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Contract - Environmental Engineering & Contracting - 2009-10-26AGREEMENT FOR CONSULTANT SERVICES This Agreement is made and effective as of 004111,,. yG , 2009, between the Costa Mesa Sanitary District, a sanitary district ( "District "), and Environmental Engineering & Contracting, Inc., a corporation ( "Consultant "). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows: Recitals WHEREAS, Consultant is an engineering firm that currently provides FOG inspection services for the District, including utilizing the District's GIS database to provide hotspot maps in support of the District's maintenance efforts; and WHEREAS, Consultant has previously utilized the District's GIS database to produce sewer cleaning maps similar to those desired in this agreement; and WHEREAS, Consultant has represented that it is capable of providing the GIS services described in the attached proposal, having provided GIS services to other governmental agencies; and WHEREAS, Consultant has a familiarity with the District by having maintained the FOG program, and is aware of the portions of the District's sewer system in the GIS database that are incorrectly shown and require correction; and WHEREAS, time is of the essence for District to maintain its industry standard of cleaning the sewer system at various intervals but no longer than once every three years, the maps resulting from this agreement being the guiding document for the sewer cleaning program; and WHEREAS, Consultant has also proposed to develop and implement a Computerized Maintenance Management System (CMMS) for the District which will facilitate management of line cleaning and which will provide critical sewer asset operation and maintenance and master planning data; and WHEREAS, Consultant proposes to integrate previously - provided GIS data and atlas information and to make corrections where necessary, and to provide District with an integrated and current reference source for the sewer lines, pump stations and other elements of the District's system; and WHEREAS, said CMMS will also integrate CCTV inspection data and make that information more useful; and WHEREAS, Consultant's GIS and CMMS will contain all of the detail set forth in the September 3, 2009 proposal and said products will have all the capabilities as represented therein; and 1 WHEREAS, because Consultant is an engineering firm with familiarity with the District and has proposed a fair and reasonable price to the District for such work, District is willing to award the contract to Consultant without, seeking other proposals; and WHEREAS, Consultant is willing to provide District with a "turnkey" product unless otherwise indicated in the proposal; NOW, THEREFORE the parties hereto do hereby agree as follows: 1. TERM This Agreement shall commence on September 1, 2009, and shall remain and continue in effect until tasks described herein are completed as stated in the proposal dated September 3, 2009, unless sooner terminated pursuant to the provisions of this Agreement. 2. SERVICES Consultant shall perform all of the tasks described in the September 3, 2009 proposal 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, unless the District requests that the work be done in longer phases. 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 practices utilized by persons engaged in providing similar services as are required of Consultant hereunder in meeting its obligations under this Agreement. 4. DISTRICT MANAGEMENT District's Manager shall represent District in all matters pertaining to the administration of this Agreement, review and approval of all products submitted by Consultant, but not including the authority to enlarge the Tasks to be Performed or change the compensation due to Consultant. The District Manager shall be authorized to act on District's behalf and to execute all necessary documents which enlarge the Tasks to be Performed or change Consultant's compensation, subject to Section 5 hereof. 2 . PAYMENT (a) The District agrees to pay Consultant in accordance with the tasks as set forth in Exhibit A, attached hereto and incorporated herein by this reference as though set forth in full, upon completion of the task. District reserves the right to direct that work be done in phases. This amount shall not exceed One Hundred Ninety -Four Thousand Eight Hundred Seventy -Five Dollars ($194,875) 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 which are in addition to those set forth herein, unless such additional services are authorized in advance and in writing by the District Manager. Consultant shall be compensated for any additional services in the amounts and in the manner as agreed to by District Manager and Consultant at the time District's written authorized is given to Consultant for the performance of said services. The District Manager may approve additional work not to cumulatively exceed the greater of Fifteen Thousand Dollars ($15,000.00) or ten percent (10 %) of the original 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. Payment shall be made within thirty (30) days of receipt of each invoice as to all non- disputed fees. If the District disputes any of Consultant's fees, it shall give written notice to Consultant within thirty (30) days of receipt of an invoice of any disputed fees set forth on the invoice. 6. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE (a) The District may, at any time, for any reasons, with or without cause, suspend or terminate this Agreement, or any portion hereof, by serving upon the Consultant at least ten (10) days prior written notice. Upon receipt of said notice, the Consultant shall immediately cease all work under this Agreement, unless the notice provides otherwise. If the District suspends or terminates a portion of this Agreement, such suspension or termination shall not make voice 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. Upon termination of the Agreement pursuant to this Section, the Consultant will submit ah invoice to the District pursuant to Section 5. 3 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) 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 shall cause to be served upon the Consultant a written notice of the default. The Consultant shall have ten (10) days after service upon it of said notice in which 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. Such work product shall be fully usable by District. 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 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 produce 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. With respect to computer files, Consultant shall make available to the District, at the Consultant's office and upon 4 reasonable written request by the District, the necessary computer software and hardware for purposes of accessing, compiling, transferring and printing computer files. 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 ( "Indemnified Parties ") from and against any and all losses, liabilities, damages, costs and expenses, including attorney's fees and costs to the extent same are caused in whole or in part by any negligent or wrongful act, error or omission 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 full 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, 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. 10. INSURANCE Consultant shall maintain prior to the beginning of and for the duration of this Agreement insurance coverage as specified in Exhibit B attached to and part of this Agreement. Such coverage shall provide automotive, commercial general liability and professional error coverage, if appropriate. Existing coverage may suffice if coverage limits are acceptable. District must be named an additional insured on the endorsement. 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, 5 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 whatever against District, or bind District in any manner. (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 Costa Mesa Sanitary 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 Costa Mesa Sanitary 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 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 proceed thereof, for work to be performed in connection with the Project performed under this Agreement. 6 15. RELEASE OF INFORMATION / CONFLICTS OF INTEREST (a) All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without District's prior written authorization. Consultant, its officers, employees, agents or subconsultants, shall not without written authorization from the District 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, 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 and 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 the right by District to control, direct, or rewrite said response. (c) Consultant covenants that neither he /she 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 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 7 address of the party as set forth below or at any other address as that party .may later designate by notice: To District: To Consultant: 17. ASSIGNMENT Costa Mesa Sanitary District 628 West 19th St Costa Mesa, CA 92627 Attn: District Clerk Environmental Engineering & Contracting, Inc. 501 Parkcenter Drive Santa Ana, CA 92705 Attn: Jim Kolk 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. Because of the personal nature of the services to be rendered pursuant to this Agreement, only Jim Kolk, Ramon Gallegos or Sharon Guilliams shall perform the services described in this Agreement. Jim Kolk, Ramon Gallegos or Sharon Guilliams may use assistants, under its direct supervision, to perform some of the services under this Agreement; however, all client contact and interaction regarding professional services shall be provided by Jim Kolk, Ramon Gallegos or Sharon Guilliams. Consultant shall provide District fourteen (14) day's notice prior to the departure of Jim Kolk from Consultant's employ. Should he /she leave Consultant's employ, the District shall have the option to immediately terminate this Agreement, within three (3) days of the close of said notice period. Upon termination of this agreement, Consultant's sole compensation shall be payment for actual services performed up to, and including, the date of termination or as may be otherwise agreed to in writing between the Board of Directors and the Consultant. 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 The 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 8 concerning this Agreement shall take place in the municipal, superior or federal district court with jurisdiction over the Costa Mesa Sanitary 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. 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. 23. AUTHORITY TO EXECUTE THIS AGREEMENT The person or persons executing this Agreement on behalf of Consultant warrants and represents that he /she has the authority to execute this Agreement on behalf of the Consultant and has 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. 9 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed this day and year first above written. COSTA MESA SANITARY DISTRICT ENVIRONMENTAL ENGINEERING & CONTRACTING, INC. District Manager Signature ATTEST: District Clerk APPROVED AS TO FORM: District Counsel 10 Typed Name Title IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed this day and year first above written. COSTA MESA SANITARY DISTRICT District Manager ATTEST: APPROVED AS TO FORM: District Counsel 10 ENVIRONMENTAL ENGINEERING & CONTRACTING, INC. Typed Name Title September 3, 2009 Mr. Tom Fauth Costa Mesa Sanitary District 628 West 19th Street Costa Mesa, California 92627 ENVIRONMENTAL ENGINEERING & CONTRACTING, INC. 501 Parkcenter Drive, Santa Ana, CA 92705 Phone (714) 667 -2300 Fax (714) 667 -2310 Subject: GIS and CMMS Development for District Sewer Asset Management Dear Mr. Fauth, EXHIBIT "A" Environmental Engineering & Contracting, Inc. (EEC) is pleased to present this proposal to provide engineering services related to development of a Geographical Information System (GIS) and Computerized Maintenance Management System (CMMS) for the Costa Mesa Sanitary District (District). EEC is aware that the District is interested in development of a functional Sewer System GIS /CMMS, initially to facilitate management of District -wide line cleaning activities, but ultimately to manage all critical sewer asset operation and maintenance (O &M) and master planning activities. Currently the District has GIS data for sewer mains, manholes, and county trunk lines that was generated several years ago for Orange County Sanitation District (OCSD) as part of a county -wide sewer study. This existing GIS data is incomplete and contains many inaccuracies; however, the data can be corrected and migrated into a functional GIS, representative of the District's sewer system assets. A variety of spreadsheets and red -lined sewer atlases are currently used to manually manage sewer O &M activities. While functional, this method of O &M management is inefficient and does not provide flexibility in generating work orders or status reporting. Additionally, the District has an extensive catalog of sewer asset closed circuit television (CCTV) inspection data; however, the capability for review and analysis of this data is severely limited. A functional GIS /CMMS will significantly enhance O &M capabilities for the District's key sewer system assets and EEC has the demonstrated development and integration expertise required to complete these complex asset management tasks. Background The District plans to implement a District -wide line cleaning program to ensure that all District sewers are cleaned within a three year period. Based on historic observations and District understanding of the sewer system, some pipelines will need to be cleaned on an annual basis, some on a bi- annual basis, and others on a tri- annual basis. The District is interested in utilizing a GIS /CMMS system to manage and coordinate these O &M activities. To serve this purpose, the existing GIS must first be upgraded to accurately depict the District's sewer assets such as manholes and sewer pipe segments. To facilitate O &M activity scheduling and monitoring, key 1 EEC — GIS /CMMS Development Proposal, Costa Mesa Sanitary District September 3, 2009 assets must be assigned with attribute data such as pipe sizes, lengths, flow direction, manhole IDs, elevations, cleaning frequency and cleaning history. The pipe segment's cleaning history will ensure required line cleaning intervals do not lapse beyond that segment's specified cleaning frequency. Additionally, wastewater drainage watershed (WDW) and pipe segment predecessor(s) information for each pipe segment and manhole should be graphically displayed. Collectively, these elements can give the District a powerful tool to manage and schedule line cleaning activities while avoiding resource inefficiencies, which could include: • Sending cleaning crews from one location to another across the District in an inefficient manner, • Cleaning pipe segments out of flow order, rendering downstream segments susceptible to dislodged waste, • Cleaning pipe segments more often than necessary, and • Not cleaning pipe segment(s) often enough. EEC proposes to address each of these potential inefficiencies with a comprehensive GIS /CMMS with the ability to: • Graphically view pipe segments based on real -time cleaning status (Figure 1); • Graphically view the WDWs of the sewer system (Figure 2); • Graphically view pipe segments based on their cleaning frequency or last cleaned date (Figure 3); • Run analysis to determine WDW cleaning prioritization; • Run analysis to determine optimum pipe segment cleaning sequence based on flow direction; • Include each pipe segment's cleaning frequency in the analysis process; and • Create a system wide, efficient cleaning schedule that considers: o Pipe segment cleaning history, o Pipe segment cleaning frequency, o Downstream pipe segment cleaning schedule, o Pipe segment WDWs. 2 EEC – GIS /CMMS Development Proposal, Costa Mesa Sanitary District September 3, 2009 tII I �3 „4, 4 f--� I f rill 111 11 _ Ii �tt�a 1 n ,I .1,4.444 • 'CI i Sewer Mains Last Cleaning Date 4/9 - 6/9 1/9 - 3/9 10/8 - 12/8 -- 7/8 - 9/8 — 4/8 - 6/8 1/8 - 3/8 10/7 - 12/7 7/7 - 9/7 4/7 - 6/7 1/7 - 3/7 10/6 - 12/6 7/6 - 9/6 4/6 - 6/6 1/6 - 3/6 10/5 - 12/5 7/5 - 9/5 CMSD Boundary Figure 1 (Actual existing GIS data, last cleaning date simulated for illustration purposes.) 3 EEC — GIS /CMMS Development Proposal, Costa Mesa Sanitary District September 3, 2009 ® Al A4 ®■-- A7 A10 A13 • Tributary Point of Entry A2 A5 A8 All A14 Sewer Trunks A3 A6 A9 Al2 A15 1......r1 CMSD Boundary • Figure 2 (Actual existing GIS data, including wastewater drainage watersheds.) 4 EEC — GIS /CMMS Development Proposal, Costa Mesa Sanitary District September 3, 2009 Figure 3 (Actual existing GIS data, cleaning frequency simulated for illustration purposes.) 5 EEC — GIS /CMMS Development Proposal, Costa Mesa Sanitary District September 3, 2009 Beyond line cleaning activities, the District manages /conducts a variety of sewer asset inspections, including sewer line CCTV inspections. The proposed GIS /CMMS will provide the District with the capability to: • Enter findings /results into an organized database, • Review and analyze inspection results, including viewing of CCTV video, and • Schedule and monitor /report status of inspection activities. In addition to sewer line O &M activities, the District also performs routine O &M activities for the 20 District -owned pump stations. Key pump station asset data will be included in the CMMS database to enable lift station O &M activity scheduling and reporting. The district also has a need for flow modeling capabilities to identify capacity limitations and analyze /evaluate the impacts of additional wastewater discharges from new developments or upgrading facilities. The GIS environment provides an ideal solution for this engineering effort as the data required to develop an accurate flow model will be contained within the asset database. These integration activities will provide the District with this critical capacity analysis functionality. Scone of Work GIS Development GIS development tasks and deliverables include the following: • Develop an accurate and up -to -date GIS containing District sewer system assets based on industry standards, including sewers, manholes, laterals, and lift stations. o GIS manhole and sewer line locations will be revised, updated and verified based on existing District paper atlases (lateral atlas - — 75 pages) and as -built drawings. o Newly added/constructed /modified assets (within the last three years) will be created in GIS based on available construction plans. This includes the four phases of Orange County Sanitation District sewer transfers (Arlington, Watson, California, and 6 new sewers) and this effort will be closely coordinated with the District Engineer. o Active laterals (approximately 35,000), inactive laterals (approximately 10,000) and inactive wyes (approximately 15,000) will be added to the GIS. o Key attribute data for sewer and manholes will be extracted from District paper atlases and as -built drawings, and included in the GIS. o District easements identified in the paper atlas, as well as those not yet entered into the District atlas, will be included in the GIS. 6 EEC — GIS /CMMS Development Proposal, Costa Mesa Sanitary District September 3, 2009 • Include in the GIS the following items: o Pipe segment cleaning frequencies (defined by District staff) o Pipe segment cleaning precursors o WDW designators (defined by District staff) • Develop and provide sewer system atlases for field crews and line cleaning contractors (four complete sets). These atlases will: o Depict key asset data (pipe segment ID, pipe material, diameter, flow direction), o Illustrate cleaning cycles, pipe segment cleaning frequencies, and a cleaning schedule (specifics to be determined at project kick -off meeting), and o Identify WDWs. Development and Implementation of a Line Cleaning Schedule Methodology To provide a cleaning schedule that will distribute the monthly work orders in a balanced manner throughout each three year cycle, EEC plans to partition the sewer system into 12 approximately equally sized zones made up of complete WDWs. Using these partitioned areas, line cleaning will be scheduled such that, by the end of each year, all of the annual pipe segments, half of the bi- annual pipe segments, and a third of the tri- annual pipe segments will have been cleaned. Based on input from the District, the approximate percentage of the sewer system falling into the specific cleaning frequency is: • Annual = 20% of the sewer system • Bi- Annual = 30% of the sewer system • Tri- Annual = 50% of the sewer system Using these estimations, approximately 52% of the system will be cleaned each year — 100% of annuals (20% of the sewer system), 50% of bi- annuals (15% of the sewer system), and 33% of tri- annuals (17% of the sewer system). By the end of the three year cycle, all of the pipe segments will have been cleaned at least once, and by the end of six years, the complete cycle will repeat itself. The cleaning regiment will proceed approximately as follows: Cleaning Year Frequency Zones 1 Annual 1 to 12 1 Bi- annual 1 to 6 1 Tri - annual 1 to 4 Cleaning Year Frequency Zones 2 Annual 1 to 12 2 Bi- annual 7 to 12 2 Tri- annual 5 to 8 7 Cleaning Year Frequency Zones 4 Annual 1 to 12 4 Bi- annual 7 to 12 4 Tri - annual 1 to 4 Cleaning Year Frequency Zones 5 Annual 1 to 12 5 Bi- annual 1 to 6 5 Tri - annual 5 to 8 EEC — GIS /CMMS Development Proposal, Costa Mesa Sanitary District September 3, 2009 Cleaning Year Frequency Zones 3 Annual 1 to 12 3 Bi- annual 1 to 6 3 Tri - annual 9 to 12 Cleaning Year Frequency Zones 6 Annual 1 to 12 6 Bi- annual 7 to 12 6 Tri- annual 9 to 12 The chronological sequence of each zone will be determined by the prevalent last cleaning date of the pipe segments within each zone to minimize the potential for pipe segments to exceed their designated cleaning frequency. Also, throughout initial implementation of the cleaning schedule, the last cleaned date for individual pipe segments will be monitored to identify individual pipe segment at risk of exceeding its cleaning frequency. GIS Maintenance and Cleaning Schedule Reports EEC will update, revise, and correct the District's GIS (based on reports from the field), and generate the cleaning work orders on a quarterly basis or a frequency determined by the District. In order to develop an effective GIS maintenance and cleaning schedule report procedure, EEC will conduct a kick -off meeting with District staff and the cleaning contractor. The objectives of this meeting will be to: • Develop a cleaning work order and cleaning results format. • Develop a procedure for EEC to receive data corrections from field observations and implement those corrections in the GIS. • Develop a method for EEC to analyze results from the field and deliver up to date information to the cleaning crews. This scope of work includes updates, revisions, and corrections of the District's GIS and production of the sewer system atlases (four complete sets) during the first year of implementation. CMMS Development CMMS development consists of the following tasks and deliverables: • Develop a maintenance management database integrated with the District's GIS providing key asset management capabilities. • Enter sewer system maintenance data into this database, enabling maintenance status reporting and maintenance scheduling (work orders), including line cleaning, CCTV, manhole inspections and lift station maintenance activities. • Link CCTV inspection results to the database to facilitate defect assessment and repair prioritization. CCTV results, when available, will be accessible for viewing through selection of assets from the GIS interface or through the maintenance management database interface. 8 EEC — GIS /CMMS Development Proposal, Costa Mesa Sanitary District September 3, 2009 • Enter key asset data into this database to support accounting/financial reporting requirements. • Procure and configure appropriate software licensing for CMMS /GIS integration. EEC will update, revise, and correct the District's CMMS database (based on reports from the field) and generate O &M work orders /status reports on a quarterly basis (or a frequency determined by the District). This scope of work includes updates, revisions, corrections and maintenance of the District's CMMS and generation of the O &M work orders /reports during the first 6 months of CMMS implementation. EEC will conduct a kick -off meeting with District staff (and maintenance contractors, if requested) to ensure that field inspection reports and data are provided in a consistent format for efficient importing to the CMMS. EEC will work with District staff and contractors to develop and configure work orders and status reports suitable for the Districts needs. Modeling/Master Planning Modeling/Master Planning tasks and deliverables include the following: • Integrate modeling capabilities into the GIS to provide capacity analysis functionality. The connectivity established between sewer assets in the GIS, together with application of Manning's Equation and parcel based land use data, will facilitate development of a flow model and provide analysis of sewer line capacity issues. This analysis will allow the District to focus resources on critical parts of the collection system. • Provide capability to analyze downstream effects of additional loading (for new developments). • Work with District staff to develop maps depicting modeling and analysis results (estimate 80 hours of interface with District staff). Transition to District Staff EEC will provide the training and assistance to identified District staff to enable transitioning of the GIS /CMMS related activities from EEC to District staff (estimate 60 hours of interface with District staff). Activities may include: • Maintenance data entry (line cleaning, CCTV, lift station maintenance), • Field verified GIS corrections, • Inspection results review and analysis, • Updates to GIS and CMMS for sewer system modifications or upgrades, • Generating work orders and status reports. 9 EEC — GIS /CMMS Development Proposal, Costa Mesa Sanitary District September 3, 2009 Once GIS /CMMS activities have been transitioned to the District, it is estimated that the following District resources will be required for on -going GIS /CMMS activities: • Software License Maintenance Fees ($3,000- $5,000 per year) - provides for software updates, technical support, access to online services. • — 0.5 FTE — provides for data entry, GIS updates, CMMS updates, work orders /reports and on -going training. Cost Estimate The aforementioned scope of work will be performed by EEC on a time and materials basis, in accordance with our most current fee schedule (2009 Fee Schedule attached for reference). For the purpose of this proposal, the Estimated Cost (Not to Exceed) is $195,000. The estimated cost is broken down as follows: Project Tasks Projected Hours Est. Cost Principal Sr. Proj. Eng. II PE Proj. Eng.II Proj. Mgr. Proj. Eng. I PE GIS /IT Sup. Staff Eng. GIS Analyst Total Task Hours Hourly Rate $195 $170 $125 $115 $115 $90 $90 GIS Development and Line Cleaning Management 6 10 25 40 150 270 365 866 $84,995 CMMS Development/ Integration 6 16 40 100 100 120 80 462 $49,890 Modeling /Master Planning Development/ Integration 4 24 40 100 100 110 80 458 $49,960 Transition to CMSD Staff 2 2 6 14 40 16 10 90 $10,030 Total Hours 18 52 111 254 390 516 535 $194,875 Total Cost $3,510 $8,840 $13,875 $29,210 $44,850 $46,440 $48,150 In the event that critical parcel data, including lot lines, Assessor Parcel Numbers (APNs) and legal descriptions are not accessible to the District at no (or low) cost through public entities (City of Costa Mesa, County Assessor, County Surveyor), additional costs will be required to purchase this data through private data providers. The estimated cost for this data through a private provider is between $20,000 and $30,000. 10 EEC — GIS /CMMS Development Proposal, Costa Mesa Sanitary District September 3, 2009 EEC is prepared to begin this work upon acceptance of this budget and scope of work. It is projected that GIS development activities can be completed within 4 months. CMMS and modeling development/integration will require an additional 6 months. CMMS and modeling development/integration tasks can be initiated together or independently following completion of the GIS development tasks and work can begin immediately or at a later date to be specified by District staff. Transition of day -to -day GIS /CMMS activities will be initiated based on District staff direction. Thank you again for this opportunity to provide these professional services to the Costa Mesa Sanitary District. If you have any questions, please call Jim Kolk, Ramon Gallegos, or myself at (714) 667 -2300. Sincerely, Environmental Engineering & Contracting, Inc. .114tx,4_. teLtiaev Sharon Guilliams PE Project Engineer Acceptance If the proposed scope of work and costs of services stated herein meet with your approval, please acknowledge acceptance of same and initiate authorization to proceed by signing and faxing a copy of this document to 714 - 667 -2310. Print Name Signature Print Title Date 11 4r ENVIITONMENTAL ENGINEERING & CONTRACTING, INC. 501 Parkcenter Drive, Santa Ana, CA 92705 Phone (714) 667 -2300 Fax (714) 667 -2310 2009 Fee Schedule Prior to the commencement of services provided by EEC a Professional Service Agreement, Contract, Purchase Order, or Commitment Letter must be executed by both parties engaged. PERSONNEL CHARGES The charge for all time required for the performance of the Scope of Work, including office, field and travel time, will be billed at the hourly rate according to the labor classifications set forth below: Labor Classification Staff Engineer /Geologist/Scientist Sr Staff Engineer /Geologist/Scientist Project Engineer /Geologist/Scientist - I Project Engineer /Geologist/Scientist - I I Sr Project Engineer /Geologist/Scientist - I Sr Project Engineer /Geologist/Scientist - II Principal Engineer /Geologist Principal Project Assistant Technician Drafter Sr Technician Compliance Inspector GIS Analyst GIS, IT Supervisor Construction Technician Construction Field Supervisor Construction Manager Sr Construction Manager Hourly Rate $90 $100 $115 $125 $145 $170 $180 $195 $70 $80 $85 $90 $90 $90 $115 $65 $85 $85 $115 Emergency response and client requested work during non - standard business hours will be charged at a rate of 1.25 times the standard hourly rate. When EEC Staff appear as expert witnesses at court trials, mediation, arbitration hearings and depositions, their time will be charged at 2.0 times the standard rate. All time spent preparing for such trials, hearings, and depositions, will be charged at the standard hourly rate. Travel Field vehicles used on project assignments will be charged at $50 per day. The mileage charge will be billed by the current rate established by the Internal Revenue Service plus mark up. Per Diem is billed at a unit cost of $40 per day. Lodging and Per Diem is billed at $175 per day. Field Equipment Field Equipment is billed at standard unit costs. Rate schedules are available upon request. Subcontractors and Reimbursables The costs of subcontractors, materials, equipment rental and costs incurred will be charged at cost plus 15 %. Other Protect Charges The cost of additional report reproduction and special project accounting will be billed as appropriate. Plotting plans are charged by size, black and white or color, and by the number of copies supplied. Shipping and Postage Shipping charges include couriers and the postage necessary will be charged at cost plus markup. Interest Charges Interest on late payments will be charged at the rate of 1.5% per month. This Fee Schedule is adjusted each subsequent year to reflect the economic changes for the new year. The new schedule will apply to existing and new assignments. GIS and CMMS Development for CMSD Sewer Asset Management Project Task Addendum EEC - 10/23/2009 Task 1 GIS Database Development (Phase 1) Task 1.1 Catalog paper atlas (75 pages) and recent construction plans (last 3 years) into GIS Task 1.2 Enter /verify GIS manhole and sewer line locations in GIS Task 1.3 Enter District easements into GIS Task 1.4 Enter lateral location /data into GIS Task 1.5 Develop /implement line cleaning scheduling methodology Task 1.6 Generate sewer atlases for field staff and contractors Task 1.7 Running program and database maintenance (Quarter 1) Task 1.8 Running program and database maintenance (Quarter 2) Task 1.9 Running program and database maintenance (Quarter 3) Task 1.10 Running program and database maintenance (Quarter 4) Task 1.11 CMSD GIS application licensing procurement Task 2 CMMS Development (Phase 2) Task 2.1 Develop Maintenance Management (CMMS) Database Task 2.2 Integrate CMMS Database with GIS Task 2.3 Link CCTV data to CMMS /GIS databases Task 2.4 CMSD CMMS application licensing procurement Task 3 Modeling/Master Planning (Phase 3) Task 3.1 Modeling application development /procurement Task 3.2 Integrate modeling capabilities into the GIS Database Task 3.3 Data analysis and resulting maps Task 4 Transition to District Staff Task 4.1 Provide database training to identified District staff for: o Maintenance activity data entry (line cleaning, CCTV, lift station maintenance), o Field verified GIS corrections, o Inspection results review and analysis, o Updates to GIS and CMMS for sewer system modifications or upgrades, o Generating work orders and status reports. CMSD - 949 - 645 -8400, x222 2009 2010 NOV DEC JAN FEB MAR Phase 1 - GIS Dvlpmnt - 5mos Line Clean Methodology Line Clean Schedule - $85K CMSD - EEC GIS Schedule - 22 Months 2011 APR MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY Phase 2 CMMS - 7mos - $50K Phase 3 Hydraulic Modeling - 7mos $50K FY 09/10 Exhibit A Schedule JUN JUL AUG Training - 3mos - $10k THE SCHEDULE IS APPROXIMATE AND WILL NOT AFFECT COST. Phase 1: 5 Months Duration, FY09 /10; Phase 2: 7 Months Duration, FY09 /10 - FY10/11; Phase 3: 7 Months Duration, FY10/11; Training: 3 Months Duration, FY10/11 - FY11/12; Retains CMSD Need to Spread Costs Over Three Fiscal Years; Enables EEC to complete the GIS Program in 22 Months, by Aug 31, 2011 -Keeps Rates Stable Through December 31, 2011 = 4 Months Slack; Splits the Schedule Timeline Midway Between 19 Months and 26 Months. This Document is the Schedule Portion of Exhibit A.