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05-0621_RBF CONSULTING, INC._Personal Services AgreementPERSONAL SERVICES AGREEMENT 4,.THS AGREEMENT is made and entered into this oJ s.l day of , 2005, by and between the City of San Juan Capistrano (hereinafter referred to as the "City") and RBF Consulting, Inc., (hereinafter referred to as "Consultant"). RECITALS: WHEREAS, City desires to retain the services of Consultant regarding the City's proposal to provide final design documents, permit processing, construction bid and construction engineering support for the replacement of the Cook's Reservoir; and WHEREAS, Consultant is qualified by virtue of experience, training, education and expertise to accomplish such services. NOW, THEREFORE, City and Consultant mutually agree as follows: Section 1. Scope of Work. The scope of work to be performed by Consultant shall consist of those tasks as set forth in Exhibit 'A" attached and incorporated herein by reference. Consultant warrants that all of its services shall be performed in a competent, professional and satisfactory manner and in accordance with the prevalent standards of its profession. Section 2. Term. This Agreement shall commence on the effective date of this Agreement and services required hereunder shall be completed by no later than November 1, 2006. Section 3. Compensation. 3.1 Amount. Total compensation for the scope of services for this Project shall not exceed One Hundred and Eighty-eight Thousand Three•Hundred and Eight -four Dollars 1 ($188,384.00), as set forth in Exhibit "A," attached and incorporated herein by reference. 3.2 Rate Schedule. The services shall be billed to the City at the hourly rate set forth in Exhibit "B," attached and incorporated herein by reference. Included within the compensation are all the Consultant's ordinary office and overhead expenses incurred by it, its agents and employees, including meetings with the City representatives and incidental costs to perform the stipulated services. Submittals shall be in accordance with Consultant's proposal. 3.3 Method of Payment. Consultant shall submit monthly invoices based on total services, which have been satisfactorily completed and specifying a percentage of projected completion for approval by the City. The City will pay monthly progress payments based on approved invoices in accordance with this Section. For extra work not part of this Agreement, a written authorization from City is required prior to Consultant undertaking any extra work. 3.4 Records of Expenses. Consultant shall keep complete and accurate records of all costs and expenses incidental to services covered by this Agreement. These records will be made available at reasonable times to City. Section 4. Independent Contractor. It is agreed that Consultant shall act and be an independent contractor and not an agent or employee of City, and shall obtain no rights to any benefits which accrue to City's employees. Section 5. Limitations Upon Subcontracting and Assignment. 4 The experience, knowledge, capability and reputation of Consultant, its principals and employees were a substantial inducement for City to enter into this Agreement. Consultant shall not contract with any other entity to perform the services required without written approval of the City. This Agreement may not be assigned, voluntarily or by operation of law, without the prior written approval of the City. If Consultant is permitted to subcontract any part of this Agreement by City, Consultant shall be responsible to City for the acts and omissions of its subcontractor as it is for persons directly employed. Nothing contained in this Agreement shall create any contractual relationships between any subcontractor and City. All persons engaged in the work will be considered employees of Consultant. City will deal directly with and will make all payments to Consultant. Section 6. Changes to Scope of Work. In the event of a change in the Scope of Work provided for in the contract documents as requested by the City, the Parties hereto shall execute an addendum to this Agreement setting forth with particularity all terms of the new agreement, including but not limited to any additional Consultant's fees. Section 7. Familiarity with Work and Construction Site. By executing this Agreement, Consultant warrants that: (1) it has investigated the work to be performed; (2) it has investigated the proposed construction site, including the location of all utilities, and is aware of all conditions there; and (3) it understands the facilities, difficulties and restrictions of the work under this Agreement. Should Consultant discover any latent or unknown conditions materially differing from those inherent in the work or as represented by City, it shall immediately inform City of this and shall not proceed with further work under this Agreement until written instructions are received from the City. Section 8. Time of Essence. Time is of the essence in the performance of this Agreement. Section 9. Compliance with Law. Consultant shall comply with all applicable laws, ordinances, codes and regulations of federal, state and local government. 191 Section 10. Conflicts of Interest. Consultant covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of the services contemplated by this Agreement. No person having such interest shall be employed by or associated with Consultant. Section 11. Copies of Work Product. At the completion of the contract period, Consultant shall have delivered to City at least one (1) copy of any final reports and architectural drawings containing Consultant's findings, conclusions, and recommendations with any support documentation. All reports submitted to the City shall be in reproducible format. All services to be rendered hereunder shall be subject to the direction and approval of the City. Section 12. Ownership of Documents. All reports, information, data and exhibits prepared or assembled by Consultant in connection with the performance of its services pursuant to this Agreement are confidential to the extent permitted by law, and Consultant agrees that they shall not be made available to any individual or organization without prior written consent of the City. All such reports, information, data, and exhibits shall be the property of the City and shall be delivered to the City upon demand without additional costs or expense to the City. The City acknowledges such documents are instruments of Consultant's professional services, and shall indemnify and hold Consultant harmless from any liability relative to the use of such documents for project(s) not the subject of this agreement. Section 13. Indemnity. Consultant agrees to protect, defend and hold harmless City, its elected and appointed officials and employees from any and all claims, liabilities, expenses or damages of any nature, including reasonable attorneys' fees, for injury or death of any person or damage to property or interference with use of property caused by errors or omissions committed by Consultant arising out of or in connection with the work, operation or activities of Consultant, its agents, employees and subcontractors in carrying out its obligations under this Agreement. Section 14. Insurance. it Insurance required herein shall be valid for a minimum of one year, or term of contract, whichever is longer, and it shall be provided by Admitted Insurers in good standing with the State of California and having a minimum Best's Guide Rating of A - Class VII or better. 14.1 Comprehensive General Liability. Throughout the term of this Agreement, Consultant shall maintain in full force and effect Comprehensive General Liability coverage in the following minimum amounts: $500,000 property damage; $500,000 injury to one person/any one occurrence/not limited to contractual period; $1,000,000 injury to more than one person/any one occurrence/not limited to contractual period. 14.2 Comprehensive Automobile Liability. Throughout the term of this Agreement, Consultant shall maintain in full force and effect Comprehensive Automobile Liability coverage, including owned, hired and non - owned vehicles in the following minimum amounts: $500,000 property damage; $500,000 injury to one person/any one occurrence/not limited to contractual period; $1,000,000 injury to more than one person/any one occurrence/not limited to contractual period 14.3 Worker's Compensation. If Consultant intends to employ employees to perform services under this Agreement, Consultant shall obtain and maintain, during the term of this Agreement, Worker's Compensation Employer's Liability Insurance in the statutory amount as required by state law. 14.4 Proof of Insurance Requirements/Endorsement. Prior to beginning any work under this Agreement, Consultant shall submit the insurance certificates, including the deductible or self -retention amount, and an additional insured endorsement to the Consultant's general liability and umbrella liability policies to the City Clerk's office for certification that the insurance requirements of this Agreement have been satisfied. 14.5 Errors and Omissions Coverage Throughout the term of this Agreement, Consultant shall maintain Errors and Omissions Coverage (professional liability coverage) in an amount of not less than One Million Dollars ($1,000,000). Prior to beginning any work under this Agreement, Consultant shall submit an insurance certificate to the City Clerk's office for certification that the insurance requirements of this Agreement have been satisfied. 14.6 Notice of Cancellation/Termination of Insurance. The above policy/policies shall not terminate, nor shall they be cancelled, nor the coverages reduced, until after thirty (30) days' written notice is given to City, except that ten (10) days' notice shall be given if there is a cancellation due to failure to pay a premium. 14.7 Terms of Compensation. Consultant shall not receive any compensation until all insurance provisions have been satisfied. 14.8 Notice to Proceed. Consultant shall not proceed with any work under this Agreement until the City has issued a written "Notice to Proceed" verifying that Consultant has complied with all insurance requirements of this Agreement. Section 15. Termination. City and Consultant shall have the right to terminate this Agreement without cause by giving thirty (30) days' advance written notice of termination to the other party In addition, this Agreement may be terminated for cause by providing ten (10) days' notice to the other party of a material breach of contract. If the other party does not cure the breach of contract, then the agreement may be terminated subsequent to the ten (10) day cure period. Section 16. Notice. All notices shall be personally delivered or mailed to the below listed addresses, or to such other addresses as may be designated by written notice. These addresses shall be used for delivery of service of process: To City: City of San Juan Capistrano 32400 Paseo Adelanto San Juan Capistrano, CA 92675 11 Attn: Public Works Director To Consultant: RBF Consulting, Inc.. 14725 Alton Parkway Irvine, CA 92618 Attention: Lawrence Gallery Section 17. Attorneys' Fees. If any action at law or in equity is necessary to enforce or interpret the terms of this Agreement, the prevailing party shall be entitled to reasonable attorneys' fees, costs and necessary disbursements in addition to any other relief to which he may be entitled. Section 18. Dispute Resolution. In the event of a dispute arising between the parties regarding performance or interpretation of this Agreement, the dispute shall be resolved by binding arbitration under the auspices of the Judicial Arbitration and Mediation Service ("JAMS"). Section 19. Entire Agreement. This Agreement constitutes the entire understanding and agreement between the parties and supersedes all previous negotiations between them pertaining to the subject matter thereof. 7 IN WITNESS WHEREOF, the parties hereto have executed this Agreement. ATTEST: R. Monahan, City Clerk APPROVED AS TO FORM: John . aw, City Attorney 0 CITY OF SAN JUAN CAPISTRANO W+G _I Ha Mayor RBF onsulting, Inc. By Cindy iller, Vice President l `a' ' Proposal - Engineering Services for the Cook's Reservoir Replacement Project City of Son Juan Capistrano Project Understanding Cook's reservoir is located on the south side of Calle Ricardo in the western part of the City of San Juan Capistrano. The existing reservoir was constructed in 1967 and has a capacity of 0.43 million gallons. A single 10 inch inlet/outiet line feeds the reservoir from the south side of the site. An on site pump station and hydro -pneumatic tank boosts pressure to a closed zone above the reservoir. The eidsting reservoir was drained and taken out of service after a large crack was discovered. The eidsting reservoir, pump station and hydro -pneumatic tank will be removed, and a new reservoir will be built in its place. A comprehensive preliminary design report has been prepared by the engineering professionals here at RBF Consulting, and we are aware of the challenges that need to be addressed in the design and construction of this new facility. Rendering of Proposed Cook's Reservoir Key Project Issues Given that the existing reservoir failed due to differential settlement of fill soils that were not properly consolidated, and its location in an upscale residential neighborhood adjacent to a major watershed ravine that has been problematic for local residents, the following key issues were investigated in detail and will be integrated into the final design phase in order to provide a new reservoir that will be efficient, cost-effective, aesthetically blend in with the surrounding landscape, and be a safer and quieter neighbor for adjacent homeowners. • Structural/Geotechnical Considerations • Environmental Sensitivity • Demolition / Hazardous Materials Removal and Disposal • Architectural/ Aesthetic Concerns • Site Drainage • Electrical — Integration into the City's SCADA System Page 1 - I EXHIBIT A 0 Ci O PCitroy of Sposaa-Egnn Juan gineering Seryices for the Cook's Reservoir Replacement Project Capistrano Structural/ Geotechnical Considerations Lawson & Associates prepared a comprehensive soils report based on an in depth geotechnical investigation at the site. The following is a summary of the recommendations which will be incorporated into final design calculations, drawings, and specifications for the project: Site Earthwork Site earthwork is generally considered to be the demolition of the existing reservoir, excavation of temporary slopes, and placement of shoring in order to perform required earthwork removals in order to construct ?, the new reservoir. Prior to grading of areas to receive structural fill, the areas should be cleared of surface obstructions and potentially compressible material, such as topsoil and vegetation. It is recommended that n' earthwork removals be performed in order to provide a minimum of 3 feet of compacted aggregate base below the N proposed reservoir foundation and extending laterally a minimum of 3 feet beyond the proposed footprint. -q Allowable Soff Bearing. An allowable soil bearing pressure of 2,000 psf may be used for the design of footings having ro• a minimum width of 12 inches and minimum embedment of 24 inches below lowest adjacent ground surface. A 1). friction coefficient of 0.30 may be used for foundations subject to lateral loads. Provided that earthwork recommendations are properly implemented, total and differential settlement is estimated to be on the order of 1 u total inch and 1/2 inch over a horizontal span of 30 feet. d Lateral Earth Pressures. The following values for lateral earth pressure for the active and at rest conditions are [ Ca recommended at this site: 7 ss.. • Active / Cantilever - 50H F • At Rest / Restrained - 72H • Minimum Vehicle Surcharge where required -100 psf G, • Seismic Increment - 20H Ultimate passive lateral earth pressures for level ground and a sloping down condition are as follows: • Level at Toe - 300H (4500 psf max.) • Sloping Condition (2H:1V)-125H (1875 psf max.) Temporary Stability and Shoring. Due to the required depth of remedial grading, temporary slopes and/or shoring will be required around the perimeter of the site during construction. In general, temporary slopes should not be constructed at a slope ratio greater than 1.3:1 (horizontal: vertical). Soil Corrosivity to Concrete and Metal. Site soils are considered severely corrosive to buried ferrous metals. Nonstructural Concrete PlatworWlmprovements. Due to expansive nature of site soils, special considerations should be made for any proposed concrete flatwork. Geotechnical Observation and Testing. The geotechnical consultant should perform geotechnical observation and testing during future grading, excavations, foundation preparation, backfill, when any unusual soil conditions are encountered at the site. Page 1 - 2 PW I A''f -"4 ' Proposal Engineering Services for the Cook's Reservoir Replacement Project City of Son Juan Preconstruction Documentation and Construction Monitoring. It is recommended that a program of documentation and monitoring be devised and put into practice before the onset of any groundwork. This should include detailed documentation of the existing improvements, buildings, and utilities around the area of proposed excavation. Pre -construction surveys of offsite properties and vibration monitoring will be performed during grading. Excessive vibrations will be addressed at the appropriate time based on field conditions. During the project workshop which was held on January 17th at City Hall, one of the residents discussed an earthwork project in the proximity of his house, and the damage and annoyance that was caused from the vibration of heavy equipment. Vibration monitoring on this project is therefore of paramount importance. RBF will work closely with Lawson & Associates to develop the monitoring and documentation program during the design phase. The appropriate notes will be included on the design drawings, and the project specifications will include information on the appropriate equipment, as well as a standard form for documentation. Environmental Sensitivity RBF Consulting has prepared an initial study for the City of San Juan Capistrano in accordance with CEQA to determine if the proposed project would have a significant impact on the environment. The initial study was posted at the county of Orange on the 13th of January, and the public review period will extend from this date thru February 2nd. RBF will work closely with the City to address any concerns that may arise, and incorporate these into the final design of the reservoir. In the meantime, several mitigation measures were recommended in the initial study to minimize the impacts of construction. The following measures will be addressed and incorporated into the final design drawings and specifications: Air Quality. All material excavated or graded will be sufficiently watered to prevent excessive amounts of dust. Watering will occur at least twice daily with complete coverage, preferable in the late morning and after work is done for the day. All material transported on-site or off-site will be either sufficiently watered or securely covered to prevent excessive amounts of dust. The area disturbed by cleaning, grading, earth moving, or excavation operations will be minimized so as to prevent excessive amounts of dust. Hydrology and Water Quality. A Water Quality Management Plan (WQMP) will be prepared by the City that will discuss discretionary permits and water quality conditions, Best Management Practices, inspection and maintenance, and other water quality issues. RBF has provided the City with the necessary information and recommended BMP's for this site as part of the PDR report. RBF will continue to work closely with the City in preparing this document so that the contractor can implement the appropriate procedures to control runoff from the site. In addition, a Stormwater Pollution Prevention Plan (SWPPP) will be prepared by the contractor and will emphasize structural and non-structural Best Management Practices (BMPs) in compliance with NPDES Program requirements. RBF will review the SWPPP as a shop drawing submittal to ensure compliance, and we will be looking for this plan to address the following concerns: • Siltation of drainage devices shall be handled through a maintenance program to remove silt/dirt from channels and parking areas. Page 1 - 3 E%Klw- t7 y" Proposal - Engineering Services for the Cook's Reservoir Replacement Project 9 § City of San Juan Capistrano • Surplus or waste material from construction shall not be placed in drainage ways or within the 100 -year floodplain of surface waters. • All loose piles of soil, silt, clay, sand, debris, or other earthen materials shall be protected in a reasonable (30) days prior to commencement of demolition activity Transportation/Traffic. A Traffic Management Plan (TMP) shall be prepared by the contractor to address short- term mitigation for roadways and shall be subject to City approval prior to demolition or construction of any facilities. RBF will assist the City by reviewing this plan as a shop drawing submittal. The design drawings and specifications will limit areas for parking construction equipment and workers' personal vehicles. This will minimize interference with roadway traffic and local residential parking. Provide a flag person as appropriate to guide traffic properly and to ensure safety at construction sites. Demolition / Hazardous Materials Removal and Disposal To make way for construction of the new reservoir, the existing reservoir, along with the on site booster pump station and hydro -pneumatic tank will be demolished and the resulting debris hauled 9Oo off site and disposed of by the contractor. Sample collection and testing of paint on interior metal surfaces of the reservoir, as well as joint caulking material, revealed the presence of lead paint and PCB's. Special procedures will need to be followed by the contractor to ensure compliance with all local, federal and state requirements in regard to worker safety, as well as proper dismantling, packaging, hauling and disposal of contaminated materials. To make sure that the contractor is aware of the proper procedures, RBF will provide the following in the contract documents: Page 1 - 4 manner to eliminate any discharge to waters of the State. • During construction, temporary gravel dikes shall be used as necessary to prevent discharge of earthen materials from the site during periods of precipitation or runoff. • Stabilizing agents such as straw, wood chips and/or soil sealant/dust palative shall be used during the interim r, period after grading in order to strengthen exposed soil until permanent solutions are implemented. Noise. Generation of noise during construction will be limited by incorporating the following requirements in the n project specifications: o r, • Hours of construction shall be limited to 7:00 a.m. to 6:00 p.m, on Monday through Friday, and from 8:30 > a.m. to 4:30 p.m, on Saturday. Construction is prohibited at any time on Sunday or a Federal holiday. • Construction equipment shall use available noise suppression devices and properly maintained mufflers. r. • During all site preparation, grading and construction, contractors shall minimize the staging of construction equipment and unnecessary idling of equipment in the vicinity of residential land uses. cF, r • The equipment staging area will be situated so as to provide the greatest distance separation between construction -related noise sources and noise -sensitive receptors nearest the Project site during all Project '• O construction. • Notification will be given to residences within 91 meters (300 feet) of planned construction activities thirty r (30) days prior to commencement of demolition activity Transportation/Traffic. A Traffic Management Plan (TMP) shall be prepared by the contractor to address short- term mitigation for roadways and shall be subject to City approval prior to demolition or construction of any facilities. RBF will assist the City by reviewing this plan as a shop drawing submittal. The design drawings and specifications will limit areas for parking construction equipment and workers' personal vehicles. This will minimize interference with roadway traffic and local residential parking. Provide a flag person as appropriate to guide traffic properly and to ensure safety at construction sites. Demolition / Hazardous Materials Removal and Disposal To make way for construction of the new reservoir, the existing reservoir, along with the on site booster pump station and hydro -pneumatic tank will be demolished and the resulting debris hauled 9Oo off site and disposed of by the contractor. Sample collection and testing of paint on interior metal surfaces of the reservoir, as well as joint caulking material, revealed the presence of lead paint and PCB's. Special procedures will need to be followed by the contractor to ensure compliance with all local, federal and state requirements in regard to worker safety, as well as proper dismantling, packaging, hauling and disposal of contaminated materials. To make sure that the contractor is aware of the proper procedures, RBF will provide the following in the contract documents: Page 1 - 4 s mmi Proposal - Engineering Services for the Cook's Reservoir Replacement Project �a �§ W.I. City of San Juan Capistrano • Demolition plans. These will clearly indicate the contaminated material to be removed and properly disposed of. • Specification sections that clearly outline the contractor's responsibility in regard to worker safety, as well as limitations during demolition, proper procedures for packaging, hauling and disposal, as well as site cleanup and testing. • laboratory results already conducted will be included as part of the project specifications so that the contractor is clear on what he will find during demolition. A concrete core sample was taken and analyzed by a laboratory to determine if asbestos fibers were present. The results of the testing indicated that no asbestos was present, therefore, the demolition plans will reflect that concrete from the existing reservoir can be disposed of as ordinary construction waste material. Architectural/ Aesthetic Concerns As the reservoir is located in an upscale residential neighborhood, design of the replacement reservoir must consider visual impact on those residences who have a view of the site. RBF worked together with the City in the preliminary design phase to generate three visual simulations from the most sensitive vantage points. These were included in both the PDR report and the initial study for public review. Before and after views for one of the vantage points was also included in a notification letter to local residents. This generated feedback at the public workshop held on January 17th at City Hall. One of the local residents indicated that he could see the reservoir site from his house, and that he also drives by the site frequently. He had no objection to the project, but indicated that in order to mitigate the visual impact of the new reservoir and scada antenna, both should be painted green to blend with the landscape. More suggestions may arise during the public review period, and RBF will work closely with the City to address these comments so that the final design result in a structure that is aesthetically pleasing to the residents who view it on a regular basis. Site Drainage The reservoir site is located just north of a large drainage ravine which has been problematic for local residents. The storm drain system located in the reservoir frontage road (Calle Ricardo) eventually flows into this ravine, as does the existing culvert which collects stormwater and tank overflow from the 1'r reservoir site. A hydrology study prepared for the City and reviewed by RBF indicates that the ' Iaii watershed area encompasses 117 acres. T'he reservoir site is just over a half acre in size, and contributes very little runoff and overflow as compared to the entire watershed area. Drainage for the site has been designed to flow into the existing catch basin at the northeast corner of the site, making use of an existing 12 inch PVC culvert which flows into the ravine. This culvert runs along a row of existing poplar trees in a drainage easement maintained by the City. One of the local residents attended the public workshop and voiced his concern over the intrusive root system propagated by these trees. RBF will work closely with the City during the design phase to mitigate these concerns by: • Recommending video inspection of the existing culvert by the City prior to construction to ensure that roots are not hindering flow • Recommending proper energy dissipation devices at the outlet so that excessive erosion does not occur • Verifying the slope and thus capacity of the existing culvert to ensure that it can handle the 5 cfs combined runoff and tank overflow. Page 1 - 5 Proposal - Engineering City of San Juan Capis Services for the Cook's Reservoir Replacement Project The final design plans and specifications will address all of these concerns. This is a very sensitive issue, and RBF will work closely with the City in addressing both the engineering and public concerns to provide a drainage system that will be hydraulically efficient and resident friendly. Electrical - Integration into the City's SCADA System 2LIn the preliminary design phase, RBF has determined that the new reservoir will require a 120/ 240 Volt single phase service to accommodate the loads associated with the new reservoir including site lighting, convenience receptacles, controls, PLC and communication equipment. A 120/240 Volt, 100 Ampere meter pedestal is required to house the SDG&E metering equipment, main circuit breaker and the distribution panel for the reservoir loads. The electrical service could be provided from Existing SDG&E Pole Number P129473. The recommended location for the meter pedestal is at the southeast corner of the site. This location would be accessed from the gate on the south end of the property. RBF will incorporate this into the final electrical drawings and specifications for the project. In addition, Cook's replacement reservoir will be incorporated into the City SCADA system. RBF has reviewed documentation provided by the City which includes a radio survey analysis performed in 1990 indicating that radio communication was available between Cook's Reservoir and the Krum Reservoir repeater site using a 10 dB yagi directional antenna mounted on a 20 -foot antenna mast and a 900 MHz radio. If this line of sight is still available, the following equipment is required to accommodate the SCADA integration: Alligator Communication Inc. radio Model Number 1888A, Modiccn PLC, terminal blocks, 12 VDC- 24VDC Converter, and battery charger, NEMA 3R enclosure (CP -1), 10 dB yagi directional antenna and 20 -foot antenna mast. The NEMA 3R enclosure (CP -1) will house the PLC, radio and auxiliary devices. This equipment will be clearly indicated on the final design drawings and specified in the project specifications. Quality Control RBF will have ongoing quality control for the project. Our concept for Quality Control is to remove barriers so that each designer and engineer can design each element of a project correctly, the first ,. time. Quality Assurance begins with the designation of individuals with the appropriate experience and availability to manage the project, lead tasks and accomplish technical work. A second element is to gain understanding and commitment from each team member on the scope of work and their responsibilities, within the work scope, as well as the budget and schedule. The third element is to provide a structured process for reviews. The Quality Control / Assurance Program places responsibility at the level of the organization closest to production of each work element. The peer review is designed to check/backcheck, make conclusions on design methods, calculations and decisions. The designer and peer are encouraged to discuss approaches and identify points of agreement and disagreement. Areas of disagreement will be noted and discussed with the Task Order Manager. Task Order Managers and independent senior level reviews are designed to go beyond a "2+2" check format to provide guidance on alternatives to the design, logic checks of the design assumptions and conclusions, and to review compatibility with other disciplines' work, which may affect the task. Both the Task Order Manager and Independent Reviewers are expected to comment on constructability, compare construction cost to budget and suggest potential cost savings. Finally, the project manager checks each submittal to assure design standards and conformance with project concepts as well as constructability and construction costs. RBF's Quality Assurance/Quality Control Program provides an on-going review of the project's development. This includes spot checks as well as structured audits to assure that the process is fully implemented and working within the entire team. Our quality control manager for this project is Mr. Bill McInerney. Mr. McInerney has 35 years of experience in water resources engineering. Page 1 - 6 � — 9 a 9 Proposal - Engineering Services for the Cook's Reservoir Replacement Project City of San Juan Capistrano Scope of Work The following Scope of Work is adapted from the City of San Juan Capistrano's Request for SSWE OF 30100 Proposal and includes design work, permits, and construction support services: i-- = Task 1: Final Design Task 2: Permits �- Task 3: Construction Bidding through Contract Award Task 4: Construction Engineering Support Task 1. Final Design 1.1 Prepare detailed drawings, technical specifications, and bid documents for competitive bidding for the proposed construction work. Construction documents will include the following: a. Title sheet, location map, vicinity map, and signature blocks applicable to the project; b. General site plan with appropriate general excavation, retaining walls, shoring and miscellaneous notes; C. Symbols and abbreviations; d. Plan and profile drawings and specifications for the installation of a new 1.3 MG reservoir, its inlet outlet piping, altitude valve, civil site work, grading plans, excavation and shoring, structure and foundation, landscape plans, and/or replacement of water main(s), metering facilities, valves, fire hydrants, and related appurtenances, including related details; C. Plans showing all record information regarding utilities, obstructions, and appurtenant data. 1.2 Prepare technical specifications, bid documents, and other contract documents for competitive bidding for the proposed construction work and for the materials and equipment required. The City of San Juan Capistrano Public Works Department (PWD) Standard Specifications and Contract Documents will be used. The existing Standard Specifications and Contract Documents will be converted to Microsoft Word 2000 for Windows format. When specifications do not exist, RBF will develop specifications as necessary for this project. An original hardoopy set of technical specifications, bid documents, and contract documents will be prepared in Microsoft Word 2000 for Windows format and an electronic copy will be provided to the City. Final submission of all design and analysis material will be in accordance with the PWD Digital Submission Standards. 1.3 RBF will be responsible for final design of the proposed reservoir, and related pipelines and civil site conditions. Drawings will be prepared on 24" x 36" mylar sheets using computer generated drafting AutoCAD Version 2000 techniques utilizing the PWD Digital Submission Standards. RBF's standard construction details that are applicable to the project may be used. Project drawings will be signed and sealed by a professional engineer registered in the appropriate discipline in the State of California. Plans will be drawn to a horizontal scale of 1" = 40' and a vertical scale of 1" = 4'. Detailed plans will be drawn to a scale of 1" = 8' or larger. An electronic copy of the AutoCAD file will be given to the City in accordance with the PWD Digital Submission Standards. 1.4 For pipelines in lesser streets, the WATCH handbook directives will suffice for traffic control. Page 1 - 7 D G , 93 ' Proposal - Engineering Services for the Cook's Reservoir Replacement Project f City of San Juan 1.5 Four sets of the drawings and specifications will be provided to the City for review at the 50, 75, and 90 percent stages of completion. RBF will resolve and incorporate the City staff comments into the design documents. RBF will prepare meeting minutes to note all comments for distribution. RBF will attend up to four meetings. RBF can attend additional meetings on a time and materials basis. 1.6 A construction cost estimate of the proposed work covered by the final plans and specifications will be prepared. 1.7 Prepare a construction schedule for the proposed work based upon the final plans and specifications. Task 2. Permits 2.1 Permits will be obtained as needed for construction of the proposed reservoir and pipelines. Permit costs will be paid by the City. At a minimum, it is expected that permits from the City of San Juan Capistrano Engineering and Building Department and Planning Department. Environmental Clearance is expected to be approved prior to commencement of the final design. Task 3. Construction Bidding Through Contract Award 3.1 Attend a pre-bid conference at a date, time, and place set by the City. 3.2 Interpret the construction contract documents as requested and needed. Prepare and issue addenda to the construction contract bid documents when required. 3.3 Assist the City and answer questions as appropriate during the bid opening. 3.4 Make recommendations to the City concerning contract award Task 4. Construction Engineering Support 4.1 Provide general contract administration for construction of the project. The Owner will hire a specific Project Manager, RBF will provide a resident engineer on a full or part-time basis, as required, who will observe the contractor's construction progress, attend meetings with the City and the contractor regarding project schedules, interpretation of the contract documents (requests for information/clarification (RFI/RFC)), construction changes and irregularities; provide digital photographs and reports and final construction report and assist in quality assurance, and in achieving conformance with contract plans and specifications. RBF will address up to 10 RFIs/RFCs and will attend up to 12 meetings with the City/Contractor. RBF will address additional RFls and attend extra meetings as required, on a time and materials basis. We have received clarification from Joe Mankawich, Project Manager at the City of San Juan Capistrano, that "resident engineer" does not mean construction inspector or manager on site during construction. Our proposal reflects office engineer support only. No field inspection or site construction management services are provided under this proposal. RBF can provide Construction Management services under separate contract at a later date should the City decide it is necessary. 4.2 Provide office engineering and consultation, as required and coordinate with the City in management of the construction contract. Page 1 - 8 OProposal - Engineering Services for the Cook's Reservoir Replacement Project ,�e: City of San Juan Capistrano 4.3 Prepare supplementary sketches and details as required to resolve field construction problems that may be encountered. 4.4 Review and provide advice to the City on change order(s) and/or extra work order(s) as needed. RBF has allotted B hours time for this item. RBF will review additional change orders on a time and materials basis. 4.5 Review all construction shop drawings, fabrication and mill testing of equipment and materials for complete and strict conformance with the contract plans, specifications and documents. RBF will assure that any deviations or substitutions submitted by the contractor will be equal to or of better quality than specified in the contract documents. RBF will make its recommendation and require with the City staff all substitutions and receive the City's concurrence prior to approving any substitution. RBF will submit to the City two (2) copies of all preliminary and final shop drawings that have been reviewed for conformance. 4.6 Prepare construction "record" drawings based on marked -up bid documents and drawings received from the City's inspection staff. Submit one (1) full-size original mylar reproducible set of construction "record" drawings and an electronic copy of the AutoCAD file to the City in accordance with the PWD Digital Submission Standards. 4.7 Establish a punchlist with the City construction inspection staff for the contractor at project completion. Page 1 - 9 Task # City of San Juan Capistrano Cook's Reservoir Final Design Services RBF Consulting Fee Proposal Task Description General Administration, Meetings 0 and Presentations Adminstration Subtotal 1 Final Design Design Survey Complete Final Reservoir Design, including but not limited to: Demolition and Removal Plans, Geotechnical Design, Site Plans, Structural Calculations and Plans, Tank Design, Grading Plans, Water Line Plans and Facilities Plans. Electrical and SCADA Plans Irrigation and Landscaping Plans Final Design Subtotal 2 Permits Permit submittal and processing Permits Subtotal 3 Construction Bidding thru Award Bid Document Preparation Bidding Assistance Bid Review and Recommendation Const. Bidding thru Award Subtotal 4 Construction Engineering Support Construction Progress Reporting Request for Information Review Shop Drawing Review Final Construction Report Prepare Punchlist Prepare Record Drawings Const. Engineering Support Subtotal Direct Costs/Reprographics Total Cost $14,572 $14,572 1.1 C $98,708 $13,836 $15,264 $127,808 $1,232 $1,232 $1,536 $3,696 $1,232 $6,464 $1,928 $5,000 $15,750 $1,216 $2,608 $7,806 $34,308 $4,000 4/26/2005 TOTAL $188,384 Page 1 of 1 HOURLY RATE SCHEDULE Effective January 2005 OFFICE PERSONNEL $ / Hr. SeniorPrincipal.................................................................................................................................... $215.00 Principal................................................................................................................................................. 195.00 ProjectDirector...................................................................................................................................... 175.00 ProjectManager..................................................................................................................................... 152.00 StructuralEngineer................................................................................................................................ 152.00 ElectricalEngineer................................................................................................................................. 134.00 Senior Engineer/Senior Planner............................................................................................................ 135.00 LandscapeArchitect.............................................................................................................................. 123.00 Project Engineer/Project Planner........................................................................................................... 116.00 EnvironmentalSpecialist....................................................................................................................... 112.00 CorrosionEngineer................................................................................................................................112.00 Design Engineer/Senior Designer/Mapper............................................................................................ 108.00 Designer/Planner .................................................:................................................................................... 94.00 GISAnalyst.............................................................................................................................................. 90.00 GraphicArtist........................................................................................................................................... 80.00 Environmental Analyst/Staff Planner....................................................................................................... 80.00 Design Technician .................. Assistant Engineer/Planner .... Engineering Aid/Planning Aid. 2 -Person Survey Crew ...... 1 -Person Survey Crew ...... Field Supervisor ............... $200.00 145.00 ................................................................................................................ 138.00 CONSTRUCTION MANAGEMENT PERSONNEL ConstructionManager.......................................................................................................................... $150.00 Resident Engineer/Project Manager......................................................................................................127.00 Senior Construction Inspector................................................................................................................. 98.00 ConstructionInspector.............................................................................................................................95.00 FieldOffice Engineer............................................................................................................................... 90.00 Construction Technician.......................................................................................................................... 78.00 OTHER SERVICES AND FEES PermitProcessor..................................................................................................................................$95.00 Clerical/Word Processing.......................................................................................................................50.00 Consultation Relative to Legal Actions.................................................................................................270.00 VehicleMileage................................................................................................................................0.50/mile Note: Blueprinting, reproduction, messenger service and other direct expenses will be charged as an additional cost plus 15%. A Sub -consultant Management Fee of fifteen -percent (15%) will be added to the direct cost of all sub -consultant services to provide for the cost of administration, sub -consultant consultation and insurance. EXHIBIT B