17-0321_DUDEK_Professional Services Agreement First AmdFIRST AMENDMENT TO
PROFESSIONAL SERVICES AGREEMENT
2015 RECYCLED WATER CONVERSION PROJECT
THIS FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT
between the CITY OF SAN JUAN CAPISTRANO ("City") and Dudek, ("Consultant") is made
and entered into, to be effective the day of V , 2017, as follows:
RECITALS
WHEREAS, the City and Consultant have entered into that Professional Services
Agreement dated November 3, 2015 for Engineering and Design Services for the 2015
Recycled Water Conversion Project (the "Agreement"); and
WHEREAS, the City and Consultant desire to amend the terms of the Agreement as
provided hereunder.
AMENDMENT
NOW, THEREFORE, in consideration of the promises and mutual covenants contained
therein, City and Consultant agree to the amend Sections 1, 2 and 3.1 of the Agreement as
follows:
Section 1, Scope is amended to include the Design work related to recycled water conversion
at the Rancho Mission Viejo Riding Park per the Scope of Services detailed in Exhibit 1
attached hereto.
Section 2, Term is amended to add 1 year, for a total 2 year term commencing on the effective
date of November 3, 2015 and expiring on November 3, 2017.
Section 3. 1, Compensation Amount, is amended to add $10,000 to the Compensation Amount
for a total Compensation Amount of $116,020.
SIGNATURE PAGE
FIRST AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT
2015 RECYCLED WATER CONVERSION PROJECT
All other provisions of the Agreement not amended hereunder shall remain in full force and
effect.
CITY OF SAN JUAN C ' RANO
By: _
ATT enjarn n I, City Manager
By:
\go(, Tris, City erk
APPROVED AS TO FOR DUDEK
y
B By:
--
Jeffl3allinger, City Attorney D. Michael Metts, PE - Assistant Secretary
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81147.02100110229925.1
2 Scope of Services: Riding Park Conversion
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.
Melts 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.
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budget tracking, deliverables, QA/QC 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 understand the importance of staying on or ahead of the project schedule. Upon receiving
your notice to proceed, Mr. Melts 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.
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Exhibit 1
SIMILAR PROJECT EXPERIENCE
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
team members of their responsibilities.
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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
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,
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SIMILAR PROJECT EXPLRILNCL
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 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 ,--
77
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.
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Our team will conduct data
collection and an on- site
investigation for all sites.
SIMILAR PROJECT EXPERIENCE
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.
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SIMILAR PROIFC-f IMPIRILNCE
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 Final Design and Construction Documents
Task 4.1 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
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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.