HomeMy WebLinkAbout06-16-2015 Water Systems Consulting, Inc - Water Reclamation Facility Upgrade - Amendment No. 1AMENDMENT TO AGREEMENT NO. 1
THIS AMENDMENT TO AGREEMENT is made and entered in the City of San Luis Obispo on
June 16, 2015, 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:
The scope of services and related compensation is hereby amended as set forth in Exhibit
A attached hereto. i. �, .
a. Program Manager Services per proposal dated May 21, ;1011, at cost not to
exceed $2,311,000.00
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.
ATTE T: CITY OF SAN LUIS OBISPO
B
9 Orly Mej` City Cle k ICa -e l-ic iog, City Manager
APPROVED tS TO FORM: CONTRACTOR
Water Systems Consulting, Inc.
By- --
Attorney Jeffery M. Szytel
Its: CEO /President
Program Manager for the WRRF Project
Proposal for Phase 2 and 3 Services
5/21/2015
Prepared for the:
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WATER SYSTEMS CONSULTING, INC.
City of San Luis Obispo Proposal for Phase 2 and 3 Services
Program Manager for WRRF Upgrade Project — Phase 2 & 3 5/21/2015
TABLE OF CONTENTS
Introduction................................................................................................................ ..............................1
Task0.0
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 .................. .... ............................... ... ...................... ,........ I ................... I ....... 1. 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
Task2.0
Wastewater Characterization Update ................................................... ............................... 5
Task3.0
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
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W,\ u i k S1 SI I &IS C ONSU I IN(., IN(
City of San Luis Obispo
Program Manager for WRRF Upgrade Project — Phase 2 & 3
4.5 Public Meetings ................... ...............................
Task 5.0 Permitting Support .......... ...............................
5.1 Consultant Coordination ..... ...............................
52 Data Requests and Res onses
Proposal for Phase 2 and 3 Services
5/21/2015
............... ....... ........ ............ ............... I ....
......... 7
........................................ ............................... 7
V..............................
5.3 Permit Review ........................ ...............................
............................................................... 7
.......................................................... 7
..... ..................................................... 7
5.4
Progress Meetings ...................................................................................... ............................... 7
Task6.0
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 ............................................... . ................ I ............ ............. ...............................
9
Task8.0
Project Archiving ............................................................... .................... ,............................ .
10
8.1
Project Archiving Plan .............................................................................. ...............................
10
8.2
Photography and Videography . ............................... ....10
Task9.0
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
Task11.0
Bidding .................................................................................................. .............................11
11.1
Contractor Pre - Qualification ..................................................................... .............................11
11.2
Bidding ...................................................................................................... .............................12
MeetingsSummary
................. .. ..............................................................................................................
13
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City of San Luis Obispo Proposal for Phase 2 and 3 Services
Program Manager for WRRF Upgrade Project— Phase 2 & 3 5/21/2015
DeliverablesSummary ........................... .............................................................. ...................... ,..,......... 15
Costof Services ............................................................................................................ ............................... 16
HourlyRates ................................................................................................................... .............................18
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WATER SYSTEMS CONSULTING, INC.
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
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 1— Project Planning
Phase 2 — Preliminary Design
Phase 3 — Final Design
Phase 4 — Construction
Phase 5 — Close Out
Anumed Schedule
January, 2014 —June, 2015
July, 2015 —June, 2016
July, 2016 —September, 2017
October, 2017 — December, 2020
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 0AI PROGRAM PIANNINIC
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.
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WAUR SYSIIMS CUNSLI HMS, IN(
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
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.
CASK i.10 Vk0 GkAl1 MANAGE:MEN'F FOR PHASE: 2 AND a
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;
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W.arts5v>IinisCONSU IM, IN
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) 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.
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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
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
y Plan, organize, and conduct bi- weekly Core Management Team (CM T) meetings (Lwo hour
duration each) through 2015, then monthly thereafter.
➢ Plan, urganiLe, dnd 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.
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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
1.13 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,I1 WASTEWATER CHARACTERIZATION UPDATI,
➢ 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 ' ;,V ',;N(JNFFRING SUPPORT
3.1 Consultant Coordination
)o 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.
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WA LH SYSI L 41S CONSUI I IN(,, INC.
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
3.4 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.
Slil'F'()I?.r,
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), cnnstrllrtinn
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.
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VVAI I.R SNSI I.NS CUNSI I IIN(,, INC
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
4.4 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 S.0 '" ''�WTTING 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 OM 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.
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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
➢ 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.
�'%'AIIK 51SII.SIS CONSUI IINC„ ANC.
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
IVACe'� `7 1' "U[31M.' AND STAKEHOLDER OUTRI ?ACTH
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.
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WAILR SNSIMS CONSU 11M. IN(
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
TASK 8.0 PROJEJA' 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.
'I'ASK 9- I VAIJIE FNGINE'F ING
9.1 Value Engineering (VE) at 30% Design
➢ Coordinate and conduct a VE Workshop at the completion of the Preliminary Engineering phase
(30-04- nacinn► Tho \/F Taam Will inrlwia a \/aliia FnPinPPrinP Taam Cnnrdinatnr (VFTC) 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 (VFTC) 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
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WNI l k SNSI I MS CONSUI nN(,, INC
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
TASK 100) IT"CHNICA1, 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
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;
11 �W s c
4VAI Lk SNSI I W. CONUn uN(„ IN(.,
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) 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
12 ?� V V c
WAIIR SYSII MS GUNS( I IIN(, IN(
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
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.
13 �,s
1 \'uir, ti�tiii�nCunti� i lint,, I��
Collaborate with Project
0.2
Charter Workshops
Team to review the
Three/ 4 hours
Charter and identify areas
_
for improvement
Coordinate with CMT and
Bi- Weekly/ 2 hours
1.I Routine CMT Meetings
assign action items
through 2015, then
Monthly/ 2 hours
1.10
Routine Operations Staff
Provide Program updates
Monthly/ 1 hour
Meetings
to Operations staff
Program Management Team
Coordinate with Program
1.10
Meetings
Management Team and
Bi- weekly/ 1 hour
assign action items
Design Engineer Progress
Discuss design progress,
3.5
Meetings
perform design reviews
40 total/ 2 hours
and address any conflicts
E nvironmental Progress
Discuss EIR progress and
4.4
Meetings
schedule with
15 total/ 2 hours
environmental consultant
Provide the public
4.5
Public Meetings
opportunity to review and
Up to 3/ 2 hours
comment on
environmental documents
Discuss permitting
5.4
Permitting Progress
progress and schedule
5 total/ 2 hours
Meetings
with permitting
consultant
Update City Council on
7.1
Council Meetings
the WRRF Project and
Up to 3/ 2 hours
obtain approval at key
milestones
Architectural Review
Present the WRRF Project,
7.2
Committee & Planning
Water Resource Center
Up to 3/ 2 hours
Commission Meetings
plans and public amenities
site plan
Engage community
7.3
Community Workshop
members and
See scope
stakeholders and
document their ideas
13 �,s
1 \'uir, ti�tiii�nCunti� i lint,, I��
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
9.1
9.1
9.2
9.2
Value Engineering (VE)
Opening Meeting at 30%
Design
Value Engineering (VE)
Debrief Meeting at 30%
Design
Value Engineering (VE)
Opening Meeting at 60%
Design
Value Engineering (VE)
Debrief Meeting at 60%
Design
11.1 Pre - proposal Meeting
Proposal Evaluation
11'1 Workshop
11.1 Contractor Interviews
Present WRRF Project to Once/ 2 hours
VE Team
Discuss VE Team's findings
dTId I ecomniendations, Once/ 2 hours
and address questions
Present WRRF Project to
Once/ 2 hours
VE Team
Discuss VE Team's findings
and recommendations, Once/ 2 hours
and address questions
Introduce proposers to
the SLO WRRF, provide a
tour of the facility and Once/ 2 hours
address questions
Evaluate contractor
proposals and select top Once/ 4 hours
candidates for interviews
interview top candidates Once/ 1 day
Debrief with evaluation
11.1 Debrief Meeting committee following Once/ 2 hours
contractor interviews
14 __::_w S C
WATER SYSTEMS CUNSULIING, INC.
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
The following table summarizes the deliverables for Phase 2 and 3.
Various Meeting Agendas and Handouts
0.1 Updated PMP
1.5 Project Schedule
1.9 Monthly Status Updates
1.9 Quarterly Status Reports
PDF files via Procore.
PDF files via Procore.
Hardcopies of updated base schedule
provided at CMT. Updated PDFs
provided via Procore.
PDF files via Procore.
PDF files via Procore.
Updated TM #1 Wastewater
2.1 PDF files via Procore.
Characterization
Design Submittal Review Comments at
3.3 Various
30 %, 60 %, 90 %, and 100%
Constructability Review Comments at 30%
3.4 Various
0 and 60 %
3.4 Bidability Review Comments at 90% Various
Comments on Environmental Document
4.3 Various
Reviews
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
9.2 VE Report at 90% Design
PDF files via Procore.
PDF files via Procore.
10.1
10.1
Primary Clarifier Testing Plan and Protocol PDF files via Procore.
Primary Clarifier Testing Report PDF files via Procore.
10.2
Filter Testing Plan and Protocol PDF files via Procore.
10.2
11.1
Filter Testing Report PDF files via Procore.
Pre - Qualification Recommendation Letter PDF files via email.
_,1,1..2.
Contractor Award Recommendation Letter PDF files via email.
15 S C
City of San Luis Obispo
Program Manager for WRRF Upgrade Project
Cost of Services
Cost of Services
5/21/2015
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City of San Luis Obispo
Program Manager for WRRF Upgrade Project
Hourly Rates
;WSC
WATER SYSTEMS CONSULTING, INC.
2015 Rate Schedule —
Program Manager for WRRF Upgrade
Hourly Rates
5/21/2015
Labor Classification
Hourly Rate
Program Manager
$254
Senior Engineer III
$238
Senior Engineer II
$221
Senior Engineer 1
$206
Associate Engineer II
$184
Associate Engineer I
$168
Staff Planner /Engineer III
$151
Staff Planner /Engineer II
$135
Staff Planner /Engineer 1
$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 % per mile (or current Federal Mileage Reimbursement Rate)
Rates are subject to revision as of December 31, 2015
18 —VV sc
4VAIIN SYSH MS CONSUL unc,, IN(_
City of San Luis Obispo
Program Manager for WRRF Upgrade Project
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)
Black/White Photocopies (per copy)
Color Copy (per copy)
Bond Plotting - Black & White (per square foot)
Bond Plotting - Color (per square foot)
Hourly Rates
5/21/2015
Current Federal Travel Regulation (FTR)
$0.05 to $0.09
$0.15 to $0.30
$0.15
$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.
19 -s c
WAIIR SNSIIMS CONSL I IIN(., IN(
City of San Luis Obispo
Program Manager for WRRF Upgrade Project
Smith Culp Consulting
702 - 360 -1120
Las Vegas, NV
Principals $295/hr
Expenses:
Any expenses for travel are billed at cost.
Hourly Rates
5/21/2015
20
V V
WATER SYSTEMS CUNSUL11N(,, INC.
Council Agenda Report
5] '
•
FROM: Carrie Mattingly, Utilities Director
Prepared By: David Hix, Deputy Director Utilities — Wastewater
Meeting Date: June 16, 2015
Item WiTiber: C3
SUB,TECT: 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 Proiecr 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.
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.
Regulatory and capacity requirements have been analyzed for the
project and extensive study of alternatives for disinfection, treatment; solids, odor, recycled water
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 fitture 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 S2,311,000 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
2. (Exhibit A) WSC Phase 2 & 3 Program Management Proposal
3. Amendment to Contract /Agreement
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Page 3
C3 -3