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HomeMy WebLinkAbout1979-03-06; City Council; 5775; Developing Water Master PlanCITY OF CARLSBAD AGENDA BILL NO. DATE: March 6, 1979 DEPARTMENT: Utilities & Maintenance Subiect- RECOMMENDING >AWARD OF CONTRACT FOR ENGINEERING CONSULTANT SERVICES " FOR DEVELOPING A WATER MASTER PLAN, NORTH-EAST QUADRANT OF THE CITY. Statement of the Matter Council approved expenditure of $176,800 for capital water systems improvements during FY78-79 (Fund 51-244-3970) which included an expenditure of $5000 (CIP Project 3067) for the development of a Water Master Plan for the north-east quadrant of the City. Proposals for this project have been reviewed by a staff committee as outlined in Exhibit A. Staff recommends awarding the contract for consultant services to Alderman, Swift and Lewis, Consulting Engineers, 2921 South Main Street, Suite C, Santa Ana, California 92707 at a not to exceed cost of $9,700. Funds are available to support this effort, which exceeds the budgeted amount by $4,700, from Fund 51-244-3970 because of the deferral of the Ellery Tank recoating project the next FY. EXHIBITS A. Memo to City Manager from Director of Utilities & Maintenance of February 23, 1979. B. Resolution No. ^ RECOMMENDATION If Council concurs with the staff recommendation to retain the firm of Alderman, Swift and Lewis for development of a water master plan in the north-east quadrant of the City, authorize the Mayor to execute the agreement by adopting Resolution No s Council Action: 3-6-79 Council adopted Resolution 5703, authorizing the firm of Woodside/Kubota to develop a water master plan in the northeast quadrant of the City, and authorizing Mayor to execute the agreement 79-59February 23, 1979 MEMORANDUM TO: City Manager FROM: Director of Utilities & Maintenance SUBJECT: Selection of Consultant; Water Master Plan for the North-East Quadrant of the City Service Area Council approved an appropriation of $5000 in the FY78-79 Budget for the development of a Water Master Plan for the North-East quadrant of the City's water service area. This is about 450 acres of unpopulated area generally east of the Vons Shopping Center and north of the Tanglewood development. It is considered appropriate to do this study at this time since the Tri-Agency Pipeline will be completed this FY and will terminate at the intersection of Elm Avenue extended and College Blvd extended. Extension of the pipeline to/through the City service area is expected as need occurs and may be used to serve this area. Master planning is necessary at this time to determine re- quirements for storage, sitting of storage facilities, optimum location of interties to the line, pressure reducing stations and locations and interties from the study area to the existing City system at the May Company/Tanglewood/ Royal Homes area. Included are best cost estimates for these facilities. Additionally, the City water design standards and specifications are in need of updating, having last been accomplished in 1971 and have not been accomplished due to the staffing problems of the Engineering Dept. A Request for Proposal to perform the study and to review and update the design standards and specifications was forwarded to six engineering firms on January 5, 1979 (RFP attached). A copy of the RFP was also provided to the Carlsbad Municipal Water District on January 24, 1979 in order that their organization be apprised of these efforts. Deadline for submission of the proposals was January 31, 1979. All six solicited firms responded with proposals. Additionally, the firm of Woodside/Kubota and Associates submitted a proposal. A proposal had not been solicited from Woodside/Kubota on the basis that their firm serves as the staff engineer for CMWD and one of the purposes for the requested study will be to determine how the City system can best interface with the CMWD system (most efficiently and most economically). It was considered that, under these cir- cumstances, that the services of a consultant who was not affiliated with the District, could best serve the City's interests. It is believed that the consultants recommendations should be received without any possibility of personal bias either actual or implied. These statements are in no way to be construed as an indication of any lack of confidence in the ability or integrity of the firm of Woodside/Kubota and Associates, but rather as a concern in order to protect the good reputation of the consultant and the City. A review committee consisting of the Public Works Administrator, Fire Chief and Director of Utilities & Maintenance met on February 9, 1979 to review the proposals. Cost estimates todo the work are as follows: Water Master Plan (continued) -2- February 23, 1979 Woodside/Kubota and Associates $ 5,500 Alderman, Swift & Lewis 9,700 Boyle Engineering 14,400 to 36,000 based on option selected James M. Montgomery 16,000 Engineering Science 21,500 Hirsch & Company 25,000 Neste, Brudin & Stone 30,000 The committee was in agreement that the firms of Woodside/Kubota; Alderman, Swift and Lewis and James M. Montgomery were completely responsive to the request and understood the study needs. References for the firms of Alderman, Swift and Lewis and James M. Montgomery were verified by the Director of Utilities and Maintenance (reference list and comments attached). Based on the committee deliberations and positive references it is recommended that Alderman, Swift & Lewis be retained to do the work as outlined in their proposal. Should the Council consider that the committees concerns for the possibility of a conflict of interest are unfounded, the committee is confident that the firm of Woodside/Kubota can meet the study requirements. W. G Director of Utilities & Maintenance Attachments RWG:pag cc: Public Works Administrator Fire Chief 1200 ELM AVENUE CARLSBAD, CALIFORNIA 92008 79-10 January 5, 1979 Citp of Cartebab Alderman, Swift & Lewis 2921 South Main St Santa Ana, CA 92707 Neste, Brudin and Stone 16776 Bernardo Center Dr. San Diego, CA 92128 Boyle Engineering, Inc. 4525 Mission Gorge Place San Diego, CA 92120 : ,/water Hirsch & Company 7850 Mission Center Court Suite 101 San Diego, CA 92108 RE Dear Sir, Master Plan TELEPHONE: (714)729-1181 Engineering Science, Inc. 11750 Sorrento Valley Road San Diego, CA 92120 James M. Montgomery, Inc. 2255 Avenida de La Playa La Jolla, CA 92037 Enclosed is a request for proposal for professional services from the City of Carlsbad and forwarded to you for consideration. Pro- posals should be submitted no later than the close of business on January 31, 1979 for consideration. Inquiries concerning this proposal should be addressed to the under- signed at 1200 Elm Avenue, Carlsbad, California 92008 or by telephone (714) 729-1181, Ext 43. Sincerely, W. GREER Director of Utilities & Maintenance Enclosure RWG:pag cc: City Manager Public Works Administrator Chief REQUEST FOR PROPOSAL FOR PROFESSIONAL SERVICES WATER MASTER PLAN The City of Carlsbad is interested in receiving proposals for the development of a water master plan for the northeast quadrant of the City's water service area. The present City system, completed in 1973, serves approximately 17,500 residents (5500 meters) and consists of three storage tanks of about 8 M.G. capacity and extensive distribution facilities. The water system was rated at Class III in the most recent ISO evaluation conducted in 1976. Preliminary analysis of the study area indicates that about 450 acres are included and that approximately 11,500 GPM are required in three pressure zones. This area will be supplied from the existing City system and from connections to the Carlsbad Municipal Water District (CMWD) system. The study area interfaces with the CMWD system and the Tri-Agency Pipeline (a 20" line providing the northern connection to the SDCWA aquaduct at San Marcos). Water Construction Standards and Standard Specifications were reviewed and updated in 1971. Minor revisions have been made since that date; however, they should be reviewed and updated to ensure consistency with current practices and procedures. The scope of work should include the following: 1. Develop a water master plan for the City water service area east of El Camino Real and north of Tamarack Avenue to include: a. Storage facilities b. Major transmission and distribution lines r 2. Analyze the existing system and provide recommendations for future improvements to provide integration of the study area in the City system and to provide facilities to receive water from major trans- mission works of the CMWD. 3. Review existing Construction Standards and Standard Specifications and provide recommendations for changes to ensure consistency with current engineering practices. It is desired that the tasks outlined above be completed and a report submitted within three (3) months of authorization to proceed from the City Council. City staff participation will be limited to one Sr. Engineer Aide on an "as available basis", not to exceed 80 hours. Information to be submitted in the proposal: 1. A narrative statement explaining how the tasks will be accomplished to include a reasonably detailed schedule showing target dates from start to complete the various tasks. 2. A total lump sum fee and proposed schedule of payments. Task 3 should be shown as a separate fee and is considered as an "option" which may or may not be included in the final agreement. 3. A brief biographical resume of each person to whom major responsibility will be delegated and how their experience and training will relate to the specific task assignment. PROPOSAL EVALUATION: The proposals submitted in response to this request will be evaluated by a committee composed of appropriate members of City staff. Consideration will be given to the qualifications of the consultant team, the manner in which the work will be organized and coordinated, the work program and schedule and the -2- o fee for services provided. However, the fee in itself shall not be the determining factor. The City of Carlsbad reserves the right to reject all proposals if none meet the qualifications sought by the evaluation committee. Proposals should be submitted to: ROGER W. 6REER Director of Utilities & Maintenance City of Carlsbad 1200 Elm Avenue Carlsbad, California 92008 ROGER W. GREER Director of Utilities & Maintenance RWG:pag -3- REFERENCES ALDERMAN, SWIFT & LEWIS City of Blythe - Mr. Jim Heflin, Public Works Director Firm has done considerable waste water work and water work. Mr. LaMar has provided recent services to inspect and inspect recoating of steel tanks. Good reference for reliability and performance. City of Camarillo - Dave Atkinson, Public Works Director Updated 10 year old water master plan and other consultant services. Extremely satified with results and maintaining work schedule. Commented on number of clients who have retained them for repeat projects. City of Thousand Oaks - Dick Barden, Public Works Engineer Firm has just completed 3.8 MG reservoir project funded as an EPA grant project two years ago (final inspection was being done the day I called) and since have been retained to design a 4.2 MG reservoir and to master plan a 4,000 acre area. Commented that the firm is very results oriented and flexible in meeting various time demands. JAMES M. MONTGOMERY Vista Irrigation District - John Collins, Manager Firm had recently prepared district design standards and specifications - very satisfied with work - provided a copy of design standards and specifications. City of Oceanside - James Turner, Director of Water & Sanitation Had done downtown master plan and was very satisfied with work. Highly recommended. 2/23/79-pag 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 27 28 RESOLUTION NO. 5703 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING AN AGREEMENT BETWEEN THE CITY OF CARLSBAD AND WOODSIDE/KUBOTA AND ASSOCIATES FOR CONSULTING PROFESSIONAL SERVICES FOR DEVELOPMENT OF A WATER MASTER PLAN FOR THE NORTHEAST QUADRANT OF THE CITY'S WATER SERVICE AREA. _ 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 Woodside/Kubota and Associates for consulting professional services for development of a water master plan for the northeast quadrant of the City's water service area, a copy of which is attached hereto marked Exhibit "A" and made a part hereof, is hereby approved. 2. That the Mayor of the City of Carlsbad is hereby authorized 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 6th day of March 1979, by the following vote, to wit: AYES: NOES: ABSENT: None Councilmen Packard, Anear, Lewis and Councilwoman Casler Councilman Skotnicki S7*isi-ess RONALD C. PACKARD, Mayor ATTEST: ALETHA L/RAUTENKRANZ 7 City Cleric (Seal) 1 AGREEMENT FOR CONSULTING PROFESSIONAL SERVICES BETWEEN THE CITY OF CARLSBAD AND WOODSIDE/KUBOTA 2 • AND ASSOCIATES FOR DEVELOPMENT OT A WATER PIASTER PLAN FOR THE NORTHEAST QUADRANT OF THE CITY'S WATER 3 SERVICE AREA. 4 THIS AGREEMENT is made this day of , 1979, 5 between the CITY OF CARLSBAD, a municipal corporation of the State of California 6 hereinafter referred to as CITY, and WOODSIDE/KUBOTA AND ASSOCIATES, a Calif- 7 ornia corporation, hereinafter referred to as CONSULTANT. 8 RECITALS: 9 WHEREAS, the City requires consulting professional services for develop- 10 ment of a water master plan for the northeast quadrant of the City's water 11 service area; and 12 WHEREAS, the City has solicited proposals for this analysis; 13 and 14 WHEREAS, the Consultant has the experience and qualifications to make 15 these analysis; and 16 WHEREAS, it is understood that the Consultant shall be an independent 17 contractor of the City; 18 NOW, THEREFORE, the parties hereunto agree as follows: 19 (1) DUTIES OF THE CONSULTANT: 20 The Consultant will provide all professional services necessary to 21 carry out the scope of work presented in Consultant's proposal dated 22 January 31, 1979, and incorporated herein by reference. This work scope 23 will include the three (3) roman numbered tasks set forth in the proposal . 24 In completing the work scope, the Consultant will provide the City 25 with two (2) copies of a review draft version of the Final Report. 26 Following review of this draft by the City, the Consultant will then provide 27 the City with twenty (20) copies of the Final Report. 28 XX 1 (2) DUTIES OF THE CITY: 2 (a) The City will make available to the Consultant any 3 document, studies, or other information in its 4 possession related to the work. 5 (b) The City will make payment to the Consultant as provided 6 for in this agreement. 7 (c) The City will review the draft version of the Final Report 8 presented by the Consultant within fourteen (14) working 9 days of its receipt and make written comments to the 10 Consultant within this time period. 11 (3) INITIATION AND COMPLETION 12 Services described herein shall begin promptly following 13 written authorization by the City. The work scope referred to in 14 Section (1) shall be completed insofar as practical in accordance with 15 the schedule set forth in the Consultant's proposal, subject to modifi- 16 cation by mutual agreement between the City and the Consultant. 17 The Consultant shall submit to the City the review draft 18 version of the Final Report within 105 days of the effective date of 19 the agreement. The Consultant shall submit the Final Report within 20 15 days of completion of review by the City. 21 (4) COMPENSATION 22 Fees for the Consultant's labor in carrying out the work scope 23 referred to in Section (1) of this agreement will be based on the 24 Consultant's standard hourly rates. Direct costs (including reproduction, 25 and long distance telephone) will be compensated for at cost, plus a 26 15 percent administrative charge. 27 XX 28 XX -2- 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 (5) PAYMENT OF FEES The Consultant will submit monthly invoices for services rendered. Each invoice will specify the individual, the hours worked, the individual's standard hourly billing rate, and total labor cost. Other direct costs will be itemized by category and documented by supporting information wherever reasonable. City will pay Consultant by check within 45 days of receipt of Consultant's invoice. (6) NOT-TO-EXCEED FEE The not-to-exceed total fee for the work scope referred to in Section (1) above is $5,500. This $5,500 figure would not be exceeded by the Consultant without specific written authorization by the City. (7) CHANGES IN THE SCOPE OF THE PROJECT If conditions beyond the control of the Consultant necessitate a change in scope of the project after work under Section (1) above has commenced, the Consultant shall submit his written estimate of increased costs to the City Manager for written approval prior to undertaking any additional work. (8) 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 recommendations he may make in the course of this project. (9) OWNERSHIP OF DOCUMENTS All maps, studies, sketches, work sheets and documents as herein required are the property of the Ctiy whether the work for which they are made be executed or not. In the event this contract is terminated, -3- 1 all documents, plans, work sheets, etc. shall be delivered forthwith to 2 the City. 3 (10) SUSPENSION OR TERMINATION OF SERVICES 4 The City shall have the right to terminate this agreement and 5 the work done under it at any time without cause by giving the Consultant 6 verbal notice as to termination date, to be confirmed by written notice 7 of termination. 8 In the event of termination, the Consultant shall be paid for 9 the work accomplished to the date of termination in accordance with 10 Sections (4) and (5). 11 Upon request of the City, the Consultant shall assemble the 12 work product and put the same in proper order for proper filing and 13 closing and deliver said product to the City. 14 (11) HOLD HARMLESS 15 The Consultant will indemnify the City against and hold it 16 harmless from all and any cost, expense, or liability for damages on 17 account of injury or death to persons or damage to property resulting 18 from or arising out of or in any way connected with the performance by 19 Consultant of this agreement, including the defense of any action arising 20 therefrom. 21 (12) MAINTAIN INSURANCE 22 Consultant shall, at all times that this agreement is in effect 23 or the premises are occupied by Consultant, cause to be maintained in 24 force and effect an insurance policy or policies which will insure and 25 indemnify both City and Consultant against liability or financial loss 26 resulting from injuries occurring to persons or porperty in or about the 27 premises or occurring as a result of any acts or activity of Consultant. 28 The liability under such insurance policy shall be not less than $100,000 -4- 1 for any one person injured or $300,000 for any one accident and $50,000 £ for property damage. The policy shall be written by a responsible 5 company or companies to be approved by City, and shall be noncancelable 4 except on ten days' written notice to City. Such policy shall name 5 City as co-assured and a copy of such policy shall be filed with the 6 City Clerk. 7 (13) STATUS OF CONSULTANT 8 The Consultant will perform the services provided for herein 9 in his own way as an independent contractor in pursuit of his independent 10 calling and not as an employee of the City; he shall be under the control 11 of the City only as to the result accomplished and personnel assigned to 12 project. 13 (14) ASSIGNMENT OF CONTRACT 14 The Consultant shall not assign this contract or any part 15 thereof or any monies due or to become due thereunder without the prior 16 written consent of the City Manager. 17 (15) PROHIBITED INTEREST 18 No official of the City who is authorized in such capacity 19 and on behalf of the City to negotiate, make, accept or approve this 20 contract shall become directly or indirectly interested personally in 21 this contract or any part thereof. 22 (16) VERBAL AGREEMENT OR CONVERSATION 23 No verbal agreement or conversation with any officer, agent 24 or employee of the City, either before, during or after the execution 25 of this contract shall affect or modify any of the terms or obligations 26 herein contained, nor such verbal agreement or conversation entitle the 27 Consultant to any additional payment whatsoever under the terms of this 28 contract. -5- 1 2 4 5 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 (17) EFFECTIVE DATE This contract shall be effective on and from the day and year first above written. IN WITNESS WHEREOF, we have hereunto set our hands and seals. ATTEST: Approved as to form: VINCENT F. BIONDTJ, Jr. City Attorney CITY OF CARLSBAD By RONALD C. PACKARD, Mayor __LETKA L. RAUTENKRANZ, city WOODSIDE/KUBOTA AND ASSOCIATES By -6-