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09-0602_TETRA TECH, INC._Personal Services Agreement0 0 PERSONAL SERVICES AGREEMENT THIS AGREEMENT is made, entered into, and shall become effective this _day of June, 2009, by and between the City of San Juan Capistrano (hereinafter referred to as the "City") and Tetra Tech, Inc. (hereinafter referred to as the "Consultant'). RECITALS: WHEREAS, City desires to retain the services of Consultant regarding the City's request for proposal dated March 5, 2009 to provide Civil Engineering Design and Construction Support Services forthe Recycled Water Transmission Mainline Project; and, WHEREAS, Consultant is qualified by virtue of experience, training, education and expertise to accomplish such services. NOW, THEREFORE, City and Consultant mutually agree as follows: Section 1. Scope of Work. The scope of work to be performed by Consultant shall consist of those tasks as set forth in Exhibit "A," attached and incorporated herein by reference. To the extent that there are any conflicts between the provisions described in Exhibit "A" and those provisions contained within this Agreement, the provisions in this Agreement shall control. Section 2. Term. This Agreement shall commence on the effective date and shall terminate, and all services required hereunder shall be completed, no later than September 2010. Section 3. Compensation. 3.1 Amount. Total compensation for the services hereunder shall not exceed Five Hundred and Two Thousand, One Hundred and Twenty Dollars ($502,120.00) total contract amount, including all expenses, as set forth in Exhibit "B," attached and incorporated herein by reference. 3.2 Method of Payment. Subject to Section 3.1, Consultant shall submit monthly invoices based on total services which have been satisfactorily completed for such monthly period. The City will pay monthly progress payments based on approved invoices in accordance with this Section. 0 0 3.3 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. Section 6. Changes to Scope of Work. For extra work not part of this Agreement, a written authorization from City is required prior to Consultant undertaking any extra 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/or Construction Site. By executing this Agreement, Consultant warrants that: (1) it has investigated the work to be performed; (2) if applicable, it has investigated the work site(s), and is aware of all conditions there; and (3) it understands the facilities, difficulties and restrictions of the work to be performed 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 the 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. 2 Time is of the essence in the performance of this Agreement. Section 9. Compliance with Law: E -Verify. 9.1. Compliance with Law. Consultant shall comply with all applicable laws, ordinances, codes and regulations of federal, state and local government. 9.2. E -Verify. If Consultant is not already enrolled in the U.S. Department of Homeland Security's E -Verify program, Consultant shall enroll in the E -Verify program within fifteen days of the effective date of this Agreement to verify the employment authorization of new employees assigned to perform work hereunder. Consultant shall verify employment authorization within three days of hiring a new employee to perform work under this Agreement. Information pertaining to the E -Verify program can be found at http://www.uscis.clov, or access the registration page at https://www.vis-dhs.com/emploverregistration. Consultant shall certify its registration with E -Verify and provide its registration number within sixteen days of the effective date of this Agreement. Failure to provide certification will result in withholding payment until full compliance is demonstrated. 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 work, Consultant shall have delivered to City at least one (1) copy of any final reports and/or notes or drawings containing Consultant's findings, conclusions, and recommendations with any supporting documentation. All reports submitted to the City shall be in reproducible format, or in the format otherwise approved by the City in writing. 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. 3 0 Section 13. Indemnity. To the fullest extent permitted by law, Consultant agrees to protect, defend, and hold harmless the City and its elective and appointive boards, officers, agents, and employees from any and all claims, liabilities, expenses, or damages of any nature, including attorneys' fees, for injury or death of any person, or damages of any nature, including interference with use of property, arising out of, or in any way connected with the negligence, recklessness and/or intentional wrongful conduct of Consultant, Consultant's agents, officers, employees, subcontractors, or independent contractors hired by Consultant in the performance of the Agreement. The only exception to Consultant's responsibility to protect, defend, and hold harmless the City, is due to the negligence, recklessness and/or wrongful conduct of the City, or any of its elective or appointive boards, officers, agents, or employees. This hold harmless agreement shall apply to all liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by Consultant. Section 14. Insurance. On or before beginning any of the services or work called for by any term of this Agreement, Consultant, at its own cost and expense, shall carry, maintain for the duration of the agreement, and provide proof thereof that is acceptable to the City, the insurance specified below with insurers and under forms of insurance satisfactory in all respects to the City. Consultant shall not allow any subcontractor to commence work on any subcontract until all insurance required of the Consultant has also been obtained for the subcontractor. 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 an amount not less than one million dollars per occurrence ($1,000,000.00), combined single limit coverage for risks associated with the work contemplated by this agreement. If a Commercial General Liability Insurance form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this agreement or the general aggregate limit shall be at least twice the required occurrence limit. 14.2 Comprehensive Automobile Liability. Throughout the term of this Agreement, Consultant shall maintain in full force and effect Comprehensive Automobile Liability coverage, including owned, hired and non - 4 0 0 owned vehicles in an amount not less than one million dollars per occurrence ($1,000,000.00). 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 naming City, its officers, employees, agents, and volunteers as additional insureds as respects each of the following: Liability arising out of activities performed by or on behalf of Consultant, including the insured's general supervision of Consultant; products and completed operations of Consultant; premises owned, occupied or used by Consultant; or automobiles owned, leased, hired, or borrowed by Consultant. The coverage shall contain no special limitations on the scope of protection afforded City, its officers, employees, agents, or volunteers. 14.5 Errors and Omissions Coverage Throughout the term of this Agreement, Consultant shall maintain Errors and Omissions Coverage (professional liability coverage) in an amount of not less than One Million Dollars ($1,000,000). Prior to beginning any work under this Agreement, Consultant shall submit an insurance certificate to the City's General Counsel for certification that the insurance requirements of this Agreement have been satisfied. 14.6 Notice of Cancellation/Termination of Insurance. The above policy/policies shall not terminate, nor shall they be cancelled, nor the coverages reduced, until after thirty (30) days' written notice is given to City, except that ten (10) days' notice shall be given if there is a cancellation due to failure to pay a premium. 14.7 Terms of Compensation. Consultant shall not receive any compensation until all insurance provisions have been satisfied. 14.8 Notice to Proceed. Consultant shall not proceed with any work under this Agreement until the City has issued a written "Notice to Proceed" verifying that Consultant has complied with all 5 insurance requirements of this Agreement. Section 15. Termination. City shall have the right to terminate this Agreement without cause by giving thirty (30) days' advance written notice of termination to Consultant. In addition, this Agreement may be terminated by any party for cause by providing ten (10) days' notice to the other party of a material breach of contract. If the other party does not cure the breach of contract, then the agreement may be terminated subsequent to the ten (10) day cure period. Section 16. Notice. All notices shall be personally delivered or mailed to the below listed addresses, or to such other addresses as may be designated by written notice. These addresses shall be used for delivery of service of process: To City: City of San Juan Capistrano 32400 Paseo Adelanto San Juan Capistrano, CA 92675 Attn: Public Works Department To Consultant: Tetra Tech, Inc. 16241 Laguna Canyon Road, Suite 200 Irvine, CA 92618 Section 17. Attorneys' Fees. If any action at law or in equity is necessary to enforce or interpret the terms of this Agreement, the prevailing party shall be entitled to reasonable attorneys' fees, costs and necessary disbursements in addition to any other relief to which he may be entitled. Section 18. Dispute Resolution. In the event of a dispute arising between the parties regarding performance or interpretation of this Agreement, the dispute shall be resolved by binding arbitration under the auspices of the Judicial Arbitration and Mediation Service ("JAMS"). Section 19. Entire Agreement. This Agreement constitutes the entire understanding and agreement between the parties and supersedes all previous negotiations between them pertaining to the subject matter thereof. M 0 0 IN WITNESS WHEREOF, the parties hereto have executed this Agreement. CITY OF SAN JUAN CAPISTRANO By: Dave Adams, City Manager TETRA TECH, INC. By: �?� k4ir= s U Steve King, Senicoice President A U V�� Cit CIO -V 0 APPROVED AS TO FORM: 01I/O/IIw4wraad �iLcity to rn 7 A PROPOSAL TO PROVIDE ENGINEERING SERVICES FOR THE Recycled Water Transmission Mainline Project pp� I Ml Ali _;!' �♦ #AV 110w" submitted 9- by. OTETRATECH Complex world: CLEAR SOLUTIONS April 2, 2009 • 0 OTETRATECH April 2, 2009 Mr. Joseph Mankawich, Associate Engineer Utilities Department City of San Juan Capistrano 32400 Paseo Adelanto San Juan Capistrano, CA 92675 Reference: Proposal to Provide Engineering Services for the Recycled Water Transmission Mainline Project Dear Mr. Mankawich: Tetra Tech is pleased to be considered for engineering design and construction services for the Recycled Water Transmission Mainline project. In preparation of our proposal, Tetra Tech has reviewed the relevant background information, walked the proposed (and alternative) alignments, and conducted interviews with key City staff. Our goal in this effort was to clearly understand the project objectives and identify factors which are critical for project success and to then develop a project team and approach to best insure a successful project. As a result of this work, we are confident that Tetra Tech can meet the project objectives and save the City millions of dollars while reducing project schedule by several months. ON TIME DELIVERY OF A COST-EFFECTIVE PROJECT It is clear from our proposal preparation efforts that meeting the aggressive schedule while delivering a cost-effective and high-quality project is the City's number one priority. Tetra Tech has assembled a team with the depth, experience and capabilities necessary to deliver this project on time and within budget. Drawing on this experience and knowledge we have identified several key issues and action strategies that offer significant savings in both time and money. A few of these "key issues" are presented below. Fast -Track the Schedule: Tetra Tech is available to start this project immediately. The proposed schedule for this project is somewhat aggressive, yet achievable with the implementation of innovation, creativity and a large staff. With a talent -pool of more than 10,000 professionals, we propose to have three design groups working on the project simultaneously. By utilizing this strategy, we will be able to complete the design far faster than a traditional project team. This is discussed in more detail in our proposal. It should also be noted, that we have directed our survey consultant, Coast Survey, to proceed at our cost to begin aerial photogrammetry. By already starting the aerial photogrammetry in advance of final consultant selection, we save an entire month on the critical path schedule. Our proposal also discusses additional scheduling advantages associated with pre -purchasing the pipe and valves. Tetra Tech, Inc. 16241 Laguna Canyon Road, Suite 200. Irvine, CA 92618 Tel 949 727 7099 Fax 94M27 7097 www.tetratech com OTETRATECH Mr. Joseph Mankawich April 2, 2009 Page 2 Modify the Alignment to Save Time and Money: The proposed RFP alignment that crosses back and forth across the 1-5 Freeway, railroad and flood control channel would be extremely expensive and time -intensive to construct. We propose a more efficient alignment where the 24 -inch "backbone" stays on the west side of the freeway and a properly -sized lateral will make a single crossing to the east side of the freeway. Our review of the Master Plan and a preliminary hydraulic analysis indicates that this change could reduce the project cost by $2.0 million and shorten the construction schedule by 3- to 6 -months. Effective Communication to Drive Timely Decisions: Frequent and effective communication between Tetra Tech, City staff and other key stakeholders will be essential to move the project expeditiously through design. Neil Barnsdale, Tetra Tech's Project Manager, will be the focal point and facilitator of all communication. He will tie together the three design groups and subconsultants, and serve as the City's primary point of contact. As described in the scope of work, formal progress reporting will be supplemented by more frequent and informal communications to facilitate a continuous flow of information between the City and the design team. Our proposal offer will remain in effect for 90 days. Thank you for the opportunity to be considered for this unique and exciting project. We are confident in our ability to exceed your expectations while successfully completing this work. We look forward to sharing more regarding our strategy and approach during the interview phase of your selection process. Should you have any questions or require additional information regarding this proposal, please contact either Neil Barnsdale or myself at (949) 727-7099. Very truly yours, Steve King, P.E. Senior Vice President SK/NB/cg M:\Marketing\Proposals\WTRS\2009\052\tinakOI cover Itr. doe Attachment Neil Barnsdale, P.E., LEED AP Project Manager 0 0 ADDENDUM NO. 1 TO THE PROPOSAL DOCUMENTS FOR ENGINEERING SERVICES FOR THE RECYCLED WATER TRANSMISSION MAINLINE (CIP 755) March 23, 2009 To: All RFP Holders From: The City of San Juan Capistrano Notice is hereby given to all prospective proposers that the following changes, additions, and/or deletions are hereby made a part of the Proposal Documents for the Engineering Services for the Recycled Water Transmission Mainline Project (CIP 755) fully and completely as if the same were fully set forth therein. This Addendum No. l shall form a part of the Proposal Documents and take precedence of the original Proposal Documents. Proposers shall acknowledge receipt of this Addendum No. t by signing page 2 and faxing or transmitting via email in pdf format, a copy of page 2 to the City of San Juan Capistrano at (949) 493-3955 by Wednesday, April 1, 2009. Page 2 shall also be included in the Contractor's bidding document package. DATED: March 23, 2009 By: Joe Mankawich Associate Engineer City of San Juan Capistrano 0 0 2 THIS PAGE TO BE ATTACHED TO PROPOSAL DOCUMENTS. I have received Pages 1-3, Addendum No. 1 to the Proposal Documents for the Engineering Services for the Recycled Water Transmission Mainline Project (CIP 755) Date Received by Proposer: By: Tetra Tech, Inc. Proposer's Company Name March 26, 2009 Proposer's Signature Neil Bamsdale Typed or Printed Name K The following changes, additions, deletions, or modifications shall be made to the Proposal Documents and shall take precedence over the original Proposal Documents; all other provisions in the Proposal Documents remain the same. 1. The City provides the attached map depicting the location of Domestic Water Pipelines E13 and E14. Pipeline segment E13 runs approximately 1,700 L.F. in the Alipaz Street Right -of -Way from Stone Hill Drive to Calle Jardin. Pipeline segment E14 runs approximately 1,200 L.F. in the Alipaz Street Right -of Way from Mariner Drive to the South End of Alipaz Street. PROJECT LOCATION: E-14 p/y E-13. Water seBoundary — CIP Pipeline 2. The City has downloaded the following large documents to its Website: • 2006 Recycled Water Master Plan • 2007 RWMP Program Environmental Impact Report • 2008 Cultural Resources Assessment • 2008 Cultural Resources Treatment Plan The link to the site is: httn://sanivancapistrano.org/Index.asvx?page=1191 3. The City will negotiate any easements required for the Project. The Consultant will be responsible to determine what easements may be necessary and the preparation of any easement documents and exhibits for the easements. 4. The requirement for night work on Del Obispo Street may be waived for Geotechnical Investigations, provided that the work is limited in scope and time. The WATCH Manual should be used as a reference required traffic control while performing geotechnical investigations within City street rights-of-way. 0 0 0 5. Task 9 Construction Engineering Support. Add to this task the attendance of biweekly construction support/coordination meetings. 6. The consultant will be required, as a part of the development of the Preliminary Design Report (PDR), to review and provide analysis of the installation of a pedestrian bridge/waterline crossing at the two stream crossings as an option to directionally drilling the pipeline under the creek. The bridge analysis would not require bridge design at this time. If the City chooses, based upon the findings in the PDR, to go forward with installation of the bridge/waterline crossing a separate bridge design fee would be negotiated at that time. 7. The City has provided itself a 10 foot wide right-of-way through the Little Hollywood Development located at the North terminus of Paseo Adelanto. The City will provide the consultant awarded the design contract with plans showing the location of the proposed line. 8. The City has determined that a design and build contract will not best serve its needs on this project. Please disregard the request for a proposed fee reduction on the fee proposal. 0 Recycled Water TranuntYion Mainline Project ,rry �( san loan carisftw #V!w s PROJECT UNDERSTANDING AND KEY ISSUES In preparation of our proposal, Tetra Tech has reviewed the relevant background information, walked the proposed (and alternative) alignments, and conducted interviews with key City staff in order to develop a comprehensive understanding of the project. Taking all of this into consideration, the aggressive schedule emerges as the most significant project issue. It is understood that the tight schedule is driven by funding. Proposition 50 Integrated Regional Water Management Funding stipulates that this project be complete and fully operational by the end of 2011. Federal Stimulus funding imposes an even tighter timeline for the design to get the project to a "shovel ready" level of completion. Tetra Tech has assembled a large team of experienced engineers and subconsultants to deliver this project on time and within budget. Drawing on input from this seasoned project team, we have identified the following key issues and strategies, which offer significantpotential savings in both time and money. Key Issue #1 - Start Topographic Mapping NOW: One of the most significant critical path items in meeting the proposed schedule is getting the topographic mapping and survey completed as soon as possible. The design team cannot begin detailed engineering or plan production until we have topographic base maps. For a pipeline project of this magnitude, it normally takes two months, or in this case, 40 percent of the overall 5 -month project schedule. If the City would consider authorizing a topographic mapping company to fly the alignment and prepare the topographic base maps now, then an entire month would be taken out of the schedule's critical path. Our survey subconsultant Coast Survey, has estimated that the cost of the front-end mapping work (set targets, GPS control, aerial photogrammetry and data processing) to be less than $20,000. It should also be noted that the total mapping survey budget for the entire project will be about $55,000. Because we believe the schedule issue is so critical, Tetra Tech has proceeded at its own risk to direct our survey consultant to set targets and fly the potential alignments. Key Issue #2 - Modify the Alignment to Save Time and Money: It is understood that the 24 -inch mainline alignment is not yet finalized. The following considerations could improve the project by decreasing impacts on the public, decreasing construction cost, improve efficiency and shorten the construction schedule: Service to the Fast of I-5: The RFP alignment shows the 24 -inch waterline crossing over to the east side of the freeway, then crossing back to the west side. We have estimated the cost of this work to be approximately $3.0 million. As an alternative, the 24 -inch waterline could stay in the OCFC easement (without the $3.0 million loop). To provide recycled water service to the east side of the 1-5 Freeway, a lateral of no more than 12 -inches in diameter could cross to the east side of the freeway to provide enough water as required in the master plan. This alternative is estimated to cost less than $LO million or approximately $1.0 million dollars less than the RFP alignment This alignment modification could also reduce the construction schedule by 3- to 6 -months because it eliminates extensive tunneling construction. Additional cost savings could be realized if the City installs a casing for the "East Lateral" as part of the City's proposed sewer siphon project (Capacity Improvement Project No. 6; CIP No. 716). In summary, this proposed alignment maintains a 14 -inch "backbone" along the flood control channel, and has a 12 -inch lateral (or larger) branching off to east and across the I-5 Freeway. Further hydraulic analysis is recommended to verify the 12 -inch lateral will deliver the required flows to the east side of the 1-5 Freeway. Trench Configuration and Depth: For construction in the flood control easement, we would also consider a "shallow trench" to save time and money during construction. (see exhibits below). This would also be m. Mn,koi,Pm ,W IRS 20Mos2 -3- TETRA TECH 0 Recycled Water Transmission Mainline Pmject the preferred installation configuration for Orange County Flood Control as well as the Army Corps of Engineers. This type of shallow trench is often a good choice for trenching in archaeologically sensitive areas such as the northern end of the 24 -inch recycled mainline alignment. Alignment Leaving J.B. Latham Treatment Plant: Tetra Tech recently completed a project for the Advanced Water Treatment Plant and based on utility research done for that project, we know that SOCWA has an ocean outfall pipeline at the same location as the proposed recycled water mainline. This particular part of the alignment is bounded horizontally by a new electrical building and the property line, which is only a 20 -feet wide condor. The SOCWA line is 40 -feet deep and they have indicated to us that they would strongly object to such a configuration that prohibits access to their outfall line. If the ".San Juan Creek" alignment is selected, then an alternative configuration should be developed that gets the reclaimed waterline from the treatment plant to the levy access road. Utility Corridor in Del Obispo: As an alternative to the levee alignment, we will also evaluate the "Del Obispo Street' alignment. There appears to be adequate space for the new 24 -inch mainline in Del Obispo, as it is our understanding that the City owns an abandoned 14 -inch waterline in Del Obispo Street, which could be removed and replaced with the proposed 24 -inch mainline. As an alternative construction method we will also investigate the feasibility of using the abandoned 14 -inch waterline as the pilot hole for a trenchless installation of the 24 -inch mainline. 0 uyort. ", San Tuan CapiNmnu My LEWXI NMENT POSSIBLE CONnGURATCIN POTENTIAL ALIGNMENT CONE CT AT SOCWA TREATMENT "NT Del Obispo Street Bridge Crossing: The Del Obispo Street Bridge provides an opportunity to cross Trabuco Creek without doing a bore -and -jack operation. This bridge was designed and constructed with three (3) 18"x18" square utility corridors. One of these corridors is already occupied with a 12 -inch waterline, but the other two are vacant. Although neither of these utility condors is large enough for the 24 -inch mainline, two 12- or 16 -inch pipes would fit. Another alternative is to consider is "hanging" the 14 -inch mainline to the side of the bridge. The north face of the bridge is already crowded with multiple utilities, but the south face is wide open and appears to have plenty of room for a 24 -inch pipeline Just downstream from the Del Obispo Street Bridge is a pedestrian/recreational bridge that will also be considered; however, based on our structural engineer's initial review of this bridge, it may require foundation modifications to resist seismic loading a full 24 -inch pipeline. The Tetra Tech Project Manager and lead design leaders have extensive experience with similar of bridge crossings, which is identified in their resumes. Key Issue #3 - Expedite Design with Three Concurrent Teams: With resources of more than 10,000 employees to draw from, Tetra Tech is capable of completing large projects in short time frames. We propose to have three design teams working on the project simultaneously. All three teams will work under the direction of the Project Manager, Neil Barnsdale. Our analysis of the pipeline shows that all of the work can be logically broken down into one of three categories: 1) "Open Trench Production, " 2) "Special Construction and Tunneling" and 3) Alignment Research and Analysis." 1) TEAM A - "Open Trench Production" are those portions of the alignment that do not have special easement, permitting or construction requirements. Detailed design of these portions can begin M. Mahaing Prop is WTRS 21") 052 r,nm oIte.,aac -4- TETRA TECH 0 Reryded Water Tranetgisaion Mainline Pngecl . t 0 uryo/ v, immediately Sort taan Curislmnu i immediately upon completion of topographic mapping. In our approach, a dedicated team led by Kara Bunacavoli, P.E. will be assigned to begin immediately in completing this work. This group will have the largest volume of work, but due to the nature of these segments, this design and plan production can proceed expeditiously. It is estimated that approximately 20,000 linear feet or about two thirds of the proposed alignment falls into this category. 2) TEAM B — "Special Construction and Tunneling" are portions of the alignment that may require alternative construction techniques including directional drilling, bore and jack, or other special crossing considerations. This second team, led by Tom Epperson, P.E. has specialized expertise in alternative construction technologies and will be assigned to expedite the evaluation and selection of the most appropriate methods of construction, and then proceed with final design of theses sections. Based on the RFP alignment, an estimated 5,000 linear feet of mainline will fall into this category. It will be imperative to get these issues resolved early in the project to prevent delays late in the project. 3) TEAM C — "Alignment Research and Analysis" are portions of the alignment that are not yet defined or may require property or easement acquisition. A third team led by Howard Arnold, P.E., will do the necessary property research, coordinate with stakeholders and identify special construction requirements, if any, when working within another agencies right-of-way or easement. In this way, we can identify all relevant alignment issues and make informed alignment recommendations in the initial phase of the project. By utilizing the depth and expertise of three concurrent desinn teams as described above, we will be able to complete the design far faster than any traditional project team. Key Issue #4 — Pre -Purchase Valves and Pipe: Once the plans are at the 90 percent level of completion, the City could pre -purchase the long -lead materials, such as valves with special coatings, pipes, couplings with special coatings, etc. A pre -purchasing specification is normally required to get quotations from vendors. Tetra Tech can provide the pre -purchasing specifications to the City, at no additional cost to the City. The pre purchasing of equipment could save 3 to 4 months on the construction schedule. Key Issue #5 — Effective Communication to Drive Key Decisions: Frequent and effective communication between Tetra Tech, CSJC staff and other key stakeholders (such as Orange County Flood Control and Caltrans) will be essential to move the project expeditiously through design. Neil Bamsdale, Tetra Tech's Project Manager, will be the focal point and facilitator of all communication. He will tie together the three design teams, all subconsultants, project stakeholders and serve as the City's primary point of contact. As detailed in the scope of work, formal progress reporting will be supplemented by more frequent and informal communications to insure efficient transfer of information, accurate progress documentation and timely decision making among project stakeholders. Neil's strong communication skills and long track record of successfully managing projects of similar size and complexity make him ideally suited to this role. Key Issue #6 — Coordination with Permitting Agencies and Project Stakeholders: Closely tied to meeting the aggressive project schedule is the need to coordinate with permitting agencies and other key project stakeholders. Principal among these are the following: • City of Dana Point (Encroachment Permit) • City of San Juan Capistrano California Coastal Commission (southerly portion of the alignment) • Orange County Flood Control (Channel and Levee) • Orange County Parks and Trails (Recreational Trails) M. Mmkenng Pmpeals WTRS2009 hx2 final Q lexl.doe -5- TETRA TECH 0 0 Recycled Water Tranemivion Mainline Ptnject `lry"f05, 1 San loan Capi ,, • Army Corps of Engineers (OCFC Oversight and Sec 404) • Regional Water Quality Control Board (NOI, SWPPP, Dewatering Discharge) • California Department of Fish and Game (1602 Streambed Alteration) • Caltrans (Encroachment Double Permit) • South Orange County Wastewater Authority (Connect at J.B. Latham TP) Based on our recent experience with similar projects, we know that coordination will likely be required with the entities listed above. Leaving any one of them out of the project coordination could cause major delays and added costs during the construction phase. The southerly end of the alignment is located within the City of Dana Point and the project will affect their residents and traffic patterns. It will be our objective to gain their project support early in the design phase. Of course, the remainder of the alignment is located with the City of San Juan Capistrano. It is our preference that the City and Tetra Tech work together as partners to communicate with other affected agencies. The jurisdictional boundary for the California Coastal Commission runs diagonally from the northwest to the southeast at Shell Drive in Dana Point. Therefore, approximately 0.5 -miles of the mainline construction will occur within the Coastal Commission's Jurisdiction. This was not addressed in the Program EIR so it should be addressed in the project -specific environmental analysis and contact should be made with the Coastal Commission immediately. We do not expect that the Coastal Commission will have a significant interest in the project schedule, but it will be important to meet with them soon and obtain their project clearance in the design phase. A significant portion of the project construction will occur in the Orange County Flood Control right- of-way. Since we have completed numerous projects with OCFC in the past, we do not expect they will have any objections to the project, as long as we communicate with them early, assure them that our project does not jeopardize the levee and repair construction areas within their rights-of-way to their standards. Tetra Tech is also providing engineering oversight and project direction for the sheet -piling and levy certifications project that is currently under construction. Orange County Community Resources/Orange County Parks operates regional recreational facilities for the County of Orange and they are a separate entity from the County of Orange. The parkland and open space under their jurisdiction includes recreational trails, such as the recreational paths that parallel the San Juan Creek channel. Based on our experience with similar projects, we expect that they will require detailed traffic control and detour plans during construction, similar to the detour signs that are currently being used for the OCFCD sheet -piling project. Furthermore, whenever work is being done where they have planned facilities identified in their master plan, they will require that the ultimate, master planned facilities be constructed when the existing facility is disturbed. This may include bicycle, pedestrian and/or equestrian trails. Based on our review of the existing and proposed Trail System Maps, it appears there are existing bicycle trails along the entire proposed "channel alignment." There is one minor interference with a combination Horse/Hike/Bike trail at the confluence of San Juan and Trabuco Creeks, and no new/planned trail facilities along the entire "channel alignment." It will be important to meet with Orange County Parks early in the project to identify the scope of their involvement. As with nearly all work located within or adjacent to waters of the United States, we expect that the Army Corps of Engineers will require project review and approval. On similar projects where we have put a pipeline within the channel bank/levy, the ACOE also required a visual leak detection system to provide early warning of a pipeline leak. For this type of project, we have developed a relatively inexpensive, M. Mai�umg Proposals WTRS2009Og final ozmu.ao= - 6 - TETRA TECH RaydedWater TranemjaillMainline Pmjeat '%'^t ,� j^, Sort /uan Cupiahunu visual leak detection detail that is acceptable to the Corps. Including these leaks detection ports early in the design process will not add significant cost to the project. Key Issue #7 — Consider LEED Certification: Based on our preliminary project research, we understand that the City may have an interest in green construction technologies. Tetra Tech's Project Manager, Neil Bamsdale is LEED Accredited by the United States Green Building Council (USGBC). Therefore, if the City decides to pursue LEED accreditation, then Tetra Tech can help the City achieve this designation. LEED is the acronym for Leadership in Energy and Environmental Design, which is a system for certifying green construction projects. Green construction takes into account: • Material Use & Recycling Water Management and Conservation • Energy Use • Site Planning and Alignment Selection USGBC and LEED Project Management provide a way to optimize the way infrastructure facilities are designed, built and operated, enabling an environmental and socially responsible, healthy and prosperous environment that improves the quality of life. LEED also requires the design engineer to consider the entire life cycle of a project, including: • Engineering Design Operations Management • Lifetime Maintenance • Environmental Health and Safety • Capital Planning • Responsible Property Use USGBC has four levels of project certifications: • LEED Certified (26-32 Points) • LEED Silver (33-38 Points) • LEED Gold (39-51 Points) • LEED Platinum (52-69 Points) The level of certification is dependent on the number of points the design team and contractor can obtain. For pipeline projects, points may be earned for: • Alignment Selection, • Diverting 50-75 percent of construction waste from landfills, • Specify 5-10 percent recycled materials, • Specify materials that are manufactured within 500 -miles of project site, • Construction Site Stormwater Runoff Management, • Parking Arrangements for the Construction Crews Although we never insist that our clients pursue LEED project certification, we feel it's important for you to know that Tetra Tech has the capabilities and expertise to advise the City and manage the project through the certification process. The steps to LEED Certification: • Have LEED Accredited PM Register the Project with USGBC, • Submit Documentation and Records to USGBC for review and approval, • Have LEED Accredited PM Apply for USGBC Certification. M. Marketing P,00w•is wrrzs2aoe 052 final wte..rnoe - 7 - TETRA TECH 0 0 Recycled Water Tranmdaion Mainline Project ofyff �' rs Sun tuan Cupir(mno SCOPE OF WORK The project generally consists of preliminary and final engineering design, including preparation of plans, specifications and cost estimates for nearly 5 -miles of 24 -inch diameter reclaimed mainline. The project also includes nearly 3,000 -feet of 20 -inch diameter domestic waterline. It is understood that the reclaimed waterline alignment is not yet finalized. This proposal is based on the alignment as generally described in the RFP and summarized herein. The southerly end of the reclaimed waterline alignment will connect to the SOCWA Advanced Wastewater Treatment Plant Pump Station. The northerly end of the reclaimed waterline alignment is near the intersection of Camino Capistrano and Junipero Serra Road. A significant portion of the alignment is within the Orange County Flood Control right-of-way. The RFP alignment crosses over to the east side of the I-5 Freeway to serve customers east of the freeway. Task 1 General Administration, Meetings, and Presentations 1.1 The Tetra Tech Project Manager will coordinate the efforts of the project team and subconsultants, monitor the project schedule and budget, and administer the contract with the City. 1.2 At the commencement of the project, the Tetra Tech Project Manager will arrange and conduct a "kickoff' meeting with City staff to discuss the scope and parameters of the project. Specific goals to be accomplished will be identified and an effective strategy to accomplish the project goals will be developed during this meeting. A memorandum will be prepared by Tetra Tech to document the project goals and execution strategy and any deviations from the contract. 1.3 At the beginning of each design phase (preliminary and final) of the project, a work plan will project goals, schedule and execution strategy. The Tetra Tech Project Manager will present a written list of infonnation required and the dates needed by to maintain the design schedule. Tetra Tech will meet with City staff for presentation and review of the work plan. 1.4 Tetra Tech will collect and review available plans, specifications, reports, and operating data provided by the City. 1.5 Tetra Tech will arrange for and participate in informal meetings with City staff to review progress of the project work and exchange ideas and information. Six (6) of these monthly meetings are included in the scope of work. 1.6 Tetra Tech will prepare and submit monthly progress reports summarizing the actual work performed, project issues, and status of the project schedule and budget. At minimum the reports will include the following information: • Highlights of Accomplishments • Current Project Status • Actual vs. Scheduled Percentages Complete by Task • Explanation of Schedule Deviations • Problem Areas • Action Taken to Mitigate Problems • Authority Responsible for Correction • Date of Problem Resolution • Accomplishments planned for next reporting period Actions required by the City 1.7 Tetra Tech will meet with City staff and representatives of utilities, government agencies, and affected residents and business owners to determine requirements to be included in the construction documents. A total of six (6) significant project meetings and ten (10) informal meetings are included in the scope of work. M, Maekeing Pmposals W RS 2009 052 Mal U'_texLdoc - 8 - TETRA TECH 0 Recycled Water TrangnliWon Mainline Pmject f. -- 11 y o/ I sun Juan capislronu -R , 1.8 Tetra Tech will prepare and distribute minutes for each significant project meeting summarizing the participating personnel, key discussion comments and decisions, documents delivered or received, and action(s) required. 1.9 Tetra Tech will attend Planning Commission, Utilities Commission and City Council Meetings as required for approval of the project plans and specifications. This scope of work and budget are based on six (6) of these meetings. Task 2 Environmental Compliance The California Environmental Quality Act (CEQA) of 1970 requires that environmental analysis be undertaken for those discretionary projects that may create potentially significant impacts. The City is requesting that Tetra Tech, or its subconsultant, study potential environmental impacts that could arise from the design concept chosen for this project. The City currently has a Program Environmental Impact Report (PEIR) for its entire recycled water system nearing State Water Board approval. Some pipeline segments, because of their proximity to cultural or biological areas of sensitivity, may require additional project specific CEQA approvals. 2.1 Tetra Tech's environmental subconsultant is qualified in the preparation of CEQA documents. No work will be initiated without prior City approval of the subconsultant. 2.2 The Consultant will review and apply the California Environmental Quality Act, and Environmental Impact Report state guidelines as a benchmark in determining whether the design will have any environmental consequences as defined under state law. 2.3 The Consultant shall utilize the initial study form used by the City's Community Development Department in making an environmental assessment as to whether any of the design concepts will have adverse environmental effects. The project is located near an established residential neighborhood and accordingly, such environmental issues including, but not limited to: visual impacts, geotechnical, construction traffic, biologic hazards, hazardous materials, cultural resources, noise, water and air quality will be addressed. The work will consist of completing the Initial Study and recommending whether the project will require and EIR or ND/MND. The consultant will include a site survey of the pipe route and well sites in addition to appropriate literature search for the performance of the initial study. This scope of work and budget does not include an EIR. If required and requested by the City, these additional documents can be added to the scope of work and budget. 2.4 The Consultant shall verify that the results of the environmental assessment are fully considered in the development of a preferred design concept. 2.5 The environmental analysis will be performed under the direction of the City's Environmental Administrator. 2.6 Subsequent to the Environmental Administrator's (EA) determination of whether to prepare an ND, MND, or EIR, the Consultant will then perform subsequent environmental analysis at direction of the Community Development Department. In the event that the EA determines that an EIR is required the contract will be amended accordingly to accommodate the additional work necessary to prepare an EIR. Task 3 Preliminary Design 3.1 Prepare a preliminary design report and preliminary drawings as required to establish agreement on scope, parameters, performance requirements, constructability, traffic impacts, and general disruption to the area. Due to the scheduling constraints, the "Preliminary Design Report" will be in the format of a "Technical Memorandum" or "Letter -Report." The draft preliminary design drawings ,M Maetins pmp„s,is w ixsi 009 052 r�li 021e� a« -9- TETRA TECH 0 ;ftyded Water'rranamittion Mainline Ymject ern '/01� Sun /ran[apix(mna t. shall be submitted to City staff for review and approval with the work plan prepared above. As a minimum, the drawings will address the following subjects Evaluation of pipeline alignments; • Review of river crossing alignments; Review of railroad crossing alignments; Review of proposed alignments with affected agencies and utilities; Evaluation of right-of-way and casement requirements; Conflicts with utilities and structures; Biological and Cultural Resource Issues and remedies: Groundwater or unstable soil; Preferred materials for construction; Traffic and pedestrian control; • Areas where construction work is limited or controlled; Operation and maintenance concerns; • Permit requirements; Description of the recommended improvements; ar Construction schedule and phasing recommendations, and; Construction cost estimate for recommended improvements. 3.2 Meet with City staff to review comments on the draft preliminary drawings. Respond to comments, revise the draft as necessary, and submit two copies of the final preliminary design drawings to the City. The final preliminary design drawings will be used as the basis for final design of the project. 3.3 The design of the project and especially the alignment of the pipeline can have a major impact on traffic control and ease of traffic movement through the jobsite. Tetra Tech's traffic engineer will be involved with the initial evaluation of potential alignments to insure the best possible alignment for the least impacts on vehicular and pedestrian traffic circulation. Task 4 Surveying and Rights -of -Way 4.1 Tetra Tech will provide the necessary field design surveys, aerial photogrammetry and topographic mapping for the preparation of construction drawings and specifications. The surveys will determine site topography, contours, and utility locations along the pipeline alignment. 4.2 Pothole potential conflict points and survey utility and pipeline locations and depths. This scope of work and budget are based on twenty-five (25) potholes. 4.3 Tetra Tech will provide the services of a land surveyor to set horizontal and vertical controls per California Coordinate System NAD 83 and locate existing street rights-of-way and critical property comers along pipeline alignment, and to provide additional records on rights-of-way and property information as required. The preparation of legal descriptions is specifically excluded from this scope of work and budget. 4.4 Tetra Tech will review available information from City records to indicate the anticipated locations and elevations of existing underground utilities. 4.5 Tetra Tech will contact utilities owners registered with Dig Alert to obtain available information to identify anticipated locations and elevations of existing underground utilities. 4.6 Tetra Tech will conduct a review meeting with City staff upon completion of detailed surveys to obtain approval of final alignment. 4.7 Prepare and submit documents that illustrate where easements are required corresponding to the agreed upon final alignment. Construction, and maybe, permanent easements will be required for M: Marketing ProPusak WTRS 2W9 052 final 02mxldoc - 10 - TETRA TECH Reryded Water Tranamieeion Mainline Pn jecl r lty'f t' Sun loan Cupirhnna Pipeline Segments P14A, P1413, P140, P10A, PIOC, PIOF, PIOG, P19A, P19B,P19C, P208, P20E, P20F, E-13, and E-14. The necessity of legal descriptions is not yet known and is therefore not included in this scope of work and budget. Task 5 Geotechnical Investigation Tetra Tech and its subconsultants will provide sufficient geotechnical work to address the needs of the pipeline; including but not limited to trench stability during excavation, the ability of the soil to restrain the pipe, the load bearing capacity of the soil from pipe thrust and the suitability of the excavated soil for backfill and compaction of the trench. Specific tasks associated with the geotechnical investigation shall include the following: 5.1 Tetra Tech and its geotechnical subconsultant will provide geotechnical engineering services, which will include exploratory work, laboratory and field testing, professional guidance in tests to be made at test locations based on preliminary drawings and designs, and professional interpretation of exploratory and test data. 5.2 The initial geotechnical exploratory work will include (as deemed as appropriate by the Geotechnical Engineer), but not be limited to: soil borings, penetration tests, sounding subsurface explorations, laboratory tests of soils, rock formations and other geophysical phenomena; and other field tests, laboratory tests and analyses which are required to provide design information. Tetra Tech has assumed a total of twenty-eight (28) soil borings for this scope of work and budget. 5.3 Tetra Tech and its geotechnical consultant will provide an initial geotechnical report, authored and signed by a registered professional geotechnical engineer, interpreting the data on the exploratory work and testing and describing the baseline subsurface site conditions that are anticipated from the exploratory work. 5.4 After the final design has reached the 30 percent completion level, the geotechnical engineer will review and provide comments on plans and preliminary design report. Once the plans are complete, the geotechnical engineer will once again review and provide comments on the plans, and then make appropriate revisions to the geotechnical report and submit a final geotechnical report. This final evaluation will be based on the actual final design, including sizes, locations, and loading of facilities, types, extent and procedures of excavations and shall consider both design parameters and constructability. If, in the opinion of the geotechnical engineer, additional geotechnical data are required to address unresolved issues, then said data will be provided by the geotechnical engineer. This additional work is not included in this scope of work and budget, however, an optional geotechnical contingency item is provided in the budget to account for this potential work. Task 6 Final Design 6.1 Tetra Tech will prepare detailed construction drawings, technical specifications and bid documents for competitive bidding for the proposed construction work. Construction documents will include the following; • Title sheet including: location map, vicinity map, emergency contact phone numbers and signature blocks applicable to the project; • General site plan with appropriate general excavation, shoring and miscellaneous notes; • Symbols and abbreviations; • Plan and profile drawings for the installation of water main facilities, valves, and related appurtenances, including related details; • Prepare detailed drawings for construction of the facilities, structures, site appurtenances, electrical, instrumentation and controls systems, and demolition of existing facilities; M. W rHS]009052 fi-102lexl.dm TETRA TECH 0 0 Recycled Water Tranemiuion Mainline Prnjecl oty f Surt /non Capistrano i • Plans showing all record information regarding utilities, obstructions, and appurtenant data; and • Soil log, boring plan and profile sheets related to geotechnical investigation requirements; • Easements and permits from other agencies; • Traffic control plans prepared by a registered traffic engineer. 6.2 Tetra Tech will prepare technical specifications, bid documents, and other contract documents for competitive bidding for the proposed construction work and for the materials and equipment required. The City of San Juan Capistrano Utility Department (UD) Standard Specifications and Contract Documents shall be used to the extent applicable. The existing City Standard Specifications and Contract Documents are in Windows format. When specifications do not exist, the Consultant will develop specifications as necessary for this project. An original hardcopy set of technical specifications, bid documents, and contract documents will be provided to the City for reproduction. Final submission of all design and analysis material will be in accordance with the UD Digital Submission Standards. 6.3 Tetra Tech is responsible for final design of the pipelines. The final design drawings will be prepared such that each project element is clearly identified. Drawings will be prepared on 24" x 36" mylar sheets (with a 22" x 34" border) using computer generated drafting AutoCAD 2007 (or later) techniques utilizing the City's Digital Submission Standards. The Tetra Tech's standard construction details that are applicable to the project may be used. Project drawings will be signed and sealed by a professional engineer registered in the appropriate discipline in the State of California. Plans will be drawn to a horizontal scale of 1`40' and a vertical scale of 1"=4' (or l"=8' depending on whichever is mutually agreeable to both the City and Tetra Tech). Detailed plans will be drawn to the appropriate architectural scale. An electronic copy of the AutoCAD file will be given to the City in accordance with the City's Digital Submission Standards 6.4 Tetra Tech will provide four (4) sets of the drawings and specifications to the City for review at the 75 and 90 percent stages of completion. Tetra Tech will resolve and incorporate the City staff comments into the design documents. Tetra Tech will prepare meeting minutes to note all comments for distribution. 6.5 Tetra Tech will prepare a construction cost estimate of the proposed work covered by the final plans and specifications. Task 7 Permits 7.1 Tetra Tech will advise the City of permit requirements discovered during the design process. Tetra Tech will apply for all permits needed for construction of the proposed pipeline. Permit costs will be paid by the City. The following is a list of anticipated permits: • City of Dana Point Encroachment Permit • City of San Juan Capistrano Encroachment Permit (may be waived) • Caltrans Encroachment Permit • Orange County Flood Control Encroachment Permit • Orange County Parks and Trails Encroachment Permit • Army Corps of Engineers Section 404 Task S Construction Bidding Through Contract Award 8.1 Tetra Tech will attend and lead a pre-bid conference at a date, time, and place set by the City. 8.2 Tetra Tech will interpret the construction contract documents as requested and needed, and prepare and issue addenda to the construction contract bid documents as required. 8.3 Tetra Tech will assist the City and answer questions as appropriate during the bid opening. M-Ma,kI,.g Pm,stt wru 2w) 012 nwioaeGcnoc. -12- TETRA TEC14 Recycled Water Traiwoimion Mainline Pmjecl kM�,l San lwp Cop/shcnu x Task 9 Construction Engineering Support 9.1 Tetra Tech will assist the City with office engineering and consultation, and coordinate with the City in management of the construction contract. Overall construction management is specifically excluded from this scope of work and budget. 9.2 Tetra Tech will provide supplementary sketches and details as required to resolve field construction problems that may be encountered. For purposes of this proposal and budget, it is assumed that no more than 10 supplementary details will be required. 9.3 At the City's request, Tetra Tech will review change orders and extra work requests and provide advice to the City. 9.4 Review construction shop drawings, fabrication and mill testing of equipment and materials for conformance with the contract plans, specifications and documents. Tetra Tech will assure itself that any deviations or substitutions submitted by the contractor are equal to or of better quality than specified in the contract documents. Tetra Tech will make its recommendation and approve with the City staff substitutions and receive the City's concurrence prior to approving any substitution. Tetra Tech will submit to the City two (2) copies of all preliminary and final shop drawings that have been reviewed for conformance. 9.5 Tetra Tech will prepare construction "record" drawings based on marked -up bid documents and drawings received from the City's inspection staff. Tetra Tech will submit one (1) full-size original mylar reproducible set of construction "record" drawings and an electronic copy of the AutoCAD file to the City in accordance with the Public Works Department's Digital Submission Standards. QUALIFICATIONS AND Company Background: Tetra Tech, "Inc. is a nationally recognized engineering and resource management firm of more than 10,000 engineers, scientists, construction specialists, and technical support personnel in 250 offices worldwide. Tetra Tech consistently ranks among the top engineering firms annually according to the Engineering News Record. In the April Issue of the ENR, Tetra Tech ranked No. 1 in the "Top 20 Water"firms and the r among the Top 500 Design Firms nationwide. Thus, we can provide the necessary resources to rapidly deploy and meet aggressive project schedules. Similar Projects: Tetra Tech considers this project to be exactly the type and magnitude project that we excel at executing efficiently and successfully. Members of the Project Core Team have worked on several projects of similar size and scope. A summary of three such representative projects is presented below. Irvine Ranch Water IDP Raw Water and Brine 47,000 LF of 12" to 24" mains Tom Epperson District Pipelines -2006 9,600 LF of 24" RW main Laurence Esguerra 15600 Sand Canyon Avenue Green Acres Intenie 25,000 LF of 12" to 24" Molly Jewett Irvine, CA 92618-7000 Shady Development pipelines Steve Malloy, Principal Pipelines 12,000 LF of 24" RW main Engineer University 24" RW Main 4,500 LF of 18" water main (949) 453-5570 Tustin Zone 5 Transmission Main m_mzrkmfng Proposals wras nc)q n52 r, -I miev.aua -13- TETRA TECH Recycled Water Transmission Mainline Project { Client and Contact Sun loan Capishnnu ProjectDescription Orange County Water District P.O. Box 8300 Fountain Valley, CA 92728 Mike Marcus, General Manager (714)378-3200 City of Torrance 20500 Madrona Avenue Torrance, CA 90503-2684 John Dettle, Project Manager (310)618-3059 GWR Transmission Mains Lacy Jail Pipeline Unit III Pipeline Water Main Replacements - 2005/06 Water Main Replacement — 2002/03 Water Main Replacement - 182nd St. Water Main Replacement - 2000 2,200 LF of 66" RW mains 23,000 LF of 60" and 66" RW mains 12,000 LF of 20" to 42" RW mains 29,000 LF of 6" to 12" water mains 13,600 LF of 6" to 12" water mains 9,700 LF of 8" to 12" water mains 20,000 LF of 8" to 16" water mains Steve Tedesco Steven Agor Laurence Esguerm Tom Epperson Steve Tedesco Laurence Esguerra Molly Jewett Satisfied Clients: Client satisfaction is a major objective for Tetra Tech. This commitment to our clients has earned us the privilege of providing continuous services to all of our references. We believe that our clients will attest to our technical experience and responsive staff. We encourage you to contact our references to verify our past performance. PROJECT TEAM The Tetra Tech project team is available to begin work in this project immediately. We have assembled a Project Team that possesses the knowledge, experience and enthusiasm necessary to successfully complete the project within the designated schedule and budget. The Project Team will be devoted to completing this project, and not only meet, but exceed the City's expectations. The following paragraphs summarize the qualifications of our key project staff. Complete resumes for the entire project team are included in the appendix Project Manager: Leading our Project Team is Mr. Neil Barnsdale, P.E., LEED AP. Mr. Bamsdale will provide overall project direction and coordination, technical oversight, quality management and will serve as the single point of contact between the City and project team. Neil has been involved in a number of similar projects including: Parkway Calabasas Recycled Waterline Extension, Las Virgenes Municipal Water District — Included a Caltrans pipe -in -bridge crossing; Sierra Conservation Center, State of California — 7 -miles of 16 -inch recycled water CML&C steel pipeline, two Caltrans bore -and - jack crossings for Jamestown Detention Center; and Los Angeles Avenue Forcemain - 5,000 feet of 18 - inch DIP forcemain, pipe hridge, flood control crossingfor the County of Ventura Public Works Agency. Project Director: Mr. Steve Xing, P.E. has been assigned as the task of project director for the project. Steve will be responsible to ensure that the necessary resources are committed to the project in order to get it done within schedule and serve as an additional source of"institutional" knowledge. Technical Oversight: Steve Tedesco, P.E. will provide an independent review of the work to be performed to ensure compliance with standard engineering practices; design criteria set by the City; and, requirements of involved regulatory agencies. He will responsible for technical oversight as part of our team's commitment to quality assurance/control. Mr. Steven Agor, P.E, will be responsible for the Quality Control of the overall project. His participation will help ensure a cost-effective design which minimizes construction conflicts and M. Manmih,p Proposals wTRs 2009 052 final meca.doc - 14 - TETRA TECH E Recycled Water Traurnisdan Mainline Pnyect anyu(;, Sunman capuftna Y contractor claims. In addition, Mr. Barnsdale will draw from Steven's experience at any time to help address any complex challenges that arise during the implementation of the project. Technical Support: Mr. Bamsdale will be supported by a group of technical experts being led by Ms. Kam Buttacavoli, P.E. (Team A), Mr. Tom Epperson, P.E. (Team B), and Mr. Howard Arnold, P.E. (Team Q. Ms. Kara Buttacavoli, P.E., with over 12 year's experience, has been involved with the design of the following pipeline projects: Madrona Marsh — Lateral 6A for US Army Corps of Engineers; Irvine Desalter Raw Water and Brine Pipelines,for Imine Ranch Water District; and Cast Iron Replacement.for Long Beach Water Department Mr. Tom Epperson, P.E., with over 28 years of experience, has been involved in the design and/or construction engineering of ten major recycled water distribution systems throughout Southern California. The following is a brief list of some of these projects: Long Beach Reclaimed Water System Expansion, Phase I; Newport Beach Pipeline Extension and Green Acres Pipelines for Orange County Water District; and Irvine Desalter Raw Water and Brine Pipelines for Irvine Ranch Water District. Howard Arnold, P.E., with over 28 years of experience, has provided project management and engineering for the design of numerous water and wastewater projects. He will property research, coordinate with stakeholders and identify special construction requirements, if any. In this way, he can identify all relevant alignment issues and make informed alignment recommendations. Subconsultants: In order to provide all of the services necessary for this project; we have added the specialized expertise of several subconsultants to our project team. Tetra Tech has worked with some of these consultants on numerous other projects over the past decade and we therefore have long-term on- going professional relationships with them. We have full confidence and trust that they have the expertise and the resources available to successfully complete this project. It is important to note that final subconsultant selections will be made after a thorough review of their proposals and consultation with City staff. Tuchman Communications — Although public outreach and media relations are not currently included in the scope of work, we are suggesting that the City consider these services. On projects that impact traffic circulation, recreation and impacts levels of dust and noise near homes, we find that a little PR can go a long way. This proactive, public -outreach approach often communicates, educates and mitigates project opposition. We are suggesting Tuchman Communications for this work, based on our successful project history with Michelle Tuchman and her extensive experience with pipeline projects within Orange County. Based on their proposal, the cost of these services would be approximately $6,000 during the design phase and approximately $29,000 during the construction phase. Flow Science — Although a transient surge analysis is not currently part of the Scope of Work, it is highly recommended that such an analysis be done prior to finishing construction and preferably prior to the completion of final design. This analysis will determine the surge and vacuum pressures that can be expected and it will go a long way in getting the necessary approvals to install a pipeline in a flood control levee. Based on their proposal, the cost of this analysis would be approximately $12,000. Coast Surveying — This is the survey company we authorized at our own risk to do the aerial photogrammetry. They have recently completed several projects within the OCFC easement and already have established vertical and horizontal control in the project vicinity. Within a few weeks of the Notice to Proceed, they will deliver the final topographic base maps. As an alternative, we also requested a proposal from KDM Meridian. The total survey cost for this project is expected to be approximately $55,000 (does not include utilities or potholes). M. Maiketigy Pmposeis wras 2009 052 nnai mtexYaoo -15 - TETRA TECH 0 Recycled Water Trazwmitwion Mainline Project t San lean Capiamnu . , ,ai' GMU Geotechnical — The geotechnical work is somewhat undefined at this point since the alignment has not been finalized. Nonetheless, we made several assumptions as to how many total borings and much laboratory testing will be required and we asked three well-known geotechnical consultants for proposals. The total cost for geotechnical work on this project is expected to be approximately $58,000. As an alternative, we also requested proposals from Leighton Consulting and Hushmand Associates, Inc. V&A Engineers — Although corrosivity testing and analysis are not currently part of the Scope of Work, it is recommended that such an analysis be done during final design. This analysis will identify corrosion protection measures and make recommendation for coatings. Even for a PVC pipe, we would like to get recommendations from a corrosion consultant since we will be holding the pipe joints together with steel couplings. Based on their proposal, the cost of this analysis would be approximately $23,000. Environmental Science Associates — As the authors of the Program EIR and considering their familiarity of the general project description, we expect that ESA will be able to complete the work faster and more efficiently than other environmental firms. As an alternate, we also requested a proposal from the Chambers Group, which has also done extensive work within the City. The total cost for environmental work on this project is expected to be approximately $37,000. Ciry Sun /oun u1116414111" Neil Barnsdale, P.E., LEED, AP TECHNICAL OVERSIGHT Pfl O1ECT DIft ECT OR • • • - Steven Agor, ►.E. TEAM I FADFR TEAM I FAnFR TEAM 1FADFR Kara Buttacavoli, P.E. Tom Epperson, P.E. Howard Arnold, P.E. Laurence Esguerra, P.E. Steven Agor, P.E. Brad Nguyen, P.E. Molly Jewett, P.E. Beverly Encina Pete Diaz, P.E. Erica Jenkins 'Hao Dong, P.E. SURVEY a MAPPING GEOTECHNICAL ENVIRONMENTAL Coast Sunnaymg Leighton Associates Chambers Group KDM Meridian GMU Geotechmeal Environmental Selene Assoc. Hushmand Associates CORROSVON V&A Lugmeers PUBLIC RELATIONS Tuchman Communications SURGE ANALYSIS Flow Science NUIE' the final mbronaultant seled,ons wdl be based nn an eval<,atmn n! fherr proposals and input born Lty staK M:Mai ke,iog Pmpmals en RS2009 052 final m,u,.doc -16- TETRA TECH 0 Rayded Water Transmimion Mainline Project Z''A 11111% SCHEDULE Tetra Tech has prepared a project schedule based on the following City milestones: `"Y'( Sun /uan CayiNmno April 21, 2009 ............................... Award Recommendation to City Council April 27, 2009 ............................... Kickoff Meeting, Notice to Proceed July 30, 2009 ................................. Submit CEQA Documents to Community Development Department October 1, 2009............................Completion of Final Design October 20, 2009 .......................... Final Design Approval by City Council November 17, 2009......................City Council Award Construction Contract FEE Tetra Tech has prepared the following Fee Proposal in the format requested in the RFP. A more detailed version of this matrix shows the number of hours for each job category (Project Manager, Project Engineer, CAD Tech, etc.) and is available to the City upon request. We understand that the Not -To -Exceed Grand Total" is the maximum contract amount, which shall not be exceeded without prior written authorization. As noted in the RFP, we have assumed that the environmental compliance task will require an Initial Study and Mitigated Negative Declaration. It should be noted however, that it is highly likely that the only CEQA requirement will be an addendum to the Program EIR (no IS/MND), in which case the Environmental Compliance budget would decrease substantially. In the unlikely event that a project specific EIR is required, then the Scope of Work and Budget would need to be amended accordingly. CONFLICT OF INTEREST We hereby state that we do not have any personal or organizational conflicts of interest. ,M Marketing Pmwosais wras'_009 052 Final mma.de, -17- TETRA TECH 0 0 _ ...... -_ W-8 W_7 W-61 VV23 1 W24 I W25W26 W27 1 W28_�! V4 W30 I_W31 M2 1 39 Proposals Due Proposal---�—'--�-- — 2 City Proposal Evaluation City Proposal E, 3 Award Recommendation 4 '', Contract & Insurance Docs C 5 Kickoff Mtg NTP 6 7 CEQA Documents Prep 8 . CEQA Processing (By City) - - 9 Survey & Mapping Survey & M� 10 Utility Research 11 , PDR to 75% 12 Geotechnical Field Work 40 Geotechnical Testing 14 -' Geotechnical Draft Report ibmittal) 15 16 TEAM A Engineering ! 17 TEAM A Production to 75% - - M18 . 13 TEAM B Engineering 20 TEAM B Production to 75% 21 22 TEAM C Engineering, 23 -I TEAM C Production to 75% 24 25 'Tt QA/QC Review 1 26 -', Assemble 75% Submittal 27 75% Submittal Review ronmental) 29 Prepurchase Valves and Pipe (OPTIONAL TASK)!, 30 ,,I p5&E Production to 100% bmittal Includes the fine I Getechnical Report) 31 Tt QA/QC Review 2 )rnal quality Control Re iew) 32 Assemble 1000/. Submittal -- 33 ! City Review 100% Submittal 34 i -- 35 _.: Assemble Bid -Ready PS&E i&E Mi or Revisions and Clean-up) 36 City Council Approval Tae OM 20 -37 -�, Bid Phase Bid Phase 38 Award Constr Contract Award Constr Contract . CITY OF SAN JUAN CAPISTRANO - RECYCLED WATER TRANSMISSION MAINLINE PROJECT • TETRA TECH - Fee Proposal - Design and Construction Services Task Description LABOR COSTS DIRECT EXPENSES OTHER EXPENSES TOTAL COSTS OPTIONAL SERVICES 1.0 GeneMAdMka NketWM Present0Jl 1.1 Manage Team and Subs, Schedule, Budget Kickoff and Strategy Meeting with City staff Prepare Work Plan, Meetintwith City Staff ___ _ _ . _ _ __. _. _. _ - Collect and Review Existing Data _ Monthly Progress Meetings Monthly Progress Reports _ $ 8,160 $ 2,060 $ 100 $ - $ 8,260 $ 2,160 $ 2,500 -__40 $_ 3,440 $ 1,380 $ 3,820 1.2 $ 100 $ - 100 _ -_ ._ $ 100 $ 100 $ 100 $ - $ - _- ._._- $ - $ - $ _ - 1.3 _- 1.4 $ 2,400 __. - $ 3,340 $ 1,280 $ 3,720 1.5 1.6 1.7 Meetings with Stakeholders _ -__ $ 780 $ 100 $ - $ 880 __ 1.8 Prepare Meetings Minutes, Action Item Lists $ 4,020 $ 100 _. $ - -- 4,120 1.9 City Council, Planning Commission Meetings _ $ 2,620 $ 100 $ - $ 2,720 11 Task 1.0 Subtotal., $ 28,380 $ 9001$ - $ 29,28D Z.0 Em4rarnJeMd CorryNlaam 2.1 City Approval of Subconsultant 2.2 2.3 2.4 2.5 2.6 CEQA and Environmental Project Review _ Addendum to Program EIR . ___-. - _. nta - __. _ _ Tetra Tech Review of Environmental Documents _ ___ _- - _ __.___-_. --_ Coordination with City Env. Administrator (EA) Mitigated Negative Declaration $ 3,780 $ 12,920 $ - $ 20,350 $ _ - $ $ $ - $ - $ . _ - $ $ - $ 3,780 $ 12,920 $ $ 20,350 Task 2.0 Subtotal $ 37,050 $ - $ - $ 37,050 3.0 PreJbnbmrlles[ga 3.1 3.2 Preliminary Design Report & Drawings Revise & Resubmit Prelim Drawings $ 40,350 $ 8,300 $ 2,000 $ - _ $ - $ - $ 42,350 $ 8,300 3.3 Traffic Control Considerations $ - $ 3.4 Corrosion Testing, Analysis &Recommendations $ - $ - $ - $ $ 22,700 3.5 _ _ _ _ _ _ Transient Surge Analysis _ $ - $ - $ - _ _- $ $ 11,300 Task 3.0 Subtotal: $ 48,650 $ 2,000 S - $ 501650 4.0 Sines _PonwOng, afgbts-o -Lear 4.1 4.2 4.3 4.4 4.5 4.6 Field Survey, Topographic Mapping Pothole Existing Utilities NAD 83 Control, Rights of -way, Property Lines Utility Research at City _ _ _ _ _ Research _ UtilityResearch all others _ Utility Review Meeting with City Identify Easements, submit to City$ $ 53,730 $ 25,000 $ - $_ _ _ 1_,030 _ $ 4,570 $ 1,030 $ - $ $ _ _-_ $ 100 $ _100 $ - $ - _$_ - $ - $_ - $ 53,730 $ 25,000 _$__ 1,030 $ 41670 $__ 1,1.3_0 _ 4.7 $ $ Task 4.0 Subtotal.' $ 85,3601$ 200 $ - $ 851560 5.0 Geotedmical In a blgallon 5.1 Field Exploration & Lab Testing 5.2 Exploratory Work, 28 Borings, Lab Testing $ - $ 47,500 $ $ $ 5.3 Draft Geotechnical Report, Baseline Conditions $ 7,000 $ 3,000 5.4 Review Final Report and Design 5.5 Cal OSHA Tunnel Classification &Analysis - $ - $ - $ $ 17,500 Tock 5.0 Subtotal: $ 57,500 $ - $ - $ 571500 so Rnol m�- 6.1 Final Plans $ 117,800 $ 2,000 $ - $ 119,800 6.2 Final Specifications _ _ _ Final Production, mylars _ Submit 75% and 90% Packages for Review Construction Cost Estimate Public Relations, Communit Outreach $ _ 12_,600 $ 2,450 $ 4,900 $ 3,060 $_ _ 200 $ SOO $_ - $ - $ - $ - $ - $ 13,000 J$3, 6.3 6.4 6.5 6.6 $ 2,950 -$206- ___ $ $ - $ 5,100 $ 3,060 $ Task 6.0 Subtotal: $ 141,010 $ 1,900 $ - $ 143,910 7.0 Permits 7.1 __ Identi and A I for Permits $ 12,280 $ - _ $ - $ Task 7.0 Subtotal; $ 12,180 $ - $ - $ 12,180 8.0 CorrstruNon BNWkg dwu9lrAward 8.1 8.2 6.3 Facilitate Pre id Conference Provide Clarification, Issue Addendum Assist City, Answer Questions $ 390 $ 100 $ $ 490 7 $ 1,670 $ 100 $ - $ 1,770 $ 1,030 $ 100 $ - $ 1,130 Task 8.0 Subtotal: $ 3,090 $ 300 $ - $ 3,390 AO Crarstruction Erglneering Support 9.1 9.2 ______ ___ _______ _ Construction Support, City Coordination Provide ClanSication $ 15,120 $ 10,300 $ 7,460 $ 12,720 .____ $ 7,800 $ - $ 100 $ 100 $ - $ - -._.. $ 100 $ _____ $ - $ - $ 15,220 $ 10,400 9.3 9.4 Review and Advise on Change Orders Shop Drawings Review -_ - - Prepare Record Drawings Public Relations and Media Communications $ - $ � $ � $ 7,460 $ 12,720 - 0 $ 7,900 9.5 9.6 Task 9.0 Subtotal: $ 53,400 $ 300 $ - $- 53,700 NOT -TO -EXCEED GRAND TOTAL: $ 466,720 $ 6,600 $ - $ 473,320 EXHIBIT `B" OTETRATECH EXHIBIT "A" 2009 HOURLY CHARGE RATE AND EXPENSE REIMBURSEMENT SCHEDULE Professional Engineering Intem/Technician/Assistant... $ 62.00 Project Administrator. ................................ $ 105.00 Designer/CAD Operator/Engineer I........... $ 115.00 Engineer If and III/Senior Designer .......... $ 125.00 Biologist. .................................................... $ 125.00 Planner....................................................... $ 125.00 Senior Engineer/Landscape Architect........ $ 139.00 Project Engineer/Project Coordinator ........ $ 160.00 Senior Planner ............................................ $ 175.00 Senior Scientist .......................................... $ 175.00 Senior Project Engineer ............................. $ 175.00 Project Manager/Sr. Project Coordinator... $ 195.00 Senior Project Manager .............................. $ 255.00 Program Director/Project Director ............. $ 270.00 Administrative Administrative Clerk .................................. $ 60.00 Word Processor/Admin. Support ............... $ 85.00 Graphic Designer ....................................... $ 115.00 Reimbursable In -House Costs Photo Copies (B&W8.5"x11")...... $ 0.15/Each Photo Copies (B&W I I"x 17")....... $ 0.40/Each Color Copies (up to 8.5"x I 1 ") ........ $ 2.00/Each Color Copies (to l l "x17" ).............. $ 3.00/Each Computer Usage ............................. $ 2.50/Hour Survey/Mappine Survey Technician I ................................... $ 109.00 Survey Technician II/Field Supervisor ...... $ 125.00 Senior Surveyor ......................................... $ 141.00 Project Surveyor ........................................ $ 163.00 Two -Person Survey Party .......................... $ 230.00 Two -Person Survey Party with GPS.......... $ 275.00 Three -Person Survey Party ........................ $ 320.00 Survey Travel Time (Two -person) ............. $ 109.00 Survey Travel Time (Three-person)........... $ 153.00 Construction Manaeement Construction Observer 1 ............................. $ 95.00 Construction Observer II ............................ $ 110.00 Senior Construction Observer .................... $ 130.00 Resident Engineer .......................... ..:......... $ 160.00 Construction Managerr................................ $ 180.00 Compact Discs ................................ $10.00/Each Large Format Copies ..................... $ 0.40/S.F. Mileage ........................................... $0.585/Mile *current GSA POV Mileage Rate subject to change Company Vehicles .......................... $8.00/Hour All other direct costs, such as reproduction, special photography, postage, delivery services, overnight mail, out -of - area telephone calls, printing and any other services performed by subcontractor, will be billed at cost plus 15%. NOTE: All costs and rates are effective January I, 2009, and subject to annual increase. M:\Mai kelin9\Proposals%W'1'RS\2009\05-'\final\05Exhibit A - ('A 2009.duc 0 32400 PASEO ADELANTO SAN JUAN CAPISTRANO, CA 92675 (949) 4931171 (949) 493-1053 FAx www. sanjuancapistrano. org TRANSMITTAL TO unnortn � DIMpSYF1 � 1961 1776 Tetra Tech, Inc 16241 Laguna Canyon Road, Suite 200 Irvine, CA 92618 DATE: June 3, 2009 MEMBERS OF THE CITY COUNCIL FROM: Christy Jakl, Administrative Specialist, City Clerk's Office (949) 443-6310 RE: Personal Services Agreement — Recycled Water Transmission Mainline Project SAM ALLEVATO LAURA FREESE THOMAS W HRIBAR MARK NIELSEN DR. LONDRES USO Thank you for maintaining documentation confirming compliance with the terms of the agreement related to insurance. Keep in mind this documentation must remain current with our office during the term of this agreement. Please be aware, our office still needs to receive an E -verify certificate as outlined in your contract under Section 9. If you have questions related to insurance and E -verify requirements, please call me at (949) 443-6310. If you have questions concerning the agreement, please contact Joe Mankawich, Associate Engineer at (949) 443-4313. An original agreement is enclosed for your records. Cc: Joe Mankawich, Associate Engineer San Juan Capistrano: Preserving the Past to Enhance the Future 0 Printed on 1W recycled paper 6/2/2009 AGENDA REPORT pg TO: Dave Adams, City Manager Q6 FROM: Joe Tait, Acting Utilities Director SUBJECT: Consideration of Agreement for Civil Engineering Services for the Recycled Water Transmission Mainline Project (CIP 755) (Tetra Tech, Inc.) RECOMMENDATION: By motion, 1. Approve the Personal Services Agreement for Civil Engineering Services for the Recycled Water Transmission Mainline Project (CIP 755) to Tetra Tech, Inc. in the amount of $502,120; and, 2. Authorize the City Manager to execute the agreement, and to approve increases due to changes to the scope of work of up to ten percent of the agreement cost. SITUATION: The Recycled Water Transmission Mainline Project (CIP 755) provides the backbone to the City's recycled water system. It will transmit reclaimed water from the future South Orange County Wastewater Authority J.B. Latham Advanced Wastewater Treatment Plant (AWTP), along San Juan and Trabuco Creeks, approximately 5 miles north to a connection point with an existing 24 inch recycled pipeline located at the corner of Camino Capistrano and Junipero Serra Road (See Map, Attachment 1). Distribution pipelines off of this central transmission line will feed large irrigation users such as parks, sports fields, schools, greenbelts and golf courses. This project will convey approximately 1,000 acre -ft. of recycled water to these users and is currently being supplied by recycled water purchased from Moulton Niguel Water District. When the AWTP goes on line in 2011 the line will be in place and ready to convey water from that facility. On March 5, 2009, the Utilities Department sent out Requests for Proposal (RFP) to nine firms for civil engineering design and construction support services for the project. On April 2, 2009, the City received seven proposals. All respondents are well qualified to perform the required engineering. After careful review, and interviews with three of the firms, staff recommends the proposal from Tetra Tech, Inc. Their proposal was the most responsive, putting the most effort towards those areas staff deemed necessary to ensure a quality project. The City has worked with Tetra Tech in the past and has found them to be proficient civil designers. The work associated with this agreement includes Agenda Report • Page 2 June 2, 2009 feasibility review of the selected pipe route, development of pipeline designs, review and development of easement requirements and documents, permit acquisition, environmental review, preliminary and final engineering design, construction engineering support and other tasks related to the development of the pipelines. Staff recommends award of the design contract for the Recycled Water Transmission Mainline Project to Tetra Tech, Inc. in the amount of $502,120, which is the $473,320 cost for the RFP required services plus optional service costs for performance of a transient surge analysis ($11,300) and tunnel classification analysis ($17,500). COMMISSION/BOARD REVIEW AND RECOMMENDATIONS: The Utilities Commission was updated on this project at their April 28, 2009 meeting. ENVIRONMENTAL REVIEW In November 2007, City Council approved the Program Environmental Impact Report (PEIR) for the Recycled Water Master Plan. The Recycled Water Transmission Mainline Project is covered in this report at a programmatic level. Some additional site and construction specific environmental work is included in Tetra Tech's proposal. Staff is currently updating the PEIR to make it CEQA++ and NEPA compliant. Final Section 106 cultural resources assessment approvals on the report are expected this month. Additional air quality and biological assessments will be complete by late June. These additional environmental efforts will make this and other Recycled Water Master Planned projects eligible for stimulus, low interest loans and other grant funding. FINANCIAL CONSIDERATIONS: The fiscal year 2008/2009 budget for the Recycled Water Transmission Mainline Project (CIP 755) is $6,151,743. There is a carry over from the previous fiscal year of $5,417,219 for a total budget of $11,568,962. The amount of the Tetra Tech proposal for this project is $502,120, and within the amount budgeted. The City secured $5 Million of the funding for this project through the Proposition 50 Integrated Regional Water Management Grant awarded by the State of California in 2007. Staff has submitted this project for additional funding through the Federal Stimulus Package. The accelerated design schedule called for in the request for proposals will insure that this project will be "shovel ready" by the end of the year, in order to meet stimulus deadlines. Staff will return to City Council for approval of the Plans and Specifications with accurate estimates to base the funding request for construction. NOTIFICATION: Tetra Tech, Inc. AKM Consulting Engineers Bureau Veritas J.C. Heden & Associates PSOMAS Hall and Foreman, Inc. RBF Consulting Engineers Agenda Report • • Page 3 June 2, 2009 RECOMMENDATION: By motion, Approve the Personal Services Agreement for Civil Engineering Services for the Recycled Water Transmission Mainline Project (CIP # 755) to Tetra Tech, Inc. in the amount of $502,120; and, Authorize the City Manager to execute the agreement, and to approve increases due to changes to the scope of work of up to ten percent of the agreement cost. Respectfully submitted, 1 LYe Tait, Acting Utilities Director Attachments: 1. Location Map 2. Agreement Prepared by: Joe Mankawich Associate Engineer o .�y r jru a . �-, « sz � `� 4„��f ,y� •. a= '44, _J�� 4 r i♦ .i ♦ �• t # +r t. Z ski;' yi .a r � • n ��.�'�'�.+ s � w i ° /� � �n . t .i x • *t ?'L�``wZ:uwA..i=`e!•4'd'.r-..gyp r�`A• a X �'� .. f 1 4 lL VIOLA ''" f }rt tom` f rt O Ad' A 10* .. i:,. , of R�'Ry`f D�'� '�'� � .. �. //� . _,- • "'^�-.-.-�•...� ,K,:.. i f .. .may law Ir la - 44, VA dim t, yam. �'f1 J �`.a. r f.w �` f r 1�. i �• � 471 �?! Y. y� y a,.�y✓}� �CiE�_� { •� rya ams "gip l�� r a �'x. •y� E 0 PERSONAL SERVICES AGREEMENT THIS AGREEMENT is made, entered into, and shall become effective this day of June, 2009, by and between the City of San Juan Capistrano (hereinafter referred to as the "City") and Tetra Tech, Inc. (hereinafter referred to as the "Consultant"). RECITALS: WHEREAS, City desires to retain the services of Consultant regarding the City's request for proposal dated March 5, 2009 to provide Civil Engineering Design and Construction Support Services forthe Recycled Water Transmission Mainline Project; and, WHEREAS, Consultant is qualified by virtue of experience, training, education and expertise to accomplish such services. NOW, THEREFORE, City and Consultant mutually agree as follows: Section 1. Scope of Work. The scope of work to be performed by Consultant shall consist of those tasks as set forth in Exhibit' A," attached and incorporated herein by reference. To the extent that there are any conflicts between the provisions described in Exhibit "A" and those provisions contained within this Agreement, the provisions in this Agreement shall control. Section 2. Term. This Agreement shall commence on the effective date and shall terminate, and all services required hereunder shall be completed, no later than September 2010. Section 3. Compensation. 3.1 Amount. Total compensation for the services hereunder shall not exceed Five Hundred and Two Thousand, One Hundred and Twenty Dollars ($502,120.00) total contract amount, including all expenses, as set forth in Exhibit "B," attached and incorporated herein by reference. 3.2 Method of Payment. Subject to Section 3.1, Consultant shall submit monthly invoices based on total services which have been satisfactorily completed for such monthly period. The City will pay monthly progress payments based on approved invoices in accordance with this Section. ATTACHMENT 0 0 3.3 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. Section 6. Changes to Scope of Work. For extra work not part of this Agreement, a written authorization from City is required prior to Consultant undertaking any extra 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/or Construction Site. By executing this Agreement, Consultant warrants that: (1) it has investigated the work to be performed; (2) if applicable, it has investigated the work site(s), and is aware of all conditions there; and (3) it understands the facilities, difficulties and restrictions of the work to be performed 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 the 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. K E Time is of the essence in the performance of this Agreement. Section 9. Compliance with Law: E -Verify. 9.1. Compliance with Law. Consultant shall comply with all applicable laws, ordinances, codes and regulations of federal, state and local government. 9.2. E -Verify. If Consultant is not already enrolled in the U.S. Department of Homeland Security's E -Verify program, Consultant shall enroll in the E -Verify program within fifteen days of the effective date of this Agreement to verify the employment authorization of new employees assigned to perform work hereunder. Consultant shall verify employment authorization within three days of hiring a new employee to perform work under this Agreement. Information pertaining to the E -Verify program can be found at http://www.uscis.clov, or access the registration page at https://www.vis-dhs.com/emploverreaistration. Consultant shall certify its registration with E -Verify and provide its registration number within sixteen days of the effective date of this Agreement. Failure to provide certification will result in withholding payment until full compliance is demonstrated. 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. SeSe t� Copies of Work Product. At the completion of the work, Consultant shall have delivered to City at least one (1) copy of any final reports and/or notes or drawings containing Consultant's findings, conclusions, and recommendations with any supporting documentation. All reports submitted to the City shall be in reproducible format, or in the format otherwise approved by the City in writing. 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. 3 0 0 Section 13. Indemnity. To the fullest extent permitted by law, Consultant agrees to protect, defend, and hold harmless the City and its elective and appointive boards, officers, agents, and employees from any and all claims, liabilities, expenses, or damages of any nature, including attorneys' fees, for injury or death of any person, or damages of any nature, including interference with use of property, arising out of, or in any way connected with the negligence, recklessness and/or intentional wrongful conduct of Consultant, Consultant's agents, officers, employees, subcontractors, or independent contractors hired by Consultant in the performance of the Agreement. The only exception to Consultant's responsibility to protect, defend, and hold harmless the City, is due to the negligence, recklessness and/or wrongful conduct of the City, or any of its elective or appointive boards, officers, agents, or employees. This hold harmless agreement shall apply to all liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by Consultant. Section 14. Insurance. On or before beginning any of the services or work called for by any term of this Agreement, Consultant, at its own cost and expense, shall carry, maintain for the duration of the agreement, and provide proof thereof that is acceptable to the City, the insurance specified below with insurers and under forms of insurance satisfactory in all respects to the City. Consultant shall not allow any subcontractor to commence work on any subcontract until all insurance required of the Consultant has also been obtained for the subcontractor. 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 an amount not less than one million dollars per occurrence ($1,000,000.00), combined single limit coverage for risks associated with the work contemplated by this agreement. If a Commercial General Liability Insurance form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this agreement or the general aggregate limit shall be at least twice the required occurrence limit. 14.2 Comprehensive Automobile Liability. Throughout the term of this Agreement, Consultant shall maintain in full force and effect Comprehensive Automobile Liability coverage, including owned, hired and non - Ig 0 0 owned vehicles in an amount not less than one million dollars per occurrence ($1,000,000.00). 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 naming City, its officers, employees, agents, and volunteers as additional insureds as respects each of the following: Liability arising out of activities performed by or on behalf of Consultant, including the insured's general supervision of Consultant; products and completed operations of Consultant; premises owned, occupied or used by Consultant; or automobiles owned, leased, hired, or borrowed by Consultant. The coverage shall contain no special limitations on the scope of protection afforded City, its officers, employees, agents, or volunteers. 14.5 Errors and Omissions Coverage (FOR PROFESSIONS/WORK EXCLUDED FROM GENERAL LIABILITY] Throughout the term of this Agreement, Consultant shall maintain Errors and Omissions Coverage (professional liability coverage) in an amount of not less than One Million Dollars ($1,000,000). Prior to beginning any work under this Agreement, Consultant shall submit an insurance certificate to the City's General Counsel for certification that the insurance requirements of this Agreement have been satisfied. 14.6 Notice of Cancellation/Termination of Insurance. The above policy/policies shall not terminate, nor shall they be cancelled, nor the coverages reduced, until after thirty (30) days' written notice is given to City, except that ten (10) days' notice shall be given if there is a cancellation due to failure to pay a premium. 14.7 Terms of Compensation. Consultant shall not receive any compensation until all insurance provisions have been satisfied. 14.8 Notice to Proceed. Consultant shall not proceed with any work under this Agreement until the 5 0 0 City has issued a written "Notice to Proceed" verifying that Consultant has complied with all insurance requirements of this Agreement. Section 15. Termination. City shall have the right to terminate this Agreement without cause by giving thirty (30) days' advance written notice of termination to Consultant. In addition, this Agreement may be terminated by any party for cause by providing ten (10) days' notice to the other party of a material breach of contract. If the other party does not cure the breach of contract, then the agreement may be terminated subsequent to the ten (10) day cure period. Section 16. Notice. All notices shall be personally delivered or mailed to the below listed addresses, or to such other addresses as may be designated by written notice. These addresses shall be used for delivery of service of process: To City: City of San Juan Capistrano 32400 Paseo Adelanto San Juan Capistrano, CA 92675 Attn: Public Works Department To Consultant: Tetra Tech, Inc. 16241 Laguna Canyon Road, Suite 200 Irvine, CA 92618 Section 17. Attorneys' Fees. If any action at law or in equity is necessary to enforce or interpret the terms of this Agreement, the prevailing party shall be entitled to reasonable attorneys' fees, costs and necessary disbursements in addition to any other relief to which he may be entitled. Section 18. Dispute Resolution. In the event of a dispute arising between the parties regarding performance or interpretation of this Agreement, the dispute shall be resolved by binding arbitration under the auspices of the Judicial Arbitration and Mediation Service ("JAMS"). Section 19. Entire Agreement. This Agreement constitutes the entire understanding and agreement between the parties and supersedes all previous negotiations between them pertaining to the subject matter thereof. 2 0 0 IN WITNESS WHEREOF, the parties hereto have executed this Agreement. ATTEST: City Clerk APPROVED AS TO FORM: / JmCity Attorney /�'i i CITY OF SAN JUAN CAPISTRANO By: Dave Adams, City Menager TETRA TECH, INC. 7 Steve King, enior ice President PROPOSAL TO PROVIDE ENGINEERING SERVICES FOR THE Recycled Water Transmission Mainline Project t -� Y, - � submItied by: TETRATECH ApM 2.2009 complex world OTETRATECH April 2, 2009 Mr. Joseph Mankawich, Associate Engineer Utilities Department City of San Juan Capistrano 32400 Paseo Adelanto San Juan Capistrano, CA 92675 Reference: Proposal to Provide Engineering Services for the Recycled Water Transmission Mainline Project Dear Mr. Mankawich: Tetra Tech is pleased to be considered for engineering design and construction services for the Recycled Water Transmission Mainline project. In preparation of our proposal, Tetra Tech has reviewed the relevant background information, walked the proposed (and alternative) alignments, and conducted interviews with key City staff. Our goal in this effort was to clearly understand the project objectives and identify factors which are critical for project success and to then develop a project team and approach to best insure a successful project. As a result of this work, we are confident that Tetra Tech can meet the project objectives and save the City millions of dollars while reducing project schedule by several months. ON TIME DELIVERY OF A COST-EFFECTIVE PROJECT It is clear from our proposal preparation efforts that meeting the aggressive schedule while delivering a cost-effective and high-quality project is the City's number one priority. Tetra Tech has assembled a team with the depth, experience and capabilities necessary to deliver this project on time and within budget. Drawing on this experience and knowledge we have identified several key issues and action strategies that offer significant savings in both time and money. A few of these "key issues" are presented below. Fast -Track the Schedule: Tetra Tech is available to start this project immediately. The proposed schedule for this project is somewhat aggressive, yet achievable with the implementation of innovation, creativity and a large staff. With a talent -pool of more than 10,000 professionals, we propose to have three design groups working on the project simultaneously. By utilizing this strategy, we will be able to complete the design far faster than a traditional project team. This is discussed in more detail in our proposal. It should also be noted, that we have directed our survey consultant, Coast Survey, to proceed at our cost to begin aerial photogrammetry. By already starting the aerial photogrammetry in advance of final consultant selection, we save an entire month on the critical path schedule. Our proposal also discusses additional scheduling advantages associated with pre -purchasing the pipe and valves. Tetra Tech, Inc. 16241 Laguna Canyon Road, Suite 200, Irvine, CA 92618 Tel 949.727.7099 Fax 949.727.7097 w tetratech.com 0 0 NTETRATECH Mr. Joseph Mankawich April 2, 2009 Page 2 Modify the Alignment to Save Time and Money: The proposed RFP alignment that crosses back and forth across the 1-5 Freeway, railroad and flood control channel would be extremely expensive and time -intensive to construct. We propose a more efficient alignment where the 24 -inch "backbone" stays on the west side of the freeway and a properly -sized lateral will make a single crossing to the east side of the freeway. Our review of the Master Plan and a preliminary hydraulic analysis indicates that this change could reduce the project cost by $2.0 million and shorten the construction schedule by 3- to 6 -months. Effective Communication to Drive Timely Decisions: Frequent and effective communication between Tetra Tech, City staff and other key stakeholders will be essential to move the project expeditiously through design. Neil Bamsdale, Tetra Tech's Project Manager, will be the focal point and facilitator of all communication. He will tie together the three design groups and subconsultants, and serve as the City's primary point of contact. As described in the scope of work, formal progress reporting will be supplemented by more frequent and informal communications to facilitate a continuous flow of information between the City and the design team. Our proposal offer will remain in effect for 90 days. Thank you for the opportunity to be considered for this unique and exciting project. We are confident in our ability to exceed your expectations while successfully completing this work. We look forward to sharing more regarding our strategy and approach during the interview phase of your selection process. Should you have any questions or require additional information regarding this proposal, please contact either Neil Bamsdale or myself at (949) 727-7099. Very truly yours, Steve King, P.E. Senior Vice President SK/NB/cg M:\Marketing\Proposals\WTRS\2009\052\final\0I cover acdoc Attachment Neil Bamsdale, P.E., LEED AP Project Manager ADDENDUM NO. 1 TO THE PROPOSAL DOCUMENTS FOR ENGINEERING SERVICES FOR THE RECYCLED WATER TRANSMISSION MAINLINE (CIP 755) March 23, 2009 To: All RFP Holders From: The City of San Juan Capistrano Notice is hereby given to all prospective proposers that the following changes, additions, and/or deletions are hereby made a part of the Proposal Documents for the Engineering Services for the Recycled Water Transmission Mainline Project (CIP 755) fully and completely as if the same were fully set forth therein. This Addendum No. 1 shall form a part of the Proposal Documents and take precedence of the original Proposal Documents. Proposers shall acknowledge receipt of this Addendum No. 1 by signing page 2 and faxing or transmitting via email in pdf format, a copy of page 2 to the City of San Juan Capistrano at (949) 493-3955 by Wednesday, April 1, 2009. Page 2 shall also be included in the Contractor's bidding document package. DATED: March 23, 2009 By: Joe Mankawich Associate Engineer City of San Juan Capistrano 0 0 THIS PAGE TO BE ATTACHED TO PROPOSAL DOCUMENTS. I have received Pages 1-3, Addendum No. l to the Proposal Documents for the Engineering Services for the Recycled Water Transmission Mainline Project (CIP 755) Date Received by Proposer: By: Tetra Tech, Inc. Proposer's Company Name March 26, 2009 Proposer's Signature Neil Bamsdale Typed or Printed Name 3 The following changes, additions, deletions, or modifications shall be made to the Proposal Documents and shall take precedence over the original Proposal Documents; all other provisions in the Proposal Documents remain the same. 1. The City provides the attached map depicting the location of Domestic Water Pipelines E13 and E14. Pipeline segment E13 runs approximately 1,700 L.F. in the Alipaz Street Right -of -Way from Stone Hill Drive to Calle Jardin. Pipeline segment E14 runs approximately 1,200 L.F. in the Alipaz Street Right -of Way from Mariner Drive to the South End of Alipaz Street. PROJECT LOCATION: E-14 E-13 —Water Sevice Boundary CIP Pipelirne 2. The City has downloaded the following large documents to its Website: • 2006 Recycled Water Master Plan • 2007 RWMP Program Environmental Impact Report • 2008 Cultural Resources Assessment • 2008 Cultural Resources Treatment Plan The link to the site is: http://sanivancal2istrano.org/Index.aspx?page= 1191 3. The City will negotiate any easements required for the Project. The Consultant will be responsible to determine what easements may be necessary and the preparation of any easement documents and exhibits for the easements. 4. The requirement for night work on Del Obispo Street may be waived for Geotechnical Investigations, provided that the work is limited in scope and time. The WATCH Manual should be used as a reference required traffic control while performing geotechnical investigations within City street rights-of-way. 0 0 5. Task 9 Construction Engineering Support. Add to this task the attendance of biweekly construction support/coordination meetings. 6. The consultant will be required, as a part of the development of the Preliminary Design Report (PDR), to review and provide analysis of the installation of a pedestrian bridge/waterline crossing at the two stream crossings as an option to directionally drilling the pipeline under the creek. The bridge analysis would not require bridge design at this time. If the City chooses, based upon the findings in the PDR, to go forward with installation of the bridge/waterline crossing a separate bridge design fee would be negotiated at that time. 7. The City has provided itself a 10 foot wide right-of-way through the Little Hollywood Development located at the North terminus of Paseo Adelanto. The City will provide the consultant awarded the design contract with plans showing the location of the proposed line. 8. The City has determined that a design and build contract will not best serve its needs on this project. Please disregard the request for a proposed fee reduction on the fee proposal. Recycled Water Transmission Mainline Project iry at Sur+/aas CuylStmna �„ PROJECT UNDERSTANDING AND KEY ISSUES In preparation of our proposal, Tetra Tech has reviewed the relevant background information, walked the proposed (and alternative) alignments, and conducted interviews with key City staff in order to develop a comprehensive understanding of the project. Taking all of this into consideration, the aggressive schedule emerges as the most significant project issue. It is understood that the tight schedule is driven by funding. Proposition 50 Integrated Regional Water Management Funding stipulates that this project be complete and fully operational by the end of 2011. Federal Stimulus funding imposes an even tighter timeline for the design to get the project to a "shovel ready" level of completion. Tetra Tech has assembled a large team of experienced engineers and subconsultants to deliver this project on time and within budget. Drawing on input from this seasoned project team, we have identified the following key issues and strategies, which offer significantpotential savings in both time and money. Key Issue #1 - Start Topographic Mapping NOW: One of the most significant critical path items in meeting the proposed schedule is getting the topographic mapping and survey completed as soon as possible. The design team cannot begin detailed engineering or plan production until we have topographic base maps. For a pipeline project of this magnitude, it normally takes two months, or in this case, 40 percent of the overall 5 -month project schedule. If the City would consider authorizing a topographic mapping company to fly the alignment and prepare the topographic base maps now, then an entire month would be taken out of the schedule's critical path. Our survey subconsultant Coast Survey, has estimated that the cost of the front-end mapping work (set targets, GPS control, aerial photogrammetry and data processing) to be less than $20,000. It should also be noted that the total mapping survey budget for the entire project will be about $55,000. Because we believe the schedule issue is so critical, Tetra Tech has proceeded at its own risk to direct our survey consultant to set targets andfly the potential alignments. Key Issue #2 - Modify the Alignment to Save Time and Money: It is understood that the 24 -inch mainline alignment is not yet finalized. The following considerations could improve the project by decreasing impacts on the public, decreasing construction cost, improve efficiency and shorten the construction schedule: Service to the East of I-5: The RFP alignment shows the 24 -inch waterline crossing over to the east side of the freeway, then crossing back to the west side. We have estimated the cost of this work to be approximately $3.0 million. As an alternative, the 24 -inch waterline could stay in the OCFC easement (without the $3.0 million loop). To provide recycled water service to the east side of the I-5 Freeway, a lateral of no more than 12 -inches in diameter could cross to the east side of the freeway to provide enough water as required in the master plan. This alternative is estimated to cost less than $1.0 million or approximately $2.0 million dollars less than the RFP alignment This alignment modification could also reduce the construction schedule by 3- to 6 -months because it eliminates extensive tunneling construction. Additional cost savings could be realized if the City installs a casing for the "East Lateral" as part of the City's proposed sewer siphon project (Capacity Improvement Project No. 6; CIP No. 716). In summary, this proposed alignment maintains a. 24 -inch "backbone" along the flood control channel, and has a 12 -inch lateral (or larger) branching off to east and across the I-5 Freeway. Further hydraulic analysis is recommended to verify the 12 -inch lateral will deliver the required flows to the east side of the I-5 Freeway. Trench Configuration and Depth: For construction in the flood control easement, we would also consider a "shallow trench" to save time and money during construction. (see exhibits below). This would also be M, M.,c.my Pmpo .I, wras 2009052 etas 02re..t.&c -3 - TETRA TECH 0 Recycled Water Tranuninion Mainline Pmject i' the preferred installation configuration for Orange County Flood Control as well as the Army Corps of Engineers. This type of shallow trench is often a good choice for trenching in archaeologically sensitive areas such as the northern end of the 24 -inch recycled mainline alignment. Alignment Leaving J.B. Latham Treatment Plant: Tetra Tech recently completed a project for the Advanced Water Treatment Plant and based on utility research done for that project, we know that SOCWA has an ocean outfall pipeline at the same location as the proposed recycled water mainline. This particular part of the alignment is bounded horizontally by a new electrical building and the property line, which is only a 20 -feet wide corridor. The SOCWA line is 40 -feet deep and they have indicated to us that they would strongly object to such a configuration that prohibits access to their outfall line. If the "San Juan Creek" alignment is selected, then an alternative configuration should be developed that gets the reclaimed waterline from the treatment plant to the levy access road. Utility Corridor in Del Obispo: As an alternative to the levee alignment, we will also evaluate the "Del Obispo Street" alignment. There appears to be adequate space for the new 24 -inch mainline in Del Obispo, as it is our understanding that the City owns an abandoned 14 -inch waterline in Del Obispo Street, which could be removed and replaced with the proposed 24 -inch mainline. As an alternative construction method we will also investigate the feasibility of using the abandoned 14 -inch waterline as the pilot hole for a trenehless installation of the 24 -inch mainline. Iiry San loan C.pLs"no9.; LEW ALIGNMEW POSSIBLE CONFIGURATION 1V 61 POTENTIAL ALK44MEW CONFLKT AT SOCWA TREATMENT PLANT Del Obispo Street Bridge Crossing: The Del Obispo Street Bridge provides an opportunity to cross Tmbuco Creek without doing a bore -and -jack operation. This bridge was designed and constructed with three (3) 18"x18" square utility corridors. One of these corridors is already occupied with a 12 -inch waterline, but the other two are vacant. Although neither of these utility corridors is large enough for the 24 -inch mainline, two 12- or 16 -inch pipes would fit. Another alternative is to consider is "hanging" the 24 -inch mainline to the side of the bridge. The north face of the bridge is already crowded with multiple utilities, but the south face is wide open and appears to have plenty of room for a 24 -inch pipeline. Just downstream from the Del Obispo Street Bridge is a pedestrian/recreational bridge that will also be considered; however, based on our structural engineer's initial review of this bridge, it may require foundation modifications to resist seismic loading a fall 24 -inch pipeline. The Tetra Tech Project Manager and lead design leaders have extensive experience with similar of bridge crossings, which is identified in their resumes. Key Issue #3 - Expedite Design with Three Concurrent Teams: With resources of more than 10,000 employees to draw from, Tetra Tech is capable of completing large projects in short time frames. We propose to have three design teams working on the project simultaneously. All three teams will work under the direction of the Project Manager, Neil Bamsdale. Our analysis of the pipeline shows that all of the work can be logically broken down into one of three categories: 1) "Open Trench Production, " 2) "Special Construction and Tunneling," and 3) Alignment Research and Analysis." 1) TEAM A - "Open Trench Production" are those portions of the alignment that do not have special easement, permitting or construction requirements. Detailed design of these portions can begin M: Maehefng Ropoaals'WTRS 2009:052 Final o'rea.aoe -4- TETRA TECH Recycled Water Tranamimion Mainline Pmjmt iry if 4 �,_ •' San/uun Capishnnn Rq it �a immediately upon completion of topographic mapping. In our approach, a dedicated team led by Kara Buttacavoli, P.E. will be assigned to begin immediately in completing this work. This group will have the largest volume of work, but due to the nature of these segments, this design and plan production can proceed expeditiously. It is estimated that approximately 20,000 linear feet or about two thirds of the proposed alignment falls into this category. 2) TEAM B — "Special Construction and Tunneling" are portions of the alignment that may require alternative construction techniques including directional drilling, bore and jack, or other special crossing considerations. This second team, led by Tom Epperson, P.E. has specialized expertise in alternative construction technologies and will be assigned to expedite the evaluation and selection of the most appropriate methods of construction, and then proceed with final design of theses sections. Based on the RFP alignment, an estimated 5,000 linear feet of mainline will fall into this category. It will be imperative to get these issues resolved early in the project to prevent delays late in the project. 3) TEAM C — "Alignment Research and Analysis" are portions of the alignment that are not yet defined or may require property or easement acquisition. A third team led by Howard Arnold, P.E., will do the necessary property research, coordinate with stakeholders and identify special construction requirements, if any, when working within another agencies right-of-way or easement. In this way, we can identify all relevant alignment issues and make informed alignment recommendations in the initial phase of the project. By utilizing the depth and expertise of three concurrent design teams as described above, we will be able to complete the design far faster than any traditional project team. Key Issue #4 — Pre -Purchase Valves and Pipe: Once the plans are at the 90 percent level of completion, the City could pre -purchase the long -lead materials, such as valves with special coatings, pipes, couplings with special coatings, etc. A pre -purchasing specification is normally required to get quotations from vendors. Tetra Tech can provide the pre -purchasing specifications to the City, at no additional cost to the City. The pre purchasing of equipment could save 3 to 4 months on the construction schedule. Key Issue #5 — Effective Communication to Drive Key Decisions: Frequent and effective communication between Tetra Tech, CSJC staff and other key stakeholders (such as Orange County Flood Control and Caltrans) will be essential to move the project expeditiously through design. Neil Bamsdale, Tetra Tech's Project Manager, will be the focal point and facilitator of all communication. He will tie together the three design teams, all subconsultants, project stakeholders and serve as the City's primary point of contact. As detailed in the scope of work, formal progress reporting will be supplemented by more frequent and informal communications to insure efficient transfer of information, accurate progress documentation and timely decision making among project stakeholders. Neil's strong communication skills and long track record of successfully managing projects of similar size and complexity make him ideally suited to this role. Key Issue #6 — Coordination with Permitting Agencies and Project Stakeholders: Closely tied to meeting the aggressive project schedule is the need to coordinate with permitting agencies and other key project stakeholders. Principal among these are the following: • City of Dana Point (Encroachment Permit) • City of San Juan Capistrano • California Coastal Commission (southerly portion of the alignment) • Orange County Flood Control (Channel and Levee) • Orange County Parks and Trails (Recreational Trails) M: Marking oposals WTRS 2009 053 final 02mareoc -5 - TETRA TECH Recyded Water Tranamiwion Mainline Pmiect or of -r" San /aan caprthana �aa'�' �r�� .all•• • Army Corps of Engineers (OCFC Oversight and Sec 404) • Regional Water Quality Control Board (NOI, SWPPP, Dewatering Discharge) • California Department of Fish and Game (1602 Streambed Alteration) • Caltrans (Encroachment Double Permit) • South Orange County Wastewater Authority (Connect at J.B. Latham TP) Based on our recent experience with similar projects, we know that coordination will likely be required with the entities listed above. Leaving any one of them out of the project coordination could cause major delays and added costs during the construction phase. The southerly end of the alignment is located within the City of Dana Point and the project will affect their residents and traffic patterns. It will be our objective to gain their project support early in the design phase. Of course, the remainder of the alignment is located with the City of San Juan Capistrano. It is our preference that the City and Tetra Tech work together as partners to communicate with other affected agencies. The jurisdictional boundary for the California Coastal Commission tuns diagonally from the northwest to the southeast at Shell Drive in Dana Point. Therefore, approximately 0.5 -miles of the mainline construction will occur within the Coastal Commission's Jurisdiction. This was not addressed in the Program EIR so it should be addressed in the project -specific environmental analysis and contact should be made with the Coastal Commission immediately. We do not expect that the Coastal Commission will have a significant interest in the project schedule, but it will be important to meet with them soon and obtain their project clearance in the design phase. A significant portion of the project construction will occur in the Orange County Flood Control right- of-way. Since we have completed numerous projects with OCFC in the past, we do not expect they will have any objections to the project, as long as we communicate with them early, assure them that our project does not jeopardize the levee and repair construction areas within their rights-of-way to their standards. Tetra Tech is also providing engineering oversight and project direction for the sheet -piling and levy certifications project that is currently under construction. Orange County Community Resources/Orange County Parks operates regional recreational facilities for the County of Orange and they are a separate entity from the County of Orange. The parkland and open space under their jurisdiction includes recreational trails, such as the recreational paths that parallel the San Juan Creek channel. Based on our experience with similar projects, we expect that they will require detailed traffic control and detour plans during construction, similar to the detour signs that are currently being used for the OCFCD sheet -piling project. Furthermore, whenever work is being done where they have planned facilities identified in their master plan, they will require that the ultimate, master planned facilities be constructed when the existing facility is disturbed. This may include bicycle, pedestrian and/or equestrian trails. Based on our review of the existing and proposed Trail System Maps, it appears there are existing bicycle trails along the entire proposed "channel alignment." There is one minor interference with a combination Horse/Hike/Bike trail at the confluence of San Juan and Trabuco Creeks, and no new/planned trail facilities along the entire "channel alignment." It will be important to meet with Orange County Parks early in the project to identify the scope of their involvement. As with nearly all work located within or adjacent to waters of the United States, we expect that the Army Corps of Engineers will require project review and approval. On similar projects where we have put a pipeline within the channel bank/levy, the ACOE also required a visual leak detection system to provide early warning of a pipeline leak. For this type of project, we have developed a relatively inexpensive, M: Mai4aing Pro,oaaa wras 20019'052 final :o2te x.doe - 6 - TETRA TECH Recycled Water'I}anamiasion Mainline Project San loan Capiim uronona visual leak detection detail that is acceptable to the Corps. Including these leaks detection ports early in the design process will not add significant cost to the project. Key Issue #7 — Consider LEED Certification: Based on our preliminary project research, we understand that the City may have an interest in green construction technologies. Tetra Tech's Project Manager, Neil Bamsdale is LEED Accredited by the United States Green Building Council (USGBC). Therefore, if the City decides to pursue LEED accreditation, then Tetra Tech can help the City achieve this designation. LEED is the acronym for Leadership in Energy and Environmental Design, which is a system for certifying green construction projects. Green construction takes into account: Material Use & Recycling Water Management and Conservation Energy Use Site Planning and Alignment Selection USGBC and LEED Project Management provide a way to optimize the way infrastructure facilities are designed, built and operated, enabling an environmental and socially responsible, healthy and prosperous environment that improves the quality of life. LEED also requires the design engineer to consider the entire life cycle of a project, including: • Engineering Design • Operations Management • Lifetime Maintenance • Environmental Health and Safety • Capital Planning • Responsible Property Use USGBC has four levels of project certifications: • LEED Certified (26-32 Points) • LEED Silver (33-38 Points) LEED Gold (39-51 Points) • LEED Platinum (52-69 Points) The level of certification is dependent on the number of points the design team and contractor can obtain. For pipeline projects, points may be earned for: • Alignment Selection, • Diverting 50-75 percent of construction waste from landfills, • Specify 5-10 percent recycled materials, • Specify materials that are manufactured within 500 -miles of project site, • Construction Site Stormwater Runoff Management, • Parking Arrangements for the Construction Crews Although we never insist that our clients pursue LEED project certification, we feel it's important for you to know that Tetra Tech has the capabilities and expertise to advise the City and manage the project through the certification process. The steps to LEED Certification: • Have LEED Accredited PM Register the Project with USGBC, • Submit Documentation and Records to USGBC for review and approval, • Have LEED Accredited PM Apply for USGBC Certification. A Marketing No,asms.wrRS 2009 052 Final 02m«.aoe - 7 - TETRA TECH • • �ft- Recycled Water Transmission Mainline Pmjecl � in f San lawn CaV11t." i AN - 1 64 y SCOPE OF WORK The project generally consists of preliminary and final engineering design, including preparation of plans, specifications and cost estimates for nearly 5 -miles of 24 -inch diameter reclaimed mainline. The project also includes nearly 3,000 -feet of 20 -inch diameter domestic waterline. It is understood that the reclaimed waterline alignment is not yet finalized. This proposal is based on the alignment as generally described in the RFP and summarized herein. The southerly end of the reclaimed waterline alignment will connect to the SOCWA Advanced Wastewater Treatment Plant Pump Station. The northerly end of the reclaimed waterline alignment is near the intersection of Camino Capistrano and Junipero Serra Road. A significant portion of the alignment is within the Orange County Flood Control right-of-way. The RFP alignment crosses over to the east side of the 1-5 Freeway to serve customers east of the freeway. Task 1 General Administration, Meetings, and Presentations 1.1 The Tetra Tech Project Manager will coordinate the efforts of the project team and subconsultants, monitor the project schedule and budget, and administer the contract with the City. 1_2 At the commencement of the project, the Term Tech Project Manager will arrange and conduct a "kickoff' meeting with City staff to discuss the scope and parameters of the project. Specific goals to be accomplished will be identified and an effective strategy to accomplish the project goals will be developed during this meeting. A memorandum will be prepared by Tetra Tech to document the project goals and execution strategy and any deviations from the contract. 1.3 At the beginning of each design phase (preliminary and final) of the project, a work plan will project goals, schedule and execution strategy. The Tetra Tech Project Manager will present a written list of information required and the dates needed by to maintain the design schedule. Tetra Tech will meet with City staff for presentation and review of the work plan. 1.4 Tetra Tech will collect and review available plans, specifications, reports, and operating data provided by the City. 1.5 Tetra Tech will arrange for and participate in infomral meetings with City staff to review progress of the project work and exchange ideas and information. Six (6) of these monthly meetings are included in the scope of work. 1.6 Tetra Tech will prepare and submit monthly progress reports summarizing the actual work performed, project issues, and status of the project schedule and budget. At minimum the reports will include the following information: • Highlights of Accomplishments • Current Project Status • Actual vs. Scheduled Percentages Complete by Task • Explanation of Schedule Deviations • Problem Areas • Action Taken to Mitigate Problems • Authority Responsible for Correction • Date of Problem Resolution • Accomplishments planned for next reporting period • Actions required by the City 1.7 Tetra Tech will meet with City staff and representatives of utilities, government agencies, and affected residents and business owners to determine requirements to be included in the construction documents. A total of six (6) significant project meetings and ten (10) informal meetings are included in the scope of work. M , makalny trop.:al: wTM 2009 052 c.W 02t r, me - R - TETRA TECH Recyded Water Tranemi"iun Mainline Project Iry ✓r 00 - San lusn Csyls(mn✓ 1.8 Tetra Tech will prepare and distribute minutes for each significant project meeting summarizing the participating personnel, key discussion comments and decisions, documents delivered or received, and action(s) required. 1.9 Tetra Tech will attend Planning Commission, Utilities Commission and City Council Meetings as required for approval of the project plans and specifications. This scope of work and budget are based on six (6) of these meetings. Task 2 Environmental Compliance The California Environmental Quality Act (CEQA) of 1970 requires that environmental analysis be undertaken for those discretionary projects that may create potentially significant impacts. The City is requesting that Tetra Tech, or its subconsultant, study potential environmental impacts that could arise from the design concept chosen for this project. The City currently has a Program Environmental Impact Report (PEIR) for its entire recycled water system nearing State Water Board approval. Some pipeline segments, because of their proximity to cultural or biological areas of sensitivity, may require additional project specific CEQA approvals. 2.1 Tetra Tech's environmental subconsultant is qualified in the preparation of CEQA documents. No work will be initiated without prior City approval of the subconsultant. 2.2 The Consultant will review and apply the California Environmental Quality Act, and Environmental Impact Report state guidelines as a benchmark in determining whether the design will have any environmental consequences as defined under state law. 2.3 The Consultant shall utilize the initial study form used by the City's Community Development Department in making an environmental assessment as to whether any of the design concepts will have adverse environmental effects. The project is located near an established residential neighborhood and accordingly, such environmental issues including, but not limited to: visual impacts, geotechnical, construction traffic, biologic hazards, hazardous materials, cultural resources, noise, water and air quality will be addressed. The work will consist of completing the Initial Study and recommending whether the project will require and EIR or ND/MND. The consultant will include a site survey of the pipe route and well sites in addition to appropriate literature search for the performance of the initial study. This scope of work and budget does not include an EIR. If required and requested by the City, these additional documents can be added to the scope of work and budget. 2.4 The Consultant shall verify that the results of the environmental assessment are fully considered in the development of a preferred design concept. 2.5 The environmental analysis will be performed under the direction of the City's Environmental Administrator. 2.6 Subsequent to the Environmental Administrator's (EA) determination of whether to prepare an ND, MND, or EIR, the Consultant will then perform subsequent environmental analysis at direction of the Community Development Department. In the event that the EA determines that an EIR is required the contract will be amended accordingly to accommodate the additional work necessary to prepare an EIR. Task 3 Preliminary Design 3.1 Prepare a preliminary design report and preliminary drawings as required to establish agreement on scope, parameters, performance requirements, constructability, traffic impacts, and general disruption to the area. Due to the scheduling constraints, the "Preliminary Design Report" will be in the format of a "Technical Memorandum" or "Letter -Report." The draft preliminary design drawings A MarketinggPropo,,ala wins 2009 052 olm.t aoc -9- TETRA TECH 0 0 Recycled Water Transmission Mainline Project oty�f \ Sat, luau Cay/strum ;_ ) shall be submitted to City staff for review and approval with the work plan prepared above. As a minimum, the drawings will address the following subjects Evaluation of pipeline alignments; Review of river crossing alignments; Review of railroad crossing alignments; Review of proposed alignments with affected agencies and utilities; Evaluation of right-of-way and easement requirements; Conflicts with utilities and structures; Biological and Cultural Resource Issues and remedies: Groundwater or unstable soil; Preferred materials for construction; Traffic and pedestrian control; Areas where construction work is limited or controlled; Operation and maintenance concerns; Permit requirements; Description of the recommended improvements; Construction schedule and phasing recommendations, and; Construction cost estimate for recommended improvements. 3.2 Meet with City staff to review comments on the draft preliminary drawings. Respond to comments, revise the draft as necessary, and submit two copies of the final preliminary design drawings to the City. The final preliminary design drawings will be used as the basis for final design of the project. 3.3 The design of the project and especially the alignment of the pipeline can have a major impact on traffic control and ease of traffic movement through the jobsite. Tetra Tech's truffrc engineer will be involved with the initial evaluation of potential alignments to insure the best possible alignment for the least impacts on vehicular and pedestrian traffic circulation. Task 4 Surveying and Rights -of -Way 4.1 Tetra Tech will provide the necessary field design surveys, aerial photogrammetry and topographic mapping for the preparation of construction drawings and specifications. The surveys will determine site topography, contours, and utility locations along the pipeline alignment. 4.2 Pothole potential conflict points and survey utility and pipeline locations and depths. This scope of work and budget are based on twenty-five (25) potholes. 4.3 Tetra Tech will provide the services of a land surveyor to set horizontal and vertical controls per California Coordinate System NAD 83 and locate existing street rights-of-way and critical property comers along pipeline alignment, and to provide additional records on rights-of-way and property information as required. The preparation of legal descriptions is specifically excluded from this scope of work and budget. 4.4 Tetra Tech will review available information from City records to indicate the anticipated locations and elevations of existing underground utilities. 4.5 Tetra Tech will contact utilities owners registered with Dig Alert to obtain available information to identify anticipated locations and elevations of existing underground utilities. 4.6 Tetra Tech will conduct a review meeting with City staff upon completion of detailed surveys to obtain approval of final alignment. 4.7 Prepare and submit documents that illustrate where easements are required corresponding to the agreed upon final alignment. Construction, and maybe, permanent easements will be required for M:.M.hei, P,.POSah WTRS'--009 052 foal 02mx,_doc -to- TETRA TECH Utyn Retydesl Wafer Trarumicsion Mainline Project f Sml loan Cuprshuna Pipeline Segments P14A, P1413, P140, P1OA, P10C, P1OF, P10G, P19A, P19B,P19C, P208, P2OE, P2OF, E-13, and E-14. The necessity of legal descriptions is not yet known and is therefore not included in this scope of work and budget. Task 5 Geotechnical Investigation Tetra Tech and its subconsultants will provide sufficient geotechnical work to address the needs of the pipeline; including but not limited to trench stability during excavation, the ability of the soil to restrain the pipe, the load bearing capacity of the soil from pipe thrust and the suitability of the excavated soil for backfill and compaction of the trench. Specific tasks associated with the geotechnical investigation shall include the following: 5.1 Tetra Tech and its geotechnical subconsultant will provide geotechnical engineering services, which will include exploratory work, laboratory and field testing, professional guidance in tests to be made at test locations based on preliminary drawings and designs, and professional interpretation of exploratory and test data 5.2 The initial geotechnical exploratory work will include (as deemed as appropriate by the Geotechnical Engineer), but not be limited to: soil borings, penetration tests, sounding subsurface explorations, laboratory tests of soils, rock formations and other geophysical phenomena; and other field tests, laboratory tests and analyses which are required to provide design information. Tetra Tech has assumed a total of twenty-eight (28) soil borings for this scope of work and budget. 5.3 Tetra Tech and its geotechnical consultant will provide an initial geotechnical report, authored and signed by a registered professional geotechnical engineer, interpreting the data on the exploratory work and testing and describing the baseline subsurface site conditions that are anticipated from the exploratory work. 5.4 After the final design has reached the 30 percent completion level, the geotechnical engineer will review and provide comments on plans and preliminary design report. Once the plans are complete, the geotechnical engineer will once again review and provide comments on the plans, and then make appropriate revisions to the geotechnical report and submit a final geotechnical report. This final evaluation will be based on the actual final design, including sizes, locations, and loading of facilities, types, extent and procedures of excavations and shall consider both design parameters and constructability. If, in the opinion of the geotechnical engineer, additional geotechnical data are required to address unresolved issues, then said data will be provided by the geotechnical engineer. This additional work is not included in this scope of work and budget, however, an optional geotechnical contingency item is provided in the budget to account for this potential work. Task 6 Final Design 6.1 Term Tech will prepare detailed construction drawings, technical specifications and bid documents for competitive bidding for the proposed construction work. Construction documents will include the following; • Title sheet including: location map, vicinity map, emergency contact phone numbers and signature blocks applicable to the project; • General site plan with appropriate general excavation, shoring and miscellaneous notes; Symbols and abbreviations; • Plan and profile drawings for the installation of water main facilities, valves, and related appurtenances, including related details; Prepare detailed drawings for construction of the facilities, structures, site appurtenances, electrical, instrumentation and controls systems, and demolition of existing facilities; M::Ma*euag �posals wras moo 052 anal oxm..t.noc - I I - TETRA TECH d Rec cY'leWater Trarwnission Mainline Pro*t j7 �f San /uua capl=.n ,y — .. �747 J -+ram ... • Plans showing all record information regarding utilities, obstructions, and appurtenant data; and • Soil log, boring plan and profile sheets related to geotechnical investigation requirements; • Easements and permits from other agencies; • Traffic control plans prepared by a registered traffic engineer. 6.2 Tetra Tech will prepare technical specifications, bid documents, and other contract documents for competitive bidding for the proposed construction work and for the materials and equipment required. The City of San Juan Capistrano Utility Department (UD) Standard Specifications and Contract Documents shall be used to the extent applicable. The existing City Standard Specifications and Contract Documents are in Windows format. When specifications do not exist, the Consultant will develop specifications as necessary for this project. An original hardcopy set of technical specifications, bid documents, and contract documents will be provided to the City for reproduction. Final submission of all design and analysis material will be in accordance with the UD Digital Submission Standards. 6.3 Tetra Tech is responsible for final design of the pipelines. The final design drawings will be prepared such that each project element is clearly identified. Drawings will be prepared on 24" x 36" mylar sheets (with a 22" x 34" border) using computer generated drafting AutoCAD 2007 (or later) techniques utilizing the City's Digital Submission Standards. The Tetra Tech's standard construction details that are applicable to the project may be used. Project drawings will be signed and sealed by a professional engineer registered in the appropriate discipline in the State of California. Plans will be drawn to a horizontal scale of 1"=40' and a vertical scale of 1"=4' (or 1"=8' depending on whichever is mutually agreeable to both the City and Tetra Tech). Detailed plans will be drawn to the appropriate architectural scale. An electronic copy of the AutoCAD file will be given to the City in accordance with the City's Digital Submission Standards 6.4 Tetra Tech will provide four (4) sets of the drawings and specifications to the City for review at the 75 and 90 percent stages of completion. Tetra Tech will resolve and incorporate the City staff comments into the design documents. Tetra Tech will prepare meeting minutes to note all comments for distribution. 6.5 Tetra Tech will prepare a construction cost estimate of the proposed work covered by the final plans and specifications. Task 7 Permits 7.1 Tetra Tech will advise the City of permit requirements discovered during the design process. Tetra Tech will apply for all permits needed for construction of the proposed pipeline. Permit costs will be paid by the City. The following is a list of anticipated permits: • City of Dana Point Encroachment Permit City of San Juan Capistrano Encroachment Permit (may be waived) • Caltrans Encroachment Permit Orange County Flood Control Encroachment Permit Orange County Parks and Trails Encroachment Permit • Army Corps of Engineers Section 404 Task 8 Construction Bidding Through Contract Award 8.1 Tetra Tech will attend and lead a pre-bid conference at a date, time, and place set by the City. 8.2 Tetra Tech will interpret the construction contract documents as requested and needed, and prepare and issue addenda to the construction contract bid documents as required. 8.3 Tetra Tech will assist the City and answer questions as appropriate during the bid opening. M. Ma�nnn,, nog .Ws wtasaoo9 052 final 02t4.t.do, - 12 - TETRA TECH Recycled Water Tranamiasion Mainline Pmject Task 9 Construction Engineering Support oay,f San Juan capishane 9.1 Tetra Tech will assist the City with office engineering and consultation, and coordinate with the City in management of the construction contract. Overall construction management is specifically excluded from this scope of work and budget. 9.2 Tetra Tech will provide supplementary sketches and details as required to resolve field construction problems that may be encountered. For purposes of this proposal and budget, it is assumed that no more than 10 supplementary details will be required. 9.3 At the City's request, Tetra Tech will review change orders and extra work requests and provide advice to the City. 9.4 Review construction shop drawings, fabrication and mill testing of equipment and materials for conformance with the contract plans, specifications and documents. Tetra Tech will assure itself that any deviations or substitutions submitted by the contractor are equal to or of better quality than specified in the contract documents. Tetra Tech will make its recommendation and approve with the City staff substitutions and receive the City's concurrence prior to approving any substitution. Tetra Tech will submit to the City two (2) copies of all preliminary and final shop drawings that have been reviewed for conformance. 9.5 Tetra Tech will prepare construction "record" drawings based on marked -up bid documents and drawings received from the City's inspection staff. Tetra Tech will submit one (l) full-size original mylar reproducible set of construction "record" drawings and an electronic copy of the AutoCAD file to the City in accordance with the Public Works Department's Digital Submission Standards. QUALIFICATIONS AND Company Background: Tetra Tech, Inc. is a nationally recognized engineering and resource management firm of more than 10,000 engineers, scientists, construction specialists, and technical support personnel in 250 offices worldwide. Tetra Tech consistently ranks among the top engineering firms annually according to the Engineering News Record. In the April Issue of the ENR, Tetra Tech ranked No. I in the "Top 20 Water"firms and the 8rrr among the Top 500 Design Firms nationwide. Thus, we can provide the necessary resources to rapidly deploy and meet aggressive project schedules. Similar Projects: "Tetra Tech considers this project to be exactly the type and magnitude project that we excel at executing efficiently and successfully. Members of the Project Core Team have worked on several projects of similar size and scope. A summary of three such representative projects is presented below. Irvine Ranch Water District 15600 Sand Canyon Avenue Irvine, CA 92618-7000 Steve Malloy, Principal Engineer (949)453-5570 IDP Raw Water and Brine Pipelines -2006 Green Acres Intertie Shady Development Pipelines University 24" RW Main Tustin Zone 5 Transmission Main 47,000 LF of 12" to 24" mains 9,600 LF of 24" RW main 25,000 LF of 12" to 24" pipelines 12,000 LF of 24" RW main 4,500 LF of 18" water main Tom Epperson Laurence Esguerra Molly Jewett A Marketing Proposals WTRS 2009 052 final 02tert.d9e - 13 - TETRA TECH • �- 1 Recycled Water Tranami.aion Mainline Project c ny ( (, San Juan capislmnu Client and Contact Project Name Brief Description Project Orange County Water District P.O. Box 8300 Fountain Valley, CA 92728 Mike Marcus, General Manager (714)378-3200 City of Torrance 20500 Madrona Avenue Torrance, CA 90503-2684 John Dettle, Project Manager (310)618-3059 GWR Transmission Mains Lacy Jail Pipeline Unit III Pipeline Water Main Replacements - 2005/06 Water Main Replacement - 2002/03 Water Main Replacement - 182 d St. Water Main Replacement - 2000 2,200 LF of 66" RW mains 23,000 LF of 60" and 66" RW mains 12,000 LF of 20" to 42" RW mains 29,000 LF of 6" to 12" water mains 13,600 LF of 6" to 12" water mains 9,700 LF of 8" to 12" water mains 20,000 LF of 8" to 16" water mains Steve Tedesco Steven Agor Laurence Esguerra Tom Epperson Steve Tedesco Laurence Esguerra Molly Jewett Satisfied Clients: Client satisfaction is a major objective for Tetra Tech. This commitment to our clients has earned us the privilege of providing continuous services to all of our references. We believe that our clients will attest to our technical experience and responsive staff. We encourage you to contact our references to verify our past performance. PROJECT TEAM The Tetra Tech project team is available to begin work in this project immediately. We have assembled a Project Team that possesses the knowledge, experience and enthusiasm necessary to successfully complete the project within the designated schedule and budget. The Project Team will be devoted to completing this project, and not only meet, but exceed the City's expectations. The following paragraphs summarize the qualifications of our key project staff. Complete resumes for the entire project team are included in the appendix Project Manager: Leading our Project Team is Mr. Neil Barnsdale, P.E., LEED AP. Mr. Bamsdale will provide overall project direction and coordination, technical oversight, quality management and will serve as the single point of contact between the City and project team. Neil has been involved in a number of similar projects including: Parkway Calabasas Recycled Waterline Extension, Las Virgenes Municipal Water District — Included a Caltrans pipe -in -bridge crossing; Sierra Conservation Center, State of California — 7 -miles of 16 -inch recycled water CML&C steel pipeline, two Caltrans bore -and - jack crossings for Jamestown Detention Center; and Los Angeles Avenue Forcemain - 5,000 feet of 18 - inch DIPforcemain, pipe bridge, flood control crossingfor the County of Ventura Public Works Agency. Project Director: Mr. Steve King, P.E. has been assigned as the task of project director for the project. Steve will be responsible to ensure that the necessary resources are committed to the project in order to get it done within schedule and serve as an additional source of "institutional" knowledge. Technical Oversight: Steve Tedesco, P.E. will provide an independent review of the work to be performed to ensure compliance with standard engineering practices; design criteria set by the City; and, requirements of involved regulatory agencies. He will responsible for technical oversight as part of our team's commitment to quality assurance/control. Mn Steven Agor, RE., will be responsible for the Quality Control of the overall project. His participation will help ensure a cost-effective design which minimizes construction conflicts and A M.d,etmb Proms. Is wras'O09052 final 02,e..r.doe - 14 - TETRA TECH Recycled Water'1'ranamiseionMainline Project cI7"( San /uan Cuplshnm. contractor claims. In addition, Mr. Bamsdale will draw from Steven's experience at any time to help address any complex challenges that arise during the implementation of the project. Technical Support: Mr. Bamsdale will be supported by a group of technical experts being led by Ms. Kara Buttacavoli, P.E. (Team A), Mr. Tom Epperson, P.E. (Team B), and Mr. Howard Arnold, P.E. (Team Q. Ms. Kara Buttacavoli, P.E., with over 12 year's experience, has been involved with the design of the following pipeline projects: Madrona Marsh — Lateral 6A for US Army Corps of Engineers; Irvine Desalter Raw Water and Brine Pipelines for Irvine Ranch Water District; and Cast Iron Replacement for Long Beach Water Department Mr. Tom Epperson, RE., with over 28 years of experience, has been involved in the design and/or construction engineering of ten major recycled water distribution systems throughout Southern California. The following is a brief list of some of these projects: Long Beach Reclaimed Water System Expansion, Phase I,- Newport Beach Pipeline Extension and Green Acres Pipelines .for Orange County Water District; and Irvine Desalter Raw Water and Brine Pipelines for Irvine Ranch Water District. Howard Arnold, P.E., with over 28 years of experience, has provided project management and engineering for the design of numerous water and wastewater projects. He will property research, coordinate with stakeholders and identify special construction requirements, if any. In this way, he can identify all relevant alignment issues and make informed alignment recommendations. Subconsultants: In order to provide all of the services necessary for this project; we have added the specialized expertise of several subconsultants to our project team. Tetra Tech has worked with some of these consultants on numerous other projects over the past decade and we therefore have long-term on- going professional relationships with them. We have full confidence and trust that they have the expertise and the resources available to successfully complete this project. It is important to note that final subconsultant selections will be made after a thorough review of their proposals and consultation with City staff. Tuchman Communications — Although public outreach and media relations are not currently included in the scope of work, we are suggesting that the City consider these services. On projects that impact traffic circulation, recreation and impacts levels of dust and noise near homes, we find that a little PR can go a long way. This proactive, public -outreach approach often communicates, educates and mitigates project opposition. We are suggesting Tuchman Communications for this work, based on our successful project history with Michelle Tuchman and her extensive experience with pipeline projects within Orange County. Based on their proposal, the cost of these services would be approximately $6,000 during the design phase and approximately $29,000 during the construction phase. Flow Science — Although a transient surge analysis is not currently part of the Scope of Work, it is highly recommended that such an analysis be done prior to finishing construction and preferably prior to the completion of final design. This analysis will determine the surge and vacuum pressures that can be expected and it will go a long way in getting the necessary approvals to install a pipeline in a flood control levee. Based on their proposal, the cost of this analysis would be approximately $12,000. Coast Surveying — This is the survey company we authorized at our own risk to do the aerial photogrammetry. They have recently completed several projects within the OCFC easement and already have established vertical and horizontal control in the project vicinity. Within a few weeks of the Notice to Proceed, they will deliver the final topographic base maps. As an alternative, we also requested a proposal from KDM Meridian. The total survey cost for this project is expected to be approximately $55,000 (does not include utilities or potholes). M: M.A.i, N.,,ak WIRs2009 052 r.ai csma.d. -15 - TETRA TECH Recycled Water Tranemiasiun•nline Pn ect • cnyof eta, Y 1 San (uart Car/shnm+ tt GW Geotechnical — The geotechnical work is somewhat undefined at this point since the alignment has not been finalized. Nonetheless, we made several assumptions as to how many total borings and much laboratory testing will be required and we asked three well-known geotechnical consultants for proposals. The total cost for geotechnical work on this project is expected to be approximately $58,000. As an alternative, we also requested proposals from Leighton Consulting and Hushmand Associates, Inc. V&A Engineers — Although corrosivity testing and analysis are not currently part of the Scope of Work, it is recommended that such an analysis be done during final design. This analysis will identify corrosion protection measures and make recommendation for coatings. Even for a PVC pipe, we would like to get recommendations from a corrosion consultant since we will be holding the pipe joints together with steel couplings. Based on their proposal, the cost of this analysis would be approximately $23,000. Environmental Science Associates — As the authors of the Program EIR and considering their familiarity of the general project description, we expect that ESA will be able to complete the work faster and more efficiently than other environmental firms. As an alternate, we also requested a proposal from the Chambers Group, which has also done extensive work within the City. The total cost for environmental work on this project is expected to be approximately $37,000. City of Jun /nun Cald'trano Nell Barnsdale, P.E., LEED, AP TECHNICAL OVERSIGHT • PROJECT DIRECTOR moor."ryal"T.T. Steven Agor, P.E. SURVEY & MAPPING GEOTECHNICAL ENVIRONMENTAL TEAM LEADER TEAM LEADER TEAM LEADER Kara Buttacavoli, P.E. Tom Epperson, P.E. Howard Arnold, P.E. Laurence Esguerra, P.E. Steven Agor, P.E. Brad Nguyen, P.E. Molly Jewett, P.E. Beverly Encina Pete Diaz, P.E. Erica Jenkins Hao Dong, P.E. SURVEY & MAPPING GEOTECHNICAL ENVIRONMENTAL PUBLIC RELATIONS Coast Surveying Leighton Associates Chambers Group Tuchman Communications KOM Meridian GMU Geotechnical Environmental Science Assoc. Hushmand Associates SURGE ANALYSIS CORROSION Flow Science V&A Engineers NOIt_ the bnal nrbconuJtant selections will be based on an evaluation o7 then proposals and input lrom City stat! sn, Ma, atiog Propos is WTRs 200v 052 final 021e..cdoc - 16- TETRA TECH Recycled Waler'1'ranamissionMainline Project iMIfr, San Juan Cupistmnenn SCHEDULE Tetra Tech has prepared a project schedule based on the following City milestones: April 21, 2009 ............................... Award Recommendation to City Council April 27, 2009...............................Kickoff Meeting, Notice to Proceed July 30, 2009 ................................. Submit CEQA Documents to Community Development Department October 1, 2009 ............................Completion of Final Design October 20, 2009 ..........................Final Design Approval by City Council November 17, 2009......................City Council Award Construction Contract FEE Tetra Tech has prepared the following Fee Proposal in the format requested in the RFP. A more detailed version of this matrix shows the number of hours for each job category (Project Manager, Project Engineer, CAD Tech, etc.) and is available to the City upon request. We understand that the "Not -To -Exceed Grand Total" is the maximum contract amount, which shall not be exceeded without prior written authorization. As noted in the RFP, we have assumed that the environmental compliance task will require an Initial Study and Mitigated Negative Declaration. It should be noted however, that it is highly likely that the only CEQA requirement will be an addendum to the Program EIR (no IS/MND), in which case the Environmental Compliance budget would decrease substantially. In the unlikely event that a project specific EIR is required, then the Scope of Work and Budget would need to be amended accordingly. CONFLICT OF INTEREST We hereby state that we do not have any personal or organizational conflicts of interest. M; Marketing Proposals.WTRS 3009 053 Final 03text doe -17- TETRA TECH r � § \ ! ! ! - ! |f , , /\\\) � ! | - �\� � }i § a \I «!! . � � ;!! | _ � ! � ]!! - \ ! ! ! - _�- /\\\) - � }i a \I «!! � � ;!! ]!! - |�' ! § - _�- /\\\) 0 CITY OF SAN JUAN CAPISTRANO -RECYCLED WATER TRANSMISSION MAINLINE PROJECT TETRA TECH - Fee Proposal - Design and Construction Services n u Task Description LABOR COSTS DIRECT EXPENSES OTHER EXPENSES TOTAL COSTS OPTIONAL SERVICES 1.0- GiniiiinidAillinin, Afftlill MrMbatlons - - - - -- 1.1 Manage Team and Subs, Schedule, Budget$ 8,160 $ 2,060 $ $ 100 100 $ - _ $ - $__8,260 $ 2,160 1.2 Kickoff and Strategy Meeting with City staff Prepare Work Plan, Meeting with City Staff _ _ - __ _- _ - _. Collect and Review Existing Data 1.3 - - 1.4 _ _ $ 2,400 $ 100 $ - $ 2,500 $ 3,340 $ 100 $ - $ _.._ 1.5 1.6 _____ _Peed - Monthly Progress Meetings Monthly Progress Reports - . $ 1,280 $ 3,720 $ $ 100 100 $ - $ - $ $__3,820 _3,440 1,380 1.7 Meetings with Stakeholders _ _ $ 780 $ 100 $- $__ 1.8 Prepare Meetings Minutes, Action Item Lists$ 4,020 $ 100 $ - $ _880 4,120 1.91City Council, Planning Commission Meetings - 1 $ 2,620 1 $ 100 $ - $ 2,720 Task 1.0 Subtotal: $ 28,380 $ 900 $ - $ 29,280 2.0 - girintriannie"dowoffmce 2.1 2.2 2.3 2.4 City Approval of Subconsultant CEOA and Environmental Project Review Addendum to Program EIR $ 3,760 $ 12,920 $ $ $ - $ - $ $ 3,780 12,920 Tetra Tech Review of Environmental Documents Coordination with City Env. Administrator (EA) Mitigated Negative Declaration $ - $ - $ - $ $ - $ - $ - $ - $ 20,350 $ - $ - $ 20,350 2.5 2.6 Task2.OSubtotaf $ 37,050 $ - $ - $ 37,050 3.0 3.1 3.2 Preliminary Design Report & Drawings Revise& Resubmit Prelim Drawings$ $ 40,350 8,300 $ - $ $ $ 2,000 - ..... ... - $ - $ - .....______. $ - $ $ - $ 42,350 8,300 - _ 3.3 Traffic Control Considerations 3.4 Corrosion Testing, Analysis & Recommendations $ - $ - $ - $_ 22,700_ 3.5 Transient Surge Analsis $ - $ - $ - $ _$ _ $ 11,300 Task 3.0 Subtotal: $ 48,650 $ 1,000 $ - $ 50,650 4.0 4.1 4.2 Field Survey, Topographic Mapping .. __Meed _- _- - Pothole Existing Utilities - - _- - $ 53,730 $ - $ - $ 53,730 _ -_- $ 25,000 $ $ - $ 25,000 4.3 4.4 .-.. _ --- NAD 83 Control, Rights-of-way, Property Lines Utility Research at City Utility Research all others Utility Revieww Meeting with City Identify em Easents, submit [o Cit - - - $ - $ - $ - $ - $ 1,030 $ - $ - $ 1,030 $ 4,570 $ 100 $ _ _ - $ 4,670 _ -Meed 1,030 $ 100 _$$ $ 1,130 $ - $ - $ - 4.5 _. 4.6 4.7 Task 4.OSubtotal: $ 85,360 $ 200 $ - $ 85,560 SO Geotedum*udi My - 5.1 Field Exploration _& Lab Testing 5.2 Exploratory Work, 28 Borings, Lab Testing$ $ - 47,500 ____.......__-.- $ 7,_000 $ $ $ - - - $ - $ - $ $ - 5.3 Draft Geotechnical Report, Baseline Conditions - 5.4 Review Final Report and Design _ _ $ 3,000 $ - $ - $ - 5.5 Cal OSHA Tunnel Classification &Analysis - $ - $ - $ $ 17,500 Task S.OSubtotal: $ 57,500 $ - $ - $ 57,500 Go final Design 6.1 Final Plans $ 117,800 $ 12,800 $ 2,450 _ $ 4,900 $ $ $ $ 2,000 _ 200 - _ 500 200 $ - - $ _ -_ -- $ - $ - $ $ $ $ 119,800 1.3,000_ 2,950 ..__ _- 5,700 J$3,526 - 6.2 6.3 _ _..0 6.4 Meed Fina. _- _ - _need Final Specifications _ Final Production, m lars y _- - _ ........ - _ - Submit 75%and 90%Packages for Review _ - 6.5 - Construction Cost Estimate _ - - $ - - - $ - - $ 3,060 6.6 Public Relations, Community Outreach --$--3,G60 $ -$ - $ Task 6.0 Subtotal: $ 141,010 $ 1,900 $ - $ 143,910 7.0 1$rmlb - .. .. ... 7.11dentif and Apply for Permits $ 12,280 $ - $ - $ Task 7.0 Subtotal: $ 11,280 $ - $ - $ 12,280 8.0 CorotructialWaugh Award. " . - . 8. 11 Facilitate Pre -Bid Conference 8.2Provide Clarification, Issue Addendum _- .need 8.3 Assist City, Answer questions ___.. $ 390 $ 1,670 $ 1,030 $ $ $ 100 100 100 $ - $ - $ - $ $ $ 490 1,770 1,130 Task B.OSubtotal: $ 3,0901$ 300 1 $ - $ 3,390 9.0 constructimavilitimirinliswil 9.1 9.2 Construction Support, City Coordination Provide Clarification $ 15,120 $ 10,300 $ $ 100 100 $ - $ - $ $ 15,220 10,400 9.3 Review and Advise on Change Orders Shap Drawings Review Prepare Record Drawings Public Relations and Media Communications Mede $ 7,460 $ 72,720 $ 7800 -. $ - $ $ $ $ - _ - - 100 - $ - $ - $ _ $ - $ $ $ $ 7,460 _12,720 7,900 $ 28,800 9.4 9.5 __' 9.6 Task 9.0Subtotal: $ 53,400 $ 300 $ - $ 53,700 NOT -TO -EXCEED GRAND TOTAL: $ 466,720 $ 6,600 $ - $ 473,320 EXHIBIT "Brr 0 OTETRATECH EXHIBIT "A" 2009 0 HOURLY CHARGE RATE AND EXPENSE REIMBURSEMENT SCHEDULE Professional Engineering Intern/Technician/Assistant... $ 62.00 Project Administrator ................................. $ 105.00 Designer/CAD Operator/Engineer I........... $ 115.00 Engineer 11 and III/Senior Designer .......... $ 125.00 Biologist..................................................... $ 125.00 Planner....................................................... $ 125.00 Senior Engineer/Landscape Architect........ $ 139.00 Project Engineer/Project Coordinator........ $ 160.00 Senior Planner ............................................ $ 175.00 Senior Scientist .......................................... $ 175.00 Senior Project Engineer ............................. $ 175.00 Project Manager/Sr. Project Coordinator... $ 195.00 Senior Project Manager .............................. $ 255.00 Program Director/Project Director ............. $ 270.00 Administrative Administrative Clerk .................................. $ 60.00 Word Processor/Admin. Support ............... $ 85.00 Graphic Designer ....................................... $ 115.00 Reimbursable In -House Costs Photo Copies (B&W 8.5"xll")...... $ 0.15/Each Photo Copies (B&W 11"x17").......$ 0.40/Each Color Copies (up to 8.5"x I 1 ") ........ $ 2.00/Each Color Copies (to I 1 "x 17") .............. $ 3.00/Each Computer Usage ............................. $ 2.50/Hour Survey/Mapping Survey Technician I ................................... $ 109.00 Construction Observer 11 ............................ Survey Technician II/Field Supervisor...... $ 125.00 $ 130.00 Senior Surveyor ......................................... $ 141.00 Construction Manager ................................ Project Surveyor ........................................ $ 163.00 Two -Person Survey Party .......................... $ 230.00 Two -Person Survey Party with GPS.......... $ 275.00 Three -Person Survey Party ........................ $ 320.00 Survey Travel Time (Two -person) ............. $ 109.00 Survey Travel Time (Three-person)........... $ 153.00 Construction Management Construction Observer 1 ............................. $ 95.00 Construction Observer 11 ............................ $ 110.00 Senior Construction Observer .................... $ 130.00 Resident Engineer ...................................... $ 160.00 Construction Manager ................................ $ 180.00 Compact Discs ................................ $10.00/Each Large Format Copies ..................... $ 0.40/S.F. Mileage ........................................... $0.585/Mile *current GSA POV Mileage Rate subject to change Company Vehicles .......................... $8.00/Hour All other direct costs, such as reproduction, special photography, postage, delivery services, overnight mail, out -of - area telephone calls, printing and any other services performed by subcontractor, will be billed at cost plus 15%. NOTE: All costs and rates are effective January 1, 2009, and subject to annual increase. M:AMarketingVProposals\WTRS\2009\052\finalAo5Exhibit A -CA 2009.doc 32400 PASE0 AOELANTO SAN JUAN CAPISTRANO, CA 92675 (4'949) 493.1171 (949) 493.1053 FAX WWW 1t J)#udaI,'0] VIra"a 0,011" 0 NOTIFICATION OF MEETING OF POTENTIAL INTEREST OF THE SAN JUAN CAPISTRANO CITY COUNCIL SAMALLEVATO t MIRE 711WAS W NR18AR MARK NELSEN OR LO DRES USO The City Council of San Juan Capistrano will meet at 6:30 p.m. on Tuesday, June 2, 2009 in the City Council Chamber in City Hall, to consider: "Consideration of Agreement for Civil Engineering Services for the Recycled Water Transmission Mainline Project (CIP 755)(Tetra Tech, Inc.) " — Item No. D9. 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, June 1, 2009 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 Joe Mankawich, Associate Engineer. You may contact that staff member at (949) 487-4313 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: cityclerk(a)sanivancapistrano.org. Meg Monahan, MMC City Clerk cc: Tetra Tech, Inc.; Bureau Veritas; PSOMAS; RBF Consulting Engineers; AKM Consulting Engineers; J.C. Heden & Associates; Hall and Foreman, Inc Scan duan Preserving the Pas! to F'nhancTr the t'w arer