HomeMy WebLinkAbout1979-03-06; City Council; 5444-2; Amendment to Phase III Design AgreementV,
-• CITY OF CARLSBAD
AGENDA BILL NO. ^</</4 - J. .^h^Jt M—^ f 7f %L- ^rrrtnrviri ^=»^- Dept. Hd. ,
DATE: March 6. 1979 c. Atty.V/^3
DEPARTMENT: Encina Water Pollution Control Facility C. Mgr.
Subject: AMENDMENT TQ pHA$E In DESIGN AGREEMENT
Statement of the Matter
Recent changes in the Phase III project: The change from line filtration to
activated sludge as the secondary treatment process and the proposed use of
multiple construction contracts, necessitate a change in the existing agree-
ment between Brown and Caldwell and the Vista Sanitation District.
The attached staff report discusses in more detail the nature of the changes
and some of the protective language included in the amendment.
Since this amendment involves a change in the total compensation figure, the
Vista Sanitation District has requested that the amendment be agreed to by
the member agencies.
Exhibits
1. Staff memorandum dated February 2B, 1979
2. Amendment No. 2 to Agreement for Step 2 Engineering Services between Vista
Sanitation District and Brown and Caldwell for Phase III Enlargement and
Upgrading of the Encina Water Pollution Control Facility
Recommendation
It is the recommendation of the Joint Advisory Committee that City Council approve
Amendment No. 2 to Agreement for Step 2 Engineering Services and authorize the
Vista Sanitation District to proceed.
Counci1 Acti on:
3-6-79 Council approved Amendment No. 2 to Agreement for Step 2 Engineering
Services and authorized the Vista Sanitation District to proceed.
MEMORANDUM
TO: City Manager
FROM: Public Works Administrator
DATE: February 28, 1979
SUBJECT: PHASE III DESIGN CONTRACT
The agreement for Phase III design services was signed on June 7, 1978.
It provided for the preliminary design services and blocked out an amount
to cover final design subject to approval of the preliminary design.
The first amendment to the agreement was signed on December 6, 1978. This
amendment set forth in detail the scope of work involved in the final de-
sign and adjusted the reimbursement schedule to reflect the known work pro-
gram.
Within the last several months, two things have happened which necessitate
a second amendment to the agreement. The first is a change in the basic
design concept from the biofiltration process originally proposed to an
activated sludge process. This has been discussed with Council and need
not be repeated at this time. The second change is in the management of
the project from that of one construction contract to that of multiple
contracts covering major segments of the project. This allows us to deal
with smaller, more manageable contracts which will attract local bidders.
It also allows us to "fast track" the project. "Fast tracking" is a tech-
nique that allows the acceleration of design on one major segment and the
subsequent construction of that segment while design is being finalized on
another segment. The result is the project is finished sooner and the
effects of time-related inflation are forestalled.
Amendment No. 2 addresses the change in the scope of work and reimburse-
ment attendant to the change to activated sludge and the additional work
to prepare multiple contracts. Page 5 of the amendment addresses two im-
portant points involved in this change. Section 18f provides assurance
that Brown and Caldwell meet a timetable to be approved by the Joint
Agency Manager. This helps to insure that we can gain the advantages of
an accelerated construction schedule. Section 18g clarifies that we will
not be charged for any additional costs associated with any redesign re-
quired in the change to activated sludge.
Amendment No. 2 is the result of several sessions with the JAC Negotiating
Subcommittee. It has been reviewed and recommended for approval by the
Joint Advisory Committee.
RECOMMENDATION
It is the recommendation of the Joint Advisory Committee that the City
Council approve Amendment No. 2 to Agreement for Step 2 Engineering Ser-
vices and authorize the Vista Sanitation District to proceed.
toriaTd A. Beckman, P.E.
Public Works Administrator
RAB:VEB
/«N ^Agreement No. 108-P-78
AMENDMENT NO. 2 TO
AGREEMENT FOR STEP 2 ENGINEERING SERVICES
BETWEEN VISTA SANITATION DISTRICT
AND BROWN AND CALDWELL
FOR
PHASE III ENLARGEMENT AND UPGRADING OF THE
ENCINA WATER POLLUTION CONTROL FACILITY.
THIS AMENDMENT TO AGREEMENT is made and entered into this day
of , 1979 by and between the VISTA SANITATION DISTRICT, a county
sanitation district, hereinafter referred to as "District" or "Owner" , and BROWN
AND CALDWELL, a California corporation, hereafter referred to as "Engineer":
WITNESSETH:
WHEREAS, parties hereto entered into an Agreement (hereinafter referred to
as Basic Agreement) on June 7, 1978, for Step 2 engineering services regarding
Phase III Enlargement and Upgrading of the Encina Water Pollution Control Facility;
and
WHEREAS, the Basic Agreement was amended on December 6, 1978 (herein-
after referred to as Amendment No. 1) to expand the scope of work and compensation
for engineering services to be provided hereunder; . _
WHEREAS, the scope of the work has been increased because of the substitution
of the activated sludge process for the biofiltration process of secondary wastewater
treatment, the addition of sludge thickeners and the additional work associated with
preparing as many as 12 individual contract bid documents for the project;
and
WHEREAS, it is necessary to modify the Basic Agreement in order to provide
for the increase in the scope of work and compensation for the Basic Step 2 Services;
and
WHEREAS, overtime work will be necessary to meet the District's time
schedule; and
WHEREAS, Engineer, in accordance with Exhibit B, has billed the District
for Preliminary Design Services on the basis of an interim overhead rate of 1.45;
and
WHEREAS, Engineer's fiscal year 1977-78 was concluded on September 30,
1978 and based on figures audited by an independent certified public accountant,
the actual overhead rate for this fiscal year was determined to be in excess of the
interim overhead rate; and
• 2.
WHEREAS, Engineer and District have agreed to establish a provisional over-
head rate for Engineer's fiscal year 1977-78 and to increase the estimated cost
ceiling to reflect the increased overhead cost for that period for the preliminary
design services;
NOW, THEREFORE, it is agreed by and between the parties as follows:
1. Delete the recital regarding professional labor categories and approximate
manhours on page 1 of Amendment 1 and substitute the following:
Basic Step 2 Design Services
Labor Category Approximate Manhours
Chief Engineer 1,163
Managing Engineer 1,758
Supervising Engineer 3,074
Principal Engineer 2,044
Senior Engineer I'Sf?
T. 0,000Engineer 1/500
Associate Engineer 95
Assistant Engineer
Draft of Operation and Maintenance Manual
Labor Category Approximate Manhours
Chief Engineer 18
Supervising Engineer 28
Principal Engineer 182
Senior Engineer 388
Engineer 388
2. Add the following to the list of Special Engineering Services
described in Paragraph I.E. of the Basic Agreement:
22. Additional engineering services required to design the project and
to prepare contract documents to bid the project as a number of
separate contracts.
3. Delete all under Paragraphs B.4. and B.5. of Exhibit "D" attached
to Amendment No. 1 and substitute "Exhibit E", attached hereto.
w 1*
4. Exhibit A, page A-5, Paragraph C. "Time Schedule" , item "C. Basic
Step 2 Services" . Delete the sentence and substitute the following: Unless modi-
fied by the design schedule under Paragraph B.3. of Exhibit D, the 99 percent sub-
mittal of the design tasks will be submitted to the District prior to December 21, 1979,
5. Delete the first sentence in Paragraph A. 2.a. of Exhibit B and substitute
the following: The cost reimbursement portion of the compensation -shall be the
sum of direct labor costs, indirect costs, other direct costs and overtime premium
.costs, as herein defined.
6. Add the following to Paragraph A. 2.a. (2) of Exhibit B:
"In accordance with the above provisions, the following is the interim
and agreed upon negotiated provisional overhead rates:
For period June 7, 1978 through September 30, 1978
Interim Provisional
Engineering services overhead rate overhead rate
Preliminary Design Services i /ic
(Exhibit A, Paragraph A) * L'b
7 . Add the following after the last paragraph of Paragraph A.2.a.(3):
(4) Overtime Premium Costs
Overtime premium costs shall be the total number of overtime
hours worked by employees covered by the Fair Labor Standards Act
(generally all technical and clerical personnel) times 50 percent of the
regular rate for the respective employee's labor category. Overtime
hours are defined as hours worked in excess of 40 hours per week or
an excess of eight hours in a given day. The total number of overtime
hours worked by technical and clerical personnel that shall be billable
to the project, is limited to a maximum of 3,000 hours unless
otherwise authorized by the District's Project Officer,
8. Delete the first sentence in Paragraph B.I of Exhibit B and substitute
the following: For the cost reimbursement portion of the compensation, invoices
shall include the following: (1) each labor category and the total number of hours
worked by employees in that category, (2) direct labor rate and costs for each labor
category, (3) total indirect costs, (4) each general category of other direct costs and
(5) total overtime premium costs of all technical employees and of all clerical employees,
9. Based on the negotiated provisional overhead rate for FY 1977-78, delete
the estimated cost ceiling of $189,004 in Paragraph C.I.a. of Exhibit B for Preliminary
Design Services and substitute $195,721.
10 . Delete all under Paragraph C.l.b. of Exhibit B and substitute the
following:
b. Basic Step 2 Design Services
1. Design Tasks (Exhibit A, Paragraph B. 1.)
Basis of Compensation: Cost Reimbursement
Estimated cost ceiling $1,303,163
Fixed professional fee $ 198,656
Portion of fixed professional fee, Based on the total percentage
payable monthly of completion as supported by
the monthly progress report.
Unless there is an agreed upon increase in the Scope of Work from that outlined in
Exhibit A, paragraph B.I., Engineer agrees that the maximum cost ceiling allowed
shall be $1,544,064.
2. Draft of Operation and Maintenance Manual (Exhibit A,
Paragraph B.2.)
Basis of Compensation: Cost Reimbursement
Estimated cost ceiling $60,775
Fixed professional fee 9,677
Portion of fixed professional fee,
payable monthly 1/3
Unless there is an agreed upon increase in the Scope of Work from that outlined in
Exhibit A, Paragraph B.2., Engineer agrees that the maximum cost ceiling allowed
shall be $72,443.
11. In Exhibit B, Paragraph C.2. Special Engineering Services, change the
$200,000 allowance to $384,000.
12. Delete the last sentence of the first paragraph on page D-l of Exhibit D
and substitute the following: The work will be prepared to be biddable in as many
as 12 separate contracts.
13. Add the following to the first sentence under Task 2 on page D-l of
Exhibit D: , and the structure to enclosed the aeration air blowers.
14. Add the following to the first sentence under Task 3 on page D-2 of
Exhibit D: , and the structure to enclose the aeration air blowers.
15. Delete the first paragraph of Paragraph B.3 of Exhibit D and substitute
the following:
Within 30 days of the execution of Amendment 2 to this Agreement, a
design schedule will be submitted to the District's Project Officer for
approval. The design schedule, when approved, will supersede the
schedule as defined in the remaining portion of Paragraph B.3.
Submittals from the Engineer, relating to the project design shall be
divided into six periods designated as follows:
1. The 25 percent submittla
2. The 49 percent submittal
3. The 50 percent submittal
4. The 90 percent submittal
5. The 99 percent submittal
6. The final submittal
5 »
16. Add the following to Paragraph B.3. of Exhibit D between the fourth and
fifth paragraphs: The 90 percent general, civil, process, mechanical, structural
and architectural submittal shall be made prior to September 15, 1979, and shall
consist of essentially complete plans and specifications. This submittal will be a
"biddable package" in that an Engineer's construction cost estimate could be made
of the work shown and would show details of all of the process units to be constructed
under Phase III. Clarifying notes, sections and details will be added prior to the
final submittal.
17. Delete the first sentence of the fifth paragraph of Paragraph B.3. of
Exhibit D and substitute the following: The 99 percent submittal shall be made
prior to December 21, 1979.
18. Add the following to Paragraph A.4 of Exhibit B:
f. If the major milestones, indicated in the approved
design schedule defined in Paragraph B.3 of Exhibit D,
are not met by the Engineer, the District may retain
up to 25 percent of subsequent monthly professional
fee payments. The 25 percent retention may be increased
to 50 percent if a major design milestone is not met
after August 1, 1979. The retention becomes payable by
the District upon the Engineer's sucessfully meeting
the design schedule for subsequent major design mile-
stones or upon submission of the 99 percent submittal.
g. The District and the Engineer have agreed that the
District will not be charged for, nor will it be
obligated to pay for, any additional costs associated
with redesign work or time delays caused by the process
change from biofiltration to activated sludge. It is
understood that the division of the design work into a
number of bid packages will cause a delay in the design
work beyond that indicated in Paragraph B.3 of Exhibit D
and the District will be obligated to pay for the
additional costs associated with the delay.
19. The effective date of this Amendment is January 1, 1979.
••« *
20. All other terms and conditions of the parties' Basic Agreement shall
remain in force and effect.
/•"*•
6.
IN WITNESS WHEREOF, District and Engineer have caused this Amendment to
the Basic Agreement to be executed the day and date first above written.
ATTEST:
By
Approved by Resolution No.
on
VISTA SANITATION DISTRICT
By
BROWN AND CALDWELL, a California
Corporation
By
Vice President
ENCLOSURE B
EPA 5700-41 FORM
BASIC STEP 2 DESIGN SERVICES
CO'ST OR PRICE SUMMARY f-^xMAT FOR SUBAGREEMENTS UNDER b... EPA GRANTS Form Approved
(See accompanying instructions before completing this form) OMB No. 158-R0144
PARTI-GENERAL
1. GRANTEE
Vista Sanitation District
3. NAME OF CONTRACTOR OR SUBCONTRACTOR
Brown and Caldwell .
5. ADDRESS OF CONTRACTOR OR SUBCONTRACTOR (Include ZIP code)
150 South Arroyo Parkway '
Pasadena, California 91109 . :
2. GRANT NUMBER
C-06-1016-020
4. DATE OF PROPOSAL,
February 26, 1979
6. TYPE OF SERVICE TO BE FURNISHED
Planned Step 2 Engineering Services -
Basic Step 2 Design Services - Ehcina
WPCF.
PART II -COST SUMMARY
7. DIRECT LABOR (Specify labor categories)
See ATTACHMENT A
~
1 DIRECT LABOR TOTAL:
8. INDIRECT COSTS (Specify indirect cost pools)
See ATTACHMENT B
Frincre benefits , general . administration
overhead _..,..
INDIRECT COSTS TOTAL:
ESTI-
MATEDHOURS
- „_ .
RATE
1.5.0 »
HOURLY
RATE
$
' , "*
" BASE ='
$ . .
460'r766f ~ -
ESTIMATED
COST
S
ESTIMATED
COST
$
- -
691,149, ,~ ,
9. OTHER DIRECT COSTS See ATTACHMENT C
0. TRAVEL
(1) TRANSPORTATION
(2) PER DIEM -
TRAVEL SUBTOTAL:
b. EQUIPMENT, MATERIALS. SUPPLIES (Specify categories)
Communications "
Reproduction
EQUIPMENT SUBTOTAL; '.
QTY
»• '- •*•"
r » < * ;?
Jt-ji-n— u it- r n -i--f-- - i -u
COST
S 1,950
9,035
- "
- " " '
C. SUBCONTRACTS • ' '
Architectural and HVAC
Automatic Drafting
| . Computer Management
| SUBCONTRACTS SUBTOTAL:
I d. OTHER (Specify cafe^or/es;
i_t~~ "'"> OTHER SUBTOTAL: • [ - - , . ^
\ e.' OTHER DI3HCT COSTS TOTAL:
{ 10. TOTAL ESTIMATED COST
>
ESTIMATED
COST
S 2,140
s 585
s 2,725
ESTIMATED
COST
S
10,985
ESTIMATED
COST
5 102,498
25,540
9,500
S 137,538
ESTIMATED
COST
S
s
IM. PROFIT Professional Fee
\ 12. TOTAL PRICE
TOTALS
^•sgc^wis^sss,'^.. ,• ^.4 - •>*?*# -,-'
f <-'j»**3<fr»:«ssv "•-- -f ,- ly, ;-— *- -"-v, « " - -
4:flVvKh'~~sr' >. -**- .* "t --*?'•* * jf * *
S. 460^6
*-^, ^W+4tv *+*&. *+• •.
"" «4*** * * " !
^ V*'* * ** f f* 1 (•
* *~ " "< * '" V ~*
"^^
f 691^149
~ -v- , .
•v * - *** ^
v#* » *
-C "~ \
^ " * '* * C ,
^ Tw- *
* X» ? *
>V ^v V-( * -f^ -,:• .: .
TVV;V;.f^
"*'**'
** v - ¥-^
s 15i;248
5 1.303.163
5 .198,656
« 1,501,819^,
EPA ronr, 5700-47 (2-76) sfp ^^^J^111!^ RAGE l OF 5
^•^ ^^™ •^^r- ••
COPY
-o PART If; . PR|C5 SUMMARY
« J^COMPETITOR'S CATALOG LISTINGS. IN-HOUSS SJTiMATCJ, P-»IOM OUOTri
NOT APPLICABLE
"^-v EtSV
• sivr?i
PART IV-CcRTIrlCATIOHS
1*. CONTRACTOR
IAa_ HAS A FEDERAL AGENCY OH A FEDERALLY CERTIFIED STATE OR LOCAL AGENCY PERFORMED ANY REVISx Of YOUf*
ACCOUNTS OR RECORDS IN CONNECTION WITH ANY OTHER FEDERAL GRANT OH CONTRACT WITHIN THE PAST TWELVE MONTHS?
G3 ves 1 1 NO (11 "Yox" giv» n.m* uddratf *nd /o/epfomo number ol
Environmental Protection Agency
215 Freemont Street '
San Francisco, CA 94105
Mr. Ronald" R. Beeler (415) 556-1954
aflni olltca)
US .THIS SUMMARY CONFORMS WITH THE FOLLOWING COST PRINCIPLES
41 CFR 1-15.1, 1-15.2, 1-15.4, 40 CFR 35
This proposal is submitted for use in connection with and in response to (1} Request from Encina Joint
Powers dated December 20, 1978 . This is to certify to the best'of ray knowledge
and belief that the cost and pricing data summarized herein are complete, current, and accurate as of
(2), February 26, 1979 and that a financial management capability exists to fillip and accu-
rately account for the financial; transactions under this project. I further certify that I understand-that the
subagreen-rr.t price may be subject to downward renegotiation and/or recoupment where the above cost and
"pricing data have been determined, as a result of audit, not to have been conjplecr, ciirre.it and
of the date above.
(3) -February 26, 1979 1 :
DATE OF EXECUTION
. Vice President
TITLE O~
\ 14. GRANTEE REVIEWER
I certify that I have reviewed the cost/price summary set forth herein and the proposed costs/price appear
acceptable for siibf»greement award.
DATE OF EXECUTION SIGNATURE OF REVI=we«
TITLE OF R£V|Er-£f
} li. EPA R£VI£V-EH (If r-pplic^hl*)
DATK OF EXECUTION 'SICMATU=1E O.=
TlTLfC O? = E V I F. — ^ -
Fo,-n5700-X) (2-76)HAGE 2 OF S
ATTACHMENT
Item 7 Detail
The following is submitted to support Item 7 of EPA Form 5700-41.
a. Method of Estimating Manhours
Each element or task associated with the project is defined and a complete
scope of work is established. An evaluation of factors peculiar to the particular
task is made, including but not limited to the following; degree of complexity,
amount of independent research or study required, availability of information on
similar work, amount of time available for completion, level of personnel required
for work and supervision, required data gathering, special equipment or procedures
required, level of subcontract coordination and review, required consultations and
meetings, necessary regulatory review, special hazards or risks, and nature of
required final product. Based upon a review of these factors and previous experience
with similar tasks, the number of manhours are estimated for each applicable labor
category.
b. Computation Technique
Proposed labor rates are determined by taking actual salaries at the regular
time rate for the average step level in each labor category. Labor rates for principals
(defined as professional engineers assigned to the corporate staff) reflect actual rates
paid. It is Brown and Caldwell's normal practice to charge time of principals to all
jobs based on the time that principals are engaged directly in the performance of
work on the jobs. The rate of compensation for principals does not include a distri-
bution of profits.
c. Sources of Information
Proposed manhours are developed using job files and cost records on jobs
of a similar nature. State and federal guidelines on task level-of-effort are used when
available and applicable. Estimates and proposals from outside consultants and
subcontractors are used as reference data when appropriate. Labor rates are developed
annually by corporate management with reference made to historical wage schedules,
statistical reports on local and national wages paid to similar employee categories"/
and local and national cost of living indices.
d . Detailed Rate Computations
Detailed computations indicated in Tables A-l, A-2 and A-3 are attached as
supporting data for the total direct labor costs indicated in item 7.
TABLE A-l
DESCRIPTION OF TASKS
ENCINA III PLANNED STEP 2 DESIGN SERVICES
Task No.Task description
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
Management
Basic Step 2 Architectural Subcontract Work
Heating Ventilation and Air Conditioning Subcontract Work
General/Civil Design
Process and Instrumentation Diagrams
Architectural Coordination
Structural Design
Mechanical Design
Heating, Ventilation and Air Conditioning Coordination
Electrical Design
Instrumentation Design
Specifications
Review Meetings
Final Design Summary Report
Construction Cost Estimates
Submittals, etc.
Assistance Associated with V.E. Analysis
PROJECT t ENCINA PHASE III
DIRECT LABOR - LEVEL OF EFFORT SUMMARY
02/23/79
NUMBER OF HOURS
o
TASK NO.
LABOR CATEGORY
PROFESSIONAL
CHIEF ENGR
MANAGING ENGR
SUPV ENGR
PRINCIPAL ENGR
SENIOR ENGR
ENGINEER
ASSOC ENCR
ASST ENUR
ENGR AIDE
SUBTOTAL
TECHNICAL
TECH SERV MGR
CHIEF DHTSM
SUPV DFTSM
LEAD DFTSM
SENIOR DFTSM
DRAFTSMAN
ASST DFTSM
DFTSM TRAINEE
SUBTOTAL
CLERICAL
SUPV TYPIST
TYPIST IV
TYPIST III
TVPIST II
TYPIST I
10 II 12 13 14 15 16 17
TOTAL
426
495
397
99
0
0
0
0
0
1417
0
0
0
104
0
0
0
0
104
0
0
416
0
0
34
83
0
0
666
0
881
0
0
1664
0
194
977
765
0
0
0
0
1936
0
0
0
0
0
26
66
261
0
951
0
0
0
0
1304
0
94
0
378
0
0
0
0
472
0
0
0
0
0
4
0
0
143
0
0
0
57
0
204
0
41
0
367
0
0
0
0
408
0
0
0
0
0
61
0
1059
302
1602
0
0
0
0
3024
0
56
846
1893
0
0
0
0
2795
0
0
0
0
0
290
580
0
0
2322
2612
0
0
0
5804
0
639
2556
3170
0
0
0
0
6365
0
0
0
0
0
2
0
0
92
0
0
0
38
0
132
0
52
0
468
0
0
0
0
520
0
0
0
0
0
42
0
636
1016
424
0
0
0
0
2110
0
31
638
916
0
0
0
0
1585
0
0
0
0
0
22
0
326
196
542
0
0
0
0
1086
0
26
410
554
0
0
0
0
990
0
0
0
0
0
123
248
248
0
496
741
619
0
0
2475
0
0
0
0
0
0
0
0
0
0
0
454
0
0
87
108
65
0
65
108
0
0
0
433
0
0
0
0
0
0
0
0
0
0
0
47
0
0
12
24
82
0
0
0
0
0
0
118
0
0
0
47
0
0
0
0
47
0
0
47
0
0
0
26
0
52
0
182
0
0
0
260
0
0
0
0
0
0
0
0
0
0
0
28
0
0
18
37
0
68
0
104
0
0
0
227
0
0
47
0
0
0
0
0
47
0
0
47
0
0
16
91
0
76
0
1 19
0
0
0
302
0
0
23
0
24
0
0
0
47
0
0
80
0
0
1163
1758
3074
2044
7068
3866
1500
95
0
20568
0
1133
5497
8662
24
0
0
0
15316
0
0
11 19
0
0
SUBTOTAL 416 0 454 47 47 28 47 80 1119
For complete task description refer to Table A-l
Table A-3
PROJECT : ENCINA PHASE III
DIRECT LABOR - COST ESTIMATE SUMMARY
02/23/79
LABOR CATEGORY
PROFESSIONAL
CHIEF ENGR
MANAGING ENGR
SLJPV ENGR
PRINCIPAL ENGR
SENIOR ENGR
ENGINEER
ASSOC ENGR
ASST ENGR
ENGR AIDE
SUBTOTAL
TECHNICAL
TECH SERV MGR
CHIEF DFTSM
SUPV DFTSM
LEAD DFTSM
SENIOR DFTSM
DRAFTSMAN
ASST DFTSM
DFTSM TRAINEE
SUBTOTAL
CLERICAL
SUPV TYPIST
1YPIST IV
TYPIST III
TYPIST II
f/PIST I
SUBTOTAL
TOTAL
NUMBER
OF HRS
1 163
1 758
3074
2044
7068
3866
1 500
95
0
20558
0
1 133
5497
8662
24
0
0
0
5316
0
0
1119
0
0
1119
37003
COST
23399
32230
51907
31302
93427
44049
14495
781
0
291590
0
14910
63253
8^471
197
0
0
0
62832
0
0
6344
0
0
6344
460766
Cost is based on 20 percent of the electrical and instrumentation
work being done in FY 1978-79 and the remainder in FY 1979-80.
All other work would be done in FY 1978-79, Labor rates for
FY 1979-80 are FY 1978-79 rates plus 6.5 percent.
ATTACHMENT B
Item 8 Detail
Indirect costs are accumulated through a corporate-wide accounting
system that allows cost to be categorized consistent with the contract
cost principles and procedures outlined in the Federal Procurement
Regulations, CFR 41, Part 1-15. Indirect cost rates for allowable
fringe benefits and general and administrative overhead items are
established for the most recently audited fiscal years as shown in the
first two columns below. Projected indirect cost rates for FY ending
9/30/79 are based upon an EPA reviewed profit plan in conjunction with
actual year-to-date overhead costs, and are shown in Column Three.
Labor rates for principals (defined as professional engineers assigned
to the corporate staff) reflect actual rates paid. It is Brown and
Caldwell's normal practice to charge time of principals to all jobs
based on the time that principals are engaged directly in the perfor-
mance of work on the jobs. The rate of compensation for principals
does not include a distribution of profits.
BROWN AND CALDWELL
INDIRECT COSTS
Costs, as a percent of direct labor
Fringe Benefits
Payroll Taxes
Retirement benefits
Bonus plan
Group insurance and workmen's
compensation insurance
.Vacation, holidays and sick
leave
Total fringe benefits
General and Administrative Overhead
Indirect salaries
Fringe benefits on indirect '
salaries
Buildings and equipment
Taxes, licenses, and
insurance
Professional services
Travel and subsistence
Supplies
Other
Total general and administrative
overhead
Total indirect costs
FY ending
9/30/77
Actuall
5.9
3.5
2.8
4.1
8.7
FY ending
9/30/78
Actuall
6.1
3.5
3.4
4.5
25.0
50.1
16.3
18.7
10.9
9.2
5.6
11.0
4.4
126.2
151.2
49.9
18.3
20.4
8.8
11.6
7.1
14.2
6.3
136.6
164.4
FY ending
9/30/79
Provisional
6.1
5.5
-0-
4.3
10.3
26.2
47.0
16.8
18.0
"9.0
10.0
7.0
13.0
6.0
126.8
153.0
"Based on independent C.P.A audited figures, not finalized by an EPA audit.
"Estimated as of February 22, 1979.
2/22/79
ATTACHMENT C
OTHER DIRECT COSTS
Item 9a, Travel
(1) Transportation
Pasadena to Encina (13 months)
200 miles round trip, 3 trips/mo @ $0.20/mi = $ 1,560
200 miles round trip up to 8 bid packages = 320
Auto: Local - 100 mi/mo x $0.20/mi = 260
(2) Per diem (subsistence)
13 days @ $45/day = 585
Subtotal = $ 2,725
Item 9b, Equipment, Material, Supplies
(1) Communication
Telephone: $100/mo x 13 mos = $ 1,300
Postage: $50/mo x 13 mos = 650
(2) Reproduction
Xerox: $75/mo x 13 mos = 975
364 mylars x $15 each = 5,460
5,200 Ozalids @ $0.50 each = 2,600
Subtotal = $ 10,985
Item 9c, Subcontracts
(1) Architectural Subcontract (estimate) = $ 93,120
(2) HVAC Subcontract (estimate) = -9,378
(3) Automatic Drafting Subcontract (estimate) = 25,540
(4) Computer Management Subcontract (estimate) = 9,500
Subtotal $137,538
TOTAL = $151,248
**••
ENCLOSURE C
EPA 5700-41 FORM
DRAFT O&M MANUAL
C'OST OR PRICE SUMMARY FORMAT FOR SUBAGREEMEN7S UNDER U.S. EPA GRANTS
(See accompanying instructions before coir.plrtir.g this form)
Form
OMB Ho. 158-R014.1
PART 1-GENeRAL
1. GRANTEEVista Sanitation District
2. GRANT NUMBERC-06-1016-020
3. NAME OF CONTRACTOR OR SUBCONTRACTOR
Brown and Caldwell
«. DATE Or PROPOSAL
February 26, 1979
5. AOORESS OF CONTRACTOR OR SUaCON TRACTOR (Include ZIP coda) 6. TYPE OF SERVICE TO3E FURNISHED
150 South Arroyo Parkway
Pasadena, California 91109
Planned Step 2 Engineering Services ,
Basic Step 2 Design Services - Encina
WPCF. Exhibit A of Basic Agreement -
(as amended including Exhibit D)
PART II-COST SUMMARY
7. DIRECT LABOR (Spaclly labor cata^orie-s)
ESTI-.
MATED
HOURS
HOURLY
RATE
ESTIMATED
COST TOTALS
See Attachment A
DIRECT LABOR TOTAL:S 23,290
9. INDIRECT COSTS (Spacily indirect co.it poola)RATE
See Attachment B
Fringe benefits, general, administration
overhead 1.50
BASE =ESTIMATED
COST
23,290 3-4.935
INDIRECT COSTS TOTAL:34,935
9. OTHHR DIRECT COSTS
a. Ta A VEL
(1) TRANSPORTATION
(2) PEP: DIEM
TRAVEL SUBTOTAL::•" .. -.\ ~-?.\-- :'~ ;.*.„• -~- .''
li.1^^-^^'-^ ,vi^r;.-->*::-! --<•'-- -;'• •-:'
b. EQUIPMENT, MATERIALS. SUPPLIES (Specify categorlrn.)
Communications
QTY COST
220
1,770
EQUIPMENT SUBTOTAL:
c. SUBCONTRACTS
SUBCONTRACTS SUBTOTAL: ~F^
d. OTHER (Specify CHtegvrina)
OTHER SUBTOTAL: i ^ .i'
c-.1 OTHER DIRECT COSTS TOTAL: ' T '
ESTIMATED
COST
220
340
5 fin
ESTIMATED
COST
1 .990
ESTIMATED
' COST
ESTIMATED
COST
10. TOTAL ESTIMATED COST
(Professional Fee)M. PRO-I
o<m 5X00-41
I5 fin.77;
> 9,677
8s 70,452 |
PAGE » Or
f>M.«« .V... lt,.HOU*
PA?»7 !;; - PRiCS
'cOMPf TITOH'S CATALOG LI1~n«^iS. IN-HOUSi 'J'lHATCJ. f »IOH QUOTrJ .^
NOT APPLICABLE
— - «-K r T
**•*•*. E:M
i
i
;
;.
,
ff*(»*«»tt l>
PART IV-CERTIriCATtONS
JC. CONTRACTOR
»4a. HAS A FEOEWM. AGENCY OH A FEDERALLY CERTIFIED STATE OR LOCAL AGENCY PE3FOSMEO AMY RSV»=M 0;= YOUR !
ACCOUNTS OR RECOHDS IS CONNECTION WITH ANY OTHER FECERAL CHANT OR CONTRACT VrlTHIH THE PAiT TWELVE MONTHS?
*rtln3 oltlco)YE3 [ ] NO (11 "Yo*" (<ivf n~m» ntidrtr** and tolvjitmno numbor of
Environmental Protection Agency
215 Freemont Street '
San Francisco, CA 94105
Mr. Ronald "R. Beeler (415) 556-1954
I-SS .THIS SUMMARY CONFORMS WITH THS FOLLOWING COST PRINCIPLES
41 CFR 1-15. T, 1-13J2, '1-15.4, 40 CFR 35
He.
This proposal is submitted for use in connection v/j;h and in response to (!) Request from Encina JQint
Powers dated December 20, 1978 This is to certify to the best"of rty knowledge
and belief that the cost snd pricing data summarized herein are complete, current, and accurate ES of
(2). February 26. 1979 and that a financial management capability exists to fully and accu-
rately account for the financial; transactions under this project. I further certify that I understand-that the
suba«reernr?r.t price may be subject to downward renegotiation and/or recoupment '-here the above cost and
"pricing data have been determined, as a result of audit, not to have been cornplafe, curreat and s^curals
of the date above.
(3) .February 26, 1979
DATE OF EXECUTION /
Vice President
TITLE 0-i—
3 14. GRANTEE REVIEWER
I certify that I have reviewed the cost/price summary set forth herein and the proposed costs/p
acceptable for subagreement award. , .
ice appear
DATE Of EXECUTION M CN ATU R E O ~ R E V 1 ETT£ =»
Ji. EPA RrlVIS^HR f// ^^plic
DATF. oFExt-:cu~ios SIGn A Tl»=»E OF HKViSwES
I
EPA ro-^ 5700-X1 (2-74)PAGE 2 OF S
.ATTACHMENT A
,.te.Ti 7 Detail
The following is submitted to support Item 7 of EPA Form 5700-41.
a. Method of Estimating Manhours
Each element or task associated with the project is defined and a complete
scope of work is established. An evaluation of factors peculiar to the particular
task is made, including but not limited to the following; degree,of complexity,
amount of independent research or study required, availability of information on
similar work, amount of time available for completion, level of personnel required
for work and supervision, required data gathering, special equipment or procedures
required, level of subcontract coordination and review, required consultations and
meetings, necessary regulatory review, special hazards or risks, end nature of
required final product. 6ased upon a review of these factors and previous experience
with similar tasks, the number of manhours are estimated for each applicable labor
category.
b. Computation Technique
Proposed labor rates are determined by taking actual salaries at the regular
time rate for the average step level in each labor category. Labor rates for principals
(defined as professional engineers assigned to the corporate staff) reflect actual rates
paid. It is Brown and Caldwell's normal practice to charge time of principals to cill
jobs based on the time that principals are engaged directly in the performance of
work on the jobs. The rate of compensation for principals does not include a distri-
bution of profits.
c. Sources of Information
Proposed manhours are developed using job files and cost records on jobs
of a similar nature. State and federal guidelines on task level-of-effort are used when
available and applicable. Estimates and proposals from outside consultants and
subcontractors are used as reference data when appropriate. Labor rates are developed
annually by corporate management with reference made to historical wage schedules,
statistical reports on local and national wages paid to similar employee categories ,
and local and national cost of living indices.
d . Detailed Rate Computations
Detailed computations indicated in Tables A-l, A-2 and A-3 are attached as
supporting data for the total direct labor costs indicated in item 7.
DESCRIPTION OF TASKS
ENC]£) OPERATION AND MAINTENANqQMANUAL
AND INSTRUCTIONAL PROGRAM OUTLINE
Task No.Task description
1
2
3
Management
Prepare O&M Manuals
O&M Instruction Program Outline
TABLE A2
DIRECT LABOR
LEVEL OF EFFORT SUMMARY
Labor category,. — — —
^ Task No.a
Professional
Chief Engineer
Managing Engineer
Supervising Engineer
Principal Engineer
Senior Engineer
Engineer
Associate Engineer
Assistant Engineer
Engineering Aide
Subtotal
Technical
Technical Services Mgr.
Chief Draftsman
Supervising Draftsman
Lead Draftsman
Senior Draftsman
Draftsman
Assistant Draftsman
Draftsman Trainee
Subtotal
Clerical
Supervising Typist
Typist IV
Typist III
Typist II
Typist I
Subtotal
Number of hours
1
18
28
40
86
40
40
2
•
174
348
348
870
202
470
672
420
420
3
8 '
"
40
*
48
.
8 .
8
Total
18
28
182
. 388
388
1,004
202
• 470
672
468
468
For complete task description refer to Table Al
TABLE A3
DIRECT LABOR
COST ESTIMATE SUMMARY
Labor category
Professional
Chief Engineer
Managing Engineer
Supervising Engineer
Principal Engineer
Senior Engineer
Engineer
Associate Engineer
Assistant Engineer
Engineering Aide
Subtotal
Technical
Technical Services Manager
Chief Draftsman
Supervising Draftsman
Lead Draftsman
Senior Draftsman
Draftsman
Assistant Draftsman
Draftsman Trainee
Subtotal
Clerical
Supervising Typist
Typist IV
Typist III
Typist II
Typist I
Subtotal
Total
Number of
hours
18
28
182
388
388
1,004
202
470
672
468
468
2,134
Direct labor cost, dollars
Hourly rate3
21.33
17.67
15.83
13.98
17. 1 ^
12.13
8.75
6.04
Cost
394
495
2,881
5,424
4 ,7flfi
13,900
2,450
4,113
6,563
•
2,827
2,827
23,290
a Projected average hourly rate based on labor rates for FY 1979-80 which are FY 1978-79
rates plus 6.5 percent.
ATTACHMENT B
Item 8 Detail
Indirect cosLs arc accumulated throuyh a corporate-wide accounting
system that allows cost to be categorized consistent with the contract
cost principles and procedures outlined in the Federal Procurement
Regulations, CFR 41, Part 1-15. Indirect cost rates for allowable
fringe benefits and general and administrative overhead items are
established for the most recently audited fiscal years as shown in the
first two columns below. Projected indirect cost rates for FY ending
9/30/79 are based upon an EPA reviewed profit plan in conjunction with
actual year-to-date overhead costs, and are shown in Column Three.
Lcibor rates for principals (defined as professional engineers assigned
to the corporate staff) reflect actual rates paid. It is Brown and
Caldwell's normal practice to charge time of principals to all jobs
based on the time that principals are engaged directly in the perfor-
mance of work on the jobs. The rate of compensation for principals
does not include a distribution of profits.
BROWN AND CALDWELL
INDIRECT COSTS
Costs, as a oercent of direct labo
FY ending
9/30/77
Actual!
Fringe Benefits
Payroll Taxes
Retirement benefits
Bonus plan
Group insurance and workmen's
compensation insurance
Vacation, holidays £ind sick
leave
Total fringe benefits
General and Administrative Overhead
Indirect salaries
Fringe benefits on indirect
salaries
Buildings and equipment
Taxes, licenses, and
insurance
Professional services
Travel and subsistence
Supplies
Other
Total general and administrative
overhead
Total indirect costs
5
3
2
4
8.
9
5
8
1
7
25.0
50.1
FY ending
9/30/78
Actuall
6.1
3.5
3.4
4.5
10.3
27.8
16,
18
10
9,
5,
11
4,
3
7
9
2
6
0
4
126.2
49.9
18.3
20.4
8.8
11.6
7.1
14.2
6.3
136.6
164 .4
FY ending
9/30/79
Provisional
6.1
5.5
-0-
4.3
10.3
26.2
47.0
16.8
18.0
9.0
10.0
7.0
13.0
6.0
126.8
Based on independent C.P.A audited figures, not finalized by an
2Estimated as of February.22, 1979.
2/22/79
ATTACHMENT C
OTHER DIRECT COSTS
Item 9a, Travel
(1) Transportation
11 trips x 100 miles .@ ,20/mile $ 220
.(2) Per diem (subsistence)
Hotel:
3 days @ $30/day $ 90
Food:
10 days @ $25/day = $ 250
Item 9b. Equipment, Material, Supplies
(1) Communication
Telephone $45/month x 4 months
Postage $10/month x 4 months
$ 340
Subtotal $ 560
$ 180
$ 40
(2) Reproduction
Xerox $150/copy x 10
(3) 1/2 Size Drawing Reductions and
Reproduction Services
$ 1,500
$ 270
Subtotal $ 1,990
Item 9c, Subcontracts
Total $ 2,550
X*"
ENCLOSURE D
SUMMARY OF COMPENSATION
BASIC STEP 2 DESIGN SERVICES
Enclosure D
SUMMARY OF COMPENSATION
Basic Step 2 Design Services
Estimated cost,
Cost item dollars
Direct labor (from Attachment A) 460,766
Indirect costs 460,766 x 1.5 691,149
Other direct costs (from Attachment C) 151,248
Total estimated cost 1,303,163
Fixed professional fee
Direct labor 460,766 x 0.20473 = 94,333
Indirect cost 691,149 x 0.14 = 96,761
Other direct 151,248 x 0.05 = 7,562
198,656 198,656
TOTAL PRICE 1,501,819
Calculation of maximum cost ceiling
Direct labor 460,766 x 1.15 =$529,881
Indirect cost 529,881 x 1.60 = 847,810
Other direct 151,248 x 1.10 = 166,373
Maximum cost ceiling $1,544,064
Attachments refer to Enclosure B
ENCLOSURE E
SUMMARY OF COMPENSATION
DRAFT O&M MANUAL
Enclosure E
SUMMARY OF COMPENSATION
Draft O&M Manual
Estimated cost,
Cost item dollars
Direct labor (from Attachment A) 23,290
Indirect costs 23,290 x 1.5 34,935
Other direct costs (from Attachment C) 2,550
Total estimated cost 60,775
Fixed professional fee
Direct labor 23,290 x 0.20 = 4,658
Indirect cost 34,935 x 0.14 = 4,891
Other direct 2,550 x 0.05 = 128
9,677 9,677
TOTAL PRICE 70,452
Maximum Cost Ceiling Calculations
Direct labor 23,290 x 1.15 = $ 26,784
Indirect labor 26,784 x 1.60 = 42,854
Other direct 2,550 x 1.10 = 2,805
Maximum cost ceiling $ 72,443
Attachments refer to Enclosure C
ENCLOSURE F
Increase in Special Engineering
Services Allowance Due to
Multiple Bid Packaging
W
ENCLOSURE F
Special Engineering Service
Additional Effort Required
For Multiple Bid Packaging
Estimated
Allowance
Site preparation and miscellaneous
structures $ 40,000
Operations Building 35,000
Secondary Treatment Facilities 25,000
Sludge Dewatering Building
and Sludge Thickeners 20,000
Preliminary Treatment, Power &
Maintenance Building, Digesters,
Chlorination Building, Effluent
Pumping Station, miscellaneous
structures and site work 35,000
Secondary Sedimentation Sludge Collectors 3,500
Continuous Belt Sludge Dewatering
Filters 3,500
Engine - Generators 4,000
Aeration - Air Blowers 3,500
Mechanically Cleaned Bar Racks 3,500
Other Miscellaneous Bid Packages 10 ,000
Total ' $184,000
ENCLOSURE G
SUMMARY OF SPECIAL ENGINEERING
SERVICES ALLOWANCE
ENCLOSURE G
Estimated Allowances
For Special Engineering Services
Special Engineering Services
Offset printing and binding
Assistance during bid protests
Assistance during bidding period
Additional engineering required by
value engineering
Detailed field verification of
as-constructed conditions
Assistance-up-date financial and
revenue program
Consideration & administration
of multiple bid packaging prior
to approval of each bid package
as a special Engineering Service
and assistance as necessary to the
construction management consultant
Assistance in applying for modification
of secondary treatment requirements
Review of wastewater characteristics
Other Special Engineering Services
Multiple bid packaging
(See Enclosure F attached)
Approx.
Expenditure
To Mar. 1, ''79
Estimated
Allowance
5,000
12,000
35,000
20,000,
40,000
20,000
5,000
15,000
40,000
5,000
5,000
$ 27,000
5,000
5,000
15,000
184,000
$ 384,000
- 27,000
Approx. Balance of Special Engineering Allowance $ 357,000
ENCLOSURE H
LIST OF
INSTRUMENT DRAWINGS
NOTE: ESTIMATE DOES NOT INCLUDE:
1. ADDITIONAL COST FOR SPLIT
CONTRACT PACKAGES
INCREASES DUE TO:
2. SPECIFICATION COSTS
Project: ENCINA
Project Estimating Sheet - Sheet _1... of 2 sheets
Group:! & C _.
1. CHANGE OF CONTROL PHILOSOPHY FOR
PROJECT
2. CHANGE OF PLANT PROCESS
3. USE OF.MUX SYSTEM TO AID PACKAGE
CONTRACT APPROACH
Project Division/Drawing
-v;g .
Xo.
I 1
^ 9
3
4
5
6
7
8
9
10
> X1
12
13
14
15
16
17
*• ' 18*
.. 19
Description
SYMBOLS & ABBREVIATIONS
STANDARD ntfTATT.fi T
STANDARD DETAILS II
INSTRUMENT DIAGRAMS I
"II
ii ii
III
IV
V
VI
VII
VIII
IX
" • X
LOGIC & CONTROL DIAG. I
n ii ii "IT
n n n n TTT
II II . II II TTT
II II II II TT
ii ii ii ii \7T
Itemized Estimate
Budget Manhours
Professional
2
?
2
40
40
40
40
40
40
40
40
40
40
40
40
40
40
40
40
Technical
4
8
8
40
40
40
40
40
40
40
40
40
40
30
30
30
30
30
30
ADC
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
SCREENS, GRIT PUMPS, PS PUMPS
PS PUMPS
AERATION BLOWERS , AA BLOWERS
DO CONTROL
RAS PUMPS, WAS PUMPS
SEC. SED. TANK LEVEL
DIGESTER 1 MODS
NEW DIGESTER
HYDROPNEUMATIC, DISSOLVED
AIR, THICKENER
ODOR CONTROL, SLUDGE
DEWATERING, EFFL . PUMPING
COGENERATION
GAS MANAGEMENT
WATER/AIR SYSTEMS :
MISC. PUMPS, ALARMS, SAMPLING
FLOW
SCREENS, GRIT PUMPS
PS PUMPS, RAS PUMPS
AERATION, AGITATION AIR
BLOWERS ;
WAS PUMPS
DIGESTED SLUDGE PUMPS
THS PUMPS
POLYMER PUMPS
rc;cct:
Project Estimating Shea'. - Sheet 2 of 2_ sheets
Group: I & C.
Project Division/Drawing
Xo? 'Description
120 LOGIC & CONTROL DIAG. VII
21i. -
n n .. VIII
22 » » " » IX
23 " " " " X
24 | .. .. .. .. XI
25
26
MAIN CONTROL PANEL
MAIN GRAPHIC PANEL
i
27 PANEL SCHEDULES
28
29
30
'
MUX SYSTEM PANEL/LAYOUT
MISC. PANELS & SCHEDULES
ENERGY RECOVERY PANEL
TOTAL
1
Itemized i:stlmatf:
Budget Manhours
Professional
40
40
40
40
40
40
40
40
40
40
40
Ir08fi
^
Technical
30
30
30
30
30
40
40
40
40
40
40
9QO
ADC
X
X
X
X
X
.
1
HYDROPNEUMAT1C TANKS
DISSOLVED AIR TANKS
DEWATERING
GAS MANAGEMENT
EFFLUENT PUMPING
MISC. PUMPS, ALARMS
24 DWGS TO ADC