Loading...
HomeMy WebLinkAboutItem 11c - New Goldring Well Design DATE: May 4, 2021 TO: Honorable Mayor and City Council FROM: Tom Tait, Public Works Services Director By: Eddie Chan, P.E., Principal Civil Engineer SUBJECT: PROFESSIONAL SERVICES AGREEMENT WITH STETSON ENGINEERS, INC. FOR DESIGN OF THE NEW GOLDRING MUNICIPAL WATER SUPPLY WELL IN THE AMOUNT OF $496,600 Recommendation: Approve SUMMARY On November 17, 2020, the City Council approved a New Joint Groundwater Production Well Agreement (“Joint Agreement”) between the Cities of Arcadia and Sierra Madre to jointly design, construct, operate, and maintain a groundwater production well in the Main San Gabriel Basin. Per the terms of the Joint Agreement, Arcadia and Sierra Madre are each responsible for 50% of the cost of all matters related to the new well. To ensure that both cities are receiving the highest quality of service and most competitive pricing for the design and engineering services of the joint groundwater production well, the Arcadia Public Works Services Department (“PWSD”) solicited a formal request for proposals (“RFP”). Based on the evaluated proposals, it is recommended that the City Council approve, authorize, and direct the City Manager to execute a Professional Services Agreement with Stetson Engineers, Inc. for design of the New Goldring Municipal Water Supply Well in the total amount of $496,600, with Arcadia’s required portion being 50%, or $248,300. BACKGROUND The City of Arcadia’s primary water supply originates from both the Main San Gabriel Basin (the “Main Basin”) and the Raymond Basin, with the former as the primary source of supply. The Main Basin Judgement allows producers to pump more than their share of the annual Operating Safe Yield, subject to a Replacement Water Assessment. The Main Basin uses funds collected from producers’ overproduction to purchase imported water from the Metropolitan Water District, as a supplemental means to recharge the Basin. As the sole water producers in the Raymond Basin Santa Anita Subarea, the Cities of Arcadia and Sierra Madre have been working together to improve groundwater levels in Professional Services Agreement for Design of the New Goldring Municipal Water Supply Well May 4, 2021 Page 2 of 4 the Santa Anita Subarea through a variety of methods, including reduced pumping. Due to the lasting impacts of the last drought on groundwater levels and successive years of below average rainfall, the Cities of Arcadia and Sierra Madre continue to develop ways to augment groundwater levels in the Santa Anita Subarea, including the development of a new joint municipal water supply well. The Fiscal Year 2017-18 Capital Improvement Plan included funding for a study to evaluate the siting of a new municipal water supply well in the Main Basin. On October 1, 2019, the Arcadia City Council approved a Professional Services Agreement for the Municipal Water Supply Well Siting Study (“Well Siting Study”). The Well Siting Study considered a number of factors that included the hydrogeology of specific City-owned properties, groundwater quality, vicinity to existing wells to avoid pumping interference, environmental concerns, proximity to neighborhoods, and available space for a future treatment facility. The completed study recommended the southwest corner of the City of Arcadia’s Public Works Services Yard, near the entrance of Kardashian Avenue, as the best location for the new Joint Well. On November 17, 2020, the Arcadia City Council approved a New Joint Groundwater Production Well Agreement between the Cities of Arcadia and Sierra Madre to jointly design, construct, operate, and maintain a groundwater production well in the Main Basin. Jointly operating a well in the Main Basin will provide an additional source of supply of groundwater and provide system redundancy, which is mutually beneficial to both agencies. The City of Arcadia’s Water Master Plan Update recommends a new well in the Main Basin to accommodate maximum day demands and provide redundancy if a production well is taken out of service due to mechanical or water quality concerns. By sharing the cost of construction, operation, and maintenance of the well with Sierra Madre, the City of Arcadia will reduce its costs by half in meeting the Master Plan goal. The next step in the process is to design the well itself. A Request for Proposals (“RFP”) was created to seek assistance with this stage. DISCUSSION The RFP required an extensive scope of services that included well and pipeline design, site investigation and research, all permitting requirements, and hydrogeological assessment for the proposed joint water supply well. The RFP additionally called for construction support services for the new well installation, including field hydrogeology services during well drilling. Well head equipping design and construction support services were also included, which consists of the design and the construction support of the equipment for the new well. A Notice Inviting Proposals was published in the City of Arcadia’s local adjudicated newspaper, and proposal packages were provided to consultants who provide these services. Four proposals were received, with one proposal received past the submission Professional Services Agreement for Design of the New Goldring Municipal Water Supply Well May 4, 2021 Page 3 of 4 deadline deeming it non-responsive. Arcadia and Sierra Madre established an intercity committee to review all proposals and conduct interviews of the top two companies. Each proposal was evaluated and ranked based on experience, qualifications, understanding of the needs of both agencies, quality of service approach, implementation timeline, and cost. The results of the evaluation with each company’s ranking and associated cost are listed below: Rank Company Name Score Cost 1 Stetson Engineers, Inc. 98% $496,600 2 NCS Engineers, Inc. 87% $409,868 3 Tetra Tech, Inc. 76% $772,808 4 Wood Rogers, Inc. Non-Responsive After careful review and consideration, it was determined that Stetson Engineers, Inc. (“Stetson Engineers”) is the most qualified consultant to perform the work. Stetson Engineers is a well-established, local firm that has the most extensive experience in the Main Basin. In addition to serving as the consulting engineer for the Main San Gabriel Basin Watermaster and Raymond Basin Management Board, Stetson Engineers has unique knowledge of both Arcadia and Sierra Madre’s source of water supply, water rights, water production, water quality, and distribution system infrastructure. Stetson Engineers has assisted the City of Arcadia with past projects such as siting the Camino Real 3 and Longley Wells, preparing the 2010 and 2015 Urban Water Management Plan Updates, Water Supply Assessments, and Blend Plans for several water supply sources. The most recent was the preparation of the Operation, Maintenance and Monitoring Plan for the City of Arcadia Live Oak Treatment Plant and the Municipal Water Supply Joint Well Siting Study for both Arcadia and Sierra Madre. Although NCS Engineers submitted the lowest fee proposal, their experience with the Main Basin was not as competitive as Stetson Engineers. Stetson Engineers has completed extensive work for numerous years in the Main Basin and has successfully sited two of the City of Arcadia’s wells, as well as providing current water quality analysis for the Main Basin as their consulting engineer. Stetson Engineer’s proven record working with the California Department of Drinking Water is a very valuable advantage over their competitors. Lastly, Stetson Engineers proposed implementation timeline of 19 months for the project is 5 months shorter than NCS Engineers proposed implementation timeline. Because the contract is for professional services, the Cities are not required to look at price alone and may, instead, choose other qualitative factors in making a determination on which company to go with. Stetson Engineers original proposal fee was $517,900. Having determined Stetson Engineers as the most qualified to complete the new well design, staff from Arcadia and Sierra Madre negotiated with the firm to reduce the cost while ensuring that the full required scope of services will still be met. Based on the intercity committee’s careful review of the proposals and conducted interviews, it has been determined that Stetson Professional Services Agreement for Design of the New Goldring Municipal Water Supply Well May 4, 2021 Page 4 of 4 Engineers, Inc. is the most qualified to complete the design and engineering services of the New Goldring Municipal Water Supply Well. ENVIRONMENTAL IMPACT As part of its preliminary review, the City of Arcadia examined the Professional Services Agreement in light of the statutory and categorical exemptions outlined in CEQA and the State Guidelines for Implementation of CEQA (14 Cal. Code Regs., §§ 15000 et seq.: “State CEQA Guidelines”). It is recommended that the City Council find the Professional Services Agreement statutorily exempt from environmental review pursuant to State CEQA Guidelines, section 15262. CEQA review will be necessary once the design and exact placement of the well has been determined. Stetson Engineers, Inc. will perform the necessary assessments to prepare all required CEQA documents and filings, prior to finalizing the well design and before any construction commences. FISCAL IMPACT Per the terms of the Joint Agreement, Arcadia and Sierra Madre shall each be responsible for 50% of the cost of all matters related to the design, construction, operation, and maintenance of the joint groundwater production well. Funds in the amount of $250,000 were budgeted in the Fiscal Year 2019-20 Capital Improvement Program for the design portion of the New Goldring Municipal Water Supply Well. The total costs for design of the new joint groundwater production well is $496,600, with Arcadia’s required portion being 50% or $248,300. RECOMMENDATION It is recommended that the City Council determine that this action does not constitute a project and is, therefore, statutorily exempt from CEQA review; and approve, authorize, and direct the City Manager to execute a Professional Services Agreement with Stetson Engineers, Inc. for Design of the New Goldring Municipal Water Supply Well in the amount of $496,600. Attachment: Proposed Professional Services Agreement Revised 04/13 1 CITY OF ARCADIA PROFESSIONAL SERVICES AGREEMENT FOR THE DESIGN OF THE NEW GOLDRING MUNICIPAL WATER SUPPLY WELL This Agreement is made and entered into as of ________________, 2021 by and between the City of Arcadia, a municipal corporation organized and operating under the laws of the State of California with its principal place of business at 240 West Huntington Drive, Arcadia, California 91066 (“City”), and Stetson Engineers, Inc., a California Corporation, with its principal place of business at 861 Village Oaks Drive, Suite 100, Covina, CA 91724 (hereinafter referred to as “Consultant”). City and Consultant are sometimes individually referred to as “Party” and collectively as “Parties” in this Agreement. RECITALS A. City is a public agency of the State of California and is in need of professional services for the following project: Design of the New Goldring Municipal Water Supply Well (hereinafter referred to as “the Project”). B. Consultant is duly licensed and has the necessary qualifications to provide such services. C. The Parties desire by this Agreement to establish the terms for City to retain Consultant to provide the services described herein. AGREEMENT NOW, THEREFORE, IT IS AGREED AS FOLLOWS: 1. Services. Consultant shall provide the City with the services described in the Scope of Services attached hereto as Exhibit “A.” 2. Compensation. a. Subject to paragraph 2(b) below, the City shall pay for such services in accordance with the Schedule of Charges set forth in Exhibit “B.” b. In no event shall the total amount paid for services rendered by Consultant under this Agreement exceed the sum of FOUR HUNDRED NINETY-SIX THOUSAND, SIX HUNDRED DOLLARS AND NO CENTS ($496,600.00). This amount is to cover all printing and related costs, and the City will not pay any additional fees for printing expenses. Periodic payments shall be made within 30 days of receipt of an invoice which includes a detailed description of the work performed. Payments to Consultant for work performed will be made on a monthly billing basis. 3. Additional Work. If changes in the work seem merited by Consultant or the City, and informal consultations with the other party indicate that a change is warranted, it shall be processed in the following Revised 04/13 2 manner: a letter outlining the changes shall be forwarded to the City by Consultant with a statement of estimated changes in fee or time schedule. An amendment to this Agreement shall be prepared by the City and executed by both Parties before performance of such services, or the City will not be required to pay for the changes in the scope of work. Such amendment shall not render ineffective or invalidate unaffected portions of this Agreement. 4. Maintenance of Records. Books, documents, papers, accounting records, and other evidence pertaining to costs incurred shall be maintained by Consultant and made available at all reasonable times during the contract period and for four (4) years from the date of final payment under the contract for inspection by City. 5. Term. The term of this Agreement shall be for two (2) years from the date of execution, unless earlier terminated as provided herein. The Parties may, by mutual, written consent, extend the term of this Agreement if necessary to complete the Project. Consultant shall perform its services in a prompt and timely manner within the term of this Agreement and shall commence performance upon receipt of written notice from the City to proceed (“Notice to Proceed”). The Notice to Proceed shall set forth the date of commencement of work. 6. Delays in Performance. a. Neither City nor Consultant shall be considered in default of this Agreement for delays in performance caused by circumstances beyond the reasonable control of the non- performing party. For purposes of this Agreement, such circumstances include but are not limited to, abnormal weather conditions; floods; earthquakes; fire; epidemics; war; riots and other civil disturbances; strikes, lockouts, work slowdowns, and other labor disturbances; sabotage or judicial restraint. b. Should such circumstances occur, the non-performing party shall, within a reasonable time of being prevented from performing, give written notice to the other party describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement. 7. Compliance with Law. a. Consultant shall comply with all applicable laws, ordinances, codes and regulations of the federal, state and local government, including Cal/OSHA requirements. b. If required, Consultant shall assist the City, as requested, in obtaining and maintaining all permits required of Consultant by federal, state and local regulatory agencies. c. If applicable, Consultant is responsible for all costs of clean up and/ or removal of hazardous and toxic substances spilled as a result of his or her services or operations performed under this Agreement. Revised 04/13 3 8. Standard of Care Consultant’s services will be performed in accordance with generally accepted professional practices and principles and in a manner consistent with the level of care and skill ordinarily exercised by members of the profession currently practicing under similar conditions. 9. Assignment and Subconsultant Consultant shall not assign, sublet, or transfer this Agreement or any rights under or interest in this Agreement without the written consent of the City, which may be withheld for any reason. Any attempt to so assign or so transfer without such consent shall be void and without legal effect and shall constitute grounds for termination. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. Nothing contained herein shall prevent Consultant from employing independent associates, and subconsultants as Consultant may deem appropriate to assist in the performance of services hereunder. 10. Independent Contractor Consultant is retained as an independent contractor and is not an employee of City. No employee or agent of Consultant shall become an employee of City. The work to be performed shall be in accordance with the work described in this Agreement, subject to such directions and amendments from City as herein provided. 11. Insurance. Consultant shall not commence work for the City until it has provided evidence satisfactory to the City it has secured all insurance required under this section. In addition, Consultant shall not allow any subcontractor to commence work on any subcontract until it has secured all insurance required under this section. a. Commercial General Liability (i) The Consultant shall take out and maintain, during the performance of all work under this Agreement, in amounts not less than specified herein, Commercial General Liability Insurance, in a form and with insurance companies acceptable to the City. (ii) Coverage for Commercial General Liability insurance shall be at least as broad as the following: (1) Insurance Services Office Commercial General Liability coverage (Occurrence Form CG 00 01) or exact equivalent. (iii) Commercial General Liability Insurance must include coverage for the following: (1) Bodily Injury and Property Damage (2) Personal Injury/Advertising Injury (3) Premises/Operations Liability (4) Products/Completed Operations Liability (5) Aggregate Limits that Apply per Project (6) Explosion, Collapse and Underground (UCX) exclusion deleted (7) Contractual Liability with respect to this Agreement Revised 04/13 4 (8) Property Damage (9) Independent Consultants Coverage (iv) The policy shall contain no endorsements or provisions limiting coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one insured against another; (3) products/completed operations liability; or (4) contain any other exclusion contrary to the Agreement. (v) The policy shall give City, its officials, officers, employees, agents and City designated volunteers additional insured status using ISO endorsement forms CG 20 10 10 01 and 20 37 10 01, or endorsements providing the exact same coverage. (vi) The general liability program may utilize either deductibles or provide coverage excess of a self-insured retention, subject to written approval by the City, and provided that such deductibles shall not apply to the City as an additional insured. b. Automobile Liability (i) At all times during the performance of the work under this Agreement, the Consultant shall maintain Automobile Liability Insurance for bodily injury and property damage including coverage for owned, non-owned and hired vehicles, in a form and with insurance companies acceptable to the City. (ii) Coverage for automobile liability insurance shall be at least as broad as Insurance Services Office Form Number CA 00 01 covering automobile liability (Coverage Symbol 1, any auto). (iii) The policy shall give City, its officials, officers, employees, agents and City designated volunteers additional insured status. (iv) Subject to written approval by the City, the automobile liability program may utilize deductibles, provided that such deductibles shall not apply to the City as an additional insured, but not a self-insured retention. c. Workers’ Compensation/Employer’s Liability (i) Consultant certifies that he/she is aware of the provisions of Section 3700 of the California Labor Code which requires every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and he/she will comply with such provisions before commencing work under this Agreement. (ii) To the extent Consultant has employees at any time during the term of this Agreement, at all times during the performance of the work under this Agreement, the Consultant shall maintain full compensation insurance for all persons employed directly by him/her to carry out the work contemplated under this Agreement, all in accordance with the “Workers’ Compensation and Insurance Act,” Division IV of the Labor Code of the State of California and any acts amendatory thereof, and Employer’s Liability Coverage in amounts indicated herein. Consultant shall require all subconsultants to obtain and maintain, for the period required by this Agreement, workers’ compensation coverage of the same type and limits as specified in this section. Revised 04/13 5 d. Professional Liability (Errors and Omissions) At all times during the performance of the work under this Agreement the Consultant shall maintain professional liability or Errors and Omissions insurance appropriate to its profession, in a form and with insurance companies acceptable to the City and in an amount indicated herein. This insurance shall be endorsed to include contractual liability applicable to this Agreement and shall be written on a policy form coverage specifically designed to protect against acts, errors or omissions of the Consultant. “Covered Professional Services” as designated in the policy must specifically include work performed under this Agreement. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer's duty to defend. e. Minimum Policy Limits Required (i) The following insurance limits are required for the Agreement: Combined Single Limit Commercial General Liability $1,000,000 per occurrence/$2,000,000 aggregate for bodily injury, personal injury, and property damage Automobile Liability $1,000,000 per occurrence for bodily injury and property damage Employer’s Liability $1,000,000 per occurrence Professional Liability $1,000,000 per claim and aggregate (errors and omissions) (ii) Defense costs shall be payable in addition to the limits. (iii) Requirements of specific coverage or limits contained in this section are not intended as a limitation on coverage, limits, or other requirement, or a waiver of any coverage normally provided by any insurance. Any available coverage shall be provided to the parties required to be named as Additional Insured pursuant to this Agreement. f. Evidence Required Prior to execution of the Agreement, the Consultant shall file with the City evidence of insurance from an insurer or insurers certifying to the coverage of all insurance required herein. Such evidence shall include original copies of the ISO CG 00 01 (or insurer’s equivalent) signed by the insurer’s representative and Certificate of Insurance (Acord Form 25-S or equivalent), together with required endorsements. All evidence of insurance shall be signed by a properly authorized officer, agent, or qualified representative of the insurer and shall certify the names of the insured, any additional insureds, where appropriate, the type and amount of the insurance, the location and operations to which the insurance applies, and the expiration date of such insurance. Revised 04/13 6 g. Policy Provisions Required (i) Consultant shall provide the City at least thirty (30) days prior written notice of cancellation of any policy required by this Agreement, except that the Consultant shall provide at least ten (10) days prior written notice of cancellation of any such policy due to non-payment of premium. If any of the required coverage is cancelled or expires during the term of this Agreement, the Consultant shall deliver renewal certificate(s) including the General Liability Additional Insured Endorsement to the City at least ten (10) days prior to the effective date of cancellation or expiration. (ii) The Commercial General Liability Policy and Automobile Policy shall each contain a provision stating that Consultant’s policy is primary insurance and that any insurance, self-insurance or other coverage maintained by the City or any named insureds shall not be called upon to contribute to any loss. (iii) The retroactive date (if any) of each policy is to be no later than the effective date of this Agreement. Consultant shall maintain such coverage continuously for a period of at least three years after the completion of the work under this Agreement. Consultant shall purchase a one (1) year extended reporting period A) if the retroactive date is advanced past the effective date of this Agreement; B) if the policy is cancelled or not renewed; or C) if the policy is replaced by another claims-made policy with a retroactive date subsequent to the effective date of this Agreement. (iv) All required insurance coverages, except for the professional liability coverage, shall contain or be endorsed to waiver of subrogation in favor of the City, its officials, officers, employees, agents, and 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 its own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subconsultants. (v) The limits set forth herein shall apply separately to each insured against whom claims are made or suits are brought, except with respect to the limits of liability. Further the limits set forth herein shall not be construed to relieve the Consultant from liability in excess of such coverage, nor shall it limit the Consultant’s indemnification obligations to the City and shall not preclude the City from taking such other actions available to the City under other provisions of the Agreement or law. h. Qualifying Insurers (i) All policies required shall be issued by acceptable insurance companies, as determined by the City, which satisfy the following minimum requirements: (1) Each such policy shall be from a company or companies with a current A.M. Best's rating of no less than A:VII and admitted to transact in the business of insurance in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law. Revised 04/13 7 i. Additional Insurance Provisions (i) The foregoing requirements as to the types and limits of insurance coverage to be maintained by Consultant, and any approval of said insurance by the City, is not intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise assumed by the Consultant pursuant to this Agreement, including but not limited to, the provisions concerning indemnification. (ii) If at any time during the life of the Agreement, any policy of insurance required under this Agreement does not comply with these specifications or is canceled 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 payments. In the alternative, City may cancel this Agreement. (iii) The City may require the Consultant to provide complete copies of all insurance policies in effect for the duration of the Project. (iv) Neither the City nor any of its officials, officers, employees, agents or volunteers shall be personally responsible for any liability arising under or by virtue of this Agreement. j. Subconsultant Insurance Requirements. Consultant shall not allow any subcontractors or subconsultants to commence work on any subcontract until they have provided evidence satisfactory to the City that they have secured all insurance required under this section. Policies of commercial general liability insurance provided by such subcontractors or subconsultants shall be endorsed to name the City as an additional insured using ISO form CG 20 38 04 13 or an endorsement providing the exact same coverage. If requested by Consultant, City may approve different scopes or minimum limits of insurance for particular subcontractors or subconsultants. 12. Indemnification. a. To the fullest extent permitted by law, Consultant shall defend (with counsel of City’s choosing), indemnify and hold the City, its officials, officers, employees, volunteers, and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury of any kind, in law or equity, to property or persons, including wrongful death, in any manner arising out of, pertaining to, or incident to any acts, errors or omissions, or willful misconduct of Consultant, its officials, officers, employees, subcontractors, consultants or agents in connection with the performance of the Consultant’s services, the Project or this Agreement, including without limitation the payment of all damages, expert witness fees and attorney’s fees and other related costs and expenses. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by Consultant, the City, its officials, officers, employees, agents, or volunteers. b. To the extent required by Civil Code section 2782.8, which is fully incorporated herein, Consultant’s obligations under the above indemnity shall be limited to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant, but shall not otherwise be reduced. If Consultant’s obligations to defend, indemnify, and/or hold harmless arise out of Consultant’s performance of “design professional services” (as that term is defined under Civil Code section 2782.8), then upon Consultant obtaining a final Revised 04/13 8 adjudication that liability under a claim is caused by the comparative active negligence or willful misconduct of the City, Consultant’s obligations shall be reduced in proportion to the established comparative liability of the City and shall not exceed the Consultant’s proportionate percentage of fault. 13. California Labor Code Requirements. a. Consultant is aware of the requirements of California Labor Code Sections 1720 et seq. and 1770 et seq., which require the payment of prevailing wage rates and the performance of other requirements on certain “public works” and “maintenance” projects (“Prevailing Wage Laws”). If the services are being performed as part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, and if the total compensation is $15,000 or more for maintenance or $25,000 or more for construction, alteration, demolition, installation, or repair, Consultant agrees to fully comply with such Prevailing Wage Laws. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claims, liabilities, costs, penalties or interest arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. It shall be mandatory upon the Consultant and all subconsultants to comply with all California Labor Code provisions, which include but are not limited to prevailing wages (Labor Code Sections 1771, 1774 and 1775), employment of apprentices (Labor Code Section 1777.5), certified payroll records (Labor Code Sections 1771.4 and 1776), hours of labor (Labor Code Sections 1813 and 1815) and debarment of contractors and subcontractors (Labor Code Section 1777.1). b. If the services are being performed as part of an applicable “public works” or “maintenance” project and if the total compensation is $15,000 or more for maintenance or $25,000 or more for construction, alteration, demolition, installation, or repair, then pursuant to Labor Code Sections 1725.5 and 1771.1, the Consultant and all subconsultants performing such services must be registered with the Department of Industrial Relations. Consultant shall maintain registration for the duration of the Project and require the same of any subconsultants, as applicable. This Project may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations. It shall be Consultant’s sole responsibility to comply with all applicable registration and labor compliance requirements. c. This Agreement may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations. It shall be Consultant’s sole responsibility to comply with all applicable registration and labor compliance requirements. Any stop orders issued by the Department of Industrial Relations against Consultant or any subcontractor that affect Consultant’s performance of services, including any delay, shall be Consultant’s sole responsibility. Any delay arising out of or resulting from such stop orders shall be considered Consultant caused delay and shall not be compensable by the City. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claim or liability arising out of stop orders issued by the Department of Industrial Relations against Consultant or any subcontractor. 14. Verification of Employment Eligibility. By executing this Agreement, Consultant verifies that it fully complies with all requirements and restrictions of state and federal law respecting the employment of undocumented aliens, including, but not limited to, the Immigration Reform and Control Act of 1986, as may be amended from time to time, and shall require all subconsultants and sub-subconsultants to comply with the same. Revised 04/13 9 15. City Material Requirements. Consultant is hereby made aware of the City’s requirements regarding materials, as set forth in Request for Proposals, which are deemed to be a part of this Agreement. 16. Laws and Venue. This Agreement shall be interpreted in accordance with the laws of the State of California. If any action is brought to interpret or enforce any term of this Agreement, the action shall be brought in a state or federal court situated in the County of Los Angeles, State of California. 17. Termination or Abandonment a. City has the right to terminate or abandon any portion or all of the work under this Agreement by giving ten (10) calendar days written notice to Consultant. In such event, City shall be immediately given title and possession to all original field notes, drawings and specifications, written reports and other documents produced or developed for that portion of the work completed and/or being abandoned. City shall pay Consultant the reasonable value of services rendered for any portion of the work completed prior to termination. If said termination occurs prior to completion of any task for the Project for which a payment request has not been received, the charge for services performed during such task shall be the reasonable value of such services, based on an amount mutually agreed to by City and Consultant of the portion of such task completed but not paid prior to said termination. City shall not be liable for any costs other than the charges or portions thereof which are specified herein. Consultant shall not be entitled to payment for unperformed services, and shall not be entitled to damages or compensation for termination of work. b. Consultant may terminate its obligation to provide further services under this Agreement upon thirty (30) calendar days’ written notice to City only in the event of substantial failure by City to perform in accordance with the terms of this Agreement through no fault of Consultant. 18 Documents. Except as otherwise provided in “Termination or Abandonment,” above, all original field notes, written reports, Drawings and Specifications and other documents, produced or developed for the Project shall, upon payment in full for the services described in this Agreement, be furnished to and become the property of the City. 19. Organization Consultant shall assign Stephen B. Johnson, P.E., as Project Manager. The Project Manager shall not be removed from the Project or reassigned without the prior written consent of the City. 20. Limitation of Agreement. This Agreement is limited to and includes only the work included in the Project described above. Revised 04/13 10 21. Notice Any notice or instrument required to be given or delivered by this Agreement may be given or delivered by depositing the same in any United States Post Office, certified mail, return receipt requested, postage prepaid, addressed to: CITY: CONSULTANT: City of Arcadia Stetson Engineers, Inc. 240 W. Huntington Drive 861 Village Oaks Drive, Suite 100 Arcadia, CA 91007 Covina, CA 91724 Attn: Eddie Chan Attn: Stephen B. Johnson, P.E. Principal Civil Engineer President and shall be effective upon receipt thereof. 22. Third Party Rights Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than the City and the Consultant. 23. Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer and that it shall not discriminate against any employee or applicant for employment because of race, religion, color, national origin, ancestry, sex, age or other interests protected by the State or Federal Constitutions. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. 24. Entire Agreement This Agreement, with its exhibits, represents the entire understanding of City and Consultant as to those matters contained herein, and supersedes and cancels any prior or contemporaneous oral or written understanding, promises or representations with respect to those matters covered hereunder. Each party acknowledges that no representations, inducements, promises or agreements have been made by any person which are not incorporated herein, and that any other agreements shall be void. This Agreement may not be modified or altered except in writing signed by both Parties hereto. This is an integrated Agreement. 25. Severability The unenforceability, invalidity or illegality of any provision(s) of this Agreement shall not render the provisions unenforceable, invalid or illegal. 26. Successors and Assigns This Agreement shall be binding upon and shall inure to the benefit of the successors in interest, executors, administrators and assigns of each party to this Agreement. However, Consultant shall not assign or transfer by operation of law or otherwise any or all of its rights, burdens, duties or obligations without the prior written consent of City. Any attempted assignment without such consent shall be invalid and void. Revised 04/13 11 27. Non-Waiver None of the provisions of this Agreement shall be considered waived by either party, unless such waiver is specifically specified in writing. 28. Time of Essence Time is of the essence for each and every provision of this Agreement. 29. City’s Right to Employ Other Consultants City reserves its right to employ other consultants, including engineers, in connection with this Project or other projects. 30. Prohibited Interests Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, 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 a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no director, official, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom. [SIGNATURES ON FOLLOWING PAGE] Revised 04/13 12 SIGNATURE PAGE FOR PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF ARCADIA AND STETSON ENGINEERS, INC. IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first written above. CITY OF ARCADIA STETSON ENGINEERS, INC. By By ____________________________ Dominic Lazzaretto Signature City Manager Date: ______________________ ______________________________ Print Name and Title ATTEST: Date: _________________________ ___________________________ By____________________________ City Clerk Signature APPROVED AS TO FORM: ______________________________ Print Name and Title ___________________________ Date: _________________________ Stephen P. Deitsch City Attorney CONCUR: ______________________________ Tom Tait Public Works Services Department 13 24347.00006\30493020.2 EXHIBIT A Scope of Services Scope of Services for the Preparation of the Design of the New Goldring Municipal Water Supply Well shall include, but not limited, to the following “Scope of Work”: TASK 1 – WELL & PIPELINE DESIGN Task 1.1 – Preliminary Investigation Stetson will conduct preliminary design investigations to collect background information, conduct a topographic site survey, conduct a geotechnical investigation, prepare a conceptual design of the well and wellhead facilities, and prepare a PDR. Stetson will also prepare a Permitting Work Plan, permit applications, and documents in accordance with the California Environmental Quality Act (CEQA). Task 1.1.1 - Kick-Off Meeting At the outset of the project, Stetson will coordinate a project kick-off meeting with all appropriate City and Stetson staff. The purposes of the kick-off meeting will be to introduce project team members, formalize project communications, review and address schedule requirements, discuss the project scope and task list, and identify and request available background information, data, reports, documents, and record drawings from the City that are relevant to the project. In reviewing the project scope of work, the project team can identify any revisions or updates to the task list that might need to be made, and develop an overall project plan for accomplishing the project in a timely manner. It is anticipated that at the conclusion of the kick-off meeting, both the City and Stetson will be clear on the requirements and expectations for the project, setting the stage for a successful project effort. Stetson will prepare meeting minutes for distribution to all attendees within three (3) working days of the meeting. Upon receipt of comments, Stetson will finalize and distribute final meeting minutes. Task 1.1.2 - Data Collection Stetson will review available hydrogeologic information from existing wells in the immediate area of the proposed new well. Information will include well logs, pump tests, water quality, groundwater levels, and Southern California Edison (SCE) test reports. Task 1.1.3 - Utility Research and Coordination The purpose of this task is to identify and map existing utilities and other possible obstructions prior to construction and to determine permitting requirements. Stetson will perform record and data searches consisting of survey information (assessor maps, parcel maps, records of survey, etc.) and utility information consisting of existing water and other utilities at the project site and in the streets where project facilities will be constructed (Kardashian Avenue, Goldring Road, and Peck Road). In addition, Stetson will contact and coordinate with other public and private agencies or entities involved to inform them about the project and obtain their records, approval, and permit requirements. Stetson will maintain a detailed Utility Notification Log to track utility company responses, contact information, and incoming and outgoing correspondence. Stetson will identify, prepare, and file necessary documents for necessary permits and easements from utilities. It is assumed that permit fees will be waived or paid by the City. Stetson will use record drawings, utility maps, and atlas maps provided by utility companies and other entities to locate and document existing utilities. Stetson will contact Dig Alert to notify 14 24347.00006\30493020.2 them of the areas/roads that will be involved in the project design. A list of the companies and/or public entities known to have utilities in the affected area will be provided by Dig Alert®. These entities will be contacted in writing by Stetson to ascertain the locations of their particular utility(s). From this information, a utility map will be developed by Stetson that will depict the extent and locations of all known utilities that exist and may be encountered during construction. Task 1.1.4 - Finalize Well Location The City has indicated the preferred location of the proposed new well is in the southwest area of the City’s Public Works Services Center, however, the final location at this site has not been determined. Stetson will review required well setbacks, locations of existing utilities on site, and other potential constraints such as existing or abandoned underground tanks. Stetson will prepare a Technical Memorandum documenting the findings and provide recommendations for the final location of the well at the City’s Public Works Services Center. Upon review and approval of the final well location, Stetson will proceed with the site specific geotechnical investigation and topographic survey. Task 1.1.5 - Geotechnical Investigation Global Geo-Engineering Inc. (Global), a local geotechnical engineering firm, is working with the Stetson Team and will perform a geotechnical investigation and prepare a report to clearly define soil parameters that may affect the construction of the project at the City’s approved final well site location. The project site is located in a seismic hazard zone for liquefaction potential as mapped by the State of California and requires a boring drilled to at least 50 feet below the existing grade. Global will conduct subsurface exploration consisting of one or two borings ranging from 10 to 50 feet (or drilling refusal) at the location of the well building. Borings will be conducted with a hollow stem auger. Prior to excavating, Global will contact Dig Alert to locate and mark all utilities in the boring areas. Soil samples will be collected at regular depth intervals for visual classification and laboratory tests. The bore holes will be backfilled with soil cuttings. A number of soil samples will be tested and evaluated for their engineering properties. Global will prepare a report summarizing their engineering analysis. The report will include the project approach, available geotechnical data, field investigation, laboratory tests and results, analysis of field and lab data, and recommendations for construction. Task 1.1.6 - Topographic Survey Vertex Survey, a local surveying firm working with the Stetson Team, will conduct a topographic survey of the well site and pipeline route. The proposed limits of the survey are shown on Figure 1. Vertex Survey will locate all right of ways and surface improvements including roads, gravity flow structures, manholes, catch basins, wells, piping, fences, power poles, etc. Vertex Survey will provide inlet/outlet invert elevations on all accessible sewer, storm drain, and catch basin structures. Vertex Survey will use horizontal and vertical control consistent with established monuments and existing facilities. Existing ground contours will be provided on a one foot interval. All field topography will be collected electronically for data processing. Field survey work will be performed based on prevailing wages. 15 24347.00006\30493020.2 Task 1.1.7 - Preliminary Design Report Stetson will prepare a PDR to define and document design parameters for the new well, wellhead facilities, and required permitting. Stetson will include the following items in the PDR: • Site features and constraints will be reviewed and summarized. • Size of the pump, discharge head requirement, and type of pump for the well. • Hydraulic design parameters for piping and pumps. • Geotechnical Report • Provide concrete pad sizes for the installation of the various equipment (disinfection system, MCC, RTU, etc.). • Recommend the size and type of chlorine generation equipment. • Recommend the size and type of chemical storage tank. • Provide configuration of the disinfection system room. • General conceptual site layout (30% design drawings) of the well site and pipeline routes indicating building, pads, electrical switchgear, pump pedestal, variable frequency drive, site piping, existing topography, and existing utilities. • Identify source of power. • Identify connection point for chlorine analyzer drain and water softener drain to sewer. • Description of the controls of the well pump, type of PLC and type of programming for the RTU. Stetson’s design approach includes the following assumptions: • A new electrical service or combining any existing service with a new service will be required. • Disinfection system consists of a sodium hypochlorite generation system and will be housed in a separate room of the well building. • A backup generator is not required. • No hazardous materials are on site. • No landscaping and irrigation system will be designed. • Cathodic protection will not be required for underground piping. • Traffic plans, if necessary, will be the responsibility of the contractor. • A conditional use permit is not required. • Storm Water Pollution Prevention Plan (SWPPP) is not required. • SCADA integration and programming to be conducted by others. Stetson will prepare drawings using AutoCAD (Release 2019) and submit plans to the City on 24”x36” sheets. Stetson will coordinate a design review meeting with City staff one week after delivery of the PDR. Task 1.1.8 - Permitting and Regulatory Assistance Stetson will communicate with governing agencies in the early stages of the project so the requirements relating to the project can be determined. Stetson will prepare a Permitting Work Plan identifying permitting requirements and estimated schedules. Permits will be prepared as early in the design process as possible in order to maintain the schedule for completion of all work. Stetson will provide the necessary permit applications and documentations for the City’s submittal to the regulatory agencies. 16 24347.00006\30493020.2 Stetson has assumed the following for permits and approvals: a. CEQA – Stetson will prepare an Initial Environmental Study for the project which we anticipate would result in a Negative Declaration or Mitigated Negative Declaration determination. Due to the nature and location of the project, no additional studies are anticipated for compliance with CEQA. If it is determined during preliminary project development that additional studies are needed, Stetson will provide a separate scope of work and budget for the necessary studies (e.g. biological resources, cultural resources, etc.). Stetson will submit a draft CEQA Initial Environmental Study to the City for review. Stetson will coordinate a review meeting with City staff two weeks after delivery of the draft study. Following the City’s review and comment on the CEQA Initial Environmental Study, Stetson will finalize the study. We assume one round of comments will be received and incorporated into the final study. Stetson will prepare a Notice of Completion for distribution to interested parties and to the State Clearinghouse. Stetson will assist the City with the project mailing list for CEQA notifications. Stetson will prepare a Notice of Availability or a Notice of Intent and distribute to parties as requested by the City. It is assumed the City will act as the Lead Agency for CEQA and will be responsible for mailing the Initial Environmental Study to the State Clearinghouse for review, advertise the availability of CEQA documents for review with the local newspapers, and the payment of associated fees. Following the public review period, Stetson will review and prepare responses to any comments that have been received. Stetson will file the final completed CEQA documents at the County Clerk’s office. b. National Pollution Discharge Elimination System (NPDES) Compliance Monitoring – Stetson assumes the City will be discharging flows from the well to the local storm drain under the City’s existing MS4 permit (Order No. R4-2012-0175-A01) issued by the California Regional Water Quality Control Board (RWQCB) and a new NPDES permit for well discharges is not required. Stetson will perform all field sampling required by the NPDES permit during well construction, development, and testing. In addition, Stetson will collect water quality samples for complete DDW Title 22 requirements. Stetson will prepare the Chain of Custody, sample bottle orders, pick up the sample bottles, conduct discharge event field sampling, and deliver the samples to a qualified laboratory. It is assumed all laboratory analysis cost will be billed directly to, and paid by, the City. Stetson will prepare the NPDES Monitoring Reports of the sampling required by the NPDES permit. It is assumed that under the City’s NPDES permit, Monitoring Reports will be required to be submitted quarterly. Stetson will provide City staff with drafts of the Monitoring Report for review prior to submission to the RWQCB. This task includes one round of comments from City. The NPDES permit requires all Monitoring Reports to be signed and dated by the discharger (City). The City will sign and date the final NPDES Monitoring Report. Stetson will coordinate submittal of the final NPDES Monitoring Reports to RWQCB on behalf of the City. For budgeting purposes we assume two (2) discharge sampling events and three (3) quarterly monitoring reports will be required. c. Drinking Water Source Assessment and Protection (DWSAP) Program – A source water assessment and wellhead protection program in accordance with the 1996 Safe Drinking Water Act (SDWA) and its respective amendments will be prepared. Stetson will use the TurboSWAP software to delineate groundwater protection zones for the well site and prepare a map showing the zones. Stetson will inventory possible contaminating activities (PCAs) in the protection zones and identify obvious, actual, and potential sources of environmental concern associated with sites that could potentially impair the quality of the groundwater within the subject area. Stetson will obtain site specific listings from state and federal agencies and contact local regulatory agencies to determine if documented information is available concerning environmental conditions associated with the study 17 24347.00006\30493020.2 area. Stetson will report on any potentially hazardous material (e.g., proximity to gasoline lines and stations) or environmental conditions near the sites that could negatively influence the water quality of the well. Stetson will determine the status of any reported sites of hazardous materials spills or leaks through oversight agency file search and/or interviews. Stetson will generate a vulnerability ranking list for the identified PCAs and prepare a report summarizing the results of the assessment following DHS guidance. A hard copy and electronic report will be prepared which will include an assessment of existing PCAs in the vicinity of the new well’s capture zone. Stetson will provide the City with a draft DWSAP for the City to use for preliminary approval of the well location by the State Water Resources Control Board, Division of Drinking Water (DDW). Following completion of the well Stetson will update the DWSAP as need and provide the City with a final DWSAP. d. Main San Gabriel Basin Watermaster Well Permit – Stetson will prepare an application for a new well to submit to the Main San Gabriel Basin Watermaster (Watermaster) in compliance with Watermaster Section 28 requirements. e. Water Supply Permit Amendment – Stetson will prepare an application for Domestic Water Supply Permit Amendment for the new well. The application will be submitted to the City for review and then submitted to DDW for review and approval. f. Permanent Discharge Permit – A discharge and connection permit application will be submitted to the Los Angeles County Flood Control District (LACFCD) for discharges from the well during construction, testing, and ongoing operations of the well. The actual permit will be pulled by the well drilling contractor. g. Building Plan Check – Submittals to the Arcadia Building Division will consist of design documents described in this proposal and a building permit application. It is assumed a geotechnical report will be required by the building department for the well building. h. Fire Department Plan Check – Stetson will coordinate with the Arcadia Fire Department to determine if a plan check review is required and, if so, plans will be submitted to the Fire Department for review. The following are the permit and inspection fees that Stetson has included in the Proposal:  CEQA  NPDES  DWSAP  Watermaster Section 28 Well Permit  Water Supply Permit Amendment  LACFCD Temporary Discharge Permit  LACFCD Permanent Discharge Permit  Fire Department Plan Check  Water quality samples for NPDES and Title 22  Foundation soils inspection  Concrete inspections and strength tests  Rebar inspections and testing  Anchor bolt inspections and testing Task 1.2 – Hydrogeologic Assessment Stetson will review local hydrogeologic information collected in Task 1.1 to determine expected groundwater levels, specific capacity, transmissivity, and water quality. Stetson will estimate the area of influence of nearby wells to determine if there may be possible interferences with the 18 24347.00006\30493020.2 proposed new well. Stetson will compare water quality information to DDW’s Drinking Water Standards and provide comments on significant aspects of the local groundwater quality. Stetson will perform a hydrogeologic assessment of the site conditions to determine design parameters of the proposed well and provide recommended well design parameters for the new well including:  Drilling depth  Diameters of the bore and casing  Depth of the principal water bearing sediments  Length and type of the well screen  Groundwater level  Estimated pumping yield  Identifying possible contaminants in upper aquifer to determine perforations for the casings. Stetson’s hydrogeologic assessment will be summarized in a Hydrogeologic Assessment Technical Memorandum. Stetson will submit six copies for the City’s review. Task 1.3 – Water Well and Pipeline Design Stetson will prepare drawings and technical specifications for the pipelines and the drilling, casing installation, development, and pump testing of the new Goldring Well. The design will be in accordance with the California Department of Water Resources Bulletins 74-81 and 74-90, California Waterworks Standards, Standard Specifications for Public Works Construction (SSPWC) latest edition with supplements to date, American Water Works Association (AWWA) Standards, and the City of Arcadia Standards Plans and Specifications. Stetson will prepare Design Drawings and Contract Documents, including Technical Specifications and Bid Schedule, as well as an Engineer’s Estimate and proposed schedule for the work. Stetson’s well and pipeline design drawings and technical specifications will include the following: a. Mobilization, demobilization, and cleanup. b. Types of drilling methods allowed. c. Equipment, materials, and records to be furnished by the Contractor. d. Permits to be acquired by the Contractor. e. Drilling specifications will include requirements all discharges to be in compliance with for the NPDES permit. As described in Task 1.1, Stetson will collect samples for preparation of the water discharge reports to the RWQCB. f. Job conditions (e.g., noise suppression, drilling waste, runoff management, power, lighting, water, site materials, and work damage). g. Technical specifications for drilling the pilot hole; conducting geophysical logging, Gamma Ray logging, differential temperature logging, caliper logging, spinner logging, gyroscopic survey logging, and grain-size analyses for finalizing the well construction design; reaming the well bore hole; installing well casing, screen, gravel pack, gravel access and sampling tubes, and sanitary seal; developing the well; and a downhole camera video and plumbness survey conducted by a geophysical firm. h. A preliminary well construction design and final design for the new well will be prepared and submitted to the City for review and approval immediately following the drilling of the pilot boreholes and the results of the isolated aquifer zone testing are reviewed. The 19 24347.00006\30493020.2 specifications will require five or more aquifer zone isolation testing intervals of 20 foot length each. i. Drilling specifications will include coordination for the collection of DDW Title 22 water quality samples. As described in Task 1.1.8, Stetson will collect samples for DDW Title 22 requirements. j. Well pumping and recovery tests. k. Well disinfection. l. Pipeline plan, profile, and detail drawings including connections, crossings, and pipe supports, as necessary. Task 1.3.1 - Sixty Percent (60%) Design Review Stetson will prepare design drawings, technical specifications, and preliminary construction cost estimate for the new well and pipelines based on the PDR and Hydrogeologic Assessment Technical Memo approved by the City. Stetson will also provide a narrative of progress addressing design issues, problems, and an updated design completion schedule. To expedite review, Stetson will coordinate a design review meeting with City staff upon submittal of the 60% Design Submittal. The design submittal will include two (2) hard copies and an electronic copy in PDF format. Task 1.3.2 - Ninety Percent (90%) Design Review Based on comments provided by the City on the 60% Design Submittal, Stetson will proceed with preparation of a 90% Design Submittal. Stetson assumes one round of comments on the 60% Design Submittal will be received and incorporated into the 90% Design Submittal. The 90% Design Submittal will include final drawings and specifications and an estimate of construction costs. To expedite review, Stetson will coordinate a design review meeting with City staff upon submittal of the 90% Design Submittal. The design submittal will include two (2) hard copies and an electronic copy in PDF format. Task 1.3.3 - Final Approval Review Stetson assumes one round of comments on the 90% Design Submittal will be received and incorporated into the Final design drawings, specifications, and cost estimate. Stetson will prepare a Final set of Contract Documents including the City’s Standard Bid Documents, Special Provisions, Technical Specifications, and all forms necessary to solicit bids from Contractors. The bidding proposal will be detailed and itemized outlining the multiple facets of the construction proposed. The Final design submittal will include one original signed copy and an electronic copy in PDF format. Final signed drawings will be submitted on mylar. Stetson will prepare drawings using AutoCAD (Release 2019 or higher) and submit plans to the City on 24”x36” sheets using the City’s standard title block. Contract Documents and Technical Specifications will be prepared using Microsoft Word for Windows. Task 1.4 – Meetings and Project Coordination Effective project coordination and periodic project status and review meetings will be necessary to guide the City and Stetson’s project team as the project is defined and shaped through the design process. Stetson will work together with the City to complete the project within budget, schedule, and to the satisfaction of the City. Stetson will propose and coordinate status and design review meetings with City staff as may be necessary to achieve this goal. We estimate approximately six (6) months to complete the permitting and design of the well and pipeline. Stetson will present monthly project progress reports (including status on issues, budget, and schedule) at the scheduled status and review meetings. For budgeting purposes we assume 20 24347.00006\30493020.2 there will be a total of four (4) meetings with City staff from the Project Kick-Off through completion of the final design of the well and pipeline. This includes the Project Kick-Off meeting, draft PDR, 60% Design Review, and 90% Design Review meetings. Stetson will prepare meeting minutes for distribution to all attendees within three (3) working days of the meeting. Upon receipt of comments, Stetson will finalize and distribute final meeting minutes. TASK 2 – CONSTRUCTION SUPPORT SERVICES FOR WELL INSTALLATION Stetson will provide construction support services for the installation of the proposed new well. It is our understanding the off-site pipelines will be constructed prior to construction of the proposed new well and the City or others will address construction support issues for the pipeline construction. Task 2.1 – Field Hydrogeology Services Stetson’s registered geologist, DMJ Consulting Group, will provide construction support services during the construction, development, and pump testing of the new well. Stetson will attend the pre-construction meeting. During the well construction period, Stetson will be available to review and respond to requests for information (RFIs), request for changes and or substitution, and review and comment on submittals. Task 2.1.1 – Review Submittals Stetson will maintain a log of all submittals and shop drawings and provide written responses for each submittal. For budgeting purposes, we have assumed five (5) submittal reviews and two (2) resubmittal reviews. Task 2.1.2 – Review RFIs Stetson will review and respond to requests for information (RFIs) submitted by the contractor. Stetson will provide clarifications and interpretations of contract drawings and specifications. Where necessary, Stetson will prepare elementary sketches to clarify design details. Stetson will maintain a log of RFIs submitted by the contractor and the corresponding responses. For budgeting purposes, we have assumed two (2) construction RFIs. Task 2.1.3 – Well Construction Oversight Stetson will provide part-time inspection and oversight services during critical tasks and periods of time of the well construction and installation phase of the project to ensure that the wells are installed in accordance with the contract plans, specifications, and applicable regulatory requirements. Stetson personnel will be present at the site as necessary during important activities such as for equipment delivery, installation of the well conductor and the well string (casing and screen); to witness geophysical logging, spinner logging, video and alignment survey; for supervision of the step test and constant rate test; and for the isolated aquifer zone tests. Construction duration for wells can vary greatly depending on actual site conditions and unknown drilling issues. For budgeting purposes we have assumed well construction and pump testing will take approximately four (4) months, which is reasonable assuming a 900 foot deep well; however, staff will only be billed on a time and materials basis in support of the well construction tasks. If during construction it is found that costs are expected to exceed the budget for Task 2.1, Stetson will notify the City and provide an estimated adjustment to the budget for Task 2.1. 21 24347.00006\30493020.2 The following general outline identifies the key task elements that are anticipated, for which Stetson will provide oversight: Pilot Hole Drilling • Witness pilot hole drilling, review/log samples collected by driller; prepare geologic log • Select/collect formation samples for grain size analysis • Witness geophysical e-logging • Review slot size and gravel pack data and recommendations from driller • Provide recommendations for zones to be tested • Provide recommendations for final well design Well Construction • Witness borehole ream • Witness caliper logging • Witness casing welding/installation, and gravel pack installation • Well Development, Testing • Witness swabbing, air-lifting • Witness surging; review development/sand production data provided by driller Pump Tests • Step Drawdown Test • Constant Rate Test • Review, analysis of pump test data • Collect Title 22 water quality samples • Final Inspection, disinfection • Witness final down-hole video survey Task 2.2 – Post Construction Documentation Stetson will prepare a Well Completion Report to document the drilling, construction, development, testing, asbuilt conditions, and pump test results of the new well. The report will also include construction and operation permits, a copy of the Department of Water Resources (DWR) well completion report, copies of the driller’s log, daily work reports, copies of raw data from the pump tests, and copies of the analytical results for water quality samples. Stetson will analyze data from well efficiency and constant discharge tests to evaluate the sustainable pumping rates and provide recommendations on well pump size, setting, and production rates. Documentation for the DWSAP will be prepared as part of Task 1.1.8. Task 2.3 – Meetings and Project Coordination Stetson will propose and coordinate status and well construction review meetings with City staff as may be necessary. We estimate approximately five (5) months to complete the well construction portion of the project. Stetson will present monthly project progress reports (including status on issues, budget, and schedule) at the scheduled status and review meetings. For budgeting purposes we assume there will be a total of four (4) meetings with City staff from the pre-construction meeting through completion of well construction and testing. Stetson will prepare meeting minutes for distribution to all attendees within three (3) working days of the meeting. Upon receipt of comments, Stetson will finalize and distribute final meeting minutes. Task 3 – Well Head Design & Construction Support 22 24347.00006\30493020.2 Task 3.1– Well Equipping Design Stetson will prepare drawings and technical specifications for the well equipment and well head facilities. The design will be in accordance with the Standard Specifications for Public Works Construction (SSPWC) latest edition with supplements to date, American Water Works Association (AWWA) Standards, and the City of Arcadia Standards Plans and Specifications. Stetson will prepare Design Drawings and Contract Documents, including Technical Specifications and Bid Schedule, as well as an Engineer’s Estimate and proposed schedule for the work. Stetson’s well head design drawings and technical specifications will include the following: a. General site layout/improvement plan showing building, pads, grading, electrical switchgear, pump pedestal, site piping, valves, appurtenances, and connections to discharge piping. b. Construction phasing. c. Size the pump, discharge head requirement, and type of pump for the well. d. Size and specifications for concrete masonry block building. e. Size and specifications for concrete well pedestal, building pad, and equipment pads. f. Sodium hypochlorite generation system. Process and instrumentation diagrams to be provided by equipment vendor. g. De-sanding equipment, if necessary. h. Type of starter for the well pump to be used (reduced voltage soft starter or across the line starter). i. Electrical system design including power, description of the controls of the well pump, type of PLC and type of programming for the RTU. It is assumed that the pump will have a variable frequency drive (VFD) and system controls will be local based on flow and pressures. j. On-site piping plans and detail drawings including connections, crossings, and pipe supports, as necessary. k. Well commissioning requirements. Task 3.1.1 - Fifty Percent (50%) Design Review Stetson will prepare design drawings, technical specifications, and preliminary construction cost estimate for the well head facilities based on the PDR approved by the City. Stetson will also provide a narrative of progress addressing design issues, problems, and an updated design completion schedule. To expedite review, Stetson will coordinate a design review meeting with City staff upon submittal of the 50% Design Submittal. The design submittal will include two (2) hard copies and an electronic copy in PDF format. Task 3.1.2 - Ninety Percent (90%) Design Review Based on comments provided by the City on the 50% Design Submittal, Stetson will proceed with preparation of a 90% Design Submittal. Stetson assumes one round of comments on the 50% Design Submittal will be received and incorporated into the 90% Design Submittal. The 90% Design Submittal will include final drawings and specifications and an estimate of construction costs. To expedite review, Stetson will coordinate a design review meeting with City staff upon submittal of the 90% Design Submittal. The design submittal will include two (2) hard copies and an electronic copy in PDF format. 23 24347.00006\30493020.2 Task 3.1.3 - Final Approval Review Stetson assumes one round of comments on the 90% Design Submittal will be received and incorporated into the Final design drawings, specifications, and cost estimate. Stetson will prepare a Final set of Contract Documents including the City’s Standard Bid Documents, Special Provisions, Technical Specifications, and all forms necessary to solicit bids from Contractors. The bidding proposal will be detailed and itemized outlining the multiple facets of the construction proposed. The Final design submittal will include one original signed copy and an electronic copy in PDF format. Final signed drawings will be submitted on mylar. Stetson will prepare drawings using AutoCAD (Release 2019 or higher) and submit plans to the City on 24”x36” sheets using the City’s standard title block. Contract Documents and Technical Specifications will be prepared using Microsoft Word for Windows. Task 3.2 – Well Equipping Construction Support Services 3.2.1 - Well Head - Bidding Assistance Stetson will support the City through the bidding process for this project. Stetson will attend the pre-bid conference and site walk with prospective bidders, provide an overview of the project design, and field questions from prospective bidders. Stetson will prepare written responses to questions requests for information (RFI) from bidders, prepare addenda documents as needed, and provide technical assistance to the City. For budgeting purposes, it is assumed that two (2) RFIs and two (2) addendums will be issued. Upon receipt of bids, Stetson will review and evaluate the bids received and provide a recommendation to the City for award of the contract. 3.2.2 - Well Head - Construction Support Stetson will attend the Pre-construction meeting and attend construction progress/coordination meetings as required by the City during the course of construction. For budgeting purposes, it is assumed Stetson staff will attend/conduct a total of 11 meetings/field visits, including the pre- construction meeting. Stetson will assist the City by providing engineering support during construction and commissioning of the well head facilities. It is assumed the City will provide a Construction Manager to coordinate contracting issues and provide daily supervision of the Contractor. Stetson will review submittals and shop drawings from the Contractor. Stetson will maintain a log of all submittals and shop drawings and provide written responses for each submittal. For budgeting purposes, we have assumed thirty (30) submittal reviews and ten (10) resubmittal reviews. Stetson will review and respond to requests for information (RFIs) submitted by the Contractor. Stetson will provide clarifications and interpretations of contract drawings and specifications. Where necessary, Stetson will prepare elementary sketches to clarify design details. Stetson will maintain a log of RFIs submitted by the contractor and the corresponding responses. For budgeting purposes, we have assumed five (5) construction RFIs. Stetson’s design engineers will review and provide input on evaluations of requests for change orders submitted by the contractor. For budgeting purposes, we have assumed three (3) construction change orders will be reviewed by Stetson’s design engineers. Stetson will assist in the final inspection and oversee operational tests of the well pump during startup of the Project. 24 24347.00006\30493020.2 Stetson will update the electronic design drawings to produce final Record Drawings for the project based on the Contractor’s redlined record drawings. For budgeting purposes, it is assumed that no new drawings will need to be created. Stetson will prepare an Operation and Maintenance Manual for the well equipment, including an introduction, which will briefly define the system operations and controls. Operations and maintenance manuals for individual pieces of equipment will be provided by the Contractor from the equipment vendors. Task 3.3 – Meetings and Project Coordination It is anticipated that the schedule for well head design will overlap with the schedule for the well and pipeline design, therefore, this task will focus on meetings and project coordination during the well head construction period which is expected to follow after completion of the well construction. Stetson will propose and coordinate status and well head construction review meetings with City staff as may be necessary. We estimate approximately four (4) months to complete the well head construction portion of the project. Stetson will present monthly project progress reports (including status on issues, budget, and schedule) at the scheduled status and review meetings. For budgeting purposes we assume there will be a total of four (4) meetings with City staff from the pre-construction meeting through completion of well head construction and startup. Stetson will prepare meeting minutes for distribution to all attendees within three (3) working days of the meeting. Upon receipt of comments, Stetson will finalize and distribute final meeting minutes. 25 24347.00006\30493020.2 EXHIBIT B Schedule of Charges/Payments Consultant will invoice City on a monthly cycle. Consultant will include with each invoice a detailed progress report that indicates the amount of budget spent on each task. Consultant will inform City regarding any out-of-scope work being performed by Consultant. This is a time-and-materials contract. Compensation shall be based on time and materials spent in accordance with the following tasks, not to exceed the total compensation listed below. The schedule of prices is attached as attachment “A” to this Exhibit “B”. Design of the New Goldring Municipal Water Supply Well -$496,600.00 Total Compensation: -$496,600.00 The total Compensation shall not exceed the total listed without written authorization in accordance with Section 2(b) of this Agreement. (See Attached fee breakdown). Attachment "A" 26 24347.00006\30493020.2 EXHIBIT C All work shall be completed in accordance with the following schedule: -Work to be done within two (2) years from the date of execution.