HomeMy WebLinkAboutAgenda Report - September 7, 2005 E-15AGENDA ITEM EAS
CITY OF LODI
COUNCIL COMMUNICATION
710
AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute Professional Engineering
Services Contracts with RMC Water and Environment and West Yost & Associates
for Water Supply Services and Appropriating $60,000
MEETING DATE: September 7, 2005
PREPARED BY: Public Works Director
RECOMMENDED ACTION: That the City Council adopt a resolution authorizing the City Manager to
execute professional engineering services contracts with RMC Water and
Environment for preparation of the 2005 Urban Water Management Plan
and West Yost & Associates for water transfer services and appropriating
$60,000.
BACKGROUND INFORMATION: On July 6, 2005, the City Council authorized Public Works staff to solicit
Statements of Qualifications from engineering consultants for the
preparation of the various water studies. The list of studies included the
2005 Urban Water Management Plan (UWMP) that is due to the State in
December 2005.
Statements of Qualifications were received from seven firms, and interviews were conducted with five of those
firms. RMC Water and Environment was ranked highest of the five firms by the interview panel that consisted
of the Public Works Director, City Engineer, Senior Engineer, Water Superintendent and Associate Engineer.
A copy of the scope and fee proposal submitted by RMC Water and Environment for the UWMP is provided as
Exhibit A. Preparation of the UWMP is a State mandate and is required in order to access most water -related
grant funds. In the future, assuming high quality service by the consultant, staff will recommend that the
Council approve additional task orders for the additional studies that may include, but not be limited to, Water
Master Plan, Recycled Water Master Plan, Integrated Water Management Plan, and support for the General
Plan Update.
As part of the process of planning these various water studies and in evaluating uses of the WID water being
purchased by the City, the possibility of short-term (one-year) sale of the water has been brought up.
West Yost & Associates has a specialty in handling such transfers (this subject was also discussed with the
interviewed consulting firms, including West Yost). The requested amount ($10,000) would provide (on a
time -and -material basis) for them to pursue sale options and report back to the Council with more specific
arrangements to consider.
FISCAL, IMPACT: Water Fund ($60,000) — $50,000 (UWMP), $10,000 (Water Transfer)
FUNDING AVAILABLE: `Q�
James R. rueger, Finance Dire
Richard C. Prima, Jr.
Public Works Director
Prepared by F. Wally 5andeiin, City Engineer
RCPIFWS/pmf
Attachment
APPROVED:
Blair KingiXity Manager
J 1PROJECTS\WATERIStudies\CCRMCTaskOrder1.doc 812&2005
Exhibit X
Scope of Services
Lodi 2005 UWMP
Overview: RMC's proposes the following scope of work to achieve the project objectives:
❑ Reformat from the 2000 UWMP framework to the 2005 UWMP framework which takes into account
the Amendments of 2002.
❑ Compile and, where necessary, develop information to fulfill data reporting requirements.
❑ Provide appropriate analysis and discussion regarding potentially sensitive topics.
❑ Assist City with public meetings and City Council adoption.
❑ Complete the Administrative Draft UWMP in mid-December so that the public review period can be
completed in January 2006 and City Council can adopt the UWMP at the end of January 2006.
❑ Submit the UWMP to DWR before January 31, 2006.
Task 1: Review 2000 UWMP
Objective: Clarify work completed to date and information that can be leveraged from the 2000 UWMP
to identify remaining work and data needs.
Approach: RMC reviewed the City's 2000 UWMP and various other documents during the SOQ and
interview stages. Minor effort will be required to further compile the information from the various data
sources. Using the DWR January 2005 Guidebook and review sheet, RMC will update and expand on the
information presented in Table 1. A draft of this information will be presented and discussed with City
staff at the kickoff meeting. A final summary table will be prepared and used as a checklist to confirm the
work remaining and where assistance from City staff will be needed.
Deliverables:
oo Draft revised Table 1 for kickoff meeting and final version of Table 1 following the kickoff
meeting (included with meeting minutes).
Task 2: Prepare 2005 UWMP
Objective: To complete draft and final UWMP documents
Approach: Based on the analysis from Task 1, RMC will perform the following activities:
❑ Complete the activities identified in Table 1 to develop new information for the UWMP, update
previously reported information with current information, and finalize information which is current.
❑ Subtasks within Task 2 include:
o Task 2.1
Plan Preparation
o Task 2.2
Update Service Area Description
o Task 2.3
Water Supply Source Delineation
o Task 2.4
Water Use Delineation
o Task 2.5
Water Reliability Description
o Task 2.6
Wastewater and Recycled Water Systems
o Task 2.7
Supply and Demand Comparison
Lodi UWMP — Scope of Services Page 1
o Task 2.8 Water Shortage Contingency Plan
o Task 2.9 Identify Demand Management Measures
o Task 2.10 Quality Assurance/ Quality Control
Assumptions: RMC assumes the following for this task:
❑ City water quality, water supply and facilities, distribution, and conservation staff will be able to
provide requested information with regard to current and future plans within five calendar days of
RMC's requests.
❑ RMC will compare the various demand projections presented in the various reports and use the most
appropriate demand projections (evaluation and trend analysis of historical water usage data will not
be performed).
❑ The identified short- and long-term shortfalls (approximately 500 and 4,000 AFY, respectively) will
be solved with some combination of additional surface water, recycled water, and conservation. The
UWMP will not be specific, but will discuss the approach in enough detail to satisfy DWR but will
allow the City flexibility in the future.
❑ For demand management measures, RMC will rely on City staff for data such as number of low flow
shower kits given to the public, number of water audits, etc..
Deliverables:
❑ Administrative Draft UWMP (10 copies) (For City Review and DWR `Completeness Review)
❑ Draft UWMP (15 copies) (For public review and public hearing)
❑ Final UWMP (20 copies) (For City Council adoption and submission to DWR)
Task 3: Project Management / Coordination
Objective: To coordinate with City staff, provide progress reporting to City
Approach: Activities included in this task will include the following:
❑ Kickoff Meeting: RMC will conduct a kickoff meeting with City distribution, water supply and
facilities, and water quality staff.
❑ Coordination with City Staff: On a regular basis, RMC will coordinate information collection tasks.
❑ Coordination with Other Agencies: RMC will coordinate with Woodbridge Irrigation District, DWR
and other agencies.
❑ Progress Monitoring, Reporting and Invoicing: RMC will monitor team progress and budgets weekly
and prepare a monthly progress report and invoice to be submitted to City.
Deliverables:
❑ Kickoff meeting agenda
❑ Requests for information (after kickoff meeting and then as -needed)
❑ Monthly progress report and invoice
❑ Meeting minutes from kickoff meeting and progress meetings/discussions
Lodi UWMP — Scope of Services Page 2
Task 4: Meetings
Objective: To pass information between RMC and the City and to support staff during public meeting.
Approach: Activities included in this task will include the following:
❑ Kickoff Meeting: RMC will conduct a kickoff meeting with City staff.
❑ Attend and provide technical support at public meeting.
Deliverables:
❑ Kickoff meeting agenda
❑ Requests for information (after kickoff meeting and then as -needed)
❑ Meeting minutes from kickoff meeting
Task 4: Optional Stakeholder Outreach
Objective: To initiate a stakeholder process to facilitate communication between the City and key
stakeholders, including business, environmental agricultural, development, and other similar stakeholder
groups.
Approach: Activities included in this task will include the following:
❑ Stakeholder List: RMC will work with City staff to develop a key stakeholder list. It is anticipated
that not more than twelve individuals will be included on the key stakeholder list.
❑ Conduct a stakeholder meeting, and anticipate that one additional stakeholder meeting may be
required in addition to the public hearing.
Deliverables: Activities included in this task will include the following:
❑ Stakeholder list
❑ Meeting agenda and meeting minutes
Lodi UWMP — Scope of Services Page 3
Table 1
Oveimewd Lai 2005 WNVP, Remaining Needs
Current Section
Activity
New
Update
Finalize
Chapter 1: Introduction
Provide background.
X
Chapter 2: Water Supplier
IVo change since 2002.
Service Area
X
Hstorical water production 2000-2005, including local
Chapter 3: Water Supply
groundwater usage.
X
X
(Sources)
Surface water options. (Recycled water and conservation in
other chapters)
X
Chapter 4: Water Demand
Past, current, and projected water use.
X
Describe changes in demand per season.
X
Past history with residential conservation efforts.
X
:
Chapter 5Water Demand
Review demand management measures using CU CC as
Management Measures
reference source.
X
Chapter 6: Water Service
General supply reliability inbTration
Reliability
X
Chapter 7: Water Quality
Water quality projections out minimum 20 years
Impacts on Reliability
X
Chapter 8: Wastewater
Recycled water plan
and Rr yded Water
X
X
Chapter 9: Supply and
Supply/demand comparison extrapolated min. 20 years single
Demand Camparsson
year and rrultiple year scenarios.
X
Chapter 10: Water
Review and include eAsting water shortage contingency plans
Shortage Contingency
X
Plans
Chapter 11: Adoption of
Describe methodology.
V
l P
X
Copies of resolutions and relevant City code language regarding
shortages, emergeides, rationing
X
Appendices
Contract with Woodbridge or summary of contract
X
Letters of stakeholder and public notification information
X
Lodi UWMP — Scope of Services Page 4
RMC
Exhibit X
Fee Proposal
Lodi 2005 UWMP
The individual hourly rates include salary, overhead, profit, and ordinary expenses, including telecommunications, computer usage, and regular reproduction jobs. 2005
Project expenses include large reproduction jobs, mileage, and travel expenses, and will be charged at actual cost. Subconsultants will be billed at actual cost plus
Lodi UWMP - Fee Proposal Page 1
Labor Costs (1)
Expenses 121
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Total Labor
Project
Subs
$190
$180
$150
$120
$140
$95
Task No.
F
Cost
Expenses
10%
Total Cost
1
Review 2000 UWMP
1.1
Review 2000 Report and other reports
2
2
2
6
$700
1.2
Compare Updated UWMP Guidelines to Old
0
0
0
$0
1.3
Gather Data on Planning Changes
4
4
4
12
$1,300
Task 1 Subtotal
0
6
6
6
0
0
18
$2,700
$180
$0
$2,880
2
Prepare 2005 UWMP
2.1
Plan Preparation
4
24
40
36
8
16
128
$13,700
2.2
Update Service Area Description
1
1
$200
2.3
Water Supply Source Delineation
4
4
4
12
$1,300
2.4
Water Use Delineation
2
4
4
10
$1,000
2.5
Water Supply Reliability Description
2
2
2
6
$700
2.6
Wastewater and Recycled Water Systems
2
4
6
12
$1,000
2.7
Supply and Demand Comparison
2
4
8
14
$1,000
2.8
Water Shortage Contingency Plan
1
2
3
$200
2.9
Identify Demand Management Measures
4
6
6
16
$1,600
2.10
Quality Assurance/Quality Control
4
8
12
$1,900
Task 2 Subtotal
8
40
66
68
16
16
214
$30,500
$1,500
$200
$32,200
3
Project Management/Coordination
3.1
Project Budget and Schedule Control
6
6
$1,100
3.2
Progress Reporting/Invoicing
6
6
12
$1,700
Task 3 Subtotal
0
12
0
0
0
6
18
$2,700
$350
$0
$3,050
4
Meetings
4.1
Kickoff Meeting
4
4
4
12
$2,100
4.2
Project Meetings
4
8
8
20
$3,400
4.3
Technical Support for Public Hearings/Meetings
2
2
4
$600
4.4
Optional Stakeholder Outreach
4
8
12
$2,200
Task 4 Subtotal w/o Stakeholder Outreach
8
14
12
0
2
0
36
$6,100
$100
$30
$6,230
Task 4 Subtotal w/Stakeholder Outreach
12
22
12
0
2
0
48
$8,300
$100
$30
$8,430
Project Total w/o Stakeholder Outreach
16
1 72 1
84 1
74
1 18 1
22
1 286
1 $42,000
$2,130
$230
$44,360
Project Total w/Stakeholder Outreach
20
80
84
74
1 18 1
22
1 298
1 $44,200
$2,130
$230
$46,560
The individual hourly rates include salary, overhead, profit, and ordinary expenses, including telecommunications, computer usage, and regular reproduction jobs. 2005
Project expenses include large reproduction jobs, mileage, and travel expenses, and will be charged at actual cost. Subconsultants will be billed at actual cost plus
Lodi UWMP - Fee Proposal Page 1
Lodi UWMP
2005 RMC RATE SCHEDULE
2005 Hourly
Classification Billing Rate
Principal $190
Sr Project Manager $180
Project Manager 3
$170
Project Manager 2
$160
Project Manager 1
$150
Project Engineer/Planner 3
$140
Project Engineer/Planner 2
$130
Project Engineer/Planner 1
$120
Assistant Engineer $100
Sr. CAD Designer $120
Sr. Graphic Designer/Artist $110
Sr. Project Accountant/Administrator $105
CAD Designer $110
Graphic Designer/Artist $100
Project Accountant/Administrator $95
Assistant CAD Designer/Graphic Artist $90
Assistant Project Accountant/Administrator $75
1. The individual hourly rates include salary, overhead and profit. The hourly rates also
include ordinary expenses, including telecommunications, computer usage, and regular
reproduction jobs. Other direct costs (ODCs) such as large reproduction jobs, mileage,
and travel expenses, will be charged at actual cost plus 10%. Subconsultants will be
billed at actual cost plus 10%. Mileage rate will be that allowed by current IRS
guidelines.
2. RMC reserves the right to adjust its hourly rate structure at the beginning of the
calendar year for all ongoing contracts. RMC will provide advance notice of any rate
changes affecting current contracts.
3. Large plots produced in-house by RMC will be billed at a flat fee of $50 per plot.
RESOLUTION NO. 2005-181
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE CITY
MANAGER TO EXECUTE A PROFESSIONAL ENGINEERING SERVICES
AGREEMENT WITH RMC WATER AND ENVIRONMENT AND WEST YOST &
ASSOCIATES FOR WATER SUPPLY SERVICES, AND FURTHER
APPROPRIATING FUNDS
WHEREAS, on July 6, 2005, the City Council authorized Public Works staff to solicit
Statements of Qualifications from engineering consultants for the preparation of the various water
studies. The list of studies included the 2005 Urban Water Management Plan (UWMP) that is due
to the State in December 2005; and
WHEREAS, Statements of Qualifications were received from seven firms, and interviews
were conducted with five of those firms. RMC Water and Environment was ranked highest of the
five firms by the interview panel that consisted of the Public Works Director, City Engineer, Senior
Engineer, Water Superintendent, and Associate Engineer; and
WHEREAS, preparation of the UWMP is a State mandate and is required in order to
access most water -related grant funds; and
WHEREAS, as part of the process of planning these various water studies and in
evaluating uses of the WID water being purchased by the City, the possibility of short-term (one-
year) sale of the water has been brought up for consideration; and
WHEREAS, West Yost & Associates has a specialty in handling such transfers (this
subject was also discussed with the interviewed consulting firms, including West Yost). The
requested amount ($10,000) would provide (on a time -and -material basis) for it to pursue sale
options and report back to the Council with more specific arrangements to consider.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby authorize the
City Manager to execute Professional Engineering Services Contracts with RMC Water and
Environment for preparation of the 2005 Urban Water Management Plan and West Yost & Associates
for water supply services; and
BE IT FURTHER RESOLVED that funds in the amount of $60,000 be appropriated as follows:
Water Fund ($60,000) — $50,000 (UWMP), $10,000 (Water Transfer)
Dated: September 7, 2005
I hereby certify that Resolution No. 2005-181 was passed and adopted by the Lodi City
Council in a regular meeting held September 7, 2005, by the following vote:
AYES: COUNCIL MEMBERS — Hansen, Hitchcock, Johnson, Mounce, and
Mayor Beckman
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
SUSAN J.13LACKSTON
City Clerk
2005-181