City of Exeter
Agenda Item Transmittal
Meeting Date: November 2, 2023
For action by:
Agenda Item Number: X City Council
Wording for Agenda: Authorize the piggyback of a National Joint Powers Alliance cooperative purchasing agreement (National Regular Session:
Contract #062415-UFC) for employee uniform and linen services _ Consent Calendar and authorize the City Administrator to execute a sixty-month (5 X Regular Item year) agreement with Unifirst Corporation of Fresno, CA for $104.94 _ Public Hearing per week (annual cost of $5,456.88 and $27,284.40 for the full contract term) for public works employee uniform and linen services. Review:
City Administrator
Submitting Department: Public Works (Initials Required) Contact Name: Daymon Qualls, Public Works Director
Phone Number: (559) 592-3318 AE
Email: [email protected]
Department Recommendation:
Staff recommends that Council authorize the piggyback of a National Joint Powers Alliance cooperative purchasing agreement (National Contract #062415-UFC) for employee uniform and linen services and authorize the City Administrator to execute a sixty-month (5 year) agreement with Unifirst Corporation of Fresno, CA for $104.94 per week (annual cost of $5,456.88 and $27,284.40 for the full contract term) for public works employee uniform and linen services.
Summary/Background:
Per Article 21 of the Memorandum of Understanding by and between the City of Exeter and The California League of City Employees Associations (CLOCEA) the City provides uniforms for its public works employees. With the current contract for services with Prudential Overall Supply having expired, staff began looking at cost-effective options for continuing uniform and related linen services for public works employees.
Staff determined that, in response to a national competitive bid process, the National Joint Powers Alliance (NJPA) awarded Unifirst Corporation a contract (National Contract #062415- UFC) for uniforms and related accessories. This contract is available nationally to all participating member agencies.
The proposed contract for uniform and laundry service is estimated to be less than the current contract with Prudential Overall Supply by approximately $1,100 per year.
Fiscal Impact: The costs for these services will be paid out of the operating budgets for each division for which the services are being rendered. Funds are allocated each year specifically for unforms and related expenses and the proposed contract is less than the previous contract by $1,100 annually.
Prior Council/Board Actions: None
Attachments: Unifirst Corporation's proposal
Recommended motion to be made by Council/Board: I move to authorize the piggyback of per week (annual cost of $5,456.88 and $27,284.40 for the full contract term) for public works employee uniform and linen services.
UniFirst
VIP Proposal for
City Of Exeter
UniFirst
VIP Proposal for
City Of Exeter
Uniform-Focused Company
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UniFirst customers benefit from managed uniform
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We're proud to report that our company has achieved
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Company Company UniFirst
A Industry's Best Balance Sheet with
SO Debt "Zero Debt"
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With well over $400 million on hand and essentially
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competition to continually invest in our people, our
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UniFirst
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Vertically-integrated North American supply chain.
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UniFirst
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Communication to keep you informed throughout transition process.
Site Visits
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Contract Signed
Once we sign a UniFirst Account Agreement with
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Products Ordered
Our team will upload all customer data into our
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UniFirst Customer Site Transitioned
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UniFirst
Unir
Pricing and Products
Rental
Pricing listed here is good for 30 days from date - 10/06/23 UniFirst
Renta
Enhanced Vis Work Shirt 91 $0.37 1 $33.67
Work Pant or Jean 91 $0.30 1 $27.30
DEFE (Service Charge) 1 $10.00 1 $10.00
Energy Charge 1 $2.25 1 $2.25
3x5 Mat 1 $2.33 1 $2.33
Fender Covers 4 $0.80 1 $3.20
Shop Towels 100 $0.06 1 $5.60
Linen Maintenance 1 $3.96 1 $3.96
Bath Towels 35 $0.40 1 $14.00
| UniFirst
Linen Maintenance 1 $2.63 1 $2.63
Total $104.94
/ UniFirst
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Thank you.
UniFirst, with our 260 service facilities and 14,000 employee Team Partners located throughout North America, looks forward to partnering with you for many years to come.
UniFirst
UNIFORMS SERVICES SOLUTIONS
City of Exeter
Agenda Item Transmittal
Meeting Date: November 2, 2023
For action by:
Agenda Item Number: 4 X City Council
Regular Session:
Wording for Agenda: Authorize the City Administrator to execute a . Consent Calendar X Regular Item
Public Hearing
-
and Water System Improvement Project. Review:
City Administrator
Submitting Department: Public Works (Initials Required) Contact Name: Daymon Qualls, Public Works Director
Phone Number: (559) 592-3318
Email: [email protected]
Department Recommendation:
Staff recommends that Council authorize the City Administrator to execute a sole source agreement with Provost and Pritchard Consulting Group of Clovis, CA, in an amount not to exceed $1,520,483.00 to provide engineering services for the Exeter - Tooleville Emergency Intertie and Water System Improvement Project.
Summary:
On September 13, 2022, the Council adopted Resolution 2022-40 for grant application, acceptance and execution for the Exeter-Tooleville Emergency Intertie and Water System Improvement Project which is being implemented in response to a drought scenario, as defined by Water Code section 13198(a) and is intended to provide water to persons or communities that lose or are threatened with the loss or contamination of water supplies. On August 17, 2023, the City entered into a funding agreement with the State of California Department of Water Resources for the Exeter-Tooleville Emergency Intertie and Water System Improvement Project in the amount of $7,209,494.
In preparation for a potential consolidation, Provost & Pritchard Consulting Group, under State funding through Self Help Enterprises, had prepared a technical memorandum that summarized all of the project needs that would be required to facilitate a successful consolidation of Tooleville with the City of Exeter. The memorandum separated the project components into several individual projects, one of which was identified as the Emergency Intertie Project. That project includes installation of approximately 5,500 linear feet of 16-inch potable water transmission main, approximately 770 linear feet of 12-inch potable water transmission main, a master service meter, and appurtenances such as valves and hydrants.
In addition to the distribution system improvements, the project also includes the design and construction of a new well within the City of Exeter.
In an effort to assist in getting the project started, the Department of Water Resources (DWR) offered to fund a portion of the project while under an existing on-call contract Provost & Pritchard executed with DWR. The scope of work being performed under the DWR on-call contract includes engineering and surveying services for the pipeline portion of the project.
Under the DWR task order work, Provost & Pritchard is proceeding with the following scope of • Topographic survey of the well site and pipeline alignments • Utility research
• Basis of design memo
• Geotechnical investigation
• Preliminary design work of only the pipeline alignment (up to 60% design) The City of Exeter must now select a consultant who can provide the necessary services to implement the project and bring it through to the completion of construction. Because Provost & Pritchard Consulting Group has been intimately involved with this project from its conception, and because they are already under contract with DWR for a portion of the work, staff feels that it would be prudent, and in the best interest of time, to have Provost & Pritchard provide engineering services for the City to continue with this project and see it through to completion.
Staff reached out to Provost & Pritchard and requested a formal proposal to provide engineering services for the remaining items that are not covered under the DWR contract. Those items include:
• Project Administration
• CEQA Documentation and Permitting
• Design and Contracting
• Construction
• Construction Management
Provost & Pritchard Consulting Group submitted a proposal for the aforementioned services, a copy of which is attached to this report. The proposal is broken down into phases which closely align with the funding agreement that the City has executed with DWR, including costs that match those in the DWR grant received by the City. After a thorough analysis by City staff, the proposal is deemed to be comprehensive and inclusive of all services needed to implement and complete the Exeter-Tooleville Emergency Intertie and Water System Improvement Project.
Accordingly, staff recommends that the Council authorize the City Administrator to execute an agreement with Provost and Pritchard Consulting Group for the described services.
Background:
For many years a connection between the City of Exeter water system and the Tooleville water system has been considered and discussed. At their September 10, 2019 meeting, the Council considered potential connection options, and their various advantages and challenges.
Tooleville residents attending that meeting voiced that they were not interested in any other option than full consolidation. Based on the discussion and the current state of the City and its no action at that time.
On August 25, 2021, the City received a letter dated August 23, 2021 from the State Water Resources Control Board, Division of Drinking Water, indicating that they were taking the first step towards ordering a full consolidation of Tooleville with the City of Exeter by providing a 6- month period for the parties to negotiate a voluntary consolidation pursuant to California Health and Safety Code (CHSC) Section 116682. The order stated that the deadline for completion of this negotiation would be February 23, 2022, and that parties report the outcome of such negotiations no later than two weeks following the deadline, which was March 9, 2022. The order also stated that the reporting shall include the milestones agreed upon to accomplish consolidation, a timeline for completing them and a letter signed by the City stating that they intend to consolidate voluntarily in accordance with the agreed upon milestones and timelines.
The order indicated that the report could be a joint report from the parties or a separate report from each party and that if a timely voluntary consolidation could not be negotiated, the State Water Board would begin the public meeting process and might exercise its authority pursuant to CHSC Section 116682(a) to order consolidation.
The TMNPWA and City of Exeter representatives began meeting regularly to discuss what a consolidation might look like and also working with a consultant, Michael Taylor at Provost and Pritchard, to complete a feasibility study that covered all infrastructure needs and cost aspects of a consolidation. Self Help Enterprises, Tulare County and State Water Board and Department of Water Resources Representatives were involved in the meetings providing related information from their respective areas. Preliminary indications from work on the feasibility study were that some substantial infrastructure considerations would need to be addressed to accommodate a consolidation. The infrastructure considerations involve required improvements to the City of Exeter water system to allow for a connection and the improvements needed for a potential connection to Tooleville. A general description of the needed improvements identified are listed below:
Exeter Water System Improvements - Cost = $11.3 million Two new water supply wells
• A water storage tank of at least 0.5 MG constructed at Dobson Field • A booster pump station constructed at the new water storage tank • A new 16 inch diameter pipeline from the new Tank to Rocky Hill Ave. and in Rocky Hill Ave. to 1st St
• A new 12 inch diameter pipeline in 3rd St. from Rocky Hill to Firebaugh Ave • A new 10 inch diameter pipeline in 2nd St. from Rocky Hill to Firebaugh Ave A new 12 inch diameter pipeline in 1st St. from Rocky Hill to Firebaugh Ave • A new 12 inch diameter pipeline in Firebaugh Ave between 1st St. and 3rd St • A new 12 inch diameter pipeline in Firebaugh Ave. between State Route 65 and Industrial Rd
• A new 12 inch diameter pipeline in Firebaugh Ave. between Filbert Rd. to Belmont Rd
• Pressure Sustaining Valve near Firebaugh Ave and 3rd St. (to keep pressure in Exeter)
Tooleville Connection Improvements - Cost = $4.3 million Utilize the existing TMPWA property south of the Alfred Well for a tank and booster pumping station.
• Transmission Pipeline (16" pipe) in Firebaugh to Alfred to the new Tooleville water storage tanks. No connections allowed in the new pipeline due to low pressure. • Booster pump station in at the new Tooleville water storage tanks • Individual AMI meters
• Radio Tower
• Destroy the Alfred Well and the Morgan Well
Because of the extensive improvements needed and the length of time for the funding process through the State Water Board, the consultant has estimated a time frame of about eight 8) years to fully complete the needed improvements and consolidation related processes. Due to the level of evaluation needed, the TMPWA and City have submitted joint time extension to the State to allow for the feasibility study finalization and consideration of details for a potential consolidation agreement. The State has granted the time extensions to allow for the planning needed for this potential consolidation.
On March 28, 2023, the Council authorized the City Administrator to execute the consolidation agreement with the Tooleville Mutual Non-Profit Water Association (TMNPWA) for consolidation of the TMNPWA water system into the City of Exeter water system.
Fiscal Impact: The City will receive $7.2 million of DWR grant funding for the Exeter-Tooleville Emergency Intertie and Water System Improvement Project. Fiscal impacts of a consolidation are estimated at an additional $9 million that is anticipated to be provided by State Water Board grant funding yet to be determined.
Prior Council/Board Actions:
September 10, 2019 - consideration of water system connection options between the City of Exeter and Tooleville.
September 28, 2021 - Council considered the order from the State and created a temporary Ad Hoc Council subcommittee to be part of the voluntary consolidation negotiation.
February 22, 2022 - Council discussed, considered, and approved submittal of a joint Tooleville Mutual Non-Profit Water Association/City of Exeter Voluntary Consolidation Negotiation status report to State Water Resources Control Board.
June 8, 2022 - Council discussed, considered, and approved joint Tooleville Mutual Non-Profit Water Association/City of Exeter Voluntary Consolidation Negotiation two (2) month time extension request to State Water Resources Control Board.
September 13, 2022 - Council adopted Resolution 2022-40 for grant application, acceptance and execution for the Exeter-Tooleville Emergency Intertie and Water System Improvement March 28, 2023 - Council authorized the City Administrator to execute the consolidation agreement with the Tooleville Mutual Non-Profit Water Association (TMNPWA) for consolidation of the TMPWA water system into the City of Exeter water system.
August 17, 2023, the City entered into a funding agreement with the State of California Department of Water Resources for the Exeter-Tooleville Emergency Intertie and Water System Improvement Project in the amount of $7,209,494.
Attachments: Provost & Pritchard Consulting Group's proposal Environmental Clearance: Not applicable at this stage of the project.
Recommended motion to be made by Council/Board: I move to authorize the City Administrator to to execute an agreement with Provost and Pritchard Consulting Group of Clovis, CA, in an amount not to exceed $1,520,483.00 to provide engineering services for the Exeter - Tooleville Emergency Intertie and Water System Improvement Project.
PROVOST&PRITCHARD
CONSULTING GROUP
455 W Fir Ave • Clovis, CA 93611 • (559) 449-2700
www.provostandpritchard.com
October 20, 2023
Adam Ennis, City Administrator
Daymon Qualls, Public Works Director
City of Exeter
100 North C Street
Exeter, CA 93221
Subject: Engineering and Land Surveying Services for
Emergency Project, Exeter, California
Dear Adam Ennis, PE:
Thank you for the opportunity to submit this proposal to provide engineering services for the subject project.
This proposal discusses our understanding of the project, recommends a scope of services together with associated fees, deliverables and approximate schedules, sets forth our assumptions and discusses other services that may be of interest as the project proceeds.
PROJECT UNDERSTANDING
The Tooleville Mutual Non-Profit Water Association (Tooleville MNWPA) received a Technical Reporting Order in Response to Expected Water Supply Shortage (Order No. 3-24-21-002) from the State Water Resources Control Board Division of Drinking Water, dated July 7, 2021, directing the Tooleville Mutual Non- Profit Water Association to submit a Weekly Drought Technical Report with weekly updates concerning the water supply, drought conservation and drought contingency plans.
Tooleville MNWPA received written correspondence from the State Water Resources Control Board Division of Drinking Water, dated August 23, 2021, that expressed concerns about the current and historic deficiencies and the current and on-going ability of the Tooleville MNPWA water system to provide a safe and affordable supply of drinking water to its customers. The letter served as a notice to the Tooleville MNPWA to negotiate with the City of Exeter (City) regarding consolidation with the City.
The City received written correspondence from the State Water Resources Control Board Division of Drinking Water, dated August 23, 2021, that expressed concerns about the current and historic deficiencies and the current and on-going ability of the Tooleville MPWA water system to provide a safe and affordable supply of drinking water to its customers. The letter served as a notice to the City to negotiate with the Tooleville MNPWA regarding consolidation.
Through some technical assistance work with Self Help Enterprises, Provot & Pritchard Consulting Group (Provost & Pritchard), prepared a technical memorandum (TM) that summarized all of the project needs that would be required to facilitate a successful consolidation of Toolevulle MNWPA with the City. The TM separated the overall project components into several individual projects for a variety of reasons such as funding limitations and schedule constraints. One of the projects was identified as the Emergency Project Engineering • Structural • Geostructural • Surveying • Planning • Environmental • GIS • Construction Services • Hydrogeology • Consulting Clovis • Visalia • Bakersfield • Modesto • Los Banos • Chico • Sacramento • Sonora • San Luis Obispo • Boise, ID City of Exeter October 20, 2023
Emergency Project Page 2 of 9
Proposal No.: 23-584
(Project). The Project includes installation of approximately 5,500 linear feet of 16-inch potable water transmission main, approximately 770 linear feet of 12-inch potable water transmission main, a master service meter, and appurtenances such as valves and hydrants. In addition to the distribution system improvements, the Project includes the design and construction of a new well in the City. A test hole will be drilled prior to constructing the proposed well to ensure the well can produce water of sufficient quality and quantity.
In an effort to help assist getting the Project started, the Department of Water Resources (DWR) offered to fund a portion of the Project while under an existing on-call contract Provost & Pritchard executed with DWR. The scope of work being performed under the DWR on-call contract includes engineering and surveying services for the pipeline portion of the project. Under the DWR task order work, Provost & Pritchard is proceeding with the following scope of work:
• Topographic survey of the well site and pipeline alignments • Utility research
• Basis of design memo
• Geotechnical investigation
• Preliminary design work of only the pipeline alignment (up to 60% design) The work included with this proposal would pick the Project up where the DWR on-call contract leaves off and provide a means to bring the Project through to completion of construction. The agreement between DWR and the City provides funding for:
• Project Administration
• CEQA Documentation and Permitting
• Design and Contracting
• Construction
• Construction Management
SCOPE OF SERVICES
This proposal is intended to align with the funding agreement that the City has executed with DWR. That agreement has several tasks identified in the scope of work which included:
• Task 1 - Project Administration
• Task 2 - CEQA Documentation and Permitting
• Task 3 - Design and Contracting
• Task 4 - Construction
• Task 5 - Construction Management
Our proposed scope of work for this proposal is segregated into several phases, described below. Phases shown below are grouped with the tasks stated above to align this proposal with the funding agreement between the City and DWR.
lIppeng.com\pzdata\docs\Marketing\Proposals\2023\City of Exeter - Emergency Project - 23-584\Working Drafts\20231016 Emergency Project Proposal.docx City of Exeter October 20, 2023
Emergency Project Page 3 of 9
Proposal No.: 23-584
TASK 1 - PROJECT ADMINISTRATION
PHASE PA: PROJECT ADMINISTRATION
Provost & Pritchard shall provide project administration on behalf of the City as follows:
• Oversight of budget and schedule
• Project meetings as necessary
• Completion of monthly reimbursement claim packages (up to 36 claims) • Preparation of quarterly progress reports (up to 12 reports) • Respond to questions and/or inquiries from funding agency about invoicing and reimbursement • Provide support to the City related to reporting requirements of funding agency. • Preparation of draft project completion report
• Preparation of final project completion report
DELIVERABLES:
• Reimbursement claims
• Quarterly reports
• Draft project report
• Final project report
TASK 2 - CEQA DOCUMENTATION AND PERMITTING
PHASE ENV: CEQA DOCUMENTATION AND PERMITTING
Provost & Pritchard will prepare the environmental document for the project. Provost & Pritchard will also obtain permits required to construct the project. The work under this phase includes:
• Coordination with Lead Agency and the State.
• Prepare Notice of Exemption pursuant to the California Environmental Quality Act (CEQA) Guidelines and submit to the State Clearinghouse and County Recorder • Prepare the Environmental Intake Form (EIF)
DELIVERABLES:
• Electronic copy of the Notice of Exemption
• Environmental Intake Form
• Notice of Recording
• Recording the Notice of Exemption
• Copies of Permits
TASK 3 - DESIGN AND CONTRACTING
PHASE WELL: TEST WELL DRILLING AND CONSTRUCTION
In parallel with the preparation of the PS&E (see Phase CD below), Provost & Pritchard will hire a well driller to drill a test well for the purpose of estimating water quality and quantity in the underlying aquifers at the site designated by the City. This work will include providing engineering and hydrogeologic services during well drilling and sampling. Oversight of well drilling and zone construction and sampling by a qualified l\ppeng.com\pzdata\docs\Marketing\Proposals\2023\City of Exeter -Emergency Project - -23-584\Working Drafts\20231016 Emergency Project Proposal.docx City of Exeter October 20, 2023
Emergency Project Page 4 of 9
Proposal No.: 23-584
engineer or hydrogeologist is critical to properly assess ground water quality at various depths in the aquifer and to ensure proper design of a new well. This phase of the project may include the following tasks • Consult with DDW to obtain approval on selected well location. • Prepare test well zone sampling detail and specification. • Act as the City's primary point of contact with the drilling contractor. Coordinate efforts of the City, DDW, contractor and subcontractors.
• Provide periodic onsite visits from the project Engineer during borehole drilling, to log the cuttings and prepare the zone sampling recommendations. A total of an estimated 6 trips to the project site during test hole drilling is included in the scope of services. It is anticipated that up to six (6) separate zones will be evaluated.
• Coordinate water quality sampling and testing for up to four (4) zone samples. • Provide well design recommendations after the test hole work is complete and zone sample water quality data is available. Provost & Pritchard will coordinate review and approval of the well design with the City and DDW.
DELIVERABLES:
• Test well and zone sampling details
• Final well design recommendation
PHASE CD: CONSTRUCTION DOCUMENTS
Picking up where the DWR task order work left off and in parallel with the test well drilling, Provost & Pritchard will begin work under this phase will include preparation of plans, specifications, and engineer's opinion of probable construction costs (PS&E) to a 50%, 90% and 100% level. Provost & Pritchard will submit the 50% PS&E to the City for review and comment. Upon receipt of comments, Provost & Pritchard will coordinate a 50% design review workshop with the City and other pertinent project stakeholders to review comments and address questions. The 50% PS&E will then be revised to generate a 90% PS&E for review and comment. At the 90% design level, Provost & Pritchard will route plans and specifications to various regulatory agencies for permit review. The agencies include:
• County of Tulare (Encroachment)
• City of Exeter (Encroachment, Test well drilling)
• Southern California Edison(Rule 16)
• San Joaquin Valley Railroad (Encroachment)
• San Joaquin Valley Air Pollution Control District
Like the 50% design workshop, upon receiving comments back from the City, Provost & Pritchard will coordinate a 90% design workshop with the City and pertinent project stakeholders to address questions and comments. The 90% PS&E will then be revised one final time to generate a final 100% PS&E that will be ready for bidding. The plans may include the following drawings:
• Cover sheet
Notes/Legend
Process Flow Diagram
HGL Profile
Plan and Profile Sheets (7 sheets estimated)
Well site plan
• Well equipping
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Emergency Project Page 5 of 9
Proposal No.: 23-584
• Tooleville Well Site Plan
• Demo sheet
Detail sheets (4 sheets estimated)
Specifications will be prepared for the project using Construction Specifications Institute (CSI) format. It is assumed that Provost & Pritchard will use their own front end contract specifications (Divisions 00 and 01).
The City will have an opportunity to review the specifications and provide coments An Engineer's Opinion of Probable Construction Cost will be prepared for the 50%, 90%, and 100% PS&E.
DELIVERABLES:
• 50% PS&E
• 90% PS&E
• 100% PS&E
PHASE BID: BID PHASE SERVICES
Provost & Pritchard will support the City throughout and in support of the bidding process. Bidding support for the construction project is included with this scope of work to align with the scope of the construction administration phase below. Services included in this phase include:
• Assist the City with the preparation of the bid advertisement • Attend a pre-bid meeting at the project site.
• Preparation and issuance of addendum to plan holders, if necessary, to address RFls (up to three addenda anticipated). It is assumed that addenda will be issued electronically to plan holders • Attend bid opening at the City of Exeter, review and evaluate bid proposals, prepare canvass of bids, and recommend lowest responsible bidder to the City for award of contract.
DELIVERABLES:
• Bid documents
• Bid advertisement
• Addenda preparation
• Issuance of addenda
Responses to RFIs for inclusion in addenda
Bid Canvass
• Copy of awarded contract
• Copy of Notice to Proceed
TASK 4 - CONSTRUCTION
This task includes the construction of the project as specified in the final PS&E. This task includes the following construction activities:
• Installing a new well and approximately 700 feet of 12-inch water main within the City water system • Installing an emergency intertie that includes a 16-inch water main between the City's water system and the Tooleville water system along with a master meter • Installing a tank-level control valve at the Tooleville tank site lIppeng.com\pzdata\docs\Marketing\Proposals\2023\City of Exeter -Emergency Project - 23-584\Working Drafts\20231016 Emergency Project Proposal.docx City of Exeter October 20, 2023
Emergency Project Page 6 of 9
Proposal No.: 23-584
This task will be performed by the Contractor. No work directly related to constructing the project is anticipated by Provost & Pritchard. Provost & Prichard's involvement in the construction portion of the project is described below in Task 5.
DELIVERABLES:
• None anticipated for Provost & Pritchard. Construction photos will be provided in as Part of Task 5 below.
TASK 5 - CONSTRUCTION MANAGEMENT
PHASE RE: RESIDENT ENGINEERING
Provost & Pritchard will provide resident engineering support during construction of the project. Provost & Pritchard will assign a resident engineer to the project who will provide the following services:
• Set up a Sharepoint site to facilitate construction related communications • Prepare conformed contract documents
• Coordinate and conduct a pre-construction meeting at the project site • Review Contractor submittals
• Reponses to Contractor requests for information
• Log of requests for information
• Review daily reports from Construction Manager (CM)
• Conduct up to two site visits during construction
DELIVERABLES:
• PDF of Submittal responses and RFI responses and exhibits, as needed PHASE CM: CONSTRUCTION MANAGEMENT
Provost & Pritchard will provide construction observation support during construction of the project. Provost & Pritchard will utilize a proprietary construction management software to manage, track, and disseminate construction related documentation. Project related documents will be accessible via website. The City, the State and the selected contractor will be given access to the construction management website to access reports, photos, and other relevant documents related to the project. • Construction observation will be conducted 5 days per week (up to 6 hours per day), as budget allows, to check that work conforms to the contract documents and installed per manufacturers recommendations. It is assumed construction will take up to 12 months. • Coordinate testing for the project, review test reports and make recommendations as necessary. It is assumed that the Contractor will perform and pay for necessary testing as part of their bid. • Develop and maintain correspondence logs
• Review and make recommendations on change order requests from Contractor • Maintain change order log reflecting the status of changes and total costs of changes • Develop and maintain request for information log. Coordinate and track responses with resident engineer.
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Emergency Project Page 7 of 9
Proposal No.: 23-584
• Review monthly payment requests for completeness and accuracy lien releases are in order and make recommendations for payment (up to 15 payment requests are included) • Monitor construction schedule provided by Contractor
• Prepare, coordinate, and monitor punch list
• Coordinate and receive close-out items for inclusion in final reporting to the State • Prepare record drawings from Contractor's field notes and documentation DELIVERABLES:
• Construction schedules
• Construction progress reports
• Change orders
• Punch list
• electronic copy and hard copy of record drawings
PHASE STK: CONSTRUCTION STAKING
Provost & Pritchard will provide construction staking services that may include:
• Provide Contractor with at least two benchmarks at the well site an along pipeline alignment. • Provide one (1) set of offset stakes at critical locations of key facilities shown on the construction documents. Key locations are assumed to include both the well site and along the pipeline alignments DELIVERABLES:
• Construction stakes and benchmarks
PROFESSIONAL FEES
Provost & Pritchard Consulting Group will perform the services in the Phases described above on a time and materials basis, in accordance with our Standard Fee Schedule in effect at the time services are rendered.
These fees will be invoiced monthly as they are accrued, and our total fees, including reimbursable expenses, will not exceed our estimate of $1,520,483 without additional authorization.
PROPOSED FEE - EMEGENCY PROJECT
PHASE ESTIMATED BUDGET ($)
Task 1 - Project Administration $322,319
Task 2- CEQA Documentation and Permitting $6,195
Task 3 - Design and Contracting $434,365
Task 4 - Construction $0
Task 5 - Construction Management $757,604
Total Estimated Fee: $1,520,483.00
The line items shown above are estimates and are not intended to limit billings for any given Task. Required task effort may vary up or down from the line item estimates shown, however total billings will not exceed the Total shown without additional authorization. If the scope changes materially from that described above, as a result of any agency's decision or because of design changes requested by the Owner, we will prepare a revised estimate of our fees for your approval before we proceed. llppeng.com\pzdata\docs\Marketing\Proposals\2023\City of Exeter - Emergency Project - 23-584\Working Drafts\20231016 Emergency Project Proposal.docx City of Exeter October 20, 2023
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Proposal No.: 23-584
SCHEDULE
Once we receive an executed copy of this Proposal and are authorized to proceed, we will work with the City to come to agreement on a mutually beneficial schedule. The tentative schedule is as follows:
PROPOSED FEE - EMEGENCY PROJECT
ESTIMATED DURATION (MONTHS)
PHASE
Task 1 - Project Administration 36
Task 2- CEOA Documentation and Permitting 9
Task 3 - Design and Contracting
Task 4 - Construction
Task 5 - Construction Management 24
ASSUMPTIONS
• Utility Potholing Services will be completed during construction by the Construction Contractor. • The Tooleville MPWA will grant access to the property and easements owned by the Tooleville MNPWA.
• The City owns the property intended for the drilling of a test well. • Provost & Pritchard will hire a well driller to drill a test hole to gauge water quality and quantity. • Up to four discreet zones will be sampled during the test well drilling • Up to 4 site visits will be conducted during test well drilling observation • Up to 15 site visits will be conducted during well construction observation • Water quality analyses will be paid for by the City
• A notice of exemption will satisfy CEQA requirements for the project. • Bid advertising for the construction of the pipeline improvements will be done in the Visalia Times Delta newspaper.
• Preparation of up to three addenda are included during bid phase services. • Responses to RFls are included with this proposal
• Responses to contractor submittals are included with this proposal • Construction management and inspection of pipeline improvements and production well is assumed to be for up to twenty four (24) months.
• Funding administration period is assumed to be thirty-six (36) months • Technical specifications will be in Construction Specification Institute (CSI) 50 Division format and will reference Caltrans 2022 Specifications as applicable.
• Construction management is assumed to be 5 days per week for 6 hours per day for the assumed construction duration of one year.
ADDITIONAL SERVICES
The following services are not included in this proposal, however, these and others can be provided at additional cost, upon request.
lIppeng.com\pzdata\docs\Marketing\Proposals\2023\City of Exeter - Emergency Project - 23-584\Working Drafts\20231016 Emergency Project Proposal.docx City of Exeter October 20, 2023
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Proposal No.: 23-584
• Additional design submittals in excess of the scope of work described above • Environmental site assessments
• Design of water treatment for removal of contaminants found during test well drilling and pilot hole construction
• Well construction observation in excess of the scope detailed above • Construction observation and inspection in excess of the scope of work described above
TERMS AND CONDITIONS
In order to convey a clear understanding of our mutual responsibilities under this proposal (or amendment), our standard Consultant Services Agreement is attached. Please sign both of these documents and mail or email a copy to our office. These documents will serve as our Notice to Proceed. This proposal is valid for 30 Sincerely Yours,
Provost & Pritchard Consulting Group
what ag
Nicholas Jacobson, RCE 84909 Michael Taylor, RCE 39961
Project Manager Principal Engineer
TERMS AND CONDITIONS ACCEPTED
By City of Exeter
Signature
Printed Name
Title Date
llppeng.com\pzdata\docs\Marketing\Proposals\2023\City of Exeter - Emergency Project - 23-584\Working Drafts\20231016 Emergency Project Proposal.docx