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HomeMy WebLinkAbout1975-12-16; City Council; 3545; Request for consultant servicesDEPARTi4EP;T: Utilikies/Maintenance - Public Works -- ---- Srtbj cct : REQUEST FOR CONSULTANT SERVICES / EMERGENCY GENERATOR Statcrnmt of t.he Matter --- l__l_-l_-- The Utilities/Maintenance Department requires consulting services to assist in developing specifications, evaluating bids and performing acceptance testing of emergency electrical generating equipment required to provide stand-by power at the.City's sewer lift stations, Six con- sultants, capable of providing such services, were requested to submit proposals. Exhibits A. memo from. the Acting Utilities/Maintenance Director to the Public B. Works Administrator dated 19- November 1975 Resolution No&// , approving an agreement and authorizing the Mayor to execute said agreement Recommendation It is recommended that City Council. adopt Resolution No.$gN approving an agreement between the City and Bernard J. O'Neill for consulting . services regarding emergency power generators for sewer lift stations and authorizing the Mayor to execut'e said agreement. Council Action 12-16-75 Resolution #3811, approving an agreement between the City of Carlsbad and Bernard J. O'Neill for consulting services regardi'ng emergency power generators f'or sewer lift stations and authorizing the Mayor to ex-ecute said agr.eement, was adopted by title only. ,No'vember 19, 1975 MEMORANDUM TO: Public Works Administrator FROM: Acting Utilities/Maintenance Director SUBJECT: REFERENCE: (a) Public Works Administrator letter of 24 October to Selection of Consultant for Emergency Generation Equipment consultants By reference (a) requests for consultant services were solicited to assist in developing specifications and in the procurement of an emergency electrical power generator for the cities sewer lift stations. from the following: Proposals were received Brown & Caldwell John Carollo Engineering Science ~ Bernard J. O'Neill Woodside-Kubota Pasadena , Cal i forni a Santa Ana , Cal i forni a San Diego, California San Diego , Cal i forni a Carlsbad, California Based on my review of the proposals it is recommended that Bernard J. O'Neill be selected to provide the necessary services for the following reasons: 1. He is an electrical engineer with considerable background in emergency electrical generation equipment. He has provided consulting services to the city in the past concerning street lighting and has an established reputation. 2. 3. His services will be charged at an hourly rate of $18.50/hour and further he quotes a not to exceed price of $2405. Prior year funds have been encumbered and carried forward in Account 12-116-9.1 in the amount of $14,000 for the procurement of emergency generation equipment. consulting services requested may be charged to that fund. The It appears that the previously encumbered funds ($14,000) for the program to provide an emergency power generator for our sewer lift stations will not be adequate. Cur- rent costs for 100-125 KVA mobile generator are in the neighborhood of 18 to $21,000. Additionally, modifications to the power panel and standardization of a1 1 emergency hookups (cable connections) at each station must be considered. Estimated costs of these modifications can range from $5500 if only Foxy's Landing and the Carlsbad Blvd & State station are modified to $18,500, if all sites are modified. These latter costs are "worst case" costs and I believe they can be considerably reduced by using city forces to do the electrical work. A final decision as to whether or not all sites should be modified can not be made until such time as the real costs can be determined. - . Emergency Generati on (continued) -2- A summary of the possible costs is as follows: Consulting services $ 2,405 100 KVA generator 21,000 Plant modifications 18,500 Less Encumbered Funds ~~ ~ $ 41,905 14,000 November 19, 1975 TOTAL $ 27,905 Thus, it may be necessary to provide approximately $28,000 additional funds to fully complete the project. The awarding of this consultant contract will more clearly identify our costs and it will provide for complete system design. A final decision as to the required funds can be reached in the future based on sound technical alternatives and,in my opinion,will be somewhat less than this amount. ActiM Uti1 ities/Maintenance Director Attachment RWG : pag BER N A R D-J. 0’ N E I I; L E.L E‘C T R I C A L E N G I N E E R TELEPHONE: (714) 222-7643 POST OFFICE BOX 7501 SAN DIEGO, CALIFORNIA 92107 (Office: 1089 Guizot St., San Diego) - City of Carlsbad, California 1200 Elm Avenue Carlsbad, California 92008 Attention: Mr. Ronald A. Beckman 2 1975 NOVEMBER 11, 1975 ‘’” OF CA@sBAD Pub1 ic Works Administrator DepaGment Subject: ENGINEERING SERVICES re1 ated to Trailer Mounted Electric Generating Unit. Refer: Your letter received at this office Oct. 31, 1975 Gent1 emen : met with Mr. Roger Greer at your Oak Avenue offices on the morning of November 3rd, 1975, This writer and his associate Mr. Abe Heckmanp Mechanical Engineer, Items discussed are as follows: 1, 2. 3. (a) (b) Performance / design bidding specifications for a trailer mounted 100-125 Kw emergency electric generating plant. Engineering services regarding the connections of emergency power to existing sewage pumping stations. Engineering Work Proposed: Detailed survey of each pumping station to determine existing and future loads, method of emergency power connections and electrical phase rotation of the existing electric service, Provide engineering drawings for construction work to be accomplished at each pump station to facilitate emergency power connections, These drawings will be suitable for reduction to be included in operating/maintenance manuals which wi 11 become part of the generating unit. Past experience dictates concise, simple and easy to read instructions be permanently maintained at each pump st tion for the safety of both personnel and equipment. Provide technical specifications for the proposed trai electric generating unit, The specific features to be pending survey of the loads to be served. er mounted de te rmi n ed File #517 Page 1 NOV 11, 1975 B$ Et N A R D-J. E. L E 'C T R I C A L E N G I N E E R O'N E I L I; TELEPHONE: (714) 222-7643 POST OFFICE BOX 7501 SAN DIEGO, CALIFORNIA 92107 NOVEMBER 11, 1975 Page 2 City of Carlsbad, Emergency Electric Generating Unit Con't. 4. Provide other engineering services as follows: (a) Proof read and check all work performed by the City relating to the preparation of bidding documents for electric generating unit, Prepair plans and specifications for construction work to be performed by outside contractors should the City elect to award contracts for this phase of the work. (b) (c) Assist the City in evaluating submitted bids and/or proposals. (d) It is assumed the generating unit will be custom built in San Diego. and inspect the assembly work as it progresses. Should this be the case, this writer will visit Should the successful bidder elect to assemble the unit outside San Diego County, then other arrangements will have to be incorporated regarding acceptance inspection and testing of the unit hefore delivery. (e) Assist the factory representative regarding instructions to City operating / maintenance personnel on the operation of the equipment, (f) Conduct and witness field tests and operation of the unit and pumping station under simulated emergency conditions, (9) Coordinate related activities between the City and the serving utility company (SDG/E Co,) as may be required. File #517 Page 2 NOV 11, 1975 - B' R N A R D-J. 0' N E I L L E.LECTRICAL ENGINEER -_________ TELEPHONE: (714) 222-7643 POST OFFICE BOX 7501 SAN DIEGO, CALIFORNIA 92107 NOVEMBER 11, 1975 Page 3 City of Carlsbad, Emergency Electric Generating Unit Con't. ENGINEERING FEE PROPOSAL In order to arrive at a fair and equitable working agreement, this writer proposes to provide the necessary engineering services charged at an hourly rate of 18.50 per hour, not exceed $2405.00 The total fee shall (130 hrs) . An estimated break-down of the fee is as follows: Field surveys, engineering plans, etc. (60 hrs) $ 1110.00 Generator Unit Specifications (40 hrs) 740.00 Misc. and contingencies (30 hrs) 555.00 As indicated in your letter, the City proposes to provide certain services such as clerical, printing and possibly drafting work. above not-to-exceed figure reflects a competitive total amount of monies required to accomplish the engineering work for this project. Depending on the extent of envolver,ent by the City, is estimated at $1850.00 . The this consultants time/fee It will be my pleasure to meet with you for the purpose of refining the above proposal into a working agreement, Thank you for your consideration and communication, BERNARD Je O'NEILL, P,E. FILE X577 Page 3 NOV 11, 1975 CITY OF CARLSBAD CALIFORNIA EMERGENCY ELECTRIC GENERATING UNIT PERTINENT DATA Estimated Cost of Generator Unit: Del i very: Engineering Time Schedules: $18,000 to $21,000 8 to 12 weeks Survey and Preliminary Engineering: 1 week Generator Unit Specifications: 1 week 'Pump Station Drawings: 2 weeks Engineering Fee, not to exceed: $ 2405,OO Construction Costs for revision to pump stations: Foxy's Landing $ 3,500 Carlsbad & State 2,000 Sierra Morina 3,500 Terramar 1,500 James Drive 1,200 Forrest he. 1,200 Carl sbad B1 vd. Sunnyhi 11 Lower 1,200 1,000 1,000 Sunnyhi 11 upper --- ESTIMATED TOTAL $ 16,100 ESTIMATED TOTAL BUDGET $ 18,515 Contingencies (15%) 2,415 - , 1 2 3 4 5 6 7 0 9 10 11 12 13 14 15 16 17 18 19 20 21 . 22 23 24 25 26 27 28 RESOLUTION NO. 3811 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING AN AGREE- MENT BETWEEN THE CITY OF CARLSBAD AND BERNARD J. O'NEILL FOR CONSULTING SERVICES REGARDING EMERGENCY POWER GENERATORS FOR SEWER LIFT STATIONS AND AUTHORIZING THE MAYOR TO EXECUTE SAID AGREEMENT The City Council of the City of Carlsbad, California, does hereby resolve as follows: 1. That that certain agreement between the City of Carlsbad and Bernard J. O'Neill for consulting services regarding emergency power generators for sewer lift stations, a copy of which is attached hereto marked Exhibit "A" and incorporated herein by reference, is hereby approved. 2. That the Mayor of the City of Carlsbad is hereby authorize and directed to execute said agreement for and on behalf of the City of Carlsbad. PASSED, APPROVED AND ADOPTED at a regular meeting of the City Council of the City of.Carlsbad, California, held on the 16th day of December , 1975, by the following vote, to wit: AYES : NOES : None Councilmen Frazee, Chase, Lewis, Skotnicki & Councilwoman Casle ABSENT: None cd- ROBERT C. FRAZEE, Maer ATTEST : EXHIBIT A AGREEMENT FOR CONSULTANT SERVICES TO ASSIST IN DEVELOPING SPECIFICATIONS AND IN THE PROCUREMENT OF AN EMERGENCY ELECTRICAL POWER GENERATOR FOR THE CITY OF CARLSBAD'S SEWER LIFT STATIONS This agreement made and entered into as of the - 22ndday of December , 1975 by and between Bernard J. O'Neill, P.E., hereinafter referred to as Consultant, and the City of Carlsbad, hereinafter referred to as City WITNESSETH WHEREAS, the City requires consulting services to assist in developing specifications, evaluating bids and performing acceptance testing of emer- gency generating equipment required to provide stand-by power at the City's sewer lift stations; and WHEREAS, the City has solicited proposals for assistance; and WHEREAS, the Consultant is an electrical engineer with considerable background in emergency generation equipment, has provided consulting services to the City in the past and has an established reputation; NOW, THEREFORE, the parties hereunto agree as follows: Article I ScoDe of Services The Consultant will provide the necessary engineering services including : 1. 2. 3. 4. Detailed survey of each pumping station to determine existing and future loads, method of emergency power connections and electrical phase rotation of the existing electric service. Provide engineering drawings for construction work to be accomplished at each pump station to facilitate emergency power connections. These drawings will be suitable for reduc- tion to be included in operating/maintenance manuals which will become part of the generating unit. Provide technical specifications for the proposed trailer- mounted electric generating unit. The specific features to be determined pending survey of the loads to be served. Provide other services as follows: a. Proof-read and check all work performed by the City relating to the preparation of bidding documents for electric generating units. b. Prepare plans and specifications for construction work Page Two to be performed by outside contractors should the City elect to award contracts for this phase of the work, proposals. d. Should the generating unit be custom-built in San Diego, visit and inspect the assembly work as it progresses. Should the unit be assembled outside San Diego County, other arrangements shall be incorporated regarding acceptance inspection and testing of the unit before delivery. c. Assist the City in evaluating submitted bids and/or e. Assist the factory representative regarding instructions to City operating/maintenance. personnel on the operation of the equipment. f. Conduct and witness field tests and operation of the unit and pumping station under simulated emergency conditions. San Diego Gas and Electric Co. as may be required. g. Coordinate related activities between the City and the Article I1 Scope of City Staff Assistance The City will provide clerical, printing and drafting services. Article 111 Progress and Completion Services described herein shall begin promptly following written authorization by the City. Completion of the work as described in Article I shall be completed within thirty (30) calendar days. Article IV Compensation Fees for services described in Article I of this agreement will be based on costs based on rates in proposal dated November 11, 1975, a 'copy of which is attached hereto and incorporated herein by reference, except that the total fee for engineering services will not exceed the guaranteed maximum fee given in Article V. Article V Guaranteed Maximum Fee The guaranteed maximum fee for services described in Article I shall be $2,405.00. Article VI . Payment of Fees paid on the completion of the project. Charges determined on the basis set forth in Article IV shall be *. P.age Three Article VI1 Responsibility of Consultant The Consultant is employed herein to render a professional service only and any payments to him are compensation solely for such services as he may render and recorntendations he may make in the course of this project. Article VI11 Chancres in the ScoDe of the Project If conditions beyond the control of the ConsuLtant necessitate a change in scope of the project after work under Article I has commenced, the Consultant shall submit his estimate of increased costs to the City Manager for approval prior to undertaking any additional work. Article IX Suspension or Termination of Services work done under it at any time without cause by giving the Consultant a notice in writing. The City shall have the right to terminate this agreement and the In the event of termination, the Consultant shall be paid for the work accomplished to the date of termination in accordance with Article IV. Upon request of the City, the Consultant shall assemble the work product and put the same in proper order for proper filing and closing and deliver said product to the City. Article X Status of Consultant The Consultant will perform the services provided for herein in his own way as an independent contractor in pursuit of his independent calling and not as an employee of the City; he shall be under the control of the City only as to the result accomplished and personnel assigned to project. Article XI Ownership of Documents All maps, studies, sketches, work sheets and documents as herein required are the property of the City whether the work for which they are made be executed or ncit. In the event this contract is terminated, all documents, plans, work sheets, etc. shall be delivered forthwith to the City'. Article XI1 Assignment of Contract The Consultant shall not assign this contract or any part thereof t Page Four or any monies due or to become due or to become due thereunder without . the prior written consent of City Public Works Administrator. Article XI11 Subcontractor The Consultant shall not subcontract any of the work to be per- formed under this agreement. Article XIV Prohibited Interest No official of the City Wii3 is authorized in such capacity and on behalf of the City to negotiate, make, accept or approve this contract shall become directly or indirectly interested personally in this contract or any part thereof. Article XV Verbal agreement or Conversation No verbal agreement or conversation with any officer, agent or employee of the City, either before, during or after the execution of this contract shall affect or modify any of the terms or obligations herein contained, nor such verbal agreement or conversation entitle the Consultant to any additional payment whatsoever under the terms of this contract. Article XVI Effective Date This contract shall be effective on and from the day and year first above written. IN WITNESS WHEFlEOF, we have hereunto set our hands and seals. ATTEST : r? row Adam&, City Clerk City Attorney c/