HomeMy WebLinkAbout12 PROJECT 600129 08-05-96AGENDA -
DATE:
AUGUST 5, 1996
lnter-Com
NO. 12
8-5-96
TO'
FROM'
SUBJECT:
WILLIAM A. HUSTON, CITY MANAGER
PUBLIC WORKS DEPARTMENT/WATER SERVICE DMSION
PROFESSIONAL SERVICES AGENT FOR DESIGN OF REPLACEMEaNT
SIMON RANCH BOOSTER STATION (PROJECT NO. 600129)
RECOMMENDATION
That the City Council authorize the Mayor and City Clerk to execute the attached agreement with
KM Consulting Engineers for engineering services in the amount of $112,036.00 for the design
of the replacement Simon Ranch Booster Station.
FISCAL IMPACT
The requested recommendation involves funding of $112,036.00 from the Water Capital
Improvement Program. The proposed contract does not obligate the City to authorize construction
of the proposed facilities.
BACKGROUND
In October of 1990, Daniel Boyle Engineering, Inc., completed a Water System Storage Evaluation
Study. The Study determined that there were deficiencies in the system in both quantity of storage
and structural condition of existing reservoirs. It was determined that approximately $40 million
worth of improvements to the storage and distribution system were necessary.
The Simon Booster Station is subject to flooding and power outages during rain storms.
Additionally, as it is currently constructed, there are substantial safety shortcomings and it does not
meet OSHA standards. Therefore, it has been determined that the facility must be upgraded.
In 1992 the City Council reviewed and approved a water rate study and financial plan prepared by
Bartle Wells Associates. The study proposed a funding plan to support a twelve year development
program to construct the recommended water system improvements. The financial plan proposed a
series of bond issues designed to support approximately two years of development costs.
Professional Services Agreement for Design of Replacement of Simon Ranch Booster Station
August 5, 1996
Page 2
Subsequently, the first series of bonds were issued in April 1993 to retire the outstanding 1983
water bonds and provide $6.9 million for water system improvements. Currently, $4.5 million has
been expended to complete the Rawlings Reservoir Retaining Wall Replacement, Newport Avenue
Transmission Main Replacement, the Vandenberg Well construction and various distribution
pipeline replacements.
DIscussION
Written proposals were received from five firms to perform the design engineering services. They
were as follows:
AKM Consulting Engineers
Steven .Andrews Engineering
Daniel Boyle Engineering,. Inc.
HYA Consulting Engineers
IWA Engineers
A selection commiRee consisting of City staff and the Program Manager reviewed the proposals
with the intent of selecting one firm for each of the two booster stations and determined that, based
on professional qualifications and experience with related work, AKM Consulting Engineers is the
most qualified firm to perform the requested work. AKM Consulting Engineers has more
experience in the design of pumping facilities and with the City of Tustin than the other firms.
Once it was determined that AKM Consulting Engineers was the preferred firm, the final scope of
work and fee were negotiated.
The consultant contract has also been structured with a pay for performance feature. The consultant
will be paid only upon completion of certain milestones which have been included in the proposal
and made a part of the agreement.
Tim D. Serlet
Director of Public Works/City Engineer
TDS:GRV:COUNCIL/Sinmn Ran~ ~
Gary R. Veeh
Water Services Manager
PROFESSIONAL SERVICES AGREEMENT
THIS AGRI::.FMENT, made and entered into this 5~ day of August, 1996, by and between the CITY
OF TUSTIN, a municipal corporation (hereinafter referred to as "City") and AKM Consulting Engineers.
(hereinafter referred to as "Consultant"),
WITNESSETI~
·
WHEREAS, City desires to employ Consultant to furnish the necessary services' for 'providing
engineering services for the design of the Simon Ranch Booster Station hereinagtex referred to as "Project";
and WHEREAS, Consultant is qualified to provide the necessary services in connection with said Project and
has agreed to provide the neces~ services; and WHEREAS, 'Consultant has submitted to City a revised
proposal dated luly 8, 1996, a copy of the proposal is attached hereto, marked as Exhibit "A" and is by this
reference incorporated herein as though set forth in full herein (the "Proposal").
NOW, THEREFORE, City agrees to employ and does hereby employ Consultant to provide the
professional services for the Project, and City and Consultant~ for the consideration hereinafter set forth, agree
..
as follows:
Section 1: Scope of Consultant's Services. Consultant agrees to furnish to City consulting services
for the Project.. These services shall include all the services solicited in the City's Request for Proposal May 7,
1996, a copy of which is attached hereto, marked Exhibit.-"B", and all the services included within the
Consultant's proposal, (Exhibit "A~).
Section 2: Time for Completion. It is hereby understood and mutually agreed that the time for
completion of the work to be performed by Consultant is an essential condition of this agreement, Consultant
agrees that it shall prosecute regularly and diligently the work of this agreement according to reasonable
schedules established by the City for the various items described and as outlined within Consultant's proposal.
·
Consultant shall not be accountable for delays in the progress of its work caused by any condition beyond its
control and without the fault or negligence of Consultant. Any delays shall not entitle Consultant to any
additional compensation, regardless, of the party responsible for the delay.
Section 3: Compensation. The compensation to be paid under this agreement shall be as set forth in the
Consultant's proposal with a not to exceed total cost orS112,036.00. Progress payments for work completed
will be paid as each major Task delineated in the Consultant's proposal is completed, within thirty (30) days
of the date of Consultant's invoice. These payments will be. based upon submittal of detailed invoices and
based upon the actual work performed for each individual task not exceeding that provided in the consultant's
proposal.
Section 4: Job site Conditions. The City agrees that in accordance with generally accepted
construction practices, the construction contractor Will be required to assume sole and complete responsibility
for job site conditions during the c, ourse of construction of this .project, including safety of all persons and
property and that this requirement shall be made to apply continuously and not be limited to normal working
hours.
Section 5: Miscellaneous ProvisiOns.
/L City and Consultant agree to the following conditions:
(1) City, by notifying Consultant in writing, shall have the right to terminate any or all of the
services covered by this agreement at any time, In the event of such termination, Consultant shall be paid for
services rendered to the effective date of the termination,
(2) Consultant agrees that it shall proceed immediately and diligently to perform the services
provided for in this Agreement upon receipt of notice from City to proceed therewith.
(3) The terms and provisions of this agreement shall extend to and be binding upon and inure
to the benefit of heirs, executors, administrators, successors and assigns of the respective parties hereto.
· (4) Consultant shall pea-form the services hereunder as an independent contractor and under no
circumstances or conditions shall Consultant or any of its agents, servants and employees, be considered as an
employee or agent of the City. Consultant shall perform all services required under this agreement using that
degree of care and· skill ordinarily exercised· under similar conditions in similar localities,~ and shall be
responsible for all errors and omissions for services performed by Consultant under the terms of this
Agreement. Consultant agrees to indemnify, defend and hold City, its agents, employees, successors and
assigns harmless from any loss, damage, injury, sickness, death, or other claim made by other persons and
from all costs, expenses and charges, including attorney's fees, arising from Consultant's negligent
performance of this agreement. In addition, Consultant shall maintain in full force and effect during the term
of this agreement policies of comprehensive general liability, personal injury and liability insurance with limits
of at least $1,000,000 combined single limit coverage per occurrence, and professional liability insurance
coverage with limits of at least $I,000,000 combined single limit coverage per claim or per occurrence for
Which certificates of insurance or endorsements in form satisfactory to the City have heretofore been delivered
to City. If Consultant provides claims made professional liability insurance, Consultant shall also agree in
writing either (1) to purchase tail insurance in the amount required by this agreement to cover claims made
within five (5) years of the completion of Consultant's service under this agreement, or (2) to maintain
professional liability insurance coverage with the same ea.rrier in the amount required by this agreement for at
least five (5) years at, er completion of Consultant's services under this agreement. The Consultant shall also
be required to provide evidence to the City of the purchase of the required tail insurance or continuation of
the professional liability policy by executing the attached letter agreement on Consultant's letterhead.
(6) ~ Consultant shall carry and pay for such compensation insurance as is necessary to fully
protect Consultant and its employees under California Worker's Compensation Insurance and Safety Laws,' to
relieve City from all responsibility under said laws in connection with the performance of this agreement, and
upon execution of this agreement, to file with City a certificate of Said protection.
(7) Consultant certifies that there shall be no discrimination against any employee who is
employed in the work covered by tNs agreement, or against any application for such employment, because of
race, religion, color, sex or national origin including, but not limited to, the following:
a. Employment, upgrading, demotion or transfer, recruitment, or recruitment
,
advertising, lay-Off or termination, rate of pay or other forms of compensation, and
selection for training, including apprenticeship
(8) Consultant shall provide City monthly with a detailed itemization of all work performed,
and the fees accrued thereon, in complete and sufficient detail to fully apprise City thereof.
(9) Upon termination of this Agreement or completion of the Project, all documents relating
to the Project shall become the sole property of City. Should City terminate this Agreement pursuant to
subparagraph (1) of this Section, .Consultant shall, within ten (10) business days of receipt of notice of
termination, provide City with all documents within Consultant's possession relating to this Agreement and the
Project, including but not limited to all completed documents and all drafts of uncompleted documents.
IN WITNESS WHEREOF, this Agreement was 'executed by the parties' on the day and year first
above written.
CITY OF TUSTIN, a municipal corporation
By¸'
Tracy Wills Wofley, Mayor
AKM Consult'rog Engineers
// ' I' eE. Moreno, P.~.
~/ Principal
ATTEST:
Pamela Stoker, City Clerk
APPROVED AS TO FORM:
Lois Jeffi'q, City Attorney d
/-
CONSULTING
ENGINEERS
EXHIBIT "A"
AKM Consulting Engineers~
101 Pa,..~,,co. Su?.c I,50
Irvine, California 92-," 18
(-714)753-7333, Fax: (714)7,.E, 3-7320
July 8, 1996
City of Tustin
Public Works/Water Service Division
235 E. Main Street
Tustin, California 92680
Attention:
SUbject:
Mr. Gary Veeh
Water Services Manager
, ,
Revised Manhour and Fee Estimates and Scope of Work to Provide
Engineering Services for the Design of a Replacement for the Simon Ranch
Booster Pumping Station.
Dear Mr. Veeh'
AKM Consulting Engineers, in response to items discussed at our JulY 2, 1996 meeting, are
pleased to submit our manhour and fee estimates to provide professional services for the
subject project.
This estimate reflects the level of effort anticipated to implement the work plan contained in ~
AKM's revised technical proposal.
We appreciate the opportunity to submit our proposal and look forward to being of service
to the City of Tustin on this most important project.
Should you have any questions regarding the contents of our submittal or require additional
information, please do not hesitate to contact the undersigned.
Very truly yours,
AKM Consulting Engineers
E. Moreno, P.E.
Principal
EXHIBIT "A"
C:\WP60\WPFILESkPRO ~\TUSSIM ON .REV
MANHOUR AND FEE ESTIMATE
CITY OF TUSTIN
SIMON RANCH BOOSTER PUMP STATION
July 8, 1996
Page I of 1
1. Research and Investigation ..........
a. Meetings ~ 10-~ 1--'--~ ~ 1-'---~ 6 ~ $3,702
b. Review Existing Documents 1 1 1 2
........ $461
c. Utility Information, Service Sizes
d. Site Survey .... $156
1 I $4,000 $4,17'-'~-
e. Geotechnical Investigation
1 I $9,000 $9,170
2. Preliminary Facility Layout and Concept Plan
a. Preliminary Design Concept Plan 2 8 6 8 10 $2,792
b. Monitoring EquipmentJSCADA Compatibility 1 1 2~ $397
c. OSHA Guidelines/Institutional Safety Requirements 2 $184
d. Flow Meters ' 1 1 1 $305
e. Evaluate Flow & Pressure Reqmts for Pump Station I 1 I 1 $383
f. Pump Flows & TDH for Booster Pumps 1 1 1 I $383
g. Size Electrical Load, Coordinate with SCG 1 I 1 I $383
h. Phasing 1 1 2 $348
i. Prepare Project Design Memorandum 6 8 8 6 $2,682
Subtotal Phase I 24 33 38 31 10 $13,000 $25,516
1. Final Design and Construction Plans 40 80 80 120 320 20 ,?>48,920
2. Technical Specifications 12 12 16 20 $4,828
3. Engineers Estimate 4 4; 8 16 $2,836
4. Project Design Notebook 4 4 8 20 $3,.148
5. CEQA Review 4 4 $768
Subtotal Phase II 60 104 116 1561 320 40,
1. Preconstruction Phase
a. Respond to Bidder Questions 2 2 2 $5~4
b. Attend Pre-Bid & Pre-Construction Meetings 4 4 4 $1,220
c. Revise Documents/Prepare Addenda 2 4 8 8 8 8 S2,778
2.. Shop Drawing Review 8 12 40 40 8 S9,224
3. Construction. Engineering Support 2 8 '12 8 20 8 S4,254
Subtotal Phase III 18 30 64 ' 56 30 24 S18,020
Total Hours 102: 167 218 243 360 64 $13,000 $104,036
Unit Cost $113 $100 $92 $78 $59 $40
TOTAL LABORCOST $11,526 $1:6,700 $20,056: $18,954 $21,240 iii:: $2,560 $13,000: $104,036
EXPENSES :: : ' : $8 000
PM Project Manager SE Senior Engineer LE Lead Engineer AE Associate Engineer
CAD CAD Operator OS Office Support SUBC Subconsultants
AKM CONSULTI2qG ENGINEERS
Schedule of Hourly Rates
August, 1995
Labor Classification
Hourly Rate
1. Principal 129.00
2. Senior Associate 113.00
3. Principal Engineer
113.00
4. Associate 105.00
5. Senior Engineer 100.00
6. Project Engineer 92.00
7. Associate Engineer
8. Assistant Engineer
9. Senior Designer/Senior CADD Technician
10. Designer/CADD Technician
11. Senior Draftsman
78.00
66.00
66.00
59.00
55.00
12. Draftsman 49.00
13. Engineering Aide
14. Data or Word Processing
40.00
49.00
15. Office Support 40.00
Out of pocket expenses (blueprinting, reproduction and printing, delivery, etc.) will be invoiced at
cost plus 15 %. Subcontracted services will be marked up 15 % in order to cover costs associated
with administration, coordination and management of subcontractors. Mileage will be invoiced at
$0.34/mile. This schedule of rates is in effect until July 31, 1996, at which time it may be adjusted.
C:\WP60\WPFILESkPROPSVFUS$ I MO N. REV
City of Tustin
Water Service Division
REVISED
Simon Ranch Booster Station
SECTION I
PROJECT UNDERSTANDING AND SCOPE OF WORK
1.1
PROJECT UNDERSTANDING
The City of Tustin desires to construct a booster pump station to replace the existing Simon
Ranch Pump Station.
Simon Ranch Booster Pump Station
The Simon Ranch Booster Station pumps water from the City's Zone 1 system into the Lyttle
Reservoir and Pressure Zone 3. Zone 3 has a hydraulic grade elevation of 480 ft, and an
average annual demand of 170 GPM. Peak day demand for Zone 3 is about 350 GPM. The
Lyttle Reservoir has a volume of 0.17 million gallons and provides pumping head for the
Simon Ranch Booster Station. The existing booster station is located below grade in an
existing slope. Access to equipment is limited and the existing structure is deteriorated. The
station includes a 10,000 gallon hydropneumatic tank, which is used when the Lyttle
Reservoir is taken out of service for maintenance. There are no alternate sources of water
supply to the Zone 3 system.
The new Simon Ranch Booster Station will be located west of the existing station. A new
16-foot easement will be obtained for construction of the facility. An existing 25-foot
easement located along the westerly lot line of Lot 104 of Tract 3833 will be quit claimed
as part of the project. Because there are no alternate sources of supply to Zone 3, operation
of the existing pump station must be maintained during construction of the new pump station.
The new pump station must be designed to allow this type of staging. As the site is in
unincorporated Orange County, permits will need to be obtained from the County.
Construction traffic control will also be necessary.
The new Simon Ranch Pump Station will incorporate the following features:
2 - 350 GPM duty pumps
1 - 350 GPM stand-by pump
Dedicated variable frequency drives
Provisions for a portable emergency generator connection
Zone 1 and Zone 3 interconnection through a pressure regulating valve
Each of these items will be housed in a below grade concrete structure. Because the site is
located in a slope, a retaining wall will be required to allow access to the pump station vault.
The booster station will take suction from a 10-inch ACP Zone 1 pipeline and discharge to
an 8-inch ACP Zone 3 pipeline, both located in Simon Ranch Road. The pumps will have
variable speed control to allow efficient station operation during periods when the Lyttle
C:kWP60\WPFILF_~\PROPS\TUSS IM ON .REV
City of Tustin
Water Service Division
REVISED
Simon Ranch Booster Station
Reservoir is down for maintenance. A pressure regulating valve from~Zone 3 to Zone 1 is
provided to reduce excessive system pressure during periods of low flows. Unlike the Zone
2 system, Zone 3 has storage, making an on-site generator unnecessary. However, to
mitigate power outage situations, provisions for connection of a portable generator are to be
provided. The new station will improve Zone 3 pumping capacity to 700 GPM under
normal operation and 1050 GPM under emergency conditions (3 hours of fire flow)
Pumping conditions will be determined using the City of Tustin's Water System Model.
Normal and fire flow conditions will be analyzed at low, average and peak demand periods.
The need for variable frequency drives will be addressed in the Preliminary Design
Memorandum. Under normal situations, there is no . advantage to variable speed pumping.
Inclusion of a VFD on one pump may provide the City with some operating flexibility during
periods of reservoir maintenance. Two VFD's can be provided for redundancy. Providing
VFD's on all pumps does not appear necessary. Of limited value is also the pressure relief
valve connecting Zone 3 to Zone 1. Because there is a reservoir on the system, high pump
pressures at low system demands would not be a concern. The valve could be used for surge
protection, although slow opening and closing check valves could provide the same benefit.
The following drawings are anticipated for the Simon Ranch Booster Pump Station:
.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
Title Sheet
General Notes
Site Plan
Existing Station Demolition Plan
Below Grade Piping Plan/Profiles
Construction Traffic Control Plan
Civil Details
Structural Notes
Floor Plan &'Structural Sections
Retaining Wall. Plan/Profile/Sections
Structural Details
Structural Details
Mechanical Plan/Sections
Mechanical Sections
Mechanical Details
Mechanical Details
Electrical symbols/Abbreviations
Electrical Site Plan
Single Line Diagram/MCC Elevation
Control Diagram & Conduit Schedule
Power Plan/Lighting Plan
Electrical Details
Process and Instrumentation Symbols/Abbreviations
Process and Instrumentation Diagram
C:\WP60\WPFII..ES\PROPS\TUSS IM 0 N. REV
I-2
City of Tustin
Water Service Division
REVISED
Simon Ranch Booster Station
1.2
SCOPE OF WORK
The scope of work for the proj~t is divided into the Preliminary Design Memorandum,
Construction Documents and Construction Services phases. This scope describes the work
of both booster pump stations with specific comments appropriate for each. The scope-of-
work task items are developed for each phase and detailed in the following:
Phase I - Analysis and Review of Existing Facilities Performance and Preliminary Design
Memorandum
This phase will retrieve and review existing information, conduct studies of alternatives and
develop design parameters leading to the selection of the processes, layouts, equipment types
and construction phasing. It will identify, develop and document all the design criteria. It
will also set the stage for the Construction Documents phase. The tasks identified for the
Preliminary Design Memorandum phase are as follows:
1. Research and Investigation
a. Kick-off Meeting
The project will commence with a kick-off meeting with the City staff and the
Program Manager. The purpose of the project and the desired operational
philosophy will be discussed. Project schedule will be reviewed and lines of
communication will be established. Subsequent meeting schedules will be
ascertained.
bo
C.
The City staff will be interviewed to develop insight into the existing operation
and obtain the City's preferences, if any, on valving, piping, processes, controls,
electrical, disinfection and other components. If any standardization is desired,
its application to the project at hand will be evaluated.
Review Existing Documents
Existing facility plans, specifications, .operational data, topographic maps,
geotechnical studies, easements and legal documents will be obtained and
reviewed. Information from the City's SCADA system will also be obtained
for subsequent use in hydraulic studies.
The information Will be completely reviewed and documented as appropriate.
Utility Coordination
As built plans and/or atlas sheets for all the utilities in the vicinity will be
obtained.
C:\WP60\WPFILES~PRO PS\TUSSIM ON .REV
City of Tustin
Water Service Division
REVISED
Simon Ranch Booster Station
ge
de
ee
Meetings will be held with the telephone company and Southern California
Edison (SCE) service planners to obtain service conditions, possibilities and
lead time requirements. A preliminary estimate of the anticipated electrical
loads will be provided to SCE.
Site Surveys,
Complete topographic survey of the sites will be developed. A scaled aerial
photograph will also be obtained to document pre-construction conditions. If
it is determined from the review of the utility information that potholing of
utilities may be necessary, they will be requested from the City, and surveyed
as potholing is done. Sewer and storm drain system elevations will be
collected from manholes.
Geotechnical Investigation
A geotechnical investigation, as detailed in the Appendix, will be conducted
in order to develop design parameters for the pump cans, excavations,
shoring, foundation, subdrainage if necessary for the Simon Ranch site and
retaining walls.
One boring will be drilled to a depth of 15 feet at the proposed Simon Ranch
Pump Station site and 5 to 10 feet deep test pit will be hand excavated at the
top of the slope.
Following the laboratory testing, design recommendations for foundations,
retaining walls, static and dynamic lateral earth pressures, backfill, drainage,
shoring design and corrosive soils will be made.
Preliminary Facility Layout and Concept Plan
This task will involve the preparation of the initial layouts for the two pump stations.
Piping, electric and telephone service as well as telemetry conduits will be planned
so that the phased construction will take place properly.
All necessary safety requirements will be listed on a table and tracked throughout the
project. These will include confined spaces, explosive and hazardous atmosPheres, how
they need to be handled and whether design and specifications have been completed.
Several alternatives will 'be evaluated for the reservoir to provide the maximum
reasonable volume. The locations of access and maintenance hatches, ventilation,
inlet piping, overflow structure, subdrain system, subdrain collection vault,
telemetering and pumping facilities will be developed.
C:\WP~O\WPFILES~RO PS\TUSSLM 0 N .REV
City of Tustin
Water Service Division
REVISED
Simon Ranch Booster Station
A composite site plan will be prepared and updated as the project progresses. This
will provide the necessary paper trail that will lead to the determination of the
recommended design.
The materials and methods that can be used to minimize leakage from the reservoir
will be evaluated. This will primarily involve the design of the structure to eliminate
deflection and cracking. As such, detailing of reinforcing and its strict
implementation during the construction will be of primary importance. If needed, the
structure will be cathodically protected. The concrete mix will be designed to
provide durability within the environment.
A preliminary process and instrumentation diagram (P&ID) for the pump stations will
be prepared. This will show all the instrumentation necessary for the facilities, and
how data is transferred and utilized in deciding the operation of various components.
These will include failure alarms, reservoir levels, intrusion signals and alarms, etc.
The preliminary P&ID will be updated as the project is developed and the updates
will be documented.
It is anticipated that the pump station discharges will be measured and recorded. If
the City desires, recirculation can be measured as well.
The hydraulic analyses will be conducted with information for the SCADA system
and supplemental field measurements.
The booster pump station pump sizes will be developed. The operation of the system
will be tested with the use of the City's distribution system computer model. This
information will be continuously dOCumented and reviewed with the City staff and the
Program Manager at proposed bi-weekly progress review meetings.
Recommendations will be made for system pipe improvements to convey the pump
station flows to the Zone 2 system.
The electrical load requirements will be updated and this information, as well as the
anticipated project schedule, will be provided to SCE.
Permit requirements from the County will be ascertained.
The results of this effort will be documented within Preliminary Design Memoranda.
They will include descriptions of the projects, their scheduling and planning. They
will then discuss each facility outlining the criteria and design parameters. For each
facility, preliminary plans will be provided. This document will essentially guide the
preparation of the construction documents.
As .AKM proposes to hold bi-weekly progress review meetings that will be agendized
and documented with meeting minutes, the preparation of the Preliminary Design
Memoranda will be fairly straightforward. These meetings will also expedite the
review and approval of the documents by the City and the Program Manager.
C:[WP~O\WPFILES~PRO P$\TUS$ IM ON.R EV
City of Tustin
Water Service Division
REVISED
Simon Ranch Booster Station
Phase II - Construction Documents
1. Final Design and Construction Plans
This phase will develop detailed construction plans, specifications, estimates and bid
documents for the booster pump stations.
The plans will be developed to 50, 90, 100 percent and final stages., each followed
by City and Program Manager review· The plans will be prepared in accordance
with the requirements of the City of Tustin and the "Standard Specifications for
Public Works Construction (SSPWC), Latest Edition" as well as the national and
local codes. They will be prepared on 24" x 36" standard City of Tustin mylars in
· DWG or .DXF format·
A,
50% Submittal: AKM shall submit preliminary title sheet, second sheet
(including vicinity map, location map, general notes and construction notes),
preliminary, civil, mechanical, electrical, piping & instrumentation diagrams
(P & ID's) and details sheets and a preliminary cost estimate for the project.
B,
90% Submittal: AKM shall submit complete plans, a refined cost estimate'
and preliminary special provisions, as well as addressing the 50% design
review comments.
C·
100% Submittal: AKM shall submit the final plans reflecting 90% design review
corrections; a complete and detailed cost estimate on the contractor's bid proposal
form (with cost estimate backup detail); complete (and bound) special provisions,
contract documents and any appendices necessary for final approval.
2. Technical Specifications
Special provisions describing the project related issues and the technical specifications
will be prepared utilizing the Standard Specifications for Public Works Construction
(Green Book)· Project specific special provisions will be prepared to describe special
design and coordination features of the project as well as to provide requirements for
equipment and installation not adequately covered or omitted from the Green Book.
A bid schedule will also be prepared which will be broken out into sufficiently
detailed tasks to assist in evaluating the bids and preparing progress payments. City
furnished contract and insurance documents as well as a reduced set of drawings will
be included to complete the specification package. 'The work will be submitted in a
Microsoft Word compatible format.
3. Project Design Notebook and Engineer's Estimate
As the plans are advanced to completion, the quantities will be refined and cost estimates
will be updated. These will be transmitted to the City at each plan submittal.
C:\WP~\WPFILF~kPROPS\TUSSIMO N. REV
City of Tustin
Water Service Division
REVISED
Simon Ranch Booster Station
Final engineer's estimates will be prepared upon acceptance of the plans and
specifications by the City.
Project Design Notebooks will be initially set up at the start of this phase, and
maintained throughout the project's development. All design work will be
documented with its supporting calculations. Two copies of the Notebook will be
submitted.
Coordination with the City, other consultants and utilities will continue throughout
this phase. All coordination will be documented with prompt copies to the City and
the Program Manager.
The construction schedule prepared in the Preliminary Design Memorandum Phase
will be refined, detailed and updated with each submittal.
Progress review meetings have been planned to provide timely information to the
City. The County's presence at these meetings will be requested. The meetings, for
which status reports will be prepared and submitted, will facilitate the review process
and help meet the project's schedule.
The final form of the 80' scale composite maps will be submitted along with the
construction documents.
4. CEQA Review
AKM will provide limited technical review and input of CEQA checklist for project.
Said checklist and all other envirohmental documents are being prepared separately
by the City of Tustin.
Phase III - Construction Services
The Request for Proposals identified three specific tasks for which scope and cost
information were desired. Listed in the ~'ollowing are the tasks which we believe may be
appropriate for successful completion of the construction contract. It is anticipated that the
City will handle the advertising, bidding and award as well as contract administration and
inspection.
1. Preconstruction Phase
a,
Respond to Questions During 'Bidding
This task will involve responding to contractor questions during the bidding.
It is understood that the City will receive all the questions and issue the
responses in order to properly control the flow of information.
C:\WP~0\WPFILF~PRO PS~TUSSIM ON .REV
City of Tustin
Water Service Division
REVISED
Simon Ranch Booster Station
®
b.
ce
Attend Pre-Bid Conference
The Project Manager and the lead engineers will attend this meeting to
respond to contractor questions.
If needed, the plans and specifications will be revised to address the bidding
period issues and addenda will be prepared.
Shop Drawing Review
The shop drawings will be received by the City and transmitted to the Consultant for
review. Two reviews of each shop drawing have been included in the scope of work.
AKM will maintain a complete log of the shop drawing submittal and review process.
Shop drawing reviews will be completed within one week of receipt. It is currently
anticipated that shop drawings will be required for the pumps, motors, valves, piping,
reinforcing bars, concrete, miscellaneous metals, masonry, fans, chlorination
equipment, chemical pumps, tubing, meters, analyzers, instruments, switchgear,
telemetry, conduits, engine generators, variable frequency drives and equipment
access hatches.
e
Construction Engineering Support
This task will involve site visits to review the construction at appropriate stages' to
ensure that the construction is in conformance with the plans and specifications. A
site review report will be prepared for each site visit.
It is proposed that AKM prepare a startup testing protocol and submit it to the City,
Program Manager and the Contractor for review and comments. Following the
acceptance of the testing protocol, startup testing should be scheduled and conducted
to ensure that all systems function as designed. A report will be prepared and
submitted to the City. The report will also provide directions to the Contractor for
corrective action.
Record drawings will be prepared based upon records CRedlines") maintained by the
Contractor, the Cit'y' s Construction Manager and review of the completed installation.
As an additional task, the approved shop drawings, manufacturers performance datal
the P & ID, the startup testing results and the Record Drawings can be utilized in
developing an Operations Manual providing guidelines to the City for the operations
of the completed facility.
C:\WP~\WPFILES~,PROPS\TUSSIMON. REV
EXHIBIT "B"
Public Works / Water Service Division
May 7, 1996
Mr. Zeki Kayiran
AKM Consulting Engineers
101 Pacific. a, Suite 150
Irvine, CA 92718
C
ity
of Tustin
235 E. Main Street
Tustin, CA 92680
(714) 573-3375
FAX (714) 838-0039
SUBJECT:
REQUEST FOR PROPOSAL - PROVIDE ENGINEERING
SERVICES FOR THE DESIGN OF A NEW BOOSTER PUMPING
STATION AT THE RAWLINGS RESERVOIR AND A
REPLACEMENT FOR THE SIMON RANCH BOOSTER PUMPING
STATION.
Dear Mr. Kayiran:
The City of Tustin desires to engage the services of established engineering consulting
·
firms to provid~ final design and construction engineering services for two booster
pumping stations. Under the City's Water System Capital Improvement Progrmn, a
new pumping facility is required at the Rawlings Reservoir site and the existing Simon
Ranch Booster Pump Station requires replacement. Preliminary descriptions of these
proposed facilities are attached hereto.
BACKGROUND
As a part of its Water System Capital Improvement Program, the City of Tustin Water
Service will be constructing a number of facilities throughout the City's water system.
A new booster station of 2,500 gpm capacity is needed at the Rawlings Reservoir site
and a replacement booster station of 700 gpm capacity is needed at the Simon Ranch
site. This RFP is soliciting engineering services for the final design of each of these
facilities. It is anticipated that separate contracts will be negotiated for each facility,
however one design contract ma3' be awarded for the design of both facilities.
.
Ail services will be procured in accordance with existing City of Tustin policies which
require professional finns to be selected on the basis of professional experience,
qualifications and cost. Compensation to be paid under any resulting agreement will be
based on individual ms-ks and progress payments will be made for completed tasks
only.
EXHIBIT "B"
REQUEST FOR PROPOSrxL
May 7, 1996
Page 2
Proposing firrns will be evaluated on demonstrated competence, professional
qualifications, familiarity and experience with providing this type of service, and the
understanding of the City ofTustin's needs. The experience of the Project Manager
and the percentage of his time to be dedicated to the project will be key factors. The
method for maintaining close communication with City staff and approach to
completing the project in a timely manner will be of utmost importance.
The selected fu-m will report directly to the City's Program Manager, ASL Consulting
Engineers. It is expected that the selected fu'm will provide the necessary analysis and
make recommendations on all technical issues.
Written proposals will be evaluated by a selection committee. Subsequently, selected
fa-ms may be asked to give a presentation to the committee. Upon selection of.the most
qualified fu-m, a Scope of Work and Fee Arrangement will be negotiated. If the
selected fuxn and the City. are unable too negotiate a fee arrangement deemed fair and
reasonable, the City will attempt to negotiate an agreement with the next most qualified
firm, and so on until an agreement is reached.
SCOPE OF WORK
PHASE I
ANALYSIS & REVIEW OF EXISTING FACILITIES
PERFORMANCE & PRELIMINARY DESIGN MEMORANDUM
TASK 1 Research and Investigation
.
A. Meet karith City staff and Program Manager as necessary to discuss the existing
Rawlings and Simon Ranch facilities and the needed improvements and to gain an
understanding of the City's philosophy regarding the operation of the proposed
booster stations.
B. Research, review and verify existing documents including reports, existing final or
preliminary improvement plan drawings, specifications, existing easement legal
descriptions or other pertinent information prepared by others which are related to
this project.
C. Gather and review all available utility information and materials pertaining to the
booster station site. Information to be obtained shall include size, location,
configuration and capacity of the existing electrical service feed from SCE,. the
existing telephone service feeds and the site telemetry cable and control wiring.
REQUEST FOR PROPOSAL
May 7, 1996
Page. 3
TASK2
Preliminary Facility Layout and Concept Plan
A. The Consultant is required to prepare preliminary design concept plans for the
booster station, inlet/outlet pipelines, yard piping, and appurtenant facilities.
B. Analyze use of various level mechanical and electronic monitoring'equipment to
report data to the City's SCADA system Any selected instrumentation equipment
will be required to interface with the City's SCADA system. The City will provide
any required SCADA system information needed.
C. Analyze the latest OSHA guidelines for confined space areas of the booster station
and any appurtenant vault structures to insure these facilities will be in compliance
with all institutional safety requirements. Safety items such as use of power
ventilation system, emergency access points and work environment warning
systems, interior electrical explosion hazards or other necessary features shall be
reviewed.
D. Analyze flow meter and totalization equipment alternatives for monitoring flow at
the proposed facilities.
E. Evaluate flow and pressure requirements for the booster station from the City's
distribution system model.
Fo
Based on the results of the water system analysis, the required pump flow and head
capacities shall be determined for the booster gtation. The Consultant's specific
recommendations for the facilities will be made and reviewed with the City and the
Program Manager.
Ge
For the electrical loads associated with the new pumping units, the existing site
electrical system is expected to be inadequate System upgrades will be identified
and reviewed with the City and the Program Manager. 'Coordination with Southern
California Edison will be initiated for modification to the electrical service.
H. Identify the phasing and procedures necessary tO keep the existing Simon Ranch
Booster Station in operation until the replacement facility is ready for
conunissioning.
Prepare a project design memorandum presenting the conceptual layout and design
of the booster station and outlining the major design issues that are pertinent and
necessary to design the proposed facilities and that are relevant to the preparation of
the plans and specifications.
REQUEST FOR PROPOb~x_,
May 7, 1996
Page 4
PHASE II CONSTRUCTION DOCUMENTS
TASK 1 Final Design and Construction Plans
Prepare complete detailed construction plans, specifications, details and sections and a
cost estimate for the booster station stmcfure, pumps, motors, controllers, piping,
telemetry, wiring, conduit, site work and all other work necessary for the complete:
installation of the proposed facilities.
All plans and details shall be drawn at an appropriate scale to produce clear, accurate,
easy to read drawings. Construction plans shall be complete and fully detailed as
required bY City staff and the Program Manager.
All specifications and construction plans'shall be subject to final review and acceptance
by the City staff and the Program Manager.
The Consultant shall prepare the necessary plans in AutoCad, Release 12 or newer, and
shall plot them on City standard mylar sheets. Once completed, the original mylars of
all approved drawings shall be submitted to the City together with all other bid
documents.
Project plan originals shall be 24"x 36" sized City of Tustin standard mylar sheets with
title and signature blocks. Digital files are acceptable in either AutoCad drawing file
(DWG) or a data exchange file (DXF) format. "
TASK 2 Technical Specifications
As required-by C!ty policy, the Standard Specifications for Public Works Construction
(latest edition) shall be used and referenced in the construction specifications wherever
practical. Sample plans from previous City projects will be available for reference by
the Consultant.
Project-technical specifications, special provisions and contract bid documents shall be
prepared in accord with the requirements of the City's design criteria.
Coordinate with Program Manager and prepare a table of contents for the project's
contract documents and technical specifications. Also, prepare separate bid schedule
sheets breaking out construction items as coordinated with the Program Manager. The
items listed in the bid schedule shall relate to the actual numbered construction call-
outs shown on the plans..
REQUEST FOR PROPOa,~L
May 7, 1996
Page 5
The consultant shall provide a copy in Microsoft Word compatible format of the
special provisions and contract bid documents.
TASK3
Project Design Notebook & Engineer's Estimate of Probable
Construction Cost
Assemble and submit for City staff reference and files two copies of a tabbed, three
ring note book summarizing all aspects of engineering design for the booster station,
control Valving, site piping, horizontal control data, electrical system data or any other
related items specified by the District.
Prepare an engineer's estimate of construction costs for the booster station and
appurtenant facilities, including any associated costs. These engineer's estimates shall
be prepared using the bid items broken out in the bid schedule and shall relate to the
actual construction items shown on the plans. The estimate shall be promptly
completed after the City has approved the construction plans and specifications so that
this information is readily available for prospective bidders use.
Project Deliverables
Upon completion of design activities, provide the City with the original, wet signature
(4 mil double matte clear mylar or 4 mil double matte photo mylar) set of the
construction plans and camera ready originals of the technical specifications for City
reproduction, assembly and bidding. All original mylars will be returned to the
consultant in order for any construction plan revisions to be completed by the
Consultant after bidding All costs associated with the printing of Preliminary originals,
the printing of in-house and progress plans at the 50% and 90% stage as well as the
100% final mylar production shall be included in the Consultant's deliverables and/or
reproduction budget.
At the submittal of the final plans and specifications for City signature, the Consultant
shall provide to the City a composite map of the booster station facilities and site
piping including site boundaries, appurtenant facilities and right-of-way information at
a scale of 1"- 80' (80 scale) in an AutoCad drawing file (DWG) or data exchange fie
(DXF) for use by the District in the preparation of grid maps.
Plan and specification originals will be turned over to the Program Manager for
printing and advertising with the appropriate number of submittal copies.
REQUEST FOR PROPGo~,L
May 7, 1996
Page 6
Construction Plans & Specification Review Process
The City will require a number of submittals prior to approval and signature of the
plans and specifications. Consultant's proposal fee shall include all meetings and
submittals necessary for review and coordination. The following list identifies key
submittals and required design information for each.
A. 50% Design Review: Consultant shall, as a minimum, submit prelim/nary title
sheet, second sheet (including vicinity map, location map, general notes and
construction notes), preliminary, civil, mechanical, electrical, piping & -
instrumentation diagrams (P & ID's) and details sheets and a preliminary cost
estimate for the project.
B. 90% Design Review: Consultant shall, as a minimum, submit complete plans, a
refined cost estimate and preliminary special provisions, as well as addressing the
50% design review comments.
Ce
100% Design Review: Consultant shall, as a minimum, submit the final plans
reflecting 90% design review corrections; a complete and detailed cost estimate on
the contractor's bid proposal form (with cost estimate backup detail); complete (and --
bound) special provisions, contract documents and any appendices necessary for
final approval.
D. Final Approval Review: Consultant shall submit final plans reflecting 100% design
review corrections; complete (and bound) special provisions, contract documents
and any appendices for final approval and plan signature ami a complete (and
bound) set of the project calculations supporting the design.
E. Approval of Plans: Consultant shall submit mylar originals with Consultant's
stamp and signature with original specifications.
The Consultant is responsible for addressing all plan review comments at each of the
formal submittals and informal coordination throughout the plan preparation process.
The City xvill commit to an accelerated period of five (5) working days of plan review
for each submittal. The City will require review meetings at each of the submittals
described above as a minimum.
During the bid period, the Consultant shall assist the City and Program Manager by
answering bidder questions and providing clarifications to the interpretation of plans
and specifications.
REQUEST FOR PROPObAL
May 7, 1996
Page 7
PHASE III CONSTRUCTION SERVICES
The Consultant shall be expected'to provide a certain level of assistance during .
construction. This assistance shall be limited in scope and shall include the following:
TASK 1 Preconstruction Phase
A,
Respond to bidder's questions during the bid advertisement period and provide
information and clarification of construction documents to prospective bidders
including preparation of complete addenda documentation as required for Program
Manager issuance and distribution. Addenda resulting from omissions or incorrect
information provided by the Consultant in the plans or specifications shall be
prepared and issued by the Consultant after the Program Manager's review.
g.
Attend the pre,bid and pm-construction meetings and be available during the bid
process to respond to questions and resolve any discrepancies in the project plans
and specificatiohs.
C. Prepare fmal construction drawings including revising the plans and project
specifications to include any bid addenda that' become necessary.
TASK 2 Shop Drawing Review .
Provide shop drawing review and any necessary plan revisions and processing services
during construction of the facilities and for all other aspects of the project. The
Consultant shall.budget for the reView and acceptance of all anticipated shop drawing
submittals for the facilities and all appurtenances. Consultant shall include in his
budget a second review of each shop drawing submittal.
TASK 3 Construction Engineering Support Services
m.
Provide engineering support services during construction in response to requests for
information or clarification from the City or Program Manager or for field
coordination activities with the contractor. The Consultant shall also provide
budget of 8 hours of staff time for minor plan revisions to the construction
drawings. Four (4) site visits of two hours each should also be budgeted for by the
Consultant. Additional budget should be included for one (1) Site visit of four
hours during project start up activities. Site visits will be requested by the Program
Manager on an as needed basis.
REQUEST FOR PROPOb~xt.,
May 7, 1996
Page 8
B. Prepare record drawings once the project construction has been completed based on
Contractor furnished "Redline" construction plans.
ADDITIONAL RESPONSIBILITIES
Meet periodically with City staff and Program Manager during the design process to
review and discuss progress and coordinate courses of action. Make recommendations
on site layouts, piping configtwations, pump types and sizes, valves, electrical and
mechanical equipment, etc. It is anticipated that a maximum of two design meetings
will be required. This does not include the initial project meeting, project submittal
meetings, the pre-bid meeting or the preconstruction meeting.
Consultant shall be responsible for notifying the City in writing of any regulatory
requirements or conditions for design or construction of the booster station facilities
and appurtenances. The requirements shall not include those for which the City is
exempt from by public agency laws. The Program Manager will perform the
coordination with any agencies with jurisdiction over the work involved. The Program
Manager will also authorize any needed permit applications.
ITEMS TO BE SUPPLIED BY TFIF. CITY
The City shall supply/provide the consultant with the following:
A. Site Plans delineating the locations of existing and proposed improvements
(attached hereto). :
B. Rights-of-Way information on the proposed site (the Simon Ranch site is in the
process of being acquired).
C. Plans and drawings, as are available and appurtenant to the proposed project.
D. Topographic survey records and easement information as are available and
appurtenant to the project site.
E. Preliminary Site Plan and Design criteria, hydraulic data and other technical
information, as are available and appurtenant to the project.
F. Existing operational records and flow data as are available and appurtenant to the
project.
REQUEST FOR PROPOSAL
May 7, 1996
Page 9
G. Sample Special Provisioffs and City's standard contract documents, as are available
and appurtenant to the project.
H. The City shall be responsible for administering the required contractor completion
of all applications for any required permits from other governing agencies.
I. Environmental documentation for the projects proposed under this RFP
PROJECT SCHEDULE
The City proposes to pursue an aggressive schedule for completion of these critical
water supply facilities. The project goal is to have the completed facilities operational
· by January 1998. To meet this schedule, the following milestones shall be incorporated
into the Consultant's proposed project design and completion schedule:
07/16/96
08/13/96
10/08/96
11/26/96
12/10/96
12/30/96
01/10/97
02/06/97
02/17/97
03/18/97
01/19/98
02/03/98
Notice To Proceed
Preliminary Design Memorandum
50% Design Review
90% Design Review
100% Design Review.
Final Design Review
Advertise for Bids
Open Bids
Award Contract for Construction
Noti6e To Proceed with Construction
Complete Construction
Start Operation of New Facilities
·
INFORMATION TO BE INCLUDED IN THE PROPOSAL
Your proposal for this work should include the following information:
A. Your firm's qualifications for performing this work, including your related
experience in the preparation of plans and specifications for reinforced concrete
water reservoirs and pumping facilities. Provide a brief list of similar types of
projects which your firm has previously performed, including scope} cost and
agency for whom completed, including contact person and phone number.
B. Identification, titles and qualifications of individuals who will supervise and
perform the necessary services as discussed in the Scope of Work. The experience
and qualifications of the project manager and of other key individuals proposed to
REQUEST FOR PROPOb,~,.
May 7, 1996
Page 10
assist in the project will be significant factors in the evaluation process. The
percentage of time that will be dedicated to the project by the project manager and
other key staff should also be provided. The Consultant will assign a responsible
representative and an alternate to perform the assigned tasks. Both will be
identified in the proposal. The Consultant's representative will remain in
responsible charge of all duties from contract negotiations through project
completion. If the primary representative is unable to continue with the project,
then the alternate representative will become the primary representative. Any other
changes in responsible representative must be approved, in advance, by the' City
and the Program Manager. The City will have the fight to reject other proposed
changes in personnel, and may consider any other changes in responsible personnel
a breach of contract.
C. An identification of the tasks necessary to complete the Scope of Work and an
estimate of the time and man hours necessary to complete each task. Identify the
individuals who will be assigned to each task. .
D. A proposed project schedule depicting the time of completion for the project
design. The schedule shall include the number of calendar days required to perform
each task and the total number of calendar days required to complete the entire
project. The schedule should be coordinated with the review dates shown above.
E. The information you expect to be provided by the City.
F4
Fee schedule (submit in a SEPARATE SEALED ENVELOPE) indicating the
proposed cost for completing each task and a resulting "not to exceed" cost of the
project based upon the work hours, hourly rates, and other associated costs. The
proposed cost to. complete each task shall include the costs of all administration and
overhead, project site visits, attendance at meetings, and all reproduction costs.
Include a schedule of hourly rates for your firm's employee titles or various
classifications in the sealed envelope.
G. Any other information you feel is pertinent to this project.
The Consultant shall be responsible for completing the specified services in accord
with the City's standard "Professional Services Agreement", which will be prepared by
the City's program Manager. Services specified in this agreement shall be taken
directly from this "Request for PropOsal'' and from the Consultant's proposal.
REQUEST FOR PROPtJaAL
May 7, 1996
Page 11
If you desire to submit a proposal to perform'the requested services, return it to Gary
Veeh, Water Services Manager, 235 E. Main Street, Tustin, CA 92680, no later than
4:00 p.m., Thursday, May 30, 1996. Please note that three (3) copies of your proposal
must be submitted. Also please note that a mandatory preproposal meeting and
job walk is scheduled for MaY 16, 1996 at' 1:00 p.m. Please meet at the Public
Works office at Tustin City Hall.
Please feel free to call me at (714) 573-3381 or our Program Manager, John Morris, at
(818) 796-0020 if'you have any questions concerning this request.
Very truly yours,
Gary R. Veeh
Water Services Manager