HomeMy WebLinkAboutStaff Report 3.F 06/18/2018DATE: June 18, 2018
TO:
FROM:
0 �
Honorable Mayor and Members of the City Council through City Manager
Dan St. John, F.ASCE — Director, Public Works and Utilities
Jason Beatty, P.E. — Senior Civil Engineer, Public Works and Utilities
SUBJECT: Resolution Authorizing the City Manager to Execute a Professional Services
Agreement with ArcSine Engineering for Integration and Programming Services
for the Biomass to Biofael Project 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 with ArcSine Engineering for
Integration and Programming Services for the Biomass to Biofuel Project at the Ellis Creek
Water Recycling Facility.
BACKGROUND
The Ellis Creek Water Recycling Facility (ECWRF) has been in operation since early 2009 and
currently processes an average dry -weather daily flow of 4.8 million gallons per day. Wastewater
loading increases and the need for process redundancy require the City to add a second anaerobic
digester and other ancillary improvements. The second anaerobic digester at the ECWRF is
currently under construction with a projected completion this summer.
The high strength waste (HSW) receiving facility and upgrade of the biosolids dewatering screw
press was designed by Carollo Engineers, Inc. This part of the project will include modification
of facilities at the ECWRF to allow delivery and processing of HSW generated by local
industries in the production of food and beverages. HSW is a liquid waste from the processing of
beer, creamery products., and poultry, with organic concentrations that are too high to be
discharged directly into City sewers. The methane gas processing, compression, and fueling
equipment design was completed by Kennedy/Jenks Consultants and will provide compressed
natural gas (CNG) that can be used as vehicle fuel for the City's refuse hauling fleet. The
construction of these two projects is being carried out by Myers & Sons Construction. The
integration of monitoring and controls for the new equipment with the overall controls for the
plant is critical to the success of the project and continued smooth operation of the plant. It is
imperative that the electrical and control system engineering firm have comprehensive
knowledge and experience with the entire system to perform the requisite services effectively.
ArcSine Engineering has been the instrumentation and controls programming specialist at
ECWRF since its start.
DISCUSSION
The purpose of this agreement is to authorize ArcSine Engineering to provide integration and
programming services for the electrical monitoring and controls for the HSW receiving facility,
new de -watering screw press, biomethane processing equipment, and CNG fueling station. The
project is currently under construction with a projected completion date of February 2019. The
scope of work for these engineering services includes the following tasks:
• Submittal review for programming, startup, testing, and integration of new equipment
with ECWRF monitoring and control system.
• Programming of logic controllers (PLCs) for new equipment.
• Modifications to programs, databases, and existing control strategies.
• Configuration support of human machine interface (HMI) screens, remote alarms, and
historian databases.
• Author test procedures for integration of new equipment with existing equipment and
processes.
• Participate in construction progress, startup and commissioning meetings.
The estimated fees for professional services for the above tasks are $235,841, with an optional
task item of replacing three (3) older PLCs for $38,719. The total contract will not exceed
$274,560 without prior approval of the City Manager.
ArcSine Engineering is intimately familiar with all relevant aspects of the ECWRF and can
provide integration and programming services with efficiency and accuracy beyond what would
be expected from other experienced electrical and control system engineering firms. It is
recommended that the City accept the proposal from ArcSine Engineering for integration and
programming support based on its direct knowledge and experience with the ECWRF and their
proven record of high quality work and timely completion of prior assignments related to the
facility.
The proposed action meets Council Goals: "Plan for and implement priority capital projects as
funding permits" and, "Attract and retain businesses in Petaluma to enhance the tax base, jobs,
and quality of life of the community."
FINANCIAL IMPACTS
The total 18/19 CIP adjusted budgets for the CNG Fueling Station, C66501518, and HSW
Receiving Facility C66401728, are $7,447,000 and $5,987,000, respectively; $3,000,000 in
funding for these projects being provided through a California Energy Commission grant. The
proposed action was anticipated in the CIP budgets and will not cause unanticipated fiscal
impacts.
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ATTACHMENTS
1. Resolution
2. Location Map
3. Professional Services Agreement
Attachment 1
RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE
THE PROFESSIONAL SERVICES AGREEMENT WITH ARCSINE ENGINEERING
FOR INTEGRATION AND PROGRAMMING SERVICES FOR BIOMASS TO
BIOFUEL PROJECT AT THE ELLIS CREEK WATER RECYCLING FACILITY
WHEREAS, the City of Petaluma, in-line with original objectives of the Ellis Creek
Water Recycling Facility (ECWRF) and the General Plan 2025, wishes to complete the Biomass
to Biofuel (13213) Project which would modify the ECWRF to accept High Strength Waste from
local food and beverage industries and convert it to compressed natural gas for use in the City's
refuse collection vehicles; and
WHEREAS, the California Energy Commission, on March 9, 2016, awarded a $3
million grant to the City of Petaluma to complete the 13213 Project; and
WHEREAS, the success of the 13213 project relies on the integration of instrumentation,
monitoring and controls for the new equipment with the overall controls for ECWRF; and
WHEREAS, it is imperative that the electrical engineering film have comprehensive
knowledge and experience with the entire system to effectively perform the requisite services to
integrate the new equipment; and
WHEREAS, ArcSine Engineering has been the electrical engineering and
instrumentation and controls programming specialist at ECWRF since its inception and is
intimately familiar with all relevant aspects of the facility; and
WHEREAS, staff recommends the City execute a professional services agreement with
ArcSine Engineering for integration and programming services for the 13213 Project at the
ECWRF.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Petaluma hereby authorizes the City Manager to execute a Professional Services Agreement with
ArcSine Engineering for Integration and Programming Services for the 13213 Project at ECWRF
in an amount not to exceed $274,560.
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Attachment 2
CNG FUELING STATION ELLIS CREEK
® PROJECT SITE
LOCATION MAP
PROJECT SI
Date :January 23, 2017
N A' L
City of Petaluma aw' -
`° E Public Works and Utilities
Department
18 E5
5
Attachment 3
PROFESSIONAL SERVICES AGREEMENT
BIOMASS TO BIOFUEL (13213) PROJECT
INTEGRATION AND PROGRAMMING SERVICES
(Title of Project)
FY Fund # Cost Center Object Code Project # Amount $
For multi-year contracts or contracts with multiple accounts:
FY 18/19
Fund # 6600
Cost Center 66500
Object Code 54140 Project # C66401728 Amount $151.688
FY 18/19
Fund # 6600
Cost Center 66500
Object Code 54140 Project # C66501518
Amount $122,872
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
(city use only)
municipal corporation and a charter city ("City") and ArcSine En4ineerinR, 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:
1. 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 $274.560 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 a current W-9 form available from the IRS website (www.irs.2ov)
and has obtained a currently valid Petaluma business tax certificate.
PROFESSIONAL SERVICES AGREEMENT
(609321) Oct 2017
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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. Term. The term of this Agreement commences on the Effective Date, and terminates on
June 30. 2019. 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 Eauinment. 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
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PROFESSIONAL SERVICES AGREEMENT 7
(609321) Oct 2017
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. Progress 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. Confidentialitv. 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 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 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. Assianment/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.
Any such subcontractors shall be required to comply, to the full extent applicable, with
PROFESSIONAL SERVICES AGREEMENT 8
(609321) Oct 2017
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. Living Waae 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 , 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
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;
(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
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PROFESSIONAL SERVICES AGREEMENT 9
(609321) Oct 2017
(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, Public Works & Utlitities
202 N. McDowell Blvd
Petaluma. CA 94954
Phone: (707)778-4514
Fax: (707)776-3746
Email: ibeattv6ci.petaluma.ca.us
Consultant: Doul McHanev
ArcSine Enidneerin2
950 Executive Wav
Redding. CA 96002
Phone: (530)222-7204
Fax: (530)222-7210
Email: dmchanev(o)arc-sine.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 ("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") 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 SERVICES AGREEMENT 10
(609321) Oct 2017
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
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. The defense and indemnification obligations of this Agreement shall no way
be limited by, the insurance obligations that apply to this Agreement pursuant to Section
23.
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. f Indicate attached
exhibit, e.z.. `B-1." 4413-2." `B-3." or `13-4.1
City reserves the right to review any and all of the required insurance policies and/or
endorsements, but has no obligation to do so. City's failure to demand evidence of full
compliance with the insurance requirements set forth in this Agreement or City's failure
to identify any insurance deficiency shall not relieve Contractor from, nor be construed or
deemed a waiver of, its obligation to maintain the required insurance at all times during
the performance of this Agreement.
24. Amendment. This Agreement may be amended only by a written instrument executed
by both Parties.
PROFESSIONAL SERVICES AGREEMENT 11
(609321) Oct 2017
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 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.
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 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 -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. 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 Partv 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 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
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.
PROFESSIONAL SERVICES AGREEMENT 12
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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.
33. 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
CONSULTANT
By
City Manager
N rr1g' P614 G
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Title
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City Clerk
Address
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City State zip
City Attorney
Taxpayer I.D. Number
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Petaluma Business Tax Certificate Number
file name:
PROFESSIONAL SERVICES AGREEMENT 13
(609321) Oct 2017
Exhibit A
SERVICES DURING CONSTRUCTION AND
PROGRAMMING SUPPORT
CITY OF PETALUMA
WRF BIOGAS-TO-BIOFUEL PROJECT
SCOPE OF WORK
Revised May 23, 2018
ArcSine Project No. 1656.00 March 9, 2018
INTRODUCTION
This Scope covers support of construction and programming of the City of Petaluma's
Compressed Natural Gas (CNG) Fueling Station project and High Strength Waste (HSW)
project at the Ellis Creek Water Recycling Facility (WRF, Plant). The City's wastewater facilities
(pumping stations and the WRF) include structured, uniform, and highly maintainable control
systems; and the work under this Scope will continue that tradition.
Unlike systems at many other municipalities, the City's control systems are in very good
condition, are current and relevant today, with excellent documentation, and the City has all of
the provisions to maintain them. Furthermore, the City's level of effort and expenditures to
maintain the systems are low compared to the industry, due in large part to the City's
commitment to appropriate structure.
The work under this Scope is integral to completing the CNG and HSW projects, and will
continue the tradition of well -structured, well-documented systems.
CONTROL SYSTEMS COVERED BY THE PROJECTS
The projects include the following likely changed/new processes, and associated changed/new
control systems.
• Plant control system (existing to be modified)
• Generator control system/loadshedding (existing to be modified)
• Gas treatment system (new)
• Waste gas burner controls (new)
• Vehicle fueling system, including high-pressure storage (new)
• High strength waste receiving station, pumps, and odor control system (new)
• Headworks (new grit classifier)
• Screw presses and cake conveyors/truck bays (new)
• Acid digester storage tanks (to be converted to HSW storage tanks)
TASK 1 - DESIGN REVIEW SUPPORT
1.1 Contract Document Review
• In the course of designs, ArcSine provided review comments to the Designers via the
City. Many of the comments have a bearing on the Contractor's obligations for
coordination, startup, and testing.
ArcSine engineering Page 1 of 8
PA1656.00 Petaluma WRF Design Const ProgrammingTontracNSOW 13213 and HSM Programming.doc 14
• Allow 6 hours for ArcSine to review the Contract documents, identify any coordination
issues, and provide the City's CM team with recommendations as to how to address
them.
• Allow 6 hours for ArcSine to review the Contract documents, clarify testing requirements
with emphasis on the FAT, and provide the City's CM team with recommendations as to
the extent of the FAT and participant responsibilities.
1.2 Inventory existing 1/0 quantities/PLC 1/0 module spares in existing Plant PLC's touched by
this project (include 1/0 from the Solids project, under construction at the time of writing
this Scope). Add to the inventory the 1/0 requirements indicated in the 13213 Conformed
Contract Documents, and determine if any additional 1/0 modules are required.
TASK 2 - PROJECT MANAGEMENT
2.1 Assemble monthly invoices and work summaries. Allow one hour per month for 8 months
during construction.
2.2 Coordinate with the City via phone and e-mail. Allow 20 hours over the course of the
project.
2.3 Track in -scope versus out -of -scope work. Allow 20 hours over the course of the project.
2.4 Receive the Contractor's schedule submittals, and /or other correspondence relating to
schedules for startup, testing, and commissioning. Provide comments and direction. Allow
16 hours over the course of the project.
TASK 3 - ENGINEERING SERVICES DURING CONSTRUCTION
3.1 As has been seen on recent projects, having ArcSine review selected submittals (in
addition to review by the Designer) provides support of the City's interests and
anticipates/addresses subtleties associated with programming, startup, and testing.
Provide formal comments where requested by the City.
• Allow for 30 first round submittals at 4 hours each, per project (two projects total).
• Allow for 20 second round submittals at 2 hours each, per project (two projects total).
• Allow for 10 third round submittals at 2 hour each, per project (two projects).
3.2 It is assumed other services such as RFI's, Design Clarifications, Change Orders, etc., will
be principally covered by the Design Engineer and/or the City. However, allow 8 hours
over the course of the project for support related to RFI's, clarifications, and changes.
3.3 Consultation
• Over the course of the project, questions will arise which are not accompanied by a
submittal or RFI. Allow 12 hours over the course of the project for consultation.
ArcSine engineering
Page 2 of 8
PA1666.00 Petaluma WRF Design Const Programming\Contract\SOW B2B and HSW Programming.doe 15
TASK 4 - PROGRAMMING — CNG PROJECT
Each programming task includes modifications to PLC 1/0, programs, databases, and existing
control descriptions (or creation of new descriptions conforming to established format);
troubleshooting support documents; HMI screens and databases; HMI help files; remote alarm
notification; and historian databases. Conform to Plant standards and conventions.
Based on Conformed Documents, the Bio Gas Treatment Control Panel and the Vehicle Fuel
Communication Panel appear to control all aspects of the gas system. Monitoring of the control
system and processing of alarms will be provided within the Plant SCADA system but no control
of the gas system will occur via SCADA.
4.1 Manage changes to networks and 1/0:
• Assign control LAN TCP/IP addresses for the Bio Gas Treatment package system and
the Vehicle Fuel package system. In order to make this task possible, the gas system
designers must provide the quantity of expected networked devices, the communications
protocols to be used, and all individual data addresses for use in SCADA. Provide these
assignments to the Contractor's organization via the CM team.
• Maintain Plant network documentation in spreadsheets and on SCADA screen displays.
The Contract Documents specify the gas system designer will provide as -built drawings,
therefore this task does not include that effort.
• Configure new 1/0 modules in the existing Plant PLC's and assist with installation if new
modules are required.. Provide these assignments to the Contractor's organization via
the CM team.
• Assign 1/0 additions and deletions within Plant PLC 3, document results, distribute
assignments to the City, Engineer, and Contractor.
4.2 Program items in Plant PLC 3:
• Program four new pressure transmitters and four new flowmeters for digester gas.
Program analog alarms and flow totalizers in compliance with existing WRF
programming standards.
• Runtime will not be programmed for the items in the package system because there is
no Plant PLC -to -Package PLC interface.
4.3 Add entries to the troubleshooting support system which define each new alarm in the
SCADA system. Information will be required from the package vendor explaining each
alarm so this task can be completed.
4.4 Develop and perform programming for HMI screens and databases.
• Integrate communications with the new package systems via the control network.
1 V ArcSine engineering
N
Page 3of8
PA1656.00 Petaluma WRF Design Const Programming\Contract\SOW 13213 and HSW Programming.doc 16
• Program system level SCADA features for the new networked devices including
communications polling rates, timers, alarms, and displays of communications status on
the System Status Screen.
• Update screens for digesters and sludge storage to incorporate new pressure and flow
transmitters.
• Provide screens for new waste gas burner, gas treatment skid, and vehicle fueling
communications panel.
4.5 Develop and incorporate historian database additions.
4.6 Develop trends and reports. Allow 40 hours.
4.7 Programming coordination:
• Provide coordination with the Contractor's organization and the City's team for details
necessary to accomplish the work above. Allow 40 hours over the course of the project.
4.8 Testing
• Author test procedures for new digester gas pressure and flow instruments, including
alarms and totalizers, and execute testing. The totalizers will conform to existing WRF
programmed system standards.
• This Scope does not include authoring test procedures for the System Verification
Testing and the Final Operational Testing, but does include participation in those tests.
The tests will designed by the Contractor or vendor and should include verification of all
signals provided to the Plant SCADA system as an extension of the testing. Allow for
two site visits, one person, two days each trip.
TASK 5 - PROGRAMMING — HSW PROJECT
Each programming task includes modifications to PLC 1/0, programs, databases, and existing
control descriptions (or creation of new descriptions conforming to established format);
troubleshooting support documents; HMI screens and databases; HMI help files; remote alarm
notification; and historian databases. Conform to Plant standards and conventions.
5.1 Manage changes to networks and 1/0:
• Assign control LAN TCP/IP address for the HSW Truck Unloading HMI. In order to
make this task possible, the gas system designers must provide the quantity of expected
networked devices, the communications protocols to be used, and all individual data
addresses for use in SCADA. Provide these assignments to the. Contractor's
organization via the CM team.
• Maintain Plant network documentation in spreadsheets and on SCADA screen displays.
The Contract Documents specify the HSW system designer will provide as -built
drawings, therefore this task does not include that effort.
.ArcSine engineering
Page 4of8
PA1656.00 Petaluma WRF Design Const Programming\Contract\SOW 13213 and HSW Programming.doc 17
• Configure new 1/0 modules in the existing Plant PLC's and assist with installation if new
modules are required.. Provide these assignments to the Contractor's organization via
the CM team.
• Assign 1/0 additions and deletions within the Plant PLC's, document results, distribute
assignments to the City, Engineer, and Contractor.
• Modify existing and create new control descriptions conforming to WRF standards:
• Distribute edited and/or new control descriptions for review, receive review comments
and incorporate.
• Present control descriptions dynamically within SCADA.
5.2 Program items in Plant PLC's.
• Configure and program PLC -to -PLC communications.
• Program Grit Classifier 2 controls in PLC 4..
• Program HSW Offloading System controls in PLC 8, including load identification, load
volume calculations, and archiving of data in the SCADA historian for extraction via
reports.
• Program HSW Storage Tanks 1 & 2 controls, remove obsolete acid sludge transfer
pumps controls and rename acid digesters in PLC 3..
• Program HSW Transfer Pumps controls in PLC 3.
• Program new VFD control of TWAS Pumps 1 & 2 in PLC 8.
• Demolish code for Rotary Screen Thickener in PLC 9.
• Replace and reprogram larger screw press controls in PLC 9-.
• Expand cake conveyor programming for additional conveyors in PLC 9.
5.3 Add entries to the troubleshooting support system which define each new alarm in the
SCADA system. Information will be required from the package vendor explaining each
alarm so this task can be completed.
5.4 Interface with and program the HSW Truck Unloading HMI. This scope is based on the
following assumptions:
• For each load, the driver will enter a pass code in the HMI which identifies the client
offloading without the use of a card reader.
• There is no PLC in the HSW Offloading HMI cabinet. The HMI will communicate directly
with PLC 8.
. ArcSine engineering
Page 5 of 8
PA1656.00 Petaluma WRF Design Const Programming\Contract\SOW B26 and HSW Programming.doc 18
5.5 Develop and perform programming for HMI screens and databases in support of the PLC
programming detailed above.
5.6 Edit and incorporate additions to the HMI help file.
5.7 Develop and incorporate historian database additions.
5.8 Develop trends and reports. Allow 40 hours.
5.9 Programming coordination:
• Provide coordination with the Contractor's organization and the City's team for details
necessary to accomplish the work above. Allow 40 hours over the course of the project.
TASK 6 - STARTUP AND TESTING
6.1 Author test procedure inserts specific to WRF programmed systems.
6.2 Execute unwitnessed and witnessed testing for PLC's using simulators and the new HSW
Truck Unloading HMI hardware at ArcSine's facility. The only new panel installed in the
project is the HSW Truck Unloading panel which contains an HMI, but no PLC. All other
testing -related work is for existing control panels already installed at the Plant, therefore it
is assumed the Factory Testing specified in the Contract Documents does not apply to the
Programmer or to the Contractor, as all testing will be performed at the Plant. Allow two
people, 40 hours each.
6.3 Participate in loop validation tests, installation tests, communications testing,. and
functional testing at the WRF facility. The Construction Contractor and the City will share
joint responsibility of these tests. Onsite visits will require one to two programmers,
depending on the process area to be tested and amount of testing to be performed while
onsite. Allow time for trip preparation and trip reports. Multiple trips may occur, allow a
total of (8) 12 -hour man days onsite, plus preparation and developing trips reports.
TASK 7 -TRAINING
7.1 Provide training for operation of new control features and SCADA Operator controls,
introduce the changes in network architecture, and provide software briefing for
maintenance. Allow for (2.5) 8 -hour man days.
TASK 8 - CONSTRUCTION MEETINGS
8.1 Project kickoff meeting: Allow for two people, one hour each.
8.2 Testing coordination meetings: Allow for (3) 4 -hour meetings, plus preparations and follow
up.
V x ArcSine engineering Page 6 of 8
5,
PA1656.00 Petaluma WRF Design Const Programming\Contract\SOW B2B and HSW Programming.doc 19
8.3 Weekly Contractor status meetings: Allow for 52 half hour teleconference meetings (one
per week), two people.
TASK 9 - PROGRAMMING TELECONFERENCES
9.1 Allow time for 2 programming teleconferences with system vendors, 2 hours each plus
preparations and follow up.
TASK 10 - ARC -FLASH STUDY
Not included.
TASK 11 - CONVERT PLC'S 4. 8, AND 9 FROM CONCEPT TO UNITY — OPTIONAL
The Plant's Schneider Modicon PLC's 4, 8, and 9 are programmed in Concept software, which
is no longer Schneider's current programming software. Unity is the latest programming
software, and Concept code can be converted to Unity. This conversion was already applied to
PLC3, out of necessity, during a separate project. Converting PLC's 4, 8, and 9, at this time, is
optional and the City is undecided whether they want to pursue the conversion at the time of
preparing this Scope of Work. This task is provided here as an option for the City to include if
they so desire.
11.1 For PLC's 4, 8, and 9, run the software conversion tool to convert code from Concept to
Unity.
11.2 Review the new Unity files for similarity to the original Concept code, and clean up the
Unity code where required.
11.3 Load new Unity code on a PLC central processing unit (CPU) and install in PLC:
• Use one of the City's spare PLC central processing units (CPU's) pre -configured with the
Unity operating system (OS), install new Unity code for one of the PLC's.
• Review the original test procedures for the PLC to be commissioned from when it was
initially commissioned in Concept, copy the procedures and reuse acceptable material.
Edit the procedures as applicable for testing the new Unity file.
• Perform in-house factory testing on the spare CPU with the new Unity code installed on
it.
• While onsite, swap the existing Concept -based CPU with the new Unity -based CPU at
the PLC and perform testing.
• Leave the new Unity CPU running for a week to ensure there are no problems, then
convert the Concept -based CPU that was removed from the PLC to Unity and perform
the process described above again for each remaining PLC.
[\�,_.ArcSine engineering
Page 7of8
PA1656.00 Petaluma WRF Design Const Programming\Contract\SOW 132B and HSW Programming.doc 20
TASK 12 - FURNISH HARDWARE — OPTIONAL
12.1 The inventory performed in Task 1.2 determined the following hardware will be required
which does not presently appear to be specified in the Conformed Contract Documents:
➢ (Qty. 1) Backplane, 16 -slot; P/N: 140 XBP 016 00
➢ (Qty. 1) Power supply module for new backplane; P/P: 140 CPS 114 20
➢ (Qty. 2) Backplane expander (one for main rack, one for new rack); P/N 140 XBE
10000
➢ (Qty. 1) Analog input module; P/N: 140 ACI 030 00
➢ (Qty. 2) Discrete input module; P/N 140 DAI 540 00
➢ (Qty. 1) Discrete output module; P/N 140 DAO 842 10
• PLC 9:
➢ (Qty. 2) Discrete input module; P/N: 140 DAI 540 00
➢ (Qty. 1) Discrete output module; P/N: 140 DAO 842 10
12.2 Furnish the hardware outline above on behalf of the City for inclusion in the B213 project.
Installation and wiring of the PLC parts in their respective control panels shall be the
Contractor's responsibility and is not included here.
12.3 This task is not estimated in the fee estimate. If the City wants ArcSine to provide the
hardware, quotes will be requested from the hardware vendor for accurate pricing.
ArcSine engineering Page 8 of 8
ti
PA1656.00 Petaluma WRF Design Const ProgramminglContraMSOW 1326 and HSW Programming.doc 21
AmSme Project No, 1656.00
City of Petaluma WRF 62B Project
5/23/2018
Programming Services
4
Maintain Plant network documentation
4
Project
Role
Project Manager/
SCADA
SCADA
Electrical Field Drafting Clerical
1 Distribute; receive & incorporate review comments
4 8
Present control descriptions in SCADA
QA/QC
Engineer
Programmer
EProject
ngineer
Engineer
1 Add Grit Classifier 2 controls
2 8
Add HSW Offloading System controls
4 24
Description
Rate
$209
$172
$126
$131
$125
$99 $83
Expenses
Extended
1.0Design
Review Support
1.1
Contract Document Review
$0
Review Contract Documents for coordination issues
1
4
1 I
I $844
Review Contract Documents for testing requirements
1
4
1
I $844
1.21 Inventory existing/new 1/0
4
4
$1,192
Task 1 Subtotal
I
$2,880
2.0 Project Management
2.1 Monthly Invoices; l hr/month for 12 months
8
$1,048
2.2 Coordinate with City; 20 hours
4
16 I
1 $2,932
2.3 Track in -scope vs. out -of -scope work; 20 hours
4
16 1
I $2,932
2.4 1 Comment/provide direction on startup schedules
2
4
4
8
1
1 $2,658
1
Task 2 Subtotal
�
I
I
$9,570
3.0 Engineering Services During Construction
3.1 Submittal Reviews
1
1 $0
First round reviews, allow for 30 total
20
20
40
160
I $33,620
Second round reviews, allow for 20 total
8
8
24
40
1 $11,312
Third round reviews, allow for 10 total
4
4
12
20 1
$5,656
3.2 1 RFI's, clarifications, changes
1
2
6 I
$1,339
3.31 Consultation
8
4 1
$1,900
I
Task 3 Subtotal
�
1
$53,827
4.0 Programming - B2B Project
I
(
4.1 Manage changes to networks and 1/0
I
( $0
Assign and manage network addresses
4
I
1 $504
Maintain Plant network documentation
I
4
I
$504
Configure new 1/0 modules (assume 2)
1
4
$676
Assign changes to PLC 1/0
I
4
$504
4.2 1 Program for Plant PLC 3
$0
Four new pressure transmitters, four new flowmeters
$0
Program analog alarms, flow tota0lzers
(
2
10
$1,604
4.3 Troubleshooting support system changes and additions
2
8
1 $1,352
4.4 HMI screens, databases
4
36
1 $5,224
4.5 Historian database additions
1
6
I $928
4.6 Trends and reporting
1
10
I
1 $1,432
4.7 Programming coordination
I 10
10
10
10 I 4
$6,712
4.8 Testing
$0
Author digester gas instruments test procedures
2
12
$1,856
Participate in Verification and Final Testing, 2 trips @ 2 days, t person
40
$1,000 $6,040
Task 4 Subtotal
5.0 Programming -HSW Project
5.1 Manage changes to networks and VO
Assign and manage network addresses
4
Maintain Plant network documentation
4
Configure new 1/0 modules (assume 5)
2 10
1 Assign changes to PLC 1/0
4
1 Modify existing/add new control descriptions 4
16 20
1 Distribute; receive & incorporate review comments
4 8
Present control descriptions in SCADA
4
5.2 1 Program for Plant PLC's
1 8
1 PLC -to -PLC communications
1 8
1 Add Grit Classifier 2 controls
2 8
Add HSW Offloading System controls
4 24
Add HSW Storage Tanks 1 & 2 controls
2 8
Add HSW Transfer Pumps controls
2 8
Add TWAS Pumps 1 & 2 controls
2 8
Demo Rotary Screen Thickener code
2 10
Replace/reprogram larger screw press controls
2 8
Additional cake conveyors
1 8
2
1
4
4
$27,336
I
I $6
1 $504
$504
1 $1,604
$504
$6,702
$2,159
$504
$1,180
$1,180
$1,352
$3,712
1 $1,352
1 $1,352
$1,352
$1,604
1 $1,352
1 $1,180
P91656.00 Petaluma WRF Design Const ProgramminglContraotTetaluma Programming Fee Estimate 010518 23ge 1 of 3
ArcSreProjeotNo. 1656.00 City of Petaluma WRF 13213 Project 5/232018
Programming Services
Project Role
Project Manager/ SCADA
SCADA
Project Electrical Field Drafting Clerical
$252
QAIOC
Engineer
Programmer
Engineer Engineer
1 12 (
( $1,684
Description Rate
$209
$172
$126
$131 $125
$99 $83
Expenses Extended
5.3 Troubleshooting support system changes and additions
24
2
8
$252
1 12
$1,352-
1,3525.4
5.4Interface with/program HSWTruck Unloading HMI
$3,024
2
8
(
$1,352-
5.5 ( HMI screens, databases
10
50
$3,528
$8,020
5.6 HMI help file additions and edits
$252
1
20
$1,684
$2,692
5.7 Historian database additions
4
16
$2,704
5.8 Trends and reporting
4
36
(
$5,224-
5.9 Programming coordination
10
10
10
10
4
$6,712-
6,712Task
Task5 Subtotal
$56,153
6.0 I Startup and Testing
6.1 Test procedure inserts
4
10
30
2
I 4
$6,930
6.2 Unwitnessedhvitnessed testing
2
40
40
4 (
2
$13,028
Participate in loop validation tests, installation tests,
6.3 communications testing, and functional testing at the WRF
2
48
60
8
8
$1,600 $19,546
facility
I
I
Task 6 Subtotal
I
I
I
$39,504
7.0 ITraining
I
7.1 I 00 Training
4
16
2
$500 I $3,370
Task 7 Subtotal I
(
$3,370
8.0Meetings
8.1 Project kickoff meeting I
1
1
$303
8.3 Test coordination meetings I
4
12
2
I $3,066
8.4 Weekly Contractor status meetings (52 m<gs @ 1/2 hr each) (
26
26
$7,878
I I
Task 8 Subtotal I
I
I
I
I
$11,247
9.0Programming Teleconferences I
I
9.1 Two teleconferences, 2 hours each, two people
4
4
I $1,192
� I
Task 9 Subtotal I
�
(
$1,192
10.0 IArc-Flash Study -Not Included I
I
I I
$o
Task 10 Subtotal
I
Tasks 1 Through 10 Subtotal
Contingency
I
ITASKS 1 THROUGH 10 TOTAL I
11,0 (Convert PLC's 4, 8, and 9 From Concept to Unity - OPTIONAL(
PLC 4
Run conversion tool
Clean up new Unity files
Convert CPU from A to U
Write/reuse test procedures
In-house testing
Onsite upgrade and testing
PLC 8
Run conversion tool
Clean up new Unity files
Convert CPU from A to U
Write/reuse lest procedures
In-house testing
Onsite upgrade and testing
PLC 9
Run conversion tool
Clean up new Unity files
Convert CPU from A to U
Write/reuse test procedures
15%
1
0
0
$0
I
I $205,079
$30,762
I $235,841
(
2
$471
2 I
$252
20
$2,520
2
( $252
1 12 (
( $1,684
24
$3,024
16
$500 $2,516
2
$471
2
$252
24
$3,024
2
$252
1 12
I $1,684
24
$3,024
16
$500 $2,516
2
$471
2
$252
28
$3,528
2
(
$252
1 12
I
$1,684
PAI656.00 Petaluma WRF Design Const ProgrammingkContractTataluma Programming Fee Estimate 010518 3%e 2 of 3
ArcSineProject No, 1656.00 City of Petaluma WRF 62B Project 5/23/2018
Programming Services
Description
In-house testing
Onsite upgrade and testing
Task 11 Subtotal
Contingency
TASK 11 TOTAL
1
12.0 lFurnishHardware-OPTIONAL
Task not yet estimated
Task 12 Subtotal
PROJECT TOTAL
Project Role Project Manager/ SCADA SCADA Project Elect cal Field Drafting Cl:n3allftoensej
cl
QA/QC Engineer Programmer Engineer Engineer
Rate $209 $172 $126 $131 I $125 $99 Extended
24 1 $3,024
16 $500 ( $2,516
$33,669
15% $5,050
$38,719
$0
$274,560
1
PA1656.00 Petaluma WRF Design Const Programming\GontraotPeWuma Programming Fee Estimate 010516 �4ge 3 o13