ATTACHMENT #2
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Project Name: Thousand Oaks Groundwater
Utilization Project (CI 5395)
AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN THE CITY OF THOUSAND OAKS
AND
KENNEDY/JENKS CONSULTANTS, INC.
THIS AGREEMENT is made and entered into this 14 th day of March 2023, by and between CITY OF THOUSAND OAKS, a municipal corporation ("City"), and KENNEDY/JENKS CONSULTANTS, INC. ("Consultant").
City and Consultant agree as follows:
1. RETENTION OF CONSULTANT
City hereby retains Consultant, and Consultant hereby accepts such engagement, to perform the services described in Section 2. Consultant warrants it has the qualifications, experience, and facilities to properly and timely perform said services.
2. DESCRIPTION OF SERVICES
The services to be performed by Consultant are as follows:
Professional services in conjunction with conceptual design for a conveyance system to carry portion of the effluent discharge at Hill Canyon Treatment Plant and groundwater from Los Robles Golf Course Well to the planned Las Virgenes Municipal Water District Advanced Water Purification Facility and as more particularly set forth in the Scope of Work attached as Exhibit “A,” incorporated herein by reference.
3. COMPENSATION AND PAYMENT
(a)Maximum and Rate. The total compensation payable to Consultant by City for the services under this Agreement SHALL NOT EXCEED the sum of $164,759 (herein "not to exceed amount"), and shall be earned as the work progresses on the following basis:
Hourly, at the hourly rates and with reimbursement to Consultant for those expenses set forth in Consultant's Schedule of Fees, attached as Exhibit "B" and incorporated herein. The rates and expenses set forth in that exhibit shall be binding upon Consultant until December 31, 2023, after which any change in the rates and expenses must be approved in writing by City's Project Manager (City is to be given 60 days’ notice of any rate increase request), provided the not to exceed amount is the total compensation due to Consultant for all work described under this Agreement.
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(b)Payment. Consultant shall provide City with written verification of the actual compensation earned, in a form satisfactory to City's Project Manager.
Invoices shall be made no more frequently than on a monthly basis, and describe the work performed (including, if applicable, a list of hours worked by personnel classification). All payments shall be made within 30 days after City’s approval of the invoice.
(c)Extra Services. Additional work not reasonably encompassed by the Scope of Services described in Section 2 may be agreed upon only by execution of a written Amendment to this Agreement. No liability or right to compensation for extra services shall exist without such Amendment. Unless otherwise stated in the Amendment, applicable rates for extra services shall be at the rates set forth in Exhibit “B.”
4. CITY PROJECT MANAGER
The services to be performed by Consultant shall be accomplished under the general direction of, and coordinate with, City's "Project Manager", as that staff person is designated by City from time to time, and who presently is Ayda Forouzan.
5. TERM, PROGRESS AND COMPLETION
The term of this Agreement is from the date first written above to December 31, 2023, unless term of this Agreement is extended, or the Agreement is terminated as provided for herein.
Consultant shall not commence work on the services to be performed under the Agreement until (i) Consultant furnishes proof of insurance as required by paragraph 9 below, and (ii) City’s Project Manager gives written authorization to proceed with the work. All services shall be completed within the term of this Agreement.
6. OWNERSHIP OF DOCUMENTS
All drawings, designs, data, photographs, reports and other documentation (other than Consultant's drafts, notes and internal memorandum), including duplication of same prepared by Consultant in the performance of these services, are the property of City. City shall be entitled to immediate possession of the same upon completion of the work under this Agreement, or at any earlier or later time when requested by City. City agrees to hold Consultant harmless from all damages, claims, expenses, and losses arising out of any reuse of the plans, specifications, graphics, brochures, reports, and other documentation for purposes other than those described in this Agreement, unless written authorization of Consultant is first obtained.
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7. PERSONAL SERVICES/NO ASSIGNMENT/SUBCONTRACTS
This Agreement is for professional services, which are personal to City. Jeff Savard is deemed to be especially experienced and is a key member of Consultant's firm, and shall be directly involved in performing, supervising or assisting in the performance of this work. This key person shall communicate with, and periodically report to, City on the progress of the work. Should said individual be removed from assisting in this contracted work for any reason, City may terminate this Agreement.
This Agreement is not assignable by Consultant without City's prior written consent.
Environmental work and document preparations, as described in this Agreement, may be subcontracted out to Rincon Consultants Inc. (Rincon)
8. HOLD HARMLESS AND INDEMNITY
(a) Hold Harmless for Consultant's Damages. Consultant holds City, its elected officials, officers, agents, employees and volunteers, harmless from all of Consultant's claims, demands, lawsuits, judgments, damages, losses, injuries or liability to Consultant, to Consultant's employees, to Consultant’s contractors or subcontractors, or to the owners of Consultant's firm, which damages, losses, injuries or liability occur during the work or services required under this Agreement, or performance of any activity or work required under this Agreement. (b) Defense and Indemnity of Third Party Claims/Liability.
Consultant shall indemnify, defend with legal counsel approved by City, and hold harmless City, its officers, officials, agents, employees and volunteers from and against all liability including, but not limited to, loss, damage, expense, cost (including without limitation reasonable legal counsel fees, expert fees and all other costs and fees of litigation) of every nature arising out of or in connection with Consultant’s negligence, recklessness or willful misconduct in the performance of work hereunder or its failure to comply with any of its obligations contained in the Agreement, except such loss or damage which is caused by the sole or active negligence or willful misconduct of City. Should conflict of interest principles preclude a single legal counsel from representing both City and Consultant, or should City otherwise find Consultant’s legal counsel unacceptable, then Consultant shall reimburse City its costs of defense, including without limitation reasonable legal counsel fees, expert fees and all other costs and fees of litigation.
The Consultant shall promptly pay City any final judgment rendered against City (and its officers, officials, employees and volunteers) with respect to claims determined by a trier of fact to have been the result of Consultant’s negligent, DPW: 850-20\nh\etm\Council\2023\03142023\CI 5395\Groundwater Utilization Project Att 2.docx
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reckless or wrongful performance. 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.
Consultant’s obligations under this section apply regardless of whether or not such claim, charge, damage, demand, action, proceeding, loss, stop notice, cost, expense, judgment, civil fine or penalty, or liability was caused in part or contributed to by an Indemnitee. However, without affecting the rights of City under any provision of this Agreement, Consultant shall not be required to indemnify and hold harmless City for liability attributable to the active negligence of City, provided such active negligence is determined by agreement between the parties or by findings of a court of competent jurisdiction. In instances where City is shown to have been actively negligent and where City’s active negligence accounts for only a percentage of the liability involved, the obligation of the Consultant will be for that entire portion or percentage of liability not attributable to the active negligence of City.
(c) Nonwaiver. City does not waive, nor shall be deemed to have waived, any indemnity, defense or hold harmless rights under this section because of the acceptance by City, or the deposit with City, of any insurance certificates or policies described in Section 9.
9. MINIMUM SCOPE AND LIMIT OF INSURANCE
Without limiting Consultant's indemnification of City, and prior to commencement of Work, Consultant shall obtain, provide, and maintain at its own expense during the term of this Agreement, and any extension thereof, policies of insurance of the type and amounts described below and in a form that is satisfactory to City.
Coverage shall be at least as broad as:
(a).Commercial General Liability (CGL): Consultant shall, at Consultant's sole cost and expense and throughout the term of this Agreement, and any extensions thereof, carry General Liability insurance coverage at least as broad as Insurance Services form CG 00 01 in an amount not less than $2,000,000 per occurrence, $4,000,000 general aggregate for bodily injury, personal and advertising injury and property damage, including without limitation, blanket contractual liability.
(b).Automobile Liability: Consultant shall, at Consultant's sole cost and expense and throughout the term of this Agreement, and any extensions thereof, carry Automobile Liability insurance coverage at least as broad as Insurance Services form CA 00 01 or the exact equivalent covering bodily injury and property damage for all activities of Consultant arising out of or in connection DPW: 850-20\nh\etm\Council\2023\03142023\CI 5395\Groundwater Utilization Project Att 2.docx
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with the work to be performed under this Agreement, including coverage of any owned, hired, non-owned, or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident.
(c).Worker’s Compensation: Consultant shall, at Consultant's sole cost and expense and throughout the term of this Agreement, and any extensions thereof, carry workers’ compensation statutory benefits as required by law with employer’s liability limits no less than $1,000,000 per accident for bodily injury or disease. Consultant shall submit to City, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of City, its elected officials, officers, agents, employees and volunteers for all work performed by Consultant, its employees, agents and subcontractors.
(d).Professional Errors and Omissions Insurance: Consultant shall, at Consultant’s sole cost and expense throughout the term of this Agreement, and any extensions thereof, carry professional errors and omissions coverage of no less than $1,000,000 per occurrence or claim, $2,000,000 aggregate, with tail coverage for an extended reporting period of three (3) years.
If Consultant maintains higher limits than the minimum shown above, City requires and shall be entitled to coverage for the higher limits maintained by Consultant.
Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to City.
Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:
Additional Insured Status
City, its elected officials, officers, agents, 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 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 Consultant’s insurance (at least as broad as ISO Form CG 20 10 11 85 or if not available, through the addition of both CG 20 10 10 01 and CG 20 37 10 01 if a later edition is used). The provision shall also apply to any excess liability policies. In addition, Consultant shall ensure that the automobile liability policy contains a provision covering City as an additional insured and shall obtain an endorsement to that effect if it does not.
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Excess Insurance
The limits of insurance required in this agreement may be satisfied by a combination of primary and umbrella or excess insurance. Umbrella or excess policies shall provide coverage at least as broad as specified for underlying coverages and covering those insured in the underlying policies. Coverage shall be “pay on behalf” with defense costs payable in addition to policy limits. There shall be no cross-liability exclusion of claims or suits by one insured against the other. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and no-contributory basis for the benefit of City as required in written contract or agreement before City’s own insurance or self-insurance shall be called upon to protect it as a named insured.
City’s Rights of Enforcement
In the event any policy of insurance required under this Agreement does not comply with these specifications or is cancelled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary, and any premium paid by City will be promptly reimbursed by Consultant, or City will withhold amounts sufficient to pay premium from Consultant’s payments. In the alternative, City may cancel this Agreement.
City’s Right to Revise Specifications
City reserves the right at any time during the term of the Agreement to change the amounts and types of insurance required by giving Consultant ninety (90) days advance written notice of such change. If such change results in substantial additional cost to Consultant, City and Consultant may renegotiate Consultant's compensation.
Primary and Non-Contributory Coverage
For any claims related to this Agreement, Consultant's insurance coverage shall be primary insurance as respects City, its elected officials, officers, agents, employees and volunteers. Any insurance or self-insurance maintained by City, its officers, officials, employees or volunteers shall be excess of Consultant's insurance and shall not contribute with it and shall be at least as broad as CG 20 01 04 13.
Notice of Cancellation
Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to City.
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Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by City. City may require Consultant to provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.
Acceptability of Insurers
All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance in the State of California, with a current A.M. Best’s rating of no less than A: VII, (unless otherwise acceptable to City).
Waiver of Subrogation
All insurance coverage maintained or procured pursuant to this Agreement shall be endorsed to waive subrogation against City, its elected officials, officers, agents, employees or volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications - to waive their right of recovery prior to a loss. Consultant hereby waives his own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subcontractors. Copies of these waivers shall be submitted to City prior to commencement of work.
Claims Made Policies
If any of the required policies provided coverage on a claims-made basis:
(a)The Retroactive Date must be shown and must be before the date of the Agreement or the beginning of contract work.
(b). Insurance must be maintained, and evidence of insurance must be provided for at least five (5) years after completion of the work required under this Agreement.
(c). If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the Agreement effective date, Consultant must purchase “extended reporting” coverage for a minimum of five (5) years after completion of Agreement work.
Verification of Coverage
Consultant shall provide City with copies of certificates (on City certificate form or an Accord form as modified per City direction) for all policies, with the appropriate named additional insured coverage and an endorsement that they are not subject DPW: 850-20\nh\etm\Council\2023\03142023\CI 5395\Groundwater Utilization Project Att 2.docx
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to cancellation without 30 days prior written notice to City. All certificates and endorsements are to be received and approved by City before work commences.
However, failure to obtain the required documents prior to the work beginning shall not waive Consultant's obligation to provide them. City reserves the right to require complete, certified copies of all required insurance policies, including endorsements 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 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.
10. RELATION OF THE PARTIES
a.Consultant is and shall at all times remain as to the City a wholly independent contractor. The personnel performing the services under this Agreement on behalf of Contractor shall at all times be under Consultant's exclusive direction and control. Neither City nor any of its officers, employees, agents, or volunteers shall have control over the conduct of Consultant or any of Consultant's officers, employees, or agents except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers, employees or agents are in any manner officers, employees or agents of the City. Consultant shall not incur or have the power to incur any debt, obligation or liability whatever against City, or bind City in any manner. b.No employee benefits shall be available to Consultant in connection with the performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, City shall not pay salaries, wages, or other compensation to Consultant for performing services hereunder for City. City shall not be liable for compensation or indemnification to Consultant for injury or sickness arising out of performing services hereunder.
11. CORRECTIONS
In addition to the above indemnification obligations, Consultant shall correct, at its expense, all errors in the work that may be disclosed during City's review of Consultant's report or plans. Should Consultant fail to make such correction in a reasonably timely manner, such correction shall be made by City, and the cost thereof shall be charged to Consultant or withheld from any funds due to Consultant hereunder.
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12. TERMINATION BY CITY
City may terminate without cause any or all of the services agreed to be performed under this Agreement upon 30 calendar days’ written notice. If termination is for cause, no advance notice need be given. In the event of termination, Consultant shall have the right and obligation to immediately assemble work in progress for the purpose of closing out the job. All compensation for actual work performed and charges outstanding at the time of termination shall be payable by City to Consultant within 30 days following submission of a final statement by Consultant unless termination is for cause. In such event, Consultant shall be compensated only to the extent required by law.
13. ACCEPTANCE OF FINAL PAYMENT CONSTITUTES RELEASE
The acceptance by Consultant of the final payment made under this Agreement shall operate as and be a release of City from all claims and liabilities for compensation to Consultant for anything done, furnished, or relating to Consultant's work or services. Acceptance of payment shall be any negotiation of City's check or the failure to make a written extra compensation claim within 10 calendar days of the receipt of that check. However, approval or payment by City shall not constitute, nor be deemed, a release of the responsibility and liability of Consultant, its employees, subcontractors, agents and consultants for the accuracy and competency of the information provided and/or work performed; nor shall such approval or payment be deemed to be an assumption of such responsibility or liability by City for any defect or error in the work prepared by Consultant, its employees, subcontractors, agents and consultants.
14. AUDIT OF RECORDS
Consultant shall maintain, in accordance with generally accepted accounting principles, complete and accurate records of all activities and operations relating to this Agreement. Records, including but not limited to, timecards, employment records, work progress reports, reimbursements, invoices, project records, proprietary data and information, as well as licensed software and any electronic records shall be kept for a period of four years beyond the termination of this Agreement. Consultant agrees that City, or its authorized representative, shall have the right to examine, audit, excerpt, copy or transcribe any of the records pertaining to this Agreement at any time during normal business hours. Consultant shall reimburse City for all reasonable costs of the audit, including travel time and auditor costs, should such audit reveal an overcharge of five (5) percent or more. Any overcharge will be considered a breach of this Agreement and could be cause for termination. The obligations of this section shall be explicitly included in any subcontracts or other agreements entered into by Consultant with respect to this Agreement.
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15. WAIVER; REMEDIES CUMULATIVE
Failure by a party to insist upon the strict performance of any of the provisions of this Agreement by the other party, irrespective of the length of time for which such failure continues, shall not constitute a waiver of such party's right to demand strict compliance by such other party in the future. No waiver by a party of a default or breach of the other party shall be effective or binding upon such party unless made in writing by such party, and no such waiver shall be implied from any omissions by a party to take any action with respect to such default or breach. No express written waiver of a specified default or breach shall affect any other default or breach, or cover any other period of time, other than any default or breach and/or period of time specified. All of the remedies permitted or available to a party under this Agreement, or at law or in equity, shall be cumulative and alternative, and invocation of any such right or remedy shall not constitute a waiver or election of remedies with respect to any other permitted or available right of remedy.
16. CONFLICT OF INTEREST
Consultant is unaware of any City employee or official that has a financial interest in Consultant's business. During the term of this Agreement and/or as a result of being awarded this Agreement, Consultant shall not offer, encourage or accept any financial interest in Consultant's business by any City employee or official.
17. CONSTRUCTION OF LANGUAGE OF AGREEMENT
The provisions of this Agreement shall be construed as a whole according to its common meaning of purpose of providing a public benefit and not strictly for or against any party. It shall be construed consistent with the provisions hereof, in order to achieve the objectives and purposes of the parties. Wherever required by the context, the singular shall include the plural and vice versa, and the masculine gender shall include the feminine or neutral genders or vice versa.
18. MITIGATION OF DAMAGES
In all situations arising out of this Agreement, the parties shall attempt to avoid and minimize the damages resulting from the conduct of the other party.
19. GOVERNING LAW
This Agreement, and the rights and obligations of the parties, shall be governed and interpreted in accordance with the laws of the State of California.
Should litigation occur, venue shall be in Superior Court of Ventura County.
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20. TAXPAYER IDENTIFICATION NUMBER
Consultant shall provide City with a complete Request for Taxpayer Identification Number and Certification, Form W-9, as most recently issued by the Internal Revenue Service.
21. 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 City funds. In the event City has not appropriated sufficient funds for payment of Consultant’s services beyond the current fiscal year, this Agreement shall cover only those costs incurred up to the conclusion of the current fiscal year.
22. MODIFICATION/AMENDMENT OF AGREEMENT
Any amendment, modification, or variation of the terms or tasks of this Agreement shall be in writing and shall be effective only upon the mutual written approval of the City and Consultant.
23. USE OF THE TERM “CITY”
Reference to “City” in this Agreement includes the City Manager or any authorized representative acting on behalf of City.
24. PERMITS AND LICENSES
Consultant, at its sole expense, shall obtain and maintain during the term of this Agreement all appropriate permits, licenses, and certificates that may be required in connection with the performance of services under this Agreement.
25. CAPTIONS
The captions or headings in this Agreement are for convenience only and in no other way define, limit or describe the scope or intent of any provision or section of the Agreement.
26. AUTHORIZATION
Each party has expressly authorized the execution of this Agreement on its behalf and binds said party and its respective administrators, officers, directors, shareholders, divisions, subsidiaries, agents, employees, successors, assigns, principals, partners, joint venturers, insurance carriers and any others who may claim through it to this Agreement.
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27. ENTIRE AGREEMENT BETWEEN PARTIES
Except for Consultant's proposals and submitted representations for obtaining this Agreement, this Agreement supersedes any other agreements, either oral or in writing, between the parties hereto with respect to the rendering of services and contains all of the covenants and agreements between the parties with respect to said services.
28. PARTIAL INVALIDITY
If any provision in this Agreement is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions will nevertheless continue in full force without being impaired or invalidated in any way.
29. NOTICES
Any notice required to be given hereunder shall be deemed to have been given by depositing said notice in the United States mail, postage prepaid, and addressed as follows:
TO CITY: Ayda Forouzan, Project Manager
Public Works Department
City of Thousand Oaks
2100 Thousand Oaks Boulevard
Thousand Oaks, CA 91362
TO CONSULTANT: Jeff Savard, Vice President
Kennedy/Jenks Consultants, Inc.
300 N. Lake Avenue, Suite 1020
Pasadena, CA 91101
30. SIGNATURES
(a)Counterparts. This Agreement may be executed in two or more counterparts, each of which together shall be deemed an original, but all of which together shall constitute one and the same instrument.
(b)Scanned Signatures. In the event that any signature is delivered by facsimile transmission or submitted electronically as a scanned image (i.e. files with .pdf, .tiff or .jpeg extensions), such signature shall create a valid and binding obligation of the party executing (or on whose behalf such signature is executed) with the same force and effect as if such facsimile or scanned signature page were an original thereof.
(c)Digital/Electronic Signatures. This Agreement may be executed through the use of digital or electronic signatures provided they meet the requirements of the Electronic Signatures in Global and National Commerce (ESIGN) Act and the California Uniform Electronic Transactions Act (UETA) and are produced using a City-approved method. The presence of an electronic DPW: 850-20\nh\etm\Council\2023\03142023\CI 5395\Groundwater Utilization Project Att 2.docx
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signature on this document shall be construed as the parties’ consent to do business electronically.
In concurrence and witness whereof, this Agreement has been executed by the parties effective on the date and year first above written.
KENNEDY/JENKSCONSULTANTS, INC.
Jeff Savard, Vice President
Gerard Cavaluzzi, Secretary
CITY OF THOUSAND OAKS
Kevin McNamee, Mayor
ATTEST:
Laura B. Maguire, City Clerk
APPROVED AS TO ADMINISTRATION:
Andrew P. Powers, City Manager
APPROVED BY DEPARTMENT HEAD:
Clifford G. Finley, Public Works Director
APPROVED AS TO FORM:
Office of the City Attorney
Tracy Friedl, Assistant City Attorney
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EXHIBIT A
Groundwater Utilization Project
SCOPE OF WORK
Consultant shall perform the following services:
Task 1 - Project Initiation/Data Gathering
1.1 - Project Kickoff Meeting (One Hour)
Consultant shall prepare for and conduct a virtual Kick-off meeting with the City and LVMWD to discuss Consultant’ approach, preliminary information needs, and the scope of work. Consultant will lead the kickoff meeting, prepare an agenda, and provide meeting notes following the meeting.
1.2 - Gather and Review Background Documentation
Consultant shall obtain available reports, studies, hydraulic information and requirements, and information developed from previous work for the Project and information provided by LVWMD. Such data and materials will be assembled and provided by the City. Consultant shall obtain and review readily available information pertinent to the work, such as major utilities (e.g. known pipeline alignments and above ground structures), existing aerial photo maps, right-of-way maps, prior geotechnical studies, and other data, as appropriate. Available information includes:
• Extended Pumping Report for the LRGC
• LRGC Well record drawings
• HCTP record drawings
• Historical flow rates for the LRGC well
• PWP PEIR and PDR
Consultant will prepare a data request table identifying information to be provided by the City that is believed to be needed for the project.
1.3 - Field Visits
Consultant shall conduct up to two (2) three-hour project site visits to assess existing conditions. Where possible, the site visits will be coordinated with coordination meetings with HCTP staff and LVMWD (Task 4). Assumes up to four (4) Consultant staff per site visit.
Task 2 - Conceptual Design of LRGC Pipelines and Well Head Improvements Task 2.1 - LRGC Pipelines for Groundwater and Irrigation Supply Consultant shall conduct a desktop assessment of the proposed alignment route for the LRGC groundwater and irrigation supply pipelines (both pipes in one trench), extending from the LRGC well to a connection point to the DPW: 850-20\nh\etm\Council\2023\03142023\CI 5395\Groundwater Utilization Project Att 2.docx
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proposed conveyance pipeline at Hillcrest Drive. The preliminary design will consist of (1) a pipeline alignment to deliver groundwater from the LRGC well to the conveyance pipeline in Hillcrest Drive, (2) a pipeline alignment in the same trench to deliver recycled water (from HCTP) from the conveyance pipeline in Hillcrest Drive, (3) a point of connection that can accommodate flow in and out of the conveyance pipeline. A conceptual plan view figure (11”x17”) will be developed.
Consultant shall prepare an opinion of probable construction costs (OPCC) at a Class 5 level (AACE International) for the groundwater and irrigation supply pipeline alignments, point of connection and pressure reducing station.
Task 2.2 - LRGC Well Head Improvements
Consultant will conduct a high-level determination of conceptual improvements required at the LRGC well that will allow for the raw water to be pumped to the proposed conveyance pipeline on Hillcrest Drive. The conceptual improvements considered will consist of the addition of a wet well and booster pump(s) at the LRGC well head, a new storage or hydropneumatics tank for mixing recycled water and groundwater, and improvements to the well pump, motor, and other associated mechanical and electrical improvements. Design criteria will be developed for the proposed facilities and a Class 5 OPCC will also be developed.
Task 2.2 Assumptions:
1. Maximum well discharge capacity is assumed to be 700 AFY (434 gpm).
2. No surveying will be conducted. Google Earth® will be utilized for ground elevation data.
3. A site plan figure will not be developed.
4. Only one facility location and required influent hydraulic grade condition will be utilized for the purposes of sizing pumping facilities.
Deliverables:
1. LRGC Well Head Improvements description (Electronic, Adobe Acrobat format).
Task 3 - HCTP Pipeline and Pump Station
This task defines the work necessary for Consultant to develop a high-level concept for a new HCTP PS and identify an alignment route for the HCTP PS effluent pipeline, extending from the HCTP PS to a connection point to the proposed conveyance pipeline at Hill Canyon Road (as shown in Figure 1).
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Task 3.1 - HCTP Pipeline Alignment & Conveyance Pipeline OPCC Consultant will identify one high-level conceptual alignment route using Google Earth® to convey recycled water from a proposed HCTP PS location to the conveyance pipeline on Hill Canyon Road. It is anticipated that the route will generally lie within the existing Hill Canyon Fire Road ROW before connecting to the conveyance pipeline on Hill Canyon Road.
The conceptual design developed for the preferred alignment will be presented in one (1) conceptual plan view figure (11”x17”). The approximate location of the point of connection to the HCTP effluent and a new HCTP PS (based on the effort conducted as part of Task 3.2) will be identified on the plan.
Consultant shall prepare an OPCC (AACE International Class 5) for the alignment. An OPCC (AACE International Class 5) will also be developed for the proposed conveyance pipeline (both pipeline and trench) from the HCTP to the AWPF.
Task 3.1 Assumptions:
1. No surveying will be conducted. Google Earth® will be utilized for ground elevation data. Pipeline plan figure (11”x17”) will use aerial imagery, if available, for the background.
2. The conveyance pipeline is installed in a 24-inch-wide x 5-foot-deep trench, alongside the same alignment as the LVWMD’s brine pipeline.
Deliverables:
1. HCTP pipeline plan figure (Electronic, Adobe Acrobat format).
2. A HCTP Effluent Pipeline OPCC (AACE International Class 5).
3. Conveyance Pipeline OPCC (AACE International Class 5).
Task 3.2 - HCTP PS Concept
Consultant will identify a proposed location for the HCTP PS following consultation with HCTP staff and prepare a high-level concept layout for the proposed HCTP PS that will allow for effluent water to be pumped to the proposed conveyance pipeline on Hill Canyon Road. The HCTP PS layout will be schematic in nature, and consist of:
• Number and general size of pumps required
• Approximate size of wet well
• General pump and pump discharge piping arrangement
• Electrical requirements
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Consultant shall estimate the required individual pump horsepower assuming a maximum HCTP PS effluent flow rate of 1,795 gpm (4 cfs), a maximum pipeline pressure of 250 psi, and a final discharge point at the LRGC.
It is anticipated that one (1) virtual coordination conference call with the City will be conducted during this task to reach a conclusion on preferred point of connection to receive HCTP effluent, the preferred PS location at the HCTP, and general layout. Consultant shall prepare an agenda and materials needed for the call, as deemed appropriate by Consultant.
Consultant shall prepare a high-level conceptual site plan figure (11”x17”) showing the general location of the proposed HCTP PS facility at the HCTP and the footprint. An OPCC (AACE International Class 5) will also be developed for the proposed HCTP PS.
Task 3.2 Assumptions:
1. The meeting is expected to last up to one hour and be attended by up to three (3) Consultant staff.
2. No surveying will be conducted. Google Earth® will be utilized for ground elevation data. Site plan figure will use aerial imagery, if available, for the background.
3. Maximum HCTP PS discharge flow rate will be 1,795 gpm (4 cfs).
4. Surge analysis is not included in the SOW.
5. Concept layout will be for one (1) pump type (assumed to be vertical turbine pumps).
6. Only one (1) HCTP PS facility location and required hydraulic grade condition will be utilized for the purposes of sizing pumping facilities. A conceptual hydraulic profile for the HCTP pipeline and conveyance pipeline will be developed in Google Earth® to help estimate pump total dynamic head (TDH).
7. Up to two (2) intermediate booster PS’s will be provided at a point to be determined (under a separate task) on the conveyance pipeline route so that maximum pipeline pressure is ≤ 250 psi.
Deliverables:
1. Agenda, meeting materials and meeting minutes (Electronic, Adobe Acrobat format).
2. An HCTP PS OPCC (AACE International Class 5).
3. HCTP PS Conceptual Site Plan figure (Electronic, Adobe Acrobat format).
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Task 4 - Stakeholder Coordination Meetings
Task 4.1 - Meetings with City and LVMWD Staff
Consultant shall prepare for and lead up to two (2) virtual coordination meetings with the City and LVMWD to discuss Consultant’ approach and information needs. Consultant will lead the meeting, provide an agenda, and meeting notes following the meeting.
Task 4.1 Assumptions:
1. Each meeting will have a maximum one-hour duration and be attended by up to three (3) Consultant staff.
2. These meetings are in addition to the kick-off and task specific meetings identified in Tasks 1 through 3, and 6.
Deliverables:
1. Meeting agenda and notes (Electronic, Adobe pdf version).
Task 5 - Environmental Needs
Task 5.1 - Project CEQA & NEPA Needs
Consultant’s environmental subconsultant, Rincon, will meet virtually with City and Consultant staff to walk through the project’s potential CEQA/NEPA pathways, identify environmental permitting constraints and considerations given the preliminary project concept, and discuss the anticipated environmental permitting cost ranges. Following the meeting, Rincon will refine the CEQA/NEPA scope of work and preliminary cost estimate letter to account for feedback received during the virtual meeting. Rincon will submit a refined letter within 3 weeks of the meeting with City and KJ staff.
Task 5.1 Assumptions:
1. The meeting will have a maximum two-hour duration and be attended by up to three (3) Consultant/Rincon staff.
Deliverables:
1. CEQA and NEPA documentation SOW/Costs letter (Electronic, Adobe pdf version).
Task 6 - Technical Memorandum
The purpose of this task is to document the work performed in Tasks 2 and 3 into a Technical Memorandum (TM) that describes new facilities and improvements for conveyance to the Las Virgenes PWP and recycled water conveyance from the HCTP to the LRGC.
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Task 6.1 - Cost/Benefit, O&M and ROI Analysis
This task will combine the OPCCs prepared under Task 2 and 3 into a single OPCC that reflects the initial capital investment at a Class 5 level.
An estimate of the cost for annual operations and maintenance (O&M) of the proposed improvements (LRGC well and HCTP PS) will be prepared.
Consultant shall coordinate with the City for input on O&M costs. Capital costs will be annualized based on an agreed upon interest rate and the anticipated life of each facility, added to the O&M costs and divided by flow to reflect and unit life cycle costs.
Consultant shall perform a high-level cost/benefit and return on investment (ROI) analysis that considers the following:
• Initial capital investment.
• Annual O&M costs of the facilities.
• Irrigation cost savings at the golf course (potable vs recycled water cost).
Task 6.1 Assumptions:
1. Input on O&M costs (e.g., labor costs) will be provided by the City.
2. Initial capital investment will be based on the OPCCs developed in Tasks 2 and 3.
3. City will furnish annual irrigation costs (potable and recycled water) for the LRGC.
4. The cost benefit based on the transfer of potable water from the PWP to Thousand Oaks as a result of groundwater deliveries to the AWPF will be qualitatively described.
5. The comparative cost of constructing a LRGC desalter would be provided by the City based on a prior study.
Deliverables:
1. Project Capital, O&M and Life Cycle Unit costs (Electronic, Adobe pdf version).
2. Project OPCC (Electronic, Adobe pdf version).
3. Cost-benefit/ and ROI analysis results (Electronic, Adobe pdf version).
Task 6.2 - Draft Technical Memorandum
Consultant shall prepare a Draft Technical Memorandum (TM) documenting the concepts developed in Tasks 2 and 3 for the LRGC pipelines and well improvements and the HCTP pipeline and PS. The Draft TM shall also incorporate the O&M costs and cost/benefit and ROI analysis from task 6.1.
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Consultant shall plan and conduct a Draft TM meeting at the City offices to present the highlights of the draft Concept Groundwater Utilization TM and receive comments from City staff and other stakeholders.
Task 6.2 Assumptions:
1. Draft TM meeting will have a maximum two-hour duration and be attended by up to three (3) Consultant staff.
2. Draft TM will be submitted two weeks in advance of the Draft TM meeting for City review.
Deliverables:
1. Draft TM, (Electronic, Adobe pdf version).
2. Meeting agenda and notes (Electronic, Adobe pdf version).
Task 6.3 - Final Concept Technical Memorandum
Consultant shall submit a Final TM based on the outcome of the Draft TM meeting and comments received.
Deliverables:
1. Final TM, (Electronic, Adobe pdf version).
Task 7 – Project Management & QA/QC
Task 7.1 - Project Management and Administration
Consultant shall provide management and oversight of in-house project personnel and subconsultants throughout the project. This task shall also consist of the provision of administrative support in the Consultant’s office for the duration of the project. Consultant shall review and monitor project budget and progress on a regular basis, as well as management of Consultant in- house and subconsultant activities. Consultant shall allocate resources to meet project objectives based on this SOW and will perform project controls activities to accomplish day to day management of the work.
Consultant shall establish and maintain a Project accounting system to organize and track Project costs in accordance with the Agreement and the work breakdown structure (WBS). Consultant shall prepare and submit monthly invoices electronically to the City in accordance with the Agreement.
Task 7.2 - QA/QC
Consultant shall conduct an in-house Concept and Criterion (C&CR) meeting early in the project to obtain focused technical input from senior Consultant staff based on their experience from other similar projects.
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Consultant shall perform QC reviews of the Draft and Final TMs and other deliverables included in the scope of work. Reviews will be performed by senior Consultant staff.
Task 8 - Booster PS Evaluation
Consultant will develop a high-level concept plan layout for intermediate booster pump stations along the conveyance pipeline alignment that will maintain pipeline pressures below 250 psi. A general location along the conveyance pipeline route for additional booster pump stations will be identified (specific property locations will not be identified). The layout will be schematic in nature, and consist of:
• Number and general size of pumps required
• Approximate size of pump building
• General pump suction and discharge piping arrangement • Electrical requirements
Consultant shall estimate the required individual pump horsepower for each intermediate booster pump station assuming a maximum booster PS discharge flow rate of 1,795 gpm (4 cfs), and a final discharge point at the proposed PWP AWPF.
It is anticipated that one virtual coordination conference call with the City will be conducted during this task to reach a conclusion on general layout.
Consultant shall prepare an agenda and materials needed for the call, as deemed appropriate by Consultant.
Consultant shall prepare a schematic type of conceptual level site plan figure (11”x17”) showing the general footprint of the proposed intermediate booster pump station facility. An OPCC (AACE International Class 5) will be developed for each proposed booster PS.
Task 8.1 Assumptions:
1. The meeting is expected to last up to one hour and be attended by up to 3 Consultant staff.
2. No surveying will be conducted. Google Earth® will be utilized for ground elevation data. Site plan figure will use aerial imagery, if available, for the background.
3. Maximum Booster PS discharge flow rate will be 1,795 gpm (4 cfs).
4. Surge analysis is not included in the SOW.
5. Concept schematic layout will be for one pump type (assumed to be vertical turbine pumps).
6. Up to two (2) booster PS facility locations and required hydraulic grade condition will be utilized for the purposes of sizing pumping facilities. A conceptual hydraulic profile for the conveyance pipeline will be DPW: 850-20\nh\etm\Council\2023\03142023\CI 5395\Groundwater Utilization Project Att 2.docx
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developed in Google Earth® to help estimate booster pumps total dynamic head (TDH) such that the maximum pressure in the conveyance pipeline is ≤ 250 psi.
7. Land acquisition assessments and/or a siting study for each booster pump station are not included in the SOW.
Deliverables:
1. Agenda, meeting materials and meeting minutes (Electronic, Adobe Acrobat format).
2. A Booster PS OPCC (AACE International Class 5).
3. Schematic type conceptual level site plan figure (Electronic, Adobe Acrobat format).
Task 9 - Exploring Alternative System/Design Layout Alternatives Consultant shall explore high level alternative system/design layouts. The alternatives will consider whether it may make the permitting, public outreach, property acquisition, and environmental process less challenging.
Alternatives/design layouts and/or approaches for the HCTP PS and LRGC PS concepts will be incorporated in this task.
Task 9 Assumptions:
1. Up to two (2) alternative system/design layouts will be considered.
Deliverables:
1. Input on layouts for Task 2.2 and Task 3.2 deliverables.
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