Loading...
HomeMy WebLinkAboutItem 08d - Water Master Plan Update STAFF REPORT PUBLIC WORKS SERVICES DEPARTMENT DATE: November 4, 2025 TO: Honorable Mayor and City Council FROM: Paul Cranmer, Public Works Services Director By: Tiffany Lee, Interim Principal Civil Engineer SUBJECT: PROFESSIONAL SERVICES AGREEMENT WITH STETSON ENGINEERS, INC. FOR THE 2025 WATER MASTER PLAN UPDATE IN THE AMOUNT OF $254,600 CEQA: Not a Project Recommendation: Approve SUMMARY The Fiscal Year 2025-26 Capital Improvement Plan (“CIP”) provides for an update of the City’s existing Water Master Plan. The Water Master Plan was originally completed in 1995 and was last updated in 2016. The City of Arcadia has experienced an increase in development and economic activity over the last decade, as well as operational changes for several water wells due to water quality concerns, raising the need for an updated Water Master Plan. An update to the Water Master Plan will address future growth and demand on the City’s water system for the next ten years. To ensure the City is receiving the highest quality of service and most competitive pricing for the 2025 Water Master Plan Update, the Arcadia Public Works Services Department (“PWSD”) solicited a 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 the 2025 Water Master Plan Update in the amount of $254,600, with a 10% contingency. Water Master Plan Update November 4, 2025 Page 2 of 4 BACKGROUND The PWSD operates the City’s water distribution system and provides water service to more than 56,000 residents. The Water Master Plan is a vital planning tool that closely evaluates the current state of the City’s water supplies, infrastructure, and ability to meet current and future water demands. The Water Master Plan includes an assessment of the condition of the water distribution system and closely evaluates pipelines, wells, reservoirs, and pumping facilities, and examines water system maintenance and operations. The Water Master Plan also prioritizes system improvements and develops a 10-year capital improvement plan aimed at improving the condition, performance, and reliability of the City’s water system. The City’s Water Master Plan was completed in 1995 and updated in 2001, 2008, and 2016. The 2025 Water Master Plan Update will identify new strategies for maintaining adequate water supplies and service levels for Arcadia residents and businesses. The update will project future water demand, develop planning and analysis criteria, provide guidance on operational issues, and identify improvements to the water system, which will then be programmed as part of Arcadia’s CIP. DISCUSSION On August 25, 2025, a Notice Inviting Proposals for the 2025 Water Master Plan Update was published in accordance with City Council Resolution No. 7483, and RFP packages were provided to firms who provide these services. On September 16, 2025, the City Clerk received three proposals. Each proposal was evaluated and ranked based on experience, qualifications, quality of service approach, and cost. The evaluation and ranking results of each company’s proposal are listed below: Rank Company Name Score Cost 1 Stetson Engineers, Inc. 96% $ 254,600 * 2 Civiltec Engineering, Inc. 86% $ 178,225 3 Akel Engineering Group, Inc. 78% $ 384,309 * Stetson’s original proposed fee was $274,800. City staff negotiated with Stetson and reduced the cost to $254,600, with no change to the scope of services. After careful review and consideration, it was determined that Stetson Engineers, Inc. (“Stetson”) is the most qualified firm to complete the Water Master Plan Update. Water Master Plan Update November 4, 2025 Page 3 of 4 Stetson is a well-established, local firm that has extensive experience in the Main San Gabriel Basin and in the preparation of water master plans for local municipalities and water agencies, such as the Cities of Buena Park, Cerritos, Glendora, Lakewood, Lynwood, Norwalk, and the San Gabriel Valley Water Company. In addition to serving as the consulting engineer for both the Main San Gabriel Basin Watermaster and Raymond Basin Management Board, Stetson has unique knowledge of Arcadia’s source of water supply, water rights, water production, water quality, and distribution system infrastructure. Stetson has assisted the City of Arcadia with past projects, such as preparing the 2010, 2015, and 2020 Urban Water Management Plan Updates, Water Supply Assessments, Blend Plans for several water supply sources, 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. Stetson is also working on the design of Goldring Well and PFAS Treatment Project. Although Civiltec Engineering, Inc. (“Civiltec”) submitted the lowest fee proposal, their proposal did not demonstrate a detailed work plan showing their ability to best serve the needs of the City. Additionally, Civiltec’s proposal indicated the use of subconsultants for completion of the Water Master Plan Update, which can delay and inhibit completing the full scope of work and lead to change orders. The City previously worked with Civiltec and experienced issues in these areas, which reduced their overall ranking despite the lower cost proposal. Stetson submitted a proposal with a more thorough understanding of the work plan and will utilize in-house staff to complete the preparation of the Water Master Plan. Furthermore, Stetson specializes in all aspects of water resources engineering, including preparation of water system master plans, water facility design and construction management, groundwater basin management, water quality evaluation, water distribution system hydraulic modeling, and financial planning analysis. Stetson’s original proposal fee was $274,800. Having determined that Stetson is the most qualified to complete the Water Master Plan Update, City staff negotiated with the firm to reduce the cost while ensuring the full scope of services will still be met. Water Master Plan Update November 4, 2025 Page 4 of 4 ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), as it can be seen with certainty that it will have no impact on the environment. FISCAL IMPACT Funds in the amount of $350,000 have been budgeted in the Fiscal Year 2025-26 CIP for the 2025 Water Master Plan Update. The total cost for the Water Master Plan Update is $254,600. A 10% contingency would bring the total cost to $280,060, which is still within the project’s budget. RECOMMENDATION It is recommended that the City Council determine that this action does not constitute a project under the California Environmental Quality Act (“CEQA”); and approve, authorize, and direct the City Manager to execute a Professional Services Agreement with Stetson Engineers, Inc. for the 2025 Water Master Plan Update in the amount of $254,600, with a 10% contingency. Attachment: Proposed Professional Services Agreement 1 24347.00006\30493020.2 CITY OF ARCADIA PROFESSIONAL SERVICES AGREEMENT CITY OF ARCADIA WATER MASTER PLAN UPDATE This Agreement is made and entered into as of ____________________, 20____ 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 91007 (“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: City of Arcadia Water Master Plan Update (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 TWO HUNDRED FIFTY-FOUR THOUSAND, SIX HUNDRED DOLLARS AND NO CENTS ($254,600.00). 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. 2 24347.00006\30493020.2 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 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 one year 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. 3 24347.00006\30493020.2 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. 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 4 24347.00006\30493020.2 (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 (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 5 24347.00006\30493020.2 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. 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 6 24347.00006\30493020.2 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. 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 7 24347.00006\30493020.2 surplus line brokers under applicable provisions of the California Insurance Code or any federal law. 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. 8 24347.00006\30493020.2 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 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. 9 24347.00006\30493020.2 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. 15. City Material Requirements. Consultant is hereby made aware of the City’s requirements regarding materials, as set forth in Request for Proposal, 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. 10 24347.00006\30493020.2 20. Limitation of Agreement. This Agreement is limited to and includes only the work included in the Project described above. 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: City of Arcadia 240 West Huntington Drive Arcadia, CA 91066 Attn: Tiffany Lee Interim Principal Civil Engineer CONSULTANT: Stetson Engineers, Inc. 861 Village Oaks Drive, Suite 100 Covina, CA 91724 Attn: Stephen B. John, P.E. 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. 11 24347.00006\30493020.2 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. 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] 12 24347.00006\30493020.2 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 City Manager Title: __ _______ Printed Name: ATTEST: By: Title: By: ___ City Clerk Printed Name: APPROVED AS TO FORM: CONCUR: By: ___________________________________ Michael J. Maurer Paul Cranmer City Attorney Public Works Services Director 13 24347.00006\30493020.2 EXHIBIT “A” Scope of Services The Scope of Services for the City of Arcadia Water Master Plan Update shall include, but are not limited to the following: Task 1 Research and Assessment This task includes the review and assessment of the existing Water Master Plan, historical maintenance and operations records, historical SCADA data, a conceptual understanding of land use and potential development patterns, and hydraulic modeling information obtained by running or developing appropriate operational scenarios. Specific work items are as follows: 1.1 Attend and participate in a kick-off meeting with City staff to review the goals and consultant deliverables expected in the Water Master Plan Update. At the kick off meeting, the consultant’s work plan will be defined and a schedule to complete the goals will be reviewed. 1.2 Review the City’s existing InfoWater Pro hydraulic model to confirm existing scenarios are sufficient to provide the hydraulic information required, or provide recommended revisions of model updates and scenario modifications. 1.3 Review SCADA records for operational information pertaining to system use and actual demand requirements. 1.4 Review billing historical data to confirm water customer use and demand distribution by Zone. 1.5 Review asset and maintenance information to prioritize pipes, valves, pumps, or facilities to be included in a maintenance and/or replacement schedule. 1.6 Review existing Water Master Plan (2016 Update) to assess the status of the plan and viability of remaining projects. 1.7 Review land use and development patterns to forecast future population growth. Task 2 Hydraulic Analysis This task includes the updating and running of the Water Model to determine system deficiencies based on real data obtained through SCADA records. 14 24347.00006\30493020.2 Specific work items are as follows: 2.1 Confirm the accuracy of model scenarios for Average Day, Max Day, and Max Day Fire, based on historic SCADA data and future use projections. Reporting should be broken down by zone. 2.2 Identify system deficiencies or concerns based on Model scenario run results. Task 3 Evaluation of Supply Capabilities This task includes the research and reporting of those areas which affect the supply of groundwater to the City’s water system. Specific work items are as follows: 3.1 Review the City’s 2020 Urban Water Management Plan (UWMP) for projected available domestic supply capabilities for the next 5-25 years. 3.2 Review the City’s Water Conservation goals and provide recommendations for ways to implement and quantify conservation efforts in ways that can be easily presented and understood by upper manage ment, City officials, and the general public. 3.3 Evaluate the existing water supply and distribution system and key facilities, and assess the condition of water supply wells, boosters and reservoirs including such factors as efficiency, reliability, equipment upgrades, operational changes, replacement schedule, and the addition of new facilities and/or equipment. 3.4 Review existing facility or asset inspection programs (e.g. wells, valves, reservoirs) and make recommendations for improvement if needed. 3.5 Evaluate/identify deficiencies in the water supply and distribution system. Task 4 Water Quality Requirements This task includes identifying the various laws and regulations that apply to the operation of the City’s water system related to water quality and to assess the City’s process and ability to meet these requirements. The consultant would also identify new laws that would have a high probability of going into effect within the next five years which could affect the City’s ability to meet its obligation to provide high quality water, and offer recommendations for improvements, either in the physical supply and distribution system or in the policy under which the system operates. 15 24347.00006\30493020.2 Specific work items are as follows: 4.1 Identify and discuss new legislation or regulations related to water quality which may require changes in operation, facilities, or policy. 4.2 Provide information regarding the physical, operational, or fiscal impacts resulting from this legislation. Task 5 Future System Requirements and Improvements This task involves the preparation of an organized list of improvements previously identified and recommended in the preparation of the Water Master Plan Update. The list would be organized by category (i.e. supply, storage, distribution, etc.) and include applicable units of measure, total project cost, and a distribution of cost over the next ten (10) years. Specific work items are as follows: 5.1 Based on information gathered in preceding tasks, prioritize system improvements, components replacement, and prepare a list of future system projects or improvements and associated costs necessary to meet system demands for the next ten (10) years. The list should also include projects from the current Water Master Plan which were identified to be carried over. 5.2 The list of proposed projects shall be organized under the following subject headings: x Production – Wells x Production – Reservoirs x Production – Control Systems x Production – Pressure Regulating Stations x Distribution – Pump Stations x Distribution – Pipelines x Distribution – Valves x Distribution – Fire Hydrants x Water Quality – Treatment Plant (Blending / Treatment / Compliance) x Customer Service - Meters Task 6 Preparation of the Water Master Plan This task involves the compilation and preparation of the Water Master Plan update as a complete report document. All reports shall be prepared in Microsoft Word format or excel. All findings and new cost-effective recommendations shall be included in the report. An executive summary describing the project and the methodology of validating the report shall be included in the Water Master Plan update. 16 24347.00006\30493020.2 The consultant shall provide to the City an electronic file of the final Water Master Plan in a file format capable of publishing or distributing an entire Plan as a single document (PDF) as well as individual files for the various Plan sections in their original file format (MS Word, MS Excel, etc.). The consultant shall also deliver five (5) printed and spiral bound copies to the City. 17 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”. City of Arcadia Water Master Plan Update - $254,600.00 Total Compensation - $254,600.00 The total compensation shall not exceed the total listed without written authorization in accordance with Section 2 (b) of the agreement. 18 24347.00006\30493020.2 Task De1crfptlon Prtncll"'l Stephen Johnson ($261 /Hr\ Project Man•rstan Chen 1"226/Hrl Leid Engineer amt Ch,.,Afodelor Xlaoqlng Zang '""1/Hrl Pro)fft QA/QC Jeff Helsley ""'6'Hr1 W.,_r Quality Suporvtaor Yuen Yap lll11JH'1 Hydrologist ondMo- Guoyuan LI ll2081Hr1 Engl/lHr Heather Steele 1 1U/Hrl GISManapr Noah Waaunn1n t<13' /Hr! Admln/"1n111Ve IC171 IH() Labor Cost Dlrki Costs Sublask Total Taak T0111 CITY OF ARCADIA WATER MASTER PLAN UPOAT!ii Hrs Hrs Hrs Hrs Hr., Hrs Hrs Hrs Hr• Task 1 - Reaearch and Asselismant S26,900 Projec1 Managemenl 2 $522 20 $4,520 8 $2,088 2 $452 0 so 0 so 0 $0 0 so 0 $0 $7,582 so $7,582 Prolec1 Meetinos 0 $0 16 $3,616 16 $4,176 2 $452 0 $0 2 $410 8 $1,184 4 $544 0 $0 $10,382 $200 $10,582 Data Collection and Review 0 $0 8 $1,808 4 $1,044 2 $452 0 $0 4 $820 24 $3,552 4 $544 4 $484 $8,704 $0 $8,704 Task 2- HvdrŶullc An1lvslo $57 900 Review of Exi!tina Hydraulic Moder 0 $0 4 $904 20 $5,220 0 $0 0 $0 40 $8,200 0 $0 4 $544 0 $0 $14,868 $6,000 S20,868 Conduct H raulic ModelingRuns 0 $0 10 $2,260 38 $9,918 0 $0 D $0 100 $20,500 0 $0 32 $4,352 0 $0 $37,030 $0 $37,030 Tuk 3 -Evaluation of SuDolvC1oabll1tles $95 200 Pre»aration of Plannina Criteria 0 $0 8 $1,808 16 $4,176 0 $0 4 $844 8 $1,640 8 $1,184 0 $0 0 $0 $9,652 $0 $9,652 Water Suotlv and Demand Analvsis D $0 10 $2,260 24 $6,264 0 $0 4 $844 8 $1,640 60 $8,880 0 $0 0 $0 $19,888 $0 $19,888 Caoacif\,Anat¥Sis of Water Sunnlv, Starace, and Booster Facilities 0 $0 10 $2,260 24 $6,264 D $0 0 $0 0 $0 40 $5,920 D $0 0 $0 $14,444 $0 $14,444 Condition Assessment and Risk-Based AnalySis of Underaround Water Mains 0 $0 10 $2,260 56 $14,616 0 $0 0 $0 16 $3 ,280 80 $24 60 $8,160 0 $0 $28,340 $0 $28,340 Condition Assessment of Above--Ground Water Facilities 0 $0 32 $7,232 24 $6,264 D $0 D $0 0 $0 60 $8,880 0 $0 0 $0 $22,376 $500 $22,876 THk 4 - Weter Qualltv RtDUlrem1nts $16200 Water QualitvReauirements and Treatment Needs 0 $0 4 $904 4 $1,044 1 $226 24 $5,064 D $0 60 $8,880 D $0 0 $0 $16,118 $0 $16,118 TŶsk5-Futura S¥1tem Reaulrements and lmarovaments $25.400 Future S"yStemReaulrements and Improvements D $0 10 $2,260 20 $5,220 1 $226 D $0 16 $3,280 60 $8,880 40 $5,440 0 $0 $25,30B $0 $25,306 Task 6 .. renaratlon 01' the Water Master Plan $33,000 Prenaration of the Draft Water Master Plan 2 $522 14 $3,164 32 $8,352 2 $452 2 $422 8 $1,640 36 $5,328 20 $2,720 8 $968 $23,568 $0 $23,588 Preoaration of the Flnal Water Master Plan 1 $261 6 $1,356 12 $3,132 1 $226 1 $211 4 $820 12 $1,776 6 $816 4 $484 $9,082 $300 $9,382 Scope of Work 5 $1,305 162 $36,612 298 $77,778 11 $2,486 35 $7,385 206 $42,230 448 $54,488 170 $23,120 16 $1,936 $247,340 $7,000 $254,600 Attachment “A” to Exhibit “B” 19 24347.00006\30493020.2 1171 E Francisco Blvd., Suite K • San Rafael,California 94901 Phone:(415)457-0701 • Fax:(415)457-1638 • Website:www.stetsonengineers.com Northe rn Califorf\ia • Southern California • Arizona • Colorado • Oregon Standard Billing Rate Schedule Professional Fees Principal $261.00 Per Hour Special Project Director $261.00 Per Hour Project Manager, Senior $226.00 Per Hour Supervisor I $226.00 Per Hour Supervising Soil Scientist $211.00 Per Hour Supervisor II $211.00 Per Hour Supervisor III $205.00 Per Hour Senior I $182.00 Per Hour Senior II $164.00 Per Hour Senior III $148.00 Per Hour Construction Manager $148.00 Per Hour Construction Manager/ Oversight $131.00 Per Hour Senior Construction Inspector $131.00 Per Hour Senior Field Geologist $148.00 Per Hour Senior Associate $142.00 Per Hour Associate I $136.00 Per Hour Associate II $128.00 Per Hour Associate III $121.00 Per Hour Associate Soil Scientist $121.00 Per Hour Senior Assistant $113.00 Per Hour Assistant I $108.00 Per Hour Assistant II $103.00 Per Hour Assistant Soil Scientist $103.00 Per Hour Assistant III $98.00 Per Hour GIS Manager $136.00 Per Hour GIS Specialist I $111.00 Per Hour GIS Specialist II $101.00 Per Hour Technical Illustrator $98.00 Per Hour AutoCAD Technician $98.00 Per Hour Soil Technician $85.00 Per Hour Aide I $79.00 Per Hour Aide II $68.00 Per Hour Aide III $63.00 Per Hour Project Coordinator I $148.00 Per Hour Project Coordinator II $108.00 Per Hour Project Coordinator III $98.00 Per Hour Contract Management $113.00 Per Hour Administrative I $79.00 Per Hour Administrative II $73.00 Per Hour Administrative III $68.00 Per Hour Effective January 1, 2025 20 24347.00006\30493020.2 Direct Expense Rates Expense Description Mileage Reproduction: Black & White (In-House) Reproduction: Color - 8.5" x 11" (In-House) Reproduction: Color - 11" x 17" (In-House) Plotter Reproduction (In-House) Survey Equipment Billing Rate $* I Mile $0.15 / Page $0.89 I Page $1.89 / Page $1.50 I Sq. Ft. $120.00 I Day Notes: 1) * Mileage is billed at the current IRS approved mileage rate and may be subject to change. 2) Subcontractor services will be charged at cost plus 10% administration fee. 3) All other project reimbursable expenses (i.e. telephone, commercial transportation, meals, lodging, postage, outside reproduction, etc.) will be billed at cost. 4) Testimony fees are 150% of standard rates and apply to depositions, court time and time spent on stand-by at attorney's request. Travel time and preparation time is charged at standard rates. Stetson Engineers Inc. authorizes only staff at associate classification or higher to testify as expert witnesses. 21 24347.00006\30493020.2 EXHIBIT "C" Activity Schedule The term of this Agreement shall be for one (1) year from the date of execution. All tasks under Exhibit “A” shall be adhered to and executed accordingly.