone that
identifies facilities, typical operational settings and service elevations that influence the operations of each
pressure zone. The Consultant shall work with operators to identify facilities or substructure that create
operational constraints and the methods operators have developed to overcome those constraints. The
Consultant shall prepare a schematic of the entire system showing proximity and connectivity of the
pressure zones to one another. The Consultant shall review whether local operational solutions have a
more far-reaching impact on other pressure zones.
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The Consultant shall assess emergency response infrastructure such as emergency power generation,
availability of emergency storage, redundancy that assures continuous service, methods for isolating
failures and resiliency at overcoming failures and returning to normal operations.
The Consultant shall prepare separation of recycled water and non -potable water as per regulation
requirements. The Consultant shall determine what is required to convert non -potable water to recycled
water. The Consultant shall also provide regulatory requirements of metering recycled water usage for
irrigation customers.
Supply Portfolio Management
The Consultant shall evaluate each source of supply in the City's non-potable/recycled water supply
portfolio in terms of location, availability and reliability Supply portfolio management defines the level
of service the customers shall receive in terms of continuous uninterrupted service and affordability
The Consultant shall acquire or compute the unit cost for each source of supply as a parameter for
optimization. The Consultant shall review historical SCADA data and production records to develop an
understanding of the use of each source. The Consultant shall develop a concept for optimization of the
non-potable/recycled water supply portfolio that balances availability reliability and cost of operations.
Treatment
The Consultant shall work with the City to document the treatment process in terms of supply availability
and reliability in the wastewater treatment facility The Consultant shall provide a map and schematic of
the wastewater treatment facility showing the basic components and connectivity of concern to
operations.
The Consultant shall document current wastewater treatment facility operations and trends. The
Consultant shall work with facility operators to identify system components that pose operational
constraints and the methods operators have developed to overcome those constraints. The Consultant shall
describe options for optimization of facility operations.
SCADA
The Consultant shall review the SCADA system specific to the non-potable/recycled water system in
terms of efficiency coverage and integration into the City's operations philosophy The Consultant shall
analyze SCADA in three parts: system evaluation, gap analysis, and data sharing among the City
departments.
Task 9.2 — Evaluate Work Order Process
To gain an understanding of current conditions, the Consultant shall map the various work order and work
request processes related to the non-potable/recycled water system and review the efficiency of each in
terms of consistency of application, time to complete, cost to complete, reporting methodology channels
of communication and responsibility tracking and other parameters specific to the City
Task 9.3 — Conduct Maintenance Assessment
The Consultant shall review non-potable/recycled water system maintenance from the perspective of
balancing preventative, predictive, and corrective maintenance. The Consultant shall prepare a matrix
showing which approach(es) to maintenance is currently being applied to each type of equipment,
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demonstrate the effectiveness of the current approach, and recommend adjustments that would result in
more efficient use of limited resources, a higher level of customer service and greater long-term economic
benefit.
Preventative Maintenance
The Consultant shall acquire and review planned work orders, planned work schedules and evaluation
processes for non-potable/recycled water system equipment that define each preventive maintenance plan.
The Consultant shall assess the comprehensiveness of the preventative maintenance plan for each type of
equipment.
Predictive Maintenance
The Consultant shall review inspection reports related to the non-potable/recycled water system in terms
of comprehensiveness, frequency consistency access and file management. The Consultant shall review
the City's non-potable/recycled water system remote data collection and monitoring capabilities. The
Consultant shall review the extent to which information and data analysis are used for predictive
maintenance and their efficiency
Corrective Maintenance
The Consultant shall work with the City to compile and review the following information. The Consultant
shall prepare a list of non-potable/recycled water system failures. The Consultant shall review the
capabilities and limitations of the City to verify which and what quantity of failures are within their
capacity to correct. The Consultant shall verify access and availability of third parties to respond to
failures beyond the capabilities and limitations of the City
The Consultant shall review contingencies for each type of failure in terms of procedures, manpower and
required materials and describe methods for scaling the response, as needed. Methods shall also be
reviewed for evaluating and reporting actions taken to correct a failure and examine opportunities to build
lessons learned into improving the contingencies.
Task 9.4 — Assess Personnel
The Consultant shall conduct a non-potable/recycled water system operations and maintenance personnel
assessment in terms of current staffing levels, regulatory requirements, organizational alignment, hiring
and advancement, growth and training, retention, succession planning, and support from the City
Task 9.5 — Gap Analysis
The Consultant shall work with the City to develop a vision for non-potable/recycled water customer
service from the perspective of operations and maintenance. The Consultant shall compare the City's
vision for operations and maintenance to the AWWA Manual for Utility Benchmarking and the current
practices at up to three comparable utilities in the vicinity If necessary the Consultant shall work with
the City to adjust the vision to align more closely with these sources. The Consultant shall compare
current conditions in operations and maintenance to the City's vision of operations and maintenance and
note any divergence.
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Task 9.6 — Needs Assessment
The Consultant shall quantify the results of the gap analysis in terms of changes in personnel, equipment,
training, procedures and their associated costs. The Consultant shall prepare a cost estimate for changes
needed to achieve the vision. The Consultant shall compare the cost estimate to the operations and
maintenance budgets for the previous three years to gain an understanding of the incremental change in
funding requirements. The Consultant shall compare the proposed operations and maintenance budget to
those of similar utilities as documented in 2019 AWWA Utility Benchmarking. The Consultant shall
compare the proposed operations and maintenance program costs to those of up to three non-
potable/recycled water purveyors with similar programs.
Task 10 — Model Software Evaluation and Calibration of Hydraulic Model
The Consultant shall work with the City to choose an appropriate hydraulic model platform and discuss
the benefits to the City in purchasing a hydraulic modeling license for in-house use of its non-
potable/recycled water model.
The Consultant shall review the 2005 non -potable water model and the City's current GIS layers of the
non-potable/recycled water system for completeness and compatibility The Consultant shall determine
whether updating the existing model or developing a new model from GIS is to the City's advantage,
present the case for the Consultant's determination, and proceed according to the City's preference.
The Consultant shall construct a non-potable/recycled water model with the most up-to-date data
available in the City's GIS including all pipes four inches in diameter or larger and all active sources,
wells, pumps, tanks, controls valves and zone valves. The Consultant shall use information gathered
during Task 2 (Resource Documents and Data Review) to fill any gaps in the City's GIS.
The Consultant shall identify critical missing and incorrect data as well as looking for missing
infrastructure in order to have a complete and connected system. The Consultant shall work with the City
to review the existing non-potable/recycled water schema and develop an appropriate GIS database
schema to include fields necessary for modeling and future water plans and asset needs. In addition to
hydraulic modeling, the recommended schema shall support other project needs, such as development of
exhibits, figures and maps and as well as future maintenance of the GIS data.
The Consultant shall work with the City to identify the necessary plans to update the non-potable/recycled
water geodatabase. For this scope of work, the Consultant shall review the feature types, including but not
limited to assets and respective attributes.
Data for this project shall be created using California State Plane coordinate, Zone V U.S. Survey feet. In
the rare instances of insufficient or conflicting information, a Request -for -Information shall be created to
document the issue and shall be forwarded to the City for action.
The friction coefficient model shall be applied to all pipes in the non-potable/recycled water model based
on age and material as an initial iteration for static calibration. The Consultant shall work with the City to
identify locations in the non-potable/recycled water system that will produce the best flow test results
while minimizing water loss and disruption to the City The Consultant shall program future scenarios
into the model to reflect pipe friction coefficient decay as a function of time.
The Consultant shall conduct up to 20 flow tests for static calibration. The Consultant shall coordinate
with the City to conduct the flow test and provide oversight of the test and conduct dynamic calibration
from historical SCADA data.
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Michael Baker,FY20-0020
The Consultant shall allocate demand to the model spatially on a pressure zone basis using the results
from Task 5. The following demand allocations will be program demand allocations for average day
demand, peak hour demand, and maximum day demand with diurnal variation under existing (2020),
short-term (2030), intermediate (2045) and long-term (2070) conditions.
The Consultant shall pre-program modeling scenarios to assess the non-potable/recycled water system
against design criteria. The Consultant shall work with the City to specify operating controls for each
facility and program them accordingly for dynamic simulations.
Task 11— Supply and Distribution System Analysis
Analysis of the various systems, equipment and facilities shall be conducted according to evaluation
criteria developed during Task 7 Based on the understanding of the existing system per Task 3, the
Consultant shall determine the capacity and compare the requirement to the capacity If the capacity
exceeds the requirement, the Consultant shall calculate the available surplus and make a determination
that the criterion has been satisfied. If the requirement exceeds the capacity the Consultant shall calculate
the additional capacity needed to satisfy the criterion and recommend appropriate improvements.
Task 11.1— Pipeline Analysis
The Consultant shall analyze transmission and distribution pipelines in terms of pipe size, connectivity,
system pressure, pipe velocity and other parameters in accordance with evaluation criteria. Scenarios
shall be programmed to evaluate pipeline performance under existing and future normal operating
conditions as needed to apply design criteria.
Task 11.2 — Pressure Zone Analysis
The Consultant shall evaluate the sufficiency of net supply to each pressure zone and sufficiency of
operational storage (see Task 8) to equalize supply and demand in each pressure zone.
Task 11.3 — Service Line Analysis
Using the water model, the Consultant shall evaluate the available flow and pressure variation at each
service connection and the adequacy of service lines to meet customer requirements. The Consultant shall
recommend mitigation as needed to assure customer requirements.
Task 11.4 — Analysis of SCADA Sufficiency
Building upon the Consultant's review of operations in Task 9 1, the Consultant shall analyze the
sufficiency of the SCADA system.
Task 11.5 — Emergency Backup Power and Seismic Valve Analysis
Using the non-potable/recycled water model, the Consultant shall identify facilities critical to maintaining
customer service. The Consultant shall evaluate these facilities in terms of capacity and distribution of
emergency backup power generation to keep facilities in operation and availability of seismic valves to
protect critical facility components and prevent losses.
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Michael Baker.FY20-0020
Task 11.6 — Recommend Changes in Design and Construction Standards and Standard Drawings
The Consultant shall evaluate and recommend changes in the design and construction standards and
standard drawings.
Task 11.7 — Non-Potable/Recycled Water Quality Analysis
The Consultant shall prepare a concept for non-potable/recycled water quality management. Using the
existing Regional Salt and Nutrient Management Plan and the City's current understanding of
groundwater quality associated with its non -potable wells as guidance, the Consultant shall tailor non-
potable/recycled water quality management plans to achieve the City's goals. The plans shall be separated
into recycled water and non -potable water distinct regulatory requirements.
Task 12 — Capital Improvements Plan (CIP) Update
Task 12.1 — Develop Cost Estimating Assumptions
The Consultant shall develop planning level unit construction costs for pipelines, wells, pumps, storage,
control valves, electrical, instrumentation and SCADA. The Consultant shall estimate costs for project
administration, planning, design, construction management and contingencies based on project type,
extent and construction costs. The Consultant shall develop concepts for project phasing and the level of
procurement for each phase.
Task 12.2 — Develop Project Prioritization Methodology
The Consultant shall develop a methodology for prioritizing projects that considers perceived urgency
importance, consequence of failure, age and condition, the Pavement Accelerated Repair Implementation
Strategy and integration with other City planning efforts.
Task 12.3 — Develop Projects
The Consultant shall prepare groups of projects in tabular form for various categories. Projects shall be
presented in a clear and comprehensive manner each on a separate sheet including a title, description,
justification, cost estimate, map showing project extent, and a discussion of contingencies and other
critical elements. The Consultant shall include an AMI meter change -out cost benefit analysis as one of
the projects.
Task 12.4 — Prepare Implementation Schedule
Based on the preceding subtasks, the Consultant shall prepare a comprehensive implementation schedule
for existing (2020) and future (2030, 2045 and 2070) planning periods.
Task 13 — Prepare Non-Potable/Recycled Water Master Plan Report
The Consultant shall prepare and issue a Draft Master Plan summarizing the findings. The City shall
review and comment of the Draft Master Plan, for the Consultant to address them. For each comment or
group of related comments, the Consultant shall prepare a summarized comment, identify impacted
sections of the Non-Potable/Recycled Water Master Plan, respond to the comment, and prepare an
appropriate action for approval by the City The Consultant shall incorporate approved actions into the
Final Non-Potable/Recycled Water Master Plan and issue to the City
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16
Michael Baker.FY20-0020
The Consultant shall prepare and issue, for City review a stand-alone Executive Summary written for a
general audience including the goals, findings and implications of the Final Non-Potable/Recycled Water
Master Plan. The Consultant shall incorporate comments into the final Executive Summary and issue to
the City
Task 14 — Policy Maker Presentations & Plan Adoption
Task 14.1 — Work Session Presentation
The Consultant shall present the Non-Potable/Recycled Water Master Plan at a work session of the
Municipal Utilities and Public Works Commission. The goals, findings and implications of the Non-
Potable/Recycled Water Master Plan shall be presented. The Consultant shall discuss integration of the
Non-Potable/Recycled Water Master Plan into other City functions and actions including public
acceptance, funding and financing, environmental assessment, partnerships and affiliations, related
studies and future studies. The Consultant shall solicit and respond to questions from the attendees in a
facilitated process. The Consultant shall prepare and issue meeting minutes to the City to document the
attendees, agenda and discussion.
Task 14.2 — City Council Presentation
The Consultant shall prepare and submit, for City review a presentation of the Non-Potable/Recycled
Water Master Plan for inclusion in the City Council's agenda. The Consultant shall present the Non-
Potable/Recycled Water Master Plan at a regular City Council meeting and recommend adoption. The
Consultant shall respond to comments and inquiries from the City Council.
Task 15 — Non-Potable/Recycled Water System Performance Evaluation for Potential Industrial
Customers
The Consultant shall prepare a matrix for determining industrial demand requirements for non-
potable/recycled water including irrigation demand, dual -plumbing and process demand. The Consultant
shall work with the City and conduct independent research to populate the industrial demand matrix. The
Consultant shall work with the City to develop three demand scenarios for industries chosen by the City
The Consultant shall use the non-potable/recycled water model to simulate the three scenarios to identify
hydraulic constraints. The Consultant shall identify infrastructure improvements needed to satisfy design
requirements for each scenario.
Additional Tasks
Task A — Coordination with Water Master Planner and Sewer Master Planner
The Consultant shall assure a seamless transition between potable water model demand allocation and
non-potable/recycled water demand allocation. The Consultant shall clearly identify potable water
conversion of existing irrigation demand to non -potable water by magnitude, location and conversion
year, as well as recycled water demand associated with future development. The Consultant shall work
closely with the sewer master planner to verify availability and reliability of recycled water supply in
terms of capacity and water quality
Task B — Update Water Design and Construction Standards
The Consultant shall evaluate and recommend changes in the design and construction standards and
standard drawings. The Consultant shall complete the following as part of the evaluation:
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17
Michael Baker.FY20-0020
• Compile a list of current City of Redlands standards and standard drawings for the non-
potable/recycled water systems.
• Work with the City to prioritize the list of current standards and standard drawings in terms of
importance, urgency omissions and other criteria identified by the City
• Compile copies of standards and standards drawings from surrounding agencies with similar
infrastructure.
• Starting with the highest priorities, prepare a summary of differences between the other agencies'
standards and standard drawings and the City of Redlands standards and standard drawings
including identifying outdated language, drawings, equipment and materials.
• Attend a Workshop meeting with the City to go over the summary prepared for standards, and to
address potential changes to standards already known to those departments.
• Prepare a list of proposed changed to the standards.
• Repeat items 5 and 6 for standard drawings.
• Attend one final workshop to finalize all recommendations for changes to both standards and
standards drawings.
Task C — Water Conservation Plan Review and Optimization
The Consultant shall review historical progress in water use reduction, assessing water conservation
programs from an economic point of view and optimizing the approach to water conservation from the
perspective of net cost to volume of water saved.
C.1 — Review Historical Water Use Reduction
The Consultant shall track historical water use and identify the impact of water conservation program
implementation on water production. The Consultant shall prepare a demand model that correlates actual
production records to historical population, precipitation and temperature variation in the city as well as
the influence of macroeconomic trends. The Consultant shall identify and quantify water use reduction in
the historical record and attribute it to contemporary water conservation efforts.
C.2 — Assess Current Conservation Programs
The Consultant shall review the current water conservation program in terms of water use reduction
targets, methods, participation, water saved and cost of implementation. For up to ten programs or
projects, the Consultant shall prepare an economic curve that considers the opportunity to save water, unit
water savings, degree of market saturation, market penetration of the current program or project, fixed
costs, variable costs and impact on revenue.
For each program or project, the Consultant shall define unit water savings in terms of gallons saved per
year per unit (e.g. 2,000 gallons per year per high -efficiency toilet).
C.3 — Optimize Water Use Reduction
The Consultant shall recommend optimized solutions for up to three water use reduction targets based on
the economic curve developed in Task C.2.
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Michael Baker.FY20-0020
EXHIBIT "B"
PROJECT SCHEDULE
Year
2020
2021
Month
Sept
.„,em
Oct
Nov
i.
Dec
xa s
Jan
,
Feb
L'
Mar
Air
'.-4`5'1.44
May
Jun
<„54 44
Jul
, a4
Aug
Sept
, z
Week Ending
Notice to Proeeed_
Request-for-
Inforrnation,
Kick-off Meeting
- r -
_n.>vmc
I�
_„m
i
__
�—
-__._
T
___Issue
Submit Memo Hydrant
I
Flow Testing
Methodology
i
_
_
L
Workshop Operations
_
Submit Memo
Evaluation of Modeling
I
1
Software
_
_T
_
-I
-
f
-
I
._
_
Workshop Maintenance
Submit Memo
i
?�
Evaluation Criteria
Submit Memo Demand
I
i
Analysis
.1
1
Submit Memo
Evaluation of Operations
& Maintenance
Workshop Verify
I
Understanding of
I
Existing Conditions
Workshop Construction
_
Standards
11
Workshop Construction
Standard Drawings
I
Workshop Validate
_
_
_
_
Approach to Hydraulic
Analysis
Workshop Validate
Results of Hydraulic
Analysis_
Submit Memo Draft
I
I
Capital Improvement
Program
City Review of Draft CIP
Memo
Compile Draft Master
Plan
Submit Draft Master Plan
_
City Review of Draft
_
_
Master Plan
Submit Memo Policy
Maker Presentation
Progress Meeting_
Compile Final Master
Plan
_
_
1111
Submit Final Master Plan
Adoption Meeting
�.
Deliver Hydraulic Model
Submittal,
Event or
Presentation
Structural
Meeting or
Workshop
City Revi
L:\ca\djm\Agreements\Michael Baker.FY20-0020.doc.jn
Master Plan
Compilation
19
INTERNATIONAL
EXHIBIT "C"
COST PROPOSAL
C TV OF REDLANDS
Non-Potable/Recycled Water System Master Pan
Updated ee Proposal •July 9, 2020
Michael Baker.FY20-0020
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L:\ca\djm\Agreemenls\Michael Baker.FY20-0020.docjn
20
80181 Cast WBN Optional S1 vie 1 149,650
Michael Baker FY20-0020
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)
(b)
By being insured against liability to pay compensation by one or more insurers
duly authorized to write compensation insurance m this State
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
XI 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
elfinsurance 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 m 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 Cahforma that the information
and representations made in this certificate are true and correct
MICHAEL BAKER INTERNATIONAL, INC
By an,
---�
John Nagle, P E , Vice President
L-Icaldjm\Agreeinents\Michael Baker.FY20-0020.dac in
21
Date B/Zo/7.4,