HomeMy WebLinkAbout2017-01-24; City Council; ; Adopt a Resolution authorizing execution of a Professional Services Agreement with HDR, Inc for the 2016 Potable Water, Recycled Water and Sewer Master Plan UpdatesItem #13 January 24, 2017 Page 1 of 35
CA Review __ff2_
e JOINT CITY COUNCIL AND
CARLSBAD MUNICIPAl WATER DISTRICT
Staff Report
Meeting Date:
To:
From:
Staff Contact:
Subject:
Jan. 24, 2017
Mayor/President and City Council/Board
Kevin Crawford, City Manager/Executive Manager
Shadi Sami, Senior Engineer
Shadi.sami@carlsbadca.gov or 760-603-7350
Adopt a Resolution authorizing execution of a Professional Services
Agreement with HDR, Inc. for an amount not to exceed $868,000 for the
2016 Potable Water, Recycled Water and Sewer Master Plan Updates, and
appropriation of additional funds, Project Nos. 5543-2, 5543-3, and 5543-
1.
Recommended Action
Adopt a Resolution authorizing execution of a Professional Services Agreement with HDR, Inc. for
an amount not to exceed $868,000 for the 2016 Potable Water, Recycled Water and Sewer
Master Plan Updates, and appropriation of additional funds, Project Nos. 5543-2, 5543-3, and
5543-1.
Executive Summary
The Carlsbad Municipal Water District (CMWD) and the City of Carlsbad completed the last
Potable Water, Recycled Water and Sewer Master Plan Updates in 2012, based on 2010 data.
The proposed Master Plan updates will conduct capacity assessments and system evaluations to
ensure that CMWD and the City of Carlsbad have reliable and accurate planning documents to
guide decisions on infrastructure projects and continue providing high quality service to the
community.
Discussion
CMWD and the City of Carlsbad completed the last Potable Water, Recycled Water and Sewer
Master Plan Updates in 2012, based on 2010 data. The proposed Master Plan updates will utilize
current demand, capacity, growth projections, condition assessment, and General Plan update
densities.
On Aug. 4, 2016, staff issued a Request for Proposals to five qualified engineering firms with
experience in master planning of potable water, recycled water and sewer. Three proposals were
received and the qualifications of each firm were reviewed by a selection committee comprised
of CMWD staff. The committee selected HDR, Inc. as the most qualified for this project based on
qualifications of personnel and sub-consultants, project approach and the quality ofthe proposal.
Negotiations were completed in November 2016 and the compensation for the scope of work
has been established as not to exceed $868,000 for the initial three-year term. The selection
committee, in accordance with the procedures listed in Carlsbad Municipal Code section
3.28.060, is recommending that the Board of Directors and the City Council authorize the
execution of the Professional Services Agreement with HDR, Inc. as the consultant which
Item #13 January 24, 2017 Page 2 of 35
provided professional qualifications necessary for satisfactory performance, a fair and
reasonable price and demonstrated competence (Government Code section 4526).
Fiscal Analysis
The Board and City Council approved staff's estimated $500,000 budget for the 2016 Potable
Water, Recycled Water and Sewer Master Plan Updates as part of the fiscal year (FY) 2016-17 CIP
Budget. This was estimated based on the information available at the time. Several additional
tasks have been added to the scope such as a Program EIR update, detailed demand forecasting
by pressure zone, Asset Management Plan review and a staffing analysis. Therefore, additional
funds are required to complete the master planning efforts. The compensation for HDR's scope
of work has been established as not to exceed $868,000. Staff administrative expenses for the
duration of this project is estimated at $90,000 for the 18 month long project. Therefore, the
total estimated project cost is $958,000.
PROJECT COST SUMMARY FOR THE
POTABLE WATER, RECYCLED WATER AND SEWER MASTER PLANS
{PROJECT NOS. 5543-2, 5543-3, 5543-1)
Total Estimated Consultant Project Costs · $868,000
Total Estimated Administrative Project Costs $90,000
TOTAL ESTIMATED PROJECT COSTS $958,000
Current Appropriation (FY 2016-17) $500,000
ADDITIONAL APPROPRIATION REQUIRED $458,000
An additional appropriation of $458,000 is required from the Water, Recycled Water and Sewer
Replacement Funds as follows: $177,200 from the Water Replacement Fund; $140AOO from the
Recycled Water Replacement Fund and $140AOO from the Sewer Replacement Fund.
Next Steps
The Master Plan tasks will start following City Council and CMWD Board approval on Jan. 24,
2017. Data collection, document review, demand analysis, supply analysis and regulatory
analysis are scheduled to be completed by June 2017. Existing and future system analysis are
scheduled to be completed by October 2017. CIP program development and staffing analysis are
scheduled to be completed by January 2018. The Asset Management Plan and final Master Plan
reports are scheduled for completion by June 2018. The Program EIR Update is scheduled to be
completed by October 2018: The Potable Water, Recycled Water and Sewer Master Plan Updates
are scheduled to be presented to City Council and CMWD Board for adoption. by December 2018.
Environmental Evaluation (CEQA)
The City of Carlsbad certified an Environmental Impact Report (EIR 12-01) for the Potable. Water,
Recycled Water and Sewer Master Plan Updates, completed in 2012. As part of the proposed
Master Plan updates, EIR 12-01 will be analyzed for adequacy and the proper environmental
documentation will be processed.
Public Notification
None required.
Item #13 January 24, 2017 Page 3 of 35
Exhibits
1. Resolution of the City Council of the City of Carlsbad authorizing execution of a Professional
Services Agreement with HDR, Inc. for an amount not to exceed $868,000 for the 2016
Potable Water, Recycled Water and Sewer Master Plan Updates, and appropriation of
additional funds, Project Nos. 5543-2, 5543-3, and 5543-1.
2. Resolution of the Board of the Carlsbad Municipal Water District authorizing execution of a
Professional Services Agreement with HDR, Inc. for an amount not to exceed $868,000 for
the 2016 Potable Water, Recycled Water and Sewer Master Plan Updates, and appropriation
of additional funds, Project Nos. 5543-2, 5543-3, and 5543-1.
Item #13 January 24, 2017 Page 4 of 35
RESOLUTION NO. 2017-020
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, AUTHORIZING EXECUTION OF A PROFESSIONAL SERVICES
AGREEMENT WITH HDR, INC. FOR AN AMOUNT NOT TO EXCEED $868,000
FOR THE 2016 POTABLE WATER, RECYCLED WATER AND SEWER MASTER
PLAN UPDATES, AND APPROPRIATION OF ADDITIONAL FUNDS, PROJECT
NOS. 5543-2, 5543-3, 5543-1
EXHIBIT 1
WHEREAS, the City Council of the City of Carlsbad, California has determined it necessary,
desirable and in the public interest to update the potable water, recycled water and sewer master
plans; and
WHEREAS, the last update to the master plans was completed in 2012 based on 2010 data; and
WHEREAS, to obtain professional engineering services for the 2016 Potable Water, Recycled
Water and Sewer Master Plans, staff solicited proposals from five qualified engineering firms consistent
with Carlsbad Municipal Code section 3.28.060; and
WHEREAS, three proposals were received and subsequent to a review of the proposals, staff
recommends HDR, Inc. as the best qualified consultant for the project; and
WHEREAS, staff and HDR, Inc. have negotiated compensation not to exceed $868,000 to
provide master planning services as described in the Professional Services Agreement, which staff
believes is a fair and reasonable price for the master planning services; and
WHEREAS, an additional appropriation of $458,000 is requested to fund the Professional
Services Agreement with HDR, Inc.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows:
1. That the above recitations are true and correct.
Item #13 January 24, 2017 Page 6 of 35
RESOLUTION NO. 1558
A RESOLUTION OF THE BOARD OF DIRECTORS OF THE CARLSBAD
MUNICIPAL WATER DISTRICT BOARD (CMWD), AUTHORIZING EXECUTION
OF A PROFESSIONAL SERVICES AGREEMENT WITH HDR, INC. FOR AN
AMOUNT NOT TO EXCEED $868,000 FOR THE 2016 POTABLE WATER,
RECYCLED WATER AND SEWER MASTER PLAN UPDATES, AND
APPROPRIATION OF ADDITIONAL FUNDS, PROJECT NOS. 5543-2, 5543-3,
5543-1
EXHIBIT 2
WHEREAS, the Carlsbad Municipal Water District Board of the City of Carlsbad, California has
determined it necessary, desirable and in the public interest to update the potable water, recycled
water and sewer master plans; and
WHEREAS, the last update to the master plans was completed in 2012 based on 2010 data; and
WHEREAS, to obtain professional engineering services for the 2016 Potable Water, Recycled
Water and Sewer Master Plans, staff solicited proposals from five qualified engineering firms consistent
with Carlsbad Municipal Code section 3.28.060; and
WHEREAS, three proposals were received and subsequent to a review of the proposals, staff
recommends HDR, Inc. as the best qualified consultant for the project; and
WHEREAS, staff and HDR, Inc. have negotiated compensation not to exceed $868,000 to
provide master planning services as described in the Professional Services Agreement, which staff
believes is a fair and reasonable price for the master planning services; and
WHEREAS, an additional appropriation of $458,000 is requested to fund the Professional
Services Agreement with HDR, Inc.
NOW, THEREFORE, BE IT RESOLVED by the Carlsbad Municipal Water District Board of the City
of Carlsbad, California, as follows:
1. That the above recitations are true and correct.
2. That the President is hereby authorized and directed to execute the Professional
Services Agreement with HDR, Inc., attached hereto as Attachment A, to provide
professional engineering services for the 2016 Potable Water, Recycled Water and
Sewer Master Plan Updates, Project Nos. 5543-2, 5543-3, 5543-1.
3. That the Administrative Services Director is hereby authorized to appropriate an
additional $458,000 from Water, Recycled Water, and Wastewater Replacement Funds
Item #13 January 24, 2017 Page 8 of 35
I 'I ' )
UTIL 1510
AGREEMENT FOR ENGINEERING MASTER PLANNING SERVICES FOR THE
2016 POTABLE WATER, RECYCLED WATER AND SEWER MASTER PLAN UPDATES
, \ THIS AGREEMENT is made and entered into as of the f} st::Yt day of U'dY\,u~ , 2017, by and between the CARLSBAD MUNICIPAL WATER DISTRICT,
a Public Agecorganized under the Municipal Water Act of 1911, and a Subsidiary District of
the City of Carlsbad, ("CMWD"), and HDR ENGINEERING, INC., a Nebraska corporation,
("Contractor").
RECITALS
A. CMWD requires the professional services of a professional engineering firm that
is experienced in master planning of potable water, recycled water and sewer systems.
B. Contractor has the necessary experience in providing professional services and
advice related to master planning of potable water, recycled water and sewer.
C. Contractor has submitted a proposal to CMWD and has affirmed its willingness
and ability to perform such work.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, CMWD and Contractor agree as follows:
1. SCOPE OF WORK
CMWD 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 Executive 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, CMWD needs, and appropriation of funds by the CMWD Board of
Directors. 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
eight hundred and sixty eight thousand dollars ($868,000). No other compensation for the
Services will be allowed except for items covered by subsequent amendments to this Agreement.
CMWD reserves the right to withhold a ten percent (10%) retention until CMWD has accepted the
work and/or Services specified in Exhibit "A".
Incremental payments, if applicable, should be made as outlined in attached Exhibit "A".
General Counsel Approved Version 4/2/15
1
Item #13 January 24, 2017 Page 9 of 35
UTIL 1510
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 CMWD. Contractor will
be under control of CMWD only as to the result to be accomplished, but will consult with CMWD
as necessary. The persons used by Contractor to provide services under this Agreement will not
be considered employees of CMWD for any purposes.
The payment made to Contractor pursuant to the Agreement will be the full and complete
compensation to which Contractor is entitled. CMWD will not make any federal or state tax
withholdings on behalf of Contractor or its agents, employees or subcontractors. CMWD 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 CMWD
and the City of Carlsbad within thirty (30) days for any tax, retirement contribution, social security,
overtime payment, unemployment payment or workers' compensation payment which CMWD
may be required to make on behalf of Contractor or any agent, employee, or subcontractor of
Contractor for work done under this Agreement. At CMWD's election, CMWD 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
CMWD. If Contractor subcontracts any of the Services, Contractor will be fully responsible to
CMWD 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 CMWD. 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 CMWD.
8. OTHER CONTRACTORS
CMWD reserves the right to employ other Contractors in connection with the Services.
9. INDEMNIFICATION
Contractor agrees to indemnify and hold harmless CMWD and the City of Carlsbad, their officers,
officials, employees and volunteers from and against all claims, damages, losses and expenses
including attorney's 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 CMWD or the
City of Carlsbad incurs or makes to or on behalf of an injured employee under the their 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-:VII"; OR with a surplus
line insurer on the State of California's List of Approved Surplus Line Insurers (LASLI) with a rating
General Counsel Approved Version 4/2/15
2
Item #13 January 24, 2017 Page 10 of 35
UTIL 1510
in the latest Best's Key Rating Guide of at least "A:X"; OR an alien non-admitted insurer listed by
the National Association of Insurance Commissioners (NAIC) latest quarterly listings report.
10.1 Coverages and Limits.
Contractor will maintain the types of coverages and minimum limits indicated below, unless the
Risk Manager or Executive 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. CMWD, 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. The full limits available to the named insured shall also
be available and applicable to CMWD as an additional insured.
1 0.1.1 Commercial General Liability Insurance. $2,000,000 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.
1 0.1.2 Automobile Liability (if the use of an automobile is involved for Contractor's
work for CMWD). $1,000,000 combined single-limit per accident for bodily injury and property
damage.
1 0.1.3 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 CMWD's satisfaction, a declaration stating this.
1 0.1.4 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.
1 0.2. Additional Provisions. Contractor will ensure that the policies of insurance required under
this Agreement contain, or are endorsed to contain, the following provisions:
1 0.2.1 CMWD will be named as an additional insured on Commercial General
Liability which shall provide primary coverage to CMWD.
10.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability,
which will be written as claims-made coverage.
1 0.2.3 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 CMWD sent
by certified mail pursuant to the Notice provisions of this Agreement.
10.3 Providing Certificates of Insurance and Endorsements. Prior to CMWD's execution of this
Agreement, Contractor will furnish certificates of insurance and endorsements to CMWD.
10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance
coverages, then CMWD 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 CMWD to obtain or
maintain insurance and CMWD may collect these payments from Contractor or deduct the amount
paid from any sums due Contractor under this Agreement.
General Counsel Approved Version 4/2/15
3
Item #13 January 24, 2017 Page 11 of 35
UTIL 1510
10.5 Submission of Insurance Policies. CMWD reserves the right to require, at any time,
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 representative of CMWD
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 CMWD. 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 CMWD. 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 CMWD and
Contractor relinquishes all claims to the copyrights in favor of CMWD.
15. NOTICES
The name of the persons who are authorized to give written notices or to receive written notice
on behalf of CMWD and on behalf of Contractor under this Agreement.
For CMWD
Name Shadi Sami
Title Senior Engineer
Carlsbad Municipal Water District
Address 5950 El Camino Real
Carlsbad, CA 92008
Phone (760) 603-7350
For Contractor
Name Jennifer Duffy
Title Project Manager
Address 8690 Balboa Avenue, Suite 200
San Diego, CA 92123-1502
Phone
E-mail
(858) 712-8349
Jennifer.duffy@hdrinc.com
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 Carlsbad 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
General Counsel Approved Version 4/2/15
4
Item #13 January 24, 2017 Page 12 of 35
UTIL1510
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 CMWD 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 (1 0) business days. If the resolution thus obtained
is unsatisfactory to the aggrieved party, a letter outlining the disputes will be forwarded to the
Executive Manager. The Executive 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 Executive 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, CMWD may
terminate this Agreement for nonperformance by notifying Contractor by certified mail of the
termination. If CMWD decides to abandon or indefinitely postpone the work or services
contemplated by this Agreement, CMWD 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 CMWD and all work in progress to CMWD address contained in this
Agreement. CMWD will make a determination of fact based upon the work product delivered to
CMWD and of the percentage of work that Contractor has performed which is usable and of worth
to CMWD in having the Agreement completed. Based upon that finding CMWD 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 CMWD, Contractor will assemble the work product
and put it in order for proper filing and closing and deliver it to CMWD. 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. CMWD 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, CMWD will have the right to annul this Agreement without liability, or, in its
General Counsel Approved Version 4/2/15
5
Item #13 January 24, 2017 Page 13 of 35
UTIL 1510
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 CMWD 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 CMWD, 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 CMWD 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 CMWD to terminate this Agreement.
23. JURISDICTION 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 CMWD and
Contractor and their respective successors. Neither this Agreement nor any part of it nor any
monies due or to become due under it may be assigned by Contractor without the prior consent
of CMWD, 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.
Ill
Ill
Ill
Ill
Ill
Ill
Ill
Ill
General Counsel Approved Version 4/2/15
6
Item #13 January 24, 2017 Page 15 of 35
CERTIFICATE
The undersigned hereby certifies that she is the Assistant Secretary of HDR Engineering,
Inc., a Nebraska corporation (the "Corporation"), and that, as such, has custody of the minute
books of the Corporation, and that, by Consent and Agreement of the Board of Directors dated
May 18, 2016, the following resolution was unanimously adopted:
"RESOLVED, that effective immediately and until June 20, 2017, or until
termination of said individual from the Corporation, or until recision by the Corporation's
Board of Directors, whichever occurs first, the following individuals are hereby granted the
nondelegable authority to execute or approve on behalf of the Corporation, contracts for
engineering services and architectural services incidental to engineering services to be
rendered by the Corporation, ... , or releases of claim or lien in connection with such
services, such contracts or releases so executed or approved shall be binding upon the
Corporation:
... Kip D. Field-Vice President ... "
The undersigned further certifies that the foregoing resolution has been spread in full upon
the minute books of the Corporation and is in full force and effect.
DATED ~ 'fC ,2016.
(CORPORATE SEAL) ~~~ Bonnie J. Kudro , Asst. Secretary
Item #13 January 24, 2017 Page 17 of 35
EXHBIT A
Potable Water, Recycled Water and Sewer Master Plan Updates Scope of Work
November 18 2016
EXHIBIT "A"
SCOPE OF WORK
PROJECT DESCRIPTION
The Carlsbad Municipal Water District (CMWD/District)/City completed its last Water, Recycled
Water and Sewer Master Plan Updates in 2012, based on 2010 data, and is proceeding with
updating all three Master Plans.
The consultant shall work closely with City staff to develop a meaningful capacity assessment
and system evaluation. Existing and pending regulations that could impact the three systems
shall be discussed in the Master Plan Updates. The consultant shall obtain existing archived
reports, GIS maps, the General Plan Update, topographic maps, drawings of major facilities,
condition assessment records, flow data and other records and data in order to become familiar
with the District's systems. The master plan efforts shall utilize existing and planned City of
Carlsbad land use data and existing geographic information system (GIS) information. Data
from the Master Plan Updates shall be presented in a format that's easily incorporated in the
City's GIS system.
Potable Water:
The potable water service area of CMWD, a subsidiary district of the City of Carlsbad, covers
approximately 85 percent of the City of Carlsbad and includes an area of about 32 square miles.
The existing potable water distribution system consists of 474 miles of pipeline and 17 major
pressure zones that are supplied by gravity from over 50 major pressure regulating stations.
CMWD operates and maintains one active and four standby pump stations within the
distribution system that are used for emergency purposes only. The total operations storage for
CMWD is 245.5 MG, which includes the 195 MG Maerkle Dam Reservoir and ten storage tanks.
Water service to the southeast corner of the City is provided by the Olivenhain Municipal Water
District (OMWD). The Vallecitos Water District (VWD) provides service to the Meadowlark area
along the eastern City limit.
Potable water is imported from the San Diego County Water Authority (SDCWA) to CMWD.
There are four SDCWA treated water turnouts. SDCWA Connections No. 1 and No. 2 are direct
connections to the SDCWA Second Aqueduct. Connection No. 1 supplies water to CMWD,
while Connection No. 2 supplies water to VWD and OMWD in addition to CMWD. Water supply
to CMWD from Connection No. 2 is delivered through a VWD transmission main. Connections
No.3 and No.4 are on the Tri-Agency Pipeline (TAP), which is also supplied from the SDCWA
Second Aqueduct. The TAP also serves the City of Oceanside and the Vista Irrigation District
(VI D).
The updated Water Master Plan shall review and update the land use and potable water
projections utilized in the 2012 Water Master Plan. It shall analyze the performance of the
District's existing water distribution system based on those projections and make
recommendations for system improvements, redundancy and reliability, address system
deficiencies and accommodate the projected population growth within the District. Water quality
in the distribution system, regulatory policies, build out of the ultimate system, maintenance
requirements and costs, system expansion/replacement funding needs and the O&M staffing
needs also need to be addressed.
1
Item #13 January 24, 2017 Page 18 of 35
Potable Water, Recycled Water and Sewer Master Plan Updates Scope of Work
November 18 2016
Recycled Water:
The District currently supplies recycled water to local irrigation customers. Recycled water was
originally purchased from the Vallecitos Water District, who owns and operates the Meadowlark
Water Reclamation Facility located in Carlsbad and from the Gafner Wastewater Facility, owned
and operated by the Leucadia Wastewater District. In 2002, as part of the Phase II Recycled
Water Program, the District constructed a 4 MGD water reclamation facility (Carlsbad Water
Recycling Facility; CWRF) adjacent to the Encina Water Pollution Control Facility, that also
supplies recycled water to District customers. Currently, CWRF is under construction and is
being expanded to 7 MGD. Project stakeholders to be considered in the analysis include the
District, City of Vista, City of Oceanside, Encina Wastewater Authority, Olivenhain Municipal
Water District, the San Diego County Water Authority and Metropolitan Water District of
Southern California. The existing recycled water distribution system consists of 85 miles of
pipeline, five pressure zones, three storage tanks, three booster pumping stations, two supply
sources with pump stations and three pressure regulating stations. CMWD also supplies
recycled water to the south course of the La Costa Resort and Spa from the Gafner Water
Reclamation Plant through a separate distribution system with dedicated service to the south
golf course of the resort.
The purpose of the Recycled Water Master Plan Update is to provide the District with a blueprint
for future expansions and improvements of the recycled water system. The District's Recycled
Water Master Plan that was completed in 1990 detailed five phases of development culminating
in total deliveries of 11 ,480 acre-feet per year. The District has aggressively followed this plan
and has completed construction of Phases I and II and part of Phase Ill. The District updated its
Recycled Water Master Plan and developed a Phase Ill Feasibility Study in 2012, based on
2010 data. The 2012 Recycled Water Master Plan also developed a system build-out. The 2016
Recycled Water Master Plan Update shall refine the system build-out and identify a Phase IV
program. New opportunities need to be addressed in this Master Plan Update including new
markets, expansion of the Carlsbad Water Recycling Facility (CWRF), water quality in the
distribution system, improved operations (such as increasing pumping efficiencies and system
reliability and robustness), renewal of supply agreements, regulatory policies, build out of the
ultimate system, maintenance requirements and costs, system expansion/replacement funding
needs, and the O&M staffing needs for the expansion of the recycled water system.
Implementation of new phases recommended by the Master Plan Update may require extension
of transmission, pumping and storage facilities and expansion(s) to existing treatment facilities.
By maximizing the recycled water system, the District can effectively reduce the use of potable
water and its demand on the regional imported water system by providing additional recycled
water for irrigation and other appropriate uses.
Sewer:
The City of Carlsbad provides wastewater collection service to approximately 78 percent of the
City limit, a 31 square miles area. The existing system consists of six interceptor pipelines,
approximately 270 miles of collection and conveyance pipelines and 16 lift stations. Wastewater
flows are conveyed at the Encina Water Pollution Control Facility for treatment and disposal
through the ocean outfall or delivery to the adjacent CWRF for reuse. Several interceptors are
jointly owned with Carlsbad and convey outside agency flows to Encina Water Pollution Control
Facility in addition to the flows generated within the Carlsbad service area.
2
Item #13 January 24, 2017 Page 19 of 35
Potable Water, Recycled Water and Sewer Master Plan Updates Scope of Work
November 18 2016
The Sewer Master Plan Update shall include a system evaluation and capacity assessment. A
25 year prioritized capital improvement program shall be developed based on hydraulic
deficiencies and serviceability conditions of the system. The master plan efforts shall utilize
existing and planned City efforts, existing sewer video inspections, sewer flow monitoring,
geographic information system (GIS), and the Sewer System Management Plan (SSMP). The
selected consultant will work closely with City staff to develop a meaningful capacity
assessment and system evaluation.
The Master Plan Updates shall also include a phased and prioritized capital improvement
program (CIP) to ensure adequate and reliable potable and recycled water distribution and
sewer collection through 2040. They shall include background information, study area, land
uses based on the City's General Plan Update, current demands and demand projections. They
shall also summarize condition assessment of existing pipelines, pressure regulating stations,
reservoirs and other infrastructure. Based on the condition assessment and the results of the
hydraulic modeling and analysis, a prioritized system improvement and CIP program shall be
recommended in the Master Plans. Model development, calibration efforts and results shall be
described. Results of the hydraulic analysis, existing and recommended CIP projects, including
background and cost estimates shall be described and presented in the Master Plans.
An Asset Management Plan shall be developed in parallel with the Master Plans. The City
currently owns and manages over $1 billion worth of infrastructure. This infrastructure has a
finite life. As it ages, infrastructure deteriorates and fails more often resulting in customer
outages, reduced service levels, regulatory non compliance and increased costs. As the focus
of the City's capital investments shift from growth towards managing aging infrastructure, the
interrelationship of Master Planning and Asset Management will continue to grow. Tasks to be
accomplished in parallel with the Master Plans include prioritization of asset classes by risk and
developing a rehabilitation and repair plan to integrate into the Capital Improvement Program.
SCOPE OF SERVICES:
The following scope of work is proposed for the Master Plan Updates.
Task 1 -Project Management and Meetings
The consultant shall provide one single Project Manager for all three master plans, who shall
serve as the primary point of contact. All meetings shall be in person, unless otherwise noted.
1.1 Kick-Off Meeting -The consultant shall conduct a kick-off meeting with City staff. Prepare
and submit meeting agenda and meeting notes.
1.2 Coordination Meetings-The consultant shall conduct up to five (5) meetings with other
City departments (e.g. GIS, Planning, O&M, Fire) and potential outside stakeholders such
as Encina Wastewater Authority (EWA), the City of Vista, Leucadia Wastewater District,
Vista Irrigation District and Vallecitos Water District. Prepare and submit meeting agendas
and meeting notes.
1.3 Monthly Status Meetings-The consultant shall attend up to 15 monthly status meetings or
conference calls to summarize project status, share information, and gain concurrence on
key project issues. Prepare and submit meeting agendas and meeting notes.
1.4 Prepare a Project Management Plan and Schedule at the onset of the project. Throughout
the project, provide general project management functions, prepare and maintain a project
schedule and monitor budgets. Provide a summary of work performed with each invoice.
Submit monthly schedule updates with each status meeting.
3
Item #13 January 24, 2017 Page 20 of 35
Potable Water, Recycled Water and Sewer Master Plan Updates Scope of Work
November 18 2016
Task 1 Deliverables:
Data Request Tracking Log
Project Management Plan and Schedule
Meeting Agendas and Minutes
Monthly Project Status Reports and Invoices
Task 2-Data Collection and Document Review
2.1 Prepare and maintain a data request tracking log and provide common access among all
team members. Obtain and review all available and pertinent information, reports, data, and
mapping relevant to the Master Plan Updates including, but not limited to the following:
• The 2003 and 2012 Water Master Plans.
• The 2003 and 2012 Sewer Master Plans.
• The 2000 and 2012 Reclaimed Water Distribution Master Plans.
• The 2012 Phase Ill Recycled Water Project Feasibility Study.
• Existing hydraulic models, with current GIS and SCADA data.
• Water, Recycled Water and Sewer Billing Records for past 10 years, in digital format.
• The 2010 and 2015 Urban Water Management Plans.
• General Plan Updates and land use data in GIS format.
• CWRF Report of Waste Discharge, Title 22 Report and pending update.
• ADS Sewer Flow Monitoring Data /Inflow and Infiltration Analysis
• Interagency recycled water agreements with Vallecitos Water District, Leucadia
Wastewater District and Encina Wastewater Authority, and all other recent three-party
Memorandum of Understandings ..
• Vallecitos Water District's Meadowlark Water Reclamation Facility's production and
water quality data as it relates to CMWD.
• Uniform Contract with the SDCWA for purchase of desalinated water.
• Relevant planning and engineering reports and documents, operational data, geographic
information data, engineering standards, regulatory standards and policies, jurisdictional
land use documents, proposed developments, City's General Plan Update document,
population projections, existing hydraulic model, Supervisory Control and Data
Acquisition (SCADA) settings and controls, meter records, pipe condition assessment
reports, corrosion reports, sewer flow data from the existing meters used by EWA and all
other data pertinent to the project.
• The City of Carlsbad's Asset Register data. The Asset Register includes the asset
conditions and remaining useful life of existing assets that need be considered in the
preparation of all three master plan updates and developing priorities for proposed CIP
Projects.
• The 2015 Asset Management Plan; which was developed based on 2013 data.
• CCTV Data for Sewer System, with corresponding GIS Facility ID and scoring
information.
• Utility Maintenance Logs and Historic Break Data.
2.2 Prepare for and conduct Basis of Planning Workshop. Conduct a 4 hour workshop with City
staff to present key issues and prioritized goals for the Master Plan update. The Workshop
will cover the following topics:
• Project Goals and Objectives
• Demand Forecasting Tools and Approach
4
Item #13 January 24, 2017 Page 21 of 35
Potable Water, Recycled Water and Sewer Master Plan Updates Scope of Work
November 18 2016
• Water Supply Parameters and Level of Service Goals
• Identification of Known System Deficiencies
• Hydraulic Modeling Approach/Design and Planning Criteria
• Regulatory Issues of Concern
• Interagency Coordination Opportunities and Constraints
• Asset Management Integration in Master Plan Approach
2.2.1 Prepare Technical Memorandum (TM) No. 1, Basis of Planning.
Key Assumptions
It is assumed that Carlsbad's GIS data accurately represents each of the utility systems'
configurations and the database of attributes is current. Any edits to the GIS database needed
to complete the master plans or asset management plans will be made by City staff.
Task 2 Deliverables:
Data Request Tracking Log and updates
Basis of Planning Meeting Agenda/Minutes
TM No. 1 Basis of Planning
Task 3 -Demand Analysis
Task 3A-Demand Analysis (POTABLE WATER)
The District maintains a detailed billing database of its water meter demands. The water meters
are read on a monthly cycle. This data will be used as the basis for existing system demand
analysis, via development of an excel-based water demand forecast tool. In addition, the District
maintains daily water purchases that can be used for additional analysis.
The City has detailed land use data available that shall be used for future demand evaluation in
conjunction with the demand forecast tool. As part of demand analysis, the consultant shall
perform these minimum tasks:
3A.1 Identify the top 20 to 25 critical system users for further location identification by District
staff. The purpose of this review is to consider how the consumption patterns of these large
users may change over time.
3A.2 Evaluate annual, seasonal, and diurnal variability in demand and update peaking factors
from the 2012 Water Master Plan to be used for hydraulic modeling and future planning.
3A.3 Evaluate the geographic distribution of demand on a zone by zone basis, based on
assignment of water meters to nodes in the hydraulic model.
3A.4 Summarize statistical demand information such as minimum day, maximum day,
unaccounted for water and total annual demand for historical water uses, using the excel based
demand forecast tool.
3A.5 Review and confirm that unit demands listed in District's standards for development
purposes are appropriate, and adjust, if needed, based on the demand analysis.
5
Item #13 January 24, 2017 Page 22 of 35
Potable Water, Recycled Water and Sewer Master Plan Updates Scope of Work
November 18 2016
3A.6 Confirm an approach for buildout demand determination. The base assumption is that the
demand forecast will be based on SANDAG Series 13 Growth Forecast data to be provided by
SANDAG at a pressure zone level of spatial resolution, and adjusted for the modest land use
changes implemented by the City's recent General Plan update. Provide a brief technical
memorandum (TM) for District consideration. Provide demands for baseline existing conditions
(assumed to be 2015), 2025 and 2040.
Task 38-Demand Analysis (RECYCLED WATER)
38.1 Summarize existing recycled water demands, including the 2012 Phase Ill program, based
on the City's updated existing system hydraulic model and billing data. Summarize annual
average, maximum month demands, maximum day demands, peak hour and peaking factors,
as well as seasonal and diurnal patterns. Review and update peaking factors from 2012
Recycled Water Master Plan to existing master planning estimates and industry standards.
38.2 For customers within the existing service area, refine list of potential recycled water
customers identified in previous master plan and identify additional potential recycled water
customers by using the excel-based forecast tool analysis of historical billing records, updated
general plan land use, any new specific plans, the City's database of potential users, the 2012
Recycled Water Master Plan and other related information. Emphasis will be placed on
customer's uses that are identified as agriculture, irrigation, commercial, or industrial.
Identify potable water customers immediately adjacent to the District's service area boundary
that can be served with recycled water. Refine the list of these customers identified in the
previous master plans and other studies. The areas outside the service area would be those
that do not have access to recycled water and are logical and cost effective extensions of the
District's system. Any facilities identified for implementation outside the District's service area
boundary may impact other agencies, such as VID, OMWD, San Elijo JPA, City of Oceanside,
and/or VWD, and will therefore require their cooperation, concurrence and ultimately an
execution or update of an operational agreement between the two agencies. The consultant
shall identify those needs but preparation of the agreements is not part of this scope.
38.3 Quantify potential recycled water demands by updating the table of the most viable reuse
customers and their demands, including demand patterns. Compare against industry standards
for unit demands. Review with District staff the 20 to 25 largest users to identify potential
candidates.
38.4 Update existing map to indicate the location of potential users and visually indicate the
potential recycled water use. Review "abandoned assets" to see if they are viable for
incorporation into the recycled water system.
38.5 Based on the demand analysis results, estimate future recycled water demands. The
demands will be estimated from baseline existing conditions (assumed to be 2015), to 2025 and
2040.
Key Assumptions
It is assumed that Carlsbad's utility billing data has been geocoded to current parcel data to
facilitate the spatial correlation of billing and parcel specific usage.
6
Item #13 January 24, 2017 Page 23 of 35
Task 3 Deliverables
Potable Water, Recycled Water and Sewer Master Plan Updates Scope of Work
November 18 2016
Excel Based Demand Forecast Tool
Potable and Recycled Water Demand Forecast evaluations and graphics (to be incorporated in
Technical Memorandums in Task 4)
Task 4-Supply Analysis:
Task 4A-Water Supply (POTABLE WATER)
4A.1 Update and summarize existing water supply sources, capacities, and potential issues that
could affect water delivery to the District.
4A.2 Review and confirm future supply sources needed to meet demands developed in Task 3.
Seawater desalination should be given special consideration, based on the terms of new Water
Purchase Agreement for direct supply, as well as recycled water. Water supplies shall be
provided for 2015, 2025 and 2040.
4A.3 Discuss supply reliability and opportunities to improve potable supply reliability and
redundancy. Up to four different failure scenarios will be developed with input from City staff and
evaluated.
4A.4 Provide a planning level order of magnitude and range of costs for various supply options
on total and per acre-foot basis.
4A.5 Coordinate water supply with the Recycled Water Master Plan to incorporate the probable
amount of potable water demand that can be converted to recycled water.
4A.6 Analyze the desalinated water available from the SDCWA connections as well as the new
proposed Carlsbad 5 Flow Control Facility and include this additional supply source in the
modeling and hydraulic analysis.
4A.7 Prepare a TM No.2 summarizing the findings of Tasks 3A and 4A.
Task 48-Water Supply (RECYCLED WATER)
48.1 Evaluate the capacity of the District's existing and potential recycled water supply sources
through 2040 and buildout, which include the Carlsbad Water Recycling Facility, Meadowlark
Reclamation Facility, and Gafner Water Reclamation Plant. The supply evaluation will also
consider seasonal and supply fluctuations and operational variability. The supplies will be
compared with the projected demands to estimate the recycled water supply balance through
Phase IV. Should the City have a surplus balance in recycled water, options will be discussed to
minimize the surplus, including additional out of service recycled water supplies, indirect potable
reuse, and others.
48.2 Develop supply balance for up to four scenarios with input from City staff. Prioritize the
supply options. Review the options with City staff and make adjustments.
4.8.3 Provide a planning level order of magnitude and range of cost per acre foot for each of the
supply options. The intent of the scenarios will be to determine whether source(s) should be
expanded or abandoned and to help identify operational limitations on the supply side.
7
Item #13 January 24, 2017 Page 24 of 35
Potable Water, Recycled Water and Sewer Master Plan Updates Scope of Work
November 18 2016
48.4 Prepare TM No. 3, summarizing the findings of Tasks 38 and 48.
Key Assumptions
City or Water Authority staff will provide planning criteria for Carlsbad 5 Flow Control Facility
connection. For this task, no hydraulic modeling is associated with evaluating water supply
reliability or redundancy evaluations.
Task 4 Deliverables
TM No. 2 Potable Water Supply and Demands
TM No. 3 Recycled Water Supply and Demands
Task 5-Regulatory Analysis:
Task SA-Regulatory Analysis (Potable Water)
5A.1 Review State and federal Standards, Ordinances, and Regulations as they pertain to
potable water. Identify upcoming regulatory issues that could impact potable water distribution.
Identify current and future potable water system monitoring and reporting requirements. Prepare
a table listing monitoring type, frequency, reporting agency, and test methodology ..
5A.2 Review the District's planning and design standards and water quality management
practices. Review other agency level of service standards and compare to District standards.
Suggest modifications for City review. Key criteria include unit demands, pressure and flow
requirements, storage, fire flow, and facility redundancy.
5A.3 Summarize deficiencies and provide recommendations in TM No. 4.
Task 58 -Regulatory Analysis (Recycled Water)
58.1 Review current State and federal Standards, Ordinances, and Regulations for non potable
recycled water. Review the District's recycled water ordinances and make recommendations for
changes, if necessary.
58.2 Review the District's recycled water planning and design standards and water quality
management practices, including the District's Best Management Practices for recycled water
use.
58.3 Provide a summary of upcoming regulatory issues that could impact recycled water
implementation. Evaluate the feasibility of potable reuse, direct and indirect, and identify the
next steps for implementation. The District is interested in continuing to pursue its recycled
water program and maximizing production. However, during low recycled water demands, the
District would like to analyze the feasibility of DPR of the treated excess recycled water
produced.
58.4 Summarize deficiencies and provide recommendations in TM No. 4.
Task SC -Regulatory Analysis (Sewer)
5C.1 Review and summarize existing and pending State and federal sanitary sewer regulations
and ordinances. Review all chapters of the Carlsbad Municipal Code, Title 13, Sewers and
compare to planning level flow generation factors. Determine whether Title 13 and planning
8
Item #13 January 24, 2017 Page 25 of 35
Potable Water, Recycled Water and Sewer Master Plan Updates Scope of Work
November 18 2016
level flow generation factors used in the City of Carlsbad's Engineering Standards are
consistent with one another and also consistent with the recommendations of the master plan.
Review the latest State of California Waste Discharge Requirements and others that may be
applicable. In particular, review the Grease Ordinance in detail and make recommendations for
revisions.
5C.2 Review the City's Sewer System Management Plan (SSMP). Evaluate compliance with the
requirements of the SSMP, particularly the System Evaluation and Capacity Assurance Plan. In
coordination with Task 11, assess O&M staffing level commitment required to comply with
SSMP.
5C.3 In TM No. 4, briefly describe the latest regulations and requirements and how they will
affect the City's current regulations and procedures. Summarize SSMP deficiencies and provide
recommendations.
Task 5 Deliverables
TM No. 4, Regulatory Analysis for Potable Water, Recycled Water and Sewer Systems
Task 6-Potable Water Analysis
Task SA-Potable Water Model
The District currently uses the potable water model H20MAP, based on system data as of
2010. The model and modeling platform will be used as the basis for hydraulic model
development and system analysis for this project.
The District desires to update and recalibrate, as necessary, the existing hydraulic model to fully
represent the District's existing potable water distribution system. A static and extended period
calibration should be performed. Once the existing model has been updated, it should be used
to analyze existing, 2025 and 2040 scenarios and to develop a Capital Improvement Plan for
the District.
6A.1 Use the data collected in Tasks 1 and 2 to complete the facilities of the existing potable
model. The model shall include necessary potable water infrastructure in the District's water
system. Provide large plots of the model shapefiles with pressure zone and pipe diameter labels
for District review. Incorporate District comments into model.
6A.2 Based on the characteristics of the existing model, develop calibration procedures for
Extended Period Simulations (EPS). District staff will collect the necessary data, which includes
as a minimum SDCWA supply data and SCADA information on tank levels and pump data.
6A.3 Review and update hydraulic friction factors to be used for the model.
6A.4 Calibrate the existing model for hydraulic conditions under EPS based on the data
collected in Task 6A.2. The 2012 Water Master Plan included an extensive hydrant flow testing
program and a successful steady state model calibration and therefore no additional flows test
will be required.
6A.5 Based on data developed in other tasks construct a model of the 2040 system.
9
Item #13 January 24, 2017 Page 26 of 35
Potable Water, Recycled Water and Sewer Master Plan Updates Scope of Work
November 18 2016
6A6 Develop implementation scenarios in the model for the various stages of the Capital
Improvement Program. The ClP should start in 2015 and provide for improvements at 2025 and
2040.
Task 68-Existing System Analysis (POTABLE WATER)
68.1 Prepare a draft evaluation criteria based on previous studies and typical criteria used in the
industry. These draft criteria will be discussed with City staff at one of the progress meetings
and finalized prior to the system evaluations.
68.2 The calibrated model will be used to analyze the existing potable water system with 2015
baseline demands under the following demand conditions:
• Minimum Day Demands
Average Day Demands
Maximum Day Demand
Peak Hour Demands
Fire flow
68.3 The hydraulic model will be used to size the required infrastructure to improve the existing
system for hydraulic performance and reliability. The improvements shall include physical
system improvements such as pipelines, water transfer stations, and reservoir storage and
operational improvements, such as off-peak pumping and SCADA improvements, to minimize
operational costs.
68.4. Summarize HDR Cathodic Protection Report findings.
68.5 Perform an operational review of the water system and identify possible operational
improvements for winter and summer times. Provide recommendations to achieve optimum
distribution system operation.
68.6 Review the existing pressure zone boundaries and any changes since the 2012 Water
Master Plan. Provide recommendations to improve service.
68.7 Utilize the model to conduct up to 2 outage scenarios to assist with supply reliability
evaluations in Task 4.3.
68.8 Verify that the distribution system can meet minimum pressure requirements in
accordance with California regulations and the established design criteria.
68.9 The District mostly operates emergency pump stations. Review annual energy costs for
water system operations and summarize any potential savings in energy costs.
68 10 Perform updates to the fire flow deficiency analysis conducted in the 2012 WMP and
prepare a map showing areas that currently are deficient.
68.11 Evaluate hydraulic impacts on the existing system from introduction of desalinated
seawater as a potable water source. Review the operational function of the District's 195 million
gallon reservoir with two separate supply source of desalinated sea water and imported water
from SDCWA and summarize recent studies conducted at the Maerkle site to enhance service.
10
Item #13 January 24, 2017 Page 27 of 35
Potable Water, Recycled Water and Sewer Master Plan Updates Scope of Work
November 18 2016
68.12 Summarize the District's chlorination systems in the water system.
Task SC-Future System Analysis (POTABLE WATER)
6C.1 Analyze the future system supply including desalinated seawater supply. Prepare updated
storage and pumping tables under the 2040 scenario for the water system.
6C.2 Develop modeling scenarios to provide the District with facility needs to meet projected
demands for 2025 and 2040.
6C.3 Develop a phasing plan for the identified facilities for 2025 and 2040.
6C.4 Prepare TM No. 5 summarizing potable water model development, existing and future
system analysis. One copy of all model data shall be supplied to the City on CD in digital file
format.
Task 6 Deliverables
TM No. 5, Potable Water Analysis
Updated Potable Water Model
Task 7 -Recycled Water Analysis:
Task 7A-Recycled Water Model
The existing recycled water model is in H20Map, based on system data as of 2010. This model
and modeling platform will be used as the hydraulic model for this project.
7 A.1 The City's modeling consultant has updated the recycled water model and validated
existing system operations for use in the existing system analysis. Prior to using the model,
consultant shall meet with City operations staff to review the existing system operations and
understand any areas of concern and confirm modeling scenarios.
7A.2 Review existing water quality data for recycled water system.
Task 78-Existing System Analysis (RECYCLED WATER)
78.1 Prepare draft evaluation criteria based on previous studies and typical criteria used in the
industry. These draft criteria will be discussed with City staff at one of the progress meetings
and finalized prior to the system evaluations.
78.2 The City-provided calibrated model will be used to analyze the existing recycled water
system under the following demand conditions:
• Average Day Demands
• Maximum Day Demand
• Peak Hour Demands
Run the existing system hydraulic model to analyze peak demands, storage, and pumping
capacity and efficiency and determine deficiencies. In particular, review the loss of chlorine
residual when water is conveyed from the Mahr Reservoir and each recycled water supply
facility. Review circulation during winter and low demand months and discuss with operations
11
Item #13 January 24, 2017 Page 28 of 35
Potable Water, Recycled Water and Sewer Master Plan Updates Scope of Work
November 18 2016
potential improvements. Investigate options to eliminate hydropnuematic pumping systems and
optimization of pump operations.
78.3 Summarize the deficiencies and provide recommendations to address existing
deficiencies. The hydraulic model will be used to size the required infrastructure to improve the
existing system, such as pipelines, pumping stations, and reservoir storage, future customers
and developments.
Task 7C-Future System Analysis {RECYCLED WATER)
7C.1 Prepare a summary of most likely users that could be converted to recycled water during
Phase IV. This list should be a subset of the users identified in Task 38, based on the demand
analysis and input from District staff. Recycled water needs of these users should be evaluated
in detail.
7C.2 Identify potential new supplies from Task 48 that could be implemented during Phase IV.
7C.3 Identify distribution facilities needed to implement Phase IV. Perform maximum day model
runs and storage analysis for Phase IV to verify size of facilities.
7C.4 Develop a list of potential Phase IV projects and their capacity.
7C.5 Develop an updated model of the Phase IV system. Refine a supply and distribution
system to connect the users identified in Task 38 and resolve deficiencies identified in previous
tasks.
7C.6 Develop budgetary level cost estimates for recycled water system expansion alternatives.
Estimate the cost per acre foot for each of the potential users or user groups, utilizing the
previous work from the 2012 Recycled Water Master Plan.
7C.7 Evaluate alternatives to prioritize the projects and make recommendations for
implementation. Develop preliminary phasing of recommended projects.
7C.8 Prepare a TM No.6 summarizing recycled water model development, existing and future
system analysis. One copy of all model data shall be supplied to the City on CD in digital file
format.
Task 7 Deliverables
TM No. 6, Recycled Water Analysis
Updated Recycled Water Model
Task 8-Sewer System Analysis:
Task SA-Sewer Model
The City currently uses the lnfoSWMM Sewer Model, based on system data as of 2010.
The model and modeling platform will be used as the basis for sewer model development for
this project.
8A.1 The City desires to complete and validate the existing sewer model to fully represent the
City's existing (2015 baseline) sewer system. To the extent possible, existing sewer flow
monitoring data will be used to validate the dry and wet weather conditions in the model. Review
12
Item #13 January 24, 2017 Page 29 of 35
Potable Water, Recycled Water and Sewer Master Plan Updates Scope of Work
November 18 2016
and update peak wet weather assumptions in existing model based on December 2010 storm
data and corresponding flow monitoring data. Identify areas that have undergone sewer
replacement and incorporate inflow and infiltration (1&1) analysis from the ADS flow reports into
the model. The model shall be used to analyze the capacity of the existing system in its current
condition and with future system improvements under 2025 and 2040 scenarios.
Task 88-Existing System Analysis (SEWER)
8B.1 Review historical and projected sanitary sewer per capita and sanitary sewer factors for
various types of land use. The residential, industrial, and commercial flows may be estimated
using the Carlsbad Engineering Standards for Equivalent Dwelling Units (EDUs). Commercial
operations which may contribute to significantly greater flows such as car washes and laundry
facilities shall be investigated individually by the consultant. Major discharges from commercial
or industrial point sources should be ascertained from available information, including plans of
the existing establishments, industrial and institutional zoning plans and projections of past
records of water and wastewater flow rates.
8B.2 Summarize estimated flow information from adjacent cities and compare those flows with
the City flow measurements.
8B.3 Summarize the 1&1 based on prior analyses, characterize the main source location of 1&1
found in the ADS flow monitoring study and, in coordination with Task 13 CCTV data review,
develop a remediation plan based on those results.
8.B.4 Run the model to represent the following scenarios for the existing system and identify
deficiencies.
Dry weather flows (DWF)
Peak wet weather flows (PWWF)
With capital improvements constructed under PWWF conditions
Task BC-Future System Analysis (SEWER)
8C.1 Develop unit flow coefficients and peaking factors in cooperation with City staff. Identify
general impacts on wastewater volume resulting from potential demographic/land-use
charges/General Plan Update information.
8C.2 Update sanitary sewer flows for the projected 2040 conditions. Run the model to represent
the following scenarios for the 2040 system and identify deficiencies.
• Dry weather flows (DWF)
Peak wet weather flows (PWWF)
With capital improvements constructed under PWWF conditions
8C.3 The Sewer Master Plan Update shall also include an updated sewer benefit area map
corresponding to the City's 25 growth management zones (GMZs). Hard copies of color coded
CIP and sanitary sewer maps (including sewer basis boundaries) shall be included in the report.
Projects required to meet future improvements only shall be identified separately for
construction as growth may warrant. Large-scale capital projects, as well as new private
development projects shall be included.
13
Item #13 January 24, 2017 Page 30 of 35
Potable Water, Recycled Water and Sewer Master Plan Updates Scope of Work
November 18 2016
8C.4 Identify specific projects needed to improve the system capacity to meet 2040 required
levels of service and factors of safety. Where deficiencies exist, the Consultant shall provide
recommendations on alternatives. Existing undersized facilities shall be prioritized for
improvement and clearly identified on a color exhibiUwall map. Projects shall include specific
recommended improvement details (e.g. pipe, size, material, depth, facilities) and estimated
costs.
8C.5 Prepare TM No.7 summarizing sewer model development, existing and future system
analysis. Complete model data inpuUoutput, results, and maps of each of the model runs shall
be included in the report. One copy of all model data shall be supplied to the City on CD in
digital file format.
Key Assumptions:
Wet weather flow monitoring is not part of the scope of this RFP. The City of Carlsbad has an
on-call consultant that performs wet weather flow monitoring and 1&1 analysis. Data and 1&1
analysis from past flow monitoring will be made available to the Consultant.
Deliverables:
TM No. 7 Sewer System Analysis
Updated Sewer Model
Task 9-Capital Improvement Programs:
9.1 Conduct CIP Workshop to review recommended projects for all utilities with City engineering
and O&M staff to discuss validation with field observations, potential for grouping multiple
projects and prioritization of projects. Identify projects that will help reduce GHG emissions.
9.2 Develop unit costs for the various facilities to be implemented.
Task 9A-Capital 1m provement Program (POT ABLE WATER}
9A.1 Developed budgetary level cost estimates for the CIP. Prioritize the projects and make
recommendations for implementation. The plan shall include a table listing of CIP projects
associated with tabulated CIP budget on an annual basis for the initial five-years, from 2015/16
to 2020, at 2025 and at 2040.
9A.2 Prepare TM No.8, summarizing potable water projects for Capital Improvement Program
(CIP).
Task 98-Capital Improvement Program (RECYCLED WATER}
98.1 Develop costs for selected Phase IV projects. Prepare opinions of probable construction
and operation and maintenance costs for the project components using existing information
wherever available.
98.2 Describe the steps needed to move forward with the recommended projects. Prepare an
outline of the steps to implement the projects and prepare an outline schedule.
14
Item #13 January 24, 2017 Page 31 of 35
Potable Water, Recycled Water and Sewer Master Plan Updates Scope of Work
November 18 2016
98.3 Review Property Acquisition and Right of Way Requirements. Review the facilities and
identify property or right of way that will be required for the projects, outside of District holdings
or public right of way. Comment on any difficulties expected in acquisition.
98.4 Prepare TM No. 8, summarizing the Recycled Water CIP program.
Task 9C-Capital Improvement Program (SEWER}
9C.1 A multi-year Capital Improvement Program (CIP) will be developed based on the computer
modeling. Hydraulic capacity and deficiency criteria shall be developed in cooperation with the
City. The Consultant shall develop a comprehensive 25 year CIP outlining the project needs,
budgets, and priorities. The plan shall include a table listing of CIP projects associated with
tabulated CIP budget on an annual basis for the initial five-years, from 2015/16 to 2020, at 2025
and at 2040.
9C.2 Upon completion of the CIP & Capital Replacement Plan (CRP) in Task 13, the consultant
shall prepare an update of the City's sewer connection fees. Sewer connection fees are used to
generate revenue to construct sewer infrastructure needed to support new development. The
fees pay for the planning, design and construction of capacity improvements and/or new
facilities required for the conveyance and treatment of sewage.
9C.3 Prepare TM No. 8, summarizing the Sewer CIP program and updated sewer connection
fees.
Task 9 Deliverables:
TM No. 8, Unit Costs and CIP for Potable Water, Recycled Water and Sewer Programs
Task 10-Program EIR Update
The Master Plans shall include identifying and addressing potential environmental impacts and
preparation of an update to the existing Program EIR (PEIR) which shall include conformance
with new CEQA requirements and new regulations.
10.1 Review Master Plan CIP lists. Evaluate what projects are new and which are similar or
unchanged as a result of the Master Plan updates.
10.2 Prepare Air Quality I GHG Memorandum using the most recent version of the Cal EE Mod
Model or equivalent approach. Analyze impacts of construction and future maintenance
activities. Summarize findings in a brief TM.
10.3 Prepare an updated project screening checklist to improve the utility of the existing
Program EIR for subsequent projects. Checklist will provide a logical and systematic approach
for clearing subsequent future projects following Appendix N of the CEQA guidelines. Integrate
existing mitigation monitoring and reporting program to expedite CEQA review of future projects
and determination of the appropriate project level CEQA documentation.
10.4 Prepare Addendum.to the 2013 PEIR, incorporating the City's prior PEIR analysis by
reference.
Task 10 Deliverables:
GHG Analysis TM
15
Item #13 January 24, 2017 Page 32 of 35
Potable Water, Recycled Water and Sewer Master Plan Updates Scope of Work
November 18 2016
PEIR Checklist
PEIR Addendum
Task 11 -Staffing Analysis
11.1 Analyze current and future staffing needs for Operation and Maintenance (O&M) of Potable
Water, Recycled Water, and Sewer. In general, the approach will be similar to that utilized in the
2012 Water Master Plan; a million gallon per day per full-time equivalent (FTE) approach, and
also an hours-per-facility task approach.
A. Research professional organization benchmarking relative to staffing for water (AWWA
and CA DOW), recycled water, sewer O&M, and asset management.
B. For the recycled water and sewer systems, develop draft O&M tasks, system facilities,
frequency, and staff hours per occurrence similar to Table 7-12 in the 2012 Water
Master Plan. Review draft with City utility managers and operations supervisors and
incorporate their input.
C. Plan interview background and questions and design a data collection form. Prepare a
cover letter for City signature. Interview and survey the City of Carlsbad and at least four
other agencies to collect the following information:
• Number of FTE staff in O&M and their roles including Division, Title, and percent
allocation to water, recycled water, and sewer (see Table 7-10 in the 2012 Water
Master Plan).
• Qualifications and years of experience of staff, professional engineers and support
staff
• Number of water, recycled water, and sewer accounts
• Average annual water, recycled water, and sewer flows
• Percent the service area is built out
• Number of each type of water, recycled water, and sewer facility for use in the hours
per facility approach to estimating O&M staffing
• Reasonableness of the hours per facility and O&M staff ability to meet the time
requirements
• O&M work order history, deferred maintenance, overall system condition
D. Review, organize, and analyze the information collected. Contact agencies with follow-
up questions.
E. Collect and review the City of Carlsbad analysis of hours per facility for recycled water.
F. Collect and review the City of Carlsbad Sewer System Management Plan Audit.
G. Coordinate with asset management analysis and incorporate results.
11.2 Analyze Current and Future Staffing for Capital Improvement Program (CIP) Staffing, for
Planning, Design, and Construction Project Management and Asset Management (AM) for
16
Item #13 January 24, 2017 Page 33 of 35
Potable Water, Recycled Water and Sewer Master Plan Updates Scope of Work
November 18 2016
Water, Recycled Water, and Sewer. In general, the approach will be to interview the City of
Carlsbad and other agencies, collect data relative to the CIP, and review several metrics for
staffing trends.
Plan interview background and questions and design a data collection form. Interview and
survey the City of Carlsbad and at least four other agencies to collect the following information:
• Number of FTE staff in CIP and AM and their roles
• Qualifications and years of experience of staff, professional engineers and support
staff
• Level of involvement with consultants in projects; brief review, detailed review, active
participation
• Number of CIP projects and dollar value, current and future years
• Number of water, recycled water, and sewer assets and dollar value
• Amount of in-house design
• Use of consultants for staff augmentation, planning, design, construction
management
• History of completing annual CIP
Review, organize, and analyze the information collected. Contact agencies with follow-up
questions. Coordinate with asset management analysis and incorporate results.
11.3 Prepare TM No. 9, Staffing Analysis. Prepare a draft of TM No. 9 that summarizes Task 9.
To preserve confidentiality, results will be described in terms of agency 1, agency 2, etc. Meet
with City staff to present and review the TM. Incorporate City staff comments and prepare the
final TM.
Task 11 Deliverables:
TM No.9, Staffing Analysis
Task 12-Prepare Draft and Final Reports
Results of the study findings, analyses, discussions, and recommendations shall be
summarized into three clear and well-documented reports (one for the Potable Water Master
Plan Update, one for the Recycled Water Master Plan Update and one for the Sewer Master
Plan Update).
The reports shall be bound in three-ring binders and include appropriate supporting
documentation. Compiled electronic files with bookmarks indexed to the table of contents shall
also be provided. The reports should generally provide the same content as provided in the
current Master Plans, which are located on the City's website.
For each of the three reports:
12.1 Prepare a report outline at the start of the project that outlines the proposed report
organization. The report outline should at minimum include the items listed in the project outline
developed by the District/City. This draft report outline will be discussed at the kick-off meeting
and finalized early in the project to meet the District/City's expectations for the final deliverables.
17
Item #13 January 24, 2017 Page 34 of 35
Potable Water, Recycled Water and Sewer Master Plan Updates Scope of Work
November 18 2016
12.2 Prepare Draft Report incorporating the District/City's comments on Technical
Memorandums that are submitted throughout the project. Five (5) copies of the bound draft
reports shall be submitted for the District/City's review. Draft reports shall include all figures,
tables, system maps, computer analysis, and text. The text will include recommendations for
implementation, cost estimating, and a priority schedule of construction presented in both color-
coded map and table format.
12.3 Prepare Final Reports. Incorporate the District/City's comments on the Draft Report.
Upon incorporation of the District/City's comments, ten ( 1 0) paper copies of the final report shall
be delivered to the District/City and an electronic copy of the final report shall be submitted on
CD in PDF format. Additionally, all electronic files (spreadsheets, reports, TMs, figures, maps,
and CAD drawings) shall be delivered to the District/City on a CD in the native format of the file
type.
Task 13-Asset Management Plan
13.1 Identify the definition study area for each utility (potable water, recycled water and sewer).
13.2 Identify a list of applicable regulations as they relate to asset management.
13.3 Prepare a written Asset Management Plan for water, wastewater and recycled water.
Provide GIS layers that include the following data fields based on the analysis of City assets:
• Likelihood of Failure score (Probability of Failure (PoF))
• Consequence of Failure score (CoF)
• Total Business Risk Score (BRE)
• CIP Projects for water, recycled water and sewer for five years beginning in 2017/18
• Expected R&R value (year over year for those five years
• Any additional attributes used to calculate BRE risk scores
13.4 Identify planning and evaluation criteria for asset management.
13.5 Evaluate existing systems, soil typ~s and utility asset data. Develop a Statistical Failure
Forecasting Model for water assets. Develop a model, by pipe type, to more accurately estimate
the estimated useful life (EUL) of water and recycled water assets. Validate the model and
calibrate as needed via a reasonable validation period. Utilize failure modes and affects analysis
(FMEA) to identify most probable failure modes throughout the City's Utilities systems and
networks. Following the development of a SFFM, update the existing asset register or GIS
database with EUL values for water and recycled assets. Prepare a GIS map of high risk of
failure sewer, water and recycled water assets.
13.6 Update, analyze existing systems and prior Master Plan documents among other
documents and field conditions and prepare a prioritized list of capacity enhancing projects, as
needed for water, wastewater, and recycled water. Provide planning level cost estimates
including all design, environmental, right-of-way, construction, legal, and construction
management costs. Participate in CIP workshop, defined in Task 9.
13.7 Prepare prioritized Capital Replacement Plan (CRP}, identifying repair and rehabilitation
projects for five fiscal years starting with FY 2018/19 for water, wastewater and recycled water.
18
Item #13 January 24, 2017 Page 35 of 35
Potable Water, Recycled Water and Sewer Master Plan Updates Scope of Work
November 18 2016
13.8 Develop and draft a systematic process methodology for prioritizing repair and
rehabilitation capacity and condition upgrade projects for water, sewer and wastewater assets,
(and appurtenances) based upon risk, health and safety, and other similar factors standard in
the industry. Utilize MS Visio or similar tool, in addition to MS Excel, to communicate the
prioritization process methodology to staff.
Key Assumptions:
Pipeline break data is available and tied to individual pipes
Consolidated CCTV database for sewer is associated with videos tied to asset IDs.
Task 13 Deliverables:
Asset Management Plan GIS updates
Prioritization of asset classes by risk and anticipated impacts on the CIP
Near term Rehabilitation and Repair Plan for water, recycled water and sewer facilities
19