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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