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HomeMy WebLinkAbout08/19/2003, C7 - DESIGN SERVICES FOR TANK FARM GRAVITY SEWER, LIFT STATION AND FORCEMAIN. council Me Aug.ug. 19, 2003 acEnaa izEpont C I T Y OF S AN L U IS O B I S P O FROM: John Moss, Utilities Direct io Prepared By: David Hix,Wastewater Di ton Manager SUBJECT: DESIGN SERVICES FOR TANK FARM GRAVITY SEWER, LIFT STATION AND FORCEMAIN. CAO RECOMMENDATION Approve an agreement with Brown and Caldwell Engineers in the amount of$594,816 for design services for the Tank Farm Gravity Sewer, Lift Station and Forcemain. DISCUSSION Background Tank Farm Lift Station is the City's second largest sewage pump station, currently pumping all of the sewage from the Islay Hills, Sacramento Drive and Airport areas found on the South Eastern portion of the City. Since its installation 37 years ago, the service area for this pump station has grown dramatically resulting in the station and force main being severely over capacity. Currently there is very little capacity to allow any future growth in its current service area and no capacity to serve the proposed Margarita, Airport or Orcutt annexation areas,per the City's General Plan. Tank Farm Lift Station and force main are significantly past their designed service life and require considerable maintenance. This lift station also receives sewage pumped from the Airport Lift Station and then pumps to the Rockview lift station where the sewage is pumped up to a gravity line that runs along the railroad, through Meadow Park to the City's large interceptor and finally to the Water Reclamation Facility (WRF). This pumping scenario has led to numerous spills at Rockview Lift Station and is not an efficient or effective method for pumping sewage. Rockview Lift Station also is beyond its design service life, requires significant maintenance and suffers from control problems. (See Attachment 2a) Project Objectives This project will retire and/or replace a variety of facilities and infrastructure and provide service to the City's General Plan expansion areas. Specifically this project will: 1. Retire three aging and over capacity below ground lift stations (Old Tank Farm, Rockview and Airport) and replace them with one modern facility with emergency power. 2. Retire 1.2 miles of old asbestos force main pipe 3. Replace and install new 2 miles of gravity sewer and 3/a mile of force main. 1 � � Council Agenda Report—Tank Farm Gravity Sewer, Lift Stadion and Forcemain Page 2 4. Provide service to the Orcutt annexation area and portions of the Margarita and the Airport annexation areas that currently do not have sewer access. 5. Improve the overall efficiency and operational reliability of the sewer system in this portion of the City.. 6. Provide the needed capacity to service the General Plan expansion areas in the Southern portion of the City. The new gravity line will route all the wastewater from the service areas West down Tank Farm Road, please see Attachment 2b. This gravity line will be installed at an adequate depth to provide service to the currently undeveloped properties within the proposed annexations areas. The gravity sewer will terminate at the new Tank Farm Lift Station located somewhere in the area of the Unocal Operations Yard and the force main would discharge North to the gravity sewer on Prado Road. The precise location of these facilities will be determined based upon the most efficient arrangement and alignment and the ability of the City to successfully negotiate and acquire right of ways and easements. The Proposal Brown and Caldwell have submitted,per the City's request, a comprehensive scope of work for the design of this project. Beyond the design of the project, their proposal includes a brainstorming session to identify alternatives and evaluate all ideas and concerns from City staff regarding the project design. Surveying, geotechnical services and assistance in the acquisition of right of ways and easements have also been included in the proposed scope of work. This proposal includes a variety of estimates for services such as reviewing submittals and project management that may require less time then previously estimated therefore offering some potential cost savings. Brown and Caldwell have previously been selected through the City's competitive purchasing process as the City's wastewater engineers after recently successfully competing for the design of the Laguna Lift Station. They also have successfully competed and designed the WRF's 25 million dollar upgrade in 1994 and the Wastewater Master Plan and Phase I of the WRF Master Plan. Brown and Caldwell are recognized leaders in design of sewage lift stations and possess extensive experience and knowledge in this area. Their design of Laguna Lift Station has produced a lift station that is very efficient, very low maintence, safe and requires very little operational attention. Because of Brown and Caldwell's expertise in lift station design and excellent service, staff is recommending contracting with Brown and Caldwell rather than issuing a Request for Proposals (RFP) for this project. CONCURRENCES Public Works Engineering concurs with this recommendation. The scope of work for this project is very large and complicated and would create significant conflicts with their already large work schedule. Council Agenda Report'—Tank Farm Gravity Sewer,Lift Stauon and Forcemain Page 3 FISCAL IMEPACT Design services for the Tank Farm Gravity Sewer, Lift Station and Forcemain are estimated to cost no more than $594,816. Funding for design of this project has been previously approved at$500,000 in the 1999-01 Financial Plan. The 2003-05 Financial Plan, Appendix B, pg 94-96 identified $6,000,000 in 2004-05 to complete project construction, for a total approved budget of $6,500,000. The additional $94,816 for design services can come from the funding approved for construction in year 2004-05. Staff recommends Council approval to advance this amount from the 2004-05 construction budget. Project Funding To date 2004-05 Total Design $500,000 $500,00 Construction $6,000,000 $6,000,000 Total $5009000 $690009000 $69500,000 A total of$6,500,000 is budgeted for this project. This project contract is estimated not to exceed$594,816, leaving$5,905,000 to complete construction. Recommended Project Funding Current Recommended Design $500,000 $594,816 Construction $6,000,000 $5,905,184 Total $695009000 $6,5009000 ALTERNATIVES 1. Council may direct staff to solicit proposals for this project. Brown and Caldwell have provided excellent design services at a competitive price on past wastewater projects and staff feels that soliciting proposals will not generate superior design services or a lower cost. Attachment 1: Agreement - Exhibit A—Scope of Work and Schedule and Budget Exhibit B —Contract Performance Terms Attachment 2: Map 2a Existing Tank Farm,Rockview, &Airport Lift Stations and A.C.Force Main Map 2b Proposed New Tank Farm Lift Station&Gravity Sewers Electronic File Path: TankFarmLift.car.doc C`l� 3 Attachment 1 AGREEMENT THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this day of , by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City, and BROWN AND CALDWELL ENVIRONMENTAL ENGINEERS AND.CONSULTANTS,hereinafter referred to as Contractor. WITNESSETH: WHEREAS,the City wants Design Services for the Tank Farm Gravity Sewer,Lift Station and Forcemain. WHEREAS, Contractor is qualified to perform this type of service and has submitted a proposal to do so which has been accepted by City. 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 fust written above,until acceptance or completion of said services. 2. CITY'S OBLIGATIONS. For providing services as specified in this Agreement, City will pay and Contractor shall receive therefor compensation in a total sum not to exceed$594,816.00. 4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by City, Contractor agrees with City to provide services as set forth in Exhibit A attached hereto and incorporated into this Agreement. Contractor further agrees to the contract performance terms as set forth in Exhibit B attached hereto and incorporated into this Agreement. 5. AMENDMENTS. Any amendment, modification or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the City Administrative Officer of the City. 6. 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. 0- 4 1 ' i Agreement Page 2 7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as follows: City Public Works Department Attn: Pam King City of San Luis Obispo 955 Morro Street San Luis Obispo,CA 93401 Contractor Brown and Caldwell 400 Exchange,Suite 100 Irvine,CA. 92602 8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant that each individual executing this agreement on behalf of each parry 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. ATTEST: CITY OF SAN LUIS OBISPO,A Municipal Corporation By: City Clerk,Lee Price Mayor,David F.Romero APPROVED AS TO FORM: BROWN AND CALDWELL ENGINEERS C _2—e By: ttomey,Jonathan Lowell c � -s Exhibit A City Of San Luis Obispo New Tank Fane Lift Station and Sewer Pipeline Improvement Project PROJECT AND SCOPE OF WORK DESCRIPTION PROJECT DESCRIPTION The New Tank Farm Lift Station and Related Sewer Improvements are required to replace three existing sewer lift stations that are planned to be retired. The three lift stations to be retired include the Rockview, Old Tank Farm, and County Lift Stations. These existing lift stations are currently operating at maximum capacity and have reached the end of their service lives. The New Tank Farm Lift Station that will be constructed under this project will provide sufficient replacement capacity and will also increase the efficiency and reliability of the wastewater collection system in this service area. The facility improvements to be implemented under this project comprise the following: 1. New Tank Farm Lift Station—This facility will include three pumping units, two primary and one standby. Each pumping unit will be equipped with 25 horsepower electrical motors and variable frequency drivers. The capacity of each unit will be approximately 1350 gpm at 25 feet of TDH. The lift station will include; the three pumping units, a wet/dry well structure, respective electrical and mechanical equipment enclosures, electrical and control equipment, and related site improvements. A site for the new lift station will be acquired as part of this project. 2. New Tank Farm Lift Station Discharge Pipe — This new sewer line comprises approximately 4,000 linear feet of 16-inch diameter forcemain and will extend from the new lift station to the intersection of South Higuera and Prado Road. The north-south oriented portion of the pipeline alignment that extends north from the new lift station site to Prado Road will require a new utility easement. The east-west portion of the pipeline alignment will be generally located within the dedicated right-of-way of Prado Road. 3. New Tank Farm Lift Station Gravity Line — This new sewer line comprises approximately 6,750 linear feet of 16-inch diameter gravity line and will extend from the intersection of Broad Street and Tank Farm. Road to the new lift station site. The pipeline alignment will be generally located within the dedicated right-of-way of Tank Farm Road. Manholes will be provided along the pipeline alignment at intervals consistent with the City's standards. BROWN AND Page 1 of 13 June 24,2003 1 New Tank Farm Lift Station and City of San Luis Obispo Sewer Pipeline Improvement Project 4. Rockview Lift Station Gravity Line — This gravity line will be used to reroute the flows from Rockview Lift Station to the New Tank Farm Lift Station Gravity Line. This new sewer line comprises approximately 4,000 linear feet of 10-inch diameter gravity line that will extend from the intersection of Rockview Place and Broad Street to the intersection of Tank Farm Road and Broad Street. The pipeline alignment will be generally located within the dedicated right-of-way of Broad Street. Manholes will be provided along the pipeline alignment at intervals consistent with the City's standards. 5. County Lift Station Gravity Line — This gravity line will be used to reroute the flows from County Lift Station to the New Tank Farm Lift Station Gravity Line. This new sewer line comprises approximately 1,000 linear feet of 8-inch diameter gravity line and will extend from the intersection of Fiero Lane and Broad Street and to the intersection of Tank Farm Road and Broad Street. The pipeline alignment will be generally located within the dedicated right-of-way of Broad Street. Manholes will be provided along the pipeline alignment at intervals consistent with the City's standards. 6. Old Tank Farm Lift Station Gravity Line — There will be two short segments of new gravity line that will be used to reroute the flows from Old Tank Farm Lift Station to the New Tank Farm Lift Station Gravity Line and from the existing gravity sewer line in Tank Farm Road (east of Broad Street) to the New Tank Farm Lift Station Gravity Line. The two new gravity lines will each be approximately 250 linear feet in length with diameters of 10-inch and 12-inch, respectively. The pipeline alignments will be generally located within the dedicated rights-of-way of Broad Street and Tank Farm Road. Manholes will be provided along the pipeline alignment at intervals consistent with the City's standards. 7. Abandonment of Three Existing Lift Stations and Tie-over of Affected Sewers Lines to Remain In Service — The Rockview, Old Tank Farm, and County Lift Stations will be abandoned. The disposition of each of these facilities will be determined during the design process. The influent sewer lines to each of these lift stations will be tied over to the new sewer lines to be constructed under this project. Junction structures will be constructed to facilitate the tie-overs; as needed. The portion of the work covered under this scope of work is limited to engineering services during the design and bid phase of the project for the above listed improvements. Construction phase engineering services are not included in this scope of work. Page 2 of 13 June 24,2003 New Tank Faun Lift Station and City of San Luis Obispo Sewer Pipeline Improvement Project SCOPE OF WORK The following task descriptions represent our understanding of the project needs and outlines the work plan that will be used to execute the engineering work for this project. DESIGN PHASE SERVICES Task 1.0 --Kick-Off Meeting/Brainstorming Session Conduct a kick-off meeting/brainstorming session with City staff and Brown and Caldwell team members, including appropriate technical advisors. The purpose of the meeting shall be to introduce the project team, review the detailed work plan and schedule, review data requirements, and establish lines of communication. During the brainstorming session Brown and Caldwell will present pumping station design criteria, alternative arrangement plans and pipeline routings. The benefits of different types pump systems and pump structures will be discussed. The session will be conducted to discuss the items presented and to select an arrangement and alignment for final design. Deliverables; Prepare meeting minutes and submit the copies to meeting attendees. Task 2.0 -- Preliminary Design Letter Report Review the Final Wastewater Master Plan and assess all future flow impacts due to the City's General Plan build-out as it affects the new lift station, influent trunk sewer line and force main service areas. The City Planning Department will be contacted to confirm the validity of the assumptions that were used in Final Wastewater Master Plan with respect to the City's General Plan build-out conditions. Calculate and confirm future flows to ensure adequate pump station, influent trunk.sewer line and force main capacity for build- out conditions per the City's General Plan or current revisions thereto. Prepare a preliminary design letter report that includes an analysis of the pumping station design alternatives, location and site layout; trunk sewer and force main design and alignment alternatives. The report will also include a written description of the proposed project; 10 percent level arrangement plan and section of the pumping station and trunk sewer and force main alignments, and a 10 percent project completion cost estimate. A discussion of the recommended deposition and abandonment plans for the three existing lift stations will also be provided. Potential cost impacts, construction issues, operating and maintenance benefits/drawbacks shall also be described for the recommended project. Deliverables: Submit 3 copies of the design report for City review, comment, and approval. Task 3.0 —Survey and Mapping We will provide aerial control and photography, design surveys, mapping and base sheet preparation for the project. Aerial mapping control surveys will include establishing ' ' Page 3 of 13 June 24,2003 1 C� -g New Tank Farm Lift Station and City of San Luis Obispo Sewer Pipeline Improvement Project sufficient aerial control targets together with the location of existing road rights-of-way and section line monuments. Aerial mapping control coordinates will be based upon existing State Plane Coordinate control NAD 1983 and vertical control will based upon known USGS or City of Luis Obispo.Bench Marks. This aerial control will serve as the basis for the horizontal and vertical alignments of the proposed sewer lines and site maps for the new lift station. Aerial photography will be taken of proposed sewer line alignments and the new lift station site. Aerial photogrammetric mapping will be used to generate a digital terrain model for use by BC's computer aided drafting systems (CAD). Aerial mapping will be prepared at a scale of one meter equals 400 meters with a index contour interval of one meter and subintervals of 0.25 meters. All mapping will meet or exceed National Mapping Standards. The topographic mapping will depict all above- ground features, roadway features, right-of-way lines, street centerlines and other pertinent survey and job related features. The topographic mapping will be used in the preparation of the base maps for the sewer line design drawings and site plan for the new lift station. Additional ground verification will be conducted along the proposed project alignments to determine the location and depth of existing utilities, structures, or other features not provided within the aerial photogrammetric mapping. The base maps will contain the following information: Utility locations. Sanitary sewers, storm drains and culverts affecting the project based upon both atlas records and field measurements, with invert elevations presented where accessible. ➢ The location of trees four inches or greater in diameter when measured three feet above ground. ➢ The location of geotechnical bores. ➢ Lines of title and easements within the project. The digital topographic map will be provided in an AutoCAD 2000 drawing file, mapped at a metric scale of 1:500, in a format that will allow segregation of data sets into layers for sorting by feature. Deliverables: Field survey data, survey calculations and notes, one set of contact prints of aerial photography, digital terrain model and base sheets. Task 4.0 —Geotechnical Services Geotechnical services will consist of office research, field exploration, laboratory testing, a review of the compiled data and preparation of a written report containing recommendations in accordance to generally accepted engineering and geologic principles and practices. R 0 W N , Page 4 of 13 June 24,2003 CALDWELL ,�" 6 New Tank Farm Lift Station and City of San Luis Obispo Sewer Pipeline Improvement Project Task 4.1 — Project Initiation and Data Review Compile and review existing geological data and in house geotechnical reports prepared for the water reclamation facility relative to the proposed lift station and force main alignment. Obtain a San Luis Obispo County permit and coordinate field exploration with driller. Task 4.2 -- Field Exploration Conduct a field exploration program to drill a total of approximately 14 borings along the proposed pipeline alignment and proposed new Tank Farm Lift Station site. Approximately three drill holes will be advanced to a depth of about 40 feet. These holes will be generally located within the project rights and in proximity to crossing of Acacia Creek Bridge (Tank Farm Road), Acacia Creek Bridge (Broad Street), and the East Fork of the SLO Creek Bridge (Broad Street). One drill hole will be advanced to a depth of about 25 feet in the proximity of the, location of the New Tank Farm Lift Station site. An additional 10 holes will be advanced to depths between 15 to 20 feet throughout the sewer pipeline alignments to provide geotechnical data at intervals of approximately 1000 feet. Prior to drilling, mark locations of field explorations and contact Underground Service Alert to review drill hole locations with respect to the locations of underground structures or utilities. Task 4.3 — Laboratory Testing On the basis of our field exploration program, samples will be selected for laboratory testing. Tests to be performed will include moisture-unit weight, unconsolidated undrained triaxial, corrosion, grain size, Atterberg limits, consolidation, and shear strength. Task 4.4--Geotechnical Evaluation Based on the results of the above tasks recommendations will be provided regarding: ➢ Characterization of the subsurface materials and groundwater conditions encountered ➢ General geologic conditions along alignment Suitability of the soil encountered for use as bedding, pipe-zone material and trench backfill Subgrade stabilization Corrosion potential of on-site soils ➢ Backfill and compaction requirements for pipeline bedding and backfill Requirements for imported fill materials Backfill loading of pipes Earthwork factors for on-site materials encountered when excavated and replaced as compacted fill Page 5 of 13 June 24,2003 New Tank Farm Lift Station and City of San Luis Obispo Sewer Pipeline Improvement Project Soil modulus values for pipeline deflection evaluation of buried pipelines ➢ Friction and passive pressure recommendations for pipeline thrust and thrust block resistance ➢ Construction considerations (need for dewatering, excavation adjacent to existing structures, and excavation characteristics of the soil encountered) ➢ Guidelines for estimating allowable temporary slope inclinations and shoring requirements on the basis of criteria provided by OSHA ➢ Allowable foundation pressure and lateral earth pressure for pumping station design. Task 4.5 -- Engineering Review and Report Preparation The report will provide supporting field and laboratory testing data obtained results of analyses, and recommendations for the design of the pumping station and force main. The report and supporting graphics will incorporate metric standards. Deliverables: Copies of Final Geotechnical Investigation Report with design & construction recommendations. Task 4.6—Handling of Hydrocarbon Contaminated Soils We anticipate that hydrocarbon contaminated soils could be encountered along Tank Farm Road during the geotechnical exploration phase of this project. The locations of known contaminate areas will be coordinated with the responsible parties. However, we will conduct some limited field verification. In anticipation of this, the borings will be drilled using 40-hour trained personnel. A PID instrument will be used to take . readings during drilling operations to check the excavated soils for hydrocarbons. We anticipate that if encountered, the contaminated soils can be replaced in the borehole. An attempt will be made to replace the contaminated soils at depths similar to where they were excavated. We assume that any excess soil can be left at a location agreed to with UNOCAL for their disposal. If permits or agencies require that the borings be sealed, that the cuttings be drummed and hauled off=site, or that the soils be characterized with chemical tests; these services will be provided but will be considered additional and out of scope items of work. The out of scope items of work will be provided on a time materials basis pursuant to the fee schedule rates provided with this proposal. Task 5.0—Design Drawings Prepare working drawings for the facilities identified in the approved Preliminary Design Report. Drawing originals shall be City standard plan sheets. Plans shall use the metric system. Existing City standards and specifications shall be used to the extent possible. j. Page 6 of 13 June 24,2003 01 - 1-i New Tank Farm Lift Station and City of San Luis Obispo Sewer Pipeline Improvement Project Task 5.1 --Lift Station Design This item of work generally describes the tasks for the design of the New Tank Farm Lift Station. Task 5.1.1 --Civil and General Design Prepare for inclusion in the project manual, drawings and specifications for civil and general design elements. General design includes preparation of location and vicinity map, index of drawings, project referencing system and symbols and abbreviations. Civil design includes project site plan, survey control, paving and grading, force main plan and profile and outside piping drawings. Task 5.1.2 -- Process Design Prepare for inclusion in the project manual, drawings and specifications process and instrument diagrams for pumps. Task 5.1.3 --Architectural Design Prepare for inclusion in the project manual, drawings and specifications for architectural design elements. Architectural design includes building exterior elevations, floor, ceiling and roof plans and sections, and material selections. Additionally, this task includes a budget for 8 hours to be used to prepare for and meetings with the City's Architectural Review Committee or related architectural review groups. Task 5.1.4--Structural Design Prepare for inclusion in the project manual, drawings and specifications for structural design elements. Structural design includes preparation of structural calculations and designs for foundations, piping supports, and structures. Task 6.1.5-- Mechanical Design Prepare for inclusion in the project manual, drawings and specifications for mechanical design elements. Mechanical design includes selection of mechanical equipment, arrangement of equipment and piping. Task 5.1.6 -- Electrical Design Prepare for inclusion in the project manual, drawings and specifications for electrical design elements. Electrical design includes: power requirements, electrical distribution systems, motor control centers, lighting and circuit diagrams, and electric motors. BROWN ' Page 7 of 13 June 24,2003 c � - �a i New Tank Farm Lift Station and City of San Luis Obispo Sewer Pipeline Improvement Project Task 5.1.7—Landscape and Irrigation Design Prepare for inclusion in the project manual, drawings and specifications for landscape and irrigations systems for the New Tank Farm Lift Station site. The landscape designs will be coordinated with the City and will be consistent with Landscape designs provided for similar previous projects. Task 5.1.8—HVAC and Plumbing Systems Prepare for inclusion in the project manual, drawings and specifications for HVAC and Plumbing systems for the New Tank Farm Lift Station. The HVAC system design includes blowers, fans, ducts and related control systems. The Plumbing designs include all related on-site water supply and drainage-systems. Task 5.1.9 -Instrumentation Design Prepare for inclusion in the project manual, drawings and specifications for instrumentation design elements. Instrumentation design includes design of control systems, control panels, telemetry system. Task 5.1.10-Emergency Generator Prepare for inclusion in the project manual, drawings and specifications for the inclusion of an emergency generator for the new lift station. The emergency generator design includes: the design of mounting pad and structural supports, electrical and control systems, fuel supply system, and the design of a separate enclosure system or alternatively, expansion of the MCC and Electrical equipment enclosure. Task 5.1.11 —Odor Control Facilities Prepare for inclusion in the project manual, drawings and specifications odor control facilities. The odor control system contemplated under this task is a biofilter type system. Additional or alternative systems may be considered but may require.an additional budget adjustment. Task 5.2 --Gravity Sewer Pipeline and Force Main Design This item of work generally describes the tasks for the design of the gravity sewer linen and force main improvements. The sewer pipe improvements and their preliminary alignments are generally described in the Project Description. The total length of sewer pipe improvements contemplated under this project is approximately 16,000 lineal feet. Task 5.2.1 —Utility Record Search Conduct a search of available records from the City of San Luis Obispo (City) and appropriate utility companies .to determine the location of existing utilities, ° A N 0i Page 8 of 13 June 24,.2003 0 C� � 13 New Tank Farm Lift Station and City of San Luis Obispo Sewer Pipeline Improvement Project easements, and obstructions. Conduct a pre-design field review to identify existing facilities and connection points. Task 5.2.2 --Sewer Pipeline and Forcemain Alignment Assessment Provide an analysis of the sewer pipeline alignment location alternatives. Evaluate the need for permanent utility easements and temporary construction easements. Identify and evaluate the potential existence and degree of soils and groundwater contamination within or in close proximity to the alternative pipeline alignments. Prepare written recommendations, including consideration of construction issues, and operation and maintenance benefits and drawbacks. Task 5.2.3 --Sewer Pipeline and Forcemain Design and Drawing Preparation Prepare plan and profile drawings using City standard plan sheets. The drawings will include plan and profile views for the proposed force main alignment, underground utilities, and surface improvements. The drawings will show horizontal and vertical alignment, topography, record right-of-way, record easements, and lines of title as identified during the search of City drawings and records. The plan set will also include appropriate cover sheet, general plan, and manhole and sewer line details appropriate for construction documents. Task 5.2.4—Forcemain Surge Analysis Conduct a surge analysis of the forcemain that will be designed as the discharge pipeline from the New Tank Farm Lift Station. Provide recommendations for the control of transient pressures that could potentially result from the range of likely operational conditions. Incorporate the surge control recommendations into the lift station and forcemain designs. Deliverables:Technical memorandum summarizing the surge analysis methodology, findings, and surge control recommendations. Task 5.3 -- Lift Station Abandonment Plan and Details Prepare appropriate sketches and details for abandonment of the three existing lift stations to be retired. The drawings will serve to illustrate the required demolitions, required sewer tie-overs, required junction structures and other miscellaneous structures and improvements. The basis for the design of abandonment drawings will be the City's site plans and detail drawings showing the existing above ground and subsurface layout and depth of the facilities. The abandonment details will comprise of an overlay over a digitized copy of the site plans for the existing facilities to be furnished by the City. Additional investigative work will be provided to the City to determine existing conditions, if needed, but will be done so on a time and materials basis. Page 9 of 13 June 24,2003 New Tank Farm Lift Station and City of San Luis Obispo Sewer Pipeline Improvement Project Task 6.0 —Contract Specifications Prepare contract specifications in CSI format. Incorporate City Standard specifications to the extent possible. Specifications shall use the metric system. One set of technical specifications will be prepared that will address the construction requirements for the New Tank Farm Lift Station Forcemain .Improvements. The City will be responsible for preparing and coordinating the front-end and boilerplate documents for the specification package. Task 7.0 —Construction Cost Estimates Update the 10 percent construction cost estimate at the 90%, and final completion levels. Submit construction cost estimates to the City prior to design review meetings. Task 8.0—Assistance With Right Of Way Acquisition Evaluate the utility easement requirements for the Project and provide the following assistance to the City during the ROW acquisition process: Task 8.1 —Evaluate Land Purchase and Utility Easement Requirements Following the preliminary layout of the lift station and sewer line alignments, conduct an assessment and provide a recommendation to the City of the land purchase and utility easement requirements of the project. Task 8.2—Preliminary Assessment of Affected Properties and Land Ownership Following conceptual approval of the recommended land purchase and utility ,easement acquisition requirements, conduct an assessment to identify the affected land parcels and conduct a preliminary title search to determine their ownership status. Deliverables: Technical memorandum with supporting documentation that provides a summary of the affected parcels and ownership status. Task 8.3—Prepare Plat Maps and Legal Descriptions Following City approval of the lift station site and pipeline alignment layouts and City approval of the recommended land purchase and utility easement acquisition requirements, we will prepare legal descriptions and exhibits to assist the City in the acquisition of lands and easements for the permanent locations of the new sewer lift station, sanitary sewer pipelines, and appurtenances as needed. From the preliminary project information, we have estimated that one legal description and exhibit will be needed for the land acquisition efforts (for the sewer lift station) and two legal descriptions and exhibits will be needed for easements (for the sanitary sewer pipeline and appurtenant facilities.) Additional legal descriptions and exhibits requested by the O AND : Page 10 of 13 June 24,2003 1 New Tank Farm Lift Station and City of San Luis Obispo Sewer Pipeline Improvement Project City for land acquisition and easement activities will be provided on a time and materials basis or as an addendum to this proposal. Deliverables: Easement/Parcel legal descriptions and exhibits in electronic format and hardcopy (three total). Task 8.4—Coordinate/Assist With ROW Acquisition Coordinate with the affected parties and provide assistance to the City during the land and easement acquisition process. This will include assisting the City in responding to questions from property owners, visiting the project site and meeting with prospective property owners to review the limits of the work and land/easements, and preparing letters and correspondence relating to the property/easement acquisition process.. The City will be responsible for securing final title reports, appraisals and valuations, negotiations with property owners and their agents, escrow costs, and related ownership transfer costs. Task 9.0 Submit 50 Percent Drawings and Specifications/50 percent Design Review Meeting Submit one week prior to design review meeting, three half-size copies of design drawings and specifications at the 50 percent completion level. Submittal shall include drawings in progress including: general drawings, site plan, architectural drawings; P&IDs, mechanical and structural drawings, and draft technical specifications. Conduct 50 percent design review meeting. Prepare meeting notes and detail action list that responds to City and technical advisor comments. Task 10.0 — Submit 90 Percent Drawings and Specifications/90 percent Design Review Meeting Submit one week prior to design review meeting, three half-size copies of design drawings and specifications at the 90 percent completion level. Submittal shall include drawings in progress including: general drawings, site plan, architectural drawings, P&IDs, mechanical and structural drawings, and draft technical specifications. Conduct 90 percent design review meeting. Prepare meeting notes and detail action list that responds to City and technical advisor comments. Task 11.0 --Quality Control/Quality Assurance Reviews BC will conduct internal reviews of the design report, construction plans, technical specifications and related project documents prior to submittal to the City. Each document will be checked by a qualified individual not directly involved in the technical conduct or supervision of the work. 1 Page 11 of 13 June 24,2003 C�1 -ll� New Tank Farm Lift Station and City of San Luis Obispo Sewer Pipeline Improvement Project Task 12.0 — Submit Final Contract Documents Upon award of contract provide original mylars, and plans and specification documents on electronic media to the City. Task 13.0--Project Management This task includes the management and administration of the contract, all subcontracts and project personnel. This is a continuous function throughout all phases of the project. Work includes preparation of, and duties associated with, a detailed project management plan, day-to-day project management, maintenance of technical quality, cost control, schedule and preparation and submittal to the City of monthly project and budget status reports. Task 14.0 --Project Meetings BC will attend project meetings with City staff to keep the City apprised of the project; review and approve work plans, review work in progress and receive comments. BC will prepare meeting notes and submit them to the City and other meeting attendees and interested parties. BC will attend at least one project meeting per month during the duration of the design phase. BC will submit a formal agenda with associated supporting documents at least 5 days prior to each meeting. BID PHASE SERVICES The scope of work for this phase generally provides engineering services during the bid phase of the project. These services generally begin with the completion of the designs and continue through the bid opening. Task 15.0 — Project Management Provide overall project management during the project's bid phase, which includes supervision of BC's in-house staff, planning and monitoring contract budget and schedule, reviewing and submitting invoices, and coordination with the City and the Construction Manager. Task 16.0 — Respond to Request for Information/Clarifications BC will assist the City in the review and preparation of responses to Request for Information (RFI's) and Request for Clarifications (RFCs) from prospective bidders and from the Construction Manager during the bid period. Responses may include elementary sketches, if required, to clarify the design intent and details or to make minor revisions. BC will also prepare clarifications based on BC's own review of the Contract Documents and submittals. 0A N D Page 12 of 13 June 24,2003 a 0—I i New Tank Farts Lift Station and City of San Luis Obispo Sewer Pipeline Improvement Project Task 17.0 —Site Visits and Attendance at Coordination Meetings At the request of the City, the BC Project Manger will attend a transition meeting to provide an overview of the design and to review the contract documents with the City's Construction Management Team. In addition, at the request of the City, the BC Project Manger will attend a prebid meeting, provide assistance to the Construction Manager during the pre-bid job walk, and answer prospective bidder questions. Page 13 of 13 June 24,2003 C AL D On 1g �I CITY OF SAN LUIS OmsPO NEW TANK FARM LIFT STATION AND SEWER PIPELINE IMPROVEMENT PROJECT SCHEDULE AND BUDGET SCHEDULE Brown and Caldwell has carefully evaluated the tasks required for the preliminary and design phase of this Project. Based on our analysis of the project, we have no doubt that final plans and specifications will be ready for bid advertising ten (10) months following receipt of the Notice to Proceed. BUDGET Table B-1 provides a summary of the labor hours and budget for the various tasks listed in the Scope of Work. The cost associated with the portion of the work to be performed by Brown and Caldwell's two sub-consultants; Fugro West for geotechnical investigations and Canon Associates for surveying and mapping are also shown on this summary along with other reimbursable costs. The enclosed table also includes provisions and a budget for the architectural and landscaping subconsultants. The estimated hours for the design of the New Tank Farm Lift Station is based on a wet pit/dry pit submersible pumping station with VFDs; and electrical equipment located in an above ground room. ' Pagel of 2 June 24,2003 New Tank Farm Lift Station and City of San Luis Obispo Sewer Pipeline Improvement Project Table 1 Man-hour and Budget Allocation Direst Travel and Labor Direct Labor Related Task Hours cost APC(55.8811X) Expenses Subconsultants Total Cost DESIGN PHASE SERVICES- 1.0 Mck-Off Meeting/Brainstorming Session 1 28 $4,102 $1531 $1.100 $0 -$5,355 2.0 lPreuininary Design Letter Report 1 128 $14,388 $753 $500 1 $0 $15,641 3.0 ISurvey and Mapping 1 16 $2,352 $94 $0 1 $65,000 $67,446 4.0 lGeotechnical Services 1, 20 $2,860 $1181 $0 1 $41,0001 $43,978 5.0 Design'Drawing Preparation 5:1 New Tank Farm Lift Stenon Design 1,286 $148,484 $7,562 $0 $18,000 $174,046 5.2 Gravity Sewer Pipeline and Force Main Design '702 $75,494 $4,128 $0 $0 $79,622 5.3 Existing Lift Station Abandonment Plans and Details 80 9,310 470 0 3,000 12;780 Subtotal 2A68 $233,288 $14180 $0 $21,000 $268,448 6.0 lContrect Specifications 1 220 $19,048 1 $1,294 $0 $0 $30,342 7.0 lConstructlon Cost Estimates 1 200 $30,5121 $1,178 $0 $0, $31,688 8.0 lAssistance With Right of Way Acquisition 1 80 $10,378 $470 $0 $8.500 1 $19.346 9.0 Submit 50 Percent Drawings and Specifications/50 37 $5,523 $218 $1500 $0 $7,241 , percent Design Review Meeting - 10.0 Submit 90 Percent Drawings and Specifications/90 37 $5,523 $218 $1,500 $0 $7,241 percent Design Review Meeting 11.0 lQuality Control/Quality Assurance Reviews 1 82 $13.382 $4821 $0 $0 $13,864 12.0 ISubmit Final Contract Documents 1 30 - $3,082 1 -$176 - $300 $0 $3,558 13.0 113roject Management 1 172 $27,3961 $1,011 $400 $0. $28,807 14.0 lProject Meetings _ 152.1 $22,968 $8941 $2,300 $0 1 $26,162 Total-Design Phase 1 3,2681 $404,8001 -$19,2161 $7,600 1 $135,500 1 $567,116 BID PHASE SERVICES 15.0 lProject Management 1 28 $4,280 $165 $300 1 so 1 $4,745 16.0 18ld Phase Support-.Respond to RFI's and RFC's 1 120 - $16;712 . _ $706. _ _ $0 $0 $17,418. 17.0 ITransition/and Pre-bid Meetings 1 34 $4,838 $200 $5001 sol. $5,538 Total-Bid Phase 1 182 $25,8301 $1,070 $800 I $0 $27,700 Total Project 1 3,4501 $430,6301 $20,2861 $8,400 $135500 5594,818 Notes: 1. In addition to Brown and Caldwelrs hourly billing rates,a$5.88 per direct labor hour Associated Project Cost(APC)charge will be added to each invoice. This APC covers the cost of in-house reproduction services,including reproduction of drawings,in-house photocopying•printing,and binding, in-house communication costs,such as telephone,facsimile,telecopy and regular postage. B R 1 W N A,N r is Page 2 of 2 June 24,2003 CALDWELLi.,, C� - �o Exhibit B CONTRACT PERFORMANCE TERMS 1. Business Tax. Contractor must have a valid City of San Luis Obispo business tax certificate prior to execution of the contract. Additional information regarding the City's business tax program may be obtained by calling(805)781-7134. 2. Ability to Perform. Contractor warrants that it possesses, or has arranged through subcontracts, all capital and other equipment, labor, materials, and licenses necessary to carry out and complete the work hereunder in compliance with any and all federal, state, county, city, and special district laws, ordinances,and regulations. 3. Laws to be Observed. Contractor shall keep itself fully informed of and shall observe and comply with all applicable state and federal laws and county and City of San Luis Obispo ordinances,regulations and adopted codes during its performance of the work. 4. Payment of Taxes. The contract prices shall include full compensation for all taxes that Contractor is required to pay. 5. Permits and Licenses. Contractor shall procure all permits and licenses, pay all charges and fees, and give all notices necessary. 6. Safety Provisions. Contractor shall conform to the rules and regulations pertaining to safety established by OSHA and the California.Division of Industrial Safety. 7. Public and Employee Safety. Whenever 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. 8. Preservation of City Property. Contractor 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 as a result of Contractors operations, it shall be replaced.or restored at Contractor's expense. The facilities shall be replaced or restored to a condition as good as when the Contractor began work. 9. Immigration Act of 1986. Contractor warrants on behalf of itself and all sub-contractors engaged for the performance of this work 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 work hereunder. 10. Contractor Non-Discrimination. In the performance of this work, Contractor agrees that it will not engage in,.nor permit such sub-contractors 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. 11. Work Delays. Should Contractor be obstructed or delayed in the work required to be done hereunder by changes in the.work or by any default, act, or omission of the City, or by strikes, fire, earthquake, or any other Act of God, or by the inability to obtain materials, equipment, or labor due to federal government restrictions arising out of defense or war programs,then the time Exhibit B:Contract Performance Terms Page B-2 of completion may, at the City's sole option,be extended for such periods as may be agreed upon by the City and the Contractor.. 12. Payment Terms. The City's payment terms are 30 days from the receipt of an original invoice and acceptance by the City of the services provided by Contractor(Net 30). 13. Inspection. Contractor shall furnish City with every reasonable opportunity for City to ascertain that the services of Contractor are being performed in accordance with the requirements and intentions of this contract. 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 Contractor of any of its obligations to fulfill its contract requirements. 14. Audit. The City shall have the option of inspecting and/or auditing all records and other written materials used by Contractor in preparing its invoices to City as a condition precedent to any payment to Contractor. 15. Interests of Contractor. Contractor covenants that it presently has no interest, and shall not acquire any interest direct or indirect or otherwise, which would conflict in any manner or degree with the performance of the work hereunder. Contractor further covenants that, in the performance of this work,no sub-contractor or person having such an interest shall be employed. Contractor certifies that no one who has or will have any financial interest in performing this work is an officer or employee of the City. It is hereby expressly agreed that, in the performance of the work hereunder, Contractor shall at all times be deemed an independent contractor and not an agent or employee of the City. 16. Hold Harmless and Indemnification. Contractor agrees to defend, indemnify, protect and hold the City and its agents, officers and employees harmless from and against any and all claims asserted or liability established for damages or injuries to any person or property, including injury to Contractor's employees, agents or officers which arise from or are connected with or are caused or claimed to be caused by the acts or omissions of Contractor, and its agents, officers or employees, in performing the work or services herein, and all expenses of investigating and defending against same; provided, however, that Contractor's duty to indemnify and hold harmless shall not include any claims or liability arising from the established sole negligence or willful misconduct of the City, its agents, officers or employees.. 17. Year 2000 Compliance. The Contractor warrants that the goods or services provided to the City, including those provided through subcontractors, are "Year 2000 compliant." For the purpose of this contract, "Year 2000 compliant" means that goods or services provided to the City will continue to fully function, fault-free, before, at and after the Year 2000, without interruption or human intervention; and if applicable, any data outside of the date range 1990- 1999, including leap years, will be correctly processed in any level of computer hardware or software, including, but not limited to, microcode, firmware, application programs, files and data bases. This warranty supersedes all warranty disclaimers or limitations, and all limitations on liability,otherwise provided by the Contractor. Upon request by the City,the Contractor will provide the City with a description of its Year 2000 compliance strategy;or statement of why this is not relevant to contract performance. 18. Contract Assignment. Contractor shall not assign, transfer, convey or otherwise dispose of the contract, or its right, title or interest, or its power to execute such a contract to any individual or business entity of any kind without the previous written consent of the City. n Exhibit B:Contract Performance Terms Page S4 19. Termination. If, during the term of the contract, the City determines that Contractor is not faithfully abiding by any term or condition contained herein, the City may notify Contractor in writing of such defect or failure to perform; which notice must give Contractor a 10 (ten) calendar day notice of time thereafter in which to perform said work or cure the deficiency. If Contractor has not performed the work or cured the deficiency within the ten days specified in the notice, such shall constitute a breach of the contract and the City may terminate the contract immediately by written notice to Contractor to said effect. Thereafter, neither party shall have any further duties,obligations, responsibilities or rights under the contract. In said event, Contractor 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 Contractor as may be set forth in the Agreement payment schedule; compensation for any other work, services or goods performed or provided by Contractor shall be based solely on the City's assessment of the value of the work-in- progress in completing the overall workscope. The City reserves the right to delay any 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 Contractor be entitled to receive in excess of the compensation quoted in its proposal. 20. Ownership of Materials. All original drawings, plan documents and other materials prepared by or in possession of 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. 21. Release of Reports and Information. Any reports, information, data, or other material given to, prepared by or assembled by Contractor as part of the work or services under these specifications shall be the property of City, and shall not be made available to any individual or organization by Contractor without the prior written approval of the City. 22. Copies of Reports and Information. If the City requests additional copies of reports,drawings, specifications, or any other material in addition to what Contractor is required to furnish in limited quantities as part of the work or services under these specifications, Contractor shall provide such additional copies as are requested, and City shall compensate Contractor for the costs of duplicating of such copies at the Contractor's direct expense. 23. Required Deliverable Products. Contractor will provide: a. Five copies of plans and specifications for the gravity main, lift station and force main project that addresses all elements of the workscope. Any documents or materials provided by Contractor will be reviewed by City staff and, where necessary, Contractor will respond to staff comments and make such changes as deemed appropriate. b. One camera-ready original, unbound, each page printed on only one side, including any original graphics in place and scaled to size,ready for reproduction. � � -a3 i i Exhibit B:Contract Performance Terns Page 84 C. When computers have been used to produce materials submitted to the City as a part of the workscope, Contractor must provide the corresponding computer files to the City, compatible with the following programs whenever possible: • Word Processing Word • Spreadsheets Excel • Desktop Publishing Coreldraw,Pagemaker • Computer Aided Drafting(CAD) AutoCad Computer files must be on 31/2", high-density, write-protected diskettes, formatted for use on IBM-compatible systems. Each diskette must be clearly labeled and have a printed copy of the directory. 24. Attendance at Meetings and Hearings. As part of the workscope and included in the contract price is attendance by the Contractor at up to 3 public meetings to present and discuss its findings and recommendations. Contractor shall attend as many "working" meetings with staff as necessary in performing workscope tasks. 25. Insurance. Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder by Contractor, its agents,representatives, employees or sub-contractors. a. Minimum scope of insurance. Coverage shall be at least as broad as: • Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001). • Insurances Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability,code 1 (any auto). • Workers' Compensation insurance as required by the State of California and Employer's Liability Insurance. • Errors and Omissions Liability insurance as appropriate to Contractor's profession. b. Minimum limits of insurance. Contractor shall maintain limits no less than: • General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. • Automobile Liability: $1,000,000 per accident for bodily injury and property damage. • Employer's Liability: $1,000,000 per accident for bodily injury or disease. • Errors and Omissions Liability:. $1,000,000 per occurrence. C. Deductibles and self-insured retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials, employees and volunteers; or Contractor shall procure a a� -A �1 Exhibit B:Contract Performance Terms Page B5 bond guaranteeing payment of losses and related investigations,claim administration and defense expenses. d. Other insurance provisions. The general liability and automobile liability policies are to contain, or be endorsed to contain,the following provisions: • The City, its officers, officials, employees, agents and volunteers are to be covered as insureds as respects: liability arising out of activities performed by or on behalf of Contractor; products and completed operations of Contractor; premises owned, occupied or used by Contractor; or automobiles owned, leased, hired or borrowed by Contractor. The coverage shall contain no special limitations on the scope of protection afforded to the City, its officers, official, employees,agents or volunteers. • For any claims related to this project, Contractor's insurance coverage shall be primary insurance as respects the City, its officers, officials, employees, agents and volunteers. Any insurance or self-insurance maintained by the City, its officers,officials,employees,agents or volunteers shall be excess of Contractor's insurance.and shall not contribute with it. • Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials,employees,agents or volunteers. • Contractor's insurance shall apply separately to each insured against whom claim is made or suit is brought; except with respect to the limits of the insurer's liability. • Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City. e. Acceptability of insurers. Insurance is to be placed with insurers with a current A.M. Best's rating of no less than ANN. f. Verification of coverage. Contractor shall furnish the City with a certificate of insurance showing maintenance of the required insurance coverage. Original endorsements effecting general liability and automobile liability coverage required by this clause must also be provided. The endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. All endorsements are to be received and approved by the City before work commences. Attachment 2a y �t Hair, pl°y 'a v M PF" Existing Roc view *� Lift Station . � Existing A.C. Force Main -� $ rw�over S Iz Existing Tank Farm Lift Station +'s Existing Airport Lift Station AUrmrr .r. �• J N Existing Tank Farm , Rockview, and Airport Lift Stations and A.C. Force Main C� - Attachment 2b y� � e Y �Or •T VI � Y�19q DA- QRCUTr .. NLW Proposed New Force Main Proposed New e e Gravity Sewers �,• u.c rover _ P + a R Proposed New Tank Farm Lift Station wWOFrr N Proposed New Tank Farm Lift Station and Gravity Sewers