Item 1.4 - Approval of Consultant Agreement Between City and Carollo EngineersOF Polyr�r
INo THE Co
City of Poway
COUNCIL AGENDA REPORT
DATE:
TO:
FROM:
INITIATED BY:
April 15, 2014
APPROVED
APPROVED AS AMENDED O
(SEE MINUTES)
DENIED O
REMOVED O
CONTINUED
RESOLUTION NO.
Honorable Mayor and Members of the City Council
Tina M. White, Interim City Manager2
Robert J. Manis, Director of Development Service
Steve Crosby, City Engineer SL
Melody Rocco, Senior Civil Engineer kw-
SUBJECT: Approval of Consultant Agreement Between the City of
Poway and Carollo Engineers, Inc. for Engineering Services
for the Water Distribution System Maintenance and
Rehabilitation Assessment (CIP #1701)
Summary:
A Request for Proposal to assess the City's water distribution system was advertised
and Carollo Engineers, Inc. was determined to be the most qualified based upon the
evaluation criteria. The Consultant fee will be based on a time and material basis not to
exceed $75,290.
Recommended Action:
It is recommended that the City Council authorize the City Manager to execute the
agreement with Carollo Engineers, Inc. (Attachment A) for Engineering Services for the
Water Distribution System Maintenance and Rehabilitation Assessment Project (CIP
#1701) per the terms of the agreement.
Background:
As the City's water distribution system ages, the City seeks to better understand the
useful life of the infrastructure, to assess the current condition, and have a
recommended phased, systematic long -term action plan /timeline for addressing
rehabilitation and replacement (if necessary). Currently, maintenance and rehabilitation
projects (including equipment replacement and repairs), occur on an as- needed basis
as part of the operations and maintenance budget.
This project will include an inventory of all components of the City's water distribution
system, identification of expected useful life for all components, recommendations on
prioritization for and frequency of rehabilitation and replacement, and maintenance
practices to extend useful life, and pertinent cost information.
Findings:
Staff posted a Request for Proposal on eBidboard and the City's website in order to hire
a qualified consultant for design services. Staff received two proposals, and after a
1 of 18 April 15, 2014 Item #
Approval of Consultant Agreement Between the City of Poway and Carollo Engineers
April 15, 2014
Page 2
thorough review by City staff, Carollo Engineers, Inc. was unanimously selected as
most qualified.
Fiscal Impact:
The Consultant fee will be based on a time and material basis not to exceed $75,290.
There are sufficient funds in the Water Distribution System Maintenance and
Rehabilitation Assessment Project Account #1701 for the total cost of the design
services.
Environmental Review:
This item is not subject to the California Environmental Quality Act (CEQA).
Public Notification:
Dan Baker, P.E., Carollo Engineers, Inc. 5075 Shoreham Place, Suite 120, San Diego,
CA 92122
Attachments:
A. Standard Agreement for Consultant Services with Carollo Engineers, Inc.,
including the Scope of Work and Fee Schedule
MACIP_Developmcnt\CIP Admin\Agenda Reports\2014 Reports \Distribution System Assessment\Agenda Report.docx
2 of 18 April 15, 2014 Item # I •q
City of Poway
STANDARD AGREEMENT FOR
CONSULTANT SERVICES
This Agreement, entered into this 16th day of April, 2014, by and between
the CITY OF POWAY (hereinafter referred to as "City ") and Carollo Engineers, Inc.
(hereinafter referred to as "Consultant ").
WHEREAS, City desires to obtain the services of a private consultant to perform
the Water Distribution System Maintenance and Rehabilitation Assessment Project
(Project); and
WHEREAS, Consultant is a Civil Engineering consultant and has represented
that Consultant possesses the necessary qualifications to provide such services; and
WHEREAS, City has authorized the preparation of an agreement to retain the
services of Consultant as hereinafter set forth.
NOW, THEREFORE, IT IS MUTUALLY AGREED THAT CITY DOES HEREBY
RETAIN CONSULTANT ON THE FOLLOWING TERMS AND CONDITIONS:
1. Scope of Services.
Consultant shall provide services as described in Exhibit "A" entitled
"Special Provisions" attached hereto and made a part hereof.
2. Compensation and Reimbursement.
City shall compensate and reimburse Consultant as provided in Exhibit "A"
entitled "Special Provisions" attached hereto and made a part hereof.
3. Term of Agreement.
The term of this Agreement shall be as described on Exhibit "A" entitled
"Special Provisions" attached hereto and made a part hereof.
4. Termination.
This Agreement may be terminated with or without cause by City.
Termination without cause shall be effective only upon 60 -day written notice to
Consultant. During said 60 -day period Consultant shall perform all consulting services
in accordance with this Agreement. This Agreement may be terminated by City for
cause in the event of a material breach of this Agreement, misrepresentation by
Consultant in connection with the formation of this Agreement or the performance of
3 of 18 ATTACHMENT A April 15, 2014 Item # q
services, or the failure to perform services as directed by City. Termination for cause
shall be effected by delivery of written notice of termination to Consultant. Such
termination shall be effective upon delivery of said notice.
5. Confidential Relationship.
City may from time to time communicate to Consultant certain information
to enable Consultant to effectively perform the services. Consultant shall treat all such
information as confidential, whether or not so identified, and shall not disclose any part
thereof without the prior written consent of the City. Consultant shall limit the use and
circulation of such information, even within its own organization, to the extent necessary
to perform the services. The foregoing obligation of this Paragraph 5, however, shall
not apply to any part of the information that (i) has been disclosed in publicly available
sources of information; (ii) is, through no fault of Consultant, hereafter disclosed in
publicly available sources of information; (iii) is now in the possession of Consultant
without any obligation of confidentiality; or (iv) has been or is hereafter rightfully
disclosed to Consultant by a third party, but only to the extent that the use or disclosure
thereof has been or is rightfully authorized by that third party.
Consultant shall not disclose any reports, recommendations, conclusions
or other results of the services or the existence of the subject matter of this contract
without the prior written consent of the City. In its performance hereunder, Consultant
shall comply with all legal obligations it may now or hereafter have respecting the
information or other property of any other person, firm or corporation.
6. Office Space and Clerical Support.
Consultant shall provide its own office space and clerical support at its
sole cost and expense.
7. Covenant Against Contingent Fees.
Consultant declares that it has not employed or retained any company or
person, other than a bona fide employee working for Consultant, to solicit or secure this
Agreement, that it has not paid or agreed to pay any company or person, other than a
bona fide employee, any fee, commission, percentage, brokerage fee, gift or any other
consideration, contingent upon or resulting from the award or making of the Agreement.
For breach of violation of this warranty, City shall have the right to annul this Agreement
without liability, or, at its sole discretion, to deduct from the Agreement price or
consideration, or otherwise recover the full amount of such fee, commission,
percentage, brokerage fee, gift or contingent fee.
8. Ownership of Documents.
All memoranda, reports, plans, specifications, maps and other documents
prepared or obtained under the terms of this Agreement shall be the property of City
and shall be delivered to City by Consultant upon demand.
4 of 18 2 April 15, 2014 Item # I •�
9. Conflict of Interest and Political Reform Act Obligations.
During the term of this Agreement Consultant shall not act as consultant
or perform services of any kind for any person or entity whose interests conflict in any
way with those of the City of Poway. Consultant shall at all times comply with the terms
of the Political Reform Act and the local conflict of interest ordinance. Consultant shall
immediately disqualify itself and shall not use its official position to influence in any way
any matter coming before the City in which the Consultant has a financial interest as
defined in Government Code Section 87103. Consultant represents that it has no
knowledge of any financial interests which would require it to disqualify itself from any
matter on which it might perform services for the City.
"Consultant" means an individual who, pursuant to a contract with a state
or local agency:
(A) Makes a governmental decision whether to:
1. Approve a rate, rule or regulation;
2. Adopt or enforce a law;
3. Issue, deny, suspend, or revoke any permit, license,
application, certificate, approval, order, or similar
authorization or entitlement;
4. Authorize the City to enter into, modify, or renew a contract
provided it is the type of contract that requires City approval;
5. Grant City approval to a contract that requires City approval
and to which the City is a party, or to the specifications for
such a contract;
6. Grant City approval to a plan, design, report, study, or similar
item;
7. Adopt, or grant City approval of, policies, standards, or
guidelines for the City, or for any subdivision thereof; or
(B) Serves in a staff capacity with the City and in that capacity participates in
making a governmental decision as defined in Regulation 18702.2 or
performs the same or substantially all the same duties for the City that
would otherwise be performed by an individual holding a position specified
in the City's Conflict of Interest Code.
5 of 18 3 April 15, 2014 Item # 1A
DISCLOSURE DETERMINATION:
X 1. Consultant/Contractor will not be "making a government decision"
or "serving in a staff capacity" as defined in Sections A and B
above.
No disclosure required.
2. Consultant/Contractor will be "making a government decision" or
"serving in a staff capacity" as defined in Sections A and B above.
As a result, Consultant/Contractor shall be required to file a
Statement of Economic Interest with the City Clerk of the City of
Poway in im y manner as required by law.
4PRTMENfAD4j7"�Q_
10. No Assignments.
Neither any part nor all of this Agreement may be assigned or
subcontracted, except as otherwise specifically provided herein, or to which City, in its
sole discretion, consents to in advance thereof in writing. Any assignment or
subcontracting in violation of this provision shall be void.
11. Maintenance of Records.
Consultant shall maintain all books, documents, papers, employee time
sheets, accounting records, and other evidence pertaining to costs incurred and shall
make such materials available at its office at all reasonable times during the contract
period and for three (3) years from the date of final payment under this Agreement, for
inspection by City and copies thereof shall be furnished, if requested.
12. Independent Contractor.
At all times during the term of this Agreement, Consultant shall be an
independent contractor and shall not be an employee of the City of Poway. City shall
have the right to control Consultant only insofar as the results of Consultant's services
rendered pursuant to this Agreement; however, City shall not have the right to control
the means by which Consultant accomplishes such services.
13. Licenses, Permits, Etc.
Consultant represents and declares to City that it has all licenses, permits,
qualifications, and approvals of whatever nature that are legally required to practice its
profession. Consultant represents and warrants to City that Consultant shall, at its sole
cost and expense, keep in effect at all times during the term of this Agreement, any
6 of 18 4 April 15, 2014 Item # t
license, permit, or approval which is legally required for Consultant to practice its
profession.
14. Consultant's Insurance.
Consultant shall provide insurance as set forth in Exhibit "A" entitled
"Special Provisions" attached hereto and made a part hereof.
15. Indemnification.
(a) For Claims (as defined herein) other than those alleged to arise from
Consultant's negligent performance of professional services, City and its respective
elected and appointed boards, officials, officers, agents, employees and volunteers
(individually and collectively, "Indemnitees ") shall have no liability to Consultant or any
other person for, and Consultant shall indemnify, protect and hold harmless
Indemnitees from and against, any and all liabilities, claims, actions, causes of action,
proceedings, suits, damages, judgments, liens, levies, costs and expenses, including
reasonable attorneys' fees and disbursements (collectively "Claims "), which
Indemnitees may suffer or incur or to which Indemnitees may become subject by reason
of or arising out of any injury to or death of any person(s), damage to property, loss of
use of property, economic loss or otherwise occurring as a result of Consultant's
negligent performance under this Agreement, or by the negligent or willful acts or
omissions of Consultant, its agents, officers, directors, sub - consultants or employees.
(b) For Claims alleged to arise from Consultant's negligent performance of
professional services, Indemnitees shall have no liability to Consultant or any other
person for, and Consultant shall indemnify and hold harmless Indemnitees from and
against, any and all Claims that Indemnitees may suffer or incur or to which
Indemnitees may become subject by reason of or arising out of any injury to or death of
any person(s), damage to property, loss of use of property, economic loss or otherwise
to the extent occurring as a result of Consultant's negligent performance of any
professional services under this Agreement, or by the negligent or willful acts or
omissions of Consultant, its agents, officers, directors, sub - consultants or employees,
committed in performing any of professional services under this Agreement. For Claims
alleged to arise from Consultant's professional services, Consultant's defense obligation
to Indemnitees shall include only the reimbursement of reasonable defense costs and
attorneys' fees to the extent caused by Consultant's negligence.
(c) The foregoing obligations of Consultant shall not apply to the extent that
the Claims arise from the sole negligence or willful misconduct of City or its elected and
appointed boards, officials, officers, agents, employees and volunteers.
(d) In any and all Claims against City by any employees of the Consultant,
anyone directly or indirectly employed by it or anyone for whose acts it may be liable,
the indemnification obligation under this Section 15 shall not be limited in any way by
any limitation on the amount or type of damages, compensation or benefits payable by
or for the Consultant under worker's compensation acts, disability benefit acts or other
employee benefit acts.
7 of 18 5 April 15, 2014 Item # 1
16. Consultant Not an Agent.
Except as City may specify in writing, Consultant shall have no authority,
expressed or implied, to act on behalf of City in any capacity whatsoever as an agent.
Consultant shall have no authority, expressed or implied, pursuant to this Agreement to
bind City to any obligation whatsoever.
17. Personnel.
Consultant shall assign qualified and certified personnel to perform
requested services. The City shall have the right to review and disapprove personnel
for assignment to Poway projects.
City shall have the unrestricted right to order the removal of any person(s)
assigned by Consultant by giving oral or written notice to Consultant to such effect.
Consultant's personnel shall at all times comply with City's drug and
alcohol policies then in effect.
18. Notices.
Notices shall be given as described on Exhibit "A" entitled "Special
Provisions" attached hereto and made a part hereof.
19. Dispute Resolution.
In the event of a dispute between City and Consultant concerning the
terms of this Agreement or its performance, the parties agree to initially submit such
dispute to voluntary mediation before a mutually acceptable mediator prior to arbitration
or litigation. In the event that the subject of such action is compensation claimed by
Consultant in the event of termination, Consultant's damages shall be limited to
compensation for the 60 -day period for which Consultant would have been entitled to
receive compensation if terminated without cause. In the event of arbitration, each
party shall bear its own attorneys' fees and costs incurred. Any action to enforce or
interpret the terms or conditions of this Agreement shall be brought in the Superior
Court in San Diego County, Central Division. Consultant hereby waives any right to
remove any such action from San Diego County as is otherwise permitted by California
Code of Civil Procedure section 394.
20. Gender.
Whether referred to in the masculine, feminine, or as "it," "Consultant"
shall mean the individual or corporate consultant and any and all employees of
consultant providing services hereunder.
8 of 18 6 April 15, 2014 Item # I • q
21. Counterparts.
This Agreement (and any amendments) may be executed in multiple
counterparts, each of which shall be deemed an original, but all of which, together, shall
constitute one and the same instrument. Documents delivered by telephonic facsimile
transmission shall be valid and binding.
22. Entire Agreement.
This Agreement shall constitute the entire understanding between
Consultant and City relating to the terms and conditions of the services to be performed
by Consultant. No agreements, representations or promises made by either party,
whether oral or in writing, shall be of any force or effect unless it is in writing and
executed by the party to be bound thereby.
IN WITNESS WHEREOF, the parties hereto have duly executed this Agreement
on the date first above written.
Dated:
Az
City of Poway
Tina M. White, Interim City Manager
Approved as to form:
Dated:
In
Morgan L. Foley, City Attorney
Dated:
Its..
Carollo Engineers, Inc.
9 of 18 7 April 15, 2014 Item # i•y
"SPECIAL PROVISIONS"
EXHIBIT "A"
A. Scope of Services.
Consultant agrees to perform consulting services as required by City.
Consultant shall provide the necessary qualified personnel to perform the services. In
performance of the services Consultant shall provide Civil Engineering as detailed in the
Scope of Work submitted with the proposal dated February 6, 2014, which is included in
this document as Attachment 1.
B. Compensation and Reimbursement.
City shall pay Consultant a fee in accordance with the Fee Proposal
submitted with the proposal dated February 6, 2014, which is included in this document
as Attachment 2. Total fee is not to exceed $75,290.00. Consultant's fee shall include
and Consultant shall be responsible for the payment of all federal, state, and local taxes
of any kind which are attributable to the compensation received.
In addition to said consulting fee, Consultant shall be reimbursed for all
reasonable expenses, including lodging, telephone, and travel (air, auto, rail)
necessarily incurred in performance of the services. Consultant shall bill City for such
expenses as incurred, referencing this Agreement. All expenses shall be itemized and
supported by receipts for amounts in excess of Twenty -Five Dollars ($25.00).
Statements for reimbursement of expenses shall be paid within ten (10) days of
approval by City. All air travel shall be billed at coach or special fare rates. Only
lodging outside San Diego County shall be reimbursable. Consultant shall receive prior
authorization for air travel and lodging expenses. All other expenses shall be
reimbursed in accordance with City's cash disbursement policies in effect at the time
incurred.
C. Term of Agreement.
This Agreement shall be effective from the period commencing April 16,
2014, and ending April 16, 2016, unless sooner terminated by City as provided in the
section of this Agreement entitled "Termination." Subject to approval by City and
Consultant, this agreement may be extended three times for periods of one year each.
Upon expiration or termination of this Agreement, Consultant shall return to City any and
all equipment, documents or materials and all copies made thereof which Consultant
received from City or produced for City for the purposes of this Agreement.
D. Consultant's Insurance.
1. Coverages:
Consultant shall obtain and maintain during the life of this
Agreement all of the following insurance coverages:
10 of 18 8 April 15, 2014 Item #
(a) Comprehensive General Liability, including premises -
operations, products /completed, broad form property damage, and blanket contractual
liability with the following coverages: General Liability $1,000,000 Bodily Injury and
Property Damage combined each occurrence and $2,000,000 aggregate.
(b) Automobile Liability, including owned, hired, and non -owned
vehicles: $1,000,000 combined single limit.
(c) Consultant shall obtain and maintain, during the life of the
Agreement, a policy of Professional Errors and Omissions Liability Insurance with policy
limits of not less than $1,000,000 combined single limits, per claim and annual
aggregate.
(d) Workers' Compensation insurance in statutory amount. All
of the endorsements which are required above shall be obtained for the policy of
Workers' Compensation insurance.
2. Endorsements:
Endorsements shall be obtained so that each policy contains the
following three provisions:
(a) Additional Insured. (Not required for Professional Errors and
Omissions Liability Insurance or Workers' Compensation.)
"City of Poway and its elected and appointed boards, officers,
agents, and employees are additional insureds with respect to this subject project and
contract with City."
(b) Notice.
"Said policy shall not terminate, nor shall it be canceled, until thirty
(30) days after written notice is given to City."
(c) Primary Coverage.
"The policy provides primary coverage to City and its elected and
appointed boards, officers, agents, and employees. It is not secondary or in any way
subordinate to any other insurance or coverage maintained by City."
3. Insurance Certificates:
Consultant shall provide City certificates of insurance showing the
insurance coverages described in the paragraphs above, in a form and content
approved by City, prior to beginning work under this Agreement.
11 of 18 9 April 15, 2014 Item # •1
E. Notices.
All notices, billings and payments hereunder shall be in writing and sent to
the following addresses:
To Development Services: City of Poway
13325 Civic Center Drive
P.O. Box 789
Poway, CA 92074
To Consultant: Carollo Engineers, Inc.
5075 Shoreham Place, Suite 120
San Diego, CA 92122
12 of 18 10 April 15, 2014 Item # 1•q
PRACTICAL FACILITIES ASSESSMENT
APPROACH
Carollo brings a practical workplan and approach
to facilities assessment that is based on years of
experience in developing AMPS and programs
throughout the U.S. We have recently completed asset
management plans for the cities of Simi Valley, Santa
Barbara, and San Francisco. Our practical experience
in conducting condition assessments will bring
together the City's operations and engineering staff
with the Carollo Team through workshop interaction
to develop agreed -upon renewal projects that are
prioritized in terms of risk.
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Using Carollo's modeling tool, users can change assumptions
on the expected service life of various assets and immediately
see the impact on estimated replacement costs.
USER - FRIENDLY MODEL
As part of our analysis, we will create a tailored model
to evaluate water asset maintenance and renewal
needs. The model developed by Carollo will be
designed and customized with the City's needs and use
in mind. Based on collaboration with City staff, we will
work throughout the model development to encourage
specific input and to increase user familiarity to
support future utilization. Our model will be designed
to seamlessly incorporate the City's existing and future
asset management efforts, allowing the City to clearly
and transparently communicate the answer of when an
asset should be replaced and why.
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SCOPE OF WORK
Part 1 - Assessment of the Water
Distribution System
Part 1 includes the efforts aimed at determining
the inventory, condition, and future renewal needs
of the City's existing distribution system assets. As
these assets are varied —from storage tanks to pump
stations to buried pipes —our approach will be tailored
according to the physical nature of the asset.
1.1 Review Existing Documents and Develop
Asset Inventory
Using documents provided by the City, Carollo will
compile an inventory of aboveground and belowground
assets including its 289 miles of pipe, twelve (12)
pump stations, twenty (20) pressure reducing stations,
and eighteen (18) reservoirs with the appropriate
level of detail for visual condition assessment and
system -wide capital project planning, as appropriate.
Carollo will review the history of replacements and
major rehabilitations with City staff and identify data
gaps or areas of uncertainty for focus during the field
assessment. Where possible, existing references will be
used to identify design and sizing criteria, age, capacity,
and other information prior to the assessment. For
the belowground assets, the extent and quality of GIS
data, record drawings, cathodic protection system
records, and leak and repair history will be reviewed.
GIS data will be extracted for a segment -by- segment
inventory detailing diameter, material, and age of the
distribution pipelines. Where data gaps exist, Carollo
will work with City staff to complete the information
or determine reasonable assumptions.
Carollo will also review and evaluate the City's
current maintenance and inspection procedures
and frequencies for each type of facility to assess the
adequacy of current City's programs.
1.2 Conduct Field Inspections
Carollo's condition assessment will be performed by a
multi - discipline team of civil, mechanical, structural,
and electrical /instrumentation specialists. The visual
assessment will be performed over the course of several
days to complete visits to all the City's aboveground
facilities. Visits will include interviews with your
O&M staff to compile a list of known deficiencies and
existing maintenance and inspection practices. The
assessment team will look for other potential problems,
not already identified by staff, such as structural
deterioration, electrical and instrumentation issues, or
mechanical degradation. The team will document each
ATTACHMENT 1
PROJECT UNDERSTANDING AP. OACH
April 15, 2014 Item # P
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The condition assessment will be documented using notes,
questionnaires, measurements, and photos specific to each
engineering discipline. These forms were successfully used
on past projects to document assets and potential problems.
asset or areas of concern with photos, measurements,
and other descriptions.
One or more City staff members who are
knowledgeable of the facilities' O&M will need to
be present during the field assessments. The Carollo
Team will ask questions of the designated guides
throughout the assessment to capture anecdotal
maintenance and performance history. The Team will
verify design and sizing criteria for each asset and will
note typical condition parameters, which can be used
to standardize the procedure for future assessments.
The discipline engineers will evaluate the condition
of each asset on a 1- through -5 ranking scale, based on
the International Infrastructure Management Manual
(IIMM). In the IIMM, condition is expressed in terms
of the amount of repair needed to bring an asset to
like -new (perfect) condition. The definitions for the
1- through -5 condition ranking system from the IIMM
are shown in the table below.
Asset Condition Ranking Scale
1
Very Good — Pristine, brand new
Good — Performing well, routine
0%
2
0 -10%
maintenance only
Fair — Requires increased
3
11-20%
maintenance
4
Poor — Rehabilitation needed
21 -50%
5
Very Poor — Unserviceable
>50%
(replacement needed
Notes:
1. Adopted from the International Infrastructure Management Manual.
2. Percentage of asset requiring rehabilitation is that percentage of the
value of the asset needed to return the asset to a condition ranking
of 1.
PROJECT UNDERSTANDING
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Carollo' s method of visual condition assessment
using a multi - discipline engineering team
efficiently garners valuable information for
evaluation of risk, determination of life -cycle
costs, and optimization of O &M.
Part 2 - Development of Maintenance of
Rehabilitation Plan
2.1 Potential Projects List
Once the asset inventory and field inspections are
complete, the Carollo Team will develop a list of
potential projects. Jack Adam will lead the project
team in the development of the asset maintenance and
rehabilitation projects. Don MacFarlane with DLM
Engineering will work with Jack as a subconsultant to
evaluate proposed projects and lend his insight and
knowledge of the City's distribution system to the
evaluations. Projects will be identified based on the
results of the following evaluations:
• Condition assessment upgrades due to visual
inspection of aboveground facilities
• Condition assessment upgrades due to evaluation
of belowground infrastructure
• Identified O&M improvements
• Projects identified at the Kick -off Meeting from
City staff input
• Projects identified as necessary to meet future
regulations, such as water age, disinfectant
residuals, and disinfection byproduct.
• Recommended modifications to maintenance and
inspection procedures
2.2 Initial Project Rankings
The list of potential projects will be submitted for
review by City staff. Workshop No. 1 will serve as a
forum to review and rank the projects. Each project
will be presented with respect to need, scope, and
benefits. The workshop attendees will then rank the
projects with respect to:
1. Condition of the Asset. Is it in need of immediate
repair to maintain its function?
April 15, 2014 Item # A
2. Vulnerability of the Asset. How likely is it to fail
or become unable to perform its function? What is
the estimated remaining useful life of the asset?
3. Criticality of the Equipment. How important is
the equipment in meeting operational requirements
and the facility operation as a whole?
4. Performance of the Asset. Are there technology
improvements that would make the asset obsolete
or drastically improve efficiency?
5. Safety. Do any of the conditions pose a threat to
personnel and facilities?
6. Risk. What is the risk of the asset failing or not
being able to perform its function? This is typically
calculated as a product of vulnerability and
criticality.
7. Potential Implementation Schedule. When
will the improvements be needed considering
condition, vulnerability, and criticality as compared
to available resources?
8. Cost. When will the project be affordable,
considering available funds and items 1 through 7?
Our approach to project ranking is based on a usable
and repeatable process that the City can utilize now
and in the future to incorporate additional projects
into its CIP. Facilities and assets are assigned a
calculated risk based value.
Risk is defined in terms of criticality and vulnerability,
where criticality is the consequence of asset failure and
vulnerability is the likelihood of asset failure. In our
upfront workshop, Carollo will work with the City to
establish criticality scores for the water assets in terms
of the impact of failure to the environment, customers,
public health and safety, and repair costs. Staff
knowledge, available data, reports, and understanding
of the various system operations will be used to assign
criticality scores to each asset.
Vulnerability will be determined through estimates
of the remaining useful life for each asset, which
will be determined using a combination of the City's
RISK
Vulnerability Criticality
Factor 1 Factor 2 Factor 3 Factor 4
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Our approach ranks projects based on risk, which includes
the consequence total of a failure and its likelihood of failure.
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maintenance history and staff knowledge, industry
research on similar pipeline service lives, and physical
condition assessment of aboveground assets with a
multi - discipline team of Carollo's experts.
Using the criticality scores developed with City
staff and the vulnerability scores stemming from the
condition assessment and review of previous reports,
we will calculate risk for each of the projects. The risk
scores, which correspond to an overall reliability of the
assets, will provide an indication of the need for project
implementation and the corresponding placement in
the rehabilitation/replacement prioritization list.
2.3 Project Analysis & Final Ranking
The project analysis will focus on developing each of
the projects to a level to determine:
• Project Feasibility. The projects will be evaluated
as to whether they can be implemented considering
various limitations.
• Initial Sizing. The scope of the projects will be
developed with sufficient detail for cost estimating
purposes.
• Estimated Cost. The project cost estimates will
be developed as Class 5 as defined by Association
for the Advancement of Cost Engineering
International (AACEI).
After completion of the project analysis, we will
prepare a final project ranking to be reviewed with City
staff in Workshop No. 2. The projects will be reviewed
with respect to the same criteria described previously.
At this point, cost estimates will be available to help
guide in the ranking, and include considerations for
needs balanced by expected available funds.
2.4 Prepare Maintenance and Rehabilitation
Assessment Report
Carollo will document the analysis, final rankings,
and recommendations in the Maintenance and
Rehabilitation Assessment report. The report will
include a comprehensive, risk- ranked, multi -year plan
for rehabilitation or replacement of components of
the distribution system. In addition the report will
include recommended inspection and preventative
maintenance schedules for selected infrastructure such
as tanks, pump stations and pressure reducing stations.
Part 3 - Project Management
The following subtasks detail our efforts to manage
the project, including development of a Project
Management Plan and utilizing company -wide
resources for proper Quality Assurance and Quality
Control (QA /QC).
PROJECT UNDERSTANDING , f
April 15, 2014 Items 1•'1
Our team brings to the City a Project Manager
with extensive experience in water infrastructure
projects in both public and private sector. As
Director of Engineering at Sweetwater Authority, our
project manager Jack Adam has had direct agency
responsibility for addressing the same issues that face
the City.
Jack will be the prime contact throughout the
project. He will develop and implement management,
technical, and procedural strategies to keep the
project on track; direct and support the activities of
the engineering specialists; and resolve questions in
a timely manner. Jack will develop and monitor the
budget and schedule to ensure the expectations of the
City are met.
3.1 Conduct Kick -off Meeting and Project
Status Meetings
Carollo will hold a project Kick -off Meeting with
the City after receiving the notice -to- proceed. The
meeting will bring together the key stakeholders in
the project from engineering and operations to outline
the project's key objectives, establish milestones,
determine priorities, and, if necessary, modify the scope
of service. The meeting will also serve as a review point
for the study data. In advance of the Kick -off Meeting,
Carollo will submit a detailed data request and review
the existing documentation.
As part of this task, Carollo will conduct regular
project status meetings with the City to provide
updates on project progress, discuss upcoming schedule
and tasks, and coordinate with City staff. In addition
we propose two (2) workshop meetings to review and
prioritize project tasks with City Staff.
3.2 Prepare Monthly Progress Reports
We will prepare and submit written monthly invoices
to the City, which will show the percentage of work
completed and the percentage of contract billed, and
summarize the work completed during the month and
the work to be completed during the following month.
3.3 Quality Assurance /Quality Control
Activities
QA/QC activities will be implemented under this
task by the Project Manager and Technical Advisor.
Upfront activities include review of project approach,
control measures, and summary documentation.
Ongoing activities include the review of each
deliverable by the Technical Advisor prior to
submission to the City.
PROJECT SCHEDULE
We have developed a preliminary project schedule
based on our proposed project scope. We believe
the schedule is achievable, based on our current
knowledge of the project and the availability of team
members. However, depending on the City's needs,
this schedule can be adjusted accordingly.
MAR APR f AY JUN JUL AUG
Part 1 - Assessment of the Water Distribution System
r Kick -off Meeting
1.1 Review Existing Document and Develop Asset Inventory ♦ Monthly Progress Meetings
1.2 Conduct Field Inspections Monthly Progress Reports
Part 2 - Develop Maintenance and Rehabilitation Plan
2.1 Potential Projects List
2.2 Initial Project Ranking
2.3 Project Analysis and Final Ranking
2.4 Prepare Maintenance and Rehabilitation Assessment Report
Part 3 - Project Management
3.1 Conduct Kick -off Meeting and Monthly Progress Meetings r
3.2 Prepare Monthly Progress Reports • • •
3.3 DA/GC Activities
PROJECT UNDERSTANDING
16 of 18
April 15, 2014 Item # `A
Fee Proposal
MINIMUM TIME RATE
The minimum time charged against service rendered is
15 minutes.
OVERTIME PAY
Overtime /Compensatory Time
Salaried employees are exempt from overtime payment.
Carollo allows salaried employees to accumulate
compensatory time (comp time) with authorization.
The Company can require that salaried employees
work more than the normally scheduled office hours
from 8:00 a.m. to 5:00 p.m., Monday through Friday,
when business needs dictate.
Hours worked in excess of the regular hours in a pay
period will be accrued as compensatory time on an
hour - for -hour basis (not one and one -half times)
with supervisor approval.
Available comp time is used to offset partial days off
for illness, personal appointments, or other personal
reasons.
HOLIDAYS
Carollo observes the following eight holidays during
the year when offices are closed and all employees
have the day off.
• New Year's Day
• Martin Luther King Day
• Memorial Day
• Independence Day
• Labor Day
17 of 18
• Thanksgiving
• Day After Thanksgiving
• Christmas
Holidays falling on Saturday are observed on the
preceding Friday. Sunday holidays are observed on
the following Monday. Holidays are coordinated with
Federal observance.
TRAVEL TIME
Under this contract, Carollo will not charge the City
for any travel related expenses.
RATE SCHEDULE
The rates provided in the following table will be used
throughout the period of the contract.
Carollo Engineers, Inc. Project Rate Schedule
Dan Baker Principal -in- Charge
Jack Adam Project Manager
Vincent Roquebert Mechanical Assessment Specialist
James Doering Structural Assessment Specialist
Troy Hedlund EIK Assessment Specialist
John Kearney D&M Assessment Specialist
Megan Brown j Asset Management Specialist
$190
$180
$170
$170
$170
$160
$160
ATTACHMENT 2
April 15, 2014 Item # 1.4
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$190
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1 $180
120
$170
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$170 $160
60 82 430
S160 S125
COST TOTAL
$2,660
1 $9,000
$20,400
1 $6,800
1 $6,800
1 $3,840
1 $9,600
$10,250
1 430
1 569,350
I 55,940
S75,290
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18 of 18 April 15, 2014 Item # J• I