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HomeMy WebLinkAboutItem 3c - Agreement for Water Master Plan UpdateGPLlF OR�,�gy� f' k Inci.r�ur� i�� STAFF REPORT Public Works Services Department DATE: May 6, 2014 TO: Honorable Mayor and City Council FROM: Tom Tait, Public Works Services Director By: Ken Herman, PE, Principal Civil Engineer Carmen Masud, Management Analyst SUBJECT: PROFESSIONAL SERVICES AGREEMENT WITH CIVILTEC ENGINEERING, INC. FOR THE 2014 WATER MASTER PLAN UPDATE IN THE AMOUNT OF $95,550 Recommendation: Approve SUMMARY The Fiscal Year 2013 -14 Capital Improvement Budget includes an update of the City's existing Water Master Plan. The Water Master Plan was originally completed in 1995 and last updated in 2008. Due to changes affecting the City of Arcadia's water supplies and water system infrastructure, it is necessary to update the Water Master Plan to achieve water supply reliability for the next 20 years. The Public Works Services Department (PWSD) recently solicited a Request for Proposal for a Water Master Plan update. Based on the evaluated proposals, it is recommended that the City Council authorize and direct the City Manager to execute a Professional Services Agreement with Civiltec Engineering, Inc. for the 2014 Water Master Plan Update in the amount of $95,550. BACKGROUND The PWSD operates the City's water distribution system and provides water service to more than 56,000 residents. The Water Master Plan was completed in 1995 and updated in 2001, and again in 2008. The Water Master Plan is a vital planning tool that closely evaluates the current state of the City's water supplies, infrastructure, and its ability to meet current and future water demands. The Water Master Plan includes an assessment of the condition of the water distribution system, closely evaluates wells, reservoirs, and pumping facilities, and examines water system maintenance and operations. Included in the Water Master Plan is a Agreement with Civiltec for the 2014 Water Master Plan Update May 6, 2014 Page 2 of 3 recommended 20 -year capital improvement plan aimed at improving the condition, performance, and reliability of the water system. The 2008 Water Master Plan Update reviewed current water trends and mostly concentrated on evaluating capital improvement projects that had not been completed. The 2008 update did not look at water conservation strategies, improvements to the water system that would achieve efficiencies, or current groundwater supply conditions that may impact future water demands. DISCUSSION The 2014 Water Master Plan Update will identify new strategies for maintaining adequate water supplies and service to City of Arcadia residents and businesses for the next 20 years. The update will provide direction for the Capital Improvement Program and provide guidance on operational approaches needed to achieve long -term water supply reliability through 2034. In order to provide the most comprehensive plan possible, Request for Proposals were sent to various firms known to be experts in the field of municipal water system planning. Four proposals were received and evaluated based on their experience, their understanding of the needs of the City pertaining to the Water Master Plan, the approach and project plan proposed by the consultant, and the cost. The results of the evaluations are shown below: RANK FIRM LOCATION COST 1 Civiltec Engineering, Inc. Monrovia, CA $ 95,550 2 Stetson Engineers, Inc. Covina, CA $ 84,520 3 Cannon Santa Monica, CA $ 118,825 4 RBF Consulting Irvine, CA $ 118,080 After careful review and consideration, it was determined that Civiltec Engineering, Inc. (Civiltec) was the best qualified firm to complete the 2014 Water Master Plan Update. Civiltec is an industry leader in the preparation of water master plans for local municipalities and water agencies. They have provided water master plans for clients with service area populations similar to the City of Arcadia. Additionally, Civiltec is knowledgeable of the particular characteristics and dynamics affecting both the Raymond Basin and Main San Gabriel Water Basin, and has designed and assisted in the construction of several water system upgrades for the City of Arcadia with good results. Although Stetson Engineers' proposal was lower in cost, Civiltec's proposal went beyond the minimum requirements and included a more thorough, in depth outline of their work plan which incorporated additional work that will provide the City with valuable information on unaccounted for (lost) water and water used by individual accounts. Civiltec will also provide an analysis to help the City identify how much water is used within a geographical area and how much water is used for specific land use. Agreement with Civiltec for the 2014 Water Master Plan Update May 6, 2014 Page 3 of 3 This information will be beneficial in planning for the efficient distribution of water between pressure zones. Civiltec will evaluate historical information collected through the City's water system's supervisory control and data acquisition (SCADA) program and compare it to results from the optimal system performance represented by the City's computerized hydraulic model. They will also review past and current water demands to forecast future water needs based on maximum demand conditions. This evaluation will also look at water supply variables such as extended drought periods and proposed changes to State regulated water quality standards. FISCAL IMPACT Funds are budgeted in the Fiscal Year 2013 -14 Capital Improvement Program in the amount of $120,000 for the Water Master Plan Update. RECOMMENDATION It is recommended that the City Council authorize and direct the City Manager to execute a Professional Services Agreement with Civiltec Engineering, Inc. for the 2014 Water Master Plan Update in the amount of $95,550. Approved: Dominic La77areW City Manager