HomeMy WebLinkAbout07/20/1999, C8 - ENGINEERING AND DESIGN SERVICES FOR LAGUNA LIFT STATION AND FORCE MAIN. council "July 20 1999
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CITY OF SAN LUIS OBISPO
FROM: John Moss, Utilities DirectoronManagf/Prepared By: David Hix, Wastewater D'
SUBJECT: ENGINEERING AND DESIGN SERVICES FOR LAGUNA
LIFT STATION AND FORCE MAIN.
CAO RECOMMENDATION
By motion,.approve agreement with Brown and Caldwell Engineering in an amount not to
exceed $207,000 for engineering design services for Laguna lift station and force main
upgrade and replacement project, and authorize the Mayor to execute the contract.
DISCUSSION
On March 16, 1999, the City Council approved the Requests for Proposals (RFP) for the
Laguna lift station and force main upgrade and design. The proposals were advertised
March 19, 1999, and received and opened on April 28, 1999. Five proposals were
received.
On May 10, 1999, an evaluation team comprised of 5 members from the Utilities and
Public Works, Engineering Departments, met to discuss and rank the five proposals. The
proposals were evaluated using the criteria listed in the RFP and each member ranked the
proposals from 1 to 5 with 1 being the proposal that best addressed the RFP and offered
the City the most comprehensive design with the best options. Every member of the team
ranked Brown and Caldwell Engineering (B&C) number 1. The team members felt that
B&C prepared the most extensive and complete proposal that offered the best design
approach, scope of work and design options for the City. B&C also proposed to use a
consultative approach with staff from all levels and a cost evaluation process that will
allow a complete project with very accurate project cost estimates and control.
B&C's proposal for engineering and design services is $186,901, approximately $17,000
over staffs estimate of$170,000. B&C's proposal was the second lowest among the five
consultants. There are post design special engineering services not included in B&C's
scope of work that staff feels may be needed for successful and expedient completion of
this project. These items include B&C's preparation of technical addenda during bidding,
attendance at the pre-construction meeting, Request for Information (RFI) services during
construction, preparation of final record drawings and other similar special engineering
services related project completion. B&C has given the City a $20,000 estimate for these
additional services to be used only when necessary and specifically authorized by the
Utilities Director.
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Council Agenda Report sign Services for Laguna Lift Station and F Main
July 20, 1999
Page 2
Brown and Caldwell was competitively chosen as the City's wastewater engineers for the
30 million dollar upgrade of the City's Water Reclamation Facility (WRF) and sewer
interceptor in 1989, they are also currently working updating the City's wastewater master
plan and water reuse project. Brown and Caldwell is familiar with City wastewater
facilities, specifications, standards and bidding procedures and possess the expertise,
experience and knowledge required to complete this project successfully and cost
effectively.
CONCURRENCES
Public Works Department, Engineering Division, concurs with this report.
FISCAL IMPACT
The proposed design services under this agreement are estimated at a cost not to exceed
$207,000. Funding for this design has been previously approved at $170,000 during the
1998-99 Mid-year budget review. The 1999-01 Financial Plan and approved 1999-00
budget idea ified $1,512,000 to complete the project construction, providing a total
budget of$1,682,000 to complete the project. The additional $37,000 for design services
is recommended to come from the funding approved for project construction.
Project Funding
1998-99 1999-00 Total
Design $170,000 $1707000
Construction $1,500,00 $115001000
Construction Management $12,000 $12,000
Total $170,000 $1 512 000 $1,682,000
A total of$1,682,000 is available to complete this project. This.project design contract is
estimated not to exceed $207,000, leaving $1,475,000 to complete construction.
Recommended Project Funding
Current Recommended
Design $170,000 $2071000
Construction $1,500,000 $17.4632000
Construction Management $12 000 $12)000
Total $176821000 $1,682,000
ATTACHMENTS
Agreement
Council Office for Review- Brown& Caldwell Proposal
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'AGREEMENT
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this
day of by and between the CITY OF SAN
LUIS OBISPO, a municipal corporation, hereinafter referred to as City, and Brown and Caldwell
Environmental Engineering and Consulting hereinafter referred to as Contractor.
WITNESSETH:
WHEREAS, on March 16, 1999, City invited bids requested proposals for consultant design
services for the Laguna Lift Station and Force Main Upgrade an Replacement Project per Specification
No. 90006.
WHEREAS, pursuant to said invitation request, Contractor submitted a proposal which was
accepted by City for preparation of plans an specifications for said project
NOW THEREFORE, in consideration of their mutual promises, obligations, and covenants
hereinafter contained,the parties hereto agree as follows:
1. TERM. The term of this Agreement shall be from the date of this Agreement is made
and entered,as first written above,until acceptance or completion of said plans and specifications for the
Laguna Lift Station Upgrade and Replacement Project
2. INCORPORATION BY REFERENCE. City Specification No. 90006 and
Contractor's proposal dated April 28, 1999,as modified by discussion to also include tasks 6.0 through 7.5
as found in the agreement to be authorized as special engineering services on a case by case basis by the
Utilities Director,are hereby incorporated in and made a part of this Agreement
3. CITY'S OBLIGATIONS. For providing design services as specified_ in this
Agreement,City will pay and Contractor shall receive therefor compensation in a total sum not to exceed
$207,000.00.
4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and
agreements hereinbefore mentioned to be made and performed by City, Contractor agrees with City to
provide services as described in City's Specification No. 90006 attached hereto and incorporated in this
agreement
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5. AMENDMENTS. Any amendment, modification, or variation from the terms of this
Agreement shall be in writing and shall be effective only upon approval by the Utilities Director of the
City.
6. COMPLETE AGREEMENT. This written Agreement, including all writings
specifically incorporated herein by reference, shall constitute the complete agreement between the parties
hereto. No oral agreement, understanding, or representation not reduced to writing and specifically
incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding, or
representation be binding upon the parties hereto.
7. NOTICE. All written notices to the parties hereto shall be sent by United States mail,
postage prepaid by registered or certified mail addressed as follows:
City Public Works Department
City of San Luis Obispo
955 Morro Street
San Luis Obispo,CA 93401
Contractor Brown and Caldwell Engineers
16735 Von Karmen, Suite 200
Irvine, CA. 92606-4953
8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do
covenant that each individual executing this agreement on behalf of each party is a person duly authorized
and empowered to execute Agreements for such party.
IN WITNESS WHEREOF,the parties hereto have caused this instrument to be executed the day
and year first above written
ATTEST: CITY OF SAN LUIS OBISPO, A Municipal
Corporation
By:
City Clerk Mayor
APPROVED AS TO FORM: CONTRACTOR
By:
rim;
n
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INSURANCE REQUIREMENTS: Consultant Services
The Contractor shall procure and maintain for the duration of the contract insurance against claims
for injuries to persons or damages to property which may arise from or in connection with the
performance of the work hereunder by the Contractor, its agents, representatives, employees, or
subcontractors.
Minimum Scope of Insurance. Coverage shall be at least as broad as:
1. Insurance Services Office Commercial General Liability coverage (occurrence form CG
0001).
2. Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile
Liability, code 1 (any auto).
3. Workers' Compensation insurance as required by the State of California and Employer's
Liability Insurance.
4. Errors and Omissions Liability insurance as appropriate to the consultant's profession.
Minimum Limits of Insurance. Contractor shall maintain limits no less than:
1. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and
property damage. If Commercial General Liability or other form with a general aggregate
limit is used, either the general aggregate limit shall apply separately to this
pmject/location or the general aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
3. Employer's Liability: $1,000,000 per accident for bodily injury or disease.
4. Errors and Omissions Liability: $1,000,000 per occurrence.
Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be
declared to and approved by the City. At the option of the City, either: the insurer shall reduce or
eliminate such deductibles .or self-insured retentions as respects the City, its officers, officials,
employees and volunteers; or the Contractor shall procure a bond guaranteeing payment of losses
and related investigations,claim administration and defense expenses.
Other Insurance Provisions. The general liability and automobile liability policies are to contain,
or be endorsed to contain,the following provisions:
1. The City, its officers, officials, employees, agents and volunteers are to be covered as
insureds as respects: liability arising out of activities performed by or on behalf of the
Contractor; products and completed operations of the Contractor; premises owned,
occupied or used by the Contractor; or automobiles owned, leased, hired or borrowed by
the Contractor. The coverage shall contain no special limitations on the scope of
protection afforded to the City,its officers,official, employees, agents or volunteers.
2. For any claims related to this project,the Contractor's insurance coverage shall be primary
insurance as respects the City, its officers, officials, employees, agents and volunteers.
Any insurance or self-insurance maintained by the City, its officers, officials, employees,
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agents or volunteers shall be excess of the Contractor's insurance and shall not contribute
with it.
3. Any failure to comply with reporting or other provisions of the policies including breaches
of warranties shall not affect coverage provided to the City, its officers, officials,
employees, agents or volunteers.
4. The Contractor's insurance shall apply separately to each insured against whom claim is
made or suit is brought, except with respect to the limits of the insurer's liability.
5. Each insurance policy required by this clause shall be endorsed to state that coverage shall
not be suspended, voided, canceled by either party, reduced in coverage or in limits except
after thirty (30) days' prior written notice by certified mail, return receipt requested, has
been given to the City.
Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's
rating of no less than ANN.
Verification of Coverage. Contractor shall furnish the City with a certificate of insurance
showing maintenance of the required insurance coverage. Original endorsements effecting general
liability and automobile liability coverage required by this clause must also be provided. The
endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf.
All endorsements are to be received and approved by the City before work commences.
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