HomeMy WebLinkAboutAgenda Bill 3.F 12/20/2010A!' Item # 3 . F
• r.
DATE: `December 20,'20fO
TO: Honorable Mayor and
Members of the City Council through City Manager '
FROM: Pamela Tuft —.Interim Director, Water Resources & Consery n
g
SUBJECT: Resolution Authorizing : the City Manager Execute a Profession ervices
Agreement for Design Services for the Recycled Water Pump Station
Main, and No. 1: Improvements Project
RECOMMENDATION
It is recommended thauthe. City Council adopt the attached Resolution authorizing the City
Manager,to execute a Pro fessiona'l'S'ervices Agreement for design services to ArcSine
Engineering, Inc. for the Recycled Water Pump Station Main and No, l Improvements project.
BACKGROUND
The City of Petaluma's recycled water system was constructed in '1.981, The system consists of
threei pump stations and 12 ,miles of pipelines, serving over •850 acres of land. It conveys
secondary recycled water from, the oxidation ponds at Lakeville Highway ,to agricultural land for
g vineyards,. g gr, . ,
irrt ation of golf courses. and a icultural lands. During the,dry- weather season, May
1 eco O nda bewat r from oxidation_ onds as distributed into the to recycled luma River and disinfected
Y g g
s ry p irrigation, customers.
Recycled water accounts ,forup to 48% of the City's 'total annual .effluent.
The Rec cled Water . ter Main -Pump Station conveys recycled water from the oxidation ponds at
Lake.ville;,Highway to Recycled Water Booster Pump Station No. 1 (see attached location map).
Recycled Water Booster Pump .Station No. 1 is located on Lakeville; Hwy at Browns Lane and
conveys secondary recycled water to Booster Pump Station No. 2 and to agricultural land for
irrigation., During.'the dry weather season these pump stations operate at full capacity to deliver
recycled waterto the agricultural users
Rec cled'Wafer. Pum "Stations. The stud outlined' areas 'hat defic
provide a ieht,' of the. Secondar
AreSine y
In 2008 ArcSme Engineeruig . Inc. was selected. to
y p y are ient, causing operational
problems__and maintenance 'issues, which need to be unproved.
Agenda Review:
Y y ,•
Oft Attorne Finance Directo City'IVlana 1
;;
DISCUSSION-
The Recycled Water Pump Station Improvements project involves' mechanical,, electrical and.
instrumentation:improvements to the Main Pump Station and Booster Pump Station No. 1'. The.
existing electrical equipment land control systems of these pump stations have been operating for
almost 30 years and are in.need of upgrade to prevent system failure.
ArcS.ine has been involved in the upgrade of the recycled water .system since 2008. Work
included analyzing the existing: electrical and mechanical systems and recommending upgrades .
to electrical and . instrumentation to handle the design flows; as well as integrating the pump
stations with the instrumentation. systems at the Ellis Creek Water Treatment Facility. ArcSine
also designed the electrical 'and instrumentation upgrades for the Booster Pump Station No. 2
Upgrade project which was. awarded by Council on October 18, 2010 and will start construction
in January 2011.
ArcSine was individually selected to provide design services .for this project. ArcSine was
selected by competitive process for the Pump Stations Study which was the first phase of this
work effort. The second phase of the work was the design.of the Booster Pump Station No. 2
which will begin construction iin.January, 2011. The current design effort is merely the third
phase of this ongoing project. Hourly:,rate and the production schedule have been reviewed and
are in line with industry standards: 'It would be significantly more costly to utilize another
electrical engineering consultant;`previous engineering decisions would need to be reconsidered
by the new engineer, costing additional time and money.
City Staff recommends engaging ArcSine to provide design services for the project.
FINANCIAL IMPACTS
The contract will be a time and materials, not to exceed agreement; The total budget for this
project (account # 06600- 66999- C66400902) is $1,065,000 over the next two years with a year 1
approved budget of $280,000. This agreement will be for a not to exceed amount of $338,400
($280,000 in FY 10 /1.1 and the balance of $58,400 which will be requested in the FY 11/12
budget).
ATTACHME-NTS
1. Resolution
2. PSA Agreement
3. Location Map
2
Attachment 1
RESOLUTION AUTHORIZING THECITY MANAGER TO EXECUTE A
PROFESSIONAL "SERVICES AGREEMENT FOR DESIGN SERVICES
"TO ARCSINE ENGINEERING FOR THE RECYCLED WATER
PUMP STATION MAIN AND NO.1 IMPROVEMENTS PROJECT
WHEREAS, the City's water recycling program is regulated by the California Regional. Water
Quality Control Board, San Francisco Bay Region and General Water Reuse Order No. 96 -011;
and
WHEREAS, the City must comply with all requirements of NPDES permit No. CA0037810 for
its effluent discharge; and
WHEREAS, the 2008 Secondary Recycled Water Pump Station Study identified deficiencies
and provided recommendations for improvements to the City's Secondary Recycled Water
system; and
WHEREAS, this project requires the services of a quality professional engineering firm familiar
with. pump stations and experienced�in electrical engineering design services; and
WHEREAS, ArcSine Engineering, Inc. (ArcSine) has provided electrical engineering services
for the study and design of the City's recycled water system; and
WHEREAS, ArcSine has demonstrated ability to produce superior quality work on complex
electrical engineering projects, which has been demonstrated with over 30 years of electrical
engineering design services for Bay Area municipalities; and
WHEREAS, staff recommends the City execute a professional services agreement with ArcSine
for electrical design services for the Recycled Water Pump Station I'mprovements Project;
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
Design Services with ArcSine in support the Recycled Water Pump Station,Main and
No.I Improvements Project in the amount not to exceed 5338,400.
3
f
'PROFESSXONAI, SERVICES AGREEMENT
Design Services; for °
Recycled Water ;Pump Station,, Main and No., l' Improvements
(Title of Project)
FY 10/11 Fund`# ¢600. Exp: Acct. # 66999 54110 Project # C66400902 Amount $ zuam
Formulti -year contracts or contracts with multiple accounts:
FY 11/12 Fund # 6600 Exp.. Acct. # 66999- 54110 Project# C66400902 Amount'$ 58;400
FY Fund# Exp. Acct. # Project'# Amount $
FY Fund,# _ Exp. Acct. # Project # - Amount $
FY Fund, #, ; Exp. Acct. # Project Amount $
FY Fund' #, Exp. Acct. # Project Amount S
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,. ArcSine Engineering Inc. a California
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 iricorporated herein
( "Services ").
2. Compensation, Bus tess`Tax Certificate
A. For the fi l,t performance of the Services as described herein; City shall
compensate Consultantunder the following terms:' time and materials
B. Consultant shalt _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 p aid for such services. In no case shall the total compensation
,
under. this Agreement exceed M8,400: 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. Notwithstanding any provision herein, Consultant shall not be paid any
compensation until such time as Consultant has on file with the City Finance
Department current information requested on the "Vendor Information" form
.4
PROFESSIONAL SERVICES, AGREEMENT (City).
0Mnnage .60932 t).April 2010
ty ` ned a currently valid Petaluma business tax
avallabie .from, Ci ; and. has obtai
certificate.
E. City's obligation° to pay: compensation to 4Consultant. as provided herein is
contingent upon Consultant's 'perforriiance of the Services pursuant.to the terms;
and conditions of this Agreement and any amendments thereto
. Term . The `term of this Agreement. commences on the Effective Date, and terminates on
December 3.1, 201.1, unless. sooner terminated in accordance with Section 4. Upon,
termination, any and all of City's. documents or`maierials 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 in nediate' termination or suspension shall include, but, -not be aimited 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 snail 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 Iiable 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 and its. a ens and em S lo ees t shal act n an rode 1 endent ca ae �derstood that Consultant
p Agreement. P y
g p y p p y and as an independent
contractor and not as offcers, .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
otherwse�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,, penhits 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 performiance of Consultant-'s obligations pursuant to
'this.Agreement.
2 5
PROFESSIONAL SERVICES AGREEMENT (City)
(Waua&N60932t) ApnL2010
9. lbs�ction.:Consultant shall pro.Vid'e'the City`'every opportunity 'to +ascertain,
that theF Services are being performed in accordance with the:requirements and intentions .
of this ".All work, done and materials furn'i'shed, „,tf any, shall ,be.3subject to'
inspection and approval by - the "City. The 'inspection of such work shall not relieve
Consultant of any of its obligations pursuant to this Agreement:
1.0. Progress Reports „Upon the City's request, Consultant shah 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 dr limited
by law. Consultant shall not directly or indirectly disclose l or use any such - WeldchtiAl
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 perfonmance of the. Services'
hereunder. Consultant further 'covenants that, in the performance of this Agreementi it
shall not employ any- subcontractor or person having such a conflict of interest.
Consultant represents that no one who. has or will have financial interest under the
Agreement is an officer ovemployee 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 disclosuree and reporting requirements, o f .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: snaking 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.. 'Consultarit'agrees to comply
fully with all such requirements to the extent they apply-to Consultant's performance of
the Services.
U. Consultant No Agent 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
#o bind City to any obligation no authority express or implied, pursuant "to this Agreement
n whatsoever.
14. Sianda`r'd of Po formanrce Consultant shall perform all the Services in a manner
consistent with 'the, standard`s of ' Consultant''s profession: All instruments of service of
whatsoever nature, wlich!Consultant delivers to City pursuant. Agreement; `shall be
prepared. in a substantial, first class and workmanlike manner and .conform. to the'
standards iof Consultant's profession. All such instruments of service shall become the
sole and exclusive property of City upon delivery of the same.
15. Assi�ynmentfransfer No assignment or transfer in whole or in part`of'this Agreement
shall be iimade`without the prior written consent of City.
PROFESSIONAL SERVICES.AGREi MENT, (City).
Waiiagg 9609321) April, 2010
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.
Any such , subcontractors shall be required to comply,, to the full extent applicable; with
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.
IT Compliance With Ali 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. Living Wage Ordinance Without limiting the foregoing Section 17, Consultant shall
comply fully with the requirements of Petaluma Municipal Code, Chapter 8.3 6, Living
Wage (the "Living Wage Ordinance "), as the same may 'be amended from time to time.
Upon the City's request Consultant shall promptly pro_ vide 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.
Consultant's noncompliance with 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;
(ii) 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
7
PROFESSIONAL SERVICES AGREEMENT'(City) .
(Manage 0609321 >) April 2010
w
(') facsimile :; arisnussion, t, deemed delivered .upon
transmittal rovided that a a du Ii ate copy f ha notice is promptly delivered'
ry tr w. c -c
by first - class " or certifi main or r 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:
Patricia A. Gothard, P.E.
Denartment of Water Resources and_C onservation
202 N. McDowell Blvd.
Petaluma, CA 94954
Phone: (707) 776 -3672
Fax: (707)778- 4508
Email: pgothard(cr�si petaluma.ca.us
Consultant: Douglas McHaneY P.E.
ArcSine Eng_ineeritig, Inc.
950 Executive Drive
Redding, CA 96002
Phone: (530) 222 -7204:
Fax: (530)222=7210
Email: dmchaney(@,arc- sine.com
21. Ownership of Documents AJI 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 ( "Indemnitees ") 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 ,o f every nature, whether actual, alleged or threatened, 'arising out of or in
connection with the Services or Consultant failure to comply with any of the terms of
this Agreement, regardless of any fault or alleged fault of the Indemnitees.
5
PROFESSIONAL SERVICES AGREEMENT (City)
(iManage #6093zi )rApr 12010 .
The Consultant's obligation to indemnify, defend and hold harmless under this provision
shall.not be excused because of the Consul tant's"inability to. evaluate Liability, or. because
the Consultant evaluates Liability and deterniines 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 the4ender, 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
Iimited to attorney's; fees and costs and fees of litigation, incurred by the City in filing
such 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 of the terms of this
Agreement.
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 maybe 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,Parti.es.
25. Litigation 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 bofi "Pail 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.
9
PROFESSIONAL SERVICES AGREEMENT (City)
(Manage 9609321) April 2010
27. Governing,, Law; Venue 'This Agreement shall - be enforced and interpreted .under the:
laws of the State of California and the City of Petaluma. Any actiod.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 - Waiver `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. Seyerability 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 shahl,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 final'' payment to Consultant'pursuant to this Agreement.
B. Consultant shall maintain all documents and records which demonstrate
performance under 'this Agreement for a minimum 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
ig p o fficers. Copies of such
Director, or a des r e pr esentative of these a f
documents shall be provided to the City for inspection at Petaluma City Hall
when Tit 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 'Hail. Access to such records and
documents' shall be granted to any party authorized by Consultant, Consultant's
representatives, or Consultant's successor in interest.
10
PROMSSIOIV_AL SERVICES.AGREEMENY(City)
Wanage #b09321),Apfil 2010
33. ' Headings . 'The headin
g. s used in this; Agreement, are for convenience only and are not
intended to:affect the interpretatio n or construction of.any.;provisicns,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
CONSULTANT
By
Naive
Title
.�i�: Ctil '�1 "� W G•y�
Address
Cam- 1j.6 002 .
City State Zip
qy dg7
Taxpayer I.D. Number
tmoYIV6
Petaluma Business Tax Certificate Number
Filename: S:ICIPIRECYCGED "WATERCC66400902 Pump Stn UpgradelAgceementsX &cSin6\PSA- designsevvices
8 11
PROFESSIONAL SERVICES AGREEMENT (City)°
(Nana& Itsa932I) ApnC2010
d'
EXHIBIT "A "`
CITY OF PETALUMA, CALIFORNIA
SECONDARY RECYCLED WATER PUMP STATION UPGRADES
DESIGN PROFESSIONAL SERVICES SCOPE
ArcSine Project 0829 November 19, 2010
This Scope of Work.describes Engineering Design Professional Services to upgrade the City of
Petaluma Secondary Recycled Water Pump Station at the Main Pump Station, Booster Pump
Station No. 1, and Booster Pump Station No. 2.
This Scope will result in Contract Documents for competitive bid.
1.0 REFERENCE TO DOCUMENTS
1.1 The following documents were used in the preparation of this Scope of Work.
1.2 "Secondary Recycled Water Pump Station Study" prepared by ArcSine Engineering in
February 2008, and submitted to the City of Petaluma.
1.3, "Secondary Recycled Water Pump Stations - Hydraulic Modeling and Surge Analysis"
prepared by Dodson - Psomas in June 2008, and submitted to the City of Petaluma.
1.4 Bid Documents concerning upgrades for Petaluma Booster Pump Station No. 2 prepared
by ArcSine Engineering in May 2008, _ and submitted to the City of Petaluma._
Construction for these upgrades is to be completed in 2010/2011.
2.0, EXISTING RECYCLED WATER SYSTEM
2.1 The existing recycled water system consists of three pump stations, one pressure reducing
station, pipelines ranging in size from 8 inches to 24 inches in diameter and service to 10
irrigation customers through 1:6 turnouts. The system. uses variable -speed and. constant-
speed pumps. There is no communication between pump stations nor communication
between the Ellis Creek Water Reclamation Facility (WRF) and any pump station.
2.2 Recycled water is pumped by Main Pump Station to Booster Pump Station No. 1.
Booster Pump Station No. 1 serves customers, as well as feeding Booster Pump Station
No. 2. Booster Pump Station No. 2 pumps to customers at higher elevations.
2.3 The existing stations and force main have little in the way of provision for control of,
hydraulic surges. The City of Petaluma has noted that failures attributed. to overpressure
situations have occurred in the past.
Page 1 of 10
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- S: \CIP \RECYCLED'WATER \C66400902 RW Pump Station Upgrades \City Council\Exhibit A SCI 1'1910.doc
1
3A PROkCT
3.1 The project will generally improve the Main Pump Station and Booster Pump Station
Nos. I and 2, and will implement hydraulic 'improvement's system -wide.
3.1 Water consumption regulation will be added for three customers' turnouts. (The turnouts
chosen will be determined,during design.)
3.3 The overall goals of the project include the following:
a. Implement improvements to the,pump stations and the.force main to facilitate some
hydraulic surge�control to reduce the chance of catastrophic system failure. This will
include an evaluation of the hydropne'umatic tank. system and design of appropriate
controls.
b. Establish communications between pump stations and the WRF SCADA systems.
Integrate the stations into the WRF SCADA.system to provide monitoring, alarming,
and historical functions.
c. Establish automatic control of pump station operations, and implement station- to-
station. interlocking. This'is a critical improvement given the fact that there exists no
in- system storage.
d. Identify fixes and replace aged electrical and instrumentation components to reduce
potential failures and improve operation.
e. Develop and design,a, system of controls and. appurtenances which will diffuse the
effect that customer initiated water demand changes,can'have on system operations.
3.4 This project will make use of mechanical analyses, conclusions, and recommendations
previously developed. New modeling, and updates to. existing model(s), are not included.
It should be noted that the existing hydropneumatic tank systems will be brought back
;into ,service and improved under this project, which will provide limited hydraulic surge
protection.
4.0 PROJECT IMPROVEMENTS
4.1 ' Booster Purnp Station No. 1
a. Rehabilitation of electrical system.
1. =Evaluate the need for and design power factor correction, if determined to be
necessary.
Page2of10 13
S'\C1P\RECYCLED WATER \C66400902,RW Pump Station Upgrades \City Council \Exhibit A SCI 11910, oc
Vic=,
2. Remove and replace existing starters with new VFDs or new SSRV's.
3. Replace MCC section to serve SSRV's or VFDs.
b. Rehabilitation of control system.
1. Evaluate controls of existing pressurization pump.
2. Replace speed control.
3. Provide new control panel and PLC.
c. Improve instrumentation and controls.
1. Hydropneumatic tank.
• Replace level and pressure controls
• Monitor and control by the PLC
2. Delete autodialer; incorporate alarms into the WRF alarm notification system.
3. Replace flowmeter.
d. Improve station lighting.
e. Add a valve operator to the existing Recycle Valve to facilitate automatic diversion of
recycled water back to the Ellis Creek pond system.
f. Provide mechanical pressure relief to relieve excessive force main pressure at the
Booster Pump Station No. 1 discharge header.
g. Integrate the booster pump station into the WRF SCADA system. This includes
addition of a radio, antenna, and mast to provide communication. via wireless
Ethernet.
h. Make program changes to the WRF SCADA system to integrate this system.
i. Implement station -to- station control interlocking via WRF SCADA.
j. Conversion of the existing hydropneumatic tank system into surge suppression
service.
• Replace compressors.
• Replace leaking valves.
k. Add a 4 -inch air /vacuum valve to the Booster Pump Station No. 1 suction header.
Page 3 of 10
14
SACIMECYCLED WATER\C66400902 RW Pump Station Upgrades\City Council \Exhibit A SC111910.doc
d
4.2" Booster Pump Station No. 2
a. Improve station lighting.
a. Provide mechanical pressure relief to relieve Booster Pump Station No. 2 discharge
station piping.
c. Surge suppression system.
• Replace compressors.
• Replace leaking valves.
d. Add a 3 -inch air %vacuum valve to the station suction header.
e. Make program changes to the WRF SCADA system to accommodate changes made
under this phase.
f. Implement station -to- station control interlocking via WRF SCADA.
4.3. Main Pump Station
a. Add a 4 -inch air /vacuum valve to the station discharge header.
b. Rehabilitate electrical system.
1. Evaluate the.need for and design power factor correction, if determined to be
necessary.
2. Remove and'replace existing starters with new VFDs or new SSRV's.
3. Replace MCC section to serve SSRV's or VFDs.
c.* Rehabilitation of control system.
L Evaluate controls for the existing pressurization pump.
2. Replace pump Speed control.
3. Provide new control panel and PLC.
d. Improve instrumentation and controls. Provide redundant low/high pressure controls
on discharge for backup of primary instruments.
Page 4 of 10 15
S: \CIP \RECYCLED WATER \C66460902 RW Pump Station Upgrades\City Council \Exhibit A SCI 11910.doc
' V ,
e. Make provision for building cleanup,
1. Paint building.
2. Remove unused feeder and similar electrical provisions.
3. Remove abandoned HVAC thermostats.
4. Service HVAC equipment.
f. Improve station lighting.
1. Redo the main pump station indoor /outdoor lighting.
f. Integrate the main pump station PLC into the: WRF SCADA system. Provide
communication via cable connection to existing PLC -6 in existing spare conduit.
g. Make program changes to'the WRF SCADA system.
4.4 Turnouts (Hydrants)
a. Add a 2 -inch air /vacuum valve next to hydrant 5.
b. Add a 2 -inch air /vacuum valve between hydrants 1.1 and 17.
c. Add a.24nch air /vacuum valve next to hydrant 12.
4.5 Make provisions for one (l) roving notebook computer to provide access to PLC's at the
Main Pump Station, Booster Pump Station No. 1, and Booster Pump Station No. 2.
4.6 Water Consumption Regulation
a. Provide equipmentto regulate water consumption by three customers at locations yet
to be determined The system will be strictly mechanical, and will consist of
upstream pressure regulation to limit flows under cases of low pressure. No
electrical, instrumentation or Supervisory Control .and Data Acquisition provisions
are included.
For these mechanical modifications, the contract documents will identify the
geographic location -of each, and will include sufficient' information describing the
modifieations..Complete area plan views and complete piping drawings depicting the
existing °arrangement are not included.
Page 5 of 10
16
S: \CIP \RECYCLED'WATER \C66400902 RW Pump Station Upgrades \City Council\Exhibit A SCI 11910.doc
5.0 PROJECT TASKS`
5. t Task List:
Task
Description
1
Pro j ect Management
2
Initial Site Investigation
3
50 6 /6 Desi n
4
90 % Design
5
FinahDesi n.
6
Cost Estimatin
7
Pro ramming, and Related
8
Services Durin ,Bid
9
J,Services During Construction
5.2 Meetings:
a. Under the 50 % design task, include a kickoff meeting and a design submission
meeting.
b. Under the 90% design task,, include a design submission meeting.
c. No meeting is included with submission ofthe final design.
6.0 DESIGN DELIVERABLES .
6.1 It is assumed that the City will provide front -end specifications and bid forms.
Page 6 of 10 17
SACIP \RECYCLED WATER \C66400902 RW Pump Station Upgiades\City Council \Exhibit -A SCI I1910.doc
V y
6.2 Provide the following technical, specifications:
(This list is preliminary and will be revised in the course of design.)
Specification Section
Descri tion
B
Station — Partial. Plan and Section
Bid Forms
The, Cit
BPS No. 1
Front -End, Specifications
The City
02100
Site Preparation
Consultant
02140
Dewatering
Consultant
02200
Earthwork
Consultant
02390
Shoring
Consultant
11370
Air Compressors
Consultant
13600
Surge Tank Modifications
Consultant
15070
Pi in S ecialties
Consultant
1511.0
Valves
Consultant
13300 with attachments:
'Instrumentation and Controls
Consultant
13350
Programmed Systems
Consultant
16005
Electrical
Consultant
16350
Adjustable-Speed Drives
Consultant
6.3 Following are preliminary sheet lists:
Cover Sheet
Location Map
Mechanical
Legend
Main Pump
Station — Partial. Plan and Section
BPS No. 1
— Partial Plan and Section -1
BPS No. 1
— Partial Plan and Section -2
BPS No: 1
— Surge Tank System Partial Plan and Schematic
BPS 'No. 1 — Surge Tank System Sections and Details
BPS No. .2
- Partial Plan and Section -1
BPS No. 2
— Partial Plan and Section -2
BPS No. 2
— Surge'Tank System Partial Plan and Schematic
BPS No. 2
— Surge Tank System Sections and - Details
Details
Distribution System Improvements -(Air Vacuum Valves) Key Plan
Distribution System Improvements- -(Air Vacuum Valves) Partial Plans
Distribution,Systetn Improvements- -(Air Vacuum Valves) Details
Page 7 of 10 18
SACIP \RECYCLED WATER\C66460902 kW Pump Station Upgrades \City Council \Exhibit A SCI 11910.doc
Legend
BPS No. l —
One -Line Diagram — Demolition
BPS No. 1 — One-L me Diagram — Improvement
BPS No. 1 —
Plan View
BPS No. 1 —
Control` Diagrams
BPS No. 1 —
Control Diagrams
BPS No. 1 —
Control. Diagrams
BPS No. 1 —
Schedules, Elevations, and Details
BPS No. 1 —
Schedules, Elevations, and Details
BPS No. 2 —
Plan View
BPS No. 2 —
Control - Diagrams .
BPS No. 2 -
Schedules, Elevations,_ and Details
WRF Details
Instrumentation and Controls
Legend
BPS No. 1 — P &ID.
BPS No. 1 — P &ID
BPS No. 1 — P &ID
BPS No. 2 — P &ID
SCADA Block Diagram
BPS No. 1 — Control Diagrams
BPS No. I — Control; Diagrams
BPS No. 2 — Control Diagrams
Schedules, Elevations, and Details
Schedules, Elevations, and,Details
Schedules, Elevations, and Details
7.0 PROGRAMMING RELATED
Provide de sign ; professional services during construction consisting of_PLC programming' and
modifications to /e'xpan"sion of the City's existing SCADA system to accommodate changes at
the three recycled water pumping stations. The following are included:
a. Development of control descriptions as the basis for programming.
b. PLC programming.in accordance with City standards.
c. Development of.SCADA screens.
.d. Assignment of tags in accordance with City standards.
e. Incorporation of features into historian database.
f. Additions to.''SCADA alarm notification system.
g. Additions to troubleshooting support system. .
- h. Factory testing of the work, field testing and startup.
.i. Implementation of local access by a notebook PC.
Page 8of10
19
S:\ CIPUtECYCLED'wATER \C66400902'RW Pump Station Upgrades \City Council \Exhibit A SCI 11910:doc
j. Prograrntni - for communications management.
k. Integration with existing WRF` SCADA
1. Updating SCADA documentation to reflect-the changes.
8.0 SERVICES DURING BID
Provide design professional services during bid as follows:.
9.0 SERVICES' DURING' CONSTRUCTION
Provide design professional, services during construction as follows:
Electrical/I &C
Mechanical
Electrical/I &C
Mechanical
Allow 8 hours
Allow 8 hours
8.1.
Prebid Jobwalk
Allow '5 hours
5 hours
9.3
8.2
Answer' Bidders' Ouestions
Allow 12 hours
Allow 8 hours
Submittals
8.3
Assist with Bid Evaluation
Not included
Not included
Allow for two change
orders at 12 hours total
9.0 SERVICES' DURING' CONSTRUCTION
Provide design professional, services during construction as follows:
10.0 WORK NOT INCLUDED.
The following are! items of work not yet included in this Scope, but are available as desired:
10.1 Preparation of bid forms or front -end specifications. Reproduction,for bid.
10.2 Design of upgrades to existing, electrical power systems other than what is needed to feed
VFDs.
10.3 Design of upgrades to existing controls, other than what is described herein.
Page 9 of J 0 20
S:\CINRECYCLED WATER \C66400902 "RW Punip Station Upgrades \City Council \ExhibitA SCI 119,10.doc
Electrical/I &C
Mechanical
9.1
Attend Preconstruetion
Meetin
Allow 8 hours
Allow 8 hours
9.2
Respond to RFIs
Allow for six RFIs, 24
hours total
Allow for three RFIs,
12 hours total
9.3
Consultation
Allow 80 hours
Allow 24 hours
9.4
Submittals
Allow 80.hours
Allow 32 hours
9.5
Issue Change Orders and
Evaluate Res onses
Allow for two change
orders at 12 hours total
Allow for one change
order at 6 hours total
9.6
Construction Observation
Allow 80 hours
Allow for two visits
16.hours total
9.7
Final Inspection and
Punchlist
Allow 16 hours,
Allow 8 hours'
9.8
Inspection of Punchlist
Items and Pro'ect;Closeout
Allow 12 hours
Allow 8 hours
9.9
As -Built Drawin s
Not Included
Not, Included
9.10
Unlisted
Allow 24 hours.
Allow 16 hours
10.0 WORK NOT INCLUDED.
The following are! items of work not yet included in this Scope, but are available as desired:
10.1 Preparation of bid forms or front -end specifications. Reproduction,for bid.
10.2 Design of upgrades to existing, electrical power systems other than what is needed to feed
VFDs.
10.3 Design of upgrades to existing controls, other than what is described herein.
Page 9 of J 0 20
S:\CINRECYCLED WATER \C66400902 "RW Punip Station Upgrades \City Council \ExhibitA SCI 119,10.doc
WA New hydraulic.,models revisions :to ex sting::hydraulic'models.
10::5 Potholing, if required for identification of below grade pipes.
1'0.6 Surveying, geotechnical, or environmental work.
10.7 Design of pipeline replacements.
10:8 Incorporating recycled water assets into the: WRF computerized maintenance
management system, writing related planned maintenance procedures.
1019 Incorporating recycled water data into the WRF lab /operations software system.
l 01.10 Preparatiomof standard operating procedures. (An opportunity exists to incorporate the
results of prior" #low, pressure, demand analyses into SOPs.)
10.11 Construction Management:
11.0 MODIFICATIONS TO AGREEMENT
The parties agree that the following provisions modify the Agreement:
11;1 The Services provided under this Agreement are "design professional services" subject to
California Civil Code Section 2782.8.
11.2 The amendments to 'Civil Code Section 2782.8 that take effect January 1, 2011, apply to
this Agreement.
11.3 The following language in Section 22 of the Agreementis stricken and not applicable to
the Agreement:
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 of the terms of this Agreement.
Page 10 of 10 21
iS; \C1P\RECYCLED WATER\C66400902 RW?Pump Station Upgrades \City Council\Exhibit A SCI- 11910:doc
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CSINE ENGINEERING
2010 . HOURLY BILLING RATES
City of ]Petaluma
Principal' Engineer ............ ............................... .....:. .............:.$1`82
Senior Field.Engineer ...... ....:..: . . ......$146
...
SeniorEngineer ....................................... ...................... .I........ $142
Associate: Engineer .....................
..............,......$11'9
St aff Engineer .............:............... ... ........ ............:..'h 93
Senior Programmer ............................... .... ....................$149
Staff Progranmler .......................... ........................$1.10
Senior Designer $11
Designer:.......... .......I.......I............... .$ 93
Tecluiicia ' /,Draftsman ............................. .............. .I................ 79
Typing, and Clerical . ........ .................... ............. .................. ..$ 72
Rates shown are maximum for each category, individuals, within each
category will bill bUt at or below rates shbWn.
950 txecutive.Way IRedding,CA 96002 1P.530.222,7204 1 1 F.530.222.72P:0
563 N. Main I Ashland, OR 97520 'I P..541.482.7204' I f.541'4824Z22 25
www.arc- sine.com
RECYCLED WATER RUIVIR STATION
MAN AND No. 1 IMPROVEMENTS
PROJECT NUMBER C66400902
LOCATION MAP
BOOSTER PUMP
STATION #2
o
<
Z
<1 1
LL_
ELY ROAD S.
BOOSTER PUMP
c t STATION #1
LAKEVILLE HWY. (STATE 116)"t
i lk f
Ellis crcek
Facili(y f i .�
OXIDATION PONDS
i _... : . ... . ......
ES -5 OF ` , � ( ;%
' 1 � r l
MAIN PUMP
STATION
rn
rn 4
HWY. 10 1
10,
I I WW m
26