CC 2012-10-09_08.g. Approve Agreements for Engineering ServicesMEMORANDUM
TO: CITYCOUNCIL
FROM: TERESA OF COMMUNITY DEVELOPMENT
SUBJECT: CONSIDERATION OF CONSULTANT SERVICES AGREEMENTS WITH
THE WALLACE GROUP AND WATER SYSTEMS CONSULTING, INC.
FOR ON-CALL ENGINEERING CONSULTANT SERVICES
DATE: OCTOBER 09,201 2
RECOMMENDATION:
It is recommended the Council:
1. approve a-two-year agreement with the Wallace Group in an amount not to exceed
$27,000 for on-call Engineering Consultant Services ; and
2. approve a two-year agreement with Water Systems Consulting WSC) in an amount
not to exceed $27,000 for on-call Engineering Consultant Services; and
3. approve a transfer of $30,000 from salary savings; and
4. authorize the Mayor to execute the agreements with Wallace Group and Water
Systems Consulting, Inc.
FINANCIAL IMPACT:
The proposed consultant services agreements are for up to $27,000 each on an as needed
basis. The agreement amounts are based on an existing hourly rate for services rendered
per the fee schedules attached to the agreements. The funding for these services is
currently budged at $38,000 for each FY 2011-2012 and FY 2012-2013, with $25,477
remaining in the FY 2012-2013 account for Consultant Services for the Engineering
Division of the Community Development Department. An additional $30,000 is needed.
On June 26, 2012, staff presented the Budget Update Report to the Council. At that time
an additional appropriation of $20,000 was requested for the hiring of a full-time Engineer
position. Due to the delay in hiring this position, staff is requesting that this appropriation
be transferred to Contractual Services to fund these contracts along with a transfer of
$1 0,000 from salary savings". It is anticipated that FY 201 3-2014 costs will be reduced
when the staff engineer position is filled.
BACKGROUND:
The Engineering Division of the Community Development Department, and previously the
Public Works Department, has used the Wallace Group for professional engineering
services for many years. Using contract engineering services allows the City to receive the
diverse types of engineering services necessary for planning and maintaining the City's
Item 8.g. - Page 1
CITY COUNCIL
CONSIDERATION OF CONSULTANT SERVICES AGREEMENTS WITH THE WALLACE
GROUP AND WATER SYSTEMS CONSULTING, INC. FOR ON-CALL ENGINEERING
CONSULTANT SERVICES
OCTOBER 9,2012
PAGE 2
infrastructure, provides additional flexibility when expertise in certain specialized types of
engineering services are necessary, and enables the City to adjust staffing based on
changing work load. The City also currently contracts with WSC as a member of the
Northern Cities Management Area that arose out of the Santa Maria groundwater litigation.
For traffic and circulation engineering, the City currently contracts with Omni-Means.
Additionally, the City has contracted with numerous engineering firms on a competitive
basis for project specific engineering design and construction.
Recently, the City Council requested that the City receive competitive proposals for
professional engineering services. Additionally, Caltrans has recently informed local
jurisdictions that a competitive selection process for services must be undertaken at least
once every two years.
ANALYSIS OF ISSUES:
On January 26, 2012, staff distributed a request for proposals to nine qualified local
engineering consulting firms to provide for ongoing and as-needed engineering services.
On February 7, 2012, staff received five proposals from engineering consulting firms:
Wallace Group, MNS Engineering, Water Systems Consultants, Inc., Penefield & Smith,
and Garing, Taylor & Associates. The proposals were evaluated by a team of two staff
members and an independent consultant. Three firms were selected to interview. An
interview panel of two staff and one outside Director of Public Works was assembled and
interviews were held on August 29, 2012. Two firms, the Wallace Group and Water
Systems Consulting, Inc., were selected as the most qualified firms to provide professional
municipal engineering services. Both firms were selected based on their understanding of
municipal projects, experience with similar assignments, staff expertise, capacity to
perform the work, responsiveness, and the ability to complete services on schedule.
The selection of two firms, in addition to the City's current contract for traffic and circulation
services, will allow the City to help expedite the process for selecting and hiring
engineering consultants for needed services beyond the experience, expertise or ability of
City staff. There is an ongoing need for the provision of specialized assistance with capital
projects, design services, permit assistance, grant acquisition, stormwater management
compliance, maintaining computer models of the City's water and sewer systems,
pavement management program and surveying, final map, lot line adjustment and
easement preparation. The contracts are for broad-based services with services to be
provided on a specific task-order basis. The contracts authorize the City Manager to issue
task orders up to $25,000. The contracts do not obligate the City to an exclusive
relationship or a minimum amount of work. Assignment of work will generally rotate
between the two firms, be based on availability, or be based on areas of strength and
expertise.
Item 8.g. - Page 2
CITY COUNCIL
CONSIDERATION OF CONSULTANT SERVICES AGREEMENTS WITH THE WALLACE
GROLIP AND WATER SYSTEMS CONSUL'rING, INC. FOR ON-CALL ENGINEERING
CONSULTANT SERVICES
OCTOBER 9,2012
PAGE 3
Specific projects for the larger capital improvement projects will continue to be
competitively bid and awarded individually; however, staff may utilize either Wallace Group
or WSC, Inc. to assist in the management of such projects, as needed. Importantly, staff
is in the process of filling the vacant staff engineering position that is currently covered by
contract engineering services. It is anticipated that filling both the staff engineering position
and selecting engineering consultants every two-years on a competitive basis will
significantly strengthen City services by providing both staff resources on a daily basis and
having the expertise of larger engineering firms available, as needed.
ALTERNATIVES:
The following alternatives are provided for the Council's consideration:
Approve consultant services agreements with Wallace Group and Water Systems
Consulting, Inc. to provide engineering services for two-years;
Do not select Wallace Group and Water Systems Consulting, Inc. to provide
engineering services for two-years;
Approve a consultant services agreement with the Wallace Group only to provide
engineering services for two-years;
Approve a consultant services agreement with the Water Systems Consulting, Inc.
only to provide engineering services for two-years
Direct staff to solicit additional proposals; or
Provide direction to staff.
ADVANTAGES:
Bifurcating engineering services between two firms will allow the City to capitalize on
diverse expertise of each firm and provide more ability to obtain services quickly when
needed. Both firms have an established working relationship with City staff and have
demonstrated responsive professional engineering services. Both firms have augmented
their services with staff qualified to meet evolving technical, funding and permit challenges.
DISADVANTAGES:
No disadvantages have been identified.
ENVIRONMENTAL REVIEW:
As the selection for on-call engineering services is not considered a project under the
California Environmental Quality Act (CEQA), no environmental review is required.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted in front of City Hall on Thursday, October 4, 2012. The Agenda
and staff report were posted on the City's website on Friday, October 5, 2012. No public
comments were received.
Item 8.g. - Page 3
CITY COUNCIL
CONSIDERATION OF CONSULTANT SERVICES AGREEMENTS WITH THE WALLACE
GROUP AND WATER SYSTEMS CONSULTING, INC. FOR ON-CALL ENGINEERING
CONSULTANT SERVICES
OCTOBER 9,2012
PAGE 4
Attachments:
1. Consultant Services Agreement with the Wallace Group
2. Consultant Services Agreement with Water Systems Consulting, Inc.
Item 8.g. - Page 4
Attachment 1
AGREEMENT FOR CONSULTANT SERVICES
THIS AGREEMENT, is made and effective as of November 1, 2012, between THE
WALLACE GROUP ("Consultant"), and the CITY OF ARROYO GRANDE, a Municipal
Corporation ("City") for CITY ENGINEERING SERVICES. In consideration of the
mutual covenants and conditions set forth herein, the parties agree as follows:
1. TERM
This Agreement shall commence on November 1, 2012 and shall remain and
continue in effect until November 1, 2014, unless sooner terminated pursuant to the
provisions of this Agreement.
2. SERVICES
Consultant shall perform the tasks described and comply with all terms and
provisions set forth in Exhibit "A, attached hereto and incorporated herein by this
reference.
3. PERFORMANCE
Consultant shall at all times faithfully, competently and to the best of hislher
ability, experience and talent, perform all tasks described herein. Consultant shall
employ, at a minimum, generally accepted standards and practices utilized by persons
engaged in providing similar services as are required of Consultant hereunder in
meeting its obligations under this Agreement.
4. AGREEMENT ADMINISTRATION
Teresa McClish, Community Development Director, shall represent City in all
matters pertaining to the administration of this Agreement. John Wallace, Principal, shall
represent Consultant in all matters pertaining to the administration of this Agreement.
5. PAYMENT
The City agrees to pay the Consultant in accordance with the payment rates and
terms set forth in Exhibit "B", attached hereto and incorporated herein by this reference.
6. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE
(a) The City may at any time, for any reason, with or without cause, suspend
or terminate this Agreement, or any portion hereof, by serving upon the Consultant at
least ten (10) days prior written notice. Upon receipt of said notice, the Consultant shall
immediately cease all work under this Agreement, unless the notice provides otherwise.
If the City suspends or terminates a portion of this Agreement such suspension or
termination shall not make void or invalidate the remainder of this Agreement.
Item 8.g. - Page 5
(b) In the event this Agreement is terminated pursuant to this Section, the City
shall pay to Consultant the actual value of the work performed up to the time of
termination, provided that the work performed is of value to the City. Upon termination
of the Agreement pursuant to this Section, the Consultant will submit an invoice to the
City pursuant to Section 5.
7. TERMINATION ON OCCLIRRENCE OF STATED EVENTS
This Agreement shall terminate automatically on the occurrence of any of the
following events:
(a) Bankruptcy or insolvency of any party;
(b) Sale of Consultant's business; or
(c) Assignment of this Agreement by Consultant without the consent of City.
(d) End of the Agreement term specified in Section 1.
8. DEFAULT OF CONSULTANT
(a) The Consultant's failure to comply with the provisions of this Agreement
shall constitute a default. In the event that Consultant is in default for cause under the
terms of this Agreement, City shall have no obligation or duty to continue compensating
Consultant for any work performed after the date of default and can terminate this
Agreement immediately by written notice to the Consultant. If such failure by the
Consultant to make progress in the performance of work hereunder arises out of causes
beyond the Consultant's control, and without fault or negligence of the Consultant, it
shall not be considered a default.
(b) If the City Manager or hislher delegate determines that the Consultant is in
default in the performance of any of the terms or conditions of this Agreement, helshe
shall cause to be served upon the Consultant a written notice of the default. The
Consultant shall have ten (10) days after service upon it of said notice in which to cure
the default by rendering a satisfactory performance. In the event that the Consultant
fails to cure its default within such period of time, the City shall have the right,
notwithstanding any other provision of this Agreement to terminate this Agreement
without further notice and without prejudice to any other remedy to which it may be
entitled at law, in equity or under this Agreement.
9. LAWS TO BE OBSERVED. Consultant shall:
(a) Procure all permits and licenses, pay all charges and fees, and give all
notices which may be necessary and incidental to the due and lawful prosecution of the
services to be performed by Consultant under this Agreement;
(b) Keep itself fully informed of all existing and proposed federal, state and
local laws, ordinances, regulations, orders, and decrees which may affect those
engaged or employed under this Agreement, any materials used in Consultant's
performance under this Agreement, or the conduct of the services under this
Agreement;
Item 8.g. - Page 6
(c) At all times observe and comply with, and cause all of its employees to
observe and comply with all of said laws, ordinances, regulations, orders, and decrees
mentioned above;
(d) Immediately report to the City's Contract Manager in writing any
discrepancy or inconsistency it discovers in said laws, ordinances, reg~.~lations, orders,
and decrees mentioned above in relation to any plans, drawings, specifications, or
provisions of this Agreement.
(e) The City, and its officers, agents and employees, shall not be liable at law
or in equity occasioned by failure of the Consultant to comply with this Section.
10. OWNERSHIP OF DOCUMENTS
(a) Consultant shall maintain complete and accurate records with respect to
sales, costs, expenses, receipts, and other such information required by City that relate
to the performance of services under this Agreement. Consultant shall maintain
adequate records of services provided in sufficient detail to permit an evaluation of
services. All such records shall be maintained in accordance with generally accepted
accounting principles and shall be clearly identified and readily accessible. Consultant
shall provide free access to the representatives of City or its designees at reasonable
times to such books and records; shall give City the right to examine and audit said
books and records; shall permit City to make transcripts therefrom as necessary; and
shall allow inspection of all work, data, documents, proceedings, and activities related to
this Agreement. Such records, together with supporting documents, shall be maintained
for a period of three (3) years after receipt of final payment.
(b) Upon completion of, or in the event of termination or suspension of this
Agreement, all original documents, designs, drawings, maps, models, computer files,
surveys, notes, and other documents prepared in the course of providing the services to
be performed pursuant to this Agreement shall become the sole property of the City and
may be used, reused, or otherwise disposed of by the City without the permission of the
Consultant. With respect to computer files, Consultant shall make available to the City,
at the Consultant's office and upon reasonable written request by the City, the
necessary computer software and hardware for purposes of accessing, compiling,
transferring, and printing computer files.
Item 8.g. - Page 7
I I. INDEMNIFICATION FOR PROFESSIONAL LIABILITY.
(a) lndemnification for Professional Liability. When the law establishes a
professional standard of care for Consultant's Services, to the fullest extent permitted by
law, Consultant shall indemnify, protect, defend and hold harmless City and any and all
of its officials, employees and agents ("lndemnified Parties") from and against any and
all losses, liabilities, damages, costs and expenses, including attorney's fees and costs
to the extent same are caused in whole or in part by any negligent or wrongful act, error
or omission of Consultant, its officers, agents, employees or subcontractors (or any
entity or individual that Consultant shall bear the legal liability thereof) in the
performance of professional services under this qgreement.
(b) lndemnification for Other Than Professional Liabilitv. Other than in the
performance of professional services and to the full extent permitted by law, Consultant
shall indemnify, defend and hold harmless City, and any and all of its employees,
officials and agents from and against any liability (including liability for claims, suits,
actions, arbitration proceedings, administrative proceedings, regulatory proceedings,
losses, expenses or costs of any kind, whether actual, alleged or threatened, including
attorneys fees and costs, court costs, interest, defense costs, and expert witness fees),
where the same arise out of, are a consequence of, or are in any way attributable to, in
whole or in part, the performance of this Agreement by Consultant or by any individual
or entity for which Consultant is legally liable, including but not limited to officers,
agents, employees or subcontractors of Consultant.
(c) General lndemnification Provisions. Consultant agrees to obtain executed
indemnity agreements with provisions identical to those set forth here in this section
from each and every subcontractor or any other person or entity involved by, for, with or
on behalf of Consultant in the performance of this agreement. In the event Consultant
fails to obtain such indemnity obligations from others as required here, Consultant
agrees to be fully responsible according to the terms of this section. Failure of City to
monitor compliance with these requirements imposes no additional obligations on City
and will in no way act as a waiver of any rights hereunder. This obligation to indemnify
and defend City as set forth here is binding on the successors, assigns or heirs of
Consultant and shall survive the termination of this agreement or this section.
(d) To the fullest extent permitted by law, Consultant shall indemnify, protect,
defend and hold harmless City and any and all of its officials, employees and agents
("lndemnified Parties") from and against any and all losses, liabilities, damages, costs
and expenses, including attorney's fees and costs which arise out of, pertain to, or
relate to the negligence, recklessness, or willful misconduct of the Consultant.
12. INSURANCE
Consultant shall maintain prior to the beginning of and for the duration of this
Agreement insurance coverage as specified in Exhibit "C" attached hereto and
incorporated herein as though set forth in full.
Item 8.g. - Page 8
13. INDEPENDENT CONSULTANT
(a) Consultant is and shall at all times remain as to the City a wholly
independent Consultant. The personnel performing the services under this Agreement
on behalf of Consultant shall at all times be under Consultant's exclusive direction and
control. Neither City nor any of its officers, employees, or agents shall have control over
the conduct of Consultant or any of Consultant's officers, employees, or agents, except
as set forth in this Agreement. Consultant shall not at any time or in any manner
represent that it or any of its officers, employees, or agents are in any manner officers,
employees, or agents of the City. Consultant shall not incur or have the power to incur
any debt, obligation, or liability whatever against City, or bind City in any manner.
(b) No employee benefits shall be available to Consultant in connection with
performance of this Agreement. Except for the fees paid to Consultant as provided in
the Agreement, City shall not pay salaries, wages, or other compensation to Consultant
for performing services hereunder for City. City shall not be liable for compensation or
indemnification to Consultant for injury or sickness arising out of performing services
hereunder.
14. UNDUE INFLUENCE
Consultant declares and warrants that no undue influence or pressure was or is
used against or in concert with any officer or employee of the City of Arroyo Grande in
connection with the award, terms or implementation of this Agreement, including any
method of coercion, confidential financial arrangement, or financial inducement. No
officer or employee of the City of Arroyo Grande will receive compensation, directly or
indirectly, from Consultant, or from any officer, employee or agent of Consultant, in
connection with the award of this Agreement or any work to be conducted as a result of
this Agreement. Violation of this Section shall be a material breach of this Agreement
entitling the City to any and all remedies at law or in equity.
15. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES
No member, officer, or employee of City, or their designees or agents, and no
public official who exercises authority over or responsibilities with respect to the project
during hislher tenure or for one year thereafter, shall have any interest, direct or indirect,
in any agreement or sub-agreement, or the proceeds thereof, for work to be performed
in connection with the project performed under this Agreement.
Item 8.g. - Page 9
(a) All information gained by Consultant in performance of this Agreement
shall be considered confidential and shall not be released by Consultant without City's
prior written authorization. Consultant, its officers, employees, agents, or
subContractors, shall not without written authorization from the City Manager or unless
requested by the City Attorney, voluntarily provide declarations, letters of support,
testimony at depositions, response to interrogatories, or other information concerning
the work performed under this Agreement or relating to any project or property located
within the City. Response to a subpoena or court order shall not be considered
"voluntary" provided Consultant gives City notice of such court order or subpoena.
(b) Consultant shall promptly notify City should Consultant, its officers,
employees, agents, or subcontractors be served with any summons, complaint,
subpoena, notice of deposition, request for documents, interrogatories, request for
admissions, or other discovery request, court order, or subpoena from any person or
party regarding this Agreement and the work performed thereunder or with respect to
any project or property located within the City. City retains the right, but has no
obligation, to represent Consultant and/or be present at any deposition, hearing, or
similar proceeding. Consultant agrees to cooperate fully with City and to provide the
opportunity to review any response to discovery requests provided by Consultant.
However, City's right to review any such response does not imply or mean the right by
City to control, direct, or rewrite said response.
NOTICES
Any notice which either party may desire to give to the other party under this
Agreement must be in writing and may be given either by (i) personal service, (ii)
delivery by a reputable document delivery service, such as but not limited to, Federal
Express, which provides a receipt showing date and time of delivery, or (iii) mailing in
the United States Mail, certified mail, postage prepaid, return receipt requested,
addressed to the address of the party as set forth below or at any other address as that
party may later designate by notice:
To City: City of Arroyo Grande
Teresa McClish
Community Development Director
300 East Branch Street
Arroyo Grande, CA 93420
To Consultant: Wallace Group
John Wallace
Principal
612 Clarion Court
San Luis Obispo, CA 93401
Item 8.g. - Page 10
18. ASSIGNMENT
The Consultant shall not assign the performance of this Agreement, nor any part
thereof, without the prior written consent of the City.
19. GOVERNING LAW
'The City and Consultant understand and qgree that the laws of the State of
California shall govern the rights, obligations, duties, and liabilities of the parties to this
Agreement and also govern the interpretation of this Agreement. Any litigation
concerning this Agreement shall take place in the superior or federal district court with
jurisdiction over the City of Arroyo Grande.
20. ENTIRE AGREEMENT
This Agreement contains the entire understanding between the parties relating to
the obligations of the parties described in this Agreement. All prior or contemporaneous
agreements, understandings, representations, and statements, or written, are merged
into this Agreement and shall be of no further force or effect. Each party is entering into
this Agreement based solely upon the representations set forth herein and upon each
party's own independent investigation of any and all facts such party deems material.
21. TIME
City and Consultant agree that time is of the essence in this Agreement.
22. CONTENTS OF REQUEST FOR PROPOSAL AND PROPOSAL
Consultant is bound by the contents of the City's Request for Proposal, Exhibit
"D", attached hereto and incorporated herein by this reference, and the contents of the
proposal submitted by the Consultant, Exhibit "En, attached hereto and incorporated
herein by this reference. In the event of conflict, the requirements of City's Request for
Proposals and this Agreement shall take precedence over those contained in the
Consultant's proposals.
23. CONSTRUCTION
The parties agree that each has had an opportunity to have their counsel review
this Agreement and that any rule of construction to the effect that ambiguities are to be
resolved against the drafting party shall not apply in the interpretation of this Agreement
or any amendments or exhibits thereto. The captions of the sections are for
convenience and reference only, and are not intended to be construed to define or limit
the provisions to which they relate.
Item 8.g. - Page 11
24. AMENDMENTS
Amendments to this Agreement shall be in writinq and shall be made only with
the mutual written consent of all of the parties to this Agreement.
25. AUTHORITY TO EXECUTE THIS AGREEMENT
The person or persons executing this Agreement on behalf of Consultant
warrants and represents that helshe has the authority to execute this Agreement on
behalf of the Consultant and has the authority to bind Consultant to the performance of
its obligations hereunder.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed the day and year first above written.
CITY OF ARROYO GRANDE CONSULTANT
By: By:
Tony Ferrara, Mayor
Attest: By:
(Title)
Kelly Wetmore, City Clerk
Approved As To Form:
Timothy J. Carmel, City Attorney
Item 8.g. - Page 12
EXHIBIT A
SCOPE OF WORK
This agreement is a non-exclusive cor~tinuivg services contract to provide on-call
engineering services for the City of Arroyo Grande. The Consultant will augment and
support City staff and provide services at the sole direction and discretion of the City.
The maximum amount payable under this Agreement shall not exceed $27,000. The
city does not guarantee that the Consultant will receive a specific volume of work or
total contract amount. At the City's option, the maximum amount payable may be
increased by an Amendment to the Agreement.
Work performed under this Agreement shall be authorized by Task Order. Each Task
Order will provide a specific scope of services, schedule, completion date, and budget
for the services required. Task Orders shall be approved and signed by the Community
Development Director or hislher designee prior to beginning work.
Item 8.g. - Page 13
EXHIBIT B
City of Arroyo Grande
Engineering Consultant Services
ENGINEERING SERVICES
Principal
Principal Englneer
Dlrec tor of Clvll Engineering
Director of Mechanical Englneerlng
Director of Water Resources
Wetlands Specialist
Senlor Clvll Engineer I - II
Senlor Mechanical Engineer I - II
Clvll Engineer I - Ill
Senlor Clvil Deslgner I - II
Engineering Assoclate I -V
Project Analyst I - 111
Engineerlng Asslstant 1 - 111
Admlnlstratlve Assistant 1 - 111
SURVEYING SERVICES
Dlrector of Surveying
Senlor Land Surveyor I - II
Land Surveyor I - II
Survey Assoclate I - V
Three Man Survey Crew
Two-Man Survey Crew
Two-Man GPS Survey Crew
One-Man GPS/Robot Survey Crew
GIS Speclalist
GISTech
Surveying Asslstant 1 - 111
PLANNING SERVICES
Director of Plannlng
Consulting Planner
Supervising Planner
Senior Planner I - II
Assoclate Planner 1 - 111
Planning Deslgner I - II
Planning Assistant 1 - 111
LANDSCAPE ARCHITECTURE SERVICES
Director of Landscape Architecture
Senior Landscape Archltect I - II
Landscape Construction Specialist
Landscape Architect I - II
Deslgner I -V
Landscape Architecture Asslstant 1 - 111
FEE SCHEDULE
Prevalllng Wage
WALLACE GROUP
Page 9
71 - Effective January 2008 Item 8.g. - Page 14
City of Arroyo Grande
Engineering Consultant Services
FEE SCHEDULE
CONSTRUCTION MANAGEMENT/FIELD INSPECTION SERVICES
Prevaillng Wage
Dlrector of Construction Management $140
Expert Wltness $250
Resident Engineer $117 $135
Construction Admlnistrator $ 95
Engineering Inspector $ 95 $120
Project Analyst I - 111 $ 75-5110
Admlnlstrative Assistant 1 - 111 $ 58 - $ 63
PUBLIC WORKS ADMINISTRATION SERVICES
Senior Englneer 1-11 $130 - $135
Senior Rlght-of-Way Agent $1 30
General Manager $1 10
Project Analyst 1 - 111 $ 75-5110
ADMINISTRATIVE SERVICES
Senlor Flnanclal Analyst
Flnanclal Analyst I - II
Administrative Assistant I - 111
DIRECT EXPENSES
Relmbursement of direct expenses Incurred in connection with the project scope of work will be invoiced to the client. A handllng
charge of 15% may be added to the direct expenses llsted below. Dlrect expenses include, but are not limited to the following:
travel expenses (automobile/ lodging/ meals) postage/dellvery service
professional sub-consultants special materials
county/city fees . blueprints
document copies photographs
. long distance telephondfax
INVOICING AND INTEREST CHARGES
lnvolces are submltted monthly on an accrued cost basis In accordance with this Fee Schedule. A finance charge of 1.5% per
month (1 8% per annum) wlll be assessed on all balances that are thirty days past due.
FEE REVISIONS
Wallace Group reserves the right to revise our Schedule of Fees on a semi-annual basis, and also to adjust hourly prevalling wage
rates (up or down) as the State establishes rate changes. As authorized in advance by the cllent, overtime on a project wlll be billed
at 1.3 tlmes the normal employee's hourly rate.
PERSONNEL CLASSIFICATIONS
Wallace Group may find it necessary to occasionally add new personnel classifications to our Schedule of Fees.
MILEAGE
Wallace Group charges $0.60 per mile.
WALLACE GROUP 71 - Effective January 2008
Item 8.g. - Page 15
EXHIBIT C
INSURANCE REQUIREMENTS
Prior to the beginning of and throughout the duration of the Work, Consultant will
maintain insurance in conformance with the requirements set forth below. Consultant
will use existing coverage to comply with these requirements. If that existing coverage
does not meet the requirements set forth here, Consultant agrees to amend,
supplement or endorse the existing coverage to do so. Consultant acknowledges that
the insurance coverage and policy limits set forth in this section constitute the minimum
amount of coverage required. Any insurance proceeds available to City in excess of the
limits and coverage required in this agreement and which is applicable to a given loss,
will be available to City.
Consultant shall provide the following types and amounts of insurance:
Commercial General Liability lnsurance using lnsurance Services Office "Commercial
General Liability" policy from CG 00 01 or the exact equivalent. Defense costs must be
paid in addition to limits. There shall be no cross liability exclusion for claims or suits by
one insured against another. Limits are subject to review but in no event less than
$1,000,000 per occurrence.
Business Auto Coverage on IS0 Business Auto Coverage from CA 00 01 including
symbol 1 (Any Auto) or the exact equivalent. Limits are subject to review, but in no
event to be less than $1,000,000 per accident. If Consultant owns no vehicles, this
requirement may be satisfied by a non-owned auto endorsement to the general liability
policy described above. If Consultant or Consultant's employees will use personal autos
in any way on this project, Consultant shall provide evidence of personal auto liability
coverage for each such person.
Workers Compensation on a state-approved policy form providing statutory benefits as
required by law with employer's liability limits no less than $1,000,000 per accident or
disease.
Professional Liability or Errors and Omissions lnsurance as appropriate shall be written
on a policy form coverage specifically designated to protect against acts, errors or
omissions of the Consultant and "Covered Professional Services" as designated in the
policy must specifically include work performed under this agreement. The policy limit
shall be no less than $1,000,000 per claim and in the aggregate. The policy must "pay
on behalf of the insured and must include a provision establishing the insurer's duty to
defend. The policy retroactive date shall be on or before the effective date of this
agreement.
lnsurance procured pursuant to these requirements shall be written by insurer that are
admitted carriers in the state California and with an A.M. Bests rating of A- or better and
a minimum financial size VII.
Item 8.g. - Page 16
General conditions pertaining to provision of insurance coverage by Consultant.
Consultant and City agree to the following with respect to insurance provided by
Consultant:
1. Consultant agrees to have its insurer endorse the third party general
liability coverage required herein to include as additional insureds City, its officials
employees and agents, using standard IS0 endorsement No. CG 2010 with an edition
prior to 1992. Consultant also agrees to require all Consultants, and subcontractors to
do likewise.
2. No liability insurance coverage provided to comply with this Agreement
shall prohibit Consultant, or Consultant's employees, or agents, from waiving the right of
subrogation prior to a loss. Consultant agrees to waive subrogation rights against City
regardless of the applicability of any insurance proceeds, and to require all Consultants
and subcontractors to do likewise.
3. All insurance coverage and limits provided by Consultant and available or
applicable to this agreement are intended to apply to the full extent of the policies.
Nothing contained in this Agreement or any other agreement relating to the City or its
operations limits the application of such insurance coverage.
4. None of the coverages required herein will be in compliance with these
requirements if they include any limiting endorsement of any kind that has not been first
submitted to City and approved of in writing.
5. No liability policy shall contain any provision or definition that would serve
to eliminate so-called "third party action over" claims, including any exclusion for bodily
injury to an employee of the insured or of any Consultant or subcontractor.
6. All coverage types and limits required are subject to approval, modification
and additional requirements by the City, as the need arises. Consultant shall not make
any reductions in scope of coverage (e.g. elimination of contractual liability or reduction
of discovery period) that may affect City's protection without City's prior written consent.
7. Proof of compliance with these insurance requirements, consisting of
certificates of insurance evidencing all of the coverages required and an additional
insured endorsement to Consultant's general liability policy, shall be delivered to City at
or prior to the execution of this Agreement. In the event such proof of any insurance is
not delivered as required, or in the event such insurance is canceled at any time and no
replacement coverage is provided, City has the right, but not the duty, to obtain any
insurance it deems necessary to protect its interests under this or any other agreement
and to pay the premium. Any premium so paid by City shall be charged to and promptly
paid by Consultant or deducted from sums due Consultant, at City option.
Item 8.g. - Page 17
8. Certificate(s) are to reflect that the insurer will provide 30 days notice to
City of any cancellation of coverage. Consultant agrees to require its insurer to modify
such certificates to delete any exculpatory wording stating that failure of the insurer to
mail written notice of cancellation imposes no obligation, or that any party will
"endeavor" (as opposed to being required) to comply with the requirements of the
certificate.
9. It is acknowledged by the parties of this agreement that all insurance
coverage required to be provided by Consultant or any subcontractor, is intended to
apply first and on a primary, noncontributing basis in relation to any other insurance or
self insurance available to City.
10. Consultant agrees to ensure that subContractors, and any other party
involved with the project who is brought onto or involved in the project by Consultant,
provide the same minimum insurance coverage required of Consultant. Consultant
agrees to monitor and review all such coverage and assumes all responsibility for
ensuring that such coverage is provided in conformity with the requirements of this
section. Consultant agrees that upon request, all agreements with subcontractors and
others engaged in the project will be submitted to City for review.
11. Consultant agrees not to self-insure or to use any self-insured retentions
or deductibles on any portion of the insurance required herein and further agrees that it
will not allow any Consultant, subContractor, Architect, Engineer or other entity or
person in any way involved in the performance of work on the project contemplated by
this agreement to self-insure its obligations to City. If Consultant's existirrg coverage
includes a deductible or self-insured retention, the deductible or self-insured retention
must be declared to the City. At the time the City shall review options with the
Consultant, which may include reduction or elimination of the deductible or self-insured
retention, substitution of other coverage, or other solutions.
12. The City reserves the right at any time during the term of the contract to
change the amounts and types of insurance required by giving the Consultant ninety
(90) days advance written notice of such change. If such change results in substantial
additional cost to the Consultant, the City will negotiate additional compensation
proportional to the increase benefit to City.
13. For purposes of applying insurance coverage only, this Agreement will be
deemed to have been executed immediately upon any party hereto taking any steps
that can be deemed to be in furtherance of or towards performance of this Agreement.
14. Consultant acknowledges and agrees that any actual or alleged failure on
the part of City to inform Consultant of non-compliance with any insurance requirements
in no way imposes any additional obligations on City nor does it waive any rights
hereunder in this or any other regard.
Item 8.g. - Page 18
15. Consultant will renew the required coverage annually as long as City, or
its employees or agents face an exposure from operations of any type pursuant to this
agreement. This obligation applies whether or not the agreement is canceled or
terminated for any reason. Termination of this obligation is not effective until City
executes a written statement to that effect.
16. Consultant shall provide proof that policies of insurance required herein
expiring during the term of this Agreement have been renewed or replaced with other
policies providing at least the same coverage. Proof that such coverage has been
ordered shall be submitted prior to expiration. A coverage binder or letter from
Consultant's insurance agent to this effect is acceptable. A certificate of insurance
andlor additional insured endorsement as required in these specifications applicable to
the renewirrg or new coverage must be provided to City within five days of the expiration
of the coverages.
17. The provisions of any workers' compensation or similar act will not limit the
obligations of Consultant under this agreement. Consultant expressly agrees not to use
any statutory immunity defenses under such laws with respect to City, its employees,
officials and agents.
18. Requirements of specific coverage features or limits contained in this
section are not intended as limitations on coverqge, limits or other requirements nor as
a waiver of any coverage normally provided by any given policy. Specific reference to a
given coverage feature is for purposes of clarification only as it pertains to a given issue,
and is not intended by any party or insured to be limiting or all-inclusive.
19. These insurance requirements are intended to be separate and distinct
from any other provision in this agreement and are intended by the parties here to be
interpreted as such.
20. The requirements in this Section supersede all other sections and
provisions of this Agreement to the extent that any other section or provision conflicts
with or impairs the provisions of this Section.
21. Consultant agrees to be responsible for ensuring that no contract used by
any party involved in any way with the project reserves the right to charge City or
Consultant for the cost of additional insurance coverage required by this agreement.
Any such provisions are to be deleted with reference to City. It is not the intent of City to
reimburse any third party for the cost of complying with these requirements. There shall
be no recourse against City for payment of premiums or other amounts with respect
thereto.
22. Consultant agrees to provide immediate notice to City of any claim or loss
against Consultant arising out of the work performed under this agreement. City
assumes no obligation or liability by such notice, but has the right (but not the duty) to
monitor the handling of any such claim or claims if they are likely to involve City.
Item 8.g. - Page 19
EXHIBIT D
CITY OF ARROYO GRANDE
ENGINEERING SERVICES
REQUEST FOR PROPOSALS
JANUARY 2012
Item 8.g. - Page 20
CITY OF ARROYO GRAMDE
ENGINEERING CONSULTAIUT SERVICES
REQUEST FOR PROPOSALS .
I. PROPOSAL INTENT
The City of Arroyo Grande, California intends to contract for consultant
engineering services on an ongoing and as needed basis to supplement in-house
staff resources. The objective is to contract with one engineering firm to be
available when necessary to provide engineering consultant services related to the
management of its capital improvement program, design of small capital
improvement projects, design review and analysis of private development
applications, and other.engineering services as requested.
The City will continue to solicit separate proposals for design of major capital
improvement projects. This. agreement would not cover those services, but the
engineering firm selected would not be precluded from submitting proposals for
design of additional major capital improvement projects.
II. BACKGROUND
The City of Arroyo. Grande is a full-service city located on the' Central Coast of ,
'California midway between Los Angeles and San Francisco. The Crty of Arroyo
Grande comprises 5.45 square miles and serves 17,252 residents.
The City's Engineering Services Division is part of the Community Development
Department. The Division consists of a full-time Assistant .City Engineering and
two part-time project,engineers. ' . .
The City's capital improvement program for FY 201 1-1 2, including carryovers from
the prior yea( is over $1 0 inillion. The City normally averages between $3 million
and $4 million in capital knprovements each year. .
Approximately $40,000 is budgeted for ongoing contract consultant engineering
services. However, when work associated with individual projects is added, the
budget for.services is likely to be in the range of $1 00,000 to $200,000 annually
under the proposed agreement.
Ill. SCOPE OF WORK
The City is interested. in contracting with a consultant to provide engineering
services as requested including, but not limited to, the following tasks:
A. Management of capital improvement projects; including: .
1. Design - Preparation of plans and specifications, cost estimates
2. Consultant Selection and ~drr~inistration'
3. Public Notification and Coordination
4. Contract Administration and Construction Support '
5.' Inspection
2 Item 8.g. - Page 21
B. ~re~arat'ion of applications for, and administration of, State, Federal and
regional grants for capital . projects; .
C. Engineering studies on City and private development project'issues;
D. Review and process of land development applications;
E. Review of plans, maps, easement documents and traffic studies;
F. Preparation of legal descriptions and sign-off on final maps and lot line
adjustments; and C
G. 0the; specialized engineering services as requested by City and mutually
agreeable to both parties, which may require any of the following trades:
,I . Environmental
2. Water
3. Sewer
4. Storm ,Water
5. Traffic
6. Surveying
IV. PROPOSAL FORMAT AND CONTENT
Each proposal shall include as a minimum the following information in this format:
A. Introduction '
Present an introduction to the proposal describing the firm's understanding
of the desired work and experience as it relates to this agreement.
B. Qualifications
Include a description of the firm's background, resumes of key staff
proposed to provide the desired services, examples of similar work
performed for other. agencies, references, and a.description of the level of
expertise available within the firm in the following areas:
Management of capital improvement projects
Inspection of capital improvement project
Development Review
Environmental
water
Sewer
Storm Water
~raffic , "
Surveying' . ..
Traffic Engineering'
Item 8.g. - Page 22
C. Work Plan
Provide a brief description of the work plan that would be proposed to carry
out the tasks set forth in Section 111.- Scope of Work, including the availability
of the key staff identified, as. well as which staff would. be assigned and
response times for specific types, level, and specialties of work.
D. Cost Proposal . .
Submit a cost proposal in a separate sealed erlvelope. The fee proposal
'. '. will not be reviewed until a. review panel determines the qualified firms and
finalists. The cost summary shall include a schedule of all hourly rates for
engineering services br all classifications of positions proposed to be
associated with the agreement. ,
V. SELECTlOhl PROCESS
A review committee will evaluate the proposals based on relative experience,
qualifications, and abilky of the proposed approach to meet the needs of the City.
Once the most qualified firms are selected, finalists will be invited to an interview
with a selection panel. A final selection will be recommended by the panel to the
City Council based on the following criteria:
1. Relative experience and qualifications
2. Ability of proposed approach to meet the needs of the City
3. Cost effectiveness
VI. SUBMITTAL
, A. Submit a total of 4 copies to:
Teresa McClish
Community Development Director
City of Arroyo Grande
300 ,East Branch Street
Arroyo Grande, CA 93427
B. ~how'the following information on the o.utside of the package:
consultant's name and address
Engineering Services Contract
C. Closing Date: All proposals must be'received by Friday, February 24,
2012 at 5:00 p.m..
D. 'The City reserves the right to reject any or all proposals for any or no reason.
For more information, please contact Teresa McClish at 805-473-5420.
Item 8.g. - Page 23
EXHIBIT E
WALLACE GROUP
DEDICATION TO SERVICEa
Proposal Prepared for
CITY OF ARROYO GRANDE
Engineering Consultant
Services
February 24, 201 2
Item 8.g. - Page 24
City of Arroyo Grande
Engineering Consultant Services
SECTION I
IIVTRODUCTION
\JD UNDERSTANDING
The City of Arroyo Grande intends to contract for consultant engineering services on
an on-going and as-needed basis to supplement in-house staff resources. It is our
understanding the City desires to contract with an engineering firm that has the necessary
resources to be available to provide varied engineering and project management services.
Based on our years of experience and familiarity in working with City staff, we believe
Wallace Group is the ideal candidate
Wallace group will serve as an extension of City staff in providing these services to help
allev~ate the peak work load of the City staff members and to provide specialized services
not available "in house"
Services Requested:
A. Management of Capital Improvement Projects:
It has been our experience that the City Staff can only handle a certain number of capital
projects simultaneously amidst all of their other duties. As a result, project processing
may slip both in time and expectations of delivery. Additional full-time staff, given the
economic condition of the City, is probably not an option.Therefore, it is more efficient to
retaln a qualified outside consultant to handle projects on an as needed basis. Meeting
time constra~nts or simply a need for additional staff is necessary so as to not deter City
staff from other priorities. Management of ClPs is different from "doing the project'! We can
do both, but to be efficient we can offer the City alternative approaches as the need arises:
simply managing the project as done by City staff or other outside consultants or:
taking charge of the design/processing and overall management from project
concept, budgeting, initiation, design and completion of construction.
We believe that successful management of capital improvement projects requires a
"Project Plan"tailor made for each project (provided later in our proposal) and by focusing
on communication, thorough up-front planning, addressing potential conflicts early,
documenting the process, and managing schedule and budget constraints. We have
successfully managed a variety of capital improvement projects for the City and many
other public agencies, from feasibility studies through construction.
We augment our project management skills by addressing the financial aspects of the
project. Often the City's capital improvement program is dependent on accurate cost
estimating, conscientious financial tracking and documentation of grant programs/
projects. Wallace Group is adept at researching, obtaining and administering many types
of grant projects.This has proven invaluable on FEMA emergency projects as well as
local, State and Federal programs. We maintain a strong relationship with current and
prospective funding organizations such as Caltrans and the San Luis Obispo Council of
Governments which provides a competitive edge when funding opportunities become
available.
Project Management
Plans Successfully Guide
City/Wallace Group ClPs
to Completion
We effectively manage
our project budgets as
we do our clients' public
funds
WALLACE GROUP Item 8.g. - Page 25
City of Arroyo Grande
Engineering Consultant Services
SECTION I
INTRODUCTION
AND UNDERSTANDING
B. Preparation of Applications for, and Seasoned Wallace Group
Administration of State, Federal and Regional staff have proven track
Grants for Capital Projects record at securing
and administering The City can frequently not afford tongo grant funds for public it alone"to fund its capital projects. With improvement projects the decrease in local funding available for
critical projects including water, sewer and
transportation projects, agencies have had
to become more and more dependent on
grants. Grant acquisition and administration has
become significantly more difficult because of
competitlon and complexity of requirements/qualifications. Prior knowledge, anticipation
and preparation ofgrant requests are key.This is not easily learned. But because the public
sector is the major focus of our practice, we have successfully qualified, obtained, and
administered many grant programs includ~ng those awarded to the City. As an example,
we have been able to facilitate an extension of time for transportation monies for
upgrad~ng the Bridge Street bridge. Other recent experience benefiting the City includes
preparation of a water recycling IRWM grant being processed by the South San Luis
Obispo County Sanitation District, and FEMAICalEMA reimbursements for the 2010 flood
damages.
C. Engineering Studies on City and Private Development Project Issues
City staff resources are limited and the effort to review and report on both City and
(especially) private development issues is a significant impact. Often a Council or
Commission requires (and deserves) a rap~d analysis and report. City staff can provide
these analyses if they can be fit in within their normal duties, but frankly, this is a
disruption to their main duties and can sometimes lead to frustration or disappointment
on the part of City Management, Council or the cit~zenry.The retention of an outside
analysis can be done quickly and also provides a "third party"review of the issue without
creating an appearance ofninside bias".
Also, many studies, such as that required for the Newsom Springs drainage analysis,
require a specialist in a highly technical area. Being a multi-disciplinary firm, we can readily
provide a variety of services as needs arise and have the resources to act quickly to meet
City expectations.
As to the review of private development project issues, we are very familiar with both
the publ~c and private development processes. We have respected relationships with the
development community and our references will testify that our review of their submittals
has been firm, technically competent and fair.That being said, the City is familiar with our
efforts on their behalf to uphold City standards and achieve quality in the construction of
private works.
D. Review and Process Land Development Applications
As discussed in C. above, Wallace Group has provided and is currently providing services
for the processing of land development applications for many public agencies. We are
very familiar with the City's process and standards having developed some of these
standards while acting as City staff In prior years. But standards and consistency with
general plan requirements is an evolving process. We pride ourselves in being able to
recognize and apply changing standards both from a technical standpoint and to meet
general plan requirements.
E. Review of Plans, Maps, Easement Documents and Traffic Studies
Familiarity with standards as well as the commitment to adhere to the legal process and
to meet turnaround responsibilities is key to this task.This takes experience, both from the
WALLACE GROUP 2 Item 8.g. - Page 26
City of Arroyo Grande
Engineering Consultant Services
standpoint of knowing the City's requirements and from experience in actually producing
similar documents in other areas (such as the County territory) for the items being
reviewed. Wallace Group continues to provide this service to a number of neighboring
agencies, including Oceano CSD, the City of Pismo Beach, the South San Luis Obispo
County Sanitation District and Avila Beach CSD. Besides having six licensed surveyors that
are eligible to sign off on subdivision maps and surveys prepared on behalf of the City,
Wallace Group has Right ofway Engineering and Acquisition as one of its core practices.
This provides an unparalleled and unique resource for engineering review of plans,
checking of maps and providing easement acquisition and review services. Also, we have
recently increased our staffing for transportation design and processing.Traffic studies are
a subset of the practice of transportation engineering. However, we understand the City
will continue to retain a separate traffic engineering firm for traffic studies and other traffic
engineering services. We concur with thls strategy.
F. Preparation of Legal Descriptions and Sign-Off on Final Maps and
Lot Line Adjustments.
Although legal staff can sometimes prepare legal descriptions for City documents, in our
experience this properly belongs in the practice of land surveying. Furthermore, the State
Map Act does require a licensed land surveyor or pre-1983 civil engineer to approve maps
on behalf of a public agency. At the present time, Wallace Group has seven staff that can
legally provide those services, probably more than any other local firm.This provides for
rapid turnaround of maps and related documents In our many years of providing these
services, Wallace Group has never had a successful challenge to its boundary or legal
description work.
G. Other Specialized Engineering Services as Requested by City and Mutually
Agreeable to Both Parties, Which May Require any of the Following Trades
1. Environmental
2. Water
3. Sewer
4. Storm Water
5. Traffic
6. Surveying
All of the above specialized services can be provided by our firm.The preparation of
environmental impact reports and traffic studies would be done in conjunction with
qualified subconsultants approved by the City. However, the preparation of environmental
review documents such as Negative Declarations and responses to EIR's to provide the
necessary land use and technical review comments is very much within the scope of
our engineering and planning staff and they have extensive experience in the field. On
many occasions, we are called on to provide peer review and objective comments on
environmental documents. Of course, where specialty subconsultants may be needed,
Wallace Group can assist City staff in issuing Requests for Proposals/Qualifications,
reviewing proposals, interviewing and selecting subconsultants, administering contracts,
and overseeing subconsultants'contract budgets and expenditures.
As to Water, Sewer, Drainage (Storm Water) and Surveying, Wallace Group staff has
demonstrated its expertise in all of these practice areas and has provided consultation to
the City on these and related issues for many years.
H. Optional Services
SECTION I
INTRODUCTION
AND UNDERSTANDING
Several other areas of expertise not mentioned above include: construction management
and administration, landscape architecture, mechanical engineering, and regulatory
administration.
WALLACE GROUP Item 8.g. - Page 27
City of Arroyo Grande
Engineering Consultant Services
Whlle some of these areas of expertise may not be needed frequently, Wallace Group
has substantial resources in all of theseUadditional service areas': In particular mention,
the storm water and waterhewer regulatory field has become much more complex
in recent years. Wallace Group staff is presently assisting the City's Utillty Division with
coordination In developing new standards to meet these new regulations. Wallace Group
also administers the Fats, Oil and Grease Program, provides assistance to meet regulatory
requirements for Sewer System Management Audits, Hazard Mitigation and Emergency
Response Plans, and consults on Waste Discharge Requ~rements for State reporting.
Other services in which we excel that the City will find beneficial is our geographic
information system (GIS) capabilities and assessment engineering services.
Finally, another service being provided pro-bono by Wallace Group staff involves the
undergrounding of overhead utilities. Wallace Group staff has participated as a member of
the County's Underground Utility Coordinating Committee for many years and presently
chairs the Committee With Walace Group's urging, the Committee has brought In the
City and other agencies to achieve a broader coordlnatlon of these projects including the
City's Grand Avenue projects.
We believe, it is critical that the City have a team of professionals available to support,
supplement and act as an extension to City staff. Having worked with the C~ty in this
capacity for more than 16 years, selecting Wallace Group for these services will afford a
seamless transltlon of continued support in our current role with the City.
SECTION I
INTRODUCTION
AND UNDERSTANDING
WALLACE GROUP Item 8.g. - Page 28
City of Arroyo Grande
Engineering Consultant Services
In order to consistently provide quality work products to our clients, our efforts start
before the Project begins. We prepare a"Work Plan"that is best described as a "Project
Management Plan (PMP)". Small routine projects go through an abbreviated version
of this process. Of course, one of the key elements of our Work Plan is the Quality
AssuranceIQuality Control (QAIQC) Program by which we execute and review our work
products.This holds true for municipal projects such as the services we have provided
the City of Arroyo Grande over the years Specific projects include the 1.0 Million Gallon
Reservoir No. 1 Upgrade, Reservoir No. 6 and Oro Booster Station Upgrade, Lift Station
No. 1 Upgrades, East Grand Avenue Phases 1-111 Reconstruction, and other projects. An
example of a recent "PMPUthat was used for the City's Oro Booster Station Upgrade Project
is attached as Appendix B.
The WG Quality Assurance Proqram calls for a formal written peer review at three stages
during the project lifetime.~hi; is performed by a senior registered engineer or land
surveyor who has substantial experience in the discipline area for each specific project,
and is very similar to an agency plan check procedure for development review. We
combine this with our project management procedures for scope, schedule and budget
controls to oversee and maintain a high quality product. Project reviews generally occur
at specific milestone stages such as lo%, 50%, and 95% of project progress. Reviews vary
with the size and complexity of each project.
We have worked with over 40 public agency clients throughout the company's history.
It is understood that agencies operate under tight budget constraints and with limited
funding sources. Working closely w~th agency staff and reviewing the project in these
stages allows the project team to identify constraints, issues, and concerns well before
project milestones. By teaming with the agency and ~ntegrating them with our Quality
Assurance Program, we can help to assure that public monies are being spent in a cost
effective manner.
Whether large or small, Wallace Group projects are guided by Project Management
Plans.These Plans can be0short and sweet': but hit on the key elements of each project
including lines of communication, project team and team roles, deliverables, schedule,
QNQC Plan, budget and budget controls, and other essential elements. We know from
experience that succinct Plans are instrumental in leading our projects from start to finish
efficiently, while ensuring project scope, needs and goals are consistently met. We ensure
that the right staff are assigned to various projects based on the specific discipline needs
of each project.
Partnering to Achieve Goals
The Wikipedia definition of Business Partnering goes like this: "Businesspartnenng a "the
development ofsuccessful, long term, strategic relationships between customers and suppliers,
based on achieving best practrce and sustainable competitive advantage"(Lendrum, 1997).
To this end, the City of Arroyo Grande and Wallace Group have already achieved a solid
partnering relationship. However, we must reinforce the importance of this approach
moving forward. Above, we have talked about our Work Plan/Project Management Plan,
and our QNQC Program to ensure quality work products. But how will we really use these
tools effectively, in partnership with the City, to execute projects and achieve common
goals?
SECTION Ill
WORK PLAN
- Effective Communication. F~rst, Partners need to communicate effectively to ensure
that both parties arel'on the same pagenand that expectations are understood.This
can be paralleled with any relationship, business or personal. Effective and clear
communication will ensure that Wallace Group and City staff areUin tuneUwith one
another, we understand your needs and the needs of your Projects. Not only is this
WALLACE GROUP Item 8.g. - Page 29
City of Arroyo Grande
Engineering Consultant Services
stated in the PMPs we prepare, but we practice and implement these procedures
faithfully. When Jill McPeek meets wlth Clty staff for routine staff meetings, we
afford each other face time to interact, discuss Issues and concerns, project needs,
and we integrate this information as we proceed with the Work. Some projects
require periodic, frequent meetings; sometimes a quick telephone call or email will
suffice. Regardless of the type and level of communication, all communications are
important, and essential throughout the course of the project.
Flexibility. PMPs, QNQC plans, are"tools'; but how are these tools adapted to the
myriad of projects that will be ~mplemented?Very slmply, relying on "the right tool
for the right job-- this is exactly how these project management tools are used
most effectively on projects. Our QAIQC program and PMPs are not "cookie cutter".
They are tailored specifically to the needs of each and every job.The level of QNQC,
invd~vement, complexity and frequency of revlews, selecting the appropriate QNQC
reviewer, and all of the various components are carefully thought out for each unique
project that we tackle. Each of our program management tools are fully adaptable
and flexible to the needs of individual projects and specific client needs.
Responsiveness andTimeliness. When a water main breaks, City staff will
immediately respond. If the leak is not fixed promptly, additional damage will ensue,
and theUdomlno effectHwill prevail.This holds true with effectively managing projects.
No matter how large or small an issue may seem at the time, they must be addressed
promptly, efficiently and effectively.This holds true for both parties, and we recognize
the importance of being pro-actlve, attentive, prompt and efficient in carrying out
day-to-day management wlth the City's capital Improvement projects. Keeping all
project elements in line and promptly addressed, will ensure timely completion of
projects.
Committed Resources. One of the elements of our Work Plan is to identify
appropriate team members to match the needs of the Project. We not only identify
the team members assigned, but we make sure that our team members are
committed to each project they are asslgned to.Thus, the City should expect to see
the rlght staff committed to your projects, wlth continuity and little to noUturn-over".
Fiscal Responsibility. Managing budgets is of utmost importance to public agencies.
We understand that budgets are allocated and approved by the City Councll, and the
d~fficulties that arise when project funds fall short. Internally, Wallace Group pays close
attention and tracks project budgets, through the use of our company-wide project
accounting system (Deltek), and frequently checks project progress versus budget
expended. It is relatively slmple to calculate what budget has been spent, and what
remains, but the key is to match real progress on a project against the scope of work
delineated in the contract. It is these aspects that we pay close attention to, to ensure
that our project budgets are on target. More importantly, when we assist the City
with managing their projects, it is wlth the same standard of care that we manage,
monitor and control public monies on capital improvement projects.
SECTION Ill
WORK PLAN
The following describes the specific "work planMfor tasks specified in the City's
proposal: It is understood that the Wallace Group "internal PMPnas described above
applies to these activities as well.
WALLACE GROUP Item 8.g. - Page 30
City of Arroyo Grande
Engineering Consultant Services
Task A: Management of Capital Improvements Projects
1. Management of capital projects including roadway, utility, water, sewer, and storm
water projects, and oversees the preparatlon of design, specifications and cost
estimates packages. This includes coordinating and attending kick-off and progress
meetings with the design team, preparing meeting minutes, directing and ensuring
follow-up items are accomplished, and providing information as requested to the
design team.
2. Prepare request for proposals, development ranking sheets, review proposals,
coordinate interviews, and prepare and distribute letters to consultants regarding
project award.
3. Develop public notice mail~ngs, coordinate and conduct public meetings, and
coordinate various activities among property owners, advisory groups and City staff.
4. Provide contract administration services, Including distributing and coordinating
bid package review, coordinating and attending pre-bid, pre-construction and
construction progress meetings, processing submittals and RFls, development of
punch list items, public relations, and outreach during construction activities.
5. Coordinate inspection services for various capital projects to ensure preparation
and completion of construction progress review, contractor payments, schedule
monitoring, budget monitoring and project status reports.
Key Staff: Jill McPeek
Availability: 90%
Other Staff Assigned: Engineering staff
Response Time: Can begin services on newly initiated tasks within 24-48 hrs
Task B: Preparation of Grant Applications for Capital Projects
Research, review and prepare grant application proposals for submittal to appropriate
funding agencies. Meet with applicable funding agencies to identify funding programs
and applicable projects. Develop and maintain a strong professional relationship with
current and prospective funding organizations.
Provide grant administration through the planning, design and construction phases of
the project. Provide progress invoicing during project development and construction and
provide a final accounting of the project for close out. Th~s includes, but is not limlted to:
. Execution of necessary Funding Agency-City agreements . Preparing documentation for the Field Review and Preliminary Environmental Study
(PES) forms, attending Field Reviews, and securing NEPA determination from Caltrans . Securing project authorization for each phase of the project, PS&E, ROW,
Construction, and preparation of construction contract Award package
Consultant selection . Preparation of invoices to obtain reimbursement of expenditures
Preparation of Final Report of Expenditures and Invoice package for project close out
SECTION Ill
WORK PLAN
Key Staff: Jill McPeek
Availability: 90%
Other Staff Assigned: Cynthia Chambers
Response Time: Can begln services on newly initiated tasks within 24-48 hrs
WALLACE CROUP Item 8.g. - Page 31
City of Arroyo Grande
Engineering Consultant Services
Task C: Engineering Studies
Prepare and review of Engineering Studies, including feasibility studies for Public Works
Capital lmprovement projects. Provide both the project management and technical
engineering for Engineering Studies for both new and rehabilitation of transportation
infrastructure (roads, bridges, intersections, hardscape, etc.), storm drain systems, water
and sewer systems.
Key Staff: Dace Morgan, PE
Availability: 25%
Other Staff Assigned: Debra Tumbler, Alberto Lopez
Response Time: Can begin services on newly initiated tasks within 1 week
Task D: Review and Process Land Development Applications
Provide engineering review of engineering plans, plats, easements, etc. required for
the construction of new development. Provide document review and management
for all subdivision maps, legal descriptions, exhib~ts, lot line adjustment, certificates of
compliance, etc. Provide coordination with the City Engineering and Planning Staff in the
processing and preparation of legal documents for recordation conditioned by the City
upon applicants of land development.
Key Staff: Darrell Goo
Availability: 90%
Other Staff Assigned: George Marchenko
Response Time: 1-2 weeks depending on level of review required
Task E: Review of Plans, Maps, Easement Documents and Traffic Studies
Provide technical engineering and quality control review of plans, specifications and
estimates for Public Works Capital lmprovement projects and Development projects.
Review ofTraffic Studies for compliance with the City's General Plan for Level of Service
for roadways and intersections. Provide recommendations and comments for City staff
to consider regarding ITE trip generation calculations provided in traffic studies prepared
for development projects. Provide a thorough review of Maps and Easement Documents
prepared for Capital lmprovement projects and development projects.
Key Staff: Dace Morgan, PE
Availability: 25%
Other Staff Assigned: Darrell Goo, George Marchenko, PLS
Response Time: 1 - 2 weeks depending on level of review required
Task F: Preparation of Legal Descriptions, and Sign-Offs on Final Maps and Lot Line
Adjustments
Prepare new legal descr~ptions for permanent and temporary easements, leases, fee or
other grants and documents. S~gn and seal originals for final tract maps, parcel maps,
certificates of correction, lot line adjustments, certificates of compliance, and other
documents.
SECTION Ill
WORK PLAN
Key Staff: George Marchenko, PLS; Craig Campbell, PLS
Availability: 90%
Other Staff Assigned: Darrell Goo
Response Time: 1-2 weeks for legal descr~ptions. A few days for map sign-off
WALLACE GROUP Item 8.g. - Page 32
City of Arroyo Grande
Engineering Consultant Services
Task G: Other Specialized Engineering Services
1. Environmental
Provide entitlement support to engineering, including feasibility analysis and developing
requests for proposals to acquire environmental expertise as needed (i.e., archaeology,
blology, visual, air quality, etc.). Manage subconsultants to perform environmental studies
and prepare analyses to meet CEQA and NEPA requirements as necessary. Facilitate
meetings with review agencies and coordinate permit requirements.
Key Staff: Cynthia Chambers
Availability: 50%
Other Staff Assigned: Planning Staff
Response Time: 48 hours to 1 week depending on requirements
2. Water
Provide engineering studies, master plans, preliminary design, detailed deslgn of various
water system improvements. Such Improvements may Include water storage tanks,
booster pumping stations, water pipelines, and other related water system facilities.
Prepare drawings, technical specifications, front-end specifications, and prepare engineer's
probable estimate of construction costs for the capital improvement projects.
Key Staff: SteveTanaka, PE; Kari Wagner, PE
Availability: 75%
Other Staff Assigned: Valerie Huff, PE; Rachel Arnold, PE
Response Time: Immediate, committed to assigned projects and deadlines
3. Sewer
Provide engineering studies, master plans, preliminary and final design of various
wastewater system improvements. Such improvements may include sewage lift stations,
collection system gravity sewers, sewer siphons, force mains, and other related wastewater
system facilities. Prepare drawings, technical specifications, front-end specifications, and
prepare engineer's probable estimate of construction costs for the capital improvement
projects.
Key Staff: Steve Tanaka, PE; Kari Wagner, PE
Availability: 75%
Other Staff Assigned: Valerie Huff, PE; Rachel Arnold, PE
Response Time: Immediace, committed to assigned projects and deadlines
4. Storm Water
Provide design development analysis for storm water capital Improvement projects,
preliminary hydrology and hydraulic calculations using HEC-HMS, HEC-RAS, StormCAD,
FlowMaster, CulvertMaster, HydroCAD Hydrographs programs, or generate a 2
dimensional flow model with Flo2D. Preparation of hydrology and hydraulic scudies, as
well as design and preparation of storm drainage plans and specifications. We have project
experience, which includes design and preparation of Caltrans highway improvement
plans, sedimencatlon analyses, erosion control plans, and Storm Water Pollution Prevention
Plans.
SECTION Ill
WORK PLAN
We can develop flood routing models of existing dralnage facilities and implement
flood plain studies acceptable to FEMA and for FEMA map amendments.These studies
consider areas of suspect flooding and the effects of a 100 Year Storm Event that are
WALLACE GROUP Item 8.g. - Page 33
City of Arroyo Grande
Engineering Consultant Services
processed through FEMA for an approval of a LOMR, or Letter of Map Revision. Our project
experience allows us to work with AutoCAD's Civil 3D and Archmap using GIS datasets to
implement the most effective plan design model
Key Staff: Debra Tumler, PE, QSP; Alberto Lopez, PE, QSP
Availability: 50%
Other Staff Assigned: Valerie Huff, PE, QSP
Response Time: Can begin services on newly initiated tasks within 1-2 weeks
5. Traffic and Traffic Engineering
Provide engineering design and review for transportation related infrastructure
improvements.These improvements would range from intersection improvements,
streetscape improvements, pavement rehabilitation projects and strategies, bridge
maintenance projects, and traffic calming projects. Prepare construction bid documents
using Caltrans standards for design, plan preparation, specifications, and estimate
preparation.
Key Staff: Dace Morgan, PE
Availability: 25%
Other Staff Assigned: Engineering staff
Response Time: Can begin services on newly initiated tasks within 1 wk
6. Surveying
Provide accurate and useful ~nformation to support a wide range of planning, engineering,
construction management, GIs, and landscape architecture services utilizing the latest
surveying technology and software available.
Key Staff: George Marchenko, PLS
Availability: 50%
Other Staff Assigned: Survey staff
Response Time: Can begin services on newly initiated tasks within 1-2 weeks
7, Inspection
Provide quality construction management, construction administration, and inspection
services for public works capital improvement projects. Full-time or part-time services can
be provided depending on the needs of the City and the project. Prepare daily activity
reports, review submittals for compliance with the specifications, prepare change orders,
prepare weekly statements of working days, prepare monthly progress pay estimates, and
prepare monthly/weekly construction updates for the City.
SECTION Ill
WORK PLAN
Key Staff: Richard Pavlich
Availability: 75%
Other Staff Assigned: Peter Rynning
Response Time: Can begin services on newly initiated tasks within 24-48 hrs
WALLACE GROUP Item 8.g. - Page 34
Attachment 2
AGREEMENT FOR CONSULTANT SERVICES
THIS AGREEMENT, is made and effective as of November 1, 2012, between WATER
SYSTEMS CONSULTING, INC. ("Consultant"), and the ClTY OF ARROYO GRANDE,
a Municipal Corporation ("City") for ClTY ENGINEERING SERVICES. In consideration
of the mutual covenants and conditions set forth herein, the parties agree as follows:
1. TERM
This Agreement shall commence on November 1, 2012 and shall remain and
continue in effect until November 1, 2014, unless sooner terminated pursuant to the
provisions of this Agreement.
2. SERVICES
Consultant shall perform the tasks described and comply with all terms and
provisions set forth in Exhibit "A", attached hereto and incorporated herein by this
reference.
3. PERFORMANCE
Consultant shall at all times faithfully, competently and to the best of hislher
ability, experience and talent, perform all tasks described herein. Consultant shall
employ, at a minimum, generally accepted standards and practices utilized by persons
engaged in providing similar services as are required of Consultant hereunder in
meeting its obligations under this Agreement.
4. AGREEMENT ADMINISTRATION
Teresa McClish, Community Development Director, shall represent City in all
matters pertaining to the administration of this Agreement. John Wallace, Principal, shall
represent Consultant in all matters pertaining to the administration of ,this Agreement.
5. PAYMENT
The City agrees to pay the Consultant in accordance with the payment rates and
terms set forth in Exhibit "B", attached hereto and incorporated herein by this reference.
6. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE
(a) 'The City may at any time, for any reason, with or without cause, suspend
or terminate this Agreement, or any portion hereof, by serving upon the Consultant at
least ten (10) days prior written notice. Upon receipt of said notice, the Consultant shall
immediately cease all work under this Agreement, unless the notice provides otherwise.
If the City suspends or terminates a portion of this Agreement such suspension or
termination shall not make void or invalidate the remainder of this Agreement.
Item 8.g. - Page 35
(b) In the event this Agreement is terminated pursuant to this Section, the City
shall pay to Consultant the actual value of the work performed up to the time of
termination, provided that the work performed is of value to the City. Upon termination
of the Agreement pursuant to this Section, the Consultant will submit an invoice to the
City pursuant to Section 5.
TERMINATION ON OCCURRENCE OF STATED EVENTS
This Agreement shall terminate automatically on the occurrence of any of the
following events:
(a) Bankruptcy or insolvency of any party;
(b) Sale of Consultant's business; or
(c) Assignment of this Agreement by Consultant without the consent of City.
(d) End of the Agreement term specified in Section 1.
8. DEFAULT OF CONSULTANT
(a) The Consultant's failure to comply with the provisions of this Agreement
shall constitute a default. In the event that Consultant is in default for cause under the
terms of this Agreement, City shall have no obligation or duty to continue compensating
Consultant for any work performed after the date of default and can terminate this
Agreement immediately by written notice to the Consultant. If such failure by the
Consultant to make progress in the performance of work hereunder arises out of causes
beyond the Consultant's control, and without fault or negligence of the Consultant, it
shall not be considered a default.
(b) If the City Manager or hislher delegate determines that the Consultant is in
default in the performance of any of the terms or conditions of this Agreement, helshe
shall cause to be served upon the Consultant a written notice of the default. The
Consultant shall have ten (10) days after service upon it of said notice in which to cure
the default by rendering a satisfactory performance. In the event that the Consultant
fails to cure its default within such period of time, the City shall have the right,
notwithstanding any other provision of this Agreement to terminate this Agreement
without further notice and without prejudice to any other remedy to which it may be
entitled at law, in equity or under this Agreement.
9. LAWS TO BE OBSERVED. Consultant shall:
(a) Procure all permits and licenses, pay all charges and fees, and give all
notices which may be necessary and incidental to the due and lawful prosecution of the
services to be performed by Consultant under this Agreement;
(b) Keep itself fully informed of all existing and proposed federal, state and
local laws, ordinances, regulations, orders, and decrees which may affect those
engaged or employed under this Agreement, any materials used in Consultant's
performance under this Agreement, or the conduct of the services under this
Agreement;
Item 8.g. - Page 36
(c) At all times observe and comply with, and cause all of its employees to
observe and comply with all of said laws, ordinances, regulations, orders, and decrees
mentioned above;
(d) Immediately report to the City's Contract Manager in writing any
discrepancy or inconsistency it discovers in said laws, ordinances, regulations, orders,
and decrees mentioned above in relation to any plans, drawings, specifications, or
provisions of this Agreement.
(e) The City, and its officers, agents and employees, shall not be liable at law
or in equity occasioned by failure of the Consultant to comply with this Section.
10. OWNERSHIP OF DOCUMENTS
(a) Consultant shall maintain complete and accurate records with respect to
sales, costs, expenses, receipts, and other such information required by City that relate
to the performance of services under this Agreement. Consultant shall maintain
adequate records of services provided in sufficient detail to permit an evaluation of
services. All such records shall be maintained in accordance with generally accepted
accounting principles and shall be clearly identified and readily accessible. Consultant
shall provide free access to the representatives of City or its designees at reasonable
times to such books and records; shall give City the right to examine and audit said
books and records; shall permit City to make transcripts therefrom as necessary; and
shall allow inspection of all work, data, documents, proceedings, and activities related to
this Agreement. Such records, together with supporting documents, shall be maintained
for a period of three (3) years after receipt of final payment.
(b) Upon completion of, or in the event of termination or suspension of this
Agreement, all original documents, designs, drawings, maps, models, computer files,
surveys, notes, and other documents prepared in the course of providing the services to
be performed pursuant to this Agreement shall become the sole property of the City and
may be used, reused, or otherwise disposed of by the City without the permission of the
Consultant. With respect to computer files, Consultant shall make available to the City,
at the Consultant's office and upon reasonable written request by the City, the
necessary computer software and hardware for purposes of accessing, compiling,
transferring, and printing computer files.
Item 8.g. - Page 37
(a) lndemnification for Professional Liabilitv. When the law establishes a
professional standard of care for Consultant's Services, to the fullest extent permitted by
law, Consultant shall indemnify, protect, defend and hold harmless City and any and all
of its officials, employees and agents ("Indemnified Parties") from and against any and
all losses, liabilities, damages, costs and expenses, including attorney's fees and costs
to the extent same are caused in whole or in part by any negligent or wrongful act, error
or omission of Consultant, its officers, agents, employees or subcontractors (or any
entity or individual that Consultant shall bear the legal liability thereof) in the
performance of professional services under this agreement.
(b) lndemnification for Other Than Professional Liabilitv. Other than in the
performance of professional services and to the full extent permitted by law, Consultant
shall indemnify, defend and hold harmless City, and any and all of its employees,
officials and agents from and against any liability (including liability for claims, suits,
actions, arbitration proceedings, administrative proceedings, regulatory proceedings,
losses, expenses or costs of any kind, whether actual, alleged or threatened, including
attorneys fees and costs, court costs, interest, defense costs, and expert witness fees),
where the same arise out of, are a consequence of, or are in any way attributable to, in
whole or in part, the performance of this Agreement by Consultant or by any individual
or entity for which Consultant is legally liable, including but not limited to officers,
agents, employees or subcontractors of Consultant.
(c) General lndemnification Provisions. Consultant agrees to obtain executed
indemnity agreements with provisions identical to those set forth here in this section
from each and every subcontractor or any other person or entity involved by, for, with or
on behalf of Consultant in the performance of this agreement. In the event Consultant
fails to obtain such indemnity obligations from others as required here, Consultant
agrees to be fully responsible according to the terms of this section. Failure of City to
monitor compliance with these requirements imposes no additional obligations on City
and will in no way act as a waiver of any rights hereunder. This obligation to indemnify
and defend City as set forth here is binding on the successors, assigns or heirs of
Consultant and shall survive the termination of this agreement or this section.
(d) To the fullest extent permitted by law, Consultant shall indemnify, protect,
defend and hold harmless City and any and all of its officials, employees and agents
("Indemnified Parties") from and against any and all losses, liabilities, damages, costs
and expenses, including attorney's fees and costs which arise out of, pertain to, or
relate to the negligence, recklessness, or willful misconduct of the Consultant.
INSURANCE
Consultant shall maintain prior to the beginning of and for the duration of this
Agreement insurance coverage as specified in Exhibit "C" attached hereto and
incorporated herein as though set forth in full.
Item 8.g. - Page 38
(a) Consultant is and shall at all times remain as to the City a wholly
independent Consultant. The personnel performing the services under this Agreement
on behalf of Consultant shall at all times be under Consultant's exclusive direction and
control. Neither City nor any of its officers, employees, or agents shall have control over
the conduct of Consultant or any of Consultant's officers, employees, or agents, except
as set forth in this Agreement. Consultant shall not at any time or in any manner
represent that it or any of its officers, employees, or agents are in any manner officers,
employees, or agents of the City. Consultant shall not incur or have the power to incur
any debt, obligation, or liability whatever against City, or bind City in any manner.
(b) No employee benefits shall be available to Consultant in connection with
performance of this Agreement. Except for the fees paid to Consultant as provided in
the Agreement, City shall not pay salaries, wages, or other compensation to Consultant
for performing services hereunder for City. City shall not be liable for compensation or
indemnification to Consultant for injury or sickness arising out of performing services
hereunder.
UNDUE INFLUENCE
Consultant declares and warrants that no undue influence or pressure was or is
used against or in concert with any officer or employee of the City of Arroyo Grande in
connection with the award, terms or implementation of this Agreement, including any
method of coercion, confidential financial arrangement, or financial inducement. No
officer or employee of the City of Arroyo Grande will receive compensation, directly or
indirectly, from Consultant, or from any officer, employee or agent of Consultant, in
connection with the award of this Agreement or any work to be conducted as a result of
this Agreement. Violation of this Section shall be a material breach of this Agreement
entitling the City to any and all remedies at law or in equity.
15. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES
No member, officer, or employee of City, or their designees or agents, and no
public official who exercises authority over or responsibilities with respect to the project
during hislher tenure or for one year thereafter, shall have any interest, direct or indirect,
in any agreement or sub-agreement, or the proceeds thereof, for work to be performed
in connection with the project performed under this Agreement.
Item 8.g. - Page 39
16. RELEASE OF INFORMATIONICONFLICTS OF INTEREST
(a) All information gained by Consultant in performance of this Agreement
shall be considered confidential and shall not be released by Consultant without City's
prior written authorization. Consultant, its officers, employees, agents, or
subContractors, shall not without written authorization from the City Manager or unless
requested by the City Attorney, voluntarily provide declarations, letters of support,
testimony at depositions, response to interrogatories, or other information concerning
the work performed under this Agreement or relating to any project or property located
within the City. Response to a subpoena or court order shall not be considered
"voluntary" provided Consultant gives City notice of such court order or subpoena.
(b) Consultant shall promptly notify City should Consultant, its officers,
employees, agents, or subcontractors be served with any summons, complaint,
subpoena, notice of deposition, request for documents, interrogatories, request for
admissions, or other discovery request, court order, or subpoena from any person or
party regarding this Agreement and the work performed thereunder or with respect to
any project or property located within the City. City retains the right, but has no
obligation, to represent Consultant and/or be present at any deposition, hearing, or
similar proceeding. Consultant agrees to cooperate fully with City and to provide the
opportunity to review any response to discovery requests provided by Consultant.
However, City's right to review any such response does not imply or mean the right by
City to control, direct, or rewrite said response.
17. NOTICES
Any notice which either party may desire to give to the other party under this
Agreement must be in writing and may be given either by (i) personal service, (ii)
delivery by a reputable document delivery service, such as but not limited to, Federal
Express, which provides a receipt showing date and time of delivery, or (iii) mailing in
the United States Mail, certified mail, postage prepaid, return receipt requested,
addressed to the address of the party as set forth below or at any other address as that
party may later designate by notice:
To City: City of Arroyo Grande
Teresa McClish
Community Development Director
300 East Branch Street
Arroyo Grande, CA 93420
To Consultant: Water Systems Consulting, Inc.
Jeffery Szytel, PE
President
P. 0. Box 4255
San Luis Obispo, CA 93403
Item 8.g. - Page 40
18. ASSIGNMENT
The Consultant shall not assign the performance of this Agreement, nor any part
thereof, without the prior written consent of the City.
19. GOVERNING LAW
The City and Consultant understand and agree that the laws of the State of
California shall govern the rights, obligations, duties, and liabilities of the parties to this
Agreement and also govern the interpretation of this Agreement. Any litigation
concerning this Agreement shall take place in the superior or federal district court with
jurisdiction over the City of Arroyo Grande.
20. ENTIRE AGREEMENT
This Agreement contains the entire understanding between the parties relating to
the obligations of the parties described in this Agreement. All prior or contemporaneous
agreements, understandings, representations, and statements, or written, are merged
into this Agreement and shall be of no further force or effect. Each party is entering into
this Agreement based solely upon the representations set forth herein and upon each
party's own independent investigation of any and all facts such party deems material.
21. TIME
City and Consultant agree that time is of the essence in this Agreement.
22. CONTENTS OF REQUEST FOR PROPOSAL AND PROPOSAL
Consultant is bound by the contents of the City's Request for Proposal, Exhibit
"D", attached hereto and incorporated herein by this reference, and the contents of the
proposal submitted by the Consultant, Exhibit "En, attached hereto and incorporated
herein by this reference. In the event of conflict, the requirements of City's Request for
Proposals and this Agreement shall take precedence over those contained in the
Consultant's proposals.
The parties agree that each has had an opportunity to have their counsel review
this Agreement and that any rule of construction to the effect that ambiguities are to be
resolved against the drafting party shall not apply in the interpretation of this Agreement
or any amendments or exhibits thereto. The captions of the sections are for
convenience and reference only, and are not intended to be construed to define or limit
the provisions to which they relate.
23. AMENDMENTS
Amendments to this Agreement shall be in writinq and shall be made only with
the mutual written consent of all of the parties to this Agreement.
Item 8.g. - Page 41
24. AUTHORITY TO EXECUTE THIS AGREEMENT
The person or persons executing this Agreement on behalf of Consultant
warrants and represents that helshe has the authority to execute this Agreement on
behalf of the Consultant and has the authority to bind Consultant to the performance of
its obligations hereunder.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed the day and year first above written.
CITY OF ARROYO GRANDE CONSULTANT
By: By:
Tony Ferrara, Mayor
Attest:
Kelly Wetmore, City Clerk
Approved As To Form:
By:
(Title)
Timothy J. Carmel, City Attorney
Item 8.g. - Page 42
SCOPE OF WORK
This agreement is a non-exclusive continuirrg services contract to provide on-call
engineering services for the City of Arroyo Grande. The Consultant will augment and
support City staff and provide services at the sole direction and discretion of the City.
The maximum amount payable under this Agreement shall not exceed $27,000. The
city does not guarantee that the Consultant will receive a specific volume of work or
total contract amount. At the City's option, the maximum amount payable may be
increased by an Amendment to the Agreement.
Work performed under this Agreement shall be authorized by Task Order. Each Task
Order will provide a specific scope of services, schedule, completion date, and budget
for the services required. Task Orders shall be approved and signed by the Community
Development Director or hislher designee prior to beginning work.
Item 8.g. - Page 43
Attachment 1- WSC Rate Schedule EXHIBIT B
20 12 Standard Rate Schedule
5% mark-up on labor for incidental in-house expenses
10% mark-up on direct expenses
Labor Classification
Principal
Project Manager
Senior Engineer
Project Engineer
Staff Engineer
Staff Planner
Construction Inspector (prevailing wage)
Construction lnspector (non-prevailing wage)
Senior Technician
Technician
Administration / Clerical
15% mark-up for sub-contracted services
Standard mileage rate $0.55 K per mile (or current Federal Mileage Reimbursement Rate)
Rates are subjeit to revision as of December 31,2012 .
Hourly Rate
$215
$195
$175
$155
$135
$115
$120
$105
$95
$85
$75
PO Box 4255 1 San Luis Obispo, CA 93403 Page
Item 8.g. - Page 44
Attachment 2- Terra Verde Rate Schedule
TERRA-VERDE
3765 S. Higuera Bouleva~.d. Suite 102
San Luis Obispo, CA 9340 1
805-896-5479
TERRA VERDE ENVIRONMENTAL CONSULTING
201 2 STANDARD HOURLY B1 LLING RATES
Item 8.g. - Page 45
Attachment 3- SES Rate Schedule
I 220 Wesl rand Avenue ~&ndldof~6alifornla 92025
2012 FEE SCHEDULE
SERVICE RATES
GARY M. SZYTEL
Registered Civll Engineer
Llcensed Land Surveyor
Off. (760)74 1-6979
Fax (760) 74 1-3722
Secretary $ 47.00 per hour
CAD Dl-aftsman 85.00 per hour
One-Man Survey Crew with GPS and Robotic System (3-hour minimum) 180.00 per hour
Two-Man Survey Crew with Total Station (3-hour minimum) 195.00 per hour
Party Chief, Office Surveyor, Project Designer, Percolatipn Testing 90.00 per ho:!:
Project Manager 100.00 per hour
Principal Civil Engineer and Land Surveyor 150.00 per hour
Expert Testimony/Depositions - Principal * 375.00 per hour
Expert TestimonylDepositions - Project Manager * 275.00 per hour
* Expert testimony rates are.for octrlul time qf testimony.
Travel tirne UII~ waiting time ure charged at normal rute.v.
The above rates include off~ce and field equipment and transportation within San Diego County.
Transportation outside of San Diego County is charged at $.50 per mile. All hourly field rates are
charged portal to portal. The minimum charge is for one-half hour.
Not included in the above rates are field materials, printing, long distance telephone charges,
postage nor any other materials or job costs. These items will be charged at cost plus 15 percent.
This fee schedule is subject to change without notice.
Item 8.g. - Page 46
EXHIBIT C
INSURANCE REQUIREMENTS
Prior to the beginning of and throughout the duration of the Work, Consultant will
maintain insurance in conformance with the requirements set forth below. Consultant
will use existing coverage to comply with these requirements. If that existing coverage
does not meet the requirements set forth here, Consultant agrees to amend,
supplement or endorse the existing coverage to do so. Consultant acknowledges that
the insurance coverage and policy limits set forth in this section constitute the minimum
amount of coverage required. Any insurance proceeds available to City in excess of the
limits and coverage required in this agreement and which is applicable to a given loss,
will be available to City.
Consultant shall provide the following types and amounts of insurance:
Commercial General Liability lnsurance using lnsurance Services Office "Cornmercial
General Liability" policy from CG 00 01 or the exact equivalent. Defense costs must be
paid in addition to limits. There shall be no cross liability exclusion for claims or suits by
one insured against another. Limits are subject to review but in no event less than
$1,000,000 per occurrence.
Business Auto Coverage on IS0 Business Auto Coverage from CA 00 01 including
symbol 1 (Any Auto) or the exact equivalent. Limits are subject to review, but in no
event to be less than $1,000,000 per accident. If Consultant owns no vehicles, this
requirement may be satisfied by a non-owned auto endorsement to the general liability
policy described above. If Consultant or Consultant's employees will use personal autos
in any way on this project, Consultant shall provide evidence of personal auto liability
coverage for each such person.
Workers Compensation on a state-approved policy form providing statutory benefits as
required by law with employer's liability limits no less than $1,000,000 per accident or
disease.
Professional Liability or Errors and Omissions lnsurance as appropriate shall be written
on a policy form coverage specifically designated to protect against acts, errors or
omissions of the Consultant and "Covered Professional Services" as designated in the
policy must specifically include work performed under this agreement. The policy limit
shall be no less than $1,000,000 per claim and in the aggregate. The policy must "pay
on behalf of the insured and must include a provision establishing the insurer's duty to
defend. The policy retroactive date shall be on or before the effective date of this
agreement.
lnsurance procured pursuant to these requirements shall be written by insurer that are
admitted carriers in the state California and with an A.M. Bests rating of A- or better and
a minimum financial size VII.
Item 8.g. - Page 47
General conditions pertaining to provision of insurance coverage by Consultant.
Consultant and City agree to the following with respect to insurance provided by
Consultant:
1. Consultant agrees to have its insurer endorse the third party general
liability coverage required herein to include as additional insureds City, its officials
employees and agents, using standard IS0 endorsement No. CG 2010 with an edition
prior to 1992. Consultant also agrees to require all Consultants, and subcontractors to
do likewise.
2. No liability insurance coverage provided to comply with this Agreement
shall prohibit Consultant, or Consultant's employees, or agents, from waiving the right of
subrogation prior to a loss. Consultant agrees to waive subrogation rights against City
regardless of the applicability of any insurance proceeds, and to require all Consultants
and subcontractors to do likewise.
3. All insurance coverage and limits provided by Consultant and available or
applicable to this agreement are intended to apply to the full extent of the policies.
Nothing contained in this Agreement or any other agreement relating to the City or its
operations limits the application of such insurance coverage.
4. None of the coverages required herein will be in compliance with these
requirements if they include any limiting endorsement of any kind that has not been first
submitted to City and approved of in writing.
5. No liability policy shall contain any provision or definition that would serve
to eliminate so-called "third party action over" claims, including any exclusion for bodily
injury to an employee of the insured or of any Consultant or subcontractor.
6. All coverage types and limits required are subject to approval, modification
and additional requirements by the City, as the need arises. Consultant shall not make
any reductions in scope of coverage (e.g. elimination of contractual liability or reduction
of discovery period) that may affect City's protection without City's prior written consent.
7. Proof of compliance with these insurance requirements, consisting of
certificates of insurance evidencing all of the coverages required and an additional
insured endorsement to Consultant's general liability policy, shall be delivered to City at
or prior to the execution of this Agreement. In the event such proof of any insurance is
not delivered as required, or in the event such insurance is canceled at any time and no
replacement coverage is provided, City has the right, but not the duty, to obtain any
insurance it deems necessary to protect its interests under this or any other agreement
and to pay the premium. Any premium so paid by City shall be charged to and promptly
paid by Consultant or deducted from sums due Consultant, at City option.
Item 8.g. - Page 48
8. Certificate(s) are to reflect that the insurer will provide 30 days notice to
City of any cancellation of coverage. Consultant agrees to require its insurer to modify
such certificates to delete any exculpatory wording stating that failure of the insurer to
mail written notice of cancellation imposes no obligation, or that any party will
"endeavor" (as opposed to being required) to comply with the requirements of the
certificate.
9. It is acknowledged by the parties of this agreement that all insurance
coverage required to be provided by Consultant or any subcontractor, is intended to
apply first and on a primary, noncontributing basis in relation to any other insurance or
self insurance available to City.
10. Consultant agrees to ensure that subContractors, and any other party
involved with the project who is brought onto or involved in the project by Consultant,
provide the same minimum insurance coverage required of Consultant. Consultant
agrees to monitor and review all such coverage and assumes all responsibility for
ensuring that such coverage is provided in conformity with the requirements of this
section. Consultant agrees that upon request, all agreements with subcontractors and
others engaged in the project will be submitted to City for review.
11. Consultant agrees not to self-insure or to use any self-insured retentions
or deductibles on any portion of the insurance required herein and further agrees that it
will not allow any Consultant, subcontractor, Architect, Engineer or other entity or
person in any way involved in the performance of work on the project contemplated by
this agreement to self-insure its obligations to City. If Consultant's existing coverage
includes a deductible or self-insured retention, the deductible or self-insured retention
must be declared to the City. At the time the City shall review options with the
Consultant, which may include reduction or elimination of the deductible or self-insured
retention, substitution of other coverage, or other solutions.
12. 'The City reserves the right at any time during the term of the contract to
change the amounts and types of insurance required by giving the Consultant ninety
(90) days advance written notice of such change. If such change results in substantial
additional cost to the Consultant, the City will negotiate additional compensation
proportional to the increase benefit to City.
13. For purposes of applying insurance coverage only, this Agreement will be
deemed to have been executed immediately upon any party hereto taking any steps
that can be deemed to be in furtherance of or towards performance of this Agreement.
14. Consultant acknowledges and agrees that any actual or alleged failure on
the part of City to inform Consultant of non-compliance with any insurance requirements
in no way imposes any additional obligations on City nor does it waive any rights
hereunder in this or any other regard.
Item 8.g. - Page 49
15. Consultant will renew the required coverage annually as long as City, or
its employees or agents face an exposure from operations of any type pursuant to this
agreement. 'This obligation applies whether or not the agreement is canceled or
terminated for any reason. Termination of this obligation is not effective until City
executes a written statement to that effect.
16. Consultant shall provide proof that policies of insurance required herein
expiring during the term of this Agreement have been renewed or replaced with other
policies providing at least the same coverage. Proof that such coverage has been
ordered shall be submitted prior to expiration. A coverage binder or letter from
Consultant's insurance agent to this effect is acceptable. A certificate of insurance
andlor additional insured endorsement as required in these specifications applicable to
the renewing or new coverage must be provided to City within five days of the expiration
of the coverages.
17. The provisions of any workers' compensation or similar act will not limit the
obligations of Consultant under this agreement. Consultant expressly agrees not to use
any statutory immunity defenses under such laws with respect to City, its employees,
officials and agents.
18. Requirements of specific coverage features or limits contained in this
section are not intended as limitations on coverage, limits or other requirements nor as
a waiver of any coverage normally provided by any given policy. Specific reference to a
given coverage feature is for purposes of clarification only as it pertains to a given issue,
and is not intended by any party or insured to be limiting or all-inclusive.
19. These insurance requirements are intended to be separate and distinct
from any other provision in this agreement and are intended by the parties here to be
interpreted as such.
20. The requirements in this Section supersede all other sections and
provisions of this Agreement to the extent that any other section or provision conflicts
with or impairs the provisions of this Section.
21. Consultant agrees to be responsible for ensuring that no contract used by
any party involved in any way with the project reserves the right to charge City or
Consultant for the cost of additional insurance coverage required by this agreement.
Any such provisions are to be deleted with reference to City. It is not the intent of City to
reimburse any third party for the cost of complying with these requirements. There shall
be no recourse against City for payment of premiums or other amounts with respect
thereto.
22. Consultant agrees to provide immediate notice to City of any claim or loss
against Consultant arising out of the work performed under this agreement. City
assumes no obligation or liability by such notice, but has the right (but not the duty) to
monitor the handling of any such claim or claims if they are likely to involve City.
Item 8.g. - Page 50
EXHIBIT D
\
CITY OF ARROYO GRANDE
ENGINEERING SERVICES
REQUEST FOR PROPOSALS
JANUARY 2012
Item 8.g. - Page 51
CITY OF ARROYO GRANDE
ENGINEERING CONSULTANT SERVICES
REQUEST FOR PROPOSALS
I. PROPOSAL INTENT
The City of Arroyo Grande, California intends to contract for consultant
engineering services on an ongoing and as needed basis to supplement in-house
staff r,esources. The objective is to contract with one engineering firm to be
available when necessary to provide engineering consultant services related to the
management of its capital improvement program, design of small capital
improvement projects, design review and analysis of private development
applications, and other engineering services as requested.
The City will continue to solicit separate proposals for design of major capital
improvement projects. This. agreement would not cover those services, but the
engineering firm selected would not be precluded from submitting proposals for
design of additional major capital improvement projects.
II. BACKGROUND .
The City of Arroyo. Grande is a full-service city located on the' Central Coast of
'California midway.between Los Angeles and San Francisco. The City of Arroyo
Grande comprises 5.45 square miles and serves 17,252 residents.
The City's Engineering Services Division is part of the Community Development
Department. 'The Division consists of a full-time Assistant City Engineering and
two part-time project,engineers. '
The City's capital improvement program for FY 201 1-12, including carryovers from
the prior year, is over $10 million. The City normally averages between $3 million
and $4 million in capital hrtprovements each year. .
Approximately $40,000 is budgeted for ongoing contract consultant engineering
services. However, when work associated with individual projects is added, the
budget for.services is likely to be in the range of $100,000 to $200,000 annually
' under the proposed agreement.
Ill. SCOPE OF WORK
The City is interested. in cdntracting with a consultant to provide engineering
services as requested including, but not limited to, the following tasks:
A. Management of capital improvement projects; including: .
1. Design - Preparation of plans and specifications, cost estimates
2. Consultant Selection and ~dministration' .
3. Public Notification and Coordination
4. Contract Administration and Construction Support '
5. ' Inspection
Item 8.g. - Page 52
B. ~re~arat'ion of applications .for, and administration of, State, Federal and
regional grants for capital projects;
C. Engineering studies on City and private development project'issues;
D. Review and process of land development applications;
E. Review of plans, maps, easement documents and traffic studies;
F. Preparation of legal descriptions and sign-off on,final maps and lot line
adjustments; and
G. Other specialized engineering services as requested by City and mutually
agreeable to both parties, which may require any of the following trades:
Environmental ,I .
2. Water
3. Sewer
4. Storm ,Water
5. Traffic
6. Surveying
IV. PROPOSAL FORMAT AND CONTENT
Each proposal shall include as a minimum the following information in this format:
A. Introduction '
Present an introduction to the proposal describing the firm's understanding
of the desired work and experience as it relates to this agreement.
Qualifications . B.
Include a description of the firm's background, resumes of key staff
proposed to provide the desired services, ex'amples of similar work
performed for other. agencies, references, and a. description of the level of
expertise available within the firm in the following areas:
1. Management of capital improvement projects
2. lnspecfion of capital improvement project
3. Development Review
4. Environmental
5. . water -
6. . Sewer
7. Storm Water
8 Traffic
9. Surveying'
10. Traffic Engineering
Item 8.g. - Page 53
C. Work Plan .
Provide a brief description of the work plan that would be proposed to carry
out the tasks set forth'in Section Ill.- scope of Work, including the availability
of the key staff identified, as well as which staff would. be assigned and
response times for specific types, level, and specialties of work.
D. Cost Proposal .
Submit a cost proposal in a separate sealed envelope. The fee. proposal
' . will not ,be reviewed until a. review panel determines the qualified firms and
finalists. The cost summary shall include a schedule of all hourly rates for
engineering services for all classifications of positions proposed to be
associated with the agreement. ,
V. SELECTION PROCESS
A review committee will evaluate the proposals based on relative experience,
qualifications, and ability of the proposed approach to meet the needs of the City.
Once the most qualified firms are selected, finalists will be invited to an interview
wi,th a selection panel. A final selection will be recommended by the panel to the
City Council based on the following criteria:
1. Relative experience and qualifications
2. Ability of proposed approach to meet the needs of the City
3. Cost effectiveness
VI. SUBMITTAL
, A. Submit a total of 4 copies to:
Teresa McClish
Community Development Director
City of Arroyo Grande
300.East Branch Street
Arroyo Grande, CA 93421
B. show the following information on the outside of the package:
~onsultant's name and address
Engineering Services Contract
C. Closing Date: All proposals must be'received by Friday, February 24,
2012 at 5:00 p.m..
D. The City reserves the right to reject any or all proposals for any or no reason.
For more information, please contact Teresa McClish at 805-473-5420.
Item 8.g. - Page 54
EXHIBIT E
. . - . . - . . . . . - - - - . - - - - . - . . -. - , - -. --. -- . - - - - - - - . . ' 7 , - .. - 1 Introduction . .. ,I , . ,.-, ,
Project Understanding
The City of Arroyo Grande is located in the southern portion of San Luis Obispo County along the banks
of the Arroyo Grande Creek. The City, a general law entity, currently incorporates 5.45 square miles of
land with primarily residential and agricultural land uses. The City's distinctive character derives from its
traditional ties to agriculture, physical diversity, unique village, small town atmosphere, and rural
setting. The City is seeking to augment its in-house staff resources by contracting with a consultant
engineering team on an ongoing and as-needed basis to provide engineering services including capital
improvement program management,
design of small capital projects,
private development review, and
other services. Water Systems
Consulting, Inc. (WSC) understands
that the City desires a consultant
engineering team who will:
1. Effectively and efficiently work in
a staff extension role as part of
the City's team.
2. Assist the City with interfacing
with developers and performing
development review.
3. Perform financial analysis and
budget management for capital
projects.
4. Work directly with the City's
preferred traffic consultant or
procure a traffic consultant based
on specific project needs.
5. Perform storm water analysis,
including runoff calculations,
storm drain improvement
designs, retention/detention
basin analyses, and
hydromodification review.
6. Design small capital projects and provide engineering services during construction.
7. Perform on-call construction management and/or inspection services, if the need arises.
8. Meet environmental requirements and execute permits.
2012 Engineering Consultant Services
City of Arroyo Grande Item 8.g. - Page 55
Introduction
WSC's Team Aligns with the City's Needs
WSC's team is comprised of WSC's staff, coupled with individual experts from Terra Verde and Szytel
Engineering and Surveying (SES). This team is integrated, works well together, and brings the City
expertise in each scope area listed in the RFP.
> WSC is a civil and environmental engineering consulting firm located in San Luis Obispo, made
up of experienced engineers, planners, and inspectors. WSC will provide all project
management and CIP management services, as well as the
services listed in the organizational chart below. WSC
values our relationship with the City and will be
accountable for the quality of all work products.
> Brooke Langle is an environmental expert and Principal
Biologist from Terra Verde, and is also based in San Luis
Obispo. Brooke and the environmental specialists from
Terra Verde will provide environmental and permitting services.
> Gary Szytel is a seasoned surveyor and Principal Civil Engineer and Land Surveyor from SES.
Gary will round out the team by providing land surveying and related services.
> WSC does have capability and expertise in traffic engineering, but does not provide a full range
of traffic engineering services. However, WSC will work with the City's preferred traffic engineer
through the City's existing work agreement. If the City chooses not to contract with a traffic
engineer or if a specific project need arises, WSC will procure a highly qualified traffic
engineering firm with qualifications that align with the project.
WSC's team is an integrated group
of experts, who work well
together. Detailed qualifications
for Brooke, Gary and WSC are '
presented in the following section.
Cln OF
r-
I
I
ARROYO GRANDE
CALIFORNIA
I Project Management Plan Review
CIP Management Water
I I
I
City's
Traffic Engineer '1
TERRA-VERDE
F
Traffic I Environmental
Traffic Engineering '
Permitting
.L--.--_-- --
I
I
I
I
2012 Engineering Consultant Services
City of Arroyo Grande
I - .--,-+----- -*,---= ~-A.a----+-=-&
I
Grants Sewer
Engineering Studies Storm Water
4
/
Item 8.g. - Page 56
Qualifications
Introduction to WSC
Water Systems Consulting, Inc. (WSC) is a civil and environmental engineering firm that specializes in the
planning, design, evaluation and optimization of municipal water, wastewater, recycled water and storm
water systems. From our offices in San Luis Obispo, WSC serves special districts, cities, counties,
investor owned utilities and regulatoty agencies throughout California, and we have a strong
understanding of the regulatoty and political climate that our clients operate within. WSC works
collaboratively with our clients, applying proven approaches, state-of-the-art tools, and expertise-driven
innovation to deliver truly outstanding results.
WSC's Principal in Charge is also WSC's founder and President, Mr. Jeffety Szytel. Mr. Szytel's contact
information is included below for your reference:
Mr. Jeffety Szytel, PE, MBA
Water Systems Consulting, Inc.
Tel: (805) 457-8833, ext. 101
Fax: (805) 888-2764
jszytel@wsc-inc.com
Mailing Address:
PO Box 4255
San Luis Obispo, CA 93403
Phvsical Address:
3765 South Higuera, Suite 102
San Luis Obispo, CA 93405
"WSC's service was both professional and
responsive, and the quality of the finislzed
products was excellent. "
-Bob Field, Water Quality Supervisor
Victorville Water District
" WSC helped Big Bear Lake D WP secure more
than $5 million in federal assistance to support
our badly needed water system
improvements. We are very appreciative of
everytlzing they've done, and can't tlzank them
-William La Haye, Water Resources Manager
Big Bear Lake Department of Water and Power
-Shauntele James, Project Manager
California American Water
2012 Engineering Consultant Services
City of Arroyo Grande Item 8.g. - Page 57
Work Plan
- . --- .~ ---- - - -~ -- I~ work Plan
WSC Functions as an Extension of the City's Staff
LIIIIC, CILIICI aL LIIC UIIILC: aIIu
or on our cell phones, or can stop by if specific issues need to be discussed.
Much of WSC's current work for agencies throughout California is performed through staff extension
roles, similar to that desired by the City. WSC is currently serving in staff extension roles for: Big Bear
Lake Department of Water and Power, California American Water, Northern Cities Management Area,
and the City of Morro Bay. WSC does not work for developers, eliminating any potential conflicts.
Additionally, our land surveyor is not based in San Luis Obispo County, so he can provide truly objective
review of developers' submittals. At every level of our organization and team, WSC will proactively
pursue the City's interests.
Functionally Organized Teams Foster Quality & Accountability
For each project, WSC will compile a team of highly qualified personnel whose qualifications match the
proposed project role. The teams will be organized functionally, allowing each team member to focus
on their particular discipline or area of expertise. To improve project efficiency and quality, the project
teams will be kept as small as possible, while meeting every functional requirement with appropriately
qualified staff. The project team(s) will be managed by Joshua Reynolds. Joshua will be the primary
point of contact for the City, and will be actively involved on every aspect of the projects. Your projects
will benefit from the direct involvement of WSC's most senior staff, supported by a team of some of the
industry's most qualified
experts in roles that align
with their expertise.
. ,,' ).
WSC will prepare a highly qualified team with - . _
qualifications to match the proposed
'
WSC will respond to
written requests within the same day to confirm that we received the City's request. WSC will assign the
right staff to complete the task(s), as shown in the table below. Although our response time will be the
same day, the time to complete the task will vary according to the scope of the task. WSC will align our
priorities with the City's priorities and work to meet the City's deadlines.
-
2012 Engineering Consultant Services 2 9
City of Arroyo Grande
I
Item 8.g. - Page 58
Work Plan
WSC assigns the best staff based on availability and expertise, and provides the depth to
respond qtrickly to whatever the City is looking to accomplish.
A Systematic Approach to Capital Projects Improves Outcomes
Although every project is unique, most will follow a phased life-cycle that proceeds from contracting and
initiation through preliminary engineering, construction document production, permitting, construction,
and project close-out. Whether WSC will be responsible for engineering and permitting, or if a separate
consultant team will be procured by the City and managed by WSC, WSC will follow a standardized
approach based upon industry best-practices to improve budget and schedule performance, enhance
project quality, comply with regulatory and jurisdictional requirements, and build consensus and
stakeholder buy-in throughout the project life-cycle.
WSC trses best-practices to enhance the project throughout its life-cycle.
\
\,,
2012 Engineering Consultant Services
City of Arroyo Grande Item 8.g. - Page 59
Work Plan
Contract & Project Initiation - Begin with the End in Mind
The activities conducted during the contracting and project initiation phase of the project are the basis
for project success. During the contracting and project initiation phase, WSC will work with the City to:
1. Summarize the project goals. WSC will work with City
staff to summarize general project goals, which may
include: type and size of the proposed project;
preliminary budget; schedule; mitigation requirements;
legal constraints; safety concerns; and quality related
goals.
2. Define the scope of services. WSC will work with the
City to prepare a complete scope of services which
includes a listing of tasks, deliverables, and where
appropriate, a description of the roles and
responsibilities of the City, WSC and any third party
consultants.
3. Develop a preliminary project schedule and work-
plan. Based on the City's schedule goals and the scope
of services, WSC will develop a preliminary project
schedule and work plan that shows major milestones,
activities, review periods and approvals required. A
Gantt chart will be developed and submitted to the City
for review and comment.
4. Develop a budget estimate for design, permitting and
construction. Based on the scope of services and
preliminary schedule, WSC will develop a budget
estimate which breaks down the expected project costs
including contingency. If WSC will be providing the
design and engineering services, the budget will be
accompanied by a detailed fee proposal detailing WSC's
professional services fees including labor and expenses.
5. Consultant procurement. If a third party consultant
will be hired for the work, WSC will develop a Request
for Proposals using the City's standard documents as available for reference. The RFP will
comply with State law as it relates to consultant contracting, and will include specific provisions
required by the City and/or funding agency(ies). WSC will manage the procurement process,
coordinate consultant outreach, conduct required meetings, evaluate consultant proposals, and
make recommendations to the City on consultant selection. Once the consultant has been
selected, WSC will notify the selected firm, facilitate contract negotiations, and administer the
City's contracting requirements.
2012 Engineering Consultant Services
City of Arroyo Grande Item 8.g. - Page 60
Work Plan
Preliminary Engineering Establishes "Best-Value" Solution
The preliminary engineering phase will be used to: gather relevant data, including field survey(s) as
required; define and evaluate project alternatives; investigate project feasibility; refine project cost
estimates; and develop a program for project implementation including permitting, regulatory approval
and public involvement. The culmination of the preliminary engineering phase will be a preliminary
design report that includes: project goals and objectives; relevant background information including
existing conditions; alternatives analysis; project description and design criteria; process flow diagrams
and layout drawings; cost estimates; permitting and jurisdictional approval requirements; and proposed
implementation schedule.
A Logical Progression through Final Design Minimizes Re-Work
Once preliminary engineering is complete and the project is ready for detailed design, a work plan for
producing construction documents will be developed. Typically, design submittals are prepared at 30%,
60%, 90%, and 100%. Each submittal typically includes plans, specifications and cost estimates (PS&E).
The content and level of detail of desi-qn slrbmittals depends upon level of project completion.
I DRAWINGS 1
1 Conduit and Cable Schedule I -- I Preliminan, I Com~lete I Final I
Topography
Site Grading and Drainage
Site Layout
Process Layouts
Alignments (linear projects)
Equipment Layouts
Control Panel Layouts
Contractor Staging Area
I Process & Instrumentation Dianrams 1 Com~lete 1 Final ,, 1
1 SPECIFICATIONS I
1 General Provisions I -- I Com~lete I Final I
Complete
1 Bidding Documents -- I Preliminary I Complete I Final
Preliminary
Preliminary
Preliminary
Preliminary
Preliminary
--
--
--
Final
1 Technical S~ecifications I -- I Preliminarv I Com~lete I Final I
Update
Update
Update
Update
Update
Preliminary
Preliminary
Complete
Complete
Complete
Complete
Complete
Complete
Complete
1 Control Descriptions I Preliminary I Update I Complete I Final
Final
Final
Final
Final
Final
Final
Final
1 SUPPORTING INFO I
I Instrument data sheets I -- I Preliminarv I Com~lete I Final I
Cost Opinion
Equipment data sheets
2012 Engineering Consultant Services
City of Arroyo Grande
20%
contingency
--
Electrical data sheets -- 1 Preliminary 1 Complete 1 Final
15%
contingency
Preliminary
10%
contingency
Complete
Calculations
10%
contingency
Final .
-- Final -- --
Item 8.g. - Page 61
Work Plan
Conformance with Industry Standards Improves Project Quality,
Performance and Safety
WSC recommends that all designs conform to current standards including those produced by the
American Water Works Association (AWWA)
and American Society of Civil Engineers (ASCE),
in addition to current building and safety
codes, City ordinances and trade-specific
standards. Specifications are typically prepared
in CSI format, and City standards are
incorporated into plans and specifications
where appropriate. Cal-Trans standards are
used where applicable including general
guidance, standard specifications, standard
provisions and standard plans. By developing a
complete listing of applicable codes and
standards early in the design phase, WSC helps
to prevent delays and extra costs from the reworking of plans and specifications to meet these
requirements.
Integrated QA/QC Program Means Quality is "Built-In"
WSC uses a total quality management throughout the project life-cycle, and applies rigorous quality
assurance and quality control measures during the construction document phase. These activities
include:
P Assign a sufficient number of staff with appropriate experience and availability including senior
staff whose only role is to conduct QC reviews
P Plan, conduct and document frequent team meetings including the owner and stakeholders as
appropriate
P Maintain and document active communication among the project team members and track
project decisions in a decision log
P Schedule, conduct and document thorough quality control reviews on all submittals prior to
submission to the County or other regulatory agency(ies)
3 Track anylall design changes after 60% design to ensure coordination between the disciplines
In addition to scheduled QC reviews, WSC will conduct a constructibility/biddability review at the 90%
submittal stage. The purpose of this review is primarily to look for ways to improve biddability and
constructibility, and to catch conflicts between engineering disciplines. The best way to improve
biddability and constructibility is to provide complete and clear construction documents. For example, it
is common in pumping station design to leave the electrical and instrumentation design to the end of
the design. This often results in omissions and incomplete electrical design. As part of our effort we will
2012 Engineering Consultant Services 33
City of Arroyo Grande Item 8.g. - Page 62
Work Plan
cross check the equipment and devices shown in the specifications and process drawings with the
electrical drawings and schedules. This strategy helps to reduce omissions and subsequent change
orders to the project.
Good Communication Is Essential to Deliver a High Quality Project
A high level of coordination between the project participants and stakeholders is essential to ensure
high quality and minimize conflicts. This mandates good communication throughout the project. WSC1s
central role will be to
manage the flow of
information between the
City staff, project
participants and
stakeholders. This includes
establishing and
maintaining a formal
process for project
communications and
documentation. But it also
includes active
encouragement of good
communication among
project team members that
is clear, thorough, honest,
open and frequent. WSC1s
approach to managing
communication throughout
the project includes the following basic strategies:
> Encourage and maintain frequent communication. Day to day, communications among the
parties takes place formally (written correspondence, submittals, reports, structured meetings)
and informally (on-site conversations, telephone calls, impromptu meetings). The best way to
avoid a lapse in communication or a coordination breakdown is to proactively employ formal
and informal communication methods to keep the flow of information fresh, relevant and
productive.
> Maintain thorough documentation. WSC1s Project Manager will consistently document project
activities, conversations, decisions and reference information. We will use a variety of means
including telephone conversation records, written reports, meeting minutes, document
transmittals, decision and action logs, correspondence templates, document logs and written
follow-up.
2012 Engineering Consultant Services
City of Arroyo Grande Item 8.g. - Page 63
Work Plan
> Keep all documents and records organized and accessible. WSC uses a common structure to
maintain hardcopy and electronic files to ease in document tracking, keep necessary
information organized and to facilitate efficient workflow.
Thorough Planning Keeps Permitting and Regulatory Approval On-Track
For every project, WSC develops a concise permitting plan. The permitting plan includes a listing of all
jurisdictional agencies and their review requirements, permitting requirements, roles and
responsibilities, primary contact information, costs, approval timelines and milestones. WSC will work
with the City to ensure that division of responsibility as it applies to regulatory approval and permitting
is included in the scope of services and professional services agreement.
Active Involvement During Construction Makes Sure Design Intent is Met
WSC will maintain involvement throughout construction. Our activities could include the following:
Bidding administration and contractor selection
Contract administration
Construction meeting scheduling and attendance
Construction staking (as needed)
Responding to requests for information (RFls) and requests for clarification (RFCs)
Reviewing contract submittals
Evaluating changes during construction
Conducting site visits as required to verify design intent
Supplementary design and/or redesign in response to changed field conditions
Resident observation
WSC will work with the City to develop a construction management plan that meets the City's needs
while protecting your interests through construction.
2012 Engineering Consultant Services
City of Arroyo Grande Item 8.g. - Page 64
Work Plan
WSC Will Help the City Win Grants
WSC has pursued and obtained grant and loan funding from State and Federal sources for capital
improvement projects for agencies throughout California. Although every program is different, a
systematic approach and attention to detail provides the best chances for a successful application.
WSC applies a systen~atic approach to maximizegrant funding.
Evaluate feasibility of obtaining funding
Preparing grant applications can require significant resources. Before aggressively pursuing a specific
grant, WSC will evaluate the feasibility of obtaining funding. This evaluation includes understanding
program eligibility, program requirements, and the l~kelihood of obtaining grant funding. WSC will
research program documentation, past projects funded, and speak with grant administrators. WSC will
share the results of this initial feasibility evaluation with City staff, along with an estimated effort to
complete the grant application, allowing WSC and the City to determine whether to proceed with the
grant application process.
Develop competitive a grant
application
If the City decides to proceed with pursuing a grant,
WSC will develop a competitive grant application. WSC
will conduct the appropriate quantitative and
qualitative analyses to create technically sound
supporting documentation. Depending on the type of
grant, this may include a preliminary engineering
report or similar application requirement.
Assist with grant administration
After a grant is secured, WSC will work with the
document approval, contractor payment review coordination, monthly inspection, and loan and grant
draw requests.
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City of Arroyo Grande Item 8.g. - Page 65
Work Plan
Managing Developer Relations through Proactive Service
WSC routinely represents municipal clients in negotiations and analysis in support of developer
proposed projects. Our services typically include: preparation of technical studies; review of
development applications; review of plans, maps and traffic studies; and various professional land
surveying tasks. For each type of service, we apply the same level of diligence, professionalism and
follow-through to meet the needs of the developer community while pursuing and protecting the City's
interests.
Engineering Studies for Development Projects
WSC has experience preparing a variety of studies for Cities and other municipal agencies regarding
general and specific development issues such as sewer main capacity, fire flow availability, water
demand projections, wastewater treatment plant capacity, water storage, and water availability. The
methodology for each of the different studies begins with a proactive approach to understanding the
issues at play with the stakeholders. A successful study needs to bring the different priorities of the
stakeholders to the front in order to present data and findings in the report that will meet the needs of
the City and other interested parties.
After the scope of the study is agreed upon, WSC will diligently prepare an analysis of the problem using
modern engineering principals and tools. Since WSC prepared the City's sewer collection system and
water distribution system models, it is an easy fit to prepare model runs to identify sewer main capacity,
and fire flow availability in certain areas of the City.
Review and Processing of Land Development Applications
Land development applications are governed by City Ordinances and State Law. Of primary importance
is the California State Subdivision Map Act (Map Act) and the City's General Plan. The Map Act provides
certain prescriptive steps the City must follow in order to conform to the law including acting within
certain timeframes. The City's General Plan describes the vision of the City and how it should grow.
WSC will log all development applications submitted to WSC for review and flag the application with a
due date. WSC will then review the application within the context of the City Ordinances, General Plan,
City Standards, and State Law and deliver the reviewed application within the time allotted.
Review of Tract Maps and Lot Line Adjustments
Tract maps are also governed by the Map Act and City Ordinances. WSC will log maps submitted for
review, and will update the City on the status of the pending action. WSC1s surveyor will then review
the maps for completeness and accuracy. WSC will also work with the City Development Department to
2012 Engineering Consultant Services
City of Arroyo Grande Item 8.g. - Page 66
Work Plan
identify appropriate Conditions of Approval for
the map, and enforce conditions that may
already be in place. WSC will also work with the
City to create a laundry list of standard conditions
of approval the City would like to see included
with developments. For instance the Fire
Department could request that street numbers
be visible from the street, and the Police
Department may request that adequate lighting
be provided.
Tract maps will be examined for conformance
with the approved tentative map, grading plans,
and improvement plans. Survey procedure for
boundary determination will be scrutinized for
compliance with state law and accepted
surveying practices. Closures will be checked to
confirm accuracy of all map data. The map will
be compared with all adjacent record mapping to
ensure that no boundary conflicts are created by
the survey and that previous surveys are
referenced properly. A current title report with
copies of all referenced documents will be
. -. required in order to conduct a complete analysis -
of the easements encumbering and serving the property. Finally, the map will be reviewed for
compliance with all specific conditions of approval for the project.
Lot line adjustments will be reviewed for conformance with City zoning requirements including lot size
and shape, as well as setbacks from existing structures. Conflicts with existing record subsurface
facilities will be considered during the review. The adjustment plat and associated legal descriptions will
be checked for agreement.
Review of Public Improvement Plans
Public improvement plans will be reviewed for conformance to City Standards and general engineering
practice. WSC has a standardized checklist for reviewing public improvement plans. Initially WSC will
ask the City to review this standard list and add comments for departments within the City, such as the
Fire Department, Police Department, Public Works, Parks, Building Department, etc. 'This standardized
list helps WSC focus the plan review on the City's needs, and helps create a thorough and consistent first
plan review. Generally, the better the first plan review, the less iteration a plan goes through and the
City ends up with a better product.
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City of Arroyo Grande Item 8.g. - Page 67
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Preparation and Review of Easements
Easements fulfill a vital role to the City, allowing access to private property to operate and maintain City
infrastructure. First the easements need to be reviewed for reasonableness. Is the easement
necessary? Does it mean a developer is proposing improvements across private property that could be
better located in the street? Will utilities located in the easements create maintenance and access
problems for the City? If the easement is determined to be required, the easements need to be
reviewed for accuracy of the legal description, which will be provided by WSC's surveyor. Additionally,
the terms of the easement need to match the needs of the City. For instance, an easement for a buried
pipeline that doesn't allow digging isn't a useful tool for the City. Finally, easements are legal
documents, binding on the City in perpetuity. Therefore the document must be reviewed by the City
Attorney for completeness and accuracy.
In the case where WSC is responsible for preparing easement documents, our surveyor will provide
complete and accurate legal descriptions together with recordable plats, if desired. The legal must be
readily retraceable, unambiguous and without conflict with adjoining easements and property lines.
Other Specialized Engineering Services
As described previously, WSC offers the City a diverse cross-section of engineers, from senior level
multidiscipline engineers to junior level, highly competent engineers and planners. In addition, WSC's
team is rounded out by senior inspectors, environmental specialists, and senior surveyors. We are
prepared to respond to any specialized engineering service the City requests, including environmental,
water, sewer, storm water and surveying disciplines. If we do not have the right person in-house, we
will quickly hire or contract with the right person or firm to get the job done for the City.
Why Select WSC?
The City has a clear choice to make when selecting your team for the Engineering Consultant Services
ongoing contract. Many of the firms proposing will be highly qualified, many will present good ideas.
But we hope WSC stands out, and here are some of the reasons why we think we will:
> Expertise. S~mply put, our team leaders are experts in their fields, with unmatched
qualifications in their areas of expertise.
> Continuitv. The City and WSC are currently working together on your Water and Wastewater
Master plans. By selecting WSC for this project, the City reinforces the continuity of your
existing team, and benefits from the expanded coordination and enhanced problem solving that
arise from our ongoing collaboration.
> Communitv. WSC is not a massive, nationwide firm with offices and shareholders across the
globe. We are a local small business, and are direct contributors to the health and vitality of our
local economy. WSC will be a member of this community for decades to come, and our success
is inextricably tied to the quality and innovation that we deliver to our local clients.
2012 Engineering Consultant Services
City of Arroyo Grande Item 8.g. - Page 68