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HomeMy WebLinkAboutC-2968 - Design of Pump Station, Groundwater-Utilities Yard-IIC a�eStQ> AMENDMENT NO.1 PROFESSIONAL SERVICES AGREEMENT 16th Street Pump Station Design Groundwater Development Project THIS AMENDMENT NO. 1 TO AGREEMENT, made and entered into this i,3- +w day of October, 1996, by and between the CITY OF NEWPORT BEACH, a municipal corporation, (hereinafter referred to as "City ") and Carollo Engineers, a Partnership (hereinafter referred to as "Consultant') is made with reference to the following: RECITALS: A. On November 13, 1995, a Professional Services Agreement was entered into by and between City and Consultant, hereinafter referred to as "Agreement'. B. City and Consultant mutually desire to amend the Agreement to provide for additional services not required in the Agreement and an increase in compensation. NOW THEREFORE, the parties hereto agree as follows: 1. The maximum fee to be paid as compensation to Consultant to cover engineering design services performed during the term of the Agreement is $113,531. The fee shall be increased by $50,600, to cover the cost of additional services described in this AMENDMENT NO. 1. The revised maximum fee is $164,131. 2. The term of this Agreement, is not to extend beyond January 31, 1997. 3. The standard hourly rates established for Agreement shall continue in effect and shall be unchanged through January 31, 1997. 4. Consultant agrees to provide the following additional services: a. Continued meetings with City staff as necessary during construction of the City initiated Pump Station re- design. b. Design and construction services as requested by the City, including cathodic protection, control systems and requests for information and /or clarifications from the contractor for completion of the Pump Station. Amendment No. 1 Professional Services Agreement Carollo Engineers IN WITNESS WHEREOF, the parties hereto have executed this Amendment on the first date above written. APPROVPD,tNS TO FORM: Robin Clauson Assistant City Attorney ATTEST: LaVonne Harklessz City Clerk �r inn r ry W 2 City of Newport Beach, a municipal corporation U),—j John Hedges, Mayor "City" Carollo Engineers, a Partnership G. William Knopf, Partner "Consultant" Allen C. Todd, P—artner "Consultant" CITY OF NEWPORT BEACH OFFICE OF THE CITY CLERK P.O. BOX 1768, NEWPORT BEACH, CA 92658 -8915 TO: FINANCE DIRECTOR FROM: CITY CLERK DATE: September 27, 1994 (714) 644 -3005 9- y7- 99� SUBJECT: Contract No. C- 2968(A) Description of Contract Professional Services Agreement for Design & Field Monitoring & Geotechnical Work for Groundwater Development Project Effective date of Contract August 23 1994 Authorized by Minute Action, approved on August 22, 1994 Contract with John Carollo Engineers Address 3100 South Harbor Blvd., Suite 200 Santa Ana, CA Amount of Contract (See Agreement) Wanda E. Raggio P City Clerk WER:pm Attachment 3300 Newport Boulevard, Newport Beach AUG 2 Z 1994 TO: Mayor & Members of the City Council FROM: Utilities Department August 22nd, 1994 CITY COUNCIL AGENDA ITEM NO. 1b SUBJECT: AMENDMENTS TO PROFESSIONAL SERVICES AGREEMENTS FOR DESIGN & FIELD MONITORING & GEOTECHNICAL WORK AT THE 16TH STREET SITE FOR THE GROUNDWATER DEVELOPMENT PROJECT Authorize the Mayor and City Clerk to execute Amendments to the previously approved Professional Services Agreements on behalf of the City, with the firms: 1. Converse Consultants Orange County [C- 3004 -A] 2. DMc Engineering, Inc. [C- 3004 -D] ✓ 3. John Carollo Engineers [C -29681 4. Daniel Boyle Engineering, Inc. [C- 2961 -A1 BACKGROUND: The City of Newport Beach has previously approved several professional services agreements with the consulting engineering and geotechnical firms listed above, to design facilities and monitor construction activities for the various parts of the Groundwater Development Project at the 16th Street Utilities Yard and Reservoir Site. During the initial grading of the reservoir site, the geotechnical firm discovered a fault that crossed the project site. This discovery required the City to perform a number of additional geotechnical and geological field investigations to better determine the location, nature and extent of the fault feature. In order for the City to complete the geotechnical reports and finalize the soils engineering for the designs of the proposed underground concrete reservoir and the pump station, an amended agreement is necessary with the geotechnical engineering firm. The geotechnical and geological work is underway, but cannot be completed without an amended agreement. These services are being provided by Converse Consultants Orange County under contract C- 3004 -A. Discovery of the fault also required the City to prepare revised plans and specifications for completion of the Interim Mass Grading & Storm Drain Relocation Project (Contract No. 2979). The change order for the contractor to perform additional grading to allow relocation of the proposed reservoir was approved by the City Council at the meeting on July 25th, 1994. (3 -9J • i August 22, 1994 - Page 2 Amendments to Professional Services Agreements Groundwater Development Project The design consultant, DMc Engineering, was directed to complete the plan revisions for the Interim Mass Grading Project under their open - ended, professional services contract, C- 3004 -D. An amended agreement with them is necessary for the City to provide field surveying and staking for the contractor and to complete the interim and ultimate site improvement grading plans that are appurtenant to the reservoir design (in its revised location) and appurtenant to the City's revised concept to combine the reservoir and pump station construction into one construction contract. The City has opted to relocate the proposed reservoir easterly of the fault feature to avoid possible ground disturbance and related structural problems. This change in location has resulted in the need to have the reservoir and pump station design consultants perform a number of additional design reviews and modifications. The reservoir design consultant, Daniel Boyle Engineering, Inc., was required to re- evaluate the seismic and structural design parameters to insure that the proposed structure was adequately designed to withstand the forces of the theoretical "maximum probable earthquake" on the Newport- Inglewood Fault and on the newly discovered fault feature. Moving the reservoir also requires redesign and additional drafting of the reservoir underdrain system, inlet piping, outlet piping and numerous structural details related to the roof access and overflow hatches. The pump station design consultant, John Carollo Engineers, has also performed a series of additional design reviews and structural calculations related to the seismic design of the pump station building and the geotechnical aspects of the pump station and its piping. The pump station design consultant has been asked to include a chlorine gas scrubbing system as a safety precaution along with the water disinfection systems they were originally asked to design. Additionally, the consultant has been asked to prepare plans for a fire alarm and sprinkler system that was not part of the original scope of work. Another change necessitated by moving the reservoir closer to the pump station, was to combine the two components (reservoir and pump station) into one construction contract. This change was necessary to prevent unavoidable logistical conflicts that would have occurred between more than one contractor working on different project components within the smaller site. The process of contractor pre - qualification and the combined reservoir and pump station design was approved by the Council at the meeting on July 11th, 1994. All four (4) firms are currently working on the Groundwater Development Project under agreements previously approved by the City Council. Agreements with the geotechnical consultant, Converse Consultants and the civil engineering and surveying firm, DMc Engineering were approved by the City Council April 25th, 1994. The agreement with the reservoir design engineer, Daniel Boyle Engineering, Inc., was approved by the City Council on October 25th, 1993. The agreement with the pump station design consultant, John Carollo Engineers was approved November 22nd, 1993. 0 • August 22, 1994 - Page 3 Amendments to Professional Services Agreements Groundwater Development Project The work on the reservoir and pump station at the Utilities Yard are "critical path" schedule items (that is, if these project components are delayed; then the entire project will be delayed by the same duration) . The proposed services will be performed under the original Professional Services Agreements and the attached Agreement Amendments, outlining the additional work required of each consulting engineering firm. Funds for these capital project related services are available in the Water Fund under Capital Projects accounts numbered 7503 - 98500016, 7503- 98500018, 7503 - 98500212 and 7503 - 98500218. The revised design contract requirements and issues relating to combining the reservoir and pump station into one construction contract were discussed and previously considered by the City Council at the Utilities Committee meeting on May 181h, 1994, and June 6th, 1994, and in closed session at the Council meeting on April 25th, 1994. If approved, the necessary professional services efforts will be able to continue without further project delays being incurred. A majority of these additional services are critical to the timely and successful implementation of the Groundwater Development Project. Staff recommends approval of these professional services agreement amendments to insure the project components are designed to reflect the required changes and additions and that they are done with a minimum of cost and delay to the proposed project. Respectfully submitted, 7RAntE4RT Jeff Staneart, P.E. Utilities Director JS:sdi Attachments: Professional Services Agreements for Groundwater Development Project A: Amendment No. I to Agreement with Converse Consultants Orange County B: Amendment No. 1 to Agreement with DMc Engineering C: Amendment No. I to Agreement with Daniel Boyle Engineering, Inc. D: Amendment No. I to Agreement with John Carollo Engineers 9 4 SUMMARY OF AMENDED AGREEMENTS The proposed services are to be performed under the amended individual Professional Services Agreements which provide the required services in accord with the previous Council approved fee schedules and agreements. The Agreement Amendments for each firm are attached. A summary of the additional costs and length of design contracts is given below: 1. GROUNDWATER DEVELOPMENT PROJECT - GEOTECFWCAL INVESTIGATION & FIELD CONSIRUCIION MONITORING CONSULTANT: Converse Consultants Orange County ORIGINAL TERM: January 1994 to December 1994 ORIGINAL FEE: Not to exceed $64,000 based on standard hourly rates SERVICES: Geotechnical Investigation and Construction Services REVISED TERM: Extended to July 1995 ADDITIONAL FEE: Not to exceed $23,000 based on standard hourly rates 2. GROUNDWATER DEVELOPMENT PROJECT - FIELD SURVEYING, CIVIL ENGINEERING & PROJECTMANAGEMENT CONSULTANT: DMc Engineering ORIGINAL TERM: January 1994 to December 1994 ORIGINAL FEE: Not to exceed $143,000 based on standard hourly rates SERVICES: Field Surveying, Civil Engineering & Project Management REVISED TERM: Extended to July 1995 ADDITIONAL FEE: Not to exceed $138,000 based on standard hourly rates 3. GROUNDWATER DEVEIAFMENTPROJECF- CIVIL ENGINEERING, SEISMIC & SIRUCIURAL DESIGN SERVICES FOR 3.0 MII.UON GALLON RESERVOIR CONSIRUCHON CONSULTANT: Daniel Boyle Engineering, Inc. ORIGINAL TERM: October 1993 to March 1994 ORIGINAL FEE: Not to exceed $118,800 based on standard hourly rates SERVICES: Civil Engineering, Structural Engineering & Seismic Design REVISED TERM: Extended to December 1994 ADDITIONAL FEE: Not to exceed $32,600 based on standard hourly rates 4. GROUNDWATER DEVELO PMENTPROJECT- CIVIL ENGINEERING, SEISMIC, SIRUCTURAL & MECHANICAL DESIGN SERVICES FOR 30 CFS PUMP STATION WITH CHLORINE & AMMONIA DISINFECTION SYSIEM CONSULTANT: John Carollo Engineers ORIGINAL TERM: November 1993 to August 1994 ORIGINAL FEE: Not to exceed $143,333 based on standard hourly rates SERVICES: Civil, Structural, Seismic, Mechanical & Process Engineering REVISED TERM: Extended to December 1994 ADDITIONAL FEE: Not to exceed $130,585 based on standard hourly rates 0 L RMENDMENT No.1 TO PROFESSIONAL SERVICES AGREEMENT FOR DESIGN OF A 30 CFS PUMP STATION AS A PART OF THE GROUNDWATER DEVELOPMENT PROJECT THE UTILITIES YARD EXPANSION - PHASE II THIS AMENDMENT to the written agreement dated November 23rd, 1993, is made and entered into this z3a' day of August, 1994, by and between "CITY", and "CONSULTANT ". WITHESSETH: WHEREAS, "CITY', as part of its 'PROJECT" has determined that certain additional professional services are required that were not originally foreseen, and; WHEREAS, implementation of the "PROJECT" requires these additional engineering services from a qualified engineering consultant. (These engineering services are collectively referred to as "SERVICES'), and; WHEREAS, "CITY', has solicited and received a proposal from "CONSULTANT" to perform these additional "SERVICES' and other incidental, but essential professional services, as outlined herein below, and; WHEREAS, "CITY', desires to accept the proposal for the additional "SERVICES" submitted by "CONSULTANT ", and; NOW THEREFORE, in consideration of the foregoing, it is mutually agreed and understood that: I. GENERAL A. 'The original professional services agreement dated November 23rd, 1993, remains in full force and effect, except as modified by this amendment. 0 0 Il. ADDITIONAL SERVICES TO BE PERFORMED BY CONSULTANT "CONSULTANT" shall provide the following additional professional services for "CITY ". A. "CONSULTANT" shall provide the additional necessary services to complete the defined tasks associated with the design of the "PROJECT ". Those tasks include the following: 1. Additional Meetings a. "CONSULTANT" shall attend additional "PROJECT" design and coordination meetings with the "CITY" and the "CITY's" other design consultants as may be necessary to address the revised geotechnical, seismic and site design data. b. "CONSULTANT" shall keep the City Project Manager apprised of the progress being made on the "CONSULTANT'S" design activities. Such appraisal shall be made via telephone, in writing as appropriate and via the meetings mentioned herein below. c. "CONSULTANT" shall meet with the City staff for an additional 90% design review, and for an additional 100% design review relative to the relocation of the reservoir for the "PROJECT ". Numerous other meetings may be held on an as- needed basis. d. "CONSULTANT" shall review and comment on plans and specifications prepared by reservoir design consultant for consistency with the combined plans, specifications and bid package. 2. Review Additional Data a. "CONSULTANT" shall, in an effort to relay relevant information to their staff, review the pertinent background data obtained at the additional meetings with City staff and /or as provided by "CITY" during the course of the "PROJECT ". b. "CONSULTANT" is entitled to rely on materials provided by or through City without independent evaluation by "CONSULTANT ". 3. Additional Engineering a. "CONSULTANT" shall review the additional information provided by the City's consulting geologist and geotechnical engineer and shall evaluate the information deemed pertinent to the "PROJECT" and the structural design of the proposed pump station, piping and related buildings and equipment. b. "CONSULTANT" shall review the additional information provided by the City's other consulting civil engineers related to the site configurations and grading and shall evaluate the information deemed pertinent to the "PROJECT" and the various design aspects of the proposed pump station. c. "CONSULTANT" shall review the additional information provided by the City's other consulting civil engineers related to the site configurations and shall revise the piping and facilities appurtenant to the proposed pump station and the "PROJECT" and the various design aspects of the site improvements, other underground utilities, the proposed reservoir, and the proposed pump station. d. "CONSULTANT" shall perform the necessary design tasks to include a chlorine scrubbing system in the pump station along with the water disinfection systems originally scoped. e. "CONSULTANT" shall perform the necessary tasks to add the building extension to the easterly end of the pump station and treatment building. f. "CONSULTANT" shall perform the necessary tasks to design and add a fire protection, alarm and sprinkler system to the pump station building as required by the "CITY'S" Fire Department and Building Department. 4. Additional Plan Preparation a. "CONSULTANT" shall complete the required drawings and plans for the "PROJECT" as necessary to include the chlorine gas scrubbing facilities, the building extension, and revisions related to the revised location of the reservoir and other proposed site improvements. b. "CONSULTANT" shall complete the additional required drawings and revise the plans previously completed for the "PROJECT" as necessary for relocation of the reservoir and the revised site grading configuration and as necessary to combine the reservoir and pump station components into one package. c. "CONSULTANT" shall perform those additional services necessary for combining the plans for the proposed reservoir with the plans from Daniel Boyle Engineering, Inc., related to the design and construction of the proposed reservoir. 0 5. Additional Specification Preparation a. "CONSULTANT" shall perform those additional services necessary for constructing the chlorine and ammonia disinfection system, the chlorine gas scrubbing system, the proposed building extension and inclusion of an alarm and fire protection sprinkler system and for combining the plans and specifications for the proposed pump station with the plans and specifications from Daniel Boyle Engineering, Inc., related to the design and construction of the proposed reservoir. b. "CONSULTANT" shall complete preparation of the required additional detailed written technical specifications and furnish them to the "CITY" for incorporation into a single bid package being prepared by the "CITY's" reservoir design consultant. c. "CONSULTANT" shall complete preparation of special provisions for site construction and bind them for "PROJECT ". 6. Cost Estimate & Schedule a. "CONSULTANT" shall prepare a detailed written cost estimate and construction schedule which shall include the ammonia disinfection facilities, a building extension, and design and construction revisions that are related to the revised reservoir location and other site and grading improvements for "PROJECT ". Estimate shall be transmitted to "CITY" with a written memorandum of transmittal and explanation. (1.) Any opinion of construction cost prepared by "CONSULTANT" represents his judgment as a design professional and is supplied for the general guidance of the "CITY ". Since "CONSULTANT" has no control over the cost of the labor and material, or over competitive bidding or market conditions, "CONSULTANT" need not guarantee the accuracy of such opinion as compared to Contractor bids or actual cost to the "CITY ". III. PAYMENT AND FEE SCHEDULE A. In consideration for the specified additional services, "CITY" hereby agrees to compensate "CONSULTANT" on an hourly basis as set forth under Section VIII, titled, "PAYMENT & FEE SCHEDULE" of the original professional services agreement, dated November 23rd, 1993. B. In no event shall the total amount paid for these additional and supplemental services be greater than a sum of one hundred thirty thousand five hundred eighty five dollars ($130,585), except as provided for in the original professional services agreement and herein below. • 1. This amount is inclusive of the additional compensation to be paid to "CONSULTANT" for the additional services to be provided by "SUBCONSULTANT's" IV. SUBCONTRACTORS A. In consideration for the specified additional services, "CITY" hereby agrees to compensate "CONSULTANT" services to be performed by the previously designated "SUBCONSULTANT ". B. Payment for "SUBCONSULTANT's" services shall not be more than ten thousand two hundred twenty dollars ($10,220.00) and shall be paid to in accord with the limits of the "not -to- exceed" fee as set forth under Section VII, titled, " SUBCONTRACTORS & ASSIGNMENT' in the original professional services agreement, dated November 23rd, 1993. C. "CONSULTANT" may utilize United Fire Service, Inc. as a sub - consultant to perform the fire sprinkler design as assist in preparing these plans. Compensation for these sub - consulting services shall be included in the maximum fee not- to -be- exceeded, as listed above. D. No additional compensation shall be made therefor. V. MORE ADDITIONAL SERVICES A. No change in character or extent of the work to be performed by "CONSULTANT" as part of this amendment to the original professional services agreement, dated November 23*d,1993, shall be made without prior written approval from "CITY ". B. All work, with the exception of the construction phase services required to advertise for construction shall be completed no later than October 10, 1994. It is mutually agreed by "CONSULTANT' and "CITY" that liquidated damages of five hundred dollars ($500.00) per calendar day shall be assessed "CONSULTANT' for delays beyond the specified completion date. These damages shall be deducted from the "CONSULTANT'S' fee. Provided, however, that "CONSULTANT" shall not be responsible for damage or delay in performance caused by events beyond the control of "CONSULTANT ". C. In consideration for performance of additional and supplemental services authorized by "CITY" in writing, "CITY" hereby agrees to compensate "CONSULTANT" an amount based upon the hourly rate as defined in the "FEE SCHEDULE ". D. However, except that an additional increase in the total compensation exceeding thirty thousand dollars ($30,000.00) shall require an amended Agreement for such additional services between the "CONSULTANT" and "CITY ". 9 IN WITNESS WHEREOF, the parties hereto have executed this Agreement Amendment on the first date above written: APPROVED AS TO FORM: ATTEST: 94 Wanda Raggic, City Clerk Address and Telephone: City of Newport Beach, a municipal corporation Clarence Tur ,Mayor John Carollo Engineers a Partnership G. William Knopf, Partner "CONSULTANT" Allen C. Todd, Partner "CONSULTANT" City of Newport Beach John Carollo Engineers 3300 Newport Boulevard, P. O. Box 1768 3100 South Harbor Boulevard, Suite 200 Newport Beach, California 92659 -8915 Santa Ana, California 92704 (714)644 -3011 (714)646 -5204 FAX (714)540 -4300 (714)540 -4349 FAX 0 0 CITY OF NEWPORT BEACH OFFICE OF THE CITY CLERK P.O. BOX 1768, NEWPORT BEACH, CA 92658 -8915 (714) 644 -3005 /Z - / -y3 TO: FINANCE DIRECTOR FROM: CITY CLERK DATE: December 1, 1993 SUBJECT: Contract No. C- 2968(A) Description of Contract Professional Services for Design of a Pump Station Groundwater Development Proiect - Utilities Yard Expansion, Phase II Effective date of Contract November 23, 1993 Authorized by Minute Action, approved on November 22. 1993 Contract with John Carollo Engineers Address 3100 South Harbor Blvd.. Suite 200 Santa Ana, CA 92704 Amount of Contract (See Agreement) k" 6 ' Wanda E. Raggio City Clerk WER:pm Attachment 3300 Newport Boulevard, Newport Beach cry ?;- 1 C!':' NOV 2 2 1993 TO: Mayor & Members of the City Council FROM: Utilities Department 0 November 22nd, 1993 (V C -2-W(A) CITY COUNCIL AGENDA ITEM NO. 11 SUBJECT: PROFESSIONAL SERVICES AGREEMENT FOR DESIGN OF 14,000 GALLON PER MINUTE CAPACITY WATER PUMPING STATION PREPARATION OF DETAILED PLANS & SPECIFICATIONS BY JOHN CAROLLO ENGINEERS RECOMMENDATION: If desired, authorize the Mayor and the City Clerk to execute a Professional Services Agreement on behalf of the City, with John Carollo Engineers to prepare detailed Plans and Specifications for construction of a 14,000 gallon per minute water pumping station for a fee not to exceed $143,333. BACKGROUND: The Groundwater Development Project requires construction of a reservoir and a pumping station at the City's Utilities Yard site on 16f Street. This reservoir and pump station will receive water from the proposed wells in Fountain Valley at a rate of approximately 14,000 gallons per minute and allow its delivery through the City's water distribution system and into Big Canyon Reservoir. The project plan requires a water pumping station at the Utilities Yard to lift water from the 3.0 million gallon reservoir through the City's pipeline system and into Big Canyon Reservoir on the easterly side of the City. The pump station will match the capacity of the City's proposed water wells. This will allow the project to be operated continuously under a variety of hydraulic demand conditions ranging from high -flow, afternoon, summer demands to low -flow, nighttime, winter demands. To initiate this phase of the project, staff implemented a "qualifications -based selection" (QBS) process for the necessary professional engineering design services. The QBS process was provided for by the Federal Government in 1972 under Public Law No. 92 -582. This law, known as the Brooks Architect- Engineering Act of 1972, specifically addressed the process of selecting architects and engineers based on qualifications. This was done recognizing that these services relate directly to project issues affecting public health and safety, such as buildings, structures and public water supplies. Page 2 Groundwater Development Project Pump Station Design Contract November 22, 1993 In 1989, the Brooks Act was amended by the Federal Government under Public Law No. 100 -656. California has enacted legislation to conform to the revised Federal Law under SB -419, which was also enacted in 1989. This bill amended the Government Code, Section 4526. As a result, California law provides for a QBS process for any political subdivision or state or local agency in California. In effect, this precludes "bidding" for professional engineering services. Instead, it requires that consultant's be selected on criteria relating to competence, experience, ability and qualifications. A key excerpt from Section 4526 of the State Government Code reads, "Notwithstanding ......... selection by a State or local agency for professional services of private architectural, engineering, land surveying, or construction project managementfirms shall be on the basis of demonstrated competence and on the professional qualifications necessary for the satisfactory performance of the services required." The City of Newport Beach has a procedure for obtaining professional services. The Public Works and Utilities Departments use essentially identical procedures to obtain professional engineering services. In keeping with this procedure, the City solicited "statements of qualifications" from a number of professional design firms. Based on these "statements of qualifications" proposals were solicited from seven of the most qualified firms. This was done by written "requests for proposals" or RFP's. A copy of the project RFP is attached as Exhibit "B ". The seven firms that were invited to propose were selected based on their previously submitted statements of qualifications and experience. All seven firms submitted responses to the request for proposals. The firms were: Robert Bein, William Frost & Associates, MacDonald- Stephens Consulting Engineers, Daniel Boyle Engineering Inc., John Corollo Engineers, AKM Consulting Engineers, Boyle Engineering Corporation, and ASL Consulting Engineers The written proposals were reviewed by the Utilities Department Selection Committee. The committee was comprised of the Utilities Director, the Deputy Utilities Director, a principal from an independent registered professional engineer from a private Civil Engineering firm. On the basis of a detailed ranking of the various firms, the selection committee chose John Carollo Engineers as the most qualified firm to perform the required professional services. The numerical ranking of the selection committee and criteria is attached as Exhibit "C" A summary discussion of the detailed criteria used to evaluate the qualifications of the six engineering firms is also provided as an attachment to this report. Refer to Exhibit "D ". The key areas of review were: 1. Proposal Content 2. Project Understanding 3. Project Experience 4. Project Team 5. Project Management 6. Project Schedule 7. Labor Costs 0 0 Page 3 Groundwater Development Project Pump Station Design Contract November 22, 1993 The most highly qualified firm for this project was selected based on the listed criteria and their abilities demonstrated on other similar projects in the past. The firm of John Carollo Engineers has a team of exceptionally qualified, technical professionals and designers who have extensive experience with similar water treatment and water pump station construction projects in Southern California and throughout the Southwestern United States. As a result, the selection committee and staff believe that the consultant's team will be able to best provide a high quality, cost - effective, timely, professional design product. The proposed Professional Services Agreement with the successful proposing consultant, John Carollo Engineers provides for: preparation of a preliminary design report; preparation of detailed specifications; preparation of detailed construction plans; written special provisions for project construction; and compilation of documents suitable for bidding and awarding a contract for construction. A copy of the professional services agreement is attached as Exhibit "A'. If approved, the final design effort can commence almost immediately. The critical -path schedule for timely completion of the overall project requires that the consultant's plans for this phase of the project be completed by the end of March 1994. This phase of the Groundwater Development Project must be carefully coordinated with the reservoir design and other pipeline design components. Construction of the pump station is proposed to begin following the construction of the 3.0 million gallon reservoir. The Professional Services Agreement requires completion of the design plans and specifications by August 151h, 1994. Funds are available for this design contract in the Water Fund under Capital Projects Account No. 7503 - 98500218. Staff recommends approval. Respectfully submitted, JBPP SPANeART Jeff Staneart, P.E. Utilities Director iS:sdi Attachments: "A ": Professional Services Agreement "B ": Request for Proposals "C ": Proposal Evaluation Matrix "D ": Proposal Matrix Criteria • . C- Zydoa(A) RGREEMENT PROFESSIONAL SERVICES FOR THE DESIGN OF A PUMP STATION GROUNDWATER DEVELOPMENT PROJECT UTILITIES YARD EXPANSION - PHASE II THIS AGREEMENT is made and entered into this 23"0 day of November, 1993, by and between the City of Newport Beach, a municipal Corporation, hereinafter referred to as "CITY ", and John Carollo Engineers, a Partnership, hereinafter referred to as "CONSULTANT ". WITHESSETH: WHEREAS, "CITY ", desires to secure an alternate source of reliable water for its municipal water system by implementing a Groundwater Development Project to construct water wells and delivery facilities to deliver potable water to its customers, and; WHEREAS, "CITY ", as a part of the Groundwater Project, must construct facilities to collect water and pump it through the water system, and; WHEREAS, as a part of this project "CITY" must pump the collected well water from it's 3.0 million gallon reservoir and distribute it to CITY's customers, and; WHEREAS, "CITY" desires to construct a pumping station with a pump building; a chlorine and ammonia disinfection facility; a telemetry and monitoring system; and all appurtenant facilities, which are hereinafter collectively referred to as "PROJECT ", and; WHEREAS, implementation of the design for said "PROJECT" requires the services of a qualified civil engineering design consultant, and; WHEREAS, "CITY" has solicited and received a proposal from "CONSULTANT" for preparation of the "PROJECT" design and to provide certain other essential professional services, as outlined herein below, and; WHEREAS, "CITY" has reviewed the previous experience and has evaluated the expertise of "CONSULTANT" and desires to accept the proposal submitted by "CONSULTANT ", and; 0 0 NOW THEREFORE, in consideration of the foregoing, it is mutually agreed and understood that: I. GENERAL A. "CITY" engages "CONSULTANT" to perform the described services for the consideration hereinafter stated. B. "CONSULTANT" agrees to perform the described services in accord with the terms and conditions hereinafter set forth. C. "CONSULTANT" agrees that all services required hereunder shall be performed under his direct supervision, and all personnel engaged in the work shall be fully qualified and shall be authorized or permitted under State and local law to perform such services. "CONSULTANT" shall not subcontract, transfer or assign any work except as otherwise provided for herein or as authorized in advance by the "CITY ". II. SERVICES TO BE PERFORMED BY CONSULTANT "CONSULTANT" shall provide the following listed professional services to "CITY ". A. "CONSULTANT" shall provide the necessary services to complete the defined tasks associated with the design of the "PROJECT ". Those tasks include the following: 1. Meetings with City staff. a. "CONSULTANT" shall keep City Project Manager apprised of the progress being made on the "CONSULTANT'S" design activities. Such appraisal shall be made via telephone, in writing as appropriate and via the meetings mentioned herein below. b. "CONSULTANT" shall meet with the City staff for an orientation meeting, again for a 50% preliminary design review, again for a 90% design review, and again for a 100% design review for the "PROJECT ". Other meetings may be held on an as- needed basis. c. As a part of "CONSULTANT'S" requirement to coordinate the project, "CONSULTANT" shall meet with the "CITY" and "CITY's" other consultants for design of the rough grading; demolition; storm drain relocation; underground reinforced concrete reservoir; precise grading and additionally with the "CITY's" Architect for coordination of the Phase II Utilities Yard Expansion Project. CONSULTANT" shall also meet at the request of "CITY ", or additionally as may be necessary to coordinate the interrelated aspects of other Groundwater Development Project phases and components. 2. Review Background Data. a. "CONSULTANT" shall, in an effort to relay relevant information to their staff, review the pertinent background data obtained at the meetings with City staff and /or as provided by "CITY" during the course of the "PROJECT ". b. "CONSULTANT" is entitled to rely on materials provided by or through City without independent evaluation by "CONSULTANT ". 3. Preliminary Project Report a. "CONSULTANT' shall complete a preliminary report design that will include: description and schematic of the control system, analysis of the pumping system, including number of pumps and their combined characteristics, an analysis and schematic of the disinfection system, an analysis of system hydraulics and layout of all facilities within the pump station. 4. Plans Preparation a. "CONSULTANT" shall complete the required drawings and plans for 'PROJECT'. A listing of those drawings included in this phase shall include at least the following: 1. Preparation of a "Title Sheet' with legend, notes, benchmark, basis of bearings and vicinity map associated with the 'PROJECT'. 2. Preparation of plans as required to detail the installation of the pump station including the building, pumps, valves, piping, electrical, telemetry, details and appurtenances in accord with City Standards associated with the 'PROJECT ". 3. Preparation of 'Plan and Profile Sheets" as required to detail the influent water main to the proposed underground reinforced concrete reservoir and the discharge water main to the existing 30 -inch water main in 16th Street, including details and appurtenances in accord with City Standards associated with the 'PROJECT'. b. "CONSULTANT' shall deliver up to fifty (50) complete and approved by the "CITY' plan sets for construction bidding purposes. 4. Specifications Preparation. a. "CONSULTANT" shall complete preparation of detailed written specifications, bid proposal, standard special provisions, special provisions, compile City standard contract forms, and bind them for 'PROJECT'. b. "CONSULTANT' shall utilize City Standard Specifications and shall prepare them in the standard format. Construction documents are intended to be publicly bid as a complete package which shall meet the requirements of "CITY' and all applicable local and State laws. c. "CONSULTANT' shall deliver up to fifty (50) complete and approved by the "CITY' specification sets. "Complete set' means bound standard specifications with special provisions, contract documents, bid proposal, engineers estimate and reduced construction drawings with a colored cover page and acetate front and back cover. 5. Cost Estimate & Schedule. a. "CONSULTANT" shall prepare a detailed written cost estimate and construction schedule for 'PROJECT ". Estimate shall be transmitted to "CITY" with a written memorandum of transmittal and explanation. Any opinion of construction cost prepared by "CONSULTANT" represents his judgment as a design professional and is supplied for the general guidance of the "CITY'. Since "CONSULTANT' has no control over the cost of the labor and material, or over competitive bidding or market conditions, "CONSULTANT' need not guarantee the accuracy of such opinion as compared to Contractor bids or actual cost to the "CITY'. 6. Construction Phase Services a. "CONSULTANT' shall perform the following during the construction phase: 1. Visit the site at scheduled intervals or as otherwise agreed by the "CITY" and "CONSULTANT ", to become generally familiar with the progress and quality of the work and to provide assistance to the "CITY" to verify the work is being performed substantially in accord with the contract documents. 2. "CONSULTANT' shall not be required to make exhaustive or continuous on -site inspections to assess the quality or quantity of work and shall not be responsible for the contractor's failure to carry out the work in accord with contract documents. 3. Prepare change order work and review shop drawings as requested by "CITY ", including all drawings or specifications necessary to describe and detail the work to be added, deleted or modified. Should said work require a substantial addition to the plan set, then additional compensation to "CONSULTANT" would be authorized. 4. Prepare "record" drawings based upon change orders and addenda to the extent approved by "CITY" and incorporated into the construction of the Project. "CITY" shall require the contractor to submit "as- built" drawings of actual construction installations to "CONSULTANT" for use in preparing "record" drawings. 5. If the "PROJECT" involves construction of any kind, the parties agree that the "CITY" and "CONSULTANT" shall be indemnified to the fullest extent permitted by law for all claims, damages, losses and expense including attorney's fees arising out of or resulting from Contractor's performance of work including injury to any worker on the job site except for the sole negligence of "CITY" or "CONSULTANT ". Both "CITY" and "CONSULTANT" shall be named as additional primary insured(s) by Contractor's General Liability and Builders All Risk insurance policies without offset and all Construction Documents and insurance certificates shall include wording acceptable to the parties herein with reference to such provisions. E 6. "CONSULTANT" shall not be responsible for the means, methods, techniques, sequences, or procedures of construction selected by contractors or the safety precautions and programs incident to the work of contractors and will not be responsible for Contractor's failure to carry out work in accord with the Contract Documents. III. DUTIES OF THE CITY In order to assist the "CONSULTANT" in the execution of his responsibilities under this Agreement, "CITY" agrees to provide the following: A. Provide any background information, reports, contracts, specifications, proposals or agreements as may be available or are in existence, which may be germane to the proper preparation and completion of the "CONSULTANT's" defined duties. B. Provide a field and control survey to accurately reflect the existing surface conditions. This survey will be used to prepare accurate base sheets. C. Provide a geotechnical report reflecting the existing conditions and outlining seismic and geotechnical design parameters. This report and recommendations will be used for design purposes. D. Provide a hydraulic model reflecting the existing hydraulic conditions for the area of Zone 2. This data will be used for preliminary and final design. E. Assist "CONSULTANT" with interpretation of "CITY" standards and design criteria. Meet with "CONSULTANT" as necessary to provide input or direction on matters pertaining to completion of specifications and final construction plans. F. Review plans, specifications and other documentation provided by "CONSULTANT" relative to "PROJECT" in a timely fashion. G. Act as the Project Manager and provide construction administration and field inspection on the proposed project, once designed and awarded for construction. IV. TIME OF COMPLETION AND LIQUIDATED DAMAGES "CONSULTANT" shall commence work immediately upon receipt of written notice to proceed. Work as required herein, shall be completed in a diligent and efficient manner to the execution of its completion. All work, with the exception of the construction phase services required to advertise for construction shall be completed no later than August 15, 1994. It is mutually agreed by "CONSULTANT" and "CITY" that liquidated damages of five hundred dollars ($500.00) per calendar day shall be assessed "CONSULTANT" for delays beyond the above specified completion date. Said damages shall be deducted from the "CONSULTANT's" fee. Provided, however, that "CONSULTANT" shall not be responsible for damage or delay in performance caused by events beyond the control of "CONSULTANT ". The term of this Agreement shall expire thirty (30) calendar days after the date the "PROJECT" construction is completed and accepted by "CITY ". It is agreed and understood by both parties, that this is sufficient time to complete all such activities and tasks associated with the "PROJECT ", including "as -built drawing" preparation. V. OWNERSHIP OF DOCUMENTS Original drawings and other deliverable documents to be provided by "CONSULTANT" under this Agreement shall become the exclusive property of "CITY" and may be reproduced as deemed necessary by "CITY" or its duly authorized representative. However, any use of completed deliverables or documents for purposes other than for this "PROJECT ", or any use of incomplete documents, shall be at "CITY's" sole risk, and "CITY" shall indemnify "CONSULTANT" for any damages incurred as a result of such use. No report, drawing, map, document or other data given to or prepared or assembled by "CONSULTANT" pursuant to this Agreement shall be made available to any individual or organization by "CONSULTANT" without prior written approval by "CITY ", unless required by subpoena. "CONSULTANT" may reserve the right to publish materials or reports related to the work performed or data collected under the provisions of this Agreement. The right to publish shall be at the sole discretion of the "CITY" and written permission must be obtained by "CONSULTANT" from "CITY" on a case by case basis. Blanket publishing approval shall not be granted. "CONSULTANT" is granted permission to show to prospective clients the reports and data which have been accepted by "CITY" as prepared under this Agreement. VI. RIGHT OF TERMINATION A. "CITY" reserves the right to terminate this Agreement without cause at any time by giving "CONSULTANT" five (5) business days prior written notice. Notice shall be deemed served when delivered personally or upon deposit in the United States mail, postage prepaid, addressed to the "CONSULTANT's" business office at 3100 South Harbor Boulevard, Suite 200, Santa Ana, California 92704. B. "CONSULTANT" may terminate this Agreement after ten (10) days' written notice from "CONSULTANT" to "CITY" notifying "CITY" of it's substantial failure to perform in accord with the terms of this Agreement, if, the "CITY" has not corrected it's non - performance within that time. C. In the event of termination due to errors, omissions, or negligence of "CONSULTANT ", "CITY" shall be relieved of any obligation to compensate "CONSULTANT" for that portion of work directly affected by such errors, omissions, or negligence of "CONSULTANT ". If this Agreement is terminated for any other reason, "CITY" agrees to compensate "CONSULTANT" for the actual services performed up to the effective date of the "Notice of Termination ", on the basis of the fee schedule contained herein. VII. SUBCONTRACTORS AND ASSIGNMENT A. None of the services included in this Agreement shall be assigned, transferred, contracted or subcontracted without prior written approval of "CITY ". B. Neither "CONSULTANT" nor "CITY" shall assign or transfer any interest in this Agreement, whether by assignment or novation, without the prior written consent of the other party; provided, however, that claims for money due or to become due "CONSULTANT" from "CITY" under this Agreement may be assigned to a bank, trust company or other financial institution, or to a trustee in bankruptcy, without such approval. Notice of any such assignment or transfer shall be promptly furnished to "CITY ". 0 C. In the performance of this "PROJECT ", "CONSULTANT" may utilize the services of a private architectural firm to complete those tasks which require related professional tasks. Said architectural firm, Paul J. Ruffing, A.I.A., hereinafter "SUBCONSULTANT ", shall be directed and compensated by "CONSULTANT" as if said firm were a direct employee of "CONSULTANT ". 1. Compensation for "SUBCONSULTANT's" services shall not be more than seven thousand nine hundred twenty dollars ($7,920.00) and shall be paid in accord with the limits of the "not -to- exceed" fee listed herein below. No additional compensation shall be made therefor. VIII. PAYMENT AND FEE SCHEDULE A. In consideration for the specified services, "CITY" hereby agrees to compensate "CONSULTANT" on an hourly basis as set forth below in the "PAYMENT & FEE SCHEDULE ". In no event shall said amount be greater than the amount of one hundred forty three thousand three hundred thirty- three dollars ($143,333.00), inclusive of the, subcontract services defined herein, except as otherwise provided for herein below. B. PAYMENT AND FEE SCHEDULE personnel hourly rates Partner -in- Charge .............................................. ............................... $130.00 Engineer / Scientist VIII ................................... ............................... 125.00 Engineer / Scientist VII .................................... ............................... 122.00 Engineer / Scientist VI ..................................... ............................... 101.75 Engineer / Scientist V ....................................... ............................... 97.25 Engineer / Scientist IV ..................................... ............................... 80.25 Engineer / Scientist III ...................................... ............................... 75.50 Engineer / Scientist II ....................................... ............................... 68.50 Engineer / Scientist I ........................................ ............................... 65.25 Engineering Aid VI ........................................... ............................... 77.75 Engineering Aid III ........................................... ............................... 68.00 Engineering Aid II ............................................. ............................... 63.25 Engineering Aid I .............................................. ............................... 31.50 Engineering Technician VII ............................ ............................... 77.25 Engineering Technician VI .............................. ............................... 70.25 Engineering Technician V ............................... ............................... 66.00 Engineering Technician IV .............................. ............................... 58.50 Engineering Technician III .............................. ............................... 51.75 Engineering Technician II ..... ............................... .......................... 44.25 Engineering Technician I ................................ ............................... 32.25 Clerical................................................................ ............................... 39.50 Word Processor ................................................. ............................... 45.25 OfficeAides ........................................................ ............................... 24.00 C. The contract amount shall be paid to "CONSULTANT" in monthly partial payments based on the amount of hours worked and expenses incurred during each monthly pay period based on the actual hours of labor expended as approved by the Project Manager for "CITY ". The sum of the partial payments shall not exceed ninety percent (90 %) of the maximum fee as set forth in paragraph "A" herein above. The balance of the total amount earned shall be paid upon completion of the work specified herein. 0 0 D. In addition to the not -to- exceed fee, "CITY" agrees to reimburse "CONSULTANT" for the actual cost (plus 10 %) for all outside expenses including those for: reproduction for copies of plans, reports and related documents, material costs authorized in advance by the Project Engineer for "CITY ", and other reasonable expenses, where such costs have been advanced by "CONSULTANT" and approved in advance by "CITY ". 1. "CONSULTANT" shall provide written records (originals) of all expenses incurred, and shall report all hours expended in the performance of his duties and tasks on a monthly basis. "CITY" agrees to pay "CONSULTANT" within thirty (30) calendar days of the receipt of said records and hourly summary. 2. "CONSULTANT" shall not be compensated for use of "CONSULTANT's" equipment, hardware, software materials or reproduction. Said costs are non - compensable. Time expended by "CONSULTANT's" personnel on such equipment shall be paid on the basis of the "FEE SCHEDULE" herein above. IX. ADDITIONAL SERVICES No change in character, extent, or duration of the work to be performed by "CONSULTANT" shall be made without prior written approval from "CITY ". In consideration for performance of additional services authorized in writing in advance, by "CITY", "CITY" hereby agrees to compensate "CONSULTANT" an amount based upon the hourly rate as submitted to "CITY" in the "FEE SCHEDULE ". An increase in the total compensation exceeding fifteen thousand dollars ($15,000.00) shall require that an amended Agreement for such additional services be executed by the "CONSULTANT" and "CITY ". X. RECORDS "CONSULTANT" shall maintain complete and accurate records with respect to costs, expenses, receipts and other such information required by "CITY" that relate to the performance of the services specified under this Agreement. All such records shall be maintained in accord with generally accepted accounting principles and shall be clearly identified and readily accessible. "CONSULTANT" shall provide free access to the representatives of "CITY" or its designees at all proper times upon reasonable notice to "CONSULTANT" to such books and records, and gives "CITY" the right to examine and audit same, and to make transcripts therefrom as deemed necessary at "CTTY's" cost, and to allow inspection of all work, data, documents, proceedings and activities related to this Agreement. XI. INSURANCE A. On or before the date of execution of this Agreement, "CONSULTANT" shall furnish "CITY" with completed certificates showing the type, amount, class of operations covered, effective dates and dates of expiration of insurance policies. "CONSULTANT" shall use the "CTTY's" Insurance Certificate form for endorsement of all policies of insurance. The certificates do not limit "CONSULTANT's" indemnification, and also contain substantially the following statement: "The insurance covered by this certificate may not be canceled, non - renewed, except after thirty (30) days' written notice has been received by "CITY ". Coverage may not be reduced or otherwise materially altered. • E B. "CONSULTANT" shall maintain in force at all times during the performance of this Agreement, policies of insurance required by this Agreement; and said policies of insurance shall be secured from an insurance company assigned Policyholders' Rating of "B" (or higher) and Financial Size Category "XV" (or larger) in accord with an industry-wide standard and shall be licensed to do business in the State of California. However, the minimum rating for the "CONSULTANT'S" Errors & Omissions carrier shall be "B + ", "VIII" or better. 1. An appropriate industry-wide insurance rating standard shall be deemed "Best's Key Rating Guide', latest edition. C. "CONSULTANT" shall maintain the following minimum coverages: Liability Insurance General liability coverage shall be provided in the following minimum limits: Category Amount Bodily Injury $ 1,000,000 each occurrence $ 1,000,000 aggregate Property Damage $ 1,000,000 each occurrence $ 1,000,000 aggregate A combined single limit policy with aggregate limits in the amount of $1,000,000 will be considered equivalent to the required minimum limits. Errors & Omissions Insurance Errors & Omissions coverage shall be provided in the amount of one million dollars ($1,000,000.00). D. Subrogation Waiver In the event of loss or claim of loss due to any of the perils for which it has agreed to provide general liability insurance, "CONSULTANT" shall look solely to its insurance for recovery. "CONSULTANT" hereby grants to "CITY ", on behalf of any general liability insurer providing insurance to either "CONSULTANT" or "CITY" with respect to the services of "CONSULTANT ", a waiver of any right of subrogation which any such insurer of said "CONSULTANT" may acquire against "CITY" by virtue of the payment of any loss under such insurance. E. Additional Insured "CITY ", its City Council, boards and commissions, officers, servants and employees shall be named as an additional insured under all insurance policies required under this Agreement, except Errors & Omissions Insurance. The naming of an additional insured shall not affect any recovery to which such additional insured would be entitled under this policy if not named as such additional insured; and an additional insured named herein shall not be liable for any premium or expense of any nature on this policy or any extension thereof. Any other insurance held by an additional insured shall not be required to contribute anything toward any loss or expense covered by the insurance provided by this policy. Proceeds from any such policy or policies shall be payable to "CITY" primarily, and to "CONSULTANT" secondarily, if necessary. 0 XII. WAIVER i A waiver by "CITY" or "CONSULTANT" of any breach of any term, covenant, or condition contained herein shall not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant, or condition contained herein whether of the same or different character. XIII. COST OF LITIGATION If any legal action is necessary to enforce any provision hereof or for damages by reason of an alleged breach of any provisions of this Agreement, the prevailing party shall be entitled to receive from the losing party all costs and expenses in such amount as the court may adjudge to be reasonable cost of litigation. XIV. INTEGRATED CONTRACT This Agreement represents the full and complete understanding of every kind or nature whatsoever between the parties hereto and all preliminary negotiations and agreements of whatsoever kind or nature are merged herein. No verbal agreement or implied covenant shall be held to vary the provisions hereof. Any modification of this Agreement will be effective only by written execution signed by both "CITY" and "CONSULTANT ". XV. HOLD HARMLESS "CONSULTANT" shall indemnify and hold harmless, "CITY ", its City Council, boards and commissions, officers, and employees from and against any and all loss, damages, liability, claims, suits, costs and expenses, whatsoever, including reasonable costs of litigation, arising from "CONSULTANT'S" negligent acts, errors or omissions, in the performance of services hereunder. 10 0 0 IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the first date above written: APPROVED AS TO FORM: Robin Flory Assistant City ATTEST: Wanda Raggio City Clerk Address and Telephone: City of Newport Beach 3300 Newport Boulevard Newport Beach, California 92659 -1768 (714) 644 -3011 (714)6405204 FAX 11 City of Newport Beach, a municipal corporation John Carollo Engineers a Partnership G. William Knopf, Partner "CONSULTANT" Allen C. Todd, Partner "CONSULTANT" John Carollo Engineers 3100 South Harbor Boulevard, Suite 200 Santa Ana, California 92704 (714)540 -4300 (714)540 -4349 FAA 0 0 REQUEST FOR PROPOSAL PROFESSIONAL ENGINEERING SERVICES FOR PUMP STATION DESIGN GROUNDWATER DEVELOPMENT PROJECT UTILITIES YARD EXPANSION - PHASE 11 Description and Location of Project The project to be proposed on is to provide a complete design for installation of a new pump station and building including five (5) new pumps, piping, valves, appurtenances, monitoring, control systems, electrical, telephone and chlorination facilities. The pump station building will also include a telemetry system to link the Utilities Department with the City's other satellite facilities and stations. In addition, this proposal will include a design of an influent water line to an underground concrete reservoir and the suction side of the pumps. Additionally the design shall include the discharge line from the pumps to the proposed water main in 16th Street. This project will require coordination with many other portions of the Phase H expansion of the Newport Beach Utilities Yard, which include a 3 million gallon underground concrete reservoir, a two -story office - warehouse building, garage buildings, extension of existing garages, construction of retaining walls with site grading and installation of underground utilities. A conceptual plan is enclosed for use in preparation of your proposal. (See Exhibit "A "). The proposed project is located at the City of Newport Beach, Utilities Yard at 949 West 16th Street. This project is a major portion of the City's Groundwater Development Project and the timing of this phase is crucial to the overall completion schedule. Scope of Services The consultant shall be responsible for complete design services for construction of the previously described project. This design responsibility shall include preparation of two separate sets of construction drawings. The first set of construction drawings will be for the installation of the influent line to the underground concrete reservoir and the discharge line from the pumps to the proposed water main in 16th Street. These plans will include plan & profile details of the pipeline, all connection details, valves and appurtenances, preparation of detailed specifications, bid documents, quantity estimates and an overall cost estimate. EXHIacr "b" Ll Scope of Services Cont. The second set of construction plans will be installation of the pumps, pump station building and all appurtenances. This shall include all architectural and structural plans, details, electrical plans, telephone plans, telemetry, monitoring, control systems, and chlorination facilities, preparation of its own detailed specifications, bid documents, quantity estimates and an overall cost estimate. In addition, the consultant will coordinate this work effort with the many other phases of the Phase H expansion. All drawings and design specifications shall be in accord with the requirements of the City of Newport Beach Design Criteria, Special Provisions and Standard Drawings for Public Works Construction, Latest Edition" which incorporate the "green book" specifications titled, "Standard Specifications for Public Works Construction ", latest revision. All specifications and drawings shall be subject to final review and acceptance by the City of Newport Beach, Utilities Department Project Manager. The consultant's proposal shall include a detailed list itemizing the tasks required to complete the scope of work outlined herein. Each task shall include a detailed estimate of man -hours required to complete it. The consultant shall also provide a proposed project schedule depicting the time of completion for the project design. The schedule shall also include the number of calendar days required to perform item each task and the total number of calendar days required to complete the entire project. The consultant will assign a responsible representative and an alternate, who both shall be identified in the proposal. The consultant's representative will remain in responsible charge of the consultant's duties from contract negotiations through project completion. If the consultant's primary representative should be unable to continue with the project, then the consultant's alternate representative will become the primary representative. Any other changes in responsible representative must be approved, in advance by the City. The City will have the right to reject other proposed changes in personnel, and may consider any other changes in responsible personnel as a breach of the contract. The consultant shall provide a "Fee Schedule" outlining all applicable hourly rates and costs for services. The proposal shall provide a breakdown of fees associated with each project task. Most importantly, the consultant shall submit a total fee, not to be exceeded, which shall include and incorporate all work necessary to complete the project design. Additional Responsibilities The consultant shall be responsible for completing the specified services in accord with a standard form "Professional Services Agreement" which will be prepared by the City. Services specified in this agreement shall be taken directly from the Consultant's Proposal and from this 'Request for Proposal ". The primary components and provisions of the agreement shall include liability insurance coverage with errors and omissions insurance in the amount of one million dollars. Additional Responsibilities Cont. The consultant shall prepare the necessary plans in AUTOCad, Release 11 and shall be plotted on City standard mylar sheets. Project specifications and contract bid documents shall be prepared in accord with the requirements of the City's design Criteria. These documents shall be in a bound, protective cover. An allowance for reproduction shall be made and defined in the consultant's proposal. The consultant shall be required to propose a fee to review shop drawings, submittals related to the design of this project and monitor construction progress once it is underway. The consultant shall provide guidance and direction to the City with respect to the installing contractor's general conformance to plans and specifications. This fee should be based on two stages of construction. This does not mean the consultant will be responsible for the project construction inspection, but will instead be expected to provide some monitoring and, where appropriate, make field recommendations. The consultant shall include in his proposal a fee to prepare accurate "As- Built" drawings once both stages of the project construction has been completed. It is likely that during the course of construction, changes will have to be made which require revision to the plans and /or specifications. The consultant is expected to modify the project plans and /or prepare addenda to the specifications if such changes are deemed necessary by the City. Provide 50 copies of contract documents and specifications with reduced plans inserted and 50 bluelines of full size plans to the City for bidding purposes for both sets of construction drawings. City's Responsibilities The City will provide the following to assist the consultant with the project: 1. Plans and drawings as are available and appurtenant to the proposed project. 2. Survey records and information as are available and appurtenant to the project. 3. Previously prepared soils and compaction reports and information as are available and appurtenant to the project. 4. Design criteria, hydraulic data and other technical information as are available and appurtenant to the project. 5. Preliminary site configurations, reservoir and pump station characteristics, site piping design layout and information appurtenant to these proposed installations. 6. The City shall be responsible for applying and obtaining any required permits from the City or other governing agencies. END • • Groundwater Development Project Professional Engineering Design Services Pump Station Design Selection Matrix Average Labor Cost ($ /Hr.) 85 78 74 95 90 74 86 Total Weighted 3.65 3.45 3.35 3.35 3.25 3.10 3.00 Score Rankings: 1 - Fair 2 - Average 3 - Good 4 - Very Good 5 - Excellent EXHIBIT % -" John Boyle Daniel MacDonald carollo RBF AEM ASL Engineering Boyle Stephens Weights Related Project Experience 3 4 4 4 4 3 3 25.00% Project Staff' Assigned 4 3 3 3 3 3 3 25.00% Grasp of the Project Requirements 4 4 3 2 3 4 3 10.00% Approach to Project Management 4 3 4 4 3 3 3 20.00% Proposed Project Schedule 4 4 3 4 3 4 3 10.00% Proposed Labor Breakdown 3 3 2 2 3 2 3 10.00% Total Fee ($) 143,333 137,000 239,216 94,300 164,595 254,600 151,380 Average Labor Cost ($ /Hr.) 85 78 74 95 90 74 86 Total Weighted 3.65 3.45 3.35 3.35 3.25 3.10 3.00 Score Rankings: 1 - Fair 2 - Average 3 - Good 4 - Very Good 5 - Excellent EXHIBIT % -" Groundwater Development Project Professional Engineering Design Services Pump Station Design Evaluation Criteria Selection Matrix Discussion Summary: Proposals were received from seven (7) firms that were requested to submit proposals for the subject project. These firms were selected based on previously submitted "Statements of Qualifications ". The seven (7) firms which submitted proposals are listed below: 1. AKM Consulting Engineers (AKM) 2. ASL Consulting Engineers (ASL) 3. Boyle Engineering Corporation (BEC) 4. Daniel Boyle Engineering, Inc. (DBE) 5. John Carollo Engineers (JCE) 6. MacDonald- Stephens, Engineers, Inc. (MSE) 7. Robert Bein, William Frost & Associates (RBF) The proposals were reviewed by the selection committee and were ranked based on the content of their proposals with respect to the following items: prior experience performing similar services; the project team experience and the completeness of the discussion relating to their approach to the project and its design. Based on a complete analysis of the written proposals, three (3) proposing firms were deemed most capable to perform work required by this project. After careful review by the selection committee and additional information that was requested from the top three (3) firms, the selection committee recommended that JCE be awarded the proposal. This recommendation is based on the quality of JCE's proposal with respect to their proposed scope of work for preliminary and final design and most importantly the qualifications of the firm's project team. A ranking matrix is attached. The following paragraphs describe the rationale behind each ranking, by category. EXH(B,T "P" 0 Page 2 Groundwater Development Project Pump Station Design Consultant Matrix Criteria Project Understanding It is imperative that the full scope and extent of the work is clearly identified and understood by the consultant and that it be clearly presented in their written proposals. During the proposal process, all seven firms sought additional information from the City. Each firm brought members of their proposed project teams to meet with members of the Utilities Department staff and /or the selection committee. Each firm demonstrated a reasonable understanding of the project scope. However, three of the firms demonstrated a more complete understanding. They were: JCE, RBF, and AKM. These three consulting firms demonstrated they had a good understanding of the necessary coordination efforts required to complete the project satisfactorily. The coordination effort will be a major part of this project. This factor is important to the consultant's ability to effectively complete the design tasks within the parameters of the schedule and cost without impacting the performance of the design team for the other sub - projects related to the Groundwater Development Project. Project Experience The firms that proposed were ranked on recent project experience relative to pump station design. Local experience with similar projects was a large element in determining the ability of the consultant. More weight was given to firms who had Southern California experience with a greater emphasis given to Orange County pump station experience. Familiarity with local water supply conditions, pumps, pump stations, pump station operations and maintenance, chlorination facilities, telemetry systems and their integration into design was highly important. Of the seven proposing firms, RBF and AKM appeared to have the most experience in designing pump stations. BEC and ASL also had significant experience with numerous pump station projects. Project Team The project staff and their respective abilities and experience are a key requisite for this project. The work experience of the individual professional staff members is vital to the success and efficiency of the effort to provide a finished design product. Given the complexity and specialized nature of this project, the experience and capability of the project team affects the other key areas such as ability of the consultant to meet the required schedule and to provide efficient project coordination with the other interrelated projects and consultants. AKM, RBF and ASL had strong personnel as team members assigned to the project. BEC and DBE provided an above - average team. However, JCE had the strongest project team proposed. Their designated team members were all long -term, "in- house" employees with over 10 years of related project experience. 0 Page 3 Groundwater Development Project Pump Station Design Consultant Matrix Criteria Project Management The large degree of coordination and design project management that is required for the various components of the overall project is the single most important element required for a successful, timely, and quality project. It is mandatory that the successful firm provide a knowledgeable project manager or principal of the firm. RBF, AKM, and ASL provided proven project managers for water resources design services. JCE proposed the strongest project manager with direct applicable and successful project management experience on a number of similar and even more complex projects. Project Schedule The project schedule is crucial to insure that overall project is not affected by the proposed work effort. Because the schedule for this critical element of the Groundwater Development Project is very ambitious, every firm had proposed to meet the required schedule except for BEC which proposed to complete the project early. Labor Costs Fees as well as average labor costs are an important indicator in the evaluation of the consultants' fees to assure that appropriate time is committed to complete the designated tasks within a "not -to- exceed" price contract. An analysis of the total hours allotted for each project task was performed. This was done to get an idea of the completeness and the level of effort each consultant proposed to place on the various project task components. The review looked at both the number of hours, the assigned personnel and the hourly rates for the various proposed team members. The indicator used in the evaluation matrix looked at the average weighted hourly labor cost. In this analysis, the two firms who provided the most thorough engineering services value were JCE and RBF.