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HomeMy WebLinkAboutStaff Report 8 06/16/19971 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 -7 () q -C3 AGENDA ITEM # JUN 16 1 KEYWORD: Water System Master Plan Update Project 9873 DATE: June 16, 1997 DEPARTMENT: Engineering Department Thomas S. Hargis, Director of Engineering Fleming Nguyen, Associate Civil Engineer REQUESTED COUNCIL ACTION: Adopt resolution authorizing City Manager to sign a professional consulting services agreement with Brown and Caldwell Consulting Engineers to update the City Water System Master Plan. RECOMMENDATION: Approve. BACKGROUND: The City Water System Master Plan was prepared in 1985. Staff recommends that the Master Plan be updated every ten (10) years. The Engineering Department is proposing that Brown and Caldwell Consulting Engineers be retained to conduct the update of the City Water System Master Plan. The proposed study by the Consultant will cover the following areas: 1. Facilities Review: Make field inspections of pumping stations, wells and storage reservoirs to determine conditions, operational parameters, maintenance practices and opportunities for increasing efficiency and cost effectiveness. A preliminary seismic assessment of the storage reservoirs will be carried out to identify deficiencies and to determine if modifications and further analyses will be needed. The Consultant will then incorporate findings into a recommended capital improvement plan. 2. Water Distribution System Review: Update the City's existing hydraulic computer model of the water distribution system. Run the model to identify fire flow and distribution system deficiencies under existing and projected future demand R 1 scenarios. The Consultant will then incorporate findings into a recommended 2 capital improvement plan. 3 4 3. Water Demand Review: Project future water demand based on the latest General 5 Plan and impacts of planned water conservation efforts /programs. 6 7 4. Review of Sources of City's Water Supply: Evaluate the adequacy and cost 8 benefit of the City's water supply including water supplied by Sonoma County 9 Water Agency and groundwater supply. Study alternatives to Sonoma County 10 Water Agency's aqueduct. Evaluate groundwater quality and make 11 recommendations on how to protect and improve well water quality. Incorporate 12 findings into a recommended capital improvement plan for meeting projected 13 future water demand. 14 15 5. Geographic Information System GIS) Pilot Program Development: Develop a 16 pilot GIS using a small, representative area of approximately two City blocks. The 17 pilot program will evaluate the City's existing Auto -Cad base mapping program 18 and existing data which have potential for becoming a part of the GIS (i.e. County 19 Assessor data, maintenance data, water infrastructure, etc.). The pilot program 20 will provide a framework for the entire City's future information management 21 efforts. An evaluation report will be prepared which will include a 5 -year plan for 22 implementation of an expanded GIS program. 23 24 Staff prepared a Request for Proposal (RFP) to conduct the study. The RFP was mailed 25 to the following three consulting engineering firms: 26 27 Boyle Engineering Corporation, Santa Rosa, CA 28 Brown and Caldwell Consulting Engineers, Pleasant Hill, CA 29 Winzler & Kelly Consulting Engineers, Santa Rosa, CA 30 31 All three firms submitted proposals. They were then interviewed by an oral board 32 comprised of five members of Engineering and Water Departments. As the result of the 33 written proposal, oral interview, experience of the firm and approach to managing the 34 project, staff selected Brown and Caldwell. Staff then negotiated a fee based on the above 35 scope of services (items 1 through 10). This process conforms to State laws for 36 solicitation of professional engineering services. 37 38 The attached scope of work (Exhibit A) from Brown and Caldwell outlines their services 39 and fee. Their consulting services are on a "time and expenses" contract not to exceed 40 $108,000. The project will be funded by the Water Funds. 41 42 ALTERNATIVES: 43 44 1. Negotiate contract with another consultant. 45 2. Renegotiate contract. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 CONSEQUENCES OF NOT ACTING: Delay updating the Water System Master Plan. ACTION FOLLOWING AUTHORIZATION: The City and consultant will enter the contract for professional consulting services. The study is expected to be completed by-November 1997. xc: de sce ace /nguyen file Brown and Caldwell Attn: William K. Faisst 3480 Buskirk Avenue Pleasant Hill, CA 94523 -4342 sb/9873 agr /agenda/hda: l EXRIPIT SCOPE OF WORK CITY OF PETALUMA WATER MASTER PLAN UPDATE This scope of work describes the activities that City staff and Brown and Caldwell will complete the update to the City's Water Master Plan (Master Plan). CITY TASKS The City will carry out the following activities as part of updating the Master Plan: Task C- 1— Access to City Staff, Facilities, and Records Provide reasonable access to City staff and facilities to review existing and planned operations and procedures. Provide the following documents and information in a timely fashion: • Copies of water use information for the last 10 years, in summary electronic format if available. Provide yearly total water billed for the same period to use in determining unaccounted for water, divided into industrial, commercial, and residential use categories. • Copies of record drawings for all new subdivisions and Engineering projects which identify the size and approximate location of new water mains. Copies of record drawings for the seven older distribution system reservoirs, together with any related geotechnical reports and/or boring logs. • Copies of water well information for the last 20 years including production records by well, groundwater surface, water quality, construction costs for new wells (last 10 years), drillers' logs, and, if available, summaries regarding private wells which draw from the same aquifers. • Copies of final and /or draft reports relevant to the Master Plan update by the City (e.g., Planning — specific plans and the most recent General Plan update) and other agencies such as Sonoma County Water Agency (SCWA). • Copy of the most recent ISO report. • Hard copies and computer files for mapping such as the water system. Annotated maps showing any deficiencies to mapping for the water system as presented in the 4 /30 /97 \e: \proosal \9260 \9260 -48 \S ow- peta.doc 2 1985 Master Plan and updates to the water model previously prepared by Brown and Caldwell. • Construction cost data for any recent City water main projects. • A land use or similar map from the most recent General Plan update, marked up by the City fire marshal to show requested fire flows by area. • Copies of recent fire hydrant flow testing data for use in checking model calibration. • Copies of maps showing sewers, storm drains, and other utilities for the area chosen for the GIS pilot. Task C -2— Reviews City staff will provide timely review of Brown and Caldwell's work products, returning one set of collated comments for each submittal where City review and/or comment is required. BROWN AND CALDWELL TASKS Task 1— Project Management Task 1 includes Brown and Caldwell's project management activities and coordination meetings with City staff. 1.1 Administration. Prepare a project management plan. Monitor job progress, expenditures, and performance. Provide quality control reviews. Prepare and submit monthly invoices and job progress reports for up to five months. 1.2 Meetings Prepare for and attend one project kick off meeting and three progress status meetings with City staff. Prepare and distribute meeting agendas at least three working days before each meeting and meeting minutes no later than five working days after each meeting. Task 2 —Water Demand Review Task 2 documents existing water consumption and develops future demands based on recent water use, the City's General Plan update, and work by Sonoma County Water Agency (SCWA). 4 /30 /97 \e: \proosal \9260 \9260 48\Sow- peta.doc 3 2.1 Historical Demand Review water demand information from the 1985 Master Plan. Review City water use data for the last five years (three drought and two non - drought years) and estimate the average day and maximum day water demands for each year. Define current and historical water use terms of annual, monthly, and maximum day demand. Determine maximum day, and peak hour peaking factors. Use the latest City General Plan Update to determine current and build out population and land use. Estimate per capita water use and industrial water use and project build out water demand, including allowance for water conservation from Task 2.3. 2.2 Future Demand — Review of SCWA Projections Review estimates of future water use prepared by SCWA and compare such estimates with the results from Task 2.1. Make recommendations regarding future water use estimates for updating the Master Plan as they relate to the City's dealings with SCWA. 2.3 Water Conservation Review the Urban Water Management prepared by SCWA and potential impacts of commonly accepted water conservation practices and reclaimed water reuse opportunities and determine if conservation will have a significant impact on build out water demands. Incorporate findings in Task 2.1. Task 3— Facilities Review and Computerized Maintenance Management Task 3 includes field inspection of key water facilities, preliminary seismic assessment of potable water storage reservoirs, and recommendation for a computerized maintenance management system. 3.1 Field Inspection Carry out a field inspection of booster pumping stations, aqueduct turn outs and well sites to determine condition, maintenance requirements and history, site constraints, and operational practices. Also note any readily apparent deviations from code requirements as they relate to health and safety. Prepare a summary report and submit 3 copies of a draft report for City review. Address City comments and submit 5 copies of the final report. 4 /30 /97\e: \proosai \9260 \926048 \Sow- peta.doe 2 3.2 Preliminary Reservoir Seismic Assessment For the distribution system reservoirs except those serving Zone IV, carry out a preliminary seismic assessment of six steel reservoirs and one earthen/concrete reservoirs including the following activities. 3.2.a - -Site inspection: 3.2.a.i. Study and review existing documents including records drawings and any soil /geotechnical reports and/or boring logs. 3.2.a.ii. Visually inspect existing structures including supporting and anchoring systems and gather necessary information for structural analyses. 3.2.a.iii. Inspect all potential areas of structural weakness including items such as missing anchors, deteriorating materials, and cracking concrete surfaces. 3.2.b -- Design Codes and Information: 3.2.b.i. Review available documents and collected data. 3.2.b.ii. Review the applicable codes and requirements 3.2.b.iii. Establish design criteria and analytical methods, including appropriate design parameters for seismic analyses from the geotechnical reports for the Zone IV water facilities design and the reports prepared for new City wastewater facilities. 3.2.c. -- Structural Analysis and Recommendations: 3.2.c.i. Analyze each structure for conformance with design criteria and codes including analysis for critical earthquake ground motions. 3.2.c.ii. Evaluate the analytical results and define the seismic resisting capacity of each structure to withstand the maximum credible earthquake. 3.2.c.iii. Identify obvious deficiencies and make recommendations for modifications and/or additional investigation and analyses. 3.2.c.iv. Estimate cost of and priority for improvements. 4 /30 /97 \e: \proosal\9260 \92604 SN Sow - peta.doc 3.2.c.v. Prepare a summary report on the seismic evaluation. Submit three copies of the draft report for City review. Respond to the City's collated comments and submit five copies of the final report. 3.3 Computerized Maintenance Management Program Assessment Meet with City staff to discuss and inventory current maintenance practices and procedures and interests in computerized maintenance management (CMM). Prepare a draft summary of CMM system needs and interests and circulate to City staff for review and comments. Based on the interview and comments on the needs summary, prepare a brief report and comparison matrix for commercially available software packages, with a ranking based on City needs and plans, with estimated purchase costs. Recommend a CMM software package, together with a summary of hardware needs and an estimate of any additional staff needed to implement the system. This work will be carried out in coordination with Task 9 so that the recommended CMM system will be compatible with the City's overall longterm GIS program development. Task 4 —Fire Flow Needs and System Storage Evaluation Task 4 reviews and updates water needs for fire fighting and determines system -wide storage needs. 4.1 ISO Report Review and Fire Marshall Consultation Meet with the City fire marshal to review the latest ISO report, learn of areas with deficiencies and special concerns, and request guidance on City -wide fire flow requirements based on the General Plan land use map. 4.2 Existing Storage Capacity Review Review the storage recommendations from the 1985 Master Plan with City staff. Document storage recommendations for other local cities and agencies such as the City of Santa Rosa, the City of Vallejo, the City of Napa, North Marin Water District, and Marin Municipal Water District. Determine equalization, fire flow, and emergency storage available to the City from the SCWA aqueduct. 4.3 Storage Capacity Evaluation Derive and apply a rational approach for determining the City storage needs by pressure zone. Determine where any deficiencies exist and develop and evaluate strategies for correcting any deficiencies. 4 /30 /97 \e: \proosal \9260 \9260 -48 \Sow - peta.doc n Task 5— Supply Evaluation Task 5 involves evaluating the adequacy of the City's water supply including water delivered by SCWA and water withdrawn from the underlying groundwater basins. 5.1 Overall Supply Evaluation and Sonoma County Aqueduct Capacity Review SCWA reports to determine long term capacity and expansion plans for the SCWA aqueduct. Determine how aqueduct capacity relates to build out water demand as defined in Task 2 and groundwater resources as determined in Task 5.2. Compare the need and cost for aqueduct expansion to fulfill long term City needs with other options such as additional local storage and groundwater use. Determine if there are deficiencies between the City's available resources and build out demand. Study alternatives to depending on the SCWA aqueduct as the City's principal source of supply. 5.2 Groundwater Carry out the following activities to define the quality, quantity, and best use of City groundwater resources as part of the City's overall water supply system: 5.2.a. Describe the groundwater aquifer based on available information, especially California Department of Water Resources "Evaluation of Ground Water Resources. Sonoma County. Volume 3: Petaluma Valley" (1982) and reports in the City's files. 5.2.b. Describe the existing wells. Present well construction data, such as year of construction, pumping capacity, annual and monthly production, groundwater levels, screened intervals, and pump settings. Locate wells on overall City map. 5.2.c. Evaluate groundwater level trends. Describe groundwater levels for the City's wells and other wells in the area. Define the amount of pumping drawdown occurring in each well. Compare pumping groundwater levels to well and screened interval depths. 5.2.d. Evaluate groundwater quality. Identify which wells are near the maximum contaminant levels (MCLs) for any of the drinking water standards. Evaluate groundwater quality trends. Make recommendations on how to improve well water quality; i.e., well water treatment possibilities. 5.2.e. Consider the best use of wells as a water supply source for Petaluma. Determine well capacity required for emergency supply. Evaluate conjunctive use, in lieu of recharge, and groundwater banking opportunities. 4 /30 /97 \e: \proosal \9260 \926048 \Sow - peta.doc N Task 6 —Water System Modeling This task involves converting and updating the existing City model and evaluating the distribution system under a variety of demand scenarios. The objective is to determine the current and future capabilities of the City distribution system. 6.1 KYPIPE3 Conversion Convert the existing City KYPIPE version 2.x model into the recently released KYPIPE Version 3 (KYPIPE3). The model will generally include pipes 8 inches in diameter or larger, except for limited runs of 6 -inch and/or 4 -inch diameter pipes to complete key loops or to determine fire flow capacity in the older portions of the City. Create models for existing and future water distribution systems. Coordinate model development with the GIS pilot program development to ease future water model integration into GIIS system. 6.2 Model Updating and Expansion Update the model to include improvements and modifications to the distribution system since the last model revision, based on a review of the City's water distribution system records. Document the location of frequent water main leaks and other problem areas. Include previously planned water distribution system improvement projects in the future water model. 6.3 Modeling for Demand Conditions and Fire Flows To assure an accurate model of the system, calibrate the model by comparing actual field measured flows and pressures to model generated values. If necessary, adjust water demand information and pipeline friction factors. Using water use demand and fire flow information developed in Tasks 2 and 4, model the existing and future water distribution system. The distribution system will be tested under average day, maximum day and peak hour conditions. Additionally, determine available fire flows for the downtown area and other key areas throughout the City. Determine the adequacy of the SCWA aqueduct turnouts. Using the existing AutoCAD map of the model as a base, develop maps of the existing and build out models, showing recommended expansion and modifications. Develop a map layer showing junction nodes and pipe designations. Develop pressure contour plots for several representative conditions. 6.4 Pressure Zone Boundary Evaluation Review water distribution system deficiencies reported by City staff and from the hydraulic model. Prior to recommending increased water main sizes, evaluate relocation 4 /30 /97\e: \proosal \9260 \9260 -48 \Sow -peta, doc of pressure zones boundaries to correct deficiencies. Test changes to pressure zone boundaries using the updated hydraulic model. 6.5 Modeling Training At the conclusion of the Master Plan Update project, train City staff with training in the use of the KYPIPE3 model. Assist City staff in installing the model and show City staff how the models of the distribution system were created and used with training time limited to two 4 -hour sessions at City offices. 6.6 "D" Street System Extension, Sunnyslope Road Annexation, and East Washington Street Evaluation Review the "D" Street and East Washington Street areas with City staff to confirm operational concerns and brainstorm potential solutions, focusing especially on operability and constructability. Model these areas and recommend the best apparent alternative for each area. Task 7— Capital Improvement Plan Development Task 7 develops a comprehensive capital improvement plan to address near -term and long -term needs for water system maintenance and expansion. Task 7.1 Basis for Capital Costs Using information from Brown and Caldwell's cost estimating system BACPAC and any applicable City data from recent construction projects, develop the basis for estimating capital costs for recommended improvements. This basis will include reservoirs, wells, well water treatment systems, booster pumping stations, aqueduct turn outs, and water mains. Forward a draft summary to City for review. Task 7.2 Cost Estimates and Priorities For the projects identified in Tasks 3, 4, 5, and 6, develop estimated capital costs; operation and maintenance (O &M) costs; staffing requirements; and implementation priorities, including yearly recommendations for the first five years and 10 -, 15 -, and 20 -year groupings for longer term projects. Review a draft of the proposed capital improvement program (CIP) with City staff and update based on staff comments. Task 8— Updated Master Plan Task 8 produces the draft and final Master Plan update and presents results to the City Council. 4 /30 /97 \e: \proosal \9260 \9260 -48 \Sow -pets. doe E 8.1 Draft Master Plan At the beginning of the project, develop a detailed outline for the Master Plan update and forward it to City staff for review and comment. Prepare a draft Master Plan update for City staff review, summarizing the methodology, findings, conclusions and recommendations from Tasks 1 through 7. The draft report will be submitted on a chapter by chapter basis as work is substantially complete on each task, with five copies of each draft. Upon the completion of Task 8, submit five copies of the 100 percent draft Master Plan. 8.2 Final Master Plan Receive and address one collated copy of City review comments. Submit 30 bound and one unbound original of the Master Plan within 10 working days of receiving City review comments. 8.3 Presentation to City Council At the request of City staff present the findings, conclusions, and recommendations from the Master Plan update at either a City Council study session or City Council meeting. Task 9 —GIS Pilot Program Development This task focuses on developing a pilot graphical information system (GIS) for the City. The pilot GIS program will provide a frame work for the City's future information management efforts. Task 9.1 Evaluate Data Flows Hold meeting with key City staff to discuss: Existing data flows within various City Departments (i.e. Utilities, Maintenance, Engineering, Accounting, etc.). • Future data needs of the various City Departments. • Define the project schedule. Conduct follow -up meetings and field investigations with City staff to: • Evaluate existing attribute data that has potential for becoming a part of the GIS (i.e., county assessors data, maintenance data, water infrastructure, etc.). 4 /30 /97 \e: \proosal \9260 \926048 \Sow- pe[a.doe 10 • Review information from County offices, including the Assessor's office, that is accessible to the City but is not currently being used. • Gain a general understanding of the potential use of GIS in other City departments, including the Maintenance Department. • Identify potential issues hindering future data needs, including year 2000 conversion. Develop a data flow diagram of existing data that has potential for becoming a part of the GIS. Assess the viability of an existing GIS data model. Task 9.2 Evaluate Existing ACAD Mapping Program Review existing CAD line work: • Document the theme structure. • Assess the consistency and reliability of the data contained within the CAD files. Conduct meetings with City staff to define and design a GIS theme structure that incorporates the ACAD line work and other potential GIS themes: • Develop variable costs and resources for cleaning up the ACAD line work, and develop identified GIS themes. • Develop variable costs and resources to create additional GIS datasets. • Develop variable costs and resources for maintaining the GIS datasets. Task 9.3 Recommend ARC/INFO Hardware and Software Infrastructure Develop a conceptual GIS architecture that incorporates a Windows NT client/server platform using ARC/INFO NT and DataStorm as the application server and ArcNiew as the client Develop costs for the hardware and software procurement, implementation, and maintenance. Task 9.4 Pilot Study Work with City staff to identify a small, representative GIS pilot area not to exceed two City blocks by two City blocks 4 /30 /97 \e: \proosal \9260 \926048 \S ow- peta.doe 11 Use the GIS data structure defined under Task 9.3 to incorporate the existing data, and ACAD layers as themes in the GIS pilot area. Task 9.5 GIS Evaluation Report Organize all GIS Evaluation findings into a concise report • Develop a report outline and review with City staff prior to the report development. Develop report. The report will include all findings from previous tasks as well as discussion on benefits to be gained from the GIS; including asset tracking, identifying system bottlenecks, helping meet regulatory requirements, capacity analyses, demand analyses, maintenance management, and CIP. Built into the report will be a 5 -year horizon for the GIS implementation and discussion on costs, resources, training, operation and maintenance of the GIS. Prepare and submit ten final draft copies of the report to the City for review. Address City comments from final draft into final report and submit five bound copies and one unbound reproducible copy to City within 10 working days of receiving City review comments. 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