HomeMy WebLinkAbout04/16/2002, C7 - WATER REUSE PROJECT-IRRIGATION DESIGN SERVICES council M.C.,D� 4/ 16/02
j AQenda RCPORt �N 7
CITY O F SAN LUIS O B I S P 0
FROM: John Moss,Utilities Directs if
Prepared By: David Pierce,Water Projects Managerk,
SUBJECT: WATER REUSE PROJECT-IRRIGATION DESIGN SERVICES
CAO RECONIIVIENDATION
1) Approve the selection of Gates&Associates to design the modifications for existing irrigation
systems that will be converted to recycled water. 2) Authorize the City Administrative Officer to
execute a contract for an amount not to exceed$125,000. 3)Reaffirm the concept of expending
project funds to modify existing irrigation systems owned by the City's general fund,other
governmental agencies, and private individuals.
DISCUSSION
On November 6, 2001 the City Council authorized staff to seek proposals for the design of
modifications necessary to convert existing irrigation systems and park areas for use of recycled
water. Three firms submitted proposals, and two were interviewed on January 10, 2002. The
interview panel included Jay Walters (City Engineer), Rich Colombo (Parks Maintenance
Supervisor),Todd Beights(Irrigation Maintenance Technician), and.Dave Pierce.
The panel recommends Gates & Associates which has experience designing urban parks and
landscaping that are irrigated with recycled water. The consultant estimates that it will cost
$121,560 to define the work (Task 1), prepare contract documents (Task 2) and provide technical
assistance in monitoring the construction(Task 3)for 10 sites.
The contract with the consultant will be executed in two phases. Initially the consultant will be
authorized to complete only Task 1 (work scope attached). The consultant will evaluate each site,
evaluate design alternatives, and meet with the City to select alternatives. The review and
evaluation of alternatives under Task 1 will cost approximately$27,000.
Staff expects the total cost to complete all three tasks will be less than $121,560. The consultant's
estimate for tasks 2 and 3 was based on a cursory review of the drawings for the City sites and
proposes to design corrections for existing deficiencies at each site. It is not the intent of this
project to provide new irrigation systems at the sites. This project will make those modifications
required for the use of recycled water. However, staff believes that it is necessary to perform a full
evaluation of each site so that alternatives can be evaluated in order to select the most cost effective
course of action. Once the Utilities Department, owners (Public Works Department for five sites),
and the consultant have agreed on which sites will have construction documents prepared by this
consultant and what work is to be accomplished at each site, the City and the consultant will
negotiate a scope of work and fee schedule for Tasks 2 and 3. The City Administrative Officer will
have to sign a contract amendment before the consultant is authorized to proceed.
Water Reuse Project—Irrigation Design Services
Paget
The amended contract covering tasks 2 and 3 will authorize the consultant to prepare the plans and
specifications for each of the selected sites and then to provide technical assistance during
construction.
The following sites are included in the Task 1 evaluation: Laguna Hills Park, Laguna Lake Golf
Course, Laguna Lake Park, French Park, Islay Hills Park, Laguna Middle School, Los Verdes
Homeowners Association (3 sites), State Farm Mutual offices.
Staff recommends that, the Water Reuse Project reimburse existing customers for the cost of
conversion. The Water Reuse Project budget includes $500,000 to pay for modifications to the
customer's sites to make them compatible with the recycled water. Primarily this work will modify
irrigation and plumbing systems to insure separation of the potable and recycled water systems, to
prevent ponding and runoff of irrigation water, and to adjust the system for different pressure and
flow characteristics of the recycled water delivery system. State law allows City's to mandate
customer conversion to recycled water with a condition that there be no increase in cost to those
customers. Funding the conversions up front will eliminate reluctance to participate that might be
caused by cash flow if the custorner needed to modify the irrigation system.
Recycled Water comes in many qualities with rules appropriate to the intended use and water
quality. The regulatory wording is daunting but the implementation of those regulations is handled
with relative ease at most locations. Therefore it was important to find a consultant who has
experience with recycled water in a.California urban environment. Gates& Associates was the
only firm to demonstrate that essential mix of experience.
FISCAL IMPACT
Design costs for
Task 1 $26,695
Task 2 &3 $94,865
Contingency $19440
Total $125,000
The Water Reuse Project CEP currently has a balance of $189,000 in the account for user site
modifications and The FY 2001-2003 Financial Plan (appendix B page 106) indicates that another
$300,000 will be available for FY 2002-2003. After funding this design effort $364,000 will
remain for construction.
Attachment:
1. Proposal Summary
2. Scope of Work
\\879_MORRO\SYS\GROUPS\iTfIL\Council Agenda Reports W"_Irrigation Design_Award_CAR doc
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Attachment 1
Proposal Summary
Irrigation System Design Services for
the modification of existing systems to use
recycled water at several locations
Proposals were received from the following three firms. The selection of consultants is based on
qualifications with price being a secondary factor. Therefore cost figures are not comparable until a
final scope of work is defined. Costs provided by the consultants are listed for information.
Recommended Firms
Gates& Associates
Initial Evaluation $26,695
Total Cost for evaluation and design for all sites $121,560
This firm is recommended because they have considerable experience designing urban parks and
landscaping. They also have experience designing for the use of recycled water in these areas.
With a highly regarded irrigation system designer on staff, Gates & Associates presents a team
that gives the right emphasis to the function so the irrigation system without overlooking the
bigger issue of form and function of the park.
David D.Davis Associates
Initial Evaluation $14,400+
Total Cost for evaluation and design for all sites $94,875 t
This firm has considerable experience using all qualities of water for golf resorts, and considerable
experience focused on irrigations hydraulics in municipal parks and sports fields.
The primary reason why this firm was not recommended was that it has no experience working with
the recycled water in the California urban environment. Mr. Davis was focused on irrigation
hydraulics. The presentation emphasized irrigation system function over form or total function of
the parks. His experience on similar projects, outside of California, had been as the consulting
irrigation system designer on a team with landscape architects and park designers.
Cannon Associates
Initial Evaluation $69,900
Total Cost for evaluation and design for all sites $134,900 to 169,900
Cannon Associates proposed to work with Firma to provide the Landscape Architectural experience
to have a full team. The proposal did not demonstrate the level of experience in urban landscape
irrigation system design that was requested or that was available from the other two firms.
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Attachment 2
TASK 1.0 - DATA The objectives of this task are to develop a framework for project
COLLECTION administration and to collect base data from the City of San Luis Obispo in
AND ANALYSIS the form of existing documents, field reconnaissance, and discussions with
City Departments and staff.- Utilities, Public Works (including maintenance),
Parks and Recreation; Regional Water Quality Control Board, County
Department of Public Health, School District, Home Owners Association,
and other key interest groups.
SubTask 1.1 - DGA will attend a scoping meeting with the Utilities Department to obtain
Project Initiation base data and review project goals. Based on this meeting, a refined work
program, including any necessary modification to the scope of services
outlined in the proposal. Once established, the refined work program will
serve as the organizing framework for the project. It will specify meetings,
work tasks, schedule checkpoints and other aspects of the project.
SubTask 1.2- Review existing materials gathered by the City staff as they relate to the
Existing Document Irrigation system design, water availability and quality. Materials might
Review&Analysis include:
• Recycled Water Analysis
C Irrigation as-built plans
• Planting and grading as-built plans
Maintenance reports
• Homeowners Association's CC&R's as they relate to the landscape
• Recycled water use masterplan or potential future phases
• Other relevant documents
Obtain City-wide base maps, aerial photographs; and other relevant data
in order to prepare a base map at a scale suitable for planning and
individual site analysis (assumes adequate information is available
regarding layout and irrigation system to create a base map).
Sub Task 1.3-Field Concurrent with the subtask 1.1, DGA will tour the project sites with City
Reconnaissance/ staff to:
Inventory
• Identify and photograph significant architectural and natural features,
which impact irrigation design and public health safety and welfare.
• Understand recycled water distribution system and opportunities to
value engineer and potential for future expansion of system.
• Identify areas and plant material species which are most impacted by
water quality.
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Attachment 2
Sub Task 1.3-Field Evaluate existing irrigation system. Develop and implement checklist
Reconnaissance/ to evaluate each site for conversion to recycled water. Check list will
Inventory include items such as:
. Irrigation and Electrical P.O.C.,
Pressure demand,
. Flow demand (peak, average and average that could provide peak
week demands by irrigating for eight hours on each of five separate
nights),
Coverage,
• Runoff,
• Overspray;
• Salt Build-up potential and mitigation;
• Equipment inventory,
Conformance to current irrigation standards,
Non-irrigation connections.
Sample and evaluate existing soil
SubTas_k 1.4— Consolidate field reconnaissance data and document review into an
Design Report opportunities and constraints diagrams. Analysis of alternative levels of
Analysis of Existing improvement. Provide Design Report including the following:
Conditions and • alternative analysis (level of improvement) for each site
Altematives • identification of non-irrigation costs (potable water lines, hardscape
removal and repair, cross contamination issues, planting)
• planting cost to benefit analysis (priority of improvements)
• preliminary matrix of plant sensitivity to water quality
• prepare a soils analysis and monitoring plan for mitigation of material
build up from salt and other recycled water deposits.
Meet with City Public Works and Utilities staff to review findings and obtain
input.
SubTask 1.5 Assist City staff in analyzing costs, value engineering the project and set
Final Design priorities. Develop consensus to proceed with construction documents.
Report Revise Design Report. Refine Work Program and Project Schedule.
PRODUCTS:
• Project library
• Base maps - Feld reconnaissance data
• Design Report to illustrate analysis & level of improvement for each site
• Analysis diagrams and matrices
• Refine Work Program and Project Schedule
• Soil Analysis and Monitoring Plan
MEETINGS:
Citystaff 2
Site Review allow sixty-four staff field hours
Depending on the ability of maintenance staff to assist with existing
conditions,format and materials available from the City, site review may
require additional time.
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Attachment 2
TASK 2.0 The objective of this task is to prepare construction documents based on
CONSTRUCTION the Design Report approved by the City. The construction documents will
DOCUMENT include the following plans, related details and spec cations. The project
PREPARATION shall be submitted at 50%, 90% and 100%. Construction documents will
be provided in two phases. Phase one will be for three selected projects
areas to establish format standards and process. Phase two will be for the
remaining seven project areas implementing the standards established as
part of phase one. Subtasks 2.1 thru 2.3 will be provided for Phase One
and Two. This assumes that all base map information is available to
proceed with construction documents.
SubTask 2.0— DGA will attend a coordination meeting with the City to review design
Coordination report and project goals. Based on this meeting, The project team will
Meeting and review the work program and construction budgets including any
Schedule, necessary modification to the scope of services outlined in the proposal.
DGA will generate an updated project schedule, which will specify
meetings, work tasks, schedule checkpoints and other aspects of the
project.
Sub Task 2.1 — DGA will develop digital files for each project site based on as-built and
Computer Bases other"hard copy"information provided by the City, supplemented with
field verification by DGA and data provided by the City staff.
Sub Task 2.2— DGA will perform a visual review of each project site for general condition
Field Verification of the landscape and irrigation. DGA will note existing conditions such as
slope, solar and wind, pedestrian and vehicular circulation, verify"hard
copy`'information. DGA will collect data regarding on-site use, adjacent
use and plant materials which may impact design
SubTask 2.3— 50% Prepare preliminary construction documents and cost estimates to the City
submittal for review at 50% stage including:
• Demolition Plan
• Irrigation Plan &Details
• Planting Plan and Details
• Construction Details
• Technical.Specifications
SubTask 2.4— Scheduled phone meeting with project team to review comments from the
Submittal Review 50% submittal.
Sub Task 2.5—90% Prepare construction documents and cost estimates to the City for review
Submittal at 90% stage:
• Meet with City staff to review plans and obtain comments.
• Finalize plans for 90% review and submittal to Regional Water Quality
Control Board and County Department of Public Health.
Sub Task 2.6— Coordination Meeting with project team to review comments from the 90%
Submittal Review submittal.
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Attachment 2
SubTask 2.7— Prepare construction documents and cost estimates to the City for review
100% Submittal at 100% stage:
• Meet with City staff to review plans and obtain comments.
• Complete redline comments
• Submit final 100% construction documents
PRODUCTS:
• Schedule
• Computer Bases
• 50%, 90% and 100% Construction Documents (PS&E)
• Three copies of plans at each 50% and 90%submittal and
reproducible and electronic files at 100% submittal
MEETINGS &SITE VISITS:
Phase One:
Staff Meetings 2
Site Visits (2) allow 24 staff field hours
Phase Two:
Staff Meetings 2
Site Visits (2) allow 48 staff field hours
TASK 3.0— The objective of this task is to provide the City with bidding, construction
Construction observation and administration assistance during the construction period.
Services
SubTask 3.1— The Consultant will assist the City during the bid process by: attendance at
Bidding pre-bid meeting for Phase One. Interpretation of plans and specifications
for bidders. Prepare technical aspects of addenda to be issued by the City
as necessary.
Sub Task 3.2— The Consultant will assist the City during the construction process by:
Construction attendance at pre-construction meeting. Submittal review. Draft
Observation and clarifications, change orders and field directives,. Conduct two inspections
Administration per project site, and prepare punch lists.
PRODUCTS:
• Addenda
• Clarifications
• Change Orders
• Site Inspections
• Punch lists
MEETINGS &SITE VISITS:
Phase One:
Pre-bid Meeting allow 16 staff field hours
Site Meeting and Visits allow 16 staff field hours
Phase Two:
Site Visits allow 32 staff field hours
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ATTACHMENT 2
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