05-1115_PSOMAS_Contract Change Order No. 1City of San Juan Capistrano
Recycled Water Supply System (CIP # 755)
Design
Contract Change Order No.
CONSULTANT:PSOMAS
May 10, 2006
This Change Order covers changes to the subject contract as described herein. The
Consultant is to construct or furnish equipment and materials, and perform all work as
necessary or required to complete the Change Order items for the prices agreed upon
between the Consultant and the City.
The additional work contained within this Change Order can be performed incidental to the
prime work and within the time allotted for the original Contract and any extensions to the
Contract Time made by this and all previously issued Change Orders, if any. It is therefore
mutually agreed that the number of calendar days extension of time, if any, provided for in
this Change Order is required for the change of work provided herein, and that no direct or
indirect, incidental or consequential costs, expenses, losses or damages have been or will
be incurred by Consultant, except as expressly granted and approved by this Change
Order and, further, that the payment under this Change Order is the final and complete
compensation for the subject work.
In accordance with the contract provisions, the following changes in the contract and/or
contract work are hereby authorized and as compensation, the following additional to or
deductions from the contract price are hereby approved.
Item Description Amount
1) Perform design services for 16" domestic water line in
Rancho Viejo Road. $24,125.00
2) Remove 3 geotechnical borings from original scope -$8,050.00
Total for Change Order No. 1
The original cost for this work was:
The cost of amendments/change order(s) to date is:
The cost of this amendment/Change Order No 1 is:
Upon approval, the total cost of this project is:
$16,075.00
$143,698
$ 0
16 075
$159,773
ATTACHMENT 2
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PERSONAL SERVICES AGREEMENT
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THI AGREEMENT is made and entered into this day of
005, by and between the City of San Juan Capistrano (hereinafter
referred to as the "City") and PSOMAS, (hereinafter referred to as "Consultant").
RECITALS:
WHEREAS, City desires to retain the services of Consultant regarding the City's
proposal to provide plans and specifications for the Recycled Water Supply System
Project; 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 "Al," Described as PSOMAS's letter to clarification to its proposal
dated September 20, 2005, Exhibit "A2" described as PSOMAS's proposals for the
Recycled Water Supply System Project, and "A3" described as the City of San Juan
Capistrano's request for proposals dated August 19, 2005, 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 120 days from the date of
Notice to Proceed.
Section 3. Compensation.
3.1 Amount.
Total compensation for the scope of services for this Project shall not exceed
One Hundred Forty Three Thousand, Six Hundred Ninety Eight Dollars ($143,968.00)
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as set forth in Exhibit "B," described as PSOMAS's Fee Proposal, 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 "C,"
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.
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
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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 observable utilities, and is aware of all observable 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.
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.
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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. City's reuse of such materials on a project other than the
Recycled Water Supply System shall be at the City's sole risk.
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 attorneys' fees, for injury or death of any person or
damage to property or interference with use of property to the extent resulting form the
negligent or other wrongful acts, errors and 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.
Consultants liability hereunder shall be limited to the grater of Consultant's fee or
$50,000.
Section 14. Insurance.
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. If subject to a general aggregate, such aggregates
shall be at least $1,000,000.
0
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 Clerk of the Board's office for
certification that the insurance requirements of this Agreement have been satisfied.
14.6 Notice of Cancellation/Term!nation 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.
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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
Attn: Public Works Director
To Consultant: PSOMAS
3187 red Hill Avenue
Costa Mesa, CA 92626
Attn: John R. Thornton, Vice President / Principal
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 where the amount in controversy does not exceed the
greater of the consultants fee or $50,000 arising between the parties regarding
performance or interpretation of this Agreement, the dispute shall be resolved by
A
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.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement.
ATTEST:
R. Monahan, City Clerk
APPROVED AS TO FORM:
John R. ShAW, City Attorney
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CITY OF SAN JUAN CAPISTRANO
By: QrL
W Hart, Mayor
CONSULTANT
13
R. Thornton,
President / Principal
'SOMAS
September 20, 2005
Mr. Eric P. Bauman, P.E.
Water Engineering Manager
THE CITY OF SAN JUAN CAPSITRANO
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
Subject: Engineering Services for Recycled Water Supply System Project
Dear Mr. Bauman:
Via email
This letter is to confirm our telephone conversation on Tuesday September 20, 2005 and amend and
clarifies our proposal dated September 19, 2005.
• Task 5 — Final Design ... for the alternative of hanging the pipeline on the easterly side of Rancho
Viejo bridge, our proposal includes the following regarding structural analysis:
We will design pipe supports for the pipeline running parallel to the existing concrete
bridge. Pipe supports will be designed to provide lateral seismic restraints to the pipeline.
This scope of work does not include structural evaluation of the existing bridge for
support of the new pipeline. We are assuming that the pipe will be located on the exterior
side of the end bridge -girder and under the bridge walkway and we are also assuming that
no concrete coring will be required.
• Professional Services Agreement — Section 14.6 - The original language proposed in the RFP is
acceptable to PSOMAS.
• Professional Services Agreement — Section 18 — The following is acceptable to PSOMAS:
In the event of a dispute where the amount in controversy does not exceed the
consultant's fee or $50.000 which ever is greater arising between the parties
regarding....
Thank you for providing us the opportunity to propose on this project. Please call Mike Swan or me if
you have further questions.
Very Truly Yours,
PSOMAS
I �
r
John R. Thornton P.E.
Vice President/Principal
3187 Red Hill Avenue
Suim 250
Costa Mesa, CA 93626
714.751.7373
714.545.8883 Fax
w w,psomas.com
EXHIBIT A-1
I Infomation and Engineering Solutions
September 19, 2005
Mr. Eric P. Bauman, P.E.
Water Engineering Manager
THE CITY OF SAN JUAN CAPISTRANO — PWD
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
Subject: Engineering Services for the Recycled Water Supply System Project
Dear Mr. Bauman:
Psomas is pleased to provide the following proposal for Engineering Services for the
Recycled Water Supply System project for the Rancho Viejo Road Pipeline. We
understand that the City of San Juan Capistrano proposes to construct a connection to the
Moulton Niguel Water District's System, a metering facility, and a pipeline from the
metering facility to the City's recycled distribution system.
Psomas has assembled an experienced team of engineering, survey, environmental,
geotechnical and structural professionals who will address each of these critical elements.
As you will see, we offer an outstanding project team with the technical qualifications,
experience, staff resources, and enthusiasm needed to meet the requirements of the City
and ensure a successful project.
Michael Swan, P.E., will head our team of expert staff. He has over 33 years of experience
in project engineering and management of diverse public works projects throughout
Southern California. As Project Manager for this assignment, Mr. Swan is committed to
provide competitively priced and quality professional services to meet the City's needs.
Non -Collusion Statement
Psomas hereby certifies that this response is genuine and not sham or collusive or made
in the interest or in behalf of any person not herein named, and that Psomas has not
directly or indirectly induced or solicited any other vendor to put in a sham response or
any other person, firm, or corporation to refrain from responding, and that Psomas has
not by any manner sought by collusion to secure for himself an advantage over any other
vendor.
3187 Red Hill Avenue
Suite 250
Costa Mesa, CA 92626
EXHIBIT A-2
714.545.8883 Fax
vvvw.pso nas.conn
S O M A S
Mr. Bauman, P.E.
September 19, 2005
Page 2
We believe the Psomas Team provides the right combination of experienced staff, project
understanding, and local knowledge to successfully undertake this project for the City.
Should you have any questions regarding this submittal, or if I can be of any additional
assistance, please call me at (714) 751-7373.
Respectfully submitted,
PSOMAS , \
Jo Thornton, P.E.
Vice President/Principal
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�kn.: Re ledWa[ SuppyS tempo R Table of Contents
Project Understanding and Approach
Scope of Services
Project Schedule
Project Experience
Firm Profile
Relevant Project Experience
Team Qualifications
Organization Chart
Resumes
Professional Services Agreement
Fee Proposal (provided in a separate sealed envelope)
PSOMAS
QRO-�`eamgse�me Project Understanding
,S. Pcgcled Water Suppy System Roject
and Approach
Project Understanding
The Rancho Viejo Road recycled water pipeline at first glance appears to be
a simple and straightforward project consisting of approximately 7,500 lineal
feet of 12" diameter pipe. The entire pipeline alignment from beginning to end
runs in public rights-of-way along Rancho Viejo Road and a portion of Via
EsCOlar. The street itself is wide with four traffic lanes and moderate traffic
most of the day.
The issues and concerns on this project that we have identified are as follows:
► The location of the pipeline alignment within Rancho Viejo Road
continuing onto Via Escolar
► The crossing of Trabuco Creek
► Where to connect into the Moulton Niguel Water District (MNWD)
pipeline and locate the required metering facility along Via Escolar.
Approach
Pipeline Alignment
The pipeline alignment can be kept in the public right of way, either in the
-- street, bike trail, or existing easements. There is a bike path
parallel and adjacent to Rancho Viejo Road for most of its
length. The pipeline alignment could follow the bicycle
trail jogging into the street in those areas where the bicycle
trail does not exist. This could greatly reduce traffic impacts
along Ranch Viejo Road. Alternatively, the pipeline could
be constructed completely within the street section from its
connection point at Mission Hills Drive to the vicinity of Via
Escolar.
Slightly southerly of Via Escolar, the CSJC has an existing
asbestos cement pipe in
10 -foot wide easement behind a small
commercial roadside center as shown in the
RFP documents as alignment Option B. The
RFP suggests that we investigate using this
existing pipeline. The existing pipeline is
believed to be at least 25 years or older and
will require, at a minimum, pressure testing
and flushing to determine its suitability for
use. The easement is narrow with a significant
cross slope at the ground surface making
construction of a new pipeline difficult. It
might be possible to micro tunnel parallel
and adjacent to the existing pipeline, or
PS OMAS Pagel
•
• � 7 i t; Engineering Se es for the
Pe led Watr Supply System Pmjett
use alternative technology, such as pipe bursting, to install a new pipe.
The alternative to Option B is to continue along Rancho Viejo Road to the
intersection of Via Escolar, then turning easterly on Via Escolar to the point
of connection with the MNWD pipeline facilities (optional). The obvious
advantages of staying in the street are the relative ease of construction and
having access to the pipeline for future maintenance. On first review, the
Option B alternative will be difficult and costly. Options A and B will, however,
be thoroughly investigated in the preliminary design phase of this project.
Connection to MNWD Pipeline Facilities
We will facilitate meetings with MNWD and CSJC staff to determine the ideal
location and type of metering facilities desired by MNWD. It is anticipated
that MNWD and CSJC are desirous of a two-way type meter. The location
of the metering facility is somewhat dependent upon the alignment analysis
of Options A and B, discussed earlier. MNWD will want a facility that is
functional and easily accessible for meter reading maintenance. Options for
above ground versus below grade in a vault will be discussed with MNWD
and CJSC staff, and any SCADA requirements will also be addressed.
Trabuco Creek Crossing
Psomas has obtained and reviewed bridge plans for Rancho Viejo Road at
Trabuco Creek, and also visited the site. There are at least five alternatives for
crossing Trabuco Creek, none of which are simple. These alternatives include
the following:
► Boring and jacking or micro tunneling under the Creek
► Hanging the pipeline on the pedestrian/bike/equestrian trail bridge
► Using an existing utility casing stub in the abutments of the Caltrans
freeway bridge just west of the Rancho Viejo Road bridge
► Installing the pipe within the Rancho Viejo Road bridge (under structure
and between girders)
► Hanging the pipe on the easterly side of the Rancho Viejo Road bridge
Each of these alternatives has its own set of issues and concerns;
however, based on current knowledge, we have identified the
following:
To bore and jack or micro tunnel under the Creek will present a
number of right-of-way and permitting issues and will require
excavation of large bore/tunneling pits. It will be necessary to
obtain easements from the adjacent property owner(s), as well
as time consuming environmental permitting. It is also likely
that this will be a costly method for crossing Trabuco Creek.
PSOMAS Project Understanding and Approach I Page 2
Egineer' SerJee(or the
Re cled Water Supply System Projea
Easterly of the Rancho Viejo Road bridge is a pre -fab steel
frame pedestrian bridge from which it might be possible to
suspend the pipeline. Our structural engineer indicates that,
based on his experience, these types of bridges are designed
for minimal loads and a complete structural analysis of the
bridge would be required. After such an exhaustive analysis,
the likely conclusion would be that this pre -fab bridge would
not support the pipeline adequately. Additionally, because of the
type of construction of the bridge, it would be difficult to hide or
minimize the visual impact of the pipeline being supported from
the bridge structure. Therefore,
it is likely that suspending the pipeline from
the pedestrian bridge will not be feasible.
Caltrans has two bridges: one for northbound
and one for southbound traffic on Interstate
5. The northbound or easterly bridge has an
empty pipeline crossing location within it
with utility casing stubouts in the abutments
for an additional pipeline or other conduit(s).
Caltrans does not normally issue longitudinal
pipeline encroachment permits but it is worth
inquiring as to this possibility. If it were
possible to use the existing casings, it would
still be necessary to close at least one lane of
the freeway in order to construct and install
the pipeline at each bridge abutment in order to use this existing casing.
The Rancho Viejo Road bridge currently has existing conduits attached to the
westerly outside edge of the bridge. There are possibly two alternatives using
this bridge for the recycled water pipeline crossing. The first
alternative would be to install the pipeline between two internal
girders of the bridge. One 12 -inch water line was already
installed in this manner, but the bridge was designed and
constructed with a casing for this pipeline. A second pipeline
between another pair of girders would, however, likely require
an in-depth structural analysis since it would be necessary to
core or cut holes through several diaphragms as well as both
bridge abutments and add structural reinforcement to the area
around these cuts.
The second alternative for hanging the pipe on this bridge is
the most attractive of all alternatives that have so far been reviewed. This
alternative would consist of running the pipeline down the bike trail then
coming out of the ground and attaching the pipeline to the easterly side of the
PSOMAS Project Understanding and Approach I Page 3
Engineering Services for the
fte Iy d Waw Suppy Sy 1. Pojea
PSOMAS
bridge, as illustrated in the adjacent photo. This is not likely to
require any extensive structural analysis, would be relatively
easy to construct, and is probably the lowest cost alternative.
This alternative would not be the most aesthetically pleasing,
but the pipeline could be painted to match the bridge concrete
to minimize the impact. All these alternatives, however, will be
analyzed in the preliminary design.
Once the alignment is determined and the preliminary design
is completed, we will then begin the next critical stage — final
design. Geotechnical services will only be used if, during the
preliminary design, areas of concern are identified, or it is decided to use the
Option B alignment, when we approach Via Escolar. No traffic control plans
will be prepared as this is assumed to be the responsibility of the Contractor.
In summary, the key elements of this project are as follows:
► Select a pipeline alignment that is conducive to minimum pipeline
construction costs
► Conduct a detailed utility search to identify the optimum pipeline
alignment
► Develop cost-effective and practical means of crossing Trabuco Creek
► Prepare a technically sound design addressing site-specific conditions for
the pipeline and its alignment and metering facility location
Project Understanding and Approach I Page 4
kh'i Eng�neenng Services for the • •
Iteryded Water Supply 5yshm RojeR _ Scope of Services
Scope of Services
The Scope of Work presented in the RFP as Exhibit A is well written and very
complete. We accept and will follow the RFP Scope and, therefore, will not
repeat it here. We will only highlight important points and summarize work
activities.
Task I — General Administration Meetings and Presentations
Task 1 will be performed in accordance with the RFP Exhibit A and will
generally consist of the following:
► Conduct kick-off meeting with CSJC staff and Project Team
► Prepare and submit minutes of the kick-off meeting and any subsequent
project meetings
► Prepare a work plan for the preliminary design and final design phases
► Coordinate the work plan with CSJC staff, collecting and reviewing any
available plans, specification, reports and other data applicable to the
project
► Meet periodically with CSJC staff for informal progress reviews
► Submit monthly progress reports
► Prepare and submit CEQA documentation
CEQA documentation is presumed to be in the form of a mitigated negative
declaration (MND). We are assuming that CSJC will provide an appropriate
tiering document (Recycled Water System Master Plan) to support the MND.
We will prepare a project description; however, we do not propose any new
field studies. The MND will include an introduction, project description, CEQA
check list, discussion of issue areas and mitigation for impacts, significance
after mitigation, cumulative impacts, and findings of significance. We will
include analysis and impacts for issues by reference from the tiering document
to keep the MND brief and to the point for the project. We will respond to
one round of consensus comments only and prepare the final document. We
presume that the CSJC will prepare the NOI, NOP and NOD for the proposed
project. We also assume that attendance at a public scoping meeting and
attendance at council meetings will not be necessary. We also assume that
the CSJC will prepare any response to comments from any public comments
received on the project. We also assume from the RFP that a MND has been
determined to be the appropriate environmental document for the project.
PSOMAS Pagel
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Engineering Sernces for Me
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Task 2 — Preliminary Design
Task 2 will be performed in accordance with the RFP Exhibit A. A draft
preliminary design report (PDR) will be submitted to CSJC staff for review
and approval along with a work plan for the final design. The PDR will
include those items listed in Exhibit A of the RFP. As already discussed in
the Approach, the key issues will include the pipeline alignment alternative
analysis, including a review of the Option A or Option B sub -alignment near
Via Escolar and, most importantly, an analysis of crossing Trabuco Creek.
Our staff will review the PDR with CSJC staff, respond to any comments, and
revise the document as necessary. The approved PDR will then be used as the
basis for the final design of the project.
Task 3 — Survey and Right of Way
Psomas will provide those services indicated in Exhibit A of the RFP,
including the following:
► Detailed research of cadastral records prior to survey
► Field surveying including:
►► horizontal and vertical control
H aerial control and monuments
N calculation of recorded centerlines
►► right of way and key boundaries
N flying
►► scanning
H topographic mapping
w aero triangulation
►► QA/QC of photogrammetrics and mapping
N field survey surface visible utilities and dip manholes
►► detailed utility search within right-of-way area and survey support for
any required utility pothole investigations
It is assumed that the actual digging of any utility potholes will be performed
by CSJC. If required to complete final design and after all utility research,
we will identify any utilities that should be potholed by the City or their
potholing Contractor. Psomas can also prepare and file any necessary easement
documents; however, the cost of this service is not included at this time since
it is impossible to identify how many, if any, documents are necessary.
P S 0 M A 5 Scope of Services I Page 2
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En®neering Services for Me
Recyded Water Sur* System Project
LJ
Task 4 — Geotechnical Investigations
In accordance with the RFP, geotechnical investigations may only be required
in those areas where the pipe travels outside the roadway. Additionally, Option
B will require geotechnical evaluation if selected as a viable alternative.
We will evaluate existing geotechnical data and information available for
the selected pipeline alignment during development of the PDR. We will
present our finding to CSJC and determine the extent of geotechnical services
that might be required. We do believe that some services will be needed to
identify any perched groundwater or other subsurface conditions that might
be encountered during construction and could potentially cause construction
change orders.
Based on our understanding of the project, we have prepared the following
scope of services for the geotechnical evaluation. As requested in the RFP,
we have also prepared an optional scope of work that includes review of
design plans relative to the geotechnical aspects of the project and additional
geotechnical exploration and analysis in the final stage of the geotechnical
evaluation. Our proposed scope of services will include the following:
► Project coordination and planning, including permit acquisition and
scheduling the subsurface exploration.
Review of readily available background materials, including published
geologic and seismic hazards maps, published literature, in-house
information, stereoscopic aerial photographs, and reports and/or plans
provided by the client. The seismic and geologic conditions affecting
the area will be evaluated for their potential impacts on the proposed
construction.
Performance of site reconnaissance to locate proposed borings for
utility clearance and coordination with Underground Services Alert for
underground utility location.
► Providing limited traffic control, including lane closures, in general
accordance with the WA.T.C.H. manual.
Performance of a subsurface evaluation for Routes A and B, consisting
of drilling, sampling, and logging of five small -diameter exploratory
borings up to a depth of approximately 15 feet below the existing ground
surface, or refusal. The borings will be drilled with a truck -mounted
drill rig utilizing hollow -stem augers. The purpose of our borings will
be to observe the subsurface soil and groundwater conditions along the
alignment, and to collect samples for laboratory testing. The borings will
be backfilled with the excavated soil and capped with concrete.
PSOMAS
Scope of Services I Page 3
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Performance of laboratory testing on selected, representative soil samples.
Laboratory tests will include evaluation of in-situ moisture content and dry
density, gradation, Atterberg limits, shear strength, sand equivalent, and
soil corrosivity.
Compilation of data and analyze the information obtained from our
background review, subsurface evaluation, and laboratory testing. Our
geotechnical analyses and recommendations will include excavatability
and compaction requirements of the on-site soils, temporary stability of
the trench excavations, shoring pressures, modulus of soil reaction, pipe
bedding guidelines, and corrosion potential of the on-site soils.
► Prepare a geotechnical report presenting our findings, conclusions, and
recommendations for design and construction of the proposed water line.
(Optional) Geotechnical Evaluation in the Final Design Stage
The following tasks will be performed as an optional scope of work for
geotechnical evaluation in the final design stage of the project.
► Review of project plans at 30 percent final design level for conformance
with the project geotechnical recommendations in our initial evaluation.
The review will include geotechnical evaluation of the actual size and
locations of the planned pipeline, proposed excavations, and the design
and constructability of the new water line.
If changes to the design of the pipeline are proposed, additional subsurface
exploration consisting of two additional small -diameter, exploratory
borings will be performed to evaluate if the recommendations provided in
the initial geotechnical evaluation are applicable for the new conditions.
The exploratory borings will be advanced up to a depth of approximately
15 feet (or refusal) using a truck -mounted, hollow -stem auger drill rig.
The borings will be logged by a representative from our firm, and bulk and
relatively undisturbed soil samples will be collected at selected intervals
for laboratory testing
► Geotechnical engineering analysis, and revision of the geotechnical
evaluation to address the new project conditions, as appropriate.
The following assumptions have been used in preparation of the geotechnical
portion of this scope of services:
► There will be limited traffic control required for the drilling. Lane closures
to perform the borings will be marked out with road signs and traffic cones.
► Access to the site for subsurface exploration will be provided, and the site
is accessible to truck -mounted drilling equipment.
PSOMAS Scope of Services I Page 4
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Permits to drill along the alignment will be provided at no cost to Ninyo &
Moore or Psomas.
► Our geotechnical evaluation will not include any sampling, testing, or
chemical analysis of hazardous materials, should they be encountered
during geotechnical drilling at the site. These services can be provided, if
warranted and if requested, as an additional scope of work.
Task 5 — Final Design
Final design will consist of those tasks indicated in the RFP Exhibit A. We
will prepare preliminary and final construction plans, specifications, and
opinions of probable construction costs. At this time we anticipate the final
contract plans will include the following drawings:
► Title sheet, project vicinity map and general notes — one (1) sheet
► Notes — one (1) sheet
► Pipeline plan and profile (1" = 40' horizontal; 1" = 4' vertical) —
eight (8) sheets
► Trabuco Creek crossing details — one (1) sheet (assume having pipe on
easterly side of Ranch Viejo Road bridge)
► Details of connections at Mission Hills Drive and MNWD connection and
meter facility — two (2) sheets
No traffic control plans will be prepared as this will be the responsibility of
the construction Contractor.
Three (3) sets of drawings and specifications will be submitted to CSJC for
their review at the 50 percent and 90 percent stages of completion. We will
incorporate CSJC's comments into the design documents. We anticipate that
there may be several meetings during the final design phase. These meetings
will be documented with appropriate meeting minutes. Construction drawings
will be prepared using AutoCAD in accordance with CSJC PWD Digital
Submission Standards and specifications in Microsoft Word. An electronic
copy of the AutoCAD files will be submitted to CSJC, also in accordance with
PWD Digital Submission Standards. Copies of all geotechnical reports and
structural calculations will also be provided.
Task 6 — Permits
Psomas will identify and obtain any applicable permits as necessary for
construction of the proposed pipeline with the exception of an alternative
crossing under Trabuco Creek, which would be an optional service outside the
scope of this proposal. Permit costs will be paid by CSJC.
PSOMAS Scope of Services I Page 5
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Task 7 — Construction Bidding Through Contract Award
We will provide those services indicated in Exhibit A of the RFP. Our Project
Engineer and Project Manager will attend a pre-bid conference at a date
and time to be set by CSJC. Additionally, we will interpret the construction
contract documents, as requested and needed, and prepare any addenda to
the construction contract bid documents when required. Psomas will assist
CSJC in answering questions, as appropriate, during the bid process and make
recommendations to CSJC concerning contract award.
Task 8 — Construction Engineering Support
We understand and agree with the Scope of Work for Task 8 in the RFP Exhibit
A. We understand that CSJC will arrange separately for a construction manager
to provide general contract administration for construction of the project and
that we will not be responsible for guaranteeing the contractor's performance
or that of the construction manager. We will provide office engineering and
consultation, as necessary, and coordinate with the construction manager and
construction contractor. We will also prepare supplementary sketches and details
as necessary to resolve field construction problems that may be encountered.
We will review all construction shop drawings, fabrication and mill testing
of equipment and materials for complete and strict conformance with the
contract plans and specification documents. We will submit to CSJC two (2)
copies of all preliminary and final shop drawings that have been reviewed for
conformance.
We will prepare construction "record" drawings based on marked up documents
and drawings received from CSJC's inspection staff. We will submit one (1)
full size original mylar reproducible set of construction "record" drawings and
an electronic copy of the AutoCAD file to CSJC in accordance with the PWD
Digital Submission Standards.
Project Schedule
We have prepared a project schedule in accordance with the schedule in the RFP
and discussions with City staff indicating that the requested two-month design
schedule is more flexible now. Essentially, the proposed schedule has design
completed by the end of December 2005. This assumes we have a contract in
place and a notice to proceed by or before October 5, 2005.
Our proposed schedule starts on October 5, 2005, with a kick off meeting
that week. We have included five (5) CSJC reviews as indicated in the RFP,
Exhibit A Scope of Work. The CSJC reviews must be expedient, and are
scheduled for five working days each in order to complete the final design by
the end of December. This schedule is achievable but somewhat tight and
does not allow for delays in obtaining data from or coordination with CSJC,
MWD, and other agencies or interested parties.
PSOMAS Scope of Services i Page 6
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August 19, 2005
xMrMsu «Name» «Surname»
«Firm»
«Address»
«City», ((St)) «Zip»
0
Subject: Request for Proposal (RFP) to Provide Engineering Services
For the Recycled Water Supply System Project
Dear «MrMs» «Surname»:
The City of San Juan Capistrano (CSJC) is requesting proposals to provide
engineering design and construction services for the Recycled water supply
system Project. The attached map shows the general location of the proposed
new potable water pipelines.
Your firm is invited to submit a proposal for the preparation of design plans,
technical specifications, bid documents, and construction services for this project.
A detailed Scope of Work (Exhibit A), Proposal Requirements (Exhibit B),
Additional Information (Exhibit C), Sample Consultant Services Agreement
(Exhibit D) pertinent to preparation of the proposal are attached. Bid documents
shall be prepared using the City of San Juan Capistrano Public Works
Department's (PWD) standard contract documents. Final submission of all
design and analysis material to CSJC shall be in accordance with CSJC's Digital
Submission Standards, a copy of which is attached as Exhibit E.
Proposals made in response to this request must be delivered to:
Mr. Eric P. Bauman, P.E.
Water Engineering Manager
The City of San Juan Capistrano — PWD
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
Proposals must be delivered no later than 3:00 PM on September 6, 2005.
Three (3) copies of the proposal must be included in the submittal. One (1) copy
of the associated fee proposal shall be submitted in a separate sealed envelope.
EXHIBIT A-3
RFP—Professionalogineering Services •
Recycled Water Supply System Project
August 19, 2005
The entire submittal package shall be clearly marked "Proposal to Provide
Engineering Services for the Recycled Water Supply System Project".
CSJC reserves the right to reject any or all proposals. CSJC reserves the right to
select the firm which appears most likely to provide the services under the
conditions that would be in the best interest of CSJC.
CSJC will hold a Pre -proposal Conference on August 29, 2005 at 9:00 AM with
prospective Respondents at its office (see address above). Attendance, at the
Pre -proposal Conference is optional.
If you have any questions regarding this Request for Proposals, please call me at
(949) 487-4312, or email me at ebauman(a)sanivancapitrano.org.
Sincerely,
Eric P. Bauman, P.E.
Water Engineering Manager
Enclosures: Exhibits A, B, C, D, and E
W:\ENG\CPTL\PIPE_LINES\RW SS\rfp\RWSS_CVR. DOC
-2-
EXHIBIT A
RECYCLED WATER SUPPLY SYSTEM PROJECT
SCOPE OF WORK
Introduction
The Scope of Work for this project includes preparation of engineering design
drawings, technical specifications, and bid documents for construction of the
Recycled Water supply System Project. The Recycled Water system improvements
are identified in the Recycled Water Master Plan dated January 2000 prepared for
CSJC by AKM Consulting Engineers. In order to serve the recycled water demands
forecasted in its service area, the City of San Juan Capistrano (CSJC) proposes to
construct a connection to the Moulton Niguel Water District's (MNWD) System, a
metering facility, and a pipeline from the metering facility to the CSJC recycled
distribution system. The work associated with this project includes an evaluation of
alignment and potential conflicts, a route survey suitable for the pipeline design,
determination of easement requirements, final engineering design, and other tasks
related to the following elements of the water system improvements:
1. A connection to the MNWD system, and placement of a metering facility in a
location and designed to a standard acceptable to MNWD.
2. Approximately 7,500 L.F. of 12 -inch diameter pipe along Via Escolar, through an
existing easement to Rancho Viejo, and down Rancho Viejo to Mission Hills
Drive.
TASKS
The Scope of Work for this project consists of the following tasks:
Task 1. General Administration, Meetings, and Presentations
Task 2. Preliminary Design / Preliminary Cost Estimate
Task 3. Surveying and Rights -of -Way
Task 4. Geotechnical Investigation
Task 5. Final Design/ Final Engineer's Cost Estimate
Task 6. Permits
Task 7. Construction Bidding through Contract Award
Task 8. Construction Engineering Support
For each element of the project, work to be completed under each task is described
as follows:
Task 1. General Administration, Meetings, and Presentations
1.1 Coordinate efforts of the project team and sub consultants, if any; monitor the
project schedule and budget; administer the contract with CSJC.
RWSS_RFP_SPCS.DOC Page 1 of 14
1.2 At the commencement of the project, hold a "kickoff' meeting with CSJC staff to
discuss the scope and parameters of the project. Specific goals to be
accomplished will be identified and an effective strategy to accomplish the
project goals will be developed during this meeting. A memorandum will be
prepared by the Consultant to document the project goals and execution strategy
and any deviations from the contract.
1.3 At the beginning of each design phase (preliminary and final) of the project,
prepare a work plan to set forth the significant milestones and deliverables to
ensure compliance with the project goals and execution strategy. The
Consultant shall present a written list of information required and the dates
needed by to maintain the design schedule. Meet with CSJC staff for
presentation and review of the work plan.
1.4 Collect and review all available plans, specifications, reports, and operating data
applicable to this project.
1.5 Arrange for and participate in informal meetings with CSJC staff to review
progress of the project work and exchange ideas and information. One meeting
per month, with the Consultant's project manager is anticipated.
1.6 Prepare and submit monthly progress reports summarizing the actual work
performed, project issues, and status of the project schedule and budget.
1.7 Meet with CSJC staff and representatives of utilities, government agencies, and
affected residents and business owners to determine requirements to be
included in the construction documents.
1.8 Prepare and submit minutes for each significant project meeting summarizing the
participating personnel, key discussion comments and decisions, documents
delivered or received, and action(s) required.
1.9 Prepare and submit CEQA Documentation, the standard checklist and Mitigated
Negative Declaration (MND) documents for review and approval by the City of
San Juan Capistrano Planning Department. CSJC staff will process the MND
and file approved Negative Declaration with the County Recorder.
Task 2. Preliminary Design
2.1 Prepare a preliminary design report and preliminary drawings as required to
establish agreement on scope, parameters, performance requirements,
constructability, traffic impacts, and general disruption to the area. The draft
preliminary design report shall be submitted to CSJC staff for review and
approval with the work plan prepared above. As a minimum, the technical report
will address the following subjects:
a. Evaluation of the suitability of the planned pipeline alignments — Route A
running in Via Escolar down to the intersection of Via Escolar and then south
on Rancho Viejo, vs. Route B running in an easement running from Via
RWSS_RFP_SPCS.DOC Page 2 of 14
Escolar to Rancho Viejo Road, bypassing the intersection of Rancho Viejo
and Via Escolar, the traveling south on Ranch Viejo;
b. Evaluation of Right of Way and Easement requirements;
c. Conflicts with utilities and structures;
d. Groundwater or unstable soil;
e. Preferred materials for construction;
f. Traffic and pedestrian control;
g. Areas where construction work is limited or controlled;
h. Operation and maintenance concerns;
L Permit requirements;
j. Description of the recommended improvements;
k. Construction schedule; and
I. Construction cost estimate for recommended improvements.
CSJC has the necessary easement for the segment between Via Escolar and
Rancho Viejo, the remainder of the pipe and facilities will be in the public right of
way.
2.2 Meet with CSJC staff to review comments on the draft preliminary design report
and preliminary drawings. Respond to comments, revise the draft as necessary,
and submit three copies of the final preliminary design report to CSJC. The final
preliminary design report will be used as the basis for final design of the project.
Task 3. Surveying and Rights -of -Way
3.1 Provide the necessary field design surveys for the preparation of construction
drawings and specifications. Surveys will determine pipeline alignment
topography, contours, and utility locations along the pipeline alignment. The
proposed pipeline route is congested with other utilities presenting potential
conflicts. CSJC will arrange for potholing as requested by the Consultant.
3.2 Provide the services of a land surveyor to set horizontal and vertical controls and
locate existing street right-of-way, and critical property corners along pipeline
alignment, and to provide additional records on right-of-way and property
information as required.
3.3 Conduct engineering alignment surveys to gather topographic and utility
information, surface features, and pothole located subsurface features along the
pipeline alignment.
3.4 Review available information from CSJC records to produce the anticipated
locations and elevations of critical underground utilities.
3.5 Contact utilities as necessary to obtain available information to identify
anticipated locations and elevations of existing underground utilities.
3.6 Conduct a review meeting with CSJC staff upon completion of detailed surveys
to obtain approval of final alignment.
3.7 Prepare, submit and file necessary easement documents to correspond to
agreed upon final alignments.
RWSS_RFP_SPCS.DOC Page 3 of 14
0 0
Task 4. Geotechnical Investigation
In general, the pipeline in this project will be installed within existing roadways and
under acceptable conditions for water distribution pipes. The only areas requiring
serious geotechnical investigations are those in which the pipe travels outside the
roadway. Option B will require geotechnical evaluation, and should be specified in
the proposal and given as a specific item of the cost proposal. Specific tasks for any
required geotechnical investigation shall include the following:
4.1 Provide geotechnical engineering services, which would include exploratory
work, laboratory and field testing, professional guidance in tests to be made at
test locations based on preliminary drawings and designs, and professional
interpretation of exploratory and test data.
4.2 Initial geotechnical exploratory work will include, but not be limited to, soil
borings; penetration tests; sounding subsurface explorations, laboratory tests of
soils, rock formations, and other geophysical phenomena; and other field tests,
laboratory tests and analyses which are required to provide design information.
4.3 Provide an initial geotechnical report by a geotechnical engineer or geotechnical
firm interpreting the data on the exploratory work and testing and setting out the
site conditions that can be anticipated from this initial exploratory work.
4.4 After the final design has reached the 30 percent completion level, review final
geotechnical investigation evaluating the initial geotechnical investigation, field
and laboratory test results, and the initial geotechnical report. The final
evaluation shall be based on the actual design, including sizes, locations, and
loading of facilities; types, extent and procedures of excavations; and shall
consider both design parameters and constructability. If, in the opinion of the
review professional or Consultant, additional geotechnical data are required for
the preparation of the final report (include an optional item), the data shall be
provided by the geotechnical engineer. The final report shall indicate the
anticipated performance of the subsurface material to be encountered on the
project both during and after construction, under the loading conditions, use, and
types of excavation anticipated.
Task 5. Final Design
5.1 Prepare detailed drawings, technical specifications, and bid documents for
competitive bidding for the proposed construction work. Construction documents
shall include the following:
a. Title sheet including: location map, vicinity map, emergency contact phone
numbers and signature blocks applicable to the project;
b. General site plan with appropriate general excavation, shoring and
miscellaneous notes;
c. Symbols and abbreviations;
RWSS_RFP_SPCS.DOC Page 4 of 14
d. Plan and profile drawings for the installation of water main(s), service meters
the metering facility, valves, air -vacs, blow -offs, and related appurtenances,
including related details;
e. Plans showing all record and survey information regarding utilities,
obstructions, and appurtenant data; and
f. Soil log, boring plan and profile sheets related to geotechnical investigation
requirements, as required.
Acceptable piping materials are PVC, concrete mortar lined and coated (CML&C)
pipe with a cathodic protection system. The pipeline will pass next to an existing
CML&C pipeline with an impressed current system which can be used for cathodic
protection.
5.2 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 shall be
used. The existing Standard Specifications and Contract Documents are in
WordPerfect 10.0 format. When specifications do not exist, the Consultant shall
develop specifications as necessary for this project. An original hardcopy set of
technical specifications, bid documents, and contract documents shall be
provided to CSJC for reproduction. Final submission of all design and analysis
material shall be in accordance with the PWD Digital Submission Standards.
5.3 The Consultant shall be responsible for final design of the proposed water
pipeline and all engineering work required for the construction of the water
pipelines. The final design drawings shall be prepared such that each project
element may be bid as separate bid items. Drawings shall be prepared on 24" x
36" mylar sheets using computer generated drafting. The Consultant's standard
construction details that are applicable to the project may be used. Project
drawings shall be signed and sealed by a professional engineer registered in the
appropriate discipline in the State of California. Plans shall be drawn to a
horizontal scale of 1" = 40' and a vertical scale of 1" = 4'. Detailed plans shall be
drawn to a scale of 1" = 8' or larger. An electronic copy of the AutoCAD file shall
be given to CSJC in accordance with the PWD Digital Submission Standards.
5.4 Traffic control plans are to be provided by the contractor.
5.5 Provide three (3) sets of the drawings and specifications to CSJC for review at
the 50, and 90 percent stages of completion. Consultant shall resolve and
incorporate CSJC staff comments into the design documents. The Consultant
shall prepare meeting minutes to note all comments for distribution.
5.6 Prepare a construction cost estimate of the proposed work covered by the final
plans and specifications.
Task 6. Permits
6.1 Obtain permits as needed for construction of the proposed pipeline. Permit costs
will be paid by CSJC.
RWSS_RFP_SPCS.DOC Page 5 of 14
,, • •
Task 7. Construction Bidding Through Contract Award
7.1 Attend a pre-bid conference at a date, time, and place set by CSJC.
7.2 Interpret the construction contract documents as requested and needed.
Prepare and issue addenda to the construction contract bid documents when
required.
7.3 Assist CSJC and answer questions as appropriate during the bid opening.
7.4 Make recommendations to CSJC concerning contract award.
Task 8. Construction Engineering Support
8.1 CSJC will arrange separately for a Construction Manager (CM) to provide
general contract administration for construction of the project. The CM will
provide a resident engineer on a full or part-time basis, as required, who shall
observe the contractor's construction progress, attend meetings with CSJC and
the contractor regarding project schedules, interpretation of the contract
documents (requests for information/clarification (RFI/RFC)), construction
changes and irregularities; provide progress digital photographs and reports and
final construction report and assist in quality assurance, and in achieving
conformance with the contract plans and specifications. On-site construction
inspection services will be provided by CSJC staff. The Consultant will not be
responsible for guaranteeing the contractor's performance or that of the CM.
8.2 CSJC will arrange separately for a Construction Manager (CM) to coordinate
notification proceedings with the contractor for the benefit of CSJC's affected
customers and/or properties, and assist CSJC with respect to temporary
shutdown of the involved utility interruptions of normal utility service and diversion
of traffic, as required to construct the new facilities.
8.3 The Consultant is to provide office engineering and consultation, as required and
coordinate with the CM's management of the construction contract.
8.4 Prepare supplementary sketches and details as required to resolve field
construction problems that may be encountered.
8.5 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. Consultant shall assure itself that any deviations
or substitutions submitted by the contractor shall be equal to or of better quality
than specified in the contract documents. Consultant shall make its
recommendation and approve with CSJC staff all substitutions and receive
CSJC's concurrence prior to approving any substitution. Consultant shall submit
to CSJC two (2) copies of all preliminary and final shop drawings that have been
reviewed for conformance.
RWSS_RFP_SPCS.DOC Page 6 of 14
8.6 Prepare construction "record" drawings based on marked -up bid documents and
drawings received from CSJC'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 CSJC in accordance with the PWD Digital Submission
Standards.
RWSS_RFP_SPCS.DOC Page 7 of 14
EXHIBIT B
RECYLCED WATER SUPPLY SYSTEM PROJECT
PROPOSAL REQUIREMENTS
Although no specific format is required by CSJC, this section is intended to provide
guidelines to the Consultant regarding features, which CSJC staff will expect to be
included in the proposal. At a minimum, the proposal shall contain the following
information:
1. Content and Format
Organize and present proposal in a neat and logical format, relevant to these
services. Consultant's proposal shall be clear, accurate, and comprehensive.
The proposal is expected to be for complete engineering services. The Consultant is
expected to know what must be done to produce the requested design and
construction documents. If a work item must be done, but was not specifically called
for in the scope of work, make this clear in the proposal. Proposals will be judged by
their preciseness.
The proposal shall use a 12 -point minimum size font and shall be a maximum of 30
pages, including the transmittal/offer letter, but excluding the fee proposal and
resumes of key personnel. The purpose of these restrictions is to minimize the costs
of proposal preparation and to ensure that the response to the RFP is fully relevant to
the project.
The proposal should include the following:
a. Signed transmittal letter or statement of proposal/offer
b. Approach to the project, including a description of the scope of services,
specific work tasks and activities, and concepts for conducting the work;
c. Descriptions of similar projects by the Project Manager and key staff to be
used on this assignment;
d. Team organization including an organization chart or diagram;
e. Brief resumes of key staff with descriptions of their specific experience and
capabilities;
f. Project schedule indicating the time frame for completing each task
contained within the scope of work; and
g. An analysis of the estimated hours that each member of the project team
will contribute for the individual tasks in the scope of work, along with
hourly rates, estimated direct costs, and a total fee for the project.
RWSS_RFP_SPCS.DOC Page 8 of 14
2. Transmittal Letter/Statement of Proposal/Offer
The proposal shall be signed by an individual authorized to bind the Consultant and
shall contain a statement that the proposal is valid for 90 or more days.
3. Scope of Services
A detailed description of the Scope of Work and the methodology for its completion
shall be included in this section. The work plan should discuss any specific issues,
constraints, or anticipated problems that should be anticipated during the project, and
provide a suggested approach for their resolution. It should explain the work tasks
associated with each element of the project, plus any other tasks that are needed for
the sake of completeness or enhancement.
4. Qualifications and Experience
Describe the qualifications and experience of the firm, key staff, and subconsultants
that will perform the work. The consultant and subconsultants shall demonstrate
competence to perform these services. Qualifications should be based on direct
experience on recent projects that are similar in scope and size. Projects listed
should be those that key staff named for this project was responsible for performing
services. Include a brief description of these relevant projects and a client reference
and telephone number who may be contacted by CSJC.
5. Project Team
The proposal shall include descriptions of the specific experience and capabilities of
the designated Project Manager, Project Engineer, Technical Advisors, and other
support staff related to the previously outlined scope of work. Key personnel shall
include the Project Manager, Project Engineer, Technical Advisors, and other support
staff. The Project Manager and Project Engineer assigned to the project shall not be
reassigned without the prior written approval from CSJC. Include the identity and
qualifications of all subconsultants.
6. Schedule
Meet the following mile stone dates:
August 29, 2005
Pre -proposal Meeting
September 6, 2005
Proposals Due
September 27, 2005
Contract Award Recommendation to WAC
October 4, 2005
Contract Award Recommendation to City Council
October 5, 2005
Notice to Proceed
November 30, 2005
Completion of Final Design
The chosen consultant shall furnish a project schedule that identifies, in graphical
format, the timetable for completion of tasks, activities, and phases associated with
the scope of work for the project. Include a brief discussion of any key assumptions
used in preparing the timetable and identify any critical tasks and/or events that could
impact the overall schedule, including review periods.
RWSS_RFP_SPCS.DOC Page 9 of 14
0
7. Fee
The fee proposal shall be included in a separate sealed envelope and shall be in the
matrix format shown at the end of this exhibit. An electronic file of the cost matrix is
available from CSJC upon request. Modifications of the cost matrix may be made by
the Consultant as required, however, the fee proposal shall follow the general format
shown herein. The Consultant shall be responsible for the accuracy of the cost
matrix and fee proposal. The proposal shall include the estimated hours that each
member of the project team will contribute for the individual tasks depicted in the
scope of work. Cost and billing schedule of current hourly rates for each of the
project team for the individual tasks in the scope of work. Include the identity and
estimated costs of all subconsultants, reproduction costs, and other direct costs. For
budget purposes, and as a basis for later contract negotiations, provide the total not -
to -exceed fee, including all labor, subconsultants, and direct expenses, separately for
each element of the project, as well as for the entire project.
The selected Consultant shall not exceed the upper limit fee without prior approval
from CSJC. CSJC will not approve a cost extra unless it specifically requests
additional work or effort well outside the scope of work for the project as defined in
the RFP.
8. Non -Collusion Statement
The proposal shall include a statement of non -collusion or conflict of interest.
RWSS_RFP_SPCS.DOC Page 10 of 14
EXHIBIT C
RECYLCED WATER SUPPLY SYSTEM PROJECT
ADDITIONAL INFORMATION
This exhibit contains additional information and requirements pertaining to the
engineering services described in this request for proposal.
1. Schedule
The Consultant selected must be able to begin work immediately upon award of
contract and must be able to maintain the level of effort required meeting the
proposed schedule.
2. Disclaimer
This request for proposals does not commit CSJC to retain any consultants, to pay
costs incurred in the preparation of proposals, or to proceed with the project. CSJC
reserves the right to extend the due date for the proposal, to reject any or all
proposals, to negotiate with any qualified proposer, and to appoint more than one
firm to provide services on given elements or portions of the project.
3. Withdrawal of Proposals
Proposals may be withdrawn if written notification of withdrawal of the proposal is
signed by an authorized representative of the firm and received at the designated
CSJC office prior to the closing time for receipt of proposals.
Proposals, including accompanying materials, will become the property of CSJC.
Proposals will be held in confidence to the extent permitted by law. After award of a
contract or after rejection of all proposals, the proposals will be public records subject
to disclosure under the California Public Records Act. (Government Code Section
6250 et seq).
CSJC reserves the right to request additional information from proposers prior to the
final selection, and to consider information about a firm other than that submitted in
the proposal or interview.
4. Site Inspection
Consultant is urged to make site visits and examinations so as to become thoroughly
familiar with the conditions affecting their evaluation process. Failure to make such
additional investigations will not be the grounds for additional claims or for extension
of time under the contract, and will not relieve the Consultant of responsibility for
meeting all requirements of the request for proposal.
5. Digital Orthophoto
RWSS_RFP_SPCS.DOC Page 11 of 14
The City has a digital orthophoto. The Consultant may use this information during
the design process fro supplemental information, but is directed to rely on its survey
information for its design work.
6. Insurance Requirements
The successful Consultant will be required to obtain insurance coverage in the
amount of $1,000,000 for claims covered under Workers Compensation, General
Liability, Automobile Liability, and Employers Liability for Death, Bodily Injury,
Personal Injury, and Property Damage. In addition, the successful Consultant will be
required to carry Errors and Omission Insurance in the amount of $1,000,000.
7. Consultant Evaluation & Selection Process
CSJC may select for contract negotiations the firm that, in CSJC's judgment, will best
meet CSJC's needs, irrespective of the comparison of fees and costs estimated by
the proposers. CSJC's consultant evaluation and selection process is based on the
following criteria.
a. Understanding of the project requirements, including identification of critical
elements and key issues;
b. Technical approach and work plan for the project, including innovative
approaches;
c. Qualifications and experience of the Project Manager, Project Engineer, other
key individuals, and subconsultants;
d. Results of reference checks. Reference checks will only be conducted for a
short list of firms or the top rated firm.
e. Clarity of the proposal.
f. Compliance with proposal requirements.
g. Level of effort in hours required to complete the work, fees, and schedules.
CSJC may elect to interview a short list of qualified firms or to interview only the top
rated firm based on the proposals submitted for the project.
CSJC staff will negotiate a contract with the best -qualified firm for the desired
consulting services at compensation, which the staff determines, is fair and
reasonable to CSJC. Should CSJC staff be unable to negotiate a satisfactory
contract with the selected firm, negotiations with that firm will be formally terminated.
Negotiations will then be undertaken with the next most qualified firm. Failing to
reach an accord with the second most qualified firm, CSJC will terminate negotiations
with that firm and continue the negotiation process with the next most qualified firm
until an agreement is reached.
RWSS_RFP_SPCS.DOC Page 12 of 14
EXHIBIT D
RECYLCED WATER SUPPLY SYSTEM PROJECT
SAMPLE CONSULTANT SERVICES AGREEMENT
A sample copy of CSJC's professional services agreement is attached. Include in
your proposal any proposed modifications to the standard terms and conditions. If
there are no exceptions, a statement to that effect shall be included in the proposal.
While CSJC negotiates such changes with consultants, CSJC will consider your
proposed modifications during consultant selection and retains the right to reject any
portion of your proposed modifications.
RWSS_RFP_SPCS.DOC Page 13 of 14
EXHIBIT E
RECYLCED WATER SUPPLY SYSTEM PROJECT
CITY OF SAN JUAN CAPISTRANO
PUBLIC WORKS DEPARTMENT
DIGITAL SUBMISSION STANDARDS
r1
LJ
A copy of the City of San Juan Capistrano Public Works Department (PWD) Digital
Submission Standards to be used for this project is attached.
RWSS_RFP_SPCS.DOC Page 14 of 14
September 19, 2005
Mr. Eric P. Bauman, P.E.
Water Engineering Manager
THE CITY OF SAN JUAN CAPISTRANO — PWD
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
Information and Engineering Solutio
Subject: Fee Proposal for Engineering Services for the Recycled Water Supply
System Project
Dear Mr. Bauman:
Our fee estimate as shown on the attached Cost Breakdown and Summary tables totals
$143,698. This fee proposal is good for 90 days from the date of this letter and we are
open to negotiation with the City if some elements of the work can be adjusted to better
fit the City's needs. The City requested a breakdown of work between Element No. 1,
which is only the connection to the MNWD system and a metering facility; and Element
No. 2, which is the rest of the project including approximately 7,500 L.F. of 12 -inch
diameter pipeline. It should be noted that all the survey and geotechnical work have been
included in Element No. 2, even though a portion of the work is applicable to Element
No. 1 as it would be difficult to estimate the proportion of the work related to Element
No. 1. The cost of the CEQA documentation, which is approximately $10,500, is also
included in Task 1 of Element No. 2, whereas a portion of this cost could also be
assigned to Element No. 1, if required. If these design cost elements need to be split out
for cost sharing purposes with MNWD, we can always pro -rate these elements in some
mutually agreeable manner for the City.
It should also be noted that the geotechnical elements of the cost could all be determined
to be optional items based on the precise alignment recommended in the PDR. If it is
determined that Option B is not the most feasible or if the existing pipeline is to be
utilized without a need to trench in this easement area, then the borings behind the
Firestone Tire dealer would not be needed. The scope of work in the RFP indicates that
the portion of the pipeline alignment within existing roadways is "under acceptable
conditions for water distribution pipes", however, we should at least consider making
three to five borings along the alignment to confirm this, to determine depth to
groundwater and to develop trenching recommendations to avoid potential change
3187 Bed Hill Avenue
Suite 250
Costa Mesa, CA 92626
714.751.7373
EXHIBIT B 714.545.138133 Fax
w Psomas.com
PSOMAS
Mr. Bauman, P.E.
September 19, 2005
Page 2
orders during construction. Additionally, we have included geotechnical Task 4.4 as an
option as requested in the RFP. The different levels of geotechnical work is therefore
shown as optional with different subtotals at the bottom of the spreadsheet so that we are
responsive to what the City has requested and so that we can determine which options to
include at the appropriate time as we move forward with the design. We have quotes
from Ninyo & Moore, our geotechnical sub -consultant for all of the options and can
therefore, authorize them to proceed with any of the options and even add or reduce the
number of borings and obtain adjusted costs, if necessary, as we have done this with them
in the past and have a strong relationship with this firm.
If you have any questions or would like to clarify or discuss any of scope and fee items,
feel free to call. We look forward to working with you on this interesting project that
should greatly benefit your residents.
Respectfully submitted,
PSOMAS
Jo Thornton, P.E.
ce President/Principal
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Water Fee Schedule
Effective January 1, 2005 — December 31, 2005"
CLASSIFICATION
Regional Director, Group Leader, Senior Consultant
Project Director, Team Leader, Technical Manager
Senior Water Resource Consultant
Sr. Project Manager
Project Manager
Principal Engineer/Analyst
Senior Environmental Scientist/Planner
Senior Engineer/Analyst
Senior GIS Specialist
Engineer/Analyst
Environmental Scientist/Planner
Asst. Engineer/Analyst
Staff Environmental Scientist/Planner
Technician/CADD
Engineering Aide/Researcher
Administrative Assistant/Analyst
Expert Witness Testimony — two times normal rate
Hourly rates include direct labor, overhead, fringe benefits and fee.
REIMBURSABLE EXPENSES
RATE
$215-$240
$190-$215
$170-$190
$170-$190
$150-$195
$145-$175
$120-$165
$120-$160
$120-$195
$ 85-$120
$ 90-$115
$ 80-$110
$ 75-$105
$ 70-$100
$ 60-$80
$ 65-$95
Mileage for field travel is charged at. 4851mile and parking expenses incurred by office
employees are charged at cost. Prints, messenger service, subsistence and other
direct expenses will be charged at cost plus ten percent. The services of outside
consultants or contractors will be charged at cost plus fifteen percent.
SPECIAL EQUIPMENT
Standard computer and technology costs are incorporated into the hourly rates shown
above.
Survey and other specialty equipment will be charged at a per unit per day rate.
EXHIBIT C