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08.h. Updates to the Water and Sewer Master PlansMEMORANDUM I TO: ClN COUNCIL FROM: TERESA DEVELOPMENT DIRECTOR BY: MIKE LINN, ASSISTANT ClN ENGINEER I SUBJECT: CONSIDERATION OF A THIRD AME~DMENT wrrH WATER SYSTEMS CONSULTING, INC.' FOR UPDATES TO THE WATER AND SEWER MASTER PLANS DATE: MARCH 13,2012 i I RECOMMENDATION: It is recommended the City Council: 1. Approve a Third Amendment to the ~onsulta'nt Services Agreement with Water Systems Consulting, Inc. ("Third Amendment") in the amount of $2,425 for updates to the Water and Sewer Master Plans; and 2. Authorize the Mayor to sign the Third Amendment with Water Systems Consulting, Inc. i IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: The Capital Improvement Budget includes a total of $130,000 to perform the updates ($70,000 budgeted from the Water Master Plan Update and $60,000 budgeted for the Sewer Master Plan Update). The Council has approved the original contract and two amendments with Water Systems Consulting, Inc., for $1 26,561. An increase of $2,425 is requested to the contract amount. Appropriation of funds is not needed. BACKGROUND: I On April 8, 201 1, the City ~ouncil'a~~roved an Agreement ("Agreement") for Consultant Services with Water Systems Consulting, Inc. in the amount of $99,465 to perform updates to the City's Water and Sewer Master Plans. On May 24, 2011, the City Council approved a First Amendment to the agreement to incorporate an update to the Urban Water Management Plan (UWMP) to coincide with the scope of work for the Water and Sewer Master Plan Update project. On November 8, 201 1, the City Council approved a Second Amendment to the agreement for additional mapping services in support of the updates. Agenda Item 8.h. Page 1 CITYCOUNCIL CONSIDERATION OF A THIRD AMENDMENT WITH WATER SYSTEMS CONSULTING, INC. FOR UPDATES TO THE WATER AND SEWER MASTER PLANS MARCH 13,201 2 PAGE 2 ANALYSIS OF ISSUES: The scope of work for the Water Master Plan update included a condition based assessment of the City's existing wells to determine future capital project recommendations. The City performed efficiency testing of the well in 2007 and provided the data to Water Systems Consultants. During Water Systems Consultants update project, the City learned that PG&E was reviving their Advanced Pumping Efficiency Program, a free service that analyzes existing infrastructure equipment to determine the potential for energy savings. The program reviews the historic energy expenditures, pump capacity, production capacity and drawdown for each well. PG&E performed the program in December 201 1 and provided the data and recommendations to the City. The Third Amendment authorizes Wate'r System Consultants to revise the capital project recommendations to incorporate the results of PG&E1s program. Staff negotiated a Third Amendment price with Water Systems Consulting, Inc. in the amount of $2,425 to perform ,this additional scope of work. All payments shall be verified on a monthly progress basis and the pricing shall be based on pre-established 1 terms and hourly rates. ALTERNATIVES: The following alternatives are provided for the Council's consideration: - Approve a Third Amendment to the Consultant Services Agreement with Water Systems Consulting, Inc.; - Do not approve the Third Amendment; or - Provide direction to staff. ADVANTAGES: Approval of the Third Amendment will enable the ,consultant to revise the Condition Based Assessment Technical Memorandum based on the results of the PG&E well efficiency pumping tests. DISADVANTAGES: No disadvantages have been identified. , ENVIRONMENTAL REVIEW: . An environmental review is not required at this time. PUBLIC NO'TIFICATION AND COMMENTS: The agenda was posted on -Thursday, March 8, 2012. The agenda and staff reports were posted on the City's website on Friday, March 9, 2012. No public comments were received as of the time of prepardion of this report. Attachment: 1. Third Amendment to Consultant Services Agreement Agenda Item 8.h. Page 2 ATTACHMENT I CONSULTANT SERVICES AGREEMENT AMENDMENT NO. 3 This Third Amendment ("Third Amendment") to Consultant Services Agreement ("CSA") by and between the ClN OF ARROYO GRANDE and WATER SYSTEMS CONSLILTING, INC. (WSC) is made and entered into this day of March 2012. WHEREAS, the parties entered into a CSA dated April 12, 201 1 for preparation of the Water and Sewer Master Plan Updates; and WHEREAS, the parties entered into a First Amendment to CSA dated May 24, 201 1 for preparation of the 2010 Urban Water Management Plan; and WHEREAS, the parties entered into a Second Amendment to CSA dated November 8, 201 1 for additional mapping for the Sewer and Water Master Plan Updates; and WHEREAS, the parties desire to further modify the CSA as set forth herein. NOW THEREFORE, for valuable consideration the receipt and sufficiency of which is acknowledged, the parties agree as follows: 1. To include the additional services at the increased cost as specified in Exhibit "A" attached hereto and incorporated herein by this reference. 2. Except as modified herein, all other terms and conditions set forth in the CSA, as amended, shall remain unchanged. IN WITNESS WHEREOF, ClN and CONSULTANT have executed this Third Amendment the day and year first above written. WATER SYSTEMS CONSULTING, INC. By: ClN OF ARROYO GRANDE By: Tony Ferrara Agenda Item 8.h. Page 3 Exhibit :'A" Dr. Thomas Korman, P.E. City of Arroyo Grande 208 E. Branch Street Arroyo Grande, CA 93421 CC: Shane Taylor; Michael Linn, PE; Teresa McClish SUBJECT: PROPOSAL TO UPDATE 'THE WELL CONDITION-BASED ASSESSMENT TECHNICAL MEMORANDUM Dear Dr. Korman, WSC performed a condition-based assessment (CBA) of the City's wells based on data provided to WSC by the City and PG&E during the development of the 2011 Water and Sewer Master Plan Updates. WSC summarized the results and recommendations from the well CBA in a technical memorandum dated October 27,2011. Based on the findings reported in the well CBA memo, the City chose to perform updated pump efficiency testing on the following six (6) wells: Well 1,3,4, 5,7, and 8. Through PG&E1s Advanced Pumping Efficiency Program, Pumping Efficiency Test Services carried out pump tests on these wells on December 9,2011. Per the City's request, WSC is pleased to submit this proposal to revise the well CBA technical memorandum to include results from the December 2011 pump tests. The following tasks will be required to update the well CBA technical memorandum based on data collected during the 2011 pump tests. The tasks are organized by section, according to the original well CBA technical memorandum. Task 1. Update Section 1-Energy Usage, a. Overall Plant Efficiency (OPE) subsection: Update OPE data to include calculated OPE from 2011 pump tests. Update Table 3 and Figure 1. b. Energy Consumption subsection: Update ~a'r~et OPE based on 2011 pump test results. Recalculate target energy intensity and potential energy savings. Update Table 4 and Figure 2. c. Update energy ranking and.supporting discussion. Task 2. Update Section 2-Specific Capacity. a. Add data from 2011 pump test to Table 5. Analyze trends and differences in data points for each well based on 1984,2007, and 2011 pump test data. b. Update specific capacity ranking and supporting discussion. Task 3. Updatesection 4-Production Capacity. a. Update Table 12 with measured pump flow rate data from 2011 pump tests. b. Update production ranking and supporting discussion, if necessary. PO Box 4255 1 San Luis Obispo. CA 93403 1 Phone: (805) 457-8833 1 Fax: (805) 888-2764 1 www.wsc-inc.com Agenda Item 8.h. Page 4 Dr. Thomas Korman, P.E., page 2 Task 4. Update Section 6-Results. a. Recalculate overall ranking and verify results. b. Update Table 15 and Figure 3. c. Update discussion of recommendatibns. Task 5. Update Executive Summary. a. Update Executive Summary and Table 1 based on updated Section 6. The total budget amendment is a not-to-exceed expenditure limit of $2,425. A detailed fee breakdown is attached. We look forward to the opportunity to complete this update for you. If you have any questions, please contact me at 457-8833 ext. 107, or jreynolds@wsc-inc.com. Sincerely, Water Systems Consulting, Inc. Joshua Reynolds, PE Project Manager Agenda Item 8.h. Page 5 City of Arroyo Grande 2011 Well CBA Technical Memorandum Update Fee Proposal Total Fee $ 2,425 s 405 5- 30 5 S 6 S S 40 5 S 68 S 1,075 $ 2,425 Total Expenses $ 20 S - S - S - S - S - S 200 $ 200 Total Labor $ 222s S 405 S 405 S 6s S 405 S 68 S 875 $ 2225 Total Labor Hours 15 3 3. 05 3 05 5 15 , . Stan Engr. Project Manager Prilripal Task No. Task Description 1.0 Update Well CBATechnical Memorandum, Update Section 1 Update Section 2 Update Section 4 Update Section 6 Update Executive Summary Review and Edit 1 2 12 Colu~nn Totals 3 3 0.5 3 0.5 2 12 1 1 2 2 Ag e n d a I t e m 8 . h . Pa g e 6