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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 �J PERSONAL SERVICES AGREEMENT 15 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) u 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 L 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. 3 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. 5 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 7 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 0 0 Q�ql ^J �.". y. ErBineerm9 Semces kr Ne �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 r Engineering Sernces for Me ila�ais fte4c led Wafer SupSup*Syrtem Rojeci ' T 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 0 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 Engineering ser c. for Ne Recycled Water Supply System pmpM 0 n 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 Ja k ^'EnVneerrg Services for the Recycled Water SuFpy System Project a4' oo� 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 kd E.g ie d g5s Stype o/ Ne N`���. Recycled Wats SiW�b Sritem RnjM 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 ♦ I Adm . ................... ........... q mJ ♦ I ®IE 'Pi AK. ®IE 'Pi 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 Lail N C V b d O LD O t V b ce 0 a_ E a) T T CL a L v ro 3 N u V 14 7 N 0 u ro CL r 'm w 0 a L IL d d LL cN L O LA CL cc r i •O i W Cl O � CD r C Ln N ' 00 •/1 P rpn N O. O. O fR 9 N N N N `� Ln — 7 OF dq fH ff} 64 VT to �H N4 tR i r i r r r Go M N O. Cl co N Z 00p r O O O i y.r O 10 V1 n M rn N Ln Opp N %D ON N `� 64 vr M ' E ER 64 be. wi. 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E ; 5 � 3 v at = O YQ b a a n a �y S U � s a y i U — a S E a 9 C p � L - d � y CO v O o m 3 ` a j d v � E a e � a w i 3 a � � a y o v 0 y N L aas co �' & �d��o y co n u t u Y r � Q g o d JzmaL2x N N H H N H p N N p O N H N G O H H N m N pp N N H HN N I N O N W N i N H N N H Lq N � N O H D N 0 0 0 H H N 0 0 W H 0 H ffAA 0 a N O F C n pH OH W N (OV n H i N h 8 O O H N n P gyp{ P .gyp 1 I P N m o I p H N p O W M N N N H H I N lc� - W IQ W H N m I N N H H W _ I N 1 P N O O O m m N I N IQ O p p O O O P N m O p °� N(p - O N I i N T N I 0 0 0 0 0 0 0 0 I O O O N O O O O O O m N N M p p p N - V n � a I n T � I 1 ! i i T O TIT O 1 M I 1 I TIT O O O O .11 b I — 1 J ° D D Z a o O F � y u; u m v NC N v 9 a7 J p p D 3 o a N 0 0 .5 e a S � i a a s n .c c i S 'a oc o e €o a s U i U U p Z- !V M V 0 v 0 O U 0 p v $ y C � � E U 'o eco $C � S ` U O q U $_ a`0 w O e y CP S 6 j e d a a a N O ? E ; 5 � 3 v at = O YQ b a a n a �y S U � s a y i U — a S E a 9 C p � L - d � y CO v O o m 3 ` a j d v � E a e � a w i 3 a � � a y o v 0 y N L aas co �' & �d��o y co n u t u Y r � Q g o d JzmaL2x 1 �•��7 d I=�� 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