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Home My WebLink About06-16-2015 C3 Phase 2 & 3 Program Services for WRRF ProjectCity of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number FROM: Carrie Mattingly, Utilities Director Prepared By: David Hix, Deputy Director Utilities – Wastewater SUBJECT: WATER RESOURCE RECOVERY FACILITY PROJECT PHASES 2 AND 3 PROGRAM MANAGEMENT RECOMMENDATION Authorize the City Manager to execute a contract with Water Systems Consulting Inc. for program management of Phases 2 and 3 of the Water Resource Recovery Facility Project for an amount not to exceed $2,311,000 after adoption of the 2015-17 Financial Plan. DISCUSSION Background On January 21, 2014, City Council awarded a contract to Water Systems Consulting, Inc. (WSC) to provide program management services for the entire Water Resource Recovery Facility (WRRF) project and authorized funding for Phase 1. Phase 1, budgeted at $2,225,383, is near completion. Table 1 identifies the WRRF project’s phases and schedule. Table 1 - WRRF Project Phases Phase Schedule Phase 1 - Project Planning January 2014 – June 2015 Phase 2 - Preliminary Design July 2015 – February 2016 Phase 3 - Final Design March 2016 – September 2017 Phase 4 – Construction October 2017 – June 2020 Phase 5 - Close Out July 2020 – August 2020 The WRRF project addresses required upgrades to its treatment processes due to its revised National Pollutant Discharge Elimination System (NPDES) permit that mandates the discharge requirements into San Luis Obispo Creek. The project will also address aged infrastructure, future growth, recycled water, community input and a variety of other aspects. Phase 1 – Project Planning This comprehensive first phase is nearly complete and included a multitude of tasks and activities to guarantee a thorough facilities plan. Phase 1 started with a Program Charter that outlined the vision, mission, guiding principles and objectives as well as performance measures for the project. The Charter incorporated the triple bottom line (environmental, social and economic considerations) and was signed by City stakeholders. The Charter has served as the project’s guiding document and has been actively utilized. Regulatory and capacity requirements have been analyzed for the project and extensive study of alternatives for disinfection, treatment; solids, odor, recycled water June 16, 2015 C3 The WRRF Facility Plan is essentially a 10% design document. It serves as a project description for funding requirements and CEQA and will streamline design. This approach allows the City to meet important regulatory deadlines. The plan will be presented to Council at the July 7 , 2015 meeting. C3 - 1 WRRF Project Program Management Phases 2 & 3 Page 2 and flow equalization have defined the recommended best approach to the project. During Phase 1, two public workshops were held, numerous stakeholder interviews were performed and several tours were conducted and taken. The input from the meetings, tours and interviews not only helped to further define and improve the project, but identified key ways the WRRF was/could be viewed as a community asset. Phases 2 and 3 – Preliminary and Final Design The next two phases of the WRRF project will encompass preliminary and final design. It is estimated it will take 27 months to complete. As the program managers during Phases 2 and 3, WSC will ensure the project continues to move smoothly through final design. It will ensure the coordination of various tasks and activities and manage a variety of different consultant’s work. The coordination effort includes working with the design engineer, value engineering team, environmental consultant for completion of California Environmental Quality Act (CEQA) and acquisition of required permits, assisting the City with securing project funding and construction bidding. Phases 2 and 3 will continue public outreach and community workshops as well as support for the project at City Council meetings and hearings to the Architectural Review Committee (ARC) and Planning Commission (PC). These two phases will also continue the extensive archiving, data management and documentation of the project, which has proven critical to understanding past decisions, and will assist staff, decision makers and designers of future WRRF improvements. Insight, Diligence, Service, Leadership, Results WSC has skillfully managed Phase 1 of the WRRF project and have adeptly demonstrated its approach of “Collaborate, Envision and Deliver”. Its exhaustive, thoughtful and challenging analysis and evaluations, coupled with community input and creativity, will ensure this project is “right” for San Luis Obispo. The WSC team continues to bring nationally recognized technical expertise and business leadership that City staff firmly believes is the most effective way to deliver the best WRRF project on time and within budget. FISCAL IMPACT Phases 2 and 3 of the WRRF project program management will cost $2,311,000 for 2015-17. Adequate funding is identified in the 2015-17 Financial Plan, Capital Improvement Plan, Water Resource Recovery Facility Upgrade Project. Funding for this request has not been approved and the award of an agreement will not be authorized until Council approval of the CIP request and final adoption of the 2015-17 Financial Plan. ALTERNATIVE Approve phases separately. Council may choose to approve Phase 2 now and Phase 3 at a later date. Council could choose this alternative if it determines there is a fiscal necessity to do so; although none has been identified at the time of the writing of this staff report. Program management consistency during design is critical to the success of the project. Separating the phases would likely be disruptive to the overall process and would require additional resources to return to Council. Costs associated with separating the Phases have not been analyzed. ATTACHMENTS 1. January 21, 2014 Council Agenda Report, WRRF Program Manager Award and January 29, 2014, executed agreement C3 - 2 WRRF Project Program Management Phases 2 & 3 Page 3 2. (Exhibit A) WSC Phase 2 & 3 Program Management Proposal 3. Amendment to Contract/Agreement T:\Council Agenda Reports\2015\2015-06-16\Phase 2 & 3 Programs Services for WRRF Project C3 - 3 THIS PAGE IS INTENTIONALLY LEFT BLANK C3 - 4 Attachment 1 C3 - 5 Attachment 1 C3 - 6 Attachment 1 C3 - 7 Attachment 1 C3 - 8 Attachment 1 C3 - 9 Attachment 1 C3 - 10 Attachment 1 C3 - 11 Attachment 1 C3 - 12 Attachment 1 C3 - 13 THIS PAGE IS INTENTIONALLY LEFT BLANK C3 - 14 Program Manager for the WRRF Project Proposal for Phase 2 and 3 Services 5/21/2015 Prepared for the: Attachment 2 C3 - 15 City of San Luis Obispo Proposal for Phase 2 and 3 Services Program Manager for WRRF Upgrade Project – Phase 2 & 3 5/21/2015 i TABLE OF CONTENTS Introduction .............................................................................................................................................. 1 Task 0.0 Program Planning .................................................................................................................. 1 0.1 Review and Update Program Management Plan (PMP) ........................................................... 1 0.2 Charter Workshops ................................................................................................................... 2 Task 1.0 Program Management for Phase 2 and 3 ............................................................................. 2 1.1 Program Administration ............................................................................................................ 2 1.2 City Coordination ...................................................................................................................... 2 1.3 Agency Coordination ................................................................................................................. 2 1.4 Quality Assurance ..................................................................................................................... 2 1.5 Program Controls ...................................................................................................................... 3 1.6 Change Management ................................................................................................................ 3 1.7 Risk Management ..................................................................................................................... 3 1.8 Data Management .................................................................................................................... 3 1.9 Program Status Reports ............................................................................................................ 4 1.10 Routine Meetings ...................................................................................................................... 4 1.11 Coordination with WRRF Energy Efficiency Project .................................................................. 4 1.12 Facility Tours ............................................................................................................................. 4 1.13 Programming for Subsequent Phases ....................................................................................... 5 Task 2.0 Wastewater Characterization Update .................................................................................. 5 Task 3.0 Engineering Support.............................................................................................................. 5 3.1 Consultant Coordination ........................................................................................................... 5 3.2 Data Requests and Responses .................................................................................................. 5 3.3 Design Submittal Review........................................................................................................... 5 3.4 Bidability and Constructability Review ..................................................................................... 6 3.5 Design Engineer Progress Meetings .......................................................................................... 6 Task 4.0 Environmental Support ......................................................................................................... 6 4.1 Consultant Coordination ........................................................................................................... 6 4.2 Data Requests and Responses .................................................................................................. 6 4.3 Document Review ..................................................................................................................... 6 4.4 Environmental Progress Meetings ............................................................................................ 7 Attachment 2 C3 - 16 City of San Luis Obispo Proposal for Phase 2 and 3 Services Program Manager for WRRF Upgrade Project – Phase 2 & 3 5/21/2015 ii 4.5 Public Meetings ......................................................................................................................... 7 Task 5.0 Permitting Support ................................................................................................................ 7 5.1 Consultant Coordination ........................................................................................................... 7 5.2 Data Requests and Responses .................................................................................................. 7 5.3 Permit Review ........................................................................................................................... 7 5.4 Progress Meetings..................................................................................................................... 7 Task 6.0 Funding Support .................................................................................................................... 7 6.1 SRF Application Support ............................................................................................................ 7 6.2 Capture Plans for Other Funding Sources ................................................................................. 8 6.3 Partnerships .............................................................................................................................. 8 6.4 Cost Sharing .............................................................................................................................. 8 6.5 Funding Applications ................................................................................................................. 8 Task 7.0 Public and Stakeholder Outreach ......................................................................................... 9 7.1 Council Meetings....................................................................................................................... 9 7.2 ARC/PC Meetings ...................................................................................................................... 9 7.3 Community Workshop .............................................................................................................. 9 7.4 Project Website ......................................................................................................................... 9 7.5 Graphic Support ........................................................................................................................ 9 7.6 Other Outreach ......................................................................................................................... 9 Task 8.0 Project Archiving ................................................................................................................. 10 8.1 Project Archiving Plan ............................................................................................................. 10 8.2 Photography and Videography ............................................................................................... 10 Task 9.0 Value Engineering ............................................................................................................... 10 9.1 Value Engineering (VE) at 30% Design .................................................................................... 10 9.2 Value Engineering (VE) at 60% Design .................................................................................... 10 Task 10.0 Technical Assistance ........................................................................................................... 11 10.1 Primary Clarifier Stress Testing ............................................................................................... 11 10.2 Filter Testing............................................................................................................................ 11 Task 11.0 Bidding ................................................................................................................................ 11 11.1 Contractor Pre‐Qualification ................................................................................................... 11 11.2 Bidding .................................................................................................................................... 12 Meetings Summary ................................................................................................................................. 13 Attachment 2 C3 - 17 City of San Luis Obispo Proposal for Phase 2 and 3 Services Program Manager for WRRF Upgrade Project – Phase 2 & 3 5/21/2015 iii Deliverables Summary ............................................................................................................................ 15 Cost of Services ........................................................................................................................................... 16 Hourly Rates ................................................................................................................................................ 18 Attachment 2 C3 - 18 City of San Luis Obispo Scope of Services: Phase 2 and 3 – Preliminary and Final Design Program Manager for WRRF Upgrade Project 5/21/2015 1 Scope of Services: Phase 2 and 3 – Preliminary and Final Design INTRODUCTION The City of San Luis Obispo (City) hired the WSC‐HDR team (Consultant) in January 2014 as Program Manager for the Water Resource Recovery Facility Project (WRRF). The City and WSC‐HDR team executed a contract for Phase 1, which covered services through June 2015. This proposal is for Phase 2 and 3 of the Program, which will go through September 2017. Phase Assumed Schedule Phase 1 – Project Planning January, 2014 – June, 2015 Phase 2 – Preliminary Design July, 2015 – June, 2016 Phase 3 – Final Design July, 2016 – September, 2017 Phase 4 – Construction October, 2017 – December, 2020 Phase 5 – Close Out January, 2021 – March, 2021 The scope of work shown below includes a detailed breakdown for Phase 2 and 3. Given the nature of this Program, it is conceivable that the tasks will undergo scope changes to reflect changing Program needs. Therefore, the budget allocations provided for each task are estimates only and the City will have the flexibility to reallocate budgets between tasks, as dictated by Program needs. This scope covers services through September 30, 2017, or a duration of approximately 27 months. TASK 0.0 PROGRAM PLANNING 0.1 Review and Update Program Management Plan (PMP)  Review the following sections of the PMP and update as required: (1) Chapter 3 – Program Administrative Procedures (2) Chapter 4 – Communication Plan (3) Chapter 5 – Data Management (4) Chapter 6 – Change Management (5) Chapter 7 – Risk Management (6) Chapter 8 – Design Standards (7) Chapter 9 – Sustainability Plan (8) Chapter 10 – QA/QC Plan  Document revisions in the PMP Revision Log, and distribute updated PMP to all Project Team members, including selected Environmental Consultant and Design Engineering Consultant. Attachment 2 C3 - 19 City of San Luis Obispo Scope of Services: Phase 2 and 3 – Preliminary and Final Design Program Manager for WRRF Upgrade Project 5/21/2015 2 0.2 Charter Workshops  Facilitate structured workshops with the Project Team to review the Charter at key milestones determined by the CMT. These milestones could include the addition of new teams, changes in leadership (Council, City staff, etc.), and changes in Regional Board staff.  The goal of the workshops will be to review the Charter, reflect on successes, identify areas for improvement, and develop initiatives going forward.  The scope assumes 3 workshops. TASK 1.0 PROGRAM MANAGEMENT FOR PHASE 2 AND 3 1.1 Program Administration  Provide oversight, manage communication, assign resources, and coordinate work efforts of the Consultant team to align with the Program priorities and achieve cost‐effective performance.  Conduct active problem solving, including coordination and collaboration of the Program resources.  Administer subcontracts.  Prepare monthly invoices to the City. 1.2 City Coordination  Engage, collaborate and coordinate with City management staff and City operations staff.  Facilitate and/or participate in impromptu meetings, phone/conference calls, and site visits.  Support and facilitate information sharing and knowledge transfer.  Coordinate with the press on behalf of the City, as needed.  Because of the uncertainty related to the level of effort for this task, we assigned a level of effort of 14 hours per month for Phase 2 and 3. 1.3 Agency Coordination  Serve as primary point of contact and Program lead for the City. Coordinate interactions with jurisdictional agencies, permitting entities, project partners and other stakeholders directly related to the Program.  Plan, organize, conduct and document meetings with regulators.  Participate in City’s ongoing negotiations with agencies and provide technical support to City to support negotiations with agencies.  Because of the uncertainty related to the level of effort for this task, we assigned a level of effort of 7 hours per month for Phase 2 and 3. 1.4 Quality Assurance  Provide quality assurance (QA) to meet the Program’s goals, standards, and quality objectives, including: (1) Meet intent of QA/QC Plan, defined in the PMP; Attachment 2 C3 - 20 City of San Luis Obispo Scope of Services: Phase 2 and 3 – Preliminary and Final Design Program Manager for WRRF Upgrade Project 5/21/2015 3 (2) Monitor adherence to the Program standards, defined in the PMP; (3) Review documents for consistency with Program Charter; (4) Periodically audit QC; (5) Review and update QA/QC Plan as necessary. 1.5 Program Controls  Maintain the MIS to monitor program budget, schedule and scope.  Maintain and monitor the master program schedule. Develop an updated program schedule for Phase 2 through completion and produce updated schedules as required. Incorporate detailed schedules from Project Team members.  Review invoices and progress reports of Project Team members and recommend approval or rejection of invoice by City.  Track secured outside funding and report to CMT regularly.  Compile and monitor budget, cost and cash flow information for the Program. Update program budget and produce budget and cost projections monthly.  Monitor scope, including tracking approved out of scope work. 1.6 Change Management  Proactively manage changes to scope and/or budget of the Program, and implement change management procedures as defined by the PMP.  Identify and document Potential Change Orders (PCO), and evaluate options and solutions to address the issue(s), including estimating potential impacts to budget, schedule and quality (if any).  Manage PCOs, Change Order Requests (CORs) and Commitment Change Orders (CCOs) in Procore.  Support the City in executing approved CCOs as required.  Because of the uncertainty related to the level of effort for this task, we assigned a level of effort of 7 hours per month for Phase 2 and 3. 1.7 Risk Management  Identify Program risks and develop mitigation and contingency plans.  Characterize, quantify and prioritize risks utilizing the risk register, and analyze impacts on Program budget and schedule.  Because of the uncertainty related to the level of effort for this task, we assigned a level of effort of 6 hours per month for Phase 2 and 3. 1.8 Data Management  Provide new Project Team members tailored training on use of Procore. Attachment 2 C3 - 21 City of San Luis Obispo Scope of Services: Phase 2 and 3 – Preliminary and Final Design Program Manager for WRRF Upgrade Project 5/21/2015 4  Maintain project files in electronic format according to structure defined by PMP. 1.9 Program Status Reports  Provide monthly status updates in a dashboard format that summarize Program performance relative to the baseline program budget and schedule and summarize activities completed in current month and planned for the next month. Monthly status updates will be distributed to the Program Team via email.  Prepare quarterly status reports that include a high level summary of how the Program is aligning with the Program Charter, an overview of budget and schedule compliance, and a summary of upcoming goals. Deliverables: Monthly Status Updates (Email); Quarterly Status Reports (Electronic PDF via Procore) 1.10 Routine Meetings  Plan, organize, and conduct bi‐weekly Core Management Team (CMT) meetings (two hour duration each) through 2015, then monthly thereafter.  Plan, organize, and conduct monthly Program update meetings with City operations staff (one hour duration each).  Plan, organize, and conduct bi‐weekly Program Management Team meetings. Deliverables: Meeting agendas 1.11 Coordination with WRRF Energy Efficiency Project  Provide coordination as the Program relates to other projects at the WRRF. This scope assumes coordination with the WRRF Energy Efficiency Project, which includes: (1) Attendance at routine WRRF Energy Efficiency Project meetings through September 2015; (2) Information sharing between the WRRF Energy Efficiency Project and the WRRF Project regarding SCADA upgrades; (3) Review of record drawings.  Because of the uncertainty related to the level of effort for this task, we assigned a level of effort of 48 hours for Phase 2 and 3. 1.12 Facility Tours  Organize and facilitate tours for City staff of other sites/facilities, as needed.  Document tours with notes, findings, preferences, decisions, and follow‐up.  Scope assumes 4 days of tours. Attachment 2 C3 - 22 City of San Luis Obispo Scope of Services: Phase 2 and 3 – Preliminary and Final Design Program Manager for WRRF Upgrade Project 5/21/2015 5 1.13 Programming for Subsequent Phases  Coordinate and collaborate with City to plan and develop scope of services to be provided by Consultant during the subsequent phases of the Program. TASK 2.0 WASTEWATER CHARACTERIZATION UPDATE  Consultant will review the results of the new flow and load data collected during 2014 and 2015 and update flow and load projections, particularly for BOD and TKN.  Consultant will update the Wastewater Characterization Technical Memorandum (TM) and review with the City.  Consultant will finalize TM based on City’s comments. Deliverable: Updated TM#1 Wastewater Characterization TASK 3.0 ENGINEERING SUPPORT 3.1 Consultant Coordination  Consultant will coordinate the work of the City’s architectural and engineering consulting firms. Manage and monitor the work of design consultants through design completion. Manage the review of regular submittals and reviews of documents.  Review designers progress against the project schedule and recommend corrective action as needed.  Arrange for the distribution of interim design submittals to reviewers. Schedule and manage design review meetings to discuss review comments. 3.2 Data Requests and Responses  Provide existing information, design criteria, and technical standards to the selected designers.  Research, compile and provide other available information requested by the consultant. 3.3 Design Submittal Review  Review all design submittals including plans, specifications, calculations, cost estimates, geotechnical report, study reports, startup and testing plans, etc. for completeness and consistency with the Facilities Plan, adopted City standards, Program Charter, and the City’s objectives. This includes discipline specialists, such as civil, mechanical, process, electrical, geotechnical, architectural, structural, etc. Coordinate comments and assist in resolving conflicting comments.  Review and evaluate, and provide recommendations to the City for its determination, any requests for scope changes during design.  Provide technical expertise when needed to advise the City on key decisions during design. Attachment 2 C3 - 23 City of San Luis Obispo Scope of Services: Phase 2 and 3 – Preliminary and Final Design Program Manager for WRRF Upgrade Project 5/21/2015 6 3.4 Bidability and Constructability Review  Perform constructability reviews for 30% and 60% design submittals, and bidability review at 90%. This includes scope, schedule and cost estimate review, as well as discipline specialists, such as civil, mechanical, process, electrical, geotechnical, architectural, structural, etc. Coordinate comments and assist in resolving conflicting comments. 3.5 Design Engineer Progress Meetings  Attend regular progress meetings (assume 40) with the designer, including routine management and status meetings, focused design meetings, and design review workshops. TASK 4.0 ENVIRONMENTAL SUPPORT 4.1 Consultant Coordination  Consultant will coordinate the work of the City’s environmental consulting firm.  Manage and monitor the work of the environmental consultant through completion. Manage the review of all deliverables. Review consultant’s progress against the project schedule and recommend corrective action as needed.  Arrange for the distribution of interim deliverables to reviewers. Schedule and manage review meetings to discuss review comments. 4.2 Data Requests and Responses  Provide existing information and studies to the selected environmental consulting firm. This shall include project schedule, site layout, flow diagrams, process descriptions and sizing, geotechnical reports, effluent water quality projections, estimated air emissions, construction activities (number and type of equipment; traffic; estimated labor force), construction sequencing, estimate energy consumption, and chemical use.  Research, compile and provide other available information requested by the consultant. 4.3 Document Review  Review and provide comments on submittals including the Project Description; supplemental technical reports; Notice of Preparation (NOP); two drafts of the Administrative Draft EIR; two drafts of the Final EIR; two drafts of the Draft Mitigation, Monitoring, and Reporting Program; and the Findings, Statement of Overriding Considerations, and Notice of Determination. This includes area specialists reviewing specific documents, such as traffic impacts, air quality, biology, cultural resources, water quality, etc. Review and provide input to the environmental consultant’s responses to public comments.  Provide support for development of Project Description and project alternatives.  Review and evaluate, and provide recommendations to the City for its determination, any requests for scope changes during design.  Provide technical expertise when needed to advise the City on key decisions during the environmental review period. Attachment 2 C3 - 24 City of San Luis Obispo Scope of Services: Phase 2 and 3 – Preliminary and Final Design Program Manager for WRRF Upgrade Project 5/21/2015 7 4.4 Environmental Progress Meetings  Attend regular EIR progress and status meetings (assume 15) with environmental consultant. 4.5 Public Meetings  Assist with preparation and facilitation of up to three public meetings (assumed for public review and documentation of comments). TASK 5.0 PERMITTING SUPPORT 5.1 Consultant Coordination  Consultant will coordinate the work of the City’s environmental permitting firm.  Manage and monitor the work of the permitting consultant through completion. Manage the review of all deliverables. Review consultant’s progress against the project schedule and recommend corrective action as needed.  Arrange for the distribution of interim deliverables to reviewers. Schedule and manage review meetings to discuss review comments.  Level of effort included in Task 4.1. 5.2 Data Requests and Responses  Provide existing information and studies to the selected environmental permitting firm. 5.3 Permit Review  Review all draft permit applications including the Incidental Take, 401 Permit, 404 permit, biological opinion, SWPPP and NPDES, and Air Permit packages.  Review and evaluate, and provide recommendations to the City for its determination, any requests for scope changes during design.  Provide technical expertise when needed to advise the City on key decisions during the environmental review period. 5.4 Progress Meetings  Attend regular permitting progress and status meetings (assume 5). TASK 6.0 FUNDING SUPPORT 6.1 SRF Application Support  Coordinate, compile, and package State Revolving Fund (SRF) application.  Complete Project Report for Technical Package.  Provide support to Environmental consultant for preparation of Environmental Package.  Provide support to City staff for preparation of legal and financial documents prepared by the City.  Coordinate with the State Water Resources Control Board via email, phone calls, and meetings, as necessary. Attachment 2 C3 - 25 City of San Luis Obispo Scope of Services: Phase 2 and 3 – Preliminary and Final Design Program Manager for WRRF Upgrade Project 5/21/2015 8  Because of the uncertainty related to the level of effort for this task, we assigned a level of effort of 120 hours for Phase 2 and 3. Deliverable: SRF Technical Package 6.2 Capture Plans for Other Funding Sources  Develop capture plans for the other prioritized funding sources identified in the Funding and Financing TM prepared in Phase 1. These are expected to include: (1) Water Recycling Funding Program (WRFP) (2) Integrated Regional Water Management (IRWM) Implementation Grants (3) WaterSMART Program (4) Energy Conservation Assistance Act (ECAA) 1% Loans (5) Proposition 1 – 2014 State Water Bond  The capture plans will include: (1) Funding Source (Program, Agency, Contact Information) (2) Proposed Projects for Funding Source (3) Timeline, including milestones and check‐points (4) Action Plan, including City and PM Team Leads 6.3 Partnerships  Support the City in pursuing key internal and external partnerships as prioritized in the Funding and Financing TM. For key partnerships, prepare capture plans as described above.  This support can include attendance at meetings and preparation of materials as required.  Because of the uncertainty related to the level of effort for this task, we assigned a level of effort of 60 hours for Phase 2 and 3. 6.4 Cost Sharing  Document the cost of shared facilities.  Support the City in pursuing cost sharing with other City departments as outlined in the Funding and Financing TM.  Because of the uncertainty related to the level of effort for this task, we assigned a level of effort of 60 hours for Phase 2 and 3. 6.5 Funding Applications  Prepare funding applications for sources other than SRF. Since the specific funding programs that will be targeted by the City are not known at this time, the level of effort for this task includes up to 160 hours of support to prepare and coordinate funding applications. Attachment 2 C3 - 26 City of San Luis Obispo Scope of Services: Phase 2 and 3 – Preliminary and Final Design Program Manager for WRRF Upgrade Project 5/21/2015 9 TASK 7.0 PUBLIC AND STAKEHOLDER OUTREACH 7.1 Council Meetings  Consultant will prepare for and attend City Council study sessions and/or meetings to update Council on the WRRF Project at key milestones as determined by the CMT.  Consultant will assist the City in preparation of the staff reports as requested by the City, and will prepare the PowerPoint presentation materials. 7.2 ARC/PC Meetings  Consultant will prepare for and attend Architectural Review Committee (ARC) and Planning Commission (PC) study sessions to present the WRRF Project, specifically the Water Resource Center plans and public amenities site plan. Consultant will prepare the PowerPoint and other presentation materials. 7.3 Community Workshop  Consultant will facilitate Community Workshop(s) at milestones determined by the CMT.  The scope assumes City staff will coordinate meeting logistics, notification, microphones, refreshments, and advertisement.  Because of the uncertainty related to the level of effort for this task, we assigned a level of effort of 116 hours for Phase 2 and 3. 7.4 Project Website  Assist the City with maintaining current content on the WRRF Project website.  This task assumes 97 hours of support by Consultant to assist with website maintenance during Phase 2 and 3. 7.5 Graphic Support  Assist with content and/or graphic development for printed materials (e.g. Resource Newsletter updates) and/or electronic materials (e.g. email updates, etc.)  Because of the uncertainty related to the level of effort for this task, we assigned a level of effort of 40 hours for Phase 2 and 3. 7.6 Other Outreach  WSC will provide other outreach support to the City as‐needed, which may include: (1) Conducting/supporting internal outreach to other City departments (2) Conducting additional stakeholder interviews and/or attending stakeholder meetings (3) Responding to inquiries made by the public (4) Organizing and facilitating WRRF tours for project stakeholders, as needed.  Because of the uncertainty related to the level of effort for this task, we assigned a level of effort of 100 hours for Phase 2 and 3. Attachment 2 C3 - 27 City of San Luis Obispo Scope of Services: Phase 2 and 3 – Preliminary and Final Design Program Manager for WRRF Upgrade Project 5/21/2015 10 TASK 8.0 PROJECT ARCHIVING 8.1 Project Archiving Plan  Develop a plan to capture the history and development of the WRRF Project. 8.2 Photography and Videography  Provide photography and videography support to begin implementing the Project History Plan. This may include: (1) Photography services for key outreach events; (2) Videography of WRRF staff and Project Team to capture the thoughts, ideas and changes as the WRRF Project evolves. TASK 9.0 VALUE ENGINEERING 9.1 Value Engineering (VE) at 30% Design  Coordinate and conduct a VE Workshop at the completion of the Preliminary Engineering phase (30% Design). The VE Team will include a Value Engineering Team Coordinator (VETC) and four to five VE Team Members. This following tasks are included: (1) Coordination (2) VE Review of Project Information (3) VE Kickoff Teleconference (VETC and PM Team) (4) VE Review of Construction Cost Estimate (5) VE Workshop (6) VE Report Deliverable: Draft VE Report, Final VE Report for 60% Design 9.2 Value Engineering (VE) at 60% Design  Coordinate and conduct a VE Workshop at 60% Design. The VE Team will include a Value Engineering Team Coordinator (VETC) and four to five VE Team Members. This following tasks are included: (1) Coordination (2) VE Review of Project Information (3) VE Kickoff Teleconference (VETC and PM Team) (4) VE Review of Construction Cost Estimate (5) VE Workshop (6) VE Report Deliverable: Draft VE Report, Final VE Report for 90% Design Attachment 2 C3 - 28 City of San Luis Obispo Scope of Services: Phase 2 and 3 – Preliminary and Final Design Program Manager for WRRF Upgrade Project 5/21/2015 11 TASK 10.0 TECHNICAL ASSISTANCE 10.1 Primary Clarifier Stress Testing  Prepare a testing plan and protocol. This document will include a test plan, schedule, staffing (consultant and WRRF staff), sampling requirements, and number/type of samples.  Perform settling velocity studies at the WRRF, to include four days of on‐site testing. The testing includes “snapshot” testing on settling velocity along the clarifier radial length.  The settling velocity testing data will be used to build a computational fluid dynamics (CFD) model specific to the WRRF, which can simulate various flow scenarios including a peak event to model the stress response.  Prepare a report that documents the settling velocity testing, the CFD mathematical model, and the associated results. Report appendices will include the testing protocol, settling velocity data, and several CFD modeling results. Deliverable: Primary Clarifier Testing Plan and Protocol and Primary Clarifier Testing Report 10.2 Filter Testing  Prepare a testing plan and protocol. This document will include a test plan, schedule, staffing (consultant and WRRF staff), sampling requirements, and number/type of samples.  Provide training for WRRF staff on filter cell sampling. The sampling will last three (3) to six (6) months and it will include stress testing isolated to individual filter cells.  Conduct up to four (4) site visits to evaluate the filter cells and discuss results.  A two‐(2) person team will perform a filter cell media inspection for all four (4) filter cells. The inspection will consider media distribution using coring samples, underdrain, hydraulics, solids capture, etc. Each filter cell will take about one (1) day for the inspection (four (4) days in total).  Prepare a report that includes the filter operation/data collection and the filter cell media testing. This final report will be submitted to the Regional Board for review and comment. The report appendices will include the testing protocol, filter data, and media testing results. Deliverable: Filter Testing Plan and Protocol and Filter Testing Report TASK 11.0 BIDDING 11.1 Contractor Pre‐Qualification  Prepare notice inviting contractors to submit a proposal for pre‐qualification.  Plan, organize and conduct pre‐proposal meeting for proposers at the SLO WRRF.  Coordinate and participate in proposal evaluation, including: (1) Review proposals; (2) Establish evaluation committee; Attachment 2 C3 - 29 City of San Luis Obispo Scope of Services: Phase 2 and 3 – Preliminary and Final Design Program Manager for WRRF Upgrade Project 5/21/2015 12 (3) Prepare evaluation criteria; (4) Plan, organize, conduct and document one four (4) hour workshop to evaluate proposals and select top candidates for interviews.  Participate in up to one (1) day of interviews and conduct one two (2) hour debrief meeting with evaluation committee after interviews.  Prepare letter recommending pre‐qualified contractor’s to be invited to bid. 11.2 Bidding  Prepare the Notice Inviting Bids from the pre‐qualified contractors.  Attend a pre‐bid conference as the City’s representative.  Respond to bidder inquiries as appropriate and provide input for program‐related addenda.  Coordinate with Design Engineer to review the acceptability of substitute materials, equipment, subcontractors and suppliers proposed during the bid process.  Tabulate all bids received, review responsiveness of bids, and make a recommendation for award. Deliverable: Award Recommendation Letter Attachment 2 C3 - 30 City of San Luis Obispo Scope of Services: Phase 2 and 3 – Preliminary and Final Design Program Manager for WRRF Upgrade Project 5/21/2015 13 Meetings Summary The following table summarizes the proposed meetings and workshops for Phase 2 and 3. For efficiency and cost‐effectiveness, meetings will be combined when possible. Associated Task Meeting Name Purpose Frequency/ Duration 0.2 Charter Workshops Collaborate with Project Team to review the Charter and identify areas for improvement Three/ 4 hours 1.10 Routine CMT Meetings Coordinate with CMT and assign action items Bi‐Weekly/ 2 hours through 2015, then Monthly/ 2 hours 1.10 Routine Operations Staff Meetings Provide Program updates to Operations staff Monthly/ 1 hour 1.10 Program Management Team Meetings Coordinate with Program Management Team and assign action items Bi‐weekly/ 1 hour 3.5 Design Engineer Progress Meetings Discuss design progress, perform design reviews and address any conflicts 40 total/ 2 hours 4.4 Environmental Progress Meetings Discuss EIR progress and schedule with environmental consultant 15 total/ 2 hours 4.5 Public Meetings Provide the public opportunity to review and comment on environmental documents Up to 3/ 2 hours 5.4 Permitting Progress Meetings Discuss permitting progress and schedule with permitting consultant 5 total/ 2 hours 7.1 Council Meetings Update City Council on the WRRF Project and obtain approval at key milestones Up to 3/ 2 hours 7.2 Architectural Review Committee & Planning Commission Meetings Present the WRRF Project, Water Resource Center plans and public amenities site plan Up to 3/ 2 hours 7.3 Community Workshop Engage community members and stakeholders and document their ideas See scope Attachment 2 C3 - 31 City of San Luis Obispo Scope of Services: Phase 2 and 3 – Preliminary and Final Design Program Manager for WRRF Upgrade Project 5/21/2015 14 Associated Task Meeting Name Purpose Frequency/ Duration 9.1 Value Engineering (VE) Opening Meeting at 30% Design Present WRRF Project to VE Team Once/ 2 hours 9.1 Value Engineering (VE) Debrief Meeting at 30% Design Discuss VE Team’s findings and recommendations, and address questions Once/ 2 hours 9.2 Value Engineering (VE) Opening Meeting at 60% Design Present WRRF Project to VE Team Once/ 2 hours 9.2 Value Engineering (VE) Debrief Meeting at 60% Design Discuss VE Team’s findings and recommendations, and address questions Once/ 2 hours 11.1 Pre‐proposal Meeting Introduce proposers to the SLO WRRF, provide a tour of the facility and address questions Once/ 2 hours 11.1 Proposal Evaluation Workshop Evaluate contractor proposals and select top candidates for interviews Once/ 4 hours 11.1 Contractor Interviews Interview top candidates Once/ 1 day 11.1 Debrief Meeting Debrief with evaluation committee following contractor interviews Once/ 2 hours Attachment 2 C3 - 32 City of San Luis Obispo Scope of Services: Phase 2 and 3 – Preliminary and Final Design Program Manager for WRRF Upgrade Project 5/21/2015 15 Deliverables Summary The following table summarizes the deliverables for Phase 2 and 3. Task Deliverable Format / Copies Various Meeting Agendas and Handouts PDF files via Procore. 0.1 Updated PMP PDF files via Procore. 1.5 Project Schedule Hardcopies of updated base schedule provided at CMT. Updated PDFs provided via Procore. 1.9 Monthly Status Updates PDF files via Procore. 1.9 Quarterly Status Reports PDF files via Procore. 2.1 Updated TM#1 Wastewater Characterization PDF files via Procore. 3.3 Design Submittal Review Comments at 30%, 60%, 90%, and 100% Various 3.4 Constructability Review Comments at 30% and 60% Various 3.4 Bidability Review Comments at 90% Various 4.3 Comments on Environmental Document Reviews Various 6.1 SRF Application Technical Project Report PDF files via Procore. 6.5 Funding Applications Various 8.1 Project History Plan PDF files via Procore. 9.1 VE Report at 30% Design PDF files via Procore. 9.2 VE Report at 90% Design PDF files via Procore. 10.1 Primary Clarifier Testing Plan and Protocol PDF files via Procore. 10.1 Primary Clarifier Testing Report PDF files via Procore. 10.2 Filter Testing Plan and Protocol PDF files via Procore. 10.2 Filter Testing Report PDF files via Procore. 11.1 Pre‐Qualification Recommendation Letter PDF files via email. 11.2 Contractor Award Recommendation Letter PDF files via email. Attachment 2 C3 - 33 City of San Luis Obispo Cost of Services Program Manager for WRRF Upgrade Project 5/21/2015 16 Cost of Services Attachment 2 C3 - 34 Ci t y of Sa n Lu i s Ob i s p o WR R F Up g r a d e Ph a s e 2 an d 3 To t a l La b o r Ho u r s Fe e To t a l La b o r Ho u r s Fe e To t a l La b o r Ho u r s Fe e To t a l La b o r Ho u r s Total FeeTotal Labor HoursTotal Fee 0P r o g r a m Pl a n n i n g 1 4 2 $ 2 5 , 8 0 3 5 4 $ 1 4 , 7 5 2 0 $ 0 0 0 1 9 6 $ 4 0 , 5 5 5 1P r o g r a m Ma n a g e m e n t fo r Ph a s e 2 an d 3 2 9 1 6 $ 5 4 6 , 8 9 6 1 0 8 5 $ 3 1 6 , 9 6 9 0 $ 0 0 0 4 0 0 1 $ 8 6 3 , 8 6 5 2 W a s t e w a t e r Ch a r a c t e r i z a t i o n Up d a t e 1 0 $ 1 , 8 0 4 8 2 $ 1 8 , 0 9 5 0 $ 0 0 0 9 2 $ 1 9 , 8 9 8 3 E n g i n e e r i n g Su p p o r t 8 3 6 $1 5 6 , 7 6 4 1 1 7 2 $ 3 2 5 , 9 2 5 0 $ 0 0 0 2 0 0 8 $ 4 8 2 , 6 8 8 4 E n v i r o n m e n t a l Su p p o r t 2 5 8 $4 8 , 6 9 5 1 9 4 $ 5 0 , 0 5 9 0 $ 0 0 0 4 5 2 $ 9 8 , 7 5 5 5 P e r m i t t i n g Su p p o r t 64 $1 2 , 2 9 2 1 1 5 $ 2 5 , 9 0 0 0 $0 0 0179$38,192 6 F u n d i n g Su p p o r t 34 6 $5 9 , 7 2 5 1 3 8 $ 4 0 , 4 2 6 0 $0 0 0484$100,151 7 P u b l i c an d St a k e h o l d e r Ou t r e a c h 50 1 $ 8 6 , 7 3 6 4 6 $ 1 4 , 4 8 5 0 $0 0 0547$101,221 8P r o j e c t Ar c h i v i n g 52 $ 7 , 9 4 5 0 $0 0 $0 0 $ 3 , 0 0 0 5 2 $10,945 9V a l u e En g i ne e r i n g 80 $ 1 7 , 9 9 9 2 7 2 $ 9 3 , 4 0 6 1 3 0 $ 4 4 , 8 4 6 0 0482$156,250 10 T e c h n i c a l As s i s t a n c e 92 $ 1 4 , 4 4 2 6 0 4 $ 1 3 2 , 9 4 9 0 $0 0 0696$147,391 11 B i d d i n g 12 8 $ 2 3 , 9 6 3 5 2 $ 1 6 , 8 7 4 0 $0 0 0180$40,837 54 2 5 $ 1 , 0 0 3 , 0 6 4 3 8 1 4 $ 1 , 0 4 9 , 8 3 9 1 3 0 $ 4 4 , 8 4 6 0 $ 3 , 0 0 0 9369$2,100,749 $210,075 $2,310,824 Su b t o t a l Te c h n i c a l Su p p o r t Co n t i n g e n c y To t a l Sm i t h Cu l p V i d e o g r a p h y / P h o t o g r a p h y A L L FIRMS 5/ 2 1 / 2 0 1 5 Ta s k No . Ta s k De s c r i p t i o n WS C HD R Pa g e 1 of 1 Attachment 2 C3 - 35 City of San Luis Obispo Hourly Rates Program Manager for WRRF Upgrade Project 5/21/2015 18 Hourly Rates 2015 Rate Schedule – Program Manager for WRRF Upgrade Labor Classification Hourly Rate Program Manager $254 Senior Engineer III $238 Senior Engineer II $221 Senior Engineer I $206 Associate Engineer II $184 Associate Engineer I $168 Staff Planner/Engineer III $151 Staff Planner/Engineer II $135 Staff Planner/Engineer I $119 Assistant Engineer $108 Engineering Intern $92 Construction Inspector (prevailing wage) $135 Construction Inspector (non‐prevailing wage) $119 Senior Technician/ CAD Designer $103 Technician/ CAD Operator $92 Administration / Clerical $87 No mark‐up on direct expenses 5% mark‐up for sub‐contracted services Standard mileage rate $0.57 ½ per mile (or current Federal Mileage Reimbursement Rate) Rates are subject to revision as of December 31, 2015 Attachment 2 C3 - 36 City of San Luis Obispo Hourly Rates Program Manager for WRRF Upgrade Project 5/21/2015 19 HDR ENGINEERING, INC. RATE SCHEDULE January to December 2015 City of San Luis Obispo Program Manager for the Water Reclamation Facility Upgrade Project CAD Technician $140 to $180 Drafter $90 to $140 Engineer 1 $100 to $140 Engineer 2 $140 to $180 Engineer 3 $180 to $220 Engineer 4 $220 to $260 Engineer 5 $260 to $300 Project Controller $85 to $165 Project Coordinator $70 to $120 Technical Specialist 1 $100 to $150 Technical Specialist 2 $150 to $200 Technical Specialist 3 $200 to $250 Technical Specialist 4 $250 to $300 Technical Specialist 5 $300 to $375 Please Note: Rates are adjusted annually on January 1st. EXPENSES In-House Expenses Vehicle Mileage (per mile) Current Federal Travel Regulation (FTR) Black/White Photocopies (per copy) $0.05 to $0.09 Color Copy (per copy) $0.15 to $0.30 Bond Plotting - Black & White (per square foot) $0.15 Bond Plotting - Color (per square foot) $0.90 Please Note: Technology charges include computer, CADD, network, software, and other related technology services. Expenses and subconsultants are charged with a five percent markup. Attachment 2 C3 - 37 City of San Luis Obispo Hourly Rates Program Manager for WRRF Upgrade Project 5/21/2015 20 Smith Culp Consulting 702‐360‐1120 Las Vegas, NV Principals $295/hr Expenses: Any expenses for travel are billed at cost. Attachment 2 C3 - 38 Attachment 3 AMENDMENT TO AGREEMENT NO. 1 THIS AMENDMENT TO AGREEMENT is made and entered in the City of San Luis Obispo on _______________________, by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, herein after referred to as City, and WATER SYSTEMS CONSULTING, INC., hereinafter referred to as Contractor. WITNESSETH: WHEREAS, in January 29, 2014 the City entered into an Agreement with Contractor for Program Manager Services per Water Reclamation Facility Upgrade Project, Specification No. 91219 and WHEREAS, the City desires to amend the scope of services to include Phase 2 & 3 Program Manager Services for the Water Resource Recovery Facility Project. NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained, the parties hereto agree as follows: 1. The scope of services and related compensation is hereby amended as set forth in Exhibit A attached hereto. a. Program Manager Services per proposal dated May 21, 2014, at cost not to exceed $2,311,000. 2. All other terms and conditions of the Agreement remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first written above. ATTEST: CITY OF SAN LUIS OBISPO ____________________________________ By:____________________________________ Anthony Mejia, City Clerk Katie Lichtig, City Manager APPROVED AS TO FORM: CONTRACTOR _____________________________________ By:____________________________________ Christine Dietrick, City Attorney Jeff Szytel, Water Systems Consulting, Inc. C3 - 39 THIS PAGE IS INTENTIONALLY LEFT BLANK C3 - 40