1 AGREEMENT FOR PROFESSIONAL SERVICES
This Agreement is made and entered into this ____ day of ________________, 20___, by and between the CITY OF MANTECA, a public body, corporate and politic ("City") and Carollo Engineers, Inc., a California corporation ("Consultant").
RECITALS
A. Consultant is specially trained, experienced, and competent to perform the professional services required by this Agreement.
B. Consultant possesses the skill, experience, ability, background, certification, and knowledge to provide the services described in this Agreement on the terms and conditions specified herein.
C. City desires to retain Consultant to render the professional services set forth in this Agreement.
AGREEMENT
1. Scope of Services. Consultant shall perform the Design & Engineering services described in the attached Attachment 1 (Tasks 1 through 4 only) that is incorporated by this reference, and pursuant to the Cost and Schedule attached hereto as Attachment 2.
Consultant shall provide these services at the time, place, and in the manner specified in Attachment 1, subject to the direction of the City through its staff that may be provided from time to time. Performance of the Design & Engineering services is sometimes referred to herein as “the Project.”
2. Work Through City Staff. Consultant shall perform its services pursuant to this Agreement solely through City staff. No communications, information or documentations shall be made directly to any applicant to the City without the prior written consent of the City. This shall not apply to the sole request of information or clarification of information by Consultant from the applicant. All requests shall be noted to City in an expeditious manner.
3. Time of Performance. Consultant’s services will commence upon execution of this Agreement and shall be completed in accordance with the Schedule of Activities, attached hereto as Attachment 2. All work shall be completed no later than December 31, 2025. Failure to submit work products in accordance with the Schedule of Activities may result in the City withholding progress payments. Repeated failure to complete work products in accordance with the Schedule of Activities may result in a reduction of the total compensation provided for in Section 4 herein.
4. Compensation. Without additional authorization from the City, compensation to be paid to Consultant shall not exceed NINE HUNDRED SIXTY SIX THOUSAND NINE HUNDRED EIGHTY THREE DOLLARS ($966,983). Payment by City under this ATTACHMENT 2
2 Agreement shall not be deemed a waiver of any defects, even if those defects were known to the City at the time of payment.
5. Method of Payment. Consultant shall submit monthly billings to City specifying and describing the work performed during the preceding month. Consultant's bills shall include a brief description of the services performed, the date the services were performed, the number of hours expended and by whom, and a description of any reimbursable expenditures. Full payment of each task will only be made at such time as each task is completed.
City shall pay Consultant no later than 30 days after approval of the monthly invoice by City staff. Payments may be delayed by City if Consultant fails to provide services in accordance with the Schedule of Activities, unless the City has provided prior written consent to any delay in the schedule.
6. Extra Work. At any time during the term of this Agreement, City may request that Consultant perform Extra Work. As used herein, the term "Extra Work" means any work that is determined by City to be necessary for the proper completion of the Project, but which the parties did not reasonably anticipate would be necessary at the time of execution of this Agreement. Consultant shall not perform, nor be compensated for, Extra Work without the City’s prior written authorization.
7. Termination. This Agreement may be terminated by the City immediately for cause, or by either party without cause upon 15 days’ prior written notice of termination. Upon termination, Consultant shall be entitled to compensation for services performed up to the effective date of termination upon submittal of an invoice for same.
8. Ownership of Documents; Confidentiality.
A. All plans, studies, documents, and other writings prepared by and for Consultant, its officers, employees, agents, and subcontractors in the course of implementing this Agreement, except working notes and internal documents, shall become the property of City upon payment to Consultant for such work. City shall have the sole right to use such materials in its discretion without further compensation to Consultant or to any other party. Consultant shall, at Consultant's expense, provide such reports, plans, studies, documents and other writings to City upon written request by City. Consultant shall not be responsible for any unauthorized modification or use of such information for other than its intended purpose.
B. All memoranda, specifications, plans, procedures, drawings, descriptions, computer program data, input record data, written information, and other documents and data, either created by or provided to Consultant in connection with the performance of this Agreement, shall be held confidential by Consultant. These materials shall not, without the City’s prior written consent, be used by Consultant for any purposes other than the performance of the services under this Agreement. Nor shall these materials be disclosed to any person or entity not connected with the performance of services under this Agreement. Nothing furnished to Consultant that is otherwise known to Consultant, or is generally known, or has become known to the related profession shall be deemed confidential. Consultant shall not use City's name or insignia, photographs relating to the Project for which Consultant's services are ATTACHMENT 2
3 rendered, or any publicity pertaining to the Consultant's services under this Agreement in any magazine, trade paper, newspaper, television or radio production, or other similar medium without the City’s prior written consent.
9. Consultant's Books and Records.
A. Consultant shall maintain all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services, or expenditures and disbursements charged to City, for a minimum period of three years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement.
B. Consultant shall maintain all records that document performance under this Agreement for a minimum period of three years, or for any longer period required by law, from the date of termination or completion of this Agreement.
C. Any records or documents required to be maintained pursuant to this Agreement shall be made available for inspection or audit at any time during regular business hours, upon written request by the City Manager, City Attorney, City Auditor, or a designated representative of any of these officers. Copies of such documents shall be provided to City for inspection at City Hall when it is practical to do so. Otherwise, unless an alternative is mutually agreed upon, the records shall be available at Consultant's address specified in Section 16 of this Agreement.
D. Where City has reason to believe that records or documents may be lost or discarded due to the dissolution or termination of Consultant's business, City may, by written request, require that custody of the records be given to the City and that the records and documents be maintained in City Hall. Access to these records and documents shall be granted to any party authorized by Consultant, Consultant's representatives, or Consultant's successor-ininterest.
10. Independent Contractor. In the performance of the work and services required by this Agreement, Consultant shall act as and be an independent contractor and not an agent, or employee of the City. Consultant shall obtain no rights to retirement or other benefits that accrue to City's employees, and Consultant expressly waives any claim it may have to any such rights.
11. Interest of Consultant.
A. Consultant represents that neither it nor any employee has any investment or interest in real property, and shall not acquire any such interest, direct or indirect, within the area covered by this Agreement, or any other source of income, interest in real property, or investment that would be affected in any manner or degree by the performance of Consultant's services hereunder. Consultant further represents that, in the performance of its duties hereunder, no person having any such interest shall perform any services under this Agreement.
B. Consultant is not a designated employee within the meaning of the Political Reform Act because Consultant:
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4 (1) will conduct research and arrive at conclusions with respect to its rendition of information, advice, recommendation, or counsel independent of the control and direction of the City, or of any City official, other than normal Agreement monitoring; and
(2) possesses no authority with respect to any City decision beyond the rendition of information, advice, recommendation, or counsel. (FPPC Reg. 18700(a)(2).)
12. Professional Ability of Consultant.
A. City is relying upon the professional training and ability of Consultant to perform the services hereunder as a material inducement to enter into this Agreement.
Consultant shall therefore provide skilled professional and technical personnel to perform all services under this Agreement. All work performed by Consultant shall be in accordance with applicable legal requirements and shall meet the standard of quality ordinarily to be expected of competent professionals in Consultant's field of expertise.
B. The primary provider of the services required by this Agreement shall be Ryan Sellman of Carollo Engineers, Inc. A list of other individuals assigned to the Project will be provided to City for its review and approval, and these individuals shall not be replaced without the City’s prior written consent.
13. Compliance with Laws. Consultant shall use the customary standard of care in its profession to comply with all applicable federal, state, and local statutes, codes, ordinances, and regulations.
14. Licenses. Consultant represents and warrants to City that it has all licenses, permits, qualifications, insurance, and approvals that are legally required of Consultant to practice its profession. Consultant represents and warrants to City that Consultant shall, at its sole cost and expense, keep in effect or obtain at all times during the term of this Agreement, any licenses, permits, insurance, and approvals that are legally required of Consultant to practice its profession.
15. Indemnification and Hold Harmless. Consultant agrees to defend, indemnify, and hold harmless the City, its officers, officials, agents, employees, and volunteers, from and against any and all claims, demands, actions, losses, damages, injuries, and liability, direct or indirect (including any and all costs and expenses in connection therewith), arising out of Consultant’s performance of this Agreement, or Consultant’s failure to comply with any of its obligations contained in this Agreement; excluding, however, any claim arising out of the active negligence or willful misconduct of the City, its officers, agents, employees, or volunteers.
16. Insurance Requirements.
A. Job specific insurance requirements can be found on the attached Attachment
4. Other insurance provisions can be found below:
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5 B. Endorsements. Each general liability and automobile liability insurance policy shall be with insurers possessing an A.M. Best's rating of no less than A:VII and shall be endorsed with language substantially as follows:
(1) The City, its elected and appointed officers, officials, employees, agents and volunteers are to be covered as additional insureds with respect to liability arising out of work performed by or on behalf of the Consultant, including materials, parts, or equipment furnished in connection with such work.
(2) The policy shall be considered primary insurance as respects the City, its elected and appointed officers, officials, employees, agents and volunteers. Any insurance maintained by the City, including any self-insured retention the City may have, shall be considered excess insurance only and shall not contribute with it. (3) The insurance shall apply to each insured and additional insured as though a separate policy had been written for each, except with respect to the limits of liability of the insuring company. (4) The insurer waives all rights of subrogation against the City, its elected and appointed officers, officials, employees, and agents. (5) Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its elected and appointed officers, officials, employees, agents, or volunteers. (6) The insurance provided by the policy shall not be suspended, voided, canceled, or reduced in coverage or in limits except after 30 days written notice has been received by the City.
(7) The City will not accept any endorsements that were issued in 2004. Acceptable endorsement forms are CG 20 10 11 85 or both CG 20 10 10 01 and CG 20 37 10 01.
C. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. At the City's option, Consultant shall demonstrate financial capability for payment of those deductibles or self-insured retentions.
D. Certificates of Insurance. Consultant shall provide to City certificates of insurance with original endorsements as evidence of the required insurance coverage.
Certificates of insurance shall be filed with the City on or before commencement of performance of this Agreement. Current certification of insurance shall be kept on file with the City at all times during the term of this Agreement.
17. Notices. Any notice required to be given under this Agreement shall be in writing and either served personally or sent prepaid, first class mail. Any such notice shall be addressed ATTACHMENT 2
6 to the other party at the address set forth below. Notice shall be deemed communicated within 48 hours from the time of mailing if mailed as provided in this section.
If to City: City of Manteca
1001 W. Center Street
Manteca, CA 95337
Attention: Kyzen Nicolas, Assistant Engineer
Email: [email protected]
If to Consultant: Carollo Engineers, Inc.
2795 Mitchell Drive
Walnut Creek, CA 94598
Attention: Ryan Sellman, Vice President/Principal-in-Charge Email: [email protected]
18. Entire Agreement. This Agreement constitutes the complete and exclusive statement of Agreement between the City and Consultant. All prior written and oral communications, including correspondence, drafts, memoranda, and representations, are superseded in their entirety by this Agreement.
19. Amendments. This Agreement may be amended only by a written document executed by both Consultant and City and approved as to form by the City Attorney.
20. Assignment and Subcontracting. The parties recognize that a substantial inducement to City for entering into this Agreement is the professional reputation, experience, and competence of Consultant. Assignments of any or all rights, duties, or obligations of the Consultant under this Agreement will be permitted only with the express written consent of the City. Consultant shall not subcontract any portion of the work to be performed under this Agreement without the written authorization of the City. If City consents to such subcontract, Consultant shall be fully responsible to City for all acts or omissions of the subcontractor.
Nothing in this Agreement shall create any contractual relationship between City and subcontractor nor shall it create any obligation on the part of the City to pay any monies due to any such subcontractor other than as may be required by law.
21. Waiver. Waiver of any breach or default under this Agreement shall not constitute a continuing waiver of a subsequent breach or default of the same or any other provision under this Agreement.
22. Severability. If any provision of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and effect.
23. Controlling Law; Venue. This Agreement and all matters relating to it shall be governed by the laws of the State of California, and any legal action relating to this Agreement shall take place in the Superior Court, County of San Joaquin.
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7 24. Litigation Expenses and Attorneys' Fees. If either party to this Agreement commences any legal action against the other party arising out of this Agreement, the prevailing party shall be entitled to recover its reasonable litigation expenses, including court costs, expert witness fees, discovery expenses, and attorneys' fees.
25. Mediation. The parties agree to make a good faith attempt to resolve any disputes arising out of this Agreement through mediation prior to commencing litigation. The parties shall mutually agree upon the mediator and shall divide the costs of mediation equally. If the parties are unable to agree upon a mediator, the dispute shall be submitted to JAMS/ENDISPUTE ("JAMS") or its successor in interest. JAMS shall provide the parties with the names of five qualified mediators. Each party shall have the option to strike two of the five mediators selected by JAMS, and thereafter the mediator remaining shall hear the dispute. If the dispute remains unresolved after mediation, either party may commence litigation.
26. Execution. This Agreement may be executed in several counterparts, each of which shall constitute one and the same instrument and shall become binding upon the parties when at least one copy has been signed by both parties.
27. Authority to Enter Agreement. Consultant warrants that it has all requisite power and authority to conduct its business and to execute, deliver, and perform this Agreement. Each party warrants to the other that the signatories to this Agreement have the legal power, right, and authority to enter into this Agreement and to bind each party.
28. Prohibited Interests.
A. Consultant warrants that it has not employed or retained any person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement.
Further, Consultant warrants that it has neither paid nor agreed to pay any person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift, or other consideration contingent upon or resulting from the award or making of this Agreement. For any breach or violation of this warranty, City shall have the right to rescind this Agreement without liability.
B. For the term of this Agreement, no member, officer, or employee of City, during the period of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.
29. Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer, and it shall not discriminate against any subcontractor, employee, or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex, or age. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination.
30. Precedence. In case of conflict between Consultant’s Proposal/Consultant’s attachments and the City’s Agreement/City’s attachments, the City’s Agreement and City’s attachments shall take precedence over Consultant’s proposal/Consultant’s attachments.
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8 This Space Purposely Left Blank
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9 TO EFFECTUATE THIS AGREEMENT, each of the parties has caused this Agreement to be executed by its duly authorized representative as of the date set forth in the introductory paragraph on page 1 above.
CITY OF MANTECA: CONSULTANT:
CAROLLO ENGINEERS, INC.
_________________________________ ___________________________________ Toni Lundgren (Type name of Consultant/form of organization)* City Manager
ATTEST: By: ___________________________________
(Signature)
_________________________________ ___________________________________ Cassandra Candini-Tilton, (Type name and title)
Director of Legislative Services
COUNTERSIGNED: By: ___________________________________
(Signature)
_________________________________ ___________________________________ Shay Narayan (Type name and title)
Director of Finance
COUNTERSIGNED: Address: ____________________________
_________________________________ ____________________________ Dawn Cortesi,
Acting Director of Human Resources Telephone: ____________________________ APPROVED AS TO FORM:
L. David Nefouse, City Attorney
By:_________________________________
Daniella Green, Assistant City Attorney
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10 ATTACHMENT 1
SCOPE OF SERVICES
ATTACHMENT 2
Scope of Services
The following scope of services and associated labor hours and fee estimates should be considered preliminary as you may wish to add, remove, or refine tasks listed in the scope. We look forward to working with you to refine the scope and fee estimate where appropriate to meet your project needs and budget expectations.
Task 1 – Project Management
1.1 Project Management
Consultant shall perform project management necessary to plan, execute, monitor, and report the project’s progress to the City for Tasks 1.0 through 4.0 over an estimated 14-month design and bid period. Consultant shall prepare a monthly progress letter report for attachment to the monthly invoice to track and report status of budget expenditures and key work products completed during the billing period.
Consultant Deliverables for Task 1:
• Progress letter report with each invoice.
Task 2 – Preliminary Design
2.1 Preliminary Design of WAS Thickening Improvements
Consultant shall perform the following preliminary design tasks for the WAS thickening improvements. • Estimate current and future WAS flows and loads using information from previous studies provided by the City and three years of operating data. • Perform a mass balance for determining primary sludge flows and loads from previous studies provided by the City three years of operating data.
• Evaluate up to three thickening alternatives to handle these projected WAS flows and loads including adding a third DAFT, rehabilitating and optimizing the existing DAFT tanks, and a new RDT facility. Evaluation will include developing preliminary design criteria, schematic layouts, Class 5 construction cost estimates, 20-year lifecycle cost estimates, and a non-economic comparison of the alternatives.
• Evaluate thickening primary sludge with the recommended alternative technology. • Conduct a meeting to discuss the WAS flows and loads and alternatives to be evaluated. • Prepare a preliminary drawing showing a general plan and major section of the recommended alternative.
• Prepare a Class 4 construction cost estimate of the recommended alternative, as described by the Association for the Advancement of Cost Engineering (AACE) International in the “Recommended Practice 18R-97 Cost Estimate Classification System for the Process Industries”.
2.2 Preliminary Design of Dewatering Improvements
Consultant shall perform the following preliminary design tasks for the dewatering improvements. • Estimate current and future digested biosolids flows and loads using information from previous studies provided by the City and three years of operating data.
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• Evaluate up to two dewatering alternatives to handle these projected digested biosolids flows and loads including adding a third centrifuge and installing a screw press in the existing building.
Evaluation will include developing preliminary design criteria, schematic layouts, Class 5 construction cost estimates, 20-year lifecycle cost estimates, and a non-economic comparison of the alternatives.
• Conduct a meeting to discuss the digested flows and loads and alternatives to be evaluated. • Prepare a preliminary drawing showing a general plan and major section of the recommended alternative.
• Prepare a Class 4 construction cost estimate of the recommended alternative, as described by the Association for the Advancement of Cost Engineering (AACE) International in the “Recommended Practice 18R-97 Cost Estimate Classification System for the Process Industries”.
2.3 Preliminary Design Report
Consultant shall prepare a Preliminary Design Report (PDR) to summarize the applicable analysis and key findings of Tasks 2.1 and 2.2. The PDR will be initially submitted in draft format for the City’s review. The Final PDR will incorporate applicable review comments provided by the City. Consultant shall conduct a meeting after issuing the draft PDR to review the content and facilitate staff review.
2.4 Existing Centrifuge Optimization (Optional)
This task will be refined after meeting with City staff and discussing options available and extent of effort for optimizing the existing centrifuges. For budgeting purposes, an allowance of $42,200 has been included for this task.
Consultant Deliverables for Task 2:
• Draft and Final Preliminary Design Report in PDF format.
Task 3 – Final Design
Task 3.1 – Final Design
Consultant will prepare biddable construction documents (drawings and specifications) for the preliminary project elements listed below and as refined in Task 2. The final project scope elements will be refined through field observations, discussions with City and plant staff, and the Preliminary Design Report findings and feedback.
• WAS Thickening Improvements:
o New Dissolved Air Flotation Thickener No. 3 including new steel tank and associated mechanical equipment (skimmer, bottom collector, recycle pump, pressure retention tank), piping, and valves.
o New polymer feed system including polymer blend unit, injection pump, piping, and injection ring for DAFT No. 3.
o New thickened waste activated sludge (TWAS) pump for DAFT No. 3. o New yard piping for extending the waste activated sludge (WAS) piping to DAFT No. 3 and connecting the new TWAS piping to the existing TWAS yard piping. o Modify affected electrical and instrumentation items as required to accommodate the project elements described above. This includes basic electrical and instrumentation work and assumes that the motorized equipment above will utilize existing ATTACHMENT 2
spares/spaces in MCCF. It is assumed that MCCF and upstream electrical distribution equipment has capacity for the increased power demand of the new loads and MCCF has sufficient physical space for all new starters and breakers. It is assumed that the existing PLC has capacity for additional IO or new IO cards necessary for additional IO. • Dewatering Improvements:
o New Centrifuge No. 3 in the existing Dewatering Building including associated sludge piping and valves. It is assumed that the existing platform was designed to accommodate this third centrifuge and no new structural design will be needed for it. o New sludge feed pump for Centrifuge No. 3.
o New polymer feed system including polymer blend unit, injection pump, piping, and injection ring for Centrifuge No. 3.
o Modify affected electrical and instrumentation items as required to accommodate the project elements described above. This includes basic electrical and instrumentation work and assumes that the motorized equipment above will utilize existing spares/spaces in MCC-15-01. It is assumed that MCC-15-01 and upstream electrical distribution equipment has capacity for the increased power demand of the new loads and MCC-15-01 has sufficient physical space for all new starters and breakers. It is assumed that the existing PLC has capacity for additional IO or new IO cards necessary for additional IO.
Construction documents will be prepared in compliance with current codes adopted by the City and applicable local governing agencies at the commencement of this project.
Drawings will be prepared on a computer-aided design drafting (CADD) system using Consultant’s CADD drafting standards. Construction drawings will include general, demolition, civil, structural, mechanical, electrical, and instrumentation disciplines. Drawing backgrounds for demolition and new improvements will be based on Consultant’s site survey and available record drawings of these areas to be provided by the City.
Specifications will be prepared using the City’s front-end contract documents and Consultant’s technical specifications. Front-end contract documents to be provided by the City will include general bidding requirements, general conditions, and special conditions. Technical specifications to be provided by Consultant will be prepared using Consultant’s standard Construction Specification Institute (CSI) format for Divisions 2 through 17. In addition, Consultant will provide supplemental Division 1 specifications as required.
During final design, Consultant will prepare and submit two progress submittals to the City for review and comment. The first submittal will be the 50 percent design submittal, which will include the following preliminary information: process flow diagrams, process and instrumentation diagrams, selected site plans, major process equipment layouts and sections, major process piping, electrical oneline diagrams, major mechanical equipment specifications, and control descriptions for major equipment. In addition, the Consultant will prepare a preliminary list of overall required specification sections for the City’s review and approval. Consultant will also provide a response to all City comments made during this phase of revision and will provide the City with any potential construction cost increase estimates and gain City approval of additional costs prior to performing design modifications on that comment.
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The second submittal will be the 90 percent design submittal, which will be a completed set of contract documents that will also be submitted concurrently to Consultant’s in-house technical checking team for review. The 90 percent design submittal will have incorporated applicable review comments from the 50 percent design review and other comments received from the City between 50 and 90 percent design.
Applicable review comments from the City and Consultant’s in-house technical checking team at the 90 percent design stage will be incorporated into the 100 percent design submittal (bid documents), which will be stamped and signed by professional engineers registered in the State of California. Changes following the 100 percent design submittal will be made by addenda to the bid documents.
Consultant shall attend one submittal workshop for each of the 50 and 90 percent design submittals.
Consultant will prepare construction cost estimates at the 50, 90, and 100 percent design submittal stages. Construction cost estimates will be prepared based on quantity takeoffs, estimating guides, equipment manufacturers’ quotes, and construction cost estimates of similar facilities. Contingencies for general estimating, general conditions, contractor overhead and profit, escalation to midpoint of construction, and annual cost escalation will be included in the construction cost estimates.
Consultant will prepare preliminary construction schedules at the 90 and 100 percent design submittal stages to estimate approximate construction duration of the project. The construction schedules will include construction durations, milestones, long lead time materials, work sequences developed by Consultant and plant staff, and critical path activities that will be developed based on information presented in referenced design submittals.
Task 3.2 – Geotechnical Investigation
Consultant will retain a professional geotechnical engineer registered in the State of California to perform a geotechnical investigation of the project site and provide geotechnical recommendations for construction of below grade facilities. Geological hazard study due to liquefaction susceptibility, drilling of 3 borings between 25 and 50 feet below existing grade in all areas where underground structure or pipeline excavation will be performed. Field and laboratory testing and soils testing will also be performed and results summarized in a geotechnical report. Geotechnical work is limited to the area located to the north of the existing DAFT units.
Task 3.3 – Site Survey Investigation
Consultant will retain a professional surveying firm to perform site survey investigations to prepare a topographic map of the thickening improvements project site to serve as a base map for design. The site area to be surveyed is around the existing DAFT facilities.
Consultant Deliverables for Task 3:
• Meeting agendas, presentation materials, and minutes in PDF format. • 50 and 90 percent design submittals in PDF format.
• One hard copy and one electronic copy in PDF format of the reproducible set of final bid documents (specifications and full-size drawings) stamped and signed by the professional engineers registered in the State of California.
• AutoCAD files of the bid drawings (unstamped and unsigned). • 50, 90, and 100 percent design construction cost estimates in PDF format.
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• 90 and 100 percent design preliminary construction schedules in PDF format. • Topographic survey data and mapping in AutoCAD format. • Geotechnical report in PDF format.
Task 4 - Bid Period Services
4.1 Bid Period Services
Contractor shall attend the pre-bid meeting and site walk to be scheduled by the City. Consultant shall assist the City in answering technical questions from prospective bidders and prepare up to one addendum during the one-month bid period. The City will print and distribute any addenda produced during the bid period.
Consultant Deliverables for Task 4:
• Responses to bidder questions via email or in PDF format. • Addenda in PDF format.
Task 5 – Engineering Service During Construction
5.1 Project Management
Consultant will perform project management necessary to plan, execute, monitor, and report the project’s progress to the City for this Task over an estimated 18-month construction period. Consultant shall prepare a monthly progress letter report for attachment to the monthly invoice to track and report status of budget expenditures and key work products completed during the billing period.
5.2 Construction Meeting
Consultant will attend the following construction meetings based on the following assumptions:
• Pre-Construction Meeting – Three Consultant team members will attend the pre-construction meeting.
• Weekly Construction Meetings – Two Consultant team members will attend a total of 78 weekly construction meetings via virtual telephone conference meetings. One Consultant team member will attend a weekly construction meeting in-person once per month. • Substantial Completion Meeting – Consultant will attend a substantial completion meeting near the end of the construction period to observe and check status of construction activities.
Consultant will prepare and submit a preliminary punch-list of corrective items to the City for review and forwarding to the Contractor to complete before final completion.
It is anticipated that all construction meetings will be 1-hour in duration (exclusive of travel time for inperson meetings). The City will coordinate and conduct all meetings and prepare meeting minutes for distribution to the Consultant and Contractor.
5.3 Request for Information
Consultant will receive, log, review, and respond to requests for information (RFIs) from the Contractor forwarded by the City. In responding to the RFIs, Consultant will issue interpretations and clarifications to the contract documents. For budgeting purposes, Consultant will respond to 50 RFIs assuming an average processing and review time of 4 hours per RFI. Note, the budget estimated for this task may be higher or lower depending on the final number of RFIs reviewed and the complexity of each RFI submitted by the Contractor.
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5.4 Submittals
Consultant will receive, log, review, and respond to submittals from the Contractor forwarded by the City. Submittals will be reviewed in accordance with the contract documents and include two types of submittals.
• General submittals – These are submittals that generally include routine elements such as subgrade materials, epoxies, grout, sealants, valves, piping, etc. that require a single lead reviewer and shorter duration to complete. For budgeting purposes, Consultant will respond to 80 general submittals/resubmittals assuming an average processing and review time of 6 hours per submittal/resubmittal.
• Major submittals – These are submittals that generally include more complicated elements such as pumps, mechanical equipment, MCCs, VFDs, concrete mix design, shutdown plan, and commissioning plan, etc. that require multiple reviewers and longer duration to complete. For budgeting purposes, Consultant will respond to 8 major submittals/resubmittals assuming an average processing and review time of 40 hours per submittal/resubmittal.
Note, the budget estimated for this task may be higher or lower depending on the final number of submittals/resubmittals reviewed and the completeness of each submittal/resubmittal submitted by the Contractor.
5.5 Site Observations
Consultant’s discipline engineers (civil, structural, mechanical, electrical, and instrumentation) will attend 10 site observations in person on an as-requested basis to observe field construction issues and discuss technical elements. For budgeting purposes, Consultant assumes an average time of 4 hours are required to perform each site observation.
5.6 Design Clarifications
Consultant will prepare 5 design clarifications to clarify and/or change the intent of the contract documents at the request of the City. In preparing each design clarification, Consultant will issue revised specifications, revised drawings, and/or new sketches as needed to clarify and/or change the intent of the contract documents for the City’s review and transmittal to the Contractor. For budgeting purposes, Consultant assumes an average time of 10 hours are required to prepare each design clarification.
5.7 Change Order Requests
Consultant will assist the City in reviewing a total of 5 change order requests submitted by the Contractor. Consultant’s review will be limited to the technical merits of the change order requests and providing input on applicable unit and material prices of selected items. Consultant will be responsible for preparing a total of 5 independent cost estimates of change order requests for verification and provide this information to the City to negotiate the cost of each change order request with the Contractor. For budgeting purposes, Consultant assumes an average time of 4 hours are required to review each change order request and an average time of 4 hours are required to prepare each independent cost estimate.
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5.8 Geotechnical Engineering Support Services
Consultant’s geotechnical engineer will provide geotechnical support services for project components that are anticipated to require geotechnical involvement. For budgeting purposes, an allowance of $10,000 has been included.
5.9 Record Drawings
Consultant will prepare record drawings using Consultant’s standard format to include changes made during the construction period after contract closeout. It is assumed that the Contractor will maintain a current set of marked-up drawings detailing field changes and clarifications. Consultant will not be responsible for field measuring as-built conditions and will rely solely on the information provided by the Contractor as the basis for preparing the record drawings. Record drawings will be prepared using Consultant’s standard format and will be provided to the City in both AutoCAD and PDF formats. For budgeting purposes, an allowance of $31,263 has been assumed for this task.
Consultant Deliverables for Task 5:
• Progress letter reports with each invoice.
• Attendance/teleconference and input at the construction meetings. • Preliminary punch-list.
• RFI responses.
• Submittal review comments.
• Design clarifications.
• Change order requests review comments.
• Electronic copy of the record drawings in PDF format. • Electronic copy of the record drawings in AutoCAD format.
Budget and Schedule:
Table 1 presents the labor and budget estimates for this project. Consultant shall complete the project based on the following schedule:
• Task 2 – 2 months from completion of Task 1.
• Task 3 – 11 months from completion of Task 2.
• Task 4 – As-needed during the one-month bid period.
Assumptions:
The following assumptions were used in developing the Scope of Services:
• Consultant shall perform the services required hereunder in accordance with the prevailing standard of care by exercising the skill and ability ordinarily required of engineers performing the same or similar services, under the same or similar circumstances, in the State of California. • City staff will provide Consultant access to the project site to perform field assessments of the facilities.
• City will be responsible for acquiring all permits and CEQA approval when necessary for construction of this project. This includes paying for all permit application fees. • Underground utility survey of the project area is not included in this scope.
ATTACHMENT 2
• Hazardous material survey of the project elements to be demolished is not included in this scope.
• City will be responsible for managing the bidding phase of the project, including advertisement, distribution of bid documents and addenda to potential bidders, and conducting the pre-bid meeting.
• City will require a maximum of fourteen calendar days to review the 50% and 90% design submittals and provide one collated set of review comments for each deliverable submittal to the Consultant.
• Construction management and inspection services for this project are not included in this Scope of Services. This service can be provided by the Consultant under a separate Agreement. • Programming of existing PLC and SCADA system will be performed either by a sole-sourced Programmer (to be specified for use by the Bidder) or by Others outside of the Bidder’s Contract. No PLC or SCADA programming specifications are included in this proposal. • Logic diagrams are not included as part of this proposal. • It is assumed that no upgrade to the existing Modicon Quantum PLC equipment is included as part of this Project Scope and that any requirements for additional I/O points and/or communication ports will be accomplished via existing, spare I/O points and/or communication ports.
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11 ATTACHMENT 2
COST & SCHEDULE OF ACTIVITIES
ATTACHMENT 2
Total
E&IC Geotech Survey
Beecher Kleinfelder O'Dell PECE PECE
Escalation
Travel Printing
$349 $330 $311 $263 $238 $214 $224 $161 $143 Hours Year Fee Fee Fee Fee Fee Fee Fee Fee Fee Fee $14.00 Fee Fee Fee Fee 1 Project Management 42 0 0 42 0 0 0 0 0 84 $ 25,704 $ 1,542 $ 27,246 $ - $ - $ - $ - $ - $ - $ - $ 1,176 $ 71 $ - $ - $ 1,247 $ 28,493
1.1 Project Management 42 0 0 42 0 0 0 0 0 84 2024 $ 25,704 $ 1,542 $ 27,246 $ - $ - $ - $ 1,176 $ 71 $ - $ - $ 1,247 $ 28,493 2 Preliminary Design 33 33 66 285 165 33 33 0 11 659 $ 173,185 $ 3,416 $ 176,601 $ 5,808 $ - $ - $ - $ 5,808 $ 581 $ 6,389 $ 9,226 $ 185 $ 4,264 $ - $ 13,675 $ 196,665
2.1 Preliminary Design of WAS Thickening Improvements 14 14 27 122 68 14 14 0 0 273 2023 $ 72,305 $ - $ 72,305 $ 1,936 $ 1,936 $ 194 $ 2,130 $ 3,822 $ - $ 632 $ - $ 4,454 $ 78,889
2.2 Preliminary Design of Dewatering Improvements 8 8 17 75 42 8 8 0 0 166 2023 $ 43,944 $ - $ 43,944 $ 1,936 $ 1,936 $ 194 $ 2,130 $ 2,324 $ - $ 3,632 $ - $ 5,956 $ 52,030
2.3 Preliminary Design Report 11 11 22 88 55 11 11 0 11 220 2024 $ 56,936 $ 3,416 $ 60,352 $ 1,936 $ 1,936 $ 194 $ 2,130 $ 3,080 $ 185 $ - $ 3,265 $ 65,747
2.4 Existing Centrifuge Optimization 0 0 0 40 60 0 0 0 0 100 2023 $ 24,800 $ - $ 24,800 $ 10,000 $ 10,000 $ 1,000 $ 11,000 $ 1,400 $ - $ 5,000 $ - $ 6,400 $ 42,200 3 Final Design 46 190 190 387 379 95 284 284 57 1,912 $ 467,648 $ 28,059 $ 495,707 $ 105,512 $ 20,000 $ 5,000 $ - $ 130,512 $ 13,051 $ 143,563 $ 26,768 $ 1,606 $ 7,580 $ 3,000 $ 38,954 $ 678,224
3.1 Final Design 38 190 190 379 379 95 284 284 57 1,896 2024 $ 462,752 $ 27,765 $ 490,517 $ 105,512 $ 105,512 $ 10,551 $ 116,063 $ 26,544 $ 1,593 $ 7,580 $ 3,000 $ 38,717 $ 645,297
3.2 Geotechnical Investigation 4 0 0 4 0 0 0 0 0 8 2024 $ 2,448 $ 147 $ 2,595 $ 20,000 $ 20,000 $ 2,000 $ 22,000 $ 112 $ 7 $ - $ 119 $ 24,714
3.3 Site Survey Investigation 4 0 0 4 0 0 0 0 0 8 2024 $ 2,448 $ 147 $ 2,595 $ 5,000 $ 5,000 $ 500 $ 5,500 $ 112 $ 7 $ - $ 119 $ 8,214 4 Bid Period Services 3 3 0 23 20 3 7 3 3 65 $ 15,968 $ 958 $ 16,926 $ 2,904 $ - $ - $ - $ 2,904 $ 290 $ 3,194 $ 910 $ 55 $ 316 $ - $ 1,281 $ 21,401
4.1 Bid Period Services 3 3 0 23 20 3 7 3 3 65 2024 $ 15,968 $ 958 $ 16,926 $ 2,904 $ 2,904 $ 290 $ 3,194 $ 910 $ 55 $ 316 $ 1,281 $ 21,401 5 Engineering Services During Construction 73 61 61 508 500 61 26 22 0 1,312 $ 339,602 $ 64,869 $ 404,471 $ 67,760 $ 10,000 $ - $ - $ 77,760 $ 7,776 $ 85,536 $ 18,368 $ 3,509 $ 5,056 $ - $ 26,933 $ 516,940
5.1 Project Management 4 4 4 29 29 4 0 0 0 74 2026 $ 19,345 $ 3,695 $ 23,040 $ - $ - $ - $ 1,036 $ 198 $ - $ - $ 1,234 $ 24,274
5.2 Construction Meetings 13 13 13 104 104 13 0 0 0 260 2026 $ 67,756 $ 12,942 $ 80,698 $ - $ - $ - $ 3,640 $ 695 $ 3,476 $ - $ 7,811 $ 88,510
5.3 Requests for Information 8 8 8 64 64 8 0 0 0 160 2026 $ 41,696 $ 7,965 $ 49,661 $ 9,680 $ 9,680 $ 968 $ 10,648 $ 2,240 $ 428 $ - $ - $ 2,668 $ 62,976
5.4 Submittals 32 32 32 256 256 32 0 0 0 640 2026 $ 166,784 $ 31,858 $ 198,642 $ 38,720 $ 38,720 $ 3,872 $ 42,592 $ 8,960 $ 1,712 $ - $ - $ 10,672 $ 251,906
5.5 Site Observations 1 1 1 10 10 1 0 0 0 24 2026 $ 6,214 $ 1,187 $ 7,401 $ 3,872 $ 3,872 $ 387 $ 4,259 $ 336 $ 64 $ 1,580 $ - $ 1,980 $ 13,640
5.6 Design Clarifications 1 1 1 10 10 1 0 0 0 24 2026 $ 6,214 $ 1,187 $ 7,401 $ 5,808 $ 5,808 $ 581 $ 6,389 $ 336 $ 64 $ - $ - $ 400 $ 14,190
5.7 Change Order Requests 2 2 2 16 16 2 0 0 0 40 2026 $ 10,424 $ 1,991 $ 12,415 $ - $ - $ - $ 560 $ 107 $ - $ - $ 667 $ 13,082
5.8 Geotechnical Engineering Support Services 8 0 0 8 0 0 0 0 0 16 2026 $ 4,896 $ 935 $ 5,831 $ 10,000 $ 10,000 $ 1,000 $ 11,000 $ 224 $ 43 $ - $ - $ 267 $ 17,098
5.9 Record Drawings 4 0 0 11 11 0 26 22 0 74 2026 $ 16,273 $ 3,108 $ 19,381 $ 9,680 $ 9,680 $ 968 $ 10,648 $ 1,036 $ 198 $ - $ - $ 1,234 $ 31,263 Total without Optional Servies 197 287 317 1,245 1,064 192 350 309 71 4,032 $ 1,022,107 $ 98,845 $ 1,120,952 $ 181,984 $ 30,000 $ 5,000 $ - $ 216,984 $ 21,698 $ 238,682 $ 56,448 $ 5,425 $ 17,216 $ 3,000 $ 82,089 $ 1,441,723 Total Optional Services 0 0 0 40 60 0 0 0 0 100 $ 24,800 $ - $ 24,800 $ - $ - $ - $ 10,000 $ 10,000 $ 1,000 $ 11,000 $ 1,400 $ - $ 5,000 $ - $ 6,400 $ 42,200 Total including Optional Services 197 287 317 1,285 1,124 192 350 309 71 4,132 $ 1,046,907 $ 98,845 $ 1,145,752 $ 181,984 $ 30,000 $ 5,000 $ 10,000 $ 226,984 $ 22,698 $ 249,682 $ 57,848 $ 5,425 $ 22,216 $ 3,000 $ 88,489 $ 1,483,923 Table 1 - Carollo Overall Fee Estimate
WQCF Sludge Thickener and Dewatering Unit No. 3 System Design Project Tasks ODCs
Subtask Subtotal 10% Markup Total
#
Total
Hours
Senior
Professional
Lead Project
Professional
Project
Professional Professional Assistant Professional
Senior CAD
Technician Task
#
Midpoint
of Task
Labor
Escalation
Total
Escalated
Labor Costs
Other Direct
Costs Total
Total Fee
Carollo Labor
Carollo Total Labor
Costs
CAD
Technician
Document
Processing
Lead
Professional
Sludge
Task Description Sampling
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ATTACHMENT 2
12 ATTACHMENT 3
INSURANCE
ATTACHMENT 2