HomeMy WebLinkAboutAgenda Report - November 6, 2013 C-12AGENDA ITEM v * 120
CITY OF LODI
COUNCIL COMMUNICATION
TM
AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute Amendment to Professional
Services Agreement with Carollo Engineers, Inc., of Sacramento ($90,000)
MEETING DATE: November 6, 2013
PREPARED BY: Public Works Director
RECOMMENDED ACTION: Adopt resolution authorizing City Manager to execute amendment to
Professional Services Agreement with Carollo Engineers, Inc., of
Sacramento, in the amount of $90,000.
BACKGROUND INFORMATION: On April 18, 2012, City Council approved a Professional Services
Agreement with Carollo Engineers, Inc., to provide Surface Water
Treatment Plant (SWTP) transition management services. These
services include technical support and assistance with the Pall membrane system, review of plant
operations and performance data, and assistance with special studies required by the California
Department of Public Health (CDPH), which regulates the facility. Carollo has successfully provided
these services, and its continued assistance is important as the SWTP transitions to unattended
operation in early 2014.
Additional major tasks to be completed in 2014 include:
• CDPH One -Year Operations Report
• Develop Final Criteria for Unmanned Operation
• Obtain Final CDPH Permit
• Ongoing SWTP Performance Review
Staff recommends approving the amendment to provide these services on a time -and -material basis for
an amount not to exceed $90,000 through December 31, 2014.
FISCAL IMPACT: These services will result in stable operation and maintenance costs.
FUNDING AVAILABLE: SurfaceWater Treatment Plant (18046 1)
Jordan Ayers
Deputy City Manager/Internal ervices Director
F. Wally S delin
Public Works Director
Prepared by Larry Parlin, Deputy Public Works Director - Utilities
FWS/LP/pmf
APPROVED:
Konradt Bartlam, City Manager
K:\WP\C0UNCIL\2013\Caro110 Amendment.doc 10/29/2013
AMENDMENT NO. 1
Carollo Engineers, Inc.
Professional Services Agreement
THIS AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT, is made
and entered this day of November, 2013, by and between the CITY OF LODI, a
municipal corporation (hereinafter "CITY'), and CAROLLO ENGINEERS, INC. (hereinafter
"CONTRACTOR").
WITNESSETH:
1. WHEREAS, CONSULTANT and CITY entered into a Professional Services Agreement
(Agreement) on April 24, 2012, and a Contract Extension Agreement (Extension) on
July 12, 2013, as set forth in Attachment 1 (attached).
2. WHEREAS, CITY requested to amend said Agreement as set forth in Attachment 2
(attached) and by extending the Term to December 31, 2014; and
3. WHEREAS, CONSULTANT agrees to said amendment.
NOW, THEREFORE, the parties agree to amend the Scope of Services and Fee as set
',forth in the Agreement as Attachments 1 and 2, respectively. The Term of the Agreement shall
be extended to December 31, 2014. All other terms shall be as set forth in the Agreement.
IN WITNESS WHEREOF, CITY and CONTRACTOR have executed this
Amendment No. 1 on , 2013.
CITY OF LODI, a municipal corporation
Hereinabove called "CITY'
KONRADT BARTLAM
City Manager
Attest:
RANDI JOHL-OLSON, City Clerk
Approved as to Form:
D. STEPHEN SCMR
City Attorney
CAROLLO ENGINEERS, INC.
Hereinabove called "CONTRACTOR"
NAME:
TITLE:
Attachment 1
CONTRACT EXTENSION AGREEMENT
CAROLLO ENGINEERS, INC.
SURFACE WATER TREATMENT FACILITY TRANSITION MANAGEMENT
THIS CONTRACT EXTENSION AGREEMENT, made and effective this l9 day of July,
2013, by and between the CITY OF LODI, a municipal corporation, hereinafter called "City", and
CAROLLO ENGINEERS, INC., hereinafter called "Contractor."
WITNESSETH:
1. CONTRACT: Contractor and City, entered into a contract for Surface Water Treatment
Facility Transition Management on April 24, 2012.
2. TERM AND TERMS: The term of this Contract Extension Agreement shall be for a
period of 1 (one) year, commencing immediately and terminating June 30, 2014. All
other terms and conditions will remain as set forth in the Contract for Surface Water
Treatment Facility Transition Management attached hereto as Exhibit 1 and made a part
hereof as though fully set forth herein.
IN WITNESS WHEREOF, City and Contractor have executed this Contract Extension
Agreement on the date and year first above written.
CITY OF LODI, a municipal corporation
hereinabove called "City"
;K;(3NIRRADT BARTLAM, Citf Manager
Attest:
RAN-D-I'JOHL-eOLSON, City Clerk
CAROLLO ENGINEERS, INC.
hereinabove called "Contractor"
n icc r�std�„}i'
AGREEMENT FOR PROFESSIONAL SERVICES
ARTICLE 1
PARTIES AND PURPOSE
Section 1.1 Pa es
THiS AGREEMENT Is entered into on • 2012,
by and between the CITY OF LODI, a municipal corpokation (hereinafter "CITY"), and
CAROLLO ENGINEERS, INC, (hereinafter "CONTRACTOR").
Section 1.2 Puraose
CITY selected the CONTRACTOR to provide the services required In
accordance with attached Scope of Services, Exhibit A, attached and incorporated by
this reference.
CITY wishes to enter into an agreement'with CONTRACTOR for Surface Water
Treatment Facility Transition Management Services (hereinafter "Project") as set forth in
the Scope of Services attached here as Exhibit A, CONTRACTOR acknowledges that it
Is qualified to provide such services to CITY,
ARTICLE 2
SCOPE OF SERVICES '
Section 2.1 Scope of Services
CONTRACTOR, for the benefit and at the direction of CITY, shall perform the
Scope of Services as set forth in Exhibit A. .
Section 2.2 Time *For Commencement and Completion of Work
CONTRACTOR shall commence work pursuant to this Agreement, upon receipt
of a written notice to proceed from CITY or on the date set forth in Section 2.6,
whichever occurs first, and shall perform all services diligently and complete work under
this Agreement based on a mutually agreed upon timeline or as otherwise designated in
the Scope of Services.
CONTRACTOR shall submit to CITY such reports, diagrams, drawings and other
work products as may be designated in the Scope of Services.
CONTRACTOR shall not be responsible for delays caused by the failure of CITY
staff to provide- required data or review documents within the appropriate time frames.
The review time by CITY and any other agencies Involved in the project shall not be
counted against CONTRACTOR's contract performance period. Also, any delays due to
weather, vandalism, acts of God, etc., shall not be counted., CONTRACTOR shall
remain In contact with reviewing agencies and make all efforts to review and return all
comments.
Section 2.3 Moetinas
CONTRACTOR shall attend meetings as may be set forth in the Scope of
Services.
Section 2.4 Staffing
CONTRACTOR acknowledges that CiTY has relied on CONTRACTOR's
capabilities and on the qualifications of CONTRACTOR's principals and staff as
Identified In its pmposal'to CITY. The Scope of Services shall be performed by
CONTRACTOR, unless agreed to otherwise by CITY in writing. CITY shall be notified
by CONTRACTOR of any change of Project Manager and CITY is granted the right of
approval of all original, additional and replacement personnel at CITY's sole discretion
and shall be notified by CONTRACTOR of any changes of CONTRACTOR's project staff
prior to any change.
CONTRACTOR represents it is prepared to and can perform all services within
the Scope of Services (Exhibit A) and Is prepared to and can perform all services
specified therein. CONTRACTOR represents that It has, or will have at the time thia
Agreement Is executed, all licenses, permits, qualifications, Insurance and approvals of
whatsoever nature are legally required for CONTRACTOR to practice its profession, and
that CONTRACTOR shall, at its own cost and expense, keep In effect during the life of
this Agreement all such licenses, permits, qualifications, insurance and approvals, and
shall Indemnify, defend and hold harmless CITY against any costs associated with such
licenses, permits, qualifications, .insurance and approvals which may be imposed against
CITY under this Agreement.
Section 2.6 Subcontracts
Unless prior written approval of CITY is obtained, CONTRACTOR shall not enter
Into any subcontract with any other party for purposes of providing any work or services
covered by this Agreement.
Section 2.6 Term
The term of this Agreement commences on May 1, 2012 and terminates upon
the completion of the $cope of Services or on June 30, 2013, whichever occurs first.
2
ARTICLE 3
CgMPENSATiON
Section 3.1 Compensation
CONTRACTOR's compensation for all work under this Agreement shall conform
to the provislons of the Fee Proposal, attached hereto as Exhibit B and Incorporated by
this reference.
CONTRACTOR shall not undertake any work beyond the scope of this
Agreement unless such additional work is approved in advance and In writing by CITY.
Section 3.2 Method of Payment
CONTRACTOR shall submit invoices for completed. work on a monthly basis, or
as otherwise agreed, providing, without Ilmitadon, details as to amount of hours,
individual performing said work, hourly rate, and Indicating to what aspect of the Scope
of Services said work is attributable. CONTRACTOR's compensation for all work under
this Agreement shall not exceed the amount,of the Fee Proposal.
Section 3.3 Costs -
The Fee Proposal shall include all reimbursable costs regbired for the
performance of the Scope of Services. Payment of additional reimbursable costs
considered to be over and above those Inherent in the onglnai Scope of Services shall
be approved In advanced and In writing, by CITY.
Section 3.4 Auditing
CiTY reserves the right to perlodically audit all charges made by CONTRACTOR
to CITY for services under this Agreement. Upon request, CONTRACTOR agrees to -
furnish CITY, or a designated representative, with necessary information and assistance
needed to conduct such an audit.
CONTRACTOR agrees that CITY or Its delegate will have the right to review,
obtain. and copy all records pertaining to performance of this Agreement.
CONTRACTOR agrees to provide CITY or Its delegate with any relevant information
requested and shall permit CITY or its delegate access to its premises, upon reasonable
notice, during normal business hours for the purpose of Interviewing employees and
Inspecting and copying such books, records, accounts, and. other material that may be
relevant to a matter under Investigation for the purpose of determining compliance with
this requirement. CONTRACTOR further agrees to maintain such records for a period of -
three (3) years after final payment under this Agreement.
3
ARTICLE 4
ISCELLANEOUS PROVISIONS
Section 4.1 Nondiscrimination
In peerforming services under this Agreement, CONTRACTOR shall not
discriminate In the employment of Its employees or in the engagement of any sub
CONTRACTOR on the basis of race, color, religion, sex, sexual orientation, marital
status, national origin, ancestry, age, or any other criteria prohibited by law.
Section 4.2 ADA Compliance
In performing services under this Agreement, CONTRACTOR shall comply with
the Americans with Disabilities Act (ADA) of 1990, and all amendments -thereto, as well
as all applicable regulations and guidelines Issued pursuant to the ADA.
Section 4.8 - Indemnificatioriand Responsibility for Damage
CONTRACTOR to the fullest extent permitted by law, shall Indemnify and hold
..hatmless CITY, Its elected and appointed officials, directors, officers, employees and
voluntears from and against any claims, damages, losses, and expenses (including
reasonable attorney's fees), arising out of performance of the services to be performed
under this Agreement, provided that any such claim, damage, loss, or expense Is
caused by the negligent acts, errors -or omissions of CONTRACTOR, any subcontractor
employed directly by CONTRACTOR, anyone directly or indirectly employed by any of
them, or anyone for whose acts they may be liable, except those injuries or damages
arising out of the active negligence of the City of Lodi or its officers or agents,
Section 4.4 No Personal Liability i
Neither the City Council, nor any other officer or authorized assistant or agent or
City employee shall be personally responsible for any liability arising under this ,
Agreement.
Section 4.5 Responsibility of CITL( I
CITY shall not be held responsible for the care or protection of any material or
parts of the work described in the Scope of Services prior to final acceptance by CiTY,
except as expressly provided herein.
Section 4.6 insurance Requirements for CONTRACTOR f
CONTRACTOR shall take out and maintain during the life of this Agreement,
Insurance coverage as set forth In Exhibit C attached hereto and Incorporated by this {
reference. s
4
Section 4.7 Successors and Asslsins
CITY and CONTRACTOR each bind themselves, their partners, successors,
assigns; and legal representatives to this Agreement without the written consent of the
others. CONTRACTOR shall not assign or transfer any Interest in this Agreement
without the prior written consent of CITY. Consent to any such transfer shall be at the
sole discretion of CiTY.
Sectfon 4.8 Notices
Any notice required to be given by the terms of this Agreement shall be In writing
signed by an authorized representative of the sender and shelf be deemed to have been
given when the -same is personally served or upon receipt by express or overnight
delivery, postage prepaid, or three (3) days from the time of mailing if sent byfirst class
or certified mail, postage prepaid, addressed to the respective parties as follows:
To CITY: City of Lodi
221 West Pine Street
P.O: Box 3008
Lodi, CA 95241-1910
Attn: Larry Partin
To CONTRACTOR: Carollo Engineers, Inc.
2880 Gateway Oaks Drive, Suite 300
Sacramento, CA 95833
Attn: Kathy Marks
Section 4.8 Cooperation of CITY
CiTY shall cooperate fully and in a timely mariner in providing relevant
information it has at its disposal relevant to the Scope of Services.
Section 4.10 ¢ONTRACTOR Is 1yot an Emplovee of CiTY
CONTRACTOR agrees that In undertaking the dutles to be performed under this
Agreement, It shall act as an independent contractor fdr and on behalf of CITY and not
an employee of CITY. CITY shall not direct the work and means for accomplishment of
the services and work to be performed hereunder. CITY, however, retains the right to
regdlre that work performed by CONTRACTOR meet specific standards without regard
to the manner and means of accomplishment thereof.
Section 4.11 Termination
CITY may terminate this Agreement, with or without cause, by giving
,
CONTRACTOR at least ten (10) days written notice. Where phages are anticipated t
within the Scope of Services, at which an Intermediate decision Is required concerning. '
whether to proceed further, CITY may terminate at the conclusion of, any such phase, I
• 5 -
i
i
j
Upon termination, CONTRACTOR shall be entitled to payment as set forth in the
attached Exhibit B to the extent that the work has been performed. Upon termination,_
CONTRACTOR shall immediately suspend all work on the Project and deliver any
documents or work In progress to CITY, However, CITY shall assume no liability for
costs, expenses or lost profits resulting from services not completed or for contracts
entered Into by CONTRACTOR with third parties in reliance upon this Agreement,
Section 4.12 Confidentlal
CONTRACTOR agrees to maintain confidentiality of all work and work products
produced under this Agreement, except to the extent otherwise required by law or
perriMed in -writing by CITY. CiTY agrees to maintain confidentiality of'any documents
owned by CONTRACTOR and clearly marked by CONTRACTOR as "Confidential' or
"Proprietary, except to the extent otherwise required by law or permitted In writing by
CONTRACTOR. CONTRACTOR acknowledges that CITY is subject to the California
Public Records Act.
Section 4.13 Applicable Law Jurisdiction, Severability, and AfEomev19 Fees
This Agreement shall be governed by the laws of the State of California.
Jurisdiction of litigation arising from this Agreement shall be venued with the San
Joaquin County Superior Court If any part of this Agreement is found to conflict with
applicable laws, such part shall be Inoperative, null, and void .insofar as it is in conflict
With said laws, but the remainder of this Agreement shall. be in force and effect. Imthe
event any dispute between the parties arises under or regarding this Agreement, the
prevailing party in any litigation of the dispute shall be entitled to reasonable attorney's
fees from the party who does not prevail as determined by the San Joaquin County
Superior_Court.
Section 4.14 City Business License Rea "re ent
CONTRACTOR acknowledges that Lodi Municipal Code Section. 3.04 ,020
requires CONTRACTOR to have a city business license and CONTRACTOR agrees to
secure such license and pay the appr6priate fees prior to performing any work
hereunder,
Section 4.10 Captions
The captions of the sections and subsections of this Agreement are for
convenience only and shall not be deemed to be relevant in resolving any question or
Interpretation or intent hereunder.
Section 4.16 Intearation and Modification
This Agreement represents the entire understanding • of CiTY and
CONTRACTOR as to those matters contained herein. No prior oral or written
understanding shall be of any force or effect with respect to those matters govered
hereunder. This Agreement may not be modified or altered except in writing, signed by
both parties.
Section 4.17 Contract Terms Prevail
All exhibits and this Agreement are intended to be construed as a single
document. Should any Inconsistency occur between the specific terms of this
Agreement and the attached exhibits, the terms of this Agreement shall prevail.
Section 4.18 Severability
The invalidity in whole or In part of any provision of this Agreement shall not void
or affect the validity of any other provision of this Agreement.
Section 4.19 Ownership of Documents
All documents, photographs, reports, analyses, audits, computer media, or other
material documents or data, and working papers, whether or not in final form, which
have been obtainedorprepared under this Agreement, shall be, deemed the property of
CITY. Upon CITY a request, CONTRACTOR shall allow CITY to Inspect all such _
-documents during CONTRACTOR's regular business hours. Upon termination or
completion of services under this Agreement, all Information collected, work product and
documents shall be delivered by CONTRACTOR to CITY within ten (10) calendar days.
CITY agrees to indemnify, defend and hold CONTRACTOR harmless from any
liability resulting from CITY's use of such documents for any purpose other than the -
purpose for which they were intended.
Section 4.20 Authors
The undersigned hereby represent and warrant that they are authorized by the J
parties to execute this Agreement. i
Section 4.21 Federal Transit Fundina Conditions
❑ If the box at left is checked, the Federal Transit Funding conditions attached as
Exhibit apply to this contract, In the event of a conflict between the terms of this
contract or any of its other exhibits, and the Federal Transit Funding Conditions, the .
Federal Transit Funding Conditions will control.
7
IN WITNESS WHEREOF, CITY and CONTRACTOR have executed this
Agreement as of the date first above written.
CITY OF LODI, a municipal corporation
IkTGE$T' .
NaI JOHL KRAM BARTLAM, City ManaW
City Clerk
APPROVED AS TO FORM: CONTRACTOR:Caroilo Engineers, Inc.
D. STEPHEN SCHWASAUER, City Attorney
JANICE D. MAGDICH, Deputy City Attorney j
NNaamw. Smart ar
Title:C�
✓iaE-Pr J706Nr-
Attachments VICG' •t �}e'� .
Exhibit A - Scope of Services
Exhibit B --Fee Proposal
Exhibit C- Insurance Requirements
Funding Source: 8�, a4ajl
(Business Unit & Account No.)
Doo ID:Projects1Wate6SVVrMSA CaroiloEngineers
camewos 012
Exhibit A
City of Lodi
Surface Water Treatment Facility
Transition Management Services
SCOPE OF SERVICES
INTRODUCTION
The City of Lodi Is completing the construction of a new surface water tr=eatment plant (SWTP)
which will be using Pall Membranes to treat Mokelumne Riverwater for domestic use. The
SWTP was designed by HDR who is providing the engineering services during construction
Including the O&M Manual. The California Department of Public Health has told the City that
they want operator stalfing with Pall experience running this SWTP. A new supervisory control
and data acquisition (SCADA) system will be Implemented at the SWTP and will replace the
existing wall monitoring and control system. The City has requested that Carrillo Engineera
provide an engineer who has Pall experience to assist with the startup, training, and
opttmizaticn of the SWTP.
The City has hired a chief operator and will hire four new operators and ane
electrldan/instrumsntatlen technician. The City will need adsistance to determine the best way
to get laboratory testing completed, heavy maintenance completed and SCADA maintenance
completed.
The nil► SCADA aysthrn wtlt-conbvI the existing wells and their new hypccht4rlte feed from
plant. Tim system YAR -09 havo to work with the S million gatton storage reservoir and use the
City'e yr oft The Cttybas,1,9W acre 1 i (AF) of pre 1814 walbr rights •censtcting of
1,000 AF from October through March and 8,000 AF from March through October. in addition,
the City has 1,000 to 2,000 AF of purchased water banked over the past 8 years that will have.
to be tracked and managed.
The SWTP construction contractor (Overea) plans to start plant testing In July and turn the plant
over to the City in August. Overas appears to be on schedule, Based on this schedule the City
would like these startup services to start no later than May 1, 2012.
It is understood by all parties that after startup, the SWTP will take several years to bring to
normal optimized operation. This will inciude:
• Modifleatlone to overcome supplied equipment deficiencies and issues that cannot be
resolved during construction.
• Process optimization to produce best quality water, which will have to be determined
based on plant actual treatment process.performance.
• , If the plant treatment process Is direct filtration with Pall micro flitratlon (MF), it may
require more MF optimization to produce better system availability (e.g., minimize
cleanings and downtime). MP permeate quallty Is Independent from raw. water quality
. • If there Is a pretreatment process unit upstream of Pall MF, it may be worth optimizing It.
For example, producing 2 NTU water with a clarNW upstream of the membrane's is not
necesemy. 6 NTU won't make a difference and coagulant could be saved.
• Optimization to minimize staffing, electrical and chemical consumption
KiffFRpXGMWATERlem w4WAbFhnfiW swrr Gw*oc
SCOPE OF SERVICES
The following listed tasks provide a laundry fist of items that will require varying degrees of
assistance depending on the staff avaitabiliites and capabilities, The hours and tees for each of
two tasks arcs estimates that will tie adjusted' between the tasks based on direction firom staff.
A. Assist to Develop Required Staff and Define. Outsourced Activities
a. Have Chief Operator
b. About to hire operators
c. Will hire ElectriciaNlnstrumentation
d. Need to determine how lab work will be done, develop testing schedules and lab
contracts for external analysis , and Implement
e. Need to determine how heavy maintenance will be done, and Implement
f. Need to determine how SCADA maintenance will be done, and implement
B. Assist in Developing Standard Oper4ting Procedures (SOP)
a. Use HDR O&M and Operations Plan to develop
b, Use Pall Manuals to develop
c. Meet Regulatory Standards
C. Performance Monitdring (Assist in Meeting Requirements to Maintain Warranties)
a. Procedures to Maintain membranes
I. Normalized permeability - this is a very important consideration.
Permeability is an Intrinsic characteristic of the membrane. When
normalized (e.g,,, typically at 20.deg•C) and monitored; it allows the
operation staff to control the status of.the membrane independently from
the operations parameter;, Feed pressure or transmembrane pressure
may vary with water temperature and flow. The approach allows the
operations staff to be proactive Instead of being reactive, which means
lower risk of being short in capacity because of.a dirty membrane.
1. Flushing
Ill. Chemical Cleaning
1: Backwash or reverse flow (RF)
Z. Forward flushing (FF)
3. Maintenance Clean (Chemically Enhanced Backwash)
4. Full Blown Cleaning (Clean -In -Place)
b. Revlew water quality data and operating data for the MF system every month
L Monthly review
IL Report deviations from expected performance immediately
c. Attend quarterly meetings to discuss current status of the MF membranes
d. Document the condition of the MF system quarterly
D. Assist In Developing -Maintenance Procedures
a. Assist staff to select a computerized maintenance management system (CMMS)
b. Assist staff to input equipment Into CMMS
c. Implement and optimize the maintenance management
E. Operator Training — Formal classroom and °Hands-on" field training
a. Operations
b. Maintenance -
o. instrumentation
J0WP4 =ECr1 twATEfi 8Wf#WW8WAPoNtLLW 9WTP 6eaps,ft
d. Control system
e. Laboratory
F, Set Up Facility Testing and Acceptance Plan
a. Testing for plant perfotmancs
b. Laboratory sampling and analysis
c. Process control
G. Technical Assistance to Regulatory Issues (CDPH) and Operations
a. Help develop plant regulatory submittals:
J. Operational Plan -- In HDR scope
II. Prepare a Siege 2 DBP Monitoring Plan for our distriioution system
Iii. Validatbn of Pressure Decay Integrity Testing: CDPH may require It
before allowing the City to send the finished water to the distributlon
system.
Iv. Disinfection (CT) basin tracerstudy .
b. Submittal will be through City Management
c. Troubleshooting deviaticns from expected performance
d. Respond to questions flan operating staff and Cfty management
e. Advise the Cityon membrane replacement needs and schedules
f. Provide jMdancs on the development of improved membrane cleaning
. procedures
H. SCADA Programming
a. Provide Wonderwareprogramming of the SCADA system to:
1. Assist with the integration of plant, wells, well head treatment
H. Assist tc develop a control system to use available surface water based
on water rights
lil. Assist to set up and format reports for operation and CDPH
Iv. Revise displays to provide needed information
v. adjust controls for minor equipment and instrument modifications needed
d-. Project Management
a. - Provide a monthly invoice and progress report
b. Coordinate staffing with project and City staff availability
c. Coordinate quality assurance and documentation
Exhibit C "
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akeouttaate�nactd maintain
d, tdhdraitrucueekrntcinordtdlgreyfrratteghinmedttspoIlcferyoy•otefsnd tuthabllscd.4ceeu�oiatnhthtlerl,dar 6raceoctsffr,
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them, aneDeo
of such insurance shell be as follows;
1. COMPREHE&SLVE GENERAL W681LITY
$2,000,000 Ea. Occurrence
$2,000,000 Aggregate
S. ERRORS ANO QkSSIONS LIA131LITY
$1,000,000 Ea. Occurrence
2. QOMPREHENSIVE AUTOMOBILE L1491LITY
$1,000,000 ¢odily Injury - Ea. Person
$1,000,000 Bodlly Injury - Ea. Occurrence
$1,000,000 Property Damage - Ea. Occurrence
NOTE: Contractor agrees andoWdme Met any insurancecovemp provided to the City of Lodi shall provide for a
claims period following termtination of coverage which to at least consistent with the claims period or statutes of
limitations found In the Calilbmla Tort Claims Act (Caiifornie Oovamfnelrt Code Section 810 of seq.).
A copy of the certilicate.of Fnsumnce with the following endorsements shall be fumished to the City:
(a) Ned If' uNd Undat go
Such InstniriPe its Wtff+a NW by tliije poticy shall also apply to the City of Lodi, Its elected and
appointed 81irdei Gonuilselotss, Offlo ah A8e11ts, Volunteers and Employees as additional named
Insureds.
(This endorsement shall be on a fort flrmished to the City and shall be Included with Contractor's policies.)
(b) Primary InauMM EndoMeM
Such tnsnurdnce as is aftrded by the endorsement for the Additional insureds shall apply as primary
ibawanee. Any other insurance mabrtained by the City of Lodi or Its off)cers and employees shall be
excess otdyand not contributing with the inavranrse afforded by this endorsement.
N TTM (1) The street address of the CITY OF LODI must be shown along with (a) and (b) above: 221 West
Pine SOW% Lodi. CaIWft, 86241-1910; (2) The Insurance cardneate must state, on its face or as an
etaforsetnenit, a description of the oroiect that it is insuring.
(b) bViAll1ty of" red Clause
The term "Irtsurse is used severally and not collectively, but the inclusion herein of more than one insured shall
not operate to homes the MWt of the company's liability.
(d)
policy may ndt be canceled nor the soverago by, the company without 30 days' prior written notice
of such cancellation or reckWon M coverage to the Risk Manager, City of Lodi, 221 W. Pine St., Lodi, CA
95240,
The Oci ttr+soiar shol ter* out and nuefth during the Ufa of Mile oortBVA Work0s
Contpertea'Eon insurance for all of Cordractsfe employees employed cit the site of the pr+ojsct and, .g ariY wsk is
sublet, Contractor" require the armor ait4i* to -provide Worker's Oompen>setlon Irmvertge for d ef1w
fir" s amp1mes untess such employees are covered by the. protection afforded by the 0M' h=W. In case go..
aburs of entplayeas engaged in hescaMous work under this coniftadt at the AN of ft,~ is ttbt proMcbd wlerlho
wof es Gorr statute, the Corrie w strain povide and efiaii cn'm oath mor to provide
ticn
Insurance for the pmW of said employees. This pol* may not be cronceled nor the covert : raduceet by the
company without 30. days' prior written nogce of such oanceuaffon or reduction in ooverage to ft Risk Manager, Clty
of Lodi, 221 W. Rine St, Lodi, CA tikjM.
NOTE; No contract agreement will be signed nor will gn work begin on a project until the proper insurance certificate
is received by the Public Works Department. Please be sure your insurance company sends this certificate to
the attention of the Public Works Department
K;iWPIPROJECT31 NG%ForrnoUnsumnee Certlflcate.8asic.020011.doc
Attachment 2
C Ca,.,.1#41
Engineers... Working Wonders With Water"
October 10, 2013
Mr. Larry Parlin
Deputy Public Works Director - Utilities
City of Lodi
Municipal Service Center
1331 South Ham Lane
Lodi, CA 95242
Subject: Surface Water Treatment Plant - Operations Assistance Services
Dear Mr. Parlin:
The purpose of this letter proposal is to present the scope of work for operations assistance
services for the City of Lodi Surface Water Treatment Facility (SWTF).
BACKGROUND
The City began distributing water produced at the new SWTF on November 20, 2012. The
SWTF treatment process includes a Pall membrane system. Under California Surface Water
Treatment Rules (CSWTR), the membrane system is considered as an Alternative Filtration
Technology (AFT). Within 60 days following the first full year of operation of a new alternative
filtration treatment process approved by the California Department of Public Health (CDPH), the
supplier (i.e., The District) shall submit an engineering report prepared by a qualified engineer
describing the effectiveness of the plant operation.
The City is also interested in optimizing plant attendance. CDPH has provided guidance and
indicated to the City that an alarm summary report and a standard alarm worksheet shall be
developed.
OBJECTIVES
Objectives of the Operations Assistance Services are:
1. Comply with the requirements of the CSWTR and the CDPH
2. Assist the City in obtaining CDPH approval on unattended operations
3. Identify corrective actions that may need to be implemented
APPROACH
Our proposed scope of work is defined in Exhibit A.
PROJECT TEAM
Table 1 presents our proposed project team, which consists of the same individuals currently
involved with the on-going work effort at the SWTF.
PRPLTR Lodi NSA= 2880 Gateway Oaks Drive, Suite 300, Sacramento, California 95833
P. 916.565.4888 R 916.565.4880
carollo.com
Mr. Larry Parlin
City of Lodi
October 10, 2013
Page 2
Table 1 Carollo Personnel
Operations Assistance Services
City of Lodi
Personnel Area of Responsibility
Kathy Marks, P.E. Principal -in -Charge
Vincent Roquebert, P.E. Project Manager
Keith Bourgeous, P.E. Project Engineer
TIME OF PERFORMANCE
Carollo will perform the activities identified in the present proposal between the Notice -to -
Proceed and December 31, 2014. The draft One -Year Operations Report will be submitted to
CDPH on or before January 20, 2014.
BUDGET
Exhibit B presents the proposed budget in accordance with the Scope of Services shown in
Exhibit A. Our not -to -exceed fee estimate is $ 90,000.
COMMERCIAL TERMS AND CONDITIONS
Our services will be provided in accordance with the terms and conditions included in our
current agreement with the City.
We look forward to continuing our working relationship with you and your staff on these
important reports and providing assistance where needed.
Should you require any further information, please do not hesitate to contact us.
Sincerely,
CAROLLO ENGINEERS, INC.
Kathy Marks, P.E.
Principal -in -Charge
VR:sjf
cc: Keith Bourgeous (Carollo-SAC)
Vincent Roquebert (Carollo-SDO)
PRPLTR_Lodi OAS.docx
carollo.com
EXHIBIT A
SCOPE OF SERVICES
INTRODUCTION
All parties understand that it will take at least two years to bring the Surface Water Treatment
Facility (SWTF) from its initial approval by the California Department of Public Health (DPH)
(i.e., November 20, 2012) to optimal operation. The activities included in the optimization effort
include but are not limited to:
• Improvements to overcome equipment deficiencies that could not be resolved as part of
the construction contract.
Treatment process optimization to minimize production costs. The optimization activities
will be determined based on the actual treatment process configuration and performance
— If the typical plant operational treatment process is direct filtration through the Pall
micro filtration system (MF), optimization may be necessary to improve MF system
availability (e.g., minimize cleanings and downtime). MF permeate quality is
independent from MF feed water quality and will not require adjustment.
— If typical plant operational treatment process includes clarification upstream of the
MF, it may be worth optimizing it. For example, producing 2 NTU water with a
clarifier upstream of the membranes is not necessary. Up to 5 NTU will not make a
difference and coagulant could be saved.
• Operations alarm assessment to minimize staff attendance.
SCOPE OF SERVICES
The following tasks provide items that will require varying degrees of assistance depending on
staff availabilities and capabilities between now and December 31, 2014. The hours and fees for
each of these tasks are estimates that will be adjusted between the tasks based on the actual
performance of the treatment process, and the operations staff instructions.
1. Regulatory Operations Assistance (Assist in meeting DPH Requirements)
a. Develop the One -Year Operation Report (1YOR). The engineering report shall be
submitted within 60 days following the first full year of operation of a new alternative
filtration treatment process such as MF. The objectives for the report are to review the
operation of the MF system in terms of water quality, hydraulic performance, membrane
integrity, and general maintenance issues. Tasks for the report include:
■ Task 1: Collect and analyze water quality and membrane integrity data
■ Task 2: Analyze the effectiveness of the plant operation compliance with the
performance standards
■ Task 3: Collect and analyze data on operations and maintenance issues
■ Task 4: Prepare draft 1YOR
■ Task 5: Address CDPH comments and issue the final 1YOR
PRPLTR_Lodi NSA=
carallo.com
b. Develop the alarm summary report and create the standard alarm worksheet for SWTF
unattended operations
■ Task 1: Identify organizational requirements for SWTF operations staff and
management
■ Task 2: Identify all critical alarms, their set points, and their outputs
■ Task 3: Identify critical activities and critical testing events that cannot be
performed or cannot occur without a qualified operator at the site
■ Task 4: Develop a Standard Operations Procedure (SOP) that defines the
response sequence that must be implemented to resolve the critical alarm issues
and re -start the SWTF
■ Task 5: Develop a standard alarm worksheet
c. Assist in obtaining DPH approval on unattended operations
d. Assist with water quality in the distribution system and compliance with the Lead Copper
Rule (LCR)
2. General Operations Assistance (Assist in Meeting Requirements to Maintain Warranties)
a. Provide guidance on procedures to optimize membranes usage:
1. Normalized permeability - this is a very important consideration. Permeability is an
intrinsic characteristic of the membrane. When normalized (e.g., typically at 20 °C)
and monitored; it allows the operation staff to control the status of the membrane
independently from the operations parameters. Feed pressure or transmembrane
pressure may vary with water temperature and flow. The approach allows the
operations staff to be proactive instead of being reactive, which means lower risk of
being short in capacity because of a dirty membrane.
2. Flushing
3. Cleaning and Chemical Cleaning Procedures
a. Backwash or reverse flow (RF)
b. Forward flushing (FF)
c. Maintenance Clean (Chemically Enhanced Backwash)
d. Full Blown Cleaning (Clean -In -Place)
a. Review water quality data and operating data for the MF system
b. Document the conditions of the MF system equipment and the membranes
c. Troubleshoot deviations from expected performance
d. Respond to questions from operations staff and City management
e. Advise the City management on membrane replacement planning
3. Project Management
a. Provide monthly invoice and progress report
b. Coordinate staffing with project and City staff availability
c. Provide quality control review for deliverables
PRPLTR Lodi NSA=
carollaxoim
EXHIBIT B
FEE ESTIMATE
DESCRIPTION
HOURS
FEE ESTIMATE
1 -Year Operation Report
240
55,200
Alarm Summary Report (Unattended
90
20,700
Operations)
Technical Assistance Allowance
1144
14,720
TOTAL
394
90,000
NOTE: For consistency, the fee estimate is based on the same average rate than the
original proposal
PRPLTR—Lodi DASA=
RESOLUTION NO. 2013-189
A RESOLUTION OF THE LODI CITY COUNCIL
AUTHORIZING THE CITY MANAGER TO EXECUTE AN
AMENDMENT TO THE PROFESSIONAL SERVICES
AGREEMENT FOR SURFACE WATER TREATMENT
PLANT TRANSITION MANAGEMENT SERVICES WITH
CAROLLO ENGINEERS, INC.
WHEREAS, on April 18, 2012, City Council approved a Professional Services
Agreement with Carollo Engineers, Inc., to provide Surface Water Treatment Plant
transition management services. These services include technical support and
assistance with the Pall membrane system, review of plant operations and performance
data, and assistance with special studies required by the California Department of Public
Health, which regulates the facility; and
WHEREAS, Carollo has successfully provided these services, and its continued
assistance is important as the Surface Water Treatment Plant transitions to unattended
operation in early 2014; and
WHEREAS, staff recommends amending the Professional Services Agreement
with Carollo Engineers, Inc., to continue providing Surface Water Treatment Plant
transition management services on a time -and -materials basis for an amount not to
exceed $90,000 through December 31, 2014.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize the City Manager to execute an amendment to the Professional Services
Agreement for Surface Water Treatment Plant Transition Management Services with
Carollo Engineers, Inc., of Sacramento, California, in an amount not to exceed $90,000,
through December 31, 2014.
Dated: November 6, 2013
-------------------------------------------------------------------
I hereby certify that Resolution No. 2013-189 was passed and adopted by the
City Council of the City of Lodi in a regular meeting held November 6, 2013, by the
following vote:
AYES: COUNCIL MEMBERS — Hansen, Johnson, Katzakian, and
Mayor Nakanishi
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — Mounce
ABSTAIN: COUNCIL MEMBERS —None
&-oLSON
City Clerk
2013-189