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HomeMy WebLinkAbout12 WELL NO. 4 REHAB 05-01-06AGENDA REPORT MEETING DATE: MAY 1, 2006 TO: WILLIAM A. HUSTON, CITY MANAGER FROM: PUBLIC WORKS DEPARTMENT/WATER DIVISION SUBJECT: APPROVAL OF CONTRACT FOR CONSTRUCTION MONITORING FIELD SERVICES WITH RICHARD C. SLADE & ASSOCIATES LLC FOR MAIN STREET FACILITIES, WELL NO.4 REHABILITATION SUMMARY Approval of the subject construction management services contract with Richard C. Slade & Associates LLC to assist City staff in completing this critical Water Well Rehabilitation Project. RECOMMENDATION It is recommended that the City Council direct the Mayor and the City Clerk to execute the contract documents on behalf of the City with Richard C. Slade & Associates LLC subject to City Attorney approval as to form. FISCAL IMPACT Funds totaling $22,440 for construction management services for the Water Capital Improvement Program Management (CIP No. 6134) are currently appropriated in the City's FY 2005-06 Public Works DepartmentlWater Division Capital Improvement Projects budget. BACKGROUND The City of Tustin awarded the contract for the rehabilitation of the Main Street Well NO.4 Project (CIP No. 6157) to General Pump Company, Inc., on February 21, 2006. The contract will begin upon issuance of the Notice to Proceed and is expected to be completed by June 30, 2006. Due to shortages in the City's inspection staff, it was necessary to seek outside professional construction management services for the Project via an RFP process. Proposals were sent to seven firms experienced in providing such specialized services. Three firms responded with formal proposals. Based upon evaluation of each firm's proposal Richard C. Slade & Associates LLC was selected because of their thorough understanding of the work scope, familiarity with Tustin's water resources, and extensive experience in managing rehabilitation projects. It is, therefore, recommended that the City Council approve the Consulting Services Agreement with Richard C. Slade & Associates LLC for the Main Street Well No. 4 Rehabilitation Project subject to approval as to form by the City Attorney. Tim D. Serlet Director of Public Works/City Engineer Frederick J. Adjarian Water Services Manager S:\City Councilltems\2006 Councilltems\Approval of contract ReS.doc Attachments: Cost Proposal for Construction Monitoring Field Services Construction Management Services Contract Project Location Map RICHARD Co SLADE & ASSOCIATES LLC CO NSUL TING GROUNDWATER GEOLOGISTS April 20, 2006 Mr. Victor Sagredo Public Works/Engineerin City ofTustin 300 Centennial Way Tustin, California 92780-3150 Exhibit "A" Job No. 109-0GE01 Re: Revised Proposal for Hydrogeologic Services Office and Field Monitoring Services Main Street Well No. 4 Rehabilitation Project Dear Mr. Sag redo: Responding to your recent request, Richard C. Slade and Associates LLC submits this revised proposal for providing hydrogeologic services in regard to providing field and office tasks during the forthcoming rehabilitation of the City's Main Street Well No.4. This water-supply well is located near the northeast corner of Main Street and Prospect Avenue. It is understood that the project has been delayed, due to unforeseen events. Thus, some of the tasks outlined in our previous proposal to you, dated December 21, 2005 have already been performed and yet others shall not need to be performed. Thus, this current proposal updates and supersedes our previously submitted proposal to the City. REVISED PROJECT APPROACH AND RECOMMENDED SCOPE OF SERVICES Our recommended scope of services is now divided into only two separate phases, each with its own tasks, as described below. Phase 1 - Revised Initial Services (RFP Tasks 2.1 and 2.2) Phase 2 - Field Observation of Rehabilitation Work (RFP Tasks 2.3, 2.4, & 2.5) Phase 3 - Preparation of Letter-Report (This task was previously presented as an optional task, but it is now understood that the City desires these services at this time). Phase 1 - Revised Initial Services (RFP Tasks 2.1, 2.2) Because the project was already in progress at the time of our previous proposal, RCS had already performed some initial. These initial tasks involved the following: o Reviewing the Technical Specifications and providing our input on these. 644~ C()LDWATER CANYON AVE.. SUITE 214. NORTH HOLLY\VOOD. CALIFORNIA Q160h' PHONE: (l-ilX) 5{lf>-041~' FAX: PW\) 501l-B4.'1 NAPA VALLEY OFFICE, 176 MAIN ST.. SVlTE B' ST. HELENA. NAPA VALLEY CALIFORNIA Q457..j.. TELEPHONE: (707) 1163-311]4 Revised Proposal for Hydrogeologic Services Office and Field Monitoring Services Main Street Well NO.4 Rehabilitation Project o Attending a meeting with the City discussing the proposal and the upcoming project. o Conducting initial project management tasks, such as liaison with the chosen Contractor, General Pump Company. Phase 2 - Field Observation of Well Rehabilitation Operations (RFP Tasks 2.3, 2.4, & 2.5) Task 2.1 - Pre-Rehabilitation Meetinq (RFP Task 2.3) Coordinate with City Staff on the preparation of a meeting agenda, conduct a pre-rehabilitation meeting, with the City for the proposed work on the well, and prepare the meeting minutes for eventual distribution to all participants. This meeting is necessary to clarify bid items and rehabilitation options presented in the Technical Specifications, to establish work schedules for personnel, to discuss the equipment to perform the work and to designate contact personnel. Task 2.2 - Field Observation of Chemical/Mechanical Redevelopment (RFP Task 2.4) Provide field personnel to help monitor well rehabilitation operations on a part-time basis. Such Contractor operations may include cleaning of the well casing by wire brushing and bailing, air jetting methods (if performed), chemical treatment of the perforations and gravel pack with chemicals to remove scale and/or biofilm, and air-lifting and swabbing of the well perforations.. Task 2.3 - Field Observation of Pumpinq Redevelopment/Production Testinq (RFP Task 2.4) Following mechanical/chemical redevelopment, pumping redevelopment will need to be performed to help further remove bacterial growths from the gravel pack and adjacent formation sediments. Following this, production testing shall be performed in order to determine the new pumping rates and specific capacities in the well. During this production testing, our field personnel will install a downwell pressure transducer in order to measure and record, on a continuous basis, changes in water levels during testing. Data obtained by this pressure transducer will be utilized to determine the new production rates, specific capacities and pump depth settings for the well. These data will be presented in our Technical Memorandum to the City. In this task, our field geologist will also help observe Contractor compliance with the Technical Specifications and NPDES permit provisions and provide input to the Contractor with regard to pumping development and testing rates. Task 2.4 - Proiect Manaqement Tasks (RFP Task 2.3) This task will be associated primarily with the requisite administrative support needed to keep the City informed and updated during rehabilitation of the well. Subtasks that RCS will perform during this task are: o Review, approve, track and administer any Contractor submittals (shop drawings and material data sheets). o Conduct project meetings to update the City during rehabilitation of the well. o Observe, document and track, through daiiy field reports and digital photographs, the contractor activities and any changes made by the Contractor. Revised Proposal for Hydrogeologic Services Office and Field Monitoring Services Main Street Well NO.4 Rehabilitation Project 3 o Record management and control. o Review and verification of Contractor progress payments that will be processed by the City. o Monitor and update the project schedule and costs. o Evaluate, recommend and approve project change orders, if any. o Review, administer and respond to Requests of Information (RFls). o Provide weekly progress reports, in writing, to the City. Task 2.5 - Proiect Closeout Tasks (RFP Task 2.5) This task will consist of performing the items listed in RFP Task 2.5, which includes the following: o Conduct final inspection and develop punch list of tasks remaining for completion. This will include listing the final re-installation of the pump and startup of pumping of the well, so that City personnel can monitor this process. o Perform follow-up activities with Contractor on any incomplete contract items, with regard to rehabilitation of the well. o Draft a Certificate of Acceptance and Notice of Substantial Completion for the well. o Review and process requests for final payment and release of retention funds. o Coordination of turn-over of all project documents to the City. Phase 3 - Preparation of Memorandum and Final Project Report Task 3.1 - Technical Memorandum for Well Rehabilitation Operations Prepare a Technical Memorandum, briefly outlining and summarizing well rehabilitation operations. This Memorandum will document the procedures, equipment, and materials used in the rehabilitation and testing of the well. This will include presenting the data collected during rehabilitation and testing in tabular form and providing graphical analysis of the new pumping tests. In addition, a final pumping rate and pump depth setting for the well will be recommended, based on results of production testing. We will provide three copies of the report to the City along with an electronic version in Adobe Portable Document Format (PDF). SCHEDULE AND COST ESTIMATE We understand that the City wishes to conduct the rehabilitation and testing work at Main Street Well NO.4 as quickly as possible. Based on our current workload, I estimate we can initiate our work within 5 days of receiving authorization to proceed. Phase 3 timing is wholly dependent on City bidding procedures, Contractor availability, weather conditions, the Contractor's work schedule, etc., and hence cannot be readily determined at this time. Revised Proposal for Hydrogeologic Services Office and Field Monitoring Services Main Street Well NO.4 Rehabilitation Project 4 For this revised proposal and proposed project, we estimate the cost for our professional services to be as follows: Phase 1 - Revised Initial Services (RFP Tasks 2.1 and 2.2) Phase 2 - Field Observation of Well Rehabilitation Operations (RFP Tasks 2.3, 2.4, 2.5) Phase 3 - Preparation of Memorandum and Final Project Report TOTAL ESTIMATED PROJECT COST: $3,740.00 $13,800.00 $4,900.00 $22,440.00 The above estimated costs are presented, in detail, in our previous December 21, 2005 proposal to you which includes an attachment titled, "RCS Detailed Man-Hour Cost Estimate." That cost sheet lists our unit man-hour costs, the number of man-hours that are scheduled for the project and associated direct costs. The previously presented costs for Phases 2 and 3 of that detail are directly applicable to Phases 2 and 3 of this revised proposal. We anticipate that our contract with the City will be on a time and materials (T&M) basis. Thus, payment will be based on the number of personnel hours expended and incidental costs such as mileage, field equipment rental, reproduction, etc. I\bt included in the above EStimates are costs for such items as: laboratory testing of all water quality and/or biofilm samples and/or encrustation materials collected by our firm during the rehabilitation and testing work; costs for NPDES permits and associated water quality testing; and all Contractor costs for the well rehabilitation and testing operations. Limits of Liabilitv The City of Tustin, its successors, heirs and assigns, agree to limit the liability of Richard C. Slade and Associates LLC (RCS) and all third parties arising from RCS negligence, professional acts, errors or omissions, such that the total aggregate liability of RCS to all those names should not exceed the total enumerated fee for the services rendered on this project We appreciate this opportunity to submit our proposal for the above outlined Scope of Services and look forward to working with you on this well rehabilitation and testing project. If you have any questions regarding this proposal, please call meat (818) 506-0418. Very truly yours, RICHARD C. SLADE & ASSOCIATES LLC Richard C. Slade, President RCS REVISED DETAILED MAN-HOUR COST ESTIMATE REHABILITATION OF CITY OF TUSTIN MAIN STREET WELL NO.4 Phase 1 -Initial Services Personnel Category Rate Total Hours Total Costs Principal Project Hydrogeologist $195.00 6 $1,170.00 Project Hydrogeologist $140.00 18 $2,520.00 Staff Hydrogeologist $92.00 0 $0.00 Field Hydrogeologist $86.00 0 $0.00 Clerical $58.00 0 $0.00 TOTALS: 24 $3,690.00 Direct Costs $50.00 TOTAL TASK COSTS: $3,740.00 Phase 2 - Field Observation of Well Rehabilitation Operations Personnel Category Rate Total Hours Total Costs Principal Project Hydrogeologist $195.00 6 $1,170.00 Project Hydrogeologist $140.00 36 $5,040.00 Staff Hydrogeologist $92.00 22 $2,024.00 Field Hydrogeologist $86.00 51 $4,386.00 Clerical $58.00 10 $580.00 TOTALS: 125 $13,200.00 Direct Costs $600.00 TOTAL TASK COSTS: $13,800.00 Phase 3 . Preparation of Memorandum and Final Project Report (Optional Phase) Personnel Category Rate Total Hours Total Costs Principal Project Hydrogeologist $195.00 3 $585.00 Project Hydrogeologist $140.00 11 $1,540.00 Staff Hydrogeologist $92.00 28 $2,576.00 Field Hydrogeologist $86.00 0 $0.00 Clerical $58.00 3 $174.00 TOTALS: 45 $4,875.00 Direct Costs $25.00 TOTAL TASK COSTS: $4,900.00 TOTAL ESTIMATED PROJECT COST WITH OPTIONAL PHASE 3:1 $22,440.001 NOTE: RCS personnel will conduct field observation services on a part-time basis and shall be billed on a T&E basis in accordance with the attached Schedule of Charges and the listed personnel classification. Expenses will be billed as shown in the Schedule of Charges. The charges above do not include those for analysis of scale and/or biofilm samples, for laboratory analyses of NPDES compliance samples, and for well rehabilitation contractor costs. 4/20/2006 ""ll ~ ~ z ~ III 3:: )> z ~ !:!l ::E m F z p .c:. :JJ m J: )> 1II r ~ o Z ""ll :JJ o L m () -l '"'" () ""0 Z P ~ 01 '-I '-" s:: ):> Z ~ m !!1 PROSPECT AVENUE ---j :r: ;0 0 0 r-c (f) S! 0:0 ---j ;0 00 C'1 C'1 0 )>L ---j ." -fm -0 -; O-f c z ~ I I z PREBLE DRIVE L ~ CONSULTANT SERVICES AGREEMENT THIS AGREEMENT FOR CONSULTANT SERVICES is made and entered into this _day of 2006, by and between the CITY OF TUSTIN, a municipal corporation, hereinafter referred to as "City", Richard C. Slade & Associates LLC, a California Corporation, hereinafter referred to as "Consultant". RECITALS WHEREAS, City requires the services of a Consultant to furnish the necessary hydrogeologic and rehabilitation construction management services for the Main Street Well NO.4 Rehabilitation Project (CIP No. 6157) hereinafter referred to as "Project"; and WHEREAS, Consultant submitted to the City a proposal dated December 21, 2005, a copy of which is attached hereto marked as Exhibit "A" and is by this reference incorporated into this Agreement; and WHEREAS, Consultant is qualified to provide the necessary services for the Project and desires to provide said services to City; and WHEREAS, City desires to retain the services of Consultant for said Project. NOW, THEREFORE, for the consideration and upon the terms and conditions hereinafter set forth, the parties agree as follows: AGREEMENT Section 1: Scope of Consultant's Services Consultant shall perform all work necessary to complete in a manner satisfactory to City, the services set forth in Exhibit "A" in accordance with the terms and conditions of this Agreement. 1 Section 2: Order of Precedence In the event of a conflict between or among any of the documents comprising this Agreement, the following order of precedence shall govern the provision in question: 1. This Agreement 2. Consultant's Proposal (Exhibit "A") Section 3: Time for Completion The time for completion of the work to be performed by Consultant is an essential condition of this Agreement. Consultant shall prosecute regularly and diligently the work of this Agreement according to reasonable schedules established by the City for 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. Section 4: Compensation A. The compensation to be paid under this Agreement shall be as set forth in Exhibit "A", which shall not exceed a total cost of .$22.440.00. B. Consultant shall submit detailed invoices, based upon the actual work performed accompanied by backup documentation as requested by the City. C. Progress payments for work completed shall be paid by City as the work progresses, within thirty (30) days of the date of Consultant's invoice. D. Consultant shall provide City with a monthly itemization of all work performed, and the fees accrued thereon, in complete and sufficient detail to fully apprise City thereof. Section 5: Independent Contractor Consultant's relationship to City in the performance of this Agreement is that of an independent contractor. Consultant's personnel performing services under this Agreement shall at all times be under Consultant's exclusive direction and control and shall be employees of Consultant and not employees of City. Consultant shall pay all wages, salaries and other amounts due its employees in connection with this Agreement and shall be responsible for all reports and obligations respecting them, such as social security, income tax withholding, unemployment compensation, workers' compensation and similar matters. 2 Section 6: Indemnification Consultant agrees to indemnify, defend and hold City, its officers, agents, employees, successors and assigns harmless from any loss, damage, injury, sickness, death, or other claim made by any person and from all costs, expenses and charges including attorney's fees caused by or arising out of Consultant's, its officers', agents', subcontractors', or employees' negligent acts, negligent errors, or negligent omissions or willful misconduct, or conduct for which the law imposes strict liability on Consultant in the performance or failure to perform this Agreement. Section 7: Insurance A. Consultant shall maintain in full force and effect during the term of this Agreement policies of commercial general liability and automobile liability insurance (each of which shall include property damage and bodily injury) and each with limits of at least $1,000,000 combined single limit coverage per occurrence. B. Consultant shall maintain in full force and effect during the term of this Agreement a policy of professional liability insurance coverage with limits of at least $1,000,000 combined single limit coverage per claim or per occurrence. 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 or 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 carrier, or with an equivalent carrier in the amount required by this Agreement for at least five (5) years after completion of Consultant's services under this Agreement. Consultant shall also 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. C. Consultant shall carry and pay for such workers' compensation insurance as is required to fully protect Consultant and its employees under California Worker's Compensation Insurance Law. The insurance company shall agree to waive all rights of subrogation against the City for losses paid under the policy, which losses arose from the work performed by the named insured. D. Other applicable insurance requirements are: (1) Name the City, its officials and employees as an additional insured on the commercial general liability and automobile liability insurance policies. (2) The insurance shall be issued by a company authorized by the Insurance Department of the State of California and rated A, VII (seven) or better (if an admitted carrier) or A-, X (ten) or better (if offered by a surplus line broker), by the latest edition of Best's Key Rating Guide, except that the City will accept workers' compensation insurance rated B-, VII 3 (seven) or better, or from the State Compensation Fund. (3) The Insurance shall not be cancelled, except after thirty (30) days written prior notice to the City; and (4) The commercial general liability and automobile liability insurance shall each be primary as respects the City, and any other insurance maintained by the City shall be in excess of this insurance and not contribute to it. E. Upon execution of this Agreement, Consultant shall provide to City certificates of insurance and insurer endorsements evidencing the required insurance. Insurer endorsements (or a copy of the policy binder if applicable) shall be provided as evidence of meeting the requirements of Subsections (1) (3) and (4) of Section 70 above and the waiver of subrogation requirement in Section 7C above. If self- insured for worker's compensation, Consultant shall submit to City a copy of its certification of self-insurance issued by the Department of Industrial Relations. Section 8: Termination of Aareement A. City and Consultant shall each have the right to terminate any or all of the services covered by this Agreement at any time for any reason by giving ten (10) business day written advance notice to the other party. B. Upon termination of this Agreement, Consultant shall be paid for services rendered by the effective date of the termination. C. 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 A. 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. Section 9: Notices Any notice allowed or required to be given shall be effective upon personal delivery thereof, or upon depositing thereof in the United States Postal Service, certified mail, return receipt requested, postage prepaid, addressed as follows: To City: City of Tustin Attn.: Tim D. Serlet, Director of Public Works/City Engineer 300 Centennial Way Tustin, CA 92780 4 To Consultant: Richard C. Slade & Associates LLC AUn: Richard C. Slade 6442 Coldwater Canyon Ave., Suite 214 North Hollywood, CA 91606 Section 10: Miscellaneous Provisions A. Consultant shall proceed immediately and diligently to perform the services provided for in this Agreement upon receipt of notice from City to proceed therewith. B. No part of this Agreement may be assigned by Consultant without the prior written approval of City. C. 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. D. 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. E. Consultant certifies that there shall be no discrimination against any employee who is employed in the work covered by this Agreement, or against any application for such employment, because of race, religion, color, sex, or national origin including but not limited to, the following: employment, upgrading, demotion or transfer, recruitment, or recruitment advertising, lay-off or termination, rate of payor other forms of compensation, and selection for training, including apprenticeship. F. This Agreement shall be interpreted in accordance with California Law. The parties agree that the Orange County Superior Court is the exclusive venue for any lawsuits by either party regarding this Agreement. 5 IN WITNESS WHEREOF, this Agreement was executed by the parties on the day and year first above written. "CITY" CITY OF TUSTIN By Doug Davert Title Mavor ATTEST: Pamela Stoker, City Clerk APPROVED AS TO FORM: Douglas C. Holland, City Attorney Title President S:\CSA & RFP\2006\Slade & Assoc CSA.DOC 6