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HomeMy WebLinkAboutC-3004(V) - Professional Services for Dolphin Avenue & Tamura School Well Sites, GroundwaterAGREEMENT PROFESSIONAL SERVICES FOR DESIGN OF THE WELL FACILITIES AT TAMURA SCHOOL AND DOLPHIN AVENUE WELL SITES THIS AGREEMENT, effective as of February 12, 1996, is entered into by and between the City of Newport Beach, a municipal Corporation, hereinafter referred to as "City", and Daniel Boyle Engineering, Inc., a California Corporation, hereinafter referred to as "Consultant ", with regard to the following: RECITALS: A. City desires to secure an alternate source of reliable water for its municipal water system by implementing a Groundwater Development Project which requires the City to construct water wells and facilities for the delivery of potable water to its customers, and; B. City, as part of this project, seeks to collect well water for pumping and must construct a series of transmission mains to bring water to a storage reservoir at its 16th Street facility, and; C. City desires to prepare plans and specifications for the construction of well head facilities at four (4) wells on two sites, known as Tamura School and Dolphin Avenue well sites within the City of Fountain Valley, hereinafter referred to as "Project ", and; D. City implementation of the Project requires the services of a qualified engineering design Consultant, and; E. City has solicited and received a proposal from Consultant for Project services, as well as to provide certain other essential professional services, as outlined herein below, and; F. City has reviewed the previous experience and has evaluated the expertise of Consultant and desires to accept their proposal and; NOW THEREFORE, in consideration of the foregoing, it is mutually agreed and understood that: Professional Services Agreement Design of Well Facilities at Tamura School & Dolphin Avenue Well Sites Daniel Boyle Engineering, Inc., February 12, 1996 1. 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 sublet, transfer or assign any work except as otherwise provided for herein or as authorized in advance by the City. 2. SERVICES TO BE PERFORMED BY CONSULTANT Consultant shall provide the following listed professional services to City for the design and construction support services for the equipping of four wells at two sites. A. Coordination and Meetings with City staff. (1.) Consultant shall keep City's Project Manager apprised of the progress being made on the Consultant's design activities. Such appraisal shall be made by telephone, in writing as appropriate and at the meetings mentioned herein below. (2.) Consultant shall meet with City staff for an orientation meeting, a 50% design review, a 90% design review, a 100% design review, and a final design meeting for the Project. Other meetings may be held on an as- needed basis. (3.) Consultant shall meet with the City of Fountain Valley's staff for coordination and approval of plans and specifications. B. Review Background Data (1.) 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. (2.) Consultant is entitled to rely on materials provided by or through City without independent evaluation by Consultant. (3.) Consultant shall perform a utility research of the proposed alignment including, contacting Underground Service Alert, the City of Fountain Valley and other utility agencies. C. Survey and Mapping (1.) Consultant shall perform a field survey and aerial topography of the proposed alignment in a digital format. 0 9 Professional Services Agreement Design of Well Facilities at Tamura School & Dolphin Avenue Well Sites Daniel Boyle Engineering, Inc., February 12, 1996 (2.) Consultant shall provide survey control using the latest County of Orange GPS coordinate system. D. Plans Preparation (1.) 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: i. Preparation of a "Title Sheet" with the City's Groundwater Development Project Title Sheet. In addition, prepare a "Second Sheet" with the legend, notes, benchmark, basis of bearings and vicinity map associated with the Project. ii. Preparation of "Detail Sheets" as required to fully illustrate and show all fittings, connections, jacking and boring locations, bridge crossings, water valve vault, cathodic protection and appurtenances associated with the Project. E. Specifications Preparation (1.) Consultant shall complete preparation of detailed written specifications, bid proposal, standard special provisions, special provisions, compile City standard contract forms, and coordinate binding them with City's reprographic company for Project. (2.) Consultant shall include within the special provisions; the method of providing for protection of existing facilities such as houses, retaining walls and access gates during construction and the method of pressure testing the water transmission main. (3.) 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 state and local laws. F. Cost Estimate & Schedule (1.) 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. 0 • Professional Services Agreement Design of Well Facilities at Tamura School & Dolphin Avenue Well Sites Daniel Boyle Engineering, Inc., February 12, 1996 i. 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. G. Construction Phase Services (1.) Consultant shall perform the following during the construction phase: 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. ii. 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. iii. 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. iv. Prepare "record" drawings based upon change orders and addenda to the extent approved by City and incorporated into the construction of Reaches. It shall require the contractor to submit "as- built" drawings of actual construction installations to Consultant for use in preparing "record" drawings. v. Consultant shall provide one set of construction stakes for the water transmission main alignment in an existing easement in the Talbert Channel, jacking and boring locations and the water valve vault for the City Contractor. Any additional staking, restaking or costs thereof will be the responsibility of the contractor. H. Supplemental Services (1.) Consultant shall provide a geotechnical report with recommendations as a supplement to Project. This report shall include, but not be limited to: Evaluation of on -site geotechnical conditions and their effect on the proposed pipeline alignment and constructability. ii. Subsurface investigation including drilling six (6) to eight (8) borings, laboratory testing and analysis of collected data. i 46 Professional Services Agreement Design of Well Facilities at Tamura School & Dolphin Avenue Well Sites Daniel Boyle Engineering, Inc., February 12, 1996 iii. Provide a conclusion and develop recommendations for the proposed pipeline, including geotechnical parameters for temporary stability of excavation and shoring design, adequacy of excavated on- site material for use as backfill, bearing capacity and lateral earth pressure, criteria for temporary excavation, potential for pipeline settlement bedding and backfill recommendations and groundwater control, corrosion and protection recommendations. (2.) Consultant shall provide a corrosivity evaluation with recommendations as a supplemental to this project. This report shall include, but limited to: i. Review preliminary estimate of corrosive potential from geotechnical investigation. ii. Conduct a Wenner 4 -pin soil resistivity survey. iii. Review records for locations of potential stray current interference sources. iv. Prepare a soil corrosivity report addressing the usage of ductile iron pipe with polyethylene encasement. 3. 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. Furnish plans and drawings as are available and appurtenant to this project. B. Furnish survey records and information as is available and appurtenant to this project. C. Furnish design criteria, hydraulic data and other technical information, as are available and appurtenant to this project. D. The City shall be responsible for completing applications to obtain any required permits from the City or other governing agencies. E. Fulfill all environmental requirements. F. Provide blueprinting, CADD plotting, photocopying and other services through the City's reproduction company for each of the required design efforts, submittals and for bidding purposes. G. Prepare, distribute and mail all bid documents and addendum. H. Payment of all fees for permits and applications. Professional Services Agreement Design of Well Facilities at Tamura School & Dolphin Avenue Well Sites Daniel Boyle Engineering, Inc., February 12, 1996 4. OWNERSHIP OF DOCUMENTS A. Original drawings, reports 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 abandonment 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, 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. B. 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. C. Consultant is granted permission to show prospective clients reports and data which have been accepted by City as prepared under this Agreement. 5. 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, Laguna Hills, California 92653. B. Consultant may terminate this Agreement after ten (10) days' written notice from Consultant to City notifying City of its substantial failure to perform in accord with the terms of this Agreement, if the City has not corrected its 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. 6. SUBCONSULTANT AND ASSIGNMENT A. None of the services included in this Agreement shall be assigned, transferred, contracted or subcontracted without prior written approval of City. 7 0 0 Professional Services Agreement Design of Well Facilities at Tamura School & Dolphin Avenue Well Sites Daniel Boyle Engineering, Inc., February 12, 1996 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. PAYMENT & 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 one hundred and ninety -five thousand nine hundred and sixty -seven dollars ($195,967.00), except as otherwise provided for herein below. B. PAYMENT & FEE SCHEDULE personnel hourly rates Managing Engineer ........................................ ............................... $101.00 Principal Engineer .......................................... ............................... 97.00 Senior Engineer II ........................................... ............................... 94.00 SeniorEngineer I ............................................ ............................... 89.00 Senior Associate Engineer ............................. ............................... 79.00 Associate Engineer II ..................................... ............................... 75.00 Associate Engineer I ....................................... ............................... 71.00 Senior Assistant Engineer ............................ ............................... 68.00 Assistant Engineer II ...................................... ............................... 59.00 Assistant Engineer I ....................................... ............................... 55.00 CADSpecialist ................................................ ............................... 57.00 Senior Designer .............................................. ............................... 55.00 Designer........................................................... ............................... 52.00 CAD /Drafter II ............................................... ............................... 43.00 CAD /Drafter I ................................................ ............................... 36.00 Intern/Aide ..................................................... ............................... 31.00 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. D. In addition to the fixed, 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 Utilities Manager for City, and other reasonable expenses, where such costs have been advanced by Consultant and approved in advance by City. 0 0 Professional Services Agreement Design of Well Facilities at Tamura School & Dolphin Avenue Well Sites Daniel Boyle Engineering, Inc., February 12, 1996 (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 receipt of said records and hourly summary. (2.) Consultant shall not be compensated for use of Consultant's equipment, hardware, software materials, in -house reproduction and mileage. 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. 8. ADDITIONAL SERVICES No change in character, extent, or duration of 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 total compensation exceeding twenty thousand dollars ($20,000) shall require that an amended Agreement for such additional services be executed by the Consultant and City. 9. 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 City's cost, and to allow inspection of all work, data, documents, proceedings and activities related to this Agreement. 10. 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 City'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 without the same advance notice to City of such alteration. 0 • Professional Services Agreement Design of Well Facilities at Tamura School & Dolphin Avenue Well Sites Daniel Boyle Engineering, Inc., February 12, 1996 B. Consultant shall maintain in force at all times during the performance of this Agreement, policies of insurance required by this Agreement; said policies of insurance shall be secured from an insurance company assigned Policyholders' Rating of "A" (or higher) and Financial Size Category "VII" (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 T+", "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 Aggregate Limits A combined single limit policy with aggregate limits in the amount of one million dollars ($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). 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. • • Professional Services Agreement Design of Well Facilities at Tamura School & Dolphin Avenue Well Sites Daniel Boyle Engineering, Inc., February 12, 1996 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; 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. 11. 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. 12. 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. 13. 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. 14. 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 • Professional Services Agreement Design of Well Facilities at Tamura School & Dolphin Avenue Well Sites Daniel Boyle Engineering, Inc., February 12, 1996 IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the first date above written: APPROVED AS TO FORM: Robin Clauson Assistant City Attorney ATTEST: City of Newport Beach, a municipal corporation John Hedges, Mayor "City" Daniel Boyle Engineering, Inc., a California Corporation 3 Mess Thomas . Hooker/fr., .E., Vice Pr sident City Cl "Consult Address and Telephone: City of Newport Beach Daniel Boyle Engineering, Inc. 3300 Newport Boulevard, P. O. Box 1768 23231 South Pointe Drive, Suite 103 Newport Beach, Califomia 92658 -8915 Laguna Hills, California 92653 (714) 644 -3011 (714) 646 -5204 FAX (714) 768 -2600 (714) 586 -5188 FAX 11 w AGREEMENT CONSTRUCTION MANAGEMENT SERVICES FOR THE WELLHEAD FACILITIES AT DOLPHIN AVENUE & TAMURA SCHOOL WELL SITES GROUNDWATER DEVELOPMENT PROJECT THIS AGREEMENT is made and entered into this 12th day of November, 1996, by and between the City of Newport Beach, a municipal Corporation, hereinafter referred to as "City ", and Daniel Boyle Engineering, Inc., a California Corporation, hereinafter referred to as "Consultant ". RECITALS: 1. The City is planning to implement a municipal groundwater pumping and distribution system with water facilities to deliver potable water to its customers. 2. The City must construct two (2) wellhead buildings, pumps, piping instrumentation and other appurtenant work at the Dolphin Avenue and Tamura School Well Sites, hereinafter collectively referred to as "Wellhead Facilities ". 3. The City requires construction management services during the construction of Wellhead Facilities and desires a project manager and an on -site resident engineer to oversee the construction and verify the contractor's compliance with the plans and specifications. 4. Implementation of the Wellhead Facilities require the services of a qualified professional engineering firm, experienced in construction and contract management. 5. The City has solicited and received a proposal from Consultant for construction management, as well as, to provide certain other essential professional services, as outlined herein below. 6. The City has reviewed the previous experience and evaluated the expertise of Consultant and desires to accept the proposal submitted by Consultant. NOW THEREFORE, in consideration of the foregoing, it is mutually agreed and understood that: 0 0 Professional Services Agreement Construction Management Services Wellhead Facilities at Dolphin Avenue & Tamura School Well Sites Groundwater Development Project 1. 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 herein shall be performed under their direct supervision, and all personnel engaged in the work shall be fully qualified and authorized or permitted under state and local law to perform such services. 2. SERVICES TO BE PERFORMED BY CONSULTANT A. Consultant shall provide the necessary services to complete the defined tasks associated with the Wellhead Facilities. Those tasks include the following: (1.) Meetings with City staff. a. Consultant shall work with City's Project Manager to coordinate, schedule and conduct the pre- construction meeting. b. Consultant shall keep the City's Project Manager apprised of the progress being made by the contractor. Such appraisal shall be made by telephone, in writing as appropriate and in meetings. c. Consultant shall meet with City staff on a weekly basis and shall schedule and document weekly meetings with the contractor, the City and its design engineer to discuss project progress and intended progress for the coming week. (2.) Prepare a construction procedures manual that shall include the following: a. Key individuals and lines of communication. b. Determine communication devices and procedures. c. Establish general reporting procedures. d. Establish construction reporting procedures, including field clarifications, change orders and shop drawing reviews. e. Establish field office security and backup procedures. Develop progress reports and payment request procedures. g. Develop a master schedule and establish update procedures. h. Establish document control procedures. F 0 0 Professional Services Agreement Construction Management Services Wellhead Facilities at Dolphin Avenue & Tamura School Well Sites Groundwater Development Project Establish a permit tracking system. j. Establish coordination with adjacent and appurtenant projects (contractors and design consultants). k. Establish project close -out procedures. (3.) Field Office Set -up a. Consultant shall be responsible for making sure the field office is set -up and properly equipped, as specified herein below. (i.) Office trailer to be provided by Contractor. (ii.) Office furniture and equipment to be provided by Contractor. (iii.) Consultant shall be responsible for the maintenance of the construction office, and shall be held accountable and responsible for any damaged or missing furniture or equipment. b. Establish Computer Based Communications (i.) Contractor will provide and Consultant will utilize a Macintosh Computer tied to the City's computer network. (ii.) Consultant will determine any additional software necessary for use during Wellhead Facilities. (4.) Construction Services a. Provide daily updated reports to the City's Project Manager. b. Log and track all shop drawing submittals with respect to the City, design consultants and contractors. c. Observe all construction and coordinate observation of specialty construction, including, but not limited to: steel or ductile iron piping, pumps, welding, concrete masonry buildings, electrical, instrumentation, grading, landscaping, irrigation, connection to existing water mains, trenching, street resurfacing, disinfection and appurtenant work. d. Observe all major materials deliveries to the site to assure they are in accord with the specifications and approved shop drawings. e. Coordinate testing of all materials in accord with the specifications. 3 i • Professional Services Agreement Construction Management Services Wellhead Facilities at Dolphin Avenue & Tamura School Well Sites Groundwater Development Project Document construction progress, by preparing a daily record of construction, daily construction reports and taking 35 mm photographs at significant times during construction. Pictures shall be labeled as to date, location and specific task photographed. In addition, video taping of the existing sites prior to construction and providing the original tape to City. g. Conduct progress meetings as necessary, including scheduling and documenting meetings with the Contractor, City staff, all judicial agencies and the design engineer. Coordinate construction survey, Contractor's survey requests, track and schedule construction surveying. Monitor survey provided to Contractor and notify Contractor in writing of requests for restaking which will be the Contractor's financial responsibility. Coordinate with adjacent construction activities, including attending coordination meetings with the City, design engineers and other contractors as they relate to the Reach Nos. 3A & 3B Pipeline and other projects within the area of the Wellhead Facility. j. Coordination with Cities of Newport Beach and Fountain Valley inspection staff, coordinate Contractor's inspection requests, track, schedule and monitor all inspections. k. Coordination of specialty inspectors, Contractors inspection requests, track, schedule and monitor all inspections. I. Coordinate soils compaction testing, Contractor's compaction test requests, track, schedule and monitor soils compaction results. Monitor soils testing provided to Contractor and notify Contractor in writing of requests for any retesting which will be the Contractor's financial responsibility. m. Administer and track all "Requests for Field Clarification ", "Change in Conditions" and "Change Orders ", including receiving "Contractor's requests for Clarification ", "Contractor's Notification of Change in Conditions" and "Contractor's requests for Change Orders ". Provide appropriate response and /or recommendations to and from City. Consult with design engineer on all technical matters and arrange for and participate in negotiations between City and the Contractor. n. Monitor permits under which City has responsibility, monitor the expiration dates and make application for extensions when appropriate. Monitor the Contractor's general compliance and advise the Contractor when non - compliance is observed. 0 0 Professional Services Agreement Construction Management Services Wellhead Facilities at Dolphin Avenue & Tamura School Well Sites Groundwater Development Project o. Update and analyze the master construction schedule each week, update the master construction schedule with the previous week's progress and the Contractor's anticipated projected work. Analyze actual verses anticipated progress, milestone dates and final completion. Make recommendations as necessary and advise City of changes. p. Process monthly pay estimates, including review of the Contractor's work progress with City representative on the Contractor's pay requests; review for accuracy and compare with actual work completed; make appropriate recommendations to the City on payment issues and provide a summary report of work performed during each pay period. q. Provide document control including processing and filing all project correspondence and documents, drawings, etc., in accord with the Procedures Manual. Monitor Contractor's safety program by observing the implementation of the Contractor's safety program and report any deviations from the program. (This action will not relieve Contractor of sole responsibility for job site safety.) Consultant shall not assume, and the City shall not require, that Consultant bears any responsibility or liability for safety of anyone other than their own employees. Consultant will not be required to work in or inspect any of the Contractor's work in unsafe working conditions. Only City will have the authority to issue "Stop Work Orders" to Contractors. Observe general site conditions and notify Contractor when excess materials, etc., must be disposed of and when general site clean up is required at the Wellhead Facilities. (5.) Disinfection and Testing a. Establish and implement a continuous program to monitor disinfection and testing activities, including the following: (i.) Review Contractor's proposed disinfection and testing procedure for all pipelines; analyze procedures with City staff and design engineer; assist Contractor with any approved modifications to the procedures, meeting all requirements of the Standard Special Provisions. (ii.) Observe and document sweeping, cleaning and swabbing of the pipeline interiors and other appurtenances. (iii.) Observe and document pressure testing of the pipelines and appurtenances with City personnel in accord with the specifications and approved testing sequence. 0 0 Professional Services Agreement Construction Management Services Wellhead Facilities at Dolphin Avenue & Tamura School Well Sites Groundwater Development Project (iv.) Observe and document disinfection of the pipelines and well casings in accord with the specifications. (6.) Project Close Out a. Coordinate with City staff, the administration agency, design engineer and Contractor to prepare project close -out, as follows: (i.) Determine that all testing has been successfully completed and all construction is complete and satisfactory. (ii.) Prepare preliminary punch list of deficiencies. (iii.) Observe Contractor's successful completion of all work required by preliminary punch list. (iv.) Prepare final punch list of deficiencies. (v.) Observe Contractor's successful completion of all work required by final punch list. Repeat Steps 1 through 5 until all items are complete. (vi.) Consultant shall maintain a record of all changes made during construction, and periodically (at least monthly) review Contractor's records to assure Contractor keeps a record of changes in accord with the specifications. (vii.) Obtain Contractor's records of changes during construction (as- builts). (viii.) Coordinate the production of record drawings with design consultants. Review completed record drawings and make recommendations to City on acceptance. (ix.) Oversee preparation and delivery of O & M Manuals. Receive required information from Contractor and forward to design consultants. Review completed O & M Manuals and make recommendations to "CITY" on acceptance. (x.) Witness and document delivery of all spare parts and similar items from the Contractor to City as required by the Contract Documents. (xi.) Obtain from the Contractor any written documents required by the Contract for project close -out. (xii.) Prepare recommendations to City for preparation of the "Notices of Completion ". (xiii.)Deliver all project records to the City in accord with the Procedures Manual at the end of the project. 6 0 0 Professional Services Agreement Construction Management Services Wellhead Facilities at Dolphin Avenue & Tamura School Well Sites Groundwater Development Project (xiv.) Remove all equipment and items belonging to Consultant from the field office. (7.) Additional Responsibilities a. Consultant shall assign responsible representatives (Project Manager and On -Site Resident Engineer) and alternates. Representatives shall be responsible for duties from contract negotiations through project completion. b. If primary representatives should be unable to continue with the Wellhead Facilities, then the alternate shall become the primary representative. c. Any changes in responsible representation must be approved in advance by the City. (i.) The City will have the right to reject any proposed changes in personnel, and may consider such changes a breach of contract and cause for termination. 3. DUTIES OF THE CITY In order to assist Consultant in the execution of their responsibilities under this Agreement, the City agrees to provide the following: A. Plans, drawings, specifications and cost estimates as may be available or in existence, which may be germane to the proper execution and completion of the Wellhead Facilities. B. Survey information, as may be available and applicable to Wellhead Facilities. C. Design criteria, hydraulic data and other technical information, as may be available and appurtenant to Wellhead Facilities. D. Provide network tie -in for Consultant's office trailer computer. E. Licensed software and applicable manuals for use by Consultant. Blueprinting, large orders of photocopying and other services through City's reproduction company, Banana Blueprint. Consultant must obtain City's approval prior to any reproduction. 4. TIME OF COMPLETION A. Consultant shall commence work immediately upon receipt of written notice to proceed. All work will be completed in a diligent and efficient manner to the execution of its completion. 0 0 Professional Services Agreement Construction Management Services Wellhead Facilities at Dolphin Avenue & Tamura School Well Sites Groundwater Development Project B. The term of this Agreement shall expire thirty (30) calendar days after the date the Wellhead Facilities are 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 Wellhead Facilities. 5. OWNERSHIP OF DOCUMENTS A. Original reports 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. Use of complete or incomplete deliverables or documents for purposes other than the Wellhead Facilities shall be at the sole risk of City. City shall indemnify Consultant for any damages incurred as a result of such use. No report, drawing, map, document or other data given to, 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. B. 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. C. Consultant has permission to show prospective clients reports and data which have been accepted by City as prepared under this Agreement. 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 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 its substantial failure to perform in accord with the terms of this Agreement, if the City has not corrected its 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 ", based on the fee schedule contained herein. • 7. ASSIGNMENT Professional Services Agreement Construction Management Services Wellhead Facilities at Dolphin Avenue & Tamura School Well Sites Groundwater Development Project A. None of the services included in this Agreement shall be assigned, transferred, contracted or subcontracted without prior written approval of the City. Consultant shall not sublet, transfer or assign any work except as otherwise provided for herein or as authorized in advance by the 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 the City. 8. 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 one hundred sixty -four thousand and two hundred dollars ($164,200), except as otherwise provided for herein below. B. PAYMENT AND FEE SCHEDULE personnel hourly rates Managing Engineer .............................. ............................... $115.00 PrincipalEngineer ................................ ............................... 110.00 Senior Engineer II ................................ ............................... 98.00 Senior Engineer I ................................. ............................... 93.00 Senior Engineer ................................... ............................... 83.00 Associate Engineer II ........................... ............................... 79.00 Associate Engineer I ............................ ............................... 73.00 Senior Assistant Engineer ................... ............................... 70.00 Assistant Engineer II ............................ ............................... 62.00 Assistant Engineer I ............................. ............................... 58.00 Construction Representative ............... ............................... 62.00 CADSpecialist ..................................... ............................... 62.00 Senior Designer ................................... ............................... 60.00 Designer.............................................. ............................... 58.00 CAD /Drafter II ...................................... ............................... 46.00 CAD /Drafter I ....................................... ............................... 38.00 Intern /Aide ........................................... ............................... 32.00 9 0 0 Professional Services Agreement Construction Management Services Wellhead Facilities at Dolphin Avenue & Tamura School Well Sites Groundwater Development Project 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 determined 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 fixed, not -to- exceed fee, the 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 the City, and other reasonable expenses where such costs have been advanced by Consultant and approved in advance by the City. (1.) Consultant shall provide written records (originals) of all expenses incurred, and shall report all hours expended in the performance of 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. 9. 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 "City's" cost, and to allow inspection of all work, data, documents, proceedings and activities related to this Agreement. 10. 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 City'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 or non - renewed, except after thirty (30) days' written notice has been received by City ". Coverage may not be reduced or otherwise materially altered without the same advance notice to City of such alteration. 10 0 0 Professional Services Agreement Construction Management Services Wellhead Facilities at Dolphin Avenue & Tamura School Well Sites Groundwater Development Project B. Consultant shall maintain in force at all times during the performance of this Agreement all policies of insurance required by this Agreement; and said policies of insurance shall be secured from an insurance company assigned Policyholders' Rating of "A" (or higher) and Financial Size Category "VIII" (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 "A ", "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 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). 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. 11 0 0 Professional Services Agreement Construction Management Services Wellhead Facilities at Dolphin Avenue & Tamura School Well Sites Groundwater Development Project 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. 11. 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. 12. 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 costs of litigation. i k � P► � i � N :7_� � � � Z K � 7 ►1 � : 1_L � 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 to this Agreement will be effective only by written execution signed by both City and Consultant. 14. 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 herein. 12 i • Professional Services Agreement Construction Management Services Wellhead Facilities at Dolphin Avenue & Tamura School Well Sites Groundwater Development Project IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the first date above written: IU = :,* i]T I A IN-116"I 116301 : 1 AN City of Newport Beach, a municipal corporation Zip" Robin Claus �an!Debay, Mayor Assistant City Attorney / Cij Daniel Boyle Engineering, Inc. a California Corporation ?U)U L Vonne Harkless omas BA Took Jr , P. ., Vice Presi ent City Clerk Consultant Address and Telephone: City of Newport Beach 3300 Newport Boulevard, P.O. Box 1768 Newport Beach, California 92658 -8915 (714) 644 -3011 (714) 646 -5204 (FAX) 13 Daniel Boyle Engineering, Inc. 23231 South Pointe Drive, Suite 103 Laguna Hills, California 92653 (714) 768 -2600 (714) 586 -5188 (FAX) • BY THE MYCOUNpL FN B February 12, 199E FEB ' CITY COUNCIL AGENDA ITEM NO. 12 TO: MAYOR&MEMBERS -E)F THE CITY COUNCIL FROM: PUBLIC WORKS DEPARTMENT SUBJECT: PROFESSIONAL SERVICES AGREEMENT FOR PREPARATION OF PLANS & SPECIFICATIONS BY DANIEL BOYLE ENGINEERING, INC. FOR DOLPHIN AVENUE AND TAMURA SCHOOL WELL SITES IMPROVEMENTS (C- 3004 -V) AS PART OF THE GROUNDWATER DEVELOPMENT PROJECT RECOMMENDATION: Authorize the Mayor Services Agreement Engineering, Inc. t construction of site Dolphin Avenue and exceed $195,967. BACKGROUND: and City Clerk to execute a Professional in behalf of the City, with Daniel Boyle i prepare Plans and Specifications for improvements and well equipment at the Tamura School Well Site for a fee not to The Groundwater Development Project is comprised of a series of capital projects that will provide for extraction and delivery of groundwater from water wells in Fountain Valley through pipelines between the well sites and Newport Beach. To convey the groundwater from the lower aquifers, a pump and pump housing must be constructed at the two (2) well site locations in Fountain Valley. The Groundwater Development Project requires that after the four (4) wells have been drilled and tested, that pumps, pump houses and equipment be installed to transfer the groundwater through transmission pipelines to the 16th Street Reservoir and Pump Station. The services for this portion of the overall project will provide construction drawings and specifications for the pumps and well facilities at the Dolphin Avenue and Tamura School well sites. Refer to vicinity map, Exhibit "A ". City staff solicited "statements of qualifications" from a number of professional design firms. Based on these "statements of qualifications" proposals were solicited from three (3) of the most qualified firms. This was done by written "requests for proposals" or RFP's. The three (3) firms that were invited to propose were selected based on their previously submitted statements of qualifications and past experience with similar type projects within Orange County. All three (3) firms submitted responses to the request for proposals. The firms were: AKM Consulting Engineers, ASL Consulting Engineers and Daniel Boyle Engineering Inc. . . Page 2 Groundwater Development Project Dolphin-Avenue & Tamura School Well Sites February 12, 1996 The written proposals were reviewed by the Public Works Selection Committee. The committee was comprised of the (Acting) Utilities Manager, a principal from an independent private civil engineering firm (a firm not proposing on this project) who is a registered professional engineer, an engineering staff member who is also a registered professional engineer from the same engineering firm and two (2) Utilities staff members. 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 to complete the pipeline design. The numerical ranking of the selection committee and criteria is attached as Exhibit "B ". 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 "C ". The key areas of review were: 1. Related Project Experience 2. Project Staff Assigned 3. Grasp of Project Requirements 4. Approach to Project Management 5. Proposed Project Schedule 6. Proposed Labor Costs 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. A key factor was their very satisfactory performance on the design of the 3.0 Million Gallon 16th Street Reservoir and past experiences with similar well projects within the Orange County Groundwater Basin. The firm of Daniel Boyle Engineering, Inc. has a team of well qualified, technical professionals and designers who have extensive experience with similar water well, pipeline and utility construction projects in Southern California. As a result, the selection committee and staff believe that the consultant's team will be able to provide a high quality, cost - effective, timely, professional design product and coordinate efficiently with the City, other agencies and other consultants working on the interrelated phases of the Groundwater Development Project. THE CONSULTANT'S SERVICES: The proposed Professional Services Agreement with Daniel Boyle Engineering, Inc. provides for: preparation of a preliminary design report; coordination with other agencies; preparation of specifications; preparation of construction plans; written special provisions for project construction; and compilation of documents suitable for bidding and awarding a contract for construction. The negotiated not -to- exceed fee for the work proposed is $195,967, with charges to be based on the wage rates in their proposal. . Page 3 Andwater Development Project Dolphin Avenue & Tamura School Well Sites February 12, 1996 STAFF RECOMMENDATION & FUNDING: 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 fall 1996. This phase of the Groundwater Development Project must be carefully coordinated with the other pipeline design components and the well drilling contract. Construction of the pump houses with necessary appurtenances at the two (2) well sites is proposed to begin by the end of 1996 after the completion of the four (4) wells. This will integrate properly with the construction of the other pipeline construction segments within the City of Fountain Valley and allow testing of the 16th Street Reservoir and Pump Station as it nears completion. The Professional Services Agreement requires completion of the design plans and specifications by October, 1996. Funds are available for this design contract in the Water Fund under Capital Projects Account No. 7504- C5500094. Staff recommends approval. Respectfully submitted, PUBLIC WORKS DEPARTMENT Don Webb, Director By: M��L '.�, - M' hael J. Sinacori, P.E. (Acting) Utilities Manager MJS:tam Attachments: "A ": Project Vicinity Map "B ": Proposal Evaluation Matrix "C ": Proposal Matrix Criteria CITY OF BEACH TAMURA N PORT PR OSED SCHOOL WELL EXIST. OCWO SEAWATER MAIN WITHIN TALBERT CHANNEL 0 PROPOSED 24" WATER TRANSMISSION MAIN Reach Nos. 3A & 38 SCALE: "' = 2000• CITY OF NEWPORT BEACH PROPOSED DOLPHIN STREET WELL SITE EXISTING 36" WATER TRANSMISSION MAIN WITHIN TALBERT CHANNEL FOUNTAIN VALLEY CHANNEL CITY OF NEWPORT BEACH GROUNDWATER DEVELOPMENT PROJECT 0 DOLPHIN AVENUE AND TAMURA SCHOOL WELL SITES DESIGN PROJECT Evaluation Criteria Selection Matrix Discussion Summary: Proposals were received from three (3) firms that were requested to submit proposals for the subject project. These firms were selected based on previously submitted "Statements of Qualifications ", past experience working on similar projects and recent experience working with the City. The three (3) firms which submitted proposals are listed below: AKM Consulting Engineers (AKM) 2. ASL Consulting Engineers (ASL) 3. Daniel Boyle Engineering, Inc. (DBE) The proposals were reviewed by the Public Works Selection Committee and were ranked based on the content of their proposals with respect to the following categories; related project experience, project staff assigned, grasp of project requirements, approach to project management, proposed project schedule and their proposed labor breakdown. Based on a complete analysis of the written proposals, the Committee deemed all three (3) proposing firms, AKM, ASL and DBE, were capable of performing the work required by this project. In addition, each firm has past experience working with the City on the overall Groundwater Development Project. After careful review, the Public Works Selection Committee, recommends that DBE be awarded the project. This recommendation is based on the quality of DBE's proposal with respect to the proposed scope of work, DBE's basis of the approach to the design, their overall project staff assignment, their recent project experience with similar well design projects within the Orange County Groundwater Basin and their understanding of the importance of this project to the City. In addition, DBE has past experience working with City staff and were the engineer of record for the 3.0 million gallon reservoir as part of the City's Groundwater Development Project. A ranking matrix is attached. The following paragraphs describe the rationale behind each ranking in each category. • Page 2 Dolphin Avenue and Tamura School Well Sites Design Project Consultant Matrix Criteria Related Project Experience The proposing firms were ranked on recent project experience relative to engineering services for similar well projects within Orange County. Local experience with similar projects was a large element in determining the ability of the consultant to complete the assigned tasks. More weight was given to firms who had Orange County experience and with greater emphasis on Orange County Groundwater Basin experience. Familiarity with standard construction procedures, local conditions and communication with other agencies was highly important. All three (3) firms provided information in the proposal on past projects with similar experience with well site design and were determined based on previous experience to be capable of performing the work. Project Staff Assigned The project staff and their respective qualifications 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 effectively oversee such an engineering project with the delicate intricacy of managing and coordinating this work effort with the City of Fountain Valley, the Fountain Valley School District, the First Baptist Church and the Vista Valley High School. In addition, the project team must work as one unit with City Staff towards completion of the Project. Given the complex nature of this project, the experience and capability of the project team affects other key areas, such as the ability of the consultant to meet the required tasks and to provide efficient project coordination with the City. AKM, ASL and DBE had experienced key staff assigned to the project that have worked with the City on previous projects. However, DBE had the strongest project team proposed primarily because their previous work effort with well design projects in Orange County. Grasp of the Project Requirements It is imperative for this project, since it is the critical link for the entire Groundwater Development Project, that the full scope and extent of the work requested by the City be clearly identified and understood by the consultants in their written proposals. During the proposal process, all three (3) firms sought additional information from the City. They brought members of their proposed project team to meet with members of the Utilities Division staff and /or the Selection Committee. In addition, during these meetings, the City interviewed each firm with respect to past experiences with similar projects, each firm's current workload and an overall commitment to the Project. • 0 Page 3' Dolphin Avenue and Tamura School Well Sites Design Project Consultant Matrix Criteria From the written proposals, each firm demonstrated a reasonable understanding of the project requirements and the different components necessary for design and construction, including integrating the telemetry system with the 16th Street Reservoir site, coordination of the electrical service with South California Edison, coordination with the City of Fountain Valley and the Fountain Valley School District for permits and the overall Groundwater Development Project design and construction schedule. The scope of work will be a major part of this project. This factor is important to the consultant's ability to effectively manage and organize the required tasks prior to construction, during construction and final project close out. Two (2) firms (AKM and DBE) demonstrated a good understanding of the control of time with respect to completion of the project, but ASL's proposal firmly incorporated the City's desire to complete this project with a time frame that will allow the City to bring groundwater to the 16th Street Reservoir by the end of the summer in 1996. Approach to Project Management The importance associated with the coordination and management that is required for the various aspects of this project are vital for the project's success. It is mandatory that the successful firm provide a knowledgeable and competent project manager. All three (3) firms have proven project managers with direct applicable and successful project management experience with design efforts on similar projects. DBE's project manager has had recent success in managing the design and construction of well facilities within a residential community. Proposed Project Schedule The project schedule is a critical component for this project. In the City's request for proposal (RFP), a suggested design schedule was included based on the availability of the test pumping data from the well drilling operation. During the proposal meeting with each firm, it was discussed that each firm should look at the suggested schedule and make any recommendations for compressing the design schedule, so that the City will be allowed to pump groundwater to the 16th Street Reservoir site at an earlier date then suggested in the RFP. Each firm provided a recommendation for accelerating the design schedule based on using optimum flows from the well site. DBE suggested a schedule that, working in conjunction with the City's hydogeologist, the wells could be equipped with pumps and water could be flowing to the reservoir by the end of the winter, 1996, • Page 4 Dolphin Avenue and Tamura School Well Sites Design Project Consultant Matrix Criteria Proposed Labor Breakdown An analysis of the total hours allotted for each project task was performed. This was done to get an idea of the completeness and level of effort each consultant proposed to place on the various project task components. The review looked at both the number of hours, assigned personnel and hourly rates for various team members. The indicator in the evaluation matrix looked at the average weighted hourly labor cost. This indicator is based on actual hours from the consultant and does not take into account any of the subconsultants costs proposed by each of the firms. In this analysis DBE provided the most thorough engineering services value based on number of hours versus the overall design fee. Groundwater Development Project Professional Engineering Services Dolphin Avenue Tamura School Well Site Project Rankings: 1 - Fair 2 - Average 3 - Good 4 - Very Good 5- Excellent AKM Consulting ASL Consulting Daniel Boyle Weights Engineers Engineers Engineering, Inc. PROPOSAL CONTENr Related Project Experience 4.00 4.00 4.00 25.00% Project Staff Assigned 3.75 3.75 3.75 25.00% Grasp of the PrcJect Requirements 4.00 4.50 4.25 10.00% Approach to Project Management 3.75 4.00 4.50 20.00% Proposed Project Schedule 3.25 4.00 3.75 10.00% Proposed labor Breakdown 3.75 3.75 4.00 10.00% Total Weighted Score 3.79 3.96 4.04 Rankings: 1 - Fair 2 - Average 3 - Good 4 - Very Good 5- Excellent