HomeMy WebLinkAbout09 - Wastewater Master PlanCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 9
July 25, 2006
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
Michael Sinacori
949 - 644 -3342 or msinacori @city.newport- beach.ca.us
SUBJECT: WASTEWATER MASTER PLAN — ACCEPTANCE OF ORANGE
COUNTY SANITATION DISTRICT COOPERATIVE GRANT AND
APPROVAL OF PROFESSIONAL SERVICES AGREEMENT WITH AKM
RECOMMENDATION:
1. Accept a $322,710 cooperative grant from the Orange County Sanitation District
for the preparation of a Sewer Master Plan and authorize the Mayor and City
Clerk to execute the Cooperative Projects Grants Program Contract.
2. Approve Professional Services Agreement with AKM Consulting Engineers for
the preparation of the Sewer Master Plan for a not -to- exceed fee of $632,776.
DISCUSSION:
The City has more than 200 miles of sewer mains, 20 wastewater pump stations and
over 23,000 sewer lateral connections to the system. The City maintains a program of
annual replacements to sewer facilities based on a Master Plan of Sewers completed in
1996. Even with regular maintenance and infrastructure replacements, the sewer
system is aging. In addition, the State Regional Water Quality Control Board (Board),
the agency that regulates the operation of the City's wastewater system, has required
the City to update its Master Plan on a regular basis and provide a much more detailed
report. The Board requested that this be completed every five (5) years. This project
provides engineering services for the preparation of a Sewer Master Plan Update.
The proposed master plan will help identify any existing system deficiencies not
identified in the previous Master Plan as well as plan for the future.
Wastewater Master Plan — Acceptance of Orange County Sanitation District Cooperative Grant
and Professional Services Agreement with AKM
July 25. 2006
Page 2
The Orange County Sanitation District (OCSD) is very interested in the City updating its
Master Plan in the hopes of identifying infiltration points into our sewer system. OCSD
experienced a very high storm related peak from Newport Beach during the last El Nino
rains suggesting that the sewer system is allowing storm water flows to enter the
system. The Board and OSCD prohibit storm water flows from going into a sanitary
system since the treatment plants typically cannot handle the excess flows.
The Scope of Work:
A sewer master plan is an engineering and planning document which serves as a
tool to guide the City in its decision making by identifying, evaluating and prioritizing
improvements to the wastewater system. The process will result in a facilities and
financial plan that will identify needed capacity, guide development and
implementation of capital replacement and capital improvement programs related to
the sewer system, and assist City in complying with existing and upcoming State
and Federal regulations.
The master plan will provide an assessment of capacity of the existing system to
serve the future needs of the City and identify related system requirements. The
master plan will look at the condition, age and expected life of the existing pipes and
facilities and will make recommendations for a programmed replacement. Condition
assessment will include CCATV inspection of the collection system and site
visitations. The Consultant will also be developing recommendations for a
prioritized capital improvement program. Recommended replacement of aging
facilities will be included.
The master plan will be prepared by a professional consulting engineering firm that
will use a GIS based computer model to simulate flow conditions throughout the
City's trunk sewer system. The computer model will be compatible with the City's
existing GIS system and will be prepared to easily transfer between the two data
systems. City staff will assist the consultant in measuring existing field flow
conditions. Flow data will be used to develop accurate flow -to -land area coefficients
for use in determining the sanitary loading for the computer model. The Board has
required that the entire system be televised and results be professionally analyzed.
While the contractor will televise 45,000 feet of sewer line, City staff will perform the
majority of the sewer system televising.
The master plan report will be a bound planning document and engineering
reference tool which will be presented to the City Council upon completion for
acceptance and adoption.
A detailed description of the Consultant's exact scope of work is included as a
part of the professional services agreement, attached as Exhibit "A ".
Wastewater Master Plan — Acceptance of Orange County Sanitation District Cooperative Grant
and Professional Services Agreement with AKM
July 25, 2006
Page 3
Selection Process
The firm of AKM Consulting Engineers was selected as the most qualified firm to
complete the sewer master plan. AKM has worked on countless master plans for many
agencies throughout Southern California and beyond. AKM is very familiar with the
City's sewer system since they performed initial analysis and reports required by the
Board under the Waste Discharge Requirements imposed in 2002. Under contract
with the Utilities Department, AKM completed the City's Preventative Maintenance Plan
and System Evaluation and Capacity Assurance Plan in 2005. The Master Plan will
update these documents based on a complete hydraulic computer model of the entire
system and will be a continuation of engineering services already completed by this
firm. The 1996 Master Plan only modeled twenty -five percent of the City's sewer
system.
AKM is also very familiar with OSCD staff requirements and has performed many
analytical studies for this agency. AKM acts as an advisor to OCSD (and many other
agencies) with regards to State Board requirements. OCSD will be paying for more
than half of the cost of the master plan through a cooperative grant. The efforts of
AKM are fully support by OCSD and the selection of AKM was strongly supported by
two OCSD sub - committees and the full Board of Directors.
Environmental Review
CEQA is not required for the approval of a professional services agreement. Individual
projects identified in the Master Plan shall be evaluated under CEQA for the
appropriate determination at the time the project is designed and constructed.
Funding Availability:
Upon approval of Cooperative Projects Grants Program Contract with OCSD, there is
sufficient funding for this project in the following accounts:
Account Description Account Number Amount
Wastewater Master Plan — Enterprise Funds 7531- C5600934 $310,066
Wastewater Master Plan — OCSD Grant Funds 7251- 05600934 $322,710
- Total: $632,776
Prepared y: Submitted by:
Mid ael Sinacori, P.E. l; G. Badum
P incipal Civil Engineer Public Works Director
Attachments: OCSD Cooperative Projects Grants Program Contract
Professional Services Agreement with AKM Consulting Engineers
Contract No. CP -0502
ORANGE COUNTY SANITATION DISTRICT
COOPERATIVE PROJECTS GRANTS PROGRAM CONTRACT
RECITALS
WHEREAS, this Contract is entered into on , 20_ by and
between the Orange County Sanitation District (hereinafter referred to as "District")
whose address is P.O. Box 8127, Fountain Valley, California 92728, and the City of
Newport Beach (hereinafter referred to as "Agency"). District and Agency shall be
individually referred to as "Party" and collectively as "Parties "; and
WHEREAS, District is a duly organized County Sanitation District, existing
pursuant to the County Sanitation District Act, California Health and Safety Code section
4700, et seq., providing for the ownership, operation, and maintenance of wastewater
collection, treatment, and disposal facilities within Orange County, California; and
WHEREAS, District implemented a Cooperative Projects Grants Program
( "Program ") to co -fund projects sponsored by agencies located within District's service
area. District's Board of Directors has the authority to enter into Cooperative Projects
Grants Program contracts to implement the Program; and
WHEREAS, District's Board of Directors has authorized a contract with Agency
for the project described in Exhibit "A" (Project Description /Statement of Work,
hereinafter the "Project "), attached hereto and by reference made a part of this Contract;
and
WHEREAS, Agency has met the requirements for receipt of Cooperative Projects
Grants Program Funds as set forth in Agency's Cooperative Projects Grants Program
Application and Agency agrees to complete the Project defined herein.
NOW THEREFORE, the Parties agree as follows
AGREEMENT
AUDIT - Agency shall at least once every year be subject to an audit by District,
or its authorized representative, to determine if the revenues received by Agency
were appropriately spent for the Project described in Exhibit "A ". Agency shall
retain all documents and records associated with the Project for a period of three
(3) years from the date of completion of the Project. District shall coordinate such
audit through Agency's audit staff.
2. WATER CONSERVATION BMP - Agency agrees to adopt the Best Management
Practices (BMP) for water conservation, more particularly described in Exhibit "D"
(Water Conservation - Best Management Practices) attached hereto and by
reference made a part of this Contract.
3. TERM - The term of this Contract is from the Contract execution date through
completion of the Project or February 29, 2008, whichever occurs first unless
terminated earlier as provided for in Paragraph 4 below. All Project deliverables
and requests for reimbursement must be received by District by April 30, 2008.
Failure to meet this deadline will result in forfeiture of Cooperative Projects
Grants Program funding, provided, however, that in the event that Agency is
unable to complete the Project within the term required herein due to unforeseen
or unavoidable circumstances, or by mutual agreement by both Agency and
District, District may extend the term of this Contract for an additional period.
Such extension shall be made only by written agreement signed by both Parties
hereto. Extensions must be approved by District's Board of Directors, prior to
contract amendment.
4. TERMINATION - In the event that any Party fails to comply with any term or
condition of this Contract, or fails to provide the services in the manner agreed
upon by the Parties, including, but not limited to, the requirements as set forth in
Exhibit "A", and Exhibit "C" (Project Milestone Schedule), attached hereto and by
reference made a part of this Contract, the failure shall constitute a material
breach of this Contract. The non - breaching Party shall have the sole and
exclusive option either to notify the breaching Party that it must cure this breach
within 15 days or provide written notification of its intention to terminate this
Contract upon 30 days written notice. Notification shall be provided in the
manner set forth in Paragraph 22 below. Termination shall not be the exclusive
remedy of the non - breaching Party. The non - breaching Party shall have the right
to seek any and all remedies provided by law District may terminate this Contract
at any time, without cause, upon giving Agency thirty (30) days written notice.
Upon completion of the Project and in satisfaction of all reporting requirements
for Agency reimbursements set forth in this Contract, District shall reimburse
Agency for all incurred costs identified in Exhibit "B" up through the date of
termination of this Contract.
5. INSURANCE - Prior to the start of this Contract, Agency shall furnish evidence of
standard form of commercial or comprehensive general liability insurance with a
combined single limit per occurrence (general and automotive) of One Million
Dollars ($1,000,000.00). Agency shall maintain such coverage during the term of
this Contract and any extensions thereof. Subject to notice to and approval of
District, Agency may fulfill its insurance obligations through one of the following:
(i) self - insurance; (ii) by providing coverage through a joint powers insurance
authority (JPIA), which is duly formed under the laws of the State of California; or
(iii) utilizing a combination of self- insurance and JPIA coverage. Agency shall
require any Contractor performing services funded by this Contract to also
provide evidence of standard form commercial or comprehensive general liability
insurance for any Project requiring work to be performed in a public right -of -way.
The policy shall have a combined single limit of Two Million Dollars
($2,000,000.00) per occurrence for bodily injury, including death, personal injury,
property damage, and products liability, with Five Million Dollars ($5,000,000.00)
general policy aggregate; or, alternatively Two Million Dollars ($2,000,000.00)
aggregate separate for this Contract. Agency shall require its contractor to
maintain such coverage during the duration of the Project work. District shall be
named as an additional insured by endorsement to each liability policy referred to
herein. Each policy shall require that Agency notify District in writing, not less
than thirty (30) days in advance of any modification or termination of any such
insurance. Any modification of the insurance provided shall be subject to pre -
approval by District. If Agency, or its contractor, fails to maintain the required
insurance coverage, District reserves the right to immediately terminate this
Contract or purchase such additional insurance and bill Agency or deduct the
cost thereof from any payments owed to Agency. District shall have no
obligation, however, to purchase additional insurance.
6. INDEMNIFICATION - Agency agrees to hold harmless, defend, and indemnify
District, its officers, employees, agents, representatives, and successors -in-
interest against any and all loss, damage, cost, or expense which District, its
officers, employees, agents, representatives, and successors -in- interest may
incur or be required to pay by reason of any injury or property damage caused or
incurred by Agency, its employees, contractors, sub - agency's contractors, or
agents in the performance of this Contract, including but not limited to, any
contract between Agency and any third Party for the performance of work as part
of the Project. Sub - agency means an agency, other than the Agency, that either
performs or hires contractor(s) to perform work on the Project.
7. PAYMENT
A. District shall pay Agency up to Three Hundred Twenty -Two Thousand
Seven Hundred Ten Dollars ($322,710.00) upon completion of the Project
on a reimbursement basis. Reimbursements are processed each year on
a first -in first -out basis. Once District reimbursement funds meet the
annual cap identified by the District, all remaining unpaid reimbursement
requests will be deferred for payment until the following fiscal year. Any
funds not expended upon Contract termination or completion shall revert
back to the Cooperative Projects Grants Program. Payment of charges
shall be made by District to Agency within 60 days after approval by
District of an itemized invoice prepared and furnished by Agency.
B. An invoice submitted to District for payment must be prepared in
duplicate, on Agency letterhead, and list District's Contract number,
period covered by invoice, and Agency's Employer Identification Number.
Invoices shall be submitted to: Orange County Sanitation District, P.O.
Box 8127, Fountain Valley, CA 92728 -8127. Attn: Accounts Payable
Department. Proof of Project expenditures must be provided with the
Agency invoice. As proof of Project expenditures, Agency must provide
copies of checks or warrants with corresponding invoices or purchase
orders, receipts, and labor reports. For construction projects, Agency is
required to provide to the District a copy of the check to the contractor
showing payment of final retention.
C. District funds will be distributed on a reimbursement basis after Project
completion and after receipt of all Project deliverables including proof of
Project completion and expenditures. Projects that do not reach
completion are not eligible to receive funds. District will reimburse
allowable administrative costs as stipulated in Attachment "A" and
itemized in Exhibit "B" (Project Cost Breakdown). Receipts and
documentary records are required to support reimbursement requests. for
administrative costs. Agency is responsible for submitting to District an
invoice with a summary of expenditures, complete with copies of paid
invoices and corresponding receipts and checks as proof of Project
expenditures.
D. District will not reimburse costs associated with the following: Agency
costs associated with applying for and /or securing the Program funds
from the District; any costs expended by Agency prior to the District's
approval of Agency's Program application; any costs incurred by Agency
after termination of the Contract; Agency costs for work that is not directly
associated with the Project described in the Contract documents.
E. No funds shall be paid to Agency pursuant to this Contract, until the
Project, as set forth in Exhibit "A ", is completed and proof of completion
and proof of Project expenditures are provided to District. If the Project
as described in Exhibit "A" is not completed and satisfactory proof of
completion is not provided to District, no monies shall be due and payable
to Agency. Proof of completion shall include a Final Report detailing the
work completed. District shall not reimburse Agency for expenditures
incurred by Agency outside the scope of the Project.
For closed circuit television monitoring ( "CCTV) projects, proof of
completion shall also include a notarized letter from the City Engineer,
Public Works Director, or City Manager affirming that the monitored
sewers were constructed in or before 1960 or meet at least one of the
following criteria:
(1) Pipe material must be clay tile or glazed clay, asbestos cement,
uncoated concrete, or Orangeburg;
(2) Joint configuration with high risk (i.e., high inflow /infiltration
potential) must be hand mortared, packed joint with oakum -
asphaltic materials, jute, or other hand packed materials; and
(3) Other high -risk materials must be approved by the District before
the Agency commences work.
(4) Sewers are located in high groundwater or in areas which show
evidence of high inflow or infiltration as determined from the
District's long -term flow monitoring.
G. For closed circuit television monitoring ( "CCTV") projects, the
methodology of evaluation, data collection, and reporting criteria used for
the National Association of Sewer Service Companies ( NASSCO)
certification shall be practiced for all CCTV evaluations. A structural pipe
rating for each sewer segment shall be assigned using the NASSCO
PACP condition grading system.
H. Additional Cooperative Projects Grants Program Funds will not be
available to fund Project cost overruns. Any Project cost overruns must
be funded from sources other than the Program.
The reimbursed amount shall not exceed 50% of the total cost of the work
as set forth in Exhibit "A ", Exhibit "B" and Exhibit "C ", attached hereto and
incorporated into the Contract.
J. If, at the completion of the Project described in Exhibit "A ", the actual
amount of Cooperative Projects Grants Program Funds utilized in
performance of the Project is less than the projected Total Project Cost
identified in Exhibit "B ", the amount reimbursed by District shall not
exceed 50% of the actual Total Project Cost. If, at the completion of the
Project, the actual amount exceeds the projected Total Project Cost
identified in Exhibit "B ", District shall not be responsible for any additional
funds, unless a Contract Amendment has been executed by the Parties.
8. COMPLIANCE WITH APPLICABLE LAWS - Agency shall comply with all federal,
state, and local laws, ordinances, codes, and regulations and orders of public
authorities in the performance of this Contract. In any contract that Agency
issues to carry out the Project, Agency shall include a provision that requires the
contractor and any of its subcontractors to comply with all federal, state, and
local laws, ordinances, codes, and regulations and orders of public authorities in
the performance of this Contract.
9. EMPLOYEES OF AGENCY
A. With regard to Project work, Agency shall be responsible for the cost of
regular pay to its employees, as well as cost of vacation, vacation
replacement, sick leave, severance pay, and pay for legal holidays.
B. With regard to Project work, Agency shall pay all federal and state payroll
taxes for its employees and shall maintain worker's compensation and
liability insurance for each of its employees.
C. With regard to Project work, Agency, its officers, employees, agents, or
representatives shall in no manner be considered employees or agents of
District nor shall Agency, its officers, employees, agents, or
representatives be entitled to or eligible to participate in any benefits,
privileges, or plans, given or extended by District to its employees.
10. PREVAILING WAGE REQUIREMENTS - To the extent that Agency's Project is a
public works project, as defined in California Labor Code § 1720 et. seq., Agency
shall ensure that the Agency, its contractors, subcontractors, agents, or
representatives on the Project comply with all applicable federal and state laws
requiring the payment of prevailing wages.
11. OWNERSHIP - Title and full ownership rights to any products purchased or
developed under this Contract shall at all time remain with Agency.
12. NON - DISCRIMINATION - In the performance of this Contract, Agency shall not
discriminate in recruiting, hiring, promotion, demotion, or termination practices on
the basis of race, religious creed, color, national origin, ancestry, sex, age, or
physical handicap and shall comply with the provisions of the California Fair
Employment & Housing Act (Government Code Section 12900, et seq.), the
Federal Civil Rights Act of 1964 (P.L. 88 -352) and all amendments thereto,
Executive Order No. 11246 (30 Federal Register 12319), and all administrative
rules and regulations issued pursuant to said Acts and Order. Agency shall
likewise require each sub - agency to comply with this paragraph. In any contract
that Agency issues to carry out the Project, Agency shall include a provision that
requires the contractor and any of its subcontractors to comply with the above -
mentioned federal and state laws, regulations, and orders.
13. ASSIGNMENT - The rights granted hereby may not be assigned, sold, licensed,
or otherwise transferred by either Party without the written consent of the other,
and any attempt by either Party to do so shall be void upon inception.
14. NON - EFFECT OF WAIVER - Agency's or District's failure to insist upon the
performance of any or all of the terms, covenants, or conditions of this Contract,
or failure to exercise any rights or remedies hereunder, shall not be construed as
a waiver or relinquishment of the future performance of any such terms,
covenants, or conditions or of the future exercise of such rights or remedies.
15. ATTORNEYS FEES - In the event any legal proceeding or action (including
arbitration) is filed in connection with the enforcement or interpretation of this
Contract, each Party shall bear its own attorneys' fees and costs.
16. FORCE MAJEURE - Neither District nor Agency shall be liable or deemed to be
in default for any delay or failure in performance under this Contract or
interruption of services resulting, directly or indirectly, from acts of God, civil or
military authority, acts of public enemy, war, strikes, labor disputes, shortages of
suitable parts, materials, labor, or transportation, or any similar cause beyond the
reasonable control of District or Agency.
17. SEVERABILITY - In the event that any one or more of the provisions contained in
this Contract shall for any reason be held to be unenforceable in any respect by a
court of competent jurisdiction, such holding shall not affect any other provisions
of this Contract, and this Contract shall then be construed as if such
unenforceable provisions are not a part hereof.
18. HEADINGS - Headings on the paragraphs of this Contract are for convenience
and reference only, and the words contained therein shall in no way be held to
explain, modify, amplify, or aid in the interpretation, construction, or meaning of
the provisions of this Contract.
19. DUPLICATE EXECUTION - This Contract is executed in duplicate. Each signed
duplicate shall have the force and effect of an original.
20. GOVERNING LAW - This Contract shall be construed and interpreted and the
legal relations created thereby shall be determined in accordance with the laws
of the State of California. Venue or resolution of any dispute shall be Orange
County, California.
21. PRE- CONTRACT COSTS - Any costs incurred by Agency prior to District receipt
of a fully executed Contract shall be incurred solely at the risk of Agency. In the
event that a formal contract is not executed, District shall not be liable for any
amounts expended in anticipation of a formal contract.
22. NOTICES - Any notices from either Party to the other shall be given in writing to
the attention of the persons listed below, or to other such addresses or
addressees as may hereafter be designated in writing for notice by either Party to
the other. A notice shall be deemed received when delivered, or three days after
deposit in the U.S. Mail, postage prepaid, whichever is earlier.
IF TO District: Orange County Sanitation District
P.O. Box 8127
Fountain Valley, CA 92728 -8127
Attn: Board Secretary
IF TO Agency: City of Newport Beach
3300 Newport Boulevard
Newport Beach, CA 92663 -3884
Attn: Stephen G. Badum
23. ENTIRE CONTRACT - This Contract represents the entire agreement between
the Parties hereto with respect to the Cooperative Projects Grants Program, and
there are no understandings, representations, or warranties of any kind except as
expressly set forth herein. No waiver, alteration, or modification of any of the
provisions herein shall be binding on any Party unless in writing and signed by
the Party against whom enforcement of such waiver, alteration, or modification is
sought.
24. NO THIRD PARTY BENEFICIARIES - This Agreement is entered into by and for
District and Agency, and nothing herein is intended to establish rights or interests
in individuals or entities not a party hereto.
25. RECITALS - The Recitals above are
though fully set forth herein and each
agrees that such Party is bound, for
though set forth in full in this section.
hereby incorporated in this paragraph as
Party to this Contract acknowledges and
purposes of the Contract, by the same as
IN WITNESS WHEREOF, the Parties to this Contract have caused this Contract
to be duly executed on their behalf by their authorized representatives on the date
hereinabove.
ORANGE COUNTY SANITATION DISTRICT
By
Chair, Board of Directors
X
Secretary, Board of Directors
APPROVED AS TO FORM:
BRADLEY R. HOGIN
DISTRICT COU�I e /�
CITY OF NEWPORT BEACH
APPROVED AS TO FORM:
By
/4 s S i S f A -A' f% {'Y /14 i s ✓N r,,
CIi,Va /'-q- to - /h e«cc.,,
AT:sa
EDMS 003810834
Attachment "A"
ADMINISTRATIVE COSTS
Long Distance Toll Charges
All long distance toll charges incurred will be reimbursed as direct costs. Toll
charges to area codes serving Los Angeles, Orange, Riverside, and San
Bernardino Counties will not be reimbursed.
Facsimile Transmission Charges
Facsimile transmission charges will not be reimbursed, except the long distance
toll charges, as described above.
Reproduction Charges
In -house reproduction of records and documents will not be reimbursed by the
District. Use of an outside copy service for specialty items and volume
reproduction will be reimbursed at direct cost.
Overnight Mail Deliver and Messenger Service
Use of Federal Express, Express Mail, UPS, or such similarly - related service, as
well as a Messenger service, will be reimbursed at direct cost only when
necessary.
Postage
Incidental postage will not be reimbursed by District.
Printing
Use of a professional printing service will be reimbursed at actual cost.
Film Processing
Film processing will be reimbursed at actual cost.
Computer Usage
Computer use by Consultant and /or support staff will not be reimbursed.
Mileage
Per mile reimbursement will be at the current rate set by the Internal Revenue
service.
Temporary Staff
The use of outside temporary support staff will be reimbursed at direct cost with
prior approval of District.
Office Supplies
The purchase of office supplies by Agency or Agency's Consultant will not be
reimbursed.
EDMS 003809877
Exhibit A
Project Description /Statement of Work
EXHIBIT A
Project Description/Statement of Work
April 3, 2006
Prolect's Goals and Objectives
The goal of the project is to update the City of Newport Beach's Sewer Master Plan that
was completed in 1996, with a significant Inflow and Infiltration Reduction Plan
Component.
The 181 Reduction Plan will build up on OCSD's previous work, which identified significant
181 in portions of the City of Newport Beach's sewer collection system, install manhole
plugs in the areas prone to flooding, and assess its success through a wet weather flow
monitoring effort. It will also involve CCTV inspection and evaluation for condition
assessment, as well as Identifying infiltration problem areas. The information gathered
will be used in formulating future sewer system evaluation surveys, including smoke
testing in areas where manhole plugging does not show the desired reduction in Inflow. It
will Involve CCTV inspection by the City forces and outside contractors, evaluation of the
CCTV data, complete capacity evaluation, development of a capital improvement
program, and a financial evaluationlrate study to provide adequate funding for system
08M, capital improvement program, and future studies to reduce 181.
2. Scope of Work
a. Project Management
b. Complete sewer GIS, prepare hydraulic model
C. Inflowllnfiftration Study
d. Criteria development
e. Capacity Assurance Plan
f. Condition assessment and sewer system rehabilitation plan Phase 1
g. Financial plan
h. Final Master Plan Report
The CCTV Inspections and evaluation be performed utilizing NASSCO standards.
The work will also estimate potential reduction in inflow and infiltration based upon
information contained in the written reports and recordings.
3. End Products and Deliverables
The end product will consist of the following:
1.
Complete sewer GIS
2.
Evaluation Criteria
3.
Capacity Assurance Plan
4.
Sewer System Rehabilitation Plan
5.
Inflow and Infiltration Reduction Plan
6.
Financial Plan
7.
Final Master Plan Report
Copies of the deliverables will be submitted to Orange County Sanitation District as they
are completed.
4. Location of the Work Elements
Throughout the City's collection system.
EXHIBIT B: PROJECT COST BREAKDOWN
A. Please provide the following information regarding project funding:
• What is your funding contribution? $ 322,710
• When will your funding become available? It is available
B. Please provide the following Project Cost by Category Information:
PROJECT COST BY FUNDING CATEGORY AMOUNT
1. AGENCY funds available in FY2006 -07 $ 322,710
2. Cooperative funds requested
3. Additional Project Co-Funding
4. Total Project Cost
$ 322,710
$ 645,420
YES NO
Is the Cooperative Projects Grants Program Funds
❑
request less than or equal to 50% of the Total Proposed
Project Cost?
Is the Cooperative Projects Grants Program Funds
❑
request less than or equal to 25% of the Total Proposed
Project Cost?
Does the applicant have sufficient funds available to
❑
cover the total project cost, considering that the
Cooperative Projects Grants Program Funds are
available on a reimbursement -basis only?
Does the applicant have sufficient funds available to
❑
cover ANY costs increases, considering that increases in
the Cooperative Projects Grants Program Fund will not
be available?
C. Please list all funding sources other than the Cooperative Projects Grants
Program:
NON - COOPERATIVE PROGRAM FUNDING SOURCE AMOUNT
1. City of Newport Beach Sewer Fund $ 322,710
2. $
3. $
4. $
TOTAL OTHER PROJECT CO- FUNDING: $ 322,710
D. As applicable, please list all project costs by cost element. Please provide as
much detail as practicable when detailing project costs. For example, please
provide labor categories, hourly rates, number of hours, etc. when deflning labor
costs. Please return this page as part of your Project Application:
CAPITAL EQUIPMENT COSTS (PIPE, MANHOLE AMOUNT
FRAME AND COVER, ETC.)
1. $
C 2. $
I.
3. $
4. $
TOTAL CAPITAL EQUIPMENT COSTS: $
DIRECT LABOR COSTS (including overhead and AMOUNT
benefits).
1. 760 Labor hours x170
$/hour =
$
129,200
2 1,060 Labor Hoursxl40
$/hour =
$
148,400
3. 1,056 Labor hours x90
$/hour =
$
95,040
4. 700 Labor Hoursx75
$/hour =
$
52500
5. 220 Labor hours x 79
$/hour =
$
17,380
6. 204 Labor hours x 55
$/h-our=
$
11,220
TOTAL DIRECT LABOR COSTS:
$ 453,740
OTHER DIRECT LABOR COSTS, INCLUDING SUB - AMOUNT
AGENCIES:
1.
CCTV Inspection
$
50,000
2
Flow Monitoring
$
69,000
3.
Surveying
$
45,036
4
Manhole Plug Installation (160 Hrs at $42.93/hr)
$
6,870
5.
Expenses
$
15,000
TOTAL OTHER DIRECT LABOR COSTS: $ 185,906
ADMINISTRATIVE COSTS: 80 hours of City of
Newport Beach Utilities Engineer time at $
$72.20 1hr $ 5.774
645,420
TOTAL PROJECT COST:
Please note that the Total Project Cost reflected in subsections B and D, above should
be consistent.
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EXHIBIT D
WATER CONSERVATION BEST MANAGEMENT PRACTICES
Approved by the City of Newport Beach City Council, July 26, 2005
CITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
L3��� J o -a-uus
Agenda Item No. in
July 26, 2005
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Utilities Department
Terresa Moritz, Management Analyst, (949) 644 -3013,
tmodtz@city.newport-beach.ca.us
SUBJECT: Memorandum of Understanding with the California Urban Water
Conservation Council for Best Management Practices
ISSUE:
Should the City become a signatory to specific Water Conservation Best Management
Practices (BMPs)?
RECOMMENDATION:
Authorize the Mayor to execute a future Memorandum of Understanding (MOU) with the
California Urban Water Conservation Council (CUWCC) regarding water conservation
Best Management Practices (BMPs).
DISCUSSION:
Background:
In 1991, the California Urban Water Conservation Council (CUWCC) was formed
through a Memorandum of Understanding (MOU) by its participating agencies.
Signatories to the MOU agree to implement a set of fourteen cost - effective Best
Management Practices (BMPs). These BMPs are recognized worldwide as a framework
for advancing the efficient use of valuable water resources. The majority of Orange
County Cities and Water Districts are signatories to the MOU.
Best Management Practices for Urban Water Conservation
In 1991, the CUWCC was created to address urban water conservation .efforts. The
Council has no regulatory authority and membership and dues are voluntary. Annual
dues have been funded in the past by the Metropolitan Water District of Southern
California (MWD) and the Municipal Water District of Orange County (MWDOC).
MOV with CUWCC for BMPs
July 26, 2005
Page 2
Signatories to the MOU agree to implement a set of fourteen (14) cost - effective BMPs.
1. Residential surveys
2. Residential plumbing retrofit
3. System water audits, leak detection and repair
4. Metering
5. Large landscape programs and incentives
6. High - efficiency clothes washer rebates
7. Public information programs
8. School education programs
9. Commercial, Institutional and Industrial programs
10. Wholesale agency assistance programs
11. Conservation pricing
12. Conservation Coordinator
13. Water waste prohibition
14. Residential Ultra Low Flow Toilet (ULFT) replacement programs
Each BMP has a set of specific requirements for documentation and implementation. A
water agency can exempt itself from implementing a BMP if it can show that the practice
is not cost - effective, if adequate funds are not available, or if the agency does not have
the legal authority to implement the practice. Staff has reviewed the BMPs with water
conservation staff at MWDOC.
Of the thirteen BMPs that apply to Newport Beach ( #10 applies only to wholesale
agencies like MWDOC) nine are already in place, some by virtue of programs
sponsored by MWDOC, the Orange County Sanitation District (OCSD), Orange County
Water District (OCWD) and the MWD. These are presented below.
#3 — Distribution System Audits — leak detection was performed as part of the Water
Master Plan. The City's unaccounted for water percentage is currently 7 %. As long
as this figure remains below the established threshold of 10 %, the City complies
with this BMP without any further action. At 10% or more, a full -scale system audit
is called for.
#4 — Metering —All Water service connections in the City are metered.
#5 — Large Landscape Conservation Programs — MWDOC is the lead on these
programs and the City participates.
#6 — High - efficiency washing machine rebate program — MWDOC and MWD are
implementing a program.
#7 — Public Information — MWDOC provides a number of publications and other public
information efforts that supplement those distributed by the City.
J
MOU with CUWCC for BMPs
July 26, 2005
Page 3
#8 — School Education — MWDOC provides literature and presentations to schools
throughout its service area. The Utilities Department has participated in
presentations including the Annual Children's Water Education Festival.
#11 — Conservation Pricing — One definition of conservation pricing is 'rates designed
to recover the cost of providing service." The City's rates are designed in this
fashion. In addition, the City's Finance Committee has asked that the City begin
studying a use -based tiered rate system similar to that of the Irvine Ranch Water
District (IRWD), which covers about 20% of the city.
#12 — Conservation Coordinator — The Management Analyst for the Utilities
Department has been designated as the Conservation Coordinator and has
received certification from the California- Nevada Section of the American Water
Works Association (AWWA) as a Level I Water Conservation Practitioner.
#14 — Ultra Low Flow Toilet (ULFT) Program — MWDOC provides a regional rebate
program available to citizens of Newport Beach. (There are no longer "Free" Toilet
Giveaways, because the field is saturated)
Essentially, compliance with .the remaining BMPs, with the exception of #13, would
i , consist of participation and coordination with programs either in development or already
established by regional agencies.
4 -Benefits
There are a number of benefits to the City becoming a signatory to the MOU:
• Current negotiations on a CALFED Bay /Delta solution indicate that the BMPs will
likely become mandatory. If this occurs, agencies that are already a signatory would
be recognized by MWD and the State Water Resources Control Board, the oversight
agency monitoring BMP implementation, and have access to the State's drought
bank.
The City is given conservation credits by OCWD for water- conserving toilet and
showerhead replacements. For each acre foot of quantifiable conservation, OCWD
allows the City to: pump an equal amount over its basin pumping percentage,
thereby saving the difference in pumped water over Import water (currently about
$320 1acre foot). Or the City could opt for a recently approved direct funding program.
So, while on the surface it appears that conservation efforts would negatively impact
revenue and therefore Water Fund Reserves, the opposite is the case.
• OCSD may begin funding water conservation programs at a higher level thereby
reducing or eliminating the City's up front costs for certain programs.
i
M61dwith CUWCC for BMPs
July 26, 2005
Page 4
Conservation efforts for irrigation and landscaping have been shown to effectively
reduce urban runoff.
• BMP implementation is contingent upon the program being cost effective. Therefore,
any up front costs to the City for a specific program would need to be recouped and
savings demonstrated or the program would not need to be implemented.
• Previous conservation efforts have been associated with periods of drought and
were therefore reactive. Adoption of the BMPs illustrates a proactive approach to
responsibly and effectively managing the City's water resources.
Based on the benefits above, we recommend that the City become a signatory to the
memorandum of understanding. Becoming a signatory simply requires the appropriate
signatures on the signature sheet of the most recent (April 8, 1998) .MOU. This is then
forwarded to the CUWCC where they vote, as a formality, and accept Newport Beach
as a member.
Current signatories in Orange County are: Anaheim, East Orange County Water District,
El Toro Water District, Fountain Valley, Fullerton, Garden Grove, Huntington Beach,
Irvine Ranch Water District, Mesa Consolidated Water District, .Moulton Niguel Water
District, MWDOC, OCWD, the County of Orange, OCSD, San Juan Capistrano, Santa
Ana, Southern California Water Company, South Coast Water District, Trabuco Canyon
Water District and the Water Advisory Committee of Orange County.
Environmental Review:
Not applicable.
Funding Availability:
Annual dues for signatories in Orange County have been paid since 1998 by the
Metropolitan Water District of Southem California and the Municipal Water District of
Orange County. Should this funding be withdrawn in the future, the City would be
responsible for approximately $3,300 annually, which will be budgeted under 5500 -8303
Water Conservation, Education and Public Relations. .
Prepared by:
Submitted by:
Terresa Moritz, Manage' ent Analyst Dave iff Assistant City. Manager
*J
PROFESSIONAL SERVICES AGREEMENT WITH
AKM CONSULTING ENGINEERS
FOR CITY OF NEWPORT BEACH SEWER MASTER PLAN
THIS AGREEMENT is made and entered into as of this day of ,
2006, by and between the CITY OF NEWPORT BEACH, a Municipal Corporation
( "City "), and AKM CONSULTING ENGINEERS, a California Corporation whose
address is 553 Wald, Irvine, California, 92618 ( "Consultant'), and is made with
reference to the following:
RECITALS
A. City is a municipal corporation duly organized and validly existing under the laws
of the State of California with the power to carry on its business as it is now
being conducted under the statutes of the State of California and the Charter of
City.
B. City is planning to update the City Sewer Master Plan.
C. City desires to engage Consultant to provide professional engineering services
for preparing a Sewer Master Plan Update. ('Project').
D. Consultant possesses the skill, experience, ability, background, certification and
knowledge to provide the services described in this Agreement.
E. The principal member[s] of Consultant for purposes of Project, shall be Zeki
Kayiran, P.E.
F. City has solicited and received a proposal from Consultant, has reviewed the
previous experience and evaluated the expertise of Consultant, and desires to
retain Consultant to render professional services under the terms and conditions
set forth in this Agreement.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as
follows:
1. TERM
The term of this Agreement shall commence on the above written date, and shall
terminate on the 31st day of December, 2007, unless terminated earlier as set
forth herein.
2. SERVICES TO BE PERFORMED
Consultant shall diligently perform all the services described in the Scope of
Services attached hereto as Exhibit A and incorporated herein by reference. The
City may elect to delete certain tasks of the Scope of Services at its sole
discretion.
3. TIME OF PERFORMANCE
Time is of the essence in the performance of services under this Agreement and
Consultant shall perform the services in accordance with the schedule included
in Exhibit A. The failure by Consultant to strictly adhere to the schedule may
result in termination of this Agreement by City.
Notwithstanding the foregoing, Consultant shall not be responsible for delays
due to causes beyond Consultant's reasonable control. However, in the case of
any such delay in the services to be provided for the Project, each party hereby
agrees to provide notice to the other party so that all delays can be addressed.
3.1 Consultant shall submit all requests for extensions of time for
performance in writing to the Project Administrator not later than ten (10)
calendar days after the start of the condition that purportedly causes a
delay. The Project Administrator shall review all such requests and may
grant reasonable time extensions for unforeseeable delays that are
beyond Consultant's control.
3.2 For all time periods not specifically set forth herein, Consultant shall
respond in the most expedient and appropriate manner under the
circumstances, by either, telephone, fax, hand - delivery or mail.
4. COMPENSATION TO CONSULTANT
City shall pay Consultant for the services on a time and expense not -to- exceed
basis in accordance with the provisions of this Section and the Schedule of
Billing Rates attached hereto as Exhibit B and incorporated herein by reference.
Consultant's compensation for all work performed in accordance with this
Agreement, including all reimbursable items and subconsultant fees, shall not
exceed Six Hundred Thirty -Two Thousand, Seven Hundred Seventy-Six
Dollars and no /100 ($632,776.00) without prior written authorization from City.
No billing rate changes shall be made during the term of this Agreement without
the prior written approval of City.
4.1 The City shall make progress payments monthly as the Project work
proceeds based on the percentage of Project work completed. The
Consultant shall furnish a summary breakdown of the Scope of Services
and budget for the Project in a format acceptable to the City, showing the
amount included therein for each principal category of the Project work, in
such detail as reasonably requested, to provide a basis for determining
progress payments. All requests for payment shall show the percentage
of work completed in relation to the Scope of Services and Project budget,
describe the work performed the preceding month, the name of the
person who performed the work, a brief description of the services
performed and the specific task in the Scope of Services to which it
relates, the date the services were performed, the number of hours spent
2
on each principal category in the Scope of Services, and a description of
any reimbursable expenditures. City shall pay Consultant no later than
thirty (30) days after approval by City staff of a request for payment.
4.2 City shall reimburse Consultant only for those costs or expenses
specifically approved in this Agreement, or specifically approved in writing
in advance by City. Unless otherwise approved, such costs shall be
limited and include nothing more than the following costs incurred by
Consultant:
A. The actual costs of subconsultants for performance of any of the
services that Consultant agrees to render pursuant to this
Agreement, which have been approved in advance by City and
awarded in accordance with this Agreement.
B. Approved reproduction charges.
C. Actual costs and /or other costs and /or payments specifically
authorized in advance in writing and incurred by Consultant in the
performance of this Agreement.
4.3 Consultant shall not receive any compensation for Extra Woclype`ormed
without the prior written authorization of City. As used herein, 'Extra
Work" means any work that is determined by City to be necessary for the
proper completion of the Project, but which is not included within the
Scope of Services and which the parties did not reasonably anticipate
would be necessary at the execution of this Agreement. Compensation
for any authorized Extra Work shall be paid in accordance with the
Schedule of Billing Rates as set forth in Exhibit B.
5. PROJECT MANAGER
Consultant shall designate a Project Manager, who shall coordinate all phases of
the Project. This Project Manager shall be available to City at all reasonable
times during the Agreement term. Consultant has designated Zeki Kayiran,
P.E., to be its Project Manager. Consultant shall not remove or reassign the
Project Manager or any personnel listed in Exhibit A or assign any new or
replacement personnel to the Project without the prior written consent of City.
City's approval shall not be unreasonably withheld with respect to the removal or
assignment of non -key personnel.
Consultant, at the sole discretion of City, shall remove from the Project any of its
personnel assigned to the performance of services upon written request of City.
Consultant warrants that it will continuously furnish the necessary personnel to
complete the Project on a timely basis as contemplated by this Agreement.
3
6. ADMINISTRATION
This Agreement will be administered by the Public Works Department.
Michael Sinacori, P.E., shall be the Project Administrator and shall have the
authority to act for City under this Agreement. The Project Administrator or
his /her authorized representative shall represent City in all matters pertaining to
the services to be rendered pursuant to this Agreement.
7. CITY'S RESPONSIBILITIES
In order to assist Consultant in the execution of its responsibilities under this
Agreement, City agrees to, where applicable:
A. Provide access to, and upon request of Consultant, one copy of all
existing relevant information on file at City. City will provide all such
materials in a timely manner so as not to cause delays in Consultant's
work schedule.
B. Provide blueprinting and other services through City's reproduction
company for bid documents. Consultant will be required to coordinate the
required bid documents with City's reproduction company. All other
reproduction will be the responsibility of Consultant and as defined above.
C. Provide usable life of facilities criteria and information with regards to new
facilities or facilities to be rehabilitated.
8. STANDARD OF CARE
8.1 All of the services shall be performed by Consultant or under Consultant's
supervision. Consultant represents that it possesses the professional and
technical personnel required to perform the services required by this
Agreement, and that it will perform all services in a manner
commensurate with community professional standards. All services shall
be performed by qualified and experienced personnel who are not
employed by City, nor have any contractual relationship with City.
8.2 Consultant represents and warrants to City that it has or shall obtain all
licenses, permits, qualifications, insurance and approvals of whatsoever
nature that are legally required of Consultant to practice its profession.
Consultant further represents and warrants to City that Consultant shall, at
its sole cost and expense, keep in effect or obtain at all times during the
term of this Agreement, any and all licenses, permits, insurance and other
approvals that are legally required of Consultant to practice its profession.
Consultant shall maintain a City of Newport Beach business license
during the term of this Agreement.
8.3 Consultant shall not be responsible for delay, nor shall Consultant be
responsible for damages or be in default or deemed to be in default by
reason of strikes, lockouts, accidents, or acts of God, or the failure of City
0
to furnish timely information or to approve or disapprove Consultant's
work promptly, or delay or faulty performance by City, contractors, or
governmental agencies.
Failure to carry out the work in accordance with the contract documents.
Consultant shall not have control over or be responsible for acts or
omissions of City, Design Engineer, Contractor, Subcontractors, or their
Agents or employees, or of any other persons performing portions of the
work.
9. HOLD HARMLESS
To the fullest extent permitted by law, Consultant shall indemnify, defend and
hold harmless City, its City Council, boards and commissions, officers, agents
and employees (collectively, the "Indemnified Parties) from and against any and
all claims (including, without limitation, claims for bodily injury, death or damage
to property), demands, obligations, damages, actions, causes of action, suits,
losses, judgments, fines, penalties, liabilities, costs and expenses (including,
without limitation, attorney's fees, disbursements and court costs) of every kind
and nature whatsoever (individually, a Claim; collectively, "Claims'), which may
arise from or in any manner relate (directly or indirectly) to any work negligently
performed or services provided under this Agreement (including, without
limitation, defects in workmanship or materials and /or design defects [if the
design originated with Consultant]) or Consultant's presence or activities
conducted on the Project (including the negligent and /or willful acts, errors
and /or omissions of Consultant, its principals, officers, agents, employees,
vendors, suppliers, consultants, subcontractors, anyone employed directly or
indirectly by any of them or for whose acts they may be liable or any or all of
them).
Notwithstanding the foregoing, nothing herein shall be construed to require
Consultant to indemnify the Indemnified Parties from any Claim arising from the
active negligence or willful misconduct of the Indemnified Parties. Nothing in this
indemnity shall be construed as authorizing any award of attorney's fees in any
action on or to enforce the terms of this Agreement. This indemnity shall apply
to all claims and liability regardless of whether any insurance policies are
applicable. The policy limits do not act as a limitation upon the amount of
indemnification to be provided by the Consultant.
10. INDEPENDENT CONTRACTOR
It is understood that City retains Consultant on an independent contractor basis
and Consultant is not an agent or employee of City. The manner and means of
conducting the work are under the control of Consultant, except to the extent
they are limited by statute, rule or regulation and the expressed terms of this
Agreement. Nothing in this Agreement shall be deemed to constitute approval
for Consultant or any of Consultant's employees or agents, to be the agents or
employees of City. Consultant shall have the responsibility for and control over
the means of performing the work, provided that Consultant is in compliance with
5
the terms of this Agreement. Anything in this Agreement that may appear to give
City the right to direct Consultant as to the details of the performance or to
exercise a measure of control over Consultant shall mean only that Consultant
shall follow the desires of City with respect to the results of the services.
11. COOPERATION
Consultant agrees to work closely and cooperate fully with City's designated
Project Administrator and any other agencies that may have jurisdiction or
interest in the work to be performed. City agrees to cooperate with the
Consultant on the Project.
12. CITY POLICY
Consultant shall discuss and review all matters relating to policy and Project
direction with City's Project Administrator in advance of all critical decision points
in order to ensure the Project proceeds in a manner consistent with City goals
and policies.
13. PROGRESS
Consultant is responsible for keeping the Project Administrator and/or his/her
duly authorized designee informed on a regular basis regarding the status and
progress of the Project, activities performed and planned, and any meetings that
have been scheduled or are desired.
14. INSURANCE
Without limiting Consultant's indemnification of City, and prior to commencement
of work. Consultant shall obtain, provide and maintain at its own expense during
the term of this Agreement, a policy or policies of liability insurance of the type
and amounts described below and in a form satisfactory to City.
A. Certificates of Insurance. Consultant shall provide certificates of
insurance with original endorsements to City as evidence of the insurance
coverage required herein. Insurance certificates must be approved by
City's Risk Manager prior to commencement of performance or issuance
of any permit. Current certification of insurance shall be kept on file with
City's at all times during the term of this Agreement.
B. Signature. A person authorized by the insurer to bind coverage on its
behalf shall sign certification.of all required policies.
C. Acceptable Insurers. All insurance policies shall be issued by an
insurance company currently authorized by the Insurance Commissioner
to transact business of insurance in the State of California, with an
assigned policyholders' Rating of A (or higher) and Financial Size
Category Class VII (or larger) in accordance with the latest edition of
Best's Key Rating Guide, unless otherwise approved by the City's Risk
Manager.
R
D. Coverage Requirements.
i. Workers' Compensation Coverage. Consultant shall maintain
Workers' Compensation Insurance and Employer's Liability
Insurance for his or her employees in accordance with the laws of
the State of California. In addition, Consultant shall require each
subcontractor to similarly maintain Workers' Compensation
Insurance and Employer's Liability Insurance in accordance with
the laws of the State of California for all of the subcontractor's
employees. Any notice of cancellation or non - renewal of all
Workers' Compensation policies must be received by City at least
thirty (30) calendar days (10 calendar days written notice of non-
payment of premium) prior to such change. The insurer shall agree
to waive all rights of subrogation against City, its officers, agents,
employees and volunteers for losses arising from work performed
by Consultant for City.
ii. General Liability Coverage. Consultant shall maintain commercial
general liability insurance in an amount not less than one million
dollars ($1,000,000) per occurrence for bodily injury, personal
injury, and property damage, including without limitation,
contractual liability. If commercial general liability insurance or
other form with a general aggregate limit is used, either the general
aggregate limit shall apply separately to the work to be performed
under this Agreement, or the general aggregate limit shall be at
least twice the required occurrence limit.
iii. Automobile Liability Coverage. Consultant shall maintain
automobile insurance covering bodily injury and property damage
for all activities of the Consultant arising out of or in connection with
work to be performed under this Agreement, including coverage for
any owned, hired, non -owned or rented vehicles, in an amount not
less than one million dollars ($1,000,000) combined single limit for
each occurrence.
iv. Professional Errors and Omissions Insurance. Consultant shall
maintain professional errors and omissions insurance, which
covers the services to be performed in connection with this
Agreement in the minimum amount of one million dollars
($1,000,000).
E. Endorsements. Each general liability and automobile liability insurance
policy shall be endorsed with the following specific language:
The City, its elected or appointed officers, officials, employees,
agents and volunteers are to be covered as additional insureds with
respect to liability arising out of work performed by or on behalf of
the Consultant.
7
ii. This policy shall be considered primary insurance as respects to
City, its elected or appointed officers, officials, employees, agents
and volunteers as respects to all claims, losses, or liability arising
directly or indirectly from the Consultant's operations or services
provided to City. Any insurance maintained by City, including any
self- insured retention City may have, shall be considered excess
insurance only and not contributory with the insurance provided
hereunder.
iii. This insurance shall act for each insured and additional insured as
though a separate policy had been written for each, except with
respect to the limits of liability of the insuring company.
iv. The insurer waives all rights of subrogation against City, its elected
or appointed officers, officials, employees, agents and volunteers.
V. Any failure to comply with reporting provisions of the policies shall
not affect coverage provided to City, its elected or appointed
officers, officials, employees, agents or volunteers.
vi. The insurance provided by this policy shall not be suspended,
voided, canceled, or reduced in coverage or in limits, by either
party except after thirty (30) calendar days (10 calendar days
written notice of non - payment of premium) written notice has been
received by City.
F. Timely Notice of Claims. Consultant shall give City prompt and timely
notice of claim made or suit instituted arising out of or resulting from
Consultant's performance under this Agreement.
G. Additional Insurance. Consultant shall also procure and maintain, at its
own cost and expense, any additional kinds of insurance, which in its own
judgment may be necessary for its proper protection and prosecution of
the work.
15. PROHIBITION AGAINST ASSIGNMENTS AND TRANSFERS
Except as specifically authorized under this Agreement, the services to be
provided under this Agreement shall not be assigned, transferred contracted or
subcontracted out without the prior written approval of City. Any of the following
shall be construed as an assignment: The sale, assignment, transfer or other
disposition of any of the issued and outstanding capital stock of Consultant, or of
the interest of any general partner or joint venturer or syndicate member or
cotenant if Consultant is a partnership or joint- venture or syndicate or cotenancy,
which shall result in changing the control of Consultant. Control means fifty
percent (50 %) or more of the voting power, or twenty -five percent (25 %) or more
of the assets of the corporation, partnership or joint- venture.
D
16. SUBCONTRACTING
City and Consultant agree that subconsultants may be used to complete the work
outlined in the Scope of Services. The subconsultants authorized by City to
perform work on this Project are identified in Exhibit A. Consultant shall be fully
responsible to City for all acts and omissions of the subcontractor. Nothing in this
Agreement shall create any contractual relationship between City and
subcontractor nor shall it create any obligation on the part of City to pay or to see
to the payment of any monies due to any such subcontractor other than as
otherwise required by law. Except as specifically authorized herein, the services to
be provided under this Agreement shall not be otherwise assigned, transferred,
contracted or subcontracted out without the prior written approval of City.
17. OWNERSHIP OF DOCUMENTS
Each and every report, draft, map, record, plan, document and other writing
produced (hereinafter "Documents "), prepared or caused to be prepared by
Consultant, its officers, employees, agents and subcontractors, in the course of
implementing this Agreement, shall become the exclusive property of City, and
City shall have the sole right to use such materials in its discretion without further
compensation to Consultant or any other party. Consultant shall, at Consultant's
expense, provide such Documents to City upon prior written request.
Documents, including drawings and specifications, prepared by Consultant
pursuant to this Agreement are not intended or represented to be suitable for
reuse by City or others on any other project. Any use of completed Documents
for other projects and any use of incomplete Documents without specific written
authorization from Consultant will be at City's sole risk and without liability to
Consultant. Further, any and all liability arising out of changes made to
Consultant's deliverables under this Agreement by City or persons other than
Consultant is waived against Consultant and City assumes full responsibility for
such changes unless City has given Consultant prior notice and has received
from Consultant written consent for such changes.
All improvement and /or construction plans shall be prepared with indelible
waterproof ink or electrostaticly plotted on standard 24 -inch by 36 -inch Mylar with
a minimum thickness of three mils. Consultant shall provide to City `As- Built'
drawings, and a copy of digital ACAD and tiff image files of all .final sheets within
ninety (90) days after finalization of the Project. For more detailed requirements,
a copy of the City of Newport Beach Standard Design Requirements is available
from the City's Public Works Department.
18. COMPUTER DELIVERABLES
CADD data delivered to City shall include the professional stamp of the engineer
or architect in charge of or responsible for the work. City agrees that Consultant
shall not be liable for claims, liabilities or losses arising out of, or connected with
(a) the modification or misuse by City, or anyone authorized by City, of CADD
data; (b) the decline of accuracy or readability of CADD data due to inappropriate
9
storage conditions or duration; or (c) any use by City, or anyone authorized by
City, of CADD data for additions to this Project, for the completion of this Project
by others, or for any other Project, excepting only such use as is authorized, in
writing, by Consultant. By acceptance of CADD data, City agrees to indemnify
Consultant for damages and liability resulting from the modification or misuse of
such CADD data. All original drawings shall be submitted to City in the version
of AutoCAD used by CITY in ".dwg" file format on a CD, and should comply with
the City's digital submission requirements for Improvement Plans. The City will
provide AutoCAD file of City Title Sheets. All written documents shall be
transmitted to City in the City's latest adopted version of Microsoft Word and
Excel.
19. CONFIDENTIALITY
All Documents, including drafts, preliminary drawings or plans, notes and
communications that result from the services in this Agreement, shall be kept
confidential unless City authorizes in writing the release of information.
20. OPINION OF COST
Any opinion of the construction cost prepared by Consultant represents his /her
judgment as a design professional and is supplied for the general guidance of
City. Since Consultant has no control over the cost of labor and material, or over
competitive bidding or market conditions, Consultant does not guarantee the
accuracy of such opinions as compared to contractor bids or actual cost to City.
21. INTELLECTUAL PROPERTY INDEMNITY
The Consultant shall defend and indemnify City, its agents, officers,
representatives and employees against any and all liability, including costs, for
infringement of any United States' letters patent, trademark, or copyright
infringement, including costs, contained in Consultant's drawings and
specifications provided under this Agreement.
22. RECORDS
Consultant shall keep records and invoices in connection with the work to be
performed under this Agreement. Consultant shall maintain complete and
accurate records with respect to the costs incurred under this Agreement and
any services, expenditures and disbursements charged to City, for a minimum
period of three (3) years, or for any longer period required by law, from the date
of final payment to Consultant under this Agreement. All such records and
invoices shall be clearly identifiable. Consultant shall allow a representative of
City to examine, audit and make transcripts or copies of such records and
invoices during regular business hours. Consultant shall allow inspection of all
work, data, Documents, proceedings and activities related to the Agreement for a
period of three (3) years from the date of final payment to Consultant under this
Agreement.
10
23. WITHHOLDINGS
City may withhold payment to Consultant of any disputed sums until satisfaction
of the dispute with respect to such payment. Such withholding shall not be
deemed to constitute a failure to pay according to the terms of this Agreement.
Consultant shall not discontinue work as a result of such withholding. Consultant
shall have an immediate right to appeal to the City Manager or his /her designee
with respect to such disputed sums. Consultant shall be entitled to receive
interest on any withheld sums at the rate of return that City earned on its
investments during the time period, from the date of withholding of any amounts
found to have been improperly withheld.
24. ERRORS AND OMISSIONS
In the event of errors or omissions that are due to the negligence or professional
inexperience of Consultant which result in expense to City greater than what
would have resulted if there were not errors or omissions in the work
accomplished by Consultant, the additional design, construction and /or
restoration expense shall be borne by Consultant. Nothing in this paragraph is
intended to limit City's rights under any other sections of this Agreement.
25. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS
City reserves the right to employ other Consultants in connection with the
Project.
26. CONFLICTS OF INTEREST
The Consultant or its employees may be subject to the provisions of the
California Political Reform Act of 1974 (the "Act "), which (1) requires such
persons to disclose any financial interest that may foreseeably be materially
affected by the work performed under this Agreement, and (2) prohibits such
persons from making, or participating in making, decisions that will foreseeably
financially affect such interest.
If subject to the Act, Consultant shall conform to all requirements of the Act.
Failure to do so constitutes a material breach and is grounds for immediate
termination of this Agreement by City. Consultant shall indemnify and hold
harmless City for any and all claims for damages resulting from Consultant's
violation of this Section.
27. NOTICES
All notices, demands, requests or approvals to be given under the terms of this
Agreement shall be given in writing, to City by Consultant and conclusively shall
be deemed served when delivered personally, or on the third business day after
the deposit thereof in the United States mail, postage prepaid, first -class mail,
addressed as hereinafter provided. All notices, demands, requests or approvals
from Consultant to City shall be addressed to City at:
11
Attn: Michael J. Sinacori, P.E.
Public Works Department
City of Newport Beach
3300 Newport Boulevard
Newport Beach, CA, 92663
Phone: 949 - 644 -3342
Fax: 949 - 644 -3318
All notices, demands, requests or approvals from CITY to Consultant shall be
addressed to Consultant at:
Attention: Zeki Kayiran, P.E.
AKM Consulting Engineers
553 Ward
Irvine, CA 92618
Phone: 949 - 753 -7333
Fax: 949 - 753 -7320
28. TERMINATION
In the event that either party fails or refuses to perform any of the rovisions of
this Agreement at the time and in the manner required, that party shalr-�
deemed in default in the performance of this Agreement. If such default is not
cured within a period of two (2) calendar days, or if more than two (2) calendar
days are reasonably required to cure the default and the defaulting party fails to
give adequate assurance of due performance within two (2) calendar days after
receipt of written notice of default, specifying the nature of such default and the
steps necessary to cure such default, the non - defaulting party may terminate the
Agreement forthwith by giving to the defaulting party written notice thereof.
Notwithstanding the above provisions, City shall have the right, at its sole
discretion and without cause, of terminating this Agreement at any time by giving
seven (7) calendar days prior written notice to Consultant. In the event of
termination under this Section, City shall pay Consultant for services
satisfactorily performed and costs incurred up to the effective date of termination
for which Consultant has not been previously paid. On the effective date of
termination, Consultant shall deliver to City all reports, Documents and other
information developed or accumulated in the performance of this Agreement,
whether in draft or final form.
29. COMPLIANCE WITH ALL LAWS
Consultant shall at its own cost and expense comply with all statutes,
ordinances, regulations and requirements of all governmental entities, including
federal, state, county or municipal, whether now in force or hereinafter enacted.
In addition, all work prepared by Consultant shall conform to applicable City,
county, state and federal laws, rules, regulations and permit requirements and be
subject to approval of the Project Administrator and City.
i"
30. WAIVER
A waiver by either party of any breach, of any term, covenant or condition
contained herein shall not be deemed to be a waiver of any subsequent breach
of the same or any other term, covenant or condition contained herein, whether
of the same or a different character.
31. INTEGRATED CONTRACT
This Agreement represents the full and complete understanding of every kind or
nature whatsoever between the parties hereto, and all preliminary negotiations
and agreements of whatsoever kind or nature are merged herein. No verbal
agreement or implied covenant shall be held to vary the provisions herein.
32. CONFLICTS OR INCONSISTENCIES
In the event there are any conflicts or inconsistencies between this Agreement
and the Scope of Services or any other attachments attached hereto, the terms
of this Agreement shall govern.
33. INTERPRETATION
The terms of this Agreement shall be construed in accordance with the meaning
of the language used and shall not be construed for or against either party by
reason of the authorship of the Agreement or any other rule of construction
which might otherwise apply.
34. AMENDMENTS
This Agreement may be modified or amended only by a written document
executed by both Consultant and City and approved as to form by the City
Attorney.
35. SEVERABILITY
If any term or portion of this Agreement is held to be invalid, illegal, or otherwise
unenforceable by a court of competent jurisdiction, the remaining provisions of
this Agreement shall continue in full force and effect.
36. CONTROLLING LAW AND VENUE
The laws of the State of California shall govern this Agreement and all matters
relating to it and any action brought relating to this Agreement shall be
adjudicated in a court of competent jurisdiction in the County of Orange.
13
37. EQUAL OPPORTUNITY EMPLOYMENT
Consultant represents that it is an equal opportunity employer and it shall not
discriminate against any subcontractor, employee or applicant for employment
because of race, religion, color, national origin, handicap, ancestry, sex or age.
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on
the day and year first written above.
APPROVED AS TO FORM:
A !r, C Gam—'
SS SNn,rCityAttorney
for the City of Newport Beach
ATTEST:
By:
LaVonne Harkless,
City Clerk
CITY OF NEWPORT BEACH,
A Municipal Corporation
M
Mayor
for the City of Newport Beach
AKM CONSULTING ENGINEERS:
IN
(Corporate Officer)
Title:
Print Name:
By:
(Financial Officer)
Title:
Print Name:
Attachments: Exhibit A — Scope of Services and Schedule
Exhibit B — Schedule of Billing Rates
F: \Users \PB\MShared\Agreements \FY 06 -07\AKM -Sewer Master Plan.doc
14
EXHIBIT A
SECT /ON 3 Scope of Work
The following section provides detailed descriptions of the proposed scope of work.
TASK 1 Project Management, Communication and Meetings
1.1 Coordination and Communication
The project manager will be the point of contact and coordinate all communication with City staff.
1.2 Meetings
We will meet with City staff at a kick -off meeting, and approximately one month intervals to discuss
the progress of the project. We will prepare meeting agenda, record the minutes of the meetings,
and submit them to the City. We will also prepare and submit status reports.
TASK 2 Complete System Model /GIS
2.1 Complete System Geometry
AKM Consulting Engineers will work with the City staff to complete the information missing in the
existing sewer GIS. This will include all the missing invert elevations. This information will either
be obtained from as built drawings, or through field surveying of the manholes. Our cost proposal
includes field surveying of the manhole inverts through high accuracy GPS, where manhole rim
elevations will be GPS surveyed with 0.1 ft accuracy, and the depth to invert will be measured and
subtracted from the rim elevation. AKM will utilize this information for completing the sewer GIS,
and utilize it for completing the model.
2.2 Delineate Tributary Areas
This task will involve delineating the tributary area of each manhole from the service lateral
information available in the sewer GIS. The tributary area, along with unit flow factors or point
sources for high sewage generators will be used to calculate the average flow tributary to each
manhole.
We will use H2OMap Sewer /Pro, which is a stand -alone GIS -based computer program, to model
the system. The program is designed to seamlessly view, manipulate, and exchange GIS data sets
with ease. The program creates and stores all geographic data in a native shapefile format, making
the information compatible with any other GIS applications. AKM has extensive experience with
this model, having used it for modeling the systems of Corona (368 miles), Garden Grove Sanitary
District (310 miles), Alhambra (128 miles), La Habra (130 miles), Seal Beach (35 miles), New Model
Colony, and the City of Los Angeles Secondary Systems.
CITY OF NEWPORT BEACH 3 -1
Sewer Master Plan Update
AKM Proposal No. 65.2676
Scope of Work
The computer model shall include all City sewer pipes (excluding laterals and private lines),
manholes, pump stations, large point source flows and tributary area boundaries. It is important to
include all pipes in the model in preparation for the upcoming Statewide Waste Discharge
Requirements that will require hydraulic analysis of the City's entire collection system.
The land use information will be developed from City's GIS using parcel data. Areas tributary to
each manhole will be delineated as described above.
The unit flow factors will be developed from a combination of water billing data and flow monitoring
results.
The peaking relationships obtained from the flow monitoring effort will be used for model calibration.
The advantages and disadvantages of utilizing city -wide peaking relationships versus area specific
peaking relationships will be discussed with the City.
We will utilize the data available through the OCSD and our experience to establish peaking
relationships for wet weather flows. We will recommend criteria for interim use, and subsequent
flow monitoring during the next wet weather period to refine this criteria.
TASK 3 Inflow and Infiltration Studies
Inflow and infiltration studies are needed to assess the sources and quantities of extraneous flows
into the sewer collection system. This information is then used in establishing capacity criteria in
accordance with the requirements of the Waste Discharge Requirements (WDR) issued by the
California Regional Water Quality Control Board, Santa Ana Region on April 26, 2002. Provision 2
of the WDR states:
2. Discharges Caused by Severe Natural Conditions — The Regional Board may take enforcement
action against the permittee for any sanitary sewer system discharge caused by natural conditions,
unless the permittee demonstrates through properly signed, contemporaneous operating logs, or
other relevant evidence that:
(i) the discharge was caused by severe natural conditions (such as hurricanes, tornadoes,
flooding, earthquakes, tsunamis, and other similar natural conditions);
(ii) there were no feasible alternatives to the discharge, such as retention of untreated
wastewater, reduction of inflow and infiltration, use of adequate backup equipment, or an
increase in the capacity of the system. This provision is not satisfied if in the exercise of
reasonable engineering judgment, at the time that the facilities were planned, the discharger
should have installed auxiliary or additional collection system components, wastewater
retention, adequate backup equipment or should have reduced inflow and infiltration. This
CITY OF NEWPORT BEACH 3 -2
Sewer Master Plan
AKM Proposal No. 05 -2676
Scope of Work
provision is also not satisfied if the agency does not undergo a periodic or continuing
planning process to identify and correct problems.
8. The discharger shall provide adequate capacity to convey base flows and peak flows,
including wet weather related events to the minimum design criteria as defined in the
discharger's System Evaluation and Capacity Assurance Plan, for all parts of the collection system
owned or operated by the discharger.
Orange County Sanitation District (OCSD) had a long term flow monitoring program to determine
the rainfall dependent inflow and infiltration (RDII) sources into its system. The goal of OCSD is to
reduce wet weather peaking at its two wastewater treatment plants by 20 percent. Such a reduction
will eliminate or delay the need for constructing costly additional treatment and outfall facilities. The
information developed from the long term flow monitoring program can be used to break up the
large basins with notable RDII into several smaller basins for conducting more detailed studies and
formulating rehabilitation projects to achieve the peak flow reduction goal.
The long term flow monitoring program commenced with 150 flow monitors in 2002. Based upon
evaluation of the information collected by late 2004, OCSD decided to further study the 38 basins
with the highest RDII problems through the use of 75 flow monitors.
Ten of the flow monitors were located in Newport Beach. However, one (OC_116) was located at
Pacific Coast Highway and Newport Coast Drive, and measured flows from the Newport Coast area
served by the Irvine Ranch Water District. Another (OC_108) is located in Dover Drive east of
Irvine Avenue, and measured flows almost entirely generated in the Costa Mesa Sanitary District's
service area. Seven of the remaining flow monitors were installed in Orange County Sanitation
District trunk sewers, and one in a City of Newport Beach sewer. Summary of the information
collected /developed at the eight flow monitoring locations are presented in the following table.
Orange County Sanitation District Flow Monitors in Newport Beach
December 2004 -April 2005
Monitor
Tributary
Aa (a
Pipe
Length
(f)
a(
ps)
Opts)
l
Opdw
i
Qadw
Si e
(in)
Comments
OC_225
2100 Jamboree So. of East Bluff /Ford
281
46,907
0.08
0.187
0.35
1.87
4.38
10
OC 220
PCH and Old Newport Blvd
215
39,058
0.27
0.45
121
2.69
4.48
15
Surcharged
OC_224
West of Jamboree/ North of SJH
479
84,141
0.29
0.55
0.94
1.71
3.24
12
Surcharged
OC 223
Big Canyon Dr. at Royal St. George Rd
589
100,638
0.62
1.1
1.84
1.67
2.97
12
OC 106
1860 Jamboree Road
3401
51,9661
0.75
1.43
2.2
1.54
2.93
15
OC 226
W Balboa Blvd West of 15th Street
259
57,1121
0.971
1.27
3.35
2.64
3.45
21
Surcharged
OC 128
3431 Newport Boulevard
463
98,768
1.87
2.34
5.5
2.35
2.94
24
OC 104
607 South Bayside Drive
2,937
96,3761
2.351
3.871
7.21
1.86
3.07
36
CITY OF NEWPORT BEACH 3 -3
Sewer Master Plan
AKM Proposal No. 05 -2676
Scope of Work
The information collected between December 2004 and April 2005 was reviewed by ADS
Environmental Services and the results were presented in a report entitled "Annual Infiltration /Inflow
Analysis Report, Winter 2005 ". While Orange County experienced near record precipitation during
the study period, all individual storm events had less than a 2 -year return frequency. Three of the
sites (OC_220, OC_224, and OC_226) had depth to diameter ratio exceeding 1 (surcharged
conditions), and the peak wet weather flow to peak dry weather flow ratio varied from 1.54 to 2.69.
These are high values for use in developing depth to diameter ratios, particularly considering the
fad that they resulted from storms of 2 -year frequency. While the OCSD's goal is to reduce the wet
weather related peaking, the City has to have reasonable depth to diameter ratio criteria for
evaluating the capacity of its system and design of future /capacity improvement projects.
The following are proposed to develop better information upon which to base the wet weather
peaking criteria, reduce RDII, and comply with the WDR's,
1. With assistance from the OCSD, the City should plug the all but one of the vent holes and
pick holes in the manhole covers in the areas tributary to the flow monitoring sites OC_104,
OC_106, OC_128, OC_220, OC_223, OC_224, and OC_225. Additionally, the manholes in
the areas tributary to the City manholes MHK02 -222 at Marguerite Avenue and Fifth Avenue;
MHL20 -050 at Marguerite Avenue and Pacific Coast Highway; and MHL31_001 on Balboa
Island should be plugged similarly. Furthermore, every other manhole in the area tributary to
OC_128 should be fitted with pans to minimize the inflow. If odor problems are developed
due to reduced ventilation, it may be necessary to aerate the sewage in those areas. The
purpose of this work is to quantify the success of manhole plugging in reducing RDII by
comparing future year flow monitoring results to the information previously developed by
OCSD.
2. Review the data and results available at OCSD for any of the sites listed above.
3. Obtain wet weather and dry weather ground water level information, and soil data in the
tributary areas of the above mentioned manholes /monitoring sites from existing sources.
4. Install flow monitors at these ten locations between mid December 2006 and April 2007 for
the purpose of collecting dry weather and wet weather flow information.
5. Analyze the flow monitoring data and water use data to quantify base infiltration, inflow, and
rainfall related infiltration. Compare results to the earlier information developed by OCSD
6. Review CCTV inspection reports and representative recordings to aid in identifying the
sources of inflow and infiltration
CITY OF NEWPORT BEACH 3-4
Sewer Master Plan
AKM Proposal No. 05 -2676
Scope of Work
7. Recommend refinements to the wet weather peaking criteria if sufficient data is available
8. Recommend follow up detailed 'investigations such as additional wet weather flow monitoring
and smoke testing of areas with proven inflow problems
9. Recommend system improvements to reduce inflow and infiltration
10. Incorporate the study into the System Evaluation and Capacity Assurance Plan
TASK 4 Criteria
We propose to conduct one meeting at the beginning of the project where we will discuss the
current criteria of the City, compare it to other neighboring agencies' criteria, and discuss our
suggestions. This is a very important step, as it will form the basis of the subsequent analysis.
Most important in this discussion will be the selection of peaking criteria particularly for wet weather
flows, and depth to diameter ratios with average, peak dry weather, and peak wet weather flows.
We will also discuss pump station criteria for capacity, number of pumps, storage, and emergency
power. The second criteria meeting is proposed to take place after review of the flow monitoring
data and an evaluation of the peak dry weather and peak wet weather relationships.
In addition to development of unit flow factors and peaking formula, criteria with respect to velocity,
depth to diameter ratios, pipeline sizing, allowances for inflow and infiltration, general useful life
spans, and maintenance and operations guidelines will be developed in cooperation with the City.
TASK 5 Capacity Assurance Plan
We will first run the model with the existing land use and unit flow factors without adjustments for vacancies.
We will compare the results to field measured values developed through flow monitoring. We will identify any
discrepancies, and make the necessary adjustments so that the model closely represents the existing system.
Based upon this information, we will establish the dry weather peaking criteria. It may be necessary to utilize
different peaking relationships for individual sewersheds rather than a city -wide relationship. This work will
also include flow monitoring downstream of pump stations to determine the attenuation in the downstream
system. The calibrated model will be run with average dry weather, peak dry weather, and peak wet weather
flows to identify the deficiencies in the system.
We will analyze each pump station for average, peak dry weather, and peak wet weather capacity. We will
utilize actual pump station records as the starting point in this analysis. We will conduct field testing to
ascertain existing pump capacities.
We will then request flow monitoring at the sites where the model determines capacity deficiencies. Where
there are differences between the model and flow monitoring results, we will make further adjustments to the
model.
CITY OF NEWPORT BEACH 3 -5
Sewer Master Plan
AKM Proposal No. 05.2676
Scope of Work
We will then develop a preliminary capital improvement plan to eliminate the verified capacity deficiencies.
This plan will be refined following the completion Of the condition assessment and inflow/ infiltration studies.
The study, results, and recommendations will be presented in a stand alone report, which will also
be a section of the Master Plan Report.
TASK 6 Condition Assessments and Sewer System Rehabilitation Plan Phase 1
The condition of the City's system will be assessed over the next three years, concluding in 2008. It
will consist of CCTV inspection of the collection system that has not been inspected since 2000,
reviewing the inspection reports and recordings, and ranking the system based upon structural and
operation /maintenance defects. The work effort included in this proposal is for the first year of
condition assessment and preparing the Sewer System Rehabilitation Plan based upon that review.
Additional work will need to be performed in the subsequent two years to conduct condition
assessment of the newly inspected sewers, reprioritizing the recommended improvements, and
finalizing the Sewer System Rehabilitation Plan. The scope of work, which includes condition
assessment of the existing twenty pump stations will consist of the following:
1. CCTV inspection of the collection system by the City of Newport Beach and outside CCTV
contractors in accordance with National Association of Sewer Service Companies (NASSCO)
standards. Our scope of work includes approximately 45,000 feet of CCTV through an
outside contractor.
2. Review and evaluation of the database and selecting reaches of sewer that will be further
reviewed in detail
3. Review of hard copy reports and recordings selected in subtask 2 in detail and formulating
rehabilitation and /or replacement recommendations
4. Site visits to each pump station site and field review of each facility's wet well, dry well, valve
vault, mechanical equipment, electrical equipment, power supply, and access for
maintenance and emergency response
5. Prepare a prioritized capital improvement program for rehabilitation /replacement of the pump
stations and rehabilitation /replacement due to structural condition deficiencies in the
collection system.
6. Provide operation and maintenance recommendations for the collection system and the pump
stations.
7. Prepare a stand alone report describing the inspections and evaluations, findings,
recommendations, and the short term and long term rehabilitation /replacement program.
CITY OF NEWPORT BEACH 3 -6
Sewer Master Plan
AKM Proposal No. 05 -2676
Scope of Work
This program will include projects to complete the steel pipe and failed joint replacement
programs that were included in the 1996 Master Plan.
TASK 7 Financial Plan
This task will consist of review of the existing rate structure and rates for their adequacy to support
the operation and maintenance program, the required regulatory compliance activities, and the
recommended capital improvement program. The recommended CIP will address the pump station
and collection system condition and capacity deficiencies.
The current rate structure has a sewer connection fee of $4.50 per month for sewer customers
connected to the City's water and sewer systems, and a sewer use fee of $0.30 per hundred cubic
feet of water used. Each additional dwelling unit served by the same sewer connection is assessed
a supplemental sewer use charge of $2.00 per month. The sewer use fee will increase to $0.35 per
hundred cubic feet of water used in fiscal year 2006 -2007. Because increased water use during the
warmer months is primarily due to irrigation for most land uses, a more appropriate basis may be to
assess the use charge on water use during the low water demand periods.
We will review the existing operation and maintenance program, and recommend improvements, if
needed. This will include system cleaning, and pump station maintenance. Regulatory compliance
will include the following two years' CCTV inspection and condition assessment program, updates
to the Sewer System Rehabilitation Plan, establishing a follow up CCTV and condition assessment
program following the completion of the entire system in 2005, staff training and certification, Sewer
System Management Plan audits and updates, public education and outreach, FOG program
implementation and updates, and Emergency Overflow Response Plan updates and training. We
will evaluate the staffing needed to accomplish these activities and estimate the revenue
requirements.
We will develop a final prioritized capital improvement program from the projects identified by the
System Evaluation and Capacity Assurance Plan and the Sewer System Rehabilitation Plan.
The revenue requirements of the sewer utility and a revenue model will form the basis of a multi-
year financial model in spreadsheet format. We will then test either the adequacy of the existing
rate structure or utilize a revenue model utilizing a new rate structure as agreed on by the City. We
will conduct studies utilizing the model to develop reasonable rates for the customers. This work
will be documented in a stand alone report, which can be incorporated into the Master Plan as a
separate section. We will make presentations to the City staff and Council.
CITY OF NEWPORT BEACH 3 -7
Sewer Master Plan
AKM Proposal No. 05.2676
Scope of Work
TASK 8 Prepare Final Master Plan Report
8.1 Sewer Master Plan Update Outline
We will prepare a comprehensive outline for the Sewer Master Plan Update. At a minimum, the
report will include the following sections:
• Executive Summary
• Introduction
• Study Area
• Criteria
• Existing Sewer System
• Inflow and Infiltration Studies
• System Evaluation and Capacity Assurance Plan
Sewer System Rehabilitation Plan
• Capital Improvement Program
• Financial Analysis and Recommendations
The sub - sections of each of these sections will be further described in the outline. We can include
the model preparation and calibration as a separate section, or include it as part of the Existing
Sewer System section. We will meet with City Staff to discuss comments on the initial outline
and finalize the proposed report outline.
We will prepare and submit five (5) copies of a draft report for City review at the 75 percent
completion stage. We will meet with the City following the draft submittal to discuss City review
comments. We will prepare a final draft Sewer Master Plan update report.
We will furnish five (5) copies of the final draft report to the City for review at the 100 percent
completion stage. We will meet with the City to discuss comments on the final draft report.
Upon receipt of the City's final comments, we will prepare a final report and submit the following to
the City:
• Fifteen (15) bound copies of report
• An electronic copy of the report
• The computer model on CD -ROM.
We will assist the City's Planning Department in completing CEQA compliance.
CITY OF NEWPORT BEACH 3 -8
Sewer Master Plan
AKM Proposal No. 05.2676
SECT /ON 5 Project Schedule
AKM's proposed project schedule is illustrated on the following page. It has been prepared to properly
address the regulatory obligations, and utilize the best possible information. AKM utilizes a project
management approach that focuses on completing technically outstanding projects on time, and within
budget.
We have structured our proposal based upon the assumption that sufficient wet weather flow monitoring data
will be available for completing the inflow /infiltration studies and developing wet weather peaking criteria. We
will endeavor to develop a Capital Improvement Program in time for use in the City's 2007 -2008 budgeting
process.
CITY OF NEWPORT BEACH 5 -1
Sewer Master Plan
AKM Proposal No. 05.2676
SECT /ON 4 Staff Hour and Fee Estimate
The following proposed work hour and fee estimate for the project delineates the levels of anticipated effort
by task and phase. This estimate is based upon our present understanding of the project.
The City may elect to revise the levels of effort to accommodate adjustments to the project's Scope of Work.
AKM welcomes the opportunity to discuss our project approach and respective levels of effort with the City.
Estimated Workhours and Fees
City of Newport Beach Sewer Master Plan Update
May 24, 2006
Task
Description
Work Hours
Cost E
Principal
Engineer
Senior
Assoc.
Assoc.
Engr
Eng'g
Tech
CADD
Operator
Clerical
AKM
Labor
Sub
Consultant
Expenses
Total
1
Management, Communication, Meetings
40
20
16
16
$11,920
$11,920
2
Complete System ModeOGIS
40
$61,35
$13,26
Geometry
8
80
$14,320
$13,260
$27,580
$45,036
_
$45,036
_$2,000
Trib utary_Areas
__
_24
16._..,_
24
100
_
Subtotal
_8_
i6
40
64
180
0
_
0
$2,000
$74,61
3
Infibrationllnflow Study
$7,820
Obtain and Review OCSD RDII Information
4
8
16
40
20
$7,82
Select Basins -Sal Type,GVV Level, Size
4
16
40
$2,92
Flow MonitoringlRain Gaging (10 Sites, 14 wks)
T$2f,920
$69,000
_ _
$74,60
$15,08
Water Sales Information Analysis
16
24
700
Dry Weather Flow Analysis
20
40
80
6,200
$16,20
Wet Wealt -How &n 3
20
60
100
_
$20.800
$20,8
Review Selected CCTV Recordings in Ill Areas
8
40
80
$14,160
$14,16
Quantify 181 - --
24
40
40
- -
--
$13,280
$13,28
Prepare Report
40
40
40
24
$16,880
$3,000
$19,88
Subtotal
_ _
136
308
416
40
60
_
24
$112,740
$69,000
S3,000 1
$1&1,7
4
Define Criteria
12
12
$3720
1
$3,72
5
Ca aci Assuance Plan
System Analysis -ADW. PDW. PWW, Pump
Stations
80
140
180
$49,400
$49,40
Verification of Results
20
40
80
$16,200
$16,20
_
Capacity Improvement CIP
20
40
$9,000
$9,00
Capacity Assurance Plan
12
20
40
40
$10,200
$2,000
$12,20
Subtotal
132
240
260
0
40
40
$84,800
$0
$2000
$8680
6
Condition Assessment Sewer System
Rehabilitation Plan -Phase 1
Review Database
8
20
80
$10,160
1
$10,16
Review CCTV RecoNings_300 Reaches
48
100
400
_
_
$52,160
$50,000
$102,16
Review/Evaluate Pump Stations
120
40
88
$33,920
_
$33,92
Evaluate System
40
80
$18,000
$18,00
Prepare Condition Deficiency Mitigation CIP
40
100
$20,800
$20,80
Sewer System Rehabilitation Plan
24
40
40
24
$14,160
$2,000
$16,16
Subtotal
280
380
88
480
40
24
$149200
$50,000
$2000
$201.20(
7
Financial Plan
I-
O&M[Regula(cry Comp. Revenue Reqmnts
16
24
$4,880
$4,88
CIP Revenue Requirements
8
8
$2,080
$2,08
Prepare Financial Model
24
60
$9,480
$9,48
Financial Studies
16
60
1
1
32
$9,88
PresentationslRepon _
20
20
8
_ $5,64
Subtotal
84
0
172
0
0
40
$31
8
Prepare Final Master Plan Report
60
60
40
80
60
+3,740$164,036
56,000
$37,82
Total Hours
160
1,060
1,056
700
220
204
Houdy Rate $Mr
$170
$140
$90
$75
$79
$55
Total Cost $
$129,200
1$148.4001$95,0401$52.5001
$17,380
$11,220
$
$15000
$632,77
CITY OF NEWPORT BEACH 4 -1
Sewer Master Plan
AKM Proposal No. 05.2676