HomeMy WebLinkAbout2011-02-08 City Council Item No. 111't"Y Of
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LAKE LSII`~C. K
_ DREAM E?(TREME
REPORT TO CITY COUNCIL
TO: HONORABLE MAYOR AND COUNCILMEMBERS
FROM: ROBERT A. BRADY, CITY MANAGER
DATE: FEBRUARY 8, 2011
SUBJECT: SCOPE OF SERVICES FOR DESIGN ENGINEERING OF SEWER
LIFT STATION
Background
In 2005, the City signed an agreement with Destination RV Resorts, a private
development company, to make improvements to the City's Campground in
exchange for the long-term concession rights. The agreement with Destination
RV Resorts expired on January 31, 2011 without the planned improvements
being constructed.
The City's Boat Launch Facility Improvement Project includes construction of a
new restroom facility and fish cleaning station. Under the original sewage
disposal plan, the City planned to connect these improvements to a new and
permanent sewage disposal system constructed by Destination RV Resorts.
Given the termination of the agreement with Destination RV Resorts, the City
needs to construct a connection to the existing sewer system to service the
proposed restrooms and fish cleaning station.
Discussion
Destination RV Resorts had previously contracted with RBF Consulting to design
a new sewage disposal system at the City's Campground. RBF Consulting is an
engineering firm experienced in design of such sewer disposal systems. Given
RBF Consulting's specific experience with the Campground, City Staff contracted
with RBF Consulting in June 2009 to perform a "Sewer System Preliminary
Design Report" for the restrooms and fish cleaning station improvements as
planned for the Boat Launch Facility Improvement Project.
Results of RBF Consulting's preliminary design report include the following:
• Assessment of existing sewer collection system.
• Hydraulic Analysis for new Restroom & Fish Cleaning Station.
• Secure Service Commitment letter from EVMWD for potable water and
sewer service at no additional cost.
AGENDA ITEM NO. 11
Page 1 of 8
Sewer Lift Station
Page 2 of 2
February 8, 2011
• Evaluate alternatives for sewer disposal and recommend final alternative
for preparation of detailed plans and specifications.
• Develop cost estimate for alternative sewer disposal.
City Staff now desires to contract with RBF Consulting to prepare detailed plans
and specifications for a prepackaged type lift station based upon the
recommendations of the Preliminary Design Report. The estimated cost to
construct the selected sewer system is estimated at $181,000.
Fiscal Impact
Approval of the Scope of Services will result in an expenditure not to exceed
$59,200, which shall be expended from the Lakeside Development Impact. Fees
(DIF). The Lakeside Development Impact Fees are dedicated funds to be
utilized for improvements to the Lake's shoreline and cannot be utilized for other
General Fund expenditures.
Recommendation
Approve the attached Scope of Services and authorize the City Manager to
execute a professional services agreement with RBF Consulting, in an amount
not to exceed $59,200, in a form approved by the City Attorney.
Prepared by: Pat Kilroy, Director r .
Lake, Parks and Recreation Department
Approved by: Robert A. Brady, City Manager
Attachments:
• Exhibit-A Scope of Services
• Exhibit-13 Compensation
Page 2 of 8
RBF CONSULTING
JN 15-102313, Revision
City of Lake Elsinore
EXHIBIT "A"
SCOPE OF SERVICES
February 1, 2011
Page 1 of 6
The following proposal addresses the tasks associated with the design ofa sanitary sewer lift station
for the City of Lake Elsinore's boat launch restroom and fish cleaning facility at the LERA
campground. This proposal uses the design basis set forth in the Preliminary Design Report (PDR),
which was finalized by the City on August 25, 2009. This proposal sets forth the tasks included to
design plans for a pre-packaged type lift station as stated in the PDR. The City owned lift station
facility will be submitted to the City at the 75%, 90% and Final design stages for review and
approval.
Consultantwill utilize base files prepared by others in order to design the force main line from the lift
station to the existing manhole point of connection. This includes utilizing the existing plans
prepared by Noble Consultants, Inc. for the basis of grading and utility connections. No revisions to
Noble's plans are anticipated, however, surveyand mapping control will be performed to ensure that
the correct horizontal and vertical basis is used.
Task 1 PROJECT MEETINGS AND COORDINATION
Meetings will be attended by the RBF project manager, and other staff required for the meeting.
Review meetings are anticipated for three design stages levels (75%, 90%, and Final), and one
review meeting is included for Elsinore Valley Municipal Water District after the 90% submittal. An
agenda for each meeting will be prepared and distributed three (3) days prior to the meeting.
Meeting minutes will be prepared and provided within five (5) days of said meeting time. Any
additional meetings required will be billed separatelyon a time and materials basis. Bi-weekly status
updates will also be provided via email during the course of the project.
Labor Hours: 32
Task Fee: $4,100
Task 2 SURVEY CONTROL
Consultant will perform a field survey to facilitate engineering design. This will consist of survey
control shots of the existing gravity manhole and proposed force main alignment to establish
horizontal and vertical control of the topography prepared by others to match existing conditions.
This also includes time for mapping research and digital data compilation of the property to tie the
survey control with the existing CADD files.
Labor Hours: 14
Task Fee: $2,500
Task 3 DESIGN AND PLANS
This task will include finalizing design of pumps, and equipment forthe packaged lift station similar
to the Flygt pre-engineered pump station as set forth in the PDR. This will include plan and profile
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RBF CONSULTING
JN 15-102313, Revision 1
City of Lake Elsinore
February 1, 2011
Page 2 of 6
sheets, as well as civil detail sheets. Design drawing scale for plan and profile sheets is 1"=40' -
horizontal, and 1"=4' - vertical. Drawing scale for site and grading plan, and lift station details is
1"=10'. Grading for lift station area will be based upon parking lot grading plan prepared by Noble
Consultants, Inc. The anticipated drawing set will include the following sheets:
Sheet 1 - Title Sheet/Vicinity Map/Basis of Bearings/Index Map
Sheet 2 - Site Plan/Horizontal Control Plan/Grading Plan
Sheet 3 - Force Main and Gravity Piping Plan and Profile (It is anticipated that approximately
800 LF of force main and 200 LF of a gravity lateral will be required)
Sheet 4 - Lift Station Wet Well/Valve Vault Plans and Sections
Sheet 5 - Civil and Mechanical Details
Sheet 6 - Wall Enclosure/Foundation Plan and Sections
Sheet 7 - Structural Details
Sheet 8 - Electrical Site Plan and Details
Sheet 9 - Single Line Diagram
Sheet 10 - Electrical Details
Labor Hours: 310
Task Fee: $41,200
Task4 CONTRACT DOCUMENTS
Consultantwill prepare contract documents for the project, ready for bidding by the City. Technical
specifications will be prepared for the project, which will contain information that the contractorwill
need to furnish the correct materials and construct the project. This task assumes that front end
portions of the contract documents will be provided by the City. Contract Documents will be
submitted at the 90% and Final plan submittals.
Labor Hours: 19
Task Fee: $2,700
Task 5 OPINION OF PROBABLE CONSTRUCTION COST ESTIMATE
Consultant will prepare a detailed construction cost estimate forthe lift station. It will be presented
as an Excel spreadsheet, with construction items matching those presented in the bid schedule of
the Specification. Quantities will be calculated based on the final design plans.
Consultant makes no representations concerning the estimated quantities and costfigures made in
connection with maps, plans, specifications, or drawings other than that all such figures are
estimates only, and Consultant shall not be responsible for fluctuations in cost factors. The cost
estimate will be included-with each plan submittal.
Labor Hours: 10
Task Fee: $1,600
Page 4 of 8
RBF CONSULTING
JN 15-102313, Revision
City of Lake Elsinore
February 1, 2011
Page 3 of 6
Task 6 BIDDING ASSISTANCE
Consultant will assist the City in attending the construction pre-bid meeting and provide technical
support to City staff related to immediate contractor questions. Consultant will respond up to five (5)
"Request for Information" (RFI's) questions during pre-construction bidding.
Labor Hours: 16
Task Fee: $2,100
Deliverables
® Four (4) full-size sets of plans for each design stage submittal.
® Four (4) sets of Contract Documents at the 90% and Final design stages.
® One (1) set of mylars at the Final design stage.
® Ten (10) full size sets of Final plans and Contract Documents for bidding.
Digital copies of Final plans and Contract Documents.
Allowance: $5,000 (Only actual costs will be billed)
Note: The City will be partially reimbursed for the Final sets by the "per set" fee charged to those
taking out plans.
Additional Services
Services which are not specifically identified herein as services to be performed by RBF or its
consultants are considered "Additional Services" for purposes of this Agreement. Client may
request that RBF perform services which are Additional Services. However, RBF is not obligated to
perform such Additional Services unless an amendment to this Agreement has been fully executed
setting forth the scope, schedule and fee for such Additional Services. In the event RBF performs
Additional Services before receipt of such executed amendment, Client acknowledges its obligation
to pay for such services at RBF's standard rates, within 30 days of receipt of RBF's invoice.
Exclusions
Consulting services relating to any of the following tasks may be completed by Consultant if
negotiated under a separate contract for an additional fee; but are presently specifically excluded
from this Agreement:
1. Geotechnical investigation;
2. Hazardous wastes;
3. Applications & Coordination related to environmental permitting issues;
4. Traffic Control Plans;
5. Signing/Striping Plans;
6. Construction Management Services;
7. Potholing;
8. Topographic surveys for earth quantities;
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RBF CONSULTING
JN 15-102313, Revision 1
City of Lake Elsinore
February 1, 2011
Page 4 of 6
9. Surveyor Construction Staking;
10. Easements or Title Reports;
11. Condition Assessments including CCTV efforts;
12. New meter service from electrical purveyor (SCE);
13. SCADA monitoring/telemetry design or coordination;
14. Revisions to existing plans or base files prepare by others;
15. Any other services not specifically set forth in the above Scope of Services.
Assumptions
Consultant's obligations hereunder are based upon the following understanding:
1. The Project services to be provided by Consultant will not require Specific Plan
modification or amendment.
2. Any lift stations required for the Campground or Boat Launch will be private Cityfacilities.
Common industry standards will be used.
3. The Consultant is not responsible for supervision of construction for the project (unless
otherwise provided in a specific contract agreement), and therefore all requests for
surveying services or construction management shall be made by Client.
4. Existing electrical service to the site will be adequate to accommodate new loads of a lift
station.
5. Information provided or compiled by others is accurate and RBF is entitled to rely upon
without independent evaluation or verification.
Client Responsibilities
1. Client shall provide access to the site.
2. Client shall provide a workable CADD base file showing ata minimum: the proposed
elevation grades, sanitary sewer utility alignment, and site layout.
3. Client shall pay all governmental fees and costs.
4. Client will require any CCTV contractors to indemnify Consultant from any and all
losses, damages, claims, expenses, including attorneys fees, and costs arising out
of the contractor's work, excepting only losses, damages, claims, expenses including
attorneys fees, and costs which are caused by the sole negligence or willful
misconduct of RBF in performing its services under this agreement. Client will
require that the construction contractors add RBF (Consultant) as an additional
insured in the comprehensive general liability, auto liability, workers' compensation
and builder risk insurance coverages required by Client. Client shall provide access
to the site.
5. Client is to provide any and all indemnification, abatement, disposal or other actions
required by local, state or federal law regarding hazardous materials.
Exhibit A
Client Initials
Date
Page 6 of 8
RCF CONSULTING
JN 15-102313, Revision
City of Lake Elsinore
EXHIBIT "B"
COMPENSATION
Client agrees to compensate Consultant for such services as follows:
February 1, 2011
Page 5 of 6
Consultant shall complete the work described in the scope of services in accordance with the lump sum
fee schedule included in Exhibit "A" and shall invoice Client on a monthly basis based on the percentage
of completion.
LABOR
ITEM
WORK TASK
FEE
HOURS
Task-1 '
Project Meetings and Coordination
4,100
32
Task-2
Survey Control
2,500
14
Task-3
Design and Plans
41,200
310
Task-4
Contract Documents
2,700
19
Task-5
Opinion of Probable Construction Cost Estimate
1,600
10
Task-6
Bidding Assistance
2,100
16
Reimbursable Expense Allowance
5,000
TOTALAMOUNT $59,200
The budget amount shown is for authorization purposes only. Should the total of the monthly
billings reach eighty percent (80%) of the budget amount, Client and Consultant will review the status of
the work to determine the need for an increase in the budget amount, and whether additional budget
authorization to complete the project is appropriate.
Progress billings will be forwarded to the Client on a monthly basis. These billings will include the fees
earned for the billing period plus all direct costs advanced by Consultant. The Client shall make every
reasonable effort to review invoices within fifteen (15) working days from the date of receipt of the
invoices and notify Consultant in writing of any particular item that is alleged to be incorrect.
Client requiring copies of original receipts for expenses in addition to itemized expenses as shown on
monthly invoice will incur an additional 15% administrative handling surcharge included on the monthly
invoice.
The fees proposed herein shall apply until January 1, 2012. Due to ever-changing costs, Consultant may
increase those portions of the contract fee for which work must still be completed after January 1, 2012 by
five percent (5%).
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RBF CONSULTING
JN 15-102313, Revision
City of Lake Elsinore
February 1, 2011
Page 6 of 6
Any work relating to, but not limited to, final design, construction management, retaining walls, soils
engineering, topographic mapping, traffic signal or striping design, environmental documentation, sound
studies or acoustical engineering, underground utility planning, design or coordination, detour plan,
property title services, preparation of legal descriptions and exhibits (except as provided herein), staking
of joint trench utilities, construction surveying for grading cross-sections or removal of unsuitable material
and any additional staking (except as provided herein), if required, shall be covered under a separate
agreement.
Exhibit B
Client Initials
Date
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