HomeMy WebLinkAboutItem 6d. Authorize RFP for Wastewater Infrastructure Renewal Strategy Flow Study Item 6d
Department: Utilities
Cost Center: 6101
For Agenda of: 8/16/2022
Placement: Consent
Estimated Time: N/A
FROM: Aaron Floyd, Utilities Director
Prepared By: Chris Lehman, Utilities Deputy Director - Wastewater
Miguel Barcenas, Utilities Deputy Director - Engineering and Planning
Shawna Scott, Utilities Special Projects Manager
SUBJECT: AUTHORIZE ADVERTISEMENT OF WASTEWATER COLLECTION
INFRASTRUCTURE RENEW AL STRATEGY REPORT AND FLOW STUDY
UPDATE
RECOMMENDATION
1. Approve the request for proposals for the Infrastructure Renewal Strategy (IRS) Report
Update and associated Flow Study (Project), Specification No. 91736; and
2. Authorize staff to advertise the Project for proposals and bids; and
3. Authorize the City Manager to award the contract for the Project if the lowest responsible
bid is within available project funding of $430,000; and
4. Adopt a Resolution entitled, “A Resolution of the City Council of the City of San Luis
Obispo, California, authorizing use of Sewer Fund Unassigned Working Capital for
preparation of the Infrastructure Renewal Strategy Report Update and associated Flow
Study, Specification No. 91736” in the amount of $180,000.
POLICY CONTEXT
The Project supports Major City Goals including Economic Recovery, Resiliency, and Fiscal
Sustainability and Climate Action, Open Space, and Sustainable Transportation because it
will provide the analysis, data, and recommendations supporting ongoing and future
investments in critical infrastructure (wastewater collection) capacity and resiliency.
The Project is consistent with the City’s adopted General Plan. Water and Wastewater
Element (WWE) Policy B.2.2.2 (Service Capacity) states that “the City's wastewater
collection system and Water Resource Recovery Facility shall support population and
related service demands consistent with the General Plan”, and Program B.2.3.1 calls for
the City to expand capacity in the collection syst em in support of projected wastewater
flows. The Project supports this policy and program, and consistent with the WWE will
provide the information and recommendations necessary to: 1) manage the collection
system and ensure that flow does not exceed design capacity (Policy B.4.2.1); 2) continue,
modify, and identify programs that will minimize stormwater and groundwater infiltration and
inflow into the sewer system (Policy B.4.2.2); and 3) investigate and carry out cost-effective
methods for reducing infiltration and inflow I/I into the collection system (Program B.4.3.1).
Page 49 of 418
Item 6d
DISCUSSION
Background
The City’s wastewater collection system is comprised of over 138 miles of gravity sewer
line, 3.4 miles of force main, nine lift stations, 3,080 manholes, 800 clean outs, and various
other assets. Approximately 80 percent of the system is comprised of six-inch (6”) and
eight-inch (8’) pipes. The sewer lines are made of a variety of materials, including terra
cotta salt glazed pipe, vitrified clay pipe (VCP), polyvinyl chloride (PVC), high density
polyethylene (HDPE), steel, cast iron, and asbestos concrete. Portions of the sewer system
are over 100 years old.
The collection system serves residential, commercial, and industrial uses. Sewer service is
provided only to properties within the City limits with the exception of the San Luis Obispo
campus of California Polytechnic State University (Cal Poly) and the County of San Luis
Obispo Regional Airport. The number of service connections/laterals is estimated at
approximately 12,000. In the City, the entire sewer lateral to the service connection in the
street (or easement) is owned by the property owner (Municipal Code Section 13.08.395.B.
Ownership, Maintenance, and Repair).
There are nine lift stations in the City's wastewater collection system, including the Buckley
Lift Station within the Avila Ranch Development, which will come online in 2022. The
Prefumo and Tank Farm lift stations were installed in 2003 and 2009 respectively.
Replacement of the Laguna lift station occurred in 2013, replacement of the Margarita lift
station occurred in 2019, and replacement of the Calle Joaquin lift station is currently
underway. The five remaining lift stations are Smith & Loveless pre -manufactured steel
structures with a dry well/wet well design put into service in the 1960s and early 1970s, all
at or nearing the end of their useful service life. Replacement of each lift station is costly;
having an updated Infrastructure Renewal Strategy will help guide the City’s prioritization
of large capital improvement projects.
The City’s Utilities Department Wastewater Collection staff has developed a detailed
database on the components of the collection system over the past 30 years. It includes
detail on all gravity lines, force mains, flow basins, lift statio ns and their service areas. The
database is utilized and updated daily by Wastewater Collection staff as part of their work
(work order development/history, standardization of record-keeping, organization,
communication with the public, development/prioritization of future system upgrades). This
database is connected to the City’s geographic information system. The City has up-to-date
documented video inspection of approximately 75 to 80 percent of the publicly -owned
collection system (2013 to present).
The City’s wastewater collection system and the Water Resource Recovery Facility
(WRRF) have long experienced problems associated with excessive wet weather (rain
event) infiltration and inflow (I/I). Dry weather flows at the WRRF currently average 3.1
million gallons per day (MGD). Wet weather flows to the WRRF during a rain event can
exceed 15 MGD, evidence of a significant I/I problem. Because all water entering the WRRF
must be treated as wastewater, I/I has a significant impact on operating expenses an d
drives the need for capital expenditures. In addition, I/I overloads the collection system
during heavy rains and can result in sewage spills.
Page 50 of 418
Item 6d
In 2009, the City retained a consultant to conduct multi-year flow monitoring, resulting in a
Sanitary Sewer Flow Monitoring and Inflow / Infiltration Study (V&A, March 2012). The 2012
Study addressed lateral replacement as an integral part of reducing overall I/I in the City.
In 2016, in collaboration with a consultant, the City completed the Wastewater Collection
System Infrastructure Renewal Strategy (IRS) (WSC, December 2015), which included a
hydraulic model of the City’s wastewater collection system and prioritizati on of system
improvements and replacements. The 2015 IRS report recommended lateral replacement
program options for consideration by the City, noting that comprehensive rehabilitation of
sewer mains and private laterals is required to address the City’s I/I problem.
Based on the results of the 2015 IRS, the City Council: 1) adopted Water and Wastewater
Element amendments, including the current Capacity Constrained Areas Map in May 2018;
and 2) approved the Wastewater Flow Offset Program to accommodate new or intensified
development in capacity constrained areas by replacing laterals in poor condition in
September 2019. Capacity constrained areas are areas where the existing sewer system
infrastructure cannot accommodate additional wastewater flow due to I/I during peak wet
weather events. The Council’s approval included associated Municipal Code amendments
(Section 13.08.396, Wastewater Flow Offset). Since adoption of the Wastewater Flow
Offset Program, approximately 300 private sewer laterals have been replaced. In addition,
the results of the 2015 IRS informed necessary improvements to support build -out of the
City’s General Plan, including Downtown projects and expansion and special focus areas
such as Avila Ranch, San Luis Ranch, Froom Ranch, and the Orcutt Area.
Project
Periodic updates of the flow study and IRS are necessary to support continued
development and address capacity constrained areas within the City. The analysis and
recommendations provide the data to guide capital improvement projects and maintenance
of existing infrastructure and provide a clear nexus for the City to require wastewater
infrastructure improvements in association with approved subdivision and development
projects. The updated flow study will include analysis of existing system conditions, future
build-out including infill development, and increased densities in the City pursuant to the
City’s General Plan. The flow study and IRS update will evaluate the success of the ongoing
Wastewater Flow Offset Program and may refine the boundaries of the Capacity
Constrained Area Map.
This effort will support desired economic activity and the creation of additional in -fill housing
and development by building off available data and staff knowledge of currently constrained
areas. The City’s hydraulic model will be updated and used to anal yze the City’s wastewater
collection system and identify existing and future system deficiencies and develop a
prioritized replacement program that addresses these deficiencies. In light of the drought,
and in anticipation of irregular rain events, the ana lysis will identify locations where
permanent flow monitoring should be conducted and/or smart meters should be placed for
the course of the flow study and in the future in order to capture a good picture of I/I impacts
on the collection system. In addition, the scope of the Project includes system-wide
mapping to identify corrosive conditions that could worsen with additional water
conservation and lower flows in the collection system.
Page 51 of 418
Item 6d
Staff completed a Request for Proposal (RFP) for the Project (Attachm ent A) and
recommends the City Council authorize advertisement of the Project for implementation.
Previous Council or Advisory Body Action
In March 2013, the City Council authorized a Request for Proposals and contract award for
the previous IRS and hydraulic model. As noted above, the results of the IRS and model
guided subsequent actions in May 2018 and September 2019, including adoption of the
Wastewater Flow Offset Program and General Plan and Municipal Code Amendments. The
2021-23 Financial Plan includes $350,000 for two consecutive years of flow monitoring and
field work (Flow Study, 2022-23 and 2023-24) and $80,000 for the IRS Update (2024-25).
Public Engagement
The City will share the IRS Update document on the Utilities Department website when
complete.
CONCURRENCE
The Project will support ongoing implementation of the City’s General Plan; therefore, the
Community Development Director concurs with the recommendations in this report.
ENVIRONMENTAL REVIEW
The City prepared a Notice of Exemption (Attachment B) for the Project in accordance with
the California Environmental Quality Act (CEQA). The Project is statutorily exempt from
CEQA pursuant to CEQA Guidelines Section 15262 (Feasibility and Planning Studies) and
categorically exempt from CEQA pursuant to CEQA Guidelines Section 15301 (Existing
Facilities).
FISCAL IMPACT
Budgeted: Yes Budget Year: 2022-23
Funding Identified: Yes
Fiscal Analysis:
The Project will consist of a multi-year effort. The 2021-23 Financial Plan includes $350,000
for two consecutive years of flow monitoring and field wo rk (2022-23 and 2023-24) and
$80,000 for the IRS Update in 2024-25 (Sewer Fund Capital Improvement Plan, IRS Report
Update and Flow Study, Project Number 91736). The initial $250,000 is appropriated for
Fiscal Year 2022-23, and additional appropriations were anticipated as identified in the
Financial Plan ($100,000 for 2023-24 and $80,000 for 2024-25) as the Project was initially
envisioned to be completed by multiple consultants under separate agreements over a
three-year period. As the Project is now proposed to be completed by one consultant, staff
is requesting funding for the full contract amount ($430,000) at this time , which will be
expended over multiple years. Therefore, an additional $180,000 is needed from the Sewer
Fund to fully fund the Project (Attachment C). The approximate current balance in Sewer
Fund unassigned working capital is $20.5 million. This action will advance the funding
originally spread over three years and not increase the overall total cost anticipated.
Page 52 of 418
Item 6d
Funding
Sources
Total Budget
Available
Current
Funding
Request
Remaining
Balance
Annual
Ongoing
Cost
Sewer Fund
CIP 91736
$250,000 $250,000 $0 $0
Unassigned
Working
Capital
$20,587,861 $180,000 $20,407,861
Total $20,837,861 $430,000 $20,407,861 $0
ALTERNATIVES
Deny or defer approval to advertise. The City Council may choose to deny or defer the
approval to advertise this project. Staff does not recommend this alternative as the Project is
needed to evaluate the wastewater collection system and identify any recommendations
for improvements and modifications.
ATTACHMENTS
A - Wastewater Collection System Infrastructure Renewal Strategy Report Update and
Flow Study Request for Proposals, Specification 91736
B - Wastewater Collection System Infrastructure Renewal Strategy Report Update and
Flow Study Notice of Exemption
C - Draft Resolution authorizing funding for the Wastewater Collection System
Infrastructure Renewal Strategy Report Update and Flow Study Project
Page 53 of 418
Page 54 of 418
The City of San Luis Obispo is committed to including disabled persons in all of our services, programs and activities.
Telecommunications Device for the Deaf (805) 781-7410.
DRAFT
Notice Requesting Proposals for the Wastewater Collection Infrastructure Renewal Strategy and Flow
Study for the Public Utilities Department
The City of San Luis Obispo is requesting sealed proposals for the Wastewater Collection Infrastructure
Renewal Strategy Flow Study.
All firms interested in receiving further correspondence regarding this Request for Proposals will be
required to complete a free registration using BidSync (https://www.bidsync.com/bidsync-app-
web/vendor/register/Login.xhtml). All proposals must be received via BidSync by the Department of
Finance at or before [DATE] when they will be opened publicly in the City Hall Conference Hearing Room,
990 Palm Street, San Luis Obispo, CA 93401.
A pre-proposal conference will be held at the following location, date, and time to answer any questions
that the prospective proposers may have regarding the City's request for proposals:
Council Hearing Room
990 Palm Street, San Luis Obispo
[DATE][TIME]
1-888-204-5987, Code: 8618289
Project packages and additional information may be obtained at the City’s BidSync website at
www.BidSync.com. All questions shall be submitted on or before XX, XX and XX PM. Responses to received
questions will be posted on BidSync by XX, XX PM.
For technical help with BidSync please contact BidSync tech support at 800-990-9339.
Page 55 of 418
TABLE OF CONTENTS
SECTION A. INTRODUCTION .......................................................................................................................... 1
SECTION B. SCOPE OF WORK ........................................................................................................................ 5
SECTION C. PROJECT SCHEDULE ................................................................................................................... 8
SECTION D. PROJECT BUDGET....................................................................................................................... 8
SECTION E. GENERAL TERMS AND CONDITIONS ......................................................................................... 9
PROPOSAL REQUIREMENTS ......................................................................................................................... 9
CONTRACT AWARD AND EXECUTION ........................................................................................................ 10
CONTRACT PERFORMANCE ........................................................................................................................ 10
SECTION F. INSURANCE REQUIREMENTS .................................................................................................... 16
EXHIBIT A : FORM OF AGREEMENT ............................................................................................................. 22
Page 56 of 418
-1-
SECTION A. INTRODUCTION
The City of San Luis Obispo (City) wishes to obtain the services of a professional firm (Consultant) for the
Wastewater Collection Infrastructure Renewal Strategy and Flow Study (Project).
Background
The City’s wastewater collection system is
comprised of over 138 miles of gravity sewer
line, 3.4 miles of force main, nine lift stations,
3,080 manholes, 800 clean outs, and various
other assets. Approximately 80 percent of the
system is comprised of 6-inch and 8-inch pipes.
The sewer lines are made of a variety of
materials, including terra cotta salt glazed
pipe, vitrified clay pipe (VCP), polyvinyl
chloride (PVC), high density polyethylene
(HDPE), steel, cast iron, and asbestos concrete.
Portions of the sewer system are over 100
years old.
The collection system serves residential,
commercial, and industrial uses . Sewer service
is provided only to properties within the city
limits with the exception of the San Luis
Obispo campus of California Polytechnic State
University (Cal Poly) and the County of San Luis
Obispo Regional Airport. The number of
service connections/laterals is estimated at
approximately 12,000. In the city, the entire
sewer lateral to the service connection in the
street (or easement) is owned by the property
owner.
The City' s terrain is marked by hills, creeks,
highways, and railroad tracks that have
influenced the layout and expansion of the
collection system. The system includes
approximately 13,860 feet (2.6 miles) of sewer
lines that cross creeks, 18 sewer lines that
cross railroad tracks, approximately 7,900 feet
(1.5 miles) of pipe within Caltrans jurisdiction,
and 83,000 feet (approximately 16 miles) of
sewer lines in easements.
Gravity Sewer Lines
Pipe
Size
(in)
Length
(feet)
Length
(miles)
Pipe Type Percentage
of System
6 324,468 61.5 VCP/PVC/HDPE 44.3 %
8 267,769 50.7 VCP/PVC/HDPE 36.5 %
10 47,320 9.0 VCP/PVC 6.5 %
12 24,341 4.6 VCP/PVC/HDPE 3.3 %
15 21,859 4.1 VCP/PVC 3.0 %
16 2,569 0.5 VCP/PVC 0.4 %
18 20,339 3.9 VCP/PVC/HDPE 2.8 %
20 267 0.1 HDPE 0.0 %
21 3,301 0.6 VCP/PVC 0.5 %
24 6,244 1.2 VCP/PVC 0.9 %
27 2,098 0.4 PVC 0.3 %
30 5,687 1.1 PVC 0.8 %
36 5,182 1.0 PVC 0.7 %
48 1,600 0.3 PVC 0.2 %
Total 715,564 138 100 %
Sewer Force Mains
Pipe
Size
(in)
Length
(feet)
Pipe Type Lift Station
16 2,232 PVC Laguna
14 3,772 Ductile Iron Tank Farm
8 4,269 PVC/HDPE Calle Joaquin
8 839 Ductile Iron Airport
6 764 Transite, Asbestos
Concrete
Silver City
6 231 HDPE Margarita
4 440 Cast Iron Foothill
4 595 Ductile Iron Prefumo
8 5,280 HDPE Buckley
Total 18,422
Table 1. Collection System Components
Source: City of San Luis Obispo Sewer System Management Plan
Update, 2019
Page 57 of 418
-2-
There are nine lift stations in the City' s wastewater collection system, including the Buckley Lift Station within the
Avila Ranch Development, which will come online in 2022. The Prefumo and Tank Farm lift stations were installed
in 2003 and 2009 respectively. Replacement of the Laguna lift station occurred in 2013, replacement of the
Margarita lift station occurred in 2019, and replacement of the Calle Joaquin lift station is currently underway.
The five remaining lift stations are Smith & Loveless pre-manufactured steel structures with a dry well/wet well
design put into service in the 1960s and early 1970s, all at or nearing the end of their useful service life.
The City’s Utilities Department Wastewater Collection staff has developed a detailed database on the components
of the collection system over the past 30 years. It includes detail on all gravity lines, force mains, flow basins, lift
stations and their service areas. The database is utilized and updated daily by Wastewater Collection staff as part
of their work (work order development/history, standardization of record-keeping, organization, communication
with the public, development/prioritization of future system upgrades). This database is connected to the City’s
geographic information system. The City has up-to-date documented video inspection of approximately 75 to 80
percent of the publicly-owned collection system (2013 to present).
Table 2. Lift Station Summary
Lift Station # Pumps / Pump Capacity
(gallons per minute) /
Total Dynamic Head (feet) /
Horsepower (hp)
Notes
Foothill 2 pumps / 300 gpm / 65 feet / 15 hp Installed in 1986. Planned for a
future upgrade.
Calle Joaquin 2 pumps / 570 gpm / 53 feet / 15 hp Installed in 1967; expellers were
installed in 2007, new force main
was installed in 2013. Lift station,
freeway crossing, and siphon are
planned for a future upgrade
beginning in 2022
Laguna 3 pumps / 1500 gpm / 45 feet / 40
hp
The lift station was replaced in
2013 with a new wet well and
Wemco Hidrostal pumps. It is the
largest of the collection system’s
pumping stations (Silver City, Calle
Joaquin and Prefumo pump to it
and it receives gravity flow from
the City’s Laguna Lake area).
Margarita 2 pumps / 400 gpm / 31 feet / 5 hp Replaced in 2019 with a new wet
well and Wemco Hidrostal pumps.
Includes on-site backup generator.
Silver City 2 pumps/ 450 gpm / 43 feet / 15/
18.5 hp
Installed in 1971 within the
adjacent mobile home park.
Station needs back up controllers
or an auxiliary power system. It
will serve future annexation areas.
Planned for a future upgrade.
Page 58 of 418
-3-
Lift Station # Pumps / Pump Capacity
(gallons per minute) /
Total Dynamic Head (feet) /
Horsepower (hp)
Notes
Tank Farm 4 pumps / 2,000 gpm / NA / 13/ 35
hp
Installed in 2009. The lift station is
planned to serve development in
the Airport, Orcutt, Margarita, and
Avila Ranch Specific Plan Areas.
Includes on-site backup generator.
Prefumo 2 pumps / 35 gpm / NA/ 3.9 hp Serves limited population/area. No
backup power available due to
limited availability of service from
PG&E.
Airport pumps / 240 gpm / NA / 5 hp The Airport Lift Station was
constructed by the County. The
City took over its maintenance and
operation of the lift station in
2000. Serves the airport, adjacent
development, and recently
annexed areas. Planned for a
future upgrade or replacement
with a new gravity sewer main.
The City’s wastewater collection system and the Water Resource Recovery Facility (WRRF) have long experienced
problems associated with excessive wet weather infiltration and inflow (I/I). Dry weather flows at the WRRF
currently average 3.1 million gallons per day (MGD). Wet weather flows to the WRRF during a rain event can
exceed 15 MGD, evidence of a significant I/I problem. Because all water entering the WRRF must be treated as
wastewater, I/I has a significant impact on operating expenses and drives the need for capital expenditures. In
addition, I/I overloads the collection system during heavy rains and can result in sewage spills.
In 2009, the City retained a consultant to conduct multi-year flow monitoring, resulting in a Sanitary Sewer Flow
Monitoring and Inflow / Infiltration Study (V&A, March 2012). The 2012 Study addressed lateral replacement as
an integral part of reducing overall I/I in the City. In 2016, in collaboration with a consultant, the City completed
the Wastewater Collection System Infrastructure Renewal Strategy (WSC, December 2015), which included a
hydraulic model of the City’s wastewater collection system and prioritization of system improvements and
replacements.. The 2015 Strategy report recommended lateral replacement program options for consideration
by the City, noting that comprehensive rehabilitation of sewer mains and private laterals is required to address
the City’s I/I problem. In September 2019, based on the results of the 2015 IRS, the City Council approved the
Wastewater Flow Offset Program to accommodate new or intensified development in capacity constrained areas
by replacing laterals in poor condition. Capacity constrained areas are areas where the existing sewer system
infrastructure cannot accommodate additional wastewater flow due to I/I during peak wet weather events. The
Council’s approval included associated Municipal Code amendments (Section 13.08.396, Wastewater Flow
Offset); this approval was preceded by the Council’s May 2018 adoption of Water and Wastewater Element
amendments, and the current Capacity Constrained Areas Map (Figure 1).
Page 59 of 418
-4-
Figure 1. Capacity Constrained Areas
Page 60 of 418
-5-
SECTION B. SCOPE OF WORK
The City is seeking proposals from firms for the following as summarized below and outlined in the identified Tasks
1 through 5:
Flow Study and Updated Wastewater Collection Infrastructure Renewal Strategy
1. Conduct dry- and wet-weather flow monitoring to quantify wastewater flows by flow basin;
2. Identify locations where permanent flow monitoring should be conducted and/or smart meters should be
placed for the course of the study and in the future;
3. Update the City’s 2016 hydraulic model, analyze the City’s wastewater collection system and identify
existing and future system deficiencies and develop a prioritized replacement program that addresses
these deficiencies;
4. Provide instructions on maintaining and updating the hydraulic model so that it can continue to be used;
5. Review the current Wastewater Collection Infrastructure Renewal Strategy and prepare an updated
document including data-driven recommendations to continue to reduce I & I; and
6. Refine the boundaries of identified capacity constrained areas based on the results of the flow study and
incorporate into the updated Wastewater Collection Infrastructure Renewal Strategy (IRS).
Additional Additive Task: Corrosive Condition Mapping (Optional)
1. Conduct system-wide dissolved sulfide mapping to identify corrosive conditions that could worsen with
additional water conservation and lower flows.
Scope of Work
The proposed work will include analysis of existing system conditions, future build-out including infill
development, hospital expansions, and increased densities in the City pursuant to the City’s General Plan. Key
development projects and annexations that have been approved since adoption of the 2014 General Plan Land
Use Element include, but are not limited to: San Luis Ranch (under construction); Avila Ranch Development Plan
(under construction); East and West Airport areas (annexation approved); and Froom Ranch (annexation
approved). The City’s desired scope of work for the project is described below.
Task 1: Project Meetings, Coordination and Project Management
During the Project, the Consultant will attend progress/coordination meetings with City staff to discuss issues
related to the Project and to update the City regarding progress of the modeling and development of the
infrastructure replacement strategy. Anticipated meetings are as follows:
Project kick-off meeting
Meeting(s) to review background data
Meeting(s) to discuss model update approach and model verification and ongoing use
Meeting(s) to discuss Draft and Final Infrastructure Renewal Strategy Report
Meeting(s) prior to City Council hearing
Meeting at City Council (in-person) for adoption of updated IRS
This task includes all project monitoring and administration, attendance at progress meetings with City staff, and
project quality assurance/quality control (QA/QC) activities. The Consultant shall provide a workplan for
communications, meetings, and progress reporting to ensure the Project is kept on schedule and within budget.
The Consultant will coordinate with the City’s Project Manager on activities including scheduling meetings,
tracking, and reporting on work in progress. The Consultant will prepare meeting notes and distribute them to the
City and Consultant team. The Consultant will also prepare a schedule of items to be submitted by the City and
Consultant and a log of decisions to be made and action items.
Page 61 of 418
-6-
Task 1 Deliverables:
Consultant will provide meeting agendas, minutes, monthly status reports, project schedule, a list of contacts and
communications protocol, quality assurance and quality control, and invoices.
Task 2: Review of Available Data and Assessment of Wastewater Collection System
The Consultant shall become familiar with the wastewater collection system including mains, flow basins, lift
stations, other critical infrastructure, current, and planned capital improvement projects, and existing
infrastructure planning documents. The City has the following information to assist the Consultant with the
preparation of the flow study and updated Wastewater Collection Infrastructure Renewal Strategy:
GIS and CCTV inspection data of existing wastewater collection system
Sanitary Sewer Flow Monitoring and Inflow/Infiltration Study (V&A, March 2012)
Sewer System Management Plan Update (2019) and associated regulatory documents (WDRs)
Historical Water Resource Recovery Facility flow data
2009 Wastewater Master Plan Update, Airport Study Area
Utility billing data (monthly water consumption data by address)
Water Resource Recovery Facility Project Facilities Plan (2015)
2020 Engineering Standards and Standard Specifications
2021-2023 Financial Plan Supplement and Capital Improvement Plan
California Polytechnic University WRF (future)
Wastewater Master Plan Update – Airport Area Study (2009)
The Consultant shall also become familiar with the City’s planning/land use related documents to help anticipate
future wastewater flows as the City approaches build-out. These include:
General Plan, specifically the Draft Land Use Element and Housing Element
Specific Plans for the Orcutt Area, Margarita, San Luis Ranch, Froom Ranch, and Airport Area
South Broad Street Area Plan
Stakeholder Interviews and Facility Tours
It will be critical for the Consultant to conduct interviews with City staff to confirm its understanding of the City’s
wastewater collection system and future growth in the City. Preliminary topics include the condition and
operations of the existing wastewater collection system, chronic and acute sewer impacts from drought and water
conservation, existing and anticipated future bottlenecks, cost of wastewater treatment, and WRRF operations
during storm events (existing and future). Consultant should suggest a specific approach to conducting
Stakeholder Workshops in their proposal. Stakeholders include:
Utilities Director
Community Development Director and Planning staff
Wastewater Division Manager
Wastewater Collections Supervisor and staff
Water Resource Recovery Facility Supervisor and staff
Environmental Programs Manager
Water Quality Lab Manager
Stakeholder interviews may also include the Community Development Director, Community Development Deputy
Director and planning staff, Public Works Director, Public Works Deputy Director (City Engineer) and engineering
staff, and Economic Development Manager. This task also includes a tour of the collection system and Water
Resource Recovery Facility by staff from the City’s Wastewater Division.
Page 62 of 418
-7-
Task 2 Deliverables:
Consultant will prepare the agendas and minutes for the stakeholder interviews. Consultant will prepare a draft
and final technical memorandum summarizing the City’s available data (identifying any key data gaps) with the
draft as an editable Microsoft Word electronic version and the final memorandum as a PDF file.
Task 3: GPS Data, Updated Hydraulic Model, and Hydraulic Model Evaluation
The Consultant will be provided with the City’s 2016 hydraulic model and GIS database for use with the modeling
evaluation. The Consultant will provide an updated model, including instructions on how to keep the model
current, so that it can continue be used by City staff. The model will identify existing dry weather flows based
upon available flow monitoring and water consumption data. Model results will be reviewed and the model flow
factors adjusted and rerun, as needed, to align the flow monitoring data. The existing wet weather flows may be
calibrated based on the flow monitoring data. Model results will be reviewed and the model adjusted, as needed,
to align the flow monitoring data. Consultant will prepare scenarios for dry and wet weather flows for existing and
future conditions.
Task 3 Deliverables:
Provide updated hydraulic model and written/graphic instructions to keep the model living and current.
Consultant will prepare a draft and final Hydraulic Model Evaluation Technical Memorandum with the draft as an
editable Microsoft Word electronic version and the final memorandum as a PDF file.
Task 4: Capacity Assurance, Evaluation, and Report
Using the updated hydraulic model developed in Task 3, the Consultant will evaluate the collection system’s
performance under multiple scenarios including:
2023/2024 dry weather conditions,
2022/2023 wet weather conditions (with I/I), and
Build-out conditions under the existing General Plan.
Consultant will establish hydraulic conditions for future sewer mains, siphons, lift stations, force mains, and other
components of the collection system. Prior to the analyses, the Consultant shall coordinate with the City the
selection of additional parameters to be used. The City is interested in having a full understanding of how the
existing and ongoing Wastewater Flow Offset Program and completed capital improvement projects have
influenced I/I and the currently defined capacity constrained area, and how I/I continues to influence the need for
future infrastructure renewal and replacement. Consultant will identify and model capacity improvement
alternatives designed to reflect the potential impact of I/I reduction programs with reductions unique to each flow
basin.
The Consultant will work with City staff to determine necessary improvements to correct the identified
deficiencies. An Infrastructure Renewal Strategy will be developed to prioritize needed improvement projects
(with estimated timing of when improvement is needed). The strategy will utilize a risk rating curve that provides
for the orderly and efficient method of determining needs based on capacity, critical service area(s), funding
requirements, etc. The Strategy will identify and prioritize improvements giving cost summaries and timetables
necessary to remedy those deficiencies.
Consultant will prepare a draft and final report that provides a clear rationale for identifying, prioritizing, and cost
of recommended improvement. The report shall include a recommended updated capacity-constrained area map.
The report shall include an executive summary. The report shall also include a program for maintenance of the
hydraulic model.
Page 63 of 418
-8-
Task 4 Deliverables:
Consultant will prepare a draft and final Infrastructure Renewal Strategy report with the draft as an editable
Microsoft Word electronic version and the final memorandum as a PDF file. At the completion of the project,
Consultant will submit all electronic files, including hydraulic model, and GIS files used to create the Infrastructure
Renewal Strategy to the City including the updated capacity constrained area map.
Additive Alternative Task 5: Corrosive Condition Mapping (Optional)
The Consultant may include this additive task to the proposal submittal, if qualifications, capacity, and capability
to complete this task can be demonstrated. Provision of this additive scope item is not a requirement of the
response to the RFP.
Conduct dry weather dissolved sulfide (liquid) or hydrogen sulfide (gas) monitoring concurrently during flow
monitoring to identify conditions that may impact the Infrastructure Renewal Strategy. Dissolved sulfide or
hydrogen sulfide monitoring periods shall include a minimum of three days per location.
Additive Alternative Task 5 Deliverables:
At the completion of the project, Consultant will submit all electronic files, including raw dissolved sulfide data,
hydrogen sulfide data and GIS files used to conduct corrosive condition mapping.
SECTION C. PROJECT SCHEDULE
Please provide a detailed schedule for the completion of the scope of work described above with key project
milestones and deliverables. Schedule start up shall correspond to the award schedule identified below. The
following is a list of significant project milestones:
1. Information and GPS Data Collection, Staff Interviews
2. Flow Study Implementation
3. Hydraulic Model Evaluation Technical Memorandum, draft and final version
4. Infrastructure Renewal Strategy, draft and final report
5. Presentation of executive summary and key recommendations to City Council.
SECTION D. PROJECT BUDGET
Provide a Cost Proposal listing the cost for each task, including an itemized breakdown of all services to be
provided and the estimated number of hours to complete each task and sub-task. Provide estimated hours for
your staff in performing each phase and task of the work, including sub-consultants, so we can clearly see who
will be doing what work, and how much time it will take. The information shall be provided in a spreadsheet
format to enable City staff to determine the key project team members’ involvement proposed for each task and
the number of management, technical, drafting, and support personnel hours. The name of team member shall
be included in the column headings of the spreadsheet.
Identify all costs to be billed to the project, including cost per hour for each project team member and the total
cost envisioned for each task, project expenses, and sub-consultant costs. Include any proposed mark-up for sub-
consultant fees. Include a copy of the proposed rate schedule(s) to be used for the duration of the project including
any adjustments that are proposed to occur during the life of the project. Any proposed adjustments shall be
factored into the total proposed project cost.
Page 64 of 418
-9-
SECTION E. GENERAL TERMS AND CONDITIONS
PROPOSAL REQUIREMENTS
1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal (bidder) shall meet all
the terms, and conditions of the Request for Proposals (RFP) project package. By virtue of its proposal
submittal, the bidder acknowledges agreement with and acceptance of all provisions of the RFP
specifications.
2. Proposal Submittal. Each proposal must be submitted on the form(s) provided in the specifications and
accompanied by any other required submittals or supplemental materials. Proposal documents shall be
submitted electronically via BidSync. However, if you can’t submit electronic please send your bid copy
in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis
Obispo, CA, 93401. To guard against premature opening, the proposal should be clearly labeled with the
proposal title, project number, name of bidder, and date and time of proposal opening. No FAX submittals
will be accepted.
3. Insurance Certificate. Each proposal must include a certificate of insurance showing:
a. The insurance carrier and its A.M. Best rating.
b. Scope of coverage and limits.
c. Deductibles and self-insured retention.
The purpose of this submittal is to generally assess the adequacy of the bidder’s insurance coverage during
proposal evaluation; as discussed under paragraph 12 below, endorsements are not required until
contract award. The City’s insurance requirements are detailed in Section E.
4. Proposal Quotes and Unit Price Extension. The extension of unit prices for the quantities indicated and
the lump sum prices quoted by the bidder must be provided in the Cost Proposal. Identify all costs to be
billed to the project, including cost per hour for each project team member and the total cost envisioned
for each task, project expenses, and sub-consultant costs. Include any proposed mark-up for sub-
consultant fees. Include a copy of the proposed rate schedule(s) to be used for the duration of the project
including any adjustments that are proposed to occur during the life of the project. Any proposed
adjustments shall be factored into the total proposed project cost. Any lump sum bid shall be stated in
figures. If the unit price and the total amount stated by any bidder for any item are not in agreement, the
unit price alone will be considered as representing the bidder’s intention and the proposal total will be
corrected to conform to the specified unit price.
5. Proposal Withdrawal and Opening. A bidder may withdraw its proposal, without prejudice prior to the
time specified for the proposal opening, by submitting a written request to the Director of Finance for its
withdrawal, in which event the proposal will be returned to the bidder unopened. No proposal received
after the time specified or at any place other than that stated in the “Notice Inviting Bids/Requesting
Proposals” will be considered. All proposals will be opened and declared publicly. Bidders or their
representatives are invited to be present at the opening of the proposals.
6. Submittal of One Proposal Only. No individual or business entity of any kind shall be allowed to make or
file, or to be interested as the primary submitter in more than one proposal, except an alternative
proposal when specifically requested; however, an individual or business entity that has submitted a sub-
proposal to a bidder submitting a proposal, or who has quoted prices on materials to such bidder, is not
thereby disqualified from submitting a sub-proposal or from quoting prices to other bidders submitting
proposals.
Page 65 of 418
-10-
7. Communications. All timely requests for information submitted in writing will receive a written response
from the City. Telephone communications with City staff are not encouraged but will be permitted.
However, any such oral communication shall not be binding on the City.
CONTRACT AWARD AND EXECUTION
8. Proposal Retention and Award. The City reserves the right to retain all proposals for a period of 60 days
for examination and comparison. The City also reserves the right to waive non-substantial irregularities
in any proposal, to reject any or all proposals, to reject or delete one part of a proposal and accept the
other, except to the extent that proposals are qualified by specific limitations. See the “special terms and
conditions” in Section C of these specifications for proposal evaluation and contract award criteria.
9. Competency and Responsibility of Bidder. The City reserves full discretion to determine the competence
and responsibility, professionally and/or financially, of bidders. Bidders will provide, in a timely manner,
all information that the City deems necessary to make such a decision.
10. Contract Requirement. The bidder to whom award is made (Contractor) shall execute a written contract
with the City within ten (10) calendar days after notice of the award. The contract shall be made in the
form adopted by the City and incorporated in these specifications.
CONTRACT PERFORMANCE
11. The City’s contract terms and conditions that [Contractor/Consultant] will be expected to execute and be
bound by are attached hereto as Exhibit A
SPECIAL TERMS AND CONDITIONS
1. Contract Award. Subject to the reservations set forth in Paragraph 9 of Section B (General Terms and
Conditions) of these specifications, the contract will be awarded to the lowest responsible, responsive
proposer.
2. Labor Actions.
In the event that the successful proposer is experiencing a labor action at the time of contract award (or
if its suppliers or subcontractors are experiencing such a labor action), the City reserves the right to declare
said proposer is no longer the lowest responsible, responsive proposer and to accept the next acceptable
low proposal from a proposer that is not experiencing a labor action, and to declare it to be the lowest
responsible, responsive proposer.
3. Failure to Accept Contract.
The following will occur if the proposer to whom the award is made (Contractor) fails to enter into the
contract: the award will be annulled; any bid security will be forfeited in accordance with the special terms
and conditions if a proposer's bond or security is required; and an award may be made to the next lowest
responsible, responsive proposer who shall fulfill every stipulation as if it were the party to whom the first
award was made.
4. Contract Term.
The supplies or services identified in this specification will be used by the City for the Wastewater
Collection Infrastructure Renewal Strategy. The prices quoted for these items must be valid for the entire
period indicated above unless otherwise conditioned by the proposer in its proposal.
5. Contract Extension.
The term of the contract may be extended by mutual consent for an additional one-year, and annually
thereafter, for a total of four years.
Page 66 of 418
-11-
6. Supplemental Purchases.
Supplemental Purchases. Supplemental purchases may be made from the successful proposer during the
contract term in addition to the items listed in the Detail Proposal Submittal Form. For these
supplemental purchases, the proposer shall not offer prices to the City in excess of the amounts offered
to other similar customers for the same item. If the proposer is willing to offer the City a standard discount
on all supplemental purchases from its generally prevailing or published price structure during the
contract term, this offer and the amount of discount on a percentage basis should be provided with the
proposal submittal.
7. Contractor Invoices.
The Contractor may deliver either a monthly invoice to the City with attached copies of detail invoices as
supporting detail, or in one lump-sum upon completion.
8. Non-Exclusive Contract. The City reserves the right to purchase the items listed in the Detail Proposal
Submittal Form, as well as any supplemental items, from other vendors during the contract term.
9. Unrestrictive Brand Names. Any manufacturer's names, trade names, brand names or catalog numbers
used in the specifications are for the purpose of describing and establishing general quality levels. Such
references are not intended to be restrictive. Proposals will be considered for any brand that meets or
exceeds the quality of the specifications given for any item. In the event an alternate brand name is
proposed, supplemental documentation shall be provided demonstrating that the alternate brand name
meets or exceeds the requirements specified herein. The burden of proof as to the suitability of any
proposed alternatives is upon the proposer, and the City shall be the sole judge in making this
determination.
10. Delivery. Prices quoted for all supplies or equipment to be provided under the terms and conditions of
this RFP package shall include delivery charges, to be delivered F.O.B. San Luis Obispo by the successful
proposer and received by the City within 90 days after authorization to proceed by the City.
11. Start and Completion of Work. Work on this project shall begin immediately after contract execution and
shall be completed within 90 calendar days thereafter, unless otherwise negotiated with City by mutual
agreement.
12. Change in Work. The City reserves the right to change quantities of any item after contract award. If the
total quantity of any changed item varies by 25% or less, there shall be no change in the agreed upon unit
price for that item. Unit pricing for any quantity changes per item in excess of 25% shall be subject to
negotiation with the Contractor.
13. Submittal of References. Each proposer shall submit a statement of qualifications and references on the
form provided in the RFP package.
14. Statement of Contract Disqualifications. Each proposer shall submit a statement regarding any past
governmental agency bidding or contract disqualifications on the form provided in the RFP package.
Page 67 of 418
-12-
PROPOSAL CONTENT
1. Proposal Content. Your proposal must include the following information:
Submittal Forms
a. Proposal submittal summary.
b. Certificate of insurance.
c. References from at least three firms for whom you have provided similar services.
Qualifications
d. Experience of your firm and those of sub-consultants in performing work and projects relevant to
the Scope of Services outlined and described in the request.
e. Resumes of the individuals who would be assigned to this project, including any sub-consultants,
with their corollary experience highlighted and specific roles in this project clearly described.
f. Standard hourly billing rates for the assigned staff, including any sub-consultants.
g. Statement and explanation of any instances where your firm or sub-consultant has been removed
from a project or disqualified from proposing on a project.
Work Program
h. Detailed description of your approach to completing the work.
i. Detailed schedule by task and sub-task for completing the work.
j. Estimated hours for your staff in performing each phase and task of the work, including sub-
consultants, so we can clearly see who will be doing what work, and how much time it will take.
k. Detailed budget by task and sub-task for completing the work.
l. Services or data to be provided by the City.
m. Services and deliverables provided by the Consultant(s).
n. Any other information that would assist us in making this contract award decision.
o. Description of assumptions critical to development of the response which may impact cost or
scope.
Requested Changes to Terms and Conditions
p. The City desires to begin work soon after selecting the preferred Consultant Team and expects
the Consultant to execute the City’s contract and all of the terms therein, as set forth in Exhibit
A. To expedite the contracting process, each submittal shall include requested redlined changes
to terms and conditions, if necessary. Please be advised that Consultant’s requested changes to
the City’s terms and conditions will be considered by City staff when scoring and determining the
competency and responsibility of the bidder.
Page 68 of 418
-13-
Proposal Length
q. Proposal length should only be as long as required to be responsive to the RFP, including
attachments and supplemental materials.
2. Proposal Evaluation and Selection. Proposals will be evaluated by a review committee and evaluated on
the following criteria:
a. Understanding of the work required by the City.
b. Quality, clarity and responsiveness of the proposal.
c. Demonstrated competence and professional qualifications necessary for successfully performing
the work required by the City.
d. Recent team experience in successfully performing similar services.
e. Creativity of the proposed approach in completing the work.
f. Value
g. Writing skills.
h. References.
i. Background and experience of the specific individuals managing and assigned to this project.
As reflected above, contract award will not be based solely on price, but on a combination of factors as determined
to be in the best interest of the City. After evaluating the proposals and discussing them further with the finalists
or the tentatively selected contractor, the City reserves the right to further negotiate the proposed work and/or
method and amount of compensation.
3. Proposal Review and Award Schedule. The following is an outline of the anticipated schedule for
proposal review and contract award:
a. Issue RFP [date]
b. Pre-Proposal Conference (optional) [date]
c. Receive proposals [date]
d. Complete proposal evaluations [date]
e. Conduct finalist interviews and finalize recommendation [date]
f. Execute contract [date]
g. Start work [date]
4. Pre-Proposal Conference. An optional pre-proposal conference will be held at the following location,
date, and time to answer any questions that prospective bidders may have regarding this RFP:
[Day, Date, Time]
[LOCATION]
5. Ownership of Materials. All original drawings, plan documents and other materials prepared by or in
possession of the Contractor as part of the work or services under these specifications shall become the
permanent property of the City and shall be delivered to the City upon demand.
6. Release of Reports and Information. Any reports, information, data, or other material given to, prepared
by or assembled by the Contractor as part of the work or services under these specifications shall be the
property of the City and shall not be made available to any individual or organization by the Contractor
without the prior written approval of the City.
Page 69 of 418
-14-
7. Copies of Reports and Information. If the City requests additional copies of reports, drawings,
specifications, or any other material in addition to what the Contractor is required to furnish in limited
quantities as part of the work or services under these specifications, the Contractor shall provide such
additional copies as are requested, and City shall compensate the Contractor for the costs of duplicating
of such copies at the Contractor's direct expense.
8. Required Deliverable Products. The Contractor will be required to provide:
a. One electronic submission - digital-ready original .pdf of all final documents. If you wish to file a
paper copy, please submit in sealed envelope to the address provided in the RFP.
b. Corresponding computer files compatible with the following programs whenever possible unless
otherwise directed by the project manager:
Word Processing: MS Word
Spreadsheets: MS Excel
Desktop Publishing: InDesign
Virtual Models: Sketch Up
Digital Maps: Geodatabase shape files in
State Plan Coordinate System as
specified by City GIS staff
c. City staff will review any documents or materials provided by the Contractor and, where
necessary, the Contractor will be required to respond to staff comments and make such changes
as deemed appropriate.
ALTERNATIVE PROPOSALS
9. Alternative Proposals. The proposer may submit an alternative proposal (or proposals) that it believes
will also meet the City's project objectives but in a different way. In this case, the proposer must provide
an analysis of the advantages and disadvantages of each of the alternative and discuss under what
circumstances the City would prefer one alternative to the other(s).
10. Attendance at Meetings and Hearings. As part of the workscope and included in the contract price is
attendance by the Contractor at up to [number] public meetings to present and discuss its findings and
recommendations. Contractor shall attend as many "working" meetings with staff as necessary in
performing work-scope tasks.
11. Accuracy of Specifications. The specifications for this project are believed by the City to be accurate and
to contain no affirmative misrepresentation or any concealment of fact. Bidders are cautioned to
undertake an independent analysis of any test results in the specifications, as City does not guaranty the
accuracy of its interpretation of test results contained in the specifications package. In preparing its
proposal, the bidder and all subcontractors named in its proposal shall bear sole responsibility for proposal
preparation errors resulting from any misstatements or omissions in the plans and specifications that
could easily have been ascertained by examining either the project site or accurate test data in the City's
possession. Although the effect of ambiguities or defects in the plans and specifications will be as
determined by law, any patent ambiguity or defect shall give rise to a duty of bidder to inquire prior to
proposal submittal. Failure to so inquire shall cause any such ambiguity or defect to be construed against
the bidder. An ambiguity or defect shall be considered patent if it is of such a nature that the bidder,
Page 70 of 418
-15-
assuming reasonable skill, ability and diligence on its part, knew or should have known of the existence of
the ambiguity or defect. Furthermore, failure of the bidder or subcontractors to notify City in writing of
specification or plan defects or ambiguities prior to proposal submittal shall waive any right to assert said
defects or ambiguities subsequent to submittal of the proposal.
To the extent that these specifications constitute performance specifications, the City shall not be liable
for costs incurred by the successful bidder to achieve the project’s objective or standard beyond the
amounts provided there for in the proposal.
In the event that, after awarding the contract, any dispute arises as a result of any actual or alleged
ambiguity or defect in the plans and/or specifications, or any other matter whatsoever, Contractor shall
immediately notify the City in writing, and the Contractor and all subcontractors shall continue to perform,
irrespective of whether or not the ambiguity or defect is major, material, minor or trivial, and irrespective
of whether or not a change order, time extension, or additional compensation has been granted by City.
Failure to provide the hereinbefore described written notice within one (1) working day of contractor's
becoming aware of the facts giving rise to the dispute shall constitute a waiver of the right to assert the
causative role of the defect or ambiguity in the plans or specifications concerning the dispute.
Page 71 of 418
-16-
SECTION F. INSURANCE REQUIREMENTS
Without limiting Consultant’s indemnification of City, and prior to commencement of Work, Consultant shall
obtain, provide and maintain at its own expense during the term of this Agreement, policies of insurance of the
type and amounts described below, and in a form satisfactory to City.
General liability insurance. Consultant shall maintain commercial general liability insurance with coverage at least
as broad as Insurance Services Office form CG 00 01, in an amount not less than $2,000,000 per occurrence,
$4,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include
contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract”
language will not be accepted.
Automobile liability insurance. Consultant shall maintain automobile insurance at least as broad as Insurance
Services Office form CA 00 01 covering bodily injury and property damage for all activities of the CONSULTANT
arising out of or in connection with Work to be performed under this AGREEMENT, including coverage for any
owned, hired, non-owned or rented vehicles, in an amount not less than $1,000,000 combined single limit for
each accident.
Professional liability (errors & omissions) insurance. Consultant shall maintain professional liability insurance
that covers the Services to be performed in connection with this Agreement in the minimum amount of
$1,000,000 per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be
before the effective date of this Agreement and Consultant agrees to maintain continuous coverage through a
period no less than three (3) years after completion of the services required by this Agreement.
Workers’ Compensation insurance. Consultant shall maintain Workers’ Compensation Insurance (Statutory
Limits) and Employer’s Liability Insurance (with limits of at least $1,000,000).
Consultant shall submit to City, along with the certificate of insurance, a Waiver of Subrogation endorsement i n
favor of City, its officers, agents, employees and volunteers.
Umbrella or excess liability insurance. Consultant shall obtain and maintain an umbrella or excess liability
insurance policy with limits that will provide bodily injury, personal injury and property damage liability coverage
at least as broad as the primary coverages set forth above, including commercial general liability, automobile
liability, and employer’s liability. Such policy or policies shall include the following terms and conditions:
A drop-down feature requiring the policy to respond if any primary insurance that would
otherwise have applied proves to be uncollectible in whole or in part for any reason;
Pay on behalf of wording as opposed to reimbursement;
Concurrency of effective dates with primary policies;
Policies shall “follow form” to the underlying primary policies; and
Insureds under primary policies shall also be insureds under the umbrella or excess policies.
Proof of insurance. Consultant shall provide certificates of insurance to City as evidence of the insurance coverage
required herein, along with a waiver of subrogation endorsement for workers’ compensation. Insurance
certificates and endorsements must be approved by City’s Risk Manager prior to commencement of performance.
Current certification of insurance shall be kept on file with CITY at all times during the term of this contract. City
reserves the right to require complete, certified copies of all required insurance policies, at any time.
Duration of coverage. Consultant shall procure and maintain for the duration of the contract insurance against
claims for injuries to persons or damages to property, which may arise from or in connection with the performance
of the Work hereunder by Consultant, his agents, representatives, employees or subconsultants.
Page 72 of 418
-17-
Primary/noncontributing. Coverage provided by Consultant shall be primary, and any insurance or self-insurance
procured or maintained by City shall not be required to contribute with it. The limits of insurance required herein
may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance
shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and n on-
contributory basis for the benefit of City before the CITY’s own insurance or self-insurance shall be called upon to
protect it as a named insured.
City’s rights of enforcement. In the event any policy of insurance required under this Agreement does not comply
with these specifications or is canceled and not replaced, City has the right but not the duty to obtain the insurance
it deems necessary, and any premium paid by City will be promptly reimbursed by Consultant or City will withhold
amounts sufficient to pay premium from Consultant payments. In the alternative, City may cancel this Agreement.
Acceptable insurers. All insurance policies shall be issued by an insurance company currently authorized by the
Insurance Commissioner to transact business of insurance or is on the List of Approved Surplus Line Insurers in
the State of California, with an assigned policyholders’ Rating of A- (or higher) and Financial Size Category Class VI
(or larger) in accordance with the latest edition of Best’s Key Rating Guide, unless otherwise approved by the City’s
Risk Manager.
Waiver of subrogation. All insurance coverage maintained or procured pursuant to this agreement shall be
endorsed to waive subrogation against City, its elected or appointed officers, agents, officials, employees and
volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these
specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery
against City and shall require similar written express waivers and insurance clauses from each of its
subconsultants.
Enforcement of contract provisions (non estoppel). Consultant acknowledges and agrees that any actual or
alleged failure on the part of the City to inform Consultant of non-compliance with any requirement imposes no
additional obligations on the City nor does it waive any rights hereunder.
Requirements not limiting. Requirements of specific coverage features or limits contained in this Section are not
intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided
by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains
to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage,
or a waiver of any type. If the Consultant maintains higher limits than the minimums shown above, the City
requires and shall be entitled to coverage for the higher limits maintained by the Consultant. Any available
insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the
City.
Notice of cancellation. Consultant agrees to oblige its insurance agent or broker and insurers to provide to City
with a thirty-day notice of cancellation (except for nonpayment for which a ten-day notice is required) or
nonrenewal of coverage for each required coverage.
Additional insured status. General liability policies shall provide or be endorsed to provide that City and its
officers, officials, employees, and agents, and volunteers shall be additional insureds under such policies. This
provision shall also apply to any excess/umbrella liability policies.
Prohibition of undisclosed coverage limitations. None of the coverages required herein will be in compliance with
these requirements if they include any limiting endorsement of any kind that has not been first submitted to City
and approved of in writing.
Page 73 of 418
-18-
Separation of insureds. A severability of interests provision must apply for all additional insureds ensuring that
Consultant’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except
with respect to the insurer’s limits of liability. The policy(ies) shall not contain any cross-liability exclusions.
Pass through clause. Consultant agrees to ensure that its subconsultants, subcontractors, and any other party
involved with the project who is brought onto or involved in the project by Consultant, provide the same minimum
insurance coverage and endorsements required of Consultant. Consultant agrees to monitor and review all such
coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the
requirements of this section. Consultant agrees that upon request, all agreements with Consultants,
subcontractors, and others engaged in the project will be submitted to City for review.
City’s right to revise specifications. The City reserves the right at any time during the term of the contract to
change the amounts and types of insurance required by giving the Consultant ninety (90) days advance written
notice of such change. If such change results in substantial additional cost to the Consultant, the City and
Consultant may renegotiate Consultant’s compensation.
Self-insured retentions. Any self-insured retentions must be declared to and approved by City. City reserves the
right to require that self-insured retentions be eliminated, lowered, or replaced by a deductible. Self-insurance
will not be considered to comply with these specifications unless approved by City.
Timely notice of claims. Consultant shall give City prompt and timely notice of claims made or suits instituted that
arise out of or result from Consultant’s performance under this Agreement, and that involve or may involve
coverage under any of the required liability policies.
Additional insurance. Consultant shall also procure and maintain, at its own cost and expense, any additional
kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the
work.
Page 74 of 418
-19-
REFERENCES
Number of years engaged in providing the services included within the scope of the specifications under
the present business name: .
Describe fully the last three contracts performed by your firm that demonstrate your ability to provide
the services included with the scope of the specifications. Attach additional pages if required. The City
reserves the right to contact each of the references listed for additional information regarding your firm's
qualifications.
Reference No. 1:
Agency Name
Contact Name
Telephone & Email
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
Reference No. 2:
Agency Name
Contact Name
Telephone & Email
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
Page 75 of 418
-20-
Reference No. 3
Agency Name
Contact Name
Telephone & Email
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
Page 76 of 418
-21-
STATEMENT OF PAST CONTRACT DISQUALIFICATIONS
The proposer shall state whether it or any of its officers or employees who have a proprietary interest in
it, has ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal,
state, or local government project because of the violation of law, a safety regulation, or for any other
reason, including but not limited to financial difficulties, project delays, or disputes regarding work or
product quality, and if so to explain the circumstances.
Do you have any disqualification as described in the above paragraph to declare?
Yes q No q
If yes, explain the circumstances.
Executed on at _______________________________________ under penalty of
perjury of the laws of the State of California, that the foregoing is true and correct.
______________________________________
Signature of Authorized Proposer Representative
Page 77 of 418
-22-
EXHIBIT A : FORM OF AGREEMENT
CITY OF SAN LUIS OBISPO
DESIGN PROFESSIONAL SERVICES AGREEMENT
This agreement (Agreement) is made and entered into in the City of San Luis Obispo on [date], by and
between the City of San Luis Obispo, a municipal corporation and charter city (City) and Consultant)
(collectively referred to as the “Parties”).
WITNESSETH:
WHEREAS, the City wants to [_________] (the “Services”); and
WHEREAS, Consultant is qualified to perform this type of Services and has submitted a proposal
to do so, which has been accepted by City; and
NOW, THEREFORE, in consideration of their mutual promises, obligations, and covenants
hereinafter contained, the Parties hereto agree as follows:
1. TERM. The term of this Agreement shall be from the date this Agreement is made and entered,
as first written above, until [date], or upon acceptance and completion of said Services, whichever
occurs sooner.
2. INCORPORATION BY REFERENCE.
[Title of City’s RFP/RFQ/IFB] and Consultant's proposal dated [date] are hereby incorpo rated in
and made a part of this Agreement, attached as Exhibit A. The City’s insurance requirements are
hereby incorporated in and made part of this Agreement, attached as Exhibit B. To the extent
that there are any conflicts between the Consultant’s fees and scope of work and the City’s terms
and conditions as stated herein, the City’s terms and conditions shall prevail unless specifically
agreed otherwise in writing signed by both Parties.
3. CITY’S OBLIGATIONS. For providing services as specified in this Agreement, City will pay and
Consultant shall receive therefor compensation in a total sum not to exceed $xx,xxx.
4. CONSULTANT’S OBLIGATIONS. For and in consideration of the payments and agreements herein
before mentioned to be made and performed by City, Consultant agrees with City to do everything
required by this Agreement including that work as set forth in Exhibit A.
5. PAYMENT OF TAXES. The contract prices shall include full compensation for all taxes that
Consultant is required to pay.
6. LICENSES AND PERMITS. At all times during the term of this Agreement, Consultant shall have in
full force and effect, all licenses required of it by law for the performance of the Services described
in this Agreement. The Consultant shall procure all permits and licenses, pay all charges and fees,
and give all notices necessary under this Agreement.
7. COMPLIANCE WITH LAW. The Consultant shall keep itself informed of and shall observe and
comply with all applicable State and Federal laws and regulations, and county and City of San Luis
Obispo ordinances, regulations and adopted codes, which in any manner affect those employed
by Consultant or in any way affect the performance of the Services pursuant to this Agreement.
Page 78 of 418
-23-
The City, and its officers and employees, shall not be liable at law or in equity occasioned by failure
of the Consultant to comply with this Section. Failure to comply with local ordinances may result
in monetary fines and cancellation of this Agreement.
8. COMPLIANCE WITH INDUSTRY STANDARD. Consultant shall provide services acceptable to City in
strict conformance with the Agreement. Consultant shall also provide in accordance with the standards
customarily called for under this Agreement using the degree of care and skill ordinarily exercised by
reputable providers of such services. Where approval by the City, the City Manager, the Mayor, or other
representative of City is required, it is understood to be general approval only and does not relieve
Consultant of responsibility for complying with all applicable laws, codes, policies, regulations, and
good business practices.
9. INDEPENDENT CONTRACTOR.
a. Consultant is and shall at all times remain as to the City a wholly independent contractor.
The personnel performing the Services under this Agreement on behalf of Consultant
shall at all times be under Consultant's exclusive direction and control. Neither City nor
any of its officers, employees, or agents shall have control over the conduct of Consultant
or any of Consultant's officers, employees, or agents, except as set forth in this
Agreement. Consultant shall not at any time or in any manner represent that it or any of
its officers, employees, or agents are in any manner officers, employees, or agents of the
City. Consultant shall not incur or have the power to incur any debt, obligation, or liability
whatsoever against City, or bind City in any manner.
b. No employee benefits shall be available to Consultant in connection with the
performance of this Agreement. Except for the fees paid to Consultant as provided in the
Agreement, City shall not pay salaries, wages, or other compensation to Consultant for
performing the Services hereunder for City. City shall not be liable for compensation or
indemnification to Consultant for injury or sickness arising out of performing services
hereunder.
10. PRESERVATION OF CITY PROPERTY. The Consultant shall provide and install suitable safeguards,
approved by the City, to protect City property from injury or damage. If City property is injured or
damaged resulting from Consultant’s operations, it shall be replaced or restored at Consultant’s
expense. The City’s facilities shall be replaced or restored to a condition as good as when the
Consultant began the work.
11. IMMIGRATION ACT OF 1986. The Consultant warrants on behalf of itself and all subconsultants
engaged for the performance of the Services that only persons authorized to work in the United
States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws
shall be employed in the performance of the Services hereunder.
12. NON-DISCRIMINATION. In the performance of the Services, the Consultant agrees that it will not
engage in, nor permit such subconsultants as it may employ, to engage in discrimination in
employment of persons because of age, race, color, sex, national origin or ancestry, sexual
orientation, or religion of such persons.
13. PAYMENT TERMS. The City’s payment terms are 30 days from the receipt of an original invoice
and acceptance by the City of the materials, supplies, equipment, or services provided by the
Consultant (Net 30). Consultant will submit invoices monthly for actual services performed.
Invoices shall be submitted on or about the first business day of each month, or as soon thereafter
Page 79 of 418
-24-
as practical, for services provided in the previous month. Payment shall be made within thirty (30)
days of receipt of each invoice as to all non-disputed fees. If the City disputes any of Consultant's
fees it shall give written notice to Consultant within thirty (30) days of receipt of an invoice of any
disputed fees set forth on the invoice. Any final payment under this Agreement shall be made
within forty-five (45) days of receipt of an invoice, therefore.
14. INSPECTION. City shall at all times have the right to inspect the work being done under this
Agreement and Consultant shall furnish City with every reasonable opportunity and assistance
required for City to ascertain that the Services of the Consultant are being performed in
accordance with the requirements and intentions of this Agreement. All work done, and all
materials furnished, if any, shall be subject to the City’s inspection and approval. The inspection
of such work shall not relieve Consultant of any of its obligations under the Agreement.
15. RELEASE OF INFORMATION.
a. All information gained by Consultant in performance of this Agreement shall be
considered confidential and shall not be released by Consultant without City's prior
written authorization. Consultant, its officers, employees, agents, or subconsultants, shall
not, without written authorization from the City Manager or unless requested by the City
Attorney, voluntarily provide declarations, letters of support, testimony at depositions,
response to interrogatories, or other information concerning the work performed under
this Agreement. Response to a subpoena or court order shall not be considered
"voluntary" provided Consultant gives City notice of such court order or subpoena.
b. Consultant shall promptly notify City should Consultant, its officers, employees, agents,
or subconsultants be served with any summons, complaint, subpoena, notice of
deposition, request for documents, interrogatories, request for admissions, or other
discovery request (“Discovery”), court order, or subpoena from any person or party
regarding this Agreement, unless the City is a party to any lawsuit, arbitration, or
administrative proceeding connected to such Discovery, or unless Consultant is
prohibited by law from informing the City of such Discovery. City retains the right, but has
no obligation, to represent Consultant and/or be present at any deposition, hearing, or
similar proceeding as allowed by law. Unless City is a party to the lawsuit, arbitration, or
administrative proceeding and is averse to Consultant in such proceeding, Consultant
agrees to cooperate fully with City and to provide the opportunity to review any response
to Discovery requests provided by Consultant. However, City's right to review any such
response does not imply or mean the right by City to control, direct, or rewrite said
response.
16. OWNERSHIP OF DOCUMENTS.
a. Consultant shall maintain complete and accurate records with respect to sales, costs,
expenses, receipts, and other such information required by City that relate to the
performance of the Services under this Agreement. Consultant shall maintain adequate
records of services provided in sufficient detail to permit an evaluation of services. All
such records shall be maintained in accordance with generally accepted accounting
principles and shall be clearly identified and readily accessible. Consultant shall provide
free access to the representatives of City or its designees at reasonable times to such
books and records; shall give City the right to examine and audit said books and records;
Page 80 of 418
-25-
shall permit City to make transcripts or copies therefrom as necessary; and shall allow
inspection of all work, data, documents, proceedings, and activities related to this
Agreement. Such records, together with supporting documents, shall be maintained for a
period of three (3) years after receipt of final payment.
b. Upon completion of, or in the event of termination or suspension of this Agreement, all
original documents, designs, drawings, maps, models, computer files, surveys, notes, and
other documents prepared in the course of providing the Services under this Agreement
shall become the sole property of the City and may be used, reused, or otherwise
disposed of by the City without the permission of the Consultant. With respect to
computer files, Consultant shall make available to the City, at the Consultant's office and
upon reasonable written request by the City, the necessary computer software and
hardware for purposes of accessing, compiling, transferring, copying and/or printing
computer files. Consultant hereby grants to City all right, title, and interest, including any
copyright, in and to the documents, designs, drawings, maps, models, computer files,
surveys, notes, and other documents prepared by Consultant in the course of providing
the Services under this Agreement.
17. INDEMNIFICATION AND DEFENSE.
a. Indemnification and Defense for Professional Services
To the fullest extent permitted by law, Consultant shall indemnify, defend, and hold
harmless City and any and all of its officials, employees and agents (“Indemnified Parties”)
from and against any and all claims, losses, liabilities, damages, costs and expenses,
including attorney’s fees and costs, to the extent they arise out of, pertain to, or relate to
the negligence, recklessness, or willful misconduct of the Consultant. Consultant’s duty
to defend shall consist of reimbursement of defense costs incurred by City in direct
proportion to the Consultant’s proportionate percentage of fault. Consultant’s
percentage of fault shall be determined, as applicable, by a court of law, jury or arbitrator.
In the event any loss, liability or damage is incurred by way of settlement or resolution
without a court, jury or arbitrator having made a determination of the Consultant’s
percentage of fault, the Parties agree to mediation with a neutral third-party to determine
the Consultant’s proportionate percentage of fault for purposes of determining the
amount of indemnity and defense cost reimbursement owed to the City.
b. For all Other Liabilities
Notwithstanding the foregoing and without diminishing any rights of City under Section
19.a., for any liability, claim, demand, allegation against City arising out of, related to, or
pertaining to any act or omission of Consultant, but which is not a design professional
service, Consultant shall defend, indemnify, and hold harmless the Indemnified Parties
from and against any and all damages, costs, expenses (including reasonable attorney
fees and expert witness fees), judgments, settlements, and/or arbitration awards,
whether for personal or bodily injury, property damage, or economic injury, and arising
out of, related to, any concurrent or contributory negligence on the part of the City except
for the sole or active negligence of, or willful misconduct of the City.
Page 81 of 418
-26-
18. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE.
a. The City may at any time, for any reason, with or without cause, suspend or terminate
this Agreement, or any portion hereof, by serving upon the Consultant at least thirty (30)
days prior written notice. Upon receipt of said notice, the Consultant shall immediately
cease all work under this Agreement, unless the notice provides otherwise. If the City
suspends or terminates a portion of this Agreement such suspension or termination shall
not make void or invalidate the remainder of this Agreement.
b. In the event this Agreement is terminated pursuant to this Section, the City shall pay to
Consultant the actual value of the work performed up to the time of termination,
provided that the work performed is of value to the City. Upon termination of the
Agreement pursuant to this Section, the Consultant will submit an invoice to the City
pursuant to Section 14.
19. TERMINATION FOR CAUSE. If, during the term of the Agreement, the City determines the
Consultant is not faithfully abiding by any term or condition contained herein, the City may notify
the Consultant in writing of such defect or failure to perform. This notice must give the Consultant
a ten (10) calendar day notice of time thereafter in which to perform said work or cure the
deficiency.
a. If the Consultant has not performed the work or cured the deficiency within the ten (10)
days specified in the notice, such shall constitute a breach of the Agreement and the City
may terminate the Agreement immediately by written notice to the Consult ant to said
effect (“Notice of Termination”). Thereafter, neither party shall have any further duties,
obligations, responsibilities, or rights under the Agreement except to comply with the
obligations upon termination.
b. In said event, the Consultant shall be entitled to the reasonable value of its services
performed from the beginning date in which the breach occurs up to the day it received
the City’s Notice of Termination, minus any offset from such payment representing the
City’s damages from such breach. “Reasonable value” includes fees or charges for goods
or services as of the last milestone or task satisfactorily delivered or completed by the
Consultant as may be set forth in the Agreement payment schedule; compensation for
any other work or services performed or provided by the Consultant shall be based solely
on the City’s assessment of the value of the work-in-progress in completing the overall
scope.
c. The City reserves the right to delay such payment until completion or confirmed
abandonment of the project, as may be determined in the City’s sole discretion, so as to
permit a full and complete accounting of costs. In no event, however, shall the Consultant
be entitled to receive in excess of the not to exceed amount shown in this Agreement.
20. INSURANCE. Consultant shall maintain prior to the beginning of and for the duration of this
Agreement insurance coverage as specified in Exhibit B attached to and made part of this
Agreement.
21. BUSINESS LICENSE AND TAX. The Contractor must have a valid City of San Luis Obispo
business license & tax certificate before execution of the contract. Additional information
regarding the City’s business tax program may be obtained by calling (805) 781-7134.
22. SAFETY PROVISIONS. The Contractor shall conform to the rules and regulations pertaining to
safety established by OSHA and the California Division of Industrial Safety.
Page 82 of 418
-27-
23. PUBLIC AND EMPLOYEE SAFETY. Whenever the Contractor’s operations create a condition
hazardous to the public or City employees, it shall, at its expense and without cost to the City,
furnish, erect and maintain such fences, temporary railings, barricades, lights, signs and other
devices and take such other protective measures as are necessary to prevent accidents or
damage or injury to the public and employees.
24. UNDUE INFLUENCE. Consultant declares and warrants that no undue influence or pressure was
used against or in concert with any officer or employee of the City in connection with the award,
terms or implementation of this Agreement, including any method of coercion, confidential
financial arrangement, or financial inducement. No officer or employee of the City has or will
receive compensation, directly or indirectly, from Consultant, or from any officer, employee or
agent of Consultant, in connection with the award of this Agreement or any work to be conducted
as a result of this Agreement. Violation of this Section shall be a material breach of this Agreement
entitling the City to any and all remedies at law or in equity.
25. ASSIGNMENT. The Consultant shall not assign the performance of this Agreement, nor any part
thereof, nor any monies due hereunder, without prior written consent of the City.
a. As required above, before retaining or contracting with any subconsultant for any services
under this Agreement, City must consent to such assignment of performance in writing.
For City to evaluate such proposed assignment, Consultant shall provide City with the
identity of the proposed subconsultant, a copy of the proposed written contract between
Consultant and such subconsultant, which shall include an indemnity provision similar to
the one provided herein and identifying City as an indemnified party, or an incorporation
of the indemnity provision provided herein, and proof that such proposed subconsultant
carries insurance at least equal to that required by this Agreement or obtain a written
waiver from City for such insurance.
26. AMENDMENT. Any amendment, modification, or variation from the terms of this Agreement
shall be in writing and shall be effective only upon approval by the appropriate review authority
according to the City’s Financial Management Manual. Consultant shall not be compensated for
any services rendered in connection with its performance of this Agreement which are in addition
to those set forth herein, unless such additional services are authorized by the City in advance
and in writing.
27. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated
herein by reference, shall constitute the complete Agreement between the Parties hereto. No
oral agreement, understanding, or representation not reduced to writing and specifically
incorporated herein shall be of any force or effect, nor shall any such oral Agreement,
understanding, or representation be binding upon the Parties hereto. Each party is entering into
this Agreement based solely upon the representations set forth herein and upon each party's own
independent investigation of any and all facts such party deems material.
28. NOTICE. All notices to the Parties hereto under this Agreement shall be in writing and shall be
sent either by (i) personal service, (ii) delivery by a reputable document delivery service, such as,
but not limited to, Federal Express, which provides a receipt showing date and time of delivery,
or (iii) United States Mail, certified, postage prepaid, return receipt requested. All such notices
shall be delivered to the addressee or addressed as set forth below:
Page 83 of 418
-28-
To City: [DEPT]
City of San Luis Obispo
[ADDRESS]
Attention:
To Consultant: Name
Mailing Address
29. GOVERNING LAW. Any action arising out of this Agreement shall be brought in the Superior Court
of San Luis Obispo County, California, regardless of where else venue may lie. The validity,
interpretation, construction and performance of this Agreement, and all acts and transactions
pursuant hereto and the rights and obligations of the Parties hereto shall be governed, construed
and interpreted in accordance with the laws of the State of California, without giving effect to
principles of conflicts of law.
30. AUTHORITY TO EXECUTE AGREEMENT. Both City and Consultant do covenant that each
individual executing this Agreement on behalf of each party is a person duly authorized and
empowered to execute Agreements for such party.
IN WITNESS WHEREOF, the Parties hereto have caused this instrument to be executed the day and year
first above written.
CITY CONSULTANT
_______________________________
By: [Name]
Its: [Title of City Manager or Department Head]
_______________________________
By: [Name]
Its: [Title]
APPROVED AS TO FORM:
_______________________________
By: J. Christine Dietrick, City Attorney
Page 84 of 418
-29-
EXHIBIT A
[Placeholder for RFQ and Consultant’s Proposal]
Page 85 of 418
Page 86 of 418
Notice of Exemption
To: Office of Planning and Research From: City of San Luis Obispo
1400 Tenth Street, Room 121 Community Development Department
Sacramento, CA 95814 919 Palm Street
San Luis Obispo, CA 93401-3249
County Clerk
County of San Luis Obispo Filing Not Required
1144 Monterey Street, Suite A
San Luis Obispo, CA 93408
Project Title: Wastewater Collection Infrastructure Renewal Strategy and Flow Study
Project Location: Citywide
Project Location - City: San Luis Obispo Project Location - County: San Luis Obispo
Description of Project: The proposed Project consists of a flow study and preparation of an updated
Wastewater Collection Infrastructure Renewal Strategy Report. The Project will consist of the placement of flow
monitoring devices on/within existing utility infrastructure, corrosive condition mapping, data analysis, updating
the City’s 2016 hydraulic model, and preparation of a Strategy Report.
Name of Public Agency Approving the Project: City of San Luis Obispo
Name of Person or Agency Carrying Out the Project: City of San Luis Obispo
Exempt Status (check one):
Ministerial (Section 21080(b)(1); 15268;
Declared Emergency (Sec. 21080(b)(3); 15269(a));
Emergency Project (Sec. 21080(b)(4); 15269(b)(c)
Categorical Exemption. State type and section number: 15301, Class 1, Existing Facilities.
Statutory Exemptions. State code number: 15262, Feasibility and Planning Studies
Reasons why project is exempt:
The Project is exempt from CEQA because the study will consist of the placement of flow monitoring devices
and on/within existing utility infrastructure and corrosive condition mapping within existing infrastructure, the
Project will not modify the existing capacity of the wastewater collection system, and the Project will not result in
any significant physical impacts on the environment. The information gathered with the flow study will inform the
IRS, which will consist of a planning document that will provide recommendations and will not bind the City to
any specific future project or course of action.
Lead Agency
Contact Person: Shawna Scott Area Code/Telephone/Ext. (805) 781-7176
Signature:______________________________ Date: __July 20, 2022________________
By: Shawna Scott, Special Projects Manager (sscott@slocity.org)
Signed by Lead Agency Date Received for Filing at OPR: __________
Signed by Applicant
Page 87 of 418
Page 88 of 418
R ______
RESOLUTION NO. _____ (2022 SERIES)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS
OBISPO, CALIFORNIA, AUTHORIZING USE OF SEWER FUND
UNASSIGNED WORKING CAPITAL FOR PREPARATION OF THE
INFRASTRUCTURE RENEWAL STRATEGY REPORT UPDATE AND
ASSOCIATED FLOW STUDY, SPECIFICATION NO. 91736
WHEREAS, the City's wastewater collection system and Water Resource
Recovery Facility shall support population and related service demands consistent with
the General Plan (City of San Luis Obispo General Plan Water and Wastewater Element
[WWE] Policy B.2.2.2), and WWE Program B.2.3.1 calls for the City to expand capacity
in the collection system in support of projected wastewater flows; and
WHEREAS, consistent with the General Plan, the Infrastructure Renewal Strategy
Report Update and associated Flow Study (Project) will provide the information and
recommendations necessary to: manage the collection system and ensure that flow does
not exceed design capacity (WWE Policy B.4.2.1); continue, modify, and identify
programs that will minimize stormwater and groundwater infiltration and inflow into the
sewer system (WWE Policy B.4.2.2); and, investigate and carry out cost-effective
methods for reducing infiltration and inflow I/I into the collection system (WWE Program
B.4.3.1); and
WHEREAS, the Project is identified in the 2021-23 Financial Plan as a Sewer Fund
Capital Improvement Project (CIP) that would be implemented over multiple years,
including Fiscal Years 2022-23, 2023-24, and 2024-25; and
WHEREAS, the 2021-23 Financial Plan and 2022-23 Financial Plan Supplement
appropriated $250,000 for the Project with additional appropriations forecasted in future
years as separate annual contracts ($100,000 for 2023-24 and $80,000 for 2024-25); and
WHEREAS, the total Project cost is estimated at $430,000 requiring an additional
appropriation of $180,000 at this time to fund implementation of the full Project under one
contract; and
WHEREAS, a balance of over $20 million is available from Sewer Fund
Unassigned Working Capital to fully fund the Project.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis
Obispo as follows:
SECTION 1. Budget. The budget of $180,000 will be moved to the Infrastructure
Renewal Strategy Report Update and associated Flow Study, Specification No. 91736.
Page 89 of 418
Resolution No. _____ (2022 Series) Page 2
R ______
SECTION 2. Environmental Review. The Project is statutorily exempt from CEQA
pursuant to CEQA Guidelines Section 15262 (Feasibility and Planning Studies) and
categorically exempt from CEQA pursuant to CEQA Guidelines Section 15301 (Existing
Facilities) because the study will consist of the placement of flow monitoring devices and
on/within existing utility infrastructure and corrosive condition mapping within existing
infrastructure, the Project will not modify the existing capacity of the wastewater collection
system, and the Project will not result in any significant physical impacts on the
environment. The information gathered with the Flow Study will inform the Infrastructure
Renewal Strategy Report Update, which will consist of a planning document that will
provide recommendations and will not bind the City to any specific future project or course
of action.
Upon motion of Council Member ___________, seconded by Council Member
___________, and on the following roll call vote:
AYES:
NOES:
ABSENT:
The foregoing resolution was adopted this ____ day of _________ 2022.
___________________________
Mayor Erica A. Stewart
ATTEST:
______________________
Teresa Purrington, City Clerk
APPROVED AS TO FORM:
______________________
J. Christine Dietrick, City Attorney
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the
City of San Luis Obispo, California, on ______________________.
___________________________
Teresa Purrington, City Clerk
Page 90 of 418