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HomeMy WebLinkAbout1981-08-04; City Council; 6698; Retention of Engineering ConsultantCITY OF CARLSBAD 00, AGENDA BILL NO. _ 6> to 7JT DATE: August 4. 1981 DEPARTMENT: Utilities Initial: Dept. Hd. C. Atty. C. Mgr. ^t^ -- - Subject:RETENTION OF ENGINEERING CONSULTANT; GLENN M. REITER & ASSOCIATES Statement of the Matter Mr. Glenn Reiter was contacted by the Director of Utilities & Maintenance in May of this year to discuss the matter of reviewing the long range facility requirements and financial requirements for the Carlsbad Community Water System (City and CRMWD). The study would provide the Council information similar to that provided in the Public Facilities Fee (PFF) analysis, in order for them to make informed decisions on how best to meet these future requirements. CRMWD was asked to participate in this effort on a 50/50 cost basis but after due deliberation they declined the opportunity. Mr. Reiter has submitted his proposal for the work, which is attached. This proposal was developed after discussions with the Mayor and Councilman Anear, the City Manager and Utilities Director. Mr. Reiter was formerly the General Manager/Chief Engineer of the Otay Municipal Water District (15 years) and Staff Engineer with the City of San Diego Water Department. He is considered to be eminently qualified for this study. Mr. Reiter has indicated he will be assisted by Mr. Joseph Lopez, formerly with the City of Escondido and the County of San Diego in the area of financial analysis. Fiscal Impact Mr. Reiter has indicated he will perform the scope of work for $5,000 plus expenses, which is estimated not to exceed $1,000. Funds are available in Account 51-243-2450 (Water Operations - Professional Services) to defray the costs of this effort. Staff support costs will be incidental to this study. Exhibits A. Letter proposal from Glen Reiter dated July 8, 1981. B. Resolution No. Recommendation Council approve Resolution No. Glenn M. Reiter & Associates for professional services. authorizing the Mayor to execute a contract with Mr. APPROVED, GLENN M. REITER, & ASSOCIATES July 8, 1981 Mr. Roger Greer DIr. of Utilities and Maintenance City of Carlsbad U50 Elm Avenue Carlsbad, California 92008 Subject: Revised Proposal Dear Roger: The following is a revised proposal, based upon the scope of work that you and Bill Meadows had previously worked out. I think it is important to note that each of the items contained in your outline is a major work effort. However, I recognize that you wish to approach the project in phases. Therefore, the first level of effort will be a reconnaissance or a research study to determine to what extent the items included in this study need examination and to what depth. Further, we are assuming the information that is required will be readily available from both the City and the District. Current Inventory of Major Assets - The effort to complete this item would consist of an inspection of existing records to determine what major assets the comnunity has to support it's proposed water program. This not only includes such items as the water system, pipelines, tanks, etc., but other items that could be considered an asset such as land, cash, construction capability, bonding authorization, management, etc. In other words, those items that would be classified as assets to any conrmercial enterprise. Facilities Required To Build Out - This task could be a rather large work effort if one was to prepare an itemized list of those facilities that would be necessary for ultimate development. In addition, it would require input from the planners as to ultimate land use. However, there are parameters that can be used to determine, on a gross basis, how much water is necessary to serve a community. This will be done on a recconnaissance level without an investigation into particular elevations or service zones. It will only address main transmission capacity and storage 4126 AVATI DRIVE, SAN DIEGD, CA 92117 • TELEPHONE 714/27B-362B requirements for ultimate development. Exact locations would not be available at this time. We would have to rely upon existing capital improvement programs in this portion of the study. Facilities Requiring Replacement To The Year 2000 - Assuming access to historical records, a rough tabulation could be made of major facilities that will have to be replaced prior to the year 2000. Existing records are a key element in developing a replacement list. Long Term Financial Program - This task would include a review of the existing Capital Improvement program/ along with the projected cash requirement for the funding of the program. It would also contain a compilation of the various financing vehicles available to both Cities and Special Districts. With the loss of General Obligation Bonds/ greater emphasis is being placed upon up-front financing by the developer. However, this can be counter productive, in that it is escalating the price of housing so much that it may be necessary to develop a new approach to the funding of our Capital needs or stop building. This issue will be addressed on a broad basis as well. It should be recognized that each of the foregoing items can only be addressed on a superficial level during this Phase I effort. The report will provide a clear understanding as to what areas need more study. The City has also expressed a desire to work in cooperation with Coasta Real Water District/ as the information to be gathered affects the entire community. For that reason, I would suggest a continuing relationship and close communication with the Water District. I wi 11 be happy to keep them informed of our progress and supply them with rough drafts of the work product as we proceed with the study. It is also my recorrmendation that after approximately 80% of the work effort has been completed, a briefing session be conducted with the respective agencies to keep them fully informed as well as to receive their input. The foregoing work will be done for a fixed fee of $5,000./ plus expenses. Invoices will be submitted monthly, based upon percent of work completed. We appreciate the opportunity to submit this proposal and look forward to the opportunity to work with you. Sincerely, GLENN M. REITER Consultant GMRrer GLENN M. REITER, & ASSOCIATES April 24, 1981 Mr. Roger W. Greer Director of Utilities and Maintenance City of Carlsbad 450 Elm Avenue Carlsbad, California 92008 Dear Roger: The following is a list of my standard charges for services performed on an hourly basis: Principal .$65.00/hour Associate , $40.00/hour Travel Costs , Air, bus, taxi, lodging and other related travel cost billed at actual cost. Car mileage - ,20/mile Incidental Expenses . . , Reproduction, telephone, etc. at actual cost. Computer time, or other approved outside services, billed at actual cost. Respectfully, GLENN M. REITER Consultant 4126 AVATI DRIVE, BAN DIEGO, CA 32117 • TELEPHONE 7 1-4/2 7 B-3 6 2 8 1 2 3 4 FACILITIES FOR THE COMMUNITY OF CARLSBAD. 5 THE CITY COUNCIL of the City of Carlsbad, California, does hereby 6 resolve as follows: 7 1. That an agreement between the City of Carlsbad and Glenn M. Reiter & 8 Associates for consulting services relative to the future water facilities 9 requirements for the Carlsbad community, a copy of which is attached hereto 10 marked "Exhibit A" and made a part hereof is hereby approved. 11 2. That the Mayor of the City of Carlsbad is hereby authorized and 12 directed to execute said agreement for and on behalf of the City of Carlsbad. 13 PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City RESOLUTION NO. 6638 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING AN AGREEMENT BETWEEN THE CITY OF CARLSBAD AND GLENN M. REITER & ASSOCIATES FOR CONSULTING SERVICES RELATIVE TO.THE FUTURE WATER Council held on the 4th day of August § 1931, by the following vote, to wit: AYES: Council Members Casler, Ahear, Lewis and Kulchin NOES: None ABSENT: Council Member Packard 14 15 16 17 18 19 20 21 22 23 24 ALETHA L. RAUTENKRANZ, City Clerk 25 (SEAL) 26 27 28 RONALD C ./PACKARD," MayorMARY H. CASLER, Vice-Mayor ATTEST: AGREEMENT FOR CONSULTANT SERVICE Exhibit A THIS AGREEMENT is made this day of , 1981, between the CITY OF CARLSBAD, a municipal corporation of the State of California, hereinafter referred to as CITY, and GLENN M. REITER & ASSOCIATES, hereinafter referred to as CONSULTANT. RECITALS / WHEREAS, the City requires consulting services to conduct an inventory of major water assets of the City and the Costa Real Municipal Water District, determine the major water facilities required in the future, facilities requiring replacement by the year 2,000, and recommend long term financing programs to provide these facilities as per his letter of July 8, 1981; and WHEREAS, the Consultant has the experience and qualifications to make these determinations; and WHEREAS, it is understood that the Consultant shall be an independent contractor of the City; NOW, THEREFORE, the parties hereunto agree as follows: (1) DUTIES OF THE CONSULTANT: The Consultant will provide all professional services necessary to carry out the scope of work presented in the Consultant's proposal dated July 8, 1981 and incorporated herein by reference. (2) DUTIES OF THE CITY: (a) The City will make available to the Consultant any "document, studies, or other information in its possession relating to the work. (b) The City will provide such other assistance as is necessary to complete the project in a timely manner. (c) The City will make payment to the Consultant as provided for in (3) INITIATION AND COMPLETION: Services described herein shall begin promptly following written authorization by the City. * (4) COMPENSATION: Fees for the Consultant's labor in carrying out this work will be based on the Consultant's standard hourly rates, attached. Direct costs (including mileage, reproduction and.long distance telephone calls) will be compensated.at cost. (5) PAYMENT OF FEES: The Consultant will submit monthly invoices for services rendered. Each invoice will specify the individual, .the hours worked, the individual standard hourly billing rate and total labor cost. Other direct costs will be itemized by category and documented by supporting information whenever reasonable. City will pay Consultant within 45 days of receipt of Consultant's invoice. (6) NOT-TO-EXCEED.FEE: The not-to-exceed total fee for the work performed under this agree- ment will not be more than $5,000. This amount will 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 City whether the work for which they are made be executed or not. In the event this contract is terminated, all documents, plans, work sheets, etc. shall be delivered forthwith to the City. ... (10) SUSPENSION OR TERMINATION"OF SERVICES: The City shall have the right to terminate this agreement and the work done under it at any time without cause by giving the Consultant verbal notice as to termination date, to be confirmed by written notice of termination. In the event of termination, the Consultant shall be paid for the work accomplished to the date of termination in accordance with Sections (4) and (5). Upon request of the City,'the Consultant shall assemble the work product and put the same in proper order for proper filing and closing and deliver said product to the City. (11) HOLD HARMLESS: ' The Consultant will indemnify the City against and hold it harmless from all and any cost, expense, or liability for damages on account of injury or death to persons or damage to property resulting from or arising out of or in any way connected with the performance by Consultant of this agreement, including the defense of any action arising therefrom. - 3 - (12) MAINTAIN INSURANCE; Consultant shall, at all times that this agreement is in effect, cause to be maintained in force and effect an insurance policy or policies which will insure and indemnify both City and Consultant against liability or financial loss resulting from errors or omissions occurring as a result of any acts or activity of Consultant. The liability under such insurance policy shall be not less than $100,000. The policy shall be written by a responsible company or companies subject to approval by City, and shall be noncancelable except on ten days written notice to City. (13) STATUS OF CONSULTANT: The Consultant will perform the services provided for herein in his own way as an independent contractor in pursuit of his independent calling and not as an employee of the City; he shall be under the control of the City only as to the result accomplished and personnel assigned to project. (14) ASSIGNMENT OF CONTRACT: The Consultant shall not assign this contract or any part thereof or any monies due or to become due thereunder without the prior written con- sent of the City Manager. . • (15) PROHIBITED INTEREST: ' . . No'official of the City who is authorized in such capacity and on behalf of the City to negotiate, make, accept or approve this contract shall become directly or indirectly interested personally in this contract or any part thereof. (16) VERBAL AGREEMENT OR CONVERSATION: No verbal agreement or conversation with any officer, agent or employee of the City, either before, during or after the execution of this contract shall affect or modify any of the terms or obligations herein Contained, nor such verbal agreement or conversation entitle the Consultant to any additional payment whatsoever under the terms of this contract. (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. CITY OF CARLSBAD ATTEST:• By Aletha L. Rautenkranz, City Clerk^erk \ / Ronald C/Packard, Mayor MARY H. 'CASLER, Vice-Mayor GUENM M. REITER & ASSOCIATES Approved as to form: Vincent TT'Biorido, Jr. City Attorney APPROVE!) AS TQ1 VINCENT F. BIQ D^Tiiel S. Hents^ike,; Assistant By_ Glenn M. Reiter - 5 -