HomeMy WebLinkAbout08-21-2018 ITEM 11- PROGRAM AND DESIGN CONTRACT AMENDMENTS FOR THE WATER RESOURCES RECOVERY FACILITY PROJECT Meeting Date: 8/21/2018
FROM: Carrie Mattingly, Utilities Director
Prepared By: David Hix, Deputy Director, Utilities – Wastewater
SUBJECT: PROGRAM AND DESIGN CONTRACT AMENDMENTS FOR THE WATER
RESOURCES RECOVERY FACILITY PROJECT
RECOMMENDATION
1. Approve a contract amendment with CH2M Hill Engineers, Inc. (CH2M) for $446,177 for
completion of Design Services for the Water Resource Recovery Facility Project , Spec. No.
91363 (Attachment A).
2. Approve a contract amendment with Water Systems Consulting, Inc. (WSC) for $237,884 for
completion of Phase 3 Program Management Services for the Water Resource Recovery
Facility Project , Spec. No. 91219 (Attachment B).
3. Approve funding of $40,000 for Project Labor Agreement legal services/representation.
4. Approve transfer of $744,061 from Sewer Fund working capital to the Water Resource
Recovery Facility project account.
DISCUSSION
Several key items of the Water Resource Recovery Facility (WRRF) project have recently
experienced significant change from the original scope of work for the design and program
consulting firms. Two of these, a Motor Control Center (MCC), and the Prado Road Overpass
and Elks Lane design are the result of studies and plans that are just now being finalized.
Additional costs for managing the Prado Road Overpass design, pre-qualification of contractors,
assisting in the procurement of construction management services, assistance in grant funding,
Project Labor Agreement (PLA) assistance, and other identified support services are also
resulting in out-of-scope costs.
Design
The Prado Road Overpass will require the entrance to the WRRF, Corporation Yard (Corp
Yard), and Bus Facility to be realigned to match grade with the eastern segment of Prado Road
and the realignment of Elks Lane. This has resulted in the entra nce to the facility being shifted
east from the original entrance and portions of the WRRF frontage moving south to
accommodate the final design of Prado Road including additional travel lanes, sidewalks and
bike paths.
This layout for the Prado Road Overpass and subsequent design changes were not anticipated in
the original scope and required significant additional work from the consultants to accommodate
the wider road section. These improvements necessitated significant effort to modify site grading
and drainage while the alignment and grade of the overpass have yet to be finalized . The
entrance has been designed to accommodate not just WRRF access, but the Corp Yard and bus
facility, as the Prado Road Overpass will close all existing access to these facilities. Appropriate
cost sharing among funds for frontage improvements associated with the construction of the
Prado Road Overpass will be addressed at a later date.
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Realigned
Elks Lane The WRRF
Prado Road
Overpass
New WRRF Entrance
Flood Control
Required flood modeling for the WRRF has revealed significant challenge s to ensure
construction of the project will not result in potential flooding of adjacent properties while also
enabling the design to protect critical processes. Two-dimensional (2D) flood modeling has been
completed and resulted in many design changes and modifications that will protect the entire
campus and surrounding areas. One unanticipated change in flood elevation affected Motor
Control Center A, which houses the electrical and control equipment for the WRRF headworks
(which screens and pumps wastewater through the plant). After in-depth study, it was determined
the MCC would have to be moved and redesigned.
The recommended CH2M contract amendment includes a technical contingency of $50,000 to
provide additional support for any remaining design costs related to the final flood model,
support for the addition of a PLA or local hiring requirements in the bidding documents, and
additional services such as, but not limited to, the development of a drainage report, and schedule
development and analysis t o ensure detailed and accurate bidding documents.
Program Management
The design modifications and additional out-of-scope work have resulted in cost impacts to the
Program Management work scope. Below is a list of the requested amendments:
1. Prado Road Overpass/Elks Lane coordination. The design is a condition of the project, has
schedule impacts, and is important for the approval of the project.
2. Prequalification of contractors to ensure that vetted, qualified contractors may provide bids
for the construction phase of the WRRF project. This process has resulted in several general
contractors and two control systems integration subcontractors being qualified. The City will
be re-advertising the prequalification request for electrical subcontractors.
3. Assistance and support in the procurement of a qualified and experienced construction
manager for the WRRF project.
4. California Office of Emergency Services (CalOES) grant support. The City has been
tentatively approved for a $3-million grant for flood mitigation which is now in the process
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of approval by the Federal Emergency Management Agency (FEMA). This grant continues
to require support to provide information and technical details.
5. PLA study session, negotiations, document development, and local hiring requirements. This
work scope funds the July 10, 2018 study session with the Council and supports the
anticipated document development, forthcoming negotiation, and alternative local hiring
requirements.
6. Significant additional flood modeling has been required to achieve a design that meets the
City’s flood requirements and preserves the integrity of adjacent properties from flood
hazards.
7. The 95 percent design submittal consists of a substantial volume of plans and specifications
that the City is committed to review and return to CH2M to preserve the project schedule.
Project Labor Agreement (PLA)
This request is for the transfer of $40,000 from sewer fund working capital for
counsel/representative for the PLA. Staff has retained Michael Vlaming, of Vlaming and
Associates, who possesses extensive experience representing municipalities and developing
PLAs. Mr. Vlaming brings years of experiences in negotiating PLAs, has working relationships
with trade organizations, and understands the intricac ies of construction labor and public works
projects.
City staff continues to focus the scope of the PLA to understand future costs of not only
development, but ongoing management and labor compliance throughout the WRRF project.
Additional requests for PLA funding will likely be presented to Council during the additional
phases of program management and the construction management agreements later this year or
in the first half of 2019. PLA costs are eligible for reimbursement through the State Revolving
Fund (SRF) loan for the WRRF project.
ENVIRONMENTAL REVIEW
The City Council adopted Resolution 10740 (2016 Series) certifying the environmental impact
report (EIR) for the WRRF project (SCH #201510144) on August 16, 2016. The proposed
contract amendme nts for additional design services is consistent with the project analyzed under
that EIR and this action does not trigger the need for additional environmental review at this
time.
FISCAL IMPACT
Program Management Services
This amendment to WSC’s Phase 2 and 3 program management contract will cost $237,884.
With a projected balance of $12,183,561 for FY 2018-19, the Sewer Fund has sufficient
unreserved working capital to pay for the requested program, design, and PLA expenditures.
Original WSC Contract for Phase 2 and 3 $3,435,453
Amendment for Phase 3 + $237,884
Total WSC Contract for Phase 2 and 3 $3,673,337
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Industry average for total program related services for a p roject such as the WRRF are six
percent of the entire project co st. Total project costs for the WRRF are estimated to be $140
million, which places WSC’s anticipated total program management contract for Phases 1
through 5 within an acceptable range.
Design Services
This amendment to CH2M’s design contract will cost $446,177. As described above, the Sewer
Fund has sufficient unreserved working capital to pay for this expenditure.
CH2M Contract for Design Services $8,539,139
Amendment for Phase 3 + $446,177
Total CH2M Contract for Design $8,985,316
Industry average for design related services for a project such as the WRRF range from eight to
15 percent of the entire project cost. Total construction cost for the WRRF is estimated to be
$114 million, which places CH2M’s anticipated total design contract at the lower end of the
industry standard.
Project Labor Agreement
Vlaming and Associates’ proposal for PLA representation and development will cost $40,000.
The cost has been encumbered within the WRRF project account but was not previously
budgeted for. This request will replenish the WRRF project account for these services and
ensures the best documentation for SRF loan reimbursement.
Total costs for the project will continue to be refined as bids and proposals are authorized for
project construction, construct ion management, engineering services during construction,
contingencies, Phases 4 and 5 of program management, labor compliance, and other related
professional services.
ALTERNATIVE
Elect not to approve the contract amendments or approve PLA funding. The City Council may
elect not to approve the contract amendments and/or funding at this time. Council may select this
alternative if it believes that the program, design and PLA development may be accomplished in
a different manner. Staff does not recommend this alternative due to complicated nature of the
project, project schedule and minimal time to accomplish these tasks, and the lack of in-house
experience.
Attachments:
a - CH2M Amendment and Scope
b - WSC Amendment and Scope
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AMENDMENT TO AGREEMENT NO. 3
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 CH2M Hill Engineers, Inc., hereinafter referred to as Contractor.
WITNESSETH:
WHEREAS, on November 23, 2015 the City entered into an Agreement with Contractor for Design Services
for the Water Resources Recovery Facility per Specification No. 91363; and
WHEREAS, the City desires to amend the scope of services related to: new MCC A electrical building
relocation additions, Prado Road frontage improvements, flood mitigation revisions and a technical contingency, and
Contractor has submitted a proposal for this purpose that is acceptable to the City.
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.
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: ____________________________________
City Clerk Mayor Heidi Harmon
APPROVED AS TO FORM: CONTRACTOR
_____________________________________ By: ____________________________________
City Attorney
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CH2M
1501 W. Fountainhead Pkwy Suite 401
Tempe, AZ 85282
(480) 966-8188 (T)
(480) 966-9450 (F)
www.ch2m.com
July 27, 2018
Mr. Dave Hix
Deputy Director - Wastewater
Public Utilities
City of San Luis Obispo
879 Morro Street
San Luis Obispo, CA 93401-2710
Subject: City of San Luis Obispo – Water Resource Recovery Facility Project Revised Amendment No. 3
Request
Dear Mr. Hix,
As we progress towards the Construction Document Development (95%) Stage of the Project, there are
three changes that have occurred resulting in additional scope for the project. The additional scope of
the project has developed in the following areas:
•Item No. 1 – MCC-A Electrical Building Flood Mitigation
•Item No. 2 – Prado Road Frontage Revisions
•Item No. 3 – Flood Mitigation Revisions
In addition to the changes to the scope of work, the duration of the design portion of the Contract needs
to be revised.
Item No. 1 – MCC-A Electrical Building Flood Mitigation
Existing MCC-A provides power and control to the influent pump station, headworks and grit systems at
the head of the treatment process. The finish floor of the building is below the predicted 100-year flood
elevation across the site. The Facilities Plan recommended that flood protection measures be included
in the project to protect the building during a flood event. Several options were considered during the
design development, however due to the existing building construction and floor slab, it was
determined that the facility could not be provided with robust flood protection to prevent infiltration
during the 100-year event. The City has decided to provide a new MCC-A building which can be
constructed to provide the required flood protection. The existing MCC-A building will be retained as a
terminal junction box to minimize cost of recircuiting the existing loads. The 95% design deliverable will
include the following drawings associated with this change:
•Civil Partial Plan
•Architectural Plan, Elevations and Section
•Architectural Code Summary
•Structural Plans
•Structural Sections
•Structural Sections
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• HVAC Plans
• Fire Protection Plan
• PLC Panel Modification
• Network Diagram
• Electrical Facility Plan
• One-line Diagram MCC A1
• One-line Diagram MCC A2
• Demolition One-line Diagram MCC A1/A2
• Demolition Existing MCC-A Bldg.
• Electrical Site Plan
• Panel Board Schedule
• Terminal Jct Box Details
• Motor Control and Interconnection Diagrams
• Motor Control and Interconnection Diagrams
• Motor Control and Interconnection Diagrams
• Motor Control and Interconnection Diagrams
Item No. 2 – Prado Road Frontage Revisions
As a condition of approval resulting from the Architectural Review Committee (ARC) review, the Project
is required to provide frontage improvements along Prado Road. Through a series of coordination
meetings with the various City departments, it was determined that the Prado Road frontage must also
consider the future Right of way (ROW) configuration and not preclude future traffic projects including
the re-routing of Elks Lane and Hwy 101 interchange.
To allow the final design to progress, the design team is required to develop the following conceptual
plans for approval by the City:
- Conceptual plan for future Prado Rd./WRRF access road /Elks Lane intersection. This conceptual
plan will be based on a signalized intersection as shown in the preliminary layout (CAD file)
provided by City.
- Conceptual plan for interim Prado Rd./WRRF access road intersection based on existing
conditions and edge of pavement. Conceptual plan will include temporary pedestrian
improvements connecting to existing sidewalks east and west of the project.
Approval of the interim conceptual plan will be the basis for the completion of the 95% and 100%
construction documents. The following drawings will be affected by this change:
• 05-CL-1000, Site Plan Overall Key Plan
• 05-CL-1001, Location Plan Area 1
• 05-CL-1002, Location Plan Area 2
• 05-CG-1000, Grading and Drainage Plan Overall Key Plan
• 05-CG-1001, Grading and Drainage Plan Area 1
• 05-CG-1002, Grading and Drainage Plan Area 2
• 06-Y-1000, Yard Piping Plan Overall Key Plan
• 06-Y-1001, Yard Piping Plan Area 1
• 06-Y-1002, Yard Piping Plan Area 2
• 09-E-1000, Electrical Site Plan Overall
• 09-E-1001, Electrical Site Plan Area 1
• 09-E-1002, Electrical Site Plan Area 2
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The Prado Road improvements will include the design for the interim improvement. Future final
improvements for Prado Road are not included in this design. Those improvements will be designed in
the future after the final alignment for Prado Road has been completed.
We have provided a credit for the Prado Road design work that would have been required to take the
original design to completion. To date, we have taken the original design to approximately 90%
complete.
Item No. 3 – Flood Mitigation Revisions
Following completion of the 60% design submittal, it was determined that the proposed final grading,
including an earthen berm around the equalization (EQ) pond, was contributing to off-site impacts
during a 100-year flood event.
The 95% deliverable has progressed with removal of the berm and regrading of the EQ pond to maintain
the required 8.75 million gallons of storage. Subsequent flood modeling analysis by the City’s consultant
has identified additional grading changes required at the plant entry road and northern access road at
the EQ pond. In addition to the required revisions to the grading in these areas, the yard piping and
duct bank models and wetland design are affected and require revisions.
This Amendment includes the work to support the flood modeling and provide grading modifications
based on the July 10, 2018 meeting. Further changes to the grading plans in support of the flood
modeling will be performed under the Technical Contingency budget.
The following drawings are affected by this change:
• 01-G-0055, Flood Mitigation – Site Plan
• 05-CL-1001, Location Plan Area 1
• 05-CL-1002, Location Plan Area 2
• 05-CG-1000, Grading and Drainage Plan Overall Key Plan
• 05-CG-1001, Grading and Drainage Plan Area 1
• 05-CG-1002, Grading and Drainage Plan Area 2
• 06-Y-1000, Yard Piping Plan Overall Key Plan
• 06-Y-1001, Yard Piping Plan Area 1
• 06-Y-1002, Yard Piping Plan Area 2
• 09-E-1001, Electrical Site Plan Area 1
• 09-E-1002, Electrical Site Plan Area 2
• 10W-L-1000, Wetland Overall Plan
• 10W-L-1001, Wetland Plan Area 1
• 10W-L-1002, Wetland Plan Area 2
• 10W-P-1001, Planting Plan Area 1
• 10W-P-1002, Planting Plan Area 2
• 10W-L-3001, Wetland Sections
• 10W-L-3002, Wetland Cell Sections
• 10W-L-3003, Planting Details
• 14-C-1001 Civil Plan
• 14-C-3001 Civil Section
Item No. 4 – Technical Contingency
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Upon request of the City, the Consultant will provide additional engineering services that are not
described herein. A Technical Contingency budget has been established for these services. For any such
work, the Consultant will first furnish a written scope and cost estimate that the City shall approve in
writing before the Consultant proceeds with the work. Technical Contingency Services may include, but
are not limited to, the following:
• Support services for the Project Labor Agreement
• Additional support for the flood mitigation process
• Other services deemed appropriate by the City and Consultant
• Development of a detailed construction schedule
The fee estimates for performing Item Nos. 1-3 is $396,177. Please see Attachment No. 1 for the fee
details. The total budget for this Amendment No. 3, including the Item No. 4 - Technical Contingency, is
$446,177.
In addition to the changes to the scope of work, the duration of the design portion of the Contract needs
to be revised. The following are recommended changes to the Contract:
Under the AGREEMENT – WITNESSETH, replace:
3. Start and Completion of the Work. Work on this project shall begin within 3 calendar days after
contract execution and shall be completed within 685 calendar days thereafter.
With
3. Start and Completion of the Work. The Design Engineering Scope of Work on this project shall begin
within 3 calendar days after contract execution and shall be completed within 1262 calendar days
thereafter.
We look forward to discussing the details of this amendment at your earliest convenience.
Regards,
CH2M HILL Engineers, Inc.
Julian Hoyle, P.E. Vice President
C: Jeff Szytel, WSC
Jasmine Diaz, WSC
Lianne Westberg, WSC
Jennifer Phillips, CH2M
Barb Engleson, CH2M
Emilio Candanoza, CH2M
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Attachment No. 1 – Amendment No. 3 Fee Estimate
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2018 $260 $177 $167 $154 $136 $156 $177 $110
1 180 $46,803 40 $7,081 30 $5,011 233 $35,884 155 $21,081 258 $40,250 40 $7,081 20 $2,200 956 $165,390 $1,200 $15,800 $0 $15,800 $182,390
2018 180 $46,803 40 $7,081 30 $5,011 233 $35,884 155 $21,081 258 $40,250 40 $7,081 20 $2,200 956 $165,390 $1,200 $15,800 $0 $15,800 $182,390
2 24 $6,240 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 24 $6,240 $0 $35,000 $0 $35,000 $41,240
2018 24 $6,240 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 24 $6,240 $0 $35,000 $0 $35,000 $41,240
3 103 $26,782 15 $2,655 25 $4,176 86 $13,245 58 $7,888 96 $14,977 21 $3,717 16 $1,760 420 $75,200 $0 $90,687 $6,660 $97,347 $172,547
2018 103 $26,782 15 $2,655 25 $4,176 86 $13,245 58 $7,888 96 $14,977 21 $3,717 16 $1,760 420 $75,200 $0 $90,687 $6,660 $97,347 $172,547
4 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 $0 $0 0 $0 $50,000
2018 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 $0 $0 $0 $0 $50,000
307 $79,825 55 $9,736 55 $9,186 319 $49,128 213 $28,970 354 $55,226 61 $10,798 36 $3,960 1400 $246,830 $1,200 $141,487 $6,660 $148,147 $446,177
Total
Labor
Hours
Total Labor
Costs ($)
Travel and
Other
Expenses ($)
Cannon
Corp.
Project Professional 1 Subconsultant Costs ($)
TOTAL
Flood Mitigation Revisions
Technical Contingency
Project
Manager/Design
Manager
Prado Road Frontage Revisions
New MCC-A Electrical Bldg Relocation Additions
TOTAL
Estimated
Cost ($)
MWA
Architects
Subconsultant
Total
Amendment No. 3
Detailed Fee Estimate
Water Resource Recovery Facility
City of San Luis Obispo
Engineering
Technician Technician Office / ClericalSr. Professional 2 Sr. Professional 1Task Nos.Task/Activity
Description Labor Classification Project Professional 2
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Classification 2016 Rate 2017 Rate 2018 Rate
Project Manager $256 $258 $260
Process Optimization $256 $258 $260
Principal-In-Charge $224 $226 $228
Principal Professional 2 $224 $226 $228
Principal Professional 1 $194 $196 $198
Sr. Professional 2 $173 $175 $177
Sr. Professional 1 $163 $165 $167
Project Professional 2 $152 $153 $154
Project Professional 1 $134 $135 $136
Staff Professional 2 $109 $110 $111
Staff Professional 1 $101 $102 $103
Engineering Technician $154 $155 $156
Technician $92 $93 $94
Office/Clerical $108 $109 $110
EXPENSES
Expense Type Estimating Method Rate
Auto Mileage Travel Current IRS Rate
Auto Rental Travel Actual
Other Travel Travel Actual
Equipment Rental Operating Expense Actual
Postage/Freight Operating Expense Actual
Reprographics Outside Service Actual
Subcontractors Outside Service Actual + 5%
CH2M HILL
Professionals and Technicians
Hourly Billing Rate Schedule
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AMENDMENT TO AGREEMENT NO. 3
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, on November January 29, 2014 the City entered into an Agreement with Program Manager
Services for the Water Resources Recovery Facility per Specification No. 91219; and
WHEREAS, the City desires to amend the scope of services related to; contractor prequalification,
construction manager procurement, construction manager coordination, CalOES Grant responses, PLA study session,
negotiation and development, additional flood modeling and design submittal review and the Contractor has submitted
a proposal for this purpose that is acceptable to the City.
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 Management Services per proposal dated July 27,2018 at a cost not to exceed
$237,884.00
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.
ATTEST: CITY OF SAN LUIS OBISPO
____________________________________ By: ____________________________________
City Clerk Mayor Heidi Harmon
APPROVED AS TO FORM: CONTRACTOR
_____________________________________ By: ____________________________________
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City Attorney
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PO Box 4255 l San Luis Obispo, CA 93403 l Phone: (805) 457‐8833 l Fax: (805) 888‐2764 l www.wsc‐inc.com
7/27/2018
Mr. Dave Hix
Deputy Director – Wastewater
City of San Luis Obispo
879 Morro Street
San Luis Obispo, CA 93401
SUBJECT: PROPOSAL FOR ADDITIONAL PHASE 3 PROGRAM MANAGEMENT, ENGINEERING AND
FUNDING SUPPORT FOR THE WRRF PROJECT
Dear Dave,
As program manager for the Water Resource Recovery Facility (WRRF) Project, WSC has provided
program management, engineering support, and funding support among other services to meet the
needs of the project, maintain project schedule and support City staff. This proposal summarizes
additional scope that will be performed by WSC in Phase 3 – Final Design. The proposal includes the
following primary activities:
(1) Contractor Prequalification: Prepare three prequalification packages, perform contractor
outreach and conduct prequalification process. Revise and reissue electrical contractor
prequalification package to increase participation.
(2) Construction Manager Procurement: Lead procurement of the Construction Manager for the
WRRF Project.
(3) Construction Manager Coordination: Support onboarding of selected Construction Manager and
review early deliverables.
(4) California Office of Emergency Services (CalOES) Grant – Round 1 Request for Information (RFI)
Response: Prepare response package for the flood improvements grant application, including
updated scope of work and cost estimate.
(5) Project Labor Agreement (PLA) Study Session: Prepare presentation materials and participate in
Council Study Session on PLAs and local hire preferences.
(6) PLA Negotiation and Development: Support the City with negotiating a PLA and incorporating
the PLA into the WRRF Project contract documents.
(7) Additional Flood Modeling: Collaborate with Design Engineer on civil design to meet 100‐year
flood criteria in Drainage Design Manual (DDM), run additional flood modeling scenarios, and
complete flood report.
(8) Design Submittal Review: Facilitate review and completion of the front‐end documents.
A detailed scope of work which describes each activity is attached. The estimated cost for this scope of
services is $237,884, as shown in the attached cost proposal.
Thank you for the opportunity to provide you with this proposal. Please feel free to contact us if you
have any questions. We can be reached at 457‐8833; Jeff is ext. 101 and Lianne is at ext. 108.
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Mr. Dave Hix, page 2 7/27/2018
Sincerely,
Water Systems Consulting, Inc.
Jeffery M. Szytel, PE, MBA
Program Manager
Lianne S. Westberg, PE
Assistant Program Manager
Enclosures:
Scope of Work dated 7/27/18
Cost Proposal dated 7/27/18
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WRRF Project ‐ Phase 3 7/27/18
Scope of Work for Additional Phase 3 Program Management, Engineering and Funding Support
1
TASK 1.0 CONTRACTOR PREQUALIFICATION
1.1 Contractor Prequalification
Lead development of the prequalification packages for the general contractor, electrical
subcontractor and I&C integrator subcontractor utilizing a template provided by the City’s
contract legal support, BB&K.
Conduct multiple meetings/calls with the project team to develop the minimum qualification
criteria and finalize packages.
Prepare for and conduct the outreach meeting with potential contractors.
Administer the prequalification process, including responding to questions, preparing addenda,
and reviewing prequalification packages.
Prepare short list of contractors and notify unsuccessful proposers.
1.2 Contractor Outreach
In order to inform development of the minimum qualification criteria for each prequalification
package and generate project interest, perform outreach to potential contractors and
subcontractors.
Summarize outreach results for review by City.
1.3 Electrical Contractor Prequalification
Due to limited response to the initial Request for Qualifications (RFQ) for electrical
subcontractors, revise and reissue the electrical subcontractor prequalification package.
Prepare for and conduct the outreach meeting or conference call with potential electrical
subcontractors.
Perform outreach to potential electrical subcontractors to refine the minimum experience
requirements included in the RFQ and generate interest in the project.
Administer the prequalification process, including responding to questions, soliciting DBE
participation, preparing addenda, and reviewing prequalification packages.
Prepare short list of contractors and notify unsuccessful proposers.
Deliverables: Prequalification packages for General Contractor, Electrical subcontractor, and
I&C subcontractor (3 packages); Summary of outreach results; Outreach Meeting presentation;
Addenda; Revised prequalification package for electrical subcontractor
TASK 2.0 CONSTRUCTION MANAGER PROCUREMENT
2.1 Construction Manager Procurement
Review Request for Proposal (RFP) for Construction Manager, which has been prepared by the
City. Provide changes for consideration by the City, including changes to comply with SRF
requirements. Prepare addenda for changes that are agreed upon by the City. Scope assumes
up to 2 addenda.
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WRRF Project ‐ Phase 3 7/27/18
Scope of Work for Additional Phase 3 Program Management, Engineering and Funding Support
2
Perform prioritized outreach to CM firms to solicit interest and participation.
Provide support to City during solicitation of RFP, including preparing responses to questions.
Prepare materials and conduct pre‐proposal meeting for proposers at the SLO WRRF.
Coordinate and participate in proposal evaluation, including:
(1) Review proposals (assumes 4 proposals and 4 hours of review per proposal per
reviewer);
(2) Contact references for each respondent;
(3) Prepare evaluation/scoring template;
(4) Plan, organize, conduct and document one four (4) hour workshop to evaluate
proposals and select top candidates for interviews.
Coordinate and prepare for interviews with selected firms. Participate in up to one (1) day of
interviews and conduct one two (2) hour debrief meeting with evaluation committee after
interviews.
Prepare award recommendation letter based on evaluation committee’s review of the proposals
and interview. Prepare letters/emails to those proposers not selected.
Support the City in scope and contract negotiations with the selected Construction Manager. It
is difficult to estimate the effort it will take to negotiate a contract with selected proposer, thus
scope assumes 32 hours total.
Support the City in debriefs with the unsuccessful proposers.
Deliverable: Pre‐Proposal Meeting PowerPoint Presentation; Evaluation/Scoring Template;
Award Recommendation Letter
TASK 3.0 CONSTRUCTION MANAGER COORDINATION
3.1 Construction Manager Coordination
Participate in a kick‐off meeting with the City and the selected Construction Manager as detailed
in the Construction Management and Inspection Services scope of work.
Provide Procore training to the selected Construction Management Team.
3.2 Construction Manager Deliverable Review
Review and provide comments on the Construction Manager’s Pre‐Construction Conference
agenda, PowerPoint presentation, and meeting minutes.
Review and provide comments on the Construction Manager’s Construction Management Plan
(CMP). Assume review of a draft and final CMP.
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Review Construction Manager’s comments on the bid documents. Participate in one (1)
coordination meeting with the City, Design Engineer, and Construction Manager to review and
discuss Construction Manager’s bid document review comments. Coordinate with the City, the
Design Engineer, and the Construction Manager to resolve comments on the bid documents.
Review and provide comments on the Construction Manager’s Quality Control and Quality
Assurance (QA/QC) Plan. Assume review of a draft and final QA/QC Plan.
TASK 4.0 CALOES GRANT – ROUND 1 RFI RESPONSE
4.1 RFI Response for Flood Improvements Project
Prepare and submit response package to CalOES to address all items listed in the RFI received by
the City in April 2018. The response package includes: updated scope of work and cost estimate
to remove the Equalization Pond berm from the grant request and add in the new MCC‐A;
detailed loss of service information; and supporting data and invoices for pre‐awards costs.
Support the City in on‐going coordination with CalOES and responding to any follow‐up RFIs
from CalOES and/or FEMA. The scope assumes an allowance of 16 hours for on‐going support
with the CalOES grant.
TASK 5.0 PROJECT LABOR AGREEMENT (PLA) STUDY SESSION
5.1 Preparation, Support and Council Presentation
Participate in conference calls and in‐person meetings to prepare for a City Council Study
Session on local hire preferences and Project Labor Agreements (PLAs).
Prepare materials for City Council Study Session including a PowerPoint presentation.
Contract general contractors and electrical subcontractors who submitted prequalification
packages to solicit feedback to City Council on potential local hire and PLA requirements.
Review agenda correspondence and other materials in preparation for City Council Study
Session.
Participate in City Council Study Session.
Deliverables: City Council Study Session PowerPoint Presentation
TASK 6.0 PLA NEGOTATION AND DEVELOPMENT
6.1 PLA Negotiation
Assist the City Attorney’s office and City Utilities staff in the negotiation of a PLA with the Tri‐
Counties Building and Construction Trades Council (BTC) and other craft unions not represented
by the BTC.
Coordination with the City Attorney’s office and City Utilities staff to develop a negotiating plan
including a matrix identifying key negotiating points; cost, schedule, and quality considerations;
priorities; and desired negotiating outcomes.
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Review the draft agreement provided by the BTC and Master Labor Agreements (MLAs)
provided by individual construction trades and provide review comments.
Review PLAs from other projects/agencies to identify provisions that might potentially be
included in the WRRF PLA.
Participate in negotiations with the City Attorney’s office, City Utilities staff and the BTC on
proposed PLA provisions.
Assist City Attorney’s office and City Utilities staff in the preparation of a staff report detailing
the outcome of PLA negotiations. Participate in City Council meetings regarding PLA
negotiations.
This scope of work assumes a two‐hour kickoff meeting with the City, 24 hours for document review and
analysis, up to four meetings with the BTC, up to three meetings with trades not represented by the BTC,
eight hours to support development of a staff report to City Council, and participation in one City Council
meeting.
6.2 Contract Document Development (PLA)
Coordinate with the City Attorney’s office, City Utilities staff, outside legal counsel, and the
design engineer to incorporate PLA requirements into the contract documents
Prepare Division 01 specification detailing local worker and targeted worker participation
requirements including staffing projections, monthly reporting requirements, and penalties for
non‐compliance in accordance with the PLA.
6.3 Contract Document Development (Local Hire)
In the event PLA negotiations are unsuccessful, coordinate with the City Attorney’s office, City
Utilities staff, outside legal counsel, and the design engineer to incorporate local hire
requirements into the contract documents.
Prepare Division 00 and Division 01 specifications detailing local worker requirements including
enhanced outreach, good faith effort documentation, reporting, and penalties for non‐
compliance.
Deliverables: Division 01 Local Hire Specification (PLA); Division 0 and Division 01 Local
Worker Requirements (local hire preference in lieu of PLA)
TASK 7.0 ADDITIONAL FLOOD MODELING
7.1 Flood Modeling and Memo
Iterate with Design Engineer to identify civil design solution for the northern portion of the
WRRF site that meets the City’s DDM criteria. Perform interim analyses using GIS.
Participate in conference calls as required to work through potential design changes.
Run two additional flood modeling scenarios using updated civil surfaces from Design Engineer.
Complete technical memorandum summarizing analysis.
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Deliverables: Flood Analysis Memorandum
TASK 8.0 DESIGN SUBMITTAL REVIEW
8.1 Front‐End Document Review
Coordinate with the City, the Design Engineer, and outside counsel to review and provide
comments on additional iterations of the Division 00 and Division 01 (“front‐end”) documents,
over and above the anticipated review of the 95% and 100% front‐end document submittals.
Review the interim 95% front‐end document submittal provided by the Design Engineer.
Coordinate with outside counsel to compile review comments and return to the Design
Engineer.
Coordinate with the Design Engineer to address the review comments on the interim 95% front‐
end document submittal.
Review the interim 100% front‐end document submittal provided by the Design Engineer.
Coordinate with outside counsel to compile review comments and return to the Design
Engineer.
Coordinate with the Design Engineer to address the review comments on the interim 100%
front‐end document submittal.
Deliverables: Tabulated Review Comments
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City of San Luis Obispo
WRRF Project ‐ Additional Phase 3 Program Management, Engineering and Funding Support
Cost Proposal
7/27/2018
WSC
Labor Hours
WSC
Fee Labor Fee Total Fee
1 Contractor Prequalification
SUBTOTAL 224 44,429$ ‐$ 44,429$
2Construction Manager Procurement
SUBTOTAL 147 35,926$ ‐$ 35,926$
3Construction Manager Coordination
SUBTOTAL 71 16,802$ ‐$ 16,802$
4CalOES Grant ‐ Round 1 RFI Response
SUBTOTAL 62 10,812$ ‐$ 10,812$
5PLA Study Session
SUBTOTAL 35 8,284$ ‐$ 8,284$
6PLA Negotiation and Development
SUBTOTAL 176 41,792$ ‐$ 41,792$
7 Additional Flood Modeling
SUBTOTAL 0 ‐$ 67,941$ 67,941$
8Design Submittal Review
SUBTOTAL 50 11,898$ ‐$ 11,898$
COLUMN TOTALS 765 169,943$ 67,941$ 237,884$
Task No.Task Description
ALL FIRMSWSCHDR
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