HomeMy WebLinkAbout2018-09-25; Municipal Water District; ; Amendment No. 1 to the Professional Services Agreement with HDR, Inc. for the Potable Water, Recycled Water, and Sewer Master Plan Updates and the Asset Management Master Plan@ MUNICIPAL WATER DISTRICT
Staff Report .
Meeting Date:
To:
From:
Staff Contact:
Sept. 25, 2018
President and Board Members
Scott Chadwick, Executive Manager
Lindsay Leahy, Senior Engineer
Lindsay.Leahy@carlsbadca .gov or 760-603-7325
CA Review Ifs
Subject Amendment No. 1 to the Professional Services Agreement with HDR, Inc.
for the Potable Water, Recycled Water, and Sewer Master Plan Updates
and the Asset Management Master Plan.
Recommended Action
Adopt Resolutions authorizing execution of Amendment No. 1 to the Professional Services
Agreement with HOR, Inc. for the Potable Water, Recycled Water, and Sewer Master Plan
Updates and the Asset Management Master Plan, Project No. 5543 and appropriate an
additional $200,000 in funding into the Water, Recycled Water, and Sewer Master Planning
Program, CIP No. 5543.
Executive Summary
The Carlsbad Municipal Water District (CMWD) and the City of Carlsbad (city) are currently
working on the Potable Water, Recycled Water, and Sewer Master Plan Updates and the Asset
Management Master Plan, Project No. 5543 (Project). The Utilities Division recommends
amending the Professional Services Agreement with HOR, Inc. (Agreement) to:
1) Refine the scope for the water, recycled water, and sewer efforts;
2) Expand the scope of regulatory reviews;
3) Use updated hydraulic models to review upcoming development projects; and
4) Refine the asset management scope.
The Agreement did not delegate authority to execute amendments, therefore City Council and
CMWD Board authorization is required. Amendment No. 1 is for $342,925, and an additional
appropriation of $200,000 is being requested.
Discussion
Staff is currently working on the Project as part of the Utilities Division's continuous efforts to
provide high quality service to the community through proper planning of infrastructure
replacement and rehabilitation. The previous Potable Water, Recycled Water, and Sewer
Master Plan updates were last updated in 2012, based on 2010 data. The current Master Plan
updates will conduct capacity assessments and system evaluations on all three systems to have
reliable and accurate planning documents to guide decisions on infrastructure projects and
support service l_evels. Amendment No. 1 will:
September 25, 2018 Item #9 Page 1 of 20
1) Refine the scope for the water, recycled water, and sewer efforts to support a schedule
extension, enhance data analyses for water demand forecasting, reconcile existing
capital improvement program (CIP) budgets with updated budgets, and present the
findings to the City Council and CMWD Board.
2) Expand the scope of regulatory reviews to update the Sanitary Sewer Management Plan
and prepare for the upcoming Carlsbad Municipal Code changes to Title 13; and
3) Use the updated hydraulic models to review upcoming development projects to assess
the impact on the water and sewer systems.
The Agreement also included development of an Asset Management Master Plan in parallel
with the other Master Plan updates to guide the Asset Management Program and identify
priorities, schedules and budgets for the rehabilitation and replacement of existing water,
sewer and recycled water infrastructure. Since the Agreement was executed, the Asset
Management Program has evolved as progress has been made in other efforts. Amendment
No. 1 covers refinements to that existing scope to:
4) Refine the Asset Management Master Plan scope to leverage progress made recently
through other Asset Management Program efforts and prepare for the upcoming Cost of
Service Studies.
Fiscal Analysis
The maximum compensation under the Agreement for the Project is $868,000. Amendment
No. 1 for $342,925 increases the maximum compensation amount to $1,210,925. A summary of
current and projected Project costs is shown in the table below:
WATER, RECYCLED WATER, AND SEWER MASTER PLANNING PROGRAM, CIP NO. 5543
Current Appropriation -Water, Recycled Water, and Sewer Master Planning Program, $1,078,000 CIP No. 5543
' Current Expenditures/Encumbrances -Water, Recycled Water, and Sewer Master $895,546 Planning Program, CIP No. 5543
TOTAL AVAILABLE WATER, RECYCLED WATER, AND SEWER MASTER PLANNING $182,454 PROGRAM, CIP NO. 5543
POTABLE WATER, RECYCLED WATER, AND SEWER MASTER PLAN UPDATES AND THE ASSET
MANAGEMENT MASTER PLAN, PROJECT NO. 5543
HDR, Inc. Amendment No. 1 $342,925
Administrative Project Costs (estimated} $30,000
TOTAL ESTIMATED REMAINING PROJECT COSTS $372,925
REMAINING BALANCE AFTER PROJECT NO. 5543 ($190,471)
ADDITIONAL APPROPRIATION NEEDED $200,000
An additional appropriation of $200,000 is being requested from the Water, Recycled Water,
and Sewer Replacement Funds in the following amounts: $80,000, $60,000, and $60,000,
respectively. Sufficient funds are available for this request.
September 25, 2018 Item #9 Page 2 of 20
Next Steps
Staff anticipates presenting the Project to the City Council and CMWD Board in Spring 2019,
including more detail on the Asset Management Master Plan.
Environmental Evaluation (CEQA)
The recommended action to approve an amendment to the Agreement does not constitute a
"project" within the meaning of California Environmental Quality Act (CEQA), pursuant to Public
Resources Code Section 21065, 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.
On Nov. 13, 2012, the City Council adopted Resolution No. 2012-245 certifying a Program
Environmental Impact Report {EIR 12-01, SCH No. 2012021006, on file in the Planning Division)
for the City of Carlsbad Sewer Master Plan Update, and the CMWD Water and Recycled Water
Master Plan Updates and adopted the Candidate Findings of Fact and the Mitigation,
Monitoring, and Reporting Program. For the Master Plan updates, it is anticipated that an
addendum to the previously certified EIR will be prepared consistent with the CEQA Guidelines
Section 15164 if only some changes or additions are necessary but none of the conditions
described in Section 15162 calling for preparation of a subsequent EIR have occurred.
Public Notification
This item was noticed in accordance with the Ralph M. Brown Act and was available for public
viewing and review at least 72 hours prior to the scheduled meeting date.
Exhibits
1. City Council Resolution.
2. CMWD Resolution.
September 25, 2018 Item #9 Page 3 of 20
RESOLUTION NO. 2018-176
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, AUTHORIZING ADDITIONAL FUNDING IN THE AMOUNT OF
$60,000 FOR AMENDMENT NO. 1 TO THE PROFESSIONAL SERVICES
AGREEMENT WITH HDR, INC. FOR THE POTABLE WATER, RECYCLED WATER,
AND SEWER MASTER PLAN UPDATES AND THE ASSET MANAGEMENT
MASTER PLAN, PROJECT NO. 5543
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 develop an Asset Management Master Plan; and
WHEREAS, the last update to the Master Plans was completed in 2012, based on 2010 data; and
WHEREAS, on Jan. 24, 2017, the City Council adopted Resolution No. 2017-20 approving a
Professional Services Agreement with HDR, Inc. to provide master planning services for an amount not
to exceed $868,000; and
WHEREAS, the City Council has determined that it is in the best interest of the city to execute
Amendment No. 1 with HDR, Inc. for additional master planning services; and
WHEREAS, staff and HDR, Inc. have negotiated scope and fees in the amount of $342,925 for
the additional master planning services, as described in Amendment No. 1 to the Professional Services
Agreement; and
WHEREAS, an additional appropriation of $60,000 is requested from the Sewer Replacement
Fund to fund Amendment No. 1.
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.
2. That the finance director is hereby authorized to appropriate an additional $60,000 from
the Sewer Replacement Fund into the Water, Recycled Water, and Sewer Master Planning
Program, Capital Improvement Program No. 5543.
September 25, 2018 Item #9 Page 4 of 20
Exhibit 1
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 25th day of September. 2018, by the following vote, to wit:
AYES:
NOES:
ABSENT:
M. Hall, K. Blackburn, M. Schumacher, C. Schumacher, M. Packard.
None.
None.
in
BARBARA ENGLESON, City Clerk
(SEAL)
September 25, 2018 Item #9 Page 5 of 20
RESOLUTION NO. 1604
A RESOLUTION OF THE BOARD OF DIRECTORS OF THE CARLSBAD
MUNICIPAL WATER DISTRICT BOARD (CMWD), AUTHORIZING AN
ADDITIONAL APPROPRIATION OF $140,000 AND EXECUTION OF
AMENDMENT NO. 1 TO THE PROFESSIONAL SERVICES AGREEMENT WITH
HOR, INC. FOR THE POTABLE WATER, RECYCLED WATER, AND SEWER
MASTER PLAN UPDATES AND THE ASSET MANAGEMENT MASTER PLAN,
PROJECT NO. 5543
Exhibit 2
WHEREAS, the Carlsbad Municipal Water District (CMWD) Board of Directors 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 develop an Asset Management Master
Plan; and
WHEREAS, the last update to the Master Plans was completed in 2012, based on 2010 data; and
WHEREAS, on Jan. 24, 2017, the CMWD Board adopted Resolution No. 1558 approving a
Professional Services Agreement with HOR, Inc. to provide master planning services for an amount not
to exceed $868,000; and
WHEREAS, the CMWD Board has determined that it is in the best interest of CMWD to execute
Amendment No. 1 with HOR, Inc. for additional master planning services; and
WHEREAS, staff and HOR, Inc. have negotiated scope and fees in the amount of $342,925 for
the additional master planning services, as described in Amendment No. 1 to the Professional Services
Agreement; and
WHEREAS, an additional appropriation of $140,000 is requested from the Potable Water and
Recycled Water Replacement Funds to fund Amendment No. 1.
NOW, THEREFORE, BE IT RESOLVED by the CMWD Board of the City of Carlsbad, California, as
follows:
1. That the above recitations are true and correct.
2. That the president of the Board is hereby authorized and directed to execute Amendment
No. 1 to the Professional Services Agreement with HDR, Inc. for the Potable Water, Recycled Water,
and Sewer Master Plan Updates and the Asset Management Master Plan, Project No. 5543, which is
attached hereto as Attachment A.
September 25, 2018 Item #9 Page 6 of 20
Exhibit 2
3. That the finance director is hereby authorized to appropriate an additional $80,000 from
the Water Replacement Fund and $60,000 from the Recycled Water Replacement Fund for the Water,
Recycled Water, and Sewer Master Planning Program, Capital Improvement Program No. 5543.
PASSED, APPROVED AND ADOPTED at a Special Meeting of the Carlsbad Municipal Water
District of the City of Carlsbad on the 25th day of September, 2018, by the following vote, to wit:
AYES:
NOES:
ABSENT:
M. Hall, K. Blackburn, M. Schumacher, C. Schumacher, M. Packard.
None.
None.
~-BARBARAENGLESON,SRETARY
(SEAL)
September 25, 2018 Item #9 Page 7 of 20
UTIL1510
AMENDMENT NO. 1 TO AGREEMENT FOR ENGINEERING MASTER PLANNING
SERVICES FOR THE POTABLE WATER, RECYCLED WATER AND SEWER MASTER PLAN
UPDATES AND ASSET MANAGEMENT MASTER PLAN
HDR ENGINEERING
~ ~ir Amendment No. 1 is entered into and effective as of the ~ day of
"" 0 ~ N'V\ Q~ , 2018, amending the agreement dated January 25, 2017
(the "Ageement") by and between the Carlsbad Municipal Water District, a Public Agency
organized under the Municipal Water Act of 1911, and a Subsidiary District of the City of
Carlsbad, ("CMWD"), and HOR Engineering, Inc., ("Contractor") (collectively, the "Parties") for
master planning services for the potable water, recycled water, and sewer master plan updates
and the asset management master plan.
RECITALS
A. The Parties desire to alter the Agreement's scope of work to: refine the master
plan updates to enhance data analyses and present to Council/Board; expand the regulatory
reviews; use the updated hydraulic models to review upcoming development projects; and
refine the asset management scope to leverage progress made recently through other asset
management program efforts and prepare for the upcoming cost of service studies.
B. The Parties have negotiated and agreed to a supplemental scope of work and
fee schedule, which is attached to and incorporated by this reference as Exhibit "A", Scope of
Services and Fee.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, CMWD and Contractor agree as follows:
1. In addition to those services contained in the Agreement, as may have been
amended from time to time, Contractor will provide those services described in Exhibit "A". With
this Amendment, the total annual Agreement amount shall not exceed one million two hundred
ten thousand nine hundred twenty-five dollars ($1,210,925).
2. CMWD will pay Contractor for all work associated with those services described
in Exhibit "A" on a time and materials basis not-to-exceed three hundred, forty-two thousand,
nine hundred, twenty-five dollars ($342,925). Contractor will provide CMWD, on a monthly
basis, copies of invoices sufficiently detailed to include hours performed, hourly rates, and
related activities and costs for approval by CMWD.
3. Contractor will complete all work described in Exhibit "A" by January 25, 2020.
4. All other provisions of the Agreement, as may have been amended from time to
time, will remain in full force and effect.
5. All requisite insurance policies to be maintained by Contractor pursuant to the
Agreement, as may have been amended from time to time, will include coverage for this
Amendment.
Ill
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6. The individuals executing this Amendment 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 Amendment.
CONTRACTOR
(sign here)
L1 A ;..ov Me:, 1..-1..-E:.v-£._ , v,e,-r ~~~ S( 1:£:)..1-;-
(print name/title)
By:
(sign here)
(print name/title)
CARLSBAD MUNICIPAL WATER
DISTRICT, a Public Agency organized
under the Municipal Water Act of 1911, and
a Subsidiary District of the City of Carlsbad
By ~
MATT~
President
ATTEST:
~-6-=-= BARBARA ENGLESON
Secretary
If required by CMWD, 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:
CELIA A. BREWER, General Counsel
By:-------=-~-----=~-
Deputy General Counsel
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CERTIFICATE
The undersigned hereby certifies that she is the Assistant Secretary of HOR 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, the
following resolution was unanimously adopted:
"RESOLVED, that effective immediately and 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; amendments or change orders
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, amendments, change orders or releases so executed or
approved shall be binding upon the Corporation:
... Aaron M. Meilleur -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 August 22, 2018.
September 25, 2018 Item #9 Page 10 of 20
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EXHIBIT "A"
SCOPE OF SERVICES AND FEE
Over the course of the Master Plan Update project additional tasks have been identified as
necessary to complete and provide added value to the master plan effort. Additional scope
items are defined below.
Task 1 Project Management
Task 1.4 Project Management and Meetings
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.
Task 1.5 (New) City Council/CMWD Board Presentation
Prepare for and present at one City Council/CMWD Board Meeting regarding findings of
master plans, asset management plan and PEIR addendum. Provide slide outline and
key slides eight (8) weeks prior to docketed City Council meeting for staff report
preparation. Provide draft slides six (6) weeks prior and review with Carlsbad staff.
Provide final slides two (2) weeks prior and hold rehearsal with Carlsbad staff one (1)
week prior.
Task 3A Demand Analysis (POTABLE WATER)
Task 3.A.4 Demand Forecast Tool
Provide additional statistical demand information using the excel-based demand forecast
tool.
Task 3.A.6 Buildout Demand Forecast
Develop and enhance buildout demand forecast excel model.
Task SC Regulatory Analysis (Sewer)
Task 5.C.3 Sewer Regulations Assessment
Provide additional level of effort to 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.C.4 (New) Coordination Meetings
Prepare for and attend two meetings with City staff to discuss state and local sewer
regulations
Task 5.C.5 (New) SSMP Update
As directed by City staff, modify the current version of the Sewer System Management
Plan (SSMP) to incorporate updates and address deficiencies to meet the requirements
of the Waste Discharge Requirements (WDR) as directed and within available budget.
Examples of specific areas HOR may update include:
• Goal: Work with City staff to document any updates to the goal section.
• Organization: Update the organization section to meet WDR requirements and
clearly identify the roles and responsibilities or City staff responsible for the
SSMP development and implementation and lines of authority in an organization
chart.
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• Legal Authority: Reference the City's existing authorities, ordinances,
agreements, and other legally binding documents to demonstrate compliance
with the WDR. HOR will work with City staff to develop a plan and schedule to
update any legal authorities requiring an update.
• Operations and Maintenance Program: HOR will build upon the information
available in the existing SSMP and will work with City staff to update
documentation of existing collection system operations, maintenance, and
rehabilitation programs and processes as necessary to meet the requirements of
the WDR.
• Design and Performance Provisions: Reference existing design and construction
standards, specifications, and procedures and update the existing SSMP
documentation to meet the requirements of the WDR.
• Overflow Emergency Response Plan: Update the existing Sanitary Sewer
Overflow Emergency Response Plan to incorporate current practices employed
by the City not reflected in the plan.
• FOG Control Program Plan: Document the City's existing FOG source control
program and maintenance protocols to address FOG issues.
• System Evaluation and Capacity Assurance Plan: Document the sewer master
planning process.
• Monitoring, Measurement, and Program Modifications: Define and document
SSMP performance indicators currently utilized by the City for monitoring and
measurement of SSMP effectiveness. Identify additional performance metrics the
City will implement in the future for monitoring and measurement and work with
the City to document a planned date for implementation in the SSMP. Align
SSMP with results from asset management efforts.
• SSMP Program Audits: Document the plan, schedule, and process for
performing SSMP audits.
• Communication Program: Document the specific communication protocols for
public involvement.
City staff will review and provide comments on the draft SSMP update. HOR will meet
with City staff to review draft (up to a two (2) hour meeting) and then prepare a final
SSMP update.
Assumptions
• City will provide HOR all source files for existing Sewer System Management Plan in
Microsoft Word (.doc or .docx) format.
Deliverables
• Draft updates to the SSMP in track changes mode and delivered in same MS Word
format provided to HOR.
Task 5.C.6 (New) Title 13 Update
HDR will work with City staff to develop proposed modifications to the current version of
Title 13 to improve WDR compliance.
• Add proposed language requiring anyone working on new or existing City sewer
infrastructure is required to follow the City's standards and guidelines for sewer
infrastructure design.
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• Add proposed language to require proper installation, testing, and inspection of
rehabilitated sewers.
• Add proposed language clarifying the City's ability to require remediation of
private sewer laterals if the City determines the private sewer lateral is
contributing inflow/infiltration into the sewer system.
• Propose alternative, progressive enforcement approach, including repeat FOG
inspections, for discussion and to consider incorporation into Title 13.
• Meet with City staff to review draft language (up to a two (2) hour meeting) and
then prepare a final version of the Title 13 update.
Assumptions
• City will provide HOR all source files for existing Title 13 in Microsoft Word (.doc or
.docx) format.
Deliverables
• Proposed edits or approach to modifying Title 13 to address the three items
identified.
Task GA Potable Water Model
Task 6.A.7 (New) Developer Assistance for Water Model
Use the model to provide existing/future system analysis for new development projects
on an as needed basis.
Task 68 Existing System Analysis (Water)
Task 6.B.13 (New) Establish Minimum Reservoir Operating Level: Review storage
criteria and required fire flow storage. Develop percent range for lowering tanks to
balance water quality and still meet fire flow.
Task 7 A Recycled Water Model
Task 7.A.3 (New) Meet with NRG to obtain daily and seasonal recycled water demand
information and evaluate delivery pressure and supply.
Task 8A Sewer Model
Task 8.A.2 Buildout Model Refinement
Update model to include new regional facilities (Agua Hedionda Improvements) and
reconcile flows with Encina SCADA data.
Task 8.A.3 (New) Buena Outfall Analysis
Prepare for and attend meeting with City of Vista to assess upstream diversion plans
and implications to Carlsbad gravity sewer/lift station flows. Incorporate proposed
improvements in the model and run model. Prepare initial results and present findings at
a second meeting with City of Vista. Decisions on future flow direction will be
incorporated into the buildout model for City of Carlsbad.
Task 8.A.4 (New) Developer Assistance for Sewer Model
Use the model to provide existing/future system analysis for new development projects
on an as needed basis.
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Task 9 Capital Improvement Program
Task 9.C.4 (New) Reconcile existing potable water and sewer CIP projects with
recommended Cl P projects from Master Plan update efforts.
Task 11 Staffing Analysis
Task 11.4 (New) Meetings with Neighboring Agencies
Conduct meetings with neighboring agencies to review survey data and facilitate
completion of the survey forms.
Task 12 Draft and Final Reports
Task 12.4 (New) Executive Summary
Prepare an Executive Summary of all three Master Plan Updates and Asset
Management Master Plan.
Task 13 Asset Management
After interviews and review of existing data regarding the water and recycled water
pipeline infrastructure, it has been determined that the vast majority of this infrastructure
is performing well and will last beyond the planning horizon of this study. This finding is
based on City water loss data, the City's recently completed systematic leak detection
project, direct condition assessment of three Asbestos Concrete (AC) pipes, historic
break rates, common material vintages in the Carlsbad system that typically last long
than other material vintages, and benchmarking of the performance of the Carlsbad
system to other similar utilities. While the vast majority of pipe will outlast the planning
horizon of this study, it is prudent to maintain a reserve fund to avoid future rate spikes
when this infrastructure does reach the end of its useful life.
To provide more value to CMWD, the focus of the Water and Recycled Water asset
management component of the Master Plan will shift from quantifying the appropriate
near term pipe renewal and risk towards:
1. Supporting CMWD in implementing an Opportunity AC Condition Assessment
Program. This will enable Carlsbad to cost effectively collect condition
assessment data that will be used in the future to replace the RIGHT pipe at the
RIGHT time. This will help CMWD maximize the life of existing infrastructure,
sustain desired service levels, and spend ratepayer's money wisely;
2. Supporting CMWD in identifying the appropriate long-term reserve levels for pipe
renewal; and
3. Supporting CMWD in identifying appropriate renewal rates for valves and
services, since CMWD's water pipes are expected to last much longer than their
valves and services.
This work will be documented in a written Asset Management Plan for potable water and
recycled water pipelines, valves, and services.
Similarly on the sewer side, the City has been working to improve their CCTV database
and recently moved to PACP format. In addition, they have incorporated the lnfoMaster
program which will be used to systematically assess repair and replacement projects
based on decision logic incorporated into the software program. To provide more value
to the City, the focus of the sewer asset management component of the Master Plan will
shift to refining the decision logic and developing a risk model for sewer mains and
manholes that will prioritize repair and replacement (R&R) projects.
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Delete original Task 13 contract scope of work and revise as follows:
Task 13. 1 Identify the definition study area for each utility (potable water, recycled water
and sewer). Participate in workshops with City staff to review prior and current asset
management efforts. Based on those workshops the following assignments were
established, as shown in Table 1.
Task 13.2 For small diameter sewer gravity mains, perform CUES CCTV Data Review,
Risk Model Development, Decision Logic Refinement. Make adjustments to risk scoring
and decision logic provided by City of Carlsbad for gravity sewer historic CUES CCTV
data to support budget and prepare for and conduct up to four 2-hour workshops. Meet
with City staff to review decision logic results for CUES CCTV data costs and prepare for
and conduct up to two 1-hour workshops. This task assumes up to 6 workshops. This
task does not include using PACP CCTV data representing approximately 10% of
Carlsbad's CCTV data, but a desktop analysis will be performed to forecast cost for the
10% of Carlsbad's system that does not have CUES data.
Task 13.3 Conduct large diameter gravity sewer remediation workshop to document
large diameter gravity sewer remediation needs. Assumes one 2-hour workshop. Risk
model elements for large diameter sewer pipe are assumed to be similar to small
diameter pipe.
Task 13.4 (New) Provide a high level assessment of the value of the water, recycled
water and wastewater vertical assets owned by the City of Carlsbad which include, and
are limited to: sixteen (16) sewer lift stations, ten (10) potable water tanks, five (5)
potable water booster pump stations, three (3) recycled water tanks, and two (2)
recycled water booster pump stations. Valuation of the Carlsbad Water Reclamation
Facility will be based on the recent construction costs for the plant expansion. All work
will be performed using data that is readily available such as existing asset database
information, financial records, maintenance and repair records, and replacement and
renewal records. No field observations or assessments of condition and operability will
be considered in the valuation of these assets. If data is missing or unavailable,
reasonable assumptions will be made and documented in the study.
HOR will use age as the basis for the straight-line depreciation (SLD) calculations using
the installation date and assigning estimate service lives by asset class to estimate the
asset service life, estimated replacement costs, and depreciation methodology. Assets
will be "bundled" into one facility asset, such as a sewer lift station, using the total
construction cost of the asset value and assigning an aggregate service life for the
facility. HOR will apply the Original Cost less Depreciation valuation method which will
be the value of each asset at a summary level using financial statements then use
straight line depreciation to estimate the remaining asset life and value. Up to two one
hour meetings with District engineering and finance staff are included in this task.
Task 13.5 Develop Unit Costs for repair and replacement methodologies for water,
recycled, and sewer. Participate in CIP workshop, defined in Task 9.
Task 13.6 Prepare Capital Replacement Budget (CRB), identifying repair and
rehabilitation budgets for five (5) fiscal years and long term reserve levels for water-and
recycled water pipelines, valves, and services and sewer gravity mains and manholes.
Prioritized projects for small diameter sewer gravity mains and manholes will be
identified (see Task 13.6). Prioritized valve replacement program will be identified based
on a desktop analysis and City/District's list of inoperable valves.
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Task 13.7 Develop and draft a systematic process methodology for prioritizing repair
and rehabilitation capacity and condition upgrade projects for small diameter gravity
sewer mains and manholes, based upon risk, health and safety, and other similar factors
standard in the industry. Utilize MS Visio or similar tool to communicate the prioritization
process methodology to staff. Provide the prioritized list of projects for the 5-year CRB.
Provide updated lnfoMaster or GIS layers for prioritized sewer assets 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)
Task 13.8 Prepare a written Asset Management Plan for potable water and recycled
water pipelines, valves, and services, and sewer gravity mains and manholes. The plan
shall include:
• Near term Rehabilitation and Repair Plan for water, recycled water and sewer
facilities for assets as indicated in Table 1
• Level of service commitment (20/30/40 year renewal cost and asset valuation) for
assets as indicated in Table 1
• Prioritization of asset classes by risk for assets as indicated in Table 1
• Recommendations for programmatic approaches to gathering condition data to
incorporate into future risk analyses
• Associated GIS and lnfoMaster Updates
Prepare Draft Asset Management Plan and submit editable electronic version to City
staff to review. Meet with District/City staff to review Asset Management Plan findings
and recommendations.
Prepare Final Asset Management Plan, incorporating consolidated District/City staff
comments. Five hard copies of the Final Asset Management Plan, one electronic copy in
PDF format, and associated electronic files (e.g. spreadsheets, figures, maps, and/or
models) shall be delivered to the District/City on a CD in the native format of the file type.
Task 13.9 (New) In conjunction with Task 1.5, prepare for and present Asset
Management Plan and Level of Service Commitments at one City Council/CMWD Board
Meeting.
Assumptions:
• Pipeline break data is available and tied to individual pipes
• Consolidated CCTV database for sewer is associated with videos tied to asset
IDs.
• Sewer manhole costs and remediation budgets will be based on factor tied to
gravity sewer main remediation costs
• Risk scoring and decision logic for gravity sewers/manholes are provided by
Carlsbad. Only minor adjustments to risk scoring and decision logic are required.
• CUES CCTV data is loaded into City of Carlsbad lnfoMaster model with defect
rating (1-100 score) and lnfoMaster model will be provided by the City of
General Counsel Approved Version 9/27/16
8
September 25, 2018 Item #9 Page 16 of 20
UTIL 1510
Carlsbad. Alternative software may be needed if all necessary condition data is
not loaded or easily loaded in lnfoMaster.
NASSCO PACP data will not be utilized for CIP budget and renewal forecasting
for gravity sewers/manholes, unless optional task is authorized.
Deliverables:
Draft and Final Asset Management Plan and associated GIS files and Risk Models
General Counsel Approved Version 9/27/16
9
September 25, 2018 Item #9 Page 17 of 20
UTIL1510
Table 1. Asset Management Scope of Services Assignments
lnfoMaster or 5-Year 5-Year 20, 30,40 Asset
Asset Class Likelihood of Consequence of Decision Logic Desktop 5-Year Assets for Condition Renewal Year Valuation
Failure Failure Assessment Renewal (Replacement Analysis Renewal Cost Cost Cost Cost)
Water Pipes Provided by Provided by Provided by N/A HOR to HOR to HOR to HOR to
West Yost West Yost West Yost Desktop provide provide provide provide
Water Valves Provided by Provided by Provided by Desktop HOR to develop N/A HOR to HOR to HOR to
West Yost West Yost West Yost based on provide provide provide
prioritized list of
inoperable
valves
Water Services N/A N/A N/A Desktop N/A N/A HOR to HOR to HOR to
provide provide provide
Recycled Water Pipes, N/A N/A N/A Desktop N/A N/A HDR to HOR to HOR to
Valves, Services provide provide provide
Small Diameter Sewer H DR to develop HOR to develop HDR to develop Info Master HOR to provide HDR to HOR to HOR to HOR to
Gravity Mains and based on West based on West based on West provide provide provide provide
Manholes (CUES data -Yost information Yost information Yost information
Approximately 90% of
Small Diameter Pipe)
Small Diameter Sewer Provided by Provided by Provided by Desktop N/A HOR to provide HOR to HOR to HOR to
Gravity Mains and West Yost West Yost West Yost based on CUES provide provide provide
Manholes (PACP data -data based on based on
Approximately 10% of CUES data. CUES data.
Small Diameter Pipe)
Large Diameter Sewer HOR to refine HOR to refine Provided by lnfoMaster for N/A HOR to HOR to HOR to HOR to
Gravity Mains and based on West based on West West Yost Risk Model for provide provide provide provide
Manholes Yost information Yost information CUES data)
Desktop for
Cost opinion
Vertical Water, Sewer N/A N/A N/A N/A N/A N/A N/A N/A HOR to
and Recycled Water develop based
Assets (Tanks, Pump on desktop
Stations, Treatment analysis
Facilities, etc.)
General Counsel Approved Version 9/27 /16
September 25, 2018 Item #9 Page 18 of 20
HDR Engmeermg
City of Carlsbad 2016 Master Plan Updates Amendment
Estimated Level of Effort and Fee
August 6, 2018
LEVEL OF EFFORT, HOURS FEE, DOLLARS
TASK PM QA/QC Sr. Eng AM Support Proj Eng Planner Hyd Mod Staff Eng GIS Sr. Env Env Doc Prod Adm in Sr. Eng Sr. Eng Hyd Mod Hyd Mod AM Support
Roger/ Dean GI Eric/ TOTAL
NO. DESCRIPTION Jennifer Sasa MikeF Dave S Dan B Ta run Joel Aria TimG Clint Rene MarkE Don M Leanne Jessica Karen K CH Admin LABOR HDRLABOR SUBS ODC TOTAL TOTAL
Client Billing Rates $ 300 $ 300 $ 300 $ 240 $ 215 $ 215 $ 160 $ 128 s 128 s 300 $ 224 s 144 $ 129 $ 280 $ 190 s 165 $ 165 $ 210 $ 130 $ 227 1.05
1 .-roJeci 1v1anagemem anu 1v1ee mgs
1.1 Kick-Off Meeting 0 0 0 0
1.2 Coordination Meetings (10) 30 30 9,000 0 9.000
1.3 Monthly Status Meetings (12) 24 24 7,200 0 7,200
1.4 Project Administration/Coordination (Extended Schedule} 100 8 40 20 168 37,560 5,880 500 43.940
1.5 Prepare for and Present at Board Meeting (1) 12 16 12 40 5,904 3,528 9,432
Subtotal 1 I 1661 e I ol ol o I ol o I ol o I ol ol 1s I 40 32 1 o I o I o I o I 0 262 59,664 ! 9,408 500 69,572 69,600
3 Demand Analysis
3A Demand Analysis (P.OTABLE WATER)
3A.1 Identify the top 25 critical system users 0 0 0 0
3A.2 Evaluate annual, seasonal, and diurnal variability 0 0 0 0
3A.3 Evaluate the geographic distribution of demand (by Zone) 0 0 0 0
3A.4 Summarize statistical demand information (build excel Model) 8 40 48 11,000 0 11,000
3A.5 Confirm unit demands in District's standards 0 0 0 0
3A.6 Buildout demand determination (Forecast Model) 8 24 32 7,560 0 7,560
Subtotal 3A 1s 1 o I o I o I oj 64 j o I oj o I o I o I o I 0 o! o I ol o I o I 0 80 18,560 ! 0 0 18,560 18,600
SC Regulatory Analysis (Sewer)
Review and summarize existing and pending sanitary sewer regulations
5C.1 and ordinances 0 0 0 0
5C.2 Review the City's Sewer System Management Plan (SSMP) 0 0 0 0
5C.3 Summarize deficiencies and provide recommendations in TM #4 8 16 24 48 12,360 0 12,360
5C.4 Meetings and Coordination with Staff 8 24 8 40 11,320 0 100 11,420
5C.5 SSMP Update 4 80 16 100 27,760 0 27.760
5C.6 Title 13 Update 2 40 42 12,600 0 12,600
Subtotal 5C 22 0 160 0 0 32 16 0 0 0 0 0 0 0 0 0 0 0 0 230 64,040 0 100 64,140 64,100
6 Potable Water Analysis
SA Potable Water Model
6A.1 Complete the facilities of the existing potable model 0 0 0 0
Based on the characteristics of the existing model, develop calibration
6A.2 procedures for EPS (Assumes No WO calibration) 0 0 0 0
6A.3 Develop hydraulic friction factors to be used for the model 0 0 0 0
Calibrate the existing model for hydraulics based on EPS (assumes no
6A.4 WQ calibration) 0 0 0 0
6A.5 Construct a model of the 2040 system 0 0 0 0
6A.6 Develop implementation scenarios in the model 0 0 0 0
6A.7 Developer Analysis Assistance -Water thru May 2018 4 8 52 64 1,200 11,361 12,561
6A.7 Developer Analysis Assistance -Water June -Nov 2018 4 8 80 92 1,200 16,212 17,412
Subtotal SA 8 0 0 0 0 0 0 0 0 0 0 0 0 16 0 132 0 0 0 156 2,400 27,573 0 29,973 30,000
68 Existing System Analysis (POTABLE WATER}
68.1 Prepare a draft evaluation criteria for incorporation into TM #1 0 0 0 0
68.2 Analyze the existing potable water system 0 0 0 0
68.3 Size the required infrastructure to improve the existing system 0 0 0 0
68.4 Summarize HOR Cathodic Protection Rpt findings 0 0 0 0
68.5 Perform an operational evaluation of the system 0 0 0 0
68.6 Evaluate the existing pressure zone boundaries 0 0 0 0
68.7 Evaluate 2 outage scenarios developed in Task 4A3 0 0 0 0
Verify that the distribution system can meet minimum pressure
68.8 requirements 0 0 0 0
68.9 Review Annual Energy Costs and potential savings 0 0 0 0
68.10 Perform fire flow deficiency analysis and prepare a map 0 0 0 0
Evaluate hydraulic and water quality impacts on the existing system with
68.11 Desai 0 0 0 0
68.12 Summarize Chlorination Operations 0 0 0 0
68.13 Establish Minimum Tank Operation Levels for Water Quality 2 8 4 14 600 3,045 3,645
Subtotal 68 2 0 0 0 0 0 0 0 0 0 0 0 0 8 0 4 0 0 0 14 600 3,045 0 3,645 3,600
7A Recycled Water Model
7A.1 Validate the existing hydraulic model and Ops Meeting 0 0 0 0
7A.2 Review existing WQ data in system and WRPs (Assume no modeling) 0 0 0 0
7A.3 Meeting with NRG and incorporate demands/use patterns in model 2 4 6 0 1,281 1,281
su6tolari'A-0 0 0 0 0 0 0 0 0 0 0 0 0 2 0 4 0 0 0 6 0 1,281 0 1,281 1,300
September 25, 2018 Item #9 Page 19 of 20
nu" t:.ngmeermg
City of Carlsbad 2016 Master Plan Updates Amendment
Estimated Level of Effort and Fee
August 6, 2018
LEVEL OF EFFORT, HOURS FEE, DOLLARS
TASK PM QA/QC Sr. Eng AM Support Proj Eng Planner Hyd Mod Staff Eng GIS Sr. Env· Env Doc Prod Adm in Sr. Eng Sr. Eng Hyd Mod Hyd Mod AM Support
Roger/ Dean GI Eric/ TOTAL
NO. DESCRIPTION Jennifer Sasa Mike F Dave S Dan B Tarun Joel Aria Tim G Clint Rene MarkE Don M Leanne Jessica Karen K CH Admin LABOR HDRLABOR SUBS ODC TOTAL TOTAL
Client Billing Rates $ 300 s 300 $ 300 $ 240 $ 215 $ 215 s 160 $ 128 s 128 $ 300 s 224 $ 144 $ 129 s 280 s 190 $ 165 $ 165 s 210 $ 130 s 227 1.05
BA Sewer Model
8A.1 Complete and validate the existing sewer model 0 0 0 0
Refine existing system model to Include new facilities and reconcile EWA
6A.2 SCADAdata 4 20 24 4,400 0 4,400
6A.3 Buena Outfall Analysis 24 40 64 13,600 0 13,600
BA.4 Developer Analysis Assistance -Sewer/LAFCO forms thru May 201 B 16 80 4 100 18,176 0 18,176
8A.4 Developer Anatysis Assistance -Sewer June-Nov 2018 8 80 4 92 15,776 0 15,776
Subtotal SA 52 0 0 0 0 0 220 0 0 0 0 8 0 0 0 0 0 0 0 260 51,952 0 0 51,952 52,000
9 Capital Improvement.Programs
9.1 Conduct CIP Workshop (all utilities) 0 0 0 0
9.2 Develop unit costs for the various facilities to be implemented (all utilities)
9 Reconciliation of existing CIP "With updates 8 16 8 16 48 4,960 5,124 10,084
9A Capital Improvement Program (POTABLE WATER) 0
9A.1 Develop planning level cost estimates for the CIP 0 0 0 0
9A.4 Prepare a TM summarizing the CIP program 0 0 0 0
Subtotal Tasks 9 and 9A 6 0 0 0 0 0 16 0 0 0 0 0 0 8 0 16 0 0 0 48 4,960 5,124 0 10,064 10,100
10 Program EIR Update
10.1 Review MP CIPs 0 0 0 0
10.2 Prepare Air Quality/GHG Memorandum 0 0 0 0
10.3 Prepare an updated checklist for the existing Program EIR 0 0 0 0
10.4 Prepare a Program EIR Addendum 0 0 0 0
10.5 Meeting with Planning Commission ( 1) 4 28 8 40 8,624 0 8,624
Subtotal Task 10 4 0 0 0 0 0 0 0 0 0 26 6 0 0 0 0 0 0 0 40 6,624 0 0 6,624 6,600
11 Staffing Analysis
Analyze current and.future staffing needs in the Operational and
Maintenance areas of potable water, recycled water and sewer and
11.1 prepare TM #9 0 0 0 0
Analyze current and future staffing needs in the CIP and AM areas of
11.2 potable water, recycled water and sewer 0 0 0 0
11.3 Prepare TM #9 0 0 0 0
11.4 Meetings with Peer Agencies (VWO, Poway, OMWD, Oceanside) 4 12 16 1,200 2,394 3,594
Subtotal Task 11 4 0 0 0 0 0 0 0 0 0 0 0 0 0 12 0 0 0 0 16 1,200 2,394 0 3,594 3,600
12 Prepare Draft and Final Reports
12.1 Prepare report outlines that define the proposed report organization 0 0 0 0
12.2 Prepare Draft Report incorporating the District/City's comments on TMs 0 0 0 .0
12.3 Prepare Final Reports 0 0 0 0
12.4 Prepare Executive Summ~ry 24 8 40 72 14,240 0 14,240
Subtotal Task 12 24 0 0 0 0 0 6 0 0 0 0 40 0 0 0 0 0 0 0 72 14,240 0 0 14,240 14,200
13 Asset Management-Group 1 (Tasks 13.1-13.B)
X Sewer Pipelines and Manholes (12) (24) (50) (68) (100) (24) (8) (4) (290) (54,960) 0 (54,960)
X Water and Recycled Water Pipelines (12) (24) (52) (68) (100) (24) (8) (4) (292) (55,440) 0 (55,440)
Pump Stations, Sewer Force Mains, Reservoirs, Tanks, Pressure
X Regulating Stations (4) (26) (2) (48) (24) (4) (4) (112) (23,964) 0 (23,964)
13.1 Identify Boundaries/Workshops with City staff re. current AM efforts 16 46 60 8 130 30,020 0 30,020
Historic CUES CCTV Data Review, Risk Model Development, Decision
13.2 Logic Development and Workshops 16 100 100 216 41,340 0 41,340
13.3 Large diameter gravity sewer remediation workshop 12 20 20 52 10,380 0 10,380
Develop asset valuation for potable water and sewer vertical assets (pump
13.4 stations and tanks) 4 30 40 6 16 96 21,808 0 100 21,908
13.5 Develop Unit Costs/Participate in CIP Workshop (Task 9) 10 24 24 58 10,632 0 10,632
13.6 Prepare Prioritized CIP Budget 40 40 48 128 25,880 0 25,880
13.7 Develop Prioritized R&R Methodologies 8 20 32 60 11,340 0 11,340
13.6 Prepare Asset Management Plans -Draft and Final 4 8 46 60 40 20 16 8 202 39,836 0 39,836
13.9 Provide support for Staff Workshop and City Council Presentation (Task 1) 4 20 20 44 10,300 0 10,300
Subtotal Task 13 0 0 (36) 94 200 0 254 (164) (46) 0 0 (4) (4) 0 0 0 0 0 0 292 67,172 0 100 67,272 67,300
TOTAL, hours 306 8 124 94 200 96 514 (164) (48) 0 26 68 36 66 12 156 0 0 0 1,496
TOTAL, dollars 293,412 48,625 700 342,937 343,000
September 25, 2018 Item #9 Page 20 of 20