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
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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
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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
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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
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(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,
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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
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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.
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(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
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