HomeMy WebLinkAboutC-2961(A) - Professional services for 3.0 million gallon underground reservoirCITY O NEWPORT BEACH
OFFICE OF THE CITY CLERK
P.O. BOX 1768, NEWPORT BEACH, CA 9265&8915
(714) 6443005
C, C'
TO: FINANCE DIRECTOR
9— z2 —ss�
FROM: CITY CLERK
DATE: September 20, 1994
SUBJECT: Contract No. C- 2961(A)
Description of Contract Design of a 30 CFS Pump Station -
Groundwater Development Project & Utilities Yard Expansion - Phase.II
Effective date of Contract August 23, 1994
Authorized by Minute Action, approved on August 22, 1994
Contract with Daniel Boyle Engineering, Inc.
Address 23231 South Pointe, Suite 103
Laguna Hills, CA 92653
Amount of Contract (See Agreement)
Wanda E. Reggio
City Clerk
WER:pm
Attachment
3300 Newport Boulevard, Newport Beach
0 (3)
August 22nd, 1994
AUG 2 21994 CITY COUNCIL AGENDA
ITEM NO. )b
TO: Mayor & Members of the City Council
FROM: Utilities Department
SUBJECT: AMENDMENTS TO PROFESSIONAL SERVICES AGREEMENTS FOR
DESIGN & FIELD MONITORING & GEOTECHNICAL WORK AT THE
16"m STREET SITE FOR THE GROUNDWATER DEVELOPMENT PROJECT
RECOMMENDATION:
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 -2968]
4. Daniel Boyle Engineering, Inc. [C- 2961 -A]
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 16f 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.
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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 l lw, 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 251h, 1994. The agreement with the reservoir design
engineer, Daniel Boyle Engineering, Inc., was approved by the City Council on
October 25f, 1993. The agreement with the pump station design consultant,
John Carollo Engineers was approved November 22nd, 1993.
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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 18th, 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,
�4- 6-rll,"E NT
Jeff Staneart, P.E.
Utilities Director
JS:sdi
Attachments: Professional Services Agreements for Groundwater Development Project
A: Amendment No. Ito Agreement with Converse Consultants Orange County
B: Amendment No. Ito Agreement with DMc Engineering
C: Amendment No. Ito Agreement with Daniel Boyle Engineering, Inc.
D: Amendment No. Ito Agreement with John Carollo Engineers
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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 DEVELDPMENf PROJECT - GEOTECI-INICAL INVESTIGATION &
FIELD CONSTRUCTION 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 DEVE OFMENI'PROJECT - FIELD SURVEYING, CIVIL ENGINEERING
& FROJECFMANAGEMENI'
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 DEVELOPMENT' PROJECT - CIVIL ENGINEERING, SEISMIC &
STRUCTURAL, DESIGN SERVICES FOR 3.0 MILLION GALLON RESERVOIR CONSTRUCTION
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 DEVELOPMENT PROJECT - CIVIL ENGINEERING, SEISMIC,
STRUCTURAL & MECHANICAL DESIGN SERVICES FOR 30 CFS PUMP STATION WITH
CHLORINE & AMMONIA DISINFECTION SYSTEM
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 • C- 2_ 9W (4)
AMENDMENT No.1
TO
PROFESSIONAL SERVICES AGREEMENT
FOR DESIGN OF A
3.0 MILLION GALLON UNDERGROUND REINFORCED CONCRETE RESERVOIR
FOR
THE GROUNDWATER DEVELOPMENT PROJECT
THE UTILITIES YARD EXPANSION - PHASE II
THIS AMENDMENT to the written agreement dated October 25th, 1993, is made
and entered into this 23RD 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 October 251h, 1993,
remains in full force and effect, except as modified by this amendment.
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II. ADDITIONAL SERVICES TO BE PERFORMED BY CONSULTANT
"CONSULTANT" shall provide the following additional professional services
for "CITY ".
A. "CONSULTANT" shall provide the necessary additional services to complete
the defined tasks associated with the "PROJECT ". Those additional and
supplemental tasks include the following:
1. Additional Meetings with City Staff
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
apprisal 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 pump station consultant for consistency with the combined
plans, specifications and bid package.
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 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 reservoir.
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 reservoir.
• •
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
reservoir and the "PROJECT" and the various design aspects of the site
improvements, other underground utilities, the proposed reservoir, and
the proposed pump station.
4. Plans Preparation
a. "CONSULTANT" shall complete the additional required drawings and
revise the plans previously completed for the "PROJECT" as necessary
for relocation of the reservoir and as necessary to combine the reservoir
and pump station components into one package.
b. "CONSULTANT" shall perform those additional services necessary for
combining the plans for the proposed reservoir with the plans from John
Carollo Engineers, related to the design and construction of the proposed
pump station.
5. Specifications Preparation
a. "CONSULTANT" shall perform those additional services necessary for
combining the plans and specifications for the proposed reservoir with the
plans and specifications from John Carollo Engineers, related to the design
and construction of the proposed pump station.
b. "CONSULTANT" shall complete preparation of the required additional
detailed written technical specifications and bind them for 'PROJECT'.
c. "CONSULTANT" shall complete preparation of written bid proposal,
compile City standard contract forms, special provisions for site
construction and bind them for "PROJECT ".
d. "CONSULTANT" shall deliver reduced plan and specification sets as
approved by "CITY ".
(1.) "Complete set" shall mean: technical specifications in a single
bounded book and bid proposal, contract documents, special
provisions for site construction in a separate, second, bound booklet
with a colored cover page and acetate front cover.
(2.) In addition, a reduced set of construction drawings with a reduced
set of pump station plans shall be bound in a third booklet.
6. Cost Estimate & Schedule
a. "CONSULTANT" shall prepare an additional detailed written cost
estimate and construction schedule for the "PROJECT" related to
relocation of the reservoir. 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 costs to the "CITY ".
III. PAYMENT & 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 October 251h, 1993.
B. In no event shall the total amount paid for these authorized additional and
supplemental services be greater than thirty two thousand six hundred dollars
($32,600), except as provided for in the original professional services agreement
and herein below.
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 thirteen
thousand one hundred dollars ($13,100.00) 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 October 25th, 1993.
C. No additional compensation shall be made therefor.
V. MORE ADDITIONAL SERVICES
A. No change in character, extent, or duration of the work to be performed by
"CONSULTANT" as part of this amendment to the original professional
services agreement, dated October 251h, 1993, shall be made without prior
written approval from "CITY ".
B. 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 ".
C. However, except that an additional increase in the total compensation
exceeding seven thousand five hundred dollars ($7,500.00) shall require an
amended Agreement for such additional services between the
"CONSULTANT" and "CITY ".
IN WITNESS WHEREOF, the parties hereto have executed this Agreement Amendment
on the first date above written:
APPROVED AS TO FORM:
!rt Burnham
Attorney
A I'll,_
City Clerk
Address and Telephone:
City of Newport Beach
3300 Newport Boulevard, P. O. Box 1768
Newport Beach, California 92659 -8915
(714)644 -3011 (714)646 -5204 FAX
City of Newport Beach,
a municipal corporation
P
Clarence Tur , Mayor
"CITY"
Daniel Boyle Engineering, Inc.
a California Corporation
..
- Jr., ce resident
�
Daniel Boyle Engineering Incorporated
23231 South Pointe, Suite 103
Laguna Hills, California 92653
(714)768 -2600 (714)586 -5188 FAX
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: May 5, 1994
(714) 644 -3005
SUBJECT: Contract No. C- 2961(A)
Description of Contract Professional Services for tbp Tpsi,gn of a
3.0 Million Gallon Underground Reinforced Concrete Reservoir,
Groundwater Development Project, Utilities Yard Expansion -Phase IT
Effective date of Contract October 25, 1993
Authorized by Minute Action, approved on October 25, 1993
Contract with Daniel Boyle Engineering, Inc.
Address 23231 South Pointe, Suite 103
Laguna Hills CA 92653
Amount of Contract (See Agreement)
"s4e
Wanda E. Raggio
City Clerk
WER:pm
Attachment
3300 Newport Boulevard, Newport Beach
f3'! FHE C
CITY OF NEl ^.';._...,
Fou 2 51993
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October 25th, 1993
CITY COUNCIL AGENDA
ITEM NO._ Z
TO: Mayor & Members of the City Council C _Z 96l 6
FROM: Utilities Department
SUBJECT: PROFESSIONAL SERVICES AGREEMENT FOR DESIGN OF
3.0 MILLION GALLON REINFORCED CONCRETE RESERVOIR
PREPARATION OF DETAILED PLANS & SPECIFICATIONS BY
DANIEL BOYLE ENGINEERING, INC.
RECOMMENDATION:
If desired, authorize the Mayor and the City Clerk to execute
a Professional Services Agreement on behalf of the City, with
Daniel Boyle Engineering, Incorporated to prepare detailed
Plans and Specifications for construction of a 3.0 million
gallon underground reinforced concrete reservoir for a fee
not to exceed $118,800.
BACKGROUND:
The Groundwater Development Project requires construction of
a reservoir and a pumping station at the City's Utilities Yard site on 16th
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 approved project plan calls for a 3.0 million gallon
reinforced concrete reservoir to be placed underground at the Utilities Yard
site on 16th Street. Placing the reservoir underground will allow for the
most efficient use of the site and will minimize the costs for acquiring land
from the adjacent property owner. The underground reservoir will also take
advantage of a large ravine at the southwesterly boundary of the Utilities
Yard site.
To implement this phase of the project, staff implemented a
"qualifications -based selection" (QBS) process for the necessary professional
design services. The QBS process was provided for by the Federal
Government in 1972 under Public Law No. 92 -582. This law 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.
P11)
Page 2
Groundwater Development Project
Reservoir Design Contract
October 25, 1993
California enacted legislation to conform to the Federal Law. The
current California legislation under SB -419, was 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 exerpt 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 management f rms shall be
on the basis of demonstrated competence and on the professional qual fications
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 six 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 six firms that were invited to propose were selected based on
their previously submitted statements of qualifications and experience. All six
firms submitted responses to the request for proposals. The firms were:
MacDonald- Stephens Consulting Engineers, Daniel Boyle Engineering Inc.,
Kenneth I. Mullen Consulting Engineers Inc., John Corollo Engineers, Boyle
Engineering Corporation, and Montgomery- Watson Americas, Inc.
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 Daniel
Boyle Engineering, Inc. 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
Page 3
Groundwater Development Project
Reservoir Design Contract
October 25, 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 Daniel Boyle Engineering, Inc. has a team of
exceptionally qualified, technical professionals and designers who have
extensive experience with similar water storage and reservoir construction
projects in Southern California. 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, Daniel Boyle Engineering, Inc. 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 "K.
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. Construction is proposed to begin
immediately after completion of the design plans and specifications.
Funds are available for this design contract in the Water Fund
under Capital Projects Account No. 7503 - 9850218. Staff recommends
approval.
Respectfully submitted,
JET S9 EARr
Jeff Staneart, P.E.
Utilities Director
JS:sdi
Attachments: "A ": Professional Services Agreement
"B": Request for Proposals
"C": Proposal Evaluation Matrix
"D": Proposal Matrix Criteria
CITY CC,ERK OWVi,JAL
C -29401 /�,
FGREEMENT
PROFESSIONAL SERVICES
FOR THE DESIGN OF A 3.0 MILLION GALLON
UNDERGROUND REINFORCED CONCRETE RESERVOIR
GROUNDWATER DEVELOPMENT PROJECT
UTILITIES YARD EXPANSION - PHASE II
THIS AGREEMENT is made and entered into this 25TH day of
October, 1993, by and between the City of Newport Beach, a municipal Corporation,
hereinafter referred to as "CITY ", and Daniel Boyle Engineering, a California Corporation,
hereinafter referred to as "CONSULTANT ".
WITHESSETM:
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, "CITY" as a part of this project seeks to collect the well water for
pumping, and must construct a water storage reservoir at it's 16th Street facility, and;
WHEREAS, "CITY" desires to construct a 3.0 million gallon underground
reinforced concrete reservoir, which is hereinafter be referred to as "PROJECT ", and;
WHEREAS, implementation of the design for said "PROJECT" requires the
services of a qualified 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;
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.
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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 sublet, 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 phase 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% 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. "CONSULTANT" shall meet with the "CITY" and "CITY'S" consultants for
design for the rough grading, demolition and storm drain relocation, the
pump station building, precise grading and the " CITY's" Architect for
coordination of the Phase II expansion at the request of the "CITY" or
additionally as may be necessary to coordinate the interrelated aspects of
other project phases.
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. 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
underground concrete reservoir including the underdrain monitoring
system, overflow system, valves, valve vaults for the effluent water main
and the underdrain system, electrical /telemetry, details and appurtenances
in accord with City Standards associated with the "PROJECT ".
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3. Preparation of 'Plan and Profile Sheets" as required to detail the effluent
water main to the proposed pump station, 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 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.
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'.
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.
9 0
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.
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. 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.
E. Review plans, specifications and other documentation provided by
"CONSULTANT" relative to "PROJECT" in a timely fashion.
F. Act as the Project Manager and provide construction administration and field
inspection on the proposed project, once designed and awarded for
construction.
G. City and Groundwater Development Project consultants will respond to data
requests within one calendar day, when such request is reasonably achievable.
H. City staff will be available to meet with "CONSULTANT" on or before the
following dates. These meetings will include reviewing all available
information at the time of the meeting and /or a short review period.
1. December 2, 1993 - Preliminary Design Criteria Review Meeting
Preliminary design criteria and the City's constraints and requirements for
the project layout, operations and design will be reviewed.
2. January 7, 1994 - Preliminary Design (10 percent) Review Meeting
Layouts, sketches and application of design criteria will be reviewed and
"CITY'S" comments obtained.
3. February 11, 1994 - 50 Percent Design Review Meeting
The 50 percent plans and associated information including sheet layout of the
plan set, sketches of details, and preliminary layout of specifications will be
reviewed.
4. March 11, 1994 - 90 Percent Final Design Review Meeting
The 90 percent plans, specifications and cost estimate will be reviewed and
"CITY'S" comments obtained. In addition, the "CONSULTANT" will allow the
"CITY" one working week to review the plans and specifications in accord with
City Standards associated with the "PROJECT ".
5. March 25,1994 -100 Percent Confirmation of Final Design Review Comments
The 100 percent plans and specifications will be reviewed to confirm that the
meeting and plan-check comments discussed in the 90 percent Final Design
Review Meeting have been addressed.
6. April 1, 1994 -Deliver 50 sets of Plans and Specifications to the "CITY"
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 April 1, 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" 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.
0 0
"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 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 23231 South Pointe Drive, Suite 103, Laguna Hills, California
92653.
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 ".
C. In the performance of this "PROJECT ", "CONSULTANT" may utilize the services
of a private structural engineering and electrical engineering firms to complete
those tasks which require related professional tasks. Said structural engineering
firm, Robert Bein, William Frost & Associates, Inc., and Said electrical engineering
firm, Alexander Engineers, Inc. hereinafter "SUBCONSULTANT ", shall be
directed and compensated by "CONSULTANT" as if said firm were a direct
employee of "CONSULTANT ".
0
1. Compensation for "SUBCONSULTANT's" services shall not be more than £i4
ttnm:a�tbco ave��three�txxtcla�blaag $Ei9ac3�El0� and shall be paid to in accord
with the limits of the "not -to- exceed" fee listed herein below. No additional
compensation shall be made therefor. seventy -one thousand eight hundred
VIII. PAYMENT AND FEE SCHEDULE dollars ($71,800)
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 eighteen thousand eight hundred dollars ($118,800.00), inclusive of the,
subcontract services defined herein, except as otherwise provided for herein below.
B. PAYMENT AND FEE SCHEDULE
personnel
hourly rates
Managing Engineer .......................................... ...............................
$ 95.00
Principal Engineer ............................................ ...............................
86.00
SeniorEngineer II ............................................. ...............................
83.00
SeniorEngineer I ............................................... ...............................
81.00
Senior Associate Engineer ............................... ...............................
78.00
AssociateEngineer II ........................................ ...............................
73.00
AssociateEngineer I ......................................... ...............................
70.00
Senior Assistant Engineer ................................ ...............................
65.50
Assistant Engineer II ........................................ ...............................
56.00
Assistant Engineer I .......................................... ...............................
52.00
Resident Project Representative ..................... ...............................
51.00
Construction Representative ........................... ...............................
48.00
SeniorDesigner ....................... ............................... ..........................
54.00
Designer............................................................. ...............................
51.00
DrafterII ............................................................. ...............................
41.00
DrafterI .............................................................. ...............................
36.00
Drafter Assistant ............................................... ...............................
29.00
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.
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 ".
"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.
9 0
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 by "CITY" in
writing, "CITY" hereby agrees to compensate "CONSULTANT" an amount based
upon the hourly rate as submitted to "CITY" in the "FEE SCHEDULE ", except that
an increase in the total compensation exceeding eighteen thousand dollars
($18,000.00) shall require that an amended Agreement for such additional services
be executed by the "CONSULTANT" and "CITY ".
E41tiMORM&I
"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.
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.
i
Ll
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
Bodily Injury
Property Damage
Amount
$ 1,000,000 each occurrence
$ 1,000,000 aggregate
$ 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.
XII. WAIVER
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
! 9
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the
first date above written:
APPROVED AS TO FORM:
Robin Flory
Assistant City Attorney
City Clerkvv
Address and Telephone:
City of Newport Beach
3300 Newport Boulevard
Newport Beach, California 92659 -1768
(714) 644 -3011 (714)646 -5204 (PAX)
11
City of Newport Beach,
a municipal corporation
Clarence Tu r, Mayor
11=1
Daniel Boyle Engineering, Inc.
a California Corporation
Daniel Boyle Engineering, Incorporated
23231 South Pointe, Suite 103
Laguna Hills, California 92653
(714)768 -2600 (714)586 -5188 (FAX)
r TTAU mtra .,g„
• •
REQUEST FOR PROPOSAL
FOR
PROFESSIONAL ENGINEERING SERVICES
FOR AN UNDERGROUND CONCRETE RESERVOIR
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 3.0 million gallon underground reinforced concrete reservoir, including,
but not limited to valves, vaults, vents, hatches, under drain monitoring system
and appurtenances.
In addition, this proposal will include a complete design for installation of a new
effluent line from the reservoir to the suction side of a new pump station.
This project will require coordination with other portions of the Phase II
expansion of the Newport Beach Utilities Yard, which includes a pump station, 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 construction drawings for
the reservoir, showing all structural details, all pipelines, valves, vaults and
appurtenances, under drain monitoring system, plan and profile for the new
effluent line, overflow system, preparation of detailed specifications, bid
documents, quantity estimate and an overall cost estimate. In addition, the
consultant will coordinate this work effort with other phases of the Phase II
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.
0
Scope of Services Cont.
0
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 and errors and omissions insurance in the amount of one
million dollars.
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. He shall provide guidance and direction to the City with
respect to the installing contractor's general conformance to plans and
specifications. 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.
0
Additional Responsibilities Cont,
The consultant shall include in his proposal a fee to prepare accurate "As- Built"
drawings once 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.
The consultant shall include in the proposal a fee to 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.
City's Responsibilities
The City will provide the following to assist the consultant with the project:
1. Improvement 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.
PTrA(:A4mmr,l �...
Rankings:
1 - Fair
2 - Average
3 - Good
4 - Very Good
5 - Excellent
Groundwater Development Project
Professional Engineering Design Services
3.0 Million Gallon Reservoir
Selection Matrix
Daniel
John Montgomery MacDonald Boyle
Kenneth
Weights
Boyle
Corolla Watson Stephens Engineering
Mullen
Related Project
Experience
4
3 4 3 4
3
25.00%
Project Staff'
Assigned
4
3 2 3 2
2
25.00%
Grasp of the
Project
Requirements
3
3 3 3 3
2
10.00%
Approach to
Project Management
4
3 3 3 2
2
20.00%
Proposed Project
Schedule
3
3 2 3 3
3
10.00%
Proposed Labor
Breakdown
4
4 3 2 2
2
10.00%
Total Fee ($)
118,800 117,495 133,965 78,440 112,745
66,508
Average Labor
Cost ($ /Hr.)
79
79 111 92 85
95
Total Weighted
3.80
3.10 2.90 2.90 2.70
2.45
Score
Rankings:
1 - Fair
2 - Average
3 - Good
4 - Very Good
5 - Excellent
• ATTACHME.,iT
•
Groundwater Development Project
Professional Engineering Design Services
3.0 Million Gallon Reservoir
Evaluation Criteria
Selection Matrix Discussion
Proposal Content
The firms were ranked according to the content of their proposals, the
experience of the firm, and proposed project team and the completeness
of the discussion of matters relating to the engineering services to be
provided for the project.
A ranking matrix is attached. The following paragraphs describe the
rational behind each ranking by category.
Based on a thorough review of the written proposals, all the proposing
firms were deemed qualified to perform work of the nature required by this
project. However, given the design project constraints and the critical
nature of schedule and coordination with City project management staff and
other design consultants working on the related phases of the City's
Groundwater Development Project, one firm stood above the rest.
Project Understanding
It is imperative that the full scope and extent of the work is clearly
identified and understood by the consultant in their written proposals.
During the proposal process, all the six 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.
All of the principals of the firms demonstrated a reasonable understanding
of the project scope. However, three of the firms demonstrated a more
complete understanding. They were: Daniel Boyle Engineering, Inc.; John
Corollo, and Montgomery- Watson.
All three of these firms had a good understanding of the necessary
coordination efforts required for the project. As coordination effort will be
a big part of this project, this factor is important to the consultant's ability
to effectively corplete the design tasks within the parameters of schedule
and cost.
• 0 Page 2
Groundwater Development Project
Reservoir Design
Consultant Matrix Criteria
Project Experience
The proposing firms were ranked on recent project experience relative to
underground concrete reservoirs. 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 and even
more so for Orange County reservoir experience. Familiarity with local
water supply conditions, and local seismic and soils parameters and their
integration into design was deemed important.
Of the six proposing firms, Boyle Engineering Corporation appeared to have
the most experience in structural design of reinforced concrete structures.
The other firm (with nearly the same name) Dan Boyle Engineering, also
had significant experience with numerous reservoir projects. Montgomery-
Watson had a history of more previous overall experience in design of water
supply structures. However, a large portion of the firm's experience was in
the distant past, with former employees or engineers not proposed for
assignment to this project.
Project Team
The project staff and their respective qualifications are a key qualification
requisite in 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.
Kenneth I. Mullen, MacDonald- Stephens, and Montgomery- Watson appeared
to have adequate team member staff. Boyle Engineering and John Corollo
Engineers had better than average team members. However, Dan Boyle
Engineering had the strongest project team proposed. Their team included
a highly respected instrumentation and electrical engineer, close
involvement by one of the principals in the firm, and well- respected
structural engineering ability.
Project Management
The magnitude of the coordination and management that is required for the
various interties to this project is the number one element in a successful
project. It is mandatory that the successful firm provide a knowledgeable
project manager or principal of the firm.
John Corollo Engineers, Montgomery- Watson, and MacDonald- Stephens had
good project managers proposed although each had somewhat limited
experience locally. Dan Hoyle Engineering, Inc. proposed the strongest
project manager with over ten years of directly applicable successful project
management experience. In addition, the firm has a track record of
excellent responsive service.
0 Page 3
Groundwater Development Project
Reservoir Design
Consultant Matrix Criteria
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 Montgomery- Watson. No firm proposed to
complete the tasks early.
Labor Costs
Fees as well as average labor costs are a vital 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 various team members. The indicator 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 John Corollo Engineers and Daniel Boyle Engineering, Inc.
TO: Mayor &
of the City Council
FROM: Utilities Department
0
October 11th, 1993
CITY COUNCIL AGENDA
ITEM NO. _/
C' -29W
SUBJECT: PROFESSIONAL SERVICES AGREEMENT FOR DESIGN OF
3.0 MILLION GALLON REINFORCED CONCRETE RESERVOIR
PREPARATION OF DETAILED PLANS & SPECIFICATIONS BY
DANIEL BOYLE ENGINEERING, INC.
RECOMMENDATION:
If desired, authorize the Mayor and the City Clerk to execute
a Professional Services Agreement on behalf of the City, with
Daniel Boyle Engineering, Incorporated to prepare detailed
Plans and Specifications for construction of a 3.0 million
gallon underground reinforced concrete reservoir for a fee
not to exceed $118,800.
BACKGROUND:
The Groundwater Development Project requires construction of a
reservoir and a pumping station at the City's Utilities Yard site on 16th 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 approved project plan calls for a 3.0 million gallon reinforced
concrete reservoir to be placed underground at the Utilities Yard site on 16th
Street. Placing the reservoir underground will allow for the most efficient use
of the site and will minimize the costs for acquiring land from the adjacent
property owner. The underground reservoir will also take advantage of a large
ravine at the southwesterly boundary of the Utilities Yard.
To implement this phase of the project, staff solicited proposals for
professional design services from several highly qualified engineering firms.
Firms invited to propose were selected based on their previously submitted
statements of qualifications and experience. Six firms were chosen to submit
proposals. They were: MacDonald- Stephens Consulting Engineers, Daniel
Boyle Engineering Inc., Kenneth I. Mullen Consulting Engineers Inc., John
Corollo Engineers, Boyle Engineering Corporation, and Montgomery- Watson
Americas, Inc.
The Utilities Department Selection Committee chose Daniel Boyle
Engineering, Inc. to perform the required professional services. Daniel Boyle
has a team of exceptionally qualified, technical professionals and designers
who have extensive experience with similar water storage and reservoir
construction projects in Southern California.
0
Page 2
Professional Services Agreement
3.0 Million Gallon Reservoir Project
October 11, 1993
The proposed Professional Services Agreement with Daniel Boyle
Engineering, Inc. provides for preparation of a preliminary design report and
preparation of detailed specifications and construction plans with written
special provisions and documents suitable for bidding and construction.
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 mid -March 1994. Construction is proposed to begin
immediately after completion of the plans.
Funds are available for this design contract in the Water Fund
under Capital Projects Account No. 7503 - 9850218. Staff recommends
approval.
Respectfully submitted,
.Jer, C' ,
Jeff Staneart, P.E.
Utilities Director
1S:sdi
Attachments: Professional Services Agreement