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07-1016_LAN ENGINEERING CORP_Personal Services Agreement First Amd FIRST AMENDMENT TO PERSONAL SERVICES AGREEMENT THIS FIRST AMENDMENT TO THE PERSONAL SERVICES AGREEMENT between the CITY OF SAN JUAN CAPISTRANO ("City") andL,AN Engineering Corporation, ("Consultant") is made and entered into, to be effective the day of fir. 2007, as follows: RECITALS WHEREAS, the City and Consultant have entered into that Personal Services Agreement dated July 6"', 2004 for services relating to the preparation of Plans and Specifications for Hydraulic Capacity Projects No 1 and 6 (the "Agreement"); and WHEREAS, the City and Consultant desire to amend the terms of the Agreement as provided hereunder. AMENDMENT NOW,THEREFORE, in consideration of the promises and mutual covenants contained therein,City and Consultant agree to the amend Section 2,Term of the Agreement as follows: The Term of the Agreement is hereby extended so that the services required of Consultant shall be completed by no later than October 30, 2008. The City Manager may grant, in writing, two additional one-year extensions. All other provisions of the Agreement not amended hereunder shall remain in full force and effect. CITY OF SAN JUAN CAPISTRANO By-AT ESB APPROVED AS TO FORM: BY: G-1 11 J/),O�&Z- city Attorr ey LAN ENGI ERING CORPORATION By: 6UILOEP-AAE NASCAn.I:aTO _i_ P2BSI0£�i to-IS -to3 PERSONAL SERVICES AGREEMi,ENNT 1 -� THIS AGREEMENT is made and entered into this/dayof �/ 2004, by and between the City of San Juan Capistrano (hereinafter referreb to as the "City") and LAN Engineering Corporation (hereinafter referred to as "Consultant"). RECITALS: WHEREAS, City desires to retain the services of Consultant regarding the City's proposal to Prepare Plans and Specifications for Hydraulic Capacity Projects No 1 and 6; and WHEREAS, Consultant is qualified by virtue of experience, training, education and expertise to accomplish such services. NOW, THEREFORE, City and Consultant mutually agree as follows: Section 1. Scope of Work. The scope of work to be performed by Consultant shall consist of those tasks as set forth in Exhibit 'A" attached and incorporated herein by reference. Consultant warrants that all of its services shall be performed in a competent, professional and satisfactory manner and in accordance with the prevalent standards of its profession. Section 2. Term. This Agreement shall commence on the effective date of this Agreement and services required hereunder shall be completed by no later than June 30, 2005 Section 3. Compensation. 3.1 Amount. Total compensation forthe scope of services for this Project shall not exceed One Hundred and Seventy Four Thousand Four Hundred and Sixty Dollars($174.460), as set forth in Exhibit "t3," 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 -1- SD 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 be considered employees of Consultant. City will deal directly with and will make all payments to Consultant. -2- Section 6. Changes to Scope of Work. In the event of a change in the Scope of Work provided for in the contract documents as requested by the City,the Parties hereto shall execute an addendum to this Agreement setting forth with particularity all terms of the new agreement, including but not limited to any additional Consultant's fees. Section 7. Familiarity with Work and Construction Site. By executing this Agreement, Consultant warrants that: (1) it has investigated the work to be performed; (2) it has investigated the proposed construction site, including the location of all utilities, and is aware of all conditions there; and (3) it understands the facilities, difficulties and restrictions of the work under this Agreement. Should Consultant discover any latent or unknown conditions materially differing from those inherent in the work or as represented by City, it shall immediately inform City of this and shall not proceed with further work under this Agreement until written instructions are received from the City. Section 8. Time of Essence. Time is of the essence in the performance of this Agreement. Section 9. Compliance with Law. Consultant shall complywith 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 pursuanttothis 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. 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 ordamages of any nature, including attorneys' fees, for injury or death of any person or damage to property or interference with use of property and for 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. Section 14. Insurance. Insurance required herein 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 ofthis Agreement, Consultant shall maintain in full force and effect Comprehensive General Liability coverage in the following minimum amounts: $500,000 property damage; $500,000 injury to one person/any one occurrence/not limited to contractual period; $1,000,000 injury to more than one person/any one occurrence/not limited to contractual period. 14.2 Comprehensive Automobile Liability. -4- 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 underthis Agreement,Consultant shall submit an insurance certificate to the City Clerk's office for certification that the insurance requirements of this Agreement have been satisfied. 14.6 Notice of Cancellation/Termination of Insurance. The above policy/policies shall notterminate, 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. -5- 14.7 Terms of Compensation. Consultant shall not receive any compensation until all insurance provisions have been satisfied. 14.8 Notice to Proceed. Consultant shall not proceed with any work under this Agreement until the City has issued a written "Notice to Proceed" verifying that Consultant has complied with all insurance requirements of this Agreement. Section 15. Termination. City and Consultant shall have the right to terminate this Agreement without cause by giving thirty (30) days' advance written notice of termination to the other party In addition,this Agreement may be terminated for cause by providing ten (10)days' notice to the other party of a material breach of contract. If the other party does not cure the breach of contract,then the agreement may be terminated subsequent to the ten (10) day cure period. Section 16. Notice. All notices shall be personally delivered or mailed to the below listed addresses, or to such other addresses as may be designated by written notice. These addresses shall be used for delivery of service of process: To City: City of San Juan Capistrano 32400 Paseo Adelanto San Juan Capistrano, CA 92675 Attn: Director Engineering and Building To Consultant: Lim and Nascimento Engineering Corporation 12 L Mauchly Irvine, Ca 92618 Attn: Matt Stepien, P.E. Project Manager 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. -6- Section 18. Dispute Resolution. In the event of a dispute arising between the parties regarding performance or interpretation of this Agreement, the dispute shall be resolved by binding arbitration under the auspices of the Judicial Arbitration and Mediation Service ("JAMS"). Section 19. Entire Agreement. This Agreement constitutes the entire understanding and agreement between the parties and supersedes all previous negotiations between them pertaining to the subject matter thereof. IN WITNESS WHEREOF, the parties hereto have executed this Agreement. CITY O AN ANA I TF By: d Joe Soto, M yor CONSUL A T By: Williahf Nascimento, President ATTEST: LAN Engineering Corporation M r aret R. Monahan, City Clerk APPROVED AS TO FORM: John haw, City Attorney -7- J.., cs� EXHIBIT A Hydraulic Capacity Project No. I San Juan Creek Siphon toTrabuco Creek Siphon i. Project Understanding/Scope of Work PROJECT UNDERSTANDING Key Issues ➢ Practical/Cost-Effective Based on our review of the Request for Proposal, discussions with City Solution staff, field visits, record drawing and sewer master plan reviews, and our )o Local Sewer Knowledge extensive previous experience on similar design projects, we have and San Juan Capistrano identified the following project understanding. Experience Our specific research related to this proposal revealed the following: ➢ Alternative Alignment Analysis r Per the record drawings, the existing 18-inch and 21-inch sewer "v Sewer Capacity Analysis material is probably lined ACP. ➢ Jacking and Siphon The 18-inch portion of the existing sewer is hydraulically deficient, Experience but the 21-inch portion of the sewer is not hydraulically deficient. ➢ Rehabilitation Analysis i The deteriorating lining for the 21-inch sewer that was seen in the ➢ Railroad and Caltrans master plan video inspection may be the ACP lining, which we have Permitting seen happen before, and for which our team has successfully been able to remedy on previous projects without reconstructing the pipe. Y The development that has occurred adjacent to the existing sewer alignment is not conducive to pipe bursting and will also be significantly impacted by jacking operations. However, there appears to be adequate room for jacking pits in the private parking lots adjacent to the railroad, and in the parking lot and open space on either side of the I-5 Freeway. The jacking operations at the railroad and freeway would be very costly and disruptive to adjacent businesses. The construction of a smaller facility (less than 21-inch) that will divert the appropriate amount of sewage from the existing 18-inch sewer main, would result in significant cost savings as compared to constructing a parallel 18-inch. i The City reconstructed the 12-inch sewer siphon beneath San Juan Creek easterly of the freeway in 1993. However, the future development on the east side of the freeway may result in this siphon ultimately being undersized. These factors led to the identification of Hydraulic Project No. 6 in the master plan report. ;w We recommend studying the combination of Hydraulic Projects I and 6, which would eliminate the Hydraulic Project No.I deficiencies, provide capacity for future development, and result in savings of a minimum of$1.0 million in construction costs. The cost estimate from the Sewer Master Plan for Project No. 1 apparently does not account for the significant cost of the 2 jacking operations. i The natural drainage pattern in San Juan Creek Road is southwesterly, meaning that the combining of Hydraulic Projects 1 and 6 could be easily accomplished without having to construct the proposed combination sewer project opposite to the prevailing gradient. Several key issues, which must be carefully considered during the course of the project, are identified below and on the following pages. 1 u� EXHIBIT A Hydraulic Capacity Project No. 1 San Juan Creek Siphon to Trabuco Creek Siphon i. Project Understanding/Scope of Work PRACTICALICOST-EFFECTIVE SOLUTION Although we fully understand the purpose of developing a master plan report, it is important to realize that since it is only a planning-level document, refinement is warranted during the design stage of the various proposed projects. A review of the recommendations for Hydraulic Project No. 1 reveals that a total ` reconstruction of the ±3,000 linear feet of 21-inch sewer main is proposed. We recommend that the initial study phase of this project should focus on salvaging the 21-inch sewer main that only has lining issues, maximizing the available capacity of the 18-inch sewers, accommodating future development to the best extent possible, and investigating the combination of Hydraulic Projects 1 and 6. For the entire project, solutions should be investigated that minimize impacts and are the most cost-effective. LOCAL SEWER KNOWLEDGE AND SAN.JUAN CAPISTRANO EXPERIENCE Knowledge of San Juan Capistrano criteria, procedures, and personnel are key features of the LAN Project Team. The LAN Team's Project Manager and Project Engineer have worked on multiple projects for the City of San Juan Capistrano, including the final design of several sewer design projects. Additionally, our Project Team members have local experience working on numerous South Orange County Sewer Projects, including the jacking of two sewer mains across 1-5 for the El Toro Water District. Asa result, our Project Team is familiar with City standards and the preparation of sewer planning, rehabilitation,jacking, siphons, and reconstruction projects. ALTERNATIVE ALIGNMENT ANALYSIS Given the extent of existing development along the existing sewer alignment, it will be essential to evaluate options that are feasible, functional, cost-effective, and that minimize potential impacts to existing development. Although it would require an additional easement, one possible alternative is a southerly shift in the alignment through the parking lot (west of Camino Capistrano) to avoid impacting the structures that were constructed after the sewer was built. SEWER CAPACITY ANALYSIS Reviewing the pertinent portions of the City's Sewer Master Plan Report will be a key task in developing a strategy for the design portion of the project. Since the problems identified in the Master Plan Report include both capacity and lining deficiencies, it will be important to differentiate between the types of deficiencies and to develop a strategy that will maximize the use of the existing sewer mains,which should still have significant useful life remaining. By utilizing the City's sewer model and corresponding design sewage flow rates,we can refine the Sewer Master Plan recommendations and develop detailed recommendations that should result in significant cost-savings to the City, as compared to the costs identified in the Sewer Master Plan. 2 10 Jw+ n� EXHIBIT A �; 99 Hydraulic Capacity Project No. 1 San Juan Creek Siphon to Trabuco Creek Siphon 1. Project Understanding/Scope of Work JACKING AND SIPHON EXPERTISE The proposed jacking operations at the freeway and the railroad crossing are complicated procedures that will involve specialized expertise. Key components that will need to be considered include allowing for accessibility of construction equipment, minimizing impacts to adjacent businesses, providing sufficient geotechnical information, and accounting for all utilities in the area. Additionally, the need for a sewer siphon design could be required. The LAN Team has provided these design services for numerous projects including the jacking of two sewers across I-5 for the El Toro Water District. REHABILITATION ANALYSIS The accurate analysis of the video inspection tapes will be an important task in the development of the Engineering Report and in the overall construction cost of the project. The evaluation of the 1) reconstruct existing lines option versus 2) the rehabilitation of existing lines by relining methods option, needs to be the result of a comprehensive review of a wide variety of project considerations. These include the additional service life resulting from relining; facility of reconnection of service laterals; impact of trenches to surrounding areas; access for suitable mobilization of specific construction equipment; and initial investment and life cycle costs. In order to provide recommendations of pipe rehabilitation versus reconstruction, we recommend that the Engineering Report include a selection matrix for each segment of sewer based on the factors identified above, plus any other key factors that should be considered. Within the rehabilitation alternative, point repairs and lateral connections need to be carefully evaluated and accounted for. Our pipe lining design subconsultant has completed tens of miles of lining projects and is rated among the Top 25 consultants in the country for trenchless technology design. RAILROAD AND CALTRANS PERMITTING Knowing the appropriate procedures for obtaining permits from the railroad and Caltrans may be the most important task in keeping the project within schedule. This is especially true because of the jacking operations that are being proposed. The LAN Team includes a specialist in obtaining the appropriate permits from both agencies. Our permit engineer has over 30 years of experience, has extensive contacts within the railroad and Caltrans, and has obtained permits for dozens of projects involving one or both permitting agencies. 3 • J«w EXHIBIT A Hydraulic Capacity Project No. 1 m San Juan Creek Siphon to Trabuco Creek Siphon i. Project Understanding/Scope of Work SCOPE OF WORK Scope of Work Phase 1 —Preliminary Phase f—Preliminary Design Design ➢ Phase 2—Final Design 100 RESEARCH AND REVIEW. On all design projects, LAN Engineering begins by meeting with the Client to refine the specific project scope and objectives. The meeting will result in identification of key contacts, unresolved issues and preliminary design constraints. A thorough search of the available records will be conducted to acquire relevant data to assist in the design of the project. The information accumulated will include as-built drawings, utility information, assessors parcel maps, and horizontal and vertical control data. Included as a part of this task will be the review of the videotapes, for this portion of the project, from the Sewer Master Plan. Although new video inspections will be performed, the review of the tapes and the logs will help to understand the nature of the lining issues discovered and the potential need for point repairs. 110 FIELD REVIEW. The Project Team will review the project in the field, take photographs of key constraints and project issues for the proposed project, and evaluate and identify existing improvements. All photographs are filed in photo albums, with a written description for each picture. The albums serve as a constant reference during design and are invaluable when discussing issues at meetings. 120 UTILITY COORDINATION. Information will be collected from all of the utility companies. We have included the dipping of all existing gravity sewer and storm drain manholes as a part of our utility coordination effort. A master utility list will be maintained and updated throughout the life of the project. Coordination with the utilities will continue throughout the design of the project. 130 BASE MAPPING. Aerial mapping is proposed for the entire project reach if only Project No. 1 is constructed. However, if Project No. 6 is constructed, the aerial mapping will be used only for the new construction, and the sewer rehabilitation base map will be prepared utilizing the City's existing digital aerial photography. Supplemental ground survey is proposed as a part of Phase 2 to provide an existing ground profile above the sewers and to more accurately locate key constraints such as building comers, stairways, etc. 140 VIDEO AND PHYSICAL INSPECTIONS. The LAN Team proposes to provide CCTV / manhole inspection crews,management, technical staff, and equipment to accomplish the work described below: Review project area sewer drawings Y Provide CCTV inspection equipment i Provide manhole inspection equipment Provide a written description of CCTV/manhole inspection observations i Provide digital photographs on digital media(CD or DVD) 4 1. � 9! K� EXHIBIT A Hydraulic Capacity Project No. 1 "" San Juan Creek Siphon to Trabuco Creek Siphon i. Project Understanding/Scope of Work 150 RIGHT-OF-WAY RESEARCH. The LAN Team will research City and County records to determine the public right-of-way boundaries for all of the projects. Based on the current information available and the fact that the sewers already exist for Project No. 1, we are anticipating that easements already exist for all sewer mains not within public right-of-way. Project No. 6 will probably require a County right-of-way agreement. 160 ENGINEERING REPORT. As a part of this task, the LAN team will review the City's current master plan. Our review will include an overview of the City's model, including tributary areas and design flows. We will also review the Master Plan Report conclusions and recommendations involving Hydraulic Project No. 1 and No. 6 to allow us to determine if those recommendations might be advantageously re-evaluated. (Specifically, we will determine if flow can be diverted from Project No.I to Project No. 6, thereby eliminating the capacity deficiencies for Project No. 1). When re-evaluation appears beneficial, we will develop cost-effective, feasible alternatives. Alternatives could include changes to alignments, changes to flow patterns, and alternative methods of construction. Those alternatives appearing to have merit will be investigated in greater depth, and recommendations will be developed for consideration by the City. Alternatives to the alignments and construction methods discussed in the Master Plan will be developed in this task to the extent that budget level cost estimates can be made for comparison and construction methods can be explained adequately. Alternative construction techniques for the construction of a parallel sewer for Project No. 1 will be developed for consideration based on a detailed review of the existing field conditions and the videotapes. Factors that will be considered in evaluating the alternatives including cost-effectiveness, constructability, impacts to existing improvements, traffic control/public safety, and right-of-way impacts will also be considered. The results of the analyses and recommendations will be detailed in the Engineering Report. The report will include the following: Pictures and descriptions of existing conditions for each reach of sewer �w Comments and summaries of the videotape for each segment A matrix identifying the parameters being used to evaluate the various construction techniques i Recommendations with justifications for the most viable solution y A location map showing the limits for each project Identified below are some of the key issues that will have to be addressed during the design process for each project segment. Reach 1 (San Juan Creek Siphon to Camino Capistrano/La Paloma). According to the Master Plan Report, this reach of 21-inch pipe is not hydraulically deficient, but the pipe lining has deteriorated. Physical constraints for this reach include the I-5 Freeway, and the existing commercial buildings east of the freeway that the existing sewer traverses between. The jacking of a parallel sewer across the freeway will be very expensive. Our research indicates that the lining problem may be from the lined ACP which was originally installed. We recently completed a project for an Orange County agency that was having problems with failure of the original lining in a section of lined asbestos cement pipe. Video inspection showed that the lining was undercut due to corrosion of the pipe wall at several joints. The pipe was successfully rehabilitated at a cost significantly less than the pipe replacement cost. 5 J.w EXHIBIT A � Hydraulic Capacity Project No. 1 San Juan Creek Siphon to Trabuco Creek Siphon i. Project Understanding/Scope of Work In light of replacing a line that is not deficient, and which would be very costly to replace or supplement, we plan to investigate a combination of alternative alignments and flow diversions. There appears to be adequate room for the jacking pits outside of Caltrans right-of-way, and the pit in the parking lot can be situated to minimize impacts to the traffic flow within the commercial complex. Should a replacement sewer be recommended, traffic control should not be a problem for this reach. Reach 2 (Camino Capistrano/La Paloma to 500 feet south). Since the existing sewer is located in Camino Capistrano, traffic control will be a significant factor for this reach. Since this reach is hydraulically deficient, alternatives will include parallel facilities, diversion of flow in conjunction with alternative alignments, and the potential for combining Project No. 1 and 6. Reach 3 (Camino Capistrano to west of the railroad). This reach will have similar , constraints to Reach 1, due to the railroad jacking operation and the commercial building constraints. It appears highly unlikely that a parallel sewer could be constructed along the same horizontal alignment as the original sewer, since significant development has occurred since the original sewer was constructed. Alternatives to be investigated will include parallel facilities, diversion of flow in conjunction with alternative alignments, and the potential for combining Project No. 1 and 6. Although an additional easement would be involved, an alternative alignment possibility is the construction of a parallel sewer from the Camino Capistrano/La Paloma intersection to just north of San Juan Creek, then southwesterly along the southerly edge of the property adjacent to the Creek, and then jacked across the railroad. Reach 4(West of railroad to Trabuco Creek Siphon). The construction of a parallel sewer along the easterly edge of these two parcels will involve significant disruption to parking spaces and existing landscaping. A wider easement would probably also be required. Alternatives to be investigated will include parallel facilities, diversion of flow in conjunction with alternative alignments, and the potential for combining Project No. 1 and 6. It should be noted that if lining is proposed for any of the reaches, temporary sewage handling could be a significant issue, due to the volume of sewage being conveyed. 170 PRELIMINARY PLANS. Forty scale storm drain plans will be developed for each recommended sewer alignment. The plans will include the topographic base information, existing utilities, and the vertical and horizontal alignment of the sewer, including siphons or jacked pipes. Sewer laterals will also be indicated where possible, as well as the disposition of any existing sewer facilities that will be replaced. For reaches to be lined, we proposed to use existing City digital mapping and the record drawings for the pipe profiles. We are not proposing to dip the existing sewer manholes that will only be relined. 180 COST ESTIMATES. Preliminary cost estimates will be prepared and submitted for each project, including new construction and lining alternatives, where applicable. The estimates will include the costs for all of the various construction items and will also identify any private property relocations required (fences, walls, landscaping, etc.). 6 EXHIBIT A Hydraulic Capacity Project No. 1 ' nu 'm San Juan Creek Siphon to Trabuco Creek Siphon i. Project Understanding/Scope of Work 190 CITY MEETINGS 1 PROJECT MANAGEMENT I QA i QC. Meetings will be held with City staff, as necessary to complete the project. Regularly scheduled meetings are a key component to keeping projects on schedule, avoiding pitfalls, and keeping the lines of communication open with the City so that surprises do not occur during the final stages of the project. We have assumed one status meeting per month on the average. A QA/QC Committee, comprised of senior engineers, will be assigned to this project. These members will meet at key points of the project to review the progress and results. The Project Management task is directed at the organization, planning and control of the Project Team. Activities include scheduling and monitoring of the project team, cost control, and an active quality control program. A summary of our procedures are included in Section 6 of this proposal. Phase 2—Final Design 200 UTILITY COORDINATION. Coordination initiated with the utilities during Phase 1 of the project, will continue throughout the design of the project. Notices will be sent to all franchise utilities that will be impacted by the project, requesting the relocation of the pertinent facilities. A copy of the utility file for each utility company/agency will be provided to the City. 210 GROUND SURVEY. Detailed ground survey will be used to supplement the aerial topography and base mapping initiated in Phase 1. Information will include establishing the existing ground above the proposed sewer, locating the precise location of existing utilities and above-grade improvements (walls, trees, etc.), and defining other key surface features. All existing sewer and storm drain manholes in the vicinity of the proposed sewer construction would be dipped to determine existing invert elevations. 220 GEOTECHNICAL. The geotechnical investigation will be completed in accordance with applicable City standards. Based on published information, we are anticipating predominantly silt, silty sand, and sand soil conditions. The borings will extend to a depth of 15 to 25 feet below the existing grade. We are proposing a total of seven borings for Project No. 1. Two of the borings will be drilled near the toes of the I-5 embankment, where the pipe jacking is anticipated. Two additional borings are proposed within the parking lots on both sides of the railroad tracks. If Project No. 6 eliminates the parallel sewer construction portion of Project No. 1, the borings will be drilled along the proposed alignment, including the proposed siphon. The geotechnical report will include recommendations for pipe jacking (including shoring for the jacking and receiving pits), drilling (if needed for Project No. 6), groundwater, temporary and permanent slope stability, corrosion potential, lateral earth pressures, backfill and bedding, and will also identify the necessity for dewatering. We have assumed that a drilling permit will be required from the County of Orange if Project No. 6 is constructed, and that no-fee permits can be obtained from the City. We are also requesting assistance from the City in coordinating with property owners and in obtaining permission to drill borings on private property. 7 J+w n� EXHIBIT A Hydraulic Capacity Project No. 1 oti San Juan Creek Siphon to Trabueo Creek Siphon 1. Project Understanding/Scope of Work 230 FINAL PLANS. Forty scale sewer plans will be prepared for the projects based on the final approved alignment selected in Phase 1. For the purposes of this proposal, we have assumed the construction of a new sewer roughly parallel to the existing Project No. 1 alignment including two jacking operations or the construction of Project No. 6. For both alternatives, we have also included the rehabilitation of the existing sewer along the Project No. 1 alignment. The plans will include plan and profile drawings,necessary manhole details, and details required to join the existing facilities. Details will also be provided showing limitations of boring pits, casing installation, carrier pipe installation, and as necessary, directional drilling for the proposed siphon. If identified in Task 1, designs will include alternative means of trenchless construction, such as directional drilling. The following represent some of the key issues anticipated during final design. Lining Options to be Considered. During the last five years, there have been a number of new technologies that have entered the marketplace and that are included in the Greenbook. It will be important to get the comfort level of the City regarding the lining methods that will be allowed, so that certain methods can be excluded from the bidding process. The project specifications will have to be carefully written to only allow those methods that are deemed to be acceptable by the City and County. Temporary Sewage Handling. A critical issue for all sewer rehabilitation projects is the handling of flows during construction. Sewage generation cannot be interrupted, and suitable temporary flow handling facilities and flow bypass strategies will need to be incorporated into design development. Utilities. It is anticipated that the full compliment of utility systems will be encountered by the project. Particular care will be undertaken to safeguard against negative impacts to surrounding utility systems. The limited width at some of the locations provides very limited opportunity for alignment modifications to existing sewers. Sewer rehabilitation measures will be coordinated with the Health Department where waivers to the general separation criteria will be required. Access Issues. Project development must be sensitive to a wide range of access requirements and concerns. The proposed sewer rehabilitation access requirements include providing driveway access; facilitating services such as trash pick-ups; and coordinating access and emergency response requirements with police and fire departments. Access requirements will be specifically addressed in contract documents making use of special provisions limiting the extent of concurrent contractor operations, related available work hour limits, limiting open excavations, and coordination of contractor activities with adjacent business operations. Foundation/Structure Support. Field reviews indicated the presence of adjacent structures that may be in close proximity to the sewer alignments. Construction of temporary support for foundations may be required as a part of the contract documents. 240 COST ESTIMATES AND SPECIFICATIONS. Preliminary cost estimates will be prepared for the proposed improvements and included with the preliminary plans. Construction cost estimates will, in turn, be updated and resubmitted with each subsequent set of improvement plans. 8 Ulm J+r a� EXHIBIT A Hydraulic Capacity Project No. I IIG San Juan Creek Siphon to Trabuco Creek Siphon :t. Project Understanding/Scope of Work Standard specifications will be prepared for the project based on the Greenbook standards and will consist of two different sets covering lining and cut and cover. The specifications shall be developed in conformance with the City's standard format. 250 RAILROAD AND CALTRANS PERMITS. The LAN team will secure the necessary railroad and Caltrans permits needed to jack the pipes through the respective agency's right-of-way, or as needed, a permit from the County for the proposed siphon associated with Project No. 6. We have assumed that the City will pay all fees and costs associated with the permits. The Caltrans encroachment permit includes getting cultural resource clearance from two organizations, and that generally takes about two weeks. We are estimating that even with our expertise in this area, the Caltrans encroachment permit approval will take at least three months to obtain. Permitting for the Railroad will require the issuance of a License Agreement for the sewer line crossing within their right-of-way. The application will be filed with the Real Estate and Utility Specifications Department in Omaha,Nebraska. The Application will require the following: r Legal description of the crossing r Approved plans ➢ Copy of the project Geotechnical Report r Potholing of the Railroad tenant's underground utilities within the crossing area i Permit application and processing fee The cost of the right-of-way occupied by the crossing at current market value to be assessed against the City of San Juan Capistrano. Once the application is filed, it is expected to take about 60 days for the UPRR to process and approve. In addition, the following items will be required: i Insurance to work within the railroad right-of-way for potholing. e Any necessary relocation of Railroad tenant's facilities will be at the City of San Juan Capistrano's cost(design and relocation of tenant utilities would be performed by the respective utility owners.) 260 MEETINGS. Regularly scheduled meetings are a key to keeping projects on schedule, avoiding pitfalls, and keeping the lines of communication open with the City, so that surprises do not occur during the final stages of the project. Meetings will be held as needed to complete the project. 270 PROJECT MANAGEMENT I QA 1 QC. Quality Control will be an on-going task throughout the duration of the project. LAN initially develops a quality control work plan internally to evaluate the project team selected for the assignment. The work plan outlines the design standards and manuals to be followed, establishes checking and review procedures, and identifies assignments and responsibilities. All design documents prepared by the LAN Team are checked in detail prior to formal submittal. At key milestones throughout the design process, independent checks will be performed on the various aspects of the design. Additionally, review plans are circulated internally at predetermined levels to maintain uniformity in plan preparation 9 EXHIBIT B MANHOUR AND FEE ESTIMATE City of San Juan Capistrano -Hydraulic Capacity project No. I 100 Research and Review 2 4 8 $1,270 110 Field Review 4 4 $970 120 Utility Coordination z 6 2 $30 $1,078 130 Base Mapping 2 $5,582 $5,852 • 140 Video and Ph sical inspections 2 Y P � � $4,970 $6,040 I50 Right-of--Way Research 2 $1,950 $2,220 160 Engineering Report 20 44 I 60 24 $11,900 $25,228 170 Preliminary Plans 1628 60 48 $11,740 a $24,656 180 Cost Estimates 4 12 16 �0 a $6,060 190 Meetings/PM/QA/QC 18 6 �� $3,030 200 200 Utility Coordination 2 4 $500 210 Ground Survey 2 $5,582 $5,782 220 Geotechnical 2 $9,850 z $10,120 230 Final Plans 16 28 60 48 $44,000 4 $56,916 240 Estimates and Specs 8 12 12 8 $7,030 4 $10,722 250 Permits 40 24 24 8 $10,176 260 Meetings 6 6 $1,410 � T 270 Project Management/QA/QC L18 $2,430 Total Hours 158 182 254 128 10 Unit Cost - $135 $100 $75 $72 $64 Total Labor Cost($) $21,330 . $18 002002 $19,050 $9,216 $640 $106,024 $174,460 PM Project Manager PE Project Engineer AE Assistant Engineer CAD Cadd Technician WP Word Processor i Huitt-Zollars 2 Kleinfelder Geotechnical 3 MGD Technologies 4 Carollo Engineers • SCHEDULEOFRATES EXHIBIT C SCHEDULE OF RATES JANUARY, 2004 DESIGN: 1 Principal 145.00/Hr 2 Project Manager 135.00/Hr 3 Structural Engineer 110.00/Hr 4 Project Engineer 100.00/Hr 5 Associate Engineer 90.00/Hr 6 Assistant Engineer 75.00/Hr 7 CAD 72.00/Hr 8 Administrator 64.00/Hr Court Appearance—Add $50/Hr Reimbursable billed at cost plus 10%. 26 • CITY CLERK'S DEPARTMENT-ACTION REMINDER t rzSC ivc (l C TO: Brian Perry, Senior Civil Engineer FROM: Christy Swanson, Admh* tiue Secretary DATE: June 1, 2007 SITUATION: At their meeting on July 6, 2004, the City Council of the City of San Juan Capistrano approved a Personal Services Agreement with LAN Engineering Corporation to prepare Plans and Specifications for Hydraulic Capacity Projects Nos. 1 and 6. ACTION REQUESTED: Said agreement states services shall be completed by June 30, 2005. On June 2, 2005, said agreement extended to June 30, 2006. On June 2, 2006, said agreement extended to June 30, 2007. Please notify this office if agreement has been extended or completed. ACTION TO BE TAKEN: Ck �� -rO 30, Zoe DATE WHEN NEXT ACTION (S) SHOULD BE TAKEN: SIGNATURE OF OFFICIAL TAKING ACTION: DATE SIGNED: 7 ***FOR CITY CLERK'S DEPARTMENT USE ONLY*** Tickler Date: 06/01/05 06/01/06 06/01/07 Deadline Date: 06/30/05 06/30/06 06/30/07 cc: Department Head • (600.30/Ian) 0 0 • CITY CLERK'S DEPARTMENT-ACTION REMINDER TO: Brian Perry, Senior Civil Engineer FROM: Christy Swanson, Secretary DATE: June 1, 2006 SITUATION: At their meeting on July 6, 2004, the City Council of the City of San Juan Capistrano approved a Personal Services Agreement with LAN Engineering Corporation to prepare Plans and Specifications for Hydraulic Capacity Projects Nos. 1 and 6. ACTION REQUESTED: Said agreement states services shall be completed by June 30, 2005. On June 2, 2005, said agreement extended to June 30, 2006. Please notify this office if agreement has been extended or completed. ACTION TO BE TAKEN: • DATE WHEN NEXT ACTION (S) SHOULD BE T ( 1. SIGNATURE OF OFFICIAL TAKING ACTION: 41 DATE SIGNED: (/ Z ***FOR CITY CLERK'S DEPARTMENT USE ONLY*** Tickler Date: 06/01/05 06/01/06 Deadline Date: 06/30/05 06/30/06 cc: Department Head (600.3017an) • 0 0 CITY CLERK'S DEPARTMENT-ACTION REMINDER TO: Brian Perry, Senior Civil Engineer FROM: Mitzi Ortiz, Deputy City Clerk DATE: June 1, 2005 SITUATION: At their meeting on July 6, 2004, the City Council of the City of San Juan Capistrano approved a Personal Services Agreement withers IAN Engineering Corporation to prepare Plans and Specifications for Hydraulic Capacity Projects Nos. 1 and 6. ACTION REQUESTED: Said agreement states services shall be completed by June 30, 2005. Please notify this office if agreement has been extended or completed. ACTION TO BE TAKEN: DATE WHEN NEXT ACTT (S) SHOULD BE TAK SIGNATURE OF OFFICIAL TAKING ACTION: DATE SIGNED: A/0-5 ***FOR CITY CLERK'S DEPARTMENT USE ONLY*** Tickler Date: 06/01/05 Deadline Date: 06/30/05 cc: Department Head (600.3017an) Client#: 5901 -IMNASCIM ACOR CERTIFICA OF LIABILITY INSU NCE 0611/2004'" ' PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION Dealey, Renton &Associates ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE P. O. Box 10550 HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Santa Ana, CA 92711-0550 714 427-6810 INSURERS AFFORDING COVERAGE INSURED - - A:U --d INsuRERniteStates Fidelity&-Guaranty Lim & Nascimento Engineering INSURER B:St. PaUI Fire&Marine Ins. Co. 12-L Mauchly - — -- _ _ - wsURERc,Great American Assurance CoIRA&MCO Irvine, CA 92618-6305 - - INSURER D: INSURER E: COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCH POLICIES, AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. - - -- - _ __-- - _ POLICY EXPIRATIOA- -- INSR Ty PE OF INSURANCE POLICYNUMBER POLICYEFFECTIVEi A / LIMITS A GENERAL LIABILITY BKO1437997 08/10/03 06/10/04 EACH OCCURRENCE $J000,000_ X ]COMMERCIAL GENERAL LIABILITY General Liability FIRE DAMAGE(Anyone fire)$1,00.0 000 - of SII ariSln CLAIMS MADE X I OCCUR excludes claims MED EXP(Any one pets on) $10,000 - g out PERSONAL&ADV INJURY 1$10 000 'performance of GENERAL AGGREGATE $2 000 000 GENL AGGREGATE LIMIT APPLIES PER:,professional PRODUCTS-COMP/OPAGG $2,000,000 __ — - POLICY PRO_ JF CT LOC SerVICes. A _AUTOMOBILE LIABILITY IBA01548672 09/01/03 09/01/04 COMBINED SINGLE LIMIT , ANYAUTO (Eaaccident) $1,000,000 ALL OWNED AUTOS _-- -- X SCHEDULED AUTOS j (Per person) X_ HIREDAUTOS BODILY INJURY X NON-OWNEDAUTOS /(Per accident) $ -- - --- - ---- ---- PR OPERTY DAMAGE $ (Per accident) GARAGE LIABILITY AUTO ONLY-EA ACCIDENT,$- _ IANYAUTO iOTHER THAN EAACC_i$ AUTO ONLY: AGO '$ A CESS LCLAIMS MADE :$2,000,000 0 LIABILITY - BKO1437997 08/10/03 08/10/04 EACH OCCURRENCE $2J 00.000 _ (Not included AGGREGATE $2 000,000 I - _ -- Professional i - $ DEDUCTIBLE (Liability) j I$ RETENTION $ i $ B WORKERS COMPENSATION AND WVA7726280 09/01/03 09/01/04 'IXWCST M TSAT _ T . EMPLOYERS'LIABILITY _-- - - -- E.L.EACH ACCIDENT $1_,000,000 j 1E.L.DISEASE-EAEMPLOYEEI$1,000,000 �E.L.DISEASE-POLICY LIMIT,$1,000,000 C OTHER Professional EDN320856802 09/30/03 09/30/04 $2,000,000 per claim Liability $2,000,000 annl aggr. DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES/EXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS *Except 10 days notice of cancellation for non-payment of premium. Re: Prepare Plans and Specifications for Hydraulic Capacity Projects No 1 and No 6. City of San Juan Capistrano is additional insured on General Liability (See Attached Descriptions) CERTIFICATE HOLDER ADDMONALINSw€D•INSURERLETrER ____ CANCELLATION SHOULD ANYOFTHEABOVE DESCRIBED POUCES BE CANCELLED BEFORETHE EXPIRATION City of San Juan Capistrano DATETHEREOF,THE ISSUING INSURER WI LLVMXXWM MAIL3D-_- DAYSWRITTEN Attn: Brian Perry, Senior Engineer NOTICETOTHE CERTIFICATE HOLDER NAMED TOTHE LEFT,BXRI@w w)MAMXNMIXX 32400 Paseo Adelanto ANfosA �aBmc�LARANYmaNNw�rANxNecANmaeRrmmLamDox$cARX San Juan Capistrano, CA 92675 nexAeeenmoxerFA. AUT ORIZED REPR ESENT TIVE G ACORD 25-S(7197)1 of 2 #M80106 THC 0 ACORD CORPORATIO7 88 DE IPTIONS (Continued from ge 1) coverage but only as respects to work being performed by the insured. AMS 25.3(07/97)2 of 2 #M80106 Policy Number: BKO1437997 Owners Lessees or Contractors (Form B) ADDITIbNAL INSURED Change(s) Effective: 06/11/2004 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. This endorsement modifies insurance policy under the following: LIABILITY COVERAGE PART: Schedule Name of Person or Organization: City of San Juan Capistrano Attn: Brian Perry, Senior Engineer 32400 Paseo Adelanto San Juan Capistrano, CA 92675 SECTION II - WHO IS AN INSURED is amended to include as an insured the person or organization shown in the Schedule, but only with respect to liability arising out of"your work" for that insured by or for you. Re : Prepare Plans and Specifications for Hydraulic Capacity Projects No 1 and No 6 . CL/BF 22 40 03 95 Client#: 5901 LIMNASCIM BIL CERTIFICA-SOF LIABILITY INSUI &CE 0DATE 9/15/2003/rr) 'PRODUCER THIS CERTIFICATE IS SUED AS A MATTER OF INFORMATION Dealey, Renton & Associates ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE P. O. BOX 10550 HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Santa Ana, CA 92711-0550 714 427-6810 INSURERS AFFORDING COVERAGE INSURED / INSURER A:United States Fidelity & Guaranty •� g 'U Lim & Nascimento Engineering C �' � / INSURER B:St. Paul Fire & Marine Ins. Co. U' 1L')t- 12-L Mauchly INSURER c:Great American Assurance Co1RA&MCO Irvine, CA 92618-6305 - INSURER D: INSURER E COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE PERMS,EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. (NSRTYPE OF INSURANCE POLICY NUMBER 'POLICYEFFECTIVE'PO LICY EXP18ATI O N LIMITS LTR AT MM! YY D T NU DIYY A GENERAL LIABILITY BKO1437997 08/10/03 08/10/04 EACHOCCURRENCE $1,000,000 ' X COMMERCIAL GENERAL LIABILITY General Liability ( FIRE DAMAGE(Anyone fire) $1,P00,000 MED EXP(Any one person) $10,000 excludes claims - -I ----- arising - -- CLAIMS MADE X i OCCUR( - arlsing out of the PERSONAL&ADV INJURY $1,000,000 _ (performance Of I GENERAL AGGREGATE $2,000,000___ I GEN'L AGGREGATE LIMIT APPL IE SPER:(professional PRODUCTS-COMP/OP AGG $2,000,000 POLICY( PRO- ( LOC services. - - A 1' AUTOMOBILE LIABILITY IBA01548672 09/01/03 1i109/01104 COMBINED SINGLE LIMIT $1,000,000 ANYAUTO Eaaccident) - - ALLOWNEDAUTOS , BODILY INJURY $ I,X SCHEDULED AUTOS (Per person) 11 - - __- - 1 X HIREDAUTOS 1 BODILY INJURY : X NON-OWNED AUTOS I(Per amdenq 11$ - ------- 1 PROPERTY DAMAGE 1$ (Per accident) GARAGE LIABILITY 11 AUTO ONLY-E $ ANY AUTO _AACCIDENT OTHERTHAN EAACC $ I I 1 AUTO ONLY: AEG $ A EXCESS LIABILITY IBKO1437997 108/10103 06/10/04 EACH OCCURRENCE $2 000,000 I !(Not included AGGREGATE _'52'000,000 X OCCUR CLAIMS MADE! _ Profe DEDUCTIBLE Liability) $ _ - RETENTION $ II $ B WORKERS COMPENSATION AND IWVA7726280 09/01/03 09/01/04 X WCSTATU- OTH- EMPLOYERS'LIABILITY 4RY.LIMITS -ELEACH ACCIDENT $1,000,000 IE.Lgf.EASE-EAAEEMPLOYE $1,000,000 JE.L.aSEASE-FOICYLI 1,000,000 C IOTHER Professional JEDN320856802 09/30/03 09/30/04 $2i000,000�r cl� (Liability j $2901�000.Inl am. DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES/EXCLUSIONS ADDED BYENDORSEMENT/SPECIALPROVISIONS ,-) U *Except 10 days notice of cancellation for non-payment of premium. 'P"7- G RE: CIVIL ENGINEERING ON-CALL PROJECT CITY OF SAN JUAN CAPISTRANO IS ADDITIONAL INSURED ON GENERAL LIABILITY COVERAGE. N CD CERTIFICATE HOLDER AOOFRONALINSLREO;INSURER LETTER CANCELLATION SHOULD ANYOF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION CITY OF SAN JUAN CAPISTRANO DATE THEREOF,THE ISSUING INSURER WI LL:tXX%AXWXT$/MAI L30* DAYSWRITTEN ATTN: DAWN SCHANDERL NOTICETOTHE CERTIFICATE HOLDER NAMED TO THE LEFT,BXXWACRRXR="XN/XIXX 32400 PASEO ADELANTO kM%76RADWOBUQAI%xigF)WUIOOYRXNRIIDC$N7NIIX7tAN7CNB]ti90Rt(WJB7PR@AI7LpRX San Juan Capistrano, CA 92675 2"RR$10nn& ORO. AUTHORIZED REPRESENTA IVE ACORD 25-S 17/97)1 of 1 #M80106 THC © ACORD CORPORATION 1988 Policy Number BKO1437997 Owners Lessees or Contractors (Form B) ADDITIbNAL INSURED Change(s) Effective: 09/15/2003 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. This endorsement modifies insurance policy under the following: LIABILITY COVERAGE PART: Schedule Name of Person or Organization: CITY OF SAN JUAN CAPISTRANO ATTN: DAWN SCHANDERL 32400 PASEO ADELANTO San Juan Capistrano, CA 92675 SECTION II - WHO IS AN INSURED is amended to include as an insured the person or organization shown in the Schedule, but only with respect to liability arising out of"your work' for that insured by or for you. RE: CIVIL ENGINEERING ON-CALL PROJECT CL/BF 22 40 03 95 32400 PASEO APEL.ANTO / A MEMBERS OF THE CITY COUNCIL SAN JUAN CAPISTRANO,CA 92675 iii IOW (949)493-1171 �y SAM ALLEVATO (949)4931053 FAX • F.:f le(eAnAAI[I THOMAS W.HRIBAR BtleOXXfe (96) MARK NIELSEN www.sanjuancapistrano.org 1776 JOE SOTO DR.LONDRES USO TRANSMITTAL TO: Guillerme Nascimento LAN Engineering Corporation 12-L Mauchly Irvine, CA 92618 DATE: October 23, 2007 FROM: Maria Morris, Deputy City Clerk (949)443-6309 RE: Personal Services Agreement Amendment— Plans & Specifications for Hydraulic Capacity Projects No. 1 and 6 Thank you for maintaining documentation confirming compliance with the terms of the agreement related to insurance. Please keep in mind this documentation must remain current with our office during the term of this agreement. If you have questions related to insurance requirements, please call me at (949) 443-6309. If you have questions concerning the agreement, please contact Azita Fakoorbayat, Project Manager (949) 443-6350. An original amendment is enclosed for your records. Cc: Azita Fakoorbayat, Project Manager San Juan Capistrano: Preserving the Past to Enhance the Future Printed on 100%recycled paper aVAN* � 32400 PASEO ADELANTO v V� MEMBERS OF THE CITY COUNCIL SAN JUAN CAPISTRANO,CA 92675 iii `l£�, SAMALLEVATO (849)493.1171 �✓�° m[Ogv9gqrtq DIANE L.BATHGATE (949)493-1053 FAx WHINED WANE L.BAT www.sanjuancapistrano.org 1776 JOE SOTO • • DAVID M.SWERDLIN July 7, 2004 Lin and Nascimento Engineering Corporation 12 L. Mauchly Irvine, CA 92618 Attention: Matt Stepien, P.E. Dear Ms: Stepien: Enclosed is an executed, original professional services agreement related to preparation of plans and specifications for hydraulic capacity projects No. 1 and 6, for your records. Thank you for keeping evidence of the required insurance up to date. Please keep in mind that should this documentation lapse, all work under this agreement must stop and all payments will be withheld until we receive proper evidence of insurance. You may proceed with work under this agreement in coordination with the Project Manager, Brian Perry, Senior Civil Engineer (949) 443-6353. Yours truly, / V � Meg Mo an, MC City CI k enclosed: Agreement cc: Brian Perry, Senior Civil Engineer Ray Holland, Interim Engineering & Building Director San Juan Capistrano: Preserving the Past to Enhance the Future • • 10/16/2007 AGENDA REPORT D10 TO: Dave Adams, City Manager FROM: Nasser Abbaszadeh, Engineering & Building Director SUBJECT: Consideration of Amendment to Personal Services Agreement; Approval of Change Orders; and Increase of Project Design Budget for Preparation of Plans and Specifications for City Sewer Hydraulic Capacity Projects No. 1 and No. 6 (LAN Engineering)( CIP No. 716) RECOMMENDATION: By Motion, approve the Amendment to the Personal Services Agreement with LAN Engineering, extending the term of the agreement; ratify change orders in the amounts of$23,214 (surveying, geotechnical explorations, plans revisions for unforeseen repairs), $16,830 (potholing services), and $28,368 (alignment modification and profile of siphon crossing the channel); and approve increased project budget in the amount of $68,412. Summary and Recommendation: Design plans for City Sewer Hydraulic Capacity Projects No. 1 and 6 are being prepared by LAN Engineering Corporation (LAN). LAN has contacted the City and requested an increase in the design budget to complete the plans and specifications due to unforeseen field conditions and design changes. Staff has met with project designers, reviewed the request, and is recommending approval of the Amendment of Personal Services Agreement with LAN for this work in the amount of$68,412. Background: At the July 6, 2004 City Council meeting, the Council approved a Personal Services Agreement with LAN for a feasibility study and preparation of plans and specifications for both Hydraulic Capacity Project (HCP) No. 1 and No. 6 in the amount of$174,460. Hydraulic Capacity Project (HCP) No. 1 identifies the need to address a deteriorating lining condition for the 21" diameter sewer and a hydraulic capacity deficiency for the 18" diameter sewer, which run in series from the San Juan Creek siphon to the Trabuco Creek siphon. Hydraulic Capacity Project (HCP) No. 6 identifies the need for a new sewer on the south side of San Juan Creek, extending from Chateau San Juan along San Juan Creek Road Agenda Report • *October 16, 2007 Page 2 to Camino Capistrano and then crossing San Juan Creek and the railroad tracks to the same siphon crossing Trabuco Creek. Both projects are shown in Attachment 1. Although the Sewer Master Plan proposes design of NCP No. 6 in 2009-2010, after reviewing this project, it was recommended by staff that these two projects be designed together. Thus, HCP No. 6 can be utilized to address the extra capacity needed to accommodate the development projects on the south side of San Juan Creek and to serve as an alternate route while lining work is being completed on HCP No. 1, and furthermore, it would be likely that only.rehabilitation work will be required along the route of HCP No. 1. This recommendation provided an optimum solution to minimize construction impacts and resulted in an overall design and construction cost savings. Changes During the preliminary design and field review, it was determined that the existing 18" diameter sewer along Camino Capistrano and extending to the west across the shopping center, not only is undersized but also has settled, leaking, and in need of desperate repairs. Therefore a change of scope was determined to be necessary to design and replace this line. A cost proposal was prepared by LAN Engineering Corporation in the amount of $23,214 to provide for the required surveying, geotechnical explorations, and plan revisions to accommodate these unforeseen repairs. Furthermore, there are a number of utilities which are crossing the 18" diameter sewer pipe along the repair path and are in conflict with the replacement activities. These utility crossings needed to be identified by potholing to determine their exact locations and depth to avoid change orders and delays during construction. LAN Engineering Corporation obtained few proposals and AZTEC Engineering was selected to furnish Potholing Services in the amount of$16,830. As the design concept_ and plans were developing, coordination was needed with the County of Orange to obtain an encroachment permit for crossing beneath the Orange County Flood Control District's (OCFCD) San Juan Creek Channel. As a condition of the permit, the City of San Juan Capistrano was to coordinate their design with OCFCD's Design Section's interim plan for the channel, under progress at the proposed sewer crossing location. The interim plan entails driving sheet piles at the top-edge on both sides of the existing channel and modifying the channel invert toward the embankments, and therefore exposing the proposed siphon sewer line. Consequently, the alignment and profile of the siphon crossing the channel needed to be modified. LAN has submitted a fee proposal to evaluate few alternatives to revise plan, profile, cost estimate, the siphon analysis, and coordinate the design with OCFCD in the amount of$28,368. These design changes have resulted in a total project cost increase of $68,412. Agenda Report • *October 16, 2007 Page 3 COMMISSION/BOARD REVIEW AND RECOMMENDATIONS: None FINANCIAL CONSIDERATIONS: Funding of $174,460 is provided in account No. 12-62115-4717-716 for FY 2007-2008 for design, from the Sewer Capital Improvement fund. The Engineer's Estimate of construction cost is $3,100,000. The overall project budget stands at $3,567,000 and it is sufficient to cover the increase in design costs. NOTIFICATION: The following parties received notification of this Council agenda item. Portia Gonzalez, LAN Engineering Corporation* * Agenda Report included RECOMMENDATION: By Motion, approve the Amendment to the Personal Services Agreement with LAN Engineering, extending the term of the agreement; ratify change orders in the amounts of$23,214 (surveying, geotechnical explorations, plans revisions for unforeseen repairs), $16,830 (potholing services), and $28,368 (alignment modification and profile of siphon crossing the channel); and approve increased project budget in the amount of $68,412. Respectfully submitted, Prepare by, 4 Nasser Abbaszadeh, P.E. Azita Fakoorbayat, P.E. Engineering & Building Director Project Manager Attachments: 1. Location Map 2. Amendment to Personal Services Agreement SITE PLAN 4W Hydraulic Capacity Projects fr; No. 1 & 6 (CIP 716) .a ell m Z OR � ff g 4 Y " HYDRAULIC CAPACITY r PROJECT#6 '' '� R "' a 6 � h Ines "• oc APIS'1`R,gNp� ell HYDRAULIC CAPACITY --+ i Ef ' g. i ' yy PROJECT#1 •' � ' � lra riLltiie 'i +� rLL ' L g s �, cin• ry` �, •f p <^ •OCTA _ � ���`� � :. y y t �+ t ¢. AIIACHMENT1 FIRST AMENDMENT TO PERSONAL SERVICES AGREEMENT THIS FIRST AMENDMENT TO THE PERSONAL SERVICES AGREEMENT between the CITY OF SAN JUAN CAPISTRANO ("City') and LAN Engineering Corporation, ("Consultant')is made and entered into,to be effective the day of , 2007, as follows: RECITALS WHEREAS, the City and Consultant have entered into that Personal Services Agreement dated July 6"', 2004 for services relating to the preparation of Plans and Specifications for Hydraulic Capacity Projects No 1 and 6 (the "Agreement"); and WHEREAS, the City and Consultant desire to amend the terms of the Agreement as provided hereunder. AMENDMENT NOW,THEREFORE, in consideration of the promises and mutual covenants contained therein, City and Consultant agree to the amend Section 2,Term of the Agreement as follows: The Term of the Agreement is hereby extended so that the services required of Consultant shall be completed by no later than October 30, 2008. The City Manager may grant, in writing, two additional one-year extensions. All other provisions of the Agreement not amended hereunder shall remain in full force and effect. CITY OF SAN JUAN CAPISTRANO By: Mayor ATTEST: By: City Clerk APPROVED AS TO FORM: BY: Nti '1l% !fir? City AttorAey 7 LAN ENGINEERING CORPORATION By: -1- ATTACHMENT 2 32400 PASEO ADELANTO �� �\ A MEMBERS OF THE CITY COUNCIL SAN JUAN CAPISTRANO,CA 92675 i% I(�'' (949)483-1171 SAM ALLEVATO (949)493-1053 FAX • f5' Int1IEo 196THOMAS W.HRBAR (fIP1113MfC 1961 MARK NIELSEN WW%san)uancapisn'ano.org 1776 JOE SOTO • • DR.LONDRES USO NOTIFICATION OF MEETING OF POTENTIAL INTEREST OF THE SAN JUAN CAPISTRANO CITY COUNCIL The City Council of San Juan Capistrano will meet at 7:00 p.m. on Tuesday, October 16, 2007 in the City Council Chamber in City Hall, to consider: "Consideration of Amendment to Personal Services Agreement; Approval of Change Orders; and Increase of Project Design Budget for Preparation of Plans and Specifications for City Sewer Hydraulic Capacity Projects No. 1 and No. 6 (LAN Engineering)(CIP No. 716)" — Item No. D10. If you have specific thoughts or concerns regarding this item, you are encouraged to participate in this decision making process. You can communicate with the City Council through correspondence addressed to the Council and/or by attending the meeting and speaking to the Council during the public meeting. Correspondence related to this item must be received at the City Clerk's office by 5:00 p.m. on Monday, October 15, 2007 to allow time for the Council to consider its content. If you would like to speak at the meeting, please complete a yellow "Request to Speak" form found inside the entrance to the Council Chamber. This form is turned in at the staff table, just in front of the Council dais. You will be called to speak by the Mayor when the item is considered. You have received this notice at the request of the City staff member Azita Fakoorbayat, P.E., Project Manager. You may contact that staff member at (949) 443-6350 with any questions. The agenda, including agenda reports, is available to you on our web site: www.sanivancapistrano.oro. If you would like to subscribe to receive a notice when agendas are posted to the web site, please make that request by sending an e-mail to: citVclerk(a)san iu ancapistrano.ora. Meg Monahan, MMC City Clerk cc: Portia Gonzalez, LAN Engineering Corporation; Nasser Abbaszadeh, P.E.; Engineering & Building Director; Azita Fakoorbayat, P.E., Project Manager Received staff report San Juan Capistrano: Preserving the Past to Enhance the Future �, Printed on 100%recycletl paper • 0 32400 PASEO ADELANTO J\ MEMBERS OF THE CITY COUNCIL SAN JUAN CAPISTRANO,CA 92675 TO (948)493.1171 f/�,( SAM AS W.HR (949)4931053 FAX IAfORIDRAtED THOMAS L HRIBAR FfRAIIISXfD 1961 JOE SOTELSEN wwwsanjuancapistrano.org 1776 JOEsoro DR.LONDRES USO October 17, 2007 NOTIFICATION OF ACTION BY THE CITY COUNCIL OF SAN JUAN CAPISTRANO On October 16, 2007, the City Council of San Juan Capistrano met regarding: "Consideration of Amendment to Personal Services Agreement; Approval of Change Orders; and Increase of Project Design Budget for Preparation of Plans and Specifications for City Sewer Hydraulic Capacity Projects No. 1 and No. 6 (LAN Engineering)(CIP No. 716)." Item No. D10. The following action was taken at the meeting: Amendment to Personal Services agreement with LAN Engineering, extending the term of the agreement, approved; change order ratified in the amount of $23,214 (surveying, geotechnical explorations, plan revisions for unforeseen repairs), $16,830 (potholing services), and $28,368 (alignment modification and profile of siphon crossing the channel); and project budget increase of$68,412, approved. If you have any questions regarding this action, please contact Azita Fakoorbayat, P.E., Project Manager at (949) 443-6350 for more detailed information. Thank you, Meg na an, MMC Cit lerk Cc: Portia Gonzalez, LAN Engineering Corporation'; Nasser Abbaszadeh, P.E.; Engineering & Building Director; Azita Fakoorbayat, P.E., Project Manager San Juan Capistrano: Preserving the Past to Enhance the Future �, Printed on 100%recycled paper • 7/6/2004 AGENDA REPORT D 7 TO: Dave Adams, City Manager(:Gf` FROM: Ray Holland, Interim Engineering & Building Director SUBJECT: Consideration of a Personal Services Agreement for the Preparation of Plans and Specifications for City Sewer Hydraulic Capacity Projects No. 1 and No. 6 (LAN Engineering) (CIP No. 716) RECOMMENDATION By motion, approve a Personal Services Agreement with LAN Engineering Corporation for the preparation of plans and specifications for City Sewer Hydraulic Capacity Projects No. 1 and No. 6 in the amount of $174,460. SITUATION A. Summary and Recommendation City staff has solicited proposals to prepare plans and specifications for City Sewer Hydraulic Capacity Project No. 1 identified in the City Sewer Master Plan adopted May 18, 2004. Staff is recommending approval of a Personal Services Agreement with LAN Engineering Corporation for a feasibility study and the preparation of plans and specifications for both Hydraulic Capacity Project No. 1 and No. 6, as discussed in this report, in the amount of $174,460. B. Background At the May 18, 2004 City Council meeting, the Council adopted the City Sewer Master Plan and certified the projects' Mitigated Negative Declaration. The Master Plan is a preliminary level study document, which proposes eight capital improvement projects to maintain the standard of the City's sewer system for future demands. Two of these projects, Hydraulic Capacity Project No. 1 and No. 6, are discussed below. Hydraulic Capacity Project No. 1 identifies the need to address a deteriorating lining condition for the 21" diameter sewer and a hydraulic capacity deficiency for the 18" diameter sewer, which run in series from the San Juan Creek siphon to the Trabuco Creek siphon. I • • Agenda Report July 6, 2004 Page 2 The restoration of the 21" diameter sewer lining from San Juan Creek, under the 1-5 freeway, and along Avenida La Paloma to Camino Capistrano, would create minimal construction impacts. However, staff recognized that construction impacts to increase the capacity of the existing 18" diameter sewer by constructing a new adjacent sewer could be considerable. Through the Request for Proposal process, staff requested consultants to review the Sewer Master Plan and sought options from responding consultants to mitigate the impacts of construction of an adjacent sewer in Camino Capistrano, across the Vons Shopping Center Parking Lot, under the railroad tracks, and along the railroad track behind Sycamore Business Park and City Hall. The City received proposals for Hydraulic Capacity Project No. 1 from LAN Engineering; CGvL Engineers; APA Engineering, Inc.; AKM Consulting Engineers; and Tetra Tech, Inc. These companies discussed the difficulties of adjacent construction or pipe bursting in Hydraulic Capacity Project No. 1, due to the existing conditions of lack of physical space and adjacent buildings. Some alternate routing was proposed and discussed in the proposals. In reviewing the Master Plan projects, LAN Engineering identified and proposed mitigation from the Master Plan itself by bringing forward the study and design of Hydraulic Capacity Project No. 6. Hydraulic Capacity Project No. 6 identifies the need for a new sewer on the south side of San Juan Creek, extending from Chateau San Juan along San Juan Creek Road to Camino Capistrano and then crossing San Juan Creek and the railroad tracks to the same siphon crossing Trabuco Creek. Costs are included in the Master Plan for a feasibility study of Hydraulic Capacity Project No. 6 as well as design and construction costs. Both projects are shown in Attachments 1 and 2. The Master Plan proposes design of Hydraulic Capacity Project No. 6 in 2009- 2010. However, by reviewing this project now, along with Hydraulic Capacity Project No. 1 and utilizing the Sewer Model created by the Master Plan, the recommendations of the Master Plan can be refined and detailed recommendations can be made. By providing the additional capacity of Hydraulic Capacity Project No. 6 earlier, it is likely that the capacity of the existing sewer along the route of Hydraulic Capacity Project No. 1 will not need to be increased, and that possibly only rehabilitation work will be required. Designing these two projects together will provide an optimum solution which minimizes construction impacts and an overall construction cost savings that could exceed half a million dollars. Agenda Report July 6, 2004 Page 3 Staff favors this approach as it will minimize both design and construction costs. Staff recommends awarding a Personal Services Agreement to LAN Engineering Corporation for this feasibility study and design work in the amount of$174,460. LAN Engineering's design team includes a Project Manager with 24 years of experience; a Senior Design Engineer with 40 years of experience; a Senior Rehabilitation Engineer with 28 years of experience and a sub-consultant for trenchless technology design services rated in the top 25 in the country. Other fee proposals to prepare plans and specifications for only Hydraulic Capacity Project No. 1 are as follows: AKM Consulting Engineers $ 85,000 CGvL Engineers $ 89,000 APA Engineering $ 93,000 Tetra Tech Inc. $115,000 LAN Engineering's proposal does not readily separate into fees for Hydraulic Capacity Project # 1 distinct from Hydraulic Capacity Project# 6. The Sewer Master Plan estimates the feasibility study and design cost for Hydraulic Capacity Project No. 6 at $90,000, which would be in addition to these proposed fees. For fee comparison purposes, if the $90,000 estimate for Hydraulic Capacity Project# 6 is added to the other consultant's proposed fee for Hydraulic Capacity Project # 1, design costs would range from $175,000 to $205,000. At $174,460 staff believes that LAN Engineering's proposed fee is reasonable. COMMISSIONS/BOARD REVIEW, RECOMMENDATIONS The City Council certified the Mitigated Negative Declaration recommended by the City's Environmental Administrator at their meeting of May 18, 2004. The Planning Commission on April 27, 2004, determined that projects within the Sanitary Sewer Master Plan are consistent with the City's General Plan. FINANCIAL CONSIDERATIONS The Sewer Master Plan proposed design funding for Hydraulic Capacity Project No. 1 in FY 2004-2005 and for Hydraulic Capacity Project No. 6 in FY 2009-2010. Staff has adjusted this timing in the adopted 2004-2011 budget. $200,000 is budgeted in Account No. 12-65300-4717-716 for project design of both projects in FY 2004-2005. Project budgets have been reduced in future years, due to advancement of engineering, to retain the same project total of$3,647,000 for both projects. Agenda Report July 6, 2004 Page 4 NOTIFICATION The following parties received notification of this Council agenda report: Matt Stepien, LAN Engineering Corporation* *Agenda Report Included RECOMMENDATION By motion, approve a Personal Services Agreement with LAN Engineering Corporation for the preparation of plans and specifications for City Sewer Hydraulic Capacity Projects No. 1 and No. 6 in the amount of$174,460. Respectfully submitted: P ared by: F?ayolland Brian Perry, P.E. Engineering and Building Director Project Manager RH/BP:jcr/dms Attachments: 1. Location Map 2. Site Plan 3. Personal Services Agreement THE CITY OF SAN JUAN CAPISTRANO HYDRAULIC CAPACITY PROJECTS NUMBER 1 & NUMBER 6 r v a M } HYDRAULIC CAPACITY l PROJECT NUMBER 1 �NPzb s_ ah i �ii:ct s'�d f*✓ HYDRAULIC CAPACITY - f PROJECT NUMBER 6 =47 7-7 o - 0 3000 6000 9000 Feet ATTACHMENT x v � r r r..�C Hydraulic Capacity Projects WAR �a h IIYY fPICK I,'��`` ��!►II . � N .� y i. Jr «. u��oiw.�s, ire l � �♦`.,��J lit at, ias IBM It I .+ •°: ,tY' �, �s _ ,:s. +k;,�Cai�..w•+�v�n rem !� a ♦ ����� al.° t F l t Y L �7�� . � x 1 Y�4 � t • 1.1t• is • x r+t + t , PERSONAL SERVICES AGREEMENT THIS AGREEMENT is made and entered intothisdayof 2004, by and between the City of San Juan Capistrano (hereinafter referred to as the "City") and LAN Engineering Corporation (hereinafter referred to as "Consultant"). RECITALS: WHEREAS, City desires to retain the services of Consultant regarding the City's proposal to Prepare Plans and Specifications for Hydraulic Capacity Projects No 1 and 6; and WHEREAS, Consultant is qualified by virtue of experience, training, education and expertise to accomplish such services. NOW, THEREFORE, City and Consultant mutually agree as follows: Section 1. Scope of Work. The scope of work to be performed by Consultant shall consist of those tasks as set forth in Exhibit 'A" attached and incorporated herein by reference. Consultant warrants that all of its services shall be performed in a competent, professional and satisfactory manner and in accordance with the prevalent standards of its profession. Section 2. Term. This Agreement shall commence on the effective date of this Agreement and services required hereunder shall be completed by no later than June 30, 2005 Section 3. Compensation. 3.1 Amount. Total compensation forthe scope of services forthis Project shall not exceed One Hundred and Seventy Four Thousand Four Hundred and Sixty Dollars($174.460), as set forth in Exhibit "B," 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 -1- ATTACHMENT3 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 be considered employees of Consultant. City will deal directly with and will make all payments to Consultant. -2- Section 6. Changes to Scope of Work. In the event of a change in the Scope of Work provided for in the contract documents as requested by the City,the Parties hereto shall execute an addendum to this Agreement setting forth with particularity all terms of the new agreement, including but not limited to any additional Consultant's fees. Section 7. Familiarity with Work and Construction Site. By executing this Agreement, Consultant warrants that: (1) it has investigated the work to be performed; (2) it has investigated the proposed construction site, including the location of all utilities, and is aware of all conditions there; and (3) it understands the facilities, difficulties and restrictions of the work under this Agreement. Should Consultant discover any latent or unknown conditions materially differing from those inherent in the work or as represented by City, it shall immediately inform City of this and shall not proceed with further work under this Agreement until written instructions are received from the City. Section 8. Time of Essence. Time is of the essence in the performance of this Agreement. Section 9. Compliance with Law. Consultant shall comply with all applicable laws,ordinances,codes and regulations of federal, state and local government. 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. 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 ordamages of any nature, including attorneys' fees, for injury or death of any person or damage to property or interference with use of property and for 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. Section 14. Insurance. Insurance required herein shall be provided by Admitted Insurers in good standing with the State of California and having a minimum Best's Guide Rating of A- Class VII or better. 14.1 Comprehensive General Liability. Throughout the term of this Agreement, Consultant shall maintain in full force and effect Comprehensive General Liability coverage in the following minimum amounts: $500,000 property damage; $500,000 injury to one person/any one occurrence/not limited to contractual period; $1,000,000 injury to more than one person/any one occurrence/not limited to contractual period. 14.2 Comprehensive Automobile Liability. -4- 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). Priorto beginning anywork underthis Agreement,Consultant shall submit an insurance certificate to the City Clerk's office for certification that the insurance requirements of this Agreement have been satisfied. 14.6 Notice of Cancel Iation/Termination of Insurance. The above policy/policies shall not terminate, nor shall they be cancelled, nor the coverages reduced, until after thirty(30)days'written notice is given to City,except that ten (10) days' notice shall be given if there is a cancellation due to failure to pay a premium. -5- 14.7 Terms of Compensation. Consultant shall not receive any compensation until all insurance provisions have been satisfied. 14.8 Notice to Proceed. Consultant shall not proceed with any work under this Agreement until the City has issued a written "Notice to Proceed" verifying that Consultant has complied with all insurance requirements of this Agreement. Section 15. Termination. City and Consultant shall have the right to terminate this Agreement without cause by giving thirty (30) days' advance written notice of termination to the other party In addition,this Agreement may be terminated for cause by providing ten (10)days' notice to the other party of a material breach of contract. If the other party does not cure the breach of contract,then the agreement may be terminated subsequent to the ten (10) day cure period. Section 16. Notice. All notices shall be personally delivered or mailed to the below listed addresses, or to such other addresses as may be designated by written notice. These addresses shall be used for delivery of service of process: To City: City of San Juan Capistrano 32400 Paseo Adelanto San Juan Capistrano, CA 92675 Attn: Director Engineering and Building To Consultant: Lim and Nascimento Engineering Corporation 12 L Mauchly Irvine, Ca 92618 Attn: Matt Stepien, P.E. Project Manager 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. -6- Section 18. Dispute Resolution. In the event of a dispute arising between the parties regarding performance or interpretation of this Agreement, the dispute shall be resolved by binding arbitration under the auspices of the Judicial Arbitration and Mediation Service ("JAMS"). Section 19. Entire Agreement. This Agreement constitutes the entire understanding and agreement between the parties and supersedes all previous negotiations between them pertaining to the subject matter thereof. IN WITNESS WHEREOF, the parties hereto have executed this Agreement. CITY OF SAN JUAN CAPISTRANO By: Joe Soto, Mayor CONSULTA T By: Willia VNascimento, President ATTEST: LAN Engineering Corporation Margaret R. Monahan, City Clerk APPROVED AS TO FORM: John haw, City Attorney -7- a.., x.xx1BIT A Hydraulic Capacity Project No. 1 ISN San Juan Creek Siphon to Trabuco Creek Siphon 1. Project Understanding/Scope of Work PROJECT UNDERSTANDING Key Issues ➢ Practical/Cost-Effbctive Based on our review of the Request for Proposal, discussions with City Solution . staff, field visits, record drawing and sewer master plan reviews, and our ➢ Local:Sewer Krldd : extensive previous experience on similar design projects, we have and'San JuaitCa'tttffitianor identified the following project understanding. Experience Our specific research related to this proposal revealed the following: ➢ AlterniitwoA�lgft�nenh Analysis �1 ➢ Per the record drawings, the existing 18-inch and 21-inch sewer r Sevver _ material is probably lined ACP. ➢ Jacking a l � ➢ The 18-inch portion of the existing sewer is hydraulically deficient, Ez(srinc `t „� but the 21-inch portion of the sewer is not hydraulically deficient. A Re4abibtatignE �� fi t ➢ The deteriorating lining for the 21-inch sewer that was seen in the Rallioad andCa(, master plan video inspection may be the ACP lining, which we have Permitting seen happen before, and for which our team has successfully been able to remedy on previous projects without reconstructing the pipe. 'r The development that has occurred adjacent to the existing sewer alignment is not conducive to pipe bursting and will also be significantly impacted by jacking operations. However, there appears to be adequate room for jacking pits in the private parking lots adjacent to the railroad, and in the parking lot and open space on either side of the I-5 Freeway. ➢ The jacking operations at the railroad and freeway would be very costly and disruptive to adjacent businesses. ➢ The construction of a smaller facility (less than 21-inch) that will divert the appropriate amount of sewage from the existing 18-inch sewer main, would result in significant cost savings as compared to constructing a parallel 18-inch. ➢ The City reconstructed the 12-inch sewer siphon beneath San Juan Creek easterly of the freeway in 1993. However, the future development on the east side of the freeway may result in this siphon ultimately being undersized. These factors led to the identification of Hydraulic Project No. 6 in the master plan report. ➢ We recommend studying the combination of Hydraulic Projects 1 and 6, which would eliminate the Hydraulic Project No.1 deficiencies, provide capacity for future development, and result in savings of a minimum of$1.0 million in construction costs. ➢ The cost estimate from the Sewer Master Plan for Project No. 1 apparently does not account for the significant cost of the 2 jacking operations. The natural drainage pattern in San Juan Creek Road is southwesterly, meaning that the combining of Hydraulic Projects 1 and 6 could be easily accomplished without having to construct the proposed combination sewer project opposite to the prevailing gradient. Several key issues, which must be carefully considered during the course of the project, are identified below and on the following pages. 1 J+w� n� EXHIBIT A � Hydraulic Capacity Project No. 1 San Juan Creek Siphon to Trabuco Creek Siphon 1. Project Understanding/Scope of Work PRACTICALICOST-EFFECTIVE SOLUTION Although we fully understand the purpose of developing a master plan report,it is important to realize that since it is only a z planning-level document, refinement is warranted during the design stage of the various proposed projects. A review of the recommendations for Hydraulic Project No. 1 reveals that a total reconstruction of the ±3,000 linear feet of 21-inch sewer main is proposed. We recommend that the initial study phase of this project should focus on salvaging the 21-inch sewer main that only has lining issues, maximizing the available capacity of the 18-inch sewers, accommodating future development to the best extent possible, and investigating the combination of Hydraulic Projects 1 and 6. For the entire project, solutions should be investigated that minimize impacts and are the most cost-effective. LOCAL SEWER KNOWLEDGE AND SAN JUAN CAPISTRANO EXPERIENCE Knowledge of San Juan Capistrano criteria, procedures, and personnel are key features of the LAN Project Team. The LAN Team's Project Manager and Project Engineer have worked on multiple projects for the City of San Juan Capistrano, including the final design of several sewer design projects. Additionally, our Project Team members have local experience working on numerous South Orange County Sewer Projects, including the jacking of two sewer mains across 1-5 for the EI Toro Water District Asa result, our Project Team is familiar with City standards and the preparation of sewer planning, rehabilitation,jacking, siphons, and reconstruction projects. ALTERNATIVE ALIGNMENT ANALYSIS Given the extent of existing development along the existing sewer alignment, it will be essential to evaluate options that are feasible, functional, cost-effective, and that minimize potential impacts to existing development. Although it would require an additional easement, one possible alternative is a southerly shift in the alignment through the parking lot (west of Camino Capistrano) to avoid impacting the structures that were constructed after the sewer was built. SEWER CAPACITY ANALYSIS Reviewing the pertinent portions of the City's Sewer Master Plan Report will be a key task in developing a strategy for the design portion of the project. Since the problems identified in the Master Plan Report include both capacity and lining deficiencies, it will be important to differentiate between the types of deficiencies and to develop a strategy that will maximize the use of the existing sewer mains,which should still have significant useful life remaining. By utilizing the City's sewer model and corresponding design sewage flow rates,we can refine the Sewer Master Plan recommendations and develop detailed recommendations that should result in significant cost-savings to the City,as compared to the costs identified in the Sewer Master Plan. 2 Jw+ N:XHIBIT A Hydraulic Capacity Project No. 1 San Juan Creek Siphon to Trabuco Creek Siphon t. Project Understanding/Scope of Work .JACKING AND SIPHON EXPERTISE The proposed jacking operations at the freeway and the railroad crossing are complicated procedures that will involve specialized expertise. Key components that will need to be considered include allowing for accessibility of construction equipment, minimizing impacts to adjacent businesses, providing sufficient geotechnical information, and accounting for all utilities in the area. Additionally, the need for a sewer siphon design could be required. The LAN Team has provided these design services for numerous projects including the jacking of two sewers across I-5 for the El Toro Water District. REHABILITATION ANALYSIS The accurate analysis of the video inspection tapes will be an important task in the development of the Engineering Report and in the overall construction cost of the project. The evaluation of the 1) reconstruct existing lines option versus 2) the rehabilitation of existing lines by relining methods option, needs to be the result of a comprehensive review of a wide variety of project considerations. These include the additional service life resulting from relining; facility of reconnection of service laterals; impact of trenches to surrounding areas; access for suitable mobilization of specific construction equipment; and initial investment and life cycle costs. In order to provide recommendations of pipe rehabilitation versus reconstruction, we recommend that the Engineering Report include a selection matrix for each segment of sewer based on the factors identified above, plus any other key factors that should be considered. Within the rehabilitation alternative, point repairs and lateral connections need to be carefully evaluated and accounted for. Our pipe lining design subconsultant has completed tens of miles of lining projects and is rated among the Top 25 consultants in the country for trenchless technology design. RAILROAD AND CALTRANS PERMITTING Knowing the appropriate procedures for obtaining permits from the railroad and Caltrans may be the most important task in keeping the project within schedule. This is especially true because of the jacking operations that are being proposed. The LAN Team includes a specialist in obtaining the appropriate permits from both agencies. Our permit engineer has over 30 years of experience, has extensive contacts within the railroad and Caltrans, and has obtained permits for dozens of projects involving one or both permitting agencies. 3 Jew erg F.XH[BIT A � Hydraulic Capacity Project No. 1 San Juan Creek Siphon to Trabuco Creek Siphon i. Project Understanding/Scope of Work SCOPE OF WORK Scope of Work ➢ Phase 1-Preliminary Phase 1—Preliminary Design Design "➢ Phase2" Final Design 100 RESEARCH AND REVIEW. On all design projects, LAN Engineering begins by meeting with the Client to refine the specific project scope and objectives. The meeting will result in identification of key contacts, unresolved issues and preliminary design constraints. A thorough search of the available records will be conducted to acquire relevant data to assist in the design of the project. The information accumulated will include as-built drawings, utility information, assessors parcel maps, and horizontal and vertical control data. Included as a part of this task will be the review of the videotapes, for this portion of the project, from the Sewer Master Plan. Although new video inspections will be performed, the review of the tapes and the logs will help to understand the nature of the lining issues discovered and the potential need for point repairs. 110 FIELD REVIEW. The Project Team will review the project in the field, take photographs of key constraints and project issues for the proposed project, and evaluate and identify existing improvements. All photographs are filed in photo albums, with a written description for each picture. The albums serve as a constant reference during design and are invaluable when discussing issues at meetings. 120 UTILITY COORDINATION. Information will be collected from all of the utility companies. We have included the dipping of all existing gravity sewer and storm drain manholes as a part of our utility coordination effort. A master utility list will be maintained and updated throughout the life of the project. Coordination with the utilities will continue throughout the design of the project. 130 BASE MAPPING. Aerial mapping is proposed for the entire project reach if only Project No. 1 is constructed. However, if Project No. 6 is constructed, the aerial mapping will be used only for the new construction, and the sewer rehabilitation base map will be prepared utilizing the City's existing digital aerial photography. Supplemental ground survey is proposed as a part of Phase 2 to provide an existing ground profile above the sewers and to more accurately locate key constraints such as building comers, stairways, etc.- 140 tc.140 VIDEO AND PHYSICAL INSPECTIONS. The LAN Team proposes to provide CCTV / manhole inspection crews, management,technical staff, and equipment to accomplish the work described below: ➢ Review project area sewer drawings ➢ Provide CCTV inspection equipment ➢ Provide manhole inspection equipment ➢ Provide a written description of CCTV/manhole inspection observations ➢ Provide digital photographs on digital media(CD or DVD) 4 J+.n n� EXHIBIT A Hydraulic Capacity Project No. 1 ISG San Juan Creek Siphon to Trabuco Creek Siphon 1. Project Understanding/Scope of Work 150 RIGHT-OF-WAY RESEARCH. The LAN Team will research City and County records to determine the public right-of-way boundaries for all of the projects. Based on the current information available and the fact that the sewers already exist for Project No. 1, we are anticipating that easements already exist for all sewer mains not within public right-of-way. Project No. 6 will probably require a County right-of-way agreement. 160 ENGINEERING REPORT. As a part of this task, the LAN team will review the City's current master plan. Our review will include an overview of the City's model, including tributary areas and design flows. We will also review the Master Plan Report conclusions and recommendations involving Hydraulic Project No. 1 and No. 6 to allow us to determine if those recommendations might be advantageously re-evaluated. (Specifically, we will determine if flow can be diverted from Project No.1 to Project No. 6, thereby eliminating the capacity deficiencies for Project No. 1). When re-evaluation appears beneficial, we will develop cost-effective, feasible alternatives. Alternatives could include changes to alignments, changes to flow patterns, and alternative methods of construction. Those alternatives appearing to have merit will be investigated in greater depth, and recommendations will be developed for consideration by the City. Alternatives to the alignments and construction methods discussed in the Master Plan will be developed in this task to the extent that budget level cost estimates can be made for comparison and construction methods can be explained adequately. Alternative construction techniques for the construction of a parallel sewer for Project No. 1 will be developed for consideration based on a detailed review of the existing field conditions and the videotapes. Factors that will be considered in evaluating the alternatives including cost-effectiveness, constructability, impacts to existing improvements, traffic control/public safety, and right-of-way impacts will also be considered. The results of the analyses and recommendations will be detailed in the Engineering Report. The report will include the following: ➢ Pictures and descriptions of existing conditions for each reach of sewer ➢ Comments and summaries of the videotape for each segment ➢ A matrix identifying the parameters being used to evaluate the various construction techniques ➢ Recommendations with justifications for the most viable solution ➢ A location map showing the limits for each project Identified below are some of the key issues that will have to be addressed during the design process for each project segment. Reach 1 (San Juan Creek Siphon to Camino Capistrano/La Paloma). According to the Master Plan Report, this reach of 21-inch pipe is not hydraulically deficient, but the pipe lining has deteriorated. Physical constraints for this reach include the I-5 Freeway, and the existing commercial buildings east of the freeway that the existing sewer traverses between. The jacking of a parallel sewer across the freeway will be very expensive. Our research indicates that the lining problem may be from the lined ACP which was originally installed. We recently completed a project for an Orange County agency that was having problems with failure of the original lining in a section of lined asbestos cement pipe. Video inspection showed that the lining was undercut due to corrosion of the pipe wall at several joints. The pipe was successfully rehabilitated at a cost significantly less than the pipe replacement cost. 5 Jw� EXHIBIT A Hydraulic Capacity Project No. 1 ' nu San Juan Creek Siphon to Trabuco Creek Siphon 1. Project Understanding/Scope of Work In light of replacing a line that is not deficient, and which would be very costly to replace or supplement, we plan to investigate a combination of alternative alignments and flow diversions. There appears to be adequate room for the jacking pits outside of Caltrans right-of-way, and the pit in the parking lot can be situated to minimize impacts to the traffic flow within the commercial complex. Should a replacement sewer be recommended,traffic control should not be a problem for this reach. Reach 2 (Camino Capistrano/La Paloma to 500 feet south). Since the existing sewer is located in Camino Capistrano, traffic control will be a significant factor for this reach. Since this reach is hydraulically deficient, alternatives will include parallel facilities, diversion of flow in conjunction with alternative alignments, and the potential for combining Project No. 1 and 6. Reach 3 (Camino Capistrano to west of the railroad). This reach will have similar constraints to Reach 1, due to the railroad jacking operation and the commercial building constraints. It appears highly unlikely that a parallel sewer could be constructed along the same horizontal alignment as the original sewer, since significant development has occurred since the original sewer was constructed. Alternatives to be investigated will include parallel facilities, diversion of flow in conjunction with alternative alignments, and the potential for combining Project No. 1 and 6. Although an additional easement would be involved, an alternative alignment possibility is the construction of a parallel sewer from the Camino Capistrano/La Paloma intersection to just north of San Juan Creek,then southwesterly along the southerly edge of the property adjacent to the Creek,and then jacked across the railroad. Reach 4(West of railroad to Trabuco Creek Siphon). The construction of a parallel sewer along the easterly edge of these two parcels will involve significant disruption to parking spaces and existing landscaping. A wider easement would probably also be required. Alternatives to be investigated will include parallel facilities, diversion of flow in conjunction with alternative alignments, and the potential for combining Project No. I and 6. It should be noted that if lining is proposed for any of the reaches, temporary sewage handling could be a significant issue, due to the volume of sewage being conveyed. 170 PRELIMINARY PLANS. Forty scale storm drain plans will be developed for each recommended sewer alignment. The plans will include the topographic base information, existing utilities, and the vertical and horizontal alignment of the sewer, including siphons or jacked pipes. Sewer laterals will also be indicated where possible, as well as the disposition of any existing sewer facilities that will be replaced. For reaches to be lined, we proposed to use existing City digital mapping and the record drawings for the pipe profiles. We are not proposing to dip the existing sewer manholes that will only be relined. 180 COST ESTIMATES. Preliminary cost estimates will be prepared and submitted for each project, including new construction and lining alternatives, where applicable. The estimates will include the costs for all of the various construction items and will also identify any private property relocations required (fences, walls, landscaping, etc.). 6 J.w EXHIBIT A Hydraulic Capacity Project No. 1 San Juan Creek Siphon to Trabuco Creek Siphon 1. Project Understanding/Scope of Work 190 CITY MEETINGS I PROJECT MANAGEMENT I QA I QC. Meetings will be held with City staff, as necessary to complete the project. Regularly scheduled meetings are a key component to keeping projects on schedule, avoiding pitfalls, and keeping the lines of communication open with the City so that surprises do not occur during the final stages of the project. We have assumed one status meeting per month on the average. A QA/QC Committee, comprised of senior engineers, will be assigned to this project. These members will meet at key points of the project to review the progress and results. The Project Management task is directed at the organization, planning and control of the Project Team. Activities include scheduling and monitoring of the project team, cost control, and an active quality control program. A summary of our procedures are included in Section 6 of this proposal. Phase 2—Final Design 200 UTILITY COORDINATION. Coordination initiated with the utilities during Phase 1 of the project, will continue throughout the design of the project. Notices will be sent to all franchise utilities that will be impacted by the project, requesting the relocation of the pertinent facilities. A copy of the utility file for each utility company/agency will be provided to the City. 210 GROUND SURVEY. Detailed ground survey will be used to supplement the aerial topography and base mapping initiated in Phase 1. Information will include establishing the existing ground above the proposed sewer, locating the precise location of existing utilities and above-grade improvements (walls, trees, etc.), and defining other key surface features. All existing sewer and storm drain manholes in the vicinity of the proposed sewer construction would be dipped to determine existing invert elevations. 220 GEOTECHNICAL. The geotechnical investigation will be completed in accordance with applicable City standards. Based on published information, we are anticipating predominantly silt, silty sand, and sand soil conditions. The borings will extend to a depth of 15 to 25 feet below the existing grade. We are proposing a total of seven borings for Project No. 1. Two of the borings will be drilled near the toes of the I-5 embankment, where the pipe jacking is anticipated. Two additional borings are proposed within the parking lots on both sides of the railroad tracks. If Project No. 6 eliminates the parallel sewer construction portion of Project No. 1, the borings will be drilled along the proposed alignment, including the proposed siphon. The geotechnical report will include recommendations for pipe jacking (including shoring for the jacking and receiving pits), drilling (if needed for Project No. 6), groundwater, temporary and permanent slope stability, corrosion potential, lateral earth pressures, backfill and bedding, and will also identify the necessity for dewatering. We have assumed that a drilling permit will be required from the County of Orange if Project No. 6 is constructed,and that no-fee permits can be obtained from the City. We are also requesting assistance from the City in coordinating with property owners and in obtaining permission to drill borings on private property. �-a - 7 J.r EXHIBIT A Hydraulic Capacity Project No. 1 San Juan Creek Siphon to Trabuco Creek Siphon 1. Project Understanding/Scope of Work 230 FINAL PLANS. Forty scale sewer plans will be prepared for the projects based on the final approved alignment selected in Phase 1. For the purposes of this proposal, we have assumed the construction of a new sewer roughly parallel to the existing Project No. 1 alignment including two jacking operations or the construction of Project No. 6. For both alternatives, we have also included the rehabilitation of the existing sewer along the Project No. 1 alignment. The plans will include plan and profile drawings,necessary manhole details, and details required to join the existing facilities. Details will also be provided showing limitations of boring pits, casing installation, carrier pipe installation, and as necessary, directional drilling for the proposed siphon. If identified in Task 1, designs will include alternative means of trenchless construction, such as directional drilling. The following represent some of the key issues anticipated during final design. Lining Options to be Considered. During the last five years, there have been a number of new technologies that have entered the marketplace and that are included in the Greenbook. It will be important to get the comfort level of the City regarding the lining methods that will be allowed, so that certain methods can be excluded from the bidding process. The project specifications will have to be carefully written to only allow those methods that are deemed to be acceptable by the City and County. Temporary Sewage Handling. A critical issue for all sewer rehabilitation projects is the handling of flows during construction. Sewage generation cannot be interrupted, and suitable temporary flow handling facilities and flow bypass strategies will need to be incorporated into design development. Utilities. It is anticipated that the full compliment of utility systems will be encountered by the project. Particular care will be undertaken to safeguard against negative impacts to surrounding utility systems. The limited width at some of the locations provides very limited opportunity for alignment modifications to existing sewers. Sewer rehabilitation measures will be coordinated with the Health Department where waivers to the general separation criteria will be required. Access Issues. Project development must be sensitive to a wide range of access requirements and concerns. The proposed sewer rehabilitation access requirements include providing driveway access; facilitating services such as trash pick-ups; and coordinating access and emergency response requirements with police and fire departments. Access requirements will be specifically addressed in contract documents making use of special provisions limiting the extent of concurrent contractor operations, related available work hour limits, limiting open excavations, and coordination of contractor activities with adjacent business operations. Foundation/Structure Support. Field reviews indicated the presence of adjacent structures that may be in close proximity to the sewer alignments. Construction of temporary support for foundations may be required as a part of the contract documents. 240 COST ESTIMATES AND SPECIFICATIONS. Preliminary cost estimates will be prepared for the proposed improvements and included with the preliminary plans. Construction cost estimates will, in tum, be updated and resubmitted with each subsequent set of improvement plans. 8 J+w a� EXHIBIT A Hydraulic Capacity Project No. 1 IIN San Juan Creek Siphon to Trabuco Creek Siphon i. Project Understanding/Scope of Work Standard specifications will be prepared for the project based on the Greenbook standards and will consist of two different sets covering lining and cut and cover. The specifications shall be developed in conformance with the City's standard format. 250 RAILROAD AND CALTRANS PERMITS. The LAN team will secure the necessary railroad and Caltrans permits needed to jack the pipes through the respective agency's right-of-way, or as needed, a permit from the County for the proposed siphon associated with Project No. 6. We have assumed that the City will pay all fees and costs associated with the permits. The Caltrans encroachment permit includes getting cultural resource clearance from two organizations, and that generally takes about two weeks. We are estimating that even with our expertise in this area, the Caltrans encroachment permit approval will take at least three months to obtain. Permitting for the Railroad will require the issuance of a License Agreement for the sewer line crossing within their right-of-way. The application will be filed with the Real Estate and Utility Specifications Department in Omaha,Nebraska. The Application will require the following: ➢ Legal description of the crossing ➢ Approved plans ➢ Copy of the project Geotechnical Report ➢ Potholing of the Railroad tenant's underground utilities within the crossing area ➢ Permit application and processing fee ➢ The cost of the right-of-way occupied by the crossing at current market value to be assessed against the City of San Juan Capistrano. Once the application is filed, it is expected to take about 60 days for the UPRR to process and approve. In addition, the following items will be required: ➢ Insurance to work within the railroad right-of-way for potholing. ➢ Any necessary relocation of Railroad tenant's facilities will be at the City of San Juan Capistrano's cost(design and relocation of tenant utilities would be performed by the respective utility owners.) 260 MEETINGS. Regularly scheduled meetings are a key to keeping projects on schedule, avoiding pitfalls, and keeping the lines of communication open with the City, so that surprises do not occur during the final stages of the project. Meetings will be held as needed to complete the project. 270 PROJECT MANAGEMENT I QA/QC. Quality Control will be an on-going task throughout the duration of the project. LAN initially develops a quality control work plan internally to evaluate the project team selected for the assignment. The work plan outlines the design standards and manuals to be followed, establishes checking and review procedures, and identifies assignments and responsibilities. All design documents prepared by the LAN Team are checked in detail prior to formal submittal. At key milestones throughout the design process, independent checks will be performed on the various aspects of the design. Additionally, review plans are circulated internally at predetermined levels to maintain uniformity in plan preparation 9 EXHIBIT B MANHOUR AND FEE ESTIMATE City of San Juan Capistrano-Hydraulic Capacity project No. I 100 Research and Review 2 4 8 $1,270 110 Field Review 2 4 4 $970 120 Utility Coordination 2 6 2 $300 $1,078 130 Base Mapping 2 $5,582 1 $5,852 140 Video and Physical inspections 2 8 $4,970 3 $6,040 150 Right-of-Way Research 2 $1,950 1 $2,220 160 Engineering Report 20 44 60 24 $11,900 4 $25,228 170 Preliminary Plans 16 28 60 48 $11,740 4 $24,656 180 Cost Estimates 4 12 16 $3,120 4 $6,060 190 Meetings/PM/QA/QC 18 6 $3,030 200 Utility Coordination 2 4 $500 210 Ground Survey 2 $5,582 1 $5,782 220 Geotechnical 2 $9,850 2 $10,120 230 Final Plans 16 28 60 48 $44,000 4 $56,916 240 Estimates and Specs 8 12 12 8 $7,030 4 $10,722 • 250 Permits 40 24 24 8 1 $10,176 260 Meetings 6 6 $1,410 270 Project Management/QA/QC 18 $2,430 Total Hours 158 182 254 128 10 Unit Cost $135 $100 $75 $72 $64 Total Labor Cost($) $21,330 $18,200 $19,050 $9,216 $640 $106,024 $174,460 PM Project Manager PE Project Engineer AE Assistant Engineer CAD Cadd Technician WP Word Processor i Huitt-Zollars 2 Kleinfelder Geotechnical 3 MGD Technologies 4 Carollo Engineers SCHEDULE OF RATES EXHIBIT C SCHEDULE OF RATES JANUARY, 2004 DESIGN: 1 Principal 145.00/Hr 2 Project Manager 135.00/Hr 3 Structural Engineer 110.00/Hr 4 Project Engineer 100.00/Hr 5 Associate Engineer 90.00 f Hr 6 Assistant Engineer 75.00 f Hr 7 CAD 72.001 Hr 8 Administrator 64.00!Hr Court Appearance—Add$50/Hr Reimbursable billed at cost plus 10%. 26 �VANO 32400 PASEO ADEL-ANTO MEMBERS OF THE CITY COUNCIL SAN JUAN CAPISTRANO,CA 92675 SAMALLEVATO (949)4931171 ' mfa AvpaRrto DIANE L.BATHGATE (949)4931053 FAx WYATT T www an uanca p r8 17; 1961 OE OTO sistrano.o • • DAVID M.SWERDLIN July 7, 2004 NOTIFICATION OF ACTION BY THE CITY COUNCIL OF SAN JUAN CAPISTRANO On July 6, 2004 the City Council of San Juan Capistrano met regarding: "Consideration of a Personal Services Agreement for the Preparation of Plans and Specifications for the City Sewer Hydraulic Capacity Projects No. 1 and No. 6 (LAN Engineering) (CIP No. 716)" Item No. D7. The following action was taken at the meeting: Personal services agreement with LAN Engineering Corporation for preparation of plans and specifications for the City sewer hydraulic capacity project No. 1 and No. 6, in the amount of $174,460, approved. The following documents are in the process of being executed: Personal Services Agreement If you have any questions regarding this action, please contact Brian Perry, Senior Civil Engineer at 443-6353 for more detailed information. Thank you, Mitzi Drtizo" ' Deputy City Clerk Cc: Matt Stepien, LAN Engineering Corporation"; Ray Holland, Interim Engineering and Building Director; Brian Perry, Senior Civil Engineer San Juan Capistrano: Preserving the Past to Enhance the Future A 1 jfg 32400 PASEO ADELANTO i% F� MEMBERS OF THE CITY COUNCIL SAN JUAN CAPISTRANO,CA 92675 jL-'L.1' SAM ALLEVATO (949)493-1171 m[DAHAAHTFD DIANE L.BATHGATE (949)493 -1053 FAX ESTABLISHED 1961 WYATT HART www.sanjuancapistrano.org 1776 JOE SOTO � DAVID M.SWERDLIN NOTIFICATION OF MEE • POTENTIAL INTEREST OF THE SAN JUAN CAPISTRANO CITY COUNCIL The City Council of San Juan Capistrano will meet at 7:00 p.m. on July 6, 2004, in the City Council Chamber in City Hall, to consider: "Consideration of a Personal Services Agreement for the Preparation of Plans and Specifications for the City Sewer Hydraulic Capacity Projects No. 1 and No. 6 (LAN Engineering) (CIP No. 716)' — Item No. D7 If you have specific thoughts or concerns regarding this item, you are encouraged to participate in this decision making process. You can communicate with the City Council through correspondence addressed to the Board and/or by attending the meeting and speaking to the Council during the public meeting. Correspondence related to this item must be received at City Hall by 12:00 p.m. on Tuesday, July 6, 2004 to allow time for the Council to consider its content. If you would like to speak at the meeting, please complete a blue 'Request to Speak" form found inside the entrance to the Council Chamber. This form is turned in at the staff table, just in front of the Council dais. You will be called to speak by the Mayor when the item is considered. You have received this notice at the request of the City staff member Brian Perry, Senior Civil Engineer. You may contact that staff member at (949) 443-6353 with any questions. The Agenda, including agenda reports, is available to you on our web site: www.sanivancapistrano.org. If you would like to subscribe to receive a notice when agendas are posted to the web site, please make that request by sending an e-mail to: council-agendas cDsanivancaoistrano.org. Thank you for your interest, Meg Monahan, CMC City Clerk cc: Matt Stepien, LAN Engineering Corporation`; Ray Holland, Interim Engineering and Building Director; Brian Perry, Senior Civil Engineer Received staff report San Juan Capistrano: Preserving the Past to Enhance the Future