DEV2409.SR.MG
CITY OF SIMI VALLEY
MEMORANDUM
J
une 24, 2024
TO
: City Council
F
ROM: Department of Public Works
S
UBJECT: AWARD OF CONTRACT FOR PROFESSIONAL ENGINEERING
SERVICES TO PREPARE A CITYWIDE FLOOD HAZARD RISK
ASSESSMENT AND PHYSICAL MAP REVISION APPLICATION,
RFP NO. PW 24-09
STAFF RECOMMENDATION
I
t is recommended that the City Council:
1. Award the attached contract to Kasraie Consulting ( page 5), for professional engineering services to pr epare and complete a City wide Flood Hazard Risk Assessment and Physical Map Revision Application, RFP No. PW 24-0 9, for an amount not-to-exceed $559,932 from July 1, 2024, to June 30, 2028;
2. Authorize the City Manager to approve any subs equent contract amendments to extend the term of the agreement one (1) additional (1) one-y ear term as well as incorporate future budgeted funds into the contract.
BACKGROUND AND OVERVIEW
The
City of Simi Valley believes an important first step in flood hazard mitigation is accurate risk identification. To this end, the City has been active over the past ten years supporting efforts to restudy and remap various portions of the City’s floodplains. These efforts have been largely supported by private development and redevelopment within the City. While extremely successful in removing property and structures from the Special Flood Hazard Area (SFHA), the cumulative benefit has been limited thus far. As such, Public Works sought professional services for developing detailed hydrologic and hydraulic analyses and floodplain and floodway mapping for the Arroyo Simi and all of its tributaries within its city limits.
The purpose is to provide more accurate flood data and floodplain mapping for the entire city through a Flood Hazard Risk Assessment and Physical Map Revision application to the Federal Emergency Management Agency.
AGENDA ITEM NO.
Consent (8)
2 DEV2409.SR.MG
FINDINGS AND ALTERNATIVES
On April 8 , 2024, the City requested proposals for professional services to prepare a Citywide Flood Hazard Risk Assessment and Physical Map Revision (PMR) application, RFP NO. PW 24 -09. On May 3, 2024, two (2) proposals were received. The proposals were evaluated and rated by City staff, a representative from the Ventura County Watershed Protection District, a technical staff person with the City’s hydraulic modeling software consultant (TUFLOW), and a civil engineer on contract with expertise in the review of PMR applications.
The criteria for the evaluation and rating were based on the following criteria:
• Proposal Quality and General Information (10%)
• Project Team Experience (30%)
• Project Team Availability (20%)
• Project Understanding and Approach (40%)
The results of the consultant evaluations were as follows:
Rank Consultant Rating
1 Q3 Consulting 90.5%
2 Kasraie Consulting 86.4%
The firm of Q3 Consulting was ranked as the most qualified to perform the services requested. This firm has extensive experience using sophisticated floodplain simulation modeling and was proposing a very aggressive schedule of two years to complete the work. However, their cost proposal exceeded the available funding . In the hope of obtaining a negotiated solution, two non- critical items were removed from the scope of work. The first was field surveying. The second was the elimination of an update to the City’s Master Plan of Drainage. Both of these tasks are not necessary for the preparation of the model or the mapping effort. However, a negotiated not -to-exceed amount still failed to achieve the full scope of work required. Therefore, the cost proposal for the next ranked firm was opened, and that firm was contacted.
The firm of Kasraie Consulting was rated equal or higher by two of the four reviewers .
The longer schedule to complete the scope of work was the primary difference noted by the other two reviewers. Otherwise, Kasraie Consulting is equally qualified to perform the services requested. This firm has extensive experience with the City, most notably the development of the City’s Master Plan of Drainage upon which this citywide floodplain remapping effort will rely. In addition, Kasraie Consulting has been successful in obtaining Federal Emergency Management Agency approval of Physical Map Revisions and in representing various Ventura County cities with FEMA review of their floodplain mapping efforts.
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Kasraie Consulting submitted a detailed not-to-exceed cost proposal for each task in the scope of work , along with their schedule of fees . This cost proposal also exceeded available funding. However, by eliminating the same two tasks noted above, the revised cost estimate does fit within available funding. Costs by task and by hour are found to be consistent and reasonable for professional services of this nature. The cost proposal and hourly rate sheet are attached (Contract, Exhibit B, Schedule of Fees). Sufficient funding is available for these services in the Flood Hazard and Risk Assessment Studies Project, CP10000001. As such, there is no impact on the City’s Budget or General Fund for this work. Staff recommends the City Council award a contract to Kasraie Consulting , for professional engineering services to prepare and complete a Citywide Flood Hazard Risk Assessment and Physical Map Revision Application.
T
he following alternatives are available to the City Council:
1. Awa
rd the attached contract to Kasraie Consulting, for professional engineering services to prepare and complete a Citywide Flood Hazard Risk Assessment and Physical Map Revision Application, RFP No. PW 24- 09, for an amount not-to-exceed $559,932 from July 1, 2024, to June 30, 2028;
2. A
uthorize the City Manager to approve any subsequent contract amendments to extend the term of the agreement one (1) additional (1) one- year term as well as incorporate future budgeted funds into the contract.
3. P
rovide staff with other direction.
S
taff recommends Alternative Nos. 1 and 2.
SUGGESTED CITY COUNCIL MOTION
I
move to award a contract to Kasraie Consulting for professional engineering services to prepare and complete a Citywide Flood Hazard Risk Assessment and Physical Map Revision Application, RFP No. PW 24- 09, for an amount not -to-exceed $559,932 fro m July 1, 2024, to June 30, 2028, and authorize the City Manager to approve any subsequent contract amendments and incorporate future budgeted funds into the contract.
SUMMARY
T
he City believes an important first step in flood hazard mitigation is accurate risk identification. To this end, the City has supported private development efforts to restudy and remap various portions of the City’s floodplains in removing property and structures from the SFHA . However, the Public Works Department does not maintai n staff for the specialized services required for a citywide effort. Therefore, a request for proposals was advertised seeking professional services for developing more accurate and detailed floodplain mapping for the Arroyo Simi and all of its tributaries within its city limits. Two proposals were received. F our independent reviewers rated the technical qualifications 4 DEV2409.SR.MG
of each proposal, and Kasraie Consulting was rated as fully capable of performing these services. These professional services will be funded from the Flood Hazard and Risk Assessment Studies Project, CP10000001. Therefore, it is recommended that the City Council award a professional engineering services contract to Kasraie Consulting.
_______________for __________________
Ronald K. Fuchiwaki
Public Works Director
Prepared by: Brent Siemer, Deputy Public Works Director (Development Services)
INDEX Page
Contract ............................................................................................ 5
AGREEMENT NO. 3240153
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF SIMI VALLEY AND
KASRAIE CONSULTING
FOR PROFESSIONAL ENGINEERING SERVICES TO PREPARE AND COMPLETE A
CITYWIDE FLOOD HAZARD RISK ASSESSMENT AND PHYSICAL MAP REVISION APPLICATION, RFP NO. PW 24-09
THI
S AGREEMENT is entered into this 24th day of June 2024, by and between the CITY OF SIMI VALLEY, a municipal corporation and general law city (“CITY”) and KASRAIE CONSULTING, a California sole-proprietorship (“CONSULTANT”).
1. CON
SIDERATION.
A. As
partial consideration, CONSULTANT agrees to perform the work listed in the SCOPE OF SERVICES, below;
B. As
additional consideration, CONSULTANT and CITY agree to abide by the terms and conditions contained in this Agreement;
C. As
additional consideration, CITY agrees to pay CONSULTANT a sum not to exceed five hundred fifty -nine thousand nine hundred thirty -two ($559,932) for CONSULTANT’s services. CITY may modify this amount as set forth below. Unless otherwise specified by written amendment to this Agreement, CITY will pay this sum as specified in the attached Exhibit “ B, Schedule of Fees,” which is incorporated by reference.
2. SCO
PE OF SERVICES.
A. CO
NSULTANT will perform services listed in the attached Exhibit “A,” which is incorporated by reference.
B. CO
NSULTANT will, in a professional manner, furnish all of the labor, technical, administrative, professional and other personnel, all supplies and materials, equipment, printing, vehicles, transportation, office space and facilities, and all tests, testing and analyses, calculation, and all other means whatsoever, except as herein otherwise expressly specified to be furnished by CITY, necessary or proper to perform and complete the work and provide the professional services required of CONSULTANT by this Agreement.
3. PE
RFORMANCE STANDARDS. While performing this Agreement, CONSULTANT will use the appropriate generally accepted professional standards of practice existing at the time of performance utilized by persons engaged in providing similar services. CITY will continuously monitor CONSULTANT’s services. CITY will notify CONSULTANT of 5 City of Simi Valley
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any deficiencies and CONSULTANT will have fifteen (15) days after such notification to cure any shortcomings to CITY’s satisfaction. Costs associated with curing the deficiencies will be borne by CONSULTANT.
4. PAYMENTS. For CITY to pay CONSULTANT as specifie d by this Agreement, CONSULTANT must submit a detailed invoice to CITY which lists the hours worked and hourly rates for each personnel category and reimbursable costs (all as set forth in Exhibit “B, Schedule of Fees”) the tasks performed, the percentage of the task completed during the billing period, the cumulative percentage completed for each task, the total cost of that work during the preceding billing month and a cumulative cash flow curve showing projected and actual expenditures versus time to date.
5. NON-APPROPRIATION OF FUNDS. Payments due and payable to CONSULTANT for current services are within the current budget and within an available, unexhausted and unencumbered appropriation of the CITY. In the event the CITY has not appropriated sufficient funds for payment of CONSULTANT services beyond the cur rent fiscal year, this Agreement will cover only those costs incurred up to the conclusion of the current fiscal year.
6. ADDITIONAL WORK.
A. CITY’s city manager (“Manager”) may determine, at the Manager’s sole discretion, that CONSULTANT must perform additional work (“Additional Work”) to complete the Scope of Work. If Additional Work is needed, the Manager will give written authorization to CONSULTANT to perform such Additional Work.
B. If CONSULTANT believes Additional Work is needed to complete the Scope of Work, CONSULTANT will provide the Manager with written notification that contains a specific description of the proposed Additional Work, reasons for such Additional Work, and a detailed proposal regarding cost.
C. Payments over $559,932 for Additional Work must be approved by CITY’s City Council. All Additional Work will be subject to all other terms and provisions of this Agreement.
7. FAMILIARITY WITH WORK.
A. By executing this Agreement, CONSULTANT agrees that it has:
i. Carefully investigated and considered the scope of services to be performed;
ii. Carefully considered how the services should be performed; and 6 City of Simi Valley
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iii. Understands the facilities, difficulties, and restrictions attending performance of the services under this Agreement.
B. If services involve work upon any site, CONSULTANT agrees that CONSULTANT has or will investigate the site and is or will be fully acquainted with the conditions there existing, before commencing the services hereunder. Should CONSULTANT discover any latent or unknown conditions that may materially affect the performance of the services, CONSULTANT will immediately inform CITY of such fact and will not proceed except at CONSULTANT’s own risk until written instructions are received from CITY.
8. TERM. The term of this Agreement will be from June 1, 2024 to June 30, 2028. Unless otherwise determined by written amendment between the parties, this Agreement will terminate in the following instances:
A. Completion of the work specified in Exhibit “A, Scope of Work”;
B. Termination as stated in Section 16.
9. TIME FOR PERFORMANCE.
A. CONSULTANT will not perform any work under this Agreement until:
i. CONSULTANT furnishes proof of insurance as required under Section 23 of this Agreement; and
ii. CITY gives CONSULTANT a written notice to proceed.
B. Should CONSULTANT begin work on any phase in advance of receiving written authorization to proceed, any such professional services are at CONSULTANT’s own risk.
10. TIME EXTENSIONS. Should CONSULTANT be delayed by causes beyond CONSULTANT’s control, CITY may grant a time extension for the completion of the contracted services. If delay occurs, CONSULTANT must notify the Manager within forty- eight hours (48 hours), in writing, of the cause and the extent of the delay and how such delay interferes with the Agreement’s schedule. The Manager will extend the completion time, when appropriate, for the completion of the contracted services.
11. CONSISTENCY. In interpreting this Agreement and resolving any ambiguities, the main body of this Agreement takes precedence over the attached Exhibits; this 7 City of Simi Valley
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Agreement supersedes any conflicting provisions. Any inconsistency between the Exhibits will be resolved in the order in which the Exhibits appear below:
Exhibit “A” – Scope of Work
Exhibit “B” – Schedule of Fees
Exhibit “C” CITY RFP NO. PW 24-06
Exhibit “D” CONSULTANT Proposal
12. CHANGES. CITY may order changes in the services within the general scope of this Agreement, consisting of additions, deletions, or other revisions, and the contract sum and the contract time will be adjusted accordingly. All such changes must be authorized in writing, executed by CONSULTANT and CITY. The cost or credit to CITY resulting from changes in the services will be determined in accordance with written agreement between the parties.
13. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a Taxpayer Identification Number.
14. PERMITS AND LICENSES. CONSULTANT, at its sole expense, will obtain and maintain during the term of this Agreement, all necessary permits, licenses, and certificates that may be required in connection with the performance of services under this Agreement.
15. WAIVER. CITY’s review or acceptance of, or payment for, work product prepared by CONSULTANT under this Agreement will not be construed to operate as a waiver of any rights CITY may have under this Agreement or of any cause of action arising from CONSULTANT’s performance. A waiver by CITY of any breach of any term, covenant, or condition contained in this Agreement will not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant, or condition contained in this Agreement, whether of the same or different character.
16. TERMINATION.
A. Except as otherwise provided, CITY may terminate this Agreement at any time with or without cause.
B. CONSULTANT may terminate this Agreement at any time with CITY’s mutual consent. Notice will be in writing at least thirty (30) days before the effective termination date.
C. Upon receiving a termination notice, CONSULTANT will immediately cease performance under this Agreement unless otherwise provided in the termination notice. Except as otherwise provided in the termination notice, any additional work performed by CONSULTANT after receiving a termination notice will be performed at CONSULTANT'’ own cost; CITY will 8 City of Simi Valley
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not be obligated to compensate CONSULTANT for such work.
D. Should termination occur, all finished or unfinished documents, data, studies, surveys, drawings, maps, reports and other materials prepared by CONSULTANT will, at CITY’s option, become CITY’s property, and CONSULTANT will receive just and equitable c ompensation for any work satisfactorily completed up to the effective date of notice of termination, not to exceed the total costs under Section 1(C).
E. Should the Agreement be terminated pursuant to this Section, CITY may procure on its own terms services similar to those terminated.
F. By executing this document, CONSULTANT waives any and all claims for damages that might otherwise arise from CITY’s termination under this Section.
17. OWNERSHIP OF DOCUMENTS; EXCEPTIONS; WARRANTY. Except as otherwise provided below, all documents, data, studies, drawings, maps, models, photographs and reports prepared by CONSULTANT (collectively, “Documents”) under this Agreement are CITY’s property. CONSULTANT may retain copies of such Documents as desired but will deliver all original materials to CITY upon CITY’s written notice. CITY agrees that use of CONSULTANT’s completed work product, for purposes other than identified in this Agreement, or use of incomplete work product, is at CITY’s own risk. CONSULTANT warrants that all Documents it drafts and completes pursuant to this Agreement constitutes original work. Specifically, CONSULTANT understands and agrees that use of artificial intelligence (AI) tools including, without limitation, ChatGPT, Microsoft’s Bing Chat, Google’s Bard, and Meta’s LLaMA (Large Language Model Meta AI), in the performance of this Agreement does not constitute an original work, i.e., submitting Documents generated by such AI tools to CITY and representing it as CONSULTANT’s original work constitutes a material breach of this Agreement, constitutes a false claim, and may also violate applicable intellectual property right laws including, without limitation, United States Copyright Law. Accordingly, and notwithstanding any other provision of this Agreement as to ownership, CITY specifically rejects ownership of such Documents. CONSULTANT is required to indemnify and defend CITY to the fullest extent allowed by applicable law should it violate this Section.
18. PUBLICATION OF DOCUMENTS. Except as necessary for performance of service under this Agreement, no copies, sketches, or graphs of materials, including graphic art work, prepared pursuant to this Agreement, will be released by CONSULTANT to any other person or public CITY without CITY’s prior written approval. All press releases, including graphic display information to be published in newspapers or magazines, will be approved and distributed solely by CITY, unless otherwise provided by written agreement between the parties.
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19. INDEMNIFICATION.
A. CONSULTANT agrees to the following:
i. Indemnification for Professional Services. CONSULTANT will save harmless and indemnify and at CITY’s request reimburse defense costs for CITY and all its officers, volunteers, employees and representatives from and against any and all suits, actions, or claims, of any character whatever, brought for, or on account of, any injuries or damages sustained by any person or property resulting or arising from any negligent or wrongful act, error or omission by CONSULTANT or any of CONSULTANT’s officers, agents,
employees, or representatives, in the performance of this Agreement, except for such loss or damage arising from CITY’s sole negligence or willful misconduct.
ii. Indemnification for other Damages. CONSULTANT indemnifies and holds CITY harmless from and against any claim, action, damages, costs (includ ing, without limitation, attorney’s fees), injuries, or liability, arising out of this Agreement, or its performance, except for such loss or damage arising from CITY’s sole negligence or willful misconduct. Should CITY be named in any suit, or should any claim be brought against it by suit or otherwise, whether the same be groundless or not, arising out of this Agreement, or its performance, CONSULTANT will defend CITY (at CITY’s request and with counsel satisfactory to CITY) and will indemnify CITY for any judgment rendered against it or any sums paid out in settlement or otherwise.
B. For purposes of this section “CITY” includes CITY’s officers, officials, employees, agents, representatives, and certified volunteers.
C. It is expressly understood and agreed that the foregoing provisions will survive termination of this Agreement.
D. The requirements as to the types and limits of insurance coverage to be maintained by CONSULTANT as required by Section 23, and any approval of said insurance by CITY, are not intended to and will not in any manner limit or qualify the liabilities and obligations otherwise assumed by CONSULTANT pursuant to this Agreement, including, without limitation, to the provisions concerning indemnification.
20. ASSIGNABILITY. This Agreement is for CONSULTANT’s professional services.
CONSULTANT’s attempts to assign the benefits or burdens of this Agreement without CITY’s written approval are prohibited and will be null and void. 10 City of Simi Valley
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21. INDEPENDENT CONTRACTOR. CITY and CONSULTANT agree that CONSULTANT will act as an independent contractor and will have control of all work and the manner in which is it performed. CONSULTANT will be free to cont ract for similar service to be performed for other employers while under contract with CITY.
CONSULTANT is not an agent or employee of CITY and is not entitled to participate in any pension plan, insurance, bonus or similar benefits CITY provides for its employees.
Any provision in this Agreement that may appear to give CITY the right to direct CONSULTANT as to the details of doing the work or to exercise a measure of control over the work means that CONSULTANT will follow the direction of the CITY as to end results of the work only.
22. AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with respect to all services and matters covered under this Agreement. CITY will have free access at all reasonable times to such records, and the right to examine and audit the same and to make transcript therefrom, and to inspect all program data, documents, proceedings and activities. CONSULTANT will retain such financial and program service records for at least three (3) years after termination or final payment under this Agreement.
23. INSURANCE.
A. Before commencing performance under this Agreement, and at all other times this Agreement is effective, CONSULTANT will procure and maintain the following types of insurance with coverage limits complying, at a minimum, with the limits set forth below:
Type of Insurance
Limits
C ommercial general liability: $2,000,000
Professional Liability $2 ,000,000
Business automobile liability $1,000,000
Workers compensation Statutory requirement
B. Commercial general liability insurance will meet or exceed the requirements of the most recent ISO-CGL Form. The amount of insurance set forth above will be a combined single limit per occurrence for bodily injury, personal injury, and property damage for the policy coverage. Liability policies will be endorsed to name CITY, its officials, and employees as “additional insureds” under said insurance coverage and to state that such insurance will be deemed “primary” such that any other insurance that may be carried 11 City of Simi Valley
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by CITY will be excess thereto. Such endorsement must be reflected on ISO Form No. CG 20 10 11 85 or 88, or equivalent. Such insurance will be on an “occurrence,” not a “claims made,” basis and will not be cancelable or subject to reduction except upon thirty (30) days prior written notice to CITY.
C. Professional liability coverage will be on an “occurrence basis” if such coverage is available, or on a “claims made” basis if not available. When coverage is provided on a “claims made basis,” CONSULTANT will continue to renew the insurance for a period of three (3) years after this Agreement expires or is terminated. Such insurance will have the same coverage and limits as the policy that was in effect during the term of this Agreement, and will cover CONSULTANT for all claims made by CITY arising out of any errors or omissions of CONSULTANT, or its officers, employees or agents during the time this Agreement was in effect.
D. Automobile coverage will be written on ISO Business Auto Coverage Form CA 00 01 06 92, including symbol 1 (Any Auto).
E. CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance evidencing maintenance of the insurance required under this Agreement and such other evidence of insurance or copies of policies as may be reasonably required by CITY from time to time. Insurance must be placed with insurers with a current A.M. Best Company Rating equivalent to at least a Rating of “A:VII.”
F. Should CONSULTANT, for any reason, fail to obtain and maintain the insurance required by this Agreement, CITY may obtain such coverage at CONSULTANT’s expense and deduct the cost of such insurance from payments due to CONSULTANT under this Agreement or terminate pursuant to Section 16.
G. Self-Insured Retention/Deductibles. All policies required by this Agreement must allow CITY, as additional insured, to satisfy the self -insured retention (“SIR”) and deductible of the policy in lieu of CONSULTANT (as the named insured) should CONSULTANT fail to pay the SIR or deductible requirements. The amount of the SIR or deductible is subject to the approval of the Assistant City Attorney and the Finance Director. CONSULTANT understands and agrees that satisfaction of this requirement is an express condition precedent to the effectiveness of this Agreement. Failure by CONSULTANT as primary insured to pay its SIR or deductible constitutes a material breach of this Agreement. Should CITY pay the SIR or deductible on CITY’s behalf upon the CONSULTANT’S failure or refusal to do so in order to secure defense and indemnification as an additional insured under 12 City of Simi Valley
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the policy, CITY may include such amounts as damages in any action against CONSULTANT for breach of this Agreement in addition to any other damages incurred by CITY due to the breach.
24. USE OF SUBCONTRACTORS . CONSULTANT must obtain CITY’s prior written approval to use any consultants while performing any portion of this Agreement. Such approval must approve of the proposed consultant and the terms of compensation.
25. INCIDENTAL TASKS. CONSULTANT will meet with CITY monthly to provide the status on the project, which will include a schedule update and a short narrative description of progress during the past month for each major task, a description of the work remaining and a description of the work to be done before the next schedule update.
26. NOTICES. All communications to either party by the other party will be deemed made when received by such party at its respective name and address as follows:
If to CONSULTANT:
If to CITY:
Attention: Hassan Kasraie Attention: Brent Siemer
Kasraie Consulting City of Simi Valley
3287 Island View Drive 2929 Tapo Canyon Road
Ventura, CA 93003 Simi Valley, CA 93063
(805) 340-4744 (805) 583-6805
[email protected] [email protected]
Any such written communications by mail will be conclusively deemed to have been received by the addressee upon deposit thereof in the United States Mail, postage prepaid and properly addressed as noted above. In all other instances, notices will be deemed given at the time of actual delivery. Changes may be made in the names or addresses of persons to whom notices are to be given by giving notice in the manner prescribed in this paragraph.
27. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest laws and regulations including, without limitation, CITY’s conflict of interest regulations.
28. SOLICITATION. CONSULTANT maintains and warrants that it has not employed nor retained any company or person, other than CONSULTANT’s bona fide employee, to solicit or secure this Agreement. Further, CONSULTANT warrants that it has not paid nor has it agreed to pay any company or person, other than CONSULTANT’s bona fide employee, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. Should CONSULTANT breach or violate this warranty, CITY may rescind this Agreement without liability.
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29. THIRD PARTY BENEFICIARIES. This Agreement and every provision herein is generally for the exclusive benefit of CONSULTANT and CITY and not for the benefit of any other party. There will be no incidental or other beneficiaries of any of CONSULTANT’s or CITY’s obligations under this Agreement.
30. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance with the laws of the State of California, and exclusive venue for any action involving this agreement will be in Ventura County.
31. COMPLIANCE WITH LAW. CONSULTANT agrees to comply with all federal, state, and local laws applicable to this Agreement.
32. ENTIRE AGREEMENT. This Agreement, and its Attachments, sets forth the entire understanding of the parties. There are no other understandings, terms or other agreements expressed or implied, oral or written. There are four Attachments to this Agreement. This Agreement will bind and inure to the benefit of the parties to this Agreement and any subsequent successors and assigns.
33. RULES OF CONSTRUCTION. Each Party had the opportunity to independently review this Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as a whole, and in accordance with its fair meaning; it will not be interpreted strictly for or against either Party.
34. SEVERABILITY. If any portion of this Agreement is declared by a court of competent jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the extent necessary in the opinion of the court to render s uch portion enforceable and, as so modified, such portion and the balance of this Agreement will continue in full force and effect.
35. AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary action has been taken by the Parties to authorize the undersigned to execute this Agreement and to engage in the actions described herein. This Agreement may be modified by written amendment. CITY’s Manager, or designee, may execute any such amendment on behalf of CITY.
36. ELECTRONIC SIGNATURES. This Agreement may be executed by the Parties on any number of separate counterparts, and all such counterparts so executed constitute one Agreement binding on all the Parties notwithstanding that all the Parties are not signatories to the same counterpart. In accordance with Government Code §16.5, the Parties agree that this Agreement, Agreements ancillary to this Agreement , and related documents to be entered into in connection with this Agreement will be considered signed when the signature of a party is delivered by electronic transmission. Such electronic signature will be treated in all respects as having the same effect as an original signature.
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37. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of reference only and will not affect the interpretation of this Agreement.
38. TIME IS OF ESSENCE. Time is of the essence for each and every provision of this Agreement.
39. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood, explosion, acts of ter rorism, war, embargo, government action, civil or military authority, the natural elements, or other similar causes beyond the Parties’ reasonable control, then the Agreement will immediately terminate without obligation of either party to the other.
40. STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT represents that it has demonstrated trustworthiness and possesses the quality, fitness and capacity to perform the Agreement in a manner satisfactory to CITY. CONSULTANT represents that its financial resources, surety and insurance experience, service experience, completion ability, personnel, current workload, experience in dealing with private consultants, and experience in dealing with public agencies all suggest that CONSULTANT is capable of performing the proposed contract and has a demonstrated capacity to deal fairly and effectively with and to satisfy a public CITY.
[SIGNATURES ON NEXT PAGE]
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and year first hereinabove written.
Attest: City of Simi Valley, A Municipal Corporation
By:
Lucy Blanco, City Clerk Fred D. Thomas, Mayor of the City of Simi Valley, California
Approved as to Form: KASRAIE CONSULTING
By:
Algeria R. Ford, City Attorney
Print Name: Hassan Kasraie
Approved as to Content: Title: President , Principal
By:
Brian Paul Gabler, City Manager
Print Name:
Title:
Johanna Medrano,
Deputy Administrative Services Director/
Budget & Purchasing
Ronald K. Fuchiwaki
Public Works Director
16 EXHIBIT "A"
SCOPE OF WORK
CONTRACT FOR PROFESSIONAL SERVICES BETWEEN THE CITY OF SIMI VALLEY AND
KASRAIE CONSULTING FOR PROFESSIONAL SERVICES
17
SCOPE OF WORK
The project is separated into two phases (project management is part of both phases):
• Phase 1 (Tasks 1 -4, 8 ) – Flood Hazard Study: KC will generate a c oupled and calibrated two -dimensional hydrologic/hydraulic modeling using the TUFLOW® software model (GPU version) to assess flood hazards within the City of Simi Valley.
Results will be used to generate a master plan of drainage with recommended capital improvement alternatives. This is considered the ‘watershed model’.
A rain -on-grid ‘watershed model’ cannot be used as -is for a FEMA physical map revision if the area of interest incudes an existing or is proposing a new floodway.
Results from the ‘watershed model’ will be used to create hydrograph inflows for a second base run and subsequent floodway run that will be used in Phase 2. Required FEMA submittal data will be generated.
• Phase 2 (Tasks 5-7, 8) – FEMA Physical Map Revision (PMR): Model results, mapping, documentation, and other products generated in Phase 1 will be coordinated by KC with CITY, VCWPD, and FEMA Region IX staff. Required revisions, if any, will be completed to produce a Preliminary FIS and FIRM. KC will partner with the CITY to provide necessary community engagement, ensuring those affected by changes have an opportunity to comment as part of the FEMA appeals/protest period. Final revisions will be completed as necessary.
PHASE ONE – FLOOD HAZARD STUDY
Task 1 - Data Collection and Preparation
1A: Data Collection
Research will be conducted to find and review existing drainage-related documents, reports, hydrologic and hydraulic models, as-built drawings, highwater marks, flow/precipitation gage data, and studies for the project area currently available.
Critical drainage features such as hillsides, streets, inlets, conveyances, and storm drains will be identified and documented. Data will be collected from available topography; current City/County storm drain atlases, geodatabases, and corresponding local road and drainage facility/storm drain plans; site visit(s) (see Task 2); and other sources including FEMA, Ventura County, Caltrans, and other contributing agencies.
Some important documents/data sets are as follows:
• 1990 City of Simi Valley Master Plan of Drainage by Hawks & Associates • 2003 USACE Calleguas Creek Watershed Feasibility Study Hydrology Appendix • 2003 VCWPD Existing Condition Model Results Matrix
• 2004 VCWPD Future Condition Hydrology Model Results Matrix • 2011 VCWPD HSPF Continuous Watershed Model by Aqua Terra Consultants • 2014 City of Simi Valley Master Plan of Drainage by Kasraie Consulting • 2017 VCWPD Hydrology Manual with new NOAA Atlas 14 Rainfall and new C Coefficients
• 2019 VCWPD Debris & Detention Basin Manual
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• 2020 City’s Drainage Policy & Study Guidelines by Kasraie Consulting • 2021 Tapo Canyon 2D Watershed H&H Model & Deficiency Study by Huitt-Zollars • 2023 Tapo Canyon Channel LOMR Technical Support Data Notebook by Q3 Consulting
• 2024 Ventura Countywide Unified Storm Drain System Geodatabase by Kasraie Consulting
Deliverables: All data will be compiled, reviewed for applicability, categorized, and organized in digital format (hardcopy data will be scanned or digitized as necessary). All electronic data will be provided and accessible to the CITY and its proxies through a cloud-based system until PROJECT closeout. KC typically uses Dropbox but will work with the CITY to find its preferred system. An Existing Data Memorandum summarizing all accumulated data, describing potential data gaps, and/or anticipated data collection needs will be provided. This document will continue to be updated throughout the duration of the PROJECT as new resources relevant to the PROJECT are needed or become available.
1B: Field Reconnaissance
KC has the ability to provide staff local to the City of Simi Valley which will increase field work efficiency and response time. Our staff will use the data from Task 1A along with Google Maps/Earth to complete a desktop level project site survey to establish a Field Reconnaissance Plan (FRP). The purpose of the FRP is to efficiently coordinate the conducting of field surveys, acquiring field measurements and/or aerial data, collecting photos or videos, and other means of field data collection necessary to gain a comprehensive understanding of the conditions along the PROJECT floodplains.
Figure 1 – Point Shapefile wit Google Map Coordinates/Photo to be used for FRP An ESRI shapefile -based inventory of hydraulic structures, including levees, vegetation characterization, or other channel conditions that may influence the hydraulic analysis 19
will be generated. Shapefiles will contain links to the initial Google Maps/Earth photos and subsequent field photos and notes accumulated.
KC will coordinate field assignments with the CITY Project Manager (PM). CITY PM or designated staff may join KC staff in the field at their discretion, based on staff availability.
Deliverables: A Field Reconnaissance Plan (FRP) designating locations, dates, and field data to be collected will be prepared and submitted to the CITY PM for approval based on an initial desktop -level review of available data and needs. It will include an ESRI shapefile-based inventory (points, lines, and polygons) of proposed site visit locations and their characteristics. Although the initial FRP will be comprehensive in nature, there may be additional need for field work throughout the duration of the PROJECT. A separate FRP will be prepared for any such instances.
Once each FRP has been successfully executed, a corresponding Data Collection Memorandum will be completed containing all relevant field notes, including a description of any field data that was unable to be collected (access issue, feature does not exist, …). Where applicable, the field data collected will be attached/added to the FRP ESRI shapefile-based inventory. All electronic data will be provided and accessible to the CITY and its proxies through a cloud-based system until PROJECT closeout. 1C: Topographic Change Detection
Our Project Manager, Hassan Kasraie, managed the City’s 2016 and 2023 Lidar acquisition projects and therefore we are very familiar with the latest data. Both projects collected Quality Level 1 topographic data for the entire 90-square mile watershed area and utilized the California State Plane Coordinates, North American Datum 1983 (NAD 83) Zone V [feet] and North American Vertical Datum of 1988 (NAVD 88) [feet] vertical datum.
Watershed areas outside of Ventura County or the extent of the Lidar will be supplemented with available Los Angeles Region Imagery Acquisition Consortium (LARIAC) 2015-16 LiDAR.
At this point, we do not anticipate requiring supplemental topographic survey for this project. However, it will be beneficial to conduct a topographic change detection analysis to visually see the terrain changes due to new development or infill projects throughout the City since 2016. The terrain change detection will be completed using GIS geoprocessing tools. The City may provide a list o r locations of new development or redevelopment projects since 2016 to expedite the change detection analysis.
Deliverables: The topographic change detection deliverable products will be a series of cut & fill depth maps where the changes in the terrain since 2016 have been found. The difference depth maps will result from subtracting the ground surface elevations of the two terrain data sets; a negative depth will show “Cut”, and a positive depth will show “Fill”.
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1D: Landuse and Soils Mapping
KC will utilize the latest aerial imagery to be provided by the CITY in conjunction with the Ventura County parcel, right -of-way, building footprints, and vegetation data sets to create a landcover data sets used for modeling percent impervious and Manning’s “N” Roughness values for the PROJECT. TUFLOW utilizes data set layering (bottom data set is overrides the layer above it in the materials portion of the geometry control file [.tgc]) to provide additional flexibility. A single landcover data set is not necessary for modeling which makes it easier to run multiple scenarios. See Figure 2.
Figure 2 – Layering of Materials Data Sets
However, for visualization purposes (report figures, presentations, statistics, ...) a single landcover layer will be provided.
Percent Impervious:
TUFLOW uses the percent impervious specified in the materials layer(s) to determine what areas will or will not have infiltration based on the soil type (e.g. no infiltration will occur under areas with 100% imperviousness).
In general terms, building footprints are assigned a 100% impervious value (no infiltration) and the right-of-way 88-90% (can vary by locale). This leaves the remaining area of parcels which can include driveways, patios, or parking lots (see blue rectangles in Figure 3). Each parcel has a site use category. Sample sites for each category will be taken throughout the PROJECT area and corresponding percent impervious values will be assigned to areas not covered in the building or right -of way layers (e.g. Site Use Code = 1111, the green area not including the building would be assigned a percent impervious value of 15% ). Manual adjustments based on the latest aerial photography or development plans would be made on a case-by-case basis.
Lowest layer overwrites
the layer above it!
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Figure 3 – Example Landcover Percent Impervious Site
Manning’s “N” Roughness Factors:
Two-dimensional models, such as TUFLOW, include the ability to vary roughness values based on calculated flow depth. For example, flow in a pasture may have a very high roughness value of 1 if the flow depth is less than 1-foot and a lower value such as 0.06 when the flow depth is greater
than the height of the vegetation,
say 3-feet. In the materials layer,
these roughness value intervals
are specified and the model
interpolates the value when depths
fall within each set of values.
Figure 4 – Roughness Varied by Depth in Materials.csv File For urban areas, the roughness values will be assigned based the buildings, right-of-way, and parcel site use code. Values for rural areas will be assigned based on the County vegetation layer. Values will be adjusted based on the latest aerial photography on a case-by-case basis.
Impervious areas
not included when
using only
buildings and
ROW
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Landcover/Roughness by Time Period:
In addition to the existing condition landcover, a future condition (buildout) and an approximated 1983 landcover will be created (for use in the Validation Hydraulic Analysis discussed in Task 2C ). The 1983 landcover would entail creating a data set with the approximate historical undeveloped landcover for this time period. See Figure 5.
Figure 5 – Google Earth Oak & Bus Canyons 1989 (top) vs. 2024 (bottom)
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Soils:
Natural Resource Conservation Service (NRCS) Soil Survey Geographic Database (SSURGO) for Ventura County will be downloaded. The United States Department of Agriculture (USDA) soil type associated with each map unit (soil name) will be assigned initial Green-Ampt parameters (based on Rawls, W, J, Brakesiek & Miller, N, 1983, ‘Green- Ampt infiltration parameters from soils data’, Journal of Hydraulic Engineering, vol 109, 62-71 – as referenced in TUFLOW User’s Manual and Wiki) which is consistent with the Tapo Canyon study. Initial moisture content will be evaluated separately.
Figure 6 – SSURGO Soils from the NRCS Web Soil Survey (WSS) near Lost Canyon Deliverables: KC will provide (1) a comma separated value (.csv) table with each landcover category and corresponding percent impervious and Manning’s “N” Roughness coefficients in TUFLOW format and (2) provisional composite landcover layers for the existing, 1983, and future (buildout) conditions divided into categories having assigned percent impervious and Manning’s “N” Roughness coefficients [multiple values per category where depth dependent conditions are applicable ], and a SSURGO soils layer modified for use in TUFLOW (.tsoilf file format) to be referenced in the TUFLOW control file (.tcf).
Although for modeling purposes, the actual parameter values do not need to be within the landcover layer adding them explicitly will help with mapping and report exhibit production. Final products will comply with FEMA’s guidance for GIS data layers.
All electronic data will be provided and accessible to the CITY and its proxies through a cloud-based system until PROJECT closeout.
1E: Storm Drain Geodatabase
KC and Nobel Systems have worked together to create and update storm drain geodatabases for Ventura County and its municipalities since 2006. In addition, KC managed the Ventura County Unified Storm Drain System (VCUSDS) Mapping project and 24
are intimately familiar with the data, including the vertical datum ( National Geodetic Vertical Datum 1929 [NGVD 29] vs North American Vertical Datum 1988 [NAVD 88]) for the various plan sets used in its creation.
There are over 2,000 catch basin inlets within the CITY and about 400 do not have opening information. KC will use available plans and Google Maps to assign catch basin type (combo, curb inlet, grate, …) and opening sizes (where no data exists or where non- standard sizes need to be verified). This will be critical to properly estimate flow getting into the CITY storm drains and is necessary for any proposed capital improvement analysis in the future. Inlet location points will be moved as necessary based on the latest aerial photography to ensure correct linkage to the DEM and TUFLOW mesh.
Detention Basin Outlet Rating curves will be taken from the KC 2016 Master Plan of Drainage where modeling the outlet works explicitly is not practical.
Nobel Systems will work with KC and the CITY to update datasets within the CITY due to new developments as necessary throughout the duration of the PROJECT.
GIS processes will be used to import the stormdrain geodatabase network into PCSWMM®. PCSWMM is a GIS driven hydraulic modeling software which specializes in simulation of 1D networks using the EPA SWMM model engine. Our experience in building large 1D/2D integrated TUFLOW GPU models has taught us that independently pre - building and testing large drainage networks in PCSWMM allows our team to quickly find and solve connectivity and parameter errors with the drainage network geometry before the network is i ntegrated with 2D flood modeling. The final PCSWMM model files and resultant layers to be used in TUFLOW will be converted to vertical datum NAVD88 as necessary.
Figure 7 - Example PCSWMM Network (Arundell Barranca, City of Ventura) 25
Figure 8 – Arundell Barranca Raw Storm Drain Geodatabase Corrected for SWMM/TUFLOW Deliverables: KC will update the current Simi Valley storm drain geodatabase and coordinate with Ventura County to integrate it into the VCUSDS. This will include populating additional required inlet parameters needed to ensure accurate representation of inflow into the storm drain system. A citywide geometrically corrected, functionally tested PCSWMM/SWMM model (.inp file) will be provided in NAVD88 for use by TUFLOW.
Additionally, a Storm Drain Data Memorandum will be provided describing updates to the geodatabase, corrections made, horizontal and/or vertical datum conversions, and overall workflow process.
All electronic data will be provided and accessible to the CITY and its proxies through a cloud-based system until PROJECT closeout.
1F: Watershed Models, Maps, and Data
Existing leverage studies and data appropriated for use in the PROJECT will be converted to the horizontal and vertical datums of the 2023 LiDAR data set and PROJECT DEM. It is anticipated that the majority of these models, including those studies referenced in the Tapo Canyon LOMR Technical Support Data Notebook (TSDN) are already in the appropriate datums (this will be confirmed). Elevation data for e xisting storm drains, channel system, culverts, bridges, and other structures will be converted to NAVD88.
Deliverables: KC will provide an Existing Model Data Memorandum describing all modeling studies appropriated for use (including summary of data used, its source, purpose, and current regulatory use if any) and reference if any horizontal or vertical datum conversion was required. All electronic data will be provided and accessible to the CITY and its proxies through a cloud-based system until PROJECT closeout.
PCSWMM Profile – Raw Storm Drain Geodatabase Data
Example
PCSWMM Profile – Corrected Storm Drain Geodatabase Data Example 26
Task 2 - Watershed Rainfall-Runoff Modeling
2A and C: Watershed Hydrologic and Floodplain Analysis
Tasks 2A and 2C were combined since the PROJECT is coupling hydrology (rain-on-grid, ROG) and hydraulics together through the TUFLOW model.
General TUFLOW Model Set-up:
Data collected in Task 1 will be used to set -up TUFLOW for each scenario/run modeled and will conform to the following:
1. Precipitation – Scenarios/runs will be completed for specific storm events (calibration/verification) and design storm (NOAA Atlas 14 rainfall depths using the VCWPD peak rainfall occurs at 80% alternating block distribution for the 10-, 4-, 2- [added since typically required for LOMRs], 1-, and 0.2-percent annual probabilities of exceedance). As stated in FEMA Guidance Document No. 91 (FEMA, 2019), “use of areal reduction factors (or lack thereof) for design storm runs will must be documented. The areal re duction factor must be obtained from NOAA Atlases or publications of Regional Climate Centers, and State and local agencies responsible for flood control”.
Green-Ampt soil infiltration parameters will be assigned to a composite SSURGO soils layer (more than one soil survey covers the PROJECT) converted to. tsoilf format used by TUFLOW. If applicable, parameters used for common soils to both the Tapo Canyon LOMR and the remainder of the PROJECT area will be used as -is. Parameters will be further adjusted based on calibration/verification using specific storm events.
2. Grid Element Size/Mesh - The TUFLOW quadtree (subdividing user selected standard cells into four smaller square cells one or more times) and Sub-Grid Sampling (SGS) to improve model resolution along main conveyances and in urban areas (streets, inlet locations).
Figure 9 - Quadtree and Sub-Grid Sampling Example from TUFLOW Wiki 27
3. Digital Elevation Model (DEM): CITY 2023 Lidar will be supplemented with 2015 -16 LARIAC Lidar within watershed areas outside of Ventura County. A corrected DEM will be created using modifications based on open channel geometry and/or certified levees from record drawings or survey data to take full advantage of TUFLOW’s Quadtree and SGS features and limiting the use of 1D channel features. These modifications will be created using a combination HEC -RAS and Geographical Information Systems (GIS) software (ArcGIS Pro and/or QGIS).
4. Storm drain geometry from the CITY and Ventura County geodatabases will be imported into PCSWMM and corrected for geometric/connectivity errors as needed. In some cases pipe slopes will be assumed and documented if no information is available (generally small laterals). The PCSWMM model(s) will be run with low flows to ensure functionality prior to incorporation into TUFLOW. PCSWMM uses the EPA SWMM engine for computations and creates an .inp file that can be imported directly into TUFLOW. At minimum all st orm drains 30 -inches in diameter/height or larger and pipes draining cul-de-sacs, sag locations, and headwater areas will be included in the model.
5. Hydraulic structures will be defined for all major bridges, culverts, grade control structures, inlets, outlets, detention basins, and other physical hydraulic controls.
Where possible they will be explicitly modeled in 2D only since the DEM is being corrected to include more detail within engineered features/channels . In more complex instances, rating curves generated in HEC-RAS or taken from the 2016 CITY MPD will be used. For instances where laterals draining an inlet are not being explicitly modeled, a virtual pipe can be used (dummy link in SWMM) to save time while still providing flow access to the underground network.
6. Nested landcover (to maintain flexibility) layers from Task 1 (or the composite landcover layer) will be used to define percent impervious (creates adjustment for infiltration) and Manning’s “N” Roughness coefficients.
7. Embankments, levees, and agricultural berms will be reviewed for potential overtopping and failure. TUFLOW Zshapes may be used for further refinement/definition of these features (lower/remove agricultural berm, …). A separate failure analysis may be required for non -certified levees and/or agricultural berms that appear to impede flood flows, providing protection in the base model.
8. Downstream boundary conditions of the watershed model will initially be based on the general friction slope at the outflow location. Using a rating curve to tie-in to the effective FEMA FIS will be evaluated. Significant degradation has occurred on the downstream end of Arroyo Simi near the CITY Sanitation Plant (See Figure 10) which could create instability in the modeling.
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Figure 10 - Historical Arroyo Simi Profile
9. TUFLOW HPC is mass conservative and inherently stable because it uses an adaptive time-step based on the Courant number, wave celerity control number, and diffusion number.
10. Although the land use layers (Task 1D) may be utilized to estimate “C” runoff coefficients, it is likely not necessary for this modeling effort unless VCWPD’s VCRAT hydrology program were to be used to determine inflow hydrographs to the TUFLOW mesh rather than using the rain-on-grid (ROG) functionality.
11. TUFLOW model calibration will be based on specific storm event scenarios/runs based on flow, rainfall, and high -water mark availability. The Calleguas Creek HSPF design storm (1% annual chance) run is based on a calibrated HSPF model run that included multiple gages within the PROJECT and is used by the County for various public and private projects. An independent verification of the TUFLOW model would be created by comparing the 1% annual chance TUFLOW model (parameters based on the calibrated runs) against the HSPF design storm results.
Calibration Hydraulic Analysis:
TUFLOW through the text-based control files, CSV tables, and GIS layers (geopackage or ESRI shapefiles) facilitates the creation of multiple scenarios/runs (which can be run by batch file [.bat] which is helpful when a data set used by multiple scenarios/r uns is changed or adjusted).
Limited event hydrograph/peak flow (multiple locations along Arroyo Simi and Tapo Canyon, one each on Bus and Sycamore Canyon) and hourly rainfall gage data within the vicinity of the PROJECT are available. See Figure 11, Figure 12, Table 1, and Table 2. 29
Depending on the availability and quality of high-water marks, they may be used as part of the calibration/validation similar to the FEMA approved process used by KC for the City of Camarillo LOMR that removed over 1,000 structures from the SFHA.
Figure 11 – Stream Gages with Event Hydrographs and/or Event Peaks in PROJECT Area Gage
Number Gage Description Event Peak Range Event Hydrograph Date Range
804A Tapo Canyon above Walnut
Ave N/A 10/01/2004 - 02/20/2017
832 Tapo Canyon below LA Ave 02/28/1970 - 10/01/2020 10/01/2004 - 03/21/2017 831 Arroyo Simi above White
Oak 12/27/1971 -10/01/2020 10/01/2004 - 10/01/2015
842 Arroyo Simi below Stow 11/08/2002 - 10/01/2017 10/01/2002 - 10/01/2015 802 Arroyo Simi at Royal Ave
Bridge 02/26/1969 - 10/01/2020 10/01/2000 - 09/15/2015
803A Arroyo Simi near Simi at
Sinaloa Rd 01/01/1934 - 10/01/2016 10/01/1976 – 10/01/1984 803 Arroyo Simi at Madera
Rd Bridge
01/01/1934 -
10/01/2016 12/25/1968 - 10/01/2018
833 Bus Canyon Drain above LA
Ave
12/18/1970 - 10/01/2020 02/03/1998 - 10/01/2016
834 Sycamore Canyon Drain
below Tierra Rejada Rd
12/18/1970 - 02/26/2004 N/A
Table 1 – Available Flow Gage Data
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Figure 12 – Hourly Rain Gage Data (yellow) from VCWPD Hydrologic Data Server Gage
Number Gage Description Event Hydrograph Date
Range
193A Santa Susana 10/01/1987 - 04/09/2024
196B Tapo Canyon 10/01/1987 - 10/01/2008
196C Tapo Canyon County Park 09/30/2008 - 04/03/2024
227 Lake Baird 10/01/1987 - 04/02/2024
234A Las Llajas Canyon 10/01/1987 - 10/01/2002
234B Las Llajas Canyon 10/01/2002 - 04/03/2024
242 Tripas Canyon 08/01/1977 - 04/17/2024
246 Simi Sanitation Plant NWS 09/10/1986 - 09/30/2008
246A Simi Sanitation Plant 06/30/2008 - 04/02/2024
249 Simi Hills-Rocketdyne Lab 10/01/1986 - 10/01/2001
250 Moorpark-Happy Camp Canyon 10/01/1997 - 12/15/2023
262A Moorpark College 09/26/1999 - 09/30/2008
272 Sage Ranch 01/01/2003 - 04/09/2024
281 Oak Park Fire Station 09/30/2018 - 02/27/2024
501 Rocky Peak (Type B) 08/08/2003 - 01/04/2019
506 Wood Ranch - Sycamore Canyon Dam (Type B) 09/27/2003 - 05/19/2019 510 Lang Ranch (Type B) 09/29/2003 - 11/26/2018
Table 2- Available 1-hour Rainfall Data
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Initially the entire watershed draining to and through the CITY will be split into multiple base models ensuring co -mingling flows are captured while make use of available streamflow gage data (See Figure 11). Each model will use common initial assumptions and NOAA Atlas 14 rainfall depths with the VCWPD distribution having a peak rainfall occurring at 80% inflection point, alternating block distribution. As stated in FEMA Guidance Document No. 91 (FEMA, 2019), “use of areal reduction factors (or lack thereof) for design storm runs will must be documented. The areal reduction factor must be obtained from NOAA Atlases or publications of Regional Climate Centers, and State and local agencies responsible for flood co ntrol” while 2D Watershed Modeling in HEC -RAS Recommended Practices November 2021 (FEMA, StarrII, Compass) goes into further detail. Additional runs using specific storm events would then be completed.
This serves four purposes: (1) it allows multiple staff on KC and its subconsultants to work in parallel creating time efficiencies, (2) smaller models allow for easier debugging, (3) simplifies potential calibration/validation based on gages on tributaries and those on Arroyo Simi upstream of Madera Road, and (4) can easily be combined in TUFLOW to create composite models for the final deliverable. The composite storm event models will be further calibrated to gage 803 and 803A along Arroyo Simi near Madera Avenue. This would include the March 1983 storm, but with a modified land use layer as described in Task 1D.
Validation Hydraulic Analysis:
The Calleguas Creek HSPF design storm (1% annual chance) run is based on a calibrated HSPF model run that included multiple gages within the PROJECT and is used by the County for various public and private projects (See Figure 13). An independent verification of the TUFLOW model would be created by comparing the 1% annual chance TUFLOW model (parameters based on the calibrated runs) against the HSPF design storm results.
KC has numerous staff (who have worked for the County) and partners that are intimately familiar with available data (flow/rainfall gages and previously calibrated HSPF model) that can be used for the calibration (adjustment of model for specific storm eve nts to match gage or high-water marks) and verification (independent run of similar storm used for calibration compared to HSPF data).
As previously stated, the Tapo Canyon LOMR along with similarly set -up studies will be included in the final composite model where applicable. Adjustments may be made to further calibrate downstream results or to better match gage timing and volume for specific storm events.
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Figure 13 – Gage 803 (Madera) Discussion and HSPF Calibration Plot Example
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Base & Floodway Run for use in FEMA PMR (Mapping Task 3 and PMR Task 5):
KC staff has significant experience generating and evaluating 2D floodways. This type of study is still uncommon which is why we were tasked to assist the Association of State Floodplain Managers (ASFPM) in evaluating the current guidance against existing models (in this case only three were available, one did not work, and KC had to generate three of its own to continue with this contract).
2D Floodways are typically
generated by artificially
raising the terrain (HEC -
RAS) or making all of the
cells inactive (TUFLOW,
polygon referenced in the
geometry control file) in
the overbank areas. In the
first case, rain will still fall
on the artificia lly raised
terrain but will not
necessarily enter the
floodway accurately while
in the second case storm
volume is lost since no
functions are occurring on
the inactive cells. To get
around this, a revised base
model is created using
inflow hydrographs
generated from the rain -
on-grid model. For the
floodway run, these
hydrographs are moved to
the interior of the
proposed floodway (See
Figure 14). A modified
Floodway Data Table
(FWDT) is shown in Figure
15. Figure 14 – South Fork Licking River (KY) Rain-on-Grid Model Modified to Create Floodway in RAS
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Figure 15 – South Fork Licking River (KY) Modified Floodway Data Table An inflow hydrograph based 1% (100 -year) annual chance model and corresponding floodway model will need to be developed.
Only Arroyo Simi has a mapped floodway, but it is in three (3) non-contiguous sections.
Figure 16 – Current Effective Mapped Floodways within the PROJECT 35
The RFP Introduction and Scope of Work both request:
• Detailed hydrologic and hydraulic (H & H) analyses and floodplain and floodway mapping for the Arroyo Simi and all of its tributaries within its city limits • Floodways shall be mapped and extended as necessary along all channels and levees maintained by the Ventura County Watershed Protection District.
Depending on how well the base flood is contained, creating/extending additional floodways could result in extreme negative effects for CITY residents. At most, it is recommended only the Arroyo Simi floodway be evaluated. It may also be useful to discuss Mission Creek with the City of Santa Barbara and FEMA Region IX . When the floodplain was remapped in 2005 and subsequent LOMR based on FLO -2D, the 1991 mapped floodway was removed. The decision may have been made to remove it in this case if putting all of the flow along the main channel would have resulted in surcharges greater than 1-foot which could then force the floodway to be almost coincident with the modeled flood fringe.
Figure 17 – Mission Creek FIRM 1991 (top) and 2018 (bottom, based on FLO2D) In addition, 2D floodways are very sensitive, small dirt piles in the Lidar can result in localized surcharges greater than 1.5-feet. A 2D floodway would need to meet the existing standards in FEMA Guidance Document FEMA Guidance issued in November 2023 (Floodway Analysis and Mapping, Guidance Document No. 79).
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Figure 18 – FEMA Surcharge Evaluation Line Method (Nov. 2023) Deliverables: KC will prov ide (1) a Hydrologic Model Setup Memorandum/ Hydrologic Analysis Report that includes the recommended rainfall distribution and infiltration, input parameters used to set up the model, description of calibration/validation methods and results, any potential limitation of the model, (2) a combined Hydraulic Model Setup Memorandum/Hydraulic Analysis Report the describes TUFLOW model input parameters, discussion of structures including levees, embankments, bridges/culverts, storm drains, and model results such as critical velocity and depth values within the PROJECT and whether the floodway for Arroyo Simi meets the current standards in Guidance Document No. 79, (3) composite TUFLOW models and results for storm event specific events used to calibrate the model, ( 5) 10 -, 4 -, 2- [added since typically required for LOMR submittals], 1-, and 0.2-percent annual probabilities of exceedance and floodway [Arroyo Simi only] TUFLOW models with the 1% annual chance model being verified against the VCWPD HSPF design model values (volume, timing, and peak flow) , and TUFLOW hydrograph inflow ba se and floodway runs . Processes used will be coordinated for approval with the CITY prior to start of work and throughout the modeling process.
All electronic data will be provided and accessible to the CITY and its proxies through a cloud-based system until PROJECT closeout.
2B: Climate-Impacted Hydrologic Analysis
Increases in s torm frequency, duration and intensity, runoff and non -Newtonian flows due to fires/extreme temperatures resulting from climate-induced changes could have a significant impact on existing and future developments within the PROJECT. In most cases any model based predictive measures utilize some assumed/estimated type of precipitation increase. KC will conduct a review of available research and data including, but not limited to:
• UCLA Research Completed for LA County Public Works – Flood Control (likely most relevant)
• “Climate Change is Increasing the Risk of a California Megaflood” (Huang and Swain, 2022)
• Argonne National Laboratory - ClimRR
• FEMA - Resilience Analysis and Planning Tool (RAPT)
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• NOAA - “Our Changing Precipitation”
• NOAA/NWS - Update to the precipitation frequency analysis product (NOAA Atlas 15) • California Energy Commission Cal -Adapt climate change research, tools and projections
• LOCA Downscaled CMIP5 Climate Projections (dataset used for CA 4th Climate Change Assessment)
• First Street Foundation - Flood Model Technical Documentation Based on the research, KC will recommend at minimum one hydrologic analysis methodology to estimate the end of century 1% annual probability of exceedance to the CITY. Based on the CITY’s review and preference, the chosen methodology will be applied to the design (1% annual chance event) TUFLOW model. Research summaries, model files, and results will be provided in a digital appendix referenced to Task 2A/2C.
Deliverables: KC will provide (1) a Climate Change Technical Appendix to the Hydrologic Model Setup Memorandum/Hydrologic Analysis Report describing the potential for climate change to affect future hydrologic analysis for the PROJECT region and (2) a TUFLOW run using the applied climate-induced methodology.
All electronic data will be provided and accessible to the CITY and its proxies through a cloud-based system until PROJECT closeout.
2D: Storm Drain Analysis & Quality Control
This task provides an in-depth analysis and Quality Control of the City-owned storm drain system Geodatabase in the EPA SWMM model. The intent of this task is to perform an additional QC of the 1 -dimensional elements of the hydrologic model and to identify missing or incorrect geometric data so that the Geodatabase could be updated or corrected.
Deliverables: KC will provide a QC report of the City -owned storm drain system Geodatabase.
2E and 2G: Optional Task - Localized Pluvial Flooding and Model Refinement
Pluvial flooding occurs in locations independent of an existing channel or other waterbody. For urban areas, this may occur at sag locations where inlet or pipe capacities are in adequate or are physically impeded by debris and other materials. Since inlets for even small laterals will be accounted for through the use of virtual pipes (dummy links) and pipe sizes less than 30-inches will be included for cul-de-sacs and headwater inlets, the model, as proposed, will not likely need to have additional discretization added.
KC pioneered the development of the virtual pipe feature for TUFLOW with BMT through its prior application in City of Ventura Watershed Model where drains were known to exist, but no record drawings exited to connect them to the network. The minimum standard diameter of 18-inch drains applied throughout Ventura County has about a 12 cfs capacity at a 1% slope, which is comparable to the capacit y of most small inlets.
Application of the “dummy” connections or incorporating the smaller pipes also makes 38
the model more defensible against suggestions of volume being artificially “stranded” on grid.
This task is not explicitly necessary and is not being proposed for completion. 2F: Optional Task - 2% and 1% Plus Analyses
As defined by FEMA Guidance Document No. 52 - General Hydraulic Considerations (FEMA, 2022), the 1 -percent-plus flood elevation is defined as “the “flood elevation derived by using discharges that include the average predictive error for the regression equation/gage discharge calculation for the Flood Risk Project. This error is then added to the 1% annual-chance discharge to calculate the new 1% plus disch arge. The upper 84% confidence limit is calculated for gage analyses and rainfall -runoff models for the 1%annual-chance event.” It is included as part of FEMA Program Standard ID (SID) 84.
These standards define the implementation of the statutory and regulatory requirements for the National Flood Insurance Program (NFIP) flood risk analysis and mapping and address the performance of flood risk projects, processing of Letter of Map Changes (LOMC), and related Risk MAP activities. NOAA Atlas 14 only provides the 90% confidence interval, so techniques outlined in Guidelines for Determining Flood Flow Frequency - Bulletin 17C (USGS, 2019) can be used to determine the 84% confidence interval for rainfall and can therefore be applied to TUFLOW creating a 1% Plus Analyses. No references were found for a specific 2% Plus Analyses.
In general, the 0.2% (500 -yr) chance event NOAA Atlas 14 precipitation value in the vicinity of Simi Valley is within 0.25” (lower than) of the 90% confidence interval bound for the 1% (100-yr) annual chance. See Figure 19.
Figure 19 – Comparison of 500-yr Event to the 90% Confidence Upper Limit for the 100-yr Event It is our opinion that the 1% Plus Analyses provides a significant benefit when compared to the 0.2% (500-yr) annual chance flood results. This task is not explicitly necessary and is not being proposed for completion.
39
Task 3 - Watershed Rainfall-Runoff Modeling
3A: Planning-Level Inundation Mapping
KC will prepare planning level storm inundation mapping for each storm frequency (5 ) and floodway where applicable , using results of the TUFLOW design models created in Tasks 2A and 2C . To ensure ease of use and readability, GIS based data driven pages (ESRI map package and geodatabase which can be used to generate updates as needed) will be used to create a map book similar to the CITY storm drain atlas.
The maps will depict the inundation areas, and shall include the following data layers, but not be limited to:
• Base Map including:
o The latest available aerial imagery (background).
o City boundary, parcel lines and major street names.
o 2023 contour topography consisting of 10-foot and 2-foot intervals. o Building envelopes.
• Local digital flood hazard data from the National Flood Hazard Layer (NFHL) https://www.fema.gov/flood-maps/national-flood-hazard-layer • Current conditions inundation mapping of the 10-, 4-, 2-, 1-, and 0.2-percent annual probabilities of exceedance
• Newly computed flood depths, classified and colored.
• Floodways – Floodways shall be mapped and extended as necessary along all channels and levees maintained by the Ventura County Watershed Protection District. • Accurate tie-in with adjacent Community’s SFHA
• Future conditions (climate induced hydrology) (Task 2B) mapping of the 1 -percent annual probability of exceedance using buildout land use maps.
At the most it is recommended that the Arroyo Simi floodway be revised. Adding additional floodways could have serious negative affects on CITY residents.
Deliverables: KC will deliver planning-level inundation mapping as described above as PDF atlas pages and ESRI map package and geodatbase.
All electronic data will be provided and accessible to the CITY and its proxies through a cloud-based system until PROJECT closeout.
3C: Optional Task – Localized Pluvial Mapping
This task is not explicitly necessary and is not being proposed for completion. See Task 2E and 2G for reasoning.
3D: Optional Task - 2% and 1% Plus Mapping
This task is not explicitly necessary and is not being proposed for completion. See Task 2F for reasoning.
3E: Optional Task - Google Earth®/Video Animation
Prepare planning-level inundation maps for each storm frequency as Google Earth or similar platform visualization, and/or video animation. This can be used to engage the community during outreach opportunities.
40
Deliverables: KC will deliver planning -level inundation mapping for each storm frequency as Google Earth or similar platform visualization, and/or video animations, All electronic data will be provided and accessible to the CITY and its proxies through a cloud-based system until PROJECT closeout.
Task 4 - Flood Hazard Study Report
4A: Flood Hazard Study Report
KC will p repare a draft Flood Hazard Study Report documenting all the findings, background information, results of research, video clips, photographs, as -built record drawings, computer model input, output results, cross -sections, profiles, inundation maps, tabulations of acreage and structures to be removed/added to the effective Special Flood Hazard Area (SFHA) and all other material and products delivered with authorized Tasks 1 – 3. The CITY will review and comment on the draft report. KC staff has extensive experience producing this type of data for various PMRs as private consultants and agency coordinating technical partners (CTP).
All CITY comments will be addressed, relevant input from community outreach (Task 4B) added/ incorporated, and a final Flood Hazard Study Report prepared for delivery.
Deliverables: KC will Provide a draft Flood Hazard Study Report for CITY review and address comments. A PDF of the final Flood Hazard Study Report and appendices will be completed and delivered to the CITY, plus two (2) hard copies.
All digital data provided and accessible to the CITY and its proxies through a cloud-based system until PROJECT closeout will also be provided to the CITY on a portable hard drive. 4B: Community Engagement
KC will coordinate with the CITY to prepare for and attend a community public meeting to present the Flood Hazard Study methodology and results, and respond to community questions. KC shall assist the CITY with responses to community questions following the public presentation. KC staff has extensive public outreach experience including addressing stakeholder FEMA appeals and protests.
Deliverables: A draft meeting agenda and PowerPoint® presentation will be provided in electronic format by KC and content coordinated with the CITY. KC will capture any public outreach phone calls, emails, and meeting minutes, generating exhibits, and consolidating the CITY’s responses to community questions delivered via email or file transfer to the CITY PM.
PHASE TWO – FEMA Physical Map Revision (PMR)
Task 5 - Coordination with FEMA
5A: FEMA Coordination
KC will follow the Guidance for Flood Risk Analysis and Mapping Physical Map Revision (PMR) [Guidance Document No. 38 - FEMA, 2022] and coordinate with FEMA Region IX to confirm the Region’s PMR process and all items needed for the formal PMR application.
This will help streamline PMR deliverables, review and comment cycles, and the receive 41
necessary approvals by ensuring that the appropriate templates and guidance documents are being followed. If cases arise where a specific guidance and/or standard cannot be met or would have significant adverse effects on the community, deviations will be proposed for approval by Region IX staff.
Deliverables: All communication with FEMA will be documented and FEMA comments and our responses will be tracked.
All electronic data will be provided and accessible to the CITY and its proxies through a cloud-based system until PROJECT closeout.
5B: Flood Hazard Study
KC will compile all data, memoranda, and reporting into a submittal to FEMA for review and comment on the City of Simi Valley Flood Hazard Study (Tasks 1 to 4), such as items listed in Section 3.2 PMR Study Production of Guidance Document No. 38 to ensure the FEMA’s Automated Map Production (AMP) tool (still in development) can read provided data. This includes but is not limited to:
• Project narrative
• PMR footprint - boundary or boundaries of FIRM panels affected by the PMR’s study area, per Standard ID (SID) #551. This will include areas within the County Unincorporated Areas where SFHAs cross the CITY boundary. • FIS and FIRM database format - All data submitted should still be updated to meet current FIRM Database specifications in order to pass DFIRM Verification Tool (DVT) checks, standards, and quality reviews.
• Base Map Acquisition - Should reflect the landscape or development changes that are being reflected in the PMR study and ideally be acquired from a local source, in this case the CITY and Ventura County.
• Engineering Analyses
• Floodplain Delineation – created for the PMR footprint. • NFHL data - NFHL shall be the initial digital flood hazard mapping source of the PMR.
Used for annotated workmap(s) and tie-ins.
• Relevant Project Correspondence and Meeting Notes
• Data Development and Database - PMR FIRM Databases require the same care in data validation, integrity, and topology as full countywide FIRM production studies (topology, edge matching). Setup based on Flood Insurance Rate Map (FIRM) Database Guidance Document No. 36.
• Letter of Final Determination - to incorporate approved LOMRs (such as the submitted Tapo Canyon study when approved)
• FIRM Database Needs for Areas Outside the PMR Study Area (tie -ins, extension of revised mapping for Zone A areas in the County Unincorporated Areas, …).
Deliverables: All data, memoranda, and reporting (formatted based on available FEMA Guidance Documents) will be compiled into a City of Simi Valley Flood Hazard Study submittal to FEMA uploaded to a cloud -based system accessible to the CITY and its proxies until PROJECT closeout.
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Task 6 - PMR Application
In conjunction with direction from the Region, the following guidance and standards will serve as the primary guidance document for PMR production and processing:
• FEMA’s Guidance for Flood Risk Analysis and Mapping – Physical Map Revision (November 2022 or newer) provides the latest guidelines for PMRs. • Flood Risk Analysis and Mapping (Rev. 14 or newer) – FEMA Policy #204-078-1. This document provides the mandatory FEMA standards that must be followed. • Both the FEMA guidance document and the FEMA standards are re-evaluated on a 6- month cycle, and are revised as needed. The latest guidance and standards at the time that the PMR application is started will be followed. 6A: Technical Support Data Notebook (TSDN)
KC will prepare a Technical Support Data Notebook (TSDN) to support the PMR application requirements. It will be developed based on Technical Support Data Notebook and Flood Elevation Determination Docket Guidance Document No. 69 (FEMA, 2023).
Deliverables: A digital copy of the TSDN will be uploaded to FEMA’s Mapping Information Platform (MIP) and the agreed upon cloud-based system accessible to the CITY and its proxies until PROJECT closeout.
6B: Annotated FIRMs
KC will prepare annotated Flood Insurance Rate Maps (FIRMs) for submission to FEMA.
These maps will be copies of the effective FIRMs with the proposed map changes shown.
These changes would include the 1 -percent annual probability of exceedance flood boundary, BFEs, floodway boundaries, flood zone designations, and base mapping.
Deliverables: A digital copy of annotated FIRM will be uploaded to FEMA’s MIP and the agreed upon cloud-based system accessible to the CITY and its proxies until PROJECT closeout.
6C: Notification Letters
For this task data driven pages using ESRI ArcGIS Pro map package with Microsoft Word Mail Merge will be utilized to batch generate letter notifications with property specific map figures (made to newly impacted properties, reduced impact properties, prope rties removed from the SFHA and the general community). These automated letters and maps will be reviewed manually for quality and coordinated with the CITY. 43
Figure 20 – Example Notification Letter and Parcel Specific Map Deliverables: KC will provide a list and corresponding shapefile of affected parcels attributed with the existing effective condition and proposed change due to the PMR. This will be used to create. Property specific letters and maps will be provided. Final adjustments will be made based on CITY and FEMA reviewer comments.
All electronic data will be provided and accessible to the CITY and its proxies through a cloud-based system until PROJECT closeout.
6D: FEMA Coordination
KC will collaborate with FEMA, as the CITY’s advocate, to coordinate and track submittals, participate on project -related calls, and address comments in a timely manner to streamline FEMA approval of the PMR application. Several of our team members have over 20-years’ experience each working with the various regions.
Deliverables: All communication with FEMA will be documented . FEMA comments and our responses will be tracked in a Microsoft Excel Spreadsheet. This includes but is not limited to c all notes with action items for project calls with FEMA, all general correspondence from with FEMA, and responses to FEMA’s PMR Application comments.
All electronic data will be provided and accessible to the CITY and its proxies through a cloud-based system until PROJECT closeout.
44
Task 7 - PMR Community Review Assistance
7A: Preliminary FIS & FIRM Review
KC will assist the CITY in reviewing the Preliminary FIS and FIRM generated by FEMA for use in Community Open House.
Deliverables: A memorandum will be generated with all KC comments and FEMA responses.
All electronic data will be provided and accessible to the CITY and its proxies through a cloud-based system until PROJECT closeout.
7B: Community Open House
KC will assist the CITY in preparing the meeting agenda and presentation of the Preliminary FIS and FIRM updates for the Community Open House. Hassan Kasraie, KC Project Manager, will attend the Community Open House with team members/staff to help present the new data and address any questions.
Deliverables: KC will provide a meeting agenda and PowerPoint® presentation in electronic format. The project manager, Hassan Kasraie and necessary support staff and team members will attend the Community Open House.
All electronic data will be provided and accessible to the CITY and its proxies through a cloud-based system until PROJECT closeout.
7C: Community Open House
KC will assist the CITY with formulating responses to community questions and comments during and following the community review process (appeals/protest period).
Deliverables: KC will provide a summary of the community questions and comments along with responses.
All electronic data will be provided and accessible to the CITY and its proxies through a cloud-based system until PROJECT closeout.
7D: Final PMR Revisions
KC will assist the City in coordinating with FEMA to implement revisions to the FIS and/or FIRMs that are prompted by community comments and/or concerns.
Deliverables: KC will provide engineering services as necessary and provide a copy of all work products to the cloud-based system accessible to the CITY and its proxies until PROJECT closeout.
Task 8 - Project Management
8A: Project Management
Hassan Kasraie is the Project Manager and he will be responsible for meeting Agendas and Minutes of meetings with the CITY. He will perform QA/QC for the project and will prepare status reports as necessary. General duties but are not limited to:
45
• Provide a Communication Plan that outlines staff and CITY contact protocols. • Oversee project implementation. Adherence to the proposed scope of work. • Schedule, budget, and assess risk management (communicating issues that come up that could be detrimental to the community).
• Assignment of appropriate staff and resources, including subconsultants, based on skill, experience, and adherence to a proposed project schedule. • Monitoring of work (quality control), budget, and schedule to determine project status, risks, and mitigation actions.
• Monthly project invoicing and status report (Task 8B) • Overall Quality Assurance
Hassan will be responsible for establishing QA/QC procedures for all tasks, including Independent QC where applicable.
Deliverables: Hassan will provide monthly meeting Agendas, Minutes, and invoicing, and other project management related documents by email, physical mail, and uploaded to a cloud-based system accessible to the CITY and its proxies until PROJECT closeout. 8B: Project Status Reports
Hassan will provide monthly project status reports to include:
• Project progress summary
• Project highlights
• Active project stakeholders and participants
• Status of active tasks (Gantt chart, calendar, spreadsheet, etc.) • Highlight upcoming tasks and next steps
• Identify action items
• Flag potential risks to scope, schedule and budget
Deliverables: Hassan will provide monthly Project Status Reports with invoicing to the CITY PM and upload a copy to a cloud-based system accessible to the CITY and its proxies until PROJECT closeout.
46 EXHIBIT "B"
SCHEDULE OF FEES
CONTRACT FOR PROFESSIONAL SERVICES BETWEEN THE CITY OF SIMI VALLEY AND
KASRAIE CONSULTING FOR PROFESSIONAL SERVICES
47 TASK ID TASK DESCRIPTION DELIVERABLES TASK
SUBTOTAL
1A Data Collection Existing Data Memorandum, Reference Data $4,054 1B Field Reconnaissance Field Reconnaissance Plan, Field Data Collection Memorandum $9,372 1C Topographic Change Detection Topographic Data Memorandum (2016 vs. 2023 Change Detection) $866
1D Land Use Mapping Manning’s “n” Roughness Coefficient map and data tables, present and future conditions buildout land use maps $2,720
1E Storm Drain Geodatabase Storm Drain Data Memorandum, updated Simi Valley storm drain system Geodatabase $18,442
1F Watershed Models, Maps and Data Existing Model Data Memorandum $1,502 2A Hydrologic Analysis Hydrologic Model Setup Memorandum, Hydrologic Analysis Report, hydrology data $18,750
2B Climate-Impacted Hydrologic Analysis Climate Change Technical Appendix $6,496 2C Watershed Floodplain Analysis Floodplain Model Setup Memorandum, Hydraulic Analysis Report, hydraulic data $288,808
2D Storm Drain Analysis & Quality Control Storm Drain System SWMM Model QC $10,958 2E OPTIONAL TASK – Localized Pluvial Flooding Storm Drainage Improvements Memorandum Appendix $0 2F OPTIONAL TASK – 2% and 1% Plus Analyses Storm Drainage Improvements Memorandum Appendix $0 2G OPTIONAL TASK – Pluvial Flood Model
Refinement Storm Drainage Improvements Memorandum Appendix $0 3A Planning-Level Inundation Mapping Geodatabase, maps $15,042 3B OPTIONAL TASK – Localized Pluvial Mapping Geodatabase, maps $0 3C OPTIONAL TASK – 2% and 1% Plus Mapping Geodatabase, maps $0 3D OPTIONAL TASK – Updated Building
Envelopes Geodatabase, maps $0
3E OPTIONAL TASK – Google Earth/Video
Animation Video animation $0
4A Flood Hazard Study Report Flood Hazard Study Report $19,498 4B Community Engagement Meeting agenda, Presentation, Minutes, and responses to questions $17,464
P
H
A
S
E
O
N
E
TASK 1 – DATA COLLECTION AND PREPARATION
TASK 2 – WATERSHED RAINFALL-RUNOFF MODELING
TASK 3 – INUNDATION MAPPING
TASK 4 – FLOOD HAZARD STUDY REPORT
48 TASK ID TASK DESCRIPTION DELIVERABLES TASK
SUBTOTAL
5A FEMA Coordination Communication log $4,504
5B Flood Hazard Study City of Simi Valley Flood Hazard Study $16,216 6A Technical Support Data Notebook TSDN $28,022
6B Annotated FIRMs Annotated FIRMs $20,626
6C Notification Letters Impacted Parcel list $5,322
6D FEMA Coordination Correspondence $7,054
7A Preliminary FIS & FIRM Review City Comments – FEMA Responses $23,608 7B Community Open House Agenda, Presentation $5,478
7C Community Comment Response Community Comments - Responses $7,230 7D Final PMR Revisions Final PMR work products $11,964 8A Project Management Meeting Agendas, Minutes, and Invoicing $8,268 8B Project Status Reports Project Status Reports $7,668 $559,932
2E OPTIONAL TASK – Localized Pluvial Flooding Storm Drainage Improvements Memorandum Appendix $12,568 2F OPTIONAL TASK – 2% and 1% Plus Analyses Storm Drainage Improvements Memorandum Appendix $12,365 2G OPTIONAL TASK – Pluvial Flood Model
Refinement Storm Drainage Improvements Memorandum Appendix $12,568 3B OPTIONAL TASK – Localized Pluvial Mapping Geodatabase, maps $7,826 3C OPTIONAL TASK – 2% and 1% Plus Mapping Geodatabase, maps $8,228 3D OPTIONAL TASK – Updated Building
Envelopes Geodatabase, maps $4,294
3E OPTIONAL TASK – Google Earth/Video
Animation Video animation $1,842
$59,691
TOTAL FEE WITHOUT OPTIONAL TASKS
O
P
T
I
O
N
A
L
T
A
S
K
S
FEE FOR OPTIONAL TASKS
P
H
A
S
E
T
W
O
TASK 5 – COORDINATION WITH FEMA
TASK 6 – PMR APPLICATION
TASK 7 – PMR COMMUNITY REVIEW ASSISTANCE
A
L
L
TASK 8 – PROJECT MANAGEMENT
49 Exhibit C
City RFP No. PW 24-09
50 Dear Prospective Vendor:
If you intend to submit a bid or proposal, please contact Public Works at (805) 583-6786 and provide your name, address, telephone number , fax number, and E-mail address.
The City will use this information to notify you of any addenda to these documents.
Without this information, the City has no way of identifying who may have outdated or incomplete copies. It is the prospective vendor’s responsibility to ensure the most complete and current versions of the documents are obtained, including any addenda. 51 CITY OF SIMI VALLEY
Home of The Ronald Reagan Presidential Library
April 8, 2024
SUBJECT: REQUEST FOR PROPOSALS FOR PROFESSIONAL ENGINEERING
SERVICES TO PREPARE AND COMPLETE A CITYWIDE FLOOD
HAZARD RISK ASSESSMENT AND PHYSICAL MAP REVISION
APPLICATION, RFP NO. PW 24-09
The City of Simi Valley (City) invites your firm to submit a proposal for the preparation and completion of a Citywide Flood Hazard Risk Assessment and Physical Map Revision application.
The attached "Request for Proposal" (RFP) document contains information and procedures to assist you in the preparation of the proposal. Attention is directed to prospective bidders to meet the minimum insurance requirements as stated on page 25 of this RFP.
Should you have any questions, or require additional information, please contact me at (805) 583-6805.
Brent . Siemer
Deputy Public Works Director (Development Services)
Attachments
cc: Public Works Director
Deputy Administrative Services Director (Support Services) Budget and Administration Manager/L. Bautista
Fred D. Thomas, Mayor Rocky Rhodes, Mayor Pro Tern Mike Judge, Council Membe r Dee Dee Cavanaugh, Council Member Elaine P. Litster, Council Membe r 2929 Tapo Canion Road, Simi Valley, CA 93063-2199 805.583.6700 www.simivalley.org G:\PW\Admin\R FPs\RFP 2024\RFP 24-09
52 RFP PW 24-09
G:\PW\Admin\RFPs\RFP 2024\RFP 24-09
REQUEST FOR PROPOSALS FOR PROFESSIONAL
ENGINEERING SERVICES TO PREPARE A ND COMPLETE A
CITYWIDE FLOOD HAZARD RISK ASS ESSMENT AND PHYSICAL
MAP REVISION APPLICATION, RFP NO. PW 24-09
The City of Simi Valley invites your firm to submit a proposal for the prepar ation and completion of a Citywide Flood Hazard Risk Assessment and Physical Map Revision application. The attached Request for Proposal document contains information and procedures to assist you in the preparation of the proposal.
Additional information may be obtained by contacting:
City of Simi Valley
Department of Public Works
2929 Tapo Canyon Road
Simi Valley, CA 93063
Contact: Brent Siemer
Deputy Public Works Director (Development Services)
(805) 583-6805
[email protected]
A complete copy of the Request for Proposals can be viewed and downloaded at www.simivalley.org/bidsandproposals
.
Five (5) copies of the Technical Qualification Proposal and one (1) copy of the Cost Proposal must be sealed in separate envelopes and submitted at or before 4:00 P.M. on Friday, May 3, 2024, to the following:
Brent Siemer
Deputy Public Works Director (Development Services)
City of Simi Valley
Department of Public Works
2929 Tapo Canyon Road
Simi Valley, CA 93063
Note: Please mark the outside of the envelopes (and express shipment envelope, if applicable):
CITY OF SIMI VALLEY
REQUEST FOR PROPOSALS FOR PROFESSIONAL ENGINEERING
SERVICES TO PREPARE AND COMPLETE A CITYWIDE FLOOD
HAZARD RISK ASSESSMENT AND PHYSICAL MAP REVISION
APPLICATION, RFP NO. PW 24-09
MAY 3, 2024
4:00 P.M.
53 RFP PW 24-09
G:\PW\Admin\RFPs\RFP 2024\RFP 24-09
TABLE OF CONTENTS
Introduction ............................................................................................................ Page 1 Scope of Work ........................................................................................................ Page 4 Consultant Responsibilities ................................................................................... Page 4 City Responsibilities ............................................................................................ Page 15 Schedule ............................................................................................................. Page 17 Proposal Content ................................................................................................ Page 17 Proposal Evaluation and Selection ...................................................................... Page 19 Proposal Terms and Conditions ........................................................................... Page 22 Consultant Information ......................................................................................... Page 29 Statement of Proposer’s Qualifications and References ...................................... Page 30 Worker’s Compensation Insurance Certificate .................................................... Page 31 Insurance Requirement ....................................................................................... Page 32 Form of Contract .................................................................................................. Page 34
54 RFP PW 24-09
1 G:\PW\Admin\RFPs\RFP 2024\RFP 24-09
CITY OF SIMI VALLEY
DEPARTMENT OF PUBLIC WORKS
REQUEST FOR PROPOSALS FOR PROFESSIONAL ENGINEERING
SERVICES TO PREPARE AND COMPLETE A CITYWIDE FLOOD
HAZARD RISK ASSESSMENT AND PHYSICAL MAP REVISION
APPLICATION, RFP NO. PW 24-09
INTRODUCTION
The City of Simi Valley (City) believes an important step in flood hazard mitigation is accurate risk identification. To this end, the City has been very active over the past 10 years in supporting efforts to restudy and remap various portions of the City’s floodplains.
These efforts have been largely supported by development and redevelopment within the City. While extremely successful in removing property and structures from the Special Flood Hazard Area (SFHA), the cumulative benefit has been limited to date. As such, the City is seeking professional services for developing a detailed hydrologic and hydraulic (H & H) analyses and floodplain and floodway mapping for the Arroyo Simi and all of its tributaries within its city limits (see Figure s 1 and 2 below). The purpose of this professional service is to provide more accurate flood data and floodplain mapping for the entire city through a Physical Map Revision (PMR) application to the Federal Emergency Management Agency (FEMA) for submission . The primary goals of this professional service are the following:
A. Flood Hazard Risk Assessment. Prepare detailed 2D TUFLOW® GPU rain-on- grid watershed models, based on present condition land use and land cover, latest Grade 1 LiDAR, and NOAA Atlas 14 precipitation data.
B. Physical Map Revision Ap plication. Prepare a Technical Support Data Notebook and annotated FIRMs to support a PMR application.
C. Presentations. Prepare and present materials for internal and community meetings.
The details corresponding with each goal are provided in the Scope of Work. The expected completion date of this professional service shall be no longer than June 30, 2026, with an option to extend for one (1) two (2)-year term.
Five (5) copies of the Technical Qualification Proposal and one (1) copy of the Cost Proposal must be sealed in separate envelopes and submitted at or before 4:00 P.M. on Friday, May 3, 2024. Late proposals will not be accepted.
55 RFP PW 24-09
2 G:\PW\Admin\RFPs\RFP 2024\RFP 24-09
Figure 1: Calleguas Creek Watershed
56 RFP PW 24-09
3 G:\PW\Admin\RFPs\RFP 2024\RFP 24-09
Figure 2: City of Simi Valley Study Area
Simi Valley Watershed
(90 sq. mi. Study Area)
City of Simi Valley
(41 sq. mi.)
57 RFP PW 24-09
4 G:\PW\Admin\RFPs\RFP 2024\RFP 24-09
SCOPE OF WORK
The City will need an accurate and updated the Flood Insurance Study (FIS) and all Flood Insurance Rate Maps (FIRMs) affecting the City of Simi Valley. The current FIS and FIRMs are based on outdated data and methodologies which has resulted in excessively conservative mapping of the SFHA. The City has recently completed a detailed H & H analysis Tapo Canyon Creek (a major tributary to the Arroyo Simi which composes 22% of the entire Simi Valley watershed). This thoroughly calibrated and validated analysis supports a significant reduction in size of the floodplain. The City has submitted a two- panel Letter of Map Revision (LOMR) application based on this study. The hydrology and hydraulic modeling has received approval by FEMA and the draft LOMR should be issued by May 1, 2024. The Proposer shall prepare a schedule outlining the time to complete all tasks and activities. The schedule must include estimated time allocated for FEMA review of the various submittals contained in this Scope of Work and any others proposed by the Proposer. The work encompasses the following:
CONSULTANT RESPONSIBILITIES
PHASE ONE – FLOOD HAZARD STUDY
TASK 1 – DATA COLLECTION AND PREPARATION
1A: Data Collection: Existing data, technical studies, computer models, reports, and other relevant electronic files are available for immediate review; a list of available information is included herein. Other relevant data may be collected from the Federal Emergency Management Agency (FEMA), Ventura County, Caltrans , or another contributing agencies. The CONSULTANT shall conduct additional research to identify existing drainage- related documents, reports, hydrologic and hydraulic models, and as-built drawings for the study area.
Deliverables: Compile, categorize and organize all available electronic data on a SharePoint site, accessible to the CITY. Prepare an Existing Data Memorandum to summarize all accumulated data and describe any potential technical data gaps or anticipated data collection needs. All electronic data shall remain accessible via the SharePoint site until PROJECT closeout.
1B: Field Reconnaissance: The CONSULTANT shall use available data to conduct a desktop-level, project site survey to establish a Field Reconnaissance Plan with the purpose of conducting field surveys, acquiring field measurements and/or aerial data, collecting photos or videos, and other means of field data collection necessary to gain a comprehensive understanding of the conditions along the PROJECT floodplains. The CONSULTANT shall inventory hydraulic structures, including levees, characterize vegetation or other channel conditions that may influence hydraulic analyses. The CONSULTANT shall coordinate all field assignments with the C ITY Project Manager ( PM). CITY PM or designated staff may join the CONSULTANT in the field, based on staff availability.
Deliverables: Prepare a Field Reconnaissance Plan designating locations, dates, and field data to be collected. Summarize the collected data and findings in a Field 58 RFP PW 24-09
5 G:\PW\Admin\RFPs\RFP 2024\RFP 24-09
Data Collection Memorandum. The Memorandum shall contain all relevant field notes, including a description of any field data that the CONSULTANT was unable to collect. All electronic data shall be uploaded to the SharePoint site and remain accessible until PROJECT closeout.
1C: Topographic Data Development: The CITY shall provide the CONSULTANT the 2023 Light Detection & Ranging (LiDAR) topographic bare- earth surface data. The PROJECT horizontal datum uses California State Plane Coordinates, North American Datum 1983 (NAD 83) Zone V [feet] and North America n Vertical Datum of 1988 (NAVD 88) [feet] vertical datum. The CONSULTANT shall review and supplement additional PROJECT-specific topography, bathymetry, and site surveys necessary to prepare the PROJECT Digital Elevation Model (DEM) including topographic surfaces, grids, and contours.
Deliverables: Prepare a Topographic Data Memorandum describing the DEM production date, accuracy, standards, datum, extent, and any limitations. The DEM, metadata, and memorandum shall be uploaded to the SharePoint site and remain accessible until PROJECT closeout.
1D: Land Use Mapping: The CITY will provide a citywide geo- referenced, planimetric base map with attribute information. The CONSULTANT shall develop the land cover dataset and corresponding data tables for use in the watershed models. The CONSULTANT shall prepare a provisional Manning’s “n” Roughness Coefficient map, for CITY review, based on field data collection (Task 1B) and the best available aerial imagery within the PROJECT limits. CITY approval is required before the final roughness coefficients are used in the hydrologic models. The CONSULTANT shall prepare a present conditions land use map and a future conditions (buildout) land use map.
Deliverables: CONSULTANT to deliver a provisional Manning’s “n” Roughness Coefficient map and data tables , for CITY approval. CONSULTANT to deliver present conditions land use map and a future conditions (buildout) land use map.
Mapping must comply with FEMA’s guidance for GIS data layers. Deliverables format shall be digital data uploaded to the SharePoint site and accessible until PROJECT closeout.
1E: Storm Drain Geodatabase: The CITY will provide the Simi Valley storm drain channels and laterals dataset from the Ventura County Unified Storm Drain System Mapping project, Countywide Storm Drain GIS dataset. Every effort was made to make the Simi Valley storm drain database as complete as possible; however, the CITY makes no warranty to its completeness or applicability to the watershed model.
The CONSULTANT shall augment or enhance the existing storm drain geodatabase, including vertical elevation adjust ments, for the watershed model; and, Pay extra attention to elevations used in the watershed model to ensure compliance with the vertical elevation requirements as defined in Task 1C.
Deliverables: The CONSULTANT shall update the Simi Valley storm drain geodatabase and coordinate with Ventura County to integrate the geodatabase into the Countywide Storm Drain GIS dataset. Prepare a Storm Drain Data Memorandum 59 RFP PW 24-09
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describing the required horizontal and vertical datum conversions required to conform to PROJECT datums. Deliverable format shall be digital data uploaded to the SharePoint site and accessible until PROJECT closeout.
1F: Watershed Models, Maps and Data: All 2-Dimensional (2D) watershed models, maps and data appropriated for use in the PROJECT shall conform to the horizontal and vertical datums of the 2023 LiDAR dataset and PROJECT DEM (Task 1C). The CONSULTANT shall convert elevation data for existing storm drains, channel system, culverts and bridges and other structures to NAVD 88. This is of paramount importance as the hydraulic grade lines and water surface elevations need to correlate correctly with the ground topography.
Deliverables: Prepare an Existing Model Data Memorandum describing all modeling studies appropriated for use or reference and specify if a horizontal and vertical datum conversion was required. Include a description of the data, its source, and datum adjustment [feet] to confirm vertical and horizontal datum consistency. (Note: Memorandums for Tasks 1C, 1E, and 1F are related and may be combined.) All electronic data shall be uploaded to the SharePoint site and remain accessible until PROJECT closeout.
TASK 2 – WATERSHED RAINFALL-RUNOFF MODELING
2A: Hydrologic Analysis: The CONSULTANT will develop a calibrated 2D rainfall model based on discretized and gridded rainfall and infiltration data for PROJECT watersheds using TUFLOW
® software model; GPU version. The hydrologic analysis
shall include the 10-, 4-, 1-, and 0.2-percent annual probabilities of exceedance. The CONSULTANT shall prepare a technical memorandum describing the proposed hydrologic data, rainfall distribution, loss methods, and other 2D watershed model setup parameters for CITY approval. The CITY recommends using the latest NOAA Atlas 14 rainfall depths and intensities. The CONSULTANT shall justify the use of other hydrologic data necessary for hydrologic model setup.
Upon completion of the 2D hydrologic analysis model , the CONSULTANT shall prepare a Hydrologic Analysis Report describing the hydrologic model setup, analytical procedures, calibration and verification methods, output, and appropriateness of the data for use in the 2D floodplain modeling (Task 2C).
Deliverables: Deliver a Hydrologic Model Setup Memorandum with recommended rainfall distribution and infiltration procedures for CITY review and approval. The calibrated 2D rainfall -runoff model and output, with accompanying Hydrologic Analysis Report, shall be uploaded to the SharePoint site and remain accessible until PROJECT closeout.
2B: Climate-Impacted Hydrologic Analysis: The CONSULTANT shall research climate-induced changes to extreme precipitation for the end of the twenty -first century and recommend a method or procedures to forecast climate- induced hydrology. Resources to consider include, but are not limited to:
• Argonne National Laboratory - ClimRR
• FEMA - Resilience Analysis and Planning Tool (RAPT)
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• NOAA - “Our Changing Precipitation”
• NOAA/NWS - Update to the precipitation frequency analysis product (NOAA Atlas 15)
• California Energy Commission Cal-Adapt climate change research, tools and projections
• LOCA Downscaled CMIP5 Climate Projections (dataset used for CA 4th Climate Change Assessment)
• First Street Foundation - Flood Model Technical Documentation
This task requires CITY review and selection of a hydrologic analysis methodology to forecast future extreme rainfall. The CONSULTANT shall implement the selected future conditions methodology to estimate the end of century 1- percent annual probability of exceedance and compare the results to current conditions (Task 2A).
The methodology, analytical results, and assessment of the climate- induced hydrologic analysis shall be reported in an appendix to the Hydrologic Analysis Report (Task 2A).
Deliverables: Prepare a Climate Change Technical Appendix to the Hydrologic Analysis Report describing the potential for climate change to affect future hydrologic analysis for the PROJECT region. All electronic data shall be uploaded to the SharePoint site and remain accessible until PROJECT closeout.
2C. Watershed Floodplain Analysis: The CONSULTANT shall create a TUFLOW ® 2D
watershed floodplain model, using data derived from Task 1. The hydraulic model shall conform to the following:
1. Precipitation patterns and distribution, infiltration assumptions, and land use shall be based on Task 1 deliverables.
2. Grid elements and mesh shall be appropriate for ground elevations and roughness factors. CONSULTANT shall provide a recommendation on the grid/mesh size and the computational domain for CITY concurrence.
3. All major open channel and closed conduit elements will be defined based on as-built condition geometry from record drawings, field surveys, valid LiDAR, or other topographic sources. CITY will provide feedback or additional information in cases where the available data does not reflect the current physical conditions.
4. Storm drain geometry, channel cross -sections and culvert data may be prepared in EPA SWMM, Estry®, WSPG®, and HEC -RAS and they may be imported into the watershed models. Other tools may be acceptable, with prior CITY concurrence.
5. Hydraulic structures will be defined for all major bridges, with or without piers, culverts, grade control structures, inlets, outlets, detention basins, or other physical hydraulic controls. Rating tables may be prepared outside the main watershed model as needed. For example, channel and bridge data may be prepared in HEC-RAS to place into the watershed models.
6. Ideally, major local storm drains 30-inches in diameter/height and larger will be included in the watershed model. The CONSULTANT shall i nclude as much detail of the drainage system as possible, so long as it does not hamper the modeling effort and cause mathematical instability.
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8. Structures will be defined as necessary.
9. Embankments, levees and agricultural berms and the potential for overtopping and failure shall be considered in the analysis. CITY will review and consent to areas of the Floodplain Analysis that may require “without levee” or natural valley floodplain analysis.
10. Along the downstream boundary conditions of the watershed model, the CONSULTANT shall prepare appropriate rating curves, water surface elevations or friction slope assumptions consistent with the best available data and models from FEMA, USACE, or other appropriate sources.
11. The CONSULTANT will ensure that all model simulations are optimized and will conserve volume and are numerically stable.
12. The land use maps (Task 1D) may be utilized to estimate “C” runoff coefficients.
Calibration Hydraulic Analysis: The CONSULTANT shall identify and implement method(s) to calibrate the 2D watershed floodplain models, including methods that do not rely on stream gage data or high-water marks.
Validation Hydraulic Analysis: The CONSULTANT shall implement a historical model run to simulate the March 1, 1983 storm of record. It is understood that the physical features of the watershed at the time of historical storm events may not be the same as they are today. However, the model results may be useful for determining if the watershed model results adequately reflect reality.
The CONSULTANT shall use the calibrated and validated TUFLOW® 2D watershed floodplain model to assess the 10- , 4-, 1-, and 0.2- percent annual probabilities of exceedance (Task 2A).
Deliverables: Deliver a Floodplain Model Setup Memorandum describing the input parameters used to set up the model, proposed calibration methods, assumptions, any potential limitations of the model, and all levees. The technical memorandum shall include sufficient modeling data with recommended rainfall distribution and infiltration procedures and analysis to support the calibration methodology and results. The CITY will review and approve the calibrated floodplain model prior to the CONSULTANT completing the recurrence flood analyses. The calibrated floodplain model input, output and results shall be documented in the Hydraulic Analysis Report, to be uploaded to the SharePoint site with floodplain analyses digital data and remain accessible until PROJECT closeout.
2D: Master Plan of Drainage Analysis: The CONSULTANT shall utilize the TUFLOW® 2D watershed floodplain model to analyze the capacity of the CITY maintained storm drain system for the future conditions buildout, 1- percent annual probability of exceedance scenario to identify potential storm drain network deficiencies where culverts, storm sewers, inlets, and public street capacities are exceeded, resulting in property flooding. The CONSULTANT shall recommend capital improvements to replace deficient storm drain facilities to mitigate flooding to critical facilities municipal property, and private property. The CONSULTANT shall prepare a preliminary cost estimate for the proposed storm drain facilities upgrades.
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Deliverables: Deliver a Storm Drainage Improvements Memorandum summarizing the storm collection and delivery system deficiencies and recommendations for improvements. The memorandum shall include a map with a unique geodatabase of the proposed storm drain facilities and a preliminary cost estimate for th e recommended improvements. The memorandum and proposed storm drain facilities geodatabase shall be uploaded to the SharePoint site and remain accessible until PROJECT closeout.
2E: OPTIONAL TASK – Localized Pluvial Flooding: The CONSULTANT shall make recommendations to expand the TUFLOW® 2D watershed floodplain model to include a larger portion of the CITY’s storm drain network in an effort to identify potential localized pluvial flooding. CITY concurrence is required before implementing changes to the watershed floodplain model.
Deliverables: Prepare an Appendix to the Storm Drainage Improvements Memorandum describing the benefits associated with modifying the watershed models, the cost implications, and any assumptions.
2F: OPTIONAL TASK – 2% and 1% Plus Analyses: The CONSULTANT shall conduct hydrologic analysis and floodplain (hydraulic) analyses for the 2- and 1-percent Plus annual probabilities of exceedance using analytical methods derived in Task 2A and Task 2C.
The “1-percent Plus” (1% Plus) flood event is a term used in flood risk analysis and mapping. It is calculated to provide a confidence range within which the actual one percent annual probability of exceedance discharge at a location is likely to fall, given the uncertainty that often exists with estimating discharges. The 1% Plus profile reflects the potential higher base flood elevation under those conditions and can provide more information for communities to predict future flooding conditions in areas under heavy development or when considering higher standards like freeboard.
Deliverables: A discussion of the 2% and 1% Plus and the hydrologic and floodplain (hydraulic) analytical results shall be integrated or appended into the Hydrologic Analysis Report and Hydraulic Analysis Report.
2G: OPTIONAL TASK – Pluvial Flood Model Refinement : The CONSULTANT shall investigate the challenges and opportunities for refining the model precision to better understand flood impacts at a residential lot-scale. The CONSULTANT shall assess the benefits and costs of model refinement and recommend enhancements that could provide better accuracy of the potential flood hazard to improve mapping and potentially benefit property owners. This Optional Task requires CITY approval and is predicated on the anticipated public input generated as part of public outreach (Task 7).
Deliverables: Prepare an Appendix to the Storm Drainage Improvements Memorandum with the CONSULTANT’s recommendations and the cost -benefits associated with refining the pluvial flood modeling.
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TASK 3 – FLOOD HAZARD MAPPING
3A: Planning-Level Inundation Mapping: The CONSULTANT shall prepare planning- level storm inundation mapping for each storm frequency, using the results of the TUFLOW
® 2D watershed floodplain model (Task 2C) analyses described above.
The maps will depict the inundation areas, and shall include the following data layers, but not be limited to:
• Base Map including:
o The latest available aerial imagery (background).
o City boundary, parcel lines and major street names.
o 2023 contour topography consisting of 10-foot and 2-foot intervals. o Building envelopes.
• Local digital flood hazard data from the National Flood Hazard Layer (NFHL) https://www.fema.gov/flood-maps/national-flood-hazard-layer
• Current conditions inundation mapping of the 10-, 4-, 1-, and 0.2-percent annual probabilities of exceedance
o Newly computed flood depths, classified and colored.
o Floodways – Floodways shall be mapped and extended as necessary along all channels and levees maintained by the Ventura County Watershed Protection District.
o Accurate tie-in with adjacent Community’s SFHA
• Future conditions (climate induced hydrology) (Task 2B) mapping of the 1- percent annual probability of exceedance using buildout land use maps.
Deliverables: CONSULTANT shall deliver the above inundation mapping as part of an ESRI ArcGIS
® software geodatabase and deliver each high resolution map in layer-based PDF format by uploading the digital data to the SharePoint site to remain accessible until PROJECT closeout.
3B: OPTIONAL TASK – Localized Pluvial Mapping: Prepare an inundation map delineating the potential localized pluvial flooding derived from the Task 2E floodplain analysis. (This Optional Task will not be contracted without CITY authorization on Optional Task 2E).
Deliverables: CONSULTANT shall deliver the pluvial flood inundation mapping as part of an ESRI ArcGIS
® software geodatabase and deliver the map in layer-based PDF format by uploading the digital data to the SharePoint site to remain accessible until PROJECT closeout.
3C: OPTIONAL TASK – 2% and 1% Plus Mapping: Prepare inundation maps for 2% and 1% Plus annual probability of exceedance design storm events (This Optional Task will not be contracted without CITY authorization on Optional Task 2F).
Deliverable: CONSULTANT shall provide the 2% and 1% Plus inundation mapping as part of an ESRI ArcGIS
® software geodatabase and deliver a map in layer-based PDF format by uploading the digital data to the SharePoint site to remain accessible until PROJECT closeout.
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3D: OPTIONAL TASK – Updated Building Envelopes: The CONSULTANT shall query the 2023 LiDAR and aerial orthophoto imagery to develop updated building envelopes for all structures within parcels affected by the 0.2% (Task 3A), the future conditions (climate-induced) 1% (Task 3A), and the 1% Plus (Optional Task 3C, if contracted) inundation mapping to provide greater accuracy in determining whether structures fall within the Flood Prone Area.
Deliverable: CONSULTANT shall provide an ESRI ArcGIS® software geodatabase with updated building envelopes for all structures in the Flood Prone Area and deliver a map in layer-based PDF format by uploading the digital data to the SharePoint site to remain accessible until PROJECT closeout.
3E: OPTIONAL TASK – Google Earth
®/Video Animation: Prepare planning -level
inundation maps for each storm frequency as Google Earth or similar platform visualization, and/or video animation.
Deliverable: CONSULTANT shall upload the Google Earth visualization, and/or video animation digital data to the SharePoint site to remain accessible until PROJECT closeout.
TASK 4 – FLOOD HAZARD STUDY REPORT
4A: Flood Hazard Study Report: The CONSULTANT shall prepare a draft Flood Hazard Study Report documenting all the findings, background information, results of research, video clips, photographs, as -built record drawings, comput er model input, output results, cross -sections, profiles, inundation maps, tabulations of acreage and structures to be removed/added to the effective Special Flood Hazard Area (SFHA) and all other material and products delivered with authorized Tasks 1 – 3. The CITY will review and comment on the draft report. The CONSULTANT shall address CITY comments, incorporate relevant input from community outreach (Task 4B), and prepare a final Flood Hazard Study Report for deliver.
Deliverables: Provide a draft Flood Hazard Study Report for CITY review. The CONSULTANT shall address comments and deliver a digital PDF of the final Flood Hazard Study Report and appendices, plus two (2) hard copies. All digital data uploaded to the SharePoint site and electronic copies of Memorandums and Reports shall be organized by Task and delivered to the CITY on a portable hard drive.
4B: Community Engagement: The CONSULTANT shall coordinate with the CITY to prepare for and attend a community public meeting to present the Flood Hazard Study methodology and results, and respond to community questions. The CONSULTANT shall assist the CITY with responses to community questions following the public presentation.
Deliverables: Provide a draft meeting agenda and PowerPoint ® presentation in
electronic format. The CONSULTANT will capture Meeting Minutes, compile exhibits, and consolidate the CITY’s responses to the community questions, delivered via email or file transfer to the CITY PM.
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PHASE TWO – FEMA PHYSICAL MAP REVISION (PMR)
TASK 5 – COORDINATION WITH FEMA
5A: FEMA Coordination: The CONSULTANT shall coordinate with FEMA Region IX to corroborate the Region’s PMR process and all items necessary for submittal of the formal PMR application, so deliveries, review and comment cycl es, and approvals can be streamlined.
Deliverables: Provide documentation of all communication with FEMA. The CONSULTANT shall track FEMA comments and CONSULTANT responses uploaded to the SharePoint site and remain accessible until PROJECT closeout.
5B: Flood Hazard Study: The CONSULTANT shall compile all data, memoranda, and reporting into a submittal to FEMA for review and comment on the City of Simi Valley Flood Hazard Study (Tasks 1 - 4), including but not limited to the following items:
• Project Narrative
• Establishment of the PMR Footprint
• Determination of the FIS and FIRM Database Format
• Base Map Acquisition
• Engineering Analyses
• Floodplain Delineation
• NFHL Data for the PMR Footprint
• Data Development and Database
• Letter of Final Determination, to incorporate any approved LOMRs • FIRM Database Needs for Areas Outside the PMR Study Area • Relevant Project Correspondence
Deliverables: Compile all data, memoranda, and reporting into a City of Simi Valley Flood Hazard Study submittal to FEMA uploaded to the SharePoint site and remain accessible until PROJECT closeout.
TASK 6 – PMR APPLICATION
6A: Technical Support Data Notebook: The CONSULTANT shall prepare a Technical Support Data Notebook (TSDN) to support the PMR application requirements.
Deliverables: Provide a digital copy of the TSDN to FEMA’s Mapping Information Platform (MIP) and the SharePoint site and remain accessible until PROJECT closeout.
6B: Annotated FIRMs: The CONSULTANT shall prepare annotated FIRMs for submission to FEMA. These maps will be reproductions of the effective FIRMs with the proposed map changes shown. These changes would include the 1- percent annual probability of exceedance flood boundary, BFEs, floodway boundaries, flood zone designations, and base mapping.
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Deliverables: Upload a digital copy of the annotated FIRM to FEMA’s MIP and the SharePoint site to remain accessible until PROJECT closeout.
6C: Notification Letters: The CONSULTANT shall assist the CITY preparing notification letters, consistent with FEMA’s standards. Separate notification may be made to newly impacted properties, reduced impact properties, properties removed from the SFHA and the general community. Notifications may be formatted as a letter or newsletter posting, or a webpage content.
Deliverables: Provide a list of affected parcels in Microsoft ® Excel format on the
SharePoint site to remain accessible until PROJECT closeout.
6D: FEMA Coordination: The CONSULTANT shall collaborate with FEMA, as the CITY’s advocate, to coordinate and track submittals, participate on project -related calls, and address comments in a timely manner to streamline FEMA approval of the PMR application.
Deliverables: Provide call notes with action items for project -related calls with FEMA. All correspondence from the CONSULTANT to FEMA, including the CONSULTANT responses to FEMA’s PMR Application comments, shall be uploaded to the SharePoint site to remain accessible until PROJECT closeout.
TASK 7 – PMR COMMUNITY REVIEW ASSISTANCE
7A: Preliminary FIS & FIRM Review: The CONSULTANT shall assist the CITY in reviewing the Preliminary FIS and FIRM generated by FEMA for use in Community Open House.
Deliverables: Provide a copy of the CITY (CONSULTANT) comments and FEMA responses to the SharePoint site.
7B: Community Open House: The CONSULTANT shall prepare for and attend a community Open House for presentation of the Preliminary FIS and FIRM updates.
Deliverables: Provide a meeting agenda and PowerPoint
® presentation in
electronic format to the SharePoint site.
7C: Community Comment Response: The CONSULTANT shall assist the CITY with responses to community questions and comments during and following the community review process.
Deliverables: Provide a summary of the community questions and comments along with responses provided to the SharePoint site.
7D: Final PMR Revisions: The CONSULTANT shall assist the CITY coordinate with FEMA to implement revisions to the FIS and/or FIRMs necessitated by community comments and concerns.
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Deliverables: Provide engineering services as necessary and provide a copy of all work products to the SharePoint site.
TASK 8 – PROJECT MANAGEMENT
8A: Project Management: The CONSULTANT’s Project Manager (PM) is responsible for scheduling and leading a Project Kickoff Meeting, as well as monthly client meetings. The PM will oversee Project Management services to include:
• CONSULTANT-CITY communication plan
• Oversee project implementation
• Schedule, budget, and risk management
• Administration of requirements in the Agreement
• Assignment of appropriate staff and resources, including subconsultants • Monitoring of work, budget, and schedule to determine project status, risks, and mitigation actions
• Monthly project invoicing and status report (Task 8B) • Change management
• Quality Assurance
The CONSULTANT’s Project Manager shall be responsible for establishing QA/QC procedures for all tasks, including Independent QC where applicable.
Deliverables: Provide monthly meeting Agendas, Minutes, and invoicing, and other project management related documents to the SharePoint site.
8B: Project Status Reports: The CONSULTANT’s PM is responsible to provide monthly project status reports to include:
• Project progress summary
• Project highlights
• Active project stakeholders and participants
• Status of active tasks (Gantt chart, calendar, spreadsheet, etc.) • Highlight upcoming tasks and next steps
• Identify action items
• Flag potential risks to scope, schedule and budget
Deliverables: Provide monthly Project Status Reports with invoicing to the CITY PM and upload a copy to the SharePoint site.
OPTIONAL TASKS
The RFP Scope of Work includes Optional Tasks that support the CITY’s goals for this PROJECT. CONSULTANTs are encouraged to bid OPTIONAL TASKS in their proposal.
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CITY RESPONSIBILITIES
The following services or information shall be provided by the CITY:
A. CITY’s designated Project Manager (PM) will be the single point of contact for the CONSULTANT’s PM.
B. Provide CONSULTANT access to CITY files and information for PROJECT research purposes.
C. Provide additional data to the extent that it is readily available within CITY files:
i. As-built drawings for CITY facilities within the limits of the study ii. Available reports and computer models relevant to the PROJECT iii. Available GIS data layers relevant to the PROJECT, such as parcels, street center lines, aerial imagery, CITY boundaries, buildings, current land use or land cover information, etc.
iv. Storm drain system Atlas and Geodatabase
v. LiDAR *.las files
D. Review documents submitted by the CONSULTANT and provide comments, feedback, or approval as needed in a timely manner.
E. Coordinate the project workflow, process monthly invoice payments, conduct meetings with the CONSULTANT, and other project-related tasks as needed.
F. Obtain FEMA approval to enter the PMR project in the Mapping Information Platform (MIP) and provide a funding commitment for the timely review, approval, and processing of the PMR.
G. Prepare and distribute all notices to the community and property owners in compliance with the National Flood Insurance Program (NFIP) regulation by mail, press release, public notice, newsletter article and/or webpage including postage, reprographics, and other third-party fees.
Please note that the CITY makes no warranty to the completeness or applicability of the available data for the watershed model. It is the responsibility of the CONSULTANT to ensure accuracy of the model to represent the physical environment.
SUMMARY OF REQUIRED TASKS AND DELIVERABLES
PHASE ONE – FLOOD HAZARD STUDY
TASK 1 – DATA COLLECTION AND PREPARATION
1A Data Collection Existing Data Memorandum,
Reference Data
1B Field Reconnaissance Field Reconnaissance Plan, Field Data Collection Memorandum
1C Topographic Data Development Topographic Data Memorandum, DEM
1D Land Use Mapping
Manning’s “n” Roughness Coefficient
map and data tables, present and
future conditions buildout land use
maps
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1E Storm Drain Geodatabase
Storm Drain Data Memorandum,
updated Simi Valley storm drain
system Geodatabase
1F Watershed Models, Maps and Data Existing Model Data Memorandum TASK 2 – WATERSHED RAINFALL-RUNOFF MODELING
2A Hydrologic Analysis
Hydrologic Model Setup
Memorandum, Hydrologic Analysis
Report, hydrology data
2B Climate-Impacted Hydrologic Analysis Climate Change Technical Appendix 2C Watershed Floodplain Analysis
Floodplain Model Setup
Memorandum, Hydraulic Analysis
Report, hydraulic data
2D Master Plan of Drainage Analysis
Storm Drainage Improvements
Memorandum, geodatabase & cost
estimate
2E OPTIONAL TASK – Localized Pluvial Flooding Storm Drainage Improvements Memorandum Appendix
2F OPTIONAL TASK – 2% and 1% Plus Analyses Storm Drainage Improvements Memorandum Appendix
2G OPTIONAL TASK – Pluvial Flood Model
Refinement
Storm Drainage Improvements
Memorandum Appendix
TASK 3 – INUNDATION MAPPING
3A Planning-Level Inundation Mapping Geodatabase, maps
3B OPTIONAL TASK – Localized Pluvial Mapping Geodatabase, maps 3C OPTIONAL TASK – 2% and 1% Plus Mapping Geodatabase, maps 3D OPTIONAL TASK – Updated Building
Envelopes Geodatabase, maps
3E OPTIONAL TASK – Google Earth/Video
Animation Video animation
TASK 4 – FLOOD HAZARD STUDY REPORT
4A Flood Hazard Study Report Flood Hazard Study Report
4B Community Engagement Meeting agenda, Presentation,
Minutes, and responses to questions
PHASE TWO - PHYSICAL MAP REVISION (PMR) APPLICATION
TASK 5 – COORDINATION WITH FEMA
5A FEMA Coordination Communication log
5B Flood Hazard Study City of Simi Valley Flood Hazard
Study
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TASK 6 – PMR APPLICATION
6A Technical Support Data Notebook TSDN
6B Annotated FIRMs Annotated FIRMs
6C Notification Letters Impacted Parcel list
6D FEMA Coordination Correspondence
TASK 7 – PMR COMMUNITY REVIEW ASSISTANCE
7A Preliminary FIS & FIRM Review City Comments – FEMA Responses 7B Community Open House Agenda, Presentation
7C Community Comment Response Community Comments - Responses 7D Final PMR Revisions Final PMR work products
TASK 8 – PROJECT MANAGEMENT
8A Project Management Meeting Agendas, Minutes, and
Invoicing
8B Project Status Reports Project Status Reports
SCHEDULE
It is a City preference that the Scope of Work be completed expeditiously, but also result in successful citywide remapping of the Special Flood Hazard Area. The City, therefore, anticipates the following proposal review and award schedule:
ACTION DATE
Availability of Request for Qualifications Monday, April 08, 2024 Last Day to Submit Questions Friday, April 26, 2024
Statement of Qualifications Submission Deadline Friday, May 03, 2024 Staff Review of Proposals Friday, May 17, 2024
Consultant Selection Friday, May 31, 2024
City Council Award Monday, June 24, 2024
Notice To Proceed Friday, July 12, 2024
PROPOSAL CONTENT
The Proposer shall prepare five (5) Technical Qualification Proposal and one (1) Cost Proposal for the work to be performed in separate sealed envelopes and submitted at or before 4:00 P.M. on Friday, May 3, 2024. Late proposals will not be accepted . The proposal package shall contain the following:
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A. Proposal Transmittal Letter . The Proposal Transmittal Letter is not subject to evaluation. It shall contain the following information:
a) RFP Title and Number;
b) Proposer’s name, mailing address, address of corporate headquarters, contact person, email address, and telephone numbers;
c) Complete list of proposed sub- consultants, if any, with each CONSULTANT’s mailing address, contact person, email address, and telephone number; and
d) A brief introduction of your team.
B. Technical Qualification Proposal:
a) A detailed explanation of the proposed work and intended technical and project management approach that shows the scope of work is understood.
b) A description of the CONSULTANT's capabilities and experience in prov iding professional services for hydrologic and hydraulic analyses, floodplain mapping and FEMA Map Revision applications. A minimum of three (3) equivalent projects within the last five (5) years shall be described. References from the previous clients must be included on the form provided with this RFP on page 30. Provide the names of the clients, the client's contact persons and their telephone numbers, and a description of the project, key project staff members and the work performed by your CONSULTANT. The City reserves the right to contact the clients listed, as well as prospective clients at any time.
c) Identification of qualifications and capabilities of staff assigned to the work.
d) Identification of sub-consultants. Information shall include the name and address of the sub-consultant, resumes of the key staff proposed for the project, and the tasks to be carried out. The Consultant may enter into subcontracts with others for the performance of any portion of work when needed to provide a particular specialty or service that may be outside the core competency of the contracted FIRM with the approval of the City. CONSULTANT will require the prior approval of the City before adding a sub- consultant or the City may suggest CONSULTANT’s or individuals that may be added as sub- consultants. The requirements of this Request for Proposal and any resultant contract shall apply to all sub-consultants in the same manner as to CONSULTANT.
e) Response to Evaluation Criteria. Address the evaluation criteria and provide all information identified.
C. Cost Proposal:
a) Maximum fee (i.e., not to exceed amount) to be charged for the proposed professional services, broken down by task. The CITY will fully enforce the terms 72 RFP PW 24-09
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and conditions of the attached contract, which shall be based on a “not to exceed amount” for this project.
b) Projected man-hours by task required to complete the design and related work, along with hourly billing rates for the various levels and staff who will be assigned to the projects. Listing of any other costs charged by CONSULTANT for the professional services.
The Technical Qualification Proposal and Cost Proposal shall be transmitted with a cover letter that must be signed by an official authorized to bind the Proposer contractually, and shall contain a statement that the proposals are firm offers for a 90-day period. The letter accompanying the Technical Qualification Proposal shall also provide the following:
name, title, address and telephone number of individuals with the authority to negotiate and contractually bind the Proposer. An unsigned proposal, or one signed by an individual not authorized to bind the Proposer may be rejected.
PROPOSAL EVALUATION AND SELECTION
Minimum Requirements and Qualifications
To qualify for consideration the CONSULTANT must:
1) Submit documentation for at least one successful TUFLOW® software model; GPU version, Two-Dimensional (2D) rainfall-runoff (hydrology-hydraulics) model of similar size and scope.
2) Demonstrate experience and expertise with TUFLOW® software modules methods including, but not excluding, Quadtree mesh, Sub-Grid Sampling, and integrated 1D- 2D modeling.
3) Demonstrate experience with FEMA processes and requirements for hydrologic and hydraulic analyses, and floodplain modeling and mapping required for Physical Map Revision including, but not limited to: Mapping Information Platform (MIP), SharePoint, and FEMA Guidelines and Specifications
4) Show ability to provide the following certifications:
a) Field Surveys and Topographic Data Development: A Licensed Land Surveyor must provide an accuracy statement for field surveys and/or topographic data used and certify these data meet the Federal Geographic Data Committee National Standards for Spatial Data Accuracy or the American Society for Photogrammetry and Remote Sensing. (NAVD 88, NAD 83)
b) Hydrologic and Hydraulic Analyses and Floodplain Mapping: A Registered Professional Engineer must certify hydrologic and hydraulic analyses and data in accordance with 44 CFR 65.6(f).
Proposal Selection
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To determine the best consultant for CITY's needs, a review committee will evaluate the RFPs. The committee will tentatively be comprised of five (5) members: three (3) staff members from the City of Simi Valley, Ventura County Watershed Protection District and the California Department of Water Resources, one (1) consultant to the CITY with expertise in PMR preparation and processing; and, one (1) representative from BMT with expertise with TUFLOW® . During the review process, a point formula will be used to score each submission. Based on composite scores, the consultant with the highest score will be selected for contract negotiation with CITY. The following categories will be evaluated in the selection process:
1) Proposal Quality and General Information (10 points)
i) Presentation, completeness, clarity, organization, and conformance of the Technical Qualification Proposal to the RFP content and format requirements.
ii) Provide a general description of the primary FIRM and/or team that is proposing to provide services, including all sub-consultants.
iii) Provide an organizational chart showing key personnel who will be working on the project. Indicate the Project Manager and the Principal-in-Charge. For each key individual, provide the following information:
• Length of time with their organization / career duration. • Applicable professional registrations and educational background.
2) Project Team Experience - Demonstrate project experience with a similar Scopes of Work, in cluding two -dimensional rain- on-grid/cell modeling, preferably in Southern California. (30 points):
i) Provide a list of similar projects on which the project team has experience. For each reference project, please provide the following information:
• Description of the project, including project name and location. • Project owner and/or client information.
• The FIRM’s role, along with a description of the services provided. • The role of each key team member who worked on the reference project, the percentage of time spent by each key team member on the project, and their respective dates of service.
• Reference information: primary contact’s current email and telephone number for each project.
3) Project Team Availability - Current project team workload, commencement, and ability to complete the project within a specified timeline (20 points):
i) Provide a table summarizing the current workload of all key team members, to include: significant assignments for each team member, percentage of time allocated to each assignment, anticipated completion date of each assignment, and the percentage of time to be committed to this project.
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ii) Indicate when the team would be available to start work on this project and their commitment to completing the project within a defined timeline.
4) Project Understanding and Approach – FIRM/Team’s understanding and approach to performing the required services (40 Points).
i) Provide a detailed description of the major issues your team has identified on this project and elaborate on your FIRM/team’s plan to address these issues.
Describe the benefits of implementing any optional task(s) that your FIRM/team recommends. Identify any technical innovations that could be incorporated and/or innovative approaches that would be used in executing the work. Also, explain the specific expertise your FIRM/team offers and how you propose to use that expertise to create added value for the CITY on this project.
Evaluation Criteria Max Points
Proposal Quality and General Information 10
Project Team Experience 30
Project Team Availability 20
Project Understanding and Approach 40
Total Possible Points 100
The Review a Committee will evaluate and score the Technical Qualification Proposals to rank the FIRM/Teams bidding on the project. The City may conduct virtual interviews of up to three (3) FIRM/Teams as necessary to resolve tied or closely identical point totals.
The Cost Proposal will remain sealed until after the selection of the preferred FIRM/Team.
If the Cost Proposal aligns with CITY expectations, negotiations on both term and pricing will commence for a final agreement. However, if an agreement cannot be reached, discussions may end and continue with the next most qualified FIRM/Team. If an agreement is not reached, negotiations may be terminated and commenced with the next most qualified FIRM/Team.
The award of the contract will be based on a combination of all the above factors. The City reserves the right to reject any and all proposals.
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PROPOSAL TERMS AND CONDITIONS
Requirement to Meet All Request for Proposals Provisions - Each proposer shall meet all of the work scope/specifications and Request for Proposals Terms and Conditions. By virtue of the proposal submission, the proposer acknowledges agreement with and acceptance of all provisions of the work scope/specifications except as expressly qualified in the proposal. Nonsubstantial deviations may be considered provided that the proposer submits a full description and explanation of and justification for the proposed deviations.
Whether any proposed deviation is acceptable will be determined by the City of Simi Valley in its sole discretion.
Communications Regarding Proposal - All timely requests (timely requests are those which the City in its sole judgment, can reasonably respond to before the submittal deadline) for information submitted in writing will receive a written response from the City.
Telephone communications with City staff are not encouraged but will be permitted.
However, any such verbal communication shall not be binding on the City.
Proposal Submission - Each proposal must be submitted as described in the Request for Proposals. The Proposal shall be enclosed in a sealed envelope and addressed to the Brent Siemer, Deputy Public Works Director, Department of Public Works, City of Simi Valley, 2929 Tapo Canyon Road, Simi Valley, California 93063. The proposal shall be clearly labeled with the proposal title, name of proposer, and date and time proposals are due. If proposal is delivered to the City via express delivery or other priority mail service, the above information must also be included on the outside shipment envelope.
Submission of One Proposal Only - No individual, or business entity of any kind shall be allowed to make or file or to be interested in more than one proposal, except an alternative proposal when specifically requested. However, an individual who has quoted prices on materials to a firm submitting a proposal is not thereby disqualified from quoting prices to other firms submitting proposals.
California Public Records Act - All information contained in the Proposal, and the Proposal itself, is a public record and subject to release to the public once opened. Bidders shall not include trade secrets or other confidential in formation in their bids. To request for public records, please visit www.simivalley.org/recordsrequest or contact the City Clerk’s Office at (805) 583-6748.
Proposal Withdrawal - Proposers may withdraw their proposal without prejudice prior to the time specified as the due date by submitting a written request to the Department of Public Works, Public Works Director, for its withdrawal. If this occurs the proposal will be returned to the proposer unopened. No proposal received after the time specified or at any place other than the place stated in the Request for Proposals will be considered.
Protest Procedures - Any bidder, proposer, or contractor who is allegedly aggrieved in connection with the solicitation or award of a contract may protest. Bidders are to be advised that protests of the process, terms, conditions or any other aspect of the solicitation, must be made prior to the bid or proposal due date.
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Bidders and proposers may not protest the contents of the specifications of the bid/RFP/RFQ nor the award based on the use of the Local Vendor Preference. Protests must be in writing and transmitted by facsimile, email or by mail to the attention of the Purchasing Agent.
Protest of the recommendation for award for bids must be made immediately, and in no event later than five working days after the close of bids. In the case of an RFP/RFQ, after the notice of recommendation for award. All protests must be based on fact(s) and include the following information:
1. The name, address, telephone number and email address of the protestor;
2. The signature of the protestor or protestor's representative;
3. The solicitation or contract number;
4. A detailed statement of the legal and/or factual grounds of the protest and all documentation supporting the vendor's position at the time of the initial protest;
5. The form of relief requested.
The Purchasing Agent or designee shall endeavor to respond in writing within five (5) working days to the protestor. Should more information be required, the Purchasing Agent may provide time extensions during this process. The decision rendered by the Purchasing Agent shall be in writing and shall be final.
The City reserves the right to award the Contract to the bidder it has determined to be the responsible bidder submitting the lowest responsive and responsible bid, and to issue a notice to proceed or notice of award notwithstanding any pending or continuing challenge to its determination. The City has no obligation to suspend or otherwise delay th e procurement and/or award to allow for completion of a protest process.
Proposal Retention and Award - The City reserves the right to retain all proposals for a period of 90 days for examination and comparison. The City also reserves the right to determine and waive nonsubstantial irregularities in any proposal, to reject any or all proposals, to reject one part of a proposal and accept the other, except to the extent that the proposals are qualified by specific limitations, and to make award as the interest of the City may require based on the criteria identified in this Request for Proposals.
Contract Requirement - The proposer to whom award is made shall execute a written contract with the City within ten (10) calendar days after written notice of the award has been sent by mail to the address given in the proposal or within ten (10) calendar days after receipt by proposer.
The City’s form contract is attached. The contract will be refined during final preparation of the contract documents between City and Consultant. The “Scope of Work” will be incorporated in the Contract as Exhibit “A”, the “Schedule of Fees” will be incorporated as Exhibit “B” and if applicable, Insurance Requirements will be incorporated as Exhibit “C”.
The proposer warrants that proposer possesses, or has arranged through subcontracts, all capital and other equipment, labor and materials to carry out and complete the work hereunder in compliance with all Federal, State, County, City and Special District Laws, Ordinances, and Regulations which are applicable; and further, proposer shall comply 77 RFP PW 24-09
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with all Federal, State, County, City and Special District Laws, Ordinances, and Regulations which are applicable.
Failure to Accept Contract - If upon notification of intent to award the proposal by the City, the proposer fails to enter into the Contract within the specified time period, the pending award will be annulled. In such case, the City reserves the right to recover any damages proximately caused by the proposer’s failure to enter into a contract. An award may be made to the next most qualified proposer who shall fulfill every term and condition of the Request for Proposals.
Business Tax - The City's Business Tax Ordinance requires that a Business Tax Receipt be obtained before any business, trade, profession, enterprise, establishment, occupation, or calling is conducted within the City. The amount of the tax is based on gross receipts resulting from business conducted in the City of Simi Valley and is required to be paid when business is conducted in the City even though the principal location of the business may be outside of the City or a Business Tax Receipt has been issued to them by another city. Issuance of a Business Tax Receipt is only evidence of the fact that the tax has been paid. It does not sanction or approve any operation not otherwise permitted. The City will verify that the proposer has a valid City of Simi Valley Business Tax Receipt prior to the execution of the Contract. Additional information regarding the City's Business Tax program may be obtained by calling (805) 850-1521.
Non-Exclusive Contract - The City reserves the right to purchase the items/services listed in this Request for Proposals, as well as any supplemental items/s ervices, from other vendors during the Contract term.
Submission of References - Each proposer shall submit a statement of qualifications and references on the form provided in the Request for Proposals package.
DIR Registration – In accordance with the provisions of California Labor Code Section 1771.1, as amended by SB 854, unless registered with the DIR (Department of Industrial Relations), a contractor may not propose, nor be listed as a subcontractor, for any proposal submitted for public work on or after March 1, 2015, with certain exceptions as set forth in Labor Code 1771.1(a), or unless the small project exemption applies (total cost of project: $25,000 for public works or $15,000 for maintenance). Without the small project exemption, a public entity cannot award a public work contract to a non-registered contractor or subcontractor, effective July 1, 2017. As such, proposers on non- exempt projects must be registered with DIR. If any contractor or subcontractor listed in a proposal is believed to be exempt from registration as set forth in Labor Code 1771.(a), the proposal must set forth the claimed exemption. Failure to provide evidence of registration or of a valid exemption at the time of proposal submittal shall render the proposal as non-responsive and shall act as a bar to award the Contract to any proposer not registered with DIR.
Prevailing Wages and Minority Group Skill Upgrade and Employment - Proposers are hereby notified that pursuant to the provisions of the California Labor Code the California Department of Industrial Relations has ascertained the general prevailing rate of per diem wages and the general prevailing rate for legal holiday and overtime work in the locality in which this work is to be performed for each craft, classification or type of worker needed to execute the Contract. Such wage scale is set forth at length in a Schedule of Prevailing 78 RFP PW 24-09
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Rates of Wages that is on file at the California Department of Industrial Relations and is available at www.dir.ca.gov/DLSR/PWD/index.htm. The published prevailing rates that the Contractor shall pay are hereby incorporated in and made a part of these Proposal Terms and Conditions.
Delivery – All supplies, equipment or services to be provided under the terms and conditions of this proposal shall be delivered F.O.B. Simi Valley by the successful proposer and received by the City within 365 days after order by the City unless otherwise conditioned by the proposer in the proposal.
Insurance Requirements
Consultant shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, or employees.
Minimum Scope and Limit of Insurance
Coverage shall be at least as broad as:
1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability: Insurance Services Office Form Number CA 0001 covering, Code 1 (any auto), or if Consultant has no owned autos, Code 8 (hired) and 9 (non-owned), with limit no less than $1,000,000 per accident for bodily injury and property damage.
3. Workers’ Compensation insurance as required by the State of California, with Statutory L imits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease. Consultant hereby certifies that it is aware of the provisions of Section 3700 et seq., of the Labor Code which require every employer to be insured against liability for Workers' Compensation.
4. Professional Liability (Errors and Omissions) Insurance appropriate to the Consultant’s profession, with limits no less than $2,000,000 per occurrence or claim, and $2,000,000 policy aggregate.
If the Consultant maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or the higher limits maintained by the consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.
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Other Insurance Provisions - The insurance policies are to contain, or be endorsed to contain, the following provisions:
Additional Insured Status
The City, its Boards, Officers, Agents, Officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Consultant including materials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Consultant’s insurance (at least as broad as ISO Form CG 20 10 11 85 or both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 forms if later revisions used).
Primary Coverage
For any claims related to this project/contract, the Consultant’s insurance coverage shall be primary insurance coverage at least as broad as ISO CG 20 01 04 13 as respects the City, its Boards, Officers, Agents, Officials, employees, and volunteers. Any insurance or self-insurance maintained by the City, its Boards, Officers, Agents, Officials, employees, and volunteers shall be excess of the Consultant’s insurance and shall not contribute with it.
Notice of Cancellation
Each insurance policy required above shall state that coverage shall not be canceled, except with notice to the City.
Waiver of Subrogation
Consultant hereby grants to City a waiver of any right to subrogation which any insurer of said Consultant may acquire against City by virtue of the payment of any loss under such insurance. Consultant agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer. The Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of the City for all work performed by the Consultant, its employees, agents and subcontractors.
Self-Insured Retentions
Self-insured retentions must be declared to and approved by the City. The City may require the Consultant to provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self -insured retention may be satisfied by either the named insured or City.
Acceptability of Insurers
Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City.
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Claims Made Policies
If any of the required policies provide coverage on a claims-made basis:
1. The Retroactive Date must be shown, and this date must be before the execution date of the contract or the beginning of contract work.
2. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work.
3. If coverage is canceled or non- renewed, and not replaced with another claims -made policy form with a Retroactive Date prior to the contract effective, or start of work date, the Consultant must purchase extended reporting period coverage for a mini mum of five (5) years after completion of contract work.
4. A copy of the claims reporting requirements must be submitted to the City for review.
Verification of Coverage
Consultant shall furnish the City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to City before work begins. H owever, failure to obtain the required documents prior to the work beginning shall not waive the Consultant’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endors ements required by these specifications, at any time.
Subcontractors
Consultant shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Consultant shall ensure that the City is an additional insured on insurance required from subcontractors. For CGL coverage, subcontractors shall provide coverage with a form at least as broad as CG 20 38 04 13.
Special Risks or Circumstances
City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.
Non-commitment of Department - This Request for Proposal does not commit the City to award a contract, to pay any costs incurred in the preparation of a Proposal for this request, or to procure or contract for services. The City reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with any qualified firm or to modify or cancel in part or in its entirety the Request for Proposal if it is in the best interests of the City to do so.
Public Domain - All products used or developed in the execution of any contract resulting from this Request for Proposals will remain in the public domain at the completion of the contract.
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Required Timeframes - The Consultant office hours shall be 8:00 a.m. to 5:00 p.m., Monday through Friday, so that the Consultant will be available to City staff and design professionals.
Inspections - City reserves the right to inspect the work being accomplished by the Consultant at any time.
Assignment of Consultant Personnel - The Consultant shall have City's written approval prior to making any change in a project team assigned to a project.
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SUBMIT WITH PROPOSAL
CONSULTANT INFORMATION
REQUEST FOR PROPOSALS FOR PROFESSIONAL ENGINEERING
SERVICES TO PREPARE AND COMPLETE A CITYWIDE FLOOD
HAZARD RISK ASSESSMENT AND PHYSICAL MAP REVISION
APPLICATION, RFP NO. PW 24-09
Firm Name:
Address:
City: State: Zip:
Doing Business as: Individual/Partnership/Corporation State of Incorporation
Federal Tax ID No.:
DIR Registration No.:
Telephone:
Fax:
E-Mail:
Company Website:
Primary Contact:
Title:
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SUBMIT WITH PROPOSAL
STATEMENT OF PROPOSER’S QUALIFICATIONS AND REFERENCES
The Proposer is required to state the Proposer's financial ability and a general description of similar work performed
Number of years engaged in providing the work included within the scope of the specifications under the present business name: years.
List and describe fully a minimum of three projects performed by your firm within the last five years, which demonstrate your ability to complete the work included within the scope of the specifications and where the Proposer has performed work to inspect a water tank coating project. Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications.
Reference No. 1
Customer Name:
Contact Individual: Phone No.
Address:
Contract Amount: Year:
Description of work done:
Reference No. 2
Customer Name:
Contact Individual: Phone No.
Address:
Contract Amount: Year:
Description of work done:
Reference No. 3
Customer Name:
Contact Individual: Phone No.
Address:
Contract Amount: Year:
Description of work done:
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SUBMIT WITH PROPOSAL
WORKERS’ COMPENSATION INSURANCE CERTIFICATE
Section 1860 and 1861 of the California Labor Code require every contractor to whom a public works contract is awarded to sign and file with the awarding body the following statement:
“I am aware of the Provisions of Section 3700 of the Labor Code which requires every employer to be insured against liability for Workers’ Compensation or to undertake self -insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this Contract.”
By
Date: Title
By
Date: Title
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SUBMIT WITH PROPOSAL
INSURANCE REQUIREMENTS
To be awarded this contract, the successful bidder must procure and maintain the following types of insurance with coverage limits complying, at a minimum, with the limits set forth below:
Type of Insurance Limits
Commercial general liability: $2,000,000
Professional liability $2,000,000
Business automobile liability $1,000,000
Workers compensation Statutory requirement.
Commercial general liability insurance must meet or exceed the requirements of ISO - CGL Form No. CG 00 01 11 85 or 88. The amount of insurance set forth above must be a combined single limit per occurrence for bodily injury, personal injury, and property damage for the policy coverage. Liability policies must be endorsed to name the City, its officials, and employees as “additional insureds” under said insurance coverage and to state that such insurance will be deemed “primary” such that any other insurance that may be carried by the City will be excess thereto. Such endorsement must be reflected on ISO Form No. CG 20 10 11 85 or 88, or equivalent. Such insurance must be on an “occurrence,” not a “claims made,” basis and will not be cancelable or subject to reduction except upon thirty (30) days prior written notice to the City.
Professional liability coverage must be on an “occurrence basis” if such coverage is available, or on a “claims made” basis if not available. When coverage is provided on a “claims made basis,” the Contractor must continue to maintain the insurance in effect for a period of three (3) years after this Agreement expires or is terminated (“extended insurance”). Such extended insurance must have the same coverage and limits as the policy that was in effect during the term of this Agreement, and cover the Contractor for all claims made by the City arising out of any errors or omissions of the Contractor, or its officers, employees or agents during the time this Agreement was in effect.
Automobile coverage must be written on ISO Business Auto Coverage Form CA 00 01 06 92, including symbol 1 (Any Auto).
The Contractor must furnish to the City duly authenticated Certificates of Insurance evidencing maintenance of the insurance required under this Agreement, endorsements as required herein, and such other evidence of insurance or copies of policies as may be reasonably required by the City from time to time. Insurance must be placed with admitted insurers with a current A.M. Best Company Rating equivalent to at least a Rating of “A:VII.” Certificate(s) must reflect that the insurer will provide thirty (30) day notice of any cancellation of coverage. The Contractor will require its insurer to modify such certificates to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, and to delete the word “endeavor” with regard to any notice provisions.
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SUBMIT WITH PROPOSAL
INSURANCE REQUIREMENTS CONTINUED
By signing this form, the bidder certifies that it has read, understands, and will comply with these insurance requirements if it is selected as the City’s contractor. Failure to provide this insurance will render the bidder’s proposal “nonresponsive.”
__________ ___________________________
Date Bidder
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AGREEMENT NO. Click here to enter text.
PROFESSIONAL SERVICES AGREEMENT
FOR DESIGN SERVICES
BETWEEN
THE CITY OF SIMI VALLEY AND
CONSULTANT NAME
FOR PROFESSIONAL ENGINEERING SERVICES TO PREPARE AND COMPLETE A
CITYWIDE FLOOD HAZARD RISK ASSESSMENT AND PHYSICAL MAP REVISION APPLICATION, RFP NO. PW 24-09
THIS AGREEMENT is entered into this Click here to enter text. day of Click here to enter text. 2024, by and between the CITY OF SIMI VALLEY, a municipal corporation and general law city (“CITY”) and Consultant name, a type of organization, e.g., corporation, and state in which it is incorporated (“CONSULTANT”).
1. CONSIDERATION.
A. As partial consideration, CONSULTANT agrees to perform the work listed in the SCOPE OF SERVICES, below;
B. As additional consideration, CONSULTANT and CITY agree to abide by the terms and conditions contained in this Agreement;
C. As additional consideration, CITY agrees to pay CONSULTANT a sum not to exceed $Click here to enter text. for CONSULTANT’s services. CITY may modify this amount as set forth below. Unless otherwise specified by written amendment to this Agreement, CITY will pay this sum as specified in the attached Exhibit “A,” which is incorporated by reference.
2. SCOPE OF SERVICES.
A. CONSULTANT will perform general engineering services listed in the attached Exhibit “B” which is incorporated by reference.
B. The specific services required of CONSULTANT under this Agreement will consist of the tasks and obligations defined in a Task Order approved by CITY and CONSULTANT, in response to specific project scopes of work and services requested by CITY. Any duly executed and approved Task Order will become a part of this Agreement. The standard form for the Task Order is set forth in Exhibit C.
C. Consulting services required by CITY will be provided on an as -needed basis with CITY determining and advising CONSULTANT as to when specific services are required to be performed or completed by CONSULTANT.
D. CONSULTANT will, in a professional ma nner, furnish all of the labor, 88 RFP PW 24-09
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technical, administrative, professional and other personnel, all supplies and materials, equipment, printing, vehicles, transportation, office space and facilities, and all tests, testing and analyses, calculation, and all other means whatsoever, except as herein otherwise expressly specified to be furnished by CITY, necessary or proper to perform and complete the work and provide the professional services required of CONSULTANT by this Agreement.
E. CONSULTANT’s duties and services under this agreement may not include preparing or assisting CITY with any portion of CITY’s preparation of a request for proposals, request for qualifications, or any other solicitation regarding a subsequent or additional contract with CITY. CITY retains responsibility for public contracting, including with respect to any subsequent phase of a project. CONSULTANT's participation in the planning, discussions, or drawing of project plans or specifications are limited to conceptual, preliminary, or initial plans or specifications.
CONSULTANT must cooperate with CITY to ensure that all bidders for a subsequent contract on any subsequent phase of this project have access to the same information, including all conceptual, preliminary, or initial plans or specifications prepared by contractor pursuant to this agreement.
3. PERFORMANCE STANDARDS. While performing this Agreement, CONSULTANT will use the appropriate generally accepted professional standards of practice existing at the time of performance utilized by persons engaged in providing similar services. CITY will continuously monitor CONSULTANT’s services. CITY will notify CONSULTANT of any deficiencies and CONSULTANT will have 15 days after such notification to cure any shortcomings to CITY’s satisfaction. Costs associated with curing the deficiencies will be borne by CONSULTANT.
4. PAYMENTS. For CITY to pay CONSULTANT as specified by this Agreement, CONSULTANT must submit a detailed invoice to CITY which lists the hours worked and hourly rates for each personnel category and reimbursable costs (all as set forth in Exhibit “Click here to enter text. ”) the tasks performed, the percentage of the task completed during the billing period, the cumulative percentage completed for each task, the total cost of t hat work during the preceding billing month and a cumulative cash flow curve showing projected and actual expenditures versus time to date.
5. NON-APPROPRIATION OF FUNDS. Payments due and payable to CONSULTANT for current services are within the current budget and within an available, unexhausted and unencumbered appropriation of the CITY. In the event the CITY has not appropriated sufficient funds for payment of CONSULTANT services beyond the cur rent fiscal year, this Agreement will cover only those costs incurred up to the conclusion of the current fiscal year.
6. ADDITIONAL WORK.
A. CITY’s city manager (“Manager”) may determine, at the Manager’s sole discretion, that CONSULTANT must perform additional work (“Additional 89 RFP PW 24-09
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Work”) to complete the Scope of Work. If Additional Work is needed, the Manager will give written authorization to CONSULTANT to perform such Additional Work.
B. If CONSULTANT believes Additional Work is needed to complete the Scope of Work, CONSULTANT will provide the Manager with written notification that contains a specific description of the proposed Additional Work, reasons for such Additional Work, and a detailed proposal regarding cost.
C. Payments over $Click here to enter text. for Additional Work must be approved by CITY’s city council. All Additional Work will be subject to all other terms and provisions of this Agreement.
7. FAMILIARITY WITH WORK.
A. By executing this Agreement, CONSULTANT agrees that it has:
i. Carefully investigated and considered the scope of services to be performed;
ii. Carefully considered how the services should be performed; and
iii. Understands the facilities, difficulties, and restrictions attending performance of the services under this Agreement.
If services involve work upon any site, CONSULTANT agrees that CONSULTANT has or will investigate the site and is or will be fully acquainted with the conditions there existing, before commencing the services hereunder.
Should CONSULTANT discover any latent or unknown conditions that may materially affect the performance of the services, CONSULTANT will immediately inform CITY of such fact and will not proceed except at CONSULTANT’s own risk until written instructions are received from CITY.
8. TERM. The term of this Agreement will be from the date this Agreement is made and entered to June 30, 2026. Unless otherwise determined by written amendment between the parties, this Agreement will terminate in the following instances:
A. Completion of the work specified in Exhibit “B”;
B. Termination as stated in Section 16.
9. TIME FOR PERFORMANCE.
A. CONSULTANT will not perform any work under this Agreement until:
i. CONSULTANT furnishe s proof of insurance as required under Section 23 of this Agreement; and
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ii. CITY gives CONSULTANT a written notice to proceed.
B. Should CONSULTANT begin work on any phase in advance of receiving written authorization to proceed, any such professional services are at CONSULTANT’s own risk.
10. TIME EXTENSIONS. Should CONSULTANT be delayed by causes beyond CONSULTANT’s control, CITY may grant a time extension for the completion of the contracted services. If delay occurs, CONSULTANT must notify the Manager within forty- eight hours (48 hours), in writing, of the cause and the extent of the delay and how such delay interferes with the Agreement’s schedule. The Manager will extend the completion time, when appropriate, for the completion of the contracted services.
11. CONSISTENCY. In interpreting this Agreement and resolving any ambiguities, the main body of this Agreement takes precedence over the attached Exhibits; this Agreement supersedes any conflicting provisions. Any inconsistency between the Exhibits will be resolved in the order in which the Exhibits appear below:
Exhibit “A” – Schedule of Fees
Exhibit “B” – Scope of Work
Exhibit “C” – Task Order
12. CHANGES. CITY may order changes in the services within the general scope of this Agreement, consisting of additions, deletions, or other revisions, and the contract sum and the contract time will be adjusted accordingly. All such changes must be authorized in writing, executed by CONSULTANT and CITY. The cost or credit to CITY resulting from changes in the services will be determined in accordance with written agreement between the parties.
13. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a Taxpayer Identification Number.
14. PERMITS AND LICENSES. CONSULTANT, at its sole expense, will obtain and maintain during the term of this Agreement, all necessary permits, licenses, and certificates that may be required in connection with the performance of services under this Agreement.
15. WAIVER. CITY’s review or acceptance of, or payment for, work product prepared by CONSULTANT under this Agreement will not be construed to operate as a waiver of any rights CITY may have under this Agreement or of any cause of action arising from CONSULTANT’s performance. A waiver by CITY of any breach of any term, covenant, or condition contained in this Agreement will not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant, or condition contained in this Agreement, whether of the same or different character.
16. TERMINATION.
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A. Except as otherwise provided, CITY may terminate this Agreement at any time with or without cause.
B. CONSULTANT may terminate this Agreement at any time with CITY’s mutual consent. Notice will be in writing at least thirty (30) days before the effective termination date.
C. Upon receiving a termination notice, CONSULTANT will immediately cease performance under this Agreement unless otherwise provided in the termination notice. Except as otherwise provided in the termination notice, any additional work performed by CONSULTANT after receiving a termination notice will be performed at CONSULTANT'’ own cost; CITY will not be obligated to compensate CONSULTANT for such work.
D. Should termination occur, all finished or unfinished documents, data, studies, surveys, drawings, maps, reports and other materials prepared by CONSULTANT will, at CITY’s option , become CITY’s property, and CONSULTANT will receive just and equitable compensation for any work satisfactorily completed up to the effective date of notice of termination, not to exceed the total costs under Section 1(C).
E. Should the Agreement be terminated pursuant to this Section, CITY may procure on its own terms services similar to those terminated.
F. By executing this document, CONSULTANT waives any and all claims for damages that might otherwise arise from CITY’s termination under this Section.
17. OWNERSHIP OF DOCUMENTS; EXCEPTIONS; WARRANTY. Except as otherwise provided below, all documents, data, studies, drawings, maps, models, photographs and reports prepared by CONSULTANT (collectively, “Documents”) under this Agreement are CITY’s property. CONSULTANT may retain copies of such Documents as desired but will deliver all original materials to CITY upon CITY’s written notice. CITY agrees that use of CONSULTANT’s completed work product, for purposes other than identified in this Agreement, or use of incomplete work product, is at CITY’s own risk. CONSULTANT warrants that all Documents it drafts and completes pursuant to this Agreement constitutes original work. Specifically, CONSULTANT understands and agrees that use of artificial intelligence (AI) tools including, without limitation, ChatGPT, Microsoft’s Bing Chat, Google’s Bard, and Meta’s LLaMA (Large Language Model Meta AI), in the performance of this Agreement does not constitute an original work, i.e., submitting Documents generated by such AI tools to CITY and representing it as CONSULTANT’s original work constitutes a material breach of this Agreement, constitutes a false claim, and may also violate applicable intellectual property right laws including, without limitation, United States Copyright Law. Accordingly, and notwithstanding any other provision of this Agreement as to ownership, CITY specifically rejects ownership of such 92 RFP PW 24-09
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Documents. CONSULTANT is required to indemnify and defend CITY to the fullest extent allowed by applicable law should it violate this Section.
18. PUBLICATION OF DOCUMENTS. Except as necessary for performance of service under this Agreement, no copies, sketches, or graphs of materials, including graphic art work, prepared pursuant to this Agreement, will be released by CONS ULTANT to any other person or public CITY without CITY’s prior written approval. All press releases, including graphic display information to be published in newspapers or magazines, will be approved and distributed solely by CITY, unless otherwise provided by written agreement between the parties.
19. INDEMNIFICATION.
A. CONSULTANT must save harmless, indemnify and defend CITY and all its officers, employees and representatives from and against any and all suits, actions, or claims, of any character whatever, brought for, or on account of, any injuries or damages sustained by any person or property arising from, pertaining to, or relating to the negligence, recklessness, or willful misconduct of CONSULTANT or any of CONSULTANT’s officers, agents, employees, or representatives.
B. For purposes of this section “CITY” includes CITY’s officers, officials, employees, agents, representatives, and certified volunteers.
C. It is expressly understood and agreed that the foregoing provisions are intended to be as broad and inclusive as is permitted by the law of the State of California and will survive termination of this Agreement.
D. The requirements as to the types and limits of insurance coverage to be maintained by CONSULTANT as required by Section 23, and any approval of said insurance by CITY, are not intended to and will not in any manner limit or qualify the liabilities and obligations otherwise assumed by CONSULTANT pursuant to this Agreement, including, without limitation, to the provisions concerning indemnification.
20. ASSIGNABILITY. This Agreement is for CONSULTANT’s professional services.
CONSULTANT’s attempts to assign the benefits or burdens of this Agreement without CITY’s written approval are prohibited and will be null and void.
21. INDEPENDENT CONTRACTOR. CITY and CONSULTANT agree that CONSULTANT will act as an independent contractor and will have control of all work and the manner in which is it performed. CONSULTANT will be free to contract for similar service to be performed for other employers while under contract with CITY.
CONSULTANT is not an agent or employee of CITY and is not entitled to participate in any pension plan, insurance, bonus or similar benefits CITY provides for its employees.
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over the work means that CONSULTANT will follow the direction of the CITY as to end results of the work only.
22. AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with respect to all services and matters covered under this Agreement. CITY will have free access at all reasonable times to such records, and the right to examine and audit the same and to make transcript therefrom, and to inspect all program data, documents, proceedings and activities. CONSULTANT will retain such financial and program service records for at least three (3) years after termination or final payment under this Agreement.
23. INSURANCE.
A. Before commencing performance under this Agreement, and at all other times this Agreement is effective, CONSULTANT will procure and maintain the following types of insurance with coverage limits compl ying, at a minimum, with the limits set forth below:
Type of Insurance Limits
Commercial general liability: $2,000,000
Professional Liability $2,000,000
Business automobile liability $1,000,000
Workers compensation Statutory requirement
B. Commercial general liability insurance will meet or exceed the requirements of the most recent ISO -CGL Forms. The amount of insurance set forth above will be a combined single limit per occurrence for bodily injury, personal injury, and property damage for the policy coverage. Liability policies will be endorsed to name CITY, its officials, and employees as “additional insureds” under said insurance coverage and to state that such insurance will be deemed “primary” such that any other insurance that may be carried by CITY will be excess thereto. Such insurance will be on an “occurrence,” not a “claims made,” basis and will not be cancelable or subject to reduction except upon thirty (30) days prior written notice to CITY.
C. Professional liability coverage will be on an “occurrence basis” if such coverage is available, or on a “claims made” basis if not available. When coverage is provided on a “claims made basis,” CONSULTANT will continue to renew the insurance for a period of three (3) years after this Agr eement expires or is terminated. Such insurance will have the same coverage and limits as the policy that was in effect during the term of this Agreement, and will cover CONSULTANT for all claims made by CITY arising out of any errors or omissions of CONSULTANT, or its officers, employees or agents 94 RFP PW 24-09
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during the time this Agreement was in effect.
D. Automobile coverage will be written on ISO Business Auto Coverage Form CA 00 01 06 92, including symbol 1 (Any Auto).
E. CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance evidencing maintenance of the insurance required under this Agreement and such other evidence of insurance or copies of policies as may be reasonably required by CITY from time to time. Insurance must be placed with insurers with a current A.M. Best Company Rating equivalent to at least a Rating of “A:VII.”
F. Should CONSULTANT, for any reason, fail to obtain and maintain the insurance required by this Agreement, CITY may obtain such coverage at CONSULTANT’s expense and deduct t he cost of such insurance from payments due to CONSULTANT under this Agreement or terminate pursuant to Section 16.
G. Self-Insured Retention/Deductibles. All policies required by this Agreement must allow CITY, as additional insured, to satisfy the self -insured retention (“SIR”) and deductible of the policy in lieu of CONSULTANT (as the named insured) should CONSULTANT fail to pay the SIR or deductible requirements. The amount of the SIR or deductible is subject to the approval of the Assistant City Attorney and the Risk Manager. CONSULTANT understands and agrees that satisfaction of this requirement is an express condition precedent to the effectivenes s of this Agreement. Failure by CONSULTANT as primary insured to pay its SIR or deductible constitutes a material breach of this Agreement. Should CITY pay the SIR or deductible on CITY’s behalf upon the CONSULTANT’S failure or refusal to do so in order to secure defense and indemnification as an additional insured under the policy, CITY may include such amounts as damages in any action against CONSULTANT for breach of this Agreement in addition to any other damages incurred by CITY due to the breach.
24. USE OF SUBCONTRACTORS . CONSULTANT must obtain CITY’s prior written approval to use any consultants while performing any portion of this Agreement. Such approval must approve of the proposed consultant and the terms of compensation.
25. INCIDENTAL TASKS. CONSUL TANT will meet with CITY monthly to provide the status on the project, which will include a schedule update and a short narrative description of progress during the past month for each major task, a description of the work remaining and a description of the work to be done before the next schedule update.
26. NOTICES. All communications to either party by the other party will be deemed made when received by such party at its respective name and address as follows:
If to CONSULTANT: If to CITY:
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Attention: Click here to enter text. Attention: Brent Siemer Click here to enter text. City of Simi Valley
Click here to enter text. 2929 Tapo Canyon Road
Click here to enter text. Simi Valley, CA 93063
phone [email protected]
email 805-583-6805
Any such written communications by mail will be conclusively deemed to have been received by the addressee upon deposit thereof in the United States Mail, postage prepaid and properly addressed as noted above. In all other instances, notices will be deemed given at the time of actual delivery. Changes may be made in the names or addresses of persons to whom notices are to be given by giving notice in the manner prescribed in this paragraph.
27. CONFLICT OF INTEREST . CONSULTANT will comply with all conflict of interest laws and regulations including, without limitation, CITY’s conflict of interest regulations.
28. SOLICITATION. CONSULTANT maintains and warrants that it has not employed nor retained any company or person, other than CONSULTANT’s bona fide employee, to solicit or secure this Agreement. Further, CONSULTANT warrants that it has not paid nor has it agreed to pay any company or person, other than CONSULTANT’s bona fide employee, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. Should CONSULTANT breach or violate this warranty, CITY may rescind this Agreement without liability.
29. THIRD PARTY BENEFICIARIES . This Agreement and every provision herein is generally for the exclusive benefit of CONSULTANT and CITY and not for the benefit of any other party. There will be no incidental or other beneficiaries of any of CONSULTANT’s or CITY’s obligations under this Agreement.
30. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance with the laws of the State of California, and exclusive venue for any action involving this agreement will be in Ventura County.
31. COMPLIANCE WITH LAW. CONSULTANT agrees to comply with all federal, state, and local laws applicable to this Agreement.
32. ENTIRE AGREEMENT. This Agreement, and its Attachments, sets forth the entire understanding of the parties. There are no other understandings, terms or other agreements expressed or implied, oral or written. There are Click here to enter text.
Attachments to this Agreement. This Agreement will bind and inure to the benefit of the parties to this Agreement and any subsequent successors and assigns.
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simply, as a whole, and in accordance with its fair meaning; it will not be interpreted strictly for or against either Party.
34. SEVERABILITY. If any portion of this Agreement is declared by a court of competent jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the extent necessary in the opinion of the court to render such portion enforceable and, as so modified, such portion and the balance of this Agreement will continue in full force and effect.
35. AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary action has been taken by the Parties to authorize the undersigned to execute this Agreement and to engage in the actions described herein. This Agreement may be modified by written amendment. CITY’s Manager, or designee, may execute any such amendment on behalf of CITY.
36. ELECTRONIC SIGNATURES. This Agreement may be executed by the Parties on any number of separate counterparts, and all such counterparts so executed constitute one Agreement binding on all the Parties notwithstanding that all the Parties are not signatories to the same counterpart. In accordance with Government Code §16.5, the Parties agree that this Agreement, Agreements ancillary to this Agreement, and related documents to be entered into in connection with this Agreement will be considered signed when the signature of a party is delivered by electronic transmission. Such electronic signature will be treated in all respects as having the same effect as an original signature.
37. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of reference only and will not affect the interpretation of this Agreement.
38. TIME IS OF ESSENCE. Time is of the essence for each and every provision of this Agreement.
39. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood, explosion, acts of terrorism, war, embargo, government action, civil or military authority, the natural elements, or other similar causes beyond the Parties’ reasonable control, then the Agreement will immediately terminate without obligation of either party to the other.
40. STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT represents that it has demonstrated trustworthiness and possesses the quality, fitness and capacity to perform the Agreement in a manner satisfactory to CITY. CONSULTANT represents that its financial resources, surety and insurance experience, service experience, completion ability, personnel, current workload, experience in dealing with private consultants, and experience in dealing with public agencies all suggest that CONSULTANT is capable of performing the proposed contract and has a demonstrated capacity to deal fairly and effectively with and to satisfy a public CITY.
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and year first hereinabove written.
Attest: City of Simi Valley, A Municipal Corporation
By:
Lucy Blanco, City Clerk Fred D. Thomas, Mayor of the City of Simi Valley, California
Approved as to Form: INSERT NAME OF COMPANY
By:
Algeria R. Ford, City Attorney
Print Name: Click or tap here to enter text.
Approved as to Content: Title: Click or tap here to enter text.
By:
Brian Paul Gabler, City Manager
Print Name: Click or tap here to enter text.
Title: Click or tap here to enter text.
Johanna Medrano,
Deputy Administrative Services Director/
Budget & Purchasing
Ronald K. Fuchiwaki
Public Works Director
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EXHIBIT “A”
SCHEDULE OF FEES
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EXHIBIT “B”
SCOPE OF WORK
SCOPE OF WORK
Update the Flood Insurance Study (FIS) and all Flood Insurance Rate Maps (FIRMs) affecting the City of Simi Valley. The current FIS and FIRMs are based on outdated data and methodologies which has resulted in excessively conservative mapping of the SFHA.
The City has recently completed a detailed H & H analysis Tapo Canyon Creek (a major tributary to the Arroyo Simi which composes 22% of the entire Simi Valley watershed).
This thoroughly calibrated and validated analysis supports a significant reduction in size of the flood plain. The City has submitted a two- panel Letter of Map Revision (LOMR) application based on this study. The hydrology and hydraulic modeling has received approval by FEMA and the draft LOMR should be issued by May 1, 2024. The work encompasses the following:
CONSULTANT RESPONSIBILITIES
PHASE ONE – FLOOD HAZARD STUDY
TASK 1 – DATA COLLECTION AND PREPARATION
1A: Data Collection: Existing data, technical studies, computer models, reports, and other relevant electronic files are available for immediate r eview; a list of available information is included herein. Other relevant data may be collected from the Federal Emergency Management Agency (FEMA), Ventura County, Caltrans , or another contributing agencies. The CONSULTANT shall conduct additional researc h to identify existing drainage- related documents, reports, hydrologic and hydraulic models, and as-built drawings for the study area.
Deliverables: Compile, categorize and organize all available electronic data on a SharePoint site, accessible to the CITY. Prepare an Existing Data Memorandum to summarize all accumulated data and describe any potential technical data gaps or anticipated data collection needs. All electronic data shall remain accessible via the SharePoint site until PROJECT closeout.
1B: Field Reconnaissance: The CONSULTANT shall use available data to conduct a desktop-level, project site survey to establish a Field Reconnaissance Plan with the purpose of conducting field surveys, acquiring field measurements and/or aerial data, collecting photos or videos, and other means of field data collection necessary to gain a comprehensive understanding of the conditions along the PROJECT floodplains. The CONSULTANT shall inventory hydraulic structures, including levees, characterize vegetation or other channel conditions that may influence hydraulic analyses. The CONSULTANT shall coordinate all field assignments with the CITY Project Manager ( PM). CITY PM or designated staff may join the CONSULTANT in the field, based on staff availability.
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Deliverables: Prepare a Field Reconnaissance Plan designating locations, dates, and field data to be collected. Summarize the collected data and findings in a Field Data Collection Memorandum. The Memorandum shall contain all relevant field notes, including a description of any field data that the CONSULTANT was unable to collect. All electronic data shall be uploaded to the SharePoint site and remain accessible until PROJECT closeout.
1C: Topographic Data Development: The CITY shall provide the CONSULTANT the 2023 Light Detection & Ranging (LiDAR) topographic bare- earth surface data. The PROJECT horizontal datum uses California State Plane Coordinates, North American Datum 1983 (NAD 83) Zone V [feet] and North America n Vertical Datum of 1988 (NAVD 88) [feet] vertical datum. The CONSULTANT shall review and supplement additional PROJECT-specific topography, bathymetry, and site surveys necessary to prepare the PROJECT Digital Elevation Model (DEM) including topographic surfaces, grids, and contours.
Deliverables: Prepare a Topographic Data Memorandum describing the DEM production date, accuracy, standards, datum, extent, and any limitations. The DEM, metadata, and memorandum shall be uploaded to the SharePoint site and remain accessible until PROJECT closeout.
1D: Land Use Mapping: The CITY will provide a citywide geo- referenced, planimetric base map with attribute information. The CONSULTANT shall develop the land cover dataset and corresponding data tables for use in the watershed models. The CONSULTANT shall prepare a provisional Manning’s “n” Roughness Coefficient map, for CITY review, based on field data collection (Task 1B) and the best available aerial imagery within the PROJECT limits. CITY approval is required before the final roughness coefficients are used in the hydrologic models. The CONSULTANT shall prepare a present conditions land use map and a future conditions (buildout) land use map.
Deliverables: CONSULTANT to deliver a provisional Manning’s “n” Roughness Coefficient map and data tables, for CITY approval. CONSULTANT to deliver present conditions land use map and a future conditions (buildout) land use map.
Mapping must comply with FEMA’s guidance for GIS data layers. Deliverables format shall be digital data uploaded to the SharePoint site and accessible until PROJECT closeout.
1E: Storm Drain Geodatabase: The CITY will provide the Simi Valley storm drain channels and laterals dataset from the Ventura County Unified Storm Drain System Mapping project, Countywide Storm Drain GIS dataset. Every effort was made to make the Simi Valley storm drain database as complete as possible; however, the CITY makes no warranty to its completeness or applicability to the watershed model.
The CONSULTANT shall augment or enhance the existing storm drain geodatabase, including vertical elevation adjust ments, for the watershed model; and, Pay extra attention to elevations used in the watershed model to ensure compliance with the vertical elevation requirements as defined in Task 1C. 101
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Deliverables: The CONSULTANT shall update the Simi Valley storm drain geodatabase and coordinate with Ventura County to integrate the geodatabase into the Countywide Storm Drain GIS dataset. Prepare a Storm Drain Data Memorandum describing the required horizontal and vertical datum conversions required to conform to PROJECT datums. Deliverable format shall be digital data uploaded to the SharePoint site and accessible until PROJECT closeout.
1F: Watershed Models, Maps and Data: All 2-Dimensional (2D) watershed models, maps and data appropriated for use in the PROJECT shall conform to the horizontal and vertical datums of the 2023 LiDAR dataset and PROJECT DEM (Task 1C). The CONSULTANT shall convert elevation data for existing storm drains, c hannel system, culverts and bridges and other structures to NAVD 88. This is of paramount importance as the hydraulic grade lines and water surface elevations need to correlate correctly with the ground topography.
Deliverables: Prepare an Existing Model Data Memorandum describing all modeling studies appropriated for use or reference and specify if a horizontal and vertical datum conversion was required. Include a description of the data, its source, and datum adjustment [feet] to confirm vertical and horizontal datum consistency. (Note: Memorandums for Tasks 1C, 1E, and 1F are related and may be combined.) All electronic data shall be uploaded to the SharePoint site and remain accessible until PROJECT closeout.
TASK 2 – WATERSHED RAINFALL-RUNOFF MODELING
2A: Hydrologic Analysis: The CONSULTANT will develop a calibrated 2D rainfall model based on discretized and gridded rainfall and infiltration data for PROJECT watersheds using TUFLOW
® software model; GPU version. The hydrologic analysis
shall include the 10-, 4-, 1-, and 0.2-percent annual probabilities of exceedance. The CONSULTANT shall prepare a technical memorandum describing the proposed hydrologic data, rainfall distribution, loss methods, and other 2D watershed model setup parameters for CITY approval. The CITY recommends using the latest NOAA Atlas 14 rainfall depths and intensities. The CONSULTANT shall justify the use of other hydrologic data necessary for hydrologic model setup.
Upon completion of the 2D hydrologic analysis model, the CONSULTANT shall prepare a Hydrologic Analysis Report describing the hydrologic model setup, analytical procedures, calibration and verification methods, output, and appropriateness of the data for use in the 2D floodplain modeling (Task 2C).
Deliverables: Deliver a Hydrologic Model Setup Memorandum with recommended rainfall distribution and infiltration procedures for CITY review and approval. The calibrated 2D rainfall -runoff model and output, with accompanying Hydrologic Analysis Report, shall be uploaded to the SharePoint site and remain accessible until PROJECT closeout.
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2B: Climate-Impacted Hydrologic Analysis: The CONSULTANT shall research climate-induced changes to extreme precipitation for the end of the twenty -first century and recommend a method or procedures to forecast climate- induced hydrology. Resources to consider include, but are not limited to:
• Argonne National Laboratory - ClimRR
• FEMA - Resilience Analysis and Planning Tool (RAPT)
• NOAA - “Our Changing Precipitation”
• NOAA/NWS - Update to the precipitation frequency analysis product (NOAA Atlas 15)
• California Energy Commission Cal-Adapt climate change research, tools and projections
• LOCA Downscaled CMIP5 Climate Projections (dataset used for CA 4th Climate Change Assessment)
• First Street Foundation - Flood Model Technical Documentation
This task requires CITY review and selection of a hydrologic analysis methodology to forecast future extreme rainfall. The CONSULTANT shall implement the selected future conditions methodology to estimate the end of century 1- percent annual probability of exceedance and compare the results to current conditions (Task 2A).
The methodology, analytical results, and assessment of the climate- induced hydrologic analysis shall be reported in an appendix to the Hydrologic Analysis Report (Task 2A).
Deliverables: Prepare a Climate Change Technical Appendix to the Hydrologic Analysis Report describing the potential for climate change to affect future hydrologic analysis for the PROJECT region. All electronic data shall be uploaded to the SharePoint site and remain accessible until PROJECT closeout.
2C. Watershed Floodplain Analysis: The CONSULTANT shall create a TUFLOW ® 2D
watershed floodplain model, using data derived from Task 1. The hydraulic model shall conform to the following:
1. Precipitation patterns and distribution, infiltration assumptions, and land use shall be based on Task 1 deliverables.
2. Grid elements and mesh shall be appropriate for ground elevations and roughness factors. CONSULTANT shall provide a recommendation on the grid/mesh size and the computational domain for CITY concurrence.
3. All major open channel and closed conduit elements will be defined bas ed on as-built condition geometry from record drawings, field surveys, valid LiDAR, or other topographic sources. CITY will provide feedback or additional information in cases where the available data does not reflect the current physical conditions.
4. Storm drain geometry, channel cross -sections and culvert data may be prepared in EPA SWMM, Estry®, WSPG®, and HEC -RAS and they may be imported into the watershed models. Other tools may be acceptable, with prior CITY concurrence.
5. Hydraulic structures will be defined for all major bridges, with or without piers, culverts, grade control structures, inlets, outlets, detention basins, or other 103
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physical hydraulic controls. Rating tables may be prepared outside the main watershed model as needed. For example, channel and bridge data may be prepared in HEC-RAS to place into the watershed models.
6. Ideally, major local storm drains 30-inches in diameter/height and larger will be included in the watershed model. The CONSULTANT shall include as much detail of the drainage system as possible, so long as it does not hamper the modeling effort and cause mathematical instability.
7. All major streets will be defined using roughness factors.
8. Structures will be defined as necessary.
9. Embankments, levees and agricultural berms and the potential for overtopping and failure shall be considered in the analysis. CITY will review and consent to areas of the Floodplain Analysis that may require “without levee” or natural valley floodplain analysis.
10. Along the downstream boundary conditions of the watershed model, the CONSULTANT shall prepare appropriate rating curves, water surface elevations or friction slope assumptions consistent with the best available data and models from FEMA, USACE, or other appropriate sources.
11. The CONSULTANT will ens ure that all model simulations are optimized and will conserve volume and are numerically stable.
12. The land use maps (Task 1D) may be utilized to estimate “C” runoff coefficients.
Calibration Hydraulic Analysis: The CONSULTANT shall identify and implement method(s) to calibrate the 2D watershed floodplain models, including methods that do not rely on stream gage data or high-water marks.
Validation Hydraulic Analysis: The CONSULTANT shall implement a historical model run to simulate the March 1, 1983 storm of record. It is understood that the physical features of the watershed at the time of historical storm events may not be the same as they are today. However, the model results may be useful for determining if the watershed model results adequately reflect reality.
The CONSULTANT shall use the calibrated and validated TUFLOW® 2D watershed floodplain model to assess the 10- , 4-, 1-, and 0.2- percent annual probabilities of exceedance (Task 2A).
Deliverables: Deliver a Floodplain Model Setup Memorandum describing the input parameters used to set up the model, proposed calibration methods, assumptions, any potential limitations of the model, and all levees. The technical memorandum shall include sufficient modeling data with recommended rainfall distribution and infiltration procedures and analysis to support the calibration methodology and results. The CITY will review and approve the calibrated floodplain model prior to the CONSULTANT completing the recurrence flood analyses. The calibrated floodplain model input, output and results shall be documented in the Hydraulic Analysis Report, to be uploaded to the SharePoint site with floodplain analyses digital data and remain accessible until PROJECT closeout.
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2D: Master Plan of Drainage Analysis: The CONSULTANT shall utilize the TUFLOW® 2D watershed floodplain model to analyze the capacity of the CITY maintained storm drain system for the future conditions buildout, 1- percent annual probability of exceedance scenario to identify potential storm drain network deficiencies where culverts, storm sewers, inlets, and public street capacities are exceeded, resulting in property flooding. The CONSULTANT shall recommend capital i mprovements to replace deficient storm drain facilities to mitigate flooding to critical facilities municipal property, and private property. The CONSULTANT shall prepare a preliminary cost estimate for the proposed storm drain facilities upgrades.
Deliverables: Deliver a Storm Drainage Improvements Memorandum summarizing the storm collection and delivery system deficiencies and recommendations for improvements. The memorandum shall include a map with a unique geodatabase of the proposed storm drain facilities and a preliminary cost estimate for the recommended improvements. The memorandum and proposed storm drain facilities geodatabase shall be uploaded to the SharePoint site and remain accessible until PROJECT closeout.
2E: OPTIONAL TASK – Localized Pluvial Flooding: The CONSULTANT shall make recommendations to expand the TUFLOW® 2D watershed floodplain model to include a larger portion of the CITY’s storm drain network in an effort to identify potential localized pluvial flooding. CITY concurrence is required before implementing changes to the watershed floodplain model.
Deliverables: Prepare an Appendix to the Storm Drainage Improvements Memorandum describing the benefits associated with modifying the watershed models, the cost implications, and any assumptions.
2F: OPTIONAL TASK – 2% and 1% Plus Analyses: The CONSULTANT shall conduct hydrologic analysis and floodplain (hydraulic) analyses for the 2- and 1-percent Plus annual probabilities of exceedance using analytical methods derived in Task 2A and Task 2C.
The “1-percent Plus” (1% Plus) flood event is a term used in flood risk analysis and mapping. It is calculated to provide a confidence range within which the actual one percent annual probability of exceedance discharge at a location is likely to fall, given the uncertainty that often exists with estimating discharges. The 1% Plus profile reflects the potential higher base flood elevation under those conditions and can provide more information for communities to predict future flooding conditions in areas under heavy development or when considering higher standards like freeboard.
Deliverables: A discussion of the 2% and 1% Plus and the hydrologic and floodplain (hydraulic) analytical results shall be integrated or appended into the Hydrologic Analysis Report and Hydraulic Analysis Report.
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2G: OPTIONAL TASK – Pluvial Flood Model Refinement : The CONSULTANT shall investigate the challenges and opportunities for refining the model precision to better understand flood impacts at a residential lot-scale. The CONSULTANT shall assess the benefits and costs of model refinement and recommend enhancements that could provide better accuracy of the potential flood hazard to improve mapping and potentially benefit property owners. This Optional Task requires CITY approval and is predicated on the anticipated public input generated as part of public outreach (Task 7).
Deliverables: Prepare an Appendix to the Storm Drainage Improvements Memorandum with the CONSULTANT’s recommendations and the cost -benefits associated with refining the pluvial flood modeling.
TASK 3 – FLOOD HAZARD MAPPING
3A: Planning-Level Inundation Mapping: The CONSULTANT shall prepare planning- level storm inundation mapping for each storm frequency, using the results of the TUFLOW
® 2D watershed floodplain model (Task 2C) analyses described above.
The maps will depict the inundation areas, and shall include the following data layers, but not be limited to:
• Base Map including:
o The latest available aerial imagery (background).
o City boundary, parcel lines and major street names.
o 2023 contour topography consisting of 10-foot and 2-foot intervals. o Building envelopes.
• L ocal digital flood hazard data from the National Flood Hazard Layer (NFHL) https://www.fema.gov/flood-maps/national-flood-hazard-layer
• Current conditions inundation mapping of the 10-, 4-, 1-, and 0.2-percent annual probabilities of exceedance
o Newly computed flood depths, classified and colored.
o Floodways – Floodways shall be mapped and extended as necessary along all channels and levees maintained by the Ventura County Watershed Protection District.
o Accurate tie-in with adjacent Community’s SFHA
• Future conditions (climate induced hydrology) (Task 2B) mapping of the 1- percent annual probability of exceedance using buildout land use maps.
Deliverables: CONSULTANT shall deliver the above inundation mapping as part of an ESRI ArcGIS
® software geodatabase and deliver each high resolution map in layer-based PDF format by uploading the digital data to the SharePoint site to remain accessible until PROJECT closeout.
3B: OPTIONAL TASK – Localized Pluvial Mapping: Prepare an inundation map delineating the potential localized pluvial flooding derived from the Task 2E floodplain analysis. (This Optional Task will not be contracted without CITY authorization on Optional Task 2E).
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Deliverables: CONSULTANT shall deliver the pluvial flood inundation mapping as part of an ESRI ArcGIS® software geodatabase and deliver the map in layer-based PDF format by uploading the digital data to the SharePoint site to remain accessible until PROJECT closeout.
3C: OPTIONAL TASK – 2% and 1% Plus Mapping: Prepare inundation maps for 2% and 1% Plus annual probability of exceedance design storm events (This Optional Task will not be contracted without CITY authorization on Optional Task 2F).
Deliverable: CONSULTANT shall provide the 2% and 1% Plus inundation mapping as part of an ESRI ArcGIS
® software geodatabase and deliver a map in layer-based PDF format by uploading the digital data to the SharePoint site to remain accessible until PROJECT closeout.
3D: OPTIONAL TASK – Updated Building Envelopes: The CONSULTANT shall query the 2023 LiDAR and aerial orthophoto imagery to develop updated building envelopes for all structures within parcels affected by the 0.2% (Task 3A), the future conditions (climate-induced) 1% (Task 3A), and the 1% Plus (Optional Task 3C, if contracted) inundation mapping to provide greater accuracy in determining whether structures fall within the Flood Prone Area.
Deliverable: CONSULTANT shall provide an ESRI ArcGIS
® software geodatabase
with updated building envelopes for all structures in the Flood Prone Area and deliver a map in layer-based PDF format by uploading the digital data to the SharePoint site to remain accessible until PROJECT closeout.
3E: OPTIONAL TASK – Google Ea rth
®/Video Animation: Prepare planning -level
inundation maps for each storm frequency as Google Earth or similar platform visualization, and/or video animation.
Deliverable: CONSULTANT shall upload the Google Earth visualization, and/or video animation digital data to the SharePoint site to remain accessible until PROJECT closeout.
TASK 4 – FLOOD HAZARD STUDY REPORT
4A: Flood Hazard Study Report: The CONSULTANT shall prepare a draft Flood Hazard Study Report documenting all the findings, background information, results of research, video clips, photographs, as -built record drawings, computer model input, output results, cross -sections, profiles, inundation maps, tabulations of acreage and structures to be removed/added to the effective Special Flood Hazard Area (SFHA) and all other material and products delivered with authorized Tasks 1 – 3. The CITY will review and comment on the draft report. The CONSULTANT shall address CITY comments, incorporate relevant input from community outreach (Task 4B), and prepare a final Flood Hazard Study Report for deliver.
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Deliverables: Provide a draft Flood Hazard Study Report for CITY review. The CONSULTANT shall address comments and deliver a digital PDF of the final Flood Hazard Study Report and appendices, plus two (2) hard copies. All digital data uploaded to the SharePoint site and electronic copies of Memorandums and Reports shall be organized by Task and delivered to the CITY on a portable hard drive.
4B: Community Engagement: The CONSULTANT shall coordinate with the CITY to prepare for and attend a community public meeting to present the Flood Hazard Study methodology and results, and respond to community questions. The CONSULTANT shall assis t the CITY with responses to community questions following the public presentation.
Deliverables: Provide a draft meeting agenda and PowerPoint ® presentation in
electronic format. The CONSULTANT will capture Meeting Minutes, compile exhibits, and consolidate the CITY’s responses to the community questions, delivered via email or file transfer to the CITY PM.
PHASE TWO – FEMA PHYSICAL MAP REVISION (PMR)
TASK 5 – COORDINATION WITH FEMA
5A: FEMA Coordination: The CONSULTANT shall coordinate with FEMA Region IX to corroborate the Region’s PMR process and all items necessary for submittal of the formal PMR application, so deliveries, review and comment cycles, and approvals can be streamlined.
Deliverables: Provide documentation of all communication with FEMA. The CONSULTANT shall track FEMA comments and CONSULTANT responses uploaded to the SharePoint site and remain accessible until PROJECT closeout.
5B: Flood Hazard Study: The CONSULTANT shall compile all data, memoranda, and reporting into a submittal to FEMA for review and comment on the City of Simi Valley Flood Hazard Study (Tasks 1 - 4), including but not limited to the following items:
• Project Narrative
• Establishment of the PMR Footprint
• Determination of the FIS and FIRM Database Format
• Base Map Acquisition
• Engineering Analyses
• Floodplain Delineation
• NFHL Data for the PMR Footprint
• Data Development and Database
• Letter of Final Determination, to incorporate any approved LOMRs • FIRM Database Needs for Areas Outside the PMR Study Area • Relevant Project Correspondence
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Deliverables: Compile all data, memoranda, and reporting into a City of Simi Valley Flood Hazard Study submittal to FEMA uploaded to the SharePoint site and remain accessible until PROJECT closeout.
TASK 6 – PMR APPLICATION
6A: Technical Support Data Notebook: The CONSULTANT shall prepare a Technical Support Data Notebook (TSDN) to support the PMR application requirements.
Deliverables: Provide a digital copy of the TSDN to FEMA’s Mapping Information Platform (MIP) and the SharePoint site and remain accessible until PROJECT closeout.
6B: Annotated FIRMs: The CONSULTANT shall prepare annotated FIRMs for submission to FEMA. These maps will be reproductions of the effective FIRMs with the proposed map changes shown. These changes would include the 1- percent annual probability of exceedance flood boundary, BFEs, floodway boundaries, flood zone designations, and base mapping.
Deliverables: Upload a digital copy of the annotated FIRM to FEMA’s MIP and the SharePoint site to remain accessible until PROJECT closeout.
6C: Notification Letters: The CONSULTANT shall assist the CITY preparing notification letters, consistent with FEMA’s standards. Separate notification may be made to newly impacted properties, reduced impact properties, properties removed from the SFHA and the general community. Notifications may be formatted as a letter or newsletter posting, or a webpage content.
Deliverables: Provide a list of affected p arcels in Microsoft ® Excel format on the
SharePoint site to remain accessible until PROJECT closeout.
6D: FEMA Coordination: The CONSULTANT shall collaborate with FEMA, as the CITY’s advocate, to coordinate and track submittals, participate on project -related calls, and address comments in a timely manner to streamline FEMA approval of the PMR application.
Deliverables: Provide call notes with action items for project -related calls with FEMA. All correspondence from the CONSULTANT to FEMA, including the CONSULTANT responses to FEMA’s PMR Application comments, shall be uploaded to the SharePoint site to remain accessible until PROJECT closeout.
TASK 7 – PMR COMMUNITY REVIEW ASSISTANCE
7A: Preliminary FIS & FIRM Review: The CONSULTANT shall assist the CITY in reviewing the Preliminary FIS and FIRM generated by FEMA for use in Community Open House.
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Deliverables: Provide a copy of the CITY (CONSULTANT) comments and FEMA responses to the SharePoint site.
7B: Community Open House: The CONSULTANT shall prepare for and attend a community Open House for presentation of the Preliminary FIS and FIRM updates.
Deliverables: Provide a meeting agenda and PowerPoint ® presentation in electronic format to the SharePoint site.
7C: Community Comment Response: The CONSULTANT shall assist the CITY with responses to community questions and comments during and following the community review process.
Deliverables: Provide a summary of the community questions and comments along with responses provided to the SharePoint site.
7D: Final PMR Revisions: The CONSULTANT shall assist the CITY coordinate with FEMA to implement revisions to the FIS and/or FIRMs necessitated by community comments and concerns.
Deliverables: Provide engineering services as necessary and provide a copy of all work products to the SharePoint site.
TASK 8 – PROJECT MANAGEMENT
8A: Project Management: The CONSULTANT’s Project Manager (PM) is responsible for scheduling and leading a Project Kickoff Meeting, as well as monthly client meetings. The PM will oversee Project Management services to include:
• CONSULTANT-CITY communication plan
• Oversee project implementation
• Schedule, budget, and risk management
• Administration of requirements in the Agreement
• Assignment of appropriate staff and resources, including subconsultants • Monitoring of work, budget, and schedule to determine project status, risks, and mitigation actions
• Monthly project invoicing and status report (Task 8B) • Change management
• Quality Assurance
The CONSULTANT’s Project Manager shall be responsible for establishing QA/QC procedures for all tasks, including Independent QC where applicable.
Deliverables: Provide monthly meeting Agendas, Minutes, and invoicing, and other project management related documents to the SharePoint site.
8B: Project Status Reports: The CONSULTANT’s PM is responsible to provide monthly project status reports to include:
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• Project progress summary
• Project highlights
• Active project stakeholders and participants
• Status of active tasks (Gantt chart, calendar, spreadsheet, etc.) • Highlight upcoming tasks and next steps
• Identify action items
• Flag potential risks to scope, schedule and budget
Deliverables: Provide monthly Project Status Reports with invoicing to the CITY PM and upload a copy to the SharePoint site.
OPTIONAL TASKS
The RFP Scope of Work includes Optional Tasks that support the CITY’s goals for this PROJECT. CONSULTANTs are encouraged to bid OPTIONAL TASKS in their proposal.
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EXHIBIT “C”
TASK ORDER
PHASE ONE – FLOOD HAZARD STUDY
TASK 1 – DATA COLLECTION AND PREPARATION
1A Data Collection Existing Data Memorandum,
Reference Data
1B Field Reconnaissance Field Reconnaissance Plan, Field Data Collection Memorandum
1C Topographic Data Development Topographic Data Memorandum, DEM
1D Land Use Mapping
Manning’s “n” Roughness Coefficient
map and data tables, present and
future conditions buildout land use
maps
1E Storm Drain Geodatabase
Storm Drain Data Memorandum,
updated Simi Valley storm drain
system Geodatabase
1F Watershed Models, Maps and Data Existing Model Data Memorandum TASK 2 – WATERSHED RAINFALL-RUNOFF MODELING
2A Hydrologic Analysis
Hydrologic Model Setup
Memorandum, Hydrologic Analysis
Report, hydrology data
2B Climate-Impacted Hydrologic Analysis Climate Change Technical Appendix 2C Watershed Floodplain Analysis
Floodplain Model Setup
Memorandum, Hydraulic Analysis
Report, hydraulic data
2D Master Plan of Drainage Analysis
Storm Drainage Improvements
Memorandum, geodatabase & cost
estimate
2E OPTIONAL TASK – Localized Pluvial Flooding Storm Drainage Improvements Memorandum Appendix
2F OPTIONAL TASK – 2% and 1% Plus Analyses Storm Drainage Improvements Memorandum Appendix
2G OPTIONAL TASK – Pluvial Flood Model
Refinement
Storm Drainage Improvements
Memorandum Appendix
TASK 3 – INUNDATION MAPPING
3A Planning-Level Inundation Mapping Geodatabase, maps
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3B OPTIONAL TASK – Localized Pluvial Mapping Geodatabase, maps 3C OPTIONAL TASK – 2% and 1% Plus Mapping Geodatabase, maps 3D OPTIONAL TASK – Updated Building
Envelopes Geodatabase, maps
3E OPTIONAL TASK – Google Earth/Video
Animation Video animation
TASK 4 – FLOOD HAZARD STUDY REPORT
4A Flood Hazard Study Report Flood Hazard Study Report
4B Community Engagement Meeting agenda, Presentation,
Minutes, and responses to questions
PHASE TWO - PHYSICAL MAP REVISION (PMR) APPLICATION
TASK 5 – COORDINATION WITH FEMA
5A FEMA Coordination Communication log
5B Flood Hazard Study City of Simi Valley Flood Hazard
Study
TASK 6 – PMR APPLICATION
6A Technical Support Data Notebook TSDN
6B Annotated FIRMs Annotated FIRMs
6C Notification Letters Impacted Parcel list
6D FEMA Coordination Correspondence
TASK 7 – PMR COMMUNITY REVIEW ASSISTANCE
7A Preliminary FIS & FIRM Review City Comments – FEMA Responses 7B Community Open House Agenda, Presentation
7C Community Comment Response Community Comments - Responses 7D Final PMR Revisions Final PMR work products
TASK 8 – PROJECT MANAGEMENT
8A Project Management Meeting Agendas, Minutes, and
Invoicing
8B Project Status Reports Project Status Reports
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