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13-0423_DUDEK_Personal Services AgreementTHIS AGREEMENT is made, entered into, and shall become effective this T3 day of April, 2013, by and between the City of San Juan Capistrano (hereinafter referred to as the "City") and Dudek, (hereinafter referred to as the "Consultant"). RECITALS: WHEREAS, City desires to retain the services of Consultant regarding the City's proposal to prepare plans and specifications forthe Recycled Water Conversion Projects; 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 the Consultant shall consist of those tasks as set forth in Exhibit A, attached and incorporated herin 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 8 months after the notice to proceed. Section 3. Compensation. 3.1 Amount. Total compensation forthe services shall not exceed $422,260, 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. 3.3 Records of Expenses. Consultant shall keep complete and accurate records of aU costs and expenses incidental to services covered by this Agreement. These records will be made available at reasonable times to the City. Invoices shall be addressed as provided for in Section 16 below. Section 4. Independent Contractor. It is agreed that Consultant shall act and be an independent contractor and not an agent or employee of the City, and shall obtain no rights to any benefits which accrue to Agency's employees. Section 5. Limitations Upon Subcontractinsa and Assignment. The experience, knowledge, capability and reputation of Consultant, its principals and employees were a substantial inducement for the 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 the 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. . 2 Section 8. Time of Essence. Time is of the essence in the performance of this Agreement. Section 9. Compliance with Law. Consultant shall comply with all applicable laws, ordinances, codes and regulations of federal, state and local government. Section 10. Conflicts of Interest. Consultant covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of the services contemplated by this Agreement. No person having such interest shall be employed by or associated with Consultant. Section 11. Copies of Work Product. At the completion of the work, Consultant shall have delivered to City at least orae (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. 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 3 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 Insurers in good standing with the State of Califomia 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 - owned vehicles in an amount not less than one million dollars per occurrence ($1,000,000.00). 14.3 Workers' Compensation. If Consultant intends to employ employees to perform services under this Agreement, Consultant shall obtain and maintain, during the term of this Agreement, Workers' 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 4 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 insured 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 underthis 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 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. 5 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: Keith Van Der Maaten To Consultant: Dudek 31878 Camino Capistrano, Suite 200 San Juan Capistrano, California 92675 Attn: Bob Ohlund 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.. [SIGNATURE PAGE FOLLOWS] 1.1 IN WITNESS WHEREOF, the parties hereto have executed this Agreement. APPROV D AS FORM: w Hans Van Ligt iittomey CITY OF SA JU CAPISTRANO By: I1/ Jon aylor, ayo DU By: Bob hlund, Vice President EXHIBIT A - 156 PAGES DUDEK April 15, 2013 PREPARED FOR City of San Juan Capistrano Utilities 32400 Paseo Adelanto San Juan Capistrano, California, 92675 PREPARED BY Dudek 31878 Camino Capistrano, Suite 200 San Juan Capistrano, California 92675 800.450.1818 w .dudekxom EXHIBIT A DUDEK 31978 CAMINO CAPISTRANO. SUITE 200 SAN JUAN CAPISTRANO, CALIFORNIA 92675 T 949.450.2525 F 949.450.2626 April 15, 2013 Eric Bauman, PE City of San Juan Capistrano Utilities Department 32400 Paseo Adelanto San Juan Capistrano, California 92675 Subject: City of San Juan Capistrano will Maximize Water Resource Availability through Completion of its City Wide Recycled Water Conversions Project Dear Mr. Bauman: Today's economic conditions stress public resources more than ever. In particular, balancing development of reliable infrastructure, decreasing water supply and increased regulation is challenging. The City of San Juan Capistrano (City) identified maximizing the use of available recycled water resources as a cornerstone of water resource profile. Completion of the City Wide Recycled Water Conversions Project will assure the City of achieving this important strategic objective. TABLE OF CONTENTS I. Project Understanding & Approach........ 2. Scope of Services..............................................................9 3. Similar Project Experience.............................................16 4. Project Team Organization............................................22 5. Project Schedule...............................................................28 6. Estimated Project Effort (separate cover)..................30 Appendix A. Resumes Appendix B. Recycled Water Retrofit Example Plans Successful conversion of the City's available recycled water customers will increase recycled water use by approximately 1,100 acre-feet per year (afy), meeting the requirements of its grant funding obligations under the South Orange County Integrated Regional Water Management Implementation Program. But more importantly, the City will significantly reduce its reliance on imported water supplies. Successful project completion requires the following project team characteristics: Dedicated, local office: Dudek has a local San Juan Capistrano office and the local resources to complete your project. Our Principal in Charge resides in the local office, and has been a resident of San Juan Capistrano for over 20 years. • Extensive Recycled Water Experience: Our Project Manager has over 29 year of recycled water experience. Supplemented by significant expertise in cross connection and retrofit inspection, we have the expertise and experience to get your project done. • Regulatory Relationships: The Dudek Team has worked closely with recycled water regulators throughout Southern California, and will use our relationships to fast track the City's project to successful completion within the available funding timeframe. The Dudek Team is comprised of proven Southern California recycled water leaders. Our team members have planned, developed, and implemented the most recognized recycled water programs for the past 30 years. Our team includes a variety of proven recycled water professionals, who have worked for such agencies as Metropolitan Water District, Yucaipa WWW.DUDEK.COM Eric Bauman, PE Subject: City Wide Recycled Water Conversions Project Valley Water District, Central and West Basin Municipal Water District, Upper San Gabriel Valley Municipal Water District, City of San Diego, City of Escondido, San Elijo joint Powers Authority, and City of Carlsbad, among others. Based on our experiences, we believe that we can streamline the City's overall recycled water conversion project, lowering design costs to maximize the customer conversions that the City is able to implement. It is our approach to identify the most cost effective customer sites for initial conversion, focusing on the 20 to 25 highest water use customers. We will package these high priority customers for bidding to fast track commencement of construction. Demand grouping will be critical to increasing recycled water deliveries, while minimizing cost to the City and the customers. City revenue is realized only when recycled water begins to flow through the new meters to the customers. The City has until December 31, 2013 to complete its recycled water conversion project. Our team members are ready to commence processing the initial project sites upon your written notice to proceed. We have strong working relationships with the California Department of Public Health (CDPH) personnel, and have developed several time saving measures to streamline CDPH approval of engineering reports and cross connection testing. We will discuss these and other time and cost saving capabilities with you upon selection. Dudek brings a holistic business approach, with sound management principles, to your Recycled Water Conversion Project. Our in-house GIS management, analysis and programming capabilities will provide the expertise to develop the fast -tracking solutions needed to meet the project deadlines and satisfy CDPH review requirements. In fact, we have already developed many of these tools for other similar agencies, and will bring those solutions to the City's project. Dudek is located within a short driving distance of your offices, within the project service area, and our office is staffed and ready to begin this project immediately. We have a strong working knowledge of your organization, and are familiar with your standards. We would be proud to continue our working relationship with you and your staff through your selection of Dudek for your City Wide Recycled Water Conversions Project. The proposal is valid for 90 days. I would be pleased to discuss this submittal, or our extensive qualifications, with you further. If you have any questions, or require any additional information, please do not hesitate to email or call at your convenience. Respectfully Submitted, DUDEK i�?�� D. Michael Metts, PE Principal 760.479.4111 mmetts@dudek.com U D E Kcity Wide Recycled Water Conversion Bob Ohlund, PE Vice President, Water Resources & Infrastructure 949.450.2525 x431 I bohlund@dudek.com I PROJECT UNDERSTANDING & APPROACH 1.1 Project Understanding The State of California Water Resources Control Board and County of Orange entered into a Grant Agreement in 2008 fol the South County Integrated Regional Water Managemen (IRWM) Implementation Program Grant to significantly enhanct water supply reliability and water quality within the region': seven existing watersheds. The City of San Juan Capistranc (City) agreed to implement its portion of the IRWM Implementation Program Grant by execution of ar Implementation Memorandum of Understanding with the Count) of Orange. The grant is funded by the proceeds of bond sales As a part of its agreement, the City is required to complete Conversion Project by December 31, 2013. the current Recycled Water Successful completion of this project within the scheduling constraints will require a well - coordinated team of professionals, experienced in recycled water retrofit procedures, and highly familiar with the local area. The Dudek team has the following attributes that assure the City of achieving its goals: • Dedicated, local office: Dudek has a local San Juan Capistrano office and the local resources to complete the project. Our Principal in Charge resides in the local office, and has been a resident of San Juan Capistrano for over 20 years. • Extensive Recycled Water Experience: Our Project Manager has over 29 year of recycled water experience. Supplemented by significant expertise in cross connection and retrofit inspection, we have the expertise and experience to get your project done. • Regulatory Relationships: The Dudek team has worked closely with recycled water regulators throughout Southern California, and will use those relationships to fast track the City's project to successful completion within the available funding timeframe. The current project consists of the design, permitting and construction of recycled water system conversions to the irrigation systems along Rancho Viejo Road, including San Juan Creek Road, the Marbella golf course and other selected service sites throughout the City. Successful completion requires a thorough understanding of the various irrigation systems converted, as well as experience in navigating the regulatory, health and safety challenges necessary to protect the public. To that end, the City has conducted a significant effort to identify available customers for recycled water conversion, including purpose-built irrigation systems and irrigation systems requiring additional effort. The City has provided an array of Geographic Information System (GIS) documentation, categorizing existing customer sites by current water supply, including those with domestic water service, non-domestic water service, and recycled water service. City staff has identified the following water supply conversion efforts for this project DUDEK City Wide Recycled Water Conversion PROJECT UNDERSTANDING & APPROACH Domestic water service converted to recycled water service. Non-domestic water service converted to recycled water service. Depending on recycled water availability and the challenges of system conversion, available customers for conversion to recycled water use will be prioritized. This prioritization will assure maximum recycled water use with the lowest overall cost and schedule. The City is faced with the challenge of accomplishing the necessary irrigation system conversions by the funding deadline of December 31, 2013. Our project team has investigated the potential for the City to receive an extension of this deadline from the County. Currently, it is not considered likely that an extension will be granted. Therefore, Dudek has approached this project with the understanding that no extension will be provided, and all planning, design and construction must be accomplished before the end of 2013. Despite this approach, Dudek will assist the City is requesting an extension, if necessary. Such an extension is only possible once the City has shown significant progress toward achievement of its recycled water retrofit goals. Potential Recycled Water Customers. Figure I illustrates the properties identified by the City for potential recycled water conversion, existing of approximately 177 individual sites and totaling approximately 1,160 acre- feet of recycled water demand (see Table below). Existing meters range in size from I- to 4 -inch, and there are approximately 87 individual water meters within the proposed conversion areas. The figure identifies existing and proposed recycled water infrastructure available to convey recycled water from its northern connection to the Moulton Niguel Recycled Water System, southerly along Rancho Viejo Road to primarily the eastern portions of the City service area. The differentiation in colors represent existing recycled water service (pink), domestic water properties to be converted to recycled water (light green), and non- domestic water properties to be converted to recycled water (dark green). DUDEK City Wide Recycled Water Conversion 4 PROJECT UNDERSTANDING & APPROACH TABLE I. RECYCLED WATER USE SUMMARY • a®' Domestic Water to RW 507 122 Non Potable to RW 589 44 Existing RW 63 11 TOTAL 1,158 177 The City has the goal to increase the use of recycled water within its service area by approximately 1,100 acre-feet per year, thereby reducing its reliance on imported water. Increased recycled water use makes imported water available for domestic uses, and helps the City meet its obligations under recent state -mandated water use reduction requirements (20 percent by 2020). As stated previously, the City, using the power of its existing GIS, has identified the customers within its service area that are available for recycled water conversion. It will be necessary to prioritize those available propercies based on a variety of criteria, including but not limited to: • Proximity to existing recycled water infrastructure, • Projected recycled water demand, • Water quality requirements as compared to the recycled water constituents, • Projected cost to complete the retrofit process, • Customer interest in using recycled water, • Type of water demand, and • Regulatory and permitting challenges. These criteria, as well as others identified, will be used to establish a priority ranking, where the customers that are most easily and cost effectively completed are converted first. Once the "low hanging fruit" is converted, then additional prioritized customers will be addressed based on available funding and recycled water supply. Prioritization of the customers will focus on conversion of domestic water customers over non-domestic customers, as domestic water is more expensive water to supply as compared to non-domestic water. the target of 1,100 AFY will be met to assure the City meets is funding obligations. 1.2 Recycled Water Conversion Approach Completion of the City's retrofit projects within the available timeframe will require a well - coordinated effort, incorporating planning, design, permitting, California Department of Health Services (CDPH) approval, other regulatory approvals, and construction of the needed facilities. Scheduling of project activities will be critical to project success. CryGISbaud Customer RetrofN Cpnstrudion Construction Monitoring, Identipotipn&Master CustomerprlorNliallon& Do[umentz&WPH m•Hlnspetlion&Record Engineering Report 51[e Assenfinent Regulatory Approval Drawings DUDEK City Wide Recycled Water Conversion PROJECT UNDERSTANDING & APPROACH Efforts must be completed in accordance with the CDPH Guidelines for the Preparation of an Engineering Report for the Production, Distribution and Use of Recycled Water, March 2001, and the Recycled Water Criteria in California Code of Regulations, Title 22. The following discussions highlight specific scheduling challenges and our proposed approach: Streamlined Regulatory Review & Approvals. It will be necessary to fast track the regulatory review process, particularly with regard to the CDPH. For this reason, Dudek proposes to develop a Master Engineering Report, early in the project, for review and approval by the CDPH. The Master Report addresses recycled water use for users within the City service area. Upon approval of the Master Report by CDPH staff, supplemental reports will be prepared for each conversion site. Individual customer reports include the site location, the connection from the recycled water distribution system, the intended use of recycle water on the site, identification of the site compliance person, plans or aerials of the proposed use area, site irrigation plans, site investigation and assessment, and other information, as appropriate. As the City must fast track health department approval for conversion of as many sites as possible in the limited schedule, a website will be created to upload plans (irrigation customers) and engineering reports (purpose-built, dual plumbed, and industrial customers) for CDPH review and approval. CDPH comments and responses, along with the revised drawings, are uploaded to the website for final approval. Dudek has used Sharepoint websites for similar document sharing sites in the past, and will develop an appropriate site for project use. The established document repository website facilitates coordination and communication between the City and Dudek Team with CDPH staff to assure that project documents are readily available for regulatory review, and that approvals are received to support the project completion schedule. Site Assessment Surveys. Using the City -provided GIS data, Dudek will conduct the initial prioritiution of recycled water customers to identify sites that are easily converted to recycled water use. These sites typically have existing irrigation meters and are located adjacent to or very near existing recycled water infrastructure. The purpose of this initial step is to expedite development of bidding documents for the initial phase of construction, thereby allowing the City to begin construction as soon as possible. These sites typically represent the most economical sites for conversion. Beyond the initial investigation, site assessments are conducted in the field to identify actual site conditions, as well as the effort needed for conversion. Dudek conducts these surveys using GIS -based field tablets. Our tablet -based data collection methods allow simultaneous development of site data, quantification of conversion requirements, collection of site photos, and GPS location of existing and needed retrofit facilities. Expediting data collection shortens field time and allows Dudek to expedite drawing development for regulatory review and subsequent construction. Site assessments allow ranking of the remaining sites based on time DUDEK City Wide Recycled Water Comersion PROJECT UNDERSTANDING & APPROACH and cost to convert to recycled water use, allowing maximization of recycled water use within the cost and schedule limitations. Each customer site is assessed to identify water demand and delivery requirements, location of existing and proposed facilities, site conditions, and other information pertinent to permitting of the specific retrofit. Information is recorded in the field and transferred, in real-time, to our office to facilitate development of retrofit design plans, engineering cost estimates, and/or supplements to the Master Engineering Report. To support the City's need to fast track project approvals (goal is a two-week turnaround), Dudek will developed standards for simple retrofit concept drawings that will be used for retrofit drawings submitted to the CDPH. This process gives the City and CDPH a common set of standards for line work, styles, irrigation system symbols, and irrigated area cross hatched patterns. The retrofit drawings will be legible in black and white, with the unique line types and area cross -hatching. Initiation of Construction. The limited project schedule necessitates that construction activities commence as soon as possible within the project timeline. Based on discussions with City staff, it is projected to take between two and three months for construction advertisement, bidding and award. Therefore, Dudek proposes to expedite the process by parallel execution of design and construction efforts. The initial construction package will focus on customers with existing irrigation meters and/or purpose-built irrigation systems. Dudek will prepare the construction package and obtain CDPH approval in minimum duration. At that point, the City will be able to advertise that portion of the project for construction. While cod'struction is underway for the initial construction package, Dudek will complete the remaining construction package(s). Subsequent construction packages may be negotiated with the selected Contractor, depending on City preference. Contractor Licensing Requirements. It may be necessary to develop two construction contracts for the project, to include lateral connections from the recycled water main to new recycled water meters and the irrigation system retrofit work on the customer side of the meters. Work conducted in the street requires a C-34 or A Contractor's license, while the on-site work may be completed by a Contractor with a C-37 irrigation system license. It is possible that a single Contractor may have all three licenses, and such a Contractor could potentially provide cost and schedule saving to the City. However, at this time, we anticipate the need to advertise lateral and meter installations separate from on-site irrigation conversions. Dudek will prepare the appropriate project documents for expedited advertisement and commencement of construction. The sooner we are in construction, the more opportunity the City has for increased recycled water use achievement. Recycled User Commitments. One of the more critical challenges in recycled water retrofit projects is the commitment of end users to recycled water use. As such, Dudek typically obtains commitment letters during the site assessment stage. Commitment letters provide confidence that recycled water demand goals will be achieved. However, as the City needs to fast track the construction of its conversion projects, we recommend that commitment letters be waived for this project. Enforcement of a City -mandated use ordinance D U D E K City Wide Recycled Water Conversion PROJECT UNDERSTANDING & APPROACH may be needed to facilitate customer compliance. These challenges will be discussed with City staff upon commencement of the project, prior to initial customer contact. Construction Oversight & Regulatory Inspection. Considering project schedule limitations, construction oversight will be critical to project success. Our Resident Engineer will anticipate construction challenges and schedule necessary CDPH inspections to facilitate the project schedule. Field staffing for the Dudek Team are experienced with retrofit projects, and will assure that proper inspection, cross connection testing and agency review/inspection is completed to meet the project deadline. Members of the Dudek Team are AWWA backflow, prevention certified. Seasonal Challenges. The City retrofit program is being completed between the months of April and December 2013. Few delays are anticipated through the month of October due to weather. However, as construction continues through November and December, the likelihood of weather delays become more prevalent. Our approach to these potential delays will include expediting the project into construction at the earliest time possible. During construction, Dudek will meet weekly with the Contractor to monitor progress and facilitate the addition of Contractor crews to meet the project deadline or avoid project delays resulting from weather impacts. The project may also be impacted by holidays toward the end of the year. Similarly, the only remedy for these impacts will be the establishment of early construction and facilitating Contractor production prior to holiday impacts. As the deadline for project completion is unlikely to be extended, Dudek will assure that sufficient language is included in the contract documents to assure that the project schedule is achieved. Consideration will be given to construction incentives to assure that schedules are maintained, which will be discussed with City staff prior to construction bidding. 3 -inch Irrigation Pipeline Designs. In accordance with Addendum I of the RFP, Dudek will provide the necessary design effort for the 14 sites requiring additional irrigation piping design. These designs will make use of City standard details to the maximum extent possible, to minimize the time required for design. During construction, these pipelines will be added to the appropriate construction package that facilitates their construction in the most economical way. Targeting High Value Customer Sites. As shown in the figure to the right targeting »� high -demand customers results in lowest cost per acre-foot for retrofitting, based on available City data. Based on this analysis, the City can achieve 1,040 AFY of demand increase by converting customers with demands greater than 2 AFY. Beyond that level, very little demand offset is achieved at very high cost. The Dudek Team will discuss these cost/benefit challenges with City staff. N nMr eltpwrYW Yd rro rw rm City Wide Recycled Water Conversion 2 SCOPE OF SERVICES A detailed Scope of Services assures the City that its project is completed successfully, and achieves the expected goals and objectives, while maintaining project control, assuring quality, and facilitating the proposed budget and schedule. TASK I: GENERAL ADMINISTRATION, MEETINGS AND PRESENTATIONS The key to success of every project is proactive project management and effective communication. Proactive project management involves balancing key project elements, while communicating project progress to the client and each project team member. Core members of our Project Team are experienced project managers in their own right, and use the following tools to deliver projects successfully. The use of these tools to track project milestones allows project changes to be anticipated and managed, keeping the project objectives in focus. Task 1.1 - Coordination. Our project management tools begin with our Project Management Plan (PMP). Each project receives a customized plan to meet project goals and objectives. Michael Metts, PE, will serve as the single point of contact between Dudek and the City. Mr. Metts will make sure assigned team members are aware of the project goals and objectives, and together with City staff, will determine the project critical success factors. om.rnmom.mo.. _... a,...,. a e.. _.... -.,. «,..... �„ Our PMP requires input for Critical Success Factors, document distribution, file structures, schedule, budget tracking, deliverables, QA/QC �, ^M ~'.A� procedures, and communication. Monthly I progress reports, such as the one shown here, are developed to meet City standards and sent from Dudek to the City project manager each month, providing project updates about work completed during the past month, anticipated work for the next month, requested client actions, planned deliverables and scope and budget discussion items. We understand the importance of staying on or ahead of the project schedule, particularly with regard to the limited schedule that the City is implementing. Upon receiving your notice to proceed, Mr. Metts will enter project information into the Dudek online tracking system. Dudek uses a deliverable calendar to help visualize how we track each project deliverable. Entering each project deliverable allows us to prepare ahead of time for project overlaps and foresee our entire team's project workload, resulting in more effective and efficient project management Each project ask is tracked by use of an action -decision log. This log identifies clear actions needed to meet project milestones, and who is responsible for each item. Dudek project managers are responsible for entering and maintaining log information, and for notifying project team members of their responsibilities. DUDEK City Wide Recycled Water Conversion 9 SCOPE Of SERVICES In addition to online project tracking, the PMP includes worksheets for schedule tracking and ., tracking project progress in relation to the project budget (see example of earned -value a tracking to left). Included within the schedule will be Dudek and client coordination events: a progress meeting dates, submittal dates, stakeholder meetings, customer meetings, and ^ the production of deliverables throughout the project s e0. ` Cost maintenance is a key project factor for each client. We are committed to adhering to our proposed scope and fee for a given ask and notifying the client immediately if changes are required. Dudek uses earned -value tracking, a method that shows a cost -to -schedule comparison so we are constantly and visually reminded where our project costs are in relation to the project schedule. Proactively managing the project schedule and budget from the onset of the project provides the project manager with the early warning indicators necessary to manage the work effort and protect the project budget Task 1.2 — Project Goals and Strategy. Critical to a successful project is clarity and alignment on the project goals and strategy. At the beginning of the project, Dudek will hold a project kickoff meeting to discuss the scope and parameters of the project. At this meeting, our team members identify the specific goals for accomplishment during the project and develop the most effective strategy to accomplish those goals. Subsequent to the kickoff meeting, Dudek submits to the City a memorandum documenting the project goals, execution strategy and any deviations from the contract. Taskl.3 — Project Schedule. At the beginning of each design phase (preliminary and final) of the project, Dudek prepares a work plan to set forth the significant milestones and deliverables to ensure compliance with the project goals and execution strategy. Dudek presents a written list of information required and the dates needed by to maintain the project schedule. Dudek meets with the City for presentation and review of the work plan. The detailed project schedule for each phase is in addition to an overall project schedule and is deliverable at project commencement The City has provided an extensive project schedule, which we have reviewed. Slight modifications are inevitable in a retrofit projects, as the project must adapt to regulatory requirements, inspection availability, and customer concerns. However, we believe that the retrofit project can be accomplished within the available timeframe of the grant deadlines without a grant deadline extension. Task 1.4 — Design Progress Meetings. Progress meetings are an essential part of our communication strategy for successful project management. Our project manager coordinates and leads project -related progress meetings, both with the City and internally. Requested meeting participants are notified in advance, receive an agenda at least one week in advance, and receive meeting minutes within three days of the meeting date. Meetings for this project will include the project kick-off meeting and monthly progress meetings. A total of five progress meetings are included in this proposal. It is anticipated that at one of the first DUDEK City Wide Recycled Water Conversion 10 saaaasa as rocas rlS{547`il o{?; SCOPE Of SERVICES In addition to online project tracking, the PMP includes worksheets for schedule tracking and ., tracking project progress in relation to the project budget (see example of earned -value a tracking to left). Included within the schedule will be Dudek and client coordination events: a progress meeting dates, submittal dates, stakeholder meetings, customer meetings, and ^ the production of deliverables throughout the project s e0. ` Cost maintenance is a key project factor for each client. We are committed to adhering to our proposed scope and fee for a given ask and notifying the client immediately if changes are required. Dudek uses earned -value tracking, a method that shows a cost -to -schedule comparison so we are constantly and visually reminded where our project costs are in relation to the project schedule. Proactively managing the project schedule and budget from the onset of the project provides the project manager with the early warning indicators necessary to manage the work effort and protect the project budget Task 1.2 — Project Goals and Strategy. Critical to a successful project is clarity and alignment on the project goals and strategy. At the beginning of the project, Dudek will hold a project kickoff meeting to discuss the scope and parameters of the project. At this meeting, our team members identify the specific goals for accomplishment during the project and develop the most effective strategy to accomplish those goals. Subsequent to the kickoff meeting, Dudek submits to the City a memorandum documenting the project goals, execution strategy and any deviations from the contract. Taskl.3 — Project Schedule. At the beginning of each design phase (preliminary and final) of the project, Dudek prepares a work plan to set forth the significant milestones and deliverables to ensure compliance with the project goals and execution strategy. Dudek presents a written list of information required and the dates needed by to maintain the project schedule. Dudek meets with the City for presentation and review of the work plan. The detailed project schedule for each phase is in addition to an overall project schedule and is deliverable at project commencement The City has provided an extensive project schedule, which we have reviewed. Slight modifications are inevitable in a retrofit projects, as the project must adapt to regulatory requirements, inspection availability, and customer concerns. However, we believe that the retrofit project can be accomplished within the available timeframe of the grant deadlines without a grant deadline extension. Task 1.4 — Design Progress Meetings. Progress meetings are an essential part of our communication strategy for successful project management. Our project manager coordinates and leads project -related progress meetings, both with the City and internally. Requested meeting participants are notified in advance, receive an agenda at least one week in advance, and receive meeting minutes within three days of the meeting date. Meetings for this project will include the project kick-off meeting and monthly progress meetings. A total of five progress meetings are included in this proposal. It is anticipated that at one of the first DUDEK City Wide Recycled Water Conversion 10 SCOPE OF SERVICES meetings, the Dudek team will attend a City design review meeting to meet with the staff, present the concept plans and receive critical City feedback. Taskl.S — Project Components. The typical City project components are listed below. These designations are used by Dudek for identification and cost assignment. Modification or addition to these components may be necessary to effectively track the specific components of this project. • General Administration, Meetings, and Presentations • Site Investigation and Report • Environmental Tasks (NIA) • Final Design and Construction Documents • Construction Bidding Through Contract Award • Construction Engineering Support TASK 2: SITE INVESTIGATION AND REPORT Task 2.1 — Data Collection. Data collection is a critical component of the success of the City's Recycled Water Conversion Program. In conjunction with Task 2.2, Dudek will review available plans, specifications, reports and operating data for the irrigation systems for each proposed retrofit site (in addition to the review already conducted on the information previously provided by the City), and evaluate each for conversion to recycled water. Our team will meet with the City and property owners for additional information necessary for the conversion process. Task 2.2 — Retrofit Site Assessment. Using the GIS information provided by the City, Dudek will prepare a list of available recycle conversion customers. Each customer site will be reviewed to determine the relative difficulty to be encountered during the retrofit process (prior to field assessment). Customer sites that are purpose-built to accept recycled water and those with separate irrigation meters will be given the highest priority for initial processing. The remaining customer sites will be prioritized based on recycled water demand, distance from existing facilities and other differentiating characteristics. The prioritized list is carried forward to Task 2.3 for field investigation. Task 2.3 — Site Investigation. Dudek will review available as -built irrigation drawings and perform site visits to evaluate the irrigation system of each landscaped area identified for conversion. These on-site evaluations include: • Mapping of the area to be converted to recycled water, including any facilities to remain on potable water, • Identification of new lateral and meter construction, as well as on-site retrofit construction needs, • Preliminary cross connection test of the site to locate any actual or potential cross connections with other systems, • Identification of key facilities needed to complete the conversion, and D U D E K City Wide Recycled Water Conversion 11 SCOPE OF SERVICES Quantity estimate of the equipment and facilities required for the conversion (e.g. sprinkler heads, signs, etc.). This investigation will be conducted using GIS=based field equipment to expedite the collection of data and preparation of required construction documents. An Investigation Report will be completed for each site and submitted to the City for review. Task 2.3 — Present Preliminary Findings. Once site investigations are complete, the Dudek team will develop a draft preliminary findings report and submit this to the City for review and comment. The Dudek team will meet with City staff to review comments on the report and conversion plans, then revise the report as necessary and submit two hard copies and an electronic copy of the final preliminary design report to the City. TASK 3: ENVIRONMENTAL TASKS The success of this project to maximize the number of conversions relies on the seamless process for each site, including the customer, City, South Orange County Wastewater Authority (SOCWA), County, and CDPH approvals. Each of these agencies will be provide access to the proposed document sharing website, thereby facilitating their individual review efforts. Each agency will receive the proposed Master Engineering Report, as well as site specific supplemental engineering reports and conceptual retrofit drawings. Task 3.1 — CDPH Approval. Conceptual retrofit drawings and engineering reports will be prepared, as appropriate, for customer and regulatory approval. Comments will be incorporated to facilitate plan approval. Task 3.2 — County Health Care Cross Connection. Dudek will prepare and submit cross -connection documentation to the Orange County Environmental Health Division. Cross connection evaluations will be prepared by the same team members conducting site assessments to minimize coordination and completion schedules. Task 3.3 — SOCWA Report. Dudek will prepare reports for SOCWA on the conversion sites. Our team has an established working relationship with SOCWA staff, thereby facilitating review and approval of the submitted documents. Task 3.4 — Onsite Operators Affirmative Acceptance of RW. Dudek will confirm and obtain from each site irrigation operator his/her understanding of the Rules and Regulations for the Use of Recycled Water. Dudek will review the City documentation regarding its recycled rules and regulations, and update the document as necessary to meet current regulatory requirements. TASK 4: FINAL DESIGN AND CONSTRUCTION DOCUMENTS Task 4.1 — Prepare Conversion Plans. As discussed in Task 2.2, a conversion plan will be developed for each retrofit site, including potential new laterals and meters, as well as on-site retrofit needs. Our GIS -based site assessment procedure will facilitate accurate and complete identification of needed facilities. The information developed under Task 2.2 will form the basis for development the Site Retrofit Drawings, engineering reports, and estimates of site D U D E K City Wide Recycled Water Conversion 12 SCOPE OF SERVICES conversion costs. The previous established ranking of sites will be followed to address the most favorable sites first, thereby supporting fast tracking of site to construction. As discussed above, each site's documents will be uploaded to the document sharing site to facilitate regulatory approvals. Task 4.2 — Bidding Packages. As the site documents are being reviewed and approved, Dudek will prepare the necessary bidding documents using City standard formats. To save time, a standardized format will be used to maintain consistency in site documentation, as well as minimize document development and review durations. To facilitate fast tracking, bidding documents will be packages to allow the City to initiate advertisement and award of the initial bid packages early in the project, with subsequent bidding packages following as approvals are received. It is anticipated that three to four bid packages may be required to facilitate construction fast tracking, including: Construction Package I: Packaging of purpose-built site and sites with existing irrigation meters addresses potential high demand sites that are relative easily approved and constructed. • Construction Package 2: Packaging of lateral and meter installation facilitates fast tracking of construction within City streets. This construction is also more easily permitted and constructed, thereby facilitating fast track needs. • Construction Package 3 and 4: Having fast tracked initial site construction efforts with Package I and 2, the remaining sites will consist of progressively more difficult site retrofit operations, which may take longer to design and approve. Therefore, using the previously developed ranking, the design team will develop construction packages for the highest ranked sites. Recycled water demand will be tracked to avoid development of construction documents for excess demand beyond that which the City can implement.- It is projected that only one additional construction package will be required. However, the efforts may be divided into two packages to assure that the maximum construction is completed within the available schedule and funding deadline. Task 4.3 — Drawings. Dudek will prepare 20 -scale construction drawings, including details, for the proposed construction work. The document sets will include the minimum information requested by the City, and other information as necessary to obtain necessary approvals, and to avoid potential construction change orders. In general, to facilitate fast tracking of the needed construction, drawings will use plan view or aerial photos to identify needed construction. Details and photographs will be used to clarify construction as necessary. A standardized format will be used for all drawings, thereby minimizing bidding duration to assure that maximum construction is achieved within the available funding schedule. Task 4.4 — Technical Specifications. Dudek will prepare technical specifications for the construction projects, and provide specifications where needed. In general, City standard details will be used where appropriate. Standardized equipment selections will also be used to City Wide Recycled Water Conversion SCOPE OF SERVICES minimize site to site conversion differences. To the greatest extent possible, construction specifications will be included on the construction drawings, thereby maximizing construction completion and minimizing Contractor review duration. Task 4.5 — Bid Documents. Dudek will develop necessary bid documents using the City's standard contracting documents. The bid documents will comply with DBE/UDBE requirements related to Prop 50 project funding. If necessary, Dudek will work with City staff to incorporate necessary construction' incentives to assure maximum construction completion within funding schedules. Additionally, project bid documents will incorporate clear direction to potential bidders related to project scheduling, handling of weather and holiday delays, and other critical project considerations that might otherwise delay construction completion. It will be necessary to clarify handling of potential delay situations prior to bidding to avoid construction claims, but more importantly achieve the City goal relative to maximizing recycled water conversion within the project schedule limitations. Task 4.6 — General Delivery. Using the developed document sharing website, City staff will have unlimited access to project documents as they are developed. The following documents will be prepared for delivery, as well as any other documents needed for project completion: • Four sets of 50 percent design drawings to City for review. Four sets of 90 percent design drawings to City for review. Comments from each design submittal will be documented in meeting minutes for distribution. • Original hard copy set of final contract documents (including bid documents, drawings, technical specifications, and cost estimates). Final project drawings will be signed and sealed by the Project Manager, who is a California registered professional civil engineer. • Electronic copies of documents, including drawings in AutoCAD 2010 format. • Final design and analysis materials, prepared and submitted in accordance with the City's Digital Submission Standards Task 4.7 — Schedule & Cost Estimates. Dudek will develop final construction cost estimate and schedule for the proposed work based up on the final plans and specifications. Schedules and cost estimates will be provided for each construction package developed for fast tracking purposes. TASK 5: CONSTRUCTION BIDDING THROUGH CONTRACT AWARD Task 5.1 — Pre -Bid Conference. Dudek will assist the City in bidding of the various construction packages, and/or negotiating addition of subsequent change orders to the contract or existing Contractors. Considering the fast tracking needs of the City, selection of multiple Contractors may be desirable. As requested by the City, Dudek will assist with identification of available bidders. Dudek will attend the pre-bid conference(s), as appropriate. Task 5.2 — Interpretation and Addenda. We will support the City throughout the bidding process by interpreting the construction contract documents, preparing and issuing addenda, assisting the City in responding to questions and making recommendation to the City concerning the contract award. Every effort will be made to assure that documents for bidding. are complete and clear, thereby avoiding delays in construction schedules. D U D E K City Wide Recycled Water Conversion 14 TASK 6: CONSTRUCTION ENGINEERING SUPPORT Task 6.1 — Resident Engineer. The Dudek Team includes experienced and capable engineering support on a full or part-time basis, as necessary, to observe construction activities, inspect construction, conduct cross connection testing, and otherwise provide construction administration for the City. During construction, our Resident Engineer will perform the following requested services: • Conduct pre -construction meeting(s), as necessary, with City staff and the Contractor. We will also conduct additional meetings with City staff, the Contractor, and property owners, as required. Dudek will attend meetings with the City, County, Contractor, and regulatory agencies regarding interpretation of the contract documents, as required. • Monitor work of the Contractor and coordinate work with City staff to ensure the project is completed on time and within budget • Represent the City's interests to the Contractor and its subcontractors. • Process and respond, in writing, to requests for information/clarification (RFI/RFC) during construction, as well as investigate change order requests, make recommendations to City staff, and assist in negotiating final payment schedule and amount for potential change orders. Dudek will prepare and provide amended construction drawings, as necessary to complete construction. • Direct and inspect the Contractor's work during construction. Dudek will coordinate with the City inspector to ensure that inspection is complete for each constructed item. We will assist in quality assurance, and in achieving conformance with the contract plans and specifications. Daily logs of work progress, as well as photos, will be maintained for reference and review. • Provide office engineering and consultation, as required and coordinate with City staff in management of the construction contract. • Prepare supplementary sketches and details, as required to resolve field construction challenges that may be encountered. • Develop "punch list" items, including but not limited to, replacement of damaged landscaping, sidewalks, and pavement, and ensure that Contractor completes required work and activities. Review items requiring correction with Contractor and submit final inspection report to City staff upon completion. • Notify City staff when work is ready for final inspection and coordinate final inspection with Contractor and City staff. • Recommend to City staff when acceptance of project is warranted and issue final SCOPE OF SERVICES payment. • Coordinate with City staff to complete County Health department inspections and cross connection reviews. DUDEK City Wide Recycled Water Conversion SCOPE OF SERVICES Task 6.2 — Submittal Review by Resident Engineer. The Dudek Resident Engineer will perform submittal reviews for conformance with the contract documents, ensuring that the project(s) are constructed at or above design standards. Dudek will conduct its submittal review in an electronic format to minimize time for review and distribution of submittal comments. The developed document website will facilitate collection and distribution of submittals, and all electronic submittals will be locked to prevent subsequent changes once finalized. Task 6.3 — Record Drawings. Dudek will prepare the final record drawing based on field revisions. Field revisions will be documented on a single set of construction documents, and stored on the document website. Field photos and drawings will be used to assure the record drawings are accurate and complete. One full size original mylar reproducible set and one electronic version in AutoCAD will be submitted to the City in accordance with City standards at the completion of construction. Design drawings and specifications will be updated for the record drawing submittal. 3 SIMILAR PROJECT EXPERIENCE Dudek is a leader in recycled water projects from policy through operations. We combine in- depth technical expertise and extensive experience to plan, design, construct and manage recycled water facilities and infrastructure. Dudek is proud of our long tradition of providing high-value consultative and professional engineering services to cities like San Juan Capistrano. This section presents a select few similar projects that demonstrate our team's proven performance in assisting other agencies in defining, prioritizing and ultimately delivering cost effective, successful projects. In each of these projects, we have advocated for and partnered with our clients to permit, plan, and implement solutions that meet project -specific goals. Our approach to project focuses on early establishment of the clients needs and identifying alternative and 'best fit" solutions that meet immediate and long-term objectives. SPECIALIZED TEAM EXPERIENCE IN RECYCLED WATER • Policy Development • Master Planning • Permitting • Agency Coordination • Retrofit Design • Construction • Feasibility Studies • Site Assessment The City scan be assured the Dudek Team is experienced in developing, implementing, designing, and constructing recycled water retrofits. Dudek is at the forefront of recycled water engineering, completing dozens of projects throughout California that incorporate innovative technologies and techniques. The Dudek Team consists of individuals who have completed similar services for major Southern California recycled water agencies. Our project manager, key technical staff, and site assessment team members have planned and implemented the recycled water programs shown in Table 2, and are highlight in the following discussions. DUDEK City Wide Recycled Water Conversion DUDEK EXHIBIT B 31676 CAMINO CAPISTRANO. SUITE 200 SAN JUAN CAPISTRANO. CALIFORNIA 92675 T 949.4S0.2525 F 949.450.2626 April 15, 2013 Eric Bauman, PE City of San Juan Capistrano Utilities Department 32400 Paseo Adelanto San Juan Capistrano, California 92675 Subject: City of San Juan Capistrano will Maximize Water Resource Availability through Completion of its City Wide Recycled Water Conversions Project Dear Mr. Bauman: Successful conversion of the City's available recycled water customers will increase recycled water use by approximately 1,100 acre-feet per year (afy), meeting the requirements of its grant funding obligations under. the South Orange County Integrated Regional Water Management Implementation Program. But more importantly, the City will significantly reduce its reliance on imported water supplies. Successful project completion requires the following project team characteristics: • Dedicated, local office: Dudek has a local San Juan Capistrano office and the local resources to complete your project. Our Principal in Charge resides in the local office, and has been a resident of San Juan Capistrano for over 20 years. • Extensive Recycled Water Experience: Our Project Manager has over 29 year of recycled water experience. Supplemented by significant expertise in cross connection and retrofit inspection, we have the expertise and experience to get your project done. • Regulatory Relationships: The Dudek Team has worked closely with recycled water regulators throughout southern California, and will use our relationships to fast track the City's project to successful completion within the available funding timeframe. Included herewith is our estimated labor hours and fee for your recycled water conversion project. As requested, this fee proposal is being submitted under separate cover. The attached table defines the cost of each identified task, as well as the assumptions used in the development of our fee estimate. We have attempted to provide clear delineation between tasks to allow the City to evaluate the overall level of effort for each item. We are pleased to meet with you.and discuss any increases or decreases in our assumed level of effort. Our fee proposal is based on fast -tracking site retrofits to meet the funding deadline of December 31, 2013. WWW.DUDEK.COM EXHIBIT B EXHIBIT B Eric Bauman, PE Subject City Wide Recyded Water Conversions Project Dudek is located within a short driving distance of your offices, within the project service area, and our office is staffed and ready to begin this project immediately. This proposal is valid for 90 days. If you have any questions, or require any additional information, please do not hesitate to email or call at your convenience. Respectfully Submitted, DUDEK D. Michael Metts, PE Principal 760.479.4111 mmetts@dudek.com QIs;; 1�� � - Bob Ohlund, PE Vice President, Water Resources & Infrastructure 949.450.2525 x431 I bohlund@dudek.com D U D E K 2 April 15, 2013 W S � N J 1FZ9 C m '10 F Y V W o6 K m i Z n w o a O w Za LL a b X 0 W o u u m0 t� N5 u c 0 6 C� Y � W 6 U x j Z 0 N J m o a w 0 d x �F./'� Z W J Q Z W _ i LL p Wtl N; K X $o o W a"og c= a Ce 6 s Date of Request Requesting Dept Signature of Dept Head LEGAL SERVICES REQUEST FORM City of San Juan Capistrano City Attorney's Office PLEASE SUBMIT ALL DOCUMENTS ELECTRONICALLY Jhri 122 13 A065 Primary Contact Person (Project Manager) ❑ Urgent(Same Day) High Priority (2 Days) ❑ Regular (2 Weeks) ❑ rower Priority (2a Weeks) Due Date: Justin Kir-K Phone#/ E-mail (KiriC an(uaricapl$trara 61r, v—� V(0 I Project Name htgtW WW Conversion FnitLt. �nenc yr nc4�ca � Review Draft Agreement/Contract 0 Review Report & Draft Resolution for PC Agenda Draft/Review Municipal Code Amendment 0 Legal Opinion Review Report & Resolution for CC Agenda 0 Other (please describe): Review Report & Prepare Ordinance for CC Agenda List of Attached ❑ Need further back-up info: Completion Date: City Attorney comments: FINAL APPROVAL: 0 City Attorney BELOW FOR ATTORNEY USE By Attorney: N..e 2011 City of San Juan Capistrano 11 NAMES AND ADDRESSES OF VENDORS CONTACTED Vendor No. A PURCHASE REQUISITION 50 94699 67101 13601 000 B Fund Dept./Div Acct Project Cost Center $55,000.00 C Funds Available Purchase Order # Delivery 32400 Paseo Adelanto Address San Juan Capistrano CA 92675 Dudek 31878 Camino Capistrano, Suite 200 San Juan Capistrano, California 92675 IFQ-ty,Unit Description A Unit Price Total B C Unit Price Total I Unit Price rota 1 City Wide R/W Design $40,000.00 $40,000.00 0.00 - Contact: JJustin Kirk ext. 6381 Subtotal Sales Tax Shipping Total 40,000.00 0.00 0.00 0.00 $ 0.00 $ 40 000.00 0.00 0.00 Submitted by. Date:a ead: Date: Zg ::: pproved by: Date: GemStone Page 1 of 1 Welcome Justin Kirk! GEMS - Government e -Management Solutions Version 2.3,6.1 B Home FMS I FMS Reporting [ [ [ D -- ` �I� MSGovern® History GLSUM ACCOUNT SUMMARY 15:14:46:92 SUCCESSFUL ENTRY 000004 0.00 n Finance Workflow ❑X nen Account Inquiries -Nem Screen --- — — - - Account Sum En - �' Month/Type Dtt Status Control ; Digitcumb Detail Adj Inq Current Year Dill General Ledger i Grant Management i Accounts Payable Accounts Receivable Cash Receipts Purchasing (( Inventory Bid Administration i@) Fixed Assets Budget Preparation Work Order i Fleet Management Security Administration Account 150-94699-67101-13601-0001 TypeS EXPENDITURE As of 04 23 1 Account Name CAPITAL PROJECTS s A ACTIVE Accounting Entries Current Balance MTD Debits Credits YTD Debits Credits Budget Entries 0+ Original Budget 0+ Cary Over Encumbrance 0- Budget Adjustments 0+ Revised Budget 0- Expended YTD Encumbered Available Balance 0+ 0+ 55,000.00+ 55,000.00+ 0+ 0+ 55,000.00+ Inq First Badc Next http://sjc300v/GemStone/Gemstone.htm?FromDefault--YES 4/23/2013 City of San Juan Capistrano 11 NAMES AND ADDRESSES OF VENDORS CONTACTED VendorNo. A PURCHASE REQUISITION ll 50, 94699 67101 13602 000 B Fund Dept./Div Acct Project Cost Center $239,500.00 C Funds Available Purchase Order # very 32400 Paseo Adelanto San Juan Capistrano CA 92675 Address II t Dudek 31878 Camino Capistrano, Suite 200 San Juan Capistrano, California 92675 Fst !Unit Description A Unit Price Total 113 [Unit Unit Price Total Price rota 1 City Wide R/W Design $222,042.00 $222,042.00 0.00 $ - Contact: IJustin Kirk ext. 6381 Subtotal Sales Tax Shipping Total 222 042.00 $ 0.00 $ 0.00 0.00 0.00 $ 222 042.00 0.00 0.00 Submitted by. Date: ppby. Date: GemStone Page 1 of 1 Welcome Justin Kirk! GEMS - Government e -Management Solutions Version 2.3 +o Home FMS l FMS Reporting LW AN IRS IN, 00 History GLSUM ACCOUNT SUMMARY Finance Workflow 0 nnC1 Account Sum Encumb Detail General Ledger Grant Management Accounts Payable Accounts Receivable Cash Receipts Purchasing Inventory Bid Administration Z Fixed Assets Budget Preparation Work Order Fleet Management Security Administration 15:17:31:37 SUCCESSFUL ENTRY 000005 0.00 [X Account Inquiries Next Screen _ Adj Inq R� Current Year Dtl ' Month/Type Dtl Status Control Digit Account F573-7976-99-67101-13702 -000 Type5 EXPENDITURE As of 04 2 13 Xccount Name CAPITAL PROJECTS s A ACTIVE Accounting Entries Current Balance MTD Debits Credits YTD Debits Credits Budget Entries 0+ Original Budget 0+ Cary Over Encumbrance 0- Budget Adjustments 0+ Revised Budget 0- Expended YTD Encumbered Available Balance 0+ 0+ 239,500.00+ 239,500.00+ 0+ 0+ 239,500.00+ Inq First Back Next http://sjc300v/GemStone/Gemstone.htm?FromDefault=YES 4/23/2013 t)An CITY OF SAN JUAN CAPISTRANO DOCUMENT TRANSMITTAL FORM This form is for the transmittal of documents for signature. (e.g. Agreements. Contracts, Deeds, Easements) Date: /Lz3 / 13 Aget da Iteip No. fr AppOeable): City Council, SJCHA or SACRA Meeting Date (irapplicablet: Z3 / n 1 Brief description of document and/or services provided: e^ SI c I e r�X I J c,4 2.,z� / (-��2✓eD'$IUa� I Submitting Department: L'7 D Staff Contact: el /",-- Please sign each original of the attached document, where indicated and circulate in the below route order as applicable (Please note the procurement limitations below). When the document is fully executed, the City Clerk will provide a signed copy to the submitting department and to the Financial Services Department (when applicable), and will mail a signed original to the contractor/consultant. Step 1 urchasing— For Procurement Contracts/Agreements (if applicable) 0$3,000orless—(OelunmenrtleOSAurGoripNoPard Order Revuired-.STOP junherroaangnorne .r,) =S3,001 - $ I Q000—(Depunmem Ileod}Amhomp = $10,001 - $45,000 — (Cirp Smnuger'+Autl,urioi ��45o01 orover—(Op Coimail.lppmrnl Requtrod•1 •Uam ofCowcil Approval: or Resolution. No.. © Public Contracts $45,000 or less — (( 1n"llnnager'9 An poria Required) Q public Contracts over S45,000—(Cir,rCmmrl/'s Aurhorlq Required)*Date or Council Approval or Rcmlution. No Step 2 ❑i "Depamnent Head Step 4 U Finance Approved = Funding Available Not Approved ONo Funding Available 0 Not Applicable O Budget Amendment Required Director's Initials/Date Notes: Finance Initials/Dalt Step 3 City Attorney Step 5 ❑ City Manager Approved Not Approved Approvcit rAE7 Not Applicable Q Denied ttomey's Initials/Date City Manager's Initial's/Date: Step ❑ Insurence Req uirements (i f applicable)'d1ork f/re requirerrrenia included in the attached document =Commercial/General Liability Additional Insured Endorsement =Auto Liability Worker's Compensation =Professional/Enors and Omissions 0 Not Applicable = Public Works Contracts — Labor/Malerial B Performance Bonds Step 7 ❑ City Clerk (For Final Routing) Q Approval Process Completed — Copy of Contract Transmittal Form with documents forwarded to FS Department or back to the originating department as appropriate. 0 Denied — Returned to submitting depanmenl Please provide the following and return to the City Clerk's Office: City Clerk's Initial's/Date: Page 1 of 2 I . Contractor/Consultant Name: Di 2. Business License': ['Yes ❑ No License Number: —%O`±7—Date of Expiration I Z ? 1 I C3 •/f work is performed in the City, a Business License is required. 3. Contract Amount: $ 4. Budget Account Number: S. City Services and Facilities to be provided (If Applicable): 6. Is this a standard City contract? ff Yes ❑ No If no, explain: 7. Are two original contracts submitted? 9—Yes ❑ No If no, explain: 8. Contract Date: '( 2-c31 13 Expiration Date: Z 9. Insurance Certificate (ifapplicable) attached: L3 -Yes ❑ No If no, explain: 10. Purchase (ifapplicable) Requisition attached: ❑mss ❑ No If no, explain: Recap 12. W YYes n []'IVa If no, explain: u 1�f� ❑ Yes [a'No If no, explain: 13. New Vendor Application Form (f applicable) attached: ❑ Yes � If no, explain: 14. Does this document need to be recorded? ❑ Yes L—J'IQo If Yes, please provide only one original copy. The Financial Services Department will issue a Purchase Order (PO) to the submitting department, once all of the infomtation on this Contract Transmittal Form has been received by finance through the City Clerk's Office. Page 2 of 2 32400 PASEO ADELANTO SAN JUAN CAPISTRANO, CA 92675 (949) 493-1171 (949) 493.1053 FAX wmv sanjuancapistrano. org TRANSMITTAL TO: Dudek 31878 Camino Capistrano, Suite 200 San Juan Capistrano, CA 92675 Attn: Bob Ohlund DATE: April 24, 2013 FROM: Manny Ruelas, Office Assistant (949) 443-6308 MEMBERS OF THE CITY COUNCIL SAM ALLEVATO ROY L BYRNES. M.D. LARRY KRAMER DEREK REEVE JOHN TAYLOR RE: Personal Services Agreement — Prepare plans and specifications for the Recycled Water Conservation Projects. Thank you for providing documentation confirming compliance with the terms of the agreement related to insurance. Please keep in mind this documentation must remain current with our office during the term of the agreement. If you have questions related to insurance requirements, please call Manny Ruelas, Office Assistant at (949) 443-6308. If you have questions concerning the agreement, please contact Justin Kirk, Senior Management Analyst at (949) 443-6381. Enclosed is an Original Agreement for your records. Cc: Justin Kirk, Senior Management Analyst Betsy Dubois, Administrative Specialist San Juan Capistrano: Preserving the Past to Enhance the Future 0 P01Gd an 100'% rocyded P"r Manny Ruelas From: Manny Ruelas Sent Wednesday, April 24, 2013 3:28 PM To: Justin Kirk Subject Copy of Contract Transmittal for Dudek and Linkture Consulting Engineers This message contains attachments delivered via ShareFile. • Dudek- PSA.pdf (2.7 MB) • Linkture Consulting Engineers- PSA.pdf (36.3 MB) Download the attachments by clicking here. Hi Justin, Attached please find a copy of the transmittal to Dudek and Linkture Consulting Engineers. Let me know if you have any questions. Thanks! Manny Ruelas Office Assistant City of San Juan Capistrano 32400 Paseo Adelanto San Juan Capistrano, CA 92675 Phone:(949) 443-6308/ Fax: (949) 493-1053 04/23/2013 M'r D4GU�ye�a; d City of San Juan Capistrano Supplemental Agend Report TO: Karen P. Brust, City Manage; FROM: Keith Van Der Maaten, Utilities Director O(W Prepared by: Justin Kirk, Senior Management Analyst DATE: April 23, 2013 lllJJl SUBJECT: Consideration of a Personal Services Agreement for Engineering Services for the Proposition 50 Recycled Water Conversion Projects (CIPs 13601 and 13602) (Dudek) RECOMMENDATION: By motion, approve a Personal Services Agreement with Dudek to provide General administrative support (Task 1), site investigation and reports (Task 2), and final design and construction documents (Task 4) for the Proposition 50 recycled water conversion projects in an amount not to exceed $262,042. EXECUTIVE SUMMARY: At the time of the posting of the agenda for the April 23, 2013, City Council meeting, the Utilities Commission had not taken action on a recommendation to the City Council regarding the approval of a Personal Services Agreement with Dudek. At its April 22, 2013, special meeting the Utilities Commission took action to recommend to the City Council, to approve a Personal Services Agreement with Dudek to provide General administrative support (Task 1), site investigation and reports (Task 2), and final design and construction documents (Task 4) for the Proposition 50 recycled water conversion projects in an amount not to exceed $262,042, u�w 4/23/2013 D4 City of San Juan Capistrano Agenda Report TO: Karen P. Brust, City Manager FROM: Keith Van Der Maaten, Utilities Directo Prepared by: Justin Kirk, Senior Management Analyst DATE: April 23, 2013 SUBJECT: Consideration of a Personal Services Agreement for Engineering Services . for the Proposition 50 Recycled Water Conversion Projects (CIPs 13601 and 13602) (Dudek) RECOMMENDATION: By motion, approve a Personal Services Agreement with Dudek to provide General administrative support (Task 1), site investigation and reports (Task 2), and final design and construction documents (Task 4) for the Proposition 50 recycled water conversion projects in an amount not to exceed $262,042. EXECUTIVE SUMMARY: Capital Improvement Projects 13601 (Citywide conversions) and 13602 (Marbella conversions) are Proposition 50 funded project to perform recycled water conversions on irrigation services throughout the City and at the Marbella Golf Course. The conversion of these services, along with other Proposition 50 grant funded projects to expand and add supply to the City's recycled/non-potable water system, will reduce the use of domestic imported water in the City by 1,011 acre feet (AF) per year. Currently, the Capital Improvement Program budget for the recycled water projects has sufficient funds to cover the design work but does not have sufficient funds to cover design, construction support, and construction. The City submitted Grant Agreement No. 07-542-550 Amendment No. 4 to the State Water Resources Control Board (SWRCB) on February 21, 2013, (Attachment 3) that includes an expanded Citywide recycled water conversion project and an increase to the budget to cover all the costs from design through construction. The increase to the budget for the recycled water conversion project is proposed to be offset in Amendment 4 by a decrease in the budget to other Proposition 50 funded recycled water projects. The amendment is still pending approval by the SWRCB and is expected to be approved within the next 45 days. City Council Agenda Report April 23, 2013 Page 2 of 3 e Under the requirements of the Proposition 50 Grant Agreement No. 07-542-550, the Proposition 50 projects must be completed by December 31, 2013, or the City will not be entitled to reimbursement for the project expenses. Due to the need to begin the recycled water conversion projects as soon as possible to meet the project completion deadline, and due to the fact that the Amendment 4 budget to fully fund the recycled water conversion projects is still pending approval, staff is recommending approval of a Personal Services Agreement for only that portion of the proposal that the City currently has sufficient funding for in the budget which will cover the design of the project. Once the City receives approval from the SWRCB on the Amendment 4, staff will return to the City Council to amend the Personal Services Agreement to include the remaining elements of the proposal which are related to the bidding and construction engineering support for the recycled water conversion projects. Staff is recommending that the City Council approve a Personal Services Agreement with Dudek to provide General administrative support (Task 1), site investigation and reports (Task 2), and final design and construction documents (Task 4) for the recycled water conversion project in an amount not to exceed $262,042 (Attachment 1). Once the City receives approval from the SWRCB on Amendment 4, the Proposition 50 project budget will be increased and staff will return to the ,City Council to authorize a budget adjustment and to approve an amendment to the Personal Services Agreement to include the remaining items listed in the proposal as environmental tasks (Task 3), Construction Bidding (Task 5), and Construction Engineering Support (Task 6). DISCUSSION/ANALYSIS: Staff solicited bid proposals from nine (9) firms (Attachment 2). The City received bids from two firms and a decline to bid from two other firms. The following is a summary of the proposals: Firms: Total Price: Price of Approved Bid Items: Dudek $422,260 $262,042 RMC $585,428 $368,352 Tetra Tech Inc. Declined to bid Declined to bid Carollo Engineering Declined to bid Declined to bid Staff reviewed the proposals and interviewed Dudek. Dudek's proposal was responsive to all the elements of the project and provides adequate resources for engineering services during the recycled water conversions. The City submitted Grant Agreement No. 07-542-550 Amendment No. 4 to the SWRCB on February 21, 2013, that includes an expansion of the recycled water conversion projects and an increase to the budget to cover all the design and construction costs of the expanded project. The increase to the budget for the recycled water conversion project is proposed to be offset in Amendment 4 by a decrease in the budget to two other Proposition 50 funded recycled water projects: the rehabilitation and conversion of City Council Agenda Report April 23, 2013 Page 3 of 3 the T2 reservoir to a recycled water reservoir, and, the installation of a pipeline to connect the reservoir to our recycled water system. These two projects are proposed to be eliminated in favor of expanding the Citywide recycled water conversion project as the recycled water conversion projects take advantage of existing infrastructure to increase recycled water usage which decreases the use of domestic imported water and provides an immediate economic benefit to the City. In contrast, the T2 reservoir project and recycled pipeline project to connect the reservoir to the recycled water system only adds additional infrastructure with no increase in recycled water use. Additionally, the T2 reservoir and recycled pipeline projects are extremely expensive and environmentally challenging and it will be difficult to complete these projects by the December 31, 2013, deadline. FISCAL IMPACT: The original budget for CIP 13601 (Citywide conversions) and CIP 13602 (Marbella conversion) is $55,000 and $239,500, respectively, for a total of $294,500. The proposed Personal Services Agreement is not to exceed $262,042, therefore no additional appropriation of funds are necessary at this time. In the Grant Agreement No. 07-542-550 Amendment No. 4, CIP 13601 (Citywide conversions) is proposed to have $1,054,196 and CIP 13602 (Marbella conversion) has $239,500 for a combined total of $1,293,696 budgeted for Fiscal Years 2012-2013 and 2013-2014. The total amount for the work to be included in the amended Personal Services Agreement which includes all tasks is $422,260. ENVIRONMENTAL IMPACT: Not applicable. COMMISSION/COMMITTEE/BOARD REVIEW AND RECOMMENDATIONS: The Utilities Commission will review this item at its April 22, 2013, special meeting. Staff will provide a supplemental report to the City Council outlining its recommendation. NOTIFICATION: Dudek RMC Tetra Tech Inc. Carollo Engineering ATTACHMENT(S): Attachment 1 — Personal Services Agreement with Dudek Attachment 2 — Bidder's List Attachment 3 — Grant Agreement No. 07-542-550 Amendment No. 4 PERSONAL SERVICES AGREEMENT THIS AGREEMENT is made, entered into, and shall become effective this day of April, 2013, by and between the City of San Juan Capistrano (hereinafter referred to as the "City") and Dudek, (hereinafter referred to as the "Consultant"). RECITALS: WHEREAS, City desires to retain the services of Consultant regarding the City's proposal to prepare plans and specifications for the Recycled Water Conversion Projects; 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 the Consultant shall consist of those tasks as set forth in Exhibit A, attached and incorporated herin 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 8 months after the notice to proceed. Section 3. Compensation. 3.1 Amount. Total compensation for the services shall not exceed $262,042, as set forth in Exhibit 6, 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 1 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 the City. Invoices shall be addressed as provided for in Section 16 below. Section 4. Independent Contractor. It is agreed that Consultant shall act and be an independent contractor and not an agent or employee of the City, and shall obtain no rights to any benefits which accrue to Agency's employees. Section 5. Limitations Upon Subcontractina and Assignment. The experience, knowledge, capability and reputation of Consultant, its principals and employees were a substantial inducement for the 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 the 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. Chances 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. 2 Section 8. Time of Essence. Time is of the essence in the performance of this Agreement. Section 9. Compliance with Law. Consultant shall comply with all applicable laws, ordinances, codes and regulations of federal, state and local government. Section 14. 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. 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 3 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 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 - owned vehicles in an amount not less than one million dollars per occurrence ($1,000,000.00). 14.3 Workers' Compensation. If Consultant intends to employ employees to perform services under this Agreement, Consultant shall obtain and maintain, during the term of this Agreement, Workers' 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 4 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 insured 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). Priorto beginning any work underthis 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 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. 5 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: Keith Van Der Maaten To Consultant: Dudek 31878 Camino Capistrano, Suite 200 San Juan Capistrano, California 92675 Attn: Bob Ohlund 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 attomeys' 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. [SIGNATURE PAGE FOLLOWS] L IN WITNESS WHEREOF, the parties hereto have executed this Agreement. ATTEST: Maria Morris, City Clerk APPROVED AS TO FORM: Hans Van Ligten, City Attorney CITY OF SAN JUAN CAPISTRANO By: John Taylor, Mayor DUDEK By: Bob Ohlund, Vice President 7 EXHIBIT A - 156 PAGES DUDEK April 15, 2013 PREPARED FOR City of San Juan Capistrano Utilities 32400 Paseo Adelanto San Juan Capistrano, California, 92675 PREPARED BY Dudek 31878 Camino Capistrano, Suite 200 San Juan Capistrano, California 92675 800.450.1818 w .dudek.com EXHIBIT A DUDEK )1878 CAMINO CAPISTRANO. SUITE 200 $AN JUAN CAPISTRANO. CALIFORNIA 91675 T 949.002575 f949M03626 April 15, 2013 Eric Bauman, PE City of San Juan Capistrano Utilities Department 32400 Paseo Adelanto San Juan Capistrano, California 92675 Subject: City of San Juan Capistrano will Maximize Water Resource Availability through Completion of its City Wide Recycled Water Conversions Project Dear Mr. Bauman: Today's economic conditions stress public resources more than ever. In particular, balancing development of reliable infrastructure, decreasing water supply and increased regulation is challenging. The City of San Juan Capistrano (City) identified maximizing the use of available recycled water resources as a cornerstone of water resource profile. Completion of the City Wide Recycled Water Conversions Project will assure the City of achieving this important strategic objective. TABLE Of CONTENTS I. Project Understanding & 2. Scope of Services. ........................................................ 9 3. Similar Project Experience ............................................. 16 4. Project Team Organization............................................22 S. Project Schedule...............................................................28 6. Estimated Project Effort (separate cover)..................30 Appendix A. Resumes Appendix B. Recycled Water Retrofit Example Plans Successful conversion of the City's available recycled water customers will increase recycled water use by approximately 1,100 acre-feet per year (afy), meeting the requirements of its grant funding obligations under the South Orange County Integrated Regional Water Management Implementation Program. But more importantly, the City will significantly reduce its reliance on imported water supplies. Successful project completion requires the following project team characteristics: • Dedicated, local office: Dudek has a local San Juan Capistrano office and the local resources to complete your project. Our Principal in Charge resides in the local office, and has been a resident of San Juan Capistrano for over 20 years. IF Extensive Recycled Water Experience: Our Project Manager has over 29 year of recycled water experience. Supplemented by significant expertise in cross connection and retrofit inspection, we have the expertise and experience to get your project done. EF Regulatory Relationships: The Dudek Team has worked closely with recycled water regulators throughout Southern California, and will use our relationships to fast track the City's project to successful completion within the available funding timeframe. The Dudek Team is comprised of proven Southern California recycled water leaders. Our team members have planned, developed, and implemented the most recognized recycled water programs for the past 30 years. Our team includes a variety of proven recycled water professionals, who have worked for such agencies as Metropolitan Water District, Yucaipa www.ouoEN.COM Eric Boumon, PE Subject City Wide Recycled Water Conversions Project Valley Water District, Central and West Basin Municipal Water District, Upper San Gabriel Valley Municipal Water District, City of San Diego, City of Escondido, San Elijo joint Powers Authority, and City of Carlsbad, among others. Based on our experiences, we believe that we can streamline the City's overall recycled water conversion project, lowering design costs to maximize the customer conversions that the City is able to implement. It is our approach to identify the most cost effective customer sites for initial conversion, focusing on the 20 to 25 highest water use customers. We will package these high priority customers for bidding to fast track commencement of construction. Demand grouping will be critical to increasing recycled water deliveries, while minimizing cost to the City and the customers. City revenue is realized only when recycled water begins to flow through the new meters to the customers. The City has until December 31, 2013 to complete its recycled water conversion project. Our team members are ready to commence processing the initial project sites upon your written notice to proceed. We have strong working relationships with the California Department of Public Health (CDPH) personnel, and have developed several time saving measures to streamline CDPH approval of engineering reports and cross connection testing. We will discuss these and other time and cost saving capabilities with you upon selection. Dudek brings a holistic business approach, with sound management principles, to your Recycled Water Conversion Project. Our in-house GIS management analysis and programming capabilities will provide the expertise to develop the fast -tracking solutions needed to meet the project deadlines and satisfy CDPH review requirements. In fact, we have already developed many of these tools for other similar agencies, and will bring those solutions to the City's project. Dudek is located within a short driving distance of your offices, within the project service area, and our office is staffed and ready to begin this project immediately. We have a strong working knowledge of your organization, and are familiar with your standards. We would be proud to continue our working relationship with you and your staff through your selection of Dudek for your City Wide Recycled Water Conversions Project. The proposal is valid for 90 days. I would be pleased to discuss this submittal, or our extensive qualifications, with you further. If you have any questions, or require any additional information, please do not hesitate to email or call at your convenience. Respectfully Submitted, �DUUD'E�K % D. Michael Metts, PE Principal 760.479.41 1 1 mmetu@dudek.com Q� Bob Ohlund, PE Vice President, Water Resources & Infrastructure 949.450.2525 x431 I bohlund@dudek.com Wide Recycled Waver Conversion I PROJECT UNDERSTANDING & APPROACH .I Project Understanding The State of California Water Resources Control Board an County of Orange entered into a Grant Agreement in 2008 for the South County Integrated Regional Water Managemeni (IRWM) Implementation Program Grant to significantly enhanct water supply reliability and water quality within the region'! seven existing watersheds. The City of San Juan Capistranc (City) agreed to implement its portion of the IRWM Implementation Program Grant by execution of ar Implementation Memorandum of Understanding with the Count) of Orange. The grant is funded by the proceeds of bond sales As a part of its agreement, the City is required to complete Conversion Project by December 31. 2013. the current Recycled Water Successful completion of this project within the scheduling constraints will require a well - coordinated team of professionals, experienced in recycled water retrofit procedures, and highly familiar with the local area. The Dudek team has the following attributes that assure the City of achieving its goals: • Dedicated, local office: Dudek has a local San Juan Capistrano office and the local resources to complete the project. Our Principal in Charge resides in the local office, and has been a resident of San Juan Capistrano for over 20 years. • Extensive Recycled Water Experience: Our Project Manager has over 29 year of recycled water experience. Supplemented by significant expertise in cross connection and retrofit inspection, we have the expertise and experience to get your project done. • Regulatory Relationships: The Dudek team has worked closely with recycled water regulators throughout Southern California, and will use those relationships to fast crack the City's project to successful completion within the available funding timeframe. The current project consists of the design, permitting and construction of recycled water system conversions to the irrigation systems along Rancho Viejo Road, including San Juan Creek Road, the Marbella golf course and other selected service sites throughout the City. Successful completion requires a thorough understanding of the various irrigation systems converted, as well as experience in navigating the regulatory, health and safety challenges necessary to protect the public. To that end, the City has conducted a significant effort to identify available customers for recycled water conversion, including purpose-built irrigation systems and irrigation systems requiring additional effort. The City has provided an array of Geographic Information System (GIS) documentation, categorizing existing customer sites by current water supply, including those with domestic water service, non-domestic water service, and recycled water service. City staff has identified the following water supply conversion efforts for this project: City Wide Recycled Water Conversion PROJECT UNDERSTANDING & APPROACH Domestic water service converted to recycled water service. Non-domestic water service converted to recycled water service. Depending on recycled water availability and the challenges of system conversion, available customers for conversion to recycled water use will be prioritized. This prioritization will assure maximum recycled water use with the lowest overall cost and schedule. The City is faced with the challenge of accomplishing the necessary irrigation system conversions by the funding deadline of December 31, 2013. Our project team has investigated the potential for the City to receive an extension of this deadline from the County. Currently, it is not considered likely that an extension will be granted. Therefore, Dudek has approached this project with the understanding that no extension will be provided, and all planning, design and construction must be accomplished before the end of 2013. Despite this approach, Dudek will assist the City is requesting an extension, if necessary. Such an extension is only possible once the City has shown significant progress toward achievement of its recycled water retrofit goals. Potential Recycled Water Customers. Figure I illustrates the properties identified by the City for potential recycled water conversion, existing of approximately 177 individual sites and totaling approximately 1,160 acre- feet of recycled water demand (see Table below). Existing meters range in size from I- to 4 -inch, and there are approximately 87 individual water meters within the proposed conversion areas. The figure identifies existing and proposed recycled water infrastructure available to convey recycled water from its northern connection to the Moulton Niguel Recycled Water System, southerly along Rancho Viejo Road to primarily the eastern portions of the City service area. The differentiation in colors represent existing recycled water service (pink), domestic water properties to be converted to recycled water (light green), and non- domestic water properties to be converted to recycled water (dark green). City Wide Recycled Water Conversion —� A PROJECT UNDERSTANDING & APPROACH TABLE I. RECYCLED WATER USE SUMMARY r .. nmmmrmm�� Domestic Water to RW 507 122 Non Potable to RW 589 44 Existing RW 63 11 TOTAL 1,159 177 The City has the goal to increase the use of recycled water within its service area by approximately 1,100 acre-feet per year, thereby reducing in reliance on imported water. Increased recycled water use makes imported water available for domestic uses, and helps the City meet its obligations under recent state -mandated water use reduction requirements (20 percent by 2020). As stated previously, the City, using the power of its existing GIS, has identified the customers within its service area that are available for recycled water conversion. It will be necessary to prioritize those available properties based on a variety of criteria, including but not limited to: • Proximity to existing recycled water infrastructure, • Projected recycled water demand, • Water quality requirements as compared to the recycled water constituents, • Projected cost to complete the retrofit process, • Customer interest in using recycled water, • Type of water demand, and • Regulatory and permitting challenges. These criteria, as well as others identified, will be used to establish a priority ranking, where the customers that are most easily and cost effectively completed are converted fust Once the "low hanging fruit" is converted, then additional prioritized customers will be addressed based on available funding and recycled water supply. Prioritization of the customers will focus on conversion of domestic water customers over non-domestic customers, as domestic water is more expensive water to supply as compared to non-domestic water. the target of 1,100 AFY will be met to assure the City meets is funding obligations. 1.2 Recycled Water Conversion Approach Completion of the City's retrofit projects within the available timeframe will require a well - coordinated effort, incorporating planning, design, permitting, California Department of Health Services (CDPH) approval, other regulatory approvals, and construction of the needed facilities. Scheduling of project activities will be critical to project success. Cry Glg basetl Customer Retmfa Consruceon Con, UdIon Monitoring, mentlRueon&Master Customer Ptlorlllwtlun& Documents&CDPH CDPHlnspectl.n&Rec•rtl Engineering Report glte Assessment Regulatory approval Drawings DUDEK City Wide Recycled Water Conversion PROJECT UNDERSTANDING & APPROACH Efforts must be completed in accordance with the CDPH Guidelines for the Preparation of an Engineering Report for the Production, Distribution and Use of Recycled Water, March 2001, and the Recycled Water Criteria in California Code of Regulations, Tide 12. The following discussions highlight specific scheduling challenges and our proposed approach: Streamlined Regulatory Review & Approvals. It will be necessary to fast track the regulatory review process, particularly with regard to the CDPH. For this reason, Dudek proposes to develop a Master Engineering Report, early in the project, for review and approval by the CDPH. The Master Report addresses recycled water use for users within the City service area. Upon approval of the Master Report by CDPH staff, supplemental reports will be prepared for each conversion site. Individual customer reports include the site location, the connection from the recycled water distribution system, the intended use of recycle water on the site, identification of the site compliance person, plans or aerials of the proposed use area, site irrigation plans, site investigation and assessment, and other information, as appropriate. As the City must fast track health department approval for conversion of as many sites as possible in the limited schedule, a website will be created to upload plans (irrigation customers) and engineering reports (purpose-built, dual plumbed, and industrial customers) for CDPH review and approval. CDPH comments and responses, along with the revised drawings, are uploaded to the website for final approval. Dudek has used Sharepoint websites for similar document sharing sites in the past, and will develop an appropriate site for project use. The established document repository website facilitates coordination and communication between the City and Dudek Team with CDPH staff to assure that project documents are readily available for regulatory review, and that approvals are received to support the project completion schedule. Site Assessment Surveys. Using the City -provided GIS data, Dudek will conduct the initial prioritisation of recycled water customers to identify sites that are easily converted to recycled water use. These sites typically have existing irrigation meters and are located adjacent to or very near existing recycled water infrastructure. The purpose of this initial step is to expedite development of bidding documents for the initial phase of construction, thereby allowing the City to begin construction as soon as possible. These sites typically represent the most economical sites for conversion. Beyond the initial investigation, site assessments are conducted in the field to identify actual site conditions, as well as the effort needed for conversion. Dudek conducts these surveys using GIS -based field tablets. Our tablet -based data collection methods allow simultaneous development of site data, quantification of conversion requirements, collection of site photos, and GPS location of existing and needed retrofit facilities. Expediting data collection shortens field time and allows Dudek to expedite drawing development for regulatory review and subsequent construction. Site assessments allow ranking of the remaining sites based on time Ocy Wide Recycled Water Conversion PROJECT UNDERSTANDING & APPROACH and cost to convert to recycled water use, allowing maximization of recycled water use within the cost and schedule limitations. Each customer site is assessed to identify water demand and delivery requirements, location of existing and proposed facilities, site conditions, and other information pertinent to permitting of the specific retrofit. Information is recorded in the field and transferred, in real-time, to our office to facilitate development of retrofit design plans, engineering cost estimates, and/or supplements to the Master Engineering Report. To support the City's need to fast tack project approvals (goal is a cwo-week turnaround), Dudek will developed standards for simple retrofit concept drawings that will be used for retrofit drawings submitted to the CDPH. This process gives the City and CDPH a common set of standards for line work styles, irrigation system symbols, and irrigated area cross hatched patterns. The retrofit drawings will be legible in black and white, with the unique line types and area cross -hatching. Initiation of Construction. The limited project schedule necessitates that construction activities commence as soon as possible within the project timeline. Based on discussions with City staff, it is projected to take between two and three months for construction advertisement, bidding and award. Therefore, Dudek proposes to expedite the process by parallel execution of design and construction efforts. The initial construction package will focus on customers with existing irrigation meters and/or purpose-built irrigation systems. Dudek will prepare the construction package and obtain CDPH approval in minimum duration. At that point, the City will be able to advertise that portion of the project for construction. While construction is underway for the initial construction package, Dudek will complete the remaining construction package(s). Subsequent construction packages may be negotiated with the selected Contractor, depending on City preference. Contractor Licensing Requirements. It may be necessary to develop two construction contracts for the project, to include lateral connections from the recycled water main to new recycled water meters and the irrigation system retrofit work on the customer side of the meters. Work conducted in the street requires a C-34 or A Contractor's license, while the on-site work may be completed by a Contractor with a C-37 irrigation system license. It is possible that a single Contractor may have all three licenses, and such a Contractor could potentially provide cost and schedule saving to the City. However, at this time, we anticipate the need to advertise lateral and meter installations separate from on-site irrigation conversions. Dudek will prepare the appropriate project documents for expedited advertisement and commencement of construction. The sooner we are in construction, the more opportunity the City has for increased recycled water use achievement. Recycled User Commitments. One of the more critical challenges in recycled water retrofit projects is the commitment of end users to recycled water use. As such, Dudek typically obtains commitment letters during the site assessment stage. Commitment letters provide confidence that recycled water demand goals will be achieved. However, as the City needs to fast track the construction of its conversion projects, we recommend that commitment letters be waived for this project Enforcement of a Ciry-mandated use ordinance City Wide Recycled Water Conversion PROJECT UNDERSTANDING & APPROACH may be needed to facilitate customer compliance. These challenges will be discussed with City staff upon commencement of the project, prior to initial customer contact Construction Oversight & Regulatory Inspection. Considering project schedule limitations, construction oversight will be critical to project success. Our Resident Engineer will anticipate construction challenges and schedule necessary CDPH inspections to facilitate the project schedule. Field staffing for the Dudek Team are experienced with retrofit projects, and will assure that proper inspection, cross connection testing and agency review/inspection is completed to meet the project deadline. Members of the Dudek Team are AW WA backflow prevention certified. _ Seasonal Challenges. The City retrofit program is being completed between the months of April and December 2013. Few delays are anticipated through the month of October due to weather. However, as construction continues through November and December, the likelihood of weather delays become more prevalent Our approach to these potential delays will include expediting the project into construction at the earliest time possible. During construction, Dudek will meet weekly with the Contractor to monitor progress and facilitate the addition of Contractor crews to meet the project deadline or avoid project delays resulting from weather impacts. The project may also be impacted by holidays toward the end of the year. Similarly, the only remedy for these impacts will be the establishment of early construction and facilitating Contractor production prior to holiday impacts. As the deadline for project completion is unlikely to be extended. Dudek will assure that sufficient language is included in the contract documents to assure that the project schedule is achieved. Consideration will be given to construction incentives to assure that schedules are maintained, which will be discussed with City staff prior to construction bidding. 3 -inch Irrigation Pipeline Designs. In accordance with Addendum I of the RFP, Dudek will provide the necessary design effort for the 14 sites requiring additional irrigation piping design. These designs will make use of City standard details to the maximum extent possible, to minimize the time required for design. During construction, these pipelines will be added to the appropriate construction package that facilitates their construction in the most economical way. g g Targeting High Value Customer Sites. g As shown in the figure to the right, targeting ...r..+..- high -demand customers results in lowest cost per acre-foot for retrofitting, based on available City data. Based on this analysis, the City can achieve 1,040 AFY of demand increase by converting customers with demands greater than 2 AFY. Beyond that level, very little demand offset is achieved at --- very high cost The Dudek Team will discuss these cost/benefit challenges with City staff. DUDEK City Wide Recycled Water Conversion 8 A detailed Scope of Services assures the City that its project is completed SUCCeSSfully, and achieves the expected goals and objectives, while maintaining project control, assuring quality, and facilitating the proposed budget and schedule. TASK I: GENERAL ADMINISTRATION, MEETINGS AND PRESENTATIONS The key to success of every project is proactive project management and effective communication. Proactive project management involves balancing key project elements, while communicating project progress to the client and each project team member. Core members of our Project Team are experienced project managers in their own right, and use the following tools to deliver projects successfully. The use of these tools to track project milestones allows project changes to be anticipated and managed, keeping the project objectives in focus. Task 1.1 — Coordination. Our project management tools begin with our Project Management Plan (PMP). Each project receives a customized plan to meet project goals and objectives. Michael Metes, PE, will serve as the single point of contact between Dudek and the City. Mr. Meets will make sure assigned team members are aware of the project goals and objectives, and together with City staff, will determine the project critical success factors. Our PMP requires input for Critical Success Factors, document distribution, file structures, schedule, budget tracking, deliverables, QNQC procedures, and communication. Monthly progress reports, such as the one shown here, are developed to meet City standards and sent from Dudek to the City project manager each month, providing project updates about work completed during the past month, anticipated work for the next month, requested client actions, planned deliverables and scope and budget discussion items. We undersand the importance of staying on or ahead of the project schedule, particularly with regard to the limited schedule that the City is implementing. Upon receiving your notice to proceed, Mr. Meets will enter project information into the Dudek online tracking system. Dudek uses a deliverable calendar to help visualize how we track each project deliverable. Entering each project deliverable allows us to prepare ahead of time for project overlaps and foresee our entire team's project workload, resulting in more effective and efficient project management Each project ask is tracked by use of an action -decision log. This log identifies clear actions needed to meet project milestones, and who is responsible for each item. Dudek project managers are responsible for entering and maintaining log information, and for notifying project team members of their responsibilities. DUDEK City Wide Recycled Water Conversion m4, s,akn[uape,e [memk cmm -1 .m SCOPE OF SERVICES • In addition to online project tracking, the PMP a includes worksheets for schedule tracking and tracking project progress in relation to the project budget (see example of earned -value tracking to left). Included within the schedule will be Dudek and client coordination events: progress meeting dates, submittal dates, stakeholder meetings, customer meetings, and the production of deliverables throughout the _ _ • _ _ - _ _. g g- project 3 Cost maintenance is a key project factor for each client We are committed to adhering to our proposed scope and fee for a given task and notifying the client immediately if changes are required. Dudek uses earned -value tracking, a method that shows a cost -to -schedule comparison so we are constantly and visually reminded where our project costs are in relation to the project schedule. Proactively managing the project schedule and budget from the onset of the project provides the project manager with the early warning indicators necessary to manage the work effort and protect the project budget Taskl.2 - Project Goals and Strategy. Critical to a successful project is clarity and alignment on the project goals and strategy. At the beginning of the project, Dudek will hold a project kickoff meeting to discuss the scope and parameters of the project At this meeting, our team members identify the specific goals for accomplishment during the project and develop the most effective strategy to accomplish those goals. Subsequent to the kickoff meeting, Dudek submits to the City a memorandum documenting the project goals, execution strategy and any deviations from the contract Taskl.3 - Project Schedule. At the beginning of each design phase (preliminary and final) of the project Dudek prepares a work plan to set forth the significant milestones and deliverables to ensure compliance with the project goals and execution strategy. Dudek presents a written list of information required and the dates needed by to maintain the project schedule. Dudek meets with the City for presentation and review of the work plan. The detailed project schedule for each phase is in addition to an overall project schedule and is deliverable at project commencement The City has provided an extensive project schedule, which we have reviewed. Slight modifications are inevitable in a retrofit projects, as the project must adapt to regulatory requirements, inspection availability, and customer concerns. However, we believe that the retrofit project can be accomplished within the available timeframe of the grant deadlines without a grant deadline extension. Taskl.4 - Design Progress Meetings. Progress meetings are an essential part of our communication strategy for successful project management Our project manager coordinates and leads project -related progress meetings, both with the City and internally. Requested meeting participants are notified in advance, receive an agenda at least one week in advance, and receive meeting minutes within three days of the meeting date. Meetings for this project will include the project kick-off meeting and monthly progress meetings. A total of five progress meetings are included in this proposal. It is anticipated that at one of the first City Wide Recycled Water Conversion 10 SCOPE OF SERVICES meetings, the Dudek team will attend a City design review meeting to meet with the staff, present the concept plans and receive critical City feedback. Taskl.S — Project Components. The typical City project components are listed below. These designations are used by Dudek for identification and cost assignment. Modification or addition to these components may be necessary to effectively track the specific components of this project. • General Administration, Meetings, and Presentations • Site Investigation and Report • Environmental Tasks (N/A) • Final Design and Construction Documents • Construction Bidding Through Contract Award • Construction Engineering Support TASK 2: SITE INVESTIGATION AND REPORT Task 2.1 — Data Collection. Data collection is a critical component of the success of the City's Recycled Water Conversion Program. In conjunction with Task 2.2, Dudek will review available plans, specifications, reports and operating data for the irrigation systems for each proposed retrofit site (in addition to the review already conducted on the information previously provided by the City), and evaluate each for conversion to recycled water. Our team will meet with the City and property owners for additional information necessary for the conversion process. Task 2.2 — Retrofit Site Assessment. Using the GIS information provided by the City, Dudek will prepare a list of available recycle conversion customers. Each customer site will be reviewed to determine the relative difficulty to be encountered during the retrofit process (prior to field assessment). Customer sites that are purpose-built to accept recycled water and those with separate irrigation meters will be given the highest priority for initial processing. The remaining customer sites will be prioritized based on recycled water demand, distance from existing facilities and other differentiating characteristics. The prioritized list is carried forward to Task 2.3 for field investigation. Task 2.3 — Site Investigation. Dudek will review available as -built irrigation drawings and perform site visits to evaluate the irrigation system of each landscaped area identified for conversion. These on-site evaluations include: • Mapping of the area to be converted to recycled water, including any facilities to remain on potable water, • Identification of new lateral and meter construction, as well as on-site retrofit construction needs. • Preliminary cross connection test of the site to locate any actual or potential cross connections with other systems, • Identification of key facilities needed to complete the conversion, and City Wide Recycled Water Conversion SCOPE OF SERVICES • Quantity estimate of the equipment and facilities required for the conversion (e.g. sprinkler heads, signs, etc.). This investigation will be conducted using GIS based field equipment to expedite the collection of data and preparation of required construction documents. An Investigation Report will be completed for each site and submitted to the City for review. Task 2.3 — Present Preliminary Findings. Once site investigations are complete, the Dudek team will develop a draft preliminary findings report and submit this to the City for review and comment. The Dudek team will meet with City staff to review comments on the report and conversion plans, then revise the report as necessary and submit two hard copies and an electronic copy of the final preliminary design report to the City. TASK 3: ENVIRONMENTAL TASKS The success of this project to maximize the number of conversions relies on the seamless process for each site, including the customer, City, South Orange County Wastewater Authority (SOCWA). County, and CDPH approvals. Each of these agencies will be provide access to the proposed document sharing website, thereby facilitating their individual review efforts. Each agency will receive the proposed Master Engineering Report, as well as site specific supplemental engineering reports and conceptual retrofit drawings. Task 3.1 — CDPH Approval. Conceptual retrofit drawings and engineering reports will be prepared, as appropriate, for customer and regulatory approval. Comments will be incorporated to facilitate plan approval. Task 3.2 — County Health Care Cross Connection. Dudek will prepare and submit cross -connection documentation to the Orange County Environmental Health Division. Cross connection evaluations will be prepared by the same team members conducting site assessments to minimize coordination and completion schedules. Task 3.3 — SOCWA Report. Dudek will prepare reports for SOCWA on the conversion sites. Our team has an established working relationship with SOCWA staff, thereby facilitating review and approval of the submitted documents. Task 3.4 — Onsite Operators Affirmative Acceptance of RW. Dudek will confirm and obtain from each site irrigation operator his/her understanding of the Rules and Regulations for the Use of Recycled Water. Dudek will review the City documentation regarding its recycled rules and regulations, and update the document as necessary to meet current regulatory requirements. TASK 4: FINAL DESIGN AND CONSTRUCTION DOCUMENTS Task 4.1 — Prepare Conversion Plans. As discussed in Task 2.2, a conversion plan will be developed for each retrofit site, including potential new laterals and meters, as well as on-site retrofit needs. Our GIS -based site assessment procedure will facilitate accurate and complete identification of needed facilities. The information developed under Task 2.2 will form the basis for development the Site Retrofit Drawings, engineering reports, and estimates of site City Wide Recycled Water Conversion 12 SCOPE OF SERVICES conversion costs. The previous established ranking of sites will be followed to address the most favorable sites first, thereby supporting fast tracking of site to construction. As discussed above, each site's documents will be uploaded to the document sharing site to facilitate regulatory approvals. Task 4.2 — Bidding Packages. As the site documents are being reviewed and approved, Dudek will prepare the necessary bidding documents using City standard formats. To save time, a standardized format will be used to maintain consistency in site documentation, as well as minimize document development and review durations. To facilitate fast tracking, bidding documents will be packages to allow the City to initiate advertisement and award of the initial bid packages early in the project, with subsequent bidding packages following as approvals are received. It is anticipated that three to four bid packages may be required to facilitate construction fast tracking, including: • Construction Package I: Packaging of purpose-built site and sites with existing irrigation meters addresses potential high demand sites that are relative easily approved and constructed. • Construction Package 2: Packaging of lateral and meter installation facilitates fast tracking of construction within City streets. This construction is also more easily permitted and constructed, thereby facilitating fast track needs. • Construction Package 3 and 4: Having fast tracked initial site construction efforts with Package I and 2, the remaining sites will consist of progressively more difficult site retrofit operations, which may take longer to design and approve. Therefore, using the previously developed ranking, the design team will develop construction packages for the highest ranked sites. Recycled water demand will be tracked to avoid development of construction documents for excess demand beyond that which the City can implement It is projected that only one additional construction package will be required. However, the efforts may be divided into two packages to assure that the maximum construction is completed within the available schedule and funding deadline. Task 4.3 — Drawings. Dudek will prepare 20 -scale construction drawings, including details, for the proposed construction work. The document sets will include the minimum information requested by the City, and other information as necessary to obtain necessary approvals, and to avoid potential construction change orders. In general, to facilitate fast tracking of the needed construction, drawings will use plan view or aerial photos to identify needed construction. Details and photographs will be used to clarify construction as necessary. A standardized format will be used for all drawings, thereby minimizing bidding duration to assure that maximum construction is achieved within the available funding schedule. Task 4.4 — Technical Specifications. Dudek will prepare technical specifications for the construction projects, and provide specifications where needed. In general, City standard details will be used where appropriate. Standardized equipment selections will also be used to City Wide Recycled Water Conversion 13 SCOPE OF SERVICES minimize site to site conversion differences. To the greatest extent possible, construction specifications will be included on the construction drawings, thereby maximizing construction completion and minimizing Contractor review duration. Task 4.5 — Bid Documents. Dudek will develop necessary bid documents using the City's standard contracting documents. The bid documents will comply with DBEIUDBE requirements related to Prop 50 project funding. If necessary, Dudek will work with City staff to incorporate necessary construction incentives to assure maximum construction completion within funding schedules. Additionally, project bid documents will incorporate clear direction to potential bidders related to project scheduling, handling of weather and holiday delays, and other critical project considerations that might otherwise delay construction completion. It will be necessary to clarify handling of potential delay situations prior to bidding to avoid construction claims, but more importantly achieve the City goal relative to maximizing recycled water conversion within the project schedule limitations. Task 4.6 — General Delivery. Using the developed document sharing website, City staff will have unlimited access to project documents as they are developed. The following documents will be prepared for delivery, as well as any other documents needed for project completion: • Four sets of 50 percent design drawings to City for review. Four sets of 90 percent design drawings to City for review. Comments from each design submittal will be documented in meeting minutes for distribution. • Original hard copy set of final contract documents (including bid documents, drawings, technical specifications, and cost estimates). Final project drawings will be signed and sealed by the Project Manager, who is a California registered professional civil engineer. • Electronic copies of documents, including drawings in AutoCAD 2010 format. • Final design and analysis materials, prepared and submitted in accordance with the City's Digital Submission Standards Task 4.7 — Schedule & Cost Estimates. Dudek will develop final construction cost estimate and schedule for the proposed work based up on the final plans and specifications. Schedules and cost estimates will be provided for each construction package developed for fast tracking purposes. TASK 5: CONSTRUCTION BIDDING THROUGH CONTRACT AWARD Task 5.1 — Pre -Bid Conference. Dudek will assist the City in bidding of the various construction packages, and/or negotiating addition of subsequent change orders to the contract or existing Contractors. Considering the fast tracking needs of the City, selection of multiple Contractors may be desirable. As requested by the City, Dudek will assist with identification of available bidders. Dudek will attend the pre-bid conference(s), as appropriate. Task 5.2 — Interpretation and Addenda. We will support the City throughout the bidding process by interpreting the construction contract documents, preparing and issuing addenda, assisting the City in responding to questions and making recommendation to the City concerning the contract award. Every effort will be made to assure that documents for bidding are complete and clear, thereby avoiding delays in construction schedules. City Wide Recycled Water Conversion 14 TASK 6: CONSTRUCTION ENGINEERING SUPPORT Task 6.1 — Resident Engineer. The Dudek Team includes experienced and capable engineering support on a full or part-time basis, as necessary, to observe construction activities, inspect construction, conduct cross connection testing, and otherwise provide construction administration for the City. During construction, our Resident Engineer will perform the following requested services: • Conduct pre -construction meeting(s), as necessary, with City swff and the Contractor. We will also conduct additional meetings with City staff, the Contractor, and property owners, as required. Dudek will attend meetings with the City, County, Contractor, and regulatory agencies regarding interpretation of the contract documents, as required. • Monitor work of the Contractor and coordinate work with City staff to ensure the project is completed on time and within budget SCOPE OF SERVICES • Represent the City's interests to the Contractor and its subcontractors. • Process and respond, in writing, to requests for information/clarification (RFI/RFC) during construction, as well as investigate change order requests, make recommendations to City staff, and assist in negotiating final payment schedule and amount for potential change orders. Dudek will prepare and provide amended construction drawings, as necessary to complete construction. • Direct and inspect the Contractor's work during construction. Dudek will coordinate with the City inspector to ensure that inspection is complete for each constructed item. We will assist in quality assurance, and in achieving conformance with the contract plans and specifications. Daily logs of work progress, as well as photos, will be maintained for reference and review. • Provide office engineering and consultation, as required and coordinate with City staff in management of the construction contract. • Prepare supplementary sketches and details, as required to resolve field construction challenges that may be encountered. • Develop "punch list" items, including but not limited to, replacement of damaged landscaping, sidewalks, and pavement, and ensure that Contractor completes required work and activities. Review items requiring correction with Contractor and submit final inspection report to City staff upon completion. • Notify City staff when work is ready for final inspection and coordinate final inspection with Contractor and City staff. • Recommend to City staff when acceptance of project is warranted and issue final payment • Coordinate with City staff to complete County Health department inspections and cross connection reviews. DUDEK City Wide Recycled Water Conversion IS SCOPE OF SERVICES Task 6.2 — Submittal Review by Resident Engineer. The Dudek Resident Engineer will perform submittal reviews for conformance with the contract documents, ensuring that the project(s) are constructed at or above design standards. Dudek will conduct its submittal review in an electronic format to minimize time for review and distribution of submittal comments. The developed document website will facilitate collection and distribution of submittals, and all electronic submittals will be locked to prevent subsequent changes once finalized. Task 6.3 — Record Drawings. Dudek will prepare the final record drawing based on field revisions. Field revisions will be documented on a single set of construction documents, and stored on the document website. Field photos and drawings will be used to assure the record drawings are accurate and complete. One full size original mylar reproducible set and one electronic version in AutoCAD will be submitted to the City in accordance with City standards at the completion of construction. Design drawings and specifications will be updated for the record drawing submittal. Dudek is a leader in recycled water projects from policy through operations. We combine in- depth technical expertise and extensive experience to plan, design, construct and manage recycled water facilities and infrastructure. Dudek is proud of our long tradition of providing high-value consultative and professional engineering services to cities like San Juan Capistrano. This section presents a select few similar projects that demonstrate our team's proven performance in assisting other agencies in defining, prioritizing and ultimately delivering cost effective, successful projects. In each of these projects, we have advocated for and partnered with our clients to permit, plan, and implement solutions that meet project -specific goals. Our approach to project focuses on early establishment of the clients needs and identifying alternative and "best fit' solutions that meet immediate and long-term objectives. SPECIALIZED TEAM EXPERIENCE IN RECVClED WATER • Policy Development • Master Planning • Permitting • Agency Coordination • Retrofit Design • Construction • Feasibility Studies • Site Assessment The City scan be assured the Dudek Team is experienced in developing, implementing, designing, and constructing recycled water retrofits. Dudek is at the forefront of recycled water engineering, completing dozens of projects throughout California that incorporate innovative technologies and techniques. The Dudek Team consists of individuals who have completed similar services for major Southern California recycled water agencies. Our project manager, key technical staff, and site assessment team members have planned and implemented the recycled water programs shown in Table 2, and are highlight in the following discussions. City Wide Recycled Water Conversion DUDEK EXHIBIT B 31878 CAMINO CAPISTRANO. SUITE ZOO SAN JUAN CAPISTRANO. CAL60RNIA 93675 T 999.450.7535 F 949 6SO.36E6 April 15, 2013 Eric Bauman, PE City of San Juan Capistrano Utilities Department 32400 Paseo Adelanto San Juan Capistrano, California 92675 Subject: City of San Juan Capistrano will Maximize Water Resource Availability through Completion of its City Wide Recycled Water Conversions Project Dear Mr. Bauman: Successful conversion of the City's available recycled water customers will increase recycled water use by approximately 1,100 acre-feet per year (afy), meeting the requirements of its grant funding obligations under the South Orange County Integrated Regional Water Management Implementation Program. But more importantly, the City will significantly reduce its reliance on imported water supplies. Successful project completion requires the following project team characteristics: • Dedicated, local office: Dudek has a local San Juan Capistrano office and the local resources to complete your project. Our Principal in Charge resides in the local office, and has been a resident of San Juan Capistrano for over 20 years. • Extensive Recycled Water Experience: Our Project Manager has over 29 year of recycled water experience. Supplemented by significant expertise in cross connection and retrofit inspection, we have the expertise and experience to get your project done. • Regulatory Relationships: The Dudek Team has worked closely with recycled water regulators throughout southern California, and will use our relationships to fast track the City's project to successful completion within the available funding timeframe. Included herewith is our estimated labor hours and fee for your recycled water conversion project As requested, this fee proposal is being submitted under separate cover. The attached cable defines the cost of each identified task, as well as the assumptions used in the development of our fee estimate. We have attempted to provide clear delineation between tasks to allow the City to evaluate the overall level of effort for each item. We are pleased to meet with you and discuss any increases or decreases in our assumed level of effort. Our fee proposal is based on fast -tracking site retrofits to meet the funding deadline of December 31, 2013. W W W.OUDEK.COM EXHIBIT B EXHIBIT B Eric Bauman, PE Subject City Wide Regded Water Conversions Project Dudek is located within a short driving distance of your offices, within the project service area, and our office is staffed and ready to begin this project immediately. This proposal is valid for 90 days. If you have any questions, or require any additional information, please do not hesitate to email or call at your convenience. Respectfully Submitted, D�UUDDE'K� D. Michael Metts, PE Bob Ohlund, PE Principal Vice President, Water Resources & Infrastructure 760.479.41 11 949.450.2525 x431 I mmetts@dudek.com bohlund@dudek.com DUDEK 2 April 15, 2013 G o w i 2 W CZ 0 N J (LJ Ni Z O U V r m Q f U W J =z 3 W XTx 0 W V ' V aK Q J J u a O O_ O K „ FV' 6 G o w i u Z N J CO > 2 O F V V Z p y n m 2�9 = Z w LL N C C O d. p W 0C a5 �= o d CO > C „ FV 6 Bidders List Recycled Water Conversions: • Black and Veatch • Kennedy Jenks • Psomas • RBF • Phoenix Civil • Carollo Engineering • Tetra Tech • RMC • Dudek Attachment 2 32400 PASEO AOELANTO SAN JUAN CAPISTPANO, CA 92675 (949)4931171 (949) 493 1053 1A I(li'N{.11/lIII10/I((Illl.f llOIIILNI'a February 21, 2013 Marilyn Thom OC Watersheds Program Manager Orange County Public Works 2301 N. Glassell Orange, CA 92865 Dear Ms. Thoma: MEMBERS OFTNE CRY COUNCIL ROY NL MNE1 LAR L. KRAMER M 0 IMBY RMMEP DEREKR EE JDRNTAYLOR ONN F Thank you for meeting with the City of San Juan Capistrano Utilities Department on January 23e°, 2013 to discuss Prop 50 project revisions and amendment to the grant agreement. This letter and attached exhibits are a follow up to the items requested at the meeting. The exhibits include prior correspondence for reference, proposed revisions to the gmrrt agreement, new project descriptions, CEQA documents and Project Assessment and Evaluation Plans: Exhibit A - E-mail from Jeff Albrecht to Marilyn Thorns, dated June 27", 2012. Explains acceptance and denial of proposed match projects. Exhibit B - E-mail from Keith Van Der Maaten, dated September ll", 2012. Notice to State Water Resources Control Board of upcoming request for revisions. Includes preliminary revisions to project descriptions and budget. Exhibit C - "Red Line" changes to Amendment 3 to be included as Amendment 4 to the Gran) Agreement. Exhibit D - New project descriptions and budget. Exhibit E - CEQA documents for previously completed components of Ground Water Recovery Plant Phase 11 Expansion. Exhibit F - Project Assessment and Evaluation Plans (2). Please review the exhibits and please let us know of any comments or additional information required. If the documentation provided is sufficient, please forward the information to Jeff Albrecht to proceed with the amendment to the grant agreement. Thank you 1 Keith Van Der Maaten, P.E. Utilities Director City of San Juan Capistrano Sun Juan Capivlwno. P1 esrr1In; lh1- Po.rI Ro 6nhanre dle h1(fu e Ci rlln� „ Int,•„n�..�.� N.I- Attachment 3 EXHIBITA- PAGE 112 Keith Van Der Maaten From: Albrecht, Jeffrey@Waterboards <JAlbrecht@waterboards.ca.gov> Sent: Wednesday, June 27, 2012 8:48 AM To: Thoms, Marilyn cc: Keith Van Der Maaten Subject: South Orange County IRWM - City of San Juan Capistrano - Revised Scope of Work Follow Up Flag: Forward Flag Status: Completed Madlyn- We received the letters dated May 22, 2012 and June 6, 2012 from the City of San Juan Capistrano regarding proposed changes to their scope of work. We have considered the proposed changes. Unfortunately, we cannot approve the first three previously constructed projects that were proposed for match (items A.1 through A.3 in the May 22, 2012 letter). These three projects, PS, P29, and PR1(PRI was not referenced in the letter, but it is tied to the same environmental review), were referenced as having completed an inadequate CEQA review process in the November 24, 2008 letter from Scott Couch at the State Water Resources Control Board Division of Financial Assistance. As a result, without revisiting the environmental review process, these three projects are not eligible for match. We do approve the other proposed match projects (Items A.4 through A.5 In the May 22, 2012 -letter), and they will be subject to the same deliverables as previous projects including our CEQA compliance review. For the proposed projects to be constructed in the May 22, 2012 letter, we cannot approve Items D.5 and D.6 because we have concluded thatthose items are maintenance issues and not improvements. As a result, they are not eligible for the Prop 50 IRWM. We do approve the remaining proposed projects to be constructed (Items D.1 through D.4 and D.7 through D.12 in the May 22, 2012 letter) through the Prop 50 IRWM grant. Again, these projects will be subject to the same deliverables as other Prop 50 IRWM projects —i.e. planning documents, CEQA review, updated PAEP, permits, design drawings, bid documents, construction photos, etc. We will work with you to incorporate these changes into the agreement with an amendment. Jeffrey M. Albrecht, P.E. State Water Resources Control Board Division of Financial Assistance 10011 Street, 16'h Floor Sacramento, CA 95814 W: 916-341-5717 EXHIBIT A - PAGE 2/2 IRWM Implementation Grant City of San Juan Capistrano Component 5 List of Projects to be Included in the City's IRWM Grant May 21, 2012 A. Previously constructed Projects (listed as matching funds only) Actual Costs: I. Rancho Viejo Road north of Mission HII1s.Drive 7530 LF of 12 inch pipe (P29).__..... iU"2. junipero Serra Road and Rancho Viejo Road 3360 LF 12 S 1,561,700 i/ 1(�-3-. of inch pipe(PS)...............E Recycled Water Pressure Reducing Valve Project (PRI) 670,847 $ 50,000 .................:.. ...................... 4. Construction of Cooks Park Welland WellN5A..................... ...................... ..........:.._.. .. ,$ I4y44,7 $1,776,851 S. Easterly Wells Pipeline In Calle Arroyo 8670 LF of 32 -Inch pipe .................................$1,764,885 S 300,000 ansion of the d Water dal Phase U of 2.0 MGD pANvated istallation .. $ 260,000 7. In6. of the GranuatedarbonTreatment System ....P�e..t,,,,,,,,,,,,,,$ �5�,0�� ..................... B. Completion of Construction of the Phase 11 Ground Water Recovery Plant ...............E S 900,000 900,000 9. San Juan Creek Road Connection m the SMWD 2,500 LP of 6 -Inch pipe CPS 1) ....... 562,500 SUBTOTAL ............ ...... .........:............ ... ....... /��utfL $8,667,896 l f/'_ "Y B. Prop. 501RWM Grant Matching Funds approved to date (12/31/11) ................ $ 909,756 C. Prop. 501RWM Grant Funds paid to date (through Inv. 017 D. To be Constructed Projects (induded In the IRWM Grant funding) Engineer's Estimates 1. Re -line Hollywood Non -Potable Well _ $ 9,577,652 .... ...,..... .............__._....,..........._........................$ 2. Tie-in Rosenbaum Non -Potable Well 172,710 ......................... 3. Recycle Water Connections on Ranch Viejo Road $ 50,000 ........................_........... ................. 4. Conversion ofMarbella Golf Course to Non -Potable Water S 50.000 . ............................ S. Greensand Filter Rehabilitation S 300,000 ..................... ...._..................................._........ 6. Granulated Activated Carbon Filter Media Ch.an.g.r.out..s... .. $ 260,000 ................ 7. Installation ofBack-up Emergency Power System for Water System $ 400,000 ..................... B. Completion of Construction of the Phase 11 Ground Water Recovery Plant ...............E S 900,000 900,000 9. San Juan Creek Road Connection m the SMWD 2,500 LP of 6 -Inch pipe CPS 1) ....... 562,500 10. Mission Hills line for Recycled Water Reservoir 4,200 LF of 36 -inch pipe (P22}.._.E _$ 1,260,000 Il. Rehabilitation of the Recycled Water Reservoir T-2 .......................................... 12.Engineering, Environmental Documentation, and Project Management ...................._ ..E 750,000 ...E 650,000 SUBTOTAL ...._ ........ ...................... „......... _ $6,255,210 SUMMARY: Total Matching Funds paid by the City of Sart Juan Capistrano (A +B): ........................ _ $ 9,577,652 Total Proposed Project Funds Reimbursed Under Proposition SO: ................................ $ 4,900,000 Total Proposed Project Funds Provided from Other Sources (C+D -$4,900,000).,........51,855,514 Approximate Ratio of Proposed Project Funds to Matching Funds:- ......................... 33.8%/ 66.2% EXHIBIT B - PAGE 113 Keith Van Der Waten From: Keith Van Der Maaten Sent: Tuesday, September 11, 2012 9:15 AM To: jalbrecht@waterboards.ca.gov Cc: Marilyn Thoms (Marilyn.Thoms@ocpw.ocgov.com) Subject: Project Summary Document Highlighted Changes Attachments: Project Summary Document -Highlighted Changes.docx Jeff, I just received the great news that Amendment 3 has been signed and completed Thanks for your help in getting this done and we are very excited about getting the projects done. Upon further review over the last few weeks of the amendment items, there are some additional, minor, revisions that I'd like to make to improve the cost effectiveness of our recycled projects and to update/correct other project costs. The attached highlights the changes and reasons for the changes. In short, the main changes are as follows: 1) Expand project 7 (recycled water pipeline connection from the City of San Juan Capistrano to Santa Margarita Water District) to include conversion of accounts along San Juan Creek Road and the Riding park to recycled water which will actually increase recycled water use. Currently this project provides just the pipeline to supply the recycled water but doesn't actually increase recycled water use. 2) Remove projects 8 and 9 (Rehabilitation and conversion of the T2 reservoir to a recycled water reservoir and the installation of a pipeline to connect the reservoir to our recycled water system). This project is not required as we currently have access to recycled water reservoirs from both Moulton Niguel Water District and Santa Margarita Water District (once project 7 is complete). Additionally, these projects are very expensive and do not increase recycled water use at all. 3) Our overall prop SO budget amount remains unchanged; however, there are modifications to the costs of some of the projects to reflect current estimates of the costs. I will give you a call later today once you've had the chance to look at what I've sent or if you'd like me to walk through it with you instead, please don't hesitate to call 949-443-6363. Thanks for your help) Keith Van Der Maaten Utilities Director City of San Juan Capistrano EXHIBIT B - PAGE 2/3 Grant Agreement No. 07-542-550 Amendment 3 Projects 1. Re -Line Hollywood Non -Potable Well: This project includes relining the existing well (the existing well casing has collapsed) and installing a new well pump. The Hollywood Well was originally permitted in 1985 as a potable drinking water well for human consumption. In the late 1990's, high levels of manganese caused the City to place this well in the non -potable category and the well is currently tied into the City's non -potable water system. The City's 2006 Non-Domestic/Recycle Water Master Plan identified the rehabilitation of this well as one of the recommended Capital Improvement Projects. 2. Tie -In Rosenbaum Non -Potable Well: The Rosenbaum Well is situated on Rancho Mission Viejo Road. This project includes piping this well into the existing recycle pipeline on Rancho Viejo Road via a short segment of pipe and miscellaneous fittings. The Rosenbaum well Is permitted as a potable drinking water source, but over the last several years the quality of the water has degraded and needs to be treated before it can be served as a potable supply. This source is suitable for use as irrigation water. 3. Recycle Water Connections on Ranch Viejo Road: There is an existing recycled water pipeline in Rancho Viejo Road. This project includes installing recycled water meters and recycled water service connections to existing irrigation accounts along Rancho Viejo Road that currently use potable water. Additionally, this project includes the installation of recycled water notification signs. 4. Conversion of Marbella Golf Course to Non -Potable Water: This project includes tying the Marbella golf Course and HOA's into the non -potable water line on Rancho Viejo Road, converting all the landscape accounts that currently use potable water to non -potable water (taking advantage of the additions of the Hollywood Well and Rosenbaum Well to the City's non -potable water system), and installing the necessary recycled water notification signs. 5. Installation of Back-up Emergency Power System for Water System: This project Includes the design, pennitiing, and construction of emergency generators at the GWRP and the eight wells that supply water to the GWRP. This project Includes two 600 kW stationary generators at the GWRP and seven portable generators for the well sites (one of the wells will be covered by the stationary generators at the GWRP). 6. Completion of Construction of the Phase 11 Ground Water Recovery Plant: This project includes the design, permitting, and construction of facilities to expand the GWRP to an average 6.2 MGD (maximum capacity at approximately 6.7 MGD). Specifically, the major elements of the expansion include the addition of one greensand filter vessel, the addition of one sand separator, the addition of one cartridge filter, the addition of one chlorine contact chamber, and the upsizing of the two RO membrane feed pumps. This project includes $606,000 in Federal Grant funds from the EPA. 7. San Juan Creek Road Connection to the SMWD: This project includes the design, permitting, and construction of approximately 2,500 lineal feel of 12 -Inch recycled water pipe from the end of San Juan Creek road, through the riding park, and to the point of connection with Santa Margarita at the SC04 facility (comer of Ortega Hwy and Antonio Parkway). This project includes converting irrigation accounts along San Juan Creek road that currently use potable water to non -potable or recycled water. The City can EX H I B I T at55 con ed tF edIng pSrk the City's recycled/non-potable water system as the riding park currently uses a single non -potable well (with questionable reliability) for supply. The following two projects are currently included in the amendment but we are requesting that they be removed as funding for the grant will be entirely used up by the above projects. 8. Mission Hills Inlet/Outlet Pipelines for Zone 425 Recycled Water Reservoir T-2: Design, permit, and construct approximately 4,200 lineal feet of 16 -inch recycled water line connecting the existing main line in Rancho Viejo Road to the recycled water reservoir T-2. Note: This project is not required because we currently will have access to recycled water reservoirs from both Moulton Niguel Water District and Santa Margarita Water District once project 7 (above) is completed. Additionally, projects 8 and 9 are very expensive and do not add to actual recycled water use while the expansion of project 7 will actually increase recycled water use. 8. Rehabilitation of the Recycled Water Reservoir T-2: Design, permit, and construct the rehabilitation and conversion of the 6 million gallon (MG) Terminal Reservoir T-2 to supply recycled water to pressure Zone 425. Work would include demolition, site preparation, excavation, and grading and reservoir construction. Note: This project is not required because we currently will have access to recycled water reservoirs from both Moulton Niguel Water District and Santa Margarita Water District once project 7 (above) Is completed. Additionally, projects 8 and 9 are very expensive and do not add to actual recycled water use while the expansion of project 7 will actually increase recycled water use. The following is the revised budget for the proposition 50 grant projects: Original Revised Prop 50 Prop 50 PID Projects Budget Budget Revison Note 1 Re -line Hollywood Non -Potable Well $ 172,000 $ 150,000 Fine tuned cost estimate 2 Tie-in Rosenbaum Non -Potable Well $ 50,000 $ 50,000 3 Recycled Water Conversions on Rancho $ 55,000 $ 55,000 Viejo Road 4 Marbella Golf Course Conversion $ 239,500 $ 239,500 SI Install Emergency Generators $ 525,800 $ 965,800 1 Fine tuned cost estimate fi Constmct Phase II GWRP expansion $ 600,000 $ 1,505 000 1 Fine tuned cost estimate 7P-51: San Juan Creek Road Recycled $ 744,700 $1,244,700 Expanded project 7 to Include conve inion of Connection to SMWD and conversions amounts to recycled water utilizing the new of potable to reryded along San Juan pipeline. This project will now increase actual Creek road and the riding park recycled water use Instead of just providing a source of recycled water (pipeline). 8P -22:T2 Pipeline $1,260,000 $ - Removed projects as itis not required aswe currently have access to recycled water reservoirs from both Moulton Niguel Water 9 Rehabilitation T2 Recycled water $ 450,000 $ reservoir District and Santa Margarita Water District once project 7 is completed. 10 CERA Consultant for recycled projects $ 120,000 $ 87,000 Decreased due to removal of pro eels ;and 9. 11 Program Management $ 180,000 s 100,000 Decreased due to removal of projects 8 and 9. Total $4,397,000 $ 4,397,000 unty of nge EXHIBIT C - PAGE 1/5 Stale Water Board Grant Agreement No,07-542-550-2 Page 6 of 31 2.3 City of Laguna Beach, Heisler Park Marina Habitat Promotion ($799,680) The work of component three (C3) of the Project will complete construction at Heisler Park to reduce runoff to the ecological reserve. The park Improvements Include: a controlled and efficlent Irrigation system; bluff -top landscape grading; surface drain and pathway Improvements; storm than Improvements; Installation of three (3) urban runoff diversion automation systems in existing Continuous Deflection Separation (CDS) units; and coastal bluff ambOtrallon. 2.3.1 Submit plans and specifications at the one hundred percent (100%) completion level for the construction of the park Improvements and submit to the Grant Manager. Grant funs for construction of this component may not be disbursed unfit final plans and specifications are accepted by the Grant Manager. 2.3.2 Construct the park improvements per the final plans and specifications. 2.3.3 Document the construction through photo documentation and As -Built drawings and submit to the Grant Manager, 2.3.4 Schedule a final sonslrosliea aspesgensite wflh the Grant Manager. 2.4 South Orange County Wastewater Authority (SOCWA), J.B. Latham Treatment Plant— AWE Project (Terminated) ($0) Per Orange County's March 1, 2010 request letter, the SOCWA, Component Four (C4) of the Project has bean terminated. Al prior grant disbursements made to C4 have been repaid to the State Water Board. The Me million dollars ($5,000,000) allocated for Component 4 may he to ensumb emd 1118 tAUR amendment or Aaw alI when fund 4esameava11able have been reallocated to components 8 and g. 2.6 City of Sen Juan Capistrano, Recycled Water Transmission System Improvements ($4,900,000) The Phase 1 water system consisting of approximately seven hundred fit 7001 lineal feel as spedfled In the Phase 1 final plans and specifications. 2.5.1 Submit Complete Facilities Plan acceptable to the Grant Manager that addresses the areas oWbed In Appendfx B of the 2004 Water Recycifng Funding Program Guidelines. The areas addressed In the Facilltles Plan shall Include but not be Ilmided to the following: description of treatment requirements for discharge and reuse; description of recycled water market Including description of all users or categories of potential users and related data such as type of use, expected annual recycled water use and peak use; discussion of component altemalNes evaluated and recommended alternative (C5); diswssion of cost-effectiveness Including unit cast calculations, water qualdy and non-rnmletary benaTds for C5, and discussion of Interagency service agreements required. Equivalent documentation may be considered at the discretion of the Grant Manager. 2.6.2 Finalize the plane and specifications for the construction Improvements at the one hundred percent (100%) completion level for the constmcllun of the CS facility and submit to the Grant Manager. Grant funds for construction of this component may not be disbursed until final plans and specifications are accepted by the Grad Manager. 2.5.3 Construct the recycled water transmission system Improvements per the final plane and specifications. 2.5.4 Document the construction through photo documentation and As-Buln Dmv Ings and submit to the Grant Manager. US Prepare and submit to Grant Manager a complete Construction Financing Plan consisting of an up4o�deto capital cost estimate, cash now anelyals, and sources and amounts of funds for capital costs. 2.5.6 Schedule a Mel senss:usilen InsPeG"w§Aa-vjjLwfth the Grant Manager. 2.6 City of San Clemente, Recycled Water Treatment and Distribution ($6,697,760) The work of component six (CS) of the Project will expand the City§ recycled water system, to Include approximately two and two tenths (2.2) MGD treated recycled water treatment expansion, two (2) MGD reservoir, pump station, two (2) pressure reducing stations, interconneelions, five (5) pipeline transmission main segmenta totaling thirty eight thousand unty of EXHIBIT C - PAGE 2/5 State Water Board Grant Agreement No. 07-542550-929 Page 13 of 31 COMPONENT 5: CITY OF SAN JUAN CAPISTRANO, RECYCLED WATER TRANSMISSION SYSTEM IMPROVEMENTS PROJECT Item DESCRIPTION CRITICAL DUE DATE ESTIMATED DUE DATE EXHIBIT A — SCOPE OF WORK 1. PLANS AND COMPLIANCE REQUIREMENTS 1.1 GPS Information Day 90 Prim to First Disbursement Complete 12 Project Assessment and Evaluation Plan (PAEP) Day 30 Complete Non Point Source Pollution Reduction Project Follow-up Survey Form and Assesament of PAEP Status Annually by 12115 1.6 Copy of CEOA(NEPA Documentation 417912812 313112013 1.7 Three (3) years of Financial Statements 3120D8 Complete 1.8 Landowner Agreements) 92011 Complete 1.9 Applicable Permits .1812444 312013 2.5 WORK TO BE PERFORMED BY GRANTEE 2.5.1 Facilities Plan Report 102011 Complete 2.5.2 100% Final Plane and Specifications 44912912 4/302013 2.5.4 Photo-Documentallon, As -Built Drawings 122013 2.5.5 Construction Financing Plan 12009 Complete 2.5.6 Final Gansaes9ea Inape,#v,—Ste Visit Notification 481812913 1113D2013 EXHIBIT S — INVOICING, BUDGET DETAIL, AND REPORTING PROVISIONS 69. REPORTS 69.2 Grant Summary Form Day 30 Complete 69.3 Natural Resource Project inventory (NRPI) Before Final Component Invoice 69.4 Draft Component Report U013112013 69.5 Final Component Report 1/30/2014 EXHIBIT C - PAGE 3/5 5. LINE ITEM BUDGET: County of Orange Slate Water Board Grant Agreement No. 07-542350Q Page 22 of 31 PROP. 50 LOCAL OTHER TOTAL MATCH STATE LOANS OR GRANTS' Orange County IRWM Project Administration: $ 409;999 $ 0 $ 4g&,ggg 500 000 500,000 Component Prolesslonal and Consultant Services and Consmuctlon Component Totals: Of Municipal Water District of Orange County $ 1,274,000 $ 2,620,490 $3,894,490 C2 Sante Marl Water District $ 2,499,000 $ 1,994986 S 5.000.000' $10,483,085 2.984.005 C3 City of Laguna Beach $ 799,880 $ 800,00(3 $ 1,599,680 C5 City of San Juan Capistrano $ 4,900,000 $ 62;484890 $672114,ago 7,195,661 12.095.661 C6 City of San Clemente $ 5,597,760 $ 3,200.000 513,650,000's $22,447,760 C7 County of Orange S 4929,56 $429941984 5--4999999 $499441464 1.704.860 985.25 62. 90.116 GB El Toro Water District $ 4.410.000 $ 0 $26600.000' $30,910.000 &@ South Coast Water Dlstd S 490.000 $ 7$5.000 $ 1.225.000 910 South Ommm County Wastewater Authority S 2.824.700 S 659.918 $3,484,619 TOTAL $ 20909990 $44 i,gg4.46B $ 44950,000 5346:21.469 26.000.000 10,100,411 45.150000 89.330.411 'Other Slate Loans or Grams are estimated values S.I. hls�,Ma wall es, al i 15.001M want fl,�h n �ie,uwmen G,en�Pmortm e fCayalSn CINMMe b eppbNp In a Oben Wtla SWe RextlMnp FUM (LW6RFT ion fol 61pb60pep nN1 CW6RF Pmycl No. GCed61&11p_ 6. BUDGET LINE ITEM FLEXIBILITY: 6.1 Line Item Adjustment(s). Subject to the prior review and approval of the Stale Water Board's Grant Manager, adjustments between existing line hems) may be used to defray allowable direct costs up to fifteen percent (15%) of the fatal grant amount including any emandment(s) thereto. Line Nem adjustments in excess of fifteen percent (15%) shall require a formal Agreement amendment. 6.2 Procedure to Request an Adjustment. The Grantee may submit a request for an adjustment in writing to the Grant Manager. Such adjustment may not increase or decrease the lolal grant amount. The Grantee shell submit a copy of the original Agreement Budget sheet reflecting the requested changes. Changes shall be noted by striking the original amount(s) followed with revised change(s) In bold and underlined. Budget adjustments deleting a budget line Item or adding a new budget line Ilam requires a formal amendment and are not permissible under this provision. The Slate Water Board may also propose adjustments to the budget. 6.3 Remaining Balance. In the event the Grantee does not submit Invoices requesting all of the funds encumbered under this Grant Agreement, any remaining funds revert to the Stele. The Slate Water Board wilt mail a Notice of Project Completion letter to the Grantee stating that the project file Is closed, the final invoice Is being processed for payment, and any remaining balance Will be disencumbered and unavailable for further use under the Grant Agreement. 7 MATCH FUNDS 2 II upon completion of the Prolecl the Grenlee has orovlded match funds In an amount that is lase then the Match Funds amount set forth in pampraoh 7.1 above, then the State Walar Scard may or000r0ona1e1y reduce the Granf Prop 50 Matching Funds Project;Name° _ Original Budget: _ ; Actua1NExpeditures.' Easterly Wells Combined (CIP 08802) $ 3,541,736.00 $ 3,771,443.00 Initial Phase 2 GWRP Expansion (CIP 10802) $ 957,092.00 $ 1,015,788.00 GAC Installation (CIP 10804) $ 1,787,077.00 $ 1,852,238.00 Total $ 6,285,905.00 $ 6,639,469.00 Difference $ 353,564.00 T ■■ LvJ 0 D G) m Q U �- m_ 2 X w EiOi/CVOt fiOZ/F/ZI EfLQ/Gi/ZI E[W/GL/ZL EIOi/(L/Z[ F102/IF/Zt aN YWJ %W[ Ei02/51/Ol E[OL/4/01 E{Oi/LZ/8 al9e>IOdtl 1oN _ EIOZ/LZ/0_ FIOL/9/0 E102/9/e_ fi02/f/L FLOZ/[ZK _ ES ¢ _ _ 5p EIOZ/E/ZI EIOZ/6I/II EIOZ/SI/0[ a19eAWdtl WN E[Oi/5[/0_I_ E102/E_/6_ _ ___._ EL02/F/6 EI02/9V8 ELOi/I/[ SF _ 2p Sp E[OUGI/Zt F[pi/!/it ELOZ/L46 arynlldM»N FIOZ/L[/b FL02/F/6 FTOZ/E/fi FLOZNVB fIO2/i/G EL pL Fp FL02/GI/ZI FLOZ/pi/[I ELOL/ST/6 EiOZ/Z/6 Et02/pN E[OZ/LI/f -ft02/S[/6 ROLL/Z FLO_Z/p/9 _ FiOZ/Z/p OL 922 0.6 Sp ELOZ/LI/II ELOZ/iL/[[ FZW/51/6 FIOL/LZ/6 EI02/E/6 FIOI/91/8 ELOZ/LZ/4 ElOi/q2 F_10_Z/f/6_ ETOZ/Z/L Sp 9LZ p2 _ 5p fLOZ/IF/it f[02/IF/Zl fIO2/51/6 EIOZ/9/[[ EI02/L[/fi ET02/OE/B EI02/9/[[ ffOZ/I/Z Fi02ILI/6 ETOZ/94( 55 9R OS So uD!Ia1 wOJ Va and l]IFi � uwamnsuaJ(Z[ � aSp9B IR slelUwgnYslel i W ua>atl/aap+O10[ SPulum µjipB V I�uoj plemtl JJ I6 nmd 8mppi018 FLOZ/Li/E L E[OL/Z/L FLOLZ/p L fLOZ/9t/L �d5/+�Md%YO[ EIOLA Z/S fLOI/Z/G ELOZ/i/G Ei02R/p IIW/Z/L fLOZ/91/< PIBMO3]/9aD5/sueld pazuDVl^tl ]]IL E[OZ/pK E[OI/LI/9 fLOi/6T/9 ELOZ/L/f 02/6i/9 fl0i/f/L VO3JXW[ FIOi/HS EI02/OF/F Sf Et02/Ll/9 f[W/8/5 FWZ/8/S f[OZ/[/5 SE L Et02/6i/9 ELOZ/SNC F[OZ/S[/5 EL02/B/S ff L apldww apldwm EW2/61/9 EIOZ/SNS ft0i/S1/S EIOZ/Bk _.. al9e>IIdDtl 1DN FI02/e/E EIOZ/94t EWZ/IC/f ElOZ/9Np F[02/91/p EI02/1/p FLOZ/L/E SE L FZ Sp iF EW2/FIL F[OZ/6Z/E FIOZ/ZZ/S FIOi/0/S EL02/[E/5 £[Oi/9L/p EWi/S/p f102/6Z/S F[OZ/LZ/5 f[OZ/0/5 _ F[W/9i/p fIOZ/94p E[OZ/[/f SF < pL fZ 5p [F 0]eM5 o1'tl03J 15od 9 alew wu a0 eulpiooJ'nu3 AVJ 5 8isap gg5e p 5lenrylaplawo]10 wnaa0'nu3 aDl uesp /DS ataldwDJ lqE a8eq>ed P�0/nad5/u8ya0 aleap if u5 e9isa0 P�emv 1J 12 sletDEmd a&sa0 piID511 aN15 /m'wmap vreptl pul/OdNS a191s*^d alpad9'APNS Maul DSaq DLLy pzcxtll0 _ ELOi/OF/f EIONfi/f_ C _ •IgoIdM WH ifl �tlNX i19tl JdMa%a iNIEWm _ E[OZ/ft/F fiOZ/t/E fi _ fIOZ/L/C ELQU9t/p 9[ FTOl/(Cf $OZ/9L/I FL aNldwa> ELOZ/4/p E[02/[/F Sp ELOZ/9U5 FL02/4[/p OE EiOT/tfi E[OZ/9I/p fp fiOLH/E ZIOZ/p/ZI W[ _ uMapaslwX Yl FIOZ/9L/p _ FLOZ/9L/p _ ZLOZ/p/ZL __ _ _ E_102/t/p E[OZ/NF_ [E ELOi/[/p IkiOZ/t/F SE aaildww apnVdMloN ggeJptldypN DpnOddtl WN aNOOddtla^N agn9ddyloN _ EiOi/[I/F EIOZ/R/Z pi VVW 4a15 eAaU f Mep VqW eAeO VM9f Yaaf +AaD VYUX Ye15 Y+U Yeli :Ae4 awM Gael wndwaa3 WWwaa3 uopdwu3 Wpwv3 w'MnlSlalliw UIJ paWDa3 133M WOtlBN39Otl 113M000MAIIOH '6tl3/aNOJ tl31tlM O3DAJ3tl NOKNtldX3 dtlM'J tlO1tltl3N3O A]N3Otl3W3 3NIl3dld tl31tlM 03lJAJ3tl �"d fIOZ'[ZA¢wgaf FUI. NtlM 1J31fltld OS NON1EOdOtld EXHIBIT D Grant Agreement No. 07-542-550 Amendment 4 Projects 1. Re -Line Hollywood Non -Potable Well Project: This non -potable well is located at 31571 Avenida de la Vista in $an Juan Capistrano. The well was originally permitted in 1985 as a potable drinking water well for human consumption. In the late 1990's, high levels of manganese caused the City to place this well in the non -potable category and the well is currently tied into the City's recycled/ non -potable water system. The City's 2006 Non- Domestic/Recycle Water Master Plan identified the rehabilitation of this well as one of the recommended Capital Improvement Projects. The well is currently non -operational. After the rehabilitation, the expected production capacity is 630 gpm. The well inspection report from December 2009 points out issues with the well including scaling, holes in the casing, and enlarged perforations causing inefficient pumping resulting in low yields. This project objective is to restore pumping efficiency to original design capacity, bring the well into compliance with all regulations, and ensuring reliable service to the non -potable water system within the City. Project scope includes repair and replacement of well components, installation of back flow preventer, SCADA programming changes, and addition of a chlorination system (shed if needed, tank, pumps, CIZ sensors, and flow sensors). 2. Rosenbaum Non -Potable Well Tie In Project: This existing domestic water well is located at 29688 Rancho Viejo Road in San Juan Capistrano. The well is permitted as a potable water source with a capacity of up to 500 gallons per minute (gpm). Over the last several years the quality of the water has degraded. The water contains high TDS levels ranging from 500 to 800 mg/I, exceeding both primary and secondary drinking standards. Installation of a treatment facility would be required for the well to serve as a potable supply. Though not suitable for potable consumption, the well is suitable for use as recycled/ non - potable water. The proposed project consists of disconnecting the well from the potable water system and establishing a tie-in the City's non -potable water system. On site project components include piping and valves for construction of tie-in to recycled/ non - potable water main, backflow device to comply with Department of Public Health regulations, modifications to disinfection system, addition of variable frequency motor, improvements to the SCADA system. Off site project components are required to operate the recycled/ non -potable water system once the Rosenbaum well is operating. The improvements are required at critical locations including, nearby pressuring reducing stations, nearby reservoir, and recycled water connection to Moulton Niguel Water District. The. improvements include Installation of check valves, modifications to pressure relief valves, and installation and programming of SCADA equipment. 3. City Wide Recycled Water Conversion Project: This project was formerly the Rancho Viejo Road Recycled Water Conversion Project. It has been expanded to cover more areas within the city. The scope of the City Wide Recycled Water Conversion Project is to convert existing irrigation accounts which currently use potable water and connecting them to recycled water by installing recycled water meters and recycled water service connections to the recycled water mains along Rancho Viejo Road, San Juan Creek Road, and throughout the City. This project involves conversion, separation, and signage per the Rules and Regulations for the Use of Recycled Water. The City's Non -Domestic/ Recycled Water Master Plan from 2006 identified potential customers to be converted to non-domestic water. Up to 223 acres of landscape throughout the city will be EXHIBIT D converted to use non -potable water. Once all conversions are made, up to 592 AF per year of irrigation will be supplied by the recycled water system. The design and construction phase of this project will be bundled with the Marbella Country Club Conversion to take advantage of economies of scale. 4. Marbella Golf Course Recycled Water Conversions: The Marbella Country Club is a golf course and residential home development located at the intersection of Golf Club Drive and Rancho Viejo Road in San Juan Capistrano. The Country Club includes an 18 hole golf course and approximately 250 homes. Irrigation of the golf course and landscaped areas is currently supplied by the potable water system. The proposed project will convert existing irrigation accounts which currently use potable water and connecting them to recycled water by installing recycled water meters and recycled water service connections to the 8° recycled water main along Rancho Viejo Road. This project involves conversion, separation, and signage per the Rules and Regulations for the Use of Recycled Water. Conversion will take advantage of the increased recycled water system capacity due to other Proposition 50 improvements such as addition of the Rosenbaum Well, and construction of the San Juan Creek Road Recycled Water Pipeline connection to recycled water from Santa Margarita Water District. Up to 134 acres of landscaping between the golf course and the community will be converted as part of this project. Once all conversions are completed, 419 AF per year of irrigation will be supplied by the recycled water system. The design and construction phase of this project will be bundled with the City Wide Recycled Water Conversion to take advantage of economies of scale. S. Back-up Emergency Power Generators for Water System: The proposed project includes design and installation of emergency power at the Groundwater Recovery Plant (GWRP) and seven satellite wells which feed into the GWRP. The GWRP, located at 32740 Paseo Adelanto, treats water from the adjacent Dance Hall Well and the seven wells throughout the City including Kinoshita, CVWD#1, SJBA#2, SJBA#4, Tirador, South Cooks Well, and Well #5A. During normal operation, all facilities receive power from San Diego Gas and Electric (SDG&E). In order to operate the GWRP and wells to provide water service in the event of a power failure, the City plans to install generators at each location. Standby generators shall be rated to provide full load operation of the GWRP and each well facility. In the event of power failure, switchover to generator shall be performed manually. The design phase of the project includes field investigation and evaluation of existing conditions at the GWRP and the eight wells, design of complete standby generator system for each site, on site diesel storage with 5 day operating capacity for GWRP and its wells, preparation of O&M manual, management of all environmental issues/ documentation/ permits, coordination with AQMD and SDG&E, and preparation of record drawings. The construction phase of this project includes purchase and installation of: generators, fuel storage facilities, and any other electrical work required for proper operation of the emergency power systems. 6. Completion of Construction of the Phase II Ground Water Recovery Plant: This project includes the design, permitting, and construction of onsite and offsite facilities to expand the Ground Water Recovery Plant (GWRP) to an average production of 6.2 MGD. Major onsite elements of the expansion include addition of one greensand filter vessel, addition of one sand separator, addition of a granulated active carbon (GAC) filter, addition of one cartridge filter, addition of one chlorine contact chamber, chemical feed system improvements, SCADA system improvements, and upsizing of the two RO membrane feed pumps. Offsite components of the project include construction of Easterly Wells Pipeline from the GWRP to the Cooks Park Well 2 EXHIBIT D and Well 5A, and construction of Cooks Park Well and Well 5A. Project components which have already been completed include the GAC filter, and all offsite improvements. This project includes $606,000 in Federal Grant funds from the EPA. 7. San Juan Creek Road Recycled Water Pipeline (Connection to SMWD): The San Juan Creek Recycled Water Pipeline is a proposed project to design, permit, and construct approximately 3,300 lineal feet of 12 -inch recycled water main. The recycled water main will begin on San Juan Creek Road/ Camino Chico intersection and go through the Blenheim Park to connect to Santa Margarita Water District's recycled water main at the corner of Ortega Highway and Antonio Parkway. Blenheim Park is a horse park with riding enclosures, open fields, parking, and other horse riding facilities. The connection to SMWD will provide additional supply and ensure supply reliability to all customers. Project components include piping, valves, above ground PRV, and flow meter at the connection point with SMWD. 2- Note: This project is not required because we currently will have access to recycled water reservoirs from both Moulton Niguel Water District and Santa Margarita Water District once project 7 (above) is completed. . Note: This project is not required because we currently will have access to recycled water reservoirs from both Moulton Niguel Water District and Santa Margarita Water District once project 7 (above) is completed. The following is the new budget for the proposition 50 grant projects: Pr000sition 50 Proiects Upcoming Amendment Sep -12 Feb -13 Component ry Existing Prop 50 Revised Prop50 1 Re -line Hollywood Non -potable Well $ 174,696 $ 225,000 2 Tie-in Rosenbaum Non -potable Well $ 50,000 $ 90,000 3 Recycled Water Conversions-Gr,4 eHaVfejeaiead $ 55,000 $ 1,054,196 4 Conversion of Marbella Golf Course to Non -Potable Water $ 239,500 $ 239,500 S Installation of Back-up Emergency Power System for Water System $ 525,800 $ 966,000 6 Construction of the Phase II Ground Water Recovery Plant $ 600,000 $ 975,000 7 Install Recycled Water Pipeline from San Juan Creek Rd to SMWD $ 844,700 $ 850,000 B Rehab T2 Reservoirfrom Potable to Recycled $ 550,000 $ P22 Recycled Water Pipeline (to T2 Reservoir) $ 1,360,000 $ - H9lnstall TOTAL 1 $ 4,399,6961 $ 4,399,696 Previous expended $ 500,304 $ 500,304 TOTALGRANT $ 4,900,000 $4,900,000 Exhibit E 1. GWRP Onsite Expansion CEQA (Excluding GAC, 8 pages) 2. GWRP Onsite Expansion CEQA (GAC, 1 page) 3. GWRP Offsite Expansion CEQA (Pipeline and Wells, 9 pages) FI L E D Recorded In Official Records, Orange County Tom NN DaCCly, County Recorder yy pp I'' II AU6 2 3 2012 POSTED IU�NI I��I�������N��OI�I���H��fll�l��l� �1��N�� IV��I NO FEE + 5 R 0 0 0 5 0 8 5 0 9 4 5+ rOM WLY, RECORDER AUG 2 3 2012 20128500080710:51 am 08/23/12 BY DEPLOY 46 SC2 Z01 TOM DPLY CLERK -RECORDER 0.00 60.00 0.00 0.00 0.00 0.00 0.00 0.00 OL 4�a CEPLOY (above roruse by County Clerk -Recorder's Office only) NOTICE OF EXEMPTION Ln city of San Juan Capistrano, California 1. APPLICANT: City of San Juan Capistrano; Public Works Department 2. ADDRESS: 32400 Paseo Adelanto, San Juan Capistrano, CA, 92675 3. PHONE NUMBER: (949) 487-4312 4. LEAD AGENCY: City of San Juan Capistrano 5. PROJECT MGR.: Keith Van Der Masten, Utilities Director S. PROJECT TITLE: Groundwater Recovery Plant (GRP) ExpadsibW 7. DESCRIPTION: The San Juan Basin Authority (SJBA) owns the Groundwater Recovery Plant (GRP). The City of San Juan Capistrano is a member agency of the SJBA along with three adjacent agencies, including the Santa Margarita Water District, Moulton Niguel Water District, and the South Coast Water District, which supply water to South Orange County. The City of San Juan Capistrano owns the land on which the GRP is located and leases the facility from the SJBA. The City is responsible for the daily operation and maintenance of the GRP. The GRP is located at 32470 Paseo Adelanto in the City of San Juan Capistrano. The project consists of a proposal to expand the treatment capacity of the existing GRP from its current design capacity of 5.14 mgd product water to 6.2 mgd of product water. The production of the proposed 6.25 mgd of product water is within the current diversion permit limit of 8,026 acre feet per annum (ata) of raw groundwater, which after treatment with reverse osmosis will result in 6,000 afs of product water. Included in the regional distribution facility upgrades, improvements will be made to the existing treatment plant; the proposed upgrades will be installed on existing concrete foundations for which they were planned and constructed in 2004. Expansion of the GRP includes the installation of the following components: (a) one (1) green sand filter; (b) one (1) contact chamber; (c) one (1) sand separator; (d) miscellaneous internal piping; (e) one (1) reverse osmosis (RO) pre -feed filter; and (f) two (2) larger 250 horsepower (HP) high efficiency capacity pumps and motors to feed the RO membranes at the existing GRP. The service area boundary covers approximately 14.4 square miles, mostly within the corporate boundaries of the City of San Juan Capistrano; however, a small portion of the City of Dana Point is also included within the service area. The majority of the service area (91 percent) is made of residential (43 percent) and open space (48 percent) land uses. Commercial and industrial land uses make up about 4 percent of the total service. Agriculture (4 percent) and public/institutional uses (1 percent), comprise the remaining uses within the service area. The service area has been primarily developed in the basins adjacent to the San Juan and Trabuco Creeks, which trisect the service area. Elevations within the service area range from Notice of Exemption (NOE) City of San Juan Capistrano 2 GRP Expansion about 15 feet above mean sea level (amsl) up to 880 feet amsl. The average annual rainfall in the watershed is approximately 15 inches. Groundwater The anticipated milestone dales for construction of the GRP expansion are as follows: • Construction Bid Award — October2012. • Construction Complete —June2013. • Operations and Start -Up Testing Complete — August2013. • Full Operations —September2013. ADMINISTRATIVE DETERMINATION: City staff has completed a preliminary review of this project in accordance with the City of San Juan Capistrano's Environmental Review Guidelines and the California Environmental Quality Act (CEQA), 1970. Based on that review, the Environmental Administrator finds that the proposed project constitutes "operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment or topographical features, involving negligible or no expansion of use beyond that existing at the time of the lead agency's determination" and more specifically, constitutes a minor alteration to, "Existing facilities of both investor and publicly -owned utilities used to provide electric power, natural gas, sewerage, or other public utility services." Therefore, the Environmental Administrator has determined that further environmental evaluation is not required because: [x] "The activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA" (Section 15061(b)(3)); or, [x] The project is statutorily exempt, Section 15282(m); or, [x] The project is categorically exempt, Class 1, Existing Facilities (Sections 15301b); or, [ ] The project does not constitute a "project" as defined by CEQA (Section 15378). Wi . m A. Ramsey, AICP, Assistant vel pment Services Director Environmental Administrator cc: [ ] Project Manager ( file) [ ] CEQA file [ J County Clerk POSTED FILED AUG 232012 AUG 2 3 20i2 '114y.MM- gEWfiDai TOM OPLY.pEaxPECOapEP / /� pEgtn, rr- ire pEPUn' Tom Daly Orange County Clerk - Recorder Orange County Clerk -Recorder's Office 12 Civic Center Plaza, Room 106, P.O. Box 238, Santa Ana, CA 92702 web: www.oaea.gov/recorder/ PHONE (714) 834-5284 FAX (714) 834-2500 CITY OF SAN J UAN CAPISTRANO 32400 PASEO ADELANTO SAN JUAN CAPISTRANO. CA 92675 Office of the Orange County Clerk -Recorder Memorandum SUBJECT: NOTICE OF EXEMPTION The attached notice was received, filed and a copy was posted on 0823/2012 It remained posted for 30 (thirty) days. Tom Daly Orange County Clerk • Recorder In and for the County of Orange By: AGUIRRE. IDALIA Public Resource Code 21092.3 Deputy The notice required pursuant to Sections 21080.4 and 21092 for an environmental impact report shall be posted in the office of the County Clerk of each county *** in which the project will be located and shall remain posted for a period of 30 days. The notice required Pursuant to Section Public Resource Code 21152 All notices filed pursuant to this section shall be available for public inspection, and shall be posted *** within 24 hours of receipt in the office of the County Clerk. Each notice shall remain posted for a period of 30 days. *** Thereafter, the clerk shall return the notice to the local lead agency *** within a notation of the period it was posted. The local lead agency shall retain the notice for not less than nine months. Additions or changes by underline; deletions by *** of Caff la—The Resources Agency — nurm� s • s _ .a� Local Public Agency ❑ School District p Omer Special District ❑ State ggenry _ ❑ Pdvate Entity -- CHE APPIJUMLEFEES: � I M p MidgatodiNegcbve Dectamtion(ND)(MND) ••`�lV u�1Gii,'dS�� �lS1Y��'�r ��• IL ..''�� $950.00 $ — ❑ Projects Subject to CerUOed Regulatory Programs(CRP) $99250 $ — ❑ County Administrative Fee $5o.W $ — •-.,Iri 1.. ��i� •�i. ��.r itt' 1 �..'i7�1_!� _51 d. n '11'� Min Nauta of ExemPtkM CANTency i app e e ox: Local Public Agency ❑ School District p Omer Special District ❑ State ggenry _ ❑ Pdvate Entity -- CHE APPIJUMLEFEES: ❑ Emlronmental Impact Repad(EIR) $2,919.00 $ -- p MidgatodiNegcbve Dectamtion(ND)(MND) $2,101.50 $ p Application Fee Water DIWMIon (State Water Resources ConWl BOaN Only) $950.00 $ — ❑ Projects Subject to CerUOed Regulatory Programs(CRP) $99250 $ — ❑ County Administrative Fee $5o.W $ — Pmject mat a exempt from fees Nauta of ExemPtkM _ OFG No Effect Detennlnaton (Farm Attached) p r $ PAYMENT EfHOD: ❑ sh ❑ Credit p Cheek p Omer TOTALRECEINED $ WMTE.PaOJELTMRICNR U YEIrDII.[fG'A4B NNK.rFMACENCV G0DINR00.WIlMYCL a`GMf M-llnll V Vmer e PAYMENTMETHOO: ❑ Cash ❑ Credit ❑ Check p Omer TOTALRECENED s SlrMTURE — ME I ygf, APWK-I AGENCY GCIDENe00-CCUN CLEW OFGMe] ltml UNITED STATES ENVIRONMENTAL PROTECTION AGENCY (#Wvee) REGION IX 76 Hawthorne Street San Francisco, CA 941064901 Categorical Exclusion pursuant to 40 CFR § 6.204(ax1)(li) City of San Juan Capistrano Ground Water Recovery Plant Expansion and Regional Distribution Fa ility September 2011 The Ewiranmental Protection Agency (EPA) Region 9 is proposing to provide fimding to the City of San Juan Capistrano, CA, in accordance with the Appropriations Act of Fy2010 as described below.- Project elow: Project Name: City of San Juan Capistrano Ground Water Recovery Plant Expansion and Regional Distribution Facility Estimated Total Project Cost: $1,101,818 EPA Grant Assistance Amount: $606,000. The City of San Juan Capistrano plans to use EPA grant funds to provide a reliable source of drinking water to local and regional residents, as well as in the event of a natural disaster or emergency, for emergency operations, and fire suppression. The proposed project includes the expansion of the treatment capacity of an existing Ground Water Recovery Plant (GWRP) from its current design capacity of 5.14 million gallons per day (mgd) to 6.25 mgd of treated ground water. Proposed expansion of the GRWP includes the installation of the following components: (a) one green sand filter, (b) one contact chamber; (c) one sand separator; (d) miscellaneous internal piping; (e) one reverse osmosis (RO) pre -feed filter, and (f) two larger 250 horsepower (HP) high efficiency capacity pumps and motors to feed the RO membranes at the existing GVW. The proposed upgrade components, (a) -(f) above will be installed on existing concrete foundations constructed in 2004. Eligibility for Categorical Exclusion EPA's award of a grant for the proposed project is a federal action requiring compliance with the National Environmental Policy Act (42 USC §§4321-4370f). In accordance with Council on Environmental Quality regulation, 40 CFR §1508.4, a Federal agency may exclude an action from detailed environmental review, if the proposed action fits within a category of action(s), also referred to as categorical exclusion, that does not individually or cumulatively have a significant effect on the human environment and no extraordinary circumstances exist. ' EPA's categorical exclusions are set forth in 40 CFR Part 6. 40 CFR §6.204(axl)(ii) allows a project to Attachement 9A Printed on Recycled Paper be categorically excluded when the project involves: "Actions relating to existing infrastructure systems (such as sewer systems; drinking water supply systems; and stormwater systems, including combined sewer overflow systems) that involve minor upgrading, or minor expansion of system capacity or rehabilitation (including functional replacement) of the existing system and system components (such as the sewer collection network and treatment system; the system to collect, treat, store and distribute drinking water; and stormwater systems, including combined sewer overflow systems) or construction of new minor ancillary facilities adjacent to or on the same property as existing facilities.... This. category does not include actions that:... will provide capacity to serve a population 30% greater than the existing population; are not supported by the state, or other regional growth plan or strategy; or directly or indirectly involve or relate to upgrading or extending infrastructure systems primarily for the purposes of future development. " EPA Region 9 has determined the proposed project is eligible for a categorical exclusion under 40 CFR §6.204(a)(i)(ii), as the project involves the minor upgrade and minor expansion of existing system capacity. The project will not provide capacity to serve a population of 30% greater than the existing population. The increase in capacity is just over 20% and expected population growth is not expected to exceed 5% through 2020. In addition, the project upgrades are not intended for the primary purpose of future development. Further, the project is supported by regional growth plans. Extraordinary Circumstances EPA Region 9 has reviewed the proposed action to ascertain whether the proposed project involves any of the extraordinary circumstances identified at 40 CFR § 6.204(b)(1)-(10) and has determined: (1) The proposed action is not known or expected to have potentially significant environmental impacts on the quality of the human environment either individually or cumulatively over time. (2) The proposed action is not known or expected to have disproportionately high and adverse human health or environmental effects on any community, including minority communities, low- income communities, or federally -recognized Indian tribal communities. (3) The proposed action is not known or expected to significantly affect federally listed threatened or endangered species or their critical habitat. There is potential for migratory birds to breed in ornamental vegetation adjacent to the proposed project site. In order to ensure no indirect take of nests result from construction noise, the following mitigation measure will be incorporated into the proposed project: the recipient will avoid construction during the breeding season, which extends from February 15 to July 31. On August 31, 2011, EPA Region 9 received concurrence from U.S. Fish and Wildlife Service that this effort would ensure that the proposed action would not have or be likely to have, a measurable negative effect on migratory bird populations. EPA Region 9 will ensure the mitigation is implemented by including the mitigation effort as a grant condition. 2 (4) The proposed action is not known or expected to significantly affect national natural landmarks or any property with nationally significant historic, architectural, prehistoric, archeological, or cultural value, including but not limited to, property listed on or eligible for the National Register of Historic Places. EPA Region 9 has determined that no historical properties will be adversely affected under 36 CFR Part 800 for this project. On August 19, 2011, EPA Region 9 issued a letter to California State Historic Preservation Office (SHPO) requesting SHPO concurrence with EPA Region 9's determination that this project will have no adverse effects on historic or cultural resources. On September 27, 2011, EPA Region 9 received SHPO concurrence on EPA's finding that no historic properties would be affected by this project, pursuant to 36 CFR Part 800. (5) The proposed action is not known or expected to significantly affect environmentally important natural resource areas such as wetlands, floodplain, significant agricultural lands, aquifer recharge zones, coastal zones, barrier islands, wild and scenic rivers, and significant fish or wildlife habitat. (6) The proposed action is not known or expected to cause significant adverse air quality effects. (7) The proposed action is not known or expected to have a significant effect on the pattern and type of land use (industrial, commercial, agricultural, recreational, residential) or growth and distribution of population including altering the character of existing residential areas, and is consistent with state or local government, federally -recognized Indian tribe approved land use plans and federal land management plans. (8) The proposed action is not known or expected to cause significant public controversy about a potential environmental impact of the proposed action. (9) The proposed action is not known or expected to be associated with providing financial assistance to a federal agency through an interagency agreement for a project that is known or expected to have potentially significant environmental impacts. (10) The proposed action is not known or expected to conflict with federal, state or local government, or federally-i+ecognized Indian tribe environmental, resource -protection, or land -use laws or regulations. Finding The proposed action conforms to the category of action eligible for exclusion from detailed environmental review under 40 CFR §6.204(a)(1)(ii) and will not involve any extraordinary circumstances. Accordingly, EPA Region 9 will not prepare an environmental impact statement or an environmental assessment for the proposed project. EPA Region 9 may revoke this categorical exclusion if changes in the proposed action render it ineligible for exclusion or if new evidence emerges which indicates that serious local or environmental issues exist or federal, state, or local laws would be violated. 3 This categorical exclusion is final upon signature by the Division Director. EPA Region 9 will not circulate this categorical exclusion for review, but will make it available to any individual Upon request. Alexis Strauss Date Director, Water Division (above for use by County Clerk -Recorder's Office only) NOTICE OF EXEMPTION city c -f san juan capistrano, california 1. APPLICANT: City of San Juan Capistrano; Utilities Department 2. ADDRESS: 32400 Paseo Adelanto, San Juan Capistrano, CA, 92675 3. PHONE NUMBER: (949) 4874312 4. LEAD AGENCY: City of San Juan Capistrano 5. PROJECT MGR.: Eric Bauman, Water Engineering Manager 5. PROJECT TITLE: Groundwater Recovery Plant (GRP) Modifications 7. DESCRIPTION: The City proposes to construct several modifications to the existing Groundwater Recovery Plant (GRP) consisting of several Internal piping modifications, and the replacement of the filler media and the reverse osmosis (RO) membranes. The piping modifications include the installation of less than 20 linear feet of water pipe to re-route the current water flow from the filter tanks to the RO membranes. All work will occur within the present limits of the existing GRP fenced area. The proposed changes will have the benefit of reducing the average "total suspended solids" (TSS) content of the brine discharge by using the filter media to remove the iron. The high TSS content in the brine waste is due to the presence of iron. The Iron will then be discharged to the sanitary sewer for treatment. The Groundwater Recovery Plant (GRP) is located in the City Hall building complex situated at the southern terminus of Paseo Adelanlo. ADMINISTRATIVE DETERMINATION: City staff have completed a preliminary review of this project in accordance with the City of San Juan Capistrano's Environmental Review Guidelines and the California Environmental C.lality Act (CEQA), 1970. Based on that review. the Environmental Administrator finds that the proposed project constitutes "operation, repair, maintenance, permilling, leaving, licensing, or ainor alteration nfexisting public or private strucares, facllilies, mechanical equipment, or topographical feanrres. involing negligible or no expansion of use beyond that existing at the erne of the lead agencvs derernrirmtion" and more specifically, constitutes a minor alteration to, 'Existing focililies of bath investor and publicly -corned utilities used to provide electric pnver, natural gas, .senverage, nr ulher public unlity services." Therefore, the Environmental Administrator has determined that further environmental evaluation is not required because: [ J "The activity is coveted by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Whets It can be seen with certainty that there is no possibility that the activity In question may have a significant effect on the environment, the activity is not subject to CEQA" (Section 15061(b)(3)); or, [J] The pro ject is statutorily exempt, Section 15301(b); or, [ J The project is categorically exempt, Class , <name> (Sections 15301-15329); or, I] The project does not constitute a "project" as defined by CEQA (Section 15378). Vt4 m A. Ramsey, AICP, Environme Adi inisirelor ca I project file [ 1 C QA til [ J County Clerk Recorded in Official Records. Orange County Tom Daly. Clerk -Recorder lgllligll��fllgglq�l��VIl�qla�p�aq�llNO FEE 200985000147 01:55pm 02/25109 5C3 34 201. 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 faeove far use AV County Clerk-ReWdees ofe only NOTICE OF EXEMPTION city of san Juan capistrano, califomia 1. APPLICANT: City of San Juan Capistrano 2. ADDRESS: 32400 Paseo Adelanto, San Juan Capistrano, CA, 92675 3. PHONE NUMBER: (949) 487-4313 4. LEAD AGENCY: City of San Juan Capistrano 6. PROJECT MGR.: Joe Mankawich 6. PROJECT TITLE: Drilling and Development of Eastern Wells 7. DESCRIPTION: The drilling and pumping development of two ground water production wells, Well 5 and South Cooks Well, to replace existing wells. ADMINISTRATIVE DETERMINATION: Planning Department staff have completed a preliminary review of this project In accordance with the City of San Juan CapistrarWs Environmental Review Guidelines and with Section 15061 of the California Environmental Quality Act (CEQA) Guidelines. Based on that review, the Environmental Administrator finds that the proposed project constitutes the replacement of existing structures in which the new structures will be placed on the same site and will have the .same purpose and capacity of the existing structures they are replacing. Therefore, the Environmental Administrator has determined that further environmental evaluation Is not required because: [ j `The activity is cowered by the general nils that CEQA applies only to projects which have the potential for causing a signifibent effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA' (Section 15061(b)(3)); or, [] The project Is statutorily exempt, Section . <name> (Sections 15260-15277); or, [ x ] The project Is categorically exempt, Class 2, Replacement or Reconstruction (Sections 15301-15329); or, [ ] The project does not constitute a "project" as defined by CEQA (Section 15378). cc: [ ] project file ] CE file [ ] County Clerk POSTED FEB 7-5 2009 TOM D Y1CLERK AECORdEA Davy FILED FEB 2 5 2009 TOMftY. CL8W'A QMR of (above for use by county ore)ir-Recordees Ofte only) NOTICE OF EXEMPTION ° city of san � "uan Capistrano, California 1. APPLICANT: City of San Juan Capistrano 2. ADDRESS: 32400 Paseo Adelanto, San Juan Capistrano, CA, 92675 3. PHONE NUMBER: (949) 487-4313 4. LEAD AGENCY: City of San Juan Capistrano 5. PROJECT MGR.: Joe Mankawich 6. PROJECT TITLE: Drilling and Development of Eastern Wells 7. DESCRIPTION: The drilling and pumping development of two ground water production wells, Well 5 and South Cooks Well, to replace existing wells. ADMINISTRATIVE DETERMINATION: Planning Department staff have completed a preliminary review of this project in accordance with the City of San Juan Capistmno's Environmental Review Guidelines and with Section 15061 of the California Environmental Quality Act (CEQA) Guidelines. Based on that review, the Environmental Administrator finds that the proposed project constitutes the replacement of existing structures in which the new structures will be placed on the same site and will have the same purpose and capacity of the existing structures they are replacing. Therefore, the Environmental Administrator has determined that further environmental evaluation is not required because: [ I "The acthdly is covered by the general nde that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity In question may have a significant effect on the environment, the activity is not subject to CEQA' (Section 15061(b)(3)); or, [ ] The project is statutorily exempt, Section , <name> (Sections 15260.15277); or, [ x ] The project is categorically exempt, Class 2, Replacement or Reconstruction (Sections 15301-15329); or, [ ] The project does not constitute a "project" as defined by CEQA (Section 15378). FlIg moi' A. Ramsey, AICR Envipel"nmehtal Administrator cc: [ ] project file I.] CE9A file [ I County Clerk FILED FEB 15,2010 POSTED FEB 2 5 2009 70M1 Y, (BORDER �� DEFM ry Recorded In Official Records, Orange County Tom Dal count Recorder 'i SII IIIA I iiII EIiI�Yol l lfl 2010,2r- 201085000317 9:37 am 02/25/10 227 SC3 Z03 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 NOTICE OF DETERMINATION From: Utilities Department 32400 Paseo Adelanto San Juan Capistrano, California 92675 TO: FROM: Orange County Clerk -Recorder City of San Juan Capistrano PO Box 238 Environmental Administrator Santa Ana, California 92702 32400 Paseo Adelanto San Juan Capistrano, CA 92675 Subject: Filing of Notice of Determination In compliance with Public Resources Code, Sections 21108 and 21162. SCH No.: 2009121056 Lead Agency: City of San Juan Capistrano Project Manager: Joe Mankawlch- Associate Engineer, City of San Juan Capistrano Department of Public Works Applicant: City of San Juan Capistrano, Department of Public Works Address: 32400 Paseo Adelanto San Juan Capistrano, CA 92676 Project Location. City of San Juan Capistrano, Calftmlo Project Tide: San Juan Capistrano Eastern Wells and Pipeline Project Description: In 11394 the San Juan Basin Groundwater Management and Facility Plan (Groundwater Plan) was prepared by the San Juan Basin Authority to establish management strategies for groundwater and potable water supplies in the San Juan Basin. The Groundwater Plan discussed several facilltles required to manage future water supply. The facilities included a desalting plant to treat poor to marginal quality groundwater in the lower portion of the basin, new welts to um recharging imported water, and pipelines and other ancillary equipment. These faciiftiese (would alt oacilities w the groundwater of the San Juan Basin to be used as a storage element In the local and regional water supply systems and particularly provide a supplemental supply of water during perlods of drought or emergency. The Groundwater Plan was prepared for the San Juan Basin Authority in 1894; and was used In the preparation of its CEQA documentation completed in 1995. The propoed Eastern Wells and Pipeline project (proposed project) would be consistent with the facilities required proposed meet the objectives of the Groundwater Plan. Furthermore, on October 30, 2000 the San Juan Basin Authority (SJBA), of which the City of San Juan Capistrano (City) Is member agency, received a permit for diversion and use of water (diversion permit) from the State Water Resources Control Board Division of Water Rights (SWRC I). Diversion permit #21074 granted the SJBA rights to extract groundwater from seventeen different potential well locations within the boundaries of the San Juan Creek and the Arroyo Trabuco Creek. More specifically, SJBA has been allocated rights to divert (extract) up to a maximum of 8,026 acre-feet per year (afy) of groundwater from January 1 to December 1 of each year. The 8,026 afy can be Increased by a maximum of 2,676 afy, for a total diversion of 10,702 afy However, the SJBA would need to prove to the SWRCB RM the water is available to sustain the maximum extraction and that the maximum extract would not degrade the creeks and/or vegetation/habitat within the riparian oorddor. Current) as in diversion permit the City has to regularly monitor the condition of the creeks and vegetation living witOf hin the riparian corridor. If it Is determined by the monitoring data submitted to the SWRCB that there is any degradation of the creek or the vegetation due to the extraction well(s) then the diversion permit requires that the wall(s) be shutdown. The proposed project would consist of the construction of two replacement groundwater production wells, along with a collection plpellne. The proposed South Cook park Well and Well 5A are two of the seventeen wells identified In the diversion permit. The proposed collection pipeline would connect the two replacement wells, South Cook Park Well and Well 5A, plus a third existing well, Tlrador Well, to form a groundwater collection system In the vicinity of San Juan Creek and south of Calle Ano collection system would supply water from the San Juan Groundwater Basin (basin) to the City of San Juan Capistrano's Groundwater Recovery Plant (GWRP, located at 32470 Paseo Adelanto) for treatment before being Introduced Into the public water supply system. The treatment consists of removing iron, manganese and total dissolved solids (TDS) from the groundwater. The current cap" GWRP is 5.1 mgd (5,712 efy) which Is within the limits allocated by the diverslon permit of 8,028 afy. of The ddition of the proposed South Cook Park Well and Well SA along with the current operating wells will not exceed the allotted amount of water to be extracted under the diversion permit. i5 No. 1, CVWD No. 2, SJBA No. 2, and SJBA No. 4. Phase 1 of the GWRP required 8 wells to feed the GWRP. The South Cook Park Well and Well 5A will complete the well requirements under the Phase I for the GWRP, and will allow for effective management of the basin water. The purpose of the two replacement Eastern Welis (South Cook Park Weli and Well 5A) Is to provide system reliability and ultimately improve the flexibility of Potable water production from these existing group of wells. This Is to advise that the City Council of the City of San Juan Capistrano, as lead Agency, approved the above described project on February le, 2010, and determined that. I . The proJect will not have a significant effect on the environment. 2. A Mfflgated Negative Declaration was prepared pursuant to the provisions of CEQA. 3. Mitigation measures were made a condition of approval. 4. A mitigation monitoring and reporting plan was adopted for this project Furthermore, this adopted Mitigated Negative Declaration with comments and responses and the record of protect approval is available to the general public at the Planning Department, 32400 Paseo Adalanto, San Juan Capistrano, California. U" a,, m A. Ramsey, AICP Environmental Administrator FEB 2 5.2010 Date: t* la r ?,pip DEPUTY FEB 2 5 2009 ��Y. K�REC4RDFH 6y DEPUTY (above for use by County Clerk -Recorder's Office only) NEGATIVE DECLARATION 4D city of san Juan capistrano, california 1. APPLICANT: City of San Juan Capistrano; Utilities Department Z. ADDRESS: 32450 Paseo Adelanto; San Juan Capistrano, CA 92675 3. PHONE NUMBER: (949) 487-4313 4. LEAD AGENCY: City of San Juan Capistrano, 32400 Paseo Adelento, 92675 5. PROJECT MGR.: Joe Mankawlch, Associate Engineer S. PROJECT TITLE: Capital Improvement Project 775, Eastern Wells and Pipeline Project (Project No. 208591) 7. DESCRIPTION: In 1994 the San Juan Basin Groundwater Management and Facility Pian (Groundwater Plan) was prepared bythe San Juan Basin Authorityto establish management strategies for groundwater and potable water supplies in the San Juan Basin. The Groundwater Plan discussed several facilities required to manage future water supply. The facilities included a desaRing plant to treat poor to marginal quality groundwater in the lower portion of the basin, new wells to pump groundwater, recharge facilities for recharging Imported water, and pipelines and other ancillary equipment. These facilities would allow for the groundwater of the•San Juan Basin to be used as a storage element in the local and regional water supply systems and particularly provide a supplemental supply of water during periods of drought or emergency. The Groundwater Plan was prepared for the San Juan Basin Authority in 1994; and was used in the preparation of its CEQAA documentation completed in 1995. The proposed Eastern Wells and Pipeline project (proposed project) would be consistent with the facilities required to meet the objectives of the Groundwater Plan. Furthermore, on October 30, 2000 the San Juan Basin Authority (SJBA), of which the City of San Juan Capistrano (City) is member agency, received a permit for diversion and use of vMter (diversion permit) from the State Water Resources Control Board Division of Water Rights (SWRCB). Diversion permk #21074 granted the SJBA rights to extract groundwater from seventeen different potential well locations within the boundaries of the San Juan Creek and the Arroyo Trabuco Creek. More specifically, SJBA has been allocated rights to divert (extract) up to a maximum of 8,026 acre-feet per year (afy) of groundwater from January 1 to December 1 of each year, The 8,026 afy can be increased by a maximum of 2,676 afy, for a total diversion of 10,702 afy. However, the SJBA would need to prove to the SWRCB that the water Is available to sustain the maximum extraction and that the maximum extract would not degrade the creeks and/or vegetation/habitat within the riparian corridor. Currently, as part of the diversion permit the City has to regularly monitor the condition of the creeks and vegetation living within the riparian corridor. if It is determined bythe monitoring data submitted to the SWRCB that there Is any degradation of the creek or the vegetation due to the extraction well(s) then the diversion permit requires that the well(s) be shutdown Negative Declaretlan C!P 775, Eastem We of San Juan The proposed project would consist of the construction of two replacement groundwater production wells, along with a collection pipeline. The proposed South Cook Park Well and Well 5A are two of the seventeen wells identified in the diversion permit. The proposed collection pipeline would connect the two replacement wells, South Cook Park Well and Well 5A, plus a third existing well, Tirador Well, to form a groundwater collection system in the vicinity of San Juan Creek and south of Calle Arroyo. The collection system would supply water from the San Juan Groundwater Basin (basin) to the City of San Juan Capistrano's Groundwater Recovery Plant (GWRP, located at 32470 Paseo Adelanto) for treatment before being introduced into the public water supply system. The treatment consists of removing iron, manganese and total dissolved solids (TDS) from the groundwater. The current capacity of the GWRP is 5.1 mgd (5,712 afy) which is within the limits allocated by the diversion permit of 8,026 afy. The addition of the proposed South Cook Park Well and Well 5A along with the current operating wells will not exceed the allotted amount of waterto be extracted underthe diversion permit. The GWRP is currently fed by six (6) wells in the basin: Dance Hall, Trrador, CVWD No. 1, CVWD No. 2, SJBA No. 2, and SJBA No. 4. Phase I of the GWRP required 8 wells to feed the GWRP. The South Cook Park Well and Well 5A will complete the well requirements under the Phase I forthe GWRP, and will allow for effective management of the basin water. The purpose of the two replacement Eastern Wells (South Cook Park Well and Well 5A) is to provide system reliability and ultimately improve the flexibility of potable water production from these existing group of wells. Construction would occur during a five month time -frame, anticipated to be February through June, 2010. Project components are described in greater detail below. South Cook Park Well: The South Cook Park Well is a replacement well for CVWD Well No. 3 and would be located within Russell Cook Park. The well would be located approximately 430 -feet east of the intersection of Calle Arroyo and Rancho Viejo Road and approximately 50 -fest north of San Juan Creek. The well would be constructed within a concrete block, stucco building which would be approximately 22 feet in length and 16 feet in width. The building would also house the majority of the related mechanical and electrical equipment. Well 5A: Well 5A is a replacement for CVWD Well No. 5, a well that is currently at the same location, which is approximately 290 feet southeast of the intersection of Morningstar Lane, Via Parra, and Calle Arroyo and approximately 170 feet north of San Juan Creek. This site would be secured within a concrete masonry unit (CMU) (e.g. slump stone) walled building and substantially screened from view of the general public by existing and proposed landscaping. As required by the California Department of Public Health (CDPH), well facilities must be located at a higher elevation than the 100•year floodplain. This prevents flood water from infiltrating the underground basin directly and potentially contaminating the ground water supply. The finished grade for the South Cook Park Well facility foundation would be raised approximately five feet to match the existing berm that borders San Juan Creek The berm is two feet higher than the floodplain, and this elevation complies with the CDPH requirements. Pipeline: The pipeline material was chosen to be C905 Poly Vinyl Chloride (PVC) pipe, due to the corrosive nature of the soil in the San Juan Capistrano area. PVC does not reactwith the soil, whereas a ferrous material (i.e., one containing iron) would. The sixteen (16) inch diameter pipeline would extend for approximately 8,670 linear feet. The project would also Negative Declaration (ND) C1P 775, Eastern Wells/PIP011he 3 Clty of San Juan Include an alternative alignment that would bypass the existing Tirador Well and connect to an existing 12 -inch potable water pipeline that runs parallel to E5 freeway. The alternative alignment would be approximately 930 linear feet (see Figure 2). The proposed pipeline would commence at the GWRP maintenance yard underground (Pipeline Segment 2C1). The pipeline would then continue underground In a steel casing beneath the Southern California Regional Rail Authority (Metrolink) railroad right-of-way (Pipeline Segment 2C2). Segment 2C3 and 2C4 of the proposed pipeline spans the area between the railroad right-of-way and Camino Capistrano. The majority of the pipeline would be located In a bike trail adjacent to San Juan Creek. Segment C5 of the pipeline extends from the east side of Camino Capistrano to the west side of the Califomla Department of Transportation (Caltrans) right-of-way. The Caltrans right-of-way marks the Interstate 5 freeway (1-5) under crossing. This portion of the pipeline would also be located In the bike path adjacent to the San Juan Creek. The bike path material transitions between concrete and asphalt construction periodically during this section of the proposed alignment. Segment C6 of the pipeline beginson the west side of the 1-5 freewaywhere it will extend to an existing 12 -inch waterline that runs adjacent to the 1-5 freeway. This existing potable water line will be converted to raw water use by the City and will also be used to connect Segment C9 of the proposed pipeline that lies north of Segment C6. Segment C9 of the proposed pipeline spans west along Calle Arroyo where it Intersects the existing water line and travels east to the parking lot entrance located on the west side of Calle Arroyo Cottages. The parking lot entrance lies between the Calle Arroyo Cottages and an equestrian center. The pipeline would be constructed within Calle Arroyo. Segment C10 of the pipeline would be located within the entrance driveway and parking lot of Calle Arroyo Cottages and then would transverse through the City owned property of the OrtegaEquestdan Center. This segment would end with a connection to South Cook Park Well, located in Russell Cook Park. The City would retain an easement from Calle Arroyo Cottages for this particular portion of the alignment. Segment C11 would underground along a bike path within Russell Cook Park. The pipelinewould span the length of the park from South Cook Park Well to La Novia Street. The majority of construction would be in the asphalt path of the park, however, a small segment at the end would be within the outfield of the park's baseball diamond. Segment C12 of the pipeline horizontally crosses La Novia Avenue. Segment C13 completes the connection of the three wells. The pipeline would be constructed within a paved bike path adjacent to San Juan Creek for the remaining length of the alignment. Segment C13 terminates the well collection pipeline at the Well 5A facility. The 1-5 crossing is independent of the 16 -inch PVC well collection pipeline. This portion of ? the project would replace two existing water pipelines that have been installed underneath I- 5, approximately2000-feet south of Ortega Highway. The first of these existing pipelines Is an 8.63 -inch (6.96 inch inside diameter) High-density polyethylene (HDPE) well collection line that currently transports water from the Tirador Well to the City's GWRP. The second pipeline is an 18 -inch (14.73 inch inside diameter) HDPE potable water supply line whichs supplies water from the GWRP to the City's 350 pressure zone. Several replacement options were considered by the City. The City concluded that abandonment of both of the existing 18 -inch and 8.63 -inch pipelines and the installation of a new, Caltrans approved, Negative Declaration (ND) CIP 775, Eastem WellsApellrre 4 of San Juan crossing in the same location was the most effective option. The new crossing would require a 30 -inch steel casing to house a 16 -Inch ductile iron pipeline. Well Puma and Construction Methods: South Cook Park Well and Well 5A are similar in production and size, as well as mechanical and electrical components; however, they have different site requirements that are specific to each well. Pumps are chosen based on the flow (in gallons per minute, gpm) and total dynamic head (TDH). During the drilling phase, both wells are required to be pumped for a.48 -hour development period and samples of the soil will be taken at 4 -foot increments. Data from both of these operations will be used to determine the actual performance of both wells and the final design will be altered to accommodate these results. For the purpose of this preliminary design report, the flow and TDH requirements for both wells are 700 gpm and 110 feet respectively. Additionally, each well facility would be equipped with a Programmable Logic Controller (PLC), 5 port Ethernet Switch, NET 900 Ethernet Radio and YAGI Directional Antenna. Status signals and alarms at each well facility would be sent from the PLC to the NET 900 Ethernet Radio via the Ethernet Switch. This equipment allows for remote operation and monitoring of each well site by the City. Various well drilling methods have been developed in the industry, responsive to differing geologic conditions. For the purpose of these two wells, a combination method, the direct auger drill through casing method, is proposed. This combined method uses direct rotary auger drilling ahead of a temporary casing that is pushed into the bore hole in four -foot long segments. Once the bore hole and temporary casing is advanced to the full well depth, a well screen and gravel pack is placed inside the temporary casing and the temporary casing is then removed. As the upper (50 foot to 60 foot) portion of the temporary casing is removed, the sanitary seal is placed. Pipeline Construction Method: Two different construction methods will be used for the pipeline. Open cut construction will be used for the majority of the well collection pipeline, excluding Segment 2C2. The jack and auger boring method will be used in the recommended alternative for the 1.5 crossing as required by Caltrans. Open cut construction Is the most common method of pipeline construction. It involves excavating a trench, preparing the pipeline foundation (bedding), placing the pipe in the developed trench, backfilling the trench, and restoring surface improvements. The jack and auger boring technique consists of placing the boring machine in a jacking pit I on grade with the bore profile so that it exits into a receiving pit. The boring machine drives a dry rotating auger normally through a jacked steel casing. The casing is jacked in ahead j of the auger. The jack and bore method is applicable when trenchless applications are ! required for selected crossings, as is the case with the 1-5 crossing where Caltrans requires a jack & bore pipeline installation. A casing will be jacked in and the carrier pipe inserted into I the casing. General Construction Reguirements: The project construction program will comply with all government regulations, including, but not limited to those of the state, the South Coast Air Quality Management District (SCAQMD), and City of San Juan Capistrano. Activities shall be regulated as follows (these requirements shall be specked in the construction plans r submitted to the City Department of Public Works): • The use and disposal of any hazardous materials used during construction and maintenance shall follow all government and manufacturers specifications. Negative Declaration (ND) CIP 775, Eastern WellsPlpellne 5 City of San Juan Capistrano • Use of all products and machinery during construction shall comply with labeling and standards of use. • Plans shall be submitted detailing how siltation or airborne dust(SCAQMD Rule 403) will be reduced during the grading and construction phase. • City and Caltrans emergency access plans, where applicable, shall be complied with. • Project construction traffic and parking plans for constructlon-phase traffic and parking disruptions will be prepared by the applicant or contractorand approved by Caltrans and the City. These plans will include temporary traffic control features that would be employed during construction. • The project contractorshall prepare a Storm Water Pollution Prevention Plan(SWPPP) for City approval, in order to comply with the National Pollution Discharge Elimination System (NPDES). The project contractor shall prepare a detour plan for the blke/walking path for City approval. ENVIRONMENTAL ADMINISTRATOR(FA) DETERMINATION: This project has been evaluated by the Environmental Administrator of the City of San Juan Capistrano in accordance with the Section 21080(c) of the California Environmental Quality Act (CEQA). The Environmental Administrator has determined that this project will not have a potentially significant adverse effect on the environmentand has issued a Mitigated Negative Declaration. The basis forthe Environmental Administrator's determination is the Initial Study prepared pursuant to Section 15083 of the California Environmental Quality Act (CEQA) Guidelines. Copies may be reviewed orobtalned from the Planning Department In City Hall located at 32400 Paseo Adelanto. The County Clerk's posting date at the top of the document establishes the beginning of the public review process. All public comments on the Mitigated Negative Declaragon (MND) must be provided to the project manager or the Environmental Administrator, In writing, within twenty (20) days of the posting date, or for projects requiring State Clearinghouse (SCH) review, within thirty (30) days of the posting date. Section 9-2.201 of the Title 9, Land Use Code establishes the authority of the City's Environmental Administrator for making environmental determinations and implementing the City's Envimnmental Review Guidelines. Pursuant to Section 9-2.311, Appeals of the Ti9e 9, Land Use Code, any person may file an appeal of the Environmental Administrator's decision to issue a Notice of Exemption, Negative Declaration (ND), Mitigated Negative Declaration (MND) or require preparation of an Environmental Impact Report (EIR). Appeals must be filed in writing pursuant to Section 9-2.311 of Tide 9, Land Use Code in a timely manner with the City clerk's office. The filing of an appeal stays the issuance of an environmental detennination until a decision by the City Council on the appeal. cc: County Clerk Project file (project manager) CEQA file (Planning Secretary) Project Applicant Posting: ( I City Hall; I I Public Library; I I Community Center Exhibit F 1. City of San Juan Capistrano Recycled Water Projects 2. Ground Water Recovery Plant Projects • Project Assessment and Evaluation Plan (PAEP) Outline Water Conservation, Reliability_ Enhancement. and Recycling City of San Juan Capistrano Recycled Water Projects Proiect Summary A. Funding Program These project are funded by the State Water Resources Control Board through the Proposition 50, Integrated Regional Water Management Implementation Grant. B. Project Description The City of San Juan Capistrano (City) has five projects which fall under the water conservation, reliability enhancement, and recycling category. These rive projects include: Re -Line Hollywood Non - Potable Well Project, Rosenbaum Non -Potable Well Tie In Project, City Wide Recycled Water Conversion Project, Marbella Golf Course Recycled Water Conversions, and San Juan Creek Road Recycled Water Pipeline. Re -Line Hollywood Non -Potable Well Project This non potable well is located at 31571 Avenida de la Vista in San Juan Capistrano. The well was originally permitted in 1985 as a potable drinking water well for human consumption. In the late 1990's, high levels of manganese caused the City to place this well in the non - potable category and the well is currently tied into the City's recycled/ non potable water system. The City's 2006 Non-Domestic/Recycle Water Master Plan identified the rehabilitation of this well as one of the recommended Capital improvement Projects. This project objective is to restore pumping efficiency to original design capacity, bring the well into compliance with all regulations, and ensuring reliable service to the non potable water system within the City. Project scope includes repair and replacement of well components, installation of back flow preventer, SCADA programming changes, and addition of a chlorination system (shed if needed, tank, PUMPS, C12 sensors, and flow sensors). Rosenbaum Non -Potable Well Tie In Project This existing domestic water well is located at 29688 Rancho Viejo Road in San Juan Capistrano. The well is permitted as a potable water source with a capacity of up to 500 gallons per minute (gpm). Over the last several years the quality of the water has degraded. The proposed project consists of disconnecting the well from the potable water system and establishing a tie-in the City's non -potable water system. Project components include construction for the tie-in, addition of variable frequency motor, modifications to upstream and downstream pressure relief valves, and control changes to the SCADA system. City Wide Recycled Water Conversion Project This project was formerly the Rancho Viejo Road Recycled Water Conversion Project. It has been expanded to cover more areas within the city. The scope of City Wide Recycled Water Conversion Project is to convert existing irrigation accounts which currently use potable water and connecting them to recycled water by installing recycled water meters and recycled water service connections to the recycled water mains along Rancho Viejo Road, San Juan Creek Road, and throughout the City. This project involves conversion, separation, and signage per the Rules and Regulations for the Use of Recycled Water. The City's Non -Domestic/ Recycled Water Master Plan from 2006 identited potential customers to be converted to non-domestic water. As part of the project, up to 223 acres of landscaping city wide will be converted to use non-domestic water. If all conversions are made, up to 592 AF per year of irrigation will be supplied by the recycled water system. The design and construction phase of this project will be bundled with the Marbella Country Club Conversion to take advantage of economies of scale. Marbella Golf Course Recycled Water Conversions The Marbella Country Club. is a golf course and residential home development located at the intersection of Golf Club Drive and Rancho Viejo Road in San Juan Capistrano. The Country Club includes an 18 hole golf course and approximately 250 homes. Irrigation of the golf course and landscaped areas is currently supplied by the potable water system. The proposed project will convert existing irrigation accounts which currently use potable water and connecting them to recycled water by installing recycled water meters and recycled water service connections to the 8" recycled water main along Rancho Viejo Road. This project involves conversion, separation, and signage per the Rules and Regulations for the Use of Recycled Water. Conversion will take advantage of the increased recycled water system capacity due to other Proposition 50 improvements such as addition of the Rosenbaum Well. As part of this project, up to 134 acres of landscaping between the golf course and the community will be converted to use non -potable water. Once all conversions are completed, 499 AF per year of irrigation will be supplied by the recycled water system. The design and construction phase of this project will be bundled with the City Wide Recycled Water Conversion to take advantage of economies of scale. San Juan Creek Road Recycled Water Pipeline The San Juan Creek Recycled Water Pipeline is a project to design, permit, and construct approximately 3,300 lineal feet of 92 -inch recycled water main. The recycled water main will begin on San Juan 2 Creek Road and go through the Blenheim Park to connect to Santa Margarita Water District's (SMWD) recycled water main at the corner of Ortega Highway and Antonio Parkway. The connection to SMWD will provide additional supply and ensure supply reliability to all customers. Project components include piping, valves, above ground PRV, and flow meter at the connection point with SMWD. C. Problem Statement The City has a potable water system and a recycled/ non potable water system. The source of the water for the recycled/ non potable water system comes from production of one non potable well, purchase of recycled water, and purchase of potable water. Potable water is currently purchased to augment the recycled water system due to deficiencies in the recycled water supply. These projects address current problems by increasing production of non potable water, increasing reliability of the recycled water supply, and reducing expenses by reducing potable water purchases. Increasing Non -Potable Water Production The City only has the Mission well that supplies non -potable water to the recycled water system. The two projects which will increase non - potable water production are the Re -Line Hollywood and Rosenbaum Tie In projects. The Hollywood Weft has been non -operational for at least three years. The well inspection report from December 2009 points out issues with the well including scaling, holes in the casing, and enlarged perforations causing inefficient pumping resulting in low yields. The well is currently non -operational, supplying no water to the recycled/ non -potable water system. After the rehabilitation, the expected production capacity is 630 gpm. The Rosenbaum Well is currently tied to the potable water system. The water at the Rosenbaum Well contains high TDS levels ranging from 500 to 800 mg/l, exceeding both primary and secondary drinking standards. Installation of a treatment facility would be required for the well to serve as a potable supply. Though not suitable for potable consumption, the well is suitable for use as irrigation water. Once the well is tied to the recycled water system, it is expected to supply 500 gpm to the recycled water system. Reliability of Recycled Water System The source of water for the recycled/ non -potable water system comes from production of one non potable well, purchase of recycled water, and purchase of potable water. Addition of the San Juan Creek Road Recycled Water Pipeline to connect to SMWD's recycled water main 3 will improve supply reliability to the City's system. Reduction of Potable Water Purchases The City has a potable water system and a recycled/ non potable water system. The landscape in lgation accounts identified for conversion as part of the City Wide and Marbella Recycled Water Conversion projects currently use potable water to augment deficiencies in recycled water supply. The cost of purchasing potable water is higher than for either producing or purchasing recycled/ non potable water. By converting the landscape irrigation accounts to recycled/ non potable water, the City can reduce expenses for purchase of potable water. i. Identify or characterize baseline data Re -Line Hollywood Non -Potable Wel! Project, The well is non -operational. Expected production of 630 gpm when project is complete. Rosenbaum Non -Potable Well Tie in Project, Currently, the well is non -operational. it does not contribute to the potable or non potable system City Wide Recycled Water Conversion Project, The landscape irrigation accounts which have been identified for conversion account for 592 AF per year of potable water usage Marbella Golf Course Recycled Water Conversions The landscape irrigation accounts which have been identified account for 419 AF per year of potable water usage San Juan Creek Road Recycled Water Pipeline The existing sources of recycled/ non potable water is the City's Mission We# and purchased recycled water from Moulton Niguel Water District. Due to deficiencies in the recycled water supply, potable water is purchased to augment the system. H. Identify pollution source categories Not applicable to this project. iii. Identify and describe current restoration activities: Best Management Not applicable iv. Describe the manner in which the proposed best management practices or management measures will be implemented Not applicable v. Summarize how the effectiveness of proposed practices or measures in preventing or reducing pollution will be determined 4 Not applicable. A. Determine "Chanaes in I•. pattern" affected water ... - Not applicable. vii. Determine economic benefits of implementina project The City operates a network of recycled/ non potable water mains throughout the City. The source of the water for the recycled/ non - potable water system comes from production of one non potable well, purchase of recycled water, and purchase of potable water. Table 9 shows the current supply and demand conditions of the City's recycled water system and required potable water augmentation. Once the projects are complete, the benefits to the City include increased production of non potable water, increased reliability of the recycled water supply, and reduced expenses due to reduced potable water purchases. TABLE 1 City of San Juan Capistrano Recycled Water System Current and Future Operating Conditions Current ac- r Future ac- r Demand Existing Recycled/ Non Potable Demand 4 20 20 City Wide Recycled Water Conversions 592 592 Marbella Golf Course Conversions 419 419 Total Recycled Water Demand 1031 1031 Supply Hollywood 2A Supply to Recycled/Non Potable'- 0 350 Rosenbaum Supply to Recycled/Non Potable , 0 375 Mission Well Supply to Recycled/Non Potable3, 375 300 Total Recycled/ Non potable Supply 375 1025 Recycled Water Purchases MN WD Recycled Water Purchases for RW system 20 5 SMWD Recycled Water Purchases for RW System 0 5 Total RW Purchases 201-10 Potable Water Augmentation Potable Water Purchases to augment recycled water system 636 -4 1. 14614wood 2A, 630gpm=1015AF4i� account for downtime, etc. = 450AFyr 2. Rosenbaum. 500gpm=806AF1yr, account for downtime, etc. = 375AFiyr 3. Mission, 500gpm=806AF4i, account for downtime, etc. = 375AFyr 4. Current demand based on current purchase of approximately 20AFyr from MNWD 5. Potable water to augment deficiency in recycled water system = demand - recycled water sup ob*urchase 6. Connections to be used as needed. 7. Negative number for potable waterpurchase indicates sell -sufficient recycled water system. Hollywood and Mission Well production reduced for this example. 8. San Juan Capistrano Prop 50 Project D. The Following Project Activities or Tasks will be Completed to Address the Issues or Problems: Task 1. Administration Provide aft technical and administrative services needed for Project Completion; monitor, supervise, and review all work performed, and coordinate budgeting and scheduling to assure that the Project is completed within budget, on schedule, and in accordance with approved procedures, applicable laws, and regulations. Task 2. Proiect Implementati Hollywood 2A Prepare Request for Proposal (RFP) to solicit bids for well rehabilitation. Award and administer contract. Oversee well rehabilitation and inspect and test well upon completion for increase in production capacity. Rosenbaum Prepare Request for Proposal (RFP) to solicit bids for construction work and modifications to recycled water system components. Award and administer contract. Oversee, inspect, and approve connection work. Conversion Projects Prepare Request for Proposal (RFP) to solicit bids for design and implementation of recycled water conversion. Award and administer contract. Oversee design and implementation of conversions. San Juan Creek Road Recycled Water Pipeline Prepare Request for Proposal (RFP) to solicit bids for pipeline design. Award and administer contract. Bid construction of pipeline based on approved design package. Oversee construction phase and approve upon project completion. Task 3. Operate Recycled Water System Operate Hollywood 2A Well and Rosenbaum Well at 630 gpm and 500 gpm respectively and reduce purchase of import water. Converted landscape irrigation accounts will operated using recycled water instead of potable water. Purchase of potable water reduced. Connection to SMWD will provide additional source of recycled water and increase reliability and supply to recycled water system. Task 4. Calculate Post Implementation Results The Hollywood 2A well and Rosenbaum well projects will have results calculated based on well production records. The results should show the wells capable of producing 630gpm and 500 gpm, respectively. The results should also show annual 7 AF production as expected in Table 9. For the two recycled water conversion projects, the water billing records for the landscape irrigation accounts which were converted will be used. The results should show the converted accounts using recycled water instead of potable water. Based on combined results, determine reduction in purchase of potable water. Calculations shall also show quantity of water purchased from SMWD through the newly constructed San Juan Creek Recycled Water Pipeline. Task 5. Reporting Expeditiously provide, during implementation, upon completion of the Project and up to one year after project completion, such reports, data, and information as may be reasonably required by the State Water Board's Project Representative, including but not limited to material necessary or appropriate for evaluation of the State Water Board's program or to fulfill any reporting requirements of the state government. Examples of these include: (A) Progress Reports. Submit quarterly progress reports during Project Implementation. The description of activities and accomplishments of each task during the quarter shall contain sufficient detail to provide a basis for payment of invoices and shall be translated into percent of task work completed for the purpose of calculating invoice amounts. (B) Project Assessment and Evaluation Plan. Shan provide data consistent with the format, schedule and other guidelines specified and shag be approved by the State Water Board's Project Representative. (C) Final Project Summary Report. Submit to the State Water Board's Project Representative a copy of a Final Project Summary Report within 60 days following Project Completion. Category of Project Activities or Tasks: Tasks Category 1. Administration Planning, Research, and Assessment 2.Prom Implementation Water Conservation, Reliability Enhancement, and Recycling 3.Operate Recycled Water System Water Conservation, Reliability Enhancement, and Recycling . Calculate Post Implementation Results Planning, Research, and Assessment 5. Reporting Planning, Research, and Assessment II. Project Goals & Desired Outcomes The goals of this project are: Rehabilitate the Hollywood Well. This includes removal of existing equipment, refurbishing parts as required and installation of refurbished parts and new parts for fully functioning well. Ensure regulatory compliance of well by installing backflow prevention, and chlorination system. 2. Connect Rosenbaum Well to recycled/ non potable water system. On site project components include piping and valves for construction of tie- in to recycled/ non potable water main, backflow device to comply with Department of Public Health regulations, modifications to disinfection system, addition of variable frequency motor, improvements to the SCADA system. Off site project components are required to operate the recycled/ non -potable water system once the Rosenbaum well is operating. The improvements are required at critical locations including, nearby pressuring reducing stations, nearby reservoir, and recycled water connection to Moulton Niguel Water District. The improvements include installation of check valves, modifications to pressure relief valves, and installation and programming of SCADA equipment. 3. Convert landscape irrigation accounts along Rancho Viejo Road and other parts of the City to use recycled/ non potable water. 4. Convert landscape irrigation accounts at the Marbella Golf Course and community to use recycled/ non potable water. 5. Design and install pipeline to connect City's existing recycled/ non - potable water system to SMWD's recycled water main at corner of Ortega Highway and Antonio Parkway. The desired outcomes of this project are: 1. Well production and supply to recycled water system of 630 gpm from Hollywood 2A and 500 gpm from Rosenbaum. 2. Replace 592 AF per year of potable water usage with recycled/ non potable water due to City Wide Conversions. Replace 419 AF per year of potable water usage with recycled/ non potable water due to Marbella Conversions. 3. Connect the City's recycled/ non potable water system to SMWD's recycled water system. Increase reliability to City's recycled/ non potable water system by having additional source. 4. Overall outcomes of increased production of non -potable water, increased reliability of the recycled water supply, and reduced expenses due to reduced potable water purchases 9 III. Project Performance Measures Table Table 5 Water Conservation, Supply Reliability Enhancement & Recycling City of San Juan Capistrano Recycled Water Projects Project Goals Desired Output Indicators Outcome Measurement Tools Targets Outcomes Indicators & Methods Rehabilitate Hollywood Provide non -potable Well production records. Production records Tools — Well SCADA system Annual production at well conned water to the recycled/ shall show Method — SCADA records shall show wells capable of Hollywood —450 AF/yr. osenbaum well to the on -potable system. ollywood capable o umping at 630 gpm at Hollywood 2A and 500 gpm at recycled/ non -potable 530 gpm and —450 Rosenbaum. SCADA shall also show annual production Annual production at system. kF/yr. f 450 AF/yr at Hollywood 2A and 375 AFtyr at Rosenbaum of —375 AF/yr. Rosenbaum. Records shall show Rosenbaum capable f 500gpm and —375 F/yr. Implement conversions Replace potable water Water consumption by Converted customer Tools — Converted customer water bills. Potable water replaced with o landscape irrigation usage with recycled/ converted customers. water bills. Methods —Summarize recycled water consumption for recycled water. 419 AF/yr at accounts at Marbella on -potable water. onverted customers. Total quantity shall be volume of Marbella and 592 AF/yr and throughout the City Reduce or eliminate 3otable water not purchased by City, throughout rest of the city. o reduce potable water potable water purchase. ugmentation of ecycled water system. Design and Install San onnect City's recycled/ Purchase of recycled Recycled water bill Tools —Water bill from SMWD. Depending on operating Juan Creek Road on -potable system to water from SMWD. from SMWD. Method — Additional reliability to City recycled/ non- conditions. recycled water Recycled Water 5MWD. )otable shall be shown by purchase of recycled water purchase from SMWD range Pipeline and Improve City water billing torn SMWD. from 0-20 AF. Supply Reliability torecords/ recycled Recycled Water Nater use reporting System. o SOCWA. Projects as a group Additional supply from ncreased production of Meter read for Tools — Potable water meter used to augment recycled/ Depending on operation of hall increase reliability wells, new recycled on -potable water, )otable water used ion potable system. on -potable wells, meter read IF the recycled water water connection for ncreased use of recycled o augment recycled/ Method — Meter read shall show reduction in potable hall be reduced from current upply, and reduce supply reliability and Nater by customers and on -potable system, Nater used to augment recycled water system. Preferably 536 AF to read as close as otable water reduction of potable duction of potable water eter shall show no potable water used. ossible to 0-5 AF. urchases. water use. se. Project Assessment and Evaluation Plan (PAEP) Outline Water Conservation, Reliability Enhancement. and Recygling Ground Water Recovery Plant Projects I. Project Summary A. Funding Program The Ground Water Recovery Plant (GWRP) Projects consist of the Phase 11 Expansion (Expansion) and the Back Up Emergency Power Generators (Generators). Both projects are funded by the State Water Resources Control Board through the Proposition 50, integrated Regional Water Management implementation Grant. In addition, the Expansion is also funded by Federal grants from the EPA. B. Project Description The Expansion project includes the design, permitting, and construction of onsite and offsite facilities to expand the GWRP from a production capacity of 4.25.2 MGD up to 5.2-6.2 MGD. Major onsite elements of the expansion include addition of one sand separator, addition of one chlorine contact chamber, addition of one greensand filter vessel, addition of a granulated active carbon (GAC) filter, addition of one cartridge filter, chemical feed system improvements, SCADA system improvements, and upsizing of the two RO membrane feed pumps. Offsite components of the project include construction of Easterly Wells Pipeline from the GWRP to Cooks Park Well and Well 5A, and construction of Cooks Park Well and Well 5A. Project components which have already been completed include the GAC filter, and all offsite improvements. The Generators project includes design and installation of emergency power at the GWRP and seven satellite wells which feed into the GWRP. The GWRP, located at 32740 Paseo Adelanto, treats water from the adjacent Dance Hall Well and the seven wells throughout the City including Kinoshita, CVWD#9, SJBA#2, SJBA#4, Tirador, South Cooks Well, and Well #5A. During normal operation, all facilities receive power from San Diego Gas and Electric (SDG&E). The City plans to install generators at each location. Standby generators shall be rated to provide full load operation of the GWRP and each well facility. In the event of power failure, switchover to generator shall be performed manually. C. Problem Statement The City's water system is dependent on purchasing imported water. Depending on the time of the year, up to 70% of the water used is purchased. The Expansion project will allow the GWRP to supply a larger percentage, therefore reducing purchased water. The completed Generator project addresses the problem faced by the City during an emergency. During an emergency, there will be no power from SDG&E and there could be loss of water supply from import sources. Without power from SDG&E, the City is unable to operate the GWRP and wells. Without the GWRP, the City has only 3 days of water supply in its local reservoir and 3 days of supply in Santa Margarita Water District's (SMWD) reservoir. In an emergency, water may or may not be available from SMWD. The loss of water supply after 3 days has an economic impact to the City as well as life/ safety impacts which are incalculable. With the GWRP operational, the City can have up to 30 days of water supply. L Identify or characterize baseline data GWRP Existing production capacity of the GWRP is 4.2 — 5.2 MGD. At the current production, the City needs to purchase 5,200-6,200 AF/yr of import water. GENERATORS Currently, there is no emergency power to the GWRP or the wells. In the event of an emergency where there is no power or MET import supply water, the City has only 3 days of water supply. H. Identify pollution source cateaories Not applicable to this project. iii. Identify and describe current restoration activities: Best Management Not applicable iv. Describe the manner in which the proposed best management practices or management measures will be implemented Not applicable v. Summarize how the effectiveness of proposed practices or measures in preventing or reducing pollution will be determined Not applicable. A. Determine "Changes inflow pattern" in affected water bodies Not applicable. vii. Determine economic benefits of implementina project Once the Expansion project is complete, the GWRP will be capable of producing 5.2-6.2 MGD. This will allow the City to reduce potable water purchase to approximately 3,900-5,200 AF/yr, decreasing the City's reliance on imported water by an estimated 1,000 AF/yr. During an emergency with no power and no import water supply, the City currently has 3 days of water supply. With the emergency generators system installed, the City is able to avoid significant economic and incalculable life/ safety impacts. D. The Following Project Activities or Tasks will be Completed to Address the Issues or Problems: Task 1. Administration Provide all technical and administrative services needed for Project Completion; monitor, supervise, and review all work performed, and coordinate budgeting and scheduling to assure that the Project is completed within budget, on schedule, and in accordance with approved procedures, applicable laws, and regulations. Task 2. Design and Install Projects For the GWRP Expansion, prepare Request for Proposal (RFP) to solicit bids for design and construction for each component of GWRP expansion. Award and administer contracts. Oversee expansion and approve expansion completion upon confirming increase in production capacity. For the Generator project, prepare Request for Proposal (RFP) to solicit bids for design and construction work to install generator and fuel storage facilities. Award and administer contract. Oversee, inspect, and approve generator system test. Task 3. Operate GWRP and Generators System Operate upgraded GWRP at 5.2-6.2 MGD. The emergency generator system shall be tested to provide full load to the GWRP and the Dance Hall well. Task 4. Calculate Post Implementation Results Obtain pre and post GWRP production records and water bills from import water sources. Use combination of data to determine increase of production and decrease of purchased water. For the Generator project, emergencies requiring the generator system could occur the day after project completion or years afterwards. Emergency reliability is not a readily calculable benefit. The project shall be validated/ proven by a full scale system test. The test shall consist of shutting down the electrical supply to the GWRP and wells, then starting up the GWRP and wells to operate on generator power for a minimum of two hours. Successful completion of the test shall be used to verify the project is complete and the system is operational. Task 5. Reporting Expeditiously provide, during implementation, upon completion of the Project and up to one year after project completion, such reports, data, and information as may be reasonably required by the State Water Board's Project Representative, including but not limited to material necessary or appropriate for evaluation of the State Water Board's program or to fulfill any reporting requirements of the state government. Examples of these include: 3 (A) Progress Reports. Submit quarterly progress reports during Project implementation. The description of activities and accomplishments of each task during the quarter shall contain sufficient detail to provide a basis for payment of invoices and shall be translated into percent of task work completed for the purpose of calculating invoice amounts. (B) Project Assessment and Evaluation Plan. Shall provide data consistent with the format, schedule and other guidelines specified and shall be approved by the State Water Board's Project Representative. (C) Final Project Summary Report. Submit to the State Water Board's Project Representative a copy of a Final Project Summary Report within 60 days following Project Completion. Category of Project Activities or Tasks: Tasks Category 1. Administration Planning, Research, and Assessment 2.Desi n and Install Projects Water Conservation, Reliability Enhancement, and Recycling 3.Operate GWRP and Generator System Water Conservation, Reliability Enhancement, and Recycling Calculate Post Implementation Results Planning, Research, and Assessment 5. Reporting Planning, Research, and Assessment II. Proiect Goals & Desired Outcomes The goals of this proiect are: 1. Design and construct Phase !1 expansion of GWRP. 2. Install backup generator and fuel storage facility which can provide power to GWRP and seven satellite wells in the event of power failure. The city will be able to provide 4.2-5.2 mgd prior to GWRP expansion and 5.2-6.2 mgd after expansion during an emergency with no power supply or import water supply. The desired outcomes of this project are: 1. Operate GWRP at production of 5.2-6.2 MGD, approximately 1 MGD more than current capacity. 2. Be able to provide reliable water supply during event of power failure and loss of import water. City can have 30 days of water supply instead of 3 days. 4 III. Project Performance Measures Table Table 5 Water Conservation, Supply Reliability Enhancement & Recycling Ground Water Recovery Plant Projects Project Goals Desired Outcomes Output Indicators Outcome Indicators Measurement Tools & Methods Targets Design and Increase GWRP Plant production records Plant production records after Tools — GWRP SCADA system Plant capacity of 5.2-6.2 MGD Construction of GWRP production from 4.2- expansion shall show Methods — GWRP SCADA system shall be Phase 11 Expansion .2mgd up to 5.2- pacity of 5.2-6.2 mgd. ised to retrieve plant capacity as measured by 6.2mgd. Droduction flow meter. Data can be retrieved or 12 months prior to expansion and 12 Decrease purchase of Water bills for import water. Nater bills for import water months after expansion. import water by 1,000 hall show decrease of water AF/yr. Durchase. ols — Water bills for import water ater purchase for 12 thods — Summarize quantity of water onths prior should be rchased for 12 months prior to expansion, Ifuannual pproximately 5,200-6,200 mmarize quantity of water purchased 12 F/yr. Quantity of water onths after expansion. Determine decrease urchased after expansion is water purchase. xpected to be 3,900-5,200 AF/yr. Approximate decrease n purchase of 1,000 AF/yr. Design and Install bility to operate GWRP perate GWRP and wells ull scale test shall show that Tools — Test reports During full scale test, GWRP Generator and Fuel nd wells during loss of ising only generator power mergency generators are Methods — Reports shall show successful shall be able of producing 5.2 forage for GWRP and ower and loss of imporl Juring a scheduled full scale pable of providing completion of full scale test .2 mgd after GWRP even satellite wells. upply. est. dequate power to run expansion. WRP and wells. Increase water supply wring emergency from days to 30 days.