HomeMy WebLinkAboutStaff Report 4.C 06/01/2015Agenda Item #4.0
DATE: June 1, 2015
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Dan . Jo — Director, Public Works and Utilities
SUBJECT: Resolution Authorizing the City Manager to Execute a Professional Services
Agreement for Engineering Services for the Solids Process Upgrades at the Ellis
Creek Water Recycling Facility
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Authorizing the City
Manager to Execute a Professional Services Agreement for Engineering Services for the Solids
Process Upgrades at the Ellis Creek Water Recycling Facility.
BACKGROUND
Ellis Creek Water Recycling Facility (ECWRF) has been in operation since early 2009 and
currently processes an average dry weather daily flow of 4.7 MGD (million gallons per day). The
plant, rated at 8 MGD overall, was designed to process up to 6.7 MGD of dry weather flow and
35 MGD during wet weather events when infiltration and inflow of stormwater to the wastewater
collection system is high. Overall, the plant has performed well and has consistently achieved
compliance with all requirements. More recently, the plant has experienced increases in organic
loading from industries experiencing a rebound with the economy and from recent development
projects. To meet these and other growing demands for reclaimed water, the plant is in need of
upgrades to three elements of its operation, namely: solids digestion and processing, tertiary
filtration and disinfection of reclaimed water, and aeration of the activated sludge process. In
addition, the City has the opportunity of promoting energy generation from bio- methane
produced in the solids processing system with upgrades to accommodate acceptance and
processing of high strength waste produced by local industry. This material is currently
disallowed and is being hauled to Oakland and other sites.
To better understand the wastewater treatment and reclaimed water needs of the community, the
City Council held a workshop on March 11, 2013, and has adopted in its goals: "Focus attention
on supporting food and beverage processing, manufacturing, and alternative energy business
clusters ". Subsequently, the Council approved the award of engineering services on July 15,
2014 to design the replacement of headwork screens that had proved ineffective in removing the
new generation of disposable wipes and other stringing materials. In addition, a review of the
plant was conducted to evaluate current loading trends and provide input to staff as to what
elements should be included in future plant upgrades. The review concluded that the plant does
at times operate above the "paper" design capacity for organic loading while remaining within
projected capacity for flow and suspended solids. The evaluation allowed staff to conclude that
the original plant is robust and designed conservatively because operations yield consistently
high water quality effluent that is discharged to the River or used for irrigation. On June 21,
2014, the Council awarded a procurement contract for the purchase of two new headworks
screens and on February 23, 2015, the contract to install the screens was awarded. That project
is currently in construction.
In April 2014, the City submitted a grant application for a California Energy Commission (CEC)
grant to modify the plant to allow generation of compressed natural gas (CNG) for use in the
transit and garbage fleet that was unsuccessful. The application process provided a thorough
investigation of the energy production potential of using high strength waste from industry to
boost bio- methane production and subsequent CNG use. It should be noted that the Council
approved modification of the Wastewater Capacity Fee Resolution on December 1, 2014, that
along with recent collection of other outstanding wastewater fees, has allowed the City to
generate nearly $5,000,000 to fund the upgrades addressed below.
Based on the investigations since the workshop, the following plant upgrades are recommended:
• Element 1 - Solids Digestion and Processing Upgrades: Add second 550,000 gallon
anaerobic digester to mirror existing digester, two strainpress units to screen fine debris,
second gravity belt thickener, third thickened waste pump, and related piping, controls,
and heating equipment. The project will seek to enhance related systems including
replacement of the existing dewatered sludge conveyance system which has been
problematic, addition of a truck scale for biosolids hauling, and installation of a second
grit classifier for redundancy. The primary benefit will be to provide redundancy and
reliability to the operations since currently there is only one digester and one gravity belt
thickener. The second digester will provide a buffer to the current 15 day solids
detention time permit criteria where current operation hovers at 16 to 18 days and will
allow modification of activated sludge process to reduce oxygen demand and improve
aeration.
• Element 2 — Tertiary Treatment Upgrades: Add second continuous backwash filter and
install ultraviolet (UV) equipment in existing third channel. Will allow an increase to the
maximum summer -month reclaimed water deliveries to existing and future customers by
increasing through -put from the current daily maximum through -put of 4.3 MGD to 7.8
MGD and reduce the number of days that the filters are currently operating above their
average day design capacity but still below their maximum capacity. The maximum day
demand on the tertiary system increased nine fold in 2013 when the old secondary
effluent system that supplied the legacy agricultural users was converted to tertiary. The
City, in partnership with the North. Bay Water Recycled Water Authority, has submitted a
State Proposition 84 grant proposal that includes this project element, and may apply for
Proposition 1 funding. Projects that are ready to proceed will be judged more favorably
and therefore, moving the element into the design phase should help in obtaining grant
funding.
Element 3 — Aeration Upgrades: The organic loading of the plant with commensurate
increases in revenues has resulted from the adoption of "business friendly" policies. As a
result, the plant needs to either lower the oxygen demand of the activated sludge process
or add more air, or both. At this time, the pre - engineering work is underway to determine
the best course of action. It is believed, however, that one of the benefits of Element 1 is
that it will modify the existing process to reduce oxygen demand; however, other options
are also being investigated.
Energy Element — CNG Production Upgrades: As mentioned above, the City submitted a
CEC grant to help modify the plant for CNG production in an effort to allow the plant to
receive high strength waste (HSW) from food and beer industry customers. The element
will modify the existing septage receiving station to receive HSW and food waste, add a
second biosolids screw press and building, and associated site piping. Once completed, a
CNG generation and dispensing facility would be added to convert the bio- methane to
CNG to fuel City vehicles.
The next step in the plan to upgrade ECWRF is to move Element 1 - Solids Digestion and
Processing Upgrades into design. Should the Council choose to proceed, the project will be ready
for construction approximately one year after final design, environmental review, permitting and
bidding is completed. An award of a second professional services contract for Element 2 —
Tertiary Treatment Upgrades' will be placed on a future Council agenda to move that project
into design to enhance the chances of grant funding. Element 3 — Aeration Upgrades' is still
under study and may not be ready to proceed to design until the full benefits of Element 1 can be
evaluated after start up. The Energy Element — CNG Production Upgrades' will be evaluated
from an enterprise standpoint to assure that the costs can be borne by the industrial users who
would primarily be benefiting from the upgrades, net any energy production benefit the City
accrues.
DISCUSSION
In March, 2013, the Public Works and Utilities Department solicited proposals for engineering
and design services for Ellis Creek Upgrades through a Request for Qualifications (RFQ). Seven
Statements of Qualifications (SOQ's) were received in April 2013 that addressed the firms'
wastewater treatment engineering expertise. The engineering services included in the RFQ are
very specialized and Petaluma firms do not have the expertise or the capacity to perform the
analysis and design. As a result of the initial RFQ process, the City hired one of the firms to
conduct the Headworks Design and Plant Assessment addressed earlier. A list of consultants
was then developed for the subject project, based on the previous SOQ proposal review. Three
consultants considered most qualified from the SOQ process were solicited for engineering and
design services proposal through a Request for Proposal (RFP) on December 16, 2014. The
three firms were Brown and Caldwell, Kennedy - Jenks, and Carollo Engineers. Carollo
Engineers was the only firm to submit a proposal for the subject project.
Carollo Engineers has significant expertise in all areas of wastewater treatment facilities design,
permitting and operations. Their team has the expertise to address the City's needs, and is based
nearby in Walnut Creek. Previous clients include Napa Sanitation District, City of Santa Rosa,
City of South San Francisco, and City of San Mateo. Carollo Engineers have an intimate
knowledge of the ECWRF, having provided planning, design and construction services for over
10 years in the development of the plant. Many of the Carollo team members, including the
proposed project manager, were involved in the original design of the facility. Carollo staff is
very familiar with current operations and maintenance staff, other local facilities, and the
regulators at the San Francisco Bay Water Quality Control Board. Furthermore, Carollo has
continued to provide support to the City since the plant was built, at times without requesting
compensation.
The services include complete design and engineering services during construction for a new
anaerobic digester, gravity belt thickener, strain press, pumps, modifications to the existing
methane digester, heating and mixing equipment, upgrades to the sludge conveyance equipment,
and addition of a truck scale and redundant grit classifier. The tasks of the PSA include
background review, design assumptions, criteria workshops and summaries for $88,330. The
final design is the largest task in the PSA for $534,623. Bidding and engineering services during
construction account for $253,630. Environmental, support services, and project management
complete the PSA at $123,297. The scope of work is included in Attachment 2. Project and
construction management services will be provided by City staff. It is recommended that the
Council award the subject PSA to Carollo Engineers based on a not to exceed contract with a
limit of $999,880.
The schedule for the solids process upgrades includes completing the design and selecting a
contractor by April 2016. The construction is estimated to take up to 10 months. The
construction phase is scheduled to be completed by the beginning of 2017.
The proposed action meets Council Goals: "Plan for and implement priority capital projects as
funding permits ", and "Focus attention on supporting food and beverage processing,
manufacturing, and alternative energy business clusters."
FINANCIAL IMPACTS
The total CIP budget for the Ellis Creek Solids Handling Upgrades (C66501305) is currently
budgeted as follows:
Project Phase
Approved
CIP Budget (1)
Planning /Environmental
$ 385,000
Design
$ 847,000
Salaries and Benefits
$ 40,000
Construction Contracts
$ 7,777,000
Construction Management
$ 135,000
Contingency
$ 700,000
CIP Overhead /Administration
$ 176,000
TOTAL
$10,065,000
1: Includes proposed FY 16 -17 CIP Budget.
This budget will be amended to increase the portion allocated to Design, with corresponding
decreases in Planning /Environmental and Construction. The total project budget will remain at
$10,065.00.
ATTACHMENTS
1. Resolution
2. Professional Services Agreement
3. Location Map
Attachment 1
RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE
THE PROFESSIONAL SERVICES AGREEMENT TO CAROLLO ENGINEERS FOR
ENGINEERING AND DESIGN SERVICES FOR THE SOLIDS PROCESS UPGRADES
AT THE ELLIS CREEK WATER RECYCLING FACILITY
WHEREAS, the City of Petaluma wishes to upgrade the Ellis Creek Water Recycling Facility to
expand solids treatment facilities; and
WHEREAS, this project requires the services of a quality professional engineering firm familiar
with the project and experienced in design and construction of complex biological and chemical
systems of wastewater treatment facilities and their components; and
WHEREAS, Carollo Engineers responded to'the City's Request for Proposals and was chosen
based on their proposal, reputation, and experience in design of municipal waste water treatment
facilities; and
WHEREAS, staff recommends the City execute a professional services agreement with Carollo
Engineers for engineering and design and services for the Solids Process Upgrades at the Ellis
Creek Water Recycling Facility.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City hereby:
1. Authorizes the City Manager to sign the attached Professional Services Agreement
for engineering and design services with Carollo Engineers in support of the Solids
Process Upgrades at the Ellis Creek Water Recycling Facility in the amount not to
exceed $999,880.
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Attachment 2
PROFESSIONAL SERVICES AGREEMENT
Engineering and Design Services for the Solids Process Upgrades at the Ellis Creels Water
Recycling acility
(Title of Project)
FY 14/15
Fund # 6600
Cost Center 66999
Object Code 54110 Project.# 66501305
Amount $50,000
For multi -year contracts or contracts with multiple accounts:
FY 15/16
Fund # 6600
Cost Center 66999
Object Code 54110 Project # 66501305
Amount $649,880
FY 16/17
Fund # 6600
Cost Center 66999
Object Code 54110 Project # 66501305
Amount $300,000
FY
Fund #
Cost Center
Object Code Project #
Amount $
FY
Fund #
Cost Center
Object Code Project #
Amount $
FY
Fund #
Cost Center
Object Code Project #
Amount $
THIS PROFESSIONAL SERVICES AGREEMENT ( "Agreement ") is entered into and effective
as of , 20 ( "Effective Date "), by and between the City of Petaluma, a
municipal corporation and a charter city ( "City ") and Carollo Engineers, Inc., a Delaware
Corporation ( "Consultant ") (collectively, the "Parties ").
WHEREAS, the Parties enter into this Agreement for the purpose of Consultant providing
professional services to City under the terms and conditions set forth herein.
THEREFORE, in consideration of the mutual covenants contained in this Agreement, the Parties
agree as follows:
Services. Consultant shall provide the services as described in and in accordance with
the schedule set forth in Exhibit "A" attached hereto and incorporated herein
( "Services ").
2. Compensation; Business Tax Certificate.
A. For the full performance of the Services as described herein, City shall
compensate Consultant in accordance with the rates specified in Exhibit A.
B. Consultant shall submit detailed monthly invoices reflecting all services
performed during the preceding month, and including a revised schedule for
performance and additional documentation requested by City, as applicable.
C. Consultant shall be compensated for services in addition to those described in
Exhibit A, only if Consultant and City execute a written amendment to this
Agreement describing the additional services to be performed and the
compensation to be paid for such services. In no case shall the total compensation
under this Agreement exceed $999,880 without prior written authorization of the
City Manager. Further, no compensation for a section or work program
component attached with a specific budget shall be exceeded without prior written
authorization of the City Manager.
D. Not\vith stand ing any provision herein, Consultant shall not be paid any
compensation until such time as Consultant has on file with the City Finance
Department a current W -9 form available from the IRS website (www.irs.gov)
and has obtained a currently valid Petaluma business tax certificate.
PROI ISSIONAL SERVICES AGREENIFNT
(602;21) ,Tune 2011 7
E. City's obligation to pay compensation to Consultant as provided herein is
contingent upon Consultant's performance of the Services pursuant to the terms
and conditions of this Agreement and any amendments thereto.
3. Tet-m. The term of this Agreement commences on the Effective Date, and terminates on
June 30, 2017, unless sooner terminated in accordance with Section 4. Upon termination,
any and all of City's documents or materials provided to Consultant and any and all of
the documents or materials prepared for City or relating to the performance of the
Services, shall be delivered to the City as soon as possible, but not later than fourteen
(14) days after termination of the Agreement.
4. Termination. City may terminate this Agreement without cause upon ten (10) days'
written notice. City may immediately terminate or suspend this Agreement for cause.
Cause for immediate termination or suspension shall include, but not be limited to, any
breach of this Agreement by Consultant or Consultant's bankruptcy or insolvency. Upon
receipt of notice of termination or suspension for cause, Consultant shall immediately
stop all work in progress under this Agreement. In the event of early termination of this
Agreement by City, Consultant shall be entitled to payment for all Services performed to
the date of termination to the extent such Services were performed to the satisfaction of
City in accordance with the terms and conditions of this Agreement. If City terminates
this Agreement for cause, Consultant shall be liable to City for any excess cost City
incurs for completion of the Services.
5. Consultant's Representation; Independent Contractor. Consultant represents that
Consultant possesses distinct professional skills in performing the Services. City has
relied upon said representation as a material inducement to enter into this Agreement.
Consultant shall, therefore, provide properly skilled professional and technical personnel
to perform all Services under this Agreement. It is expressly understood that Consultant
and its agents and employees, shall act in an independent capacity and as an independent
contractor and not as officers, employees or agents of City. This Agreement shall not be
construed as an agreement for employment.
6. Facilities and Equipment. Consultant shall. at its sole cost and expense, furnish all
facilities and equipment that may be required for furnishing Services pursuant to this
Agreement. City shall furnish to Consultant no facilities or equipment, unless the City
otherwise agrees in writing to provide the same.
7. Licenses, Permits, Etc. Consultant shall, at Consultant's sole cost and expense, keep in
effect at all times during the term of this Agreement any licenses, permits or other such
approvals which are legally required for performing the Services.
8. Time. Consultant shall devote such time to the performance of the Services as may be
reasonably necessary for satisfactory performance of Consultant's obligations pursuant to
this Agreement.
9. Inspection. Consultant shall provide the City every reasonable opportunity to ascertain
that the Services are being performed in accordance with the requirements and intentions
of this Agreement. All work done and materials furnished, if any, shall be subject to
2
PROFESSIONAL SF.RVICI:S AGREE -MENT
(600>21) .Tune 2011 g
inspection and approval by the City. The inspection of such work shall not relieve
Consultant of any of its obligations pursuant to this Agreement.
10. Pro;;ress Reports. Upon the City's request, Consultant shall provide, in a form
acceptable to City, written progress reports of all oral and written observations, opinions, ,
recommendations, analyses, progress and conclusions related to Consultant's
performance of the Services.
11. Confidentiality. In the course of Consultant's employment, Consultant may have access
to trade secrets and confidential information, disclosure of which is protected or limited
by law. Consultant shall not directly or indirectly disclose or use any such confidential
information, except as required for the performance of the Services.
12. Conflict of Interest. Consultant represents that it presently has no interest, and
covenants that it shall not acquire any interest, direct or indirect, financial or otherwise,
which would conflict in any manner or degree with the performance of the Services
hereunder. Consultant further covenants that, in the performance of this Agreement, it
shall not employ any subcontractor or person having such a conflict of interest.
Consultant represents that no one who has or will have any financial interest under the
Agreement is an officer or employee of City. If such conflict of interest arises during this
Agreement or any extension, Consultant will immediately advise City and City may, at
its sole discretion, immediately terminate this Agreement. Certain Consultants are
subject to the requirements, including the disclosure and reporting requirements, of the
City's Conflict of Interest Code adopted pursuant to the Political Reform Act. Such
Consultants subject to the City's Conflict of Interest Code include those whose work may
involve: making government decisions regarding approval or adoption of rates, rules, or
regulations, action on permits or other applications, authorization to enter into or modify
contracts, or approval of plans, designs, reports, or studies. Consultant agrees to comply
fully with all such requirements to the extent they apply to Consultant's performance of
the Services.
13. Consultant No Alzent. Except as City may specify in writing, Consultant shall have no
authority, express or implied, to act on behalf of City in any capacity whatsoever as an
agent. Consultant shall have no authority, express or implied, pursuant to this Agreement
to bind City to any obligation whatsoever.
14. Standard of Performance. Consultant shall perform all the Services in a manner
consistent with the standards of Consultant's profession. All instruments of service of
whatsoever nature, which Consultant delivers to City pursuant to this Agreement, shall be
prepared in a substantial, workmanlike manner and conform to the standards of
Consultant's profession. All such instruments of service shall become the sole and
exclusive property of City upon delivery of the same.
15. Assignment /Transfer. No assignment or transfer in whole or in part of this Agreement
shall be made without the prior written consent of -City.
16. Subcontractors. Consultant shall directly perform all Services, and shall not subcontract
any portion of performance of the Services without the prior written consent of City.
An }/ such subcontractors shall be required to comply, to the full extent applicable, with
PROFESSIONAL SERVICES AGREEMENT
(609.2 1) June 20119
the terms and conditions of this Agreement, including but not limited to, procuring and
maintaining insurance coverage as required herein and which shall name City as an
additional insured.
17. Compliance With All Laws. Consultant shall fully comply with all applicable local,
state and federal rules, laws, regulations and ordinances pertaining to the performance of
the Services required hereunder, including but not limited to, the California Building
Standards Code as in effect in the City, the Americans with Disabilities Act, and any laws
and regulations related to any copyright, patent, trademark or other intellectual property
right involved in performance of the Services. Consultant's failure to comply with any
law(s) or regulation(s) applicable to the performance of the Services hereunder shall
constitute a material breach of this Agreement. To the extent that any other government
agency or entity provides compensation for any Services, Consultant shall comply with
all rules and regulations applicable to such fiscal assistance.
18. LivinjZ Wal4e Ordinance. Without limiting the foregoing Section 17, Consultant shall
comply fully with all applicable requirements of Petaluma Municipal Code, Chapter 8.36,
Living Wage (the "Living Wage Ordinance "), as the same may be amended from time to
time. Upon the City's request Consultant shall promptly provide to the City documents
and information verifying Consultant's compliance with the requirements of the Living
Wage Ordinance, and shall within fifteen (15) calendar days of the Effective Date of this
Agreement, notify each of its affected employees as to the amount of wages and time off
that are required to be provided to them pursuant to the Living Wage Ordinance. The
Acknowledgement and Certification Pursuant to City of Petaluma Living Wage
Ordinance, attached to this Agreement as Exhibit C, shall be a part of this Agreement for
all purposes, and Consultants that are Subject to Living Wage Ordinance requirements, as
determined by the City, must provide a properly completed Exhibit C in accordance with
the requirements of the Living Wage Ordinance. Consultant's noncompliance with the
applicable requirements of the Living Wage Ordinance shall constitute cause for City's
termination of this Agreement pursuant to Section 4 hereof.
19. Discrimination. During the performance of this Agreement, Consultant shall not
discriminate against any employee or applicant for employment because of race, religion,
creed, color, national origin, ancestry, gender, sexual orientation, age or physical or
mental disability in violation of any applicable law.
20. Notice. Except as otherwise specified in this Agreement, all notices to be sent pursuant
to this Agreement shall be made in writing, and sent to the Parties at their respective
addresses specified below or to such other address as a Party may designate by written
notice delivered to the other Party in accordance with this Section. All such notices shall
be sent by:
(i) personal delivery. in which case notice is effective upon delivery;
certified or registered mail, return receipt requested, in which case notice shall be
deemed delivered on receipt if delivery is confirmed by a return receipt;
(iii) nationally recognized overnight courier, with charges prepaid or charged to the
sender's account. in which case notice is effective on delivery if delivery is
confirmed by the delivery service; or
PROFESSIONAL SERVICES AGRLPM[:N'r
(60932]).1Une 2011 0
(iv) facsimile transmission, in which case notice shall be deemed delivered upon
transmittal, provided that (a) a duplicate copy of the notice is promptly delivered
by first -class or certified mail or by overnight delivery, or (b) a transmission
report is generated reflecting the accurate transmission thereof. Any notice given
by facsimile shall be considered to have been received on the next business day if
it is received after 5:00 p.m. recipient's time or on a nonbusiness day.
City: City Clerk
City of Petaluma
Post Office Box 61
Petaluma, California 94953
Phone: (707) 778 -4360
Fax: (707) 778 -4554
Email: cityclerk @ci.petaluma.ca.us
And:
Dan St. John, F. ASCE - Director,_ Dept. PW &U
Department of Public Works and Utilities
202 N. McDowell Blvd.
Petaluma, CA 94954
Phone: (707) 778 -4546
Fax: (,707)778 -4508
Email: dstiohngci.petaiuma.ca. us
Consultant: Lydia Holmes P.E. Principal -in- Charge
Carollo Engineers
2700 Ygnacio Valley Road, Suite 300
Walnut Creek, CA 94598
Phone: (925) 932 -1710
Fax: (925) 930 -0208
Email: LHolmes(c�carollo.com
21. Ownership of Documents. All original papers, documents or computer material on disk
or microfilm, and copies thereof, produced as a result of this Agreement, shall be the
property of City and may not be used by Consultant without the written consent of City.
Copies of such documents or papers shall not be disclosed to others without the written
consent of the City Manager or his or her designated representative.
22. Indemnification. To the maximum extent permitted by law, Consultant shall, at its own
expense, indemnify, defend with counsel acceptable to the City, (which acceptance will
not be unreasonably withheld), and hold harmless City and its officers, officials,
employees, agents and volunteers ( "hidemnitees ") from and against any and all liability,
loss, damage, claims, suits, actions, arbitration proceedings, administrative proceedings,
regulatory proceedings, civil penalties and fines, expenses and costs (including, without
limitation, claims expenses, attorney's fees and costs and fees of litigation) (collectively,
"Liability ") of every nature, whether actual, alleged or threatened, arising out of or in
connection with the Services or Consultant's failure to comply with any of the terms of
this Agreement, regardless of any fault or alleged fault of the Indemnitees.
PROFESSIONAL SERVIO S AGREEMENT
(0932 1) .t Line 201 11
The Consultant's obligation to indemnify, defend and hold harmless under this provision
shall not be excused because of the Consultant's inability to evaluate Liability, or because
the Consultant evaluates Liability and determines that the Consultant is not or may not be
liable. The Consultant must respond within 30 calendar days to any tender for defense
and indemnity by the City, unless the time for responding has been extended by an
authorized representative of the City in writing. If the Consultant fails to accept tender of
defense and indemnity within 30 calendar days, in addition to any other remedies
authorized by law, so much of the money due or that may become due the Consultant
under this Agreement as shall reasonably be considered necessary by the City, may be
retained by the City until disposition has been made of the matter subject to tender, or
until the Consultant accepts the tender, whichever occurs first. In the event that the City
must file responsive documents in a matter tendered to Consultant prior to Consultant's
acceptance of tender, Consultant agrees to fully reimburse all costs, including but not
limited to attorney's fees and costs and fees of litigation, incurred by the City in filing
Sikh responsive documents.
The Consultant waives any and all rights to express or implied indemnity against the
Indemnitees
concerning any Liability of the Consultant arising out of or in connection
with the Services or Consultant's failure to comply with any
Agreement.
of the terms of this
Notwithstanding the foregoing, to the extent this Agreement is a "construction contract"
as defined by California Civil Code Section 2783, as may be amended from time to time,
Consultant's duty to indemnify under this provision shall not apply when to do so would
be prohibited by California Civil Code Section 2782, as may be amended from time to
time.
Notwithstanding the foregoing, to the extent that the Services include design professional
services subject to California Civil Code Section 2782.8, as may be amended from time
to time, Consultant's duty to indemnify shall only be to the maximum extent permitted by
California Civil Code Section 2782.8.
23. Insurance. Consultant shall comply with the "Insurance Requirements for Consultants"
in Exhibit B -2, attached hereto and incorporated herein by reference. [Indicate attached
exhibit, e.g., "B -1, " "B -2, " "B -3, " or "B -4. "]
24. Amendment. This Agreement may be amended only by a written instrument executed
by both Parties.
25. Litil4ation. If litigation ensues which pertains to the subject matter of Consultant's
services hereunder, Consultant, upon request from City, agrees to testify therein at a
reasonable and customary fee.
26. Construction. This Agreement is the product of negotiation and compromise on the part
of both Parties and that the Parties agree that, notwithstanding Civil Code Section 1654,
any Uncertainty in the Agreement shall not be construed against the drafter of the
Agreement.
PROFESSIONAL SERVICES AGREEMENT
(60e321)June 2011 2
27. GoverninIz Law, Venue. This Agreement shall be enforced and interpreted under the
laws of the State of California and the City of Petaluma. Any action arising from or
brought in connection with this Agreement shall be venued in a court of competent
jurisdiction in the County of Sonoma, State of California.
28. Non- Waivei-. The City's failure to enforce any provision of this Agreement or the
waiver thereof in a particular instance shall not be construed as a general waiver of any
part of such provision. The provision shall remain in full force and effect.
29. Severability. If any term or portion of this Agreement is held to be invalid, illegal, or
otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of
this Agreement shall continue in full force and effect.
30. No Third Party Beneficiaries. The Parties do not intend to create, and nothing in this
Agreement shall be construed to create any benefit or right in any third party.
31. Mediation. The Parties agree to make a good faith attempt to resolve any dispute arising
out of this Agreement through mediation prior to commencing litigation. The Parties
shall mutually agree upon the mediator and shall divide the costs of mediation equally.
32. Consultant's Books and Records.
A. Consultant shall maintain any and all ledgers, books of accounts, invoices,
vouchers, canceled checks, and other records or documents evidencing or relating
to charges for services, or expenditures and disbursements charged to the City for
a minimum period of three (3) years or for any longer period required by law,
from the date of tonal payment to Consultant pursuant to this Agreement.
B. Consultant shall maintain all documents and records which demonstrate
performance under this_Agreement for a mininnunn period of three (3) years or for
any longer period required by law, from the date of termination or completion of
this Agreement.
C. Any records or documents required to be maintained pursuant to this Agreement
shall be made available for inspection or audit, at any time during regular business
hours, upon written request by the City Manager, City Attorney, City Finance
Director, or a designated representative of these officers. Copies of Such
documents shall be provided to the City for inspection at Petaluma City Hall
when it is practical to do so. Otherwise, unless an alternative is mutually agreed
upon, the records shall be available at Consultant's address indicated for receipt
of notices in this Agreement.
D. Where City has reason to believe that such records or documents may be lost or
discarded due to dissolution, disbandment or termination of Consultant's
business, City may, by written request by any of the above -named officers,
require that custody of the records be given to the City and that the records and
documents be maintained in Petaluma City Hall. Access to such records and
documents shall be granted to any party authorized by Consultant, Consultant's
representatives, or Consultant's successor in interest.
7
PROFESSIONAL SERVICES AGRF1 -MLNT
(609;21) June 201 13
31 Headings. The headings used in this Agreement are for convenience only and are not
intended to affect the interpretation or construction of any provisions herein.
34. Survival. All obligations arising prior to the termination or expiration of this Agreement
and all provisions of this Agreement allocating liability between City and Consultant
shall survive the termination or expiration of this Agreement.
35. Entire Agreement. This Agreement, including the exhibits attached hereto and
incorporated herein, constitutes the entire agreement between the Parties with respect to
the Services, and supersedes all prior agreements or understandings, oral or written,
between the Parties in this regard.
IN WITNESS WHEREOF, the parties hereto have executed this document the day, month and
year first above written.
CITY OF PETALUMA
City Manager
ATTEST:
City Clerk
APPROVED AS TO FORM:
City Attorney
APPROVED:
Department Director
APPROVED:
Risk Manager
APPROVED:
Finance Director
file name:
CONSULTANT
0
6n
Address
cmA
-k, C-A 9
City
<��t — MI Z 'Z-Z z
n12 D
Taxpayer J.D. Number
State Zip
Petaluma Business Tax Certificate Number
PROFESSIONAL SERVICES AGREEMENT
(609321) June 201 1 14
--l-
EXHIBIT A
ELLIS CREEK WATER RECYCLING FACILITY UPGRADE PROJECT
SOLIDS PROCESS UPGRADES
SCOPE OF WORK
CITY OF PETALUMA
AND
CAROLLO ENGINEERS, INC
(ENGINEER)
PROJECT UNDERSTANDING
The City of Petaluma (City) commissioned the new Ellis Creek Water Recycling Facility (WRF) in 2009.
Since the plant was put into operation, the City Public Works staff has recognized that several factors
have changed since the original plant design criterion was established. This includes:
• Higher than expected organics loading, that exceeds the liquid and solids process capacity.
• High strength waste (HSW) from local agricultural - related businesses might be more
economically treated locally at the WRF.
• The solids process equipment lacks redundancy, which makes the higher loadings more
problematic for plant operation and maintenance.
• The need for tertiary recycled water has increased due to the current drought and other factors,
such as serving agricultural users with tertiary treated water.
Based on these factors and limitations, the City has already undertaken assessments of the liquid and
solids processes at the WRF and envisioned three phases of improvements at the WRF. This scope
outlines the details of the Phase 1 Solids Process Upgrade project. Two subsequent phases will address
tertiary and high strength waste handling facilities upgrades and will be addressed in a separate scope of
work.
The Phase 1 Solids Process Upgrades project elements include:
1. Addition of two strain press units to WAS system prior to thickening.
2. Addition of a redundant Andritz 1 meter gravity belt thickener.
3. Addition of the third TWAS pump to match the existing pump.
4. Addition of a second anaerobic digester to match the existing digester.
5. Replacement or modification of the existing methane digester heating system to increase
heating capacity.
6. Addition of heating and mixing equipment for new anaerobic digester.
7. Addition of second dual fuel boiler and digester gas booster blower to accommodate the
increased heat requirements for digestion process.
8. Upgrade or replacement of existing dewatered sludge conveyance equipment.
9. Addition of a truck scale for sludge hauling trucks.
10. Addition of a redundant grit classifier for the existing grit handling system.
The following scope of services was prepared based on our understanding of the RFP, site visits, review
of available information, and discussions with City staff. It includes the scope of work for design through
bidding and Engineering Services During Construction. It is anticipated that Construction Management
will be provided by the City.
TASK 1 — BACKGROUND REVIEW
The purpose of Task 1 will be to identify any additional information required for design, and any data
gaps. Additionally, this first task is critical to setting the design criteria and reliability /redundancy criteria
for the project and the facility.
Petaluma Solids Addition Carollo Scope 042815.docx Page 1 April 28, 2015
15
EXHIBIT A
A kickoff meeting will be conducted with City management, operations and maintenance, laboratory and
other key staff to review the scope of the design project, project elements, and obtain background
information from the City.
This will include:
• AutoCAD design files and drawings for the WRF, including updates by the City during
construction to record the as -built conditions. Specification for existing equipment and facilities
will also be provided.
• Design criteria for the additional components and process units.
• Influent flow projections.
• Design loads for BOD, TSS, thickened waste sludge flows, and high strength waste.
• Level of service requirements.
• Recent assessments of solids process and co- digestion pilot results.
The information listed above will be provided by the City and reviewed based on the work completed
since the plant was commissioned. The City shall furnish the Engineer all available studies, reports and
other data pertinent to Engineer's services; obtain or authorize the Engineer to obtain additional reports
and data as required; furnish Consultant services of others required in the performance of Engineer's
services, and the Engineer shall be entitled to use and rely upon such information and services provided
by the City or others in performing Engineer's services under this scope. The information will be used to
prepare materials for the Basis of Design workshop included in the subsequent tasks. ,
Two features of the listed improvements will be evaluated in additional detail prior to the Basis of Design
Workshop:
The addition of a second grit classifier will also be evaluated to determine if it is feasible to
provide a redundant unit on the existing headworks. Alternative layouts for a redundant unit will
be prepared.
• The modification, or replacement of the existing dewatered solids conveyance for the current and
future screw press dewatering and truck loading system will be evaluated. A technical
memorandum (TM) will be prepared to document the alternatives evaluation and provided
findings and recommendations for dewatered cake conveyance.
The results of these evaluations will be reviewed as part of the Basis of Design workshop.
The Background Review subtasks include:
Task 1.1 - Kickoff Meeting
Task 1.2 - Collect and Review Existing Data and Information
Task 1.3 - Data Gap Identification and Meeting Notes
Task 1.4 - Redundant Grit Classifier Layouts
Task 1.5 - Dewatered Solids Conveyance Evaluation
Deliverable:
Kick -off meeting notes, Grit Classifier layouts, Solids Conveyance TM and Basis of Design workshop
materials.
TASK 2 - BASIS OF DESIGN
The purpose of Task 2 will be a confirmation of the Basis of Design. Using the information provided by the
City, our knowledge of the original design, and City staff experience in the operation of the existing
facility, the Basis of Design for the Solids Process Upgrades will be set. This will be accomplished in a
Petaluma Solids Addition Carolto Scope 042815.docx Page 2 April 28, 2015
16
EXHIBIT A
one -day workshop in the City of Petaluma. During the Basis of Design workshop, the following will be
considered:
• Process design criteria and sizing.
• Process layout.
• Technology selection where required, such as dewatered cake conveyance
• Level of automation and controls.
• Integration with existing solids and tertiary process.
• Utility requirements.
• Safety considerations.
• Construction phasing, sequence, and constraints.
• Additional information requirements.
• Environmental or permitting support needs (provided by others).
• Geotechnical information review (provided by others).
Engineer will conduct a workshop in order to define and finalize the scope and cost of final design
elements. The findings and recommendations for solids conveyance will also be reviewed during the
workshop. The goal of the workshop is to complete the preliminary design process in an accelerated
manner and allows the City to participate in real -time decision - making.
After the workshop, Engineer will prepare an updated construction cost estimate for the proposed
facilities, and meeting notes to document the decisions made in the workshop. These will be submitted to
the City for review and confirmation. The City's review comments will finalize the Basis of Design and
provide a NTP for final design. We anticipate that this approach will move the project from kickoff to the
start of final design in less than two months as shown on the project schedule, Exhibit C.
The Basis of Design Subtasks includes the following:
Task 2.1- Basis of Design Workshop
Task 2.2 - Basis of Design Cost Estimate
Task 2.3 - Basis of Design Workshop Summary
Deliverable:
Draft workshop meeting notes, including decision log, layout and design sketches, design criteria,
technology selection justification, updated schedule and work constraints, and preliminary construction
cost estimate.
Assumptions:
• The City (and permitting consultant) will apply for all permits and prepare environment
documents needed for construction of this project.
• The City will be responsible for updates to any required geotechnical information.
• The City will be responsible for any required survey work to confirm as -built elevations
and locations.
• The City will be responsible for any trench or potholing recommended for identification of
buried utilities.
TASK 3 - FINAL DESIGN
Engineer will prepare biddable construction documents (drawings and specifications) for the major project
elements based on the key findings and recommendations of the accepted Basis of Design in Task 2.
Construction documents will be prepared in compliance with current codes adopted by the City and
applicable local governing agencies at the commencement of the design.
Petaluma Solids Addition Carollo Scope 042815.docx Page 3 April 28, 2015
17
EXHIBIT A
Drawings will be prepared on a computer -aided design drafting (CAD) system using Engineer's CAD
drafting standards. Construction drawings will include general, demolition, civil, structural, process,
mechanical, HVAC, electrical, and instrumentation disciplines.
Specifications will be prepared using the City's front -end contract documents and Engineer's technical
specifications. Front -end contract documents will include general bidding requirements, general
conditions, and special conditions. Technical specifications will be prepared using Engineer's standard
CSI format for Divisions 2 through 17.
During the final design period, Engineer will prepare and submit three progress submittals to the City for
review and comment. The first submittal will be the 50 percent design submittal, which will include as a
minimum the following preliminary information: process flow diagrams, process and instrumentation
diagrams, control descriptions for major equipment, selected site plans, major process equipment layouts
and sections, major process pip ing,.location and dimensions of major structures, electrical single -line
diagrams, major mechanical equipment specifications, and a construction cost estimate. A 50 percent
design submittal review workshop will be held to discuss comments on the 50 percent submittal.
The second submittal will be the 90 percent design submittal, which will be a completed set of contract
documents that will also be submitted concurrently to Engineer's in -house technical checking team for
detailed review. The 90 percent design submittal will have also incorporated applicable comments from
the 50 percent design review and other comments received from the City between the 50 and 90 percent
design. A 90 percent design submittal review workshop will be held to discuss comments on the 90
percent submittal.
Applicable review comments from the City and Engineer's in -house technical checking team at the 90
percent design stage will be incorporated into the 100 percent design submittal, which will be signed and
sealed by registered professional engineers in California. Changes following the 100 percent design
submittal will be made by addenda to the bid set of construction documents.
Engineer will prepare construction cost estimates at the 50 percent, 90 percent, and bid set design
submittal stages. Estimates will be prepared based on available quantity takeoffs, estimating guides,
equipment manufacturers' quotes, and the construction cost of similar facilities. Contingencies or
escalating factors for general estimating, general conditions, contractor overhead and profit, escalation to
mid point of construction, and annual cost escalation will be included in the construction cost estimates.
Estimates will be prepared to a level of accuracy consistent with the standards of the American
Association of Cost Engineers.
Final Design Subtasks include the following:
Task 3.1- 50 Percent Plans and Specification Submittal
Task 3.2 - 50 Percent Cost Estimate
Task 3.3 - 50 Percent Submittal Workshop
Task 3.4 - 90 Percent Plans and Specification Submittal
Task 3.5- 90 Percent Cost Estimate
Task 3.6 - 90 Percent Workshop
Task 3.7 - Bid Set Plans and Specification Submittal
Deliverables:
® 50 percent design submittal including half -size drawings and specifications (five hard
copies and electronic copy (PDF))
90 percent design submittal including half -size drawings and specifications (five hard
copies and electronic copy (PDF))
Petaluma Solids Addition Carollo Scope 042815.docx Page 4
April 28, 2015
18
EXHIBIT A
• 100 percent design, Bid set submittal including signed and sealed drawings and
specifications (one electronic PDF copy ready for printing).
• . Construction cost estimates (approximately one week after each design submittal).
• Workshops meeting notes
• CAD drawings for the final Bid Set submittal.
Assumptions:
• The City will provide front -end contract documents in electronic format to Engineer for
review at least three weeks before the 50 percent design submittal date.
• The City (and permitting consultant) will apply for all permits and prepare environment
documents needed for construction of this project.
• The City will perform printing of bid documents based on the Bid Set design submittal.
TASK 4 - BID PERIOD SERVICES
Engineer will attend one pre -bid meeting with City staff and prospective bidders. City staff will conduct the
pre -bid meeting and Engineer will provide as- requested presentation materials to the City for the meeting.
Engineer will respond to bidder questions during the bid period and provide written responses to valid
bidder questions. Engineer will prepare addenda to clarify and change bid documents as required during
the bid period.
The Bid Period Services subtasks include:
Task 4.1- Pre -Bid Meeting
Task 4.2 - Addenda Preparation
Task 4.3 - Bid Evaluation
Deliverables:
• Presentation materials for pre -bid meeting.
• Written responses to applicable bidder questions.
• Addenda.
Assumptions:
• The bid period will be for a duration of up to six weeks.
• The City will advertise, print, sell, and distribute bid documents and addenda.
• Labor hours assumed for responding to bidder questions and preparing addenda will not
be exceeded without written authorization from the City.
TASK 5 - ENVIRONMENTAL AND PERMIT SUPPORT
Engineer will coordinate with City's permitting consultant who will perform environmental permitting
assessment and support CEQA permitting strategies. Preliminary design documents will be provided in
electronic format for use in CEQA and other permitting documents.
The Environmental and Permit Support subtasks will include:
Task 5.1- Support during Environmental and Permit Process
Deliverable:
Draft project description, layout and design sketches, schedule and work constraints, and other limited
materials for permits completed by others.
Assumptions:
• The City (and permitting consultant) will apply for all permits and prepare environment
documents needed for construction of this project.
Petaluma Solids Addition Carollo Scope 042815.docx Page 5 April 28, 2015
19
EXHIBIT A
TASK 6 - Engineering Services During Construction
The City intends to complete construction using in -house or third -party construction manager (CM), and
inspectors. Engineer will provide office support for CM including the following Engineering Services
During Construction tasks listed below.
Engineer will attend the pre- construction conference convened by the City and its CM Construction
managers. Attending this conference will be Engineer's Project Manager, Project Engineer, Construction
manager, and City Project Manager.
Engineer will respond to formal RFIs issued by the City's Construction manager. Routine RFIs that do not
relate to design intent are assumed to be handled by the City's Construction manager. All RFIs sent to
Engineer will be logged, documented, and communicated to Engineer using a standard written format.
The budgeted amount of labor is based on an average of 4 hours per formal RFI, plus administrative and
clerical time, and 50 RFIs and is an estimate only.�Actual requirements could vary.
Engineer will provide review and comments for technical submittals required per the contract documents.
Submittals will be logged, checked for completeness, and issued for review by the City's Construction
manager, and all review comments by Engineer will be submitted directly to the City's Construction
manager using a standard written format. In general, incomplete submittals will'be immediately rejected.
The budgeted amount of labor is based on an average of 6 hours per submittal and a total of 60
submittals. For budgeting purposes, 25% of the submittals are assumed to require re- submittal and is an
estimate only. The budgeted amount of labor is based on an average of 4 hours per re- submittal Actual
requirements, including the time required for each submittal review, could vary.
Engineer will review proposed construction change orders involving design intent and provide design
services to implement the change orders at the request of the City. It is assumed that proposed change
orders will be issued by the City's Construction manager using a standard written format, and that
Engineer will respond directly to the City's Construction manager. The budgeted amount of labor is based
on an average of 12 hours per construction change order, plus administrative and clerical time, and a
total of 5 change orders and is an estimate only. Actual requirements could vary, including the time
required for each construction change.
Engineer will attend special as- needed construction meetings and site visits at the request of the City,
and convened by the City's Construction manager. It is assumed that the City's Construction manager will
prepare agenda and minutes for the meetings and site visits. The budgeted amount of labor is an
estimate only and actual requirements could vary. This scope item assumes 12 as- needed construction
meetings and /or site visits, for two attendees per meeting.
Engineer will assist with startup and testing at the request of the City, and coordinated by the City's
Construction manager. Engineer will provide written summaries and photo- documentation of field
observations as required. Startup and testing assistance could be provided for equipment testing and /or
instrumentation and controls. The budgeted amount of labor is an estimate only and actual requirements
could vary. The budgeted amount of labor includes two full days at the project site for the project team
plus office support.
Engineer will assist with project closeout at the request of the City, and coordinated by the City's
Construction manager. One project manager from Engineer, CM and City project manager will attend a
punchlist walkthrough and supply written summaries and photo- documentation of field observations to the
Construction Manager. The budgeted amount of labor is an estimate only and actual requirements could
vary.
Engineer will incorporate the marked up as -built drawings provided by the City's Construction manager
into the drawings and provide record drawings. Record drawings will not include the engineer's seal or
signature. Record drawings will be provided to the City in electronic format only (AutoCad and PDF).
Petaluma Solids Addition Carollo Scope 042815.docx Page 6 April 28, 2015
20
EXHIBIT A
The Engineering Services During Construction subtasks will include:
Task 6.1- Pre - Construction Conference
Task 6.2 - Response to RFIs
Task 6.3 - Submittal Review
Task 6.4 - Construction Change Assistance
Task 6.5 - Meeting / Site Visits
Task 6.6 - Startup and Testing
Task 6.7 - Project Closeout
Task 6.8 - Record Drawings
Deliverable:
RFI response, submittal review comments, change order review comments, start -up plans, and record
drawings in electronic format.
Assumptions:
• The City
• will provide in -house or third -party construction management and inspection for this
project.
TASK 7 - PROJECT MANAGEMENT
Engineer will provide project administration and management necessary to perform planning, execution,
monitoring, and reporting of this project. Engineer will prepare a monthly progress letter report for
attachment to the monthly invoice to track and report the status of budget expenditures (earned value
report), the schedule, and key work products completed during that billing period.
Engineer will prepare a project Quality Management Plan identifying the roles and responsibilities,
procedures, and resources necessary to provide quality assurance /quality control (QA /QC) for this
project. The purpose of the QA /QC reviews is to ensure design quality, design consistency, and
conformance with project goals and standards. Engineer will conduct internal reviews using senior staff at
each major submittal: predesign evaluations, 50 percent design submittal, and 90 percent design
submittal.
The Project Management subtasks include:
Task 7.1- Project Management
Task 7.2 - Quality Assurance /Quality Control Review
Task 7.3 - Project Management - ESDC Construction Phase
Deliverables:
• Monthly invoices and progress letter reports.
• Meeting agendas, presentation materials, and meeting notes.
• Decision log.
Assumptions:
• The project duration for design tasks is 8 to 9 months.
• The City will complete review of each deliverable and provide.one collated set of written
comments in electronic format to Engineer within two weeks of the submittal date.
Petaluma Solids Addition Carollo Scope 042815.docx Page 7 April 28, 2015
21
EXHIBIT A
• The project duration for construction is approximately 9 months, and will be further
defined during design tasks.
TASK 8 — AS- NEEDED SERVICES
This Task consists of an allowance for funding application assistance, additional sole- source
documentation, and other activities. This allowance shall be used solely at the City's discretion.
The procedure for undertaking as- needed work is as follows:
• The City makes a request, either verbally, by e -mail, or other means.
• Consultant develops a scope and estimate, with detail appropriate to the complexity and
characteristics of the task at hand.
• The City reviews the scope and estimate, and Consultant makes revisions.
• The final scope and estimate are presented to the City. Work will commence only following
receipt of written authorization by a City representative authorized to contractually obligate the
City. Authorization can be via email or hardcopy.
• Billing and status reports shall show the Task 3 history and totals authorized, allowing for ongoing
monitoring of funds not yet committed.
Petaluma Solids Addition Carollo Scope 042815.docx Page 8 April 28, 2015
22 .
EXHIBIT B
04/28/15
TASK / DESCRIPTION
PIC an
Rears
Labor Cost
PIECE
Total ODC
Total Cost
Total Labor Rate
$ s
$ 11.70
Task 1 - Background
1.1
Review
Kickoff Meeting
$ 9,266 1 _$ 550
$ 6,536 $ 374
$ 6,088 $_ 36.3
$ 550 $ 9,816
1.2
Collect and Rview Existing Data an Information
e d f i
$ 374 $ _ 6,910_..
$ 363 $ 6,451
1.3
-- _
Data Gap Identification and meeting Notes
1.4
o
Redundant Grit Classifier Layout Evaluation
- _
$ 2,893 $ 176
$ 176 $ 3,069
1.5
Conveyance Technical Memorandum
Solids Conve Y
$ 13,492 $ 796
$ 796 $ - 14,288
Subtotal - Task 1
$ 38,275 $ 2,259
$ 2,259 $ 40,534
--Basis-of
Task 2 Design
2.1
Basis of Design Workshop _
-
_
_ $ 19,864 $ 1,240
$ 1,240 $ 21,104
2.2
Basis of Design Cost Estimate
$ 9,704 $ 585
$ 585 $ 10,289
2.3
Basis of Design Summary
$ 15,420 $ 983
$ 983 $ 16,403
Subtotal - Task 2
$ 44,988 } $ 2,808
$ 2,8008$ 47,796
Task 3 -Final
Design
-_
I
3.1
50% Plans and Specifications Submittal
_ _ - _ -
_
$ 191,376 13,034
� $
$ 13,034 $ 204,410
3.2
50% Cost Estimate
$ 7,680
$ 515
$ 515 $ 8,195
3.3
50% Submittal Review Workshop
$ 12,016
F $ 796
$ 796 $ 12,812
3.4
90% Plans and Specifications Submittal
__
$ 189,936
I $ 13,034
$ 13,034 $ 202,970
_
3.5
90% Cost Estimate _-
$ 71680
515
515 ' $ 8,195
3.6
90% Submittal Review Workshop
_
$ 12,016
_$
$ 796
_$
$ 796 $ 12,812
3.7
Bid Plans and Specifications Submittal
$ 79,660
$ 5,569
$ 5,569 $ 85,229
Subtotal - Task 3
It
$ 500,364
$ 34,259
$ 34,259 $ 534,623
Task 4 - Bid and Award Services
4.1
Pre Bid Meeting
4.2
Addenda Preparation
$ 13,216
$ 866
$ 866 $ 14,082
4.3
Bid Evaluation
$ 3,944
$ 211
$ 211 $ 4,155
Subtotal - Task 4
$ - 21,232
$ 1,311
$ 1,311 $ 22,543
Task 5 - Environmental Permitting and Support Services
5.1
Support During Environmental Permit Process
$ 11,432
$ 796
$ 796 $ 12,228
Subtotal - Task 5
$ 11,432
$ 796
$ 796. $ 12,228
Task 6 - Engineering Services During Construction''
6.1
Preconstriction Conference - - -
$ 3,944
$ 211
$ 211 $ 4,155
6.2
Response to RFIs
_
$ 39,228
$ 2,317
$ 2,317 $ 41,545
6.3
Submittal Review -
77,984
$ 4,750
$ 4,750 82,734
6.4
Construction Change Assistance
- - - -
$ 11,722
$ 679
$ 679 $ 12,401
6.5
Meeting / Site Visits (12) _
$ 30,552
$ 1,708
$ 1,708 $ 32,260
6.6
Startup and testing -
_$
8,384
$ 468
$ 468 $ 8,852
6.7
Project Closeout _
$ 12,480
$ 772
$ 772 '_$ 13,252_
6.8
Record Drawings
$ 33,267
$ 2,621
$ 2,621 $ 35,888
Subtotal -Task 6
!
$ 217,561
$ 13,526
$ 13,526 $ 231,087
Task 7 - Project
7 1
Management
Project Management /Coordination, Invoicing, and City
Coordination
$ 23,424
$ 1,123
$ 1,123 $ 24,547
72
QA /QC Technical Review
$ 39,936
$ 2,153
$ 2,153 $ 42,089
7.3 Project Management/ Coordination ESDC
$- 18544
$ 889
$ 889 $ 19,433
Subtotal_ - Task 7
$ 81,904
$ 4,165
$ 4,165 $ 86,069
Task 8 - As Needed Services
$ 25,000
TOTAL TASKS 1 to 8 --j j$
�915,756-1
$ 59,124 1
It 59,124 $ 999,880
REVISED Petaluma Estimated Costs and Fee 042815.xlsx 23 5/6/2015
ENGINEERING SERVICES FEE ESTIMATE
City of Petaluma
Ellis Creek Water Recycling Facility Upgrades
Solids Process Additions
EXHIBIT B
04/28/15
TASK /i DESCRIPTION
PIC and Tech
Review
Project
Manager and
Tech Review
Project'
Engineer
Solids Handling
Specialist
Tertiary
Treatment
Specialist
Mechanical
Engineer
'
E &IC Engineer
' Engineer Structural
Staff Engineer
CADD
Technician
Support
Total Hours
Labor Cost
PECE
Total CDC
Total Cost
Total Labor Rate
$ 244.00
$ 244.00
$ 188.00
$ 224.00
$ 188.00
$ 224.00
$ 188.00
$ 188.00
$ 154.00
$ 138.50
$ 102.00
$ 11.70
Task 1 - Background Review
1.1
Kickoff Meeting
Collect and Review Existing Data and Information
1
8
4
4
8
8
0
4
4
4
4
4
2
4
4
4
2
4
2
47
$ 9,266 $ 550
$ 550 $ 9,816
$ 374 $ 6,910
$ 363 $ 6,451
$ 176 ' $ 3,069
1.2
0
1
4
4
8
4
0
0
0
0
4
4
2
4
4
0
0
0
2
0
2
0
32
31
15
$ 6,536 $ 374
$ 6,088 $ 363
$ 2,893 ' $ 176
1.3
1.4
1.5
Data Gap Identification and meeting Notes
Redundant Grit Classifier Layout Evaluation
Solids Conveyance Technical Memorandum
1
2
4
0
2
8
8
16
8
4
4
_
1 16
0
2
68
$ 13,492 $ 796
$ 796 $ 14,288
Subtotal - Task 1
5
26
28
36
0
22
16
18
30
6
6
193
$ 38,275 $ 2,259
$ 2,259 $ 40,534
Task 2 -Basis
_FFIB3ais
of Design
2.1
of Design Workshop-
4
16
16
- 8 -
8
16
0
0 _
0
4
4
8
4
4
16
24
2
106_
$ 19,864 r $ 1,240
$ 1,240$ 21,104
2.2
-
Basis of Design Cost Estimate
2
2
- 8
8
- 4
8
4 -
8
- 4 - -
8
- 16
16
0 -
16
___ -- 0
2
50
84
9,704
$ - -- 15,42 $ 983
0
$ 10,289
$ 983 $ 16,403
2.3
- - - -- -
Basis of Design Summary
Subtotal - Task 2
8
32
32
28
0
16
16
16
48
40
4
240
$ 44,988 $ 2,808
$ 2,808 $ 47,796
Task 3 - Final
Design
0
r
3.1
50% Plans and Specifications Submittal
4
40
80
120
50
200
80
100
400
40_
1,114
$ 191,376
$ 13,03_4
$ 13,034 $ 204,410
3.2
50% Cost Estimate
0
4
8
0
0
0
-
4
4
-
24
-_
0
-
0
44
$ 7,680 $_ 515
$ 515 --
$ 8,195
3.3
-50% Submittal Review Workshop
0
8
8
4
- --
0
0
-
4
4
40
0
-- - .
0
-- -
68
$ 12,016: $ 796
$ 796 'I $ 12,812
3.4
90% Plans and Specifications Submittal
4
- 0
40
4 -
80
- 8
80
0
0
50
200
12_0
100
400
40
1,114
$_ 189,936 I $ 13,034
$ 13,034_ $ 202,970
- 3.5-
90% Cost Estimate - -- - -- --
- 0 -
0 _
4
4
- 24 -
-- 0
0
44
$ - - -- 7,680 $ 515
$ - 515 $ 8,195
3.6
3.7
90% Submittal Review Workshop - -
Bid Plans and Specifications Submittal
0
4
8
24
8
24
4
24
0
0
0
20
_
4
80
4
40
40
40
0
200
0
20
-
68
476
$ 12,016 $ 796
$ 79,660 $ 5,569
$ 796 $ 12,812
$ 5,569 $ 85,229
Subtotal - Task 3
12
128
216
232
0
120
496
256
368
1,000
100
2,928
$ 500,364 $ 34,259
$ 34,259 $ 534,623
Task 4 - Bid
and Award Services
4.1
Pre -Bid Meeting
g-
Addenda Preparation
p
Bid Evaluation
0
8
8
16
8
0
0
0
0
0
4
0
0
4
0
0
4
0
4
12
0
0
16
0
0
4
0
20
74
18
$ 4,072
$ 13,216
$ 3,944
$ 234
$ 866
$ 211
$ 234 $ 4,306
$ 866 $ 14,082
$ 211 $ 4,155
4.2
4.3
2
2
8
8
4
0
- - -- - - - - Subtotal - Task 4
4 -
24 -
-- -32
4 - -
0
4_
- 4 -
-- 4
16 --
16
4 -
- 112
$ - - 21,232
$ 1,311
$ 1,311 $ 22,543
Task 5 - Environmental Permitting and Support Services
5.1
Support During Environmental Permit Process
4
8
16
0
0
0
0
0
16
16
8
68
$ 11,432
$ 796
$ 796 $ 12,228
Subtotal - Task 5
4
8
16
0
0
0
0
0
16
16
8
68
$ 11,432
$ 796--$
796 $ 12,228
Task 6 - Engineering Services During Construction
6.1
Preconstriction Conference
-
2
- -._
8
-
8
0
0
0
-
0
0
0
0
0
18
$ 3,944
$ 211
$ 211 $ 4,155
6.2
-- --
_'_'6_.3_
6.4
RFIs
Res p onse to - -- - - - -- -
2
40
24
-
60
--
- 80
16
- -- --
60
0
0
0
- - - -
0 -__
0
8
24
16
24
8
0
198
$ 39,228
$ 2,317
$ 2,317 $ 41,545
Submittal Review - - - --
-
2
-
40
60
-
40
-- -- -
100
-
0
-- -
0
406
$ 77,984
$ 4,750
$ 4,750 $ 82,734
Construction Change Assistance
2
-
16
20
4
4
4
4
4
0
58
$ 11,722
$ 679
$ 679 $ 12,401
6.5
Meeting / Site Visits (12)
2
48
48
8
0
8
16
8
8
0
0
0
0
146
$ 30,552-1
$ 1,708
$ 1,7087 $ 32,260
6.6
Startup and testing
2
8
6
16
0
0
0
0
8
40
-$ 8,384
$ 468
$ 468 'T $ 8,852
6.7
Project Closeout
2
8
16
16
0
0
0
0
8
16
0
66
$ 12,480
$ 772
$ 772 $ 13,252
6.8
Record Drawings
2
8
24
0
0
0
0
0
0
190
0
224
$ 33,267
$ 2,621
$ 2,621 $ 35,888
Subtotal -Task 6
16
160
262
116
0
60
104
68
152
218
0
1,156
$ 217,561
$ 13,526
$ 13,526 ' $ 231,087
Task 7 - Project
7.1
Management
Project Management /Coordination, Invoicing, and City
Coordination
16
20
80
60
0
0
0
0
0
0
0
24
0
40
0
40
0
0
0
0
0
0
0
96
$ 23,424
$ 1,123
$ 1,123 $ 24,547
7.2
QA /QC Technical Review
0
0
184
76
$ 39,936
$ 18,544
$ 2,153
$ 889
$ 2,153 $ 42,089
$ 889 $ 19,433
7.3
Project Management/ Coordination ESDC
16
60
0
0
0
0
0
0
Subtotal - Task 7
52
200
0
0
0
24
40
40
0
0
0
356
$ 81,904
$ 4,165
$ 4,165 $ 86,069
Task 8 -`As Needed Services
TBD
$' r 25,000<
TOTAL TASKS 1 to 8 101
578
586
416
0
246
676
402
630
1296
122
5,053
$ 915,756
$ 59,124
$ 59,124 j $ 999,880
REVISED Petaluma-Estimated Costs and Fee_042815.xlsx 1 23 5/6/2015
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24