HomeMy WebLinkAbout07/03/2007, C5 - UPDATE TO THE WASTEWATER FACILITIES MASTER PLAN Council ""°°`?LLl 3, 2.007
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C I T Y OF S AN L U IS O B I S P O
FROM: John Moss,Utilities Directo
Prepared By: Dan Gilmore,Utilities Enginder
SUBJECT: UPDATE TO THE WASTEWATER FACILITIES MASTER PLAN
CAO RECOMMENDATION:
1. Approve an agreement with.Brown&Caldwell in the amount of$59,800 to prepare an update to
the Wastewater Facilities Master Plan.
2. Authorize the transfer of$25,000 in additional funding from Wastewater Collections System
Improvements to the project account.
DISCUSSION
As part of the process to develop the Airport Area Specific Plan and the Margarita.Area Specific
Plan, the consulting firm of Brown & Caldwell was hired to prepare a Wastewater Facilities
Master Plan that included those areas. The purpose of the master plan is to identify the facilities
that are needed for the City to provide sewer service to these areas. Recently, the City's Sphere
of Influence and Urban Reserve were expanded to include additional lands in the Avila Ranch
area to the south of the City. New sewer mains and at least one sewer lift station will be needed
in order to provide this area with sewer service. This master planning effort will use existing
land use and zoning information to help establish preliminary pipesizes and lift station
location(s) for the sewer facilities that will be needed in order to serve this area. The facilities
identified in the master plan will then be constructed by private developers, as conditions of any
new development that will benefit from or make use of the.facilities.
As author of the October 2000 Wastewater Facilities Master Plan, Brown & Caldwell is uniquely
qualified to perform the supplemental master planning work. Brown & Caldwell has submitted a
proposal for this work, dated May 18, 2007, which has been reviewed by staff and is considered
to be reasonable in terms of scope and cost. The proposal has been included in the proposed
agreement(Attachment 1).
FISCAL IMPACT
The 2007-09 Financial Plan includes a Significant Operating Program Change in Appendix A,
page 64, with $40,000 of funding for this Wastewater Master Plan Update. The proposal from
Brown & Caldwell is for $59,800. The recommended action would authorize the transfer of an
additional $25,000 from Wastewater Collections System Improvements to cover the cost of the
consultant services and provide an additional $5,200 for contingencies.
ATTACHMENTS
Agreement(includes Brown & Caldwell proposal, dated May 18, 2007)
G:\UTIL\CAR-CAO Reports\2007 Council Agenda Reports\W W Master Plan Update CAR
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, 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 and charter city, hereinafter referred to as "City", and Brown and Caldwell, hereinafter referred to as
"Consultant."
WITNESSETH:
WHEREAS, on August 23, 2005, the City Council passed Council Resolution 9726, expanding the City's
Urban Reserve to include additional lands south and southwest of the City;and
WHEREAS,the City subsequently requested a proposal from Consultant for the preparation of an update to
the Wastewater Facilities Master Plan;and
WHEREAS, pursuant to said request, Consultant submitted a proposal, dated May 18, 2007 that was
accepted by City for said services.
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 acceptance or completion of said services.
2. INCORPORATION BY REFERENCE. Consultant's proposal and scope of work dated May
18,2007,identified as Exhibit A,are hereby incorporated in and made a part of this Agreement.
3. CITY'S OBLIGATIONS. For providing services as specified in this Agreement, City will pay
and Consultant shall receive compensation in a total sum not to exceed$59,800.
4. CONSULTANT'S OBLIGATIONS. For and in consideration of the payments and agreements
hereinbefore mentioned to be made and performed by City, Consultant agrees with City to provide consultant
services according to their proposal, dated May 18, 2007, as described 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.
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ATTACHMENT 1
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 Utilities Director of the City of San Luis Obispo.
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.
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 David Hix
Utilities Department
City of San Luis Obispo
25 Prado Road
San Luis Obispo,CA 93401
Consultant Joseph Gutierrez,PE,PMP
Brown and Caldwell
400 Exchange,Suite 100
Irvine,CA. 92602
8. 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.
ATTEST: CITY OF SAN LUIS OBISPO
By:
Audrey Hooper,City Clerk David F.Romero,Mayor
APPROVED AS TO FORM: BROWN AND CALDWELL ENGINEERS
By:
:Jo ?LowtUCity AttomeyJoseph Gutierrez,PE,PMP
ATTACHMENT 1
400 Exchange,Suite 100
Irvine,CA 92602
Tel:(714)730-7600
Fax:(714)734-0940
May 18,2007
Mr.Dave Hie
City of San Luis Obispo
955 Morro Street
San Luis Obispo,California 93401 1012/071001-003
Subject Proposal for 2007 Wastewater Master Plan Update
Airport Area Planning Study
Dear Mr. Hix:
In accordance with your request,Brown and Caldwell is pleased to submit our proposal to
assist the City of San Luis Obispo (City)with the 2007 Wastewater Master Plan Update—
Airport Area planning study.
This proposal reflects our recent discussions with you and the City's desire to evaluate the
Airport Area of the wastewater collection system.As a follow-up to our previous master
plan work performed for the City,we will evaluate this subsystem of the overall
wastewater collection system to assist the City in planning efforts for this specific area.
The Scope of Work provided as Attachment 1 outlines the details of what we will provide
the City for this project.The Scope of Work will be executed according to the Fee Estimate
and Schedule which is provided as attachments 2 and 3.We look forward to hearing from
you and to the opportunity to work together on this important project.Please feel free to
contact us with any questions you may have.
Very truly yours,
&sepGutie
WELL On behalf of the CITY OF
SAN LUIS OBISPO
Signature
ez,P PMP
ngi Title
Date
Enc.
1012\071001\003_Genenl\'XT\107133 SIA rlasimplan propos dAm
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ATTACHMENT 1
CITY OF SAN LUIS OBISPO
2007 WASTEWATER MASTER PLAN UPDATE
AIRPORT AREA PLANNING STUDY
ATTACHMENT 1
SCOPE OF WORK
Task 1 - Project Management
This task involves coordinating the day-to-day needs of the project.We will monitor the progress being made
toward fulfilling the contract goals and objectives,and oversee the project team to meet the scope,quality,
cost,and schedule commitments made totheCity.The budget includes one visit to the City during the
project.
Task 2 - Review Existing Data and Documents
We will collect and review pertinent data and documents including,but not limited to,the following.
® GIS data(land use,parcels,road alignments,topo/contours,etc.)
• Sewer infrastructure attributes (pipe inverts,pump station details,etc.)
• Sewer improvements made in the Airport Area since completion of the 2000 Wastewater Master Plan
• Planning documents (General Plan,Specific Plans,etc.)
• As-built plans and other relevant drawings/maps
+ Proposed sewer alignments in the Airport Area
® Previously completed flow monitoring studies/reports
® City standards/sewer system design criteria
We will develop a data request list after reviewing the items listed above and work with the City to collect the
missing data,if any.
Task 3 - Study Area Characteristics and Flow Loading
The study area for this project involves the Airport Area as depicted on Plate 1 from the City of San Luis
Obispo Wastewater Master Plan Update dated October 2000. Itis bounded approximately by the following
roads:South Higuera on the west;Buckeley on the south;Tank Farm on the north;and Santa Fe on the east.
About half of the study area appears to have some level of existing development,while the other half appears
to be undeveloped.
Sewer flow rates from page 3-2 of the City of San Luis Obispo Wastewater Master Plan Update dated
October 2000 will be used for this study and will be assigned to their respective land use polygons within the
study area as identified by the data collected during Task 2.Additionally,peaking factors or curves will be
taken from information collected during Task 2 and discussions with City staff No additional flow
monitoring or Infiltration&Inflow calculations will be performed as part of this project.
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ATTACHMENT 1
Task 4 - Hydraulic Analysis
Building upon the efforts from Tasks 2 and 3,we will develop a hydraulic model of the study area for this
project to assist in determining infrastructure recommendations.Since the location of new gravity sewer pipe
alignments significantly impact the hydraulic analysis,we will solicit the City's input on determining proposed
piping configurations. Currently there is approximately half of the study area that appears to be undeveloped,
and we will rely on direction from the City as to probable pipe locations so that we can perform the hydraulic
analysis with the best available data at the time of this project.We will evaluate the study area under Average
Dry Weather Flow(ADWF),Peak Dry Weather Flow(PDWF),and Peak Wet Weather Flow(PDWF).
Infrastructure improvements will be sized according to City design criteria.
Task 5 - Prepare Technical Memorandum
Upon completion of Task 4,we will submit a Draft Technical Memorandum describing our assumptions and
methods used,along with our findings and associated tables and figures,as needed.After receiving City
comments on the Draft,we will revise and submit a Final Technical Memorandum to the City.
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ATTACHMENT 1
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 Contractor's 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 wan-ants 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.
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ATTACHMENT 1
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
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. To the fullest extent permitted by law, Consultant shall
indemnify,protect, defend and hold harmless City and any and all of its officials, employees and
agents ("Indemnified Parties") from and against any and all losses, liabilities, damages, costs and
expenses, including attorney's fees and costs which arise out of, pertain to, or relate to the
negligence,recklessness,or willful misconduct of the Consultant.
17. 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.
18. 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.
ATTACHMENT 1
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.
19. 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.
20. 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.
21. 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.
22. Required Deliverable Products. Contractor will provide:
a. Three copies of the final report 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.
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
ATTACHMENT 1
Computer files must be on 3%', 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.
23. Attendance at Meetings and Hearings. As part of the workscope and included in the contract
price is attendance by the Contractor at up to one public meeting to present and discuss its
findings and recommendations. Contractor shall attend as many "working" meetings with staffers
necessary in performing workscope tasks.
24. 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).
• Insurance 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/Iodation 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 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
es'- iz
ATTACHMENT 1
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 A:VII.
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.
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