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HomeMy WebLinkAbout2008-12-09; City Council; 19667; Approval of Agreement with DudekCITY OF CARLSBAD - AGENDA BILL AB# 19,667 MTG. 12/9/08 DEPT. ENG APPROVAL OF PROFESSIONAL SERVICES AGREEMENT WITH DUDEK TO UPDATE THE CARLSBAD SEWER MASTER PLAN AND APPROPRIATION OF ADDITIONAL FUNDS, PROJECT NO. 5511 DEPT. HEAD R/Td" CITYATTY. /t^^ CITYMGR. (j(s RECOMMENDED ACTION: Adopt Resolution No. 2008-328 approving the professional services agreement with Dudek to provide engineering services for the Update of the Carlsbad Sewer Master Plan and appropriation of additional funds, Project No. 5511. ITEM EXPLANATION: The Carlsbad Sewer Master Plan was last updated in March 2003 and was based on information developed through 2001. Since this time, the City has changed allowable densities in certain portions of the City, prepared the Ponto Vision Plan and experienced significant growth in some areas. Additionally, the State of California Water Resources Control Board has implemented Order No. 2006- 0003 that requires wastewater collection agencies to periodically evaluate the condition and capacity of the sanitary sewer system and identify projects to be implemented in the City's capital improvement program. For these reasons, it is necessary to prepare an update to the Carlsbad Sewer Master Plan. The updated Sewer Master Plan will identify sewer facilities needed to ensure conformance with Growth Management Performance Standards through buildout of the City. The Sewer Master Plan effort will include meetings with City maintenance staff to document the condition of the existing sanitary sewer system; modeling of the existing sewer system to verify adequate capacity; wet- weather flow monitoring to identify inflow & infiltration issues; comply with capacity and assurance issues stated in Order No. 2006-0003; recommend prioritized sewer system improvements; and update sewer connection fees and sewer benefit area fees, all in the form of a comprehensive Sewer Master Plan report. The City issued a Request for Proposals to five qualified engineering firms with experience in master planning of sewer systems. Proposals were received from four firms and the proposals were evaluated by a committee of City staff in accordance with the procedures listed in Carlsbad Municipal Code section 3.28.070. Based on the ranking of the proposals by the City staff selection committee, staff is recommending that the City Council execute a professional services agreement with Dudek to prepare the Update of the Carlsbad Sewer Master Plan. ENVIRONMENTAL IMPACT: The planning phase of a project is statutorily exempt from the requirements of the California Environmental Quality Act (CEQA) per Section 15262, Feasibility and Planning Studies, of the State CEQA Guidelines and will not have any adverse significant impact on the environment. A CEQA document and Notice of Determination will be processed and filed prior to adoption of the sewer master plan. DEPARTMENT CONTACT: Terry Smith, (760) 602-2765 tsmit(5)ci.carlsbad.ca.us FOR CITY CLERKS USE ONLY COUNCIL ACTION: APPROVED DENIED CONTINUED WITHDRAWN AMENDED sr D D D D CONTINUED TO DATE SPECIFIC CONTINUED TO DATE UNKNOWN RETURNED TO STAFF OTHER -SEE MINUTES D D D D Page 2 FISCAL IMPACT: The engineer's estimate of the project costs associated with the update of the Sewer Master Plan is shown below. CARLSBAD SEWER MASTER PLAN UPDATE - PROJECT NO. 5511 ESTIMATED PROJECT COSTS TASK DESCRIPTION Master Plan Preparation, Flow Monitoring & Modeling (Dudek Contract) CEQA Compliance Staff Administration, Surveying, Misc. Costs, etc. PROJECT TOTAL CURRENT APPROPRIATION ESTIMATED COSTS $320,315 80,000 99,685 $500,000 $500,000 The 2008-2009 CIP appropriated $500,000 from the Sewer Replacement Fund, which is expected to be sufficient to complete the update of the sewer master plan. However, since a portion of the master plan effort includes the calculation of new connection fees, a portion of the project funding should be provided from the Sewer Connection Fund. Staff has estimated that approximately 20% of the master plan effort is related to the determination of the connection fees and is therefore recommending that $100,000 be appropriated to Project No. 5511 from the Sewer Connection Fund. EXHIBITS: 1. Resolution No. 2008-328 approving the Professional Services Agreement with Dudek to provide Engineering Services for the Update of the Carlsbad Sewer Master Plan and appropriation of additional funds, Project No. 5511. 2. Professional Services Agreement for Engineering Services to Update the Carlsbad Sewer Master Plan, Project No. 5511. 1 RESOLUTION NO. 2008-328 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF 3 CARLSBAD, CALIFORNIA, APPROVING THE PROFESSIONAL SERVICES AGREEMENT WITH DUDEK TO PROVIDE ENGINEERING 4 SERVICES FOR THE UPDATE OF THE CARLSBAD SEWER MASTER PLAN AND APPROPRIATION OF ADDITIONAL FUNDS, PROJECT NO. 5 5511. 6 WHEREAS, the City Council of the City of Carlsbad, California, has determined it 7 necessary and in the public interest for the City of Carlsbad to enter into an agreement with Dudek 3 for the preparation of the Sewer Master Plan Update, Project No. 5511; and a WHEREAS, Public Works staff solicited proposals from five qualified engineering firms consistent with Carlsbad Municipal Code Section 3.28.070; and WHEREAS, City staff received, reviewed and rated proposals from four engineering 11 firms; and 12 WHEREAS, subsequent to a review of the proposals, staff recommends Dudek as the 13 most qualified engineering consultant for the project; and 14 WHEREAS, City staff and Dudek have negotiated fees in the sum of $320,315 to 15 provide engineering services described in this professional services agreement; and 16 WHEREAS, $500,000 has been appropriated in the 2008-2009 Capital Improvement 17 Program from the Sewer Replacement Fund; and 18 WHEREAS, staff estimates that $100,000 of the project costs should be paid from the ^g Sewer Connection Fund. 2Q NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows:21 1. That the above recitations are true and correct. 22 2. That the agreement with Dudek, for engineering services to Update the Carlsbad 23 Sewer Master Plan, Project No. 5511 is hereby approved. 24 3. That the Mayor of the City of Carlsbad is hereby authorized and directed to execute 25 the agreement with Dudek, for and on behalf of the City of Carlsbad. 26 4. That the Finance Director is authorized to appropriate $100,000 from the Sewer 27 Connection Fund to Project No. 5511. 28 3 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 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 9th day of December, 2008, by the following vote to wit: AYES: Council Members Lewis, Kulchin, Hall, Packard and Blackburn. NOES: None. ABSENT: None. OJDEAiEWIS, Mayor ATTEST: LORRAIE M. WOODcity Clerk (SEAL) PWENG670 AGREEMENT FOR ENGINEERING SERVICES TO UPDATE THE CARLSBAD SEWER MASTER PLAN, PROJECT NO. 5511 (DUDEK) HIS AGREEMENT is made and entered into as of the _ day of . 20(9*5. by and between the CITY OF CARLSBAD, a municipal corporation, ("City"), and DUDEK, a California corporation, ("Contractor"). RECITALS A. City requires the professional services of an engineering consultant that is experienced in sewer system master planning. B. Contractor has the necessary experience in providing professional services and advice related to said services. C. Selection of Contractor is expected to achieve the desired results in an expedited fashion. D. Contractor has submitted a proposal to City and has affirmed its willingness and ability to perform such work. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. SCOPE OF WORK City retains Contractor to perform, and Contractor agrees to render, those services (the "Services") that are defined in attached Exhibit "A", which is incorporated by this reference in accordance with this Agreement's terms and conditions. 2. STANDARD OF PERFORMANCE While performing the Services, Contractor will exercise the reasonable professional care and skill customarily exercised by reputable members of Contractor's profession practicing in the Metropolitan Southern California Area, and will use reasonable diligence and best judgment while exercising its professional skill and expertise. 3. TERM The term of this Agreement will be effective for a period of two (2) years from the date first above written. The City Manager may amend the Agreement to extend it for one (1) additional one (1) year period or parts thereof. Extensions will be based upon a satisfactory review of Contractor's performance, City needs, and appropriation of funds by the City Council. The parties will prepare a written amendment indicating the effective date and length of the extended Agreement. 4. TIME IS OF THE ESSENCE Time is of the essence for each and every provision of this Agreement. City Attorney Approved Version #05.06.08 5. COMPENSATION The total fee payable for the Services to be performed during the initial Agreement term will be a not-to-exceed fee of three hundred twenty thousand three hundred fifteen dollars ($320,315) paid on a time and materials basis. No other compensation for the Services will be allowed except for items covered by subsequent amendments to this Agreement. The City reserves the right to withhold a ten percent (10%) retention until City has accepted the work and/or Services specified in Exhibit "A". Incremental payments, if applicable, should be made as outlined in attached Exhibit "A". 6. STATUS OF CONTRACTOR Contractor will perform the Services in Contractor's own way as an independent contractor and in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be under control of City only as to the result to be accomplished, but will consult with City as necessary. The persons used by Contractor to provide services under this Agreement will not be considered employees of City for any purposes. The payment made to Contractor pursuant to the Agreement will be the full and complete compensation to which Contractor is entitled. City will not make any federal or state tax withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be required to pay any workers' compensation insurance or unemployment contributions on behalf of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty (30) days for any tax, retirement contribution, social security, overtime payment, unemployment payment or workers' compensation payment which City may be required to make on behalf of Contractor or any agent, employee, or subcontractor of Contractor for work done under this Agreement. At the City's election, City may deduct the indemnification amount from any balance owing to Contractor. 7. SUBCONTRACTING Contractor will not subcontract any portion of the Services without prior written approval of City. If Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the acts and omissions of Contractor's subcontractor and of the persons either directly or indirectly employed by the subcontractor, as Contractor is for the acts and omissions of persons directly employed by Contractor. Nothing contained in this Agreement will create any contractual relationship between any subcontractor of Contractor and City. Contractor will be responsible for payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of a subcontractor by the terms of this Agreement applicable to Contractor's work unless specifically noted to the contrary in the subcontract and approved in writing by City. 8. OTHER CONTRACTORS The City reserves the right to employ other Contractors in connection with the Services. City Attorney Approved Version #05.06.08 9. INDEMNIFICATION Contractor agrees to indemnify and hold harmless the City and its officers, officials, employees and volunteers from and against all claims, damages, losses and expenses including attorneys fees arising out of the performance of the work described herein caused by any negligence, recklessness, or willful misconduct of the Contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable. The parties expressly agree that any payment, attorney's fee, costs or expense City incurs or makes to or on behalf of an injured employee under the City's self- administered workers' compensation is included as a loss, expense or cost for the purposes of this section, and that this section will survive the expiration or early termination of this Agreement. 10. INSURANCE Contractor will obtain and maintain for the duration of the Agreement and any and all amendments, insurance against claims for injuries to persons or damage to property which may arise out of or in connection with performance of the services by Contractor or Contractor's agents, representatives, employees or subcontractors. The insurance will be obtained from an insurance carrier admitted and authorized to do business in the State of California. The insurance carrier is required to have a current Best's Key Rating of not less than "A-:VM". OR with a surplus line insurer on the State of California's List of Eligible Surplus Line Insurers (LESLI) with a rating in the latest Best's Key Rating Guide of at least "A:X". 10.1 Coverages and Limits. Contractor will maintain the types of coverages and minimum limits indicated below, unless City Attorney or City Manager approves a lower amount. These minimum amounts of coverage will not constitute any limitations or cap on Contractor's indemnification obligations under this Agreement. City, its officers, agents and employees make no representation that the limits of the insurance specified to be carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If Contractor believes that any required insurance coverage is inadequate, Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at Contractor's sole expense. 10.1.1 Commercial General Liability Insurance. $1.000.000 combined single-limit per occurrence for bodily injury, personal injury and property damage. If the submitted policies contain aggregate limits, general aggregate limits will apply separately to the work under this Agreement or the general aggregate will be twice the required per occurrence limit. 10.1.2 Automobile Liability (if the use of an automobile is involved for Contractor's work for City). $1,000,000 combined single-limit per accident for bodily injury and property damage. City Attorney Approved Version #05.06.08 7 10.1.3 Workers' Compensation and Employer's Liability. Workers' Compensation limits as required by the California Labor Code. Workers' Compensation will not be required if Contractor has no employees and provides, to City's satisfaction, a declaration stating this. 10.1.4 Professional Liability. Errors and omissions liability appropriate to Contractor's profession with limits of not less than $1,000,000 per claim. Coverage must be maintained for a period of five years following the date of completion of the work. 10.2. Additional Provisions. Contractor will ensure that the policies of insurance required under this Agreement contain, or are endorsed to contain, the following provisions: 10.2.1 The City will be named as an additional insured on General Liability. 10.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which will be written as claims-made coverage. 10.2.3 This insurance will be in force during the life of the Agreement and any extensions of it and will not be canceled without thirty (30) days prior written notice to City sent by certified mail pursuant to the Notice provisions of this Agreement. 10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this Agreement, Contractor will furnish certificates of insurance and endorsements to City. 10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance coverages, then City will have the option to declare Contractor in breach, or may purchase replacement insurance or pay the premiums that are due on existing policies in order to maintain the required coverages. Contractor is responsible for any payments made by City to obtain or maintain insurance and City may collect these payments from Contractor or deduct the amount paid from any sums due Contractor under this Agreement. 10.5 Submission of Insurance Policies. City reserves the right to require, at anytime, complete and certified copies of any or all required insurance policies and endorsements. 11- BUSINESS LICENSE Contractor will obtain and maintain a City of Carlsbad Business License for the term of the Agreement, as may be amended from time-to-time. 12. ACCOUNTING RECORDS Contractor will maintain complete and accurate records with respect to costs incurred under this Agreement. All records will be clearly identifiable. Contractor will allow a City Attorney Approved Version #05.06.08 representative of City during normal business hours to examine, audit, and make transcripts or copies of records and any other documents created pursuant to this Agreement. Contractor will allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement. 13. OWNERSHIP OF DOCUMENTS All work product produced by Contractor or its agents, employees, and subcontractors pursuant to this Agreement is the property of City. In the event this Agreement is terminated, all work product produced by Contractor or its agents, employees and subcontractors pursuant to this Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy of the work product for Contractor's records. 14. COPYRIGHTS Contractor agrees that all copyrights that arise from the services will be vested in City and Contractor relinquishes all claims to the copyrights in favor of City. 15. NOTICES The name of the persons who are authorized to give written notices or to receive written notice on behalf of City and on behalf of Contractor under this Agreement. For City: Name Terry Smith Title Sr. Civil Engineer Department Engineering CITY OF CARLSBAD Address 1635 Faraday Avenue Carlsbad. CA 92008 Phone No. (760) 602-2765 For Contractor: Name Russ Bergholz Title Senior Project Manager DUDEK Address 605 Third Street Encinitas. CA 92024 Phone No. (760)479-4107 Each party will notify the other immediately of any changes of address that would require any notice or delivery to be directed to another address. 16. CONFLICT OF INTEREST City will evaluate Contractor's duties pursuant to this Agreement to determine whether disclosure under the Political Reform Act and City's Conflict of Interest Code is required of Contractor or any of Contractor's employees, agents, or subcontractors. Should it be determined that disclosure is required, Contractor or Contractor's affected employees, agents, or subcontractors will complete and file with the City Clerk those schedules specified by City and contained in the Statement of Economic Interests Form 700. City Attorney Approved Version #05.06.08 Contractor, for Contractor and on behalf of Contractor's agents, employees, subcontractors and consultants warrants that by execution of this Agreement, that they have no interest, present or contemplated, in the projects affected by this Agreement. Contractor further warrants that neither Contractor, nor Contractor's agents, employees, subcontractors and consultants have any ancillary real property, business interests or income that will be affected by this Agreement or, alternatively, that Contractor will file with the City an affidavit disclosing this interest. 17. GENERAL COMPLIANCE WITH LAWS Contractor will keep fully informed of federal, state and local laws and ordinances and regulations which in any manner affect those employed by Contractor, or in any way affect the performance of the Services by Contractor. Contractor will at all times observe and comply with these laws, ordinances, and regulations and will be responsible for the compliance of Contractor's services with all applicable laws, ordinances and regulations. Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986 and will comply with those requirements, including, but not limited to, verifying the eligibility for employment of all agents, employees, subcontractors and consultants that the services required by this Agreement. 18. DISCRIMINATION AND HARASSMENT PROHIBITED Contractor will comply with all applicable local, state and federal laws and regulations prohibiting discrimination and harassment. 19. DISPUTE RESOLUTION If a dispute should arise regarding the performance of the Services the following procedure will be used to resolve any questions of fact or interpretation not otherwise settled by agreement between the parties. Representatives of Contractor or City will reduce such questions, and their respective views, to writing. A copy of such documented dispute will be forwarded to both parties involved along with recommended methods of resolution, which would be of benefit to both parties. The representative receiving the letter will reply to the letter along with a recommended method of resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory to the aggrieved party, a letter outlining the disputes will be forwarded to the City Manager. The City Manager will consider the facts and solutions recommended by each party and may then opt to direct a solution to the problem. In such cases, the action of the City Manager will be binding upon the parties involved, although nothing in this procedure will prohibit the parties from seeking remedies available to them at law. City Attorney Approved Version #05.06.08 20. TERMINATION In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may terminate this Agreement for nonperformance by notifying Contractor by certified mail of the termination. If City decides to abandon or indefinitely postpone the work or services contemplated by this Agreement, City may terminate this Agreement upon written notice to Contractor. Upon notification of termination, Contractor has five (5) business days to deliver any documents owned by City and all work in progress to City address contained in this Agreement. City will make a determination of fact based upon the work product delivered to City and of the percentage of work that Contractor has performed which is usable and of worth to City in having the Agreement completed. Based upon that finding City will determine the final payment of the Agreement. Either party upon tendering thirty (30) days written notice to the other party may terminate this Agreement. In this event and upon request of City, Contractor will assemble the work product and put it in order for proper filing and closing and deliver it to City. Contractor will be paid for work performed to the termination date; however, the total will not exceed the lump sum fee payable under this Agreement. City will make the final determination as to the portions of tasks completed and the compensation to be made. 21. COVENANTS AGAINST CONTINGENT FEES Contractor warrants that Contractor has not employed or retained any company or person, other than a bona fide employee working for Contractor, to solicit or secure this Agreement, and that Contractor 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 of this Agreement. For breach or violation of this warranty, City will have the right to annul this Agreement without liability, or, in its discretion, to deduct from the Agreement price or consideration, or otherwise recover, the full amount of the fee, commission, percentage, brokerage fees, gift, or contingent fee. 22. CLAIMS AND LAWSUITS By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must be asserted as part of the Agreement process as set forth in this Agreement and not in anticipation of litigation or in conjunction with litigation. Contractor acknowledges that if a false claim is submitted to City, it may be considered fraud and Contractor may be subject to criminal prosecution. Contractor acknowledges that California Government Code sections 12650 et seq.. the False Claims Act applies to this Agreement and, provides for civil penalties where a person knowingly submits a false claim to a public entity. These provisions include false claims made with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of information. If City seeks to recover penalties pursuant to the False Claims Act, it is entitled to recover its litigation costs, including attorney's fees. Contractor acknowledges that the filing of a false claim may subject Contractor to an administrative debarment proceeding as the result of which Contractor may be prevented to act as a Contractor on any public work or improvement for a period of up to five (5) years. Contractor City Attorney Approved Version #05.06.08 acknowledges debarment by another jurisdiction is grounds for City to terminate this Agreement. 23. JURISDICTIONS AND VENUE Any action at law or in equity brought by either of the parties for the purpose of enforcing a right or rights provided for by this Agreement will be tried in a court of competent jurisdiction in the County of San Diego, State of California, and the parties waive all provisions of law providing for a change of venue in these proceedings to any other county. 24. SUCCESSORS AND ASSIGNS It is mutually understood and agreed that this Agreement will be binding upon City and Contractor and their respective successors. Neither this Agreement or any part of it nor any monies due or to become due under it may be assigned by Contractor without the prior consent of City, which shall not be unreasonably withheld. 25. ENTIRE AGREEMENT This Agreement, together with any other written document referred to or contemplated by it, along with the purchase order for this Agreement and its provisions, embody the entire Agreement and understanding between the parties relating to the subject matter of it. In case of conflict, the terms of the Agreement supersede the purchase order. Neither this Agreement nor any of its provisions may be amended, modified, waived or discharged except in a writing signed by both parties. City Attorney Approved Version #05.06.08 8 26. AUTHORITY The individuals executing this Agreement and the instruments referenced in it on behalf of Contractor each represent and warrant that they have the legal power, right and actual authority to bind Contractor to the terms and conditions of this Agreement. CONTRACTOR DUDEK, a California corporation ^RLSBAD, a municial /of theyStsfte of Dudek Frank Dudek MayoV (print name/title) President UcteJ^<3 £* Oc/ct t ATTEST: (e-mail address) \\Va\\6g (slgTaTTere) June Collins ary ek LORRAINE M. WOOD City Clerk (print na Cea\V VNsS < (e-mail address) v, *. ^ „ , If required by City, proper notarial acknowledgment of execution by cdfttraoto? must be attached. If a Corporation. Agreement must be signed by one corporate officer from each of the following two groups. *Group A. Chairman, President, or Vice-President **Group B. Secretary, Assistant Secretary, CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation. APPROVED AS TO FORM: RONALD R. BALL, City Attorney Deputy City Attorney City Attorney Approved Version #05.06.08 CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT State of California County of On NCA/. S>|,2KX)% before me, Date personally appeared K 1 J Here Insert Name and Title t the Officer 'l C ORIGINAL '''\J. SKEENS Commiwlon* 1730144 | Notary PubHc-CoHfornta i Son «»flo County ~ 7.2011 f who proved to me on the basis of satisfactory evidence to be the person^pwhose name(sp4a^) subscribed to the within instrument and acknowledged^ me that ie/sfceAhey)executed the same in his/hei^hejF authorized capacity^J) and that by his/r^rfiei^signature^gpon the instrument the person^sp or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. Place Notary Seal Above Signature OPTIONAL - Though the information below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent removal and reattachment of this form to another document. Description of Attached Document Title or Type of Document: Document Date: $p- Number of Pages:With Signer(s) Other Than Named Above: Capacity(ies) Claimed by Signer(s) Signer's Name: fVfl.HK P(/ld€ K D Individual M Corporate Officer — D Partner — D Limited D General D Attorney in Fact D Trustee D Guardian or Conservator D Other: Signer Is Representing:. RIGHT THUMBPRINT OF SIGNER Top of thumb here Signer's Name:J: D Individual X Corporate Officer — Title(fi): D Partner — D Limited D General D Attorney in Fact D Trustee D Guardian or Conservator D Other: Col flKl S RIGHT THUMBPRINT OF SIGNER Top of thumb here Signer Is Representing:, ©2007 National Notary Association • 9350 De Soto Ave., P.O. Box 2402 • Chatsworth, CA 91313-2402 • www.NationalNotary.org Item #5907 Reorder: Call Toil-Free 1 -800-876-6827 EXHIBIT "A" CITY OF CARLSBAD SEWER MASTER PLAN UPDATE Scope of Work The project scope of work is described in this section. A summary table of project tasks and related work effort and schedule can be found at the end of this section. Project Element I -Project Management and Meetings Dudek has adopted a formal process of project controls that are implemented on a project specific basis. Common to all projects is the development of a project management plan which specifies project specific requirements such as preparation of Monthly Progress Reports (MPRs), and earned value tracking. The MPRs and earned value tracking are reported as detailed back-up to the monthly invoice. Specific details for progress are detailed in the QA/QC process. Tracking and reporting will be performed by grid page for each layer bi-weekly. The following sections describe the formalized project controls. Project Management Procedures. A project management plan will be prepared prior to start of work to document necessary procedures. The bases for this plan are the specific items listed in the RFP and items defined in the kick-off meeting. This plan will present the project scope, fee and schedule, as well as the responsibilities of the various team members, contact and communication information, document control and processing procedures, billing procedures, and any other project coordination issues that need to be addressed. Coordination and Communications Standards. City staff will be an integral part of our project team, and as such, will be included in all project communications. Enhancement of the overall decision making process will be our primary goal. The project kick-off meeting is a key component of all Dudek projects. We will use this meeting to begin the communication process with the City, as well as to define the project work plan, schedule, budget and other project parameters. Our Project Director, Project Managers, and other appropriate team members will also participate in monthly meetings to report to City staff on progress, to discuss potential project challenges, and to address any pressing project issues. Scheduled Meetings (16) A total of 16 meetings are planned for the duration of the project. These are classified as Coordination Meetings, Regular Monthly Progress Meetings and other potential meetings. Dudek will prepare meeting agendas and meeting notes for all coordination and regular monthly meetings Kick Off Meeting (I). The kick off meeting will be used as the starting point of the project management plan. At this meeting project scope, fee and schedule, as well as the responsibilities of the various team members, contact and communication information, document control and processing procedures, billing procedures, and any other project coordination issues that need to be addressed will be discussed. Coordination Meetings (6). Coordinating meetings will be held at critical junctures of the project to assure that effected City stakeholders are aware of the planning process and any relevant issues. The DUDEK Sewer Master Plan Update for City of Carlsbad 2 anticipated meetings will be held with the Encina Wastewater Authority (EWA), the City of Vista and the Vallecitos Water District and Leucadia Wastewater District. These entities share facilities for ultimate disposal with the City and may be impacted by the findings of the Sewer Master Plan Update. Monthly Progress Meetings (9). The Consultant shall attend regularly scheduled monthly progress meetings to summarize project status, share information, and gain concurrence on key project issues. These meetings will be held at the City and will be scheduled at regular intervals. Pn>J«a tnaytt * tcMOM* MMMEarned-Value Schedule and Budget Tracking. Budget tracking systems are utilized to properly manage the development of a project through various phases of work. We create a resource loaded budget and schedule tracking system at the beginning of each project. The system includes each sub task of the scope of work, specific Dudek team allocations for each task, and a time period for conducting and completing each task. As part of the management of the project, we update the system monthly to track earned value relative to project cost to evaluate overall budget status. We also compare the percent completion status to the baseline schedule. The combined effort provides us with a simple and informative indicator system for maintaining project budget and schedule. We typically refer to this system as an earned value tracking system. Action-Decision Log. A project action-decision log is used to track ongoing and completed activities, action items, and decisions. Quality Assurance Reviews. In addition to the specific requirements of the project we perform overall project management and quality assurance. The Quality Assurance Manager has the responsibility of working with the Project Manager to execute the project quality program. The QA Manager will manage the overall project quality control review with focus on the integration of the various project elements and to ensure technical adequacy and to control quality, completeness, and changes. The actual quality control review for specific project elements will be delegated to senior staff with expertise those elements. This review will focus on the following topics: • Change control (manage scope creep) • Control of project data • Quality surveillance • Technical recommendations to project team Sample Project action-decision log in 50PY DUDEK Sewer Master Plan Update for City of Carlsbad Another feature of Dudek's Quality Assurance Program is regularly scheduled "project stops". Project stops involve setting aside one full day at key project milestones to bring the entire project team together to review and comment on project progress, quality, and schedule. Additionally, the QA Manager and Project Manager will collaborate on interdisciplinary reviews, checking of actual field conditions, project calculation reviews, cost opinions, deliverable review, permit requirements and responses to City comments. Schedule and Budget Control. The primary components of controlling the schedule and budget of any project is a clearly defined scope, well defined milestones, and clearly established deadlines for team members. These elements are only achieved through advanced planning and good client-consultant communications. For this project, funding issues and other considerations make maintaining the project schedule a critical success component. Budget control is similarly critical, and will be implemented through a well established project budget on a task by task basis, use of in-house budget tracking software with daily reporting back to the project management team, and regular tracking of the percent project spent vs. the percent project completed to highlight project issues well in advance of any developing concerns. Monthly Progress and Other Reporting. Monthly status reports will be provided to the City including definition of project work completed in the last month by grid page with quantification of features completed and metrics such as system lengths, work to be completed in the coming month, project deliverable status, schedule and budget status, coordination or other action items and other project considerations that may need to be discussed. These progress reports will form the basis for our monthly progress payment requests and will be submitted with those requests as documentation. These project controls are flexible yet formalized procedures that can easily accommodate changes specific to the City's needs. Project Element 2 -Data Collection and Document Review City GIS Quality Control. The City has requested a Quality Control program to be implemented for the Sewer Master Plan Update prior to modeling being performed. The GIS QC program that we propose is the minimum level of effort needed to provide a sound basis of hydraulic modeling /condition assessment and CIP development. A complete review of all GIS Elements, Sewer Atlas, As-Built Plans and Survey data is well within Dudek's skill set. This would be an Additional Service for the City's consideration on a time and materials basis. The proposed Carlsbad Wastewater GIS Quality Control Program will consist of: • Reviewing the data content of the GIS dataset for completeness of hydraulic parameters AND condition assessment (age, material, CCTV inspections, and maintenance history) (City to provide complete dataset and relevant materials at kick off meeting) • Review (City provided random selection of the Atlas Maps (10 Pages), As-Built Maps (10 plan sets), Record Drawings (10 Pages) and up to 10 pages of O&M staff field mark up maps for consistency with the current GIS. (80 pages total) D U D E K Sewer Master Plan Update for City of Carlsbad • Prepare redlined layer in the GIS and a technical brief with statistics and recommendations for acquiring the data necessary for hydraulic modeling and/or recommendations for additional GIS QA/AC work. The City will be responsible for performing the GIS corrections which may rely on City field surveys to establish missing rim and invert elevations, in an expedited manner (Less than 15 working days). The GIS QC program the City will provide the City with a clear understanding of the current state of the GIS as it relates to capacity analysis, operational analysis and master planning. Upon completion of the GIS corrections the City will have a GIS dataset that is sufficient for performing the capacity analysis, operations analysis and CIP development. Document Review Dudek will review the Carlsbad Sewer Master Plan (2003), the Leucadia Sewer Master Plan (1999) and the Vista Sewer Master Plan Update (2007). We currently maintain both digital and hard copies of these documents. Contained within these are historical records of interagency sewer agreements and flow analysis. Dudek will also review the following additional materials to be provided by the City at the kick-off meeting (I) The 2008 Vallecitos Water District Water, Wastewater and Recycled Water Master Plan and (2) relevant sewer design specifications and (3) City ordinances, applicable code and resolutions related to sewer policy. Dudek will review current and historical flow data from the existing meters used by the Encina Wastewater Authority. Dudek will summarize flow information from adjacent cities and compare those flows with the proposed Carlsbad flow measurements to be made during the 2008-2009 Flow Monitoring Program. The analysis will be limited to a comparison of flow rates and quantities. Assessment of the accuracy of the EWA flow meters is outside of the proposed scope of work. Dudek prepared a detailed flow analysis of the Encina flow meters for the 2003 Carlsbad Sewer Master Plan and also for the 2007 Vista SMPU. Detailed flow analysis discussions and the use of this data will follow in section 2.2 Flow Measurement Plan. During the course of the project we will interview the staff (I) To determine known "Priority Maintenance Areas", (2) to elicit input on proposed projects that are needed to address known condition deficiencies (3) to receive input on all proposed Capital Improvements Program (CIP) projects and (4) to gain input into the preferred locations for flow measurements. The interview process is extremely valuable in establishing the basis for prioritization of proposed projects. The City has established a combination of LFMZ zones and Sewer Benefit Areas. Dudek will work closely with the City to make any necessary adjustments to the Sewer Benefit Areas as a result of changes to physical drainage characterizes. LFMZ zones will not be adjusted. As part of the final report, a map showing both LFMZ zones and Sewer Benefit areas will be developed. Where appropriate, identified CIP projects will be associated to the respective Sewer Benefit Area. Wet Weather Flow Monitoring The Flow Measurement Plan will identify the location for installation of the meters to (I) attain accurate representative flow data through limiting hydraulic noise and (2) provide a safe installation site for crews. To establish the Flow Measurement Plan in a timely manner, Dudek recommends proceeding DUDEK Sewer Master Plan Update for City of Carlsbad immediately with the GIS prior to completing the GIS Data Audit. The plan depends on an accurate representation of the connectivity or topology of the system. Since only minor revisions are anticipated and the rainy season is fast approaching, we will locate the monitors as early as possible. Up to 12 flow meters are anticipated to be installed for a period of 30 days as part of the flow monitoring plan. We have included an additional $25,000 of contingency funds associated with flow monitoring in the event that more meters or longer duration are recommended during the planning stage. The mobilization of specialty flow measurement consultants, installation and data retrieval is a critical path for timely completion of the entire project. Flow Measurements are a part of an overall strategy to reduce extraneous flows (inflow and infiltration) from the sewer system. Flow measurements will be performed at key locations in the collection system according to the approved monitoring plan. The equipment typically measures both depth and velocity to determine the flow rate. The data is simultaneously recorded so that the overall system response may be characterized. By comparing wet weather flows and dry weather flows, the location and type of defects (Inflow and Infiltration) can be quantified. This screening method allows further physical inspection to be used where appropriate. Once the flow metering is compete, the data is processed by the flow measurement company for quality assurance and control. The results are then submitted to the consultant for analysis. Dudek will utilize the flow metering services of ADS Environmental Services for this project. ADS has been in this business since 1975 and is the flow measurement provider for the Encina Wastewater Authority. ADS currently has 9 flow meters installed in Carlsbad and their locations will be considered in the development of the plan. ADS's local experience and reputation is well known. Note that alternative companies may be considered depending on equipment availability and scheduling. Inflow and infiltration analysis is the process by which average dry days and rainfall deviations of flow are determined. This becomes the basis of the inflow and infiltration analysis which identifies the dominant defect type and the leakiest basins By evaluating the reaction of the system to rainfall the areas with highest defect flows can be ranked. The following figure shows the ranking for inflow in a six basin system. The results of the flow measurements will be used as the basis of model calibration and for the analysis of wet weather defects (inflow and infiltration). The results of this Project Element are a Flow Monitoring Plan, flow data and an Inflow and Infiltration Analysis identifying the basins that leak the most. Pump Station Inventory and Evaluation As an optional task, this Inventory and Evaluation task involves the physical walk-through of existing pump stations to determine and document the needs of each station. A principal level Engineer at Dudek that specializes in pump station design and rehabilitation will work with City Engineering and O&M staff to facilitate the field inspections of each station. The physical inspection will include documenting primary equipment, physical condition, access/safety concerns, maintenance requirements/schedule, and identified measures to improve the operation of each station. A brief summary report of each inspected station will be prepared. Photographs will be taken and included DUDEK Sewer Master Plan Update for City of Carlsbad 6 I t^T within each summary report. Identified improvements will be considered as part of the development of the capital improvement program. Pump efficiency tests, hydraulic analysis, electrical evaluation, HVAC evaluation, confined space entry, pipe material condition tests, structural evaluations, transient/surge analysis, odor issues, property ownership and other such specialized tests and surveys beyond the intended walk-through evaluation of each station may be recommended and subsequently added to this scope. We have included a budget of $20,000, to be authorized independently by the City, for completion of the above inventory and evaluation up to the budget limit. Project Element 3 -Sewer System Modeling Software Selection The key to the success of a modeling program for the City is assessing the management goals for the program. The City has requested a software evaluation procedure that will result in a recommendation for sewer modeling software. Dudek uses a wide variety of models in the preparation of Master Plans. Through (3) interviews with administration and end-users of the modeling software we will prepare an evaluation matrix that highlights the model features to be compared. Note that these interviews will focus on determining the overall management goals and the skill set of the end users. By comparing the various models using these customized factors a matrix will be prepared and used to evaluate the model. The conclusion of Project Element 3 will be the selection of the preferred sewer modeling software. The final modeling product will be delivered in the selected modeling software package for utilization within the City. Project Element 4 -Computer Model Development 4.1 Data Development GIS data conversion and integration. In this task the corrected GIS files from Project Element 2.0 will be incorporated into the hydraulic model. The missing data, which is estimated by the City to be 10% of the dataset will require field survey by the City. Data development may begin prior to the collection of all field data to establish initial connectivity (topology). It is important to establish connectivity as soon as possible to aid in the definition of the preferred flow measurement locations. Subsequent data collected by the City survey will be delivered in one data shipment and will be integrated into the GIS and hydraulic model dataset. The level of effort associated with the data entry of the submitted information is difficult to estimate. We have included 40 hours of GIS effort associated with incorporation of the new information. Additional effort, if necessary can be completed on a time and materials basis. Pump station information and operational data is critical to the proper operation of the model. Operational data will be provided by the City for incorporation into the model and tabulated within the final report. The data should include pump operating curves, force main descriptions, on and off levels and wet well geometry. Our estimate of 12 hours for this process is based on the assumption that the pump station operations have not changed significantly since the previous master plan. If there are additional stations and changes in the operations this will require additional work. The interim work product for this task is the modeling representation of the conveyance system. DUDEK Sewer Master Plan Update for City of Carlsbad Flow measurement data conversion and integration The flow data is integrated into the model through the definition of patterns. These patterns are derived from the Flow Measurement Program and Inflow and Infiltration Analysis and are incorporated into the selected model. Our approach to the representation of flows is based on a combination of data sources. Each parcel is used to determine where in the model the flows are located (flow allocation). The quantity of flow is determined by examination of the water billing records and the Flow Measurement Program results. The City will provide 5 years of historical water billing data for each parcel in the study area. The data must be associated with a parcel's location by the City. This combination of data provides the basis of the dry weather flows. The dry weather flows are used as the basis of the wet weather response and of the dry day calibrations. Our target calibration goals are +/- 5% for dry peak flow rates and +/- 10% for peak wet weather flow rates. Both of these targets will be adjusted based on the goals of the City and the quality of the flow data. Wet weather flows will be incorporated into the model using the results of the inflow and infiltration analysis. Observed wet weather patterns will be loaded into the model for a specific wet weather calibration event. This allows a wet weather calibration for a specific event to be performed. Wet weather flows are allocated within a flow measurement basin by the length of the pipe line and/or the number of manholes. If there is sufficient observed defect information then flow allocations may be made based on the defect ranking of each pipe. The base proposal includes a level of effort reflecting allocation based on length and a level of effort to determine the defect ranking status. The results of this task are to determine the flows necessary for the Existing Dry and Wet scenarios. To expand this task for Future Conditions, Project Element 5.1 must be completed. That task assigns unit flows to land uses for consideration in the Future System. The task also must be expanded to determine the "Wet Weather Design Storm" for the Future Wet Weather flows. Model Scenarios Model scenarios are combinations of conveyance system and flow loading that reflects a particular study interest. Each scenario is used as the basis of a capacity analysis which identifies which pipes have capacity under which flow loading. This allows for the prioritization of potential projects and shows how close the system may be to its operational limit. In most commercial models flow scenarios are stored and managed through the software as shown on the following figure. A total of twelve flow scenarios are considered in this proposal. This includes: 1. Existing Dry Weather (Calibration and Capacity Analysis) 2. Existing Wet Weather (Calibration and Capacity Analysis) 3. Existing Design Wet Weather (Capacity Analysis) 4. Existing Design with Improvements (Capacity Analysis Proof) 5. Future Dry Weather (Capacity Analysis) 6. Future Design Wet Weather (Capacity Analysis) 7. Future Design Wet Weather with Capacity Improvements (Capacity Analysis Proof) 8. Future Design Wet Weather with 50% Rehab (50% Reduction in II effect on Capacity Projects) D U D E K Sewer Master Plan Update for City of Carlsbad 9. Future Design Wet Weather with 50% Rehab and Capacity Improvements 10. Future Design Wet Weather with 25% Rehab (25% Reduction in II effect on Capacity Projects) I I. Future Design Wet Weather with 25% Rehab and Capacity Improvements 12. Optional Scenario Performance Criteria. To determine the hydraulic capacity of the system the operational goals for each facility type must be established. This is generally done through a review of the City's design specifications and through staff interview. This proposal presumes that the performance criteria uses in the previous master plan has not changed greatly. An labor estimate of four hours has been allocated to this task. Capacity Analysis/Conceptual Projects. For each of the identified scenario a capacity analysis is performed. This includes running the model and reviewing of the hydraulic characteristics of each facility under that particular load. Using the performance criteria, pipelines and other facilities that are exceeding the criteria are flagged for review and for potential inclusion in a candidate project. A candidate project is a logically grouped set of improvements that relieves a predicted capacity problem. These candidate projects may become capacity related replacement projects based on review and discussion with the City. Note that the results of this phase of the model are the set of Capacity Related Replacement with and without Rehabilitation projects. The consideration of implementation of an aggressive Inflow and Infiltration Reduction Program may reduce the sizes and costs for the Replacement Projects. Conceptual projects are then used as the basis of an initial project list that is reviewed and discussed with the City. Based on feedback from the City then the Replacement and Rehabilitation Projects are revised and published in an interim Technical Memorandum. Detailed descriptions including conceptual level cost estimates are then made. Finally the results from the various scenarios are exported back to the GIS. This allows the City to review the results in the GIS without having to rerun the model. Sewer Model Training Development of the skills necessary to run the model and to analyze the results is aided by skilled training. The model training provided by Dudek is performed by Noah Walker. Basic software concepts will be taught and then the training will be focused on understanding the full development of the City's wastewater model. This "project based "training provides a clear foundation for understanding the decision support provided by the model. The software training will be provided in 5 four hour sessions. The first three sessions will provide the basics of the software and the project related files. At a later date mutually agreeable to the City, a follow up session(s) will be provided. These are found useful to address those questions that are only discovered through the use of the software. Project specific documentation for the most frequently used modeling features will be developed and provided to supplement the training. The results of the modeling are the identification of Capacity Related projects and quantification of the impacts of Rehabilitation programs on the total system costs. These results and the basis of the results are documented and reported in the Sewer Master Plan Update. DUDEK Sewer Master Plan Update for City of Carlsbad Project Element 5 -Sewer Master Plan Report 5.1 Analyze Sanitary Sewer Use Trends Dudek will review historical and projected sanitary sewer use per capita and review sanitary sewer factors for various land use types. Water billing data will be collected from the City and used in conjunction with land use GIS data to perform analysis on water usage and its correlation with sewer flow generation factors. Analysis of water/sewer flows will be summarized based on land use types. A draft and final technical memorandum will be prepared summarizing the sewer use trend analysis process and results. Several commercial operations will be selected and individually investigated to support commercial EDU factors. Dudek will develop unit flow coefficients and peaking factors in cooperation with City staff. Ultimate sanitary sewer flows for the projected build out condition will be completed. 5.2 Review of Sanitary Sewer Regulations The Sewer System Management Plan (SSMP) for Carlsbad is due in May 2009. This plan defines the schedule for completion of all of the requirements of the WDRs. Dudek will review and summarize existing and pending sanitary sewer regulations, including the new Station WDRs. Through our operations analysis and interviews with staff we will prepare a Rehabilitation and Replacement Plan in accordance with item (iv)(c) of the SSMP. Note that this program is similar to past Capital Improvements Programs but has been expanded to include the evaluation of rehabilitation and operational options. Physical inspection of existing sewer facilities is not part of this task. Dudek will address the requirements of the Sewer Evaluation and Capacity Assurance Plan (SECAP). Generally, the completion of a calibrated hydraulic model satisfies the requirement for the SECAP. Note that complete inspection of the facilities is not required. A representative example of CCTV sewer inspection video will be reviewed by NASSCO MACP and PACP certified professionals at Dudek. Note that review of CCTV is limited to 40 hours. 5.3 Capital Improvement/Capital Replacement Program (CIP) The primary objective of the Sewer Master Plan is to provide a logically sequenced set of projects necessary to attain the collection system performance goals in a sustainable manner. This includes the development of a combined replacement and rehabilitation programs based on capacity and conditions findings. The identified projects will be prioritized to determine the logical sequence of projects. The CIP further identifies the ongoing fiscal requirements for the utility. This includes the establishment of a twenty year program in five year increments. For the first five years project costs are shown annually program. The proposed projects are then exhibited on a map which is also used as the basis of the Program Environmental Impact Report (PEIR). DUDEK Sewer Master Plan Update for City of Carlsbad 10 Projects shall include specific recommended improvement details (pipe, size, material, depth, facilities, etc.) and estimated costs. Projects required to meet future improvements only shall be identified separately for construction as growth may warrant. New large scale capital projects, as well as new private development projects, are expected to be a small portion of the overall sewer improvement plan. The CIP includes both rehabilitation and replacement projects based on a information gathered from City O&M staff, flow monitoring evaluation, limited CCTV review and capacity analysis through hydraulic modeling. The proposed CIP will include further condition assessment tasks such as CCTV programs with benchmarks to meet the needs of the WDRs. During the operational analysis of CCTV and operations interviews an review will be made to see if there is a strong correlation between age, materials and CCTV observations. If sufficient correlation exists, this will be extrapolated to the system and used to sequence the rehabilitation program. 5.4 Sewer Benefit Areas Dudek will prepare a chapter in the final report addressing any resulting changes in sewer benefit areas, as wells as tabulation of identified CIP projects that are wholly contained or "benefit" a unique sewere benefit area. The presentation of this information will be closely coordinated with City Staff. 5.5 Connection Fee Update Once the costs required to establish a sustainable collection system are made, Dudek will update the City's sewer connection fees. The following procedure will be used to update the Sewer Connection Fees. • Calculate the number of projected sewer EDUs per each quadrant of the sewer service area and summarize in a table. A sewer EDU was based on a wastewater discharge rate of 220 gallons per day in the previous connection fee study. This unit discharge rate may be revised with the current Master Plan analysis. • Incorporate updated costs (provided by the City) for capital improvements and expansions to the Encina Water Pollution Control Facility based on Carlsbad's current ownership. • Incorporate updated costs (provided by the City) for improvements to the Vista/Carlsbad Interceptor based Carlsbad's capacity rights. • Add, delete or modify CIP projects as a result of the Master Plan analysis. • Update the available cash balance based on Fiscal Year 2007/2008 data. • Calculate the connection fee cost per EDU and summarize in a table. • Prepare a phasing timetable for the sewer Capital Improvement Program. • Perform a cash flow analysis over a 25-year period using the calculated connection fee. • Work on the connection fee update cannot be completed until after the CIP projects are defined. The fee study will be included as a separate chapter in the Sewer Master Plan Update reports. DUDEK Sewer Master Plan Update for City of Carlsbad 11 9V 5.6 Report Preparation Results of the study findings, analyses, discussions, and recommendations shall be summarized into a clear and well-documented report. The reports shall be bound in three ring binders and include appropriate supporting documentation. The report should generally provide the same content as provided in the 2003 Sewer Master Plan Update, which is located on the City's web site under the Engineering Department tab. Significant expansions to the 2003 report will be made in regards to the Operational Analysis and the recommended rehabilitation programs. This proposal has incorporated many of the graphics, tables and figures that we use in our Sewer Master Plans. The Vista Sewer Master Plan Update, a recent example of our standards can be found online at http.7/test.ci.vista.ca.us/departments/engineering/2008SMPU.zip Dudek will prepare ten (10) copies of the bound draft reports for the City's review. Draft reports shall include all figures, tables, system maps, computer analysis, and text. The text will include recommendations for implementation of the Master Plan, cost estimating, and a priority schedule of construction presented in both color-coded map and table format. The City will return (I) one copy incorporating all review comments to Dudek for revisions. Dudek will review and incorporate the revisions into the Final Sewer Master Plan Update. Ten (10) paper copies of the final report shall be delivered to the City and five (5) electronic copies of the final report shall be submitted on CD in Adobe Portable Document Format (pdf) format. Additionally, all electronic files shall be delivered to the City on a CD in the native file format. DUDEK Sewer Master Plan Update for City of Carlsbad 12 O Com ^^^^^^^^^^^^^^^^^Eu^EeOS1. Project Management and Meetings Kick Off Meeting Coordination Meetings (6) Monthly Progress Meeting (8) Invoice Preparation MPR Preparation Project Management Subtotal 2. Data Collection and Document Review 2.0 City CIS Quality Control Collect Data From City Review Data and Redline (80 sheets) City Corrections Review Corrections Memo of Completion 2.1 Document Review Review CBD SMP 2003 Review Vista SMP Review VWD SMP Review Interagency Agreements Review Encina data LFMZ and Sewer Benefit Areas Review Joint Facilities Interview Eng & O&M staff 2.2 Wet Weather Flow Monitoring Prepare FM Plan FM Period (30 days) Contingent Additional FM" FM Data Analysis FM TM Prep 2.3 Pump Station Inventory and Evaluation Continqent Additional as-needed surveys" Subtotal 3. Sewer System Modeling Software Selection Staff Interview Matrix Definition Acquire Model Candidates Model Hands-On TM Prep Final Model Selection TM Subtotal 4. Computer Model Development 4.1 Data Development GIS Data Conversion Flow Data Preparation Flow Allocation Initial Model Runs Model Calibration (Wet Dry) 4.2 Model Scenarios Model Scenario Analysis Capacity Analysis Candidate Projects Initial Project List Prepare Project Review Maps Review with City Final Project Evaluation Final Projects TM Project Descriptions and Graphics 4.3 Model Training Prepare Documentation Training Session Prep (IT) Training Subtotal 5. Sewer Master Plan Report 5.1 Anaryze Sanitary Sewer Use Trends Acquire Current and Historical EDU Trends Acquire Water Billing Data Perform Water Billing Analysis Relate EDU and Water Billed to Sewer Flow Analyze Water/Sewer By Land Use Prepare Draft Flow Coefficient TM Review with Staff Unit Flow Coefficients Prepare Unit Flow Coefficient TM Unit Flow TM (Chapter) 5.2 Review of Sanitary Sewer Regulations Review of Staff SSMP Review of City Sewer Regulations Prepare Regulation TM Update Regulation TM 5.3 Capital Improvement Program Operations Analysis (age/material) CCTV Review O&M Staff Interviews Prepare Replacement Plan Establish Priority Factors Establish Unit Cost Estimates Prepare Project Cost Estimates Prepare Phased CIP 5.4 Sewer Benefit Areas Sewer Benefit Area Discussion 5.5 Connection Fee Update Consolidate Costs Calculate total EDUs Determine Connection Fee 25-Year Cash Flow Analysis 5.6 Report Preparation Prepare TOC for Approval Integrate TMs and Prepare Draft MP Draft Delivery Draft Review (City) Accept City Comments Prepare Final Report and Delivery Subtotal JP^:li^ 4 2 8 14 0 0 0 2 2 8 4 16 »«*• 4 12 16 12 12 60 116 2 1 40 43 1 1 2 8 2 2 12 2 2 2 2 2 2 2 4 4 22 »!h.» 2 6 16 24 2 2 4 4 8 24 8 80 132 4 8 6 2 1 21 8 4 2 8 8 8 8 4 2 24 4 24 104 2 2 2 4 8 2 2 2 4 8 8 8 2 24 16 8 102 4 8 8 20 4 2 2 2 8 16 16 8 12 24 8 102 0 32 4 36 2 2 24 12 12 8 4 4 4 16 20 20 16 30 40 16 230 •am 4 8 12 40 12 2 12 66 0 40 32 24 44 12 40 192 16 8 12 8 24 16 8 24 16 132 3 8 11 8 8 0 24 16 24 40 40 40 16 8 4 8 16 8 244 40 24 12 8 32 16 .8 8 4 24 8 184 msm 0 0 0 0 4 4 8 ^^H 4 12 16 32 120 4 124 2 2 4 4 60 64 2 4 40 46 •!MI[;bl 21 42 72 12 14 68 229 4 44 120 12 3 0 2 2 4 8 20 16 8 20 28 48 16 120 475 6a 8 3 2 27 48 72 56 18 24 48 48 48 24 52 12 8 32 48 26 4 84 652 2 2 42 20 24 16 8 a 8 8 2 2 2 28 50 12 52 14 8 32 44 34 30 20 16 32 4 120 40 60 740 m^m $25,000 $25,000 $50,000 ^Hs^m $2,470 $4,940 $8,520 $1,920 $2.280 $11,040 $31,170 $660 $5,240 $1,380 $390 $320 $320 $660 $1 ,280 $3.240 $2,560 $1,280 $2,600 $3,780 $25,000 $25.000 $7,920 $2,640 $20,000 $104,270 $680 $1,360 $1,020 $500 $330 $3,890 $5,880 $10,160 $7,200 $2,420 $3,120 $6,560 $6,560 $6,560 $3,440 $6,100 $1,200 $1,040 $4,120 $5,640 $4,400 $680 $4,080 $79,160 $320 $320 $6,020 $2,840 $3,300 $2,200 $980 $1,300 $1 ,320 $1 ,360 $340 $340 $340 $3,440 $6,880 $1,360 $7,000 $1,900 $1,040 $4,160 $6,840 $4,840 $4,560 $3,200 $2,560 $5,120 $520 $17,400 $8,480 $100,280 C :" • ''•'•'•v.'-.;p«eu8c*«l«(l6i^'.';".M •:'•*.'-•«*;'.''••'»*» ''•••»».,'''.**/ :CVW-'f:»v: »•'•.•""• w ''•.'«!»• i-gantr* awro Printing & Reproduction - - - - $1 000 1 Sub consultant management - - $295 1 Local Travel and Other Miscellaneous Expenses $250 TJ O " Tasks requiring separate writti DUDEK 2008 STANDARD SCHEDULE OF CHARGES Engineering Services Project Director $205.00/hr Program Manager $190.00/hr Principal Engineer II $180.00/hr Principal Engineer I $170.00/hr Senior Project Manager $160.00/hr Project Manager $145.00/hr Resident Engineer $135.00/hr Senior Engineer II $135.00/hr Senior Engineer I $125.00/hr Associate Engineer $115.00/hr Project Engineer IV $110.00/hr Project Engineer III $100.00/hr Project Engineer II $95.00/hr Project Engineer I $85.00/hr Field Engineer II $110.00/hr Field Engineer I $100.00/hr Engineering Assistant $75.00/hr Right-of-Way Management Services Principal ROW Manager $170.00/hr ROW Project Manager $140.00/hr ROW Senior Engineer $125.00/hr ROW Engineer $115.00/hr ROWTechnician $105.00/hr ROW Research Analyst $75.00/hr Environmental Services Principal $210.00/hr Senior Project Manager/Specialist $195.00/hr Environmental Specialist/Planner VI $170.00/hr Environmental Specialist/Planner V $150.00/hr Environmental Specialist/Planner IV $135.00/hr Environmental Specialist/Planner III $125.00/hr Environmental Specialist/Planner II $110.00/hr Environmental Specialist/Planner I $100.00/hr Analyst $85.00/hr Planning Research Assistant $70.00/hr Construction Management Services Principal/Manager $195.00/hr Senior Construction Manager $180.00/hr Senior Project Manager $160.00/hr Construction Manager $150.00/hr Project Manager $140.00/hr Resident Engineer $135.00/hr Construction Engineer $130.00/hr On-site Owner's Representative $105.00/hr Construction Inspector III $120.00/hr Construction Inspector II $110.00/hr Construction Inspector I $100.00/hr Hydrogeological Services Principal $205.00/hr Practice Manager $185.00/hr Sr. Environmental Engineer $185.00/hr Sr. Hydrogeologist/Sr. Proj Mgr $165.00/hr Project Manager $150.00/hr Associate Hydrogeologist/Engineer $135.00/hr Hydrogeologist IV/Engineer IV $120.00/hr Hydrogeologist Ill/Engineer III $110.00/hr Hydrogeologist Il/Engineer II $100.00/hr Hydrogeologist I/Engineer I $90.00/hr Technician $85.00/hr District Management & Operations District General Manager $175.00/hr District Engineer $160.00/hr Operations Manager $150.00/hr District Secretary/Accountant $85.00/hr Collections System Manager $95.00/hr Grade V Operator $100.00/hr Grade III Operator $80.00/hr Grade I Operator $55.00/hr Operator in Training $40.00/hr Collection Maintenance Worker II $55.00/hr Collection Maintenance Worker I $40.00/hr Office Services Technical/Drafting/CADD Services 3D Graphic Artist $140.00/hr Senior Designer $120.00/hr Designer $105.00/hr Assistant Designer $85.00/hr GIS Specialist IV $135.00/hr CIS Specialist III $120.00/hr GIS Specialist II $110.00/hr GIS Specialist I $100.00/hr CADD Operator 11 $95.00/hr CADD Operator I $85.00/hr CADD Drafter $80.00/hr CADD Technician $70.00/hr Surveying Services (Coachella Valley) Professional Land Surveyor $160.00/hr 3-Person Survey Crew $235.00/hr 2-Person Survey Crew $205.00/hr 1-Person Survey Crew $110.00/hr Survey Analyst $110.00/hr Asst. Survey Analyst/CADD Mapper $80.00/hr Support Services Technical Editor III $130.00/hr Technical Editor II $110.00/hr Technical Editor I $90.00/hr Publications Assistant III $90.00/hr Publications Assistant II $80.00/hr Publications Assistant I $70.00/hr Clerical Administration $70.00/hr Forensic Engineering - Court appearances, depositions, and interrogatories as expert witness will be billed at 2.00 times normal rates. Emergency and Holidays - Minimum charge of two hours will be billed at 1.75 times the normal rate. Material and Outside Services - Subcontractors, rental of special equipment, special reproductions and blueprinting, outside data processing and computer services, etc., are charged at 1.15 times the direct cost. Travel Expenses - Mileage at 50.5 cents per mile. Per diem where overnight stay is involved is charged at cost Invoices, Late Charges. - All fees will be billed to Client monthly and shall be due and payable upon receipt. Invoices are delinquent if not paid within thirty (30) days from the date of the invoice. Client agrees to pay a monthly late charge equal to one percent (1%) per month of the outstanding balance until paid in full. DUDEK Effective January 1, 2008 Page 1 of 1 All Receive-Agenda Item #J Lisa Hildabrand - Re: agenda bill # 4 For the Information of Hie: """""tsTTTTSETOyrcaii Asst. From: Terry Smith To: Hildabrand, Lisa; Pruim, Glenn Date: 12/09/2008 10:39 AM Subject: Re: agenda bill # 4 CC: Guzman, Belinda; Kemp, Ronald Lisa, The sewer master plan evaluates the entire sewer system within the Carlsbad city limits and is a much bigger effort than looking at our jointly owned interceptor sewers. We also have joint interceptor sewers with other agencies including Vallecitos and Leucadia in addition to Vista. These agencies routinely update their master plans so that we are able to use their data without evaluating their system outside the City limits or District boundaries. Vista and Leucadia have recently updated their master plans and Vallecitos is in the processing of preparing their update, so we have current data from our neighbors to use in our master plan. Other than reviewing the assumptions used by the other agencies during the data review, their is little additional planning effort caused by our neighbors wastewater flow. If capacity or condition issues are identified in jointly owned sewers as a result of the master plan, this document will be used as a basis to identify a project and to approach our neighbors about the issue. Our sewer master plan is a document for the City of Carlsbad to provide a road map for proper replacement and maintenance of our assets. The new waste discharge requirements imposed by the State make it even more important to have an updated document that defines the condition of our sewer system, addresses capacity issues, and insures that the identified projects are being placed into the City's capital improvement program. I hope this answers your question. Terry Terry L. Smith Senior Engineer City of Carlsbad - Public Works Engineering 1635 Faraday Avenue Carlsbad, CA 92008 (760) 602-2765 tsmit@ci.carlsbad.ca. us »> Lisa Hildabrand 12/09/2008 8:55 AM >» Glenn- One of the council members asked about why Vista doesn't pay for some of the city's sewer master plan since many of the lines are joint lines with Vista and much of their sewage flows through Carlsbad. Can you address this question? Lisa file://C:\Documents and Settings\Lhild.CARLSBAD\Local Settings\Temp\XPgrpwise\49... 12/09/2008