Contract - Willdan Engineering - 2013-09-09 AGREEMENT FOR CONSULTANT SERVICES
This Agreement ("AGREEMENT") is made and effective as of September 9„
2013, between the Costa Mesa Sanitary District, a sanitary district ("DISTRICT"), and
Willdan Engineering, a California Corporation ("CONSULTANT"). In consideration of
the mutual covenants and conditions set forth herein, the parties agree as follows:
Recitals
WHEREAS, the District is responsible for the maintenance of over 4,500
manholes within its service area; and
WHEREAS, the District desires to implement a bi-annual inspection and
condition assessment program for all of its manholes; and
WHEREAS, the District currently utilizes a GIS database and mapping system as
part of its computerized maintenance management system; and
WHEREAS, the results of the bi-annual inspection and condition assessment
program data will be downloaded into the District's GIS to be utilized in determining
asset maintenance priorities;
NOW, THEREFORE the parties hereto agree as follows:
1. TERM
This AGREEMENT shall commence on ('� and shall remain and
continue in effect until tasks described herein are completed unless sooner terminated
pursuant to the provisions of this AGREEMENT.
2. SERVICES
CONSULTANT shall perform the tasks described and set forth in Exhibit A,
attached hereto and incorporated herein as though set forth in full. CONSULTANT shall
complete the tasks according to the schedule of performance which is also set forth in
Exhibit A.
3. PERFORMANCE
CONSULTANT shall, at all times, faithfully, competently, and to the best of
his/her/its ability, experience, and talent perform all tasks described herein.
CONSULTANT shall employ, at a minimum, generally accepted standards and
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practices utilized by persons engaged in providing similar services as are required of
CONSULTANT hereunder in meeting its obligations under this AGREEMENT.
CONSULTANT shall warrant that all services provided and equipment installed shall
perform in a workmanlike manner and be fit for its particular purpose.
4. DISTRICT MANAGEMENT
The General Manager shall represent DISTRICT in all matters pertaining to the
administration of this AGREEMENT, including review and approval of all products
submitted by CONSULTANT. Notwithstanding the foregoing, the General Manager's
authority to enlarge the tasks to be performed or change CONSULTANT's
compensation is subject to Section 5 hereof.
5. PAYMENT
(a) DISTRICT agrees to pay CONSULTANT in accordance with Exhibit A,
attached hereto and incorporated herein by reference. This amount shall not exceed
twenty eight thousand, six hundred nintey two dollars and fifty cents ($28,692.50) for
each fiscal year and fifty seven thousand three hundred eighty five dollars ($57,385.00)
for the total term of this AGREEMENT unless additional payment is approved as
provided in this AGREEMENT. Said sum includes travel and other costs.
(b) CONSULTANT shall not be compensated for any services rendered in
connection with its performance of this AGREEMENT that are in addition to those set
forth herein, unless such additional services are requested in a written change order
and are approved in advance and in writing by DISTRICT. The written change order
requirement cannot be waived. The General Manager may approve change orders for
additional work not to exceed the cumulative value of ten percent (10%) of the total
contract sum. Any additional work in excess of this cumulative amount shall be
approved by the Board of Directors.
(c) CONSULTANT will submit invoices upon task completion unless
otherwise agreed. Payment shall be made within thirty (30) days of receipt of each
invoice as to all non-disputed fees. If DISTRICT disputes any of CONSULTANT's fees,
DISTRICT shall give written notice to CONSULTANT within thirty (30) days of receipt of
an invoice of any disputed fees contained in the invoice.
6. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE
(a) The DISTRICT may, at any time, for any reason, with or without cause,
suspend or terminate this AGREEMENT, or any portion hereof, by serving upon the
CONSULTANT written notice. Upon receipt of said notice, the CONSULTANT shall
immediately cease all work under this AGREEMENT, unless the notice provides
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otherwise. If the DISTRICT suspends or terminates a portion of this AGREEMENT,
such suspension or termination shall not make void or invalidate the remainder of this
AGREEMENT.
(b) In the event this AGREEMENT is terminated pursuant to this Section, the
DISTRICT shall pay to CONSULTANT the actual value of the work performed up to the
time of termination, provided that the work performed is of value to the DISTRICT.
CONSULTANT shall immediately turn over all work-product to DISTRICT in a readily
usable form. Upon termination of the AGREEMENT pursuant to this Section, the
CONSULTANT will submit an invoice to the DISTRICT pursuant to Section 5.
7. DEFAULT OF CONSULTANT
(a) The CONSULTANT's failure to comply with the provisions of this
AGREEMENT shall constitute a default. In the event that CONSULTANT is in default
for cause under the terms of this AGREEMENT, DISTRICT shall have no obligation or
duty to continue compensating CONSULTANT for any work performed after the date of
default and can terminate this AGREEMENT immediately by written notice to the
CONSULTANT. If such failure by the CONSULTANT to make progress in the
performance of work hereunder arises out of causes beyond the CONSULTANT's
control, and without fault of negligence of the CONSULTANT, it shall not be considered
a default.
(b) As an alternative to the procedure for immediate termination for default set
forth in subparagraph (a), if the District Manager or his/her delegate determines that the
CONSULTANT is in default in the performance of any of the terms or conditions of this
AGREEMENT, he/she may in his/her discretion cause to be served upon the
CONSULTANT a written notice of the default and demand to cure. The CONSULTANT
shall have ten (10) days after service upon it of said notice to cure the default by
rendering a satisfactory performance. In the event that the CONSULTANT fails to cure
its default within such period of time, the DISTRICT shall have the right, notwithstanding
any other provision of this AGREEMENT, to terminate this AGREEMENT without further
notice and without prejudice to any other remedy to which it may be entitled at law, in
equity or under this AGREEMENT.
8. OWNERSHIP OF DOCUMENTS
(a) CONSULTANT shall maintain complete and accurate records with respect
to the professional services required by this AGREEMENT and will produce the work
product specified in Exhibit A and other such information required by DISTRICT that
relate to the performance of services under this AGREEMENT. CONSULTANT shall
maintain adequate records of services provided in sufficient detail to permit an
evaluation of services. All such records shall be maintained in accordance with
generally accepted accounting principles and shall be clearly identified and readily
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accessible. CONSULTANT shall provide free access to the representatives of
DISTRICT or its designees at reasonable times to such books and records; shall give
DISTRICT the right to examine and audit said books and records; shall permit
DISTRICT to make transcripts therefrom as necessary; and shall allow inspection of all
work, data, documents, proceedings, and activities related to this AGREEMENT. Such
records, together with supporting documents, shall be maintained for a period of three
(3) years after receipt of final payment.
(b) Upon completion, termination, or suspension of this AGREEMENT, all
work product reduced to any medium and other documents prepared in the course of
providing the services to be performed pursuant to this AGREEMENT shall become the
sole property of the DISTRICT and may be used, reused, or otherwise disposed of by
the DISTRICT without the permission of the CONSULTANT. DISTRICT's reuse of such
materials on any project other than the project for which they were originally intended
shall be at DISTRICT's sole risk. With respect to computer files, CONSULTANT shall
make available to the DISTRICT, at the CONSULTANT's office and upon reasonable
written request by the DISTRICT, the necessary computer software and hardware for
purposes of accessing, compiling, transferring, and printing computer files. Said
software and hardware shall be made available to DISTRICT at CONSULTANT's cost.
9. INDEMNIFICATION
(a) Indemnification for Professional Liability. When the law establishes a
professional standard of care for CONSULTANT's services, to the fullest extent
permitted by law, CONSULTANT shall indemnify, protect, defend, and hold harmless
DISTRICT and any and all of its officials, employees, and agents from and against any
and all losses, liabilities, damages, costs, and expenses, including attorney's fees and
costs to the extent the same arise out of, pertain to, or relate to the negligence,
recklessness, or willful misconduct of CONSULTANT, its officers, agents, employees, or
subconsultants (or any entity or individual that CONSULTANT shall bear the legal
liability thereof) in the performance of professional services under this AGREEMENT.
(b) Indemnification for Other than Professional Liability. Other than in the
performance of professional services and to the fullest extent permitted by law,
CONSULTANT shall indemnify, defend, and hold harmless DISTRICT and any and all
of its employees, officials, and agents from and against any liability (including liability for
claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory
proceedings, losses, expenses, or costs of any kind, whether actual, alleged, or
threatened, including attorney's fees and costs, court costs, interest, defense costs, and
expert witness fees), where the same arise out of, pertain to, relate to, are a
consequence of, or are in any way attributable to, in whole or in part, the performance of
this AGREEMENT by CONSULTANT or by any individual or entity for which
CONSULTANT is legally liable, including, but not limited to, officers, agent, employees,
or subconsultants of CONSULTANT.
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10. INSURANCE
CONSULTANT shall, at its expense, procure and maintain for the duration
of this AGREEMENT insurance against claims for injuries to persons or damages to
property which may arise from or in connection with the performance of this
AGREEMENT by the CONSULTANT, its agents, representatives, employees, or
subcontractors. CONSULTANT shall also require all of its subcontractors to procure
and maintain the same insurance for the duration of this AGREEMENT. If
CONSULTANT is an employer or otherwise hires one (1) or more employees during the
term of this PROJECT, CONSULTANT shall procure and maintain workers'
compensation coverage for such employees which meets all requirements of state law
(Labor Code § 1861). CONSULTANT shall also provide errors and omissions
professional liability insurance appropriate to its profession in an amount, with
conditions, and for a term acceptable to the DISTRICT.
At a minimum, CONSULTANT is required to submit proof of insurance in
accordance with the following standards:
Minimum Scope of Insurance: Coverage shall be at least as broad as the
latest version of the following: (1) General Liability: Insurance Services Office
Commercial General Liability coverage (occurrence form CG 0001): (2) Automobile
Liability: Insurance Services Office Business Auto Coverage form number CA 0001,
code 1 (any auto); and (3) Workers' Compensation and Employer's Liability: Workers'
Compensation insurance as required by the State of California and Employer's Liability
Insurance.
Minimum Limits of Insurance: CONSULTANT shall maintain limits of no less
than:
(A)General Liability. One Million Dollars ($1,000,000.00) per occurrence for
bodily injury, personal injury and property damage. If Commercial General Liability
Insurance or other form with general aggregate limit is used, either the general
aggregate limit shall apply separately to this AGREEMENT/location or the general
aggregate limit shall be twice the required occurrence limit.
(B)Automobile Liability. One Million Dollars ($1,000,000.00) per accident for
bodily injury and property damage.
(C)Workers' Compensation and Employer's Liability. Workers'
Compensation limits as required by the Labor Code of the State of California.
Employer's Liability limits of One Million Dollars ($1,000,000.00) per accident for bodily
injury or disease.
Insurance Endorsements: The insurance policies shall contain the following
provisions, and a separate endorsement stating to add the following provisions to the
insurance policies shall be submitted and approved by DISTRICT:
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(A)General Liability. The general liability policy shall be endorsed to state that:
(1) DISTRICT, its directors, officials, officers, employees, agents, and volunteers shall
be covered as additional insureds with respect to the work or operations performed by
or on behalf of the CONSULTANT, including materials, parts, or equipment furnished in
connection with such work; and (2) the insurance coverage shall be primary insurance
as respects DISTRICT, its directors, officials, officers, employees, agents, and
volunteers, or if excess, shall stand in an unbroken chain of coverage excess of the
CONSULTANT's scheduled underlying coverage. Any insurance or self-insurance
maintained by DISTRICT, its directors, officials, officers, employees, agents, and
volunteers shall be excess of the CONSULTANT's insurance and shall not be called
upon to contribute with it in any way.
(B)Workers' Compensation and Employer's Liability Coverage. The insurer
shall agree to waive all rights of subrogation against DISTRICT, its directors, officials,
officers, employees, agents, and volunteers for losses paid under the terms of the
insurance policy which arise from work performed by the CONSULTANT.
(C)All Coverage. Each insurance policy required by this AGREEMENT shall be
endorsed to state that: (A) coverage shall not be canceled except after thirty (30) days
prior written notice by first class mail, postage prepaid, has been given to DISTRICT,
ten (10) days notice if cancellation is due to nonpayment of premium, and (B) any failure
to comply with reporting or other provisions of the policies, including breaches or
warranties, shall not affect coverage provided to DISTRICT, its directors, official,
officers, employees, agents, and volunteers.
Acceptability of Insurers: Insurance is to be placed with insurers with a current
A.M. Best's rating of no less than A-:VIII, licensed to do business in California, and
satisfactory to DISTRICT.
All insurance documents must be submitted and approved by the District's Risk
Manager prior to execution of any AGREEMENT with DISTRICT.
11. INDEPENDENT CONSULTANT
(a) CONSULTANT is and shall at all times remain as to the DISTRICT a
wholly independent consultant. The personnel performing the services under this
AGREEMENT on behalf of CONSULTANT shall at all times be under CONSULTANT's
exclusive direction and control. Neither DISTRICT nor any of its officers, employees, or
agents shall have control over the conduct of CONSULTANT or any of CONSULTANT's
officers, employees, or agents, except as set forth in this AGREEMENT.
CONSULTANT shall not at any time or in any manner represent that it or any of its
officers, employees, or agents are in any manner officers, employees, or agents of the
DISTRICT. CONSULTANT shall not incur or have the power to incur any debt,
obligation, or liability whatsoever against DISTRICT or bind DISTRICT in any manner.
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(b) No employee benefits shall be available to CONSULTANT in connection
with the performance of this AGREEMENT. Except for the fees paid to CONSULTANT
as provided in the AGREEMENT, DISTRICT shall not pay salaries, wages, or other
compensation to CONSULTANT for performing services hereunder for DISTRICT.
DISTRICT shall not be liable for compensation or indemnification to CONSULTANT for
injury or sickness arising out of performing services hereunder.
12. LEGAL RESPONSIBILITIES
The CONSULTANT shall keep itself informed of State and Federal laws and
regulations which in any manner affect those employed by it or in any way affect the
performance of its service pursuant to this AGREEMENT. The CONSULTANT shall at
all times observe and comply with all such laws and regulations. The DISTRICT and its
officers and employees shall not be liable at law or in equity occasioned by failure of the
CONSULTANT to comply with this Section.
13. UNDUE INFLUENCE
CONSULTANT declares and warrants that no undue influence or pressure has
been used against or in concert with any officer or employee of the DISTRICT in
connection with the award, terms, or implementation of this AGREEMENT, including
any method of coercion, confidential financial arrangement, or financial inducement. No
officer or employee of the DISTRICT will receive compensation, directly or indirectly,
from CONSULTANT or from any officer, employee, or agent of CONSULTANT in
connection with the award of this AGREEMENT or any work to be conducted as a result ;
of this AGREEMENT. Violation of this Section shall be a material breach of this
AGREEMENT entitling the DISTRICT to any and all remedies at law or in equity.
14. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES
No member, officer, or employee of DISTRICT, or their designees or agents, and
no public official who exercises authority over or has responsibilities with respect to the
project during his/her tenure or for one year thereafter shall have any interest, direct or
indirect, in any agreement or sub-agreement, or the proceeds thereof, for work to be
performed in connection with the project performed under this AGREEMENT.
15. RELEASE OF INFORMATION / CONFLICTS OF INTEREST
(a) All information gained by CONSULTANT in the performance of this
AGREEMENT shall be considered confidential and shall not be released by
CONSULTANT without DISTRICT's prior written authorization. CONSULTANT and its
officers, employees, agents, or subconsultants shall not, without written authorization
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from the General Manager or unless requested by the District Counsel, voluntarily
provide declarations, letters of support, testimony at depositions, response to
interrogatories, or other information concerning the work performed under this
AGREEMENT or relating to any project or property located within the DISTRICT.
Response to a subpoena or court order shall not be considered "voluntary" provided
CONSULTANT gives DISTRICT notice of such court order or subpoena.
(b) CONSULTANT shall promptly notify DISTRICT should CONSULTANT or its
officers, employees, agents, or subconsultants be served with any summons, complaint,
subpoena, notice of deposition, request for documents, interrogatories, requests for
admissions, or other discovery request, court order, or subpoena from any person or
party regarding this AGREEMENT or the work performed thereunder or with respect to
any project or property located within the DISTRICT. DISTRICT retains the right, but
has no obligation, to represent CONSULTANT and/or be present at any deposition,
hearing, or similar proceeding. CONSULTANT agrees to cooperate fully with DISTRICT
and to provide the opportunity to review any response to discovery requests provided by
CONSULTANT. However, DISTRICT's right to review any such response does not
imply or mean that DISTRICT has a right to control, direct, or rewrite said response.
(c) CONSULTANT covenants that neither he/she/it nor any officer or principal
of their firm have any interest in, or shall acquire any interest, directly or indirectly, which
will conflict in any manner or degree with the performance of their services hereunder.
CONSULTANT further covenants that in the performance of this AGREEMENT, no
person having such interest shall be employed by it/them as an officer, employee,
agent, or subconsultant. CONSULTANT further covenants that CONSULTANT has not
contracted with nor is performing any services, directly or indirectly, with any
developer(s) and/or property owner(s) and/or firm(s) and/or partnership(s) owning
property in the DISTRICT or the study area and further covenants and agrees that
CONSULTANT and/or its subconsultants shall provide no service or enter into any
agreement or agreements with a/any developer(s) and/or property owner(s) and/or
firm(s) and/or partnership(s) owning property in the DISTRICT or the study area prior to
the completion of the work under this AGREEMENT.
16. NOTICES
Any notices which either party may desire to give to the other party under this
AGREEMENT must be in writing and may be given by: (i) personal service, (ii) delivery
by a reputable document delivery service, such as, but not limited to, Federal Express,
which provides a receipt showing date and time of delivery, or (iii) mailing in the United
States Mail, certified mail, postage prepaid, return receipt requested, addressed to the
address of the party as set forth below or at any other address as that party may later
designate by notice:
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To DISTRICT: Costa Mesa Sanitary District
628 West 19th Street
Costa Mesa, California 92627
Attn: Scott Carroll, General Manager
To CONSULTANT: Willdan Engineering
2401 East Katella Avenue, Suite 300
Anaheim, California 92806
Attn: Kenneth Taylor, Director of Engineering
17. ASSIGNMENT
The CONSULTANT shall not assign the performance of this AGREEMENT, nor
any part thereof, nor any monies due hereunder, without prior written consent of the
DISTRICT.
18. LICENSES
At all times during the term of this AGREEMENT, CONSULTANT shall have in
full force and effect all licenses required of it by law for the performance of the services
described in this AGREEMENT.
19. GOVERNING LAW
DISTRICT and CONSULTANT understand and agree that the laws of the State
of California shall govern the rights, obligations, duties, and liabilities of the parties to
this AGREEMENT and also govern the interpretation of this AGREEMENT. Any
litigation concerning this AGREEMENT shall take place in the superior or federal district
court with jurisdiction over the DISTRICT.
20. ENTIRE AGREEMENT
This AGREEMENT contains the entire understanding between the parties
relating to the obligations of the parties described in this AGREEMENT. All prior or
contemporaneous agreements, understandings, representations, and statements, oral
or written, are merged into this AGREEMENT and shall be of no further force or effect.
Each party is entering into this AGREEMENT based solely upon the representations set
forth herein and upon each party's own independent investigation of any and all facts
such party deems material.
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21. CONTENTS OF REQUEST FOR PROPOSAL AND PROPOSAL
CONSULTANT is bound by the contents of Exhibit A, hereto and incorporated
herein by this reference. In the event of conflict, the requirements of DISTRICT's
Request for Proposals and this AGREEMENT shall take precedence over those
contained in the CONSULTANT's proposals.
22. MODIFICATION
No modification to this AGREEMENT shall be effective unless it is in writing and
signed by authorized representatives of the parties hereto. This written modification
requirement cannot be waived.
23. AUTHORITY TO EXECUTE THIS AGREEMENT
The person or persons executing this AGREEMENT on behalf of CONSULTANT
warrant(s) and represent(s) that he/she/they has/have the authority to execute this
AGREEMENT on behalf of the CONSULTANT and has/have the authority to bind
CONSULTANT to the performance of its obligations hereunder.
24. INTERPRETATION
In the event of conflict or inconsistency between this AGREEMENT and any
other document, including any proposal or Exhibit hereto, this AGREEMENT shall
control unless a contrary intent is clearly stated.
25. BUSINESS LICENSE
CONSULTANT shall obtain a business license from the City of Costa Mesa
unless legally exempt.
IN WITNESS WHEREOF, the parties hereto have caused this AGREEMENT to
be executed this day and year first above written.
COSTA MESA SANITARY DISTRICT WILLDAN ENGINEERING
'ee/e06e:, ry(
General Manager Sig ature
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District Counsel
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W/WI Engineering®Aextending
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reach
11 April 2013
Anna Sanchez
Administrative Services Manager
Costa Mesa Sanitary District
628 W. 19th Street
Costa Mesa, CA 92627
Re: Proposal for Sewer Manhole Surface Inspection Program
Willdan understands the Costa Mesa Sanitation District (District) desires to obtain an
assessment of its existing manhole frames and covers, and adjacent pipe trench surface
conditions. The assessment results are to be used in determining repair needs and
budgeting to reduce risks of allegations that District facilities within the public travelway
are the source of damage to traveling public.
We also understand the District has approximately 4,500 sewer manholes within its system
that are to be evaluated, and the findings are to be documented both for reference use
and to establish an initial repair plan and budget for correcting the higher risk repair
needs.
Our Proposed Approach
Based upon our discussion with the District's GIS consultant, Environmental Engineering
and Construction (EEC), we understand they have prepared a GIS layer representing the
District's manholes and containing a unique identifier for each manhole. Willdan will
coordinate with EEC to ensure that our manhole inspection data can seamlessly integrate
with the sewer GIS database; thereby, providing the District with a searchable,
updateable reference for use in its operations and maintenance program. Both EEC and
Willdan use ESRI ArcGIS Version 10 software for GIS mapping, and reference the GIS
data to the California State Plane Coordinate System.
The manhole surface, adjacent pavement and adjacent trench features to be evaluated are:
• Condition of existing manhole frame and cover
• Condition of existing bolt or socket set screws securing the cover to the frame, if any
• Condition of existing concrete or asphalt ring surrounding the manhole frame
• Elevation of the surrounding pavement (above or below)the manhole surface
• Status of the existing sewer pipe trench near the manhole (level, depressed, elevated,
fractured, missing)
Willdan will prepare a project specific electronic data entry form, for use in our hand-held
Trimble GPS data collectors, to capture the parameters needed to rank the manholes and
Engineering I Geotechnical I Environmental I Sustainability I Financial I Homeland Security
714.978.8200 1 800.424.9144 I fax:714.978.8299 1 2401 East Katella Avenue,Suite 450,Anaheim,CA 92806-6073 I www.willdan.com
Anna Sanchez
Costa Mesa Sanitation District
11 April 2013
Page 2
help prioritize the repair program. The GPS method of data collection allows inspection
data to be directly imported into a GIS database, which reduces the time required to
collect and enter the field inspection findings. Also, the field inspector can enter
additional comments applicable to the conditions identified. The GPS handheld also has
an integrated digital camera that can link a resulting image (jpg) file into the GPS
database. This allows photos to be hyperlinked to the GIS features they represent.
Although photos are an option in such field work, they are not being proposed in the
following services.
The field inspector will rate condition of the manhole frame and cover, anchor bolts, if any,
the concrete ring/surrounding pavement and adjacent pipe trench area as follows:
Manhole Frame and Cover Condition:
• Excellent: little or no wear or corrosion evident
• Good: normal in-service wear, no visible damage or unusual wear
• Fair: more than typical in-service wear is visible, small chips/gouges, modest
corrosion, but not in the recesses for the bolts
• Poor: visible heavy wear, damage, corrosion, cracks/gouges, well worn, a candidate
for replacement
• No manhole cover visible: mapping indicates manhole at location but may have been
paved over
Bolts/Anchors, if any
• Excellent: little or no wear or corrosion evident
• Good: normal in-service wear, no unusual corrosion or wear to the bolt head
• Fair: more than typical in-service wear is visible, head of bolt may be worn, and
slight rounding on the corners
• Poor or Failed:, heavy wear, rounded corners or missing bolt head, much corrosion
visible, a candidate for replacement
Concrete/Asphalt Ring
• Good: little or no wear with smooth transition
• Fair: small cracks, fractures, missing pieces, reasonable aggregate bonding remains
• Poor or Failed:, large cracks and missing pieces, well worn and reveling, frame edge
subject to impacts, surrounding pavement failing, a candidate for repair
Manhole Elevation
• Excellent: elevation matches the surrounding pavement with smooth transitions
• Good: Less than 1/8" visible difference in elevation between the manhole cover and
the surrounding pavement, minor notice, if any, in rideability
• Fair: Less than 1/4" visible difference in elevation between the manhole cover and
the surrounding pavement, noticeable but not adverse to rideability
I\
Anna Sanchez
Costa Mesa Sanitation District
11 April2013
Page 3
• Poor: Greater than 1/4" difference in elevation between the manhole cover and the
surrounding pavement, or manhole tilted with respect to the surrounding pavement,
noticeable rideability effects, a candidate for replacement/repair.
Adjacent Sewer Trenches (within 10-feet)
• Good: a smooth rideable surface, no visible fracturing or missing pavement, no
evident surface deflection in the pipe trench
• Fair: visible cracking and wear, small fractured and/or missing pavement pieces,
minor surface deflection, but reasonably travelable
• Poor or Failed:, much fracturing and missing pieces of pavement, uneven surface
deflection, unreasonable travel surface condition, a candidate for repair
Additional Observation Comments
• The inspector may enter additional comments or observations.
When data from the GPS handheld is uploaded into the District's sewer manhole GIS layer,
all field inspection data will be linked to the GIS. GIS users will be able to query the
data and display the manholes in characteristic colors according to their rated repair
priority, repair schedule, etc.
Willdan will prepare a Manhole Inspection Project Report that summarizes the methodology
for the ranking of manhole condition. The report will include a ranking of the manholes,
prioritization of manhole repairs, cost estimates and a proposed repair schedule. The
report will include maps that symbolize the manholes in characteristic colors depending
on their condition.
Manhole condition will be ranked on a scale of 1 to 5:
1 — Sound visible condition, re-inspect on next scheduled evaluation (green)
2—Minor visible defects, condition to be re-evaluated on next scheduled inspection (tan)
3 - Some visible defects, may warrant repair as future changes and budgeting allows(yellow)
4 - Visible defects, in need of repair within two budget fiscal years (orange)
5 —Defects posing imminent risk are evident, should be corrected as soon as possible (red)
Scope of Work
1. Request available GIS files for use in the project and obtain available atlas records
and other pertinent information from the District for review before starting next
steps.
2. Prepare data collection form for the hand-held data collector.
3. Conduct a project kick-off meeting to review services, budget and schedule. During
the meeting, review the proposed data collection form and revise as necessary for
appropriate results.
Anna Sanchez
Costa Mesa Sanitation District
11 April 2013
Page 4
4. Prepare a data collection plan. Divide city into sectors that can be inspected in one
day.
5. Identify a pilot study area with assistance from District staff
6. Collect and analyze data in the pilot study area. Review results with District staff
Apply any needed corrective action identified by the analysis.
7. Collect and analyze data for the remaining manholes in the District.
8. Prepare draft project report for review by District staff
9. Prepare final project report, incorporating the District's review comments.
10. Prepare GIS deliverables.
11. Deliver the final work products.
Quality Control Activities
To assure that we are accomplishing the District's desired results, we will initially collect
data within a jointly pre-selected pilot study area. The pilot study area should be
representative of conditions found throughout the District, and small enough collect the
field data within two or three days. Once the pilot study area data collection is
completed, analyzed, and manhole conditions ranked; we will review the results with
District staff to ensure that the data collection and analysis is being performed as
intended and is yielding meaningful results. Should the initial pilot study area data
findings reveal the need to modify the data collection forms, provide additional training
to the field inspectors, or revise the methodology for ranking the manhole condition,
those adjustments to the program will be made before proceeding.
Once the program steps are confirmed the field collection and data downloads will proceed
on a daily basis until completed. As data is evaluated and tabled, it will be reviewed for
consistency and compliance with the desired results. This may involve the need for a
field inspector to revisit questionable data locations to verify consistency in the
inspection results.
Project Deliverables
• 5 hard copies of Manhole Inspection Project Report and Manhole Condition Maps
• Electronic (PDF) versions of Project Report and Manhole Condition Maps
• ESRI ArcGIS Version 10 feature classes and map files used to prepare Manhole
Condition Maps
• Microsoft Excel table containing manhole ID's and manhole inspection data.
Anna Sanchez
Costa Mesa Sanitation District
11 April 2013
Page 5
Project Schedule
Willdan is prepared to initiate the Sewer GIS project immediately upon receiving a written contract
compliant Notice To Proceed. The following table provides a proposed schedule for executing
the Manhole Inspection Project.
TASK COMPLETION
1. Obtain manhole GIS layer and any available base map layers Week 1
including parcels, street centerlines, City of Costa Mesa and
adjoining city boundaries, CMSD service area boundary, etc.
from District.
2. Prepare draft data collection plan. Week 1
3. Prepare electronic data collection forms and GPS handheld base Week 1
map.
4. Conduct project kick-off meeting: review draft data collection Week 2
form and data collection plan with District staff Concur on
proposed Pilot Study area.
5. Collect pilot study area data. Week 2—Week 3
6. Analyze pilot study area data and prepare preliminary report and Week 4 - Week 5
maps.
7. District review and comment on pilot study results Week 6
8. Perform any required corrective action identified during review Week 7
of pilot study results.
9. Collect data for remainder of District service area. Week 8 —Week 12
10. Prepare Draft Manhole Inspection Project Report and Manhole Week 12 - Week 13
Condition Maps.
11. District review and comment on Draft Report and maps Week 14—Week 15
12. Revise draft report and maps according to District review Week 16—Week 17
comments
13. Prepare and submit final project deliverables Week 17
Anna Sanchez
Costa Mesa Sanitation District
11 April 2013
Page 6
Project Fee Schedule
The following table provides a break-down of proposed fees by task, hours and Willdan staff
position descriptions.
PM GIS Engr Insp Total Dollars
Tasks hrs hrs hrs hrs hrs $
1 Kick-off Meeting, Progress Review
Meetings, Team Coordination 10 14 24 3,620
2'Prepare electronic data collection forms and
GPS base map 1 10 11 1,480
3 Prepare data collection plan maps 1 10 11 1,480
4 Inspect approximately 4,500 CMSD
manholes* 1 10 375 386 37,105
5 Analyze pilot study area data and prepare
preliminary report and maps 4 10 16 30 3,940
6 Analyze completed manhole inspection data
and prepare draft report and maps 4 8 32 44 5,600
7 Incorporate CMSD draft report review
comments and prepare final report and
maps 4 6 12 22 2,940
8 Prepare electronic deliverables: report and
map PDF's, and GIS data 1 8 9 1,220
Total Fee $57,385
26 76 60 375 537
* Manhole inspection fee assumes inspector can inspect an average of 12 manholes
per hour(5 minutes/MH to include observe, notations & travel).
Assumptions
District will provide a GIS feature class that depicts all known CMSD manhole locations in
ESRI ArcGIS shapefile or geodatabase format.
Optional Additional Services
The District may desire to obtain photographs of manholes identified in the Manhole
Inspection Project Report as needing repair. Due to additional time required, Willdan can
provide this service for an additional fee, to be negotiated after the inspection and analysis is
completed. Photographing manholes may require traffic control measures and/or additional
personnel to serve as observers to ensure the safety of in-field workers, particularly where
manholes are located in the travel way and intersections of higher volume roadways.
Anna Sanchez
Costa Mesa Sanitation District
11 April 2013
Page 7
If you have any questions about this proposal, please, do not hesitate to contact our
designated project manager Ray Wellington, Deputy Director of Engineering at (714)
978-8231 or rellington@willdan.com or the undersigned at (714) 978-8206 or
ktaylor@willdan.com
Respectfully submitted,
WILLDAN ENGINEERING
Kenneth Taylor, PE
Director of Engineering
/ WILLDAN
y ending
reach
Transmittal
TO: DATE: RECEIVE
s
Costa Mesa Sanitary District
628 W. 19th Street 5 September 2013 SEA a 2013
Costa Mesa, CA 92627-2716 JOB NO.: COSTA MESA SANITARY DISTRICT
102029-
ATTENTION:
Scott Carroll, General Manager/District Clerk
SUBJECT:
Sewer Manholes Surface Inspection Program
ENCLOSED:
Two copies of the signed agreement for the subject project services, and a copy of our corporate approval/signature
Authority Matrix.
REMARKS:
Please return a fully executed agreement copy with the written notice to proceed.
The enclosed materials are being sent for:
Signature
❑ PLEASE SIGN COPIES AND RETURN TO OUR OFFICE.
COPIES TO: file
VERY T: LY YOURS,
as lington, PE
/'oject Manager
WILLDAN
Engineering and Planning I Energy Efficiency,and Sustainability I Financial and Economic Consulting I National Preparedness and Interoperability
714.978.8200 I 800.424.9144 I fax:714.978.8299 1 2401 East Katella Avenue,Suite 450,Anaheim,California 92806-5982 1 www.willdan.com
Willdan Group,Inc. -Senior Managers& Staff Limit of Authority Matrix
Responsibilities-Position • Regional
Director/ Deputy Director/
Group President Sr.Vice President Vice President Project Manager Administration
Type of Action Assistant Lead
Project/Operations Related Activities
Project Billable Invoice Approval Authorized Up to$100,000 per Up to$50,000 per Up to$30,000 per None
invoice invoice invoice
Up to$500,000 per project Up to$250,000 per Up to$50,000 per Up to$10,000 per
Project Subcontract Award project and$4M None
and$20M ID/IQ contract 10/10 contract project project
Non-billable/Indirect Expenditures
Approval(excluding equipment leases
and capital expenditures for furniture, Up to$50,000 per invoice Up to$10,000 per Up to$3,000 per Up to$1,000 per Up to$750 per
equipment,computers,automobiles, invoice invoice invoice invoice
leasehold improvements and signage;
charitable contributions; insurance)
Equipment leases and capital
expenditures for furniture,equipment, Concurrence from Willdan
computers,automobiles, leasehold Group, Inc. CEO or CFO(or None None None None
improvements and signage;charitable designee)
contributions; insurance
Concurrence from Willdan
Facilities-Lease Approval/Amendments Group, Inc. Facility Manager None None None None
and CEO or CFO
Contractual/Proposal/Marketing Related Activities
Concurrence from Willdan Concurrence from
JV Agreement Signatory Group, Inc. CEO or CFO(or Group President None None None
designee)
Teaming Agreement Signatory Authorized Concurrence from None None None
Group President
Up to$2M per
Proposal&Contractual Limitation of Up to$5M per project and project and$20M Up to$75,000 per Up to$30,000 per None
Liability Amount $120M per ID/IQ project per ID/IQ contract project project
Up to$2M per
Proposal Go-No-Go Decision and Risk Up to$5M per project and Up to$75,000 per Up to$30,000 per
Review $120M per ID/IQ project project and$20M project project None
per 113/1Q contract
Rev. 2 Approved By :
Date: 0.1/15/2010 Date: / J O