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CITY OF ARCADIA C-4400
PROFESSIONAL SERVICES AGREEMENT
FOR THE DESIGN OF THE NEW GOLDRING MC SO
MUNICIPAL WATER SUPPLY WELL
This Agreement is made and entered into as of Jane, 3 , 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
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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.
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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
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(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.
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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.
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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.
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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
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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.
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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.
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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.
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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]
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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 STET •N ENGI - - RS, NCI.
ArAz.6.1
Dominic azzaretto 3 / :na ‘re
City Manager
Date: �.�,A �� 2n21 Ali Shahroody, Chairman of the Board
Print Name and Title
ATTEST: Date: 05/21/21
By 1 –
City Clerk ignature —�
APPROVED AS TO FORM: c�-e Vivi • 5 pAnvlSv .. c)(e ;•
Print Name and Title
` tt'� Date: I�� 2
Stephen P. Deitsch
City Attorney CON R:
-2? >
Tait
Public Works Services Department
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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
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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.
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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.
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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
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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
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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
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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.
I. 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
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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.
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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
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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.
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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.
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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.
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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).
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NOS131S
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.
26
24347.00006\30493020.2