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HomeMy WebLinkAbout2012-11-06; City Council; 21042; GHD to Prepare Asset Management Plan PN 552513 CITY OF CARLSBAD & CARLSBAD MUNICIPAL WATER DISTRICT - AGENDA BILI AB# 21.042 APPROVE AGREEMENT WITH GHD TO PREPARE ASSET MANAGEMENT PLAN FOR WATER, RECYCLED WATER, SEWER, AND STORM DRAIN FACILITIES, AND APPROPRIATION OF FUNDS, PROJECT NO. 5525 DEPT. DIRECTOR 11/fi/19 APPROVE AGREEMENT WITH GHD TO PREPARE ASSET MANAGEMENT PLAN FOR WATER, RECYCLED WATER, SEWER, AND STORM DRAIN FACILITIES, AND APPROPRIATION OF FUNDS, PROJECT NO. 5525 CITY ATTORNEY DEPT. UTIL APPROVE AGREEMENT WITH GHD TO PREPARE ASSET MANAGEMENT PLAN FOR WATER, RECYCLED WATER, SEWER, AND STORM DRAIN FACILITIES, AND APPROPRIATION OF FUNDS, PROJECT NO. 5525 CITY MANAGER RECOMMENDED ACTION: City Council of the City of Carlsbad Adopt Resolution No. 2012-244 approving and authorizing a Professional Services Agreement with GHD to prepare an Asset Management Plan for Water, Recycled Water, Sewer, and Storm Drain Facilities, and appropriation of funds, Project No. 5525. Board of Directors of the Carlsbad Municipal Water District (CMWD) Adopt Resolution No. 1449 approving the reimbursement of funds to the City of Carlsbad (CITY) for the preparation of an Asset Management Plan for Water and Recycled Water Facilities, and appropriation of funds, Project No. 5525. ITEM EXPLANATION: The City's Utilities Department is responsible for operating and maintaining the water, recycled water, sewer, and stormdrain systems serving approximately 105,000 residents. Treated water is obtained from the San Diego County Water Authority at four connections to their aqueduct and delivered to 17 pressure zones through 450 miles of pipeline with 14,000 valves, 28,000 services, 4,100 fire hydrants, 71 pressure regulating stations, five pump stations, ten storage tanks, and one covered earthen dam reservoir. The recycled water system includes a 4-mgd water treatment facility, along with 4 booster stations, 3 water tanks, and 85 miles of pipelines. Wastewater conveyance is provided by six interceptor sewer pipelines, approximately 270 miles of collection and conveyance pipelines, and 16 lift stations. The drainage system network provides flood protection within each of the major watersheds comprising over 9,000 storm drain structures, 180 miles of storm drain pipes, and 26 miles of storm drain open ditches and channels. Carlsbad is approaching build-out, where the focus is turning from the expansion of facilities to sen/e new customers, to the need to maintain the reliability of existing facilities at a sustainable cost to the City's and CMWD's ratepayers. Many of the facilities are approaching 60 years of age and some significant assets are nearing the end of their useful life. Additionally, there is a need to meet the requirements of a changing regulatory environment for the water, storm water, and sewer utilities. To maintain reliability at a sustainable cost, the Utilities department is in the process of developing and implementing an Asset Management Plan with the goal of providing a sound asset management foundation for the Utilities department to proactively manage the potable water, recycled water, sewer, and storm drain assets. DEPARTMENT CONTACT: William Plummer, (760) 602-2768, bill.plummer@carlsbadca.gov FOR CITY CLERKS USE ONLY COUNCIL ACTION: APPROVED X CONTINUED TO DATE SPECIFIC • DENIED CONTINUED TO DATE UNKNOWN • CONTINUED • RETURNED TO STAFF • WITHDRAWN • OTHER - SEE MINUTES • AMENDED • Page 2 The Asset Management Plan will build on plans and studies prepared over the last several years, such as the adopted 2008 Drainage Master Plan, and the 2012 updates to the water, recycled water, and sewer master plans which will be presented to Council and the CMWD Board at a subsequent meeting. The Plan will also integrate data from the City's existing Computer Maintenance Management System (CMMS), Geographical Information System (GIS), Interactive Fund Accounting System (IFAS), and other databases. These existing plans and databases will be reviewed as to the standards used for estimating the remaining useful life of various assets, to propose recommended future capital improvement program projects, and to prepare project cost estimates. Facility condition assessment will be performed. Critical assets will include the high consequence of failure assets and others determined to be critical. Asset condition with respect to multiple failure modes, the use of standardized condition assessment protocol, and the development of strategies to optimize the life or effectiveness of the assets. Condition assessments will include reoccurring maintenance issues, state of materials and equipment and recommended remedial works. Training will be provided and feedback obtained on the condition assessment protocol and process. To assist in preparing the Asset Management Plan the Utilities department issued a Request for Qualifications (RFQ) to obtain a consultant. The consultant will work with staff to apply asset management principals to the master planning, GIS, CMMS, IFAS, and lay the foundation that will enable the City to minimize the total investment of acquiring, maintaining, operating, and renewing the assets while continuously delivering the service levels customers and stakeholders desire and regulators require. Five proposals from consultants were received and reviewed by staff. The top three rated firms were then invited to an interview. Based on criteria presented in the RFQ, staff is recommending that a professional services agreement be approved with GHD to prepare the Asset Management Plan. ENVIRONMENTAL IMPACT: Pursuant to Public Resources Code Section 21065, this action does not constitute a "project" within the meaning of the California Environmental Quality Act (CEQA) in that it has no potential to cause either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, and therefore does not require environmental review. FISCAL IMPACT: The agreement calls for GHD to prepare the Asset Management Plan in five phases. In the first year, four phases would be completed at a cost of $215,488: Phase 1 - Asset Management Training Phase 2 - Asset Management Program Assessment and Plan Framework Phase 3 - Information System Plan Phase 4 - Pilot Asset Management Plan Development The Pilot Asset Management Plan will include facilities that are maintained in each of the four service areas (i.e. potable water, recycled water, sewer and storm drains) at a staff-selected geographically representative area of the city. The Pilot Asset Management Plan would provide a "Proof of Concept". Upon successful completion of the first four phases, the City has the sole option of whether to proceed with Phase 5. If the City decides to do so, Phase 5 would then be completed in the second year consisting of a City wide implementation for an amount not to exceed of $113,241. The total cost for all five phases is $328,729. Pages The cost for the Asset Management Plan will be distributed to the three funds as shown in Table 1. The cost share of the Asset Management Plan relative to the potable water and recycled water facilities will be reimbursed to the City of Carlsbad by the CMWD from the Water Replacement Fund. TABLE 1 - SUMMARY OF ASSET MANAGEMEN T PLAN EXPENSES, PROJECT NO. 5525 ALLOCATION OF COST Cost Share C<^t Share in Percent Water Replacement (potable water & recycled water) $120,000 50% Sewer Replacement (sewer) $60,000 25% GCC (storm drains) $60,000 25% Subtotal $240,000 100% Phase 1 through Phase 4 $215,488 — APPROPRIATION REMAINING $24,512 — Phase 5 $113,241 — ADDITIONAL APPROPRIATION REQUIRED $88,729 — Total Project Cost $328,729 — The additional appropriation of $88,729 will be allocated to the three funding sources based on the original cost share percentages: $44,365 from the Water Replacement Fund, $22,182 from the Sewer Replacement Fund, and $22,182 from the General Capital Construction Fund. EXHIBITS: 1. Resolution No. 2012-244 of the City Council of the City of Carlsbad to approve a Professional Services Agreement with GHD for preparation of an Asset Management Plan for the Potable Water, Recycled Water, Sewer and Storm Drain Facilities, and appropriation of additional funds, Project No. 5525. 2. Resolution No. 1449 of the Board of the Carlsbad Municipal Water District approving the reimbursement of funds to the City of Carlsbad for the preparation of an Asset Management Plan, and appropriation of additional funds, Project No. 5525. 3. Professional Services Agreement between the City of Carlsbad and GHD for Preparation of an Asset Management Plan, Project No. 5525. 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 RESOLUTION NO. 2012-244 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, TO APPROVE A PROFESSIONAL SERVICES AGREEMENT WITH GHD FOR PREPARATION OF AN ASSET MANAGEMENT PLAN FOR THE POTABLE WATER, RECYCLED WATER, SEWER, AND STORM DRAIN FACILITIES, AND APPROPRIATION OF ADDITIONAL FUNDS, PROJECT NO. 5525 WHEREAS, a request for qualifications to prepare an Asset Management Plan for the potable water, recycled water, sewer and storm drain facilities was issued to seven firms and proposals were received from CDM/Smith, Brown and Caldwell, GHD, Carollo, and Kleinfelder; and WHEREAS, based on a review of the proposals and a rating analysis, staff recommends that a professional services agreement with GHD be approved in the amount of $215,488 for Phases 1, 2, 3, and 4, and $113,241 for Phase 5 with a total cost of $328,729 for all five phases; and WHEREAS, there are sufficient funds appropriated for Project No. 5525 for the cost share of the Asset Management Plan for Phases 1, 2, 3, and 4 to complete a Pilot Asset Management Plan; and WHEREAS, at the option of the City, Phase 5 would be completed, consisting of a City wide implementation for an amount not to exceed of $113,241; and WHEREAS, staff requests an additional appropriation of $88,729 for Phase 5 from the Water Replacement Fund ($44,365), Sewer Replacement Fund ($22,182), and GCC Fund ($22,182). NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, as follows: 1. That the above recitations are true and correct. 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 2. That the Mayor, or City Manager or Department Director as authorized by the City Manager is hereby authorized and directed to execute the Professional Services Agreement with GHD for the preparation of the Asset Management Plan. 3. That the funding cost share for the potable water and recycled water facilities is 50.00 percent of the Asset Management Plan preparation cost, estimated at $107,744 for Phases 1, 2, 3, and 4, and $56,621 for Phase 5, (a total cost of $164,365) which will be reimbursed to City of Carlsbad by the Carlsbad Municipal Water District from the Water Replacement Fund appropriation for Project No 5525. 4. That the Finance Director is authorized to appropriate an additional $22,182 for Phase 5 from the Sewer Replacement Fund, and $22,182 from the GCC Fund to Project No. 5525. 5. That the funding cost share for the Sewer facilities is 25.00 percent of the Asset Management Plan preparation cost, estimated at $53,872 for Phases 1, 2, 3, and 4, and $28,310 for Phase 5 which will be funded from the Sewer Replacement Fund appropriation for Project No. 5525. 6. That the funding cost share for the Storm drain facilities is 25.00 percent of the Asset Management Plan preparation cost, estimated at $53,872 for Phases 1,2,3, and 4, and $28,310 for Phase 5 which will be funded from the General Capital Construction (GCC) Fund appropriation for Project No. 5525. /// /// /// /// /// /// /// /// /// ^ 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 PASSED, APPROVED AND ADOPTED at a Joint Special Meeting of the Carlsbad City Council and Carlsbad Municipal Water District Board of Directors, held on the 6th day of November, 2012, by the following vote to wit: AYES: Council Members Hall, Kulchin, Blackbum, Douglas and Packard NOES: None ABSENT: None MATK HALl,'Mayor ATTEST: 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 RESOLUTION NO. 1449 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE CARLSBAD MUNICIPAL WATER DISTRICT APPROVING THE REIMBURSEMENT OF FUNDS TO THE CITY OF CARLSBAD (CITY) FOR THE PREPARATION OF AN ASSET MANAGEMENT PLAN FOR THE POTABLE WATER AND RECYCLED WATER FACILITIES, AND APPROPRIATION OF ADDITIONAL FUNDS. PROJECT NO. 5525 WHEREAS, the City Council of the City of Carlsbad, California approved the preparation of an Asset Management Plan, Project No. 5525, with GHD; and WHEREAS, the Carlsbad Municipal Water District cost share is $164,365 (50.00 percent) for preparation of the Asset Management Plan for the water and recycled water facilities; and WHEREAS, there are sufficient funds appropriated for Phases 1, 2, 3, and 4 for the cost share of the Asset Management Plan for the water and recycled water facilities; and WHEREAS, an additional appropriation is required for completion of Phase 5 in the amount of $44,365 NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the Carlsbad Municipal Water District, as follows: 1. That the above recitations are true and correct. 2. That the Finance Director is authorized to appropriate an additional $44,365 for Phase 5 from the Water Replacement Fund to Project No. 5525. 3. That the Finance Director is directed to reimburse the City of Carlsbad from the water replacement fund as appropriated in Project No. 5525 for the cost share of 50.00 percent to prepare the Asset Management Plan. /// /// /// /// /// /// n 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 PASSED, APPROVED AND ADOPTED at a Joint Special Meeting of the Carlsbad Municipal Water District Board of Directors and the Carlsbad City Council, held on the 6th day of November, 2012, by the following vote: AYES: NOES: ABSENT: Board Members Hall, Kulchin, Blackbum, Douglas and Packard None None MATT MALL, President ATTEST: (SEAL) - <: g S : CO -Z CSQ-.o :—l Z UTIL893 AGREEMENT FOR ASSET MANAGEMENT PLAN CONSULTING SERVICES (GHD) (THjS AGREEMENT is made and entered into as of the day of ^n^^c.9K>/u^ , 2012, by and between the CITY OF CARLSBAD, a municipal corporamon, ("City"), and GHD, a California corporation, ("Contractor"). RECITALS A. City requires the professional services of an asset management plan consultant that is experienced in preparing asset management plans. B. Contractor has the necessary experience in providing professional services and advice related to asset management plans. C. 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 three (3) years from the date first above written. The City Manager may amend the Agreement to extend it for one (1) additional one (1) year periods or parts thereof in an amount not to exceed one hundred ten thousand dollars ($110,000) per Agreement year. 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. 5. COMPENSATION The total fee payable for the Services to be performed during the Initial Agreement term will be three hundred twenty eight thousand seven hundred twenty nine dollars ($328,729). The project is divided into five separate phases. Phases 1, 2, 3, and 4 shall be completed for an amount not to exceed of two hundred fifteen thousand four hundred eighty eight dollars ($215,488). Upon satisfactory completion of Phases 1 through 4, the City has the option to then proceed with Phase 5 for an amount not to exceed of one hundred thirteen thousand two hundred forty one dollars ($113,241). The City may choose not to exercise this option. No other compensation for the Services will be allowed except for Items covered by subsequent amendments to this City Attorney Approved Version 2/17/12 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 wiil 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. a. OTHER CONTRACTORS The City reserves the right to employ other Contractors In connection with the Services. 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 ^ ^ City Attorney Approved Version 2/17/12 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-:VH". 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 Risk Manager 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 Liabilitv 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 Liabilitv (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. 10.1.3 Workers' Compensation and Employer's Liabilitv. 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 Liabilitv. 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. I I If box is checked. Professional Liability City's Initials Contractor's Initials Insurance requirement is waived. 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 Commercial General Liability which shall provide primary coverage to the City. 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. City Attorney Approved Version 2/17/12 II 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. Citv 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 Cartsbad 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 clearty identifiable. Contractor wilt allow a representative of City dunng 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 ail 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 Citv Name William E. Plummer Title Engineering Manager For Contractor Name Dawn Guendert Title Project Director Department Utilities City of Carisbad Address 1635 Faraday Avenue Carisbad, CA 92008 Address 16451 Scientific Way Irvine, CA 92618 Phone No. 949.250.0501 Email Dawn.guendert@ghd.com Phone No. 760.602.2768 City Attorney Approved Version 2/17/12 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 Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the requirements of the City of Carisbad Conflict of Interest Code. The Contractor shall report investments or interests in all four categories. 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 ofthe 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 whose services are required by this Agreement. 18. DISCRIMINATION AND HARASSMENT PROHIBITED Contractor will comply with ali 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. 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 City Attorney Approved Version 2/17/12 I? 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 seg.. 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 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 ali 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 2/17/12 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 GHD, a California corporation CITY OF CARLSBAD, a municipal corporation of the State of California By: (s^n hisre) (print name/title) Mayor ATTEST: (sign here) (print name/title) LOl^R^lNE City Clerk KAREN R. KUNDTZ, Assistant If required by City, proper notarial acknowledgment of execution by contractor 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 Assistant City Attorney Approved Version 2/17/12 CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT CIVIL CODE § 1189 State of California County of conrjcd^ C^^^c i^U^pfcg^jg^ySf ^/Sefore me. On personally appeared Donna Cleveland, Nptaryfobnc Here Insert Name and Title of the Officer Nanie{s) of Signer(s) DONNA CLEVELAND ' f Commission # 1917621 t Notary Public - California 1 Contra Costa County g IVIy Comm. Expires Jan 14.2015 L Place Notary Seal Above who proved to me on the basis of satisfactory evidence to be the personj^ whose namejs^rt&ai^ subscribed to the within instrument and acknowledged tb me that (fiiZll'ie/LI'iey- executed the same in HSRor/lh&f authorized capacitytis*), and that by 5ir signaturej^) on the instrument the person(^, or the entity upon behalf of which the person(»5 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. Signature: OPTIONAL — Signature of Notary Public Though the infornmtion 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. Descrlptipn of Attached Document . Title or Type^Document: Document Date: Number of Pages: Signer(s) Other Than Narn^Ck^ove: vCapacity(ies) Claimed by Si§nQr(s) Signer's Name: • Corporate Officer — Titie(s): • Individual • Partner— • Limited • General • Attorney in Fact • Trustee • Quardian or Consen/ator • Other: •RIGHTTHUMBPRINT . OF SIGNER . Top of thumb here Signer Is Representing: Signer's Name: • Corporate Officer — Title(s): Individual • PtrtR^— • Limited • General • AttorneyirT>fect • Trustee • Guardian or Conservatol • Other: RIGHTTHUMBPRINT OF SIGNER Top of thumb here 12010 National Notary Association • NatlonalNotary.org • 1-BOO-US NOTARY (1-800-876-6827) Item #5907 State of Arizona County of Maricopa ss On this /8 dav of ^^r^O^^lO/p^/^ . 2012, before me, Virginia S. Lazzaro, Notary Public in and forthe State of Arizona, County of Maricopa, personally appeared J. Duncan Findlay, who acknowledged himself to be the Secretary of GHD Inc., a California corporation, and that in such capacity, being authorized to do so, executed the foregoing instrument for the purposes therein contained as his voluntary act and deed. In witness whereof, I hereunto set my hand and official seal. I VIRGINIAS LAZZARO Notaiy Public - Arizona Maricopa County IMy Commission Expires May 31. 2016 VlrgiijiQ S. Lazzaro Notary Public EXHIBIT A Carlsbad Asset Management Plan Development and Implementation Section 1 Project Phases and Tasks The project is divided into five separate phases spanning 2 years. Each phase is further divided into separate tasks with workshops and deliverables being listed. Details and explanations of the project phases and tasks are below. Year 1 Phase 1 - Asset Management Training The purpose of Phase 1 is to provide a common understanding of asset management for key Carisbad staff. The training is open to any staff Carisbad believes would benefit from the training on the fundamentals of asset management. Task 1.1 - Asset Management Training Workshop The workshop(s) is 8 hours of asset management training conducted over two half days. The training will be conducted in a Carisbad facility. The workshop presentation will cover the fundamentals of asset management and how it applies to water and wastewater utilities. The workshop will allow staff to ask questions and participate in examples or scenarios. Phase 2 - Asset Management Program Assessment and Improvement Plan The purpose of Phase 2 is to assess the process and practices of Carlsbad against asset management best practices. Using a structured, international benchmarking approach, GHD will review Carlsbad's current practices and compare them to other utilities of similar size around the US and worid. The assessment will rate Carisbad's current practices and determine the gap between current practices and asset management best practices. The process of gathering information includes staff interviews and an assessment of data and Information systems. The Phase will produce a report containing the results of the assessment and a roadmap of the pilot implementation. Task 2.1 - Review of Current Asset Management Practices GHD will gather information to assess the current Carlsbad practices against asset management best practices. Task 2.2 - Staff Interviews GHD will schedule interviews with key Carisbad staff to gather more specific information about the practices and verify information gathered during the previous task. Task 2.3 - Asset Management Program Assessment Results GHD will consolidate the information gathered in the previous two tasks and produce a report containing the assessment results. The results will be presented to select Carisbad staff during a workshop and feedback will be gathered to update the initial results. Task 2.4 - Asset Management Improvement Plan/Roadmap Based on the assessment results, GHD will produce an improvement plan and asset management roadmap to strengthen Carisbad's Asset Management Program. Phase 2 deliverables: 1. Asset Management Program Assessment Report 2. Asset Management Roadmap 1 I GHD for City of Carisbad Utilities Department Carlsbad Asset Management Plan Development and Implementation Phase 3 - Information System Plan The purpose of Phase 3 is to assess the functionality, capabilities, and integration of Carisbad's existing information systems. This phase will start at the same time as the Asset Management Program Assessment (Phase 2), but will finish at the same time as the Pilot Program (Phase 4). The initial functionality and capabilities of the information systems will be reviewed in parallel with Phase 2 and will include a workshop and interviews with Carisbad's IT staff. Then, during the Pilot Program, information and results will be reviewed for possible integration with the existing information systems. The final information systems assessment will be completed in parallel with the development of the Pilot Asset Management Plan (Phase 4) and will include the assessment of functionality and capabilities of systems along with an improvement plan for asset management components of the systems. Task 3.1 - Review of Current Information System GHD will gather information about the configurations, capabilities, and data of Carlsbad's information systems. Task 3.2 - Evaluation of Information System Functionality GHD will conduct a workshop with Carisbad IT staff to gather more information about functionality of the information systems. GHD will review the gathered information and evaluate the current information systems with respect to the needs of the asset management program. Task 3.3 - Analysis of Multiple Improvement Options When Pilot Program (Phase 4) results or processes are suggested for integration into the existing Carisbad information systems, GHD will analyze multiple options for integration. The analysis and recommended option will be included in the Information Systems Improvement Plan report. Task 3.4 - Information System Improvement Strategy GHD will document the evaluation of the current information systems, improvement options, and the overall strategy. During the development of asset management plan, additional data, process, and information system requirement will be identified and used to develop the Information System Improvement Strategy. Therefore, the Information System Improvement Plan report will not be finalized until the end of the Pilot Asset Management Plan Development (Phase 4). The results of Information System Improvement Plan will be presented along with the Pilot Asset Management Plan. Phase 3 deliverables: 3. Information System Improvement Plan Phase 4 - Pilot Asset Management Plan Development The purpose of Phase 4 is to provide a proof of concept pilot of the asset management program in a specific area of Carisbad. The pilot will conduct the appropriate asset management processes and methodologies to build the Pilot Asset Management Plan. The list below outlines the tasks GHD will conduct to implement asset management in the pilot area and produce the Pilot Asset Management Plan. 2 I GHD for City of Carisbad Utilities Department Carlsbad Asset Management Plan Development and Implementation Task 4.1 - Asset Data Consolidation GHD will consolidate information and asset data from information systems and available sources. The data will be reviewed for possible use in the pilot program. Task 4.2 - Data Gap Analysis / Asset Management Data Standards The data gathered in the previous phase will be reduced to include the assets and information for the pilot area. The asset data will be analyzed for missing information using asset management data standards and GHD will identify the data gaps. Mitigation strategies will be recommended in order to close the data gaps. GHD will recommend the appropriate data standards to be incorporated into Carlsbad's asset management program. Task 4.3 - Pilot Area Asset Register Building on the previous two tasks, GHD will create an asset register for the pilot assets. A workshop will be held to present the data gaps, data gap mitigation strategies and receive feedback from Carisbad staff. This asset register will incorporate the asset management data standards and recommended data gap mitigation strategies. This asset register will be updated with information gathered or calculated during remaining tasks in Phase 4 (e.g., risk scores, valuation). The final asset register will be included as part of the Pilot Asset Management Plan. Task 4.4 - Levels of Service GHD will hold a workshop with Carisbad staff to develop the strategic and tactical levels of service for the pilot area. The levels of service will incorporate the mission or goals of the entire Carisbad Utilities Department and will include performance metrics for the pilot area. Using the information gathered in the workshop, GHD will work with Carlsbad staff to develop the levels of service and establish the procedures to track the performance in the pilot area. Task 4.5 - Risk Methodology and Risk Evaluation Building off the data in the asset register and incorporating new information from Carisbad staff, GHD will perform a risk analysis for the pilot area assets. A workshop will be held with Carisbad staff to introduce the concepts of risk and get staff input to build the methodology for the evaluation of failure modes, probability of failure, and consequence of failure. Using these methodologies, GHD will produce the initial risk results and risk maps and present them to Carisbad staff in a second workshop to get feedback and make adjustments to the methodologies. GHD will document the methodologies used to produce the final risk results in a Risk Methodology report and the asset register will be updated with risk data for the pilot assets. Task 4.6 - Facility Condition Assessment Using information produced in previous tasks, GHD will perform facility condition assessments (FCA) on the facilities of the pilot area for the critical assets. Critical assets will include the high consequence of failure assets and others determined to be critical by GHD and Carisbad staff. The FCA will include assessment of asset condition with respect to multiple failure modes, the use of a standardized condition assessment protocol, and the development of strategies to optimize the life or effectiveness of the assets. Condition assessments will include reoccurring maintenance issues, state of materials and equipment and recommended remedial works if required. GHD will conduct the FCA along with Carisbad staff in order to provide training and get feedback on the condition assessment protocol and process. The results of the FCA will be incorporated into the asset register. Task 4.7 - Asset Valuation GHD will analyze Carisbad data and calculate the estimated replacement costs for the pilot assets. A workshop will be held to review and finalized the cost information and develop the 3 I GHD for City of Carisbad Utilities Department Carlsbad Asset Management Plan Development and Implementation strategies for rehabilitation and costs. The asset replacement costs for the pilot assets will be incorporated into the final asset register. Task 4.8 -Management Strategies GHD will review the assets in the pilot area and recommend management strategy groups for incorporation in the asset register. GHD will present the initial management strategies to Carisbad staff in a workshop and work together to refine the management strategies. The workshop will include a discussion of rehabilitation efforts, along with replacement costs (Task 4.7). Task 4.9 - Renewal Modeling (Long-Range Investment Projection) Using all of the information from the previous tasks, GHD will forecast the future asset replacements and rehabilitations for all pilot assets. The modeling process will incorporate the management strategies and asset valuation from the previous two tasks to develop the funding needs of the pilot area for the next 100 years. In a workshop GHD will explain the modeling process to Carisbad staff and present the initial results. Feedback will be gathered from staff and updated results will be produced. The updated results will be documented in the Pilot Asset Management Plan. Task 4.10 -CIP Project Validation Process The results from the renewal model (Task 4.9) will be organized into multiple (up to 5) capital or maintenance projects with the input of Carisbad staff. These projects will be used as pilots to train Carlsbad staff on the CIP Project Validation Process. A workshop will be conducted to present the process and outline the involvement of staff. The process will include an evaluation of risks associated with the project, the project life cycle costs, and confidence rating in the data. The results will be combined into a business case evaluation to justify the need for the project. GHD will work closely with Carisbad staff to analyze the information and build the business case documentation. Task 4.11 - Pilot Asset Management Plan The processes and information used in the tasks of Phase 4 will be combined into one document, the Pilot Asset Management Plan. The plan will outline the process taken to produce the results for the pilot area, the information gathered, the assets it includes, the associated risks, and the forecasted renewal results. GHD will develop the plan with input from Carisbad staff. The plan will also include recommendations or improvements to the processes used to create the plan. In a workshop GHD will present the plan to Carisbad staff and will gather feedback. GHD will modify the plan to incorporate the feedback and the final plan will be delivered. Phase 4 deliverables: 4. Pilot Area Asset Register 5. Risk Methodology Report 6. Management Strategies 7. Renewal Model Results 8. Project Business Case Evaluations 9. Pilot Asset Management Plan Phase 0 - Project Management GHD effort required for project progress meetings and other project related tasks are not included in the fees of the previous phases and tasks. The Project Management phase is 4 I GHD for City of Carisbad Utilities Department Carlsbad Asset Management Plan Development and Implementation created to account for the project-related time for coordination and communication with Carisbad staff. This phase also includes any anticipated expenses throughout the first year of the project. YEAR 2 With the completion of Phase 1,2,3, and 4 in the first year, it is anticipated that Phase 5 will begin in the second year. Phase 5 - City-wide Implementation The purpose of Phase 5 will be to implement the asset management program for all Utilities Department assets (water, wastewater, storm water, and recycled water). Phase 5 will incorporate the tasks of Phase 4, but with modifications identified in the improvement plan of the Pilot Asset Management Plan or modifications to scale the pilot approach to more assets. Phase 5 will contain the same deliverables as Phase 4 unless determined by Carisbad staff to be unnecessary. Phase 5 will conclude with the creation of the Department Asset Management Plan. Task 0 Project Management As included in Year 1, Year 2 will also include a Project Management Phase. This phase includes GHD effort required for project progress meetings and other project related tasks not included in the fees of Phase 5. The Project Management phase is created to account for the project-related time for coordination and communication with Carisbad staff. This phase also includes any anticipated expenses throughout the first year of the project. 5 I GHD for City of Carisbad Utilities Department Carlsbad Asset Management Plan Development and implementation Section 2 Project Schedule The figure below outlines the proposed schedule for the phases and tasks of the project. The figure identifies anticipated dates of workshops and deliverables. The proposed schedule can be adjusted to fit the needs of Carlsbad. It is understood that delays in information delivery or workshops can delay the delivery of deliverables. The schedule only includes Year 1 phases and tasks. The schedule for Year 2 will be built based on an evaluation of Phase 4. Phase 1 - Asset Management Training Ptiase 2 - Asset IVianagement Program Assessment and Plan Frameworlt 2012 20H Nov Oi'c tan i Feb Mar Apr May Jun Task 1.1- Asset Management Training Worl<5hop Workshop 1: Asset Management Training (2 half-day) Task 2.1 - Review of Current Asset IVianagement Practices Task 2.2 - Staff interviews Task 2.3 - Asset Management Program Assessment Results Task 2.4 - Asset Management Improvement Plan/Roadmap Workshop 2: Asset Management Program Results Presentation Deliverable: Asset Management Program Assessment Report Deliverable: Asset Management Roadmap Phase 3 - Information System Plan Task 3.1 - Review of Current Information Systems Task 3.2 - Evaluation of Information Systems Functionality Workshop 2: Information Systems Functionality (will be combined with AM Program Results Presentation) Task 3.3 - Analysis of Multiple improvement Options Task 3.4 - Information System Improvement Strategy Workshop 9: Information System Improvement Plan Presentation Deliverable: Information System Improvement Plan Phase 4 - Pilot Asset Management Plan Development Task 4.1- Asset Data Consolidation Task 4.2 - Data Gap Analysis / Asset Management Data Standards Task 4.3 - Pilot Area Asset Register Workshop 3: Asset Register/Data Gap Closure Deliverable: Asset Register Task 4.4- Levels of Service Workshop 4: Strategic and Tactical Levels of Service Workshops Task 4.5 - Risk Methodology and Risk Evaluation Workshop 5: Failure Modes/PoF/CoF _ , ; Workshop 6: Risk Results & Maps Deliverable: Risk Methodology Report Task 4.6 - Facility Condition Assessment Deliverable: FCA Results Task 4.7 - Asset Valuation Task 4.8-Management Strategies Workshop 7: Asset Valuation and Management Strategies Task 4.9 - Renewal Modeling (Long-Range Investment Projection) Workshop 8: Renewal Modeling Results Presentation Task 4.10- CIP Project Validation {Business Case Evaluation) Workshop 8: CIP Project Validation (will be combined with Renewal Modeling Results Presentation) Task 4.11 - Pilot Asset Management Plan Documentation Workshop 9: Pilot Asset Management Plan Presentation (will be combined with Information System Improvement Plan Presentatbn) Deliverable: Pilot Asset Management Plan Legends: MB /JTask Duration 2221 Workshop/Presentation HExtended duration to accomodate feedback from AMP development Deliverables 6 I GHD for City of Carlsbad Utilities Department Carlsbad Asset Management Plan Development and Implementation Section 3 Project Fees The table below identifies the proposed fees for the phases and tasks of the project. The hours assigned for each task are grouped by employee position and the rate associated with that position. A breakdown of the employees in each position is presented below the fee table. Phase / Task Project Director & QA/QC Principal Management Consultant Management Consultant Senior Engineer Engineer IH rota! Hours Fees Hours Fees Hour-, Fees Hours Fees Fees nn $ 150 S 190 S 150 $ 185 Vearl Phase 1 - Asset ManaEement Training Task 1.1 - Asset Management Training Worl<shop 32 $ 7,200 $ 7,200 Workshop 1: Asset Management Training Phase 2 - Asset Management Program Assessment and Plan Framework Task 2.1 - Review of Current Asset Management Practices 32 $ 7,200 $ 7,200 Task 2.2 - Staff Interviews 16 $ 3,600 16 $ 2,400 $ 6,000 Task 2.3 - Asset Management Program Assessment Results 16 $ 3,600 16 $ 2,400 $ 6,000 Task 2.4 - Asset Management Improvement Plan/Roadmap 16 $ 2,400 24 $ 4,440 $ 6,840 Workshop 2: Asset Management Program Assessment Results Presentatio 760 Deliverable: Asset Management Program Assessment Report 4 $ 760 $ 760 Deliverable: Asset Management Roadmap 4 $ 760 $ 760 Phase 3 - Information Svstem Plan Task 3.1 - Review of Current Information Systems 12 $ 1,800 20 $ 3,700 $ 5,500 Task 3.2 - Evaluation of Information Systems Functionality 4 $ 900 4 $ 600 24 $ 22,200 $ 23,700 Workshop 2: Information Systems Functionality Workshop (willbe combined with AM Program Assessment Results Presentation) 7,400 Task 3.3 - Analysis of Multiple Improvement Options 40 S 7,400 $ 7,400 Task 3.4-Information System Improvement Strategy 32 $ 5,920 $ 5,920 Workshop 9: Information System Improvement Workshop 760 Deliverable: Information System Improvement Plan 4 $ 760 $ 760 Phase 4 - Pilot Asset Management Plan Deveiopment Task 4.1 - Asset Data Consolidation 4 $ 900 16 $ 2,400 24 S 4,440 s 7,740 Task 4.2 - Data Gap Analysis / Asset Management Data Standards 4 $ 900 24 s 3,600 $ 4,500 Task 4.3 - Pilot Area Asset Register 16 $ 3,600 40 $ 6,000 $ 9,600 Workshop 3: Asset Register/Data Gap Closure Deliverable: Asset Register 2 $ 380 $ 380 Task 4.4 - Levels of Service 16 $ 3,600 24 $ 3,600 $ 7,200 Workshop 4: Strategic and Tactical Levels of Service Workshop 7 ! GHD for City of Carlsbad Utilities Department Carlsbad Asset Management Plan Development and Implementation Project Director & Principal Management Consultant Management Senior Engineer Engineer IT Specialist Phase / Task QA/QC Principal Management Consultant Consultant Senior Engineer Engineer IT Specialist Total Hours Fees H ours Fees Hours Fees Hours Fees Hours Fees Hours Fees $ 190 S 225 $ 150 $ 190 $ 150 S 185 Task 4.5 - Risk Methodology and Risk Evaluation 24 $ 5,400 40 $ 6,000 16 $ 3,040 $ 14,440 Workshop 5: Failure Modes/PoF/CoF Workshop 6: Risk Results & Maps Deliverable: Risk Methodology Report 4 $ 760 $ 760 Task 4.6- Facility Condition Assessment (FCA) 16 $ 2,400 24 $ 4,560 40 $ 6,000 $ 12,960 Deliverable: FCA Results Task 4.7 - Asset Valuation 8 $ 1,800 12 $ 1,800 16 $ 3,040 16 $ 2,400 $ 9,040 Task 4.8 - Management Strategies 4 $ 900 8 $ 1,200 16 $ 3,040 $ 5,140 Workshop 7: Asset Valuation and Management Strategies Task 4.9 - Renewal Modeling (Long-Range Investment Projection) 4 $ 760 20 $ 4,500 80 $ 12,000 S 17,260 Workshop 8: Renewal Modeling Results Presentation Task 4.10- CIP Project Validation Process (Business Case Evaluation) 20 S 4,500 24 $ 3,600 20 $ 3,800 $ 11,900 Workshop 8: CIP Project Validation Process (will be combined with Renewal Modeling Results Presentation) Task 4.11 - Pilot Asset Management Plan Documentation 32 $ 7,200 32 $ 4,800 12 $ 2,280 $ 14,280 Workshop 9: Pilot Asset Management Plan Presentation (will be combined with Information System Improvement Plan Presentation) Deliverable: Pilot Asset Management Plan 12 $ 2,280 s 2,280 Managemen t Strategies Renewal Model Results Business Case Evaluations Improvement Plan Phase 0 Project Management and Direct Expenses $ 19,968 Total Year 1 $ 215,488 8 I GHD for City of Carlsbad Utilities Department Carlsbad Asset Management Plan Development and Implementation Phase / Task Project Director & QA/QC Principal Management Consultant Management Consultant Senior En gineer Engineer IT Specialist Total Hour^, Fees Houts )"('(••; Hours Fees Hours Fees HoLirs Fees Hours Fees S 190 s 22 S $ 150 S 190., $ 150 $ 185 i Year 2 Phase 5 - Gty-wlde Implementation Task 5.1 - Asset Register 4 $ 760 16 $ 3,600 40 $ 6,000 $ 10,360 Task 5.2 - Levels of Service 12 s 2,700 18 $ 2,700 $ 5,400 Task 5.3 - Risk Evaluation 4 $ 760 24 $ 5,400 32 $ 4,800 16 $ 3,040 $ 14,000 Task 5.4 - Facility Condition Assessment Assistance 16 $ 2,400 24 $ 4,560 60 S 9,000 $ 15,960 Task 5.5 - Asset Life Cycle Cost Evaluation 8 $ 1,800 12 $ 1,800 24 $ 4,560 24 $ 3,600 $ 11,760 Task 5.6 - Management Strategies 4 $ 9C0 8 $ 1,200 16 $ 3,040 $ 5,140 Task 5.7 - Renewal Modeling 4 $ 760 20 $ 4,500 60 $ 9,000 $ 14,260 Task 5.8 - CIP Validation Process 20 $ 4,5CO 24 $ 3,600 20 $ 3,800 $ 11,900 Task 5.9 - City-wide Asset Management Plan 12 $ 2,280 32 $ 7,200 32 $ 4,800 12 $ 2,280 $ 16,560 Phase 0 Project Management and Direct Expenses $ 7,901 Total Year 2 $ 113,241 Total Year 1&2 The total fee for Year 1 and Year 2 is $328,729. $ 328,729 9! GHD for City of Carlsbad Utilities Department 0) Carlsbad Asset Management Plan Development and Implementation The table below identifies the key project staff and their position on the project. Position Staff Member Project Director & QA/QC Dawn Guendert Principal Management Consultant Colin Chung Principal Management Consultant Duncan Rose Management Consultant David Baranowski Management Consultant Iday Syachrani Senior Engineer Greg Watanabe Engineer Tiin Beaman IT Specialist Sherry Spaulding 10 I GHD for City of Carlsbad Utilities Department ^ CITY OF ^CARLSBAD Memorandum November 6, 2012 All Receive-Agenda Item ^ For the Infomiation ofthe: ClTYCOUNCn> ^ Asst. ClVl_CAju^C_i: Dateujlo City Manager To: From: Re: Mayor and City Council Acting City Manager '^^-^ Response to additionai information requested In 11-5-12 Council Briefings Please find below the responses to the questions asked in yesterday's Council briefings relating to Agenda Items #1 and #13. Item #1 - Authorize Purchase of Replacement Cardiac Monitors Q: What are we doing with the old heart rate monitors? A: The old monitors are purchased from the city by the vendor selling the new monitors thereby providing a rebate for the new devices. Item #13 - Approve Agreement - Proiect No. 5525 Q: How much money is in the infrastructure replacement fund? A: It is estimated that there will be $67,921,297 in the infrastructure replacement fund at the end of FY 2012-13 after expenses related to projects approved in the 2012-13 budget. The infrastructure replacement fund, however, is not a funding source for the plan discussed in item 13. The funding sources for this asset management plan are the water replacement, sewer replacement and general capital construction funds. The estimated balances for those funds at the end of FY 2012-13 after expenses related to projects approved in the 2012-13 budget are as follows: Water replacement fund: $25,242,737 Sewer replacement fund: $12,556,153 General capital construction fund: $32,792,185 JC/src City Hall '^'^ 1200 Carlsbad Village Drive Please let me know if you have any further questions about th^ IliruiiiiciLiuii Date:, /^/^//p. Cc: Lorraine Wood, City Clerk DIWllllMllUlli Ron Ball, City Attorney Kristina Ray, Communications Manager CKy Clerk Asst. City Clerk Deputy Clerk Book Carlsbad, CA 92008 I 760-434-2820 I 760-720-9461 fax I www.carlsbadca.gov