HomeMy WebLinkAboutAgenda Report - November 17, 2010 D-130 AGENDA ITEM 10 dF
CITY OF LODIn9�:r1 �P COUNCIL COMMUNICATION
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AGENDA TITLE: Adopt Resolution Authorizing City Managerto Execute Amendment No. 1 to
Professional Services Agreement with RMC Water and Environment, of
Walnut Creek, for Water Meter Planning, Design and Program Management
($1,977,417) and Appropriating Funds ($2,250,000)
MEETING DATE:
PREPARED BY:
November 17,2010
PublicWorks Director
RECOMMENDED ACTION: Adopt resolution authorizing City Managerto execute Amendment No. 1
to professional services agreement with RMC Water and Environment,
of Walnut Creek, for water meter planning, design, and program
management in the amount of $1,977,417 and appropriating funds in
the amount of $2,250,000.
BACKGROUND INFORMATION: On October 7, 2009, City Council approved a professional services
agreement with RMC Water and Environment (RMC) for water
meter planning, design, and program management. Since that time,
the water meter program (WMP) has undergone a number of
changes, requiring an amendment to the professional services agreement. The changed conditions and
revisions to the scope of services and associated fees are described below. The current rate structure
will support the costs associated with this amendment. The approved contract detailed scope of work is
attached as Exhibit A. The proposed revised scope of work is attached as Exhibit B. The approved
contract fees and proposed revised fees are summarized in Exhibit C. The additional cost of this contract
is included in the Water Utility Financial Model.
The following describes the changed conditions in the WMP.
1. Duration of the WMP expanded from three years then to five years and finally to seven years.
2. The length of pipelineto be replaced in the WMP is 25.4 miles, or 14 percent greater than the
22.2 miies determined earlier by City staff.
3. Dwelling unit type and occupancy (property owner versus tenant) could not be established by the
City's databases. To address this shortcoming, parcel -by -parcel field reconnaissance and
City/County database comparisons are required to establish accurate information for
implementing billing to property owners, enabling distribution of comparative billing to the correct
persons, and allowing for targeted distribution of WMP mailings (i.e., meter charge, meter cost
payment options, low-income grant applications, construction phasing information, and metered
billings). This work is approximately 95 percent complete. It is importantto rememberthat 46
percent of the single-family housing in Lodi is not owner -occupied.
4. It was determined that Proposition 218 provisions stipulate that the meter installation class and
associated cost ($300 to $1,200) be recorded for every parcel in the WMP (approximately 13,000
locations). This permits a parcel -specific invoice to be sent to each parcel. This requiredthe
WMP team to observe and record the type, location, and any special conditions for every
APPROVED:
KbF6adMartlam, Interim City Manager
K:\WP\PROJECTS\WATER\Meters\RFP\CRMC—Amendment.doc 10/22/2010
Adopt Resolution Authorizing City Manager to Execute Amendment No. 1 to Professional Services
Agreement with RMC Water and Environment, of Walnut Creek, for Water Meter Planning, Design and
Program Management ($1,977,417) and Appropriating Funds ($2,250,000)
November 17,2010
Page 2
residential water service. This work is also approximately 95 percent complete. Although, with
setting the cap at $300 per parcel, the billing task is now simplified. Staff estimates cost savings
of $1.5 million to $3.0 million by having this information available to the contractors. The savings
result from reduced uncertainty in bidding the project and fewer change orders during
construction. This is partly based upon experience from the recently -completed Infrastructure
Replacement Project No. 3.
5. The phasing assumptions have changed twice since the contract was approved, once to five
years and again to seven years. Phased inventories of pipe replacement, service replacement
and service relocation have needed adjustments.
6. The Water Utility Financial Model required the WMP phased construction costs be included in the
model. This work was accelerated ahead of the normal timing, which would be at completion of
the plans and specifications. Additionally, this work was done for three-year, five-year and seven-
year phased construction alternatives.
7. In the first year of the WMP, a much greater effort has been required than anticipated in working
with the public and coordinating efforts with the Water Utility, Information Services, and Finance
staff. Local consultant presence at City Hall has consisted of two staff members, four days a
week, for much of the past year. Their assignment has been to assist City staff with myriad
issues related to the WMP, including database development, issuance of comparative billings,
meter reading, fixed network analysis, meter procurement, issuance of meter invoices to property
owners, transitioning usage -based billing from tenant to property owner, and much more. The
City's existing Water Utility billing system and customer database is very basic and not yet
compatible with a commodity -based billing system. The work required to "evolve" the City's
existing system has been time consuming and, therefore, almost two-thirds of the total program
administration budget has been spent in the first year of the WMP.
A summary of the proposed revised scope of work (Exhibit B) is provided below. The table presented as
Exhibit C provides a comparison between the approved and proposed fees. Expressed as a percentage
of the construction budget, the proposed revised fee is approximately 12 percent of the $40 million
construction cost. This fee as a percentage of construction cost is reasonable for this type of work and
includes the consultant performing most of the services that would normally be provided by City staff.
Task 1 Extends project management services from three years to seven years.
Task 2 Expands the data collection to include billing account, dwelling type, ownership, parcel number,
address, water service type, water service location, and special conditions about the service for all
13,000 parcels in the WMP. It had been assumed most of this information resided in the City's existing
database.
Task 3 Expands to include three-, five- and then seven-year phases.
Task 4 No change.
Task 5 Additional effort required at direction of City staff to restructure the original phasing to include the
greatest number of the easiest installations in the first phase of the WMP.
Task 6 Increases the number of sets of construction documents from three to seven.
Task 7 Reduces the scope to include Bid Period Assistance only. It is normal for the City to contract for
construction support services at the time of construction contract award. Costs for construction services
average from five to eight percent of the construction cost.
K:\WP\PROJECTS\WATER\Meters\RFP\CRMC—Amendment doc 10/22/2010
Adopt Resolution Authorizing City Managerto Execute Amendment No. 1 to Professional Services
Agreement with RMC Water and Environment, of Walnut Creek, for Water Meter Planning, Design and
Program Management ($1,977,417) and Appropriating Funds ($2,250,000)
November 17,2010
Page 3
Task 8 Expands the scope to include building a functional billing database that will be turned over to the
City. Critical linkages were created between City account/billing tier information and County
parcel/ownership/situs information and field data for service/dwelling type. This task required
extraordinary effort in the first year of the WMP. Water meter procurement has been added to the scope
of work. For each of the remaining seven years of the WMP, the administration effort will be
approximately half of what it was in the first year.
Task 9 This task is added to the contract to prepare an update of the Lodi Standard Construction
Specifications that were last updated more than 20 years ago. For a project of this size and type, it is a
prudent investmentto complete this update prior to the start of construction.
Amendment No. 1 will increase the RMC contract value by $1,977,417 and the appropriation of
$2,250,000 is requested.
FISCAL IMPACT: The cost of this amendment is included in the Water Utility Financial Model.
FUNDING AVAILABLE: Requested Appropriation:
Water Fund (181): $2,250,000
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Jo'rd'an Ayers
Deputy City Manager/Internal Services Director
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F. Wally S delin
PublicWorks Director
FWS/pmf
Attachments
K:\WP\PROJECTS\WATER\Meters\RFP\CRMC—Amendment.doe 10/22/2010
Task Order No. 1
Exhibit A - Detailed Scope of Work
The City of Lodi Water Meter Program consists of the construction/installation of the following:
• Approximately 21 miles of new 6 -inch water main to replace undersized (less than 6 -inch diameter) existing
mains located in backyard easements.
• Approximately 2,958 front yard water services and meters to replace back yard services rendered unusable by
the relocation of backyard water mains.
• Approximately 13,300 residential meters, including approximately 624 meter only installations in existing meter
boxes, approximately 2,669 standard meter box installations, approximately 10,058 Rich Box meter installations,
and 2,958 new water services and meters.
• Administration and management support for the Water Meter Program to support ongoing City staff efforts.
This Scope of Work (SOW)for the City of Lodi (City)Water Meter Program includes eight majortasks that make-up the
SOW. Each task outlines the various work components, identifies the responsible person (s), specifies the applicable
work phase and duration when the task is to be completed, identifies the deliverables, and states the assumptions. The
performance of this SOW by Consultant is for the sole benefit of the City and shall not be relied upon or sued by third
party without the express written consent of the City and Consultant.
Task 'I -Project Management
Purpose: The Consultantshall manage its team in accordance with the defined tasks in effort to meet the programs
objectives, schedule and budget. The Consultantshall establish and maintain open communication with the City
representatives to ensure the project is progressing consistentwith the City's objectives.
Lead: Mike Matson
Phase/Duration: Entire Contract Period/ 4 -yrs
1.1 Budget and Schedule Tracking
Consultant shall manage the budget and overall Program schedule consistent with City objectives. Consultant is not
responsible for delays beyond its control. Consultant shall communicate budget status and concerns with City
monthly or more frequently if warranted.
• Prepare monthly invoicing (invoice at the task level and by phase). Invoice shall include a summary worksheet
showing budget, reallocated budget, previously billed amount, current billing and percent billed
• Prepare detailed monthly progress reports to accompany the invoice. The progress report shall include the
budget status (% spent, remaining), schedule status, and a list of project issues or outstanding items.
Deliverables:
• Monthly invoices, progress reports, and schedule updates.
1.2 Project Meetingsand Communication
The following meetings and workshops are included underthis task:
• Preparefor and administer monthly progress meetings throughout the project.
• Preparefor and administer project workshops including:
• Project kick-off Workshop (one per phase)
n Draft Self Installation Manual Workshop (one after first phase kickoff)
• PhasingGoals/Criteria Workshop (oneearly in pre -design phase)
Scope of Work
n Public Communications Workshop (one early in pre -design phase)
Database Development Workshop (one during pre -design phase)
Draft PhasingTM Review Workshop (one during pre -design phase)
® Draft Preliminary Design TM Review Workshop (one during pre -design phase)
60% Design Submittal Workshop (one each during phases 4, 5, and 6)
■ 90% Design Submittal Workshop (one each during phases 4, 5, and 6)
Meter Database Workshop (one each during phases 4, 5, and 6)
Meter Reading Workshop (one each during phases4, 5, and 6)
• Consultant and City will create an executive committee to provide a high level overview of the program. The
committee shall consist of City management staff and elected representatives, the Consultant program manager
and the technical advisors for Consultant and its partner Nolte Associates, Inc. The meetings will be held
quarterly and shall coincide with monthly project status meetings.
Summary of Meetings
Meetings, up to a
maximum as identified in
table.
Program Mobilization/
Predesign
(2009— 2010)
Phase 4 Design
and Construction
(2010 — 2011)
Phase 5 Design
and Construction
(2011— 2012)
Phase 6 Design
and Construction
(2012- 2013)
Kickoff Meetings
1
1
1
1
Progress Meetings
4
9
12
12
City Council/ Shirtsleeve
Meetings
2
1
1
1
Executive Committee
Meetings
4
2
2
2
Technical Workshops
4
2
2
2
Design Review Workshops
2
3
3
3
Construction Progress
Meeting
26
26
26
26
Delivera bles:
• Meeting and workshop agendas, prepare project materials, and meeting minutes.
Assumptions:
• Monthly project status meetings shall be held with the City at the City's offices or by teleconference.
1.3 Project QualityAssurance/Quality Control Plan
• Prepare QA/QC procedures/plan
• Perform internal QA/QC on project deliverables
City of Lodi 2 November2,2009
Water Meter Planning, Design and Program Management Services
Scope of Work
Deliverables:
• Project QA/QC Plan memorandum
Task 2 -Data Collection
Purpose: Data collection is essential to help characterize the proposed setting for the project and identify City
requirements and policies for the proposed construction during each phase. A thorough data collection effort will assist
in design and implementation of a comprehensive water meter installation and water main replacement program.
Lead: Tom Dugan
Phase/Duration: All Contract Phases
2.1 Conduct Field Reconnaissance
Consultantshall conduct field visits to assist in characterizing conditions (i.e. utilities, land features, constructabi I ity
concerns)that will be encountered. These observations will lay the groundwork to developing the existing
conditions database. The ConsultantwiI I investigate the location and type of existing services and new service
locations, and identify front yard hose bibbs (for service connections to relocated distribution mains) during these
field visits. Consultantwill review potential water main alignments and identify a proposed location for
construction.
Deliverables:
• Field reconnaissance memoranda for each phase of work.
2.2 Information Research
Consultant shall research data available from the City including, but not limited to: water distribution system
drawings, existing water meter data, available aerial photography and mapping, available MapGuide data, existing
electric meter read schedule (for coordination with project phasing and meter read starts). Consultant shall define
other data needs, as required to complete the project.
Deliverables:
• Data requests during each phase of work.
Assumptions:
• City will provide available information for current or forecasted City projects that may cause construction and
scheduling impacts, and pavement moratorium
City will provide available geotechnical data and information from nearby relevant projects along the proposed
pipeline alignments. Further geotechnical investigations are assumed not required for the Program design and
construction elements.
City will review project area and provide information on potential contaminated soil and groundwater. For
purposes of this scope, it is assumed that potentially hazardous materials will not be encountered along the
proposed pipeline alignments. If there are known or suspected hazardous materials a t any project location, the
City shall notify the Consultant. The Consultant shall modify its approach as agreed upon with the City. In the
event that potential hazardous subsurface materials are encountered visually or by odor, the Consultant's work
in that area shall be immediately terminated. Consultantshall immediately notify the City so that a mutual
decision can be reached on whether to continue, modify, or cease exploration of that area and whether more
environmental assessment needs to be conducted.
• All proposed pipelines and appurtenances are assumed to be located on existing City property or
ROW/easements. No pipeline easement legal descriptions and plats have been assumed.
City of Lodi 3 November 2,2009
Water Meter Planning, Design and Program Management Services
Scope of Work
• City is responsiblefor acquiringthe property owner's permission to access their propertyfor exploratory
investigations in an effort to design and establish a water connection from the mainline to the meter. RMCwill
facilitate and support this process.
2.3 Utility Research and Mapping
Consultant and its subconsultant, Nolte Associates, Inc. (collectively "Consultant') shall perform utility research,
perform survey and prepare mapping for the project as follows.
Consultantshall research all underground utilities within project areas, including but not limited to service lateralsto
affected residgnces, water, sewer, storm drain, natural gas, telecommunications, power and cable lines. Utility
owners shall be contacted to confirm locations.
Consultantshall collect limited pot hole data for critical identified utility lines in conflict with the design pipeline
alignment and profile. The pot hole data shall include a surveyed horizontal and vertical location, utility type, utility
size and depth.
Consultantshall develop suitable background mappingfor the pipeline and meter construction components. Meter
construction will be portrayed on 1"= 30' approximate scale non -rectified aerial photography. Pipeline plan and
profile design will be presented on 1" = 30' topographic mapping. The mappingwill be prepared based on the City
horizontal and vertical datums. Featuresto be located and identified on the base mapping shall be determined with
the City during preliminary design.
Consultantshall establish control points from City horizontal and vertical control monuments and/or up to six
additional project control points per phasethat can be used as benchmarksfor construction staking. Consultant
shall perform high order levelingto establish accurate vertical elevations for existing City monuments.
Consultantwill perform a vertical control differential leveling survey to establish elevations on the twenty-four (24)
horizontal control GPS Monuments established for the City of Lodi. This survey will be performed to Second -Order
specifications as outlined in Chapter 8 of the Caltrans Survey Manual "Differential Leveling Survey Specifications"
and will be tied to existing National Geodetic Survey (NGS) monuments with elevations established by differential
leveling methodology and maintain a 15t Order, Class il, Stability C or better designation. Elevations shall be
established on North American Vertical Datum 1988 (NAVD88).
Up to four (4) primary control loops and four (4) secondary control loops shall be conducted in the performance of
the survey. Each primary loop will be tied to a minimum of four (4) NGS monuments, where available. Levelingwill
be performed using a Leica DNA Digital Level with Standard Bar Code Staffs. The primary loops will be constrained
to the NGS monuments and adjusted using StarNet least squares software.
In addition to providing vertical control on the horizontal control GPS Monuments, Consultant shall include a
maximum of twelve (12) existing City benchmarks into the Vertical Control differential leveling survey.
The vertical control survey shall include:
• Research of existing National Geodetic Survey (NGS) monuments and obtain Datasheets
• Performing field reconnaissance to confirm existence of NGS monuments
• Field planningfor differential level primary and secondary loops
• Performing field surveys
• Performing Least Squares Adjustment
• Providing copies of field notes and final adjustment report
City of Lodi 4 November 2,2009
Water Meter Planning, Design and Program Management Services
Scope of Work
• Providing spreadsheet delineating Point No., Monument Description, Monument Location and Elevation
• Providing geo-referenced photograph of monuments.
Deliverables:
• Data requests
• Summary of data collected
• Field reconnaissance memoranda
• Existing utility "dip" sheets
• Aerial photography proofs (1set)
• Composite aerial photography, not rectified, in AutoCAD format
• AutoCAD mappingfiles including base map drawing showing street layout, lot lines, contours, and select
planimetric features, utilities from back of sidewalk (or City right-of-way) to back of sidewalk (or City right-of-
way)along public streets proposedfor new water mains.
• Project Site Control for use during construction. List in MS Excel defining northing, easting, elevation, datums,
physical description of points and narrative description of points
• Project Site Survey Control Diagram
Assumptions:
• City will provide assistance and access for Consultant to obtain information for existing water, storm water,
sewer, power and other City utility information, as needed.
• City will provide available information on City survey control monuments that will be used for survey control for
the project.
• Potholingwill be limited to 5 field days over the three phases of design/construction.
• A Phase 1 Environmental Site Assessment for hazardous materials contamination is not part of this scope of
work.
Task 3 -Phasing Technical Memorandum
Purpose: The City has identified a proposed phasing approach for the Water Meter Program. The Consultant shall
review the City's proposed phasing plan identify potential refinements and adjustments that could provide additional
benefits relative to cost, community impacts and overall efficiency of implementing the metering program.
Lead: Tony Valdivia
Phase/Duration: Preliminary Design Phase
3.1— Review Existing Phasing Plan
Consultant shall reviewthe existing phasing plan, including conducting discussions with City staff to understand the
basis for the current plan. Considerationwill also be given to discussions from the phasing workshop.
3.2—Identify Phasing Goals/Criteria
Consultant shall identify phasing goals and criteria. Key phasing goals to be considered include:
• Gash flow: City will collect fees for installation, allowing for multi-year financing at low interest rates, self
installation or upfront payment. Phasing plan must balance cash flow over the years of implementation
City of Lodi 5 November 2,2009
Water Meter Planning, Design and Program Management Services
Scope of Work
• Minimize repeated disruption to neighborhoods and roadways, minimize duration of disruptions
• Coordinatewith other City and utility projects
• Distribute work evenly over phases relative to:
➢ Length of pipe
➢ Number of connections/meters
Type of services
➢ Compatibility with current Electric Utility Department(EUD) meter reading routes
➢ Cost (develop cost estimates for each phase)
• Consider age and condition of pavement and pavement moratoria status
Assumptions:
® Phasinggoals and criteria will be held with the City at the Phasing Goals/Criteria Workshop (part of Subtaskl.2
—Project Meetings and Communication). Results of this meeting will be used to guide the review and
optimization of the Phasing Plan.
• City wilI provide cash flow constraintsfor evaivating phasing refinements/adjustments
3.3 — Evaluate Phasing Plan against Goals/ Criteria
Consultant shall compare the existing phasing plan with the goals and criteria identified in task 3.2.
3.4 — Optimize Phasing Plan
Consultant shall evaluate optimizations to the phasing plan to efficiently meet the criteria and goals identified in
task 3.2
3.5 —Draft Phasing TM
Consultant shall prepare a draft phasing TM summarizing the changes recommended in the optimized phasing plan.
Assumptions:
• The City shall participate in a workshop to discuss results of the Draft PhasingTM and shall provide comments
for consultantto incorporate into the Final PhasingTM.
Deliverables:
Draft PhasingTechnical Memorandum (one pdf and one hard copy)
3.6—final PhasingTM
Consultant shall submit a final phasing TM.
Deliverables:
• Final Phasing Technical Memorandum (one pdf and one hard copy)
• GIS Map(s) identifying areas/pipelines included in each phase and the proposed construction schedulewithin
each phase
Task4 -Self-Installation Manual
Purpose: Consultant shall preparethe City's Self Installation Manual to instruct property owners wishing to self -install
their meters. Manualwill provide property ownerswith information regarding eligibility to participate, propertyowner
City of Lodi 6 November 2,2009
Water Meter Planning, Design and Program Management Services
Scope of Work
rights and obligations upon undertaking self -installation, instructions on where and when to obtain a meter, pricing of
(fees for) the meter, permitting of the installation, inspection requirements, and instructions on where to find additional
information. Consultant shall be the primary contact for questions/concerns and for organizing distribution of meters.
All communications shall be logged.
Lead: Mike Matson
Phase/Duration: Preliminary Design/ November— December2009
4.1 —Define City/Owner Responsibilities
Consultant shall define City and homeowner roles and responsibilities.
4.2 —Define Meter Procurement Strategy
Consultant shall define a meter procurement strategy. The strategy needs to address uncertain meter needs during
the self installation period, including bulk delivery, storage and distribution of meters to property owners. The end
use registration to the proper customer must also be provided for. Strategies include pre -negotiation of a supply
and service agreement with a meter vendor, purchase of meters by the City on an as -needed basis, procurement of
meters through a construction contract or a combination of these strategies. Consultant shall work with City
procurement staff to define the needs and evaluate the alternatives. Consultant shall make a recommendation for
consideration by the City.
Consultant shall also perform an evaluation of fixed meter reading network alternatives for consideration in the
meter procurement strategy development. Consultant shall research up to four alternative fixed network
alternatives (selected based on discussions with City staff) and prepare a comparative matrix evaluation that
identifies the capabilities, cost and implementation requirements for the alternatives, and identifies compatibility
issues with the City's existing Itron 60W series ERTs. Consultant shall recommend a fixed network solution for
consideration by the City.
Deliverables:
i Technical Memo —Water Meter Procurement Strategy (one pdf and one hard copy
Assumptions:
® City of Lodi will negotiate all agreementswith any third party for the procurement of water meters.
® City of Lodi will select the fixed network solution for implementation outside of the scope of this project. The
fixed network solution will drive the meter/ERT specification for the project.
Implementation of the recommended meter procurement strategy by Consultant is not included in the scope
of work.
4.3 —Identify Program Implementation Strategy
Consultant shall identify a meter self -installation program implementation strategy.
4.4 —Develop Program Information Dissemination Campaign
Consultant shall develop a meter self -installation program information dissemination campaign.
4.5 — Draft Self -Installation Manual
Consultant shall prepare a Draft Meter Self -installation Manual for City review.
Deliverables:
• Draft Self Installation Manual (one pdf and one hard copy)
City of Lodi
7
Water Meter Planning, Design and Program Management Services
November2,2009
Scope of Work
Assumptions:
• The City shall participate at a workshop to discuss the draft Meter Self Installation Manual and shall provide
comments for Consultant to incorporate into the final Self Installation Manual.
• The draft Self Installation Manual shall be limited to a publicworks review for acceptability.
4.6— Final Self -Installation Manual
Consultant shall prepare a final Self -Installation Manual. The final Self -Installation Manual shall be ready for
distribution byJanuary2010.
Deliverables:
• Final Self Installation Manual (one pdf and one hard copy)
• Communications log
Assumptions:
• The final Self Installation Manual will be a desktop published document with a layout acceptable to City. The
look of the document wiII be based on other similar City documents. City will provide electronic templates and
graphics necessaryfor the layout. RMC will provide graphics associated with the manual instructions and
content.
Task 5 - Preliminary Design (30%)
Purpose: The Consultant shall prepare a complete preliminary design (approximately 30% design level) submittal
covering all phases of implementation in accordance with the Phasing Plan TM developed under Task 3. The purpose of
the preliminary design is to establish a consistent basis for the subsequent Phases 4,5 and 6 final design efforts.
Lead: Tony Valdivia
Phase/Duration: Preliminary Design/January to May 2010
5.1 Define Submittal Content at each Project Stage
Consultant shall define submittal content requirements for each Final Design stage. Assumptions regarding these
deliverabies are presented under Task 6, Task 7 and Task 8 of this Scope of Work. The intent of this subtask is to
document the assumed deliverables and content for these submittals and to provide the opportunity to refine
these assumptions early in the project.
5.2 Develop Design Criteria and Standards
Consultant shall develop design criteria, assumptions and standards for final Design (Task 6). Criteria will include
pipeline material and sizing, standards for pipeline installation and abandonment, preferred construction
techniques (minimally invasive for meter installation), meter and electronic meter reading standards, surface
restoration, traffic control (as appropriate), etc.
5.3 Develop Preliminary Typical Connection Details and Pipeline Alignment
Consultant shall develop preliminary typical connection details addressing types of existing connection
configurations identified during field visits. Details shall be compatible with minimally invasive construction
techniques whenever possible (micro -tunneling, connection at existing hose-bibbs, etc.)
Consultant assumes that four typical meter installation types are required:
Rich Box converted to a standard meter in rear yard or alley (Main size greater than or equal to 6", no
main relocation)
City of Lodi 8 November2,2009
Water Meter Planning, Design and Program Management Services
Scope of Work
Rich Box abandoned in rear yard and new service installed in front yard with connection to new main
(connection to hose bib or other accessible site)
® Install meter in existing standard meter box
® Install meter in existing non-standard meter box
Consultant shall also develop proposed pipeline horizontal alignments for relocated pipelines showing:
n Background mapping (streets and key topographic features)
■ Abandonment or removal of existing pipelines
5.4 Develop Conceptfor Preliminary Contract Documents and Bid Schedule
Consultant shall develop a conceptual drawing, specifications and bid schedule for use in the contract documents.
The bid schedule will define the structure by which the project is bid by contractors, as well as the basis for
payment during construction. Itwill also identify the cost for which the property owner is responsiblefor meter
installationThe preliminary bid schedule will be refined based on discussions with the City.
Consultant wi I I work with the City to identify the minimum required features that will be shown and located on the
background mapping for the pipeline plan and profile drawings and the meter installation drawings.
5.5 Define City/Consultant Roles and Responsibilities during Construction
Consultant shall coordinate with the City to define City and consultant roles during Construction. Consultant's
assumed roles and responsibilities are defined underTasks 7 and 8 of this Scope of Work; the intent of this subtask
is to document the respective roles of the project team and to make any required refinementsto these roles and
responsibilities early in the project.
5.6 Develop Preliminary Construction Costs
Consultant shall develop a preliminary construction cost estimate for the project, including pipeline and meter
installation. The preliminary construction cost estimate shall be appropriate in detail and accuracy for a planning
level effort (+/- 30%). Contingencies wil I be applied to account for unforeseen conditions and project unknowns.
The cost estimate will be developed to correspond to the proposed project phasing; the net presentvalue (NPV) of
each phase will be developed and the cost estimate for each phase will be projected to the assumed mid -point of
construction.
5.7 Develop Preliminary Construction Schedule
Consultant shall develop a construction schedule for the project, based on the revised Phasing Plan developed
under Task 3 and the preliminary pipeline alignments developed under this task. The construction schedule shall
be separated into three-year increments (not including the self -installation period), and for each construction year
the preliminary schedule with define the assumed bid date, award date, start of construction, completion of
construction and post -construction activities.
5.8 Draft Preliminary Design TM
Consultant shall develop a preliminary design TM for internal review. The TM will be comprised of the items
developed under the subtasks above, with referenceto the previously developed Phasing Plan. Content is
anticipated to include:
Project overview (planning, design, construction and post -construction)
• Description of project schedule and anticipated deliverables
• Project design and performance criteria
City of Lodi 9 November 2,2009
Water Meter Planning, Design and Program Management Services
Scope of Work
• Typical meter/connection details
• Preliminary pipeline alignments
• Preliminarycost estimates (by phase)
• Prel i m i nary construction schedules (by phase)
• Defined roles throughout project (RMC, City, others)
5.11 Final Preliminary Design TM
Consultant shall develop a Final Preliminary Design TM, incorporating comments from the City. The final TM will
bear the stamp of the Consultant's Project Manager and will form the basis for Final Design.
Deliverables:
o Draft Preliminary Design Technical Memorandum (one pdf and one hard copy)
' Final Preliminary Design Technical Memorandum (one pdf and one hard copy)
Assumptions:
■ The City shall participate at a workshop to discuss results of the Admin Draft Preliminary Design Technical
Memorandum and shall provide comments for consultantto incorporate into the Final Preliminary Design TM.
Pipeline alignments presented as part of the preliminary design deliverables will be general and illustrative in
nature. Detailed backgrounds (aerial photography or survey contours) are not anticipated to be available, nor
required; backgrounds are anticipated to be street and parcel backgrounds (GIS shape files) provided by the City
or otherwise made available to Consultant.
IN This task does not include the development of pipeline profiles.
■ Citywill identify cost items for which individual property owners are responsiblefor use in deveioping a
conceptual bid schedule.
Task 6 - Final Design
Consultant shall develop drawings (plan and profile for new mains and plan view for meters and services)for each
phase. The final design will ultimately result in a comprehensive set of bid documents and plans for each phase (4, 5, 6)
of work that the City of Lodi can publicly bid for the water meter installation and mainline relocations. Project phases
shall be designed and constructed in sequence, in accordancewith the preliminary construction schedule developed
underTask 5. It is assumed that Phase design shall be completed and ready forbid by January 1,2011. Design of
subsequent phases (5 and 6) shall be completed during construction of previous phase(s) to be advertised for bid in
January of subsequent years. Each phase shall go through 60%, 90% and Final Design, as defined below, with separate
submittals for each phase, and each submittal shall gain detail and respond to City's comments on previous submittals.
Lead: Tony Valdivia
Phase/Duration: Phase4, Phase 5, Phase 6
6.1 60% Design
Consultant shall perform engineering and design activities to develop a 60% level of completion for the project
facilities. The submittal shall include the following components:
■ Plan and section views of all relocated pipelines showing points of connection for relocated connections and
utilities.
■ Location and type of meter for new meter installations
City of Lodi 10 November2,2009
Water Meter Planning, Design and Program Management Services
Scope of Work
® Design details, including meter installation, connections, roadway paving, trenching, etc.
o Technical specifications for major equipment or project components and a complete table of contents for the
final design package.
o Engineer's cost estimate (current phase only), projected to mid -point of construction.
■ Design memorandum summarizing contents of the submittal package, outstanding items, etc.
Deliverabies:
■ 60% Design Submittal Packages
Five (5) hard copy sets of 11x17 drawings and 8-1/2 x 11 specifications
• One (1) CD -Rom containing pdf format files of the drawings, specifications, and supporting
documentation)
Assumptions:
■ Consultant shall prepare drawings in AutoCAD using the City's standard title block and CAD standards. Drawings
to be developed in AutoCAD 2008 unless City provides a preferred standard prior to Preliminary Design (Task 5)
® Specifications shall be 16 Division CSI format, prepared in MS Word. Consultant shall use the City's front end
specifications (Division 0 and 1) edited to make them project specific.
o Consultant shall organize the submittal CD -Rom for easy navigation. Drawing and specification files will be titled
for easy identification.
o Backgroundsfor project drawings shall be appropriate for the intended use, as defined under Task 2.3.
■ Drawing scale is assumed to by 1" = 30', as defined in Task 2.3. All distribution main pipeline design shall be
presented on two panel pian and profile drawings using Consultant drawing template.
6.2 90-W Design
Consultant shall perform engineering and design activities to develop a 60% level of completion for the project
facilities. The 90% Design Submittal shall incorporate City comments received on the 60% Design submittal. The
90%submittal shall include the following components:
■ Plan and section views of all relocated pipelines showing points of connection for relocated connections.
• Plan, section, and detail drawings showing the location and type of meter installation for new meter installations
and providing notes for special -circumstance installations.
■ Design details including meter installation, connections, roadway paving, trenching, etc.
■ Complete technical specifications.
o Engineer's cost estimate.
Design memorandum summarizing contents of the submittal package, outstanding items, etc.
Delivera bless
■ 90% Design Submittal Packages
n Five (5) hard copy sets of 11 x1 7 drawings and 8-1/2 x 11 specifications
n One (1)CD-Rom containing pdf format files of the drawings, specifications, and supporting
documentation)
City of Lodi 11 November2,2009
Water Meter Planning, Design and Program Management Services
Scope of Work
Assumptions:
■ Same as 60% Design.
6.3 Final Design
Consultant shall finalize the drawings and specifications based on the 90% design submittal review comments from
the City. The final design submittal shall be signed and stamped by the responsible engineer. The final design
submittal shall includethe following components:
■ Final drawings and specifications
■ Final engineer's cost estimate
Deliverables:
■ Final Design Submittal Package
■ One (1 full-size, camera ready, unbound mylar set of drawings
■ Five (5) hard copy sets of 11x1 7 drawings and 8-1/2 x 11 specifications
■ One (1)CD-Rom containing pdf format files of the drawings, specifications, and supporting
documentation
Assumptions:
■ Same as 60% Design.
Task 7 - Bidding and Construction Support
Purpose: City of Lodi, a t their discretion, may utilize the Consultant's services during the Bid Period and Construction
activities. The engineer's service shall facilitate the City's effort to bid and award the pipeline replacementand meter
installation contracts.
Lead: Tony Valdivia
Phase/Duration:
Phase4/ NTP - April 2011, Construction —Aprilto Oct 2011, Closeout — Oct to Dec 2011
Phase 5/ NTP—April 2012, Construction —Aprilto Oct 2012, Closeout — Oct to Dec 2012
Phase 6/ NTP—April 2013, Construction — April to Oct 2013, Closeout—Oct to Dec 2013
7.1 Bid Period Services
Consultant shall assist the City in administering bid -phase activities for each project phase including:
Coordinate with City's printing vendor to produce bid sets for contractor distribution. Vendor typically handles
distribution and charges bidders by the set. Consultantshall deliver a .pdf file to vendor.
o Maintain plan holders list
■ Respond to bidder questions
■ Prepare and distribute addenda to plan holders, as required
13 Administer pre-bid meeting (1per phase)
■ Evaluate bids for completeness
Deliverables:
City of Lodi 12 November 2,2009
Water Meter Planning, Design and Program Management Services
Scope of Work
Bid documents (up to 30 sets, specifications and half-size drawings)
° Pre -Bid meeting agenda and minutes
° Plan holders list
Bidder inquiry and response log
Up to two Addenda, as needed
n Bid evaluation forms and recommendations
o Submittal review comments
° Responsesto RFIs and/or Clarifications
Assumptions:
Consultant shall be the main point of contact for bid inquiries.
City shall provide data and/or input as necessaryto address bidder questions.
City shall appoint a construction managerwho shall be responsiblefor administering the construction contract
and shall be the Consultant's main point of contact.
7.2 Engineering Services During Construction
Consultant shall provide construction support to the City for each project construction phase including:
Maintain a project office, furnished by the City, within the City of Lodi and provide staff as required to perform
construction phase activities. Project office shall be suitable for meetings with tenants and property owners and
shall include space for construction contractor community liaison.
Advise construction contractor/construction manager, as required, during meter and pipeline installation on a
site -by -site basis. For example, Consultant shall confirm with the contractor which type of meter installation is
applicable for each affected property and shall determine if special conditions or conflicts exist a t properties,
and direct contractor regarding how to address issues in the field.
Attend construction meetings, as requested, up to one a week. Attendance is assumed to be coincidentwith
Consultant presence in local project office and not requiring a separate trip to the City project site.
■ Review of construction submittals.
° Respondto requestsfor information (RFIs) and/or clarifications.
Review of proposed change orders and participation in negotiations on behalf of the City, as needed.
Deliverables:
Construction meetings and site visit memos
■ RFI/Clarification Log
o Change order reviews/negotiations
■ Contractor as -built drawings documentation
Assumptions:
° Field inspections are not included in the scope
13 City shall provide data and/or input as necessaryto address Contractor's questions.
City of Lodi 13 November 212009
Water Meter Planning, Design and Program Management Services
Scope of Work
The City shall be responsible for implementing its policies and procedures for public works procurement,
purchasing and construction.
City shall appoint a construction manager who shall be responsible for administering the construction contract
and shall be the Consultant's main point of contact.
Consultant shall provide public coordination; meter coordination with property owner
Task 8 -Meter Program Administration
Purpose: Consultant shall serve as the program administrator for the Meter Program. This approach will centralized all
incoming and outgoing correspondence relating to the installation, implementation, and troubleshooting of the meter
program. The centralized information will be processed in a usable format and accessible at the City's request.
Leader: Tom Dugan
Phase/Duration: All Phases
8.1— Development of Public Communications Materials
Consultant shall be the primary public contact for questions/concerns prior to and during construction and shall
maintain a local presence as needed.
Consultant shall provide notices to affected property owners/residents. City shall provide a mailing list database of
property owners and residents. Both property owners and customers must be contacted, as appropriate.
Consultant shall develop draft notices, as defined in the following table, and submit to City for review/comment.
Consultant shall be responsible for all reproduction and mailing costs.
Consultant shall maintain a database containing a record of communications, including all notices mailed,
responses to such notices, dates on which individual meters installed and dates on which meters are initially read
bythe City. Such information shall be entered into a database compatible with the City existing billing database
such that complete records can be turned over to the City at any time during program implementation and at the
conclusion of the project.
Consultant shall provide information to City suitable for posting on City website for public notice of project status.
The specific communications, content and timing are outlined preliminarily in the table below. A public
communications workshop will be held early in the preliminary design phase to review the attached and adjust as
deemed necessary. Public outreach is not included in this scope of work except to provide informational
notifications as shown in the table.
City of Lodi
14
Water Meter Planning, Design and Program Management Services
November 2,2009
Scope of Work
Proposed Codi Water Meter Program Mailings and Door Hangers (subject to modification based on City and Consultant discussions)
City of Lodi i5 November2,2009
Water Meter Planning, Designand Program Management Services
Number of
N umberof
Mailing
Addressed to
parcels
mailings or
Type
Content,
Miming/Approx Date-
hangers
Program Startup amd!Ptiase4
Announcement to
Priorto Self Install
1
All residents+owners
13,289
21,700
Postcard
introduce meter
Program
program & procedures
commencement
to self -install meter
December2009
All Phase residents+
Preliminary Design
Preliminary Design
Z
13,289
21,700
Postcard
Announcement and
Complete
owners
Phasin ofwork
Aril 2010
Announcement to all
3
All Phase4 residents+
3,961
6,500
Postcard
parcels in Phase4with
Final Design Complete
owners
general construction
November2010
anning information
Phase4 residents-
Description of locator
1 month prior to
4
main replacement
971
2,000
Door HaW.
stake, Announce
installation
plus spares
construction week
April -October 2011
Announce Completion
After Completion of
5
All Phase4 residents
3,961
4,400
Door Hanger
B
of Construction and
when meterswould be
Construction
December2011
Announce Completion
After Completion of
6
Phase4 non-resident
3,961
1,900
Postcard
of Construction and
Construction
owners
when meters would be
read
December2011
Phase 5
Announcement to all
7
All Phase 5 residents+
2,801
4,600
Postcard
parcels in Phase 5 with
Final Design Complete
owners
general construction
November2011
planning information
Phase 5parcels -main
Description of locator
1monthpriorto
8
replacement plus
670
1,400
Door Hanger
stake, Announce
installation April -October
spares
construction week
2012
Announce Completion
Aft r Com letion of
9
All Phase 5 residents
2,801
3,100
Door Hanger
Wtnen nstructi n a g be
�or�st .oMB
read meters
December2012
Announce Completion
After Completion of
10
Phase Snon-resident
2801.
3,100
Postcard
of Construction and
Construction
owners
when meterswould be
December2012
read
Phase 6 and Program Close Out
Announcement to all
All Phase 6 residents+
6527
10700
Postcard
parcels in Phase 6with
Final Design Complete
11
owners
,,
general construction
November2012
planning information
Phase 6 parcels- main
Description of locator
'I month prior to
12
replacement plus
1,307
2,700
Door Hanger
stake, Announce
installation April -October
spares
construction week
2012
Announce Completion
After Completion of
13
All Phase 6 residents
6,527
7,200
Door Hanger
of Construction and
Construction
when meterswould be
December 2013
read
Announce Completion
14
Phase 6non-resident
6,527
3,100
Postcard
of Construction and
After Completion of
Construction
owners
w
when meterswould be
December2013
read
City of Lodi i5 November2,2009
Water Meter Planning, Designand Program Management Services
Scope of Work
Upon receiving City approval of the notification iayout and content, the Consultantwill producethe
necessary number of mailers, then address, stamp and mail the notifications. All responsesto the
mailers will be directed to the Consultanta t the City office location.
Notices, incorporating City comments, shall be mailed at approximatelythe following project
milestones:
' December 2009— Program and Self Installation Announcement: Consultant shall mail
notices to residential property owners under the program to introduce the water
meter program, describe the intent and scope of the program and present
payment/financing options to residential water customers, includingthe option to self -
install in accordance with the Self -Installation Manual developed by the Consultant.
' April 2010— Atthe conclusion of Preliminary Design: Consultant shall mail notices to
residential property owners and tenant customers underthe Meter Program
describing the intent and scope of the Water Meter Program, estimated schedule for
implementation for each affected property, answers to frequently asked questions, and
Consultant contact information to obtain additional information.
November2010/November 2011/November 2012 — Atthe conclusion of 90% Design:
Consultant shall mail notices to residential property owners and tenant customers
affected under the current phase. The notice shall present the general construction
schedule and describethe general construction activities and impacts and provide the
Consultant contact for obtaining additional information and/or submitting
concerns/complaints prior to or during construction. Information on estimated cost and
property owner payment plans will also be included in this notice.
■ April to October2011/ April to October2012/ April to October 2013 —After award of
Construction Contract: Consultant shall mail notice to residential property owners and
tenant customers affected under the current phase with specific dates for meter
installation at least one month ahead of planned construction. Notice shall confirm that
property owners and/or tenants did/did not submit written concerns, and whether such
concerns have been resolved, and remind recipients of Consultant contact information
for additional inquiries. Final cost and payment information will also be provided in the
notice.
December 2011/December 2012/December 2013 — Atthe conclusion of meter
installation: Consultant shall mail notices to residential property owners and tenant
customers affected underthe current phase confirming that meter installation is
complete, noting the date of completion and notifying property owners of the date on
which meter reading and billing will begin in accordance with City of Lodi requirements
for public notification.
Deliverables:
■ Draft and Final Public Notices
Assumptions:
City shall provide Consultant working office space within City offices that will be a main point of
interfacingwith the public.
City of Lodi 16 November2, 200
Water Meter Planning, Design and Program Management Services
Scope of Work
■ City shall provide an up-to-date mailing list database of residential property owners and tenant
residents. Including both owners and tenants, the City estimates a total of 25,000 mailing
addresses affected by the Meter Program.
n Consultant shall be responsiblefor all reproduction and mailing costs of public notices and shall
not utilize City resources for these activities without City approval.
8.2 —Develop and Maintain Meter Database
Consultant shall be responsible for ensuring that meter installations are properly registered to the
correct customer/parcel, administering and documenting meter installation and acceptance by City and
coordinating City start of meter reads. Consultantshall work closely with and follow direction of the
City and shall implement the program in keeping with City's policies and procedures.
Consultant shall maintain and complete documentation in the form of an electronic database as
required by the City of Lodi for meter installation. This information includes meter specifications, meter
serial number, electronic radio transmitter specifications and register numbers, electronic radio
transmitter serial number, address, parcel number and initial meter read and date.
The Consultant shall develop a Meter installation Documentation Plan that will define how the
information will be collected: processed, and administered to the City. The plan will discuss the
database format and content, and how the database will be integrated into the City's system.
Deliverables:
■ Final Meter Installation Documentation Plan (one.pdf and one hard copy)
n Meter Installation Documentation
• Meter Program Database (compatible with Oracle D132/400 format)
Assumptions:
• City will work with Consultant to provide access to City database, if proprietary. Purchase of
database software is not included in this scope of work.
8.3 — Develop and Implement Meter Reading Program
Consultant shall work with the City to develop a meter reading schedule that complements existing
electricity meter readings. Consultantwill communicate to the City's meter readingstaff when meters
have been accepted and are readyfor initial read. The initial intent is that water and electric meters
will be read concurrently using remote reading methods). Presence will be maintained at a local Lodi
office to address any concerns regardingthe meter reading program.
Deliverables:
■ Draft and Final Meter Reading Schedule (one .pdf and one hard copy)
■ Final Meter Database (including initial meter reads)
Assumptions:
• Consultantshall be present during initial meter reads.
City of Lodi 17 November2, 200!
Water Meter Planning, Design and Program Management Services
Scope of Work
Fee Estimate
The fee estimate for this scope of work is attached.
Schedule
The schedule for this scope of work is attached.
Approved per Resolution No. 2009-
l.c... Jam"
Blair -King D. Stephen Schwabauer
City Manager
A ES
Randi Johl
City Clerk
City of Lodi
18
City Attorney
Water Meter Planning, Design and Program Management Services
November 2, 200
City of Lodi
Water Meter Program
Amendment No. 1toTask Order No. 1
Exhibit B
Detailed Scope of Work
This Amendment No. Ito Task Order No. 1 (Amendment No. 1)has been prepared to account for
changes in the Scope of Work and Budget for the Water Meter Program (WMP) as originally scoped in
October 2009. The following amended Scope of Work describesthese changesthat are necessaryto
accommodate a 7 phase construction program through to the end of 2017. Design of the seven
construction packages will be consolidated over a two year period from 2011 to 2012/13.
The following generally describe the scope modifications and changed project conditions addressed in
this Amendment No. 1.
The original project duration has been lengthened twice since work on the WMP began in
October 2009. The original scope was intended for a three phase construction program ending
in 2013. Action by the City associated with review of the Water Utility reserves and the water
rate setting process extended the implementation of the WMP to five phases, ending in 2015.
Recent action by the City has extended the implementation to seven phases, extending the
WMP implementation period starting in 2010 and ending in 2017. This Amendment No. 1
extends the WMP support services and project management activities to the end of 2017.
The meter installation classification process was accelerated so that all properties could be
noticed through a Proposition 218 process in early 2011 and then billed for meter installation
starting in July 2011. The field reconnaissance effort was also expanded from the original scope
to collect information that would allow early notification to each parcel owner of their meter
instaiiation class and associated cost. This information wiii aiso be provided to the installation
contractors to reduce unknowns.
The existing City database, from which the original scope of work was developed, required
significant verification, investigation and supplementing, including a parcel by parcel review of
service information and serving main identification in order to validate the meter installation
class quantities and main replacement pipeline length. The database also proved to be
inadequate in determining they type of residence (single family, duplex, triplex, quad-plex,
higher density apartments, condominiums and trailer parks) and whether the residence was
occupied by the parcel owner or a tenant. The level of effort required to perform these data
reviews exceeded the original scope.
Additional main replacements were identified (increase from 22.2 miles to 25.4 miles) and will
be included in the design of seven construction phase packages.
The initial level of effort for communication with the community has been substantially greater
than anticipated, resulting in a higher level of effort to meet the City's needs. This additional
effort is included in Amendment No. 1 along with extending this activity at a reduced level of
effort to the end of 2017.
Modification and reconciliation of the County Assessor's Parcel Map (APN) database and City's
Customer Information System (CIS)databaseand the City's MapGuide GIS database to support
the water usage based billing process resulting from the WMP exceeded original scope level of
effort assumptions and estimates.
Amendment No. Ito Page 1 October 20,2010
Task Order No. 1
City of Lodi
Water Meter Program
• Administration of the Privately Contracted Meter Installation (PCMI) program has been
performed during the 2010 calendar year. Administration of the program was not included in
the original scope of services
• Additional support services for the Water Meter Program have been identified in the initial ten
months of the project. This includes assisting the City in creating the WMP cash flows for
several phasing alternatives and working with the City's rate consultant to refine the water
utility rate model.
The original Scope of Services is amended as follows:
Task 1 -Project Management
Purpose: The Consultant shall manage its team in accordance with the defined tasks to meet the WMP
objectives, schedule and budget. The Consultant shall establish and maintain open communication with
the City representatives to ensure the project is progressing consistent with the City's objectives.
Amendment Changes:
1. The project management level of effort has been increased since the start of work due to
ongoing additional work requests, requiring additional coordination, tracking, and reporting.
Additional meetings have been conducted to maintain information flow between the City and
Consultant team. The result has been a definition of the work and the processfor executing the
scope of services that will allow for a reduced level meetings and management time. The
quality assurance and quality control level of effort will increase due to additional phase bid
packages and additional main replacement design work.
Original T01 Budget: $330,960
Proposed Amendment Budget: $770,000
Task 2 -Data Collection
Purpose: Data collection is essential to help characterize the proposed setting for the project and
identify City requirements and policies for the proposed construction during each phase. A thorough
data collection effort will supplement available City information from its CIS and MapGuide databases to
assist in design and implementation of a comprehensive water meter installation and water main
replacement program.
Amendment Changes:
1. Approximately 18,500 feet of replacement main has been added to the WMP and will require
additional survey and mapping, utility research and field verification by the design team.
2. The field reconnaissance program has been required for several reasons, consisting of
performing a field review of each residential parcel (excluding higher density residential parcels)
for the purpose of recording parcel specific information. This information was necessaryto:
a. meet City notification requirements under Proposition 218 associated with charging
property owners for the cost of meter installation through a determination in the field
of a meter installation class based on existing water service configuration for each
parcel
verify street address and assessor's parcel number match that was not evident in the
City's CIS database but is critical in establishing property owner accounts within CIS for
absentee (non-resident) property owners
Amendment No. Ito Page 2 October 20,2010
Task Order No. 1
City of Lodi
Water Meter Program
c. Additional information was collected through the field reconnaissance program to
facilitate an update of the City's CIS database specifically for the premise type. This is
necessaryfor accurate assignment of a water rate structure for each residential parcel
under the WMP. The City's existing CIS database is not accurate in this respect.
d. Additional parcel -specific information has been collected that will be disclosed to the
City's construction contractor to reduce unknowns and eliminate contingencies in
contractor bids. Experience with the Infrastructure Replacement Project No. 3 indicates
this effort will result in savings well in excess of $1 million.
Field reconnaissance is expected to be complete by the end of 2010.
Original T01 Budget: $584,198
Proposed Amended Budget: $1,100,000
Task 3 -Phasing Technical Memorandum
Purpose: The City identified a proposed phasing approach for the Water Meter Program that served as
the basis for the original scope development. The Consultant reviewed the City's proposed phasing plan
to verify the approach would result in efficiency in implementing the original 3-phase metering program
(2010to 2013).
Amendment Changes:
1. During the initial months of work on the WMP implementation, the City extended the program
from three annual phasesto five. The phasing plan was revised to accommodate this extension
in February 2010, with a goal of maximizing the more straightforward meter installations in
earlier phases and minimizing main replacements. The duration of the WMP was 2010 to 2015.
2. Subsequent to adopting the five phase implementation plan, the City has extended the WMP to
seven phases (2010 to 2017).The five WMP phases were rebalanced to maximize initial meter
installations and minimize replacement pipeline in the first phase. The Consultant will be
developing a new phasing configuration for the current Phases 2 through 7.
Original T01 Budget: $20,032
Proposed Amended Budget: $60,000
Task 4 -Self-Installation Manual
This task is unchanged. Work was complete in January 2010. Subsequent administration of the
Privately Contracted Meter Installation program was not in the original scope and is described in Task 8.
Task 5 - Preliminary Design (30%)
Purpose: The Consultant shall prepare a complete preliminary design (approximately 30% design level)
submittal covering all phases of implementation in accordance with the Phasing Plan developed under
Task 3. The purpose of the preliminary design is to establish a consistent basis for the three subsequent
Phase final design efforts.
Amendment Changes:
1. The preliminary design task required additional efforts associated with reviewing the City's
MapGuide GIS database. Numerous inaccuracies were identified, impacting the number of
meters and classes of meter installation and the length of undersized water mains requiring
replacement. A parcel by parcel search of water service and serving water main information
Amendment No. Ito Page 3 October 20,2010
Task Order No. 1
City of Lodi
Water Meter Program
was necessaryto properly define the WMP. This verification work was not anticipated in the
T01 scope of work and resulted in identifying an additional 3.2 miles of main replacement and
segregating the residential parcels into single family, duplex, triplex, quad-plex and higher
density multi -family residential.
2. As the definition of the WMP evolved through the verification process, the City requested that
the balance of meter installations by class and simplicity and associated main replacement work
be reconfigured in the phasing plan to put the simplest meter installations (newer portions of
Lodi) in earlier phases. This effort resulted in several iterations of alternative phasing
boundaries.
Original T01 Budget: $63,753
Proposed Amended Budget: $94,000
Task 6 - Final Design
Purpose: Prepare design documents for use in bidding and constructing WMP improvements in three
construction phases. Consultant shall develop drawings (plan and profile for main replacements and
plan views for meters and services), specifications and construction cost estimates for three annual
construction packages between 2010 (Phase 1) and 2012 (Phase 3). Project phases shall be designed
and constructed in sequence, in accordance with the preliminary construction schedule and phasing
plan developed under Tasks 3 and 5. Each phase design shall go through 60%, 90% and Final Design
submittals.
Amendment Changes:
The project implementation has been lengthened to include seven construction phases,
requiring seven separate construction packages. Also, the main replacement component has
expanded by approximately 18,500 feet.
2. To minimize additional design costs, Consultant shall consolidate the design and development of
the remaining six phase bid packages into a more efficient design period of approximately 2
years in duration. The Phase 1design is nearing completion and will be advertised for bid in
January 2011.
Original T01 Budget: $821,463
Proposed Amended Budget: $1,200,000
Task 7 -Bidding and Construction Support
Purpose: The Consultant shall support the City in bidding of the three construction projects and during
construction. The City is responsible for field inspection and contract administration. The Consultant is
responsible for typical engineering services during bidding and construction, coordinating construction
with the community and neighborhoods and supporting other associated City efforts.
Amendment Changes:
1. The scope of services is reduced to eliminate construction support services for the WMP. The
intent of the City is to address construction management, construction contract administration,
field inspection and engineering services during construction a t the time of award of a
construction contract.
Amendment No. Ito Page 4 October 20,2010
Task Order No. 1
City of Lodi
Water Meter Program
2. The scope of services had been increased to provide bidding support for each of the seven
phases of construction. The bid support tasks include developing responses to bidder inquiries,
preparing addenda, participating in the pre-bid conference, reviewing the bid results in support
of award of the contract, and preparing conformed contract documents.
3. Updating of the bid documents prior to advertising may be required for construction contract
bid phases that are initiated more than six months following completion of the design process
under the consolidated design approach described for Task 6. The intent of the City is to
address this process at the time of approval to advertise a packagefor bidding. This updating
process is not included in the scope of work.
Original T01 Budget: $468,551
Proposed Amended Budget: $175,000
Task 8 -Meter Program Administration
Purpose: Consultant shall serve as the program manager for the WMP. Program management activities
include assisting the City in development of financing information, construction cost projections,
implementation policies, community communications and notifications. This approach will centralize all
incoming and outgoing correspondence relating to the installation, implementation, and
troubleshooting of the meter program.
Amendment Changes: The approach for WMP program administration has evolved based on experience
during the initial 10 months of the WMP. The following are the significant changes affecting scope and
level of effort.
1. Extraordinary level of effort has been necessary in handling inquiries from the public. As of the
end of September 2010, the Consultant has fielded, responded to and documented 723
communications from the community, with a peak month volume at 164 communications.
Responding to this level of incoming communications has resulted in two staff people being in
Lodi between 3 and 4 days a week for the initial 10 months of the WMP.
2. The program management activities are extended through 2017 at a reduced level of effort that
provides for local presence approximately two man -days per week.
3. Consultant will continue to develop a quarterly newsletter outline and materials for
development and distribution by the City, and revise and update billing and other notices
through to the end of the WMP in 2017.
4. Consultant has conducted presentations for several service clubs, organizations, and
stakeholder groups not anticipated in the original scope of services. Consultant will continue to
be available for these presentations as requested by the City and within the Consultant's local
office presence budget.
5. Because of the state of the City's CIS database relative to the need for modifications to
accommodate usage based billing and billing of absentee property owners for meter
installation, the Consultant has expended significant effort not anticipated in the T01 scope of
work in development of a metering database from the City's CIS database to prepare the City for
initiating usage based water billing. This work included:
• Developing a correlation between the CIS premise codes and assessor parcel numbers
• Determining the occupant status of residents (owner or tenant) for use in determining new
customers for meter installation billing and for notification purposes. Absentee property
Amendment No. Ito Page 5 October 20,2010
Task Order No. 1
City of Lodi
Water Meter Program
owners will become new billing customers when the City initiates billing for meter
installation costs.
• Expandingthe database to provide a repository for parcel specific information collected
through the field reconnaissance program.
• Verifying the existing CIS information relative to premise type (related to water rate
structure), current metered customer accounts and meter read history.
• Soliciting and consideration of input from the City's IS and Finance departments to
understand the billing process under the flat water rate structure and help develop a
transition plan to convert to a usage based structure over the seven phases of the WMP.
• Addressing City policy implications for metering of parcels with atypical configurations or
characteristics.
• Analyzing historic meter read information to assess quality assurance needs for the City.
• Developing water use comparison bills for metered customers in the year prior to initiating
metered use bills. The evolving database is being used to generate mailing lists for these
billings in cooperation with City ISD.
6. Consultant has assisted the City in developing potential policies and positions to facilitate
implementing the WMP.
The City has elected to procure meters and ERTs using a long-term procurement contracting
approach. Consultant has prepared justification for sole -source procurement of meters and
ERTs and a Request for Quotation/Proposal that will become the basis for a City procurement
contract. Consultant will assist the City to develop, negotiate and execute the procurement
contract. The intent of the City is to address meter procurement contract administration with
the award of construction contracts.
8. City is requiring more accountability for its meter readers to ensure that efforts are made to
obtain reads from all active meters. Consultant is assisting ISD in implementing a quality
assurance program for meter data so that when released to Finance Department for billing, the
data has been screened for anomalous readings. Consultant will assist in implementing this
program.
9. Development of Metering Approach for High Density Multi -Family Parcels. The Consultant shall
work with the City to develop a metering approach for high density multi -family parcels within
the City. This would include apartment buildings, condominium complexes, and mobile home
trailer parks. The Consultant shall catalog type and approximate number of units on these
parcels through field reconnaissance efforts. Consultant shall develop with City the approach
for implementing a metering program for this category of residential land use. The
implementation such a program is not included in this subtask and would be subject of a future
Task Order.
Deliverable: Draft and final metering approach TM (five hard copies and one .pdf)
10. Development of Metering Approach for Mixed Use and Commercial Parcels. Consultant shall
work with the City to develop a metering approach for mixed use residential/commercial,
commercial and industrial parcels within the City. The Consultant shall catalog type and
approximate number of these parcels through windshield survey efforts. Consultant shall
develop with City the approach for implementing a metering program for this category of land
use. The implementation such a program is not included in this subtask and would be subject of
a future Task Order.
Amendment No. Ito Page 6 October 20,2010
Task Order No. 1
City of Lodi
Water Meter Program
Deliverable: Draft and final metering approach TM (five hard copies and one .pdf)
Original T01 Budget: $502,626
Proposed Amended Budget: $1,350,000
Task 9 — Lodi Construction Special Provisions Update (New Task)
Purpose: Bring existing City construction specifications (Special Provisions) current with most recent
Caltrans Standard Specifications and current City practice for public works construction projects.
Consultant shall perform this task under the following subtasks.
Subtask 9.1 — Update Special Provisions to 2006 Caltrans Standard Specifications [Note that Caltrans
intends to publish a 2010 version of the Standard Specifications]
Consultant shall update Lodi's existing Special Provisions document to be consistent with the May
2006 Caltrans Standard Specifications. Work included in this task is:
Conversion of existing printed document to electronic document. It is assumed that the
electronic document appearance will be substantially the same as the existing printed
document.
Review of the Special Provisions to ensure that references to the Standard Specifications
and Plans are referencing the appropriate content from the 2006 Caltrans Standard
Specifications and Plans. RMC will also identify other City information (e.g. phone numbers
and values) that the City may wish to update.
Subtask 9.2 — Develop New Special Provisions
Consultant shall prepare new Special Provisions and update language based on City current
practices. Work included is:
• Review Special Provisions and Caltrans standard specifications to identify areas or provisions
that may require additional consideration by the City. It is assumed that the current Lodi
Special Provisions are suitable for the purposes of the City with the proposed updates
described below.
• Should there be new Special Provisionsthat require modifications (as determined by the
City), develop concepts, engineering background, and text for new Special Provisionsthat
have been identified as necessary by the City of Lodi. It is assumed that up to six new
Special Provisionswill be developed.
• Prepare Draft Special Provisions suitable for review a t a workshop with City Public Works
staff, including input received from City staff and any new Special Provisions. Incorporate
any comments on Draft Special Provisions and produce Final document.
• Participate in a workshop with City staff. During this workshop, RMC will identify those
areas in the Draft Special Provisions that have updated references to the Standard
Specification and Plans and review proposed Special Provisions that the City should consider
adding to the City Special Provisions. It is assumed that the City will provide any additional
changes that the City requires to be included in the Special Provisions, including comments
on the Preliminary Special Provisions.
• Finalize Special Provisions based on input from workshop.
Amendment No. Ito Page 7 October 20,2010
Task Order No. 1
City of Lodi
Water Meter Program
Deliverable: Draft Special Provisions (1PDFand 5 printed copies); Final Special Provisions (1Word
File, 1 PDF, and 5 printed copies)
Original TOI Budget: $0 (none)
Proposed Amended Budget: $20,000
Amendment No. Ito Page October 20,2010
Task Order No. 1
City of Lodi
Water Meter Proeram
RMC WATER AND ENVIRONMENT
Signature
Printed Name
President
Title
Date
CITY OF LODI
Signature
Konradt Bartlam
Printed Name
interim City Manager
Title
Date
ATTEST:
RANDIJOHL
City Clerk
APPROVED AS TO FORM:
D. STEPHEN SCHWABAUER
City Attorney
M-,
No. 1 to Page 9 October 20,2010
Task Order No. 1
Exhibit C
Lodi Water Meter Program
Task Order No. 1
Amendment No. 1 Budget Summary
Task 1:
Project Management (2015)
$
330,960
$770,000
Task 2:
Data Collection
$
584,198
$1,100,000
Task 3:
Phasing Technical Memorandum
$
20,032
$60,000
Task 4:
Task 6:
Self -Installation Manual
Final Design
$
$
$
88,468
63,753
821,463
$88,468
$94,000
$1,200,000
Task 7:
Bid Period and Construction Support
$
468,551
$175,000
Task 8:
Meter Program Administration
$
502,626
$1,350,000
Task 9:
Lodi Construction Special Provisions Update
$20,000
Additional Work Requests
TOTAL
$
2,880,051
$4,857,468
RESOLUTION NO. 2010-193
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING
THE CITY MANAGER TO EXECUTE AMENDMENT NO. 1 TO
PROFESSIONAL SERVICES AGREEMENT WITH RMC WATER
AND ENVIRONMENT, OF WALNUT CREEK, FOR WATER
METER PLANNING, DESIGN, AND PROGRAM MANAGEMENT
AND FURTHERAPPROPRIATING FUNDS
WHEREAS, on October 7, 2009, City Council approved a professional services
agreement with RMC Water and Environment, of Walnut Creek, California, for water meter
planning, design, and program management; however, since that time, the water meter program
has undergone a number of changes, requiring an amendment to the professional services
agreement; and
WHEREAS, the changed conditions in the water meter program include expanded
duration of the water meter program from three years to seven years; the length of pipeline
replacement has increased from 22.2 miles to 25.4 miles; the dwelling unit type and occupancy
could not be established by the City's databases; it was determined that Proposition 218
provisions stipulate that the meter installation class and associated cost be recorded for every
parcel in the water meter program; the phasing assumptions have changed twice, once to five
years and again to seven years; the Water Utility Financial Model required the phased
construction data to be included in the model; and a much greater effort has been required than
assumed in working with the public and staff; and
WHEREAS, staff recommends approval of Amendment No. 1 in the amount of
$1,977,417.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize the City Manager to execute Amendment No. 1 to Professional Services Agreement
with RMC Water and Environment, of Walnut Creek, California, for water meter planning,
design, and program management in the amount of $1,977,417; and
BE IT FURTHER RESOLVED that funds in the amount of $2,250,000 be appropriated
from the Water Fund for this project.
Dated: November 17, 2010
------------------------------------------------------------------------
------------------------------------------------------------------------
hereby certify that Resolution No. 2010-193 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held November 17, 2010, by the following vote:
AYES: COUNCIL MEMBERS —Hansen, Hitchcock, Johnson, Mounce, and
Mayor Katzakian
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS— None
/7
ABSTAIN: COUNCIL MEMBERS— None s
D L
City Clerk