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CITY OF SIMI VALLEY
MEMORANDUM
D
ecember 16, 2024
T
O: Board of Directors, Ventura County Waterworks District No. 8 F
ROM: Department of Public Works
S
UBJECT: AWARD OF CONTRACT FOR PROFESSIONAL ENGINEERING
SERVICES TO PREPARE FINAL DESIGN AND PROVIDE
CONSTRUCTION SUPPORT FOR THE KNOLLS ZONE CROWN HILL
TANK PROJECT, CP980320
STAFF RECOMMENDATION
It
is recommended that the Board of Directors award a contract (page 5) to Perliter & Ingalsbe Consulting Engineers (P&I) in the amount of $237,381 to update the final design and provide construction support for the Knolls Zone Crown Hill Tank Project, CP980320.
BACKGROUND AND OVERVIEW
The Ventura County Waterworks District No. 8 (District) engineering staff (Staff) have identified the Knolls Zone in the Santa Susana Knolls area as needing increased water storage, as well as a higher stored water elevation to increase water supply and pressure to areas served. Staff proposed a pump-tank system to improve the storage capacity of the pump-tank system for both the Knolls and Crown Hill Zones (“Project”). The Project is comprised of a new Crown Hill Pump Station, a new 1.0 million-gallon (MG) Crown Hill water storage tank, pipelines, pressure-reducing valves, and electrical components. The Project will be located in the unincorporated Ventura County community of Santa Susana, within the District, at the southern terminus of Crown Hill Drive, as depicted in the Location Map (Attachment A, page 4).
FINDINGS AND ALTERNATIVES
In
2016, Staff proposed to design a pump-tank system to serve operational and fire water demands of the Knolls area (“Original Design”). The Original Design consisted of a 1 MG Crown Hill Tank, Crown Hill Pump Station, and Pressure Reducing Station, and pipelines between Crown Hill Tank and Pump Station facilities.
T
his Original Design was evaluated in July 2024 by Wood Rodgers (the District’ s consultant) to determine whether it could be constructed (“Updated Study”). The Updated Study showed that the Original Design could be modified to improve performance. As a result, the Project eliminat ed the proposed Crown Hill Pump Station (the water will be
AGENDA I
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supplied directly from the upgraded Oak Knolls Pump Station to the proposed Crown Hill Tank), and the construction of a 1 MG storage tank and associated control systems.
On October 16, 2024, P&I submitted a proposal in the amount of $237,381 to update the final design and provide construction support for the updated Project (CP980320). Staff previously worked with P&I on the Project beginning June 2016. P&I has in- depth knowledge and familiarity working on the design and has previously prepared the project plans and specifications. The District a nticipates that P&I will utilize this extensive experience and work closely with Staff to update and complete the design. The design is anticipated to be completed by August 2025.
The FY 2024-25 District Budget contains $ 4,687,617.41 available for the Project.
Sufficient funds are available to cover the proposed contract amount.
The following alternatives are identified for the Board of Directors consideration:
1. Award a contract (page 4) to P&I in the amount of $237,381 to update the final design and provide construction support for the Knolls Zone Crown Hill Tank Project, CP980320;
2. Do not approve the contract at this time and provide direction to Staff.
Staff recommends Alternative No. 1.
SUGGESTED BOARD MOTION
I move to award a contract to P&I in the amount of $237,381 to update the final design and provide construction support for the Knolls Zone Crown Hill Tank Project, CP980320.
SUMMARY
The Knolls Zone in the Santa Susana Knolls area is identified as needing increased water storage and preferably a higher stored water elevation to increase water supply and pressure to areas served. An updated hydraulic analysis performed to evaluate the current design indicated the proposed Crown Hill Pump Station and corresponding complex controls could be modified to improve performance. The hydraulic analysis recommends modifications to the current design to ensure operation feasibility. P&I has in-depth knowledge and familiarity working on the design . Staff recommends the Board of Directors award a contract with P&I to update the final design and provide construction support for the Project.
__________________________________
Ronald K. Fuchiwaki
Public Works Director
Prepared by: Michel Kadah, Principal Engineer
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INDEX Page
Attachment A – Location Map. ......................................................... 4 Contract ............................................................................................ 5
3 /1 /2 □ /4 /5 /6 /7 /1 /8
/11
/12 /13 □ /4 /5 /6 /7 /1 /8 /10
/14 /15 /15 /14 /16 /17 /18 /19 /20 /15 □ /14
4
AGREEMENT NO. 3250053
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF SIMI VALLEY AND
PERLITER & INGALSBE CONSULTING ENGINEERS
FOR KNOLLS ZONE WATER FACILITIES
THIS AGREEMENT is entered into this 16th day of December 2024, by and between the CITY OF SIMI VALLEY, a municipal corporation and general law city (“CITY”) and PERLITER & INGALSBE CONSULTING ENGINEERS, a California Company (“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 $237,381 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,” which is incorporated by reference.
2. SCOPE OF SERVICES.
A. CONSULTANT will perform services listed in the attached Exhibit “A,” which is incorporated by reference.
B. CONSULTANT 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. 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 fifteen (15) days after such notification to 5 City of Simi Valley
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cure any shortcomings to CITY’s satisfaction. Costs associated with curing the deficiencies will be borne by CONSULTANT.
4. PA
YMENTS. 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 “B”) 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. NO
N-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 current fiscal year, this Agreement will cover only those costs incurred up to the conclusion of the current fiscal year.
6. ADDI
TIONAL WORK.
A. C
ITY’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. I
f 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. P
ayments over $23,738.10 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. F
AMILIARITY WITH WORK.
A. B
y executing this Agreement, CONSULTANT agrees that it has:
i. C
arefully investigated and considered the scope of services to be performed;
ii. C
arefully 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 December 2, 2024 to December 1, 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 “A”;
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 Agreement supersedes any conflicting provisions. Any inconsistency between the Exhibits will be resolved in the order in which the Exhibits appear below:
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Exhibit “A” – Scope of Services
Exhibit “B” – Schedule of Fees
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 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 8 City of Simi Valley
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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 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.
19. INDEMNIFICATION.
A. CONSULTANT agrees to the following:
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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 (including, 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.
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 10 City of Simi Valley
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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 p rovision 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 $1,000,000
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 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 11 City of Simi Valley
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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 o f 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 ter minate 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 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.
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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: Amar Shah Attention: Michel Kadah
Perliter & Ingalsbe Consulting Engineers City of Simi Valley 919 West Glenoaks Boulevard 2929 Tapo Canyon Road
Glendale, CA 91202 Simi Valley, CA 93063
(213) 280-6755 (805) 583-6893
[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.
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. 13 City of Simi Valley
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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 two 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 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 M anager, 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.
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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.
[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: Perliter & Ingalsbe Consulting Engineers
By:
Algeria R. Ford, City Attorney
Print Name: Amar Shah
Approved as to Content: Title: President
By:
Samantha C. Argabrite, City Manager
Print Name: Lisa Vargas
Title: Secretary
Johanna Medrano,
Deputy Administrative Services Director/
Budget & Purchasing
Ronald K. Fuchiwaki,
Public Works Director
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Exhibit “A”
Scope of Services
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Exhibit “B”
Schedule of Fees
18 919 W. Glenoaks Blvd., Glendale, California 91202
Contact Information: Amar Shah, Phone: (213) 280-6755 Email: [email protected] Lisa Vargas, Phone: (818) 415-2935 Email: [email protected] October 16, 2024
Michel Kadah, Principal Engineer
Ventura County Waterworks District No. 8
City of Simi Valley
Department of Public Works
2929 Tapo Canyon Road
Simi Valley, CA 93063
SUBJECT: Knolls Zone Water Facilities SV 21-03
(Crown Hill Pump-Tank System Project)
Extra Work Proposal
Dear Mr. Kadah:
As requested by the District, we are pleased to submit this proposal to perform additional/extra work pertaining to Knolls Zone Water Facilities project. The following presents the scope of extra work followed by estimated fees.
The scope of work is prepared based on the Districts review comments on the 100% Revised Drawings and Specifications, as discussed during meetings with District staff in February 2024 through October 2024 and based on our engineering judgement. In general, the latest major change in the project component includes elimination of the proposed pump station at Alta Vista Tank site.
We have endeavored to include detailed scope of work to the best of our ability and available information. However, there might be unknown and unforeseen tasks which are not included.
Scope of Work:
1. Pump Station and Alta Vista Tank Site:
A. Elimination of New Pump Station Facility and Associated Drawings:
a. Approximately 24 drawings pertaining to the new pump station elimination will be deleted. The remaining will be renumbered as needed.
EXHIBIT A
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B. Revisions of Design and Drawings Pertaining to Alta Vista Tank Site:
In general, the revisions in design and drawings will include elimination of the previously planned pump station and associated components and improvements, removal of the existing Alta Vista Tank No. 1 and associated components, relocation of the select components to remain, and select site improvements. Controls and SCADA related revisions will be designed by NDI, the Districts consultant. The following provides detailed scope of work.
a. Revise Drawings:
Perform review of the following drawings and revise design and drawings as needed.
i. Existing site layout and related notes.
ii. Demolition plan and notes.
iii. General layout plan of completed facility and notes.
iv. Finished grading and paving plan and notes.
v. Revise Alta Vista Tank No. 1 piping.
vi. Gate and fence plans, and details. No electrical operator to be provided.
vii. Revised conduit plan and notes. No conduit schedule will be needed or provided.
viii. P&ID Diagrams.
ix. Structural details.
x. Typical miscellaneous details, drawing I.
xi. Typical miscellaneous details, drawing II.
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C. Additional Design, Details and Drawings at Alta Vista Tank:
a. PRV :
i. Locate a new 4 PRV to deliver water from Crown Hill Tank to Alta Vista tank. It is assumed that the new PRV will be installed above ground exposed to atmosphere.
ii. Prepare plan, sections and details for PRV.
iii. Provide an additional pipeline from the Alta Vista tank inlet-outlet to connect to PRV. Prepare plan, profile and details for new pipeline for the PRV.
iv. Provide a plan showing conduits and wires between the PRV and the relocated control cabinet at the Alta Vista tank. Include signal in P&ID.
b. Crown Hill Reservoir Inlet-Outlet Pipe Connection:
i. Revise connection of the Crown Hill reservoir inlet-outlet to higher pressure zone piping (oak knoll pressure zone) near Alta Vista tank. The District to provide information regarding location of connection and existing piping.
ii. Prepare plan, details and section for new and revised connections.
c. Alta Vista Tank Inlet-Outlet Pipe Connection:
i. The existing piping connection to the existing Alta Vista Tank No. 2 will be modified to connect to lower zone in vicinity of the tank area as directed by the District. The District to provide information regarding location of connection and existing piping.
ii. Prepare plan, details and section for new and revised connections.
2. Crown Hill Tank Site:
A. 10-Inch Bi-Directional Flow Meter:
a. Selection and Design:
21
i. Select suitable bi-directional flow meter for aboveground installation on the common inlet-outlet piping at the tank site.
ii. Coordinate with vendor for required information.
iii. Determine power and signal requirements.
b. Preliminary Location and Piping Modifications:
i. Develop revised piping plan to accommodate aboveground flow meter, isolation valve, and grooved coupling. Piping and flow meter location and configuration will be selected to avoid interference with the vehicular traffic and provide ease of access.
ii. It is anticipated that the configuration of outlet and inlet pipes will need to be revised to accommodate the new flow meter. Revisions to these piping plans will be made accordingly.
iii. Prepare section showing the aboveground piping and flow meter.
iv. Submit preliminary plan showing the flow meter on revised common inlet- outlet piping, inlet piping and outlet piping to the District for review and comment.
v. Revise plan to make minor adjustments per Districts comments.
c. Piping and Flow Meter Drawings and Details:
i. Prepare final plan and section showing aboveground flow meter assembly and associated appurtenances.
ii. Revise common inlet-outlet profile to accommodate revised length of pipe and flow meter related changes.
iii. Revise inlet pipe profile/section per revised plan.
iv. Revise outlet pipe profile/section per revised plan.
v. Revise other affected plans. A total of three additional plans will be changed.
22
d. Electrical and Signal Design and Drawings:
i. Design and draw conduit and wires for electrical power for flow meter.
ii. Design and draw conduit and wires for signals for flow meter.
iii. Revise P&ID diagram per NDIs input.
iv. Revise electrical 120V Load Panel as needed.
e. Specifications:
i. Prepare technical specifications for the flow meter.
ii. Revise other applicable sections of the specifications, including bid description and payment, manufacturers services, O&M manual, etc.
f. Cost Estimate:
i. Determine construction cost for the flow meter assembly and related changes.
B. Tank Mixer:
a. Selection and Design:
i. The District will determine the required tank mixer, including manufacturer and model.
ii. Coordinate with vendor for additional required information.
iii. Determine power requirements.
b. Drawings:
i. Show location of the tank mixer on the plan (location to be determined by the District).
ii. Show conduits and wires for power.
iii. Show conduits and wires for signal.
23
iv. Revise 120V electrical Load Panel schedule.
v. Revise P&ID diagrams per NDIs input.
c. Specifications:
i. Prepare technical specifications for the tank mixer.
ii. Revise other applicable sections of the specifications, including bid description and payment, manufacturers services, O&M manual, etc.
d. Cost Estimate:
i. Construction cost will be provided by the District. This cost will be included in the revised Project Construction Cost.
C. SCE Related:
a. Obtain SCE Construction Plans: Coordinate with SCE through email and/or phone to obtain SCE construction plan(s) to be included in the set of Project Drawings.
SCE may charge a fee, which is to be paid by the District.
3. Inlet-Outlet Pipe:
A. Inlet-Outlet plan and profile will be revised to address elimination of pump facility and connection with different pipe.
B. Notes on pertinent drawings will be reviewed and revised.
4. Drain Pipe from Reservoir:
A. The connection location of the drain pipeline from the reservoir to the existing drain pipe near Alta Vista site will be evaluated and revised based on the new project conditions. Connection at shallower location will be considered.
B. Installation of a new drain box prior to connection to the existing drain will be considered and designed. Plan and details will be added for the drain box.
C. The drain pipeline plan and profile will be revised to address elimination of pump facility and change in connection location.
24
D. Notes on pertinent drawings will be reviewed and revised.
5. Revise Other Affected General Drawings:
A. Revise index to drawings and general notes as needed.
6. Specifications:
Because of the change in required facilities, the project specifications will be revised. The revisions will include the following:
A. Front-End Documents Revision:
a. Index.
b. Bid schedule
c. Special conditions
d. Bid item Description and Payment
B. Technical Sections Revisions:
a. Technical sections that are not applicable will be deleted.
b. New technical sections for new components will be prepared and added as noted earlier.
c. The remaining technical sections will be reviewed and revised as needed for general conformance with changed project conditions/components, and to include correct cross references of other technical sections. Approximately 80 sections are to be reviewed and revised as needed.
d. Districts comments on our previous submittal will be addressed. e. Revised sections for control cabinet, SCADA system, and Camera system will be included as provided by the Districts and NDI.
f. Appendices will be included as provided by the District, specifically Permits, and Forms, etc.
25
7. Construction Cost Estimate:
A. Prepare construction cost estimate based on the new bid schedule and revised project components. Construction cost of additional items discussed in this proposal will be added/included in appropriate Bid Items. Submit cost estimate to the District through email.
8. Coordination and Meetings with the District and Its Consultants during Design:
A. Provide general coordination with the District staff as needed to complete the scope of work. Such coordination will be provided through email and/or phone.
B. Meetings:
a. Two meetings are considered to complete the project design.
C. Coordination with District for Matters Pertaining to NDI:
a. Provide coordination with the District staff for matters pertaining to NDI. The extent of efforts to be provided is unknown and it can vary based on numerous factors, which are not under P&Is control. A total of five hours are considered for such coordination efforts for this proposal.
D. Coordination with Districts Consultant, Wood Rogers:
a. Provide coordination with the Districts consultant, Wood Rogers The extent of efforts to be provided is unknown. A total of four hours are considered for such coordination efforts for this proposal.
9. Design and Specifications Submittals and Revision:
A. Submit draft drawings and specifications in digital format to the District for review and comment.
B. Revise drawings and specifi cations to address Districts comments. The revised final documents will be submitted in digital format to the District for further processing. One such revision is considered.
26
10. Bid Support Services:
A. Pre-bid Meeting:
a. Prepare pre-bid meeting agenda and provide it to the District.
b. Attend and conduct Pre-bid meeting. Respond to bidders questions in the field if feasible. Questions requiring written response will be addressed through addendum.
B. Bidders RFIs: Review RFIs from bidders and provide responses. Responses will be provided through email or phone for items that do not require changes in Contract Documents (Drawings and Specifications). District will be informed for items requiring changes in the Contract Documents and such items will be addressed through addenda.
C. Addenda: Assist District preparing addenda for technical items. The District will issue and deliver the final addenda to bidders. A total of two addenda are considered.
D. Coordination with the District Staff: Provide coordination with the District staff during bidding process. A total of 3 hours are considered for this proposal.
11. Construction Support Services:
A. Pre-Construction Meeting: It is considered that the District will arrange and conduct the Pre-Construction Meeting. P&I staff will attend the meeting and provide technical support as required.
B. Review and Respond to Contractors Submittals: Contractors submittals will be received in digital form (P DF). P&I will review contractors submittals and respond through email or Wetransfer or dropbox for larger files. The submittals to be reviewed will include the following:
a. Technical shop drawings.
b. Operation and maintenance manuals.
Up to a total of approximately 130 original (first) submittals and 70 resubmittals (total 200 submittals) are considered.
C. Review and Respond to Technical RFIs: Review technical RFIs from the contractor.
Provide written responses to Contractors RF Is to all involved parties. Response will 27
be made through email or Wetransfer or dropbox for larger files. For the purpose of the proposal, 20 RFIs are considered.
D. Periodic Project Meetings and Inspection: Periodic project meetings will be attended, which will be followed by a site observation. Such meetings and observations will be performed as requested by the District. For the purpose of the proposal, three project meetings followed by a site observation are considered.
E. Change Order Evaluation: Assist District to evaluate change orders submitted by the contractor. For the purpose of the proposal three change orders are considered. No site visits are considered for change order evaluations.
F. Coordination with the District Staff and RFIs: Provide coordination with the District staff during construction services and respond to RFIs from the District staff. A total of 12 hours are considered for this proposal.
G. As-built/Record Drawings: Record drawings will be prepared based on the field marked up as-built plans provided by the contractor/District. Drawings will be prepared in AutoCAD and converted into pdf. One final copy of the as-built drawings in pdf will be submitted to the District through email or Wetransfer or dropbox.
Notes and Assumptions:
A. The District will provide required coordination with NDI, including completion of tasks to be performed by NDI, obtaining design drawings and specifications, and other pertinent information. The District will provide required documents from NDI to be included in the project bid documents.
B. The Districts review comments and revisions to the drawings and specifications will be pertinent to the scope of work included herein.
C. Review of bids will be performed by the District.
D. The District will have its subconsultant to provide support services during bidding and construction, including providing review and responses to contractors RFIs, submittals, change orders, and other pertinent matters for the following items.
a. SCADA system
b. Communication system
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c. Instruments Loops
d. Control Cabinet
e. SWPPP
f. Test results
Fees:
The estimated fees for the scope of work described herein are $237,381.00. The proposed fees will be charged per our current fee schedule with approximately 12% discount, a copy of which is attached as Exhibit A. Breakdown of the fees is included as Exhibit B. We request the District to approve the additional budget for the extra work. Tasks in addition to the scope of work described in this proposal will be performed as approved by the District and per the applicable P&I fee schedule. The current fee schedule (submitted as Exhibit A) is valid for one year.
Thanks for the opportunity to serve the District on this project.
Sincerely,
Perliter & Ingalsbe
________________________
Amar Shah
Attachments: Exhibit A - Fee Schedule
Exhibit B - Breakdown of Fees
29 EXHIBIT B
PERLITER & INGALSBE
FEE SCHEDULE
January 1, 2024
Personnel
Classification
Regular Hourly
Rate - $ (not
applicable)
Discounted
Hourly Rate - $
Personnel
Classification
Regular Hourly
Rate - $ (not
applicable)
Discounted
Hourly Rate -
$
Principal 260.00 230.00 Resident
Engineer
155.00 136.00
Project
Manager
250.00 220.00 Senior
Construction
Observer
155.00 136.00
Senior
Consultant
245.00 215.00 Construction
Observer
135.00 118.00
Principal
Engineer
230.00 200.00 Senior
Designer 135.00 118.00
Senior
Engineer II
210.00 185.00 Associate
Designer 130.00 114.00
Senior
Engineer I
190.00 167.00 Senior CADD 115.00 101.00
Engineer II 175.00 154.00 Associate
CADD II
100.00 88.00
Engineer I 165.00 145.00 Engineering
Aide
85.00 75.00
Associate
Engineer II
150.00 132.00 Office
Manager
100.00 88.00
Associate
Engineer I
135.00 118.00 Clerical 90.00 80.00
Direct Project Expenses
Reproduction of Drawings, Reports and Other Pertinent Documents Cost + 15% Express Mail Cost + 15%
Subcontracted Computer Services Cost + 15%
Subcontractor or Subconsultant Services Cost + 15%
Automobile Mileage $0.62 per Mile
Other Modes of Travel and Subsistence Direct Costs
Miscellaneous Materials Cost + 15%
30 $634
$12,537
C. Additional Design, Details and Drawings $8,981
$11,442
$4,173
$572
3. Inlet-Outlet Pipe - Revision to plan, Profile, and Notes $1,659
4. Drain Pipe from Reservoir - Plan Profile, and Details: $3,780
5. Revise Other Affected General Drawings $1,030
$3,332
$11,679
$5,970
$4,368
9. Design Drawings and Specifications Submittal and Revision $6,900 $3,383
$2,210
$2,210
$690
$2,835
$108,650
$9,210
$4,365
$4,404
C. Addenda
10/16/2024
EXHIBIT B
Estimated Fees - $
6. Specifications Revisions
A. Front-End Documents Revision
10 Bid Support Services:
B. Bidders RFIs
D. Coord. With District Staff
11. Construction Support Services:
A. Pre-Construction Meeting
B. Review and Respond to Contractors Submittals
C. Review and Respond to Technical RFIs
D. Periodic Project Meetings and Inspection
E. Change Order Evaluation
Breakdown of Estimated Fees for Extra Work(See Notes)
Item/Task Description
District of Simi Valley - Knolls Zone Facilities (Crown Hill Pump-Tank System) A. Elimination of New Pump Station Facility and Associated Drawings A. Pre-bid Meeting
8. Coordination and Meetings with District and Consultants during Design A. 10-Inch Bi-Directional Flow Meter and Related Piping Changes
1. Pump Station Site
2. Crown Hill Tank Site
7. Construction Cost Estimate
B. Technical Sections Revisions
C. SCE Related
B. Tank Mixer
B. Revisions of Design and Drawings Pertaining to Alta Vista Tank Site Perliter & Ingalsbe B1 of B2
31 10/16/2024
EXHIBIT B
Estimated Fees - $
Breakdown of Estimated Fees for Extra Work(See Notes)
Item/Task Description
District of Simi Valley - Knolls Zone Facilities (Crown Hill Pump-Tank System) $2,760
$19,609
$237,381
a. Please refer to detail scope of work for the extent of work considered to estimate the fees. b.
Notes
Out of scope of work will be perrformed as approved by the District and per the applicable P&I fee schedule
F. Coordination with the District Staff and RFIs
G. As-built Drawings
Total
Perliter & Ingalsbe B2 of B2
32