15-1103_DUDEK_Agenda Report_F17TO:
FROM:
DATE:
SUBJECT:
11/3/2015
F17
Honorable Mayor and Members of the City Council
Thorn Coughran, P.E., Interim Public Works and Utilities Director~
Prepared by: Michael Marquis, P.E., Associate Civil Engineer ~ ~
November 3, 2015
Consideration of a Professional Services Agreement for Design of the
2015 Recycled Water Conversions Project and Adjustment to the Fiscal
Year 2015-2016 Capital Improvement Program (CIP 16601) (Dudek)
RECOMMENDATIONS:
By motion:
1. Approve a Professional Services Agreement with Dudek in the amount not to
exceed $106,020 for design of the 2015 Recycled Water Conversions Project;
and
2. Approve an adjustment to the Fiscal Year 2015-2016 Capital Improvement
Program to reduce funding for the Non-Potable Water Piplelines Project (CIP
16602) by $60,000 from $200,000 to $140,000; and
3. Approve an appropriation to Fiscal Year 2015-2016 Capital Improvement
Program to increase funding for the Recycled Water Service Connections Project
(CIP 16601) by $60,000 from $50,000 to $110,000.
EXECUTIVE SUMMARY:
In an effort to further offset potable water use, staff has identified 130.5 acre feet (42.5
Million Gallons) of existing annual irrigation use that is ready for conversion to recycled
water. A request for proposal was prepared and issued on September 5, 2015.
Proposals were solicited from five (5) firms and staff received one proposal for the
project. Firms who failed to propose indicated that they were very busy or had staffing
issues that precluded .them from proposing. Results are summarized as follows:
Firm Bid Amount Comments
Dudek $106,020 Same team designed 2013 Conversions
Stantec No Bid Staffing Issues
Tetratech No Bid Too Busy
Psomas No Bid Staffing Issues
RCE Consultants No Bid Too Busy
City Council Agenda Report
November 3, 2015
Page 2 of 3
Dudek was the low bidder for design of the City's previous round of conversions
completed in 2013 and their submitted costs for this project are consistent with previous
costs. In addition, Dudek demonstrated a high level of skill and knowledge resulting in
successful completion of the 2013 conversions project. Converting these sites in a
timely manner will enable the City to apply for and receive the $150/Acre foot
reimbursement from Metropolitan Water District as soon as possible. Staff therefore,
recommends that City Council approve a Professional Services Agreement with Dudek
in the amount not to exceed $106,020.00 for design of the 2015 Recycled Water
Conversions Project.
DISCUSSION/ANALYSIS:
On December 31, 2013, the City of San Juan Capistrano completed construction of four
projects that converted potable water irrigation accounts to recycled water use. A total
of sixty eight accounts, including the Marbella Golf Course and various Homeowners'
Association landscaped areas were converted for an annual potable water offset that
totals 706 acre feet. With the sustained drought and state mandate for the City to
reduce potable use by 28%, staff has identified an additional 14 sites (30 irrigation
accounts) that are best suited for conversion to recycled water (Attachment 1 ).
Converting these sites will offset potable water use by an additional 130.5 acre feet
(42.5 Million Gallons) annually, helping the City to achieve its conservation goal. The
anticipated project schedule is as follows:
9/29/2015 Proposals Due
10/20/2015 Proposal results presented to Utilities Commission
11/3/2015 Staff recommend that City Council award design contract
12/18/2015 Consultant complete Site Irrigation Investigations.
1/22/2016 Consultant complete Regulatory Coordination and Approvals
2/26/2016 Consultant Complete Final Design
Design documents will be used to solicit bids for construction. Staff will return to the
City Council again in the spring of 2016 with recommendation for award of the
construction contract for the 2015 Recycled Water Conversions Project.
FISCAL IMPACT:
The Fiscal Year 2015-2016 Capital Improvement Program includes $50,000 of funding
for Recycled Water Service Connections (CIP 16601 ). Dudek's proposed design cost
for the project is $106,020. Staff is recommending the City reduce the Fiscal Year
2015-2016 budget for the Non-Potable Recycled Water Pipelines Project (CIP 16602) to
provide sufficient funding to complete this project.
ENVIRONMENTAL IMPACT:
• Not applicable.
City Council Agenda Report
November 3, 2015
Page 3 of 3
PRIOR CITY COUNCIL REVIEW:
• Not applicable.
COMMISSION/COMMITTEE/BOARD REVIEW AND RECOMMENDATIONS:
• On August 25, 2015, the Utilities Commission recommended that staff issue the
Request for Proposals {RFP) for the design of the 2015 Recycled Water
Conversions Project, and return to the Commission with recommendation for
Award.
• On October 20, 2015 the Utilities Commission recommended that City Council
approve a Professional Services Agreement with Dudek in the amount not to
exceed $106,020.00.
ATTACHMENT(S):
Attachment 1 -Map of 2015 Recycled Water Conversion Sites
Attachment 2 -Professional Services Agreement for design of the 2015 Recycled
Water Conversions Project
~ ~ s 0) a -
2015 RECYCLED WATER CONVERSION ROJECT
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2015 Recycled Water Conversion Project
Site Owner Site location
Caltrans Rancho Viejo Road & Via Escolar
Not Used
City Parkway at Village San Juan Rancho Viejo Rd & Spotted Bull Lane
City Parkway at Summer Walk Rancho Viejo Rd & Trabuco Creek Rd.
Summer Walk HOA Rancho Viejo Rd & Trabuco Creek Rd.
Not Used
Pueblo Serra NE Cor JSerra & Camino Capistrano
Junipero Serra High School Ph 1 SE Cor JSerra & Camino Capistrano
Marbella at Via Ultimo (HOA) Marbella Vista & Via Ultimo
Not Used
Caltrans Interstate 5 & Ortega Highway
St. Margaret's Sports Field Rancho Viejo Rd. & Calle Arroyo
St. Margaret's Parking Lot SE Cor La Novia & Calle Arroyo
Sun Hollow HOA Calle Arroyo & Sundance Drive
Not Used
Tar Farms Equestrian N side San Juan Creek Rd at La Mancha
Campanilla HOA Via Entrada & Via Del Mar
Lomas San Juan Park Slope Cor La Novia & Via Entrada
Total Potable Water Offset (AF)
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PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT is made, entered into, and shall become effective this_ day
of_, 2015, 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 Design of
the 2015 Recycled Water Conversions Project and;
WHEREAS, Consultant is qualified by virtue of experience, training, education and
expertise to accomplish such services.
NOW, THEREFORE, City and Consultant mutually agree as follows:
Section 1. Scope of Work.
The scope of work to be performed by the Consultant shall consist of those tasks as
set forth in Exhibit 1, attached and incorporated herein by reference. To the extent that
there are any conflicts between the provisions described in Exhibit "A" and those provisions
contained within this Agreement, the provisions in this Agreement shall control.
Section 2. Term.
This Agreement shall commence on the effective date and shall terminate, and all
services required hereunder shall be completed, no later than one (1) year after the notice
to proceed.
Section 3. Compensation.
3.1 Amount.
Total compensation for the services hereunder shall not exceed $106,020.00
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.
1
Attachment 2
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 Subcontracting 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.
Standard of Care. Consultant's services will be performed in accordance with
generally accepted professional practices and principles and in a manner consistent with
the level of care and skill ordinarily exercised by members of the profession currently
2
practicing under similar conditions.
Section 8. Time of Essence.
Time is of the essence in the performance of this Agreement.
Section 9. Compliance w ith 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 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, 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
reasonable attorneys' fees, for injury or death of any person, or damages of any nature,
including interference with use of property, arising out of, pertain to or relate to 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
3
responsibility to protect, defend, and hold harmless the City, is due to the negligence,
recklessness and/or wrongful conduct of the City, or any of its elective or appointive
boards, officers, agents, or employees.
This hold harmless agreement shall apply to all liability regardless of whether any
insurance policies are applicable. The policy limits do not act as a limitation upon the
amount of indemnification to be provided by Consultant.
Section 14. Insurance.
On or before beginning any of the services or work called for by any term of this
Agreement, Consultant, at its own cost and expense, shall carry, maintain for the duration
of the agreement, and provide proof thereof that is acceptable to the City, the insurance
specified below with insurers and under forms of insurance satisfactory in all respects to
the City. Consultant shall not allow any subcontractor to commence work on any
subcontract until all insurance required of the Consultant has also been obtained for the
subcontractor. Insurance required herein shall be provided by 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
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
4
activities performed by or on behalf of Consultant, including the insured's general
supervision of Consultant; products and completed operations of Consultant; premises
owned, occupied or used by Consultant; or automobiles owned, leased, hired, or borrowed
by Consultant. The coverage shall contain no special limitations on the scope of protection
afforded City, its officers, employees, agents, or volunteers.
14.5 Errors and Omissions Coverage
Throughout the term of this agreement, Consultant shall maintain Errors and
Omissions coverage (professional liability coverage) in an amount of not less than One
Million Dollars ($1 ,000,000). Prior to beginning any work under this agreement, Consultant
shall submit an insurance certificate to the City's General Counsel for certification that the
insurance requirements of this agreement have been satisfied.
14.6 Notice of Cancellation/Termination of Insurance.
The above policy/policies shall not terminate, nor shall they be cancelled, nor
the coverages reduced, until after thirty (30) days' written notice is given to City, except that
ten (1 0) 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 ( 1 0) days' notice to the other party of a material breach of contract. If the other party
does not cure the breach of contract, then the agreement may be terminated subsequent
to the ten (10) day cure period.
Section 16. Notice.
All notices shall be personally delivered or mailed to the below listed addresses, or
to such other addresses as may be designated by written notice. These addresses shall
be used for delivery of service of process:
To City: City of San Juan Capistrano
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
Attn: Thorn Coughran, P.E.
Interim Public Works & Utilities Director
5
To Consultant: Dudek
750 Second Street
Encinitas, CA 92024
Attn: D. Michael Metts, P.E.
Section 17. Prevailing Wages.
Effective March 1, 2015, if the services are being performed as part of an applicable
"public works" or "maintenance" project, in addition to the foregoing, then pursuant to Labor
Code sections 1725.5 and 1771.1, the Consultant and all subconsultants must be
registered with the Department of Industrial Relations ("DIR"). Consultant shall maintain
registration for the duration of the project and require the same of any subconsultants.
This project may also be subject to compliance monitoring and enforcement by the DIR. It
shall be Consultant's sole responsibility to comply with all applicable registration and labor
compliance requirements, including the submission of payroll records directly to the DIR.
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.
Section 20. Counterparts.
This agreement may be executed by the Parties in counterparts, which counterparts
shall be construed together and have the same effect as if all the Parties had executed the
same instrument. Counterpart signatures may be transmitted by facsimile, email, or other
electronic means and has the same force and effect as if they were original signatures.
[SIGNATURE PAGE FOLLOWS]
6
IN WITNESS WHEREOF, the parties hereto have executed this Agreement.
CITY OF SAN JUAN CAPISTRANO
By: ______________________ __
Derek Reeve, Mayor
DUDEK
By: ______________________ _
ATIEST:
Maria Morris, City Clerk
APPROVED AS TO FORM:
t21.lZ%i~;;ey
7
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 1 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 main
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.
Our PMP requires input for Critical Success Factors,
document distribution, file structures, schedule,
budget tracking, deliverables, QA/QC procedures,
DUDEK
MONTHLY PROGRESS REPORT
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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 understand the importance of staying on or ahead of the project schedule. 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.
DUDEK 2015 Recycled Water Conversions Project
EXHIBIT A
SIMIL AR PROJECT EXPERIEN CE
Each project task 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
fH.145 PIO)Otf llud~ & 8tiM!dUie SlaWS
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team members of their responsibilities.
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 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
} J f J ! J f i J I J ~ I J f J ! } i deliverables throughout the project.
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.
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.
Task 1.3 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 a project schedule, which we have reviewed. Slight modifications are inevitable in a
conversion project, as the project must adapt to regulatory requirements, inspection availability,
DUDEK 2015 Recycled Water Conversions Project 7
SIMILAR PROJECT EXPERIEN CE
and customer concerns. However, we believe that the conversions project can be accomplished
within the available timeframe.
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 three progress meetings are included in this proposal. It is
anticipated that at one of the first meetings, the Dudek team will attend a City design review
meeting to meet with the staff present the DDW recycled water conversion plans and receive
critical City feedback.
Task 1.5 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
Task 2.1
Site Investigation and Report
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 conversion 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.
DUDEK 2015 Recycled Water Conversions Project
collection and an on-site
investigation for all sites.
8
SIMILAR PROJECT EXPERIEN CE
Task 2.2 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 conversions. 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 conversion
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
• Quantity estimate of the equipment and facilities required for the conversion (e.g .
sprinkler heads, signs, etc.).
A supplemental engineering report will be completed for each site and submitted to the City for
review.
Task 2.3 Preliminary Report and Plans
Once site investigations are complete, the Dudek team will develop a draft supplemental
engineering report and conversion plans 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 2.4 Present Preliminary Findings
Dudek will meet with City staff to review comments on the draft supplemental engineering report
and conversion plans. Subsequently, Dudek will respond to comments, revise the draft as
necessary and submit two hard copies and one electronic copy of the final supplemental
engineering report and conversion plans to the City. The final supplemental engineering report
will be used as the basis for the final design of the project.
Task 3 Regulatory Tasks
The success of this project relies on the seamless process for each site, including the customer,
City, DDW, and OCHCA 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 amended Master Engineering Report, as well as site specific supplemental
engineering reports and conceptual conversion drawings.
DUDEK 2015 Recycled Water Conversions Project 9
SIMILAR IJROJECT EXPERIENCE
Task 3.1 California Division of Drinking Water (DWW) Approval
Conceptual conversion drawings and supplemental engineering reports will be prepared, and
submitted to DDW for review and approval. Comments will be incorporated to facilitate final
approval.
Task 3.2 County Healthcare Cross Connection
Dudek will prepare and submit cross-connection documentation to the Orange County
Healthcare Agency. Cross connection evaluations will be prepared by the same team members
conducting site assessments to minimize coordination and completion schedules.
Task 3.3 Amend Master Engineering Report
Dudek will prepare and submit required plans and documents to amend the City's Master
Engineering Report (MER). The MER will be expanded, as required, to includes sites in this project
that have not been previously addressed (e.g. synthetic turf sites, equestrian) and alternatives to
abandonment of existing potable water service connections (e.g. installing blow-offs or water
sampling stations).
Task 3.4 Administer Onsite Supervisor Consent Form
For each site, Dudek will identify the onsite supervisor, send an electronic copy of the Recycled
Water Urban Irrigation Users' Manual published by the Los Angeles Chapter of the California
section of the Water Reuse Association, and obtain from each a signed form to document
his/her receipt and understanding of the document. The City will provide the Users' Manual and
on-site supervisor consent form to Dudek for our use.
Task 4
Task 4.1
Final Design and Construction Documents
Final Plans
Dudek will prepare a conversion plan for each site based on the
site investigation. The plans will show number of control valves,
irrigation controllers, replacement or installation of flow meters,
removal of backflow device, if necessary, address removal of cross
connections, specify relevant irrigation system components (pipe,
valves, etc.) for replacement or conversion and placement of
recycled water signage and other materials as required to satisfy
regulatory requirements for conversion conversions.
In the event that purpose built site drawings are not available, site
drawings can be tracings of high-resolution aerials with the
irrigation system located by zones of coverage. It is not the intent to map out the irrigation
system if existing plans cannot be used. Drawings will be prepared in 1" = 20' scale and will
DUDEK 2015 Recycled Water Conversions Project 10
SIMILAR PROJECT EXPERIENCE
include construction drawings and details for the proposed construction work. Drawings will at a
minimum include title sheet, location map, vicinity map, signature blocks applicable to the project
and irrigation conversion plans. Two sets of the final plans shall be submitted to the City upon
completion.
Task 4.2 Technical Specifications
Dudek will prepare technical specifications for the construction projects, and provide
specifications where needed. Front-end documents to be provided by the City. In general, City
standard details will be used where appropriate. Dudek will fill in the bid schedule and include a
measurement and payment specification section with items that correspond to the bid schedule.
Standardized equipment selections will also be used to 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 4.3 Bid Documents
Dudek will develop necessary bid documents using the City's standard contracting documents. 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.
Task 4.4 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 or 2014 format.
• Final design and analysis materials, prepared and submitted in accordance with the City's
Digital Submission Standards
DUDEK 2015 Recycled Water Conversions Project 11
SIMILAR PROJECT EXPERIEN CE
Task 4.5 Schedule & Cost Estimates
Dudek will develop final construction cost estimate and schedule for the proposed work based
up on the final plans and specifications. Dudek will also prepare a project schedule that will
include, at a minimum, bidding, award construction and project close-out.
DUDEK 2015 Recycled Water Conversions Project 12
Dudek Fee Estimate
City of San Juan Capistrano
2015 RW Conversions Project
2015 RECYCLED WATER CONVERSIONS PROJEct
l ti. PlC.&QAO"C l:ifci.:u.~ CtM:l.-car.WI SditQnltflr Efto-nB~~ 'Cil'aD Acinln 'Totllll..atii:W ~
~---------.~~"-'----------~~~.,.~~Dr.-~~~7t~T~~~~,~~~~~~~~~~~,·~C*a==~~~T~~o~~~~~~cr.ou~~~~~~~P7.~~~~~_,--~~_,~ TASK ITEM 11H1 Hul ! 2-50 )fit; :1 ll)5 ~\11: S. 150 ~h S 110 ~~~ S 140 H,11 S 115 HI-t S eo ~n. l-0:>-;.1 CI)U-!1 IKf-
1, -G•otu•~ Admlnl•ltJIIlkH'I, Mm•di'Qt. •114
Prucoblion•
1.1 Colill~ ..... ' Cool
"" ""'' "'' ""'' "" ""'' ~Ubi0'-1 •"~~• Hl'l 2
" s 1,640 ....
iZ ,,. ... MO
"' '"' lt 10 1~
Subtotal •s .S 500 s 6,560 s 1,500 $ 2,380 160
2. Slle lnvMUgaUon and Report
:l,.IIJ.nia~
3, Regul•tory Tasks
J.l Oh1iUQn of Drinking Water Approval
3 2 Coooly Heallhcara Cross ComecUon
••• Co< I
lh
Co<l
Utr~
Co~ ...
Co~
Subtclat Tofr: 2 li1a 2
::.U~II:IIIJI ·~ .$
""
Hn
"" ...
•••
4, Final Dulgn and ConstrucUon Documents
Co~
lb ' Co<O
... 2.
....
""" ••• """ ::SUbtOIAI nll:4 lirJ. 7
5ub1ol41 as $ $ 1,750 ,.
s 2,750
" ,. ..
!?0 S t..2'CO :5 •,oaQ '5 U.!lil)
~ . ~ ~
.. ... .. ..
16 16
$ 2,400 $ 2.720 $ 1.120 160
24 16 50
$ 3.600 $ 2.720 $ 1.120 160
16 16 ,.
s 2400 s 2,720 320
t< 10
• 1,!!<10
... " 32
. _$ .. 20 ,. " ,.
"'
'" s 2,700 1 7,480 s 3,:uu~ s lli,~llt:J ... "' "" ,.. " ... ' 7.780 s 2"3.700 s '36,330 $ 14,000 $ 19,320 $ 1,260
1.820 ,. I
'""'" .. .
t.NO ._... ....
n,toa J ....
.... , ... ... '
!1,010 .... ..... .. .
6,400
7,600
5,440
7.520
. '
• I
eoo
:!.170
u oo
11_.MO
•••oo..
17,11?0
1,880
7,600
5,440
7.520
....
. ....
10fi.O:ZO
Title PIC&QNQC Project Manager
Name B. Ohlund M. Metts
TASK ITEM $/Hr Hrs $ 250 Hrs $ 205
1. General Administration, Meetings, and
Presentations
1.1 Coordination Hrs 2 8
Cost $ 500 $ 1,640
1.2 Project Goals and Strategy Hrs 4
Cost $ . $ 820
1.3 Project Schedule Hrs 8
Cost $ . $ 1,640
1.4 Design Progress Meetings (3 Total) Hrs 12
Cost $ -$ 2,460
Subtotal Task 1 Hrs 2 32
Subtotal Task 1 $ $ 500 $ 6,560
2. Site Investigation and Report
2.1 Data Collection Hrs 4
Cost $ -$ 820
2.2 Site Investigation Hrs
Cost $ -$ -
2.3 Preliminary Report and Plans Hrs
Cost $ -$ .
2.4 Present Preliminary Findings Hrs 2 2
Cost $ 500 $ 410
Subtotal Task 2 Hrs 2 6
Subtotal Task :l $ $ 500 $ 1,230
3. Regulatory Tasks
3.1 Division of Drinking Water Approval Hrs
Cost $ -$ -
3.2 County Healthcare Cross Connection Hrs
Cost $ . $ -
3.3 Amend Supplemental Engineering Report Hrs
Cost $ -$ -
3.4 Administer On Site Supervior Consent Form Hrs
Cost $ -$ -
Subtotal Task 3 Hrs 0 0
subtotal 1 asK ;s $ $ . $ -
4. Final Design and Construction Documents
4.1 Final Plans Hrs 2
Cost $ 500 $ .
4.2 Technical Specifications Hrs 2
Cost $ 500 $ -
4.3 Bid Documents Hrs 2
Cost $ 500 $ -
4.4 General Delivery Hrs
Cost $ -$ -
4.5 Schedule and Cost Estimate Hrs 1
Cost $ 250 $ -
Subtotal Task 4 Hrs 7 0
Subtotal Task 4 $ $ 1,750 $ .
I ViAL Hrs 11 38 --IOIAL $ $ 2,750 $ 7,790
Dudek Fee Estimate
City of San Juan Capistrano
2015 RW Conversions Project
2015 RECYCLED WATER CONVERSIONS PROJECT
Cross-Control Sr. Engineer Engineer CAD Admin
J. Robinson E. Caliva S. Diaz C. Durbin P. Bristow
Hrs $ 150 Hrs $ 170 Hrs $ 140 Hrs $ 115 Hrs $ 80
4
$ -$ 680 $ -$ -$ -
4 4
$ 600 $ 680 $ -$ -$ -
$ -$ -$ -$ -$ .
6 6 2
$ 900 $ 1,020 $ -$ -$ 160
10 14 0 0 2
$ 1,500 $ 2,380 $ -$ -$ 160
8 24 16
$ 1,200 $ 4,080 $ 2,240 $ . $ -
20 20 20 40
$ 3,000 $ 3,400 $ 2,800 $ 4,600 $ -
30 24 8 60 4
$ 4,500 $ 4,080 $ 1,120 $ 6,900 $ 320
8 16 16 2
$ 1,200 $ 2,720 $ -$ 1,840 $ 160
66 84 44 116 6
$ 9,900 $ 14,280 $ 6,160 $ 13,340 $ 480
16 16 8 2
$ 2,400 $ 2,720 $ 1,120 $ -$ 160
24 16 8 2
$ 3,600 $ 2,720 $ 1,120 $ -$ 160
16 16 4
$ 2,400 $ 2,720 $ -$ -$ 320
8 24 16
$ 1,200 $ 4,080 $ 2,240 $ -$ -
64 72 32 0 8
$ 9,600 $ 12,240 $ 4,480 $ -$ 640
8 4 32
$ 1,200 $ 680 $ -$ 3,680 $ -
4 16
$ 600 $ 2,720 $ -$ -$ -
4 16 16
$ 600 $ 2,720 $ -$ 1,840 $ -
4 4
$ -$ 680 $ -$ 460 $ -
2 4 24
$ 300 $ 680 $ 3,360 $ -$ -
18 44 24 52 0
$ 2,700 $ 7,480 $ 3,360 $ 5,980 $ .
158 214 100 168 16
$ 23,700 $ 36,380 $ 14,000 $ 19,320 $ 1,28()
Total Labor Expenses
Subcontract
Hours $Cost Costs Total Cost
12
$ 2,820 $ 50 $ 2,870
12
$ 2,100 $ 50 $ 2,150
8
$ 1,640 $ 1,640
26
$ 4,540 $ 150 $ 4,690
58
$ 11,100 $ -$ 250 $ 11,350
52
$ 8,340 $ 100 $ 8,440
100
$ 13,800 $ 300 $ 14,100
126
$ 16,920 $ 100 $ 17,020
44
$ 6,830 $ 50 $ 6,880
322
$ 45,890 $ -$ 550 $ 46,440
42
$ 6,400 $ 6,400
50
$ 7,600 $ 7,600
36
$ 5,440 $ 5,440
48
$ 7,520 $ 7,520
176
$ 26,960 $ . $ . $ 26,960
44
$ 6,060 $ 6.060
20
$ 3,820 $ 3,820
36
$ 5,660 $ 5,660
8
$ 1,140 $ 1,140
30
$ 4,590 $ 4,590
138
$ 21,270 $ -$ -$ 21,270
694 ::I
$ 105,220 $ =-$ 800 $ '106,020
EXHIBIT B