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HomeMy WebLinkAbout1979-06-05; City Council; 5861; Agreement for consulting services of drainage planCITY OF CARLSBAD Initial : Dept. Head AGENDA BILL NO. 5rb / DATE: June 5, 1979 C. Atty -- DEPARTMENT: Engineering C. Mgr. __- - SUBJECT: AGREEMENT FOR CONSULTING SERVICES FOR THE PREPARATION OF A MASTER DRAINAGE PLAN STATEMENT OF MATTER The City has identified a need' for a Storm Drain Master Plan to correct existing deficiencies, identify potential problems, serve as a tool for directing the construction of additional facilities as development occurs and provide a basis for a drainage facilities fee. should- it Propo s a1 s following be required. for performing these services were requested from the firms : Alderman, Swift and Lewis Boyle Engineering CHZM Hill Engineering Science James Montgomery Shurman Simpson VTN ~ ... Five firms submitted proposals. The five proposals were evaluated and two firms, VTN and CH M Hill were invited to be interviewed. The interview committee selecged VTN as the consultant which seemed best suited to the City's needs. VTN has done extensive drainage study in the San Diego County area and recently completed a Master Storm Drain Plan for the City of Oceanside. The 1978-79 Engineering budget includes $20,000 for a Phase I Storm Drain Master Plan. The budget also includes $18,000 for professional services for current program (plan check, soil engineering, etc.) and $2O,OOO for professional services for surveying. On March 31, 1979, only $3699.81 of these funds were obligated. A City-wide Storm Drain Master Plan could be accomplished for $50,000 by encumbering available funds in 127-2450 (Engineering Professional Services). EXHIBITS 1. Resolution No. 5792 . RECOMMENDATION If Council concurs, adopt Resolution No. 5792 . AB # 5861 June 5, 1979 Page 2 Council Action: 6-5-79 Council adopted REsolution No. 5792, approving agreement with VTN for consulting services for preparation of a storm drain master plan. MEMORANDUM - June 5, 1979 . TO: City Manager FROM: City Engineer SUBJECT: DRAINAGE MASTER PLAN - VTN The selection of VTN to perform the services necessary for development of a Master Drainage Plan came after the review of proposals from five engineering firms. Seven firms were actually requested to submit proposals, including the firm which did the existing Phase I Drainage Study for Carlsbad. The other six firms were recommended by the San Diego County Flood Control District staff. The five original proposals included budget estimates as follows: - YTN $73,115 James Montgomery . $59,000 . Alderman Swift and Lewis$50,000 - $54,000 CH2M Hill $35,180 Engineering Science $33,000 - $38,000 As is the case with most engineering proposals, each described a different level of effort to achieve the desired results. A careful screening of the proposals resulted in the selection of VTN and CH2M Hill as the strongest firms and both were invited to an interview. order to insure that both firms were offering the most the City could get for its money, a figure of $50,000 was selected as a budget for the study . Based on the interview, the fih of VTN was selected to perform the required services, subject to Council approval. The cost of the services will be a lump sum fee of $50,000. In LE:mmt I i 1 4 F * 7 E 5 1C 11 12 1: 3.4 15 1E 17 18 19 20 21 22 23 24 2.51 26 27 28 RESOLUTION NO. 5792 A RESOLUTION OF THE CITY COUNCIL OF ?HE CITY OF CARLSBAD, CALIFORNIA, APPROVING AN AGREEMENT BETIEEN ?HE CITY OF CARLSBAD AND VTN FOR CONSULTING SERVICES FOR "E PREPARATION OF A STORM DRAIN MASTER PLAN The City Council of the City of Carlsbad, California, does hereby resolve as follows: 1. The certain agreement between the City of Carlsbad and VTN €or consulting services for preparation of a Storm Drain Master Plan, a copy of which is attached hereto marked Exhibit "A" and made a part hereof, is hereby approved. 2. 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 held the 5 t h day of June following vote, to wit: , 1979, by the AYES: Councilmen Packard, Skotnicki, Anear, Lewis and NOES: NONE Counci 1 woman Cas1 er ABSENT: NONE ATI'EST: ..A AGREEMENT FOR CONSULTING SERVICES .. THIS AGREEllENT, made and entered into as of the 15th day of June , 1979, by and between the CIN OF CARLSBAD, a municipal corporation, hereinafter referred to as 'Tity," and VTN, SAN DIEGO, a .California corporation, hereinafter referred to is "Consultant." Icl ITN ES S ETH.:' WHEREAS, the City requires the services of an engineering consult- * ing firm to provide the necessary engineering services for the City's Master . 3hinage Plan; WEREAS, Consultant possesses the necessary skills and qualifications 4x1 provide the services required by the City; WEREAS, Consultant has submitted proposals dated Elay 4, 1979 to -City to perform the professional services in connection with the preparation of said 'Naster Drainage Study, and . -WER€AS, City desires to accept a modified scope set forth in Exhibit "A", attached hereto, %NOW, Therefore, the parties hereunto agree as fo Scope of Consultant Services article 7: a. City engages Consultant to perform the scope of described in Exhibit "A". of services as 1 ows : .. servi ces Article 11 : Scope of City Staff Responsibilities City shall make available a17 records, reports and other docurnenta- *ion deemed necessary by Consultant to properly perform the services required by . the City. , -2- .. Article 711: Compensation City shall compensate Consultant for services performed under Article 1 as follows: - a. Consultant agrees to perform said services upon the terms and Consultant shall perform all such services in =anditions herein set forth. . -;a thorough, competent, professional and workmanlike manner, for a lump sum +fee of $50,000. b, City sball compensate Consultant for the services performed hereunder on a monthly basis within thirty (30) days of receipt of Consultant's invoice for the services performed in the previous month. 3ee schedule is described in Exhibit C. The Consultant's Article 1V: Time for Completion The City and Consultant have agreed that services described in Exhibit A will be completed within six (6) months of the Notice to Proceed. The proposed schedule is described in Exhibit B. Article V: Representation Consultant shall designate a representative acceptable to City . who may be changed by giving the City at least two (2) weeks' prior written, notice of said change. City may request, and Consultant shall, upon receipt of such request, change Consultant's representative to a representative of Con- rultant who is acceptable to City. In the event of said request, City shall give Consultant at least thirty (30) days' prior written notice of such request for change . Article Vl : Responsi bil i ty of Consul tant ?'he Consultant is hired to render a professional service only, and any payments made to Consultant are compensation solely for such services as Consultant may render and recommendations Consultant may make in the course of ' the project. to consultant's findings, recommendations, or professional advice other than they The Consultant makes no warranty, either expressed or implied, as WDPP nrttnlrIlnated after fol lcwina a uractice usual to the consultant Drofession. Article V11: Suspension or Termination of Services This agreement nay be terminated by either party upon tendering -;thirty (30) days' written notice to the other party. In the event of termina- (I tton, the Consultant shall be paid for the work accomplished to the date of termination. groduct and put same in o'rder for proper .filing and closing and deliver said .product to the City. final work in accordance with Article 117. 4rticle Vlll :Status of the Consultant Upon request of the City, the Consultant shall assemble the work In such event, the Consultant shall be paid for said . The Consultant shall perform the services provided for herein in Xbnsultant's own way as an independent contractor and in pursuit of consultant's lndependent calling, and not as an employee of the City. Consultant shall be -:under control of the City only as to the result to be accomplished.and the representative assigned to the City.. - Article 1X: Master Drainage Plan Copies Consultant shall provide twenty five copies of the flaster Drainage Wan. article X: Ownership of Documents A1 1 plans , studies , sketches , draw as herein required are the property of the.City are made be executed or not. In the event this ngs, reports and specifications whether the work for which they contract is' terminated, all documents, plans, specifications, drawings, reports and studies shall be de- livered forthwith to the City. The Consultant may retain copies. Article X1: Hold Harmless Agreernez The City, it agents, officers, and employees shall not be liable for any claims, liabilities, penalties, fines, or any damage to goods, proper- ties, or'effects of any person whatever, nor for personal injuries to or death of L -4-. A .I I. .I .. them caused by or resulting from or resulting from any, act of negligence of Consul tant or Consultant ' s agents, employees or representati.ves. Con- sultant further agrees to ,indemnify and save free and harmless the City and 3% authorized agents, officers, and employees against any of the foregoing liabilities and claims therefor, and any cost and expense that is incurred by the City on account of any claim therefor, including claims by reason of defects in any plans and specifications. I Article X11 : Assignment of Contract The Consultant shall not assign this .contract or any part thereof ar any monies due or to become due thereunder without prior written consent Zof the City. Article X111 :Subcontracting If the Consultant shall subcontract any of the work to be performed - ander this contract by the Consultant, Consultant shall be fully responsible to the City for the acts and omissions of Consultant's subcontractor and of the per- sons either directly or indirectly employed by the subcontractor, as Consultant is for the acts and omissions of persons directly employed by Consultant. contained in this contract shall create any contractual relationship between any subcontractor of Consultant and the City. The Consultant shall bind every subcon- tractor and every subcontractor of a subcontractor by the terms of this contract a -applicable to Consultant's work unless specifically noted to the contrary in the subcontract in question approved ifi writing by ,the City. Nothing . i Article x1V: . Prohibited Interest 1 Ho official of the City who is authorized in such capacity on 1 I behalf of the City to negoitiate, make, accept, or.approve, or take part in nego- tiating, making, accepting, or approving of any architectural , engineering inspec- tion, construction, or material supply contractor, or any subcontract in connec- tion, with the construction of the project shall become directly or indirectly ' interested personally in this -confract -., or - in __- any part thereof. No officer, 'em- ployee, architect, attorney, engineer or inspecto; of or for the City who is au- _- - = _*I--- --L - .-&? ___ .- -~ . .-- --" ghorited in such capacity and--on behalf of the City to exercise any executive, - .- _-- -. ~supervisory, or other similar functions in connection with the performance o'i this contract shall become directly or indirectly interested personally in this -eontract or any part thereof. Article Xv: Verbal Agreement or Conversation Flo verbal agreement or conversat4on with any officer, agent, or employee of the City, either before, during, or after the execution of this con- -tract, shall affect or modify any of the terms or obligations here-in contained, nor such verbal agreement or conversation entitle the Consultant to any additional . payment whatsoever under the terms of this contract. ~. Arti cl e XV1: Successors or Assigns - Subject to the provisions of Article X1, all te&, conditions, -and provisions hereof shall inure to and shall bind each of the parties hereto, and each of their respective heirs , executors, administrators, successors, and ass i gns . Article XV11: 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. ,YTN COKSOLIDATED , Ii.iC. ._ ' ciTy OF CARLSBAD ATTEST: . APPROV~D AS TO FORM: 1 YINCENT F. BIONW, JR., CITY VTORNEY 24 May 1979 ri .. .. EXHIBIT A .. -PROJECT APPROACH AND SCOPE OF WORK The proposed sequence of work includes these major tasks: 1. General Investigation and Research , 2. Hydrologic Analysis 3.. Recomnended Flood Control and Drainage Plan -4. Preliminary Cost Estimates 5. Priority Rating System and Matrix 6. Methods and Concepts'of Financing and Management 7. Report Preparation .A schedule of the sequence of work is provided in Section D. :Following is a discussion of each category- 1, GENERAL INVESTIGATION AND RESEARCH After notice to proceed is given, VTN will comnence research of County of San Diego, the U.S. Army Corps of Engineers, and the Department of Water Resources have prepared hydro1 ogy and floodplain studies on major watercourses, which wi 11 be reviewed and evaluated. will be investigated in relation to the Master Grainage Study to provide a compatible drainage and flood control plan. - existing studies in relation to the Master Drainage Study. The . Bther General Plan documents and planning and engineering policies It is understood that the City will provide a mapped inventory of existing drainage facilities which will be reviewed and analyzed -by VTN to assess their adequacy and relation to proposed facilities. -A field review of existing facilities and proposed alignments . will be conducted .to supplement topographic information and avai'iable records. UN will coordinate with other agencies such as the Corps of Engineers, the State and the County Flood Control District to prevent duplication of work.. I 24 May 1979 Page 2 2. HYDROLOGIC ANALYSIS VTN will perform a hydrologic analysis of the study area, in- corporating projected land use plans and policies as determined by existing planning documents and city directions. Existing hydrologic studies will be utilized to the fullest extent for major watercourses such as Buena Vista Creek, Aqua Hedionda Creek, San Marcos Creek, and Encinitas Creek. Hydrologic studies will be performed- on existing facilities to determine their adequacy relative to existing criteria, historic flooding problems, and their relationship to proposed facilities. In presently undeveloped areas, hydrology will be prepared for water- courses assuming faci 1 i ties compatible with general pl an 1 and uses and planning policies. discussion wi th City staff. channels, and other areas requiring special treatment will be determined prior to analyses. areas, simple alignments, generally following the natural drainage courses, will be selected. ments selected during tract development, but will be an approximation for cost estimating and drainage fee calculations. Those facilities which are not pipelines will be identified by Thus , the environmental corridors, open If pipes are anticipated in undeveloped These will not necessarily be the align- A Modified Rational Method analysis will be used to size storm- drains on small basins, generally less than one square mile. a computerized version developed which allows for a variable runoff -coefficient as a function of intensity. For developed urban areas, tne computer can compute combination street and storm drain capacities thus optimizing system costs. For' larger drainage areas, VTN has a computer version of the =County's Modified S. C.S. includes the ability to rout storm hydrographs through reservoi rs VTN has . Dimensionless Unit Hydrograph Method, which I. and detention basins. County methodology, criteria, and data as provided in The Flood Control District's DESIGN AND PROCEDURE MANUAL and the Department of Sanitation and Flood Control's HYDROLOGY MANUAL will be used in the hydrologic analysis. Other references will be used as required to complement the County's manuals. A field reconnaissance will be performed to obtain hydrologic and hydraulic data, verify locations and dimensions of existing drainage facilities, and investigate potential sites for dams, detention basins, . . and debris basins. . 24 May 1979 Page 3 A qualitative analysis will be undertaken to determine the. effects - data from agency records will be reviewed and discussed with reccnnmenda- af sedimentation in' lagoons from erosion caused by runoff. tions for proposed pol icies where needed. Existinq. 3. FLOOD CONTROL AND DRAINAGE PLAN Facilities iill be recomnended where there are deficiencies in the existing storm drain system and in areas of projected 'development Use of detention and debris basins will be investigated with reco- mendations based on a general ized economic analysis , policy considerations, and hydraulic requi rements, assuming five basins Flood control and drainage facilities will be sized using assumed uniform flow according to Mannings' formula applicable criteria, using charts, nomographs, and computer analysis. The plan will include facilities 39 inches in diameter or larger. recommended, velocities will be determined based on normal depth consider- ations and bank projection or channel stabilization measures will be in- vestigated. Where natural channels are Right-of-way requirements wi 11 be determined for recommended faci 1 - In undeveloped jties based on right-of-way analysis in developed areas. areas, dedications by private development wf17 be assumed. will be displayed on one inch equals 400'- scale mylar orthophoto topo- -graphic maps provided by the City. These maps can then be updated by the City as developed occurs. alignments for proposed facilities. Proposed storm drains; flood control, debris and detention faciiities The Plan will show sizes, flows, drainage areas and preliminary A one inch equals 2000' scale map will be prepared showing the proposed backbone drainage system and recommended drainage improvement districts for implementing Master Plan facilities in the undeveloped areas. 4. PRELIMINARY COST ESTIMATE 'VTN will pxpare preliminary cost estimates for proposed facilities, including right-of-way costs based on right-of-way acquisition requirements for facilities in developed areas. establish development impact fees and drainage acreage fees for ,improve- ment di stri cts. These estimates can then be used to Construction cost estimates will be made for facilities including channels, detention basins debris basins, storm drains, catch basins and appurtenances. Summaries of costs by line and area will be provided to - *. ~. I. .. 24. May 1979 Page 4 . develop drainage acreage fees. Administration engiieering and con- tingency costs will be included. Costs for right-of-way will be estimated based on right-of-way analysis , assumed unit costs, and other appropriate criteria. Requirements for catch basins and connector pipes will be determined based on rule-of-thumb methods, such as assuming a discharge valve per 1 ineal foot of opening. Headwalls , .junction structures , cleanouts, and box culverts will be itemized and included in the cost -estimates. . VTN has developed a computer program for estimating construction -costs of masfer plan drainage facilities. used for the master drainage plan of the cities of Oceanside, Fullerton, and Placentia. It has been successfully The unit costs selected would be based on actual-bid construction projects, and adjusted for inflation to a date the City selects as likely for adoption of the drainage acreage fees.. The advantage of the above computer program is in the ability to change the unit prices for a revised computation the' next time the City desires an update of the drainage acreage fees. changed individually or inflated equally by a factor (say a ratio of the Engineer-News Record, Construction Cost Index, for any two periods-). The same line items would be utilized with the revised unit price thus greatly reducing the cost of revising drainage acreage fees. The prices can be 5. PRIORITY RATING SYSTEM AND MATRIX A matrix of priority rating factors will be developed to include public safety, property damage, benefits, growth rates and land use, existing and potential problems , existing protectioi:, and other factors as necessary. ation with City staff. Evaluation and weighting will be accomplished by coordin- . An integrated priority schedule will be developed for the irnplementa- .tion of facilities in each basin. 5. METHODS AND CCMCEPTS OF FINANCING AND MANAGEMENT VTN will investigate alternative methods and concepts of financing and make appropriate recommendati oris. Development impact fees , sub- zones , assessment districts, user fees , Flood Control Diserict Zone in- formation, and state and federal project funding will be considered. Priori ties for f inanci ng wi 1 1 be establ i shed based on the priority rating matrix and reiommended financing methods. A plan will be developed indicating proposed improvement districts and appropriate drainage average fees. + 24 May 1979 Page 5 . I 7. REPORT PREPARATION . A bound, lithograph printed report will be prepared for the Master Drainage Study. Twenty five copies will be provided to the City. The report will include descriptive and analytical analysis of the components of the study, maps, charts, tables, schedules, and analysis of facililies and areas. I An index will be included. Progress reports will be submitted at periodic intervals for review by the City. prior to final pub1 ication. A draft report will be submitted as shown on the schedule EXHIBIT C, VTN COtCSOlIDATED, INC. SCHEDULE OF RATES (Effective June 1, 1979) 4 .. Classi f i cations Hourly Rates . . . - .. .. Principal $ 55.00 Project Elanager $ 43.00 Senior Engineer $ 38.00 Senior Designer $ 35.00 . . Des i gner - $ 30.00 . -. Uraftsman/Techni cian I $ 27.00 Draftsman/Technician I1 . $ 24.00 Clerical ' - $ 15.00 Apprentice $ 11.00 Computer at $75.00 per hour Reproductions (blueprint and xeroxing) .at cost plus 10% administrative Mileage - Company auto, beyond 25-mile radius - $0.18 per mile Travel and expenses at cost The above hourly rates will be periodically adjusted wi.th minimum 30 days' notice to Client e .. 1 ... 1 . s . *2 c). n 5 U I