HomeMy WebLinkAbout08/16/2011, C 2 - DESIGN SERVICES FOR CALLE JOAQUIN AND LAGUNA LIFT STATION REPLACEMENTS - REQUEST FOR PROPOSALS C
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CITY OF SAN LU I S OB ISP O
FROM: Came Mattingly, Utilities Director
Prepared By: Jennifer Metz, Utilities Project Manager
SUBJECT: DESIGN SERVICES FOR CALLE JOAQUIN AND LAGUNA LIFT
STATION REPLACEMENTS—REQUEST FOR PROPOSALS
RECOMMENDATIONS
1. Approve the request for proposals for Design Services for the Replacement of the Calle
Joaquin and Laguna Lift Stations, Specification Number 91133, and authorize its issuance,
and
2. Authorize the City Manager to award the contract if the selected proposal is within the total
project budget of$700,000.
DISCUSSION
Background
The City's wastewater collection system includes 136 miles of gravity sewer line ranging from
six-inch to 48-inch pipe, three miles of force main ranging from four-inch to ten-inch pipe, and
approximately 2,900 manholes. The City's collection system also includes inverted siphons in 21
locations that form a "U" shaped flow path in the gravity sewer line to traverse under sensitive
areas like a creek corridor or conflicting infrastructure. These siphons are critical wastewater
infrastructure due to their location.
The collection system includes nine lift stations. Six of these lift stations (Calle Joaquin,
Margarita, Silver City, Foothill, Madonna, and Airport) are a Smith& Loveless dry well/wet well
design where the wastewater flows to a separate concrete wet well and the pumps are housed in a
pre-manufactured, below-grade steel dry well structure. The lift stations were put into service in
the 1960s and early 1970s. Per the manufacturer, the typical life of this type of steel dry well is
approximately 20 years.
Calle Joaquin Siphon, Gravity Sewer Line, Lift Station, and Force Main
The existing Calle Joaquin Lift Station, located south of Los Osos Valley Road near 1625 Calle
Joaquin, was put into service in 1967. The dry weather flow to the station is approximately
100,000 gallons per day and 280,000 during wet weather. The lift station receives wastewater
from two gravity sewer lines serving the south end of the City including one on Los Osos Valley
Road, which serves the Irish Hills Plaza and auto center area, and one that conveys wastewater
from the Los Verdes neighborhoods through a siphon traversing under San Luis Obispo Creek
and continuing under the north-bound freeway off ramp and US 101. -
While the lift station remains operational at this time, at 44 years old it is operating significantly
beyond its life expectancy of 20 years and is showing signs of deterioration. Replacement of the
lift station has been prioritized with the other necessary system components (siphon and gravity
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Council Agenda Report—Design Services for Calle Joaquin and
Laguna Lift Station Replacements RFP,Spec. No.91133
Page 2
line) to insure that all components function effectively as a system. The siphon, a ductile iron
pipe, is partially exposed resulting from a shift in the alignment of San Luis Obispo Creek and
corrosion of the concrete encasement. There is a high-level of risk associated with the failure of
the siphon as it would result in the discharge of wastewater directly to San Luis Obispo Creek.
From the siphon, a twelve-inch gravity sewer line extends approximately 450 feet where it
connects to the Calle Joaquin wet well below optimal wet well operational range. Due to design
and operational constraints, the station's wet well must fill to approximately four feet causing the
gravity sewer line and siphon to back up during each pump cycle. Due to the system backing up,
the siphon is on a six-month preventive maintenance schedule to prevent grease and debris build-
up and subsequent clogging.
Wastewater is pumped 4,270 feet from the lift station via an eight-inch force main north of the
end of Calle Joaquin where the flow is taken by gravity under US 101 to the Laguna Lift Station.
A portion of the existing force main was replaced in 2006 from approximately 100 feet north of
the lift station to the intersection of Los Osos Valley Road. The remaining 2,300 feet of eight-
inch asbestos concrete force main has structural deficiencies and is in need of repair.
The proposed project includes the following components:
1. Replacement of an existing 12-inch siphon under San Luis Obispo Creek with
a new siphon.
2. Replacement of approximately 450 feet of existing 12-inch gravity sewer line
including the section of gravity sewer line under US 101.
3. Replacement of the existing lift station with a pre-fabricated, pre-engineered
concrete wet well, two submersible pumps, site lighting, and auxiliary power.
4. Development of a new control strategy and connection of the replacement Lift
Station to the City's existing supervisory control and data acquisition
(SCADA) system.
5. Replacement of approximately 2,300 feet of eight-inch asbestos concrete force
main in the Calle Joaquin right-of-way.
Laguna Lift Station
The Laguna Lift Station (Laguna) is located within the City's Water Reclamation Facility at 35
Prado Road and serves the western portion of the City, including receiving flow from the Calle
Joaquin, Silver City, and Prefu no lift stations, gravity flow from the Laguna Lake area, and tank
drains from the Water Reclamation Facility. Laguna pumps approximately 750,000 gallons of
wastewater daily during dry weather and over two million gallons per day during wet weather.
Laguna has three, ten-inch, 40-horsepower vertical turbine solids-handling pumps that run on
variable frequency drives. The station's wet well was designed (and the pumps were selected) to
operate within particular flow-matching parameters. With the depth of the wet well, the full
operational range of the lift station is 4.5 feet (to mid-pipe). Since 2003 when Laguna was put
into service, the City has never been able to operate the lift station consistent with the operational
specifications due to varied and repeated failures that have occurred. Failures at the existing lift
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Council Agenda Report—Design Services for Calle Joaquin and
Laguna Lift Station Replacements RFP,Spec.No. 91133
Page 3
station have included:
1. Flow characteristics within the wet well leading to pump clogging,
2. .Pumps out of balance leading to seal water and bearing failures,
3. Pump motor stalling due to accumulation of debris and/or other unknown conditions,
4. Debris accumulation behind impeller leading to shaft binding,
5. Variable frequency drives (VFD) failure due to over-current failure, and
6. Catastrophic pump failure(broken 21-foot shaft, etc.).
Laguna has required extensive repairs, costly maintenance, and utilized excessive staff time to
keep it operational and functional. The high level of risk associated with Laguna's continuous
failure, and the ongoing operations and maintenance costs, make continuing its operation
infeasible.
The replacement of the lift station will be sited approximately 20 feet north of the existing station
and include:
I. Replacement of the lift station's existing trench-style wet well and pumps with
a 12-foot diameter pre-fabricated, pre-engineered, coated wet well and three
submersible pumps.
2. Use of the existing motor control center(MCC)building.
3. Development of a new control strategy and connection of the replacement lift
station to the City's existing SCADA system.
4. New discharge manifold that connects to the existing 15" force main.
Services to be part of this contract include engineering design services, surveying, geotechnical
investigation, easement acquisition, floodplain analysis, and environmental permitting.
Evaluation and Selection Process
Utilities Department staff prepared a request for proposals (RFP), Attachment 1, for services to
prepare construction documents and specifications for the replacement of the two lift stations as
one construction project.
An aggressive timeline is proposed for these design services in order to have the project under
construction during the summer of 2012 to address the noted deficiencies in the existing lift
stations and siphon. Proposals for design services are due no later than September 13, 2011.
Based on the evaluation criteria set forth in the RFP, proposals will be reviewed and finalists will
be invited for a follow-up presentation/interview before a review committee. The review
committee will be composed of staff from the City's Utilities and Public Works departments.
Reference checks will be conducted. Based on the results of the selection process, a
recommendation will be made to the City Manager to award the contract. It is anticipated
contract award will be made in late September 2011.
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Council Agenda Report—Design Services for Calle Joaquin and
Laguna Lift Station Replacements RFP, Spec. No.91133
Page 4
Prospective Proposers
In addition to publishing a formal notice requesting proposals, the RFP will be mailed to
engineering firms specializing in the design of lift stations. A list of prospective engineering
firms is included in the RFP.
FISCAL IMPACT
A combined total of $700,000 is budgeted for design services for the project from the Sewer
Fund. These funds were approved as part of the 2011-13 Financial Plan and available in the
Preliminary 2011-13 Financial Plan, Appendix B, Capital Improvement Plan, pages 3-87
through 3-89 (Calle Joaquin Lift Station) and pages 3-77 through 3-79 (Laguna Lift Station). A
budget amendment request will be processed at time of contract award based on actual costs. An
engineering estimate of construction costs will be prepared as part of the project's work scope.
CONCURRENCES
The Public Works Department staff concurs with this request to issue a request for proposals for
Design Services for Calle Joaquin and Laguna Lift Station Replacements.
ALTERNATIVE
1. Deny the issuance of the Request for Proposals for Design Services for the Calle Joaquin and
Laguna Lift Station Replacements. Council should only select this alternative if it feels
addressing the current issues with the identified lift stations should be deferred. The
replacement of the Calle Joaquin and Laguna lift stations is necessary due to the existing lift
stations' lack of reliability and ongoing cost of repairs, maintenance, and use of excessive
staff time,including overtime. This alternative is not recommended.
ATTACHMENTS
1. Request for Proposals for Design Services for the Calle Joaquin and Laguna Lift Station
Replacements
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J
Attachment
City Of
san Luis ompo
990 Palm Street ■ San Luis Obispo,CA 93401
Notice Requesting Proposals for the
City of San Luis Obispo
Utilities Department
DESIGN SER VICES FOR CALLS JOA Q UIN AND
LAGUNA LIFT STA TION REPLA CEMENTS
Specification No.91133
The City of San Luis Obispo's Utilities Department is requesting sealed proposals for
professional engineering services for the CALLE JOAQUIN AND LAGUNA LIFT STATION
REPLACEMENT PROJECT pursuant to Specification No. 91133. All proposals must be
received by the Finance Department at 990 Palm Street, San Luis Obispo, CA 93401 by
Thursday, September 13, 2011 by 3:00 PM, when they will be opened publicly in the City Hall
Council Chambers.
Proposals received after said time will not be considered. To guard against premature opening,
each proposal shall be submitted to the Public Works Department in a sealed envelope plainly
marked with the proposal title, specification number, proposer's name, time and date of the
proposal opening. Proposals shall be submitted using the forms provided in the specification
package.
Specification packages and additional information may be obtained on the City's website at
httv://www.sloci!y.orgJfinanceibids.aW. Questions may be submitted to Jennifer Metz via e-mail
at jmetz@slocity.org until September 6, 2011. All questions will be answered and distributed to
all interested parties.
Onsite review of the City's existing Calle Joaquin and Laguna lift stations will be provided at a
Mandatory Pre-Proposal Meeting to be held on August 30, 2011 at 10 a.m. at the Laguna lift
station located within the City's Water Reclamation Facility at 35 Prado Road, San Luis Obispo,
CA.
® The City of San Luis Obispo is committed to including disabled persons in all of our services,programs and activities.
Telecommunications Device for the Deaf(805)781-7410.
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Attachment
Specification No. 91133
TABLE OF CONTENTS
A. Description of Work................................................................1
A I. Overview
A2. Background
A3. Scope of Work
A4. Project Schedule/Cost
B. General Terms& Conditions..................................................9
B 1. Proposal Requirements
B2. Contract Award and Execution
C. Proposal Content& Selection Process.................................11
Cl. Proposal Content
Submittal Forms
Qualifications
Work Program
Compensation
Proposal Length and Copies
C2. Proposal Evaluation& Selection
Proposal Review Criteria
Proposal Review and Award Schedule
D. Form of Agreement................................................................13
E. Insurance Requirements.......................................................21
F. Proposal Submittal Forms....................................................23
Fl. Proposal Submittal Form
F2. References
F3. Statement of Past Contract Disqualifications
F4. Proposers List
FIGURE 1: Project Components...............................................2
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Attachment
City of San Luis Obispo
Specification No. 91133
Section A
DESCRIPTION OF WORK
Al. OVERVIEW
The City's wastewater collection system includes 136 miles of gravity sewer line ranging from
six-inch to 48-inch pipe, three miles of force main ranging from four-inch to ten-inch pipe,
approximately 2,900 manholes. The collection system includes nine lift stations. Six of these lift
stations (Calle Joaquin, Margarita, Silver City, Foothill, Madonna and Airport) are Smith &
Loveless pre-manufactured steel structures with a dry well/wet well design put into service in the
1960s and early 1970s.
The collection system includes inverted siphons(single-and double-barrel) in 21 locations where
sewer lines traverse sensitive areas. In the City, the siphons form a "U" shaped flow path in the
gravity sewer line to dip below creek corridors or conflicting infrastructure. Due to their
sensitive location,these siphons are critical wastewater infrastructure.
A2. BACKGROUND
As part of the City's 2011-13 Financial Plan, the City proposed the design and construction for
the replacement of two existing lift stations and associated gravity and force mains at the Calle
Joaquin lift station(see Figure 1, Project Components).
Calle Joaquin Siphon,Gravity Sewer Line,Lift Station, and Force Main
The existing Calle Joaquin lift station was put into service in 1967 and is located south of Los
Osos Valley Road near 1625 Calle Joaquin. The lift station receives wastewater from a gravity
sewer on Los Osos Valley Road (which serves the Irish Hills Plaza and auto center area) and
from the 12-inch line described above. The station has two-15 horsepower flooded-suction
pumps (660 gpm at 60 feet of total dynamic head). The existing wet well is approximately 21
feet deep with a dry weather flow to the station of approximately 100,000 gallons per day during
dry weather and 280,000 during wet weather.
Replacement of the lift station was prioritized with the other system components (siphon and
gravity line) to eliminate the need for future repairs. To correct the siphon/grade issue discussed
above, staff estimates that a replacement wet well at the lift station will be approximately 28 feet
deep. Other components of the project include:
• Replacement of an existing 12-inch single-barrel siphon (approximately 100
feet in length) under San Luis Creek with a new siphon in a parallel
alignment.
• Replacement of approximately 450 feet of existing 12-inch gravity sewer line
in a parallel alignment to the existing line.
• Replacement of the existing lift station with a pre-fabricated, pre-engineered
eight-foot diameter wet well (fiberglass or concrete), two submersible pumps
(two-speed), site lighting, and auxiliary power (back-up generator). The wet
well could be either fiberglass or concrete.
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Attachment
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FIGURE 1 : project Components
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Source:City of San Luis Obispo Wities Department,2200E11.
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Attachment
City of San Luis Obispo
Specification No. 91133
• Development of a new control strategy and connection of the replacement lift
station to the City's existing SCADA system.
• Replacement of approximately 2,300 feet of eight-inch AC force main in a
parallel alignment to the existing force main in Calle Joaquin.
The solution for the Calle Joaquin project, including the gravity discharge pipe, the siphon, the
lift station wet well and pumps, and force main shall function effectively as a system. Additional
detail on the project's components is provided below.
An existing 12-inch gravity sewer line conveys wastewater west from the Los Verdes
neighborhoods east through a single-barrel siphon under San Luis Obispo Creek through a
24-inch steel encasement for approximately 450 feet under the north-bound freeway off ramp
and US 101, to the Calle Joaquin lift station. In October 2005 during creek crossing inspections,
staff found that the siphon (a ductile iron pipe) was partially exposed resulting from a shift in the
alignment of San Luis Creek and corrosion of the concrete encasement. There is a high level of
risk associated with the failure of the siphon as it would result in the discharge of wastewater
directly to San Luis Obispo Creek. Replacement of the existing siphon will likely utilize a
directional boring process along a route parallel to the existing siphon. Due to the location of
construction in the San Luis Obispo Creek environment, this work will likely require
consultation/regulatory permitting (with California Department of Fish and Game, Army Corps
of Engineers, Regional Water Quality Control Board, and/or US Fish and Wildlife Service) and
may require easement acquisition.
From the siphon, a 12-inch gravity sewer line extends approximately 450 feet where it connects
to the Calle Joaquin wet well below optimal wet well operational range. With the pumps set to
cycle when the wet well fills to approximately four feet, the gravity sewer line and siphon back
up during each pump cycle. Due to the system backing up, the siphon is on a six-month
preventive maintenance schedule to prevent grease and debris build up and clogging. If the
pumps were set to prevent the siphon and sewer line from backing up, the pumps would run
almost constantly with approximately two feet of operational range in the wet well causing the
pumps to vortex, cavitate and lose prime.
In May 2011 when inspecting the 12-inch gravity line with CCTV, staff identified a failed
connection approximately 100 feet an offset joint (or failed gasketed connection) 100 feet from
the upstream manhole between the north-bound freeway off ramp and US 101. While making
this repair staff noted that the steel casing and spacers had deteriorated and that the gravity line
was significantly out of grade. The sewer line is therefore not a candidate for lining.
Replacement of approximately 450 feet of existing 12-inch gravity sewer line in a parallel
alignment to the existing line under US 101 will require coordination/permitting with Cal Trans
and may require easement acquisition.
The existing lift station does not have an auxiliary power source. The City proposes that the
replacement station to include a tier-four rated, 40 KW back-up generator, with an automatic
transfer switch and SCADA connection. City staff will work with the Consultant related to the
design of an approximately 12-foot by 20-foot structure, to be designed with sound attenuation,
appropriate service access,and visual screening. The structure should also house the lift station's
controls with a partition from the generator. Consultant will acquire necessary permits for the
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V
Attachment
City of San Luis Obispo
Specification No.91133
generator on the City's behalf for the generator through the Air Pollution Control District
(APCD),described in Scope of Work, Task 7.
Wastewater is pumped 4,270-feet from the lift station via a eight-inch force main to a manhole
(I15-18) located on the north of the end of Calle Joaquin (on the Dalidio property)where it flows
by gravity under US 101 to the Laguna lift station and on to the Water Reclamation Facility. A
portion of the existing force main was replaced in 2006 from approximately 100-feet north of the
lift station to the intersection of Los Osos Valley Road. As part of this project, approximately
2,300 feet of the force main from LOVR to manhole I15-18 is asbestos concrete pipe shall be
replaced. In 2007, the force main had several failures associated with structural deficiencies.
Staff installed clamps as temporary repairs until the force main could be replaced.
Laguna Lift Station
The Laguna lift station serves the western portion of the City, including receiving flow from the
Calle Joaquin, Silver City and Prefumo lift stations, gravity flow from the Laguna Lake area and
tank drains from the Water Reclamation Facility. The station pumps approximately 750,000
gallons of wastewater daily during dry weather and over two million gallons per day during wet
weather. The lift station has three, ten-inch vertical turbine solids handling pumps that run on
variable frequency drives (VFDs). The lift station's wet well was designed and the pumps were
selected to operate within particular flow matching parameters. With the depth of the wet well,
the full operation range of the lift station is 4.5 feet (to mid-pipe). However, the City has never
been able to operate the lift station consistent with the operational specifications due to varied
and repeated failures that have occurred since 2003 when the station:was put into service.
Failures at the existing lift station have included:
• Flow characteristics within the wet well leading to pump clogging,
• Pumps out of balance leading to seal water and bearing failures,
• Pump motor stalling due to accumulation of debris and/or other unknown
conditions,
• Debris accumulation behind impeller leading to shaft binding,
• VFD failure due to over current failure, and
• Pump catastrophic failure (broken 21-foot shaft).
The Laguna lift station has required extensive repairs, costly maintenance, and utilized excessive
staff time to keep it operational which has impacted the City's Sewer Fund in general, more
specifically, the Wastewater Collection section's operating and capital improvement budget.
These costs are associated with Wastewater Collection staff overtime, rental of emergency
portable pumps for by-pass pumping, crane rental, shipping, and pump and motor repairs. All
possible options have been explored to make the lift station operational and functional. The high
level of risk associated with the lift station's continuous failure and the ongoing operations and
maintenance costs make continuing its operation infeasible.
As described below,the replacement of the Laguna lift station will include:
• Replacement of the existing lift station's trench style wet well and three
40-horse power vertical turbine pumps with a pre-fabricated, pre-engineered,
coated wet well and three submersible pumps.
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V
Attachment
City of San Luis Obispo
Specification No.91/33
• Use of the existing motor control center (MCC) building to house a new
control panel to operate the new lift station.
• Development of a new control strategy and connection of the replacement lift
station to the City's existing SCADA system.
• New discharge manifold that connects to the existing 15" force main.
The replacement lift station will be sited approximately 20 feet north of the existing Laguna lift
station which is located within the City's Water Reclamation Facility at 35 Prado Road.
The City will provide additional background information on the Calle Joaquin and Laguna lift
stations, such as project drawings and specifications, operations and maintenance records and
other relevant information at Notice to Proceed.
A3. SCOPE OF WORK
The purpose of this Request for Proposals is for the City to enter into a contract for necessary
services for the replacement of the Laguna and Calle Joaquin lift stations including engineering
design services, surveying, geotechnical investigation, easement acquisition, floodplain analysis
and environmental review and permitting. It is the City's goal to have these projects out to bid
for construction in May 2012. The City's desired scope of work for the project is described
below. Alternate proposals will be considered as described in Section 131.9, Proposal
Requirements,of this specification package.
TASK 1: Project Meetings and Coordination
During project design, the Consultant will attend a minimum of five progress/coordination
meetings with the City staff to discuss issues related to the project design and to update the City
regarding progress of the design phase. Anticipated meetings are as follows:
• Project kick-off meeting to evaluate and define scope and coordination
• Design Confirmation/Alternatives Review
• Preliminary Design Report/50 Percent Design Submittal
• Meeting at 90 Percent Design Submittal
• Meeting at Final Design Submittal
The Consultant shall provide coordination between City staff and all subconsultants. The
Consultant will coordinate with the City's Project Manager on activities including scheduling
meetings, tracking and reporting on work in progress. The Consultant will prepare meeting notes
and distribute them to the City and Consultant team.
TASK 2: Easement Acquisition (CJ)
The City has limited site area near the existing Calle Joaquin lift station for siting the
replacement facility. The Consultant shall work with City staff to acquire a permanent easement
for the siting of the replacement lift station and temporary construction easements for the siphon
and gravity sewer line work. This work shall include:
• Title search and appraisals of all properties encroached by any proposed
utility easement.
• Preparation of all easement acquisition documents.
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Attachment
City of San Luis Obispo
Specification No.91133
• Acquisition of all easements from owners of property encroached by the
. proposed project.
• Utility easements and negotiations related thereto.
The Consultant will coordinate with the City and provide the services of a qualified land
surveyor to prepare legal descriptions for the proposed lift station site and utility easements. The
site under consideration for the siting of the new Calle Joaquin lift station is a portion of the
Motel 6 property, at 1625 Calle Joaquin,to the west of the existing lift station..
TASK 3: Survey/Right of Way (CJ), Geotechnical Investigation (CJ, Lag),
Potholing (CJ, Lag) and Evaluation of Flood Conditions (CJ)
The Consultant shall conduct necessary field survey work and topographic mapping, which may
utilize an aerial survey, for the existing and proposed gravity line, force main and Calle Joaquin
lift station.
The Consultant will provide and coordinate the services of a qualified geotechnical subconsultant
to perform a detailed geotechnical investigation at the two project sites and to explore subsurface
conditions at each proposed lift station site where the new wet well will be installed. Field
investigations will be performed for collection of pertinent data and information, which will be
analyzed to develop geotechnical engineering recommendations for the final design. The
Consultant will review the geotechnical reports and confirm that the analysis addresses the needs
of the City. Consultant shall assume a total of four borings will be required (Calle Joaquin lift
station site, Calle Joaquin force main, east of Highway 101 at San Luis Obispo Creek and
Laguna lift station site).
The Consultant shall also provide and coordinate the services of a subconsultant for potholing
services to locate tie in locations of gravity lines, force main, and location of any potentially
conflicting utility lines.
The area surrounding the.Calle Joaquin lift station has been inundated during past storm events
(notably in 1995). Utilizing information from FEMA and the City's Watershed Management
Model, the Consultant will identify the site constraints of the 100-year flood elevation to ensure
that the new lift station is designed so that all equipment and openings are above this elevation.
TASK 4: Design Confirmation
After preliminary discussions with City staff at Kickoff/Meeting #1 and to confirm the project's
overall design approach, the Consultant will develop three conceptual-level alternatives for the
replacement of the Calle Joaquin lift station, including the siphon and gravity line, and two
conceptual level lift station alternatives for the Laguna lift station. The conceptual level
alternatives will be developed with input from City staff. These alternatives will be presented
and discussed with City staff at Meeting #2 to reach consensus on the preferred alternative prior
to proceeding with development of the Preliminary Design Report for the preferred alternative..
TASK 5: Preliminary Design Report
After selection of the preferred alternative for each replacement lift station, the Consultant shall
prepare a draft and final Preliminary Design Report in a single document. The Report will
include:
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Attachment
City of San Luis Obispo
Specification No.91133
• Description of the existing facilities, conceptual alternatives evaluated, and
the preferred alternative, including the reasons for selecting the preferred
alternative, design concepts and the proposed improvements,
• Design criteria including discussion of flows, reliability and redundancy,
pumps, piping, flow metering, wet well, valves and gates, odor control, sound
attenuation, auxiliary systems and operations and maintenance,
• Hydraulic analysis, including system and pump curves and pump selection,
incoming sewer elevations, force main discharge elevation, and wet well
operating levels,
• Pumping schematic,
• Electrical instrumentation requirements and improvements, including backup
generator(see discussion in Background, Calle Joaquin lift station) and power
supply to allow the existing and new station to run in parallel during
commissioning,
• Preliminary construction sequencing and construction constraints analysis for
both the Calle Joaquin and Laguna sites,
• Design and construction schedule, with identified lead time for long lead
equipment items and other critical needs,
• Preliminary Construction Cost Estimate,
• Equipment cut sheets for major equipment within the Report's appendix, and
• Field survey information and geotechnical report within the Report's appendix
(See Task 2).
Consultant shall provide seven copies of the draft and final Preliminary Design Report to the
City. The Draft Preliminary Design Report contents will be discussed at a meeting with City
staff. City comments will be incorporated into the Final Preliminary Design Report.
TASK 6: Construction Documents and Specifications
The Consultant will prepare construction plans and specifications for the Calle Joaquin and
Laguna lift station replacement project, in accordance with City direction. The Consultant shall
submit seven sets of blueprints for review by the City at the 50 percent and 90 percent
completion levels. The City will review the construction plans and provide comments to the
Consultant. The Consultant will prepare and submit a construction cost estimate for the project at
each completion level.
In order to ensure each lift station commissioning process is successful, the project's
specifications shall include a detailed project commissioning specifications for the City's review
and acceptance. This portion of the project specifications shall include:
• A clear definition of commissioning procedures, including City and
Contractor roles and responsibilities.
• Detailed schedules for independent commissioning of both lift stations.
• An organized system of commissioning documentation.
• Written testing and verification procedures.
• Clear definition of the criteria for acceptance.
• Procedures for correction and retesting in the case of failure.
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Attachment
City of San Luis Obispo
Specification No.91133
The City's concerns include, but are not limited to, running the replacement lift stations in
parallel with the existing stations; verifying SCADA communications, alarms, and operator
control functions.
TASK 7: Permitting and Environmental Review
Following the selection of the preferred alternative discussed in Task 3 above, Consultant shall
prepare and submit the applications and supporting documents for permits as required for the
construction of this project, except those normally obtained by the construction contractor. The
permits anticipated for this project include those required by Cal Trans, the Air Pollution Control
District, California Department of Fish and Game, and compliance with the California
Environmental Quality Act, likely a Mitigated Negative Declaration. The City will provide
permit fees associated with filing the permit applications.
Consultant shall work with City staff including the Utilities Project Manager, staff from the
Community Development Department and the City Biologist on the project's permitting and
environmental review. It is the City's desire that the lift station replacement project be "self
mitigating" by design in that including protective measures related to surface migration (frac-
out) of drilling mud during horizontal directional drilling work associated with the Calle Joaquin
siphon and gravity line San Luis Creek and other standard permit requirements. The project shall
be designed so that horizontal directional drilling entry and exit points shall be far enough from
the creek banks to have minimal impact on these areas.
Consultant shall also respond to questions or requests for additional information from the
permitting agencies up to two"requests for information"per permit application.
TASK 8: Construction Phase Support and Preparation of Record Drawings
Consultant shall provide engineering services pertaining to the bidding and construction phase of
the project. This task includes responding to questions and/or clarifications during bidding;
review of submittals; responding to requests for information from the City's Contractor;
attending pre-construction meetings; attending project progress meeting; assisting in observing
operational test for the lift stations;and completing as-built drawings.
Consultant shall obtain "record" information from the City's Contractor at the conclusion of the
project, review the as-built drawings provided by the Contractor and as provided by the City's
inspection staff, and develop a set of record drawings for the project based on the as-built
information obtained from the Contract, City staff, and the Consultant's records from
construction. Consultant shall provide one set of reproducible record drawings and a set of
electronic drawings and a signed set.
A4. PROJECT SCHEDULE & COST
Proposal shall include a detailed schedule-for the completion of the eight tasks above that
comprise the City's desired scope of work or for an alternative work scope as described in
Section B 1.9. The project schedule shall correspond to the award schedule included in Section C.
Also provide a corresponding cost breakdown with estimated hours to perform each task
described in the scope of work and an hourly rate work sheet to be used for additional services.
Costs shall be consistent with those provided in Section F. Costs should include any required
travel and expenses.
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Attachment
City of San Luis Obispo
Specification No.91133
Section B
GENERAL TERMS & CONDITIONS
131. PROPOSAL REQUIREMENTS
1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal
(Consultant) shall meet all of the terms, and conditions of the Request for Proposals (RFP)
specifications package. By virtue of its proposal submittal, the Consultant acknowledges
agreement with and acceptance of all provisions of these RFP specifications.
2.. Proposal Submittal. Each proposal must be submitted on the form(s) provided in the
specifications and accompanied by any other required submittals or supplemental materials.
Proposal documents shall be enclosed in an envelope that shall be sealed and addressed to the
City of San Luis Obispo Finance Department at 990 Palm Street, San Luis Obispo, CA
93401. In order to guard against premature opening, the proposal should be clearly labeled
with the proposal title, specification number, name of proposer, and date and time of
proposal opening. No FAX submittals will be accepted.
3. Insurance Certificate. Each proposal must include a certificate of insurance showing:
a. The insurance carrier and its A.M. Best rating.
b. Scope of coverage and limits.
c. Deductibles and self-insured retention.
The purpose of this submittal is to generally assess the adequacy of the proposer's insurance
coverage during proposal evaluation; as discussed under paragraph 13 below, endorsements
are not required until contract award. The City's Insurance Requirements are detailed in
Section E of this RFP package.
4. Submittal of References. Each proposer shall submit a statement of qualifications and
references on the form provided in the RFP package.
5. Statement of Contract Disqualifications. Each proposer shall submit a statement regarding
any past governmental agency proposing or contract disqualifications on the form provided
in Section F of this RFP package.
6. Proposal Withdrawal and Opening. A Consultant may withdraw its proposal, without
prejudice prior to the time specified for the proposal opening, by submitting a written request
to the City Engineer for its withdrawal, in which event the proposal will be returned to the
proposer unopened. No proposal received after the time specified or at any place other than
that stated in the "Notice Inviting Proposals/Requesting Proposals" will be considered. All
proposals will be opened and declared publicly. Consultants or their representatives are
invited to be present at the opening of the proposals.
7. Submittal of One Proposal Only. No individual or business entity of any kind shall be
allowed to make or file, or to be interested in more than one proposal, except an alternative
proposal when specifically requested; however, an individual or business entity that has
submitted a sub-proposal to a Consultant submitting a proposal, or who has quoted prices on
materials to such proposer, is not thereby disqualified from submitting a sub-proposal or
from quoting prices to other Consultant's submitting proposals.
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Attachment
City of San Luis Obispo
Specification No.91133
8. Communications. All timely requests for information submitted in writing (via e-mail to
jmetz@slocity.org)will receive a written response from the City. Telephone communications
with City staff are not encouraged. However, any such oral communication shall not be
binding on the City.
9. Alternative Proposals. The proposer may submit an alternative proposal that it believes will
also meet the City's project goals but in a different way. In this case, the proposer must
provide an analysis of the advantages and disadvantages of each of the alternatives, and
discuss under what circumstances the City would prefer one alternative to the other(s). If an
alternative proposal is submitted, the maximum length of the proposal may be expanded
proportionately by the number of alternatives submitted.
132. CONTRACT AWARD & EXECUTION
10. Proposal Retention and Award. The City reserves the right to retain all proposals for a
period of 60 days for examination and comparison. The City also reserves the right to waive
non-substantial irregularities in any proposal, to reject any or all proposals, to reject or delete
one part of a proposal and accept the other, except to the extent that proposals are qualified
by specific limitations. See Section C of these specifications for Proposal Evaluation and
Contract Award criteria.
11. Competency and Responsibility of Consultant. The City reserves full discretion to
determine the competence and responsibility, professionally and/or financially, of
consultants. Consultants will provide, in a timely manner, all information that the City deems
necessary to make such a decision.
12. Contract Requirement. The Consultant to whom award is made shall execute a written
contract with the City within ten(10)calendar days after notice of the award has been sent by
mail to it at the address given in its proposal. The contract shall be made in the form adopted
by the City and incorporated in these specifications.
13. Insurance Requirements. The Consultant shall provide proof of insurance in the form,
coverages and amounts specified in Section E of these specifications within 10 (ten) calendar
days after notice of contract award as a precondition to contract execution.
14. Business License and Tax. The Consultant must have a valid City of San Luis Obispo
business license and tax certificate before contract execution. Additional information
regarding this requirement may be obtained by calling(805)781-7134.
15. Failure to Accept Contract. The following will occur if the Consultant to whom the award
is made fails to enter into the contract: the award will be annulled; any bid security will be
forfeited in accordance with the special terms and conditions if a Consultant's bond or
security is required;.and an award may be made to the next highest ranked consultant with
whom a responsible compensation is negotiated, who shall fulfill every stipulation as if it
were the party to whom the first award was made.
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Attachment
City of San Luis Obispo
Specification No.91133
Section C
PROPOSAL CONTENT & SELECTION PROCESS
C1. Proposal Content
Submittal Forms
a. Proposal submittal summary.
b. Certificate of Insurance.
c. References from at least three Agencies for whom you have provided similar services.
d. Statement of Past Disqualifications.
Qualifications
e. Name and qualifications of the Project Manager to be assigned to the project. Include the
Project Manager's prior project experience that best illustrate his/her expertise to perform the
requested services.
f. Identify and provide the qualifications of Key Personnel (both prime and subconsultants)
proposed to work on this project. Include expected project assignments, the extent of their
project participation and the relevance of their prior experience to this project.
g. Experience of your firm in performing similar services.
h. Provide an organizational chart illustrating the relationship between the Project Manager and
Key Personnel. Identify subconsultants and subcontractors in the organizational chart by firm
name.
i. Standard hourly billing rates for the assigned staff, including any sub-consultants.
j. Statement and explanation of any instances where your firm has been removed from a project
or disqualified from proposing on a project.
Work Program
k. Description of your approach to working with City staff to achieve their goal of completing
the lift station replacement work within the schedule.
1. Tentative schedule by phase and task for completing the work.
in. Estimated hours for your staff in performing each phase of the work, including any sub-
consultants.
n. Services or data to be provided by the City beyond what is expressed here.
o. Any other information that would assist us in making this contract award decision.
Compensation
p. Proposed compensation and payment schedule tied to accomplishing key tasks.
Proposal Length and Copies
q. Proposals should be double sided and not exceed 100 total pages (50 double-sided pages),
including attachments and supplemental materials.
r. Seven copies of the proposal and one electronic copy on a compact disk must be submitted.
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Attachment
City of San Luis Obispo
Specification No.91133
C2. Proposal Evaluation & Selection
Proposals will be evaluated by a seven-member review committee composed of Utilities
Department and Public Works staff and the City Biologist based on the following criteria:
a. Understanding of the work required by the City.
b. Proposed approach in completing the work.
c. Quality, clarity and responsiveness of the proposal.
d. Recent experience in successfully performing similar lift station design
services.
e. Background and related experience of the Project Manager and Key Personnel
to be assigned to this project.
f. Demonstrated competence and professional qualifications necessary for
successfully performing the work required by the City.
g. References.
h. Proposed compensation.
As reflected above, contract award will be based on a combination of factors as determined to be
in the best interest of the City and will not be based solely on price. After evaluating the
proposals and discussing them further with the finalists or the tentatively selected Consultant, the
City reserves the right to further negotiate the proposed work scope and/or method and amount
of compensation.
The following is the anticipated schedule for key dates associated with the project's proposal
review. The Consultant team should be aware of these dates, beginning with the finalist
interviews, and have the ability to allocate adequate staffing resources to meet the City's
schedule for completing the project.
a. Issue Request for Proposals August 17,2011
b. Mandatory Pre-Proposal Meeting August 30, 2011
c. Receive proposals 3pm, September 13, 2011
d. City staff to complete proposal evaluation Thursday, September 15, 2011
e. Conduct finalist interviews Wednesday, September 21,2011
f. Finalize staff recommendation Friday, September 23, 2011
g. Award and execute contract Week of October 3, 2011
h. Start work Week of October 10, 2011
i. Complete Design Services April 20,2012
j. Project advertised for Construction May 5,2012
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Attachment
City of San Luis Obispo
Specification No.91133
Section D
FORM OF AGREEMENT
AGREEMENT
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on [day,date,year]
by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as
City,and[CONSULTANT'S NAME IN CAPITAL LETTERS], hereinafter referred to as Consultant.
WITNESSETH
WHEREAS, on 2011 City requested proposals for the Calle Joaquin and Laguna
Lift Station Replacement project per Specification No. 91133.
WHEREAS, pursuant to said request, Consultant submitted a proposal that was accepted by City
for said services.
NOW THEREFORE, in consideration of their mutual promises, obligations and covenants
hereinafter contained,the parties hereto agree as follows:
I. Term. The term of this Agreement shall be from the date this Agreement is made and entered,as first
written above,until acceptance or completion of said services.
2. Start and Completion of Work. Work on this project shall begin within five calendar days after
contract execution. Individual projects shall be completed in accordance with approved project
schedules.
3. Work Delays. Should the Consultant be obstructed or delayed in the work required to be done
hereunder by changes in the work or by any default, act, or omission of the City, or by strikes, fire,
earthquake,or any other Act of God,or by the inability to obtain materials,equipment,or labor due to
federal government restrictions arising out of defense or war programs, then the time of completion
may,at the City's sole option,be extended for such periods as may be agreed upon by the City and the
Consultant..In the event that there is insufficient time to grant such extensions prior to the completion
date of the contract, the City may, at the time of acceptance of the work, waive liquidated damages
that may have accrued for failure to complete on time,due to any of the above, after hearing evidence
as to the reasons for such delay,and making a finding as to the causes of same.
4. Termination. If, during the term of the contract, the City determines that the Consultant is not
faithfully abiding by any term or condition contained herein, or the Consultant's work is determined
to be deficient,the City may notify the Consultant in writing of such defect or failure to perform. This
notice will give the Consultant a ten calendar day notice of time thereafter in which to perform said
work or cure the deficiency.
If the Consultant has not performed the work or cured the deficiency within the ten days specified in
the notice, such shall constitute a breach of the contract and the City may terminate the contract
immediately by written notice to the Consultant to said effect. Thereafter,neither party shall have any
further duties, obligations, responsibilities, or rights under the contract except, however, any and all
obligations of the Consultant's surety shall remain in full force and effect, and shall not be
extinguished,reduced,or in any manner waived by the termination thereof.
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Attachment
City of San Luis Obispo
Specification No. 91133
In said event, the Consultant shall be entitled to the reasonable value of its services performed from
the beginning date in which the breach occurs up to the day it received the City's Notice of
Termination, minus any offset from such payment representing the City's damages from such breach.
"Reasonable value" includes fees or charges for goods or services as of the last milestone or task
satisfactorily delivered or completed by the Consultant as may be set forth in the Agreement payment
schedule; compensation for any other work, services or goods performed or provided by the
Consultant shall be based solely on the City's assessment of the value of the work-in-progress in
completing the overall workscope.
The City reserves the right to delay any such payment until completion or confirmed abandonment of
the project, as may be determined in the City's sole discretion, so as to permit a full and complete
accounting of costs. In no event, however, shall the Consultant be entitled to receive in excess of the
compensation quoted in its proposal.
If, at any time during the term of the contract, the City determines that the proposed work is not
feasible due to funding shortages or unforeseen circumstances,the City reserves the right to terminate
the contract.Consultant will be paid compensation due and payable to the date of termination.
5. Ability to Perform. The Consultant warrants that it possesses, or has arranged through subcontracts,
all capital and other equipment, labor, materials, and licenses necessary to carry out and complete the
work hereunder in compliance with any and all applicable federal, state, county, city, and special
district laws,ordinances,and regulations.
6. Sub-contract Provisions. No portion of the work pertinent to this contract shall be subcontracted
without written authorization by the City, except that which is expressly identified in the Consultant's
proposal. Any substitution of sub-consultants must be approved in writing by the City. For any sub-
contract for services in excess of $25,000, the subcontract shall contain all provisions of this
agreement.
7. Contract Assignment. The Consultant shall not assign, transfer, convey or otherwise dispose of the
contract, or its right, title or interest, or its power to execute such a contract to any individual or
business entity of any kind without the previous written consent of the City.
8. Inspection. The Consultant shall furnish City with every reasonable opportunity for City to ascertain
that the services of the Consultant are being performed in accordance with the requirements and
intentions of this contract. All work done and all materials furnished, if any, shall be subject to the
City's inspection and approval. The inspection of such work shall not relieve Consultant of any of its
obligations to fulfill its contract requirements.
9. Record Retention and Audit. For the purpose of determining compliance with various laws and
regulations as well as performance of the contract, the Consultant and sub-consultants shall maintain
all books, documents, papers,accounting records and other evidence pertaining to the performance of
the contract, including but not limited to the cost of administering the contract. Materials shall be
made available at their respective offices at all reasonable times during the contract period and for
three years from the date of final payment under the contract. Authorized representatives of the City
shall have the option of inspecting and/or auditing all records. For Federally funded projects, access
to records shall also include authorized representatives of the State and Federal government. Copies
shall be furnished if requested.
10. Conflict of Interest. The Consultant shall disclose any financial, business,or other relationship with
the City that may have an impact upon the outcome of this contract,or any ensuing City construction
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Attachment
City of San Luis Obispo
Specification No.91133
project. The Consultant shall also list current clients who may have a financial.interest in the outcome
of this contract,or any ensuing City construction project which will follow.
The Consultant covenants that it presently has no interest, and shall not acquire any interest--direct,
indirect or otherwise—that would conflict in any manner or degree with the performance of the work
hereunder. The Consultant further covenants that, in the performance of this work, no sub-consultant
or person having such an interest shall be employed. The Consultant certifies that no one who has or
will have any financial interest in performing this work is an officer or employee of the City. It is
hereby expressly agreed that, in the performance of the work hereunder, the Consultant shall at all
times be deemed an independent Consultant and.not an agent or employee of the City.
11. Rebates, Kickbacks or Other Unlawful Consideration. The Consultant warrants that this contract
was not obtained or secured through rebates, kickbacks or other unlawful consideration, either
promised or paid to any City employee. For breach or violation of the warranty, the City shall have
the right in its discretion; to terminate the contract without liability; to pay only for the value of the
work actually performed; to deduct from the contract price; or otherwise recover the full amount of
such rebate,kickback or other unlawful consideration.
12. Covenant Against Contingent Fees. The Consultant warrants by execution of this contract that no
person or selling agency has been employed, or retained, to solicit or secure this contract upon an
agreement or understanding, for a commission, percentage, brokerage, or contingent fee, excepting
bona fide employees or bona fide established commercial or selling agencies maintained by the
Consultant for the purpose of securing business. For breach or violation of this warranty,the City has
the right to annul this contract without liability; pay only for the value of the work actually
performed, or in its discretion, to deduct from the contract price or consideration, or otherwise
recover the full amount of such commission,percentage,brokerage,or contingent fee.
13. Compliance with Laws and Wage Rates. The Consultant shall keep itself fully informed of and
shall observe and comply with all applicable state and federal laws and county and City of San Luis
Obispo ordinances, regulations and adopted codes during its performance of the work. This includes
compliance with prevailing wage rates and their payment in accordance with California Labor Code.
For purposed of this paragraph, "construction" includes work performed during the design and
preconstruction phases of construction, including but not limited to, inspection and land surveying
work.
14. Payment of Taxes. The contract prices shall include full compensation for all taxes that the
Consultant is required to pay.
15. Permits, Licenses and Filing Fees. The Consultant shall procure all permits and licenses, pay all
charges and fees, and file all notices as they pertain to the completion of the Consultant's work. The
City will pay all application fees for permits required for the completion of the project including
building and regulatory permit application fees. Consultant will provide a 10 day notice for the City
to issue a check.
16. Safety Provisions. The Consultant shall conform to the rules and regulations pertaining to safety
established by OSHA and the California Division of Industrial Safety.
17. Public and Employee Safety. Whenever the Consultant's operations create a condition hazardous to
the public or City employees, it shall, at its expense and without cost to the City, furnish, erect and
maintain such fences, temporary railings, barricades, lights, signs and other devices and take such
other protective measures as are necessary to prevent accidents or damage or injury to the public and
employees.
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Attachment
City of San Luis Obispo
Specification No.91133
18. Preservation of City Property. The Consultant shall provide and install suitable safeguards,
approved by the City, to protect City property from injury or damage. If City property is injured or
damaged resulting from the Consultant's operations, it shall be replaced or restored at the Consultant's
expense. The facilities shall be replaced or restored to a condition as good as when the Consultant
began work.
19. Immigration Act of 1986. The Consultant warrants on behalf of itself and all sub-consultants
engaged for the performance of this work that only persons authorized to work in the United States
pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be
employed in the performance of the work hereunder.
20. Consultant Non-Discrimination. In the award of subcontracts or in performance of this work, the
Consultant agrees that it will not engage in, nor permit such sub-consultants as it may employ, to
engage in discrimination in employment of persons on any basis prohibited by State or Federal law..
21. Accuracy of Specifications.The specifications for this project are believed by the City to be accurate
and to contain no affirmative misrepresentation or any concealment of fact. In preparing its proposal,
the Consultant and all sub-consultants named in its proposal shall bear sole responsibility for proposal
preparation errors resulting from any misstatements or omissions in the specifications that could
easily have been ascertained by examining either the project site or accurate test data in the City's
possession. Although the effect of ambiguities or defects in the specifications will be as determined
by law, any patent ambiguity or defect shall give rise to a duty of Consultant to inquire prior to
proposal submittal. Failure to so inquire shall cause any such ambiguity or defect to be construed
against the Consultant. An ambiguity or defect shall be considered patent if it is of such a nature that
the Consultant, assuming reasonable skill, ability and diligence on its part, knew or should have
known of the existence of the ambiguity or defect. Furthermore, failure of the Consultant or sub-
consultants to notify City in writing of specification defects or ambiguities prior to proposal submittal
shall waive any right to assert said defects or ambiguities subsequent to submittal of the proposal.
To the extent that these specifications constitute performance specifications, the City shall not be
liable for costs incurred by the successful Consultant to achieve the project's objective or standard
beyond the amounts provided therefor in the proposal.
In the event that, after awarding the contract, any dispute arises as a result of any actual or alleged
ambiguity or defect in the specifications, or any other matter whatsoever, Consultant shall
immediately notify the City in writing, and the Consultant and all sub-consultants shall continue to
perform, irrespective of whether or not the ambiguity or defect is major, material, minor or trivial,
and irrespective of whether or not a change order, time extension, or additional compensation has
been granted by City. Failure to provide the hereinbefore described written notice within one (1)
working day of Consultant's becoming aware of the facts giving rise to the dispute shall constitute a
waiver of the right to assert the causative role of the defect or ambiguity in the plans or specifications
concerning the dispute.
22. Indemnification for Professional Liability. To the fullest extent permitted by law, Consultant shall
indemnify,protect, defend and hold harmless City and any and all of its officials, employees and
agents ("Indemnified Parties")from and against any and all losses, liabilities, damages, costs and
expenses, including attorney's fees and costs which arise out of, pertain to, or relate to the
negligence,recklessness, or willful misconduct of the Consultant.
23. Standards. Documents shall conform to City Standards and City furnished templates shall be used.
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Attachment
City ofSan Luis Obispo
Specification No.91133
24. Consultant Endorsement. Technical reports, plans and specifications shall be stamped and signed
by the Consultant where required.
25. Required Deliverable Products and Revisions. The Consultant will be required to provide
documents addressing all elements of the workscope. Plans shall be prepared using City's
standardized title blocks and coversheets. Draft plans may be submitted for review using either the
full D(24x36) format or a reduced 11x17 format. Consultant shall ensure that drawings and notes are
clearly legible if using the reduced format. Specifications and bid documents shall conform to
standard City formats unless authorized. The City's current Standard Specifications and Engineering
Standards must be incorporated where applicable.
City staff will review any documents or materials provided by the Consultant and, where necessary,
the Consultant will respond to staff comments and make such changes as deemed appropriate.
Submittals shall include the previous marked up submittal (returned to the Consultant) to assist in the
second review. Changes shall be made as requested or a notation made as to why the change is not
appropriate.
7 copies of the draft preliminary reports,technical studies and 50%plans and estimate
1 copy of the final preliminary reports,technical studies plus markups
7 copies of the 90%plans,specifications and estimate plus 50%markups
1 copy of the 100%plans,specifications and estimate plus 90%markups
1 copy of the final plans,specifications and estimates plus 100%markups
Draft reports and plan submittals shall be submitted as paper copies.
Final documents shall be submitted as camera-ready original, unbound, each page printed on only one
side, including any original graphics in place and scaled to size, ready for reproduction AND one
electronic copy submitted in Adobe Acrobat format including all original stamps and signatures
In the event the City will be compiling the final specifications, incorporating the Consultant's work,
the final specifications will also be required to be submitted in Microsoft Word format.
In the event the City will be completing the Record Drawings, the final plans will also be required to
be submitted in AutoCAD
Electronic files shall be submitted on CD and all files must be compatible with the Microsoft
operating system. Each CD must be clearly labeled and have a printed copy of the directory. Files
may be emailed to the City in lieu of putting them on CD.
26. Ownership of Materials. Upon completion of all work under this contract, ownership and title to all
reports, documents, plans, specifications, and estimates produced as part of this contract will
automatically be vested in the city and no further agreement will be necessary to transfer ownership
to the City. The Consultant shall fumish the City all necessary copies of data needed to complete the
review and approval process.
It is understood and agreed that all calculations, drawings and specifications, whether in hard copy or
machine readable form, are intended for one-time use in the construction of the project for which this
contract has been entered into.
The Consultant is not liable for claims, liabilities, or losses arising out of, or connected with the
modification, or misuse by the City of the machine-readable information and data provided by the
Consultant under this agreement. Further, the Consultant is not liable for claims, liabilities, or losses
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Attachment
City of San Luis Obispo
Specification No.91133
arising out of, or connected with any use by City of the project documentation on other projects,
except such use as may be authorized in writing by the Consultant.
27. Release of Reports and Information. Any reports, information, data, or other material given to,
prepared by or assembled by the Consultant as part of the work or services under these specifications
shall be the property of City and shall not be made available to any individual or organization by the
Consultant without the prior written approval of the City.
The Consultant shall not issue any news release or public relations item of any nature, whatsoever,
regarding work performed or to be performed under this contract without prior review of the contents
thereof by the City and receipt of the City's written permission.
28. Copies of Reports and Information. If the City requests additional copies of reports, drawings,
specifications,or any other material in addition to what the Consultant is required to famish in limited
quantities as part of the work or services under these specifications,the Consultant shall provide such
additional copies as are requested, and City shall compensate the Consultant for the costs of
duplicating of such copies at the Consultant's direct expense.
29. Attendance at Meetings and Hearings. Consultant shall attend as many "working" meetings with
staff as necessary to accomplish the workscope tasks. Consultant shall attend workshops with the
public, and City commission, committee or Council meetings as identified in the individual project
scoping.
30. Permit and Filing Fees. Unless noted here,the Consultant shall procure all permits,and licenses,pay
all charges and fees and file all notices necessary as they pertain to the completion of the Consultant's
work. The City will pay all application fees for permits required for the completion of the project
work. The City requires a 10 day notice to issue a check.
31. Consultant Invoices. The Consultant shall deliver a monthly invoice to the City, itemized by project
title. Invoice must include a breakdown of hours billed and miscellaneous charges and any sub-
consultant invoices,similarly broken down,as supporting detail.
32. Payment. For providing services as specified in this Agreement, City will pay and Consultant shall
receive therefore compensation in a total sum not to exceed $ . Should the Consultant's
designs, drawings or specifications contain errors or deficiencies, the Consultant shall be required to
correct them at no increase in cost to the City.
Progress payments shall be made on a monthly basis as invoiced by the Consultant for expenses
incurred with cumulative monthly payments not to exceed:
$ X (85%) Prior to submittal of 50%documents;and
$X (95%) Prior to submittal of final documents;and
$X (100%) Prior to completion of construction or as noted below
The five percent(5%)retention until completion of construction shall be released upon completion of
design if the City fails to authorize the advertising for construction within two months following the
acceptance of a complete final submittal by the Consultant.
For on-call services,the City will pay and the Consultant shall receive compensation as agreed to on a
project by project basis.
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Attachment
City of San Luis Obispo
Specification No.91133
The Consultant shall be reimbursed for hours worked at the hourly rates attached to this agreement.
Hourly rates include direct salary costs, employee benefits, overhead and fee. In addition, the
Consultant,shall be reimbursed for direct costs other than salary and vehicle cost that have been
identified and are attached to this agreement. The Consultant's personnel shall be reimbursed for per
diem expenses at a rate not to exceed that currently authorized for State employees under State
Department of Personnel Administration rules.
33. Payment Terms. The City's payment terns are 30 days from the receipt of an original invoice and
acceptance by the City of the materials, supplies, equipment or services provided by the Consultant
(Net 30). The Consultant shall pay all sub-consultants within 10 calendar days from receipt of each
payment made to the Consultant by the City.
34. Resolution of Disputes. Any dispute, other than audit, concerning a question of fact arising under
this contract that is not disposed of by agreement shall be decided by a committee consisting of the
City's Project Manager and the City Director of Public Works, who may consider written or verbal
information submitted by the Consultant. Not later- than thirty days after completion of all
deliverables necessary to complete the plans, specifications and estimate, the Consultant may request
review by the City Council of unresolved claims or disputes, other than audit, in accordance with
Chapter 1.20 Appeals Procedure of the Municipal Code.
Any dispute concerning a question of fact arising under an audit of this contract that is not disposed
of by agreement, shall be reviewed by the City's Chief Fiscal Officer. Not later than 30 days after
issuance of the final audit report, the Consultant may request a review by the City's Chief Fiscal
Officer of unresolved audit issues.The request for review must be submitted in writing.
Neither the pendency of a dispute, nor its consideration by the City will excuse the consultant from
full and timely performance in accordance with the terms of this contract.
35. Agreement Parties.
City: Carrie Mattingly, City of San Consultant:
Luis Obispo
879 Morro Street
San Luis Obispo,CA 93401
All written notices to the parties hereto shall be sent by United States mail, postage prepaid by
registered or certified mail addressed-as shown above.
36. Incorporation by Reference. City Request for Proposal Specification No. 91133 and Consultant's
proposal dated ,2011,are hereby incorporated in and made a part of this Agreement.
37. 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 City Engineer.
38. Working Out of Scope. If, at any time during the project, the consultant is directed to do work by
persons other than the City Project Manager and the Consultant believes that the work is outside of
the scope of the original contract,the Consultant shall inform the Project Manager immediately. If the
Project Manager and Consultant both agree that the work is outside of the project scope and is
necessary to the successful completion of the project, then a fee will be established for such work
based on Consultant's hourly billing rates or a lump sum price agreed upon between the City and the
Consultant. Any extra work performed by Consultant without prior written approval from the City
Project Manager shall be at Consultant's own expense.
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Attachment
City of San Luis Obispo
Specification No. 91133
39. 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. For and in consideration of the payments and agreements hereinbefore
mentioned to be made and performed by City, Consultant agrees with City to do everything required
by this Agreement, the said specification and incorporated documents. Failure by the Consultant to
carry out the requirements of this Agreement is a material breach of this agreement which may result
in the termination of this Agreement or such other remedy as the City deems appropriate..
Authority to Execute Agreement. Both City and Consultant 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.
CITY OF SAN LUIS OBISPO:
Katie Lichtig, City Manager
APPROVED AS TO FORM: CONSULTANT:
hristine Dietrick,City Attomey By:
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Attachment
City of San Luis Obispo
Specification No.91133
Section E
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 project/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, agents or volunteers shall be
excess of the Contractor's insurance and shall not contribute with it.
3. 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.
4. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be
suspended, voided, canceled by either patty, 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.
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Attachment
City of San Luis Obispo
Specification No.91133
Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating of no
less than ANIL
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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Attachment _
City of San Luis Obispo
Specification No.91133
Section F
PROPOSAL SUBMITTAL FORMS
F1. ACKNOWLEDGEMENT
The undersigned declares that she or he has carefully examined Specification No. 91133, which
is hereby made a part of this proposal; is thoroughly familiar with its contents; is authorized to
represent the proposing firm; and agrees to perform the specified work for the following cost
quoted in full:
DESCRIPTION •
Calle Joaquin&Laguna Lift Station Replacement
TASK 1: Project Meetings and Coordination $
TASK 2: Easement Acquisition $
TASK 3: SurveyiRight of Way, Geotechnical Investigation, Potholing $
and Evaluation of Flood Conditions
TASK 4: Design Confirmation $
TASK 5: Preliminary Design Report $
TASK 6: Construction Documents and Specifications $
TASK 7: Permitting and Environmental Review $
TASK 8: Construction Phase Support and Preparation of Record $
Drawings
TOTAL $
Firm Name and Address
Contact Phone
I i nature of Authorized Re resentadve
Date
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Attachment
City of San Luis Obispo
Specification No.91133
F2. INSURANCE CERTIFICATE
0 Certificate of insurance attached
Insurance Company's A.M. Best Rating
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Attachment
City of San Luis Obispo
Specification No.91133
F3. REFERENCES
Number of years engaged in providing the services included within the scope of the specifications under
the present business name:
Describe fitlly the last three contracts performed by your firm that demonstrate your ability to provide the
services included with the scope of the specifications. Attach additional pages to provide references for
any subconsultants. The City reserves the right to contact each of the references listed for additional
information regarding your firm's and any subconsultant's qualifications.
Reference No. 1
Customer Name
Contact Individual
Telephone&FAX number
Street Address
City,State,Zip Code
Description of services provided
including contract amount,when
provided and project outcome
Reference No.2
Customer Name
Contact Individual
Telephone&FAX number
Street Address
City,State,Zip Code
Description of services provided
including contract amount,when
provided and project outcome
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Attachment
City of Son Luis Obispo
Specification No. 91133
Reference No.3
Customer Name
Contact Individual
Telephone&FAX number
Street Address
City,State,Zip Code
Description of services provided
including contract amount,when
provided and project outcome
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Attachment
City of San Luis Obispo
Specification No.91133
F4. STATEMENT OF PAST CONTRACT DISQUALIFICATIONS
The proposer shall state whether it or any of its officers or employees who have a proprietary interest in it,
has ever been disqualified, removed, or otherwise prevented from proposal on, or completing a federal,
state, or local government project because of the violation of law, a safety regulation, or for any other
reason, including but not limited to financial difficulties, project delays, or disputes regarding work or
product quality,and if so to explain the circumstances.
■ Do you have any disqualification as described in the above paragraph to declare?
Yes ❑ No ❑
■ If yes, explain the circumstances.
Executed on at under penalty
of perjury of the laws of the State of California,that the foregoing is true and correct.
Signature of Authorized Proposer Representative
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Attachment
City of San Luis Obispo
Specification No.91133
PROPOSERS LIST
Design Services for Calle Joaquin and Laguna Lift Station Replacements—Spec.No.91133
Amando Garza Jon Hanlon
Carollo Engineers AECOM
7580 N. Ingram Avenue, Suite 112 1194 Pacific Street; Suite 204
Fresno, CA 93711 San Luis Obispo , CA 93401
Brianna Daniels Jeff Spannbauer
Penfield& Smith Cannon
210 E. Enos Drive, Suite A 1050 Southwood Drive
Santa Maria, CA 93454 San Luis Obispo, CA 93401
Steve Tanaka
Wallace Group
612 Clarion Court, Suite B-5
San Luis Obispo, California 93401
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