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HomeMy WebLinkAboutStaff Report 3.E 08/01/2011 Age4/tc1c'/iteini/#3 E DATE:. August 1, 2011 TO: Honorable Mayor and Members of the City Council through City Manager FROM: Remleh Scherzinger, P.E. — Interim Director, Water Resources & Cnservatii. SUBJECT: Resolution Approving and Authorizing the City Manager to Execute-a Professional Services Agreement for and Design Services for the Victoria,Pump Station Design Project RECOMMENDATION It is recommended that the City Council adopt the attached Resolution approving the project budget and authorizing the CityManager to execute a,Professional Services Agreement for Engineering and Design Se'rVices for the Victoria Pump Station Design Project. BACKGROUND • The Victoria Pump Station is located along Windsor Drive at the intersection of West Haven Way in western Petaluma (see attached location map). The station pumps wastewater from the Rock Ridge and Victoria subdivisions to the east to a gravity line to the C Street Pump Station, which flows to the City's Primary Influent Pump Station at Hopper Street where it is ultimately pumped to the Ellis Creek Wafer Recycling Facility. The Victoria Pump Station was built in 1991. The motor feeders and controls have reached their service life. In addition,, the backup • • • • generator was stolen from the site The station isexperiencing repeated failures involving motor feeders, and the control systern as well. The need for an emergency generator is significant . given the location of this puniP station and its limited storage capacity. Currently, operations personnel must respond to the site within 90 minutes of a power failure. This critical pump , station is not operating, at an acceptable level of service and does not meet the system needs. Security, motor control, electrical improvements, and an emergency generator are necessary to meet flow capacity, reliability, safety, and maintenance requirements. The Victoria'F'urrip Station improvement project includes electrical equipment, site security alarms, ,lighting, instrument control improvements to the existing pumpstation, and an emergency backup' . generator. The project will,also include SUpervisory Control And Data Analysis (SCADA) programming and radio 'repeater design to the pump station with .the City's wastewater collection system. • Agenda Review: • , City Attorney Finance Director • City Manager 1 • • DISCUSSION • On May 31, 2011, the Department of Water Recourses and Conservation solicited proposals for - :engineering and design services for this project through a Request for Proposal (RFP) from the following consulting firms: ArcSine Engineering, Control Engineers, Control Systems West, and DCV Consultants. These firms were selected because of previous successful work experience with the City. Two firms responded to the RFP and after careful consideration, review of similar project deliverables, and review of the detailed scope of work, City staff recommends ArcSine Engineering as the firm best suited to perform these services: There were eight criterion identified in the RFP used by the selection committee to determine the most qualified proposal. The criteria for selection included evaluation of the overall proposal, project scope and comprehension, project management approach, technical approach to the project, project team . organization, schedule of hours, resumes of team members with relevant work experience and estimated schedule. ArcSine Engineering was selectedbecause they provided the most comprehensive proposal which illustrated their extensive experience with the engineering design of sewer pump stations. The ArcSine Engineering proposal was also the most detailed in project management approach and the best technical approach to provide the proposed scope of work for the services•requested. City staff recommends' hiring ArcSine Engineering to provide engineering services to support the upgrades to the pump station. The services include the following: ''Design of new electrical equipments, security monitoring, lighting, motor feeders, instrumentation controls, backup generator system, radio repeater, and SCADA programming. The proposed scope of work is included in Attachment 2. The schedule for the pump station improvements includes completing the design and selecting a contractor by February 2012. The construction is estimated to take roughly'5 months. The construction phase is scheduled to be completed by August 2012. FINANCIAL IMPACTS The engineering and design services will be performed on a time and materials basis, not to exceed $97,300: The total proposed budget for this project (C66501002) is $363,000. This ' project is incorporated in the draft 11/12 CIP budget. 2 Requested CIP Budget ' Description FY 11/12 Design $98,000 Construction Contracts $200,000 Construction Management . $32,000 Contingency $33,000 • - TOTAL $363,00 Funding ' Sources - Waste Water Operating $363,000 TOTAL $363;000 . ATTACHMENTS 1. Resolution 2. PSA. 3. Location Map • 3 RESOLUTION APPROVING THE PROJECT BUDGET AND AUTHORIZING THE °CITY,MANAGERR TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT . FOR ENGINEERING AND DESIGN SERVICES FOR THE VICTORIA PUMP STATION DESIGN PROJECT WHEREAS, the City of 'Petaluma has determined the need to upgrade Victoria Pump Station at the located along Windsor -Drive at the intersection of West Haven Way;. and WHEREAS, this project requires the, services,.of a quality professional engineering firm familiar with pump stations and experienced in engineering and design :services; and WIIEREAS,, City staff prepared 'a Request for Proposal (RFP) and solicited proposals from four consulting firms for engineering' and electr"icaldesign services for the Project; and WHEREAS, on June 22, 2011, two proposals were received; and WHEREAS, ArcSine Engineering responded to the RFP and was chosen based on their proposal, reputation, and experience „in 'the design ofmunicipal pump stations; and WHEREAS, ArcSine Engineering' has demonstrated; ability to produce superior quality work on complex engineering projects by providing quality engineering and design services for, Bay Area municipalities; and WHEREAS, staff recommends the City execute a professional services agreement with ArcSine for engineering and design services; for the Victoria Pump Station; NOW, THEREFORE,' BE IT RESOLVED 'that. the City Council of the City hereby: 1. Approves the budget as follows: Description 11/12 C_ IP'Budget Design $ `98,000 Construction Contracts, $ 200,000 Construction Management $ 32,000 'Contingency - . $ 33,000, Total $. 363,000 2 Authorizes the .City, :Manager to sign the attached Professional Services Agreement for Engineering and, Design Services, for the Victoria Pump Station Design Project with ArcSine Engineering in support - of the Victoria Punip Station improvement project in the amount of $97;300. 4 • • Attachment 2 , _ PROFESSIONAL SERVICES AGREEMENT SIONA_L Engineering ,and Design Services for the Victoria Pump Station Electrical Upgrade • • (Title of Project) FY 1 1/12 Fund #'6600.66999 Exp_ Acct. # 54110 Project- #'C66501002- 30300 Amount $97.300 F or multi -year contracts .. or contracts; with multiple accounts: FY . Fund;# • Exp. Acct. # Project # Amount $ FY Fund' #' Exp. Acct. # Project # Amount -$ FY Fund #;, Exp. Acct. # Project ,# Amount $ FY Fund # Exp. Acct. # Project ,# Amount $ FY Fund . #, Exp. Acct. # Project #:._ _ Amount $ THIS PROFESSIONAL SERVICES AGREEMENT ( "Agreement ") is entered into and effective as of - 20 ( "Effective Date "), by and between the City of Petaluma, a municipal corporation and ..a charter city ("City") and 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: 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. Compensation0Business Tax Certificate. A. For the full performance of the Services as 'described herein, City shall compensate '.Consultant -under the 'following :terms: time and. materials. 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 $97,300, 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. NotwithS • tanding 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 PROFESSIONAL SERVICES AGREEMENT (City) 5 (iManage #609321) April 2010 available from City, and has obtained a currently valid Petaluma business tax certificate. 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 December 31, 201 '2, 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 ofAhe Agreement. 4. Termination. City may. terminate this Agreement without cause upon ten (10) days' written notice. City may''iimmediately terminate or suspend this Agreement for cause. Cause for immediate,`terrnination or suspension shall include; 1 hut 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. Ian the : event-of early termination of this Agreement by City, .Consultant shall be entitled to paymenfrfor all Services performed to the date of termination to the extent sueh 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 arid employees, shall act in an independent capacity and as an independent contractor and not as; officers, employees or agents of City. This Agreement shall not be construed as an agreement for employment. 6. Facilities and Equipment. , Consultant• shall, at its sole cost and expense, furnish all • „facilities and equipment that may be required for furnishing ,Services pursuant to this Agreement. City shall furnish to Consultant no facilities Or equipment, unless the City otherwise a rees in writing g to provide the same. 7. Licenses, Permits, '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 tune to the P erforrr ance of the Services as may be reasonably necessary for satisfactory performance of Consultant's obligations pursuant to this Agreement. 2 PROFESSIONAL SERVICES AGREEMENT (City) 6 (Manage #609321) April 2010 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 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. Confidentiality. In the course of Consultant's employment, Consultant may have access to trade secrets and confidential information, disclosure of which is protected or limited by law. Consultant shall not directly or indirectly disclose 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 re quirements 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 P ex ress 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, first class and workmanlike manner and conform to the standards of Consultant's profession. All such 'instruments of service shall become the sole and exclusive property of City upon delivery of the same. 15. - Assignment /Transfer. No assignment or transfer in whole or in part of this Agreement shall be made without the prior written consent ofCity. 3 PROFESSIONAL SERVICES AGREEMENT (City) 7 (iManage #609321) 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. 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 Wage Ordinance. Without limiting the foregoing Section 17, Consultant shall comply fully with the 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. 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 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 4 PROFESSIONAL SERVICES AGREEMENT (City) 8 (Manage 4609321) April 2010 • (iv) facsimile transmission, in which .ease .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: Patricia A. Gothard, P.E. Department of Water Resources and Conservation 202,N. McDowell Blvd. Petaluma, CA 94954 Phone: (707)' "776 =3672 Fax: (707)778 -4508 Email': pgothard @ci.petaluma.ca.us Consultant: Douglas McHaney, P.E. ArcSine Engineering, Inc. 950 Executive Drive Redding, CA '96002 Phone: (530) 222 -7204 Fax: (530) 222 -7210 Email: dmchaney @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 pro ceedings, 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. 5 PROFESSIONAL SERVICES AGREEMENT (City) 9 (iManage 4609321) April 2010 • The Consultant's obligation to indemnify,, defend an. d 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 'indem'nity within 30 calendar days, in addition to any other remedies authorized by law, so much .of the money due or that may become du e 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 mattee subject to tender, or until the Consultant accepts the tender, whichever occurs first. sin 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. 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, tas 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 13-2, attached hereto and incorporated herein by reference, [Indicate attached exhibit, e.g., "B "B "B or "B - 4. "1 24. ' Amendment. This Agreement may be amended only by a written instrument executed by both Parties. 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. 6 PROFESSIONAL SERVICES AGREEMENT (City) 1 (iManage #609321) 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 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 aparticular instance shall not be construed as a..general waiver of any part of such provision. The provision shall remain in full force and effect. 29. Severability. if any term or portion of this Agreement is held to be invalid, illegal, or • otherwise unenforceable by:a.court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and effect. 30. No Third Party Beneficiaries. The Parties do not intend• to create, and nothing in this Agreement shall be construed to create any benefit or right in' any third party. 31. Mediation. The Parties.agree to make a good faith attempt to resolve any dispute arising out of this Agreement through mediation prior to commencing litigation. The Parties shall mutually" agree upon the mediator and shall divide the costs of mediation equally. 32. Consultant's Books and Records: A. Consultant shall maintain any and all ledgers, books of accounts, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services,_ or expenditures and disbursements charged to the City for • a minimum , period of three (3) .years or for any longer period required by law, from the date of final payment to Consultant pursuant to this Agreement. B. Consultant shall maintain all documents and records which demonstrate performance under tills 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 madeavailable, for inspection or audit, at: any °time during regular business hours, upon written request by the City Manager, City Attorney, City Finance Director, or a designated representative of these officers. Copies of such documents shall be provided to the City for inspection at Petaluma City Hall when it is practical to do so. Otherwise, unless an alternative is mutually agreed upon, the records shall be available at Consultant's address indicated for receipt of notices: in this Agreement. D. Where City has reason to believe that such records or documents may be lost or discarded due to dissolution, disbandment or termination of Consultant's business, City may, by written request by any of the above -named officers, require that custody of the records be given to the. City and that the records and documents: be maintained in Petaluma City Hall. Access to such records and documents shall be granted to any party authorized by Consultant, Consultant's representatives, or Consultant's successor in interest. 7 PROFESSIONAL SERVICES AGREEMENT (City) 11 (iManage #609321) April 2010 • 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:ar-ising,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 City Manager ame ATTEST: `^ + 1 / ce-r- °' Title • rl S0' Bi - t,e City Clerk Address APPROVED �. . 1400 PPROVED AS TO FORM: City State Zip City Attorney Taxpayer I.D. Number APPROVED: L O k I , y 6' • Petaluma Business Tax: Certificate Number Department Director APPROVED: Risk Manager • • APPROVED: Finance Director file name: S: \CTP \WW\C66501002 Victoria Pump Station \Agreements \ArcSine \Professional Services Agreement Victoria 8 ' PROFESSIONAL SERVICES AGREEMENT (City) 12 • (iManage #609321) April 2010 . • Exhibit A SCOPE OF WORK , ENGINEERING AND DESIGN SERVICES. FOR THE VICTORIA PUMP STATION DESIGN PROJECT CITY OF PETALUMA ArcSine Project 1158 July 1, 2011 INTRODUCTION This Scope of Work covers design' and related services for upgrade, of the City of Petaluma Victoria Pump Station. The:project includes upgrades to electrical, standby power, and controls. The deliverables will be suitable'forcompetitive bid. TASK 1 - PROJECT MANAGEMENT ArcSine will provide projeet. management controls including monitoring project budget and schedule. and managing staffing to meet overall projectobjectives. Project management will include: 1. Preparing a Project Work Plan; 2. Providing brief written progress reports to the City with monthly invoices; - 3. Coordinating project ,team activities; 4. Performing QA /QC reviews and constructability reviews of the design as it progresses. TASK 2 - INVESTIGATIONS' AND CRITERIA This task consists of: 1. Performing detailed field investigation. 2. Conducting the criteria workshop (including preparation). 3. Publishing results. Criteria will be documented in areas including the following: • 'Standby power • Decision to replace all electrical (or not) • Controls philosophy, redundancies • Communications decisions • Operator interfaces • Sole source items • Contracting approach to short-circuit/coordination/arc flash • NFPA 820 • Security • Site lighting Page 1 of 7 S: \C1P \WASTEWATER \C66501002 Victoria Pump Station \Agreements \ArcSine \1 Scope 070111.doc ArcSine engineering, 13 TASK 3 - MOTOR MEGGERING Failed motor feeders resulted in City staff installing conduits and temporary feeders. This project will replace the feeders, and eliminate the temporary conduits. With the age of the station, there exists some concern about the condition of the motors. During design ArcSine will disconnect the •motor feeders and megger -test the windings, to anticipate any problems, and allow the City.to remedy the problems prior to construction. This task consists of the following: o Coordinating shutdown(s) o Disconnecting motor ,leads o Meggering ® Reconnecting ® Publishing results This task will be a collaborative effort in the field between ArcSine and the City, led by ArcSine. TASK 4 - DESIGN Summary: This task consists of developing Contract Documents suitable for competitive bid. Submittals will be provided at.50 %o,'95 %, and Final. Deliverables: Below are anticipated deliverables: • Drawings E 1 Legend E2 One -Line Diagram - Demolition /Cutover E3 One -Line Diagram - Improvement E4 Site Plan — Demolition E5 Site Plan — Improvement E6 Control Diagrams E7 Elevations and Details 11 Legend 1.2 Block diagrams 13 Process' and Instrumentation Diagram I4 Control Diagrams 15' Elevations and Details S1 Generator Foundation Page 2 of 7 S: \CIP \WASTEWATER \C6650I002 Victoria Pump Station \Agreements \ArcSine\1 158 Scope 07011 1':doc 14 ArcSine engineering The list above is preliminary, and depending on how crowded (or not) 'selected drawings get, consolidation might occur: • Specifications 01010 Sequencing and Constraints 13300 Instrumentation. and Controls 13350 Programmed' Systems.. 16050 Electrical (with attachments) 16150 Power Distribution Equipment 16710 Standby Generator System, • Construction Cost Estimates (submitted at 50% and 95%) Key Design Submittal. Principles: The 50% submittal will consist largely of the "high - level" drawings including one-line diagrams and process and 'instrumentation diagrams. The 95% submittal will be generally complete, and biddable, with only minor items remaining, and Final will be suitable for reproduction and bid. Standby Power: Standby per will be sized to oPerate both pumps, and have onsite fuel • storage for. 36 hours of operation.' The standby, generator will be outdoors on a pad with a belly tank, with a sound -proof enclosure to minimize noise. Control Architecture Victoria Pumping Station will have primary and backup instruments, primary PLC control, and backup, hardwired control, and be integrated with SCADA, in accordance with City wastewater practices. ,Sole Items: Items will be sole sourced in accordance with present City practices. At this time we expect sole, sources for PLC, level instruments, radio (if applicable), and pressure instruments (if applicable): Security: The site is subject to vandalism. As part ofcriteria- setting, options will be discussed with the City including 'the :followi ng: • Imposter cameras • Motion sensors and alarming • Lighting strategy • Provisions for future cameras, as a contingency The design may include, if so decided, site motion sensors, motion -based lighting, and provisions to defeat alarming when authorized personnel are accessing the site. Page 3 of 7 S: \C1P \WASTEWATER \C66501002 Victoria Pump Station \Agreements \ArcSine \1 158 Scope 07011 1.doc. 15 ArcSine engineering • • Video monitoring is not expected with this project. Provisions maybe included for raceways, to allow for future cameras. NFPA.820: NFPA 820 is the Standard for Fire Protection, in Wastewater Treatment and Collection facilities. ArcSine, is quite conversant in NEPA 820 details, overlap with the NFPA 70 (National Electrical Code ; ,a and topics, associated with the Authority Having Jurisdiction. Subject to O &M staff confirmation of only residential inflows, ArcSine hereby asserts that NFPA 820 Table 4.2, Line 11(a) applies resulting in a Class 1 Division 2 wetwell environment. Site Lighting: New site lighting is part of this project. Short Circuit /Coordination /Arc Flash: Short-circuit/coordination/arc flash studies and labeling for Victoria Pump Station will be part of the construction contract. Structural: This Scope includes an allowance for design of the generator foundation, by a registered, California Structural Engineer. PG&E Service: It is expected that the new electric service will be fed from the existing PG &E vault and transformer. We are not expecting any PG &E- related coordination nor design services beyond making that switchover1 Other Design Assumptions 1. The City will provide: front end specifications, bid forms, etc. 2. The City will provide reproduction. • 3 Design of a video Monitoring system, if deemed necessary, is not.yet included. 4. Responding to or.constructability comments is not included. 5. No building department submittals are anticipated nor included. 6. Geotechnical work is not included. ' TASK 5 - RADIO REPEATER DESIGN The Victoria Pump Station is located in a low spot, generally surrounded by hills. ArcSine's recent radio path studies show no feasible connections with other City wastewater sites. ArcSine considered the City's - nearby La Cresta water tank for a radio repeater site, but preliminary analysesishow that the radio path to La Cresta is weak, with a knoll between Victoria Pump Station and the La Cresta site. However, it is believed that modest masts on top of the tank and at Victoria will likely provide line of sight, and good performance. This task includes_evaluation and design of a radio repeater on the La Cresta water site, including the following: 1. Coordination with water staff. 2. Field investigation /radio path study (confirmation of line -of- site). Page 4 of 7 s: \C1P \wASTEwATER \C66501002 Victoria Pump Station \ Agreements \ArcSine\1 158 Scope 070111.doc 16 A rcSine engineering 3. Preparation of Contract Documents. incl.uding the following: . a. Mast, antenna, interconnection. b. Radio (separate enclosure or merged with..water). c. Modifications to existing power circuits to serve the new load. d. If merging with awater enclosure, likely add heater and ventilation (water enclosures are limited in where they have such provisions). e. Requirements for startup testing. The Contract Documents will be included with the, Victoria Pump; Station package. This task includes a field radio path verification during design, estimated at 1 person -day. TASK 6 - SERVICES DURING BID ArcSine will assist the City during Bid as follows: 1. Attend the prebid meeting; 2. Respond to bidders' questions; 3. Assume 1 minor addendum; 4. Conformed documents. TASK 7 SERVICES DURING CONSTRUCTION ArcSine will assist` the City and its representatives with construction phase support services, including: . 1. Attend the preconstruction conference; 2. Respond to RFIs; • Allow for 8 ;formal RFIs at 4 hours each plus clerical, plus 24 hours total for informal RFIs; 3. Perform submittal reviews; For structural, allow for one submittal review o • f the ,generator foundation and anchorage, and one minor resubmittal. 4. Assist with review of proposed change ordersand provide design services; • Allow+for 1 change order; Page 5 of 7 S; \CIP \WASTEWATER \C66SOP002 Victoria Pump Station \Agreements \ArcSine \1158 Scope 070;1- I1 :doc 17 ArcSine engineering 5. Allow for 2 special construction meetings and site visits; 6 Allow 1 day for assistance with startup and testing of new pump;station; 7. Allow for a project closeout walk through and development of punchlist; prepare record drawings from as-built markups provided by the Contractor. TASK 8 - PROGRAMMING • In conformance with City standards and practices, perform PLC and .HMI.- programming and testing; and develop documentation. Activities include the following: I. Review of draft control descriptions by programming, staff. Edit during programming and testing to become the basis for as -built documentation. 2. Program station PLC. Use tagging and naming in accordance with City standard practices. 3. Expand the existing WRF SCADA system with new content for Victoria Pump Station in the following areas: - > Displays > Databases > Alarm notification • > HELP > Troubleshooting Support. System > Password Protection > Make data connections to existing geographically - oriented overview screen. 4: In conjunction with: the `above, program and configure station- specific screens and data structures to comprise the 'graphical display at the station, should that ultimately be selected. 5. Under the Wilmington Pump Station project, a new City -wide wastewater collection schematic screen will be developed. Populate the Victoria placeholder with a live link. 6. Receive and coordinate calibration ranges, zeroes, and fail configurations for Contractor- furnished and 'installed'level instruments. 7. Program PLC automatic control actions to coordinate with station hardwired backup control and station commercial power /standby power. Page 6 of 7 S: \CIP \WASTEWATER \C66501002 Victoria Pump Station\ Agreements \ArcSine \1158' Scope 07011 1. 1 8 ArcSine' engineering ' interlocking between the station .; ; 8.' Program communlcatlons :management. However, no inte ` and other location(s) is required; thus, no special responseis needed on loss of communications. 9. Develop factory test procedures for PLC programming; testunwitnessed. 10. Complete and file written test results with existing test results for the WRF and other stations. - 11. Expand the factory test procedures for field testing; 12. Participate in operational readiness testing and functional acceptance testing. 13. Provide as- built control descriptions and merge into the City's existing control descriptions. • 14. Provide brief training,of.City personnel. MODIFICATIONS TO AGREEMENT The parties agree that the following provisions modify the Agreement: 1. The Services provided, under this Agreement are "design professional services" subject to California Civil Code. Section 2782.8. 2. The amendments to. Civil' Code Section 2782.8 that take effect January 1, 2011, apply to this Agreement. 3. The following language in Section 22 of the Agreement is 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 7 of 7 S' \C1P \WASTEWATER \C66501002 Victoria; Pump Station \Agreements \ArcSine \11'58 Scope' 070111 doe 19 AreSine engineering _. _ _ - C 1D C - b , ,, , O M V o O V3 to tH N N i W . V N V N. • st N N- .- N V co r. N Q c{ N r ' CO CV - V N (V (() • ' V3 N U • ea CO .+ O N . m O O O O N N N ('N", N V' N C r n o) ca 69 C ' V 0 0 0 CO co O N r M O N N r rr V Nr a N N N NN er, U el. e» F.., ■ I m CO 7 43 .0 ti N NN OE NNN N om? V N CO� LL W ■ W . N, d - E O • 6 R co N O w C a O r i, - p 0 a` < o o Q m m co C N N N 6 C O r N N r - O V U ma c» rn CO W r to '(p C 'r r (0 7 •t' s r :- . 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' a V • Z ,� io ' o : � K ' �. o . a ' � F,. > 3 d c . � LL o c O Z O m. o. 00-,,..E m N © ' C a ■ 0 0 2 C 7 Z '. 0 m ' U ' o` ' _ m U Ia c N ,. c, cc !FLY „ ° a U � � , as o o a � -- E a o � c o6 o v O. m 0. • H c l 3+ ° co c 0 . F g . c c o ' 2 a y o u, ,m (J o i r :a -0 co o _c , () ' N O 6> 'O , , o O D U > . ,` C c U a) es o O ' W ' O O O '3 0 O a o J :J o o,E'0 W � d aaco c 0- X i)ODU) o 0- aDc�n;' aau-oaOE- 0 o. 0 � ° Um �, a m a N 2 c' C' .p >.. r N M V r N CO V (() c0 h Y t- N M V (O h 00 61 O ` r '� N Q .0 V W , co co CO CO N No (- c -h h I- N- Nc0 c0 c0 0 OD OD . ' (0 c000 W c0 c0 N ea a w'; ' Q,. U) N F- �F - • • INSURANCE REQUIRElYENTS Consultant's performance of the Services under this Agreement shall not commence until Consultant shall have obtained all insurance required under this paragraph. and such insurance shall have been approved by the City Attorney as to form and the. Risk Manager as to carrier and sufficiency. All requirements herein provided shall appear either in the, body of the insurance policies or as endorsements and shall specifically bind the insurance carrier. Consultant shall procure and for the duration of the contract all necessary insurance against claims now and in the future for :injuries to persons or damages to property which may arise from or in connection with the performance of the .Services . by the Consultant, the Consultant's agents, representatives, employees and subcontractors. Required professional liability insurance shall be maintained at the level specified herein for the duration of this Agreement and any extension thereof and for twelve additional months following the Agreement termination or expiration. A. Minimum Scope of Insurance Coverage shall be at ieastas broad as: 1. Insurance Services Office Commercial General Liability coverage: a. Personal injury; b. Contractual liability. 2. Insurance Ser-vices`Office form covering Automobile Liability, code 1 (any auto). 3. Workers' Compensation insurance as required by the State of California and Employer's Liability Insurance. 4. Professional Liability insurance. 5. Such other insurance coverages and limits as may be required by the City. B. Minimum Limits of Insurance • Consultant shall maintain limits no: less than: 1. General Liability: $1,000„000 per occurrence for bodily injury, personal injury and property damage. If Commercial ,;Gener,at Liability Insurance or other form with a general aggregate.liability is used, either the general aggregate limit shall apply separately to this Agreement or the general aggregate limit shall be twice , the required occurrence limit. 2. Automobile Liability: $1,000,000 per accident forr bodily injury and property damage: 3. Employer's Liability: Bodily Injury, by Accident - $1,000,00E accident. Bodily Injury'by Disease - $1,000,000 policy limit. Bodily lnjury Disease - $1,000,000 each employee. • 4. Professional Liability insurance: $1;000,000. 5. Such other insurance coverages and limits as may be required by the City. C. Deductibles and Self Retentions Any deductibles or self - insured retentions must be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such,deductibles or. Exhibit B2 Page 1 of 2 INSURANCE REQUIREMENTS (City) 23 (Manage #609325) April 2010. . self- insured retentions as respects the City, its officers, officials, employees, and volunteers; or the Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim' administration and defense ex" ense . g � p es.. , D. Other Insurance Provisions The required general :liability and automobile policies are to contain, or be endorsed to contain the following provisions: 1. The City, its officers, officials, employees, agents and volunteers are to be covered as Additional Insureds as respects; diability arising out of activities perforated by or on ; behalf of the Consultant ;. products and completed operations of the Consultant; premises owned; occupied or used by the Consultant; or automobiles owned,' leased, hired or borrowed. ,by the Consultant. The coverage shall contain no special limitations on the scope of protection afforded to the City, its officers, officials, employees, agents or volunteers. 2. For any claims. related to this project,. the Consultant's insurance coverage shall be primary insurance as respects the City, its officers, officials, employees, agents and volunteers. Any insurance or self - insurance maintained by the City, its ��. ,officers, officials, , employees, agents or volunteers shall be excess of the Consultant's insurance and shall not contribute with if 3. Any failure to comply with °reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials, employees, agents or volunteers. ' i shall apply separately to each' insured against whom claim is made :or suit is. brow ' 4. The Consultant's Insurance s brought except, with respect to the limits of the insurer's liability._ 5. Each insurance policy required by this clause shall be endorsed to state that , coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in` limits except after thirty (30) days'. prior written notice by certified mail, return receipt requested, has been givento'the City. 6. Consultant, agrees to waive 'subrogation rights 'against City regardless of the applicability of any insurance proceeds, and to require all contractors, subcontractors or others involved in any way with the Services to do likewise. E. Acceptability of Insurers , Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A:VII. F. Verification, of Coverage Consultant shall furnish the City with original endorsements effecting coverage required by this clause. The endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. All endorsements are to be received and approved by the City before the Services commence. Exhibit B2 Page 2 of 2 INSURANCE` REQUIREMENTS (City) 24 Wattage #609325) April 2010 • ATTACHMENT 3 • • • VICTORIA PUMP STATION • .DESIGN PROJECT - 2011 PROJECT NO. 'C66501002 • • • y LOCATION MAP • II _ - -- it - c 11 1 ., , ,_, L i L II -, ini____ Iiiilm‘ 1 1 w Q "c �� o O � . 0 / - Z .. J J ac • P r • • fi ' _ • ' <>\2<> Z L( � Project Site CHAPMAN LANE �� • . A S ( /i ---- • . -:_. WEST HAVEN WAY ___/- - --\ \ \------ -.. alp r .,,,. 1i w, i OS I �R . 1. . D . z,.._ z ___ _........._______ _ _ . CITY. GE RETALUMAR - • i N r s • WATER RESOURCES 25 B CONSERVATION . • •