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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 -2- 540028'1 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. DUDEK JAQ0lirllY PXO—EM1I 9I: FOR IMm rroh.r 1e,,1110 I'ruirxl I. I1 i+ll�\I.n. I'I rnr Rd.J.il:l rlr nl Yl ulr.l M.wp1 FJ \I nllrcv r m 1'�r q.' .pu{'Li2+AJl.A1..�u1 - Lln rJirv� . wlew4 I.e M i .: nmv. ,.,I. n •nil II11A.11111FL1 !! I rvlrr. r:l .r+Ih= n .rnr , rc emrrv. Jr�.S r. r r :n, r.Ii. n.1 r riJ in. mr•r..tl .Jn. i v.. Ih+ny.il pr.n"61�W h+n.h II.I 1 I1rr IN I \l 1 rl JI ..;Ji r r. . r.. It I:•I lin.h,Jilr, r:l:r. rn4nl: f•r •iy.l.. r. .LII:: Nr. nl,.r . rr.c..nA 111 \•ir11 ln.Jr+:n, l\I:rr.nr...l r r p•h:+rcll nflr.r.. Jl ^v rin:v r ry\c.ryinr l.r ,n•n•I.: r: ,. �I, V.H Il l�llHE4 .1.11 INIS!'N l in:hm v., nW lir • by nuhn. nl'.Y rl 'r1r f'I'n:,•:TMp �11r: c I\I Our PMP requires input for Critical Success Factors, °+,:k; """ "�ht ni "' W.;;`;r lu .. rr ru: ;ahr nd.xmnr. :.:rnlxnarn 1Y p.r ..A r. .IrW... rn ,•..I h:.l . document distribution file structures schedule ;,n... ...... n. rn...... by \nlr xr U .iy n. rc. i.n :li,c.•,I .I rn. / I / Irn rlr+r lrc...hY+nr lrnk rY-.:"n 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. DUDEK 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. NU71 611.116 C `F' -"'n Deas a'" —.lele Irty' Jf/ MAI w lraw v'a 193IS 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, DUDEK 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. DUDEK 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. DUDEK 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 DUDEK 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.