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HomeMy WebLinkAbout1983-08-16; City Council; 7480; Engineering services sewer master plan.. z 0 5 a =i 0 z 3 0 0’ 3B#% HTG. 8-16-83 , JITLE; qe?/;5 DEPT. HD, APPROVING AGREEMENT FOR ENGINEERING CITY AllY - CIT, OF CARLSBAD - AGEND. ‘BILL SERVICES SEWER MASTER PLAN IEPT.~ - I -. RECOMMENDED ACTION: Approve Resolution No. the development of a sewer master plan with the engineering firmqof Neste, Brudin & Stone. 733.3 authorizing the Mayor to execute a contract for ITEM EXPLANATION: The city has need for an up-dated sewer master plan for the purposes of: 1. Installing lines properly sized for build-out,as development occurs. 2. Establishing priorities for completion of sewering facilities. 3. Developing system costs (trunk and treatment) to verify or modify our current sewer connection fee. 4. Providing a sewer model (computerized model) in order. that individual projects or changes to land use may be evaluated for their long term and short term impacts on the sewer system. Twelve engineering firms were requested to submit statements of qualifications to develop a sewer master plan. Six firms were selected by a review panel (Kackley, Greer and Allen) to submit formal proposals to do the work. requested that a not to exceed fee be provided under separate cover. The estimated fees ranged from $22,750 to $65,000 with a median of $38,670. firms were considered by the panel to be most responsive to the RFP. Both had developed similar plans in San Diego County and both had sewer models that had been developed for the HP 3000. The cost estimates were not reviewed until after that review of their proposals and surprisingly these two firms were the two lowest bidders. It was further Two of these six One additional meeting was held with the project manager from both firms to ensure all aspects of the work had been addressed and that all hardware/software items were included. Each was requested to resubmit their fixed fee requests after these meetings. $36,950. It is recommended that Neste, Brudin & Stone (NBS) be retained at a cost not to exceed $29,188 to develop a sewer master plan for the city. local firm with offices in San Diego. San Marcos County Water District and have many local governmental clients. Both firms resubmitted their fee breakdowns which were $29,188 and NBS is a They serve as the district engineer for FISCAL IMPACT: The purpose of this study is to identify long term capital requirements for the city sewer system. It is appropriate that this work be funded from the Sewer Construction Fund. Funds are available in that fund for this work. EXHIBITS : A. Cost Proposals. B. Resolution No. zgB . c. Agreement. SEWER MASTER PLAN A. Initial Cost Proposals Boyle Engineering $22.750 Woodside/Kubota $39,162 Alderman, Swift & Lewis $65,000 Neste, Brudin & Stone $27,740 Lowry & Associates $39,000 Engineering Science $38,340 B. Final Cost Proposals Boyle Engineering Neste, Brudin & Stone $36,950 $29,188 EXHIBIT A 3 i z 4 F € 'i E s 1c 11 12 12 14 15 16 17 I€! 19 . 2a 21 22 23 24 25 26 27 28 h RESOLUTION NO. 7 3 3 3 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING AN AGREEMENT BETWEEN THE CITY OF CARLSBAD AND NESTE, BRUDIN & STONE, INC. FOR CONSULTING SERVICES TO DEVELOP A SEWER MASTER PLAN FOR , THE CITY OF CARLSBAD. THE CITY COUNCIL of the City of Carlsbad, California does hereby resolve as fpllows: .l. That an agreement between the City of Carlsbad and Neste, Brudin & Stone, Inc. for consulting services to develop a sewer master plan for the City of Carlsbad sewer service area, a copy of which is attached hereto narked "Exhibit C" 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 the behalf of the City of Carlsbad. PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City Zouncil held on the 16th day of AUWt , 1983, by the following vote, to wit: AYES: Council Y&rs Casler, Lewis, Kulchin, CHi& and Prescott NOES: ABSENT: Nom VLu&J@A MARY H. qSLER, Mayor :SEAL) ...- AGREEMENT FOR ENGINEERING SERVICES FOR SEWER MASTER PLAN THIS AGREEMENT, made and entered into as of the day of , 1983, by and between the CITY OF CARLSBAD, a municipal corporation, hereinafter referred to as "City, " and Neste ,. Brudin & Stone, Incorporated (NBS) herein- after referred to as "Consultant." I- RECITALS City requires the services of NBS to provide the necessary engineering services for preparation of a Sewer Master Plan. Consultant possesses the necessary skills and qualifications to provide the services required by City; NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Consult- ant agree as follows: .- (1) CONSULTANT'S OBLIGATIONS NBS shall provide engineering services for the Sewer Plaster Plan in accordance with Appendix "A", attached hereto and made a part hereof. (2) CITY OBLIGATIONS The City shall cooperate with the Consultant in the due course of the preparation of the Sewer Master Plan by provid- ing technical information and access to City files upon the reasonable request of NBS. The City shall pXovi.de the following to the Consultant within a reasonable time after a request has been made: a) Tabulations of existing sewer pipe lengths, diame- ters, and manhole invert elevations. b) City design standards and criteria. -1- c) Land use plan for 'the Carlsbad service area and build-out population projections. d) Flow data and future build-out population data for each service area sub-basin. e) Future street locations from tentative tract maps and other sources. f) Probable locations of future sewers.. (3) PROGRESS AFID COMPLETION The work under this contract will begin within 10 days after receipt of notification to proceed by the City and be completed within 112 days of that date. Extensions of time may be granted if requested by the Consultant and agreed to in writing by the City Engineer. In consideration of such requests, the City Engineer will give allowance for docu- mented and substantiated unforeseeable and unavoidable delays not caused by a lack of foresight on the part of the Consult- ant, or delays caused by City inaction or other agencies' lack of timely action. .*- - (4) FEES TO i3E PAID TO CONSULT-ANT The fee for the work done pursuant to this contract shall be $29,188 .OO. No other compensation for services will . be allowed except those items covered by supplemental agree- ments per paragraph (7), Changes in Work. (5) PAYMENT OF FEES Fees for work performed shall be paid within 15 days after acceptance by the City Engineer of the ~ various tasks listed in Appendix "A" and after subnission of a billing therefore by consultant. The amount paid for each task shall be as stated on Appendix "A". (6) FINAL SUBMISSIONS Within 15 days of completion and approval of the Sewer Master Plan by the City Council, the Consultant shall deliver -2- .. 1 c to the City the following items: Twenty (20) copies of the Sewer Master 'Plan, including Master Plan Map, System Map- Existing, and Computer Schematic. ~(7) CHANGES IN WORK If, in the course of this contract and design, changes seem merited by the Consultant or the City, and informal consultations with the other party indicate that a change in the conditions of the contract is warranted, the Consultant or the City may request a change in contract. Such changes shall be processed by the City in the following manner: A letter outlining the required changes shall be forwarded to the City or Consultant to inform them of the proposed changes along with a statement of estimated changes in charges or time schedule. After reaching mutual agreement on the pro- posal, a supplemental agreement shall be prepared by the City and approved by the City Council. Such supplemental agree- ment shall not render ineffective or invalidzte unaffected portions of the agreement. Changes requiring irrrnediate action shall be ordered by the City Engineer who will inform a principal of the Consultant's firm of the necessity of such action and follow up with a supplemental agreement covering such work. Changes requiring immediate action shall not alter the contract price by more than $4,399-99, (8) DESIGN STANDARDS The Consultant shall prepare the Sewer Master Plan in accordance with the design standards of the City of Carlsbad and good design practices recognized by engineers specializ- ing in sewer system design. Applicable City of Carlsbad standards and regional standards shall be use2 where appro- priate. Copies of such standards shall be obtained from the City of Carlsbad. -3- h (9) AGREEPIENT SECUREMENT WARRqNTY The Consultant warrants that their firm has not employed or retained any company or person, other than a bona fide employee working for the Consultant, to solicit or secure this agreement and that Consultant has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration contingent upon, or resulting from, the award or making this agreement. For breach or violation of this warranty, the City shall have the right to annul this agreenent without liability, or, in its discretion, to deduct from the agreement price or consideration, or otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift or contingent fee. I (10) NONDISCRIMINATION CLAUSE The Consultant shall comply with the State and Federal Ordinances regarding nondiscrimination. I- ( 11) TEPAINATION OF CONTRACT In the event of the Consultant's failure to prosecute, deliver, or perform the work as provided for in this con- tract, the City may terninate this contract for nonper- formance by notifying the Consultant by certified mail of the termination of the contract. The Consultant, thereupon, has five working days to deliver said documents owned by the City an all work in progress to the City Engineer. The City Engineer shall make a determination of fact based upon the documents delivered to City of the percentage of work which the Consultant has performed which is usable and of worth to the City in having the contract completed. Based upon thzt finding as reported to the City Council, the Council shall determine the final payment of the contract. -4- (12) DISPUTES . If a dispute should arise regarding the performance of work mder this agreement, the following procedure shall be u-sed to resolve any question of fact or interpretation not otherwise settled by agreement between parties. Such ques- tions, if they become identified as part of a dispute among persons operating under the provisions of this contract, shall be reduced to writing by the principal of the Consult- ant or the City Engineer. A copy of such documented dispute shall be forwarded to both parties involved along with recorn- mended methods of resolution which would be of benefit to both parties. The City Engineer or principal receiving the letter shall reply to the letter along with a recommended method or' resolution within ten days. If the resolution thus obtained is unsatisfactory to the aggrieved party, a letter outlining the dispute shall be forwarded to the City Council for their resolution through the office of the City Manager. The City Council may then opt to consider the directed solu- tion to the problem. In such cases, the action of &e City Corincil shall be binding upon the parties involved, although nothing in this procedure shall prohibit the parties seeking remedies available to them at law. (13) RESPONSIBILITY OF THE CONSULTANT The Consultant is hired to render professional services for the preparation of the Sewer Master Plan and any payments made to Consultant are compensation solely for such services. i (14) SUSPENSION OR TERMINATION OF SERVICES This agreement may be terminated by either party upon tendering 30 days written notice to the other party. In the event of such suspension or termination, upon request of the City, the Consultant shall assemble the work product to City. In the event of termination, the Consultant shall be paid for work performed to the termination date; however, the total shall not exceed the guaranteed total maximum. The City -5- .- shall nake the final determination as to the portions o€ tasks completed and the compensation to be made. (15) 'STATUS OF THE CONSULTANT The Consultant shall perform the services provided for herein in Consultant's own way as an independent contractor and in pursuit of Consultant's Independent calling, and not as an employee of the City. Consultant shall be under con- trol of the City only as to the result to be accomplished and the personnel assigned to the project, but shall consult with the,City as provided for in the request for proposal. (16) OWNERSHIP OF DOCUMENTS All studies, sketches, drawings, and reports as herein required are the property of the City. In the event this contract is terminated, all documents, drawings, reports and studies shall be delivered forthwith to the City. Consultant shall have the right to make one copy of the documents for his/her records. -r - ..- (17) HOLD HAFGlLESS AGREEMENT The City, its agents, officers and employees shall not be liable for any claims, liabilities, penalties, fines, or - any damage to goods, properties, or effects of any person whatever, nor for personal injuries or death caused by, or resulting fron, or claimed to have been caused by, or result- . ing from, any act or omission of Consultant or Consultant's agents, employees or representatives. Consultant agrees to defend, indemnify and save free and harmless the City and its authorized agents, officers, and employees against any of the foregoing liabilities or claims of any kind and any cost and expense that is incurred by the City on account of any of the foregoing liabilities, caused or occasioned by any act, amis- sion fault or negligence of Consultant or anyone acting on behalf of the Consultant. -6- - ~ . . .,- -. (18) ASSIGMP4ENT OF CONTRACT - The Consultant shall. not assign this contract or part thereof or any monies due thereunder without the prior written consent of the City. (1 9 ) SUBCONTRACTING If the Consultant shall subcontract any of the work to be performed under this contract by the Consultant, Consul- tant shall be fully responsible to the City for the acts and omissions of Consultant's subcontractor and of the persons either directly or indirectly employed by the subcontractor, as Consultant is for the acts and omissions of persons directly employed by Consultant. Nothing contained in this contract shall create any contractual relationship between any Subcontractor of Consultant and the Ciry. The Consultant shall bind every subcontractor and every subcontractor of a subcantractor by the terms of this contract applicable to Consultant's work unless specifically noted to the contrary in the subcontract in question approved in writing-by- the City. . (20) 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 . (21) SUCCESSORS OR ASSIGNS Subject to the - provisions of paragraph '(17), Hold Harmless Agreement, all terms, conditions, and provisions hereof shall insure to and shall bind each of the parties hereto, and each of their respective heirs, executors, admin- istrators, successors and assigns. _. . .. . . . . .. .. -_.. . . c 6,. , (22) EFFECTIVE DATE This agreement be effective on and from the day and year first aSove written. (23) CONFLICT OF INTEREST The Consultant shall file a conflict of interest statement with the City Clerk of the City of Carlsbad, The Consultant shall report investments or interests in real property, '- IN WITNESS WHEREOF, we have hereunto set our hands and seals. NESTE, BRUDIN & STONE 'INCORPORATED: Bv CITY OF CARLSBAD: Vice President -8- . .. .. 1. AGREEMENT FOR ENGINEERING SERVICES FOR SEWER MASTER PLAN CITY OF CARLSBAD AND NESTE, BRUDIN & STONE, INCORPORATED (CONSULTANT - NBS) APPENDIX I1A" ENGINEERING SERVICES SEWER MASTER PLAN The City of Carlsbad has an extensive sewer service area extending over three drainage basins. The most intensive development is in the older city in the northern coastal area and in the La Costa area (primarily served by other agencies) which is southerly and inland. There are substantial undeveloped areas between these two developed areas. The City had begun development of a sewer master plan in 1982 with analyses of drainage areas, land uses, arid flow rates. The consultant will continue this work by verification of the data, development of a computer model for the existing and future system, phasing of the system according to population growth and cost estimating future construction. .-, .--, .- WORK PLAN The work plan is presented in a series of twelve tasks. The task descriptions include data requirements. 1. BASE MAP PREPARATION Two base maps will be prepared for the sewer master plan study. The first map will be a system map which includes political and geographic features, a topographic background, the existing sewer system, and the boundaries of the drainage basins. The second map will be a computer schematic diagram which includes an identification system for the pipe segments and manholes. The computer schematic will overlay the system map. Both of the above maps will be done on mylar to the same scale as the present Carlsbad "master sewer plan" map. The system map will also be reduced in scale to provide a more convenient size map for presentation of study results in the final report. 2. EXISTING SYSTEM DATA Information on the existing sewer system must be obtained from the design drawings which the City 113s on file for its system. To cnlcu1at.c the of flow capacities of these pipes, it is necessary to obtain pipe lengths, diameters arid manholes invert elevations. In A- 1 . .. .. , ... NBS discussions with the City, it was stated that tabulations of this data will be made available to the consultant by the City. Under this task, the consultant will review this tabulation and the design criteria for this study with the City engineers. 3. FUTURE FLOW DATA 4'. The land use plan for the Carlsbad service area and the build-out population projections for the service area were studied by the City in 1982. The drainage areas within the service area were also divided into subbasins for this 1982 study. Flow data for each subbasin at the future build-out population was also developed by the City. The City has indicated that this information will be available to the consultant and the City believes it provides an accurate data base for the master plan. The City has also indicated I that it will make available future street locations where these are known from such sources as tentative tract maps. The consultant will review all data provided by the City, develop probable future locations for trunk sewers, even in areas where street plans are not avzilable, and prepare the data for computer calculations. LOAD DATA IN COMPUTER The calculations for the sewer master plan will be performed on the NBS HP-3000 computer. The sewer calculation program has been developed in-house by NBS. The program has been used, on several other studies prior to this and is fally debugged and ready to be used. Loaded into the computer will be the pipe diameter and slope data for the existing City system, the buiid-out population flow data, the probable locations of future sewers, and the City's design criteria. 5. DEFICIENCY ANALYSIS The first computer analysis will show the deficiencies of the existing sewer system when trying to convey the flow for the future build- out population. The results of this analysis will be presented in iabuiar form from the computer and also in a graphical form OA a reduced scale map. 6. BUILD-OUT SYSTEM ANALYSIS The need for and size of future pipes is estimated from the deficiency analysis of task 5. To determine the build-out system, these pipes are added to the computer program and further calcula- tion runs arc made until all the deficiencies of the build-out popu- lation flow are satisfied. During this analysis, alternative routings for the sewer are studied. Included in the alternatives will be the routings for sewers from the eastern area of Lake Calaverm Hills Basin and alternate plans for the Palomar Airport Basin industrial flows. Thc alternative systems and the recommended systems will be prusentcd in tabular form and on reduced scale system maps. A-2 .. * , c1 . . . 7. 8. 9. PHASING ANALYSIS . To determine the construction period of various portions of the build-out sewer system, a phasing analysis will be macle. The build-out population projection is reduced to intermediate levels which can also be tied to various future years. With these reduced populations, lower flows are calculated and used in the computer model. The sewer analysis program will show which future pipes are necessary at various points in time. The phasing analysis will be used in determining the increases in capacity of portions of the Agua Hedionda trunk line. The phasing analysis will also identify when future treatment capacity will be required at the Encina water pollution control plant and coordinate the capacity additions with sewer system additions. MASTER MAP PREPARATION A master sewer plan map will be prepared from the system map. The master map will show the build-out sewer system divided into phases of construction. The trunk lines will be identified along with their diameter, slope and capacity. The drainage areas will also be shown. COST ESTIPJATING The construction costs of all new facilities will be estimated on a current dollars basis.' NBS will use a computer progrem it has developed for tabulating and extencling the cost estimate. The cost estimate will be separated into construction phases. The computer- ized form for this estimate, which also operates on the HP-3000, can also be made available to the City. With the computerized format, the City will be able to easily make adjustments in the number, length or unit cost of various sewer pipes. This will al!ow quick updating of the cost estimates as sewers are constructed or inflation changes their unit costs. 10. REPORT PREPARATION The Sewer blaster Plan report will include the following items: a. b. d. e. f. g- h. c. i. Existing data Future projections Computer runs Analyses Drawings and recommendations made in the above nine tasks Graphical presentations of the computer analyses Measurement and analysis of existing flows Coordination and integration of the Sewer Master Plan with the pot en t ial for w as t e w at e r r ccl nm at ion Sewage force mains which should be analyzed for their poten- tial lo generate hydrogen sulfide odor Locations in the existing sewer system where their condition should be analyzed and the cost of rehabilitation determined A-3 .- A .. 11. PUBLIC PRESENTATION OF-SEWER MASTER PLAN Near or after the completion of the master plan report, Neste, Brudin E, Stone (NBS) will prepare and present at a public meeting a description of the master plan. The presentation will be made by the Project Manager and Droject Engineer and will include visual displays. A press release will be prepared for use by the City of Car 1 sbad . The lump sum for the above engineering services is $29,188.00. Using the eleven tasks of the above work plan, this fee can be broken down into the following amounts, to facilitate payment to the Consultant: 1. 2. 3 : 4. . 5. 6. 7. 8. 9. 10. 11. Base Map Preparation Existing System Data Future Flow Data Load Data in Computer Deficiency Analysis Build-Out System Analysis Phasing Analysis ]laster Plan Preparation Cost Estimating Report Preparation Public Presentaton of Sewer Master Plan $ 2,550 1,340 2,636 1,022 1,428 3,460 2,222 1 , 448 2 3,570 1,772 7,740 . TOTAL $29,188 I A- 4