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HomeMy WebLinkAbout05325 - CAROLLO ENGINEERS WASTEWATER TREATMENT PLANT CAPITAL REPAIR AND REPLACEMENT FACILITY PLAN Kathie Hart From: Marcus Fuller Sent: November 03, 2010 10:59 AM To: Kathie Hart Cc: Carrie Rovney Subject: Agreement No. 5325 Kathie, it's ok to close out this agreement. Sincerely, Marcus L. Fuller, P.E., P.L.S. Assistant City Engineer/ Assistant Director of Public Works City of Palm Springs (760) 323-8253, ext. 8744 www.palmspringsca.gov Marcus.Fuller@palmspringsca.gov `(�, 01 W 11/03/10 AMENDMENT NO. 1 TO CONTRACT SERVICES AGREEMENT NO. 5325 WITH CAROLLO ENGINEERS WWTP CAPITAL REPAIR & REPLACEMENT FACILITY PLAN, CP #06-15 The following articles of Agreement No. 5325 are hereby amended to read as follows: SECTION 3.1 Maximum contract amount is amended to Ninety-Five Thousand Eight Hundred Ninety-One Dollars ($95,891.00). SECTION 4.4 shall be revised to read: Unless earlier terminated in accordance with Section 8.5 of this Agreement, this Agreement shall continue in full force and effect until December 31, 2010. SCOPE OF SERVICES (Exhibit"A")— Please see attached scope of work. SCHEDULE OF COMPENSATION (Exhibit "C") — Please see attached schedule of compensation. Fees shall be paid in accordance with the attached Carollo Engineers, PC, Fee Schedule, dated March 1, 2008. Purchase Order Number(s): 716316 Agreement Number: 5325 Original City Council Approval: July 26, 2006 Original Minute Order Number: 7902 Original Contract Amount: $ 77,531 Amount of Previous Increase(s) $ 0 Amount of This Increase $ 18,360 Amended Total: $ 95,891 Account Number($): 420-6800-42340 SIGNATURES ON NEXT PAGE �yc o,^ps•,�} -;( Except as specifically amended by this Amendment No. 1, all terms and provisions of Agreement No- 5325 remain in full force and effect. ATTEST: CITY OF PALM SPRINGS, a California charter city By: ��City Clerk city Mat � APPROVED TO FORM: o�� APPROVED BY CITY COUNCIL APPROVED BY CITY MANAGER By: 44�"—rllxl<7iJ� �a� v� ' /CdyAttarney yn® �-W� �.,�b•®b , I�h�iay n� '��. yTi7J "CONSULTANT" Carollo Engineers By: ignature By: DAMES P- HAcsTAOM/BART=iE (Printed Name/Title) Exhibit A Scope of Work City of Palm Springs Wastewater Treatment Plant Capital Repair and Replacement Facility plan A. INTRODUCTION Carollo completed the Capital Rehabilitation and Repair Plan (Plan) for the City of Palm Springs' Wastewater Treatment Plant in 2006 and 2007. The plan emphasizes critical priorities for improvements needed within 5 to 10 years and also projects future rehabilitation and replacement needs estimated for 15 to 20 years. The primary goal of the plan is to identify capital projects and their costs, in order to maintain the plant's existing major treatment structures and processes and continue to provide the current level of treatment. Since the time the plan was completed, plant staff has experienced maintenance and operational issues with the plant's headworks, primary clarifiers and primary effluent pump station components. The City has expressed its desire to compare replacing some of these treatment components with a new treatment train, versus rehabilitating the components as described in the plan. In addition, the City and Veolia have identified new necessary projects related to energy efficiency, security, electrical upgrades and improvements to the City's collection system. This Scope of Work defines additional efforts by Carollo to update the plan to include the new primary treatment train alternative and the other recently defined projects. In addition, future costs for upgrading the plant to provide advanced nutrient removal will be estimated and included in the plan, based on scaled costs from similar facilities recently constructed in California. The following major work elements are covered in this proposal: Task No. Description 1 Revise Cost Estimates and Cost Projection Tables 2 Update Text of Capital Rehabilitation and Repair Plan B. SCOPE OF SERVICES Task f - Revise Cost Estimates and Cost Projection Tables 1. Revise the capital cost estimates and cost projection tables previously submitted in the Capital Rehabilitation and Repair Plan using new estimated costs for a replacement headworks, primary treatment and primary effluent pump station train. Estimate these costs with planning-level cost estimates considering costs from similar projects recently bid in California. 2. Revise the future cost projection tables with other capital project costs for plant security, energy-related projects and for collection system projects, as estimated by the City or by Veolia. Update the electrical system upgrade costs, based on recent efforts by Beecher Engineering. 3. Develop planning-level costs for adding advanced nutrient removal processes to the plant, in order to meet anticipated future limits for nutrients discharged to the percolation ponds or for water re-use- Page 1 of 2 4. Distribute the estimated future costs overtime using a cost model developed by Carollo, which provides anticipated annual costs and accumulated total project costs. Task 2 - Update Text of Capital Rehabilitation and Repair Plan 1. Revise the text of the plan to describe the recent issues with the primary treatment train and the concept of upgrading this portion of the plant with a new treatment train versus rehabilitating the existing components. Update the portions of the plan that describe the digester and energy-related improvement projects currently being designed and/or constructed by Veolia. Revise the electrical and instrumentation portions of the plan to include the concepts of a new main power center and electrical distribution system, as described in the memorandum by Beecher Engineering (March 2008). Add discussion on anticipated future nutrient requirements, viable treatment technologies and ranges of potential capital cost for compliance. 2. Deliver a draft of the updated plan for City review and incorporate City review comments into a final version of the updated plan. Page 2 of 2 Exhibit C-Cost Proposal Draft Carollo Engineers City of Palm Springs-Wastewater Treatment Plant CIP Update Project Project Senior Suhconsultant cntp a Senior Prof. Prof. Prof. Prof. wsst Prof. Tosh Toph Admin (Ind.mprkup) comet Luber RMo, 52U $913 1197 S165 5134 $142 &too s90 S165 Labor Estimate Tuk Total Hours sudtonl Cost Task1 Prehminary DCslgn of Eleetrlcm and mstrumentatlon upgrades Totals for Task 16 0 40 16 a 0 0 12 4 as 516,004 1 llpdato Cost Tables E 16 16 4 Q Sum R Update Tcrt 10 24 a 4 46 SB,946 Non-Labor Estimate-easiC Sorvloo: Item Units quxnhty Rate M11.", Mlle 0 505 00 - MaulWLodo,IRenIslCar Do, 2 S20 S 400 Tmwl(Fllr(am) Each z - s'S99 S 1 we PECE Each-Ht BA $900 $ 156 Pnr Dlnm(monthly) Each 0 s0 S Ropmdudon LS 1 y20C S 200 5 Total Non.Labor Costs S 2350 Total Task Order Costs IS 18,360 01 22212009 1 CAROLLO ENGINEERS, PC FEESCHEDULE As of March 1,2008 California Hourly Rate Engineers/Scientists Assistant Professional $134.00 Professional 165.00 Project Professional 197.00 Lead Project Professional 213.00 Senior Professional 234.00 Senior Process Specialist 315.00 Technicians Teclmzicians 100.00 Senior Technicians 142.00 Support Staff Document Processing/Clerical 90.00 Project Equipment Communication Expense 9.00 (PECE) Per DL Hour Other Direct Expenses Travel and Subsistence at cost Mileage .505/1Tile Subconsultant cost+ 10% Other Direct Cost cost+ 10% Expert Witness Rate x 2.0 This fee schedule is subject to annual revisions due to labor adjustments. pw.IlCamllolCocumenLJCarollo Imemal PmlecL4KMANUALJTab 1 Owner/FEEIS[WdaM/CA(B) Page 1 of 2 Cindy Berardi From: Troy Butzlaff Sent: Wednesday, February 13, 2008 1:29 PM 4 D� To: Cindy Berardi 3 Subject: RE: Insurance Compliance -Carollo Engineers IO G Yes. �fferlAN� •W a� o 6 Troy L, Butzlaff, ICMA-CM Assistant City Manager Administrative Services City of Palm Springs 3200 E Tahquitz Canyon Way Tel (760) 322-8336 P O Box 2743 Fox: (760) 323-8207 Palm Springs, CA 92263.2743 TDD (760) 864-9527 Email, Troy.Butzloff Oo palmsprings=ca.gov CONFIDENTIALITY NOTICE — This e-mail transmission, and any documents, files or previous e-mail messages attached to it may contain information that is confidential or legally privileged. If you are not the intended recipient, or a person responsible for delivering it to the intended recipient, you are hereby notified that you must not read this transmission and that any disclosure, copying, printing, distribution or use of any of the information contained in or attached to this transmission is STRICTLY PROHIBITED. If you have received this transmission in error, please immediately notify the sender by telephone at (760) 323- 8202 or return e-mail and delete the original transmission and its attachments without reading or saving in any manner. Thank you. From: Cindy Berardi Sent: Wednesday, February 13, 2008 1:23 PM To: Troy Butzlaff Subject: RE: Insurance Compliance - Carollo Engineers It's to prepare a capital repair and replacement plan for the WWTP. Close? Cinflci 5 rar� Derr+ul:�Ciky Clark Qrfice of the Cihy Clerlc CILy of f alm Springs P•o.50x 27�) Palm 5pring5,CA 92,6z (760) )zz-s)55 inr�y_J�erar d iCr,+�p,�-Im5P+rin a2_c�-pv 2/13/2008 CONSULTING SERVICES AGREEMENT C'ar ollo Engineers THIS AGREEMENT FOR CONSULTING SERVICES (the "Agreement") is made and entered into this 27"' day oI'July, 2006, by and between the City of Palm Springs, a California charter city and municipal corporation ("City"), and Carollo Engineers, a California Corporation ("Consultant"), RE,CITA.LS A. City requires the services of a qualified consultant a consultant to assist in the preparation of a capital repair and replacement plan for the City's wastewater treatment plant ("Project"). B. Consultant is qualified to act as a professional and technical advisor and otherwise render assistance to City and such services are not currently being provided for by any existing ernptoyce of City. C. City desires to retain Consultant to provide professional services and both parties desire by this Agreement to set forth the terms and conditions of this arrangement. NOW, THEREFORE, in consideration of the promises and mutual agreements contained herein, City agrees to retain and does hereby retain Consultant and Consultant agrees to provide services to the City as follows: AGREEMENT L CONSULTANT SERVICES 1.1 Scope of Services. In compliance with all terns and conditions of this Agreement, Consultant shall provide advisory and technical services to City as described in the Scope of Services/Work attached to this Agreement as Exhibit "A" and incorporated herein by reference (the "services" or "work"), which includes the agreed upon schedule of performance and the schedule of fees. Consultant warrants that all services and work shall be performed in a competent, professional, and satisfactory marnier in accordance with all standards prevalent in the industry. In the event of any inconsistency between the terms contained in the Scope of Services/Work and the terms set forth in the main body of this Agreement, the teens set forth in the main body of this .Agreement shall govern. 1.2 Compliance with Law. All services rendered under this Agreement shall be provided in accordance with all laws, ordinances, resolutions, statutes, rules, and regulations of City and any federal, state, or local govenunental agency of competent jurisdiction. 1.3 Licenses and Permits. Consultant shall obtain at its sole cost and expense such -licenses, permits, and approvals as may be required by law for the performance of the services required by this Agreement. ��5@aa1NP,L B0 �p� 7/2'7/2006 t /,W()JQR AGREEMENT • • 1.4 Familiarity with Work. By executing this Agreement, Consultanl warrants that it has carefully considered how the work should be performed and fully undcrstands the facilities, difficulties, and restrictions altendrng perbonnance of the work under this Agreement. 2. TIME FOR COMPLETION. The time for completion of the services to be performed by Consultant is an essential ' condition of this Agreement. Consultant shall prosecute regularly and diligently the work of this Agreement according to the agreed upon schedule of performance set forth in Exhibit "A". Consultant shall not be accountable for delays in the progress of its work caused by any condition beyond its control and without the fault or negligence of Consultant. Delays shall not entitle Consultant to any additional compensation regardless of the party responsible for the delay. 3. COMPENSATION OF CONSULTANT 3.1 Compensation of Consultant. For the services rendered pursuant to this Agreement, Consultant shall be compensated and reimbursed, in accordance with the schedule of fees set forth in Exhibit "A," which total amount shall not exceed Seventy-Seven Thousand Five Hundred and thirty-one Dollars ($77,531), 3.2 Method of Payment. In any month in which Consultant wishes to receive payment, Consultant shall no later than the first working day o I'such month, submit to City in the form approved by City's Controller, an invoice for services rendered prior to the date of the invoice. Payments shall be based on the hourly rates as set forth in Exhibit "A" for authorized services perforoned. City shall pay Consultant for all expenses stated thereon, which are approved by City consistent with this Agreement, within thirty (30) days of receipt of Consultant's invoice. 3.3 Changes. In the event any change or changes in the Scope of Scrvices/Work is requested by City, the parties hereto shall execute a written amendment to this Agreement, setting forth with particularity all terns of such amendment, including, but not limited to, any additional fees. An amendment may be entered into: A. To provide for revisions or nnodifications to documents or other work product or work when documents or other work product or work is required by the enactment or revision of law subsequent to the preparation of any documents, other work product, or work; B. To provide for additional services not included in this Agreement or not customarily furnished in accordance with generally accepted practice in Consultant's profession. 3.4 Appropriations. This Agreement is subject to and contingent upon funds being appropriated therefore by the City Council of City for each fiscal year covered by the Agreement. If such.appropriations are not made, this Agreement shall automatically terminate without penalty to City. 7/27/2006 2 4. PERFORMANCE SCHEDULE 4.1 Time of Essence, Time is of the essence in the performance of this Agreement. 4.2 Schedule of Performance. All services rendered pursuant to this Agreement i shall be performed pursuant to the agreed upon schedule of performance set forth in Exhibit "A"- The extension of any lime period must be approved in writing by the Contract Officer. 4.3 Force Maieure- The time For performance of services to be rendered pursuant to this Agreement array be extended because of any delays due to unforeseeable causes beyond the control and without the fault or negligence of Consultant, including, but not limited to, acts of God or of a public enemy, acts of the government, tires, earthquakes, floods, epidemic, quarantine restrictions, riots, strikes, freight embargoes, and unusually severe weather if Consultant shall within ten (10) clays of the commencement of-such condition notify the Contract Officer who shall thereupon ascertain the facts and the extent of any necessary delay, and extend the time for perfomring the services for the period of the enforced delay when and if in the Contract Officer's judgment such delay is justified, and the Contract Officer's determination shall be final and conclusive upon the parties to this Agreement- 4.4 Term,. Unless earlier terrminated in accordance with Section 8.5 of this Agreement, this Agreement shall continue in full force and effect for a period of twelve (12) months, commnencing on August 1, 2006, and ending on July 31, 2007, unless extended by mutual written agreement of the parties. 5. COORDINATION OF WORK 5.1 Representative of Consultant. The following principal of Consultant is hereby designated as being the principal and representative of Consultant authorized to act in its behalf with respect to the services and work specified herein and make all decisions in connection therewith; Allen Todd, Partner- It is expressly understood that the experience, knowledge, education, capability, and reputation of the foregoing principal is a substantial inducement for City to enter into this Agreement. Therefore, the Foregoing principal shall be responsible during the tern of this Agreement for directing all activities of Consultant and devoting sufficient time to personally supervise the services hereunder. The foregoing principal may not be. changed by Consultant without prior written approval of the Contract Offrcer- 5.2 Contract Officer. The Contract Officer shall be the City Manager, or his/her designee. It shall be the Consultant's responsibility to keep the Contract Offrccr, or his/her designee, fully informed of the progress of the performance of the services and Consultant shall refer any decisions that must be made by City to the Contract Officer. Unless otherwise specified herein, any approval of City required hereunder shall mean the approval of the Contract Officer. 5.3 Prohibition Against Subcontracting or Assignment. The experience, knowledge, education, capability, and reputation of Consultant, its principals and employees, were a substantial inducement For City to eater into this Agreement. Therefore, Consultant shall not contract with any other individual or entity to perform in whole or in part the services required hereunder without the express written approval of City. In addition, neither this 7/27/2006 3 Agreement nor any interest herein may be assigned or transferred, voluntarily or by operation of law, without the prior written approval of City. 5.4 Independent Contractor, Neither City nor any of its employees shall have any control over the harmer, mode, or means by which Consultant, its agents or employees, perform the services required herein, except as otherwise set forth herein. Consultant shall perform all services required herein as an independent contractor of City and shall not be an employee of City and shall remain at all times as to City a wholly independent contractor with only such obligations as are consistent with that role; however, City shall have the right to review Consultant's work product, result, and advice. Consultant shall not at any time or in any manner represent that it or any of its agents or employees are agents or ernnployecs of City. 5.5 Personnel. Consultant agrees to assign the IbIlowing individuals to perform the services set forth herein. Consultant shall not alter the assignment of the following personnel without the prior written approval of the Contract Ofticer. Acting through the City Manager, the City shall have the unrestricted right to order the removal of any personnel assigned by Consultant by providing written notice to Consultant. Name: Title: Allen Todd, PE Partner Timothy Tekippe, PE Project Manager G. INSURANCE Consultant shall procure and maintain, at its sole cost and expense, policies of insurance as set forth in Exhibit "B", which is attached hereto and is incorporated herein by reference. 7. INDEMNIFICATION. To the fullest extent permitted by law, Consultant shall defend (at Consultant's sole cost and expense), indernmify, protect, and hold harmless City, its elected officials, officers, employees, agents, and volunteers (collectively the "Indemnified Parties"), from and against any and all liability, actions, suits, proceedings, claims, demands, losses, costs,judgments, damages, expenses, including legal costs and attorneys' fees, and causes of action for injury to or death of person or persons, for damage to property, including property owned by City, for any violation of any federal, state, or local law or ordinance, and for errors and omissions comruitted by Consultant, its officers, employees, representatives, and agents, arising out of or related to Consultant's performance under this Agreement. Under no circumstances shall the insurance requirements and limits set forth in this Agreement be construed to limit Consultant's hidernnification obligation or other liability hereunder. 712712006 4 8. RECORDS AND REPORTS 8.1 Reports, Consultant shall periodically prepare and submit to the Contract Officer such reports concerning the performance of the services required by this Agreement as the Contract Officer shall require. 8.2 Records. Consultant shall keep such books and records as shall be necessary to properly perfoml the services required by this Agreement and enable the Contract Officer to evaluate the perlbrinance of such services. The Contract Officer shall have Lull and fi-ee access to such books and records at all reasonable times, including the right to inspect, copy, audit, and make records and transcripts from such records. ' 8.3 Ownership of Documents. All drawings, specifications, reports, records, documents, and other materials prepared by Consultant in the performance of this Agreement shall be the property of City and shall be delivered to City upon request of the Contract Officer or upon the termination of this Agreement, and Consultant shall have no claim For further employment or additional compensation as a result of the exercise by City of its full rights or ownership of the documents and materials hereunder- Consultant may retain copies of such documents for its own use. Consultant shall have an unrestricted right to use the concepts embodied therein. 8.4 Release of Documents. All drawings, specifications, reports, records, documents, and other nmaterials prepared by Consultant in the performance of services under this Agreement shall not be released publicly without the prior written approval of the Contract Officer. 8.5 Cost Records. Consultant shall maintain all books, documents, papers, employee time sheets, accounting records, and other evidence pertaining to costs incurred while performing under this Agreement and shall make such materials available at its offices at all reasonable times during the term of this Agreement and for three (3) years R-om the date of final payment for inspection by City and copies thereof shall be promptly furnished to City upon request. 9. ENFORCEMENT OF AGREEMENT 9.1 California Law, This Agreement shall be construed and interpreted both as to validity and to perfonmance of the parties in accordance with the laws of the State of California. Legal actions concerning any dispute, claim, or matter arising out of or in relation to this Agreement shall be instituted in the Superior Court of the County of Riverside, State of California, or any other appropriate court in such county, and Consultant covenants and agrees to submit to the personal jurisdiction of such court in the event of such action. 9.2 Waiver. No delay or omission in the exercise of any right or remedy of a non- defaulting party on any default shall impair such right or remedy or be construed as a waiver. No consent or approval of City shall be deemed to waive or render umiecessary City's consent to or approval of any subsequent act of Consultant. Any waiver by either party of any default must be in writing and shall not be a waiver of any other default concerning the same or any other provision of Anis Agreement. 7/27/2006 5 9.3 Rights and Remedies are Cumulative. Except with respect to rights and remedies expressly declared to be exclusive in this Agreement, the rights and remedies of the parties are cumulative and the exercise by either party of one or more of such rights or remedies shall riot preclude the exercise by it, at the same or different times, of any other rights or remedies for the same default or any other default by the other party. 9.4 Legal Action. hr addition to my other rights or remedies, either party may take legal action, in law or in equity, to cure, correct, or remedy any default, to recover damages for any default, to compel specific performance of this Agreement, to obtain injunctive relief, a declaratory judgment, or any other remedy consistent with the purposes of this Agreement. 9.5 Termination Prior to Expiration of Tenn. City reserves the right to terminate this Agreement at any time, with or without cause, upon thirty (30) days written notice to Consultant, except that where termination is due to the fault of Consultant and constitutes an immediate danger to health, safety, and general welfare, the period of notice shall be such shorter time as may be determined by the City. Upon receipt of the notice of termination, Consultant shall immediately cease all services hereunder except such as may be specifically approved by the Contract Officer. Consultant shall be entitled to compensation For all services rendered prior to receipt of the notice of termination and for any services authorized by the Contract Officer thereafter. Consultant may terminate this Agreement, with or without cause, upon thirty (30) days written notice to City. 10. CITY OFFICERS AND EMPLOYEES: NON-DISCRIMINATION 10.1 Non-Liability of City Officers and Emplovees. No officer or employee of City shall be personally liable to the Consultant, or any successor-in-interest, in the event of any default or breach by City or for any amount which may become due to the Consultant or its successor, or for breach of any obligation of the terms of this Agreement. 10.2 Covenant Against Discrimination. Consultant covenants that, by and for itself, its heirs, executors, assigns, and all persons claiming under or through them, that there shall be no discrimination or segregation in the performance of or in connection with this Agreement regarding any person or group of persons on account of race, color, creed, religion, sex, marital status, disability, sexual orientation, national origin, or ancestry. 11. MISCELLANEOUS PROVISIONS 11.1 Notice. Any notice, demand, request, consent, approval, or coumiunication either party desires or is required to give to the other party or any other person shall be in writing and either served personally or sent by pre-paid, first-class mail to the address set forth below. Either party may change its address by notifying the other party of the change of address in writing. Notice shall be deemed communicated seventy-two (72) hours from the time of mailing if mailed as provided in this Section. 712712006 6 To City: City of Palm Springs Attention: City Managcr 3200 E. Tahquitz Canyon Way Pahn Splines, California 92262 To Consultant: Carollo Engineers 105401'alberl Avenue, Suite 200 East Fountain Valley, CA 92708 11.2 Integrated Agreement, This Agreement contains all of the agreements of the ' parties and camrot be amended or modified except by written agreement. 11.3 Amendment. This Agreement may be amended at any time by the mutual consent of the parties by an instrument in writing. 11.4 Severahility. In the event that any one or more of the phrases, sentences, clauses, paragraphs, or sections contained in this Agreement shall be declared invalid or unenforceable by valid judgment or decree of a court of competent jurisdiction, such invalidity or unenforceability shall not affect any of the remaining phrases, sentences, clauses, paragraphs, or sections of this Agreement, which shall be interpreted to cant'out the intent of the parties hereunder. 11.5 Authority. The persons executing this Agreement on behalf of the parties hereto warrant that they are duly authorised to execute this Agreement on behalf of said parties and that by so executing this Agreement the parties hereto are formally bound to the provisions of this Agreement. [Signature Block on Next Page] 7W/200@ 7 IN WITNESS WHEREOF, the parties have executed this Agreement as of the dates stated below. «CITY„ City of Palm Springs Date: p� �Ob By-'—` David H. Ready City Manager APPROVED BY CITY COUNCIL S� " I� �•3b•ob Aj APPROVE S TO FORM: ATTEST - -------- By: - Doug , C. Holland, awes Thompson, Y City ttorney City Clerk "CONSULTANT" Carollo Engineers Date: By : / name) (title) 7/27/2op8 g EXHIBIT "A" CONSULTANT'S SCOPE OF SERVICES/WORK Including, Schedule of Fees And Schedule of Performance 7/27/2003 q Exhibit A Scope of Work City of Palm Springs Wastewater Treatment Plant Capital Repair and Replacement Facility Plan A, INTRODUCTION This proposed scope of work will define the Capital Repair and Replacement Facility Plan for the City of Palm Springs's Wastewater Treatment Plant, emphasizing the critical priorities for improvements needed within 5 to 10 years. To facilitate comprehensive long-term planning, other facilities at the wastewater treatment plant with repair and replacement needs estimated for 15 to 20 years will also be identified in the facility plan. This Scope of Work is based on the City of Palm Springs' Request for Proposal dated June 9, 2006, and is also based on clarifications received in a conference call between Carollo and City staff on July 14, 2006. In addition, we have referenced the background and findings summarized in the Operational Assessment Report completed by Carollo Engineers on May 2, 2006- The following major work elements are covered in this proposal: Task No. Description 1 Capital Improvement Planning Considerations 2 Existing Facilities Reliability, Standby Criteria, and Firm Capacity 3 Capital Improvement Cost Estimates 4 Schedule and Capital Funding Requirements 5 Project Management/Report Preparation B. SCOPE OF SERVICES Task 1 - Capital Improvement Planning Considerations 1. Projected Wastewater Flows and Characteristics Projected wastewater flows and waste loading is critical to the future wastewater treatment plant needs. The population projections in the City of Palm Springs's General Plan, along with wastewater treatment plant operating records from Veolia Water, will be compiled by the City and sent to Carollo. Carollo will summarize the projected flow and loads to be used in the Capital Repair and Replacement Facility Plan in a brief technical memorandum to be sent via email to the City. 2, Field Visit One additional plant inspection will be made as part of the Capital Repair and Replacement Facility Plan to review in further detail the initial findings of the Operational Assessment Report. Task 2- Existing Facilities Reliability, Standby Capacity, and Firm Capacity 1. Reliability and Design Criteria July 18, 2006 Page 1 of 1 V:krilent201PaImSpring$CityorkLPIWWTP CIP SWdy_Revlsed 0718050oMPalm springs CIP ExM-Scope.doc a. Reliability Criteria The Operational Assessment Report, previously prepared by Carollo for the City, will be used as a basis to establish the available capacity to treat projected flows and loadings will be assessed in the existing facilities, with special attention given to the ability to remove different units from service for maintenance or repairs. The standby capacity will be defined, considering which units are normally in service and the capacity impact when different combinations are used. Reliability criteria will be refined based on: 1) values used as part of Carollo's past designs, 2) staff experience with routine and unscheduled outages, and 3) accepted engineering practice (as documented in EPA's Reliability Manuals). b. Design Criteria Design criteria to be used for planning future capital repair and replacement facilities will be developed and presented in a tabular format (i.e., clarifier overflow rates, trickling filter loadings, digester loadings, etc.). 2. Effluent Management The capacity to handle the average and peak plant flows using the effluent percolation ponds with all units in service will be assessed under the defined hydraulic loading design criteria provided by the City based on historical pond performance criteria. In addition, the capacity limits and duration of taking ponds out of service will be documented. The restrictions on wastewater treatment plant capacity will be reviewed for periods when it is not possible to transfer effluent to the Desert Water Agency for reuse and the needed pond area to handle identified capacity shortfall will be identified based on the City's loading criteria. Task 3- Capital Improvement Cost Estimates The liquid and solids treatment systems need to remain in compliance with the State Waste Discharge Requirements, along with all other local, State and Federal Regulations for wastewater treatment and biosolids recycling. These criteria will serve as the basis for the cost estimating. The following general assumptions and cost estimating methods will be used to determine the future repair and replacement needs and the associated costs: 1. Priorities and Ranking a. The priority system for repair and replacement will be defined using four categories, following the criteria in the Operational Assessment Report (Carollo 2006). The most urgent repair and replacement needs will be assigned as Priority 1 for facilities found to be in "poor condition" and Priority 4 for facilities in "good condition." b. Repair and replacement needs will be estimated for all plant components that have an estimated remaining service of 10 years and less. Costs for remaining long-term repair and replacements will also be estimated. c. Repair and replacement costs will address the operating equipment, with consideration for the age of the asset, its time in operation, its service conditions, and its maintenance history. d. Repair and replacement costs will also cover associated infrastructure, including concrete rehabilitation, coatings, piping, mechanical, and electrical components. July 18, 2006 Page 2 of 2 V'1Client2olpalmspringscityot\LPIWWTP CIP Study_Revised 0718061DocsTa1m Springs CIP EzA-Scopc.doc e. The City will compile and transmit energy improvement project costs to included in the CIP 2. Cost Assumptions a. Carollo will use our unit-cost database, which is a compilation of national data and recent project-specific pricing experience. b. Costs for equipment replacement will be obtained directly from manufacturers and will be factored to include installation costs. c. Cost estimates will be reported with the Engineering New Record (ENR) Construction Cost Index (CCI)for the Palm Springs area, dated with the final report. The ENR CCI will permit adjustment of subsequent budgets for inflation. d. Repair and replacement costs will be compiled under each priority category 3. Interim Cost Estimate Report A technical memorandum (TM) will be prepared summarizing the preliminary cost estimates for each category of repair. Task 4- Schedule and Capital Funding Requirements This task will summarize the implementation schedule and the estimated capital funding requirements for the recommended repairs and replacements at time intervals of 5, 10, 15, and 20 years. Annual capital requirements will be shown for the desired planning horizon. Task 5- Project Management and Reports Preparation 1. Project Management This task includes project management related activities required to complete the scope of work. These management activities will include: a. Two Progress meetings to gather information, report on project progress, discuss key issues, and present the draft report. 2. Reports In preparation of the Capital Repair and Replacement Plan, draft memos will be submitted by email for each major task. This approach facilitates review and input to the plant capacity and capital planning process as it is developed. The following reports will be developed: a. A Cost Estimate Summary Report will be prepared and organized to provide an overall description of the Capital Repair and Replacement Facility Plan with a summary of recommendations- b. A final Executive Summary Report will be prepared to summarize the Capital Repair and Replacement Facility Plan and the implementation schedule. Draft copies of the reports will be submitted electronically via e-mail. Three copies of final documents will be submitted after review comments have been received and incorporated. Optional Services a. Wastewater Treatment Plant Performance Model Carollo will use our internally-developed wastewater treatment plant process model BiotranT^" to review the performance capacity of the existing treatment facilities and predict the ability to comply with waste discharge requirements under various operating scenarios. July 18, 2006 Page 3 of 3 V:1Client20\Palm8pringsClryof\LP\W WTP CIP 8tudy_Revlsed 071606\O0w\Pa1m Springs CIP ExAScope.doc • Effluent quality can be accurately predicted with this model to more accurately assess plant performance if tanks or facilities are out of service. Two levels of effort are estimated, the first using default values for plant performance and the second using plant intermediate and recycle stream data to calibrate the model. July 18, 2006 Page 4 of 4 V:1Client201Palm5pringsCityofllP\WWTP CIP Study Revised 071606W=o Palm Springs CIP ExA-$cape doc Estimated Work Effort Report City of Palm Springs Wastewater Treatment Plant Capital Repair and Replacement Facility Plan Estimated Effort, Hours Task Senior Lead Project Protect No. Description Professional Professional Professional Professional Technicians Support Staff Total 1 Capital Improvement Planning Design Criteria Flow and Loading 0 2 2 12 0 0 16 Field Visit 2 16 16 0 0 0 34 2 ReliabiIIty and Firm Capacity Reliability Criteria 4 4 16 24 0 4 52 Design Criteria 2 4 16 16 0 4 42 Effluent Management 1 2 4 8 0 1 16 3 Cost Estimates Priority Tables 2 4 8 24 0 4 42 Cost Estimates 2 8 24 70 0 4 108 Schedule 2 4 8 16 0 4 34 Draft Cost Estimate TM 2 2 4 12 0 4 24 4 Schedule and Capital Funding Cash Flow Forecast 2 4 6 16 0 4 32 5 OA/QC, Meetings, and Reports Progress Meetings 2 12 12 12 0 4 50 • Executive Summary, and Final TM 4 8 24 24 0 16 76 Total 25 70 140 234 0 49 526 Optional Services BioTran Model without Calibration 2 4 8 16 0 4 34 BioTran Model with Calibration 2 4 48 32 0 4 90 Additional Meeting 4 8 8 0 0 4 25 July 18, 2006 B-1 VAGhent20Talm SpringsCI"PtLPLN VFP UP 94udy_Rewsed 07780&UDn TS CfPRepartree.xls Tab:ExB firs 0 Estimated Costs Report City of Palm Springs Wastewater Treatment Plant Capital Repair and Replacement Facility Plan Direct Labor Costs, Indirect Costs, and Profit 526 hours @ $13221 per hour $ 69,542 Other Direct Costs (ODC) PECE Charges $ 4,471 Travel & Subsistence $ 2,748 Reproduction $ 770 Surveying $ - Geotechnlcal $ - Environmental $ - Other Subconsultants $ - Sub-total of other direct costs $ 7,989 Total Estimated Costs Without Contingency $ 77,531 Contingency @ 0% S Total Estimated Costs With 0 Percent Contingency $ 77,631 July 18,2006 C-1 V;\Client?0\PalmSpringsCilyoOLPIVWNP CIP Sludy_Revised 0718061Docs%PS CIPRepoRFee AS Tab; ExC Cost Estimated Time of Performance City of Palm Springs Wastewater Treatment Plant Capital Repair and Replacement Facility Plan ENGINEER shall commence work immediately following the kick-off meeting or notice to proceed, whichever is later. ENGINEER has reviewed the job with the OWNER and agrees that the following schedule is a reasonable timeframe within which to accomplish the Duration in Weeks After Kick-Off Milestone Weeks Meeting or NTP Kick-off meeting with OWNER 1 1 Site visVt and obtain information from OWNER 3 4 Analyze data, complete modeling, and submit design criteria to OWNER 2 6 Review facilities, develop replacement cost, and submit draft Cost Estimate 5 11 Develop draft cash flow and schedule; present to OWNER 2 13 Obtain OWNER comments and develop revised cash flow and schedule of work 2 15 Present Draft TMs to OWNER 2 17 Receive OWNER's comments 1 18 Submit final TMs to OWNER 2 20 ENGINEER/OWNER mutually agree that they will work earnestly toward meeting the above tentative schedule_ Should the scope of work be changed and/or should problems arise during the course of the work effort that could affect the above schedules, it is understood that both the OWNER and ENGINEER would develop a revised schedule, if required, to address such scope changes and/or problems. The costing reflected in this Task Order assumes that all work will be completed by February 28, 2007. Should the job be delayed for any reason beyond the ENGINEER's control past this date or the above schedule, the ENGINEER reserves the right to renegotiate the agreement to cover actual cost increases. July 18, 2006 D-1 V:\Client201Pslm5pringsCityoflLP1W WTP CIP Study_Revised 0718060=IP5 CIPReportFee As Tab: ExD Time Sch EXHIBIT "B" INSURANCE PROVISIONS Including Verification of Coverage, Sufficiency of Insurers, Errors and Omissions Coverage, Minii-num Scope of Insurance, Deductibles and Self--Insured Retentions, and Severability of Interests (Separation of Insureds) W2,7i2006 10 Insurance Consultant shall procure and maintain, at its sole cost and expense, and submit concurrently with its execution of this Agreement, in a form and content satisfactory to City, public liability and property damage insurance against all claims for injuries against persons or damages to property resulting from Consultant's performance under this Agreement. Consultant shall also carry workers' compensation insurance in accordance with California workers' compensation laws. Such insurance shall be kept in full force acid effect during the term of this Agreement, including any extension thereof, and shall not be cancelable without thirty (30) days written notice to City of any proposed cancellation. Certificates of insurance evidencing the foregoing and designating the City, its elected officials, officers, employees, agents, and volunteers as additional named insureds by original endorsement shall be delivered to and approved by City prior to commencement of services. The procuring of such insurance and the delivery of policies, certificates, and endorsements evidencing the same shall not be construed as a limitation of Consultant's obligation to indemnify City, its elected officials, officers, agents, employees, and volunteers. A. Minimum Scope or Insurance. The minimum amount of insurance required hereunder shall be as follows: 1. Comprehensive general liability and personal injury with limits of at least one million dollars ($1,000,000.00) combined single limit coverage per occurrence; 2. Automobile liability insurance with limits of at least one million dollars ($1,000,000.00) per occurrence; 3. Professional liability (errors and omissions) insurance with limits of at least one million dollars ($1,000,000.00)per occurrence; and, 4. Workers' Compensation insurance in the statutory amount as required by the State of California and Employer's Liability Insurance with limits of at least $1 million per occurrence. For any claims related to this Agreement, Consultant's insurance coverage shall be primary insurance as respects City and its respective elected officials, officers, employees, agents, and volunteers. Any insurance or self-insurance maintained by City and its respective elected officials, officers, employees, agents, and volunteers shall be in excess of Consultant's insurance and shall not contribute with it. For Workers' Compensation and Employer's Liability Insurance only, the insurer shall waive all rights of subrobation and contribution it may have against City, its elected officials, officers, employees, agents, and volunteers. B. Errors and Omissions Coverage, II' Consultant provides claims made professional liability insurance, Consultant shall also agree in writing either (1) to purchase tail insurance in the amount required by this Agreement to cover claims made within three years of the completion of Consultant's services tinder this Agreement, or (2) to maintain professional liability insurance coverage with the sane carrier, or equivalent coverage with another company, in the amouunt required by this Agreement for at least three years after completion of 712712006 11 Consultant's services under this Agreement. Consultant shall also be required to provide evidence to City of the purchase of the required tail insurance or continuation of the professional liability policy. C. Sufficiency of Insurers. Insurance required herein shall be provided by authorized insurers in good standing with the State of California. Coverage shall be provided by insurers admitted in the State of Califomia with an A.M. Best's Key Rating of A-, Class VII, or better, unless otherwise acceptable to the City. D. Verification of Coverage. Consultant shall furnish City with both certificates of insurance and endorsements, including additional insured endorsements, eilecting all of the coverages required by this Agreement. The certificates and endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf All proof of insurance is to be received and approved by the City before work commences. City reserves the right to require Consultant's insurers to provide complete, certified copies of all required insurance policies at auy time. Additional insured endorsements are not required for Errors and Omissions and Workers' Compensation policies. E. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its elected officials, officers, employees, agents, and volunteers; or, Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration, and defense expenses. F. Severability_of Interests (Separation of Insureds). This insurance applies separately to each insured against whom claim is made or suit is brought except with respect to the limits of the insurer's liability. 7/27/2006 12