HomeMy WebLinkAboutAgenda Report - November 1, 2017 C-08TM
CITY OF LODI
COUNCIL COMMUNICATION
AGENDA ITEM
c-$
AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute Professional Services
Agreement for Engineering Design Support to Upgrade McLane Substation with
Leidos of Hendersonville, Tenn. ($90,310)
MEETING DATE: November 1, 2017
PREPARED BY: Electric Utility Director
RECOMMENDED ACTION:
BACKGROUND INFORMATION
Adopt a resolution authorizing the City Manager to execute a
Professional Services Agreement for engineering design support to
upgrade McLane Substation with Leidos of Hendersonville, Tenn., in
an amount not to exceed $90,310.
On June 21, 2017, the City Council approved specifications and
authorized advertisement for bids for engineering design support to
upgrade existing facilities at the McLane Substation.
The Lodi Electric Utility (LEU) advertised bids on July 1 and July 5, 2017. On August 16, 2017, the
proposals were opened with three entities submitting the following bid results:
FIRM NAME
BID ($)
Leidos
$ 90,310
Gannett Fleming
$ 196,700
Auriga
$ 470,350
Original estimates for the work were approximately $25,000. However, LEU does not frequently engage
in this level of substation upgrade activity. The last time a similar project was completed was more than
10 years ago. The original estimate was based on smaller level design projects and was clearly an
underestimate.
Due to the significant difference in submitted bid amounts, staff conducted a further review of the
proposals and determined that the disparity was attributed not to billable rates, but instead to the number
of hours proposed to complete the requested work. Furthermore, the tasks listed in each of the proposals
to complete the work were comparable; however, the hours proposed by each firm associated with the
tasks varied significantly. Staff concluded that based on the comparable experience identified by the
lowest responsive bidder (Leidos), including similar projects recently completed for neighboring utilities, it
was apparent that the lowest responsive bidder would require less hours to complete the work task(s)
requested.
In summary, staff reviewed the bids and deemed the Leidos proposal compliant with the project scope.
Leidos has extensive experience and a proven track record in providing design engineering services for
similar projects with other electric utilities.
This project is in accordance with LEU's Strategic Plan adopted by the City Council October 4, 2017
whereby LEU will design, operate, and maintain the distribution system to ensure reliable electric service.
APPROVED:
11):11jpip
en Sch - I
er, City Manager
Adopt Resolution Authorizing City Manager to Execute Professional Services Agreement for Engineering Design Support to
Upgrade McLane Substation with Leidos of Hendersonville, Tenn. ($90,310)
November 1, 2017
Page 2 of 2
FISCAL IMPACT:
FUNDING AVAILABLE:
PREPARED BY:
EAK/JM/HS/Ist
Procurement cost is $90,310. There is no impact to the General Fund from
the recommended action.
Included in FY2017/18 Budget Account No. 50199000.77020.
Andrew Keys
Deputy City Manager, Internal Services Director
fo/ Elizabeth A. Kirkley
Electric Utility Director
Hasan Shahriar, P.E., Senior Power Engineer
AGREEMENT FOR PROFESSIONAL SERVICES
ARTICLE 1
PARTIES AND PURPOSE
Section 1.1 Parties
THIS AGREEMENT is entered into on , 2017, by and between the
CITY OF LODI, a municipal corporation (hereinafter "CITY"), and LEIDOS
ENGINEERING, LLC (hereinafter "CONTRACTOR").
Section 1.2 Purpose
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 "Design support
to upgrade the McLane substation" (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
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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 Meetings
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 proposal 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 this
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 2.5 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 November 06, 2017 and terminates
upon the completion of the Scope of Services or on December 31, 2018, whichever
occurs first.
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ARTICLE 3
COMPENSATION
Section 3.1 Compensation
CONTRACTOR's compensation for all work under this Agreement shall conform
to the provisions 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 limitation, 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 required for the
performance of the Scope of Services. Payment of additional reimbursable costs
considered to be over and above those inherent in the original Scope of Services shall
be approved in advanced and in writing, by CITY.
Section 3.4 Auditing
CITY reserves the right to periodically 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.
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ARTICLE 4
MISCELLANEOUS PROVISIONS
Section 4.1 Nondiscrimination
In performing 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 4.3 Indemnification and Responsibility for Damage
CONTRACTOR to the fullest extent permitted by law, shall indemnify and hold
harmless CITY, its elected and appointed officials, directors, officers, employees and
volunteers from and against any claims, damages, losses, and expenses (including
reasonable attorney's fees and costs), 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, sole negligence, or sole willful
misconduct of the City of Lodi, its elected and appointed officials, directors, officers,
employees and volunteers. CITY may, at its election, conduct the defense or participate
in the defense of any claim related in any way to this indemnification. If CITY chooses at
its own election to conduct its own defense, participate in its own defense, or obtain
independent legal counsel in defense of any claim related to this indemnification,
CONTRACTOR shall pay all of the costs related thereto, including without limitation
reasonable attorney fees and costs. The defense and indemnification obligations
required by this Agreement are undertaken in addition to, and shall not in any way be
limited by the insurance obligations set forth herein.
Section 4.4 No Personal Liability
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.
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Section 4.5 Responsibility of CITY
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
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.
Section 4.7 Successors and Assigns
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.
Section 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 shall 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 by first 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 3006
Lodi, CA 95241-1910
Attn: Hasan Shahriar
To CONTRACTOR: Leidos Engineering
131 Saundersville Road, Suite 300
Hendersonville, TN 37075
Attn: Ken Aldridge
Section 4.9 Cooperation of CITY
CITY shall cooperate fully and in a timely manner in providing relevant
information it has at its disposal relevant to the Scope of Services.
Section 4.10 CONTRACTOR is Not an Employee of CITY
CONTRACTOR agrees that in undertaking the duties to be performed under this
Agreement, it shall act as an independent contractor for and on behalf of CITY and not
an employee of CITY. CITY shall not direct the work and means for accomplishment of
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the services and work to be performed hereunder. CITY, however, retains the right to
require 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 phases are anticipated
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.
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 Confidentiality
CONTRACTOR agrees to maintain confidentiality of all work and work products
produced under this Agreement, except to the extent otherwise required by law or
permitted 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 Attorney's 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. In the
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.
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Section 4.14 City Business License Requirement
CONTRACTOR acknowledges that Lodi Municipal Code Section 3.01.020
requires CONTRACTOR to have a city business license and CONTRACTOR agrees to
secure such license and pay the appropriate fees prior to performing any work
hereunder.
Section 4.15 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 Integration 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 covered
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 obtained or prepared under this Agreement, shall be deemed the property of
CITY. Upon CITY's 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.
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Section 4.20 Authority
The undersigned hereby represent and warrant that they are authorized by the
parties to execute this Agreement.
Section 4.21 Federal Transit Funding Conditions
❑ If the box at left is checked, the Federal Transit Funding conditions attached as
Exhibit D apply to this Agreement. In the event of a conflict between the terms of this
Agreement or any of its other exhibits, and the Federal Transit Funding Conditions, the
Federal Transit Funding Conditions will control.
IN WITNESS WHEREOF, CITY and CONTRACTOR have executed this
Agreement as of the date first above written.
CITY OF LODI, a municipal corporation
ATTEST:
JENNIFER M. FERRAIOLO STEPHEN SCHWABAUER
City Clerk City Manager
APPROVED AS TO FORM: LEIDOS ENGINEERING, LLC
JANICE D. MAGDICH, City Attorney
By: By:
Name: KEN ALDRIDGE
Title: Project Manager
Attachments:
Exhibit A - Scope of Services
Exhibit B - Fee Proposal
Exhibit C - Insurance Requirements
Exhibit D - Federal Transit Funding Conditions (if applicable)
Funding Source: 50061500.77020
(Business Unit & Account No.)
Doc ID:
CA:Rev.01.2015
8
EXHIBIT A
SCOPE OF SERVICES
Hasan Shahriar
August 16, 2017
Page 2
Scope
Leidos will perform design and project management tasks to develop the project drawings, studies, and
specifications to assist Lodi Electric Utility (LEU) with execution of this project as outlined below.
Task `1: Preliminary Design
> Attend a project kick-off meeting and site visit with representatives of LEU to finalize the major
equipment requirements, discuss conceptual design plans and LEU's preferences and contracting
practices, and to establish review and approval processes. A site visit will also be conducted to gather
the available drawings, obtain site photos, and to gain further familiarity with the project site. Soil
resistivity testing will also be performed during this site visit for purposes of developing a soil model for
use in ground grid analysis and design.
Prepare fault current calculations by calculating maximum and minimum fault currents available on the
high and low sides of the power transformers — this information will be used for ground grid
evaluation/design, specifying the equipment's maximum interrupting capability, and determining relay
settings.
Prepare preliminary Basis of Design document and submit to LEU for review -- the Basis of Design will
contain a description of the equipment to be installed; the design criteria; and a critical path method
(CPM) based schedule of design, bidding, and major procurement and construction activities along with
a cost estimate and cash flow projection schedule. Lodi City Council meeting schedule and award
dates will be incorporated into this schedule.
Prepare and submit to LEU for review the following conceptual drawings:
o Preliminary one -line diagram illustrating the major equipment, relaying, current transformers,
metering, and bus configuration
o Preliminary general arrangement
o Preliminary electrical equipment plan and section drawings illustrating the structural arrangement
o Preliminary breaker and control building technical specifications
Participate in a review meeting via conference call to discuss the proposed design and to obtain
feedback from LEU on the planned design.
Task 2: Design and Procurement
Leidos will perform the following tasks to develop the final design for the substation:
Prepare procurement final technical specifications and bid package for a 60 kV power circuit breaker
(contract #1). LEU will provide terms and conditions for this bid package.
> Prepare procurement final technical specifications and bid package for use in developing a bid package
for a 12 kV, 1200 amp power circuit breakers (contract #2). LEU will provide terms and conditions for
this bid package.
> Prepare procurement final technical specifications and bid package for use in developing a bid package
for a 12 kV, 2000 amp power circuit breakers (contract #3). LEU will provide terms and conditions for
this hid package. This may be incorporated into Contract #2.
131 `1aundersville Road, Ste 300 / Hendersonville, TN 37075 / 615.431.3200 / energy lcidos.com
Hasan Shahriar
August 16, 2017
Page 3
Prepare procurement final technical specifications and bid package for the substation material package
to include bus, insulators, jumper material, connectors, switches, hardware, grounding material,
equipment anchor bolts, and structures and associated details/calculations (contract #4). LEU will
provide terms and conditions for this bid package.
Prepare procurement final technical specifications and bid package for the pre -fabricated substation
control building of either steel or concrete, complete with all relay panels, alternating current (AC)/direct
current (DC) systems, and associated utilities (contract #5). LEU will provide terms and conditions for
this bid package. Drawings included with this package will be as follows:
• One -line diagram
• Three -line diagram
o Elementary (schematic) drawings -- the equipment manufacturer's elementary drawings will be
incorporated into the substation's overall control scheme as available at time of development
• Relay panel point-to-point wiring diagrams with preliminary field connection cable designations; the
field connection cables will be finalized during the engineering of the construction phase of the
project as final breaker drawings are available
• Evaluate the existing battery system to determine adequacy for the current upgrade and
modernization project and associated equipment; if warranted, a new battery system will be
integrated into the new building
o Relay pan& front view drawings and detailed bill of material with device description, manufacturer,
and nameplate designation
o Control building plan view
> Prepare substation construction contract technical specifications, and terms and conditions for
substation construction (contract #6). LEU will provide terms and conditions for this bid package.
Drawings included with this package will be as follows:
o Final one -line diagram.
o Final general arrangement plan.
• Final electrical equipment plan and section drawings.
o Foundation plan for equipment requiring concrete foundations.
o Prepare foundation details; these drawings will be developed for bidding purposes. The final
drawings associated with the new breakers and the new control building will likely not be available at
the time this package is finalized for bidding. Final issued for construction drawings will be issued
during the engineering of the construction phase.
o Grounding plan illustrating the ground grid conductor, ground rods, and ground connections to be
installed in the substation, as well as the ground connections to all above -grade equipment. Prepare
grid calculations performed in accordance with IEEE -80, utilizing either WinIGS software for Current
Distribution, Electromagnetic Fields, Grounding and Soil Structure Analysis (CDEGS) Safe
Engineering software packages.
o Conduit and/or cable trench plan illustrating underground conduit runs, conduit size, and circuits
within the conduit runs.
131 Saundersville Road, Ste 300 / Hendersonville, TN 37075 / 615.431.3200 / energy.leidos.com
Hasan Shahriar
August 16, 2017
Page 4
Circuit list for the substation describing the interconnections between equipment, AC and DC station
service connections, and control connections — the circuit list will also include wire sizes and number
of conductors for each circuit, and a description of the circuits and the termination points for each
circuit.
> Review all specification and bid packages with LEU.
> Participate in meetings to review 30 percent, 60 percent, and 95 percent design phases. These reviews
will be conducted by conference call.
Conduct conference call meetings as needed to coordinate with the design technical details, schedule,
and any other project details.
> Assist with bid evaluation and technical comparisons of proposals — prepare recommendations as
needed.
> Prepare coordination study and protective relay settings for relays in the new control building, Relays
will be coordinated with the first downstream devices owned by LEU and the first upstream devices.
The modernized substation will be modelled in Milsoft for verification of proper coordination.
Task 3: Procurement Phase Engineering
Leidos will perform the following tasks in regards to the procurement phase:
Assist with bid evaluation and technical comparisons of proposals — prepare recommendations as
needed.
Review manufacturers' shop drawings for the following:
• Circuit breakers
• Substation structures and electrical equipment
• Relay building and associated details
o Substation material package
Prepare detailed concrete foundation design for the following:
• Structural steel associated with new 12 kV bay
o 60 kV and 12 kV breakers
• New relay building
Prepare interconnection diagrams for the following:
• AC panel and station service supply to new building and equipment
• DC panel
• Power circuit breakers
o New relay panels
131 Snundersville Road, Ste 300 / Hendersonville, TN 37075 / 615.431.3200 / energy.leidos.com
Hasan Shahriar
August 16, 2017
Page 5
Task 4: Construction Engineering --. Optional Services to be Scoped and Awarded at a
Later Date
These services may be selected at LEU's discretion during the construction phase:
Attendance at a pre -construction meeting
Preparation and distribution of meeting notes from the pre -construction meeting
Phone consultation to answer questions that arise during construction of the substation
Site visits as requested by LEU during construction of the substation to assist LEU with respect to
technical issues raised by the contractor related to design and construction
Review equipment contract invoices and provide timely recommendations
Review site and substation construction contract invoices and provide timely recommendations
Perform final walk-through and prepare final punch list
Site visit to observe functional testing of the protective control scheme and observe energization of the
substation
Prepare operations and maintenance manuals that include a reduced set of conformed -to -construction
drawings including circuit breaker, transformer, and relay/control house manufacturer's drawings,
bound in a three-ring binder
Basis of Scope and Fee Development
The following list outlines assumptions made by Leidos in developing the fee based on the Scope of
Services. The list also outlines several LEU responsibilities for providing certain data and tasks.
Existing site drawings will be used as a basis for existing site conditions. No additional survey is
included in Leidos' proposal.
LEU will obtain all necessary project permits. Leidos will supply substation related drawings in support
of this activity.
> No site grading and drainage design are required. Site drawings will be limited to resurfacing as
required to return the site to current elevations.
No modifications to the existing fence or landscaping are required.
No noise, environmental, or lighting studies are included.
No geotechnical investigation has been performed. Leidos will provide geotechnical specifications for
this work to support foundation design or Leidos will assume typical conservative soil parameters to be
confirmed during construction for foundation design.
Testing and commissioning of the new equipment will be incorporated into the construction contract by
Leidos, or LEU will independently contract with an electrical testing contractor to perform the testing
and commissioning of the substation.
131 Saundersville Road. Ste 300 / Hendersonville, TN 37075 / 010.431.3200 / enerly.leidos.com
EXHIBIT - B
FEE PROPOSAL
Hasan Shahriar
August 16, 2017
Page 6
> All drawings will be prepared in AutoCAD format.
LEU will provide all existing relay settings and system impedance data to the substation 60 kV bus
along with existing Milsoft model. Additionally, LEU will provide direction for devices on the 12 kV
system that the feeder relaying is expected to coordinate with.
Fee for Services
The fee for the services under this agreement will be provided on a fixed fee basis not -to -exceed
$90,310, on the basis of the Scope of Services outlined in this agreement and the anticipated level of
effort. Expenses included in this amount are $2,075, Leidos will not be required to furnish services or
incur expenses for work not included in the Scope of Services without written authorization (including
email) from LEU committing to additional funding.
The hourly rates and roles proposed for this project are as follows:
Table 1. Leidos Hourly Rates
Senior Engineering Manager
Senior Protection and Control Settings Engineer
Protection and Control Settings Engineer
Substation Engineer
Staff Electrical Engineer
Senior Civil Engineer
Staff Civil Engineer
Substation Designer/CAD
Administrative
$250
$160
$140
$160
$110
$175
$110
$95
$65
A breakdown of the planned hours, hourly labor cost, and expenses itemized by major task is outlined
below:
Task 1 — Preliminary Design
Task 2 — Design and Procurement
Task 3 — Procurement Phase Engineering
Total
Table 2. Cost Breakdown
70
436
150
656
$10,365
$54,790
$23,080
$88,235
$2,075
$0
$0
$2,075
$12,440
$54,790
$23,080
$90,310
*Task 4 — Engineering during Construction scope, duration, and cost will be developed at a later date.
131 Saundersville Road. Ste 300 / Hendersonville. TN 37075 / 015.431.3200 / energy.leidos.com
Hasan Shahriar
August 16, 2017
Page 7
Schedule
A notice of award and to proceed with engineering is expected by approximately September 15, 2017.
Task 1, 2, and 3 activities are expected to be complete by December 29, 2017. Construction will begin in
2018 and will be completed as soon as possible, but no later than March 2019.
Please contact Mr. Aldridge at 615.431.3243 or aIdridgekAIeidoscom_if there are any questions or if
additional information is required on the scope, pricing, or schedule.
Sincerely,
Leidos Engineering, LLC
Samantha Prociv Kenneth R. Aldridge, P.E.
Senior Contracts Representative Senior Project Manager
13'1 Satindcrsville Road, Ste 300 / Hendersonville, 'TN 31075 / 615.131.3200 / energy.leidos.corn
EXHIBIT C
NOTE: The City of Lodi is now using the online insurance program PINS Advantage. Once you have been
awarded a contract you will receive an email from the City's online insurance program requesting you to
forward the email to your insurance provider(s). Please see attached flyer regarding PINS Advantage.
Jnsurance Reauirements_ for Contractor The Contractor shall take out and maintain during the life of this
Agreement, insurance coverage as listed below. These insurance policies shall protect Contractor and any
subcontractor performing work covered by this Agreement from claims for damages for personal injury, including
accidental death, as well as from claims for property damages, which may arise from Contractor's operations under
this Agreement, whether such operations be by Contractor, or by any subcontractor, or by anyone directly or
indirectly employed by either of them. In the event Contractor's insurance cannot fully cover any hired subconsultants,
the terms of insurance herein shall be requirements for the subconsultant. The amount of such insurance shall be as
follows:
1. COMPREHENSIVE GENERAL LIABILITY
$5,000,000 Each Occurrence
$10,000,000 General Aggregate
2. COMPREHENSIVE AUTOMOBILE LIABILITY
$2,000,000 Combined Single Limit
Such insurance shall cover liability arising out of any vehicle (including, owned, hired and non -hired vehicles)
operated in performing any and all services pursuant to this Agreement. Coverage shall be written on ISO form
CA 00 01 12 90, or a later version, that provides liability coverage at least as broad as this form.
3. PROFESSIONAL LIABILITY / ERRORS AND OMISSIONS
$10,000,000 Each Claim/Aggregate
When project specific insurance is required, all limits are to be designated strictly for the City of Lodi, its elected
and appointed boards, commissions, officers, agents, employees, and volunteers. All deductibles or self-insured
retentions (SIR) must be disclosed to City's Risk Manager for approval and shall not reduce the limits of liability set
forth hereinabove. Insurance policies containing any deductible or SIR provision shall provide, or be endorsed to
provide, that the deductible or SIR may be satisfied by either the Named Insured(s) or the City of Lodi.
It is required that any available insurance proceeds broader than or in excess of the specified minimum insurance
coverage requirements and/or limits set forth above, shall be available to City as an additional insured. Furthermore,
the requirements for coverage and limits shall be (i) the minimum coverage and limits specified in these insurance
requirements; or (ii) the broader coverage and maximum limits of coverage of any insurance policy or proceeds
available to the Contractor; whichever is greater.
Contractor agrees and stipulates that any insurance coverage provided to the City of Lodi shall provide for a claims
period following termination of coverage which is at least consistent with the claims period or statutes of limitations
found in the California Tort Claims Act (California Government Code Section 810 et seq.).
A copy of the certificate(s) of insurance with the following endorsements shall be furnished to the City:
Insurance Reauirements for Contractor (continued)
(a)
Additional Named Insured Endorsement
Pursuant to a separate endorsement (ISO form CG 2010 (11/85) or a later version, that provides commercial
general liability coverage at least as broad as this form) such insurance as is afforded by this policy shall also
apply to the City of Lodi, its elected and appointed boards, commissions, officers, agents, employees, and
volunteers as additional named insureds. An additional named insured endorsement is also required for Auto
Liability.
(b) Primary and Non -Contributory Insurance Endorsement
Additional insurance coverage under the Contractor's commercial general liability and automobile liability policy
shall be "primary and non-contributory" and will not seek contribution from City's insurance or self-insurance and
shall be at least as broad as ISO form CG 20 01 04 13.
NOTE: (1) The street address of the CITY OF LODI must be shown along with (a) and (b) above: 221 West Pine
Street, Lodi, California, 95240; (2) The insurance certificate must state, on its face or as an endorsement, a
description of the project that it is insuring.
Page 1 1 of 2 pages I Risk: rev.08.28.2017
(c) Waiver of Subrogation
Include a waiver of subrogation against the City of Lodi, its elected and appointed boards, commissions,
officers, agents, employees, and volunteers. A waiver is required for General Liability and Auto Liability.
(d) Limits of Coverage
The limits of insurance coverage required may be satisfied by a combination of primary and umbrella or excess
insurance. Any umbrella or excess insurance of Contractor shall contain, or be endorsed to contain, a provision
that such coverage shall also apply on a primary and non-contributory basis for the benefit of the City before the
City's own insurance or self-insurance shall be called upon to protect the City as a named insured.
(e) Severability of Interest Clause
The term "insured" is used severally and not collectively, but the inclusion herein of more than one insured shall
not operate to increase the limit of the company's liability under the Contractors commercial general liability and
automobile liability policies.
(f)
(g)
Notice of Cancellation or Change in Coverage Endorsement
This policy may not be canceled nor the coverage reduced by the company without 30 days' prior written
notice of such cancellation or reduction in coverage to the Risk Manager, City of Lodi, 221 West Pine St., Lodi,
CA 95240.
Continuity of Coverage
All policies shall be in effect on or before the first day of the Term of this Agreement. At least thirty (30) days
prior to the expiration of each insurance policy, Contractor shall furnish a certificate(s) showing that a new or
extended policy has been obtained which meets the minimum requirements of this Agreement. Contractor shall
provide proof of continuing insurance on at least an annual basis during the Term. If Contractor's insurance
lapses or is discontinued for any reason, Contractor shall immediately notify the City and immediately obtain
replacement insurance.
(h) Failure to CompIv
If Contractor fails or refuses to obtain and maintain the required insurance, or fails to provide proof of coverage,
the City may obtain the insurance. Contractor shall reimburse the City for premiums paid, with interest on the
premium paid by the City at the maximum allowable legal rate then in effect in California. The City shall notify
Contractor of such payment of premiums within thirty (30) days of payment stating the amount paid, the name(s)
of the insurer(s), and rate of interest. Contractor shall pay such reimbursement and interest on the first (1st) day
of the month following the City's notice. Notwithstanding any other provision of this Agreement, if Contractor
fails or refuses to obtain or maintain insurance as required by this agreement, or fails to provide proof of
insurance, the City may terminate this Agreement upon such breach. Upon such termination, Contractor shall
immediately cease use of the Site or facilities and commence and diligently pursue the removal of any and all of
its personal property from the site or facilities.
(i) Qualified Insurer(s)
All insurance required by the terms of this Agreement must be provided by insurers licensed to do business in
the State of California which are rated at least "A-, VI" by the AM Best Ratings Guide, and which are acceptable
to the City. Non -admitted surplus lines carriers may be accepted provided they are included on the most recent
list of California eligible surplus lines insurers (LESLI list) and otherwise meet City requirements.
Workers Compensation Insurance The Contractor shall take out and maintain during the life of this Agreement,
Worker's Compensation Insurance for all of Contractor's employees employed at the site of the project and, if any
work is sublet, Contractor shall require the subcontractor similarly to provide Worker's Compensation Insurance for all
of the latter's employees unless such employees are covered by the protection afforded by the Contractor. In case
any class of employees engaged in hazardous work under this Agreement at the site of the project is not protected
under the Worker's Compensation Statute, the Contractor shall provide and shall cause each subcontractor to
provide insurance for the protection of said employees. A waiver of subrogation is required for workers
compensation insurance. This policy may not be canceled nor the coverage reduced without 30 days' prior written
notice of such cancellation or reduction in coverage to the Risk Manager, City of Lodi, 221 West Pine St., Lodi, CA
95240.
NOTE: The City reserves the right to obtain a full certified copy of any insurance policy or endorsements
required. Failure to exercise this right shall not constitute a waiver of the City's right to exercise after the
effective date.
Page 2 I of 2 pages Risk: rev.08.28.2017
RESOLUTION NO. 2017-201
A RESOLUTION OF THE LODI CITY COUNCIL
AUTHORIZING THE CITY MANAGER TO EXECUTE A
PROFESSIONAL SERVICES AGREEMENT WITH
LEIDOS ENGINEERING, LLC, OF HENDERSONVILLE,
TENNESSEE, FOR ENGINEERING DESIGN SERVICES FOR THE
MCLANE SUBSTATION UPGRADE PROJECT
WHEREAS, in answer to notice duly published in accordance with the law and the order of
this City Council, sealed proposals were received by the Lodi Electric Utility Department (LEU) on
August 16, 2017, for design engineering services to upgrade the existing facilities of the McLane
substation, described in the specifications therefore approved by the City Council on
June 21, 2017; and
WHEREAS, said proposals have been compared, checked, and tabulated and a report
thereof filed with the City Manager as follows:
Firm Name
Bid Amount
Leidos Engineering, LLC, Hendersonville, Tennessee
$ 90,310
Gennett Fleming, St. Louis, Missouri
Auriga, Milpitas, California
$ 196,700
$ 470,350
WHEREAS, the LEU staff reviewed the proposals and deemed that the proposal from
Leidos Engineering, LLC, is the best fit and compliant with the project scope; and
WHEREAS, funding is available in FY 2017/18 Budget Account No. 50199000.77020;
and
WHEREAS, staff recommend authorizing the City Manager to execute a Professional
Services Agreement with Leidos Engineering, LLC, of Hendersonville, Tennessee, for design
engineering services to upgrade the existing facilities of the McLane substation.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize the City Manager to execute a Professional Services Agreement with
Leidos Engineering, LLC, of Hendersonville, Tennessee, for design engineering services to
upgrade the existing facilities of the McLane substation, in an amount not to exceed $90,310.
Dated: November 1, 2017
I hereby certify that Resolution No. 2017-201 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held November 1, 2017, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
COUNCIL MEMBERS — Chandler, Nakanishi, and Mayor Kuehne
COUNCIL MEMBERS — None
COUNCIL MEMBERS — Johnson and Mounce
COUNCIL MEMBERS — None
NIFER FERRAIOLO
City Clerk
2017-201