HomeMy WebLinkAboutContracts & Agreements_182-2020Michael Baker.FY20-0019
AGREEMENT TO PERFORM PROFESSIONAL SERVICES
This agreement for the preparation of a City-wide water system master plan
(` Agreement") is made and entered in this lst 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 prepare a City-wide 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 Ninety Nine Thousand Eight Hundred Eighty Dollars
($199,880). 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
John Nagle, P.E. Vice President
Michael Baker International, Inc.
3536 Concours, Suite 100
Ontario, CA 91764
JNag1e@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
13
5=:)
aul W Foster, Mayor
ATTEST
ne Donaldson, City Clerk
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MICHAEL BAKER INTERNATIONAL, INC
By J S'W —
John Nagle, P E., ice President
Michael Baker.FY20-0019
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 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, four facilitation meetings with
operations and maintenance staff (see Task 7 1 and Task 10), and two master plan adoption meetings (see
Task 15). The kick-off meeting shall be used to discuss the goals and expectation of the 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, reservoir and 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 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 water master plan.
Task 3.1— Administrative and Regulatory
The Consultant shall prepare a historical account of the water system and its authority The Consultant
shall identify relationships and affiliations between the City and other agencies and jurisdictions relevant
to the water system.
The Consultant shall prepare maps of relevant political and physical boundaries including the City limits,
the water service area, adjacent water systems, proximity area to aquifers, proximity to surface water and
imported water sources, 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 prepare maps showing water quality sampling locations.
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 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.
Task 4 — City Water Projects and Development Activity
Task 4.1 — Validate Current Capital Improvement Program
Following hydraulic analysis (Tasks 6, 7 9 and 12), the Consultant shall validate the current Capital
Improvement Program (CIP). Any CIP projects still in the planning or design phases shall be compared
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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 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 5 — Update Population and Water Demand Estimates and Forecast
The Consultant shall analyze population and land and incorporate them into our demand analysis.
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 — Conduct Land Use Analysis
The Consultant shall prepare maps showing existing land use, current occupancy and known
development projects.
To make land use more useful for analysis at the parcel level, the Consultant shall identify occupancy in
addition to land use designation, area and location. The Consultant shall align vacant parcels with known
development, account for redevelopment and densification, and identify potential infill projects.
Task 5.3 — Prepare Demand Analysis
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 5.4 — Develop Demand Variation
The Consultant shall use the SCADA analysis described in Task 5.3 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 optimized system capacity by managing these constraints.
Task 5.5 — Prepare Demand Projection
The Consultant shall prepare demand projection at five-year intervals through 2070 by combining the
existing demand with the population growth projection and accounting for water use reduction resulting
from water conservation. The Consultant shall work with the City to determine the impacts of water
conservation, development, irrigation conversion to recycled water and other factors that influence
demand. Through sensitivity analysis, the Consultant shall develop low growth, moderate growth and
high growth demand scenarios.
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Task 5.6 — Develop Demand Factors
Based on water use and land use data, the Consultant shall develop an area of demand factors and unit
demand factors for representative land use categories. For other water uses, the Consultant shall develop
area demand factors and unit demand factors unique to each purpose.
Task 6 — Water Supply Analysis
The Consultant shall evaluate the sources of supply including groundwater, surface water, imported
water, recycled water and emergency interties with adjacent agencies, in terms of availability reliability
and sustainability Availability reliability and sustainability shall form the basis of a water supply
portfolio management plan, which shall give the City confidence it is optimizing its resources and capital
investments, as discussed in Task 10.1.
The Consultant shall develop an existing (2020) and future (2030, 2045 and 2070) water supply
requirements through application of appropriate design criteria developed in Task 8.
Task 7 — Evaluation of Groundwater Source for Emergency Use
Task 7.1 — Identify Emergency Requirements
The Consultant shall use the San Bernardino County Multi -Jurisdictional 2015 Hazard Mitigation Plan
Update and the City of Redlands 2015 Hazard Mitigation Plan as a basis to determine regional and local
emergencies and response plans that would include a water supply requirement. After the City has
completed the Risk and Resilience Assessment (RRA) per the America s Water Infrastructure Act of
2018 (AWIA), the Consultant shall also incorporate those observations.
The Consultant shall facilitate one meeting with representatives responsible for the management of
disaster relief within the City's Sphere of Influence. Based on information gathered from these sources,
the Consultant shall quantify the associated water supply needs for up to three local disaster relief
facilities in terms of water demand and duration of a disaster relief event.
Task 7.2 — Assess Available Supply
Based on analysis from Task 6, the Consultant shall identify existing groundwater sources in proximity to
the disaster relief facilities. The Consultant shall assess this subset of wells in terms of availability and
reliability
Task 7.3 — Determine Sufficiency of Disaster Relief Supply
The Consultant shall compare the capacity of wells identified in Task 7.2 to the supply requirements
identified in Task 7 1 to determine sufficiency In the event supply requirements exceed capacity the
Consultant shall recommend methods to increase capacity and will identify additional sources of supply if
available. The Consultant shall project costs concerning reliability for a 25 -year horizon.
Task 8 — 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
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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 Water Master Plan.
Task 9 — 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 10 — Operations and Maintenance
The Consultant shall utilize AWWA Manual M5 (Water Utility Management) to assure a consistent and
vetted approach that emphasizes a comprehensive review of best practices.
Task 10.1— Conduct Operations Assessment
The Consultant shall assess 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 assess water quality management at the pressure zone level in terms of disinfection
decay stagnation, flushing and storage turnover. The Consultant shall review goals for distribution
system water quality and methods to achieve those goals.
The Consultant shall assess emergency response infrastructure such as distribution of fire hydrants,
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.
Supply Portfolio Management
The Consultant shall evaluate each source of supply in the City's 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
water supply portfolio that balances availability reliability and cost of operations.
Treatment
The Consultant shall evaluate each of the treatment systems in terms of capacity and inputs.
The Consultant shall document current treatment facility operations and trends. The Consultant shall work
with the City 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.
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SCADA
The Consultant shall review the SCADA system specific to the 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 10.2 — Evaluate Work Order Process
To gain an understanding of current conditions, the Consultant shall map the various work order and work
request processes 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 10.3 — Conduct Maintenance Assessment
The Consultant shall review 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, 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 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 water system in terms of comprehensiveness,
frequency consistency access and file management. The Consultant shall review the City's 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 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.
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Task 10.4 — Assess Personnel
The Consultant shall conduct a 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 10.5 — Gap Analysis
The Consultant shall work with the City to develop a vision for 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.
Task 10.6 — 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 water purveyors
with similar programs.
Task 11 — 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 water model.
The Consultant shall review the 1998 water model and the City's current GIS layers of the 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 program a 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 work with City staff to identify locations in the water system that will produce the
best hydrant flow test results while minimizing water loss and disruption to the City
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 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 water system that will produce the best flow test results while minimizing water loss and disruption to
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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 40 hydrant 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.
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 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 12 — Supply and Distribution System Analysis
Analysis of the various systems, equipment and facilities shall be conducted according to evaluation
criteria developed during Task 8. 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 12.1— Pipeline Analysis
The Consultant shall analyze raw water, transmission and distribution pipelines in terms of pipe size,
connectivity system pressure, residual 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 12.2 — Pressure Zone Analysis
The Consultant shall evaluate the sufficiency of net supply to each pressure zone and sufficiency of
operational storage (see Task 9) to equalize supply and demand in each pressure zone.
Task 12.3 — System Renewal and Replacement Analysis
Using the water model, the Consultant shall evaluate the impact of proposed system renewal and
replacement projects on hydraulics.
Task 12.4 — Analysis of SCADA Sufficiency
Building upon the Consultant's review of operations in Task 10.1, the Consultant shall analyze the
sufficiency of the SCADA system.
Task 12.5 — Emergency Backup Power and Seismic Valve Analysis
Using the 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
L:\ca\djm\Agreements\Michael Baker.FY20-OO 19.doc.jn
14
Michael Baker.FY20-0019
power generation to keep facilities in operation and availability of seismic valves to protect critical
facility components and prevent losses. The Consultant shall include an AMI meter change -out cost
benefit analysis as one of the projects.
Task 13 — Capital Improvements Plan (CIP) Update
Task 13.1— 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 13.2 — 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 13.3 — 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.
Task 13.4 — 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 14 — Prepare 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 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 Water Master Plan
and issue to the City
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 Water Master Plan. The
Consultant shall incorporate comments into the final Executive Summary and issue to the City
Task 15 — Policy Maker Presentations & Plan Adoption
Task 15.1— Work Session Presentation
The Consultant shall present the Water Master Plan at a work session of the Municipal Utilities and
Public Works Commission. The goals, findings and implications of the Water Master Plan shall be
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15
Michael Baker.FY20-0019
presented. The Consultant shall discuss integration of the 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 15.2 — City Council Presentation
The Consultant shall prepare and submit, for City review a presentation of the Water Master Plan for
inclusion in the City Council s agenda. The Consultant shall present the 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 16 — Water System Performance Evaluation for Potential Industrial Customers
The Consultant shall prepare a matrix for determining industrial demand requirements including domestic
demand, irrigation demand, process demand and fire flow 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 water model to simulate the three scenarios under Maximum Day Demand plus Fire Flow
conditions to identify hydraulic constraints. The Consultant shall identify infrastructure improvements
needed to satisfy design requirements for each scenario.
Additional Tasks
Task A — Coordination with Sewer Master Planner
The Consultant shall work closely with the City's sewer master planning consultant to assure a seamless
transition between potable water model demand allocation and sewer model wastewater generation
allocation.
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:
• Compile a list of current City of Redlands standards and standard drawings for the 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.
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16
Michael Bakei .FY20-0019
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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17
Michael Baker.FY20-0019
EXHIBIT "B"
PROJECT SCHEDULE
Year
2020
2021
Month
Sept
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
P Il 24 27
Sept
4,30 I 1.4
Week Ending
4 .11 1826
2 9
14
...I ]a
6111:20 '.1
4 2114 25
1 4 la .2 5
5 L I- b5
5 12 I9 24
. 9 16.] 34
t 11 21 .4
4.11,5125
2 9,16,23.30
Notice tq Proceed_
Issue Request-for-Informationr
Kick-off Meeting
Submit Memo Hydrant Row
Testing Methodology
Workshop Operations
Submit Memo Evaluation of
Modeling -Software
Workshop -_Maintenance _
Submit Memo Evaluation
Criteria
Disaster Relief Stakeholder
Meeting_
Submit Memo Demand
Malysis
Submit Memo Evaluation of
Operations & Maintenance
Workshop Verify
Understanding of Existing
Conditions
Workshop Construction
Standards
Submit Memo Evaluation of��
Emergency Supply
Workshop Construction
Standard Drawings
Workshop Validate Approach
to Hydraulic Analysis
Workshop Validate Results
of Hydraulic Analysis
Memo Draft Capital
Improvement Program
pity Review of Draft CIP Memo
Canpile Draft Master Plan
Submit Draft Master Plan _
City Review of Draft Master
Plan
Submit Memo Policy Maker
Presentation
Progress Meeting_
Compile Final Master Plan
Submit Final Master Plan
Adoption Meeting
DSc' Hydraulic Model
r
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L:\ca\djm\Agreements\Michael Bake .FY20-0019.doc.jn
Master Plan
Compilation
18
Mlchaei Baker
INTERNATIONAL
EXHIBIT "C"
COST PROPOSAL
CITY OF REDLANDS
Water System Master Plan
Updated Fee Proposal -July 9, 2020
Michael Baker.FY20-0019
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$ 16.880 5 400 $ 17280
S 7,650 S 150 5 7,800
$ 13,8:'0 $ $ 13820
$ 2,850 $ 5 2,850
b 5,880 5 5 5860
$ 7.510 5 $ 7,540
$ 4,100 $ $ 4,100
5 7,810 S $ 7,919
S 0040 $ $ 9,010
$ 12,980 $ 12.280
$ 13,520 $ 500 $ 14,000
S 9,040 5 $ 0049
5 22,440 $ $ 22,449
19,120 $ 500 5 10620
5 13.380 $ 560 5 13880
S 1,960 $ $ 1,980
$ 4,360 $ 5 4.360
'$ fP1j70 -,5'. 2S..,i-:1,TbAAp
$ 140 S $ 1,320
$ 18,560 $ 300 S 1$,990
8 5,180 $ $ 5,180
E. -45,10..3 366' $.. ,.*,s'
L:\ca\djm\Agreements\Michael Baket .FY20-0019.doc.jn
19
Total 0051 55111, Optional Services: $ 109,880
Michael Baker FY20-0019
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 m 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 m 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
1\. I am aware of the provisions of Section 3700 of the Labor Code which requires every
employer to be insured agamst 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 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 California that the information
and representations made in this certificate are true and correct
MICHAEL BAKER INTERNATIONAL, INC
By
John Nagle, P E , Vice President
L 1ealcljn lAgreemeuts\Michael Baker_FY20 0019 doc_jn
20
Date SI 20 i zoz