HomeMy WebLinkAboutOlivenhain Municipal Water District; 2010-06-24;AGREEMENT TO RETAIN AN ENGINEERING CONSULTANT
FOR THE NORTH COUNTY RECYCLED WATER PROJECT II
BETWEEN OLIVENHAIN MUNICIPAL WATER DISTRICT, CARLSBAD MUNICIPAL
WATER DISTRICT, VALLECITOS WATER DISTRICT, SANTA FE IRRIGATION
DISTRICT, VISTA IRRIGATION DISTRICT, CITY OF OCEANSIDE, LEUCADIA
WASTEWATER DISTRICT, CITY OF VISTA/BUENA SANITATION DISTRICT, AND
SAN ELIJO JOINT POWERS AUTHORITY
WHEREAS, Olivenhain Municipal Water District (OMWD), the Carlsbad Municipal
Water District (CMWD), Vallecitos Water District (VWD), Santa Fe Irrigation District (SFID),
Vista Irrigation District (VID), City of Oceanside (City of 0), Leucadia Wastewater District
(LWD), City of Vista/Buena Sanitation District (City of V) and San Elijo Joint Powers
Authority (SEJPA) are developing a joint recycled water project for north San Diego
County generally known as the North County Recycled Water Project II (NCRWP II);
WHEREAS, NCRWP II is a project amongst the aforementioned agencies that
would interconnect and maximize recycled water use in north San Diego County to the
benefit of all of the agencies' respective customers; and
WHEREAS, NCRWP II would connect recycled water sources and markets
irrespective of agency boundaries and would maximize the use of current recycled plants
and facilities of all the agency partners; and
WHEREAS, the parties desire to retain an engineering consultant, RMC, who shall
analyze all of the individual facilities and projects of each agency and cause a
comprehensive report to be created which studies the ability to interconnect, maximize
recycled treatment facilities and use of recycled water, and study any potential water quality
or physical issues with the comprehensive NCRWP II projects; and
WHEREAS, the parties will utilize the engineering report created by the engineering
consultant retained under this contract in order to seek federal funding, Proposition 84
funding via the San Diego County Water Authority, and Metropolitan Water District Local
Resource Program grant funding (MWD LRP); and
WHEREAS, it is the intent and purpose of this Agreement to set forth the terms for
selection of an engineering consultant and the payment terms thereof.
NOW, THEREFORE, the parties hereto agree as follows:
1. Term The foregoing recitals are true and correct. The term of this agreement
shall be for six months commencing June 24, 2010.
2. Engineering Committee Each party has designated one person from their
agency who served on an Engineering Committee. The purpose of the Engineering Committee
was to select a preferred engineering consultant who shall analyze all of the individual facilities
and projects of each agency and cause a comprehensive report to be created which studies the
1
ability to interconnect, maximize recycled treatment facilities and use of recycled water, and
study any potential water quality or physical issues with the comprehensive NCRWPII projects.
The Engineering Committee met and agreed to the terms of an RFP which was sent out to
engineering consultants in the recycled water business. The Engineering Committee met,
reviewed the proposals, and selected RMC as the preferred consultant to conduct the work for
completion of a comprehensive report for the NCRWP II.
3. Engineering Committee Voting Each Engineering Committee designee shall be
entitled to one vote for approval of change orders, or any other matters put to the Committee for
decision during the course of this contract. A majority vote of the agencies participating on the
Committee shall be needed for approval. The goal is to have an initial complete report to
present to federal representatives not later than October 1, 2010.
4. Retention of Consultant and Billing On behalf of all of the parties to this
agreement, OMWD shall retain the engineering consultant to conduct the scope of work
attached as Exhibit A. The cost of this work shall be $147,450. OMWD shall bill each party an
equal pro rata share of the consultant billings as they are received from the engineering
consultant. All parties agree to pay their pro rata share of the Engineering Consultant billings
within 30 days of receipt. Agencies may pay a deposit up front in their sole discretion. Based on
the total cost of the work in Exhibit A, each party shall contribute $16,390 over the course of the
project.
5. Change Orders Any change orders shall be reviewed and approved by a
majority of the Engineering Committee Designees. Change orders approved by all parties will
be shared by all parties equally.
7. Meetings The Engineering Committee shall meet throughout the work
process as needed in order to facilitate the timely completion of the work. The final work
product shall be used by the parties to this agreement in order to apply for federal and state
grant funding, MWD LRP funding, and to secure Bureau of Reclamation feasibility approval
for the authorization under Title XVI.
8. Administrator of Contract The OMWD shall act as the administrator for the
contract at no charge to the parties, provided that the OWMD shall have no obligation to
advance funds to the engineering consultant on behalf of the other parties if funds are not
paid in a timely manner with the OWMD. The OMWD will administer the contract as a
convenience only and assumes no other responsibility under said contract on behalf of the
other parties.
9. Reports by Consultant All reports and documents created by the
engineering consultant shall be shared and owned equally amongst all parties to this
agreement.
10. Records OWMD shall provide copies of all invoices, payments, and fund
requests upon request to the OWMD Finance Manager. All parties shall have the right
to comment on these records and request corrections thereto if necessary.
11. Miscellaneous Costs Any party's out of pocket costs for travel,
meetings, or supplemental work that are incurred by the staff, individual consultants or
Board members of individual agencies shall be born by each agency as their own costs
in support of this Agreement and shall not be subject to reimbursement by other parties
to this Agreement.
12. Ability to Terminate Agency Participation In the event that any party to
this Agreement notifies all other parties in writing 30 days in advance of its intent to
terminate participation in this joint agreement, no refunds of any monies already paid
will be reimbursed and the party will have no further interest or right in this Agreement
nor the work product created after the date that the party terminates its participation.
The remaining parties agree to adjust their future cost sharing on an equal basis among
the remaining parties.
13. Ability to Add Partners The parties to this agreement hereby
acknowledge that the potential exists to add other agency partners to this agreement.
The parties acknowledge that Rincon Del Diablo Water District (Rincon) and City of
Escondido (Escondido) are considering joining this agreement. The deadline for signing
on as an agency partner to this agreement shall be July 1, 2010. Rincon and
Escondido may become partners by their signature and the signature of one other party
to this agreement by July 1, 2010. If either or both Rincon or Escondido become
partners by July 1, 2010, the pro rata share of all the partners shall be reduced
accordingly. It is estimated that if one additional agency joins, the pro rata share shall
be $14,745 and if two additional agencies join, it shall be $13,405. Any other agencies
that wish to join, must also sign by July 1, 2010 and must have the approval of all the
partners to join.
14. Grant Funding for this Agreement It is understood by the parties that
the San Diego County Water Authority may contribute grant funding for this study and
that the State Board may also contribute grant funding. Any grant funding received
shall be credited pro rata to each agency equally so that the benefit is shared equally by
all parties that have joined as of July 1, 2010.
15. The effective date of this Agreement is June 24, 2010_
DATED: W/*er/fV OLIVENHAIN MUNICIPAL WATER DISTRICT
'/ (OMWD)
By:
' Kfmberly TWpifner, General Manager
l/
DATED:CARLSBAD MUNICIPAL WATER DISTRICT
(CMWD)
By:
Glen Pruim, Utilities Director
DATED:VALLECITOS WATER DISTRICT (VWD)
Dennis Lamb, General Manager
DATED: £ - "Z-V ' £u ID SANTA FE IRRIGATION DISTRICT (SFID)
By:
Mike Bardin, General Manager
DATED:VISTA IRRIGATION DISTRICT (VID)
By:
Roy Coox, General Manager
DATED:CARLSBAD MUNICIPAL WATER DISTRICT
(CMWD)
By:
Glen Pruim, Utilities Director
DATED:VALLECITOS WATER DISTRICT (VWD)
By:
Dennis Lamb, General Manager
DATED:SANTA FE IRRIGATION DISTRICT (SFID)
By:
Mike Bardin, General Manager
DATED:VISTA IRRIGATION DISTRICT (VID)
By:
Roy Coox, General Manager
DATED:IP CITY OF OCEANSIDE (CITY)
Cari Dale, Water Utilities Director
DATED:LEUCADIA WASTEWATER DISTRICT (LWD)
By:
Paul Bushee, General Manager
DATED:SAN ELMO JPA (SEJPA)
By:
Mike Thornton, General Manager
DATED:CITY OF VISTA/BUENA SANITATION DISTRICT
By:_
Rita Geldert, District Manager
DATED:CITY OF OCEANSIDE (CITY)
By:
Can Dale, Water Utilities Director
DATED:LEUCADIA WASTEWATER DISTRICT (LWD)
By: //axl
aul Bushes GeneralManager
DATED:SANELIJOJPA (SEJPA)
By:
Mike Thornton, General Manager
DATED:CITY OF VISTA/BUENA SANITATION DISTRICT
By:.
Rita Geldert, District Manager
b
DATED:CITY OF OCEANSIDE (CITY)
By:
Cari Dale, Water Utilities Director
DATED:LEUCADIA WASTEWATER DISTRICT (LWD)
By:
Paul Bushee, General Manager
DATED:' O SAN ELIJO JPA (SEJPA)
By:
Mike Thornton, General Manager
DATED:CITY OF VISTA/BUENA SANITATION DISTRICT
By:_
Rita Geldert, District Manager
DATED:CITY OF OCEANSIDE (CITY)
By:
Cari Dale, Water Utilities Director
DATED:LEUCADIA WASTEWATER DISTRICT (LWD)
By:
Paul Bushee, General Manager
DATED:SAN ELIJO JPA (SEJPA)
By:
Mike Thornton, General Manager
DATED:CITY OF VISTA/BUENA SANITATION DISTRICT
Bv: L \.,± sdc
r^iofrir*t
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DATED:CITY OF ESCONDIDO (ESC)
By:
LorA/ereker, Director of Utilities
DATED:RINCON DEL DIABLO MUNICIPAL
WATER DISTRICT (RINCON)
Mitchell t^fiKBteneral Manager
EXHIBIT A
SCOPE AND FEE
NORTH SAN DIEGO COUNTY
RECYCLED WATER PROJECT - PHASE II
SCOPE OF SERVICES
RMC Water and Environment
May 24, 2010
BACKGROUND
In 1998, four agencies, Olivenhain Municipal Water District, Carlsbad Municipal Water District,
San Elijo Joint Powers Authority and the Leucadia Wastewater District applied to the US Bureau
of Reclamation for Title XVI grant funds for the construction of various recycled water facilities
within each of the North County agencies. That effort was the first phase of a regional North
San Diego County project. The facilities that were included in that Phase I project have been
constructed and are in service. As a result of these previous successes, a larger group consisting
often North County Agencies (Group) has been formed to investigate expanded use of recycled
water within North San Diego County. The intent of this study will be to identify regional
recycled water projects that create the best opportunity for Federal, State and local funding.
SCOPE OF SERVICES
The Scope of Services for this Phase II planning effort is to analyze existing and proposed
recycled water facilities and evaluate each agency's ability to interconnect and maximize the use
of recycled water within their combined service areas. The following describes the specific tasks
to be performed as part of this Recycled Water Facility Plan.
Task 1 - Review Previous Studies
A. Collect relevant reports from participating agencies.
B. Request and review memorandums from participating agencies of proposed
project concepts that are currently in formulation stages.
C. Review and validate proposed project information and compile into a master
project list.
D. Request any missing data/information from agencies.
E. Minimum information needed includes:
i. Project name
ii. Supply sources
a. Name of Facility
b. Location
c. Type
d. Design Capacity and Head
e. Current Capacity
f. Status of Facility
North San Diego County RW Project - Phase II 1 2010-May-24
RMC Revised Scope of Work
iii. Demands or Connection Points.
a. Name
b. Location
c. Type of use
d. Recycled Water quality requirements
e. Recycled Water usage, peak, demand (peak day and seasonal)
iv. New or Future Demands or Connection Points.
v. Total Flow (peak day and seasonal),
vi. New or upgraded facilities.
a. Treatment plants
b. Pipelines
c. Pump stations
d. Reservoirs or other storage options
e. Fail Safe Pipelines
vii. Cost opinion.
viii. Environmental documentation completed to date or known needs.
ix. CIS data of supplies, demands, and facilities.
Task 2 - Review regulatory/water quality considerations
A. Ensure all projects meet Title 22 requirements.
B. Review and summarize Discharge Permits for each existing recycled water
treatment facility. Identify whether the treatment facility can meet all basin plan
objectives to deliver recycled water within the participating agency's groundwater
basins.
C. Identify any user-specific water quality requirements for landscape irrigation,
agricultural, cooling tower, industrial process, and restroom uses. Identify age of
water and potential blending options related to water quality.
D. Review local San Diego Regional Water Quality Control Board reuse
requirements, including any specific Basin Plan Objectives to ensure salt limits or
other requirements are met by proposed projects. Specific attention shall be
directed to meeting iron, manganese, and boron objectives.
E. Provide summary on salt management plan activities by San Diego County Water
Authority and participating agency activities in revising ground water objectives.
Task 3 - Compare Supply and Demand
A. Provide a table(s) listing potential customers grouped by type (HOA, industrial,
schools, golf courses, civic, agriculture, etc.) and their estimated demand and
show their location on maps using distinguishable identifiers.
B. Review recycled water supply availability and demand needs of potential projects.
C. Confirm adequacy of supplies to meet daily and seasonal peak demands for each
project.
D. Identify shortages and examine solutions such as additional supply sources,
raw/potable water supplement, and storage.
North San Diego County RW Project - Phase II 2 2010-May-24
RMC Revised Scope of Work
Deliverable: Draft Technical Memo summarizing: potential projects or project options
identified in existing Master Plans or studies; summary table of projects and GIS-based figure(s);
general regulatory requirements and any demand or area specific requirements; summary table of
current discharge requirements for existing recycling facilities compared to basin plan
objectives; available recycled water supplies and non-potable demands. Consultant will
distribute Draft Technical Memo to Group members via e-mail.
Task 4 - Develop Alternative Projects
A. Under Group direction, identify potential projects based on previous studies
B. Under Group direction, identify additional projects to maximize reuse:
i. Identify additional available recycled water supply sources,
ii. Identify remaining non-potable demands that could be served with
recycled water,
iii. Consider potential feasible projects pairing these supplies and demands
C. Under Group direction, identify project options:
x. Supplies that could serve multiple areas,
xi. Demands that could be served from multiple sources.
Deliverable: Draft Technical Memo summarizing potential projects and including a summary-
level GIS-based map of potential projects. This deliverable can be used by the agencies to
explore funding options with state and federal agencies. Consultant will distribute Draft
Technical Memo to Group members via e-mail.
Task 5 - Evaluate Alternative Projects
A. Conduct conceptual-level engineering evaluation of projects and any project
options to identify necessary facilities:
i. Treatment plant upgrades and expansions
ii. Hydraulics
a. Peak flow (peak day and seasonal)
b. Pressure Considerations
• At treatment plants
• User requirements
• Existing reuse system pressures (if connecting to them)
c. Storage
• Available existing that can be used
• Additional storage needs for projects and criteria for volume
determination
d. Pipelines
• Available capacity in existing pipelines
• Identify any existing non-potable water pipelines that could be
converted to convey recycled water to potential users and
transmission main applications.
• What new facilities are needed
• Sizing
North San Diego County RW Project - Phase II 3 2010-May-24
RMC Revised Scope of Work
• Interconnection points
• Pipeline route options
iii. Pumping stations
a. Potential locations
b. Sizes (flow rates, pressures, horsepower)
iv. Pipeline route options - Develop and describe recycled water service area
boundaries for each participating agency.
B. Evaluate project options: If necessary, some project options may need to be
evaluated such that only one is carried forward as a final recommendation
C. Identify required environmental documentation of projects
D. Develop conceptual-level cost estimate of projects and any remaining project
options
Deliverable: Draft Technical Memo that discuss formulation of projects (and project options),
methodology, evaluation results, environmental documentation requirements, and estimated
costs. More detailed GIS-based maps will be developed for each project as needed. Consultant
will distribute Draft Technical Memo to Group members via e-mail.
Task 6 - Summarize Funding Options
A. Identify potential grants and loans available for the proposed project(s).
Identify funding requirements, including necessary environmental document.
B. Incorporate requirements into the Recycled Water Facilities Plan.
C. Potential funding sources to be explored include:
i. USER Title XVI Grant Program
ii. SWRCB Water Recycling Funding Program Planning/Construction Grants
iii. SWRCB State Revolving Fund Loan Program
iv. DWR Proposition 84 Integrated Regional Water Management (IRWM)
Program
v. SDCWA Recycled Water Program Funds
vi. MWD Local Resource Project Funds (LRP)
Deliverables: Draft and Final Funding Evaluation Technical Memorandum that outlines the
potential funding sources, requirements, process for acquiring funds, and the current funding
status or availability of funds. Consultant will distribute Draft Technical Memo to Group
members via e-mail.
Task 7 - Prepare Recycled Water Facilities Plan
A. Incorporate any comments received from Group on draft Technical Memos
delivered under previous tasks.
B. Prepare draft Recycled Water Facilities Plan to summarize results of Tasks 1
through 5.
C. Discuss and resolve major comments on draft Facilities Plan with Group.
D. Incorporate pertinent comments from draft Facilities Plan and prepare Final
Facilities.
North San Diego County RW Project - Phase II 4 2010-May-24
RMC Revised Scope of Work
Deliverables: Draft and Final Plans. Provide twenty hard copies, two for each member agency,
and ten digital copies, one for each member agency, of the draft Facility Plan for review.
Provide 40 hard copies, 4 for each member agency, and ten digital copies of the final Facility
Plan report.
Task 8 - Project Meetings
A. Attend and conduct monthly progress meetings with the Group.
i. Progress Meetings (up to 6): During course of study, these meetings will
be to review data collected to date, discuss and decide on potential project
options, collect and discuss comments on draft material, and finalize any
key decisions.
ii. Management Briefings (up to 2): Briefing of project status and
deliverables to agency general managers, as requested by the Group.
Deliverables: Meeting notices, agenda, and meeting summaries
Task 9 - Project Management
A. Project administration:
i. Update project schedule.
ii. Upkeep of project filing and controls,
iii. Provide QA/QC of deliverables.
iv. Tracking and follow-up on consultant and client action items.
B. Provide communications with the Group:
i. Monthly status reports,
ii. Progress meeting notices, agenda, and summaries.
C. Arrange for Group meetings to discuss and review projects with specific agencies.
Provide notices, agenda, and summaries.
North San Diego County RW Project -Phase II 5 2010-May-24
RMC Revised Scope of Work
Water andEnvironmen Fee Estimate
Olivenhain MWD
North San Diego County Recycled Water Project - Phase II
Task Description
1 - Review Previous Studies
2 - Review regulatory/water quality considerations
3 - Compare supply and demand
4 - Develop Alternative Projects
5 - Evaluation Alternative Projects
6 - Summarize Funding Options
7 - Prepare Recycled Water Facilities Plan
8- Attend Project Meetings
Monthly Progress Meetings (6)
Management Briefings (2)
9 • Project Management
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1. The individual hourly rates include satary. overhead and profit.
2. S ^consultants will be billed at actual cost plus 10H.
3. Project Technology and Communication Charge (3% of labor cost) includes telecommunication, computer hardware and software, and standard reproduction coats.
4. Other direct costs fODCs) such as reproduction, delivery, miloaaa (rales will be those allowed by current IRS Quidcimns). and travel expenses, will be biled at actual cost plus 10*.;
5. RMC reserves the right to adjust its hourly rale structure. PTC charges, and ODC markup at the beginning of the calendar year For all ongoing contracts.
ID [Task Name
1 Notice to Proceed
2 Review Previous Studies
3 Review Regulatory/Water Quality Cons
4 Compare Supply and Demand
5 Draft TM 1
6 Group Comments on TM 1
7 Develop Projects
8 Identify Projects
9 Draft TM 2
10 Group Comments on TM 2
1 1 Evaluate Potential Projects and Optic
12 ' Evaluation
~~13 i Draft TM 3
14 Group Comments on TM 3
15 Funding Options
~16~ Identify Potential Grant and Loans
17 Draft TM 4
18 Group Comments on TM 4
19 Review/Compile Comments on JH
~~20 Final TM 4
22 Prepare Plan
23 Draft Plan
24 Group Comments on Plan
25 ' Review/Compile Comments
26 Final Plan
27 Project Meetings/Workshops
Ta
Project: RMC Proposed Schedule for N -
Date: 5/24/10
Pr
North San Diego County Recycled Water Project - Phase II
Duration
1 day
10 days
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15 days
5 days
10 days
25 days
15 days
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10 days
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10 days
Odays
10 days
25 days
10 days
Odays
10 days
4 5 days
Odays
45 days
20 days
Odays
15 day:
10 days
Odays
108 days
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