S A W P A SANTA ANA WATERSHED PROJECT AUTHORITY Sterling Avenue, Riverside, California (951)

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1 S A W P A SANTA ANA WATERSHED PROJECT AUTHORITY Sterling Avenue, Riverside, California (951) PROJECT AGREEMENT 21 COMMITTEE MEETING INLAND EMPIRE BRINE LINE PROJECT COMMITTEE (MEMBERS: IEUA, EMWD, WMWD, SBVMWD) THURSDAY, SEPTEMBER 5, :30 AM SAWPA Office, Sterling Avenue, Riverside, CA AGENDA 1. CALL TO ORDER (Don Galleano, Chair) 2. PUBLIC COMMENTS Members of the public may address the Commission on any item that is within the jurisdiction of the Commission; however, no action may be taken on any item not appearing on the agenda unless the action is otherwise authorized by Subdivision (b) Section of the Government Code. 3. NEW BUSINESS A. INLAND EMPIRE BRINE LINE REACH V REHABILITATION AND IMPROVEMENT PROJECT (CM#8795)...3 Presenter: David Ruhl, Program Manager Recommendation: That the Commission authorize the General Manager to execute Task Order No. DUDK with Dudek for engineering design services for the Inland Empire Brine Line Reach V Rehabilitation and Improvement Project, for an amount not-to-exceed $381, CONSENT CALENDAR All matters listed under the Consent Calendar are considered routine and non-controversial and will be acted upon by the Committee by one motion in the form listed below. There will be no separate discussion on items prior to the time the Committee votes, unless a Committee member, staff, or the public requests that items be discussed and/or removed from the Consent Calendar for separate action. A. APPROVAL OF THE MINUTES FROM THE MEETING HELD Recommendation: Approve as mailed. 5. INFORMATIONAL REPORTS/UPDATES Recommendation: Receive and file. A. CALTRANS I-215 BI-COUNTY HOV GAP CLOSURE PROJECT CONSTRUCTION RAMP CROSSING OVER BRINE LINE (CM#8796) 17 Presenter: Carlos Quintero 1

2 B. SAWPA PRETREATMENT PROGRAM - UPDATE Remedial Plan Staffing Budget Presenter: Rich Haller 6. CLOSED SESSION A. PURSUANT TO GOVERNMENT CODE SECTION (a) CONFERENCE WITH LEGAL COUNSEL EXISTING LITIGATION Castle and Cook, Case No. RIC OCSD Arbitration 7. ADJOURNMENT Any person with a disability who requires accommodation in order to participate in this meeting should telephone Commission Secretary Patti Bonawitz at (951) , at least 48 hours prior to the meeting in order to make a request for a disability-related modification or accommodation.. PLEASE NOTE: Materials related to an item on this agenda submitted to the Commission after distribution of the agenda packet are available for public inspection in the Authority s office located at Sterling Avenue, Riverside, during normal business hours. Also, such documents are available on the Authority s website at subject to staff s ability to post documents before the meeting. Declaration of Posting I, Patti Bonawitz, Clerk of the Board of the Santa Ana Watershed Project Authority certify that a copy of this agenda has been posted by 5:30 p.m. in the Agency s office, Sterling Avenue, Riverside, on Thursday, August 29, Patti Bonawitz 2013 PROJECT AGREEMENT 21 COMMITTEE MEETING SCHEDULE NOTE: This Committee meets the first Thursday of each month at 10:30 a.m., unless that Thursday falls before the first Tuesday Commission Workshop/Meeting. In that case, the PA 21 Committee Meeting will be held the Thursday after the first Tuesday Commission Workshop/Meeting. October 3 November 7 December dark? 2

3 COMMISSION MEMORANDUM NO DATE: September 5, 2013 TO: SUBJECT: PREPARED BY: Project Agreement 21 Committee Inland Empire Brine Line Reach V Rehabilitation and Improvement Project David Ruhl, Program Manager RECOMMENDATION It is recommended that the Project Agreement 21Committee recommends that the Commission authorizes the General Manager to execute Task Order No. DUDK with Dudek for engineering design services for the Inland Empire Brine Line Reach V Rehabilitation and Improvement Project, for an amount not-to-exceed $381,218. DISCUSSION In June 2013, staff issued a Request for Proposal for Engineering Services for the Inland Empire Brine Line Reach V Rehabilitation and Improvement Project. On July 30, 2013, four proposals were received from: Dudek MWH RMC Water and Environmental Tetra Tech A selection committee consisting of representatives from Eastern Municipal Water District, Western Municipal Water District, and staff reviewed the proposals and interviewed the four proposing firms on August 7, The firms were scored on criteria outlined in the RFP (project understanding, approach, relevant qualifications, experience, level of effort, and references). The cost proposals of the three top-ranked firms were opened, reviewed, and scored. The cost proposal score was added to the interview score for a total interview score. Based upon the RFP criteria, Dudek received the highest total score and unanimous consensus from the selection committee as the most qualified firm to perform the work. Dudek received favorable responses from their references. In addition, SAWPA has working experience with Dudek and the proposed Project Manager, which was a favorable experience. Although there is a significant difference in cost between Dudek and the other two teams, staff has reviewed the scope and level of effort with Dudek to ensure Dudek did not overlook any aspects of the work. Dudek has assured staff that they are confident in their price to complete the work. A summary of the scores and fee proposals of the top three firms is as follows: Firm Fee Proposal Score Dudek $381, Tetra Tech $832, RMC $1,220, Work to be Performed The work includes preparation of preliminary design, final design, and preparation of plans and specifications for construction and pre-qualification of contractors for the implementation of the project. Dudek s proposed design schedule includes completing preliminary design in November 2013, and completing final design in May

4 CM#8795 September 5, 2013 Page 2 Background At the June 18, 2013 Commission meeting, staff presented the Final Reach V (Contracts I and II) Condition Study prepared by RMC Water and Environmental. The work included preparation of a pipeline condition assessment to evaluate five (5) miles of the Reach V Brine Line and two other areas of concern (for a total of 40,794 feet, or about eight [8] miles), where extensive investigation has found poor compaction and overdeflection of the pipe that led to the pipe failure and brine spill on October 18, The study included a condition assessment, risk assessment, and surge analysis. A risk-based approach was used in order to prioritize condition assessment and capital improvement project activities. A risk score was developed for each pipe segment and placed into three risk categories (high, medium, and low), the results of which are included in Table 1. Table 1 Risk Assessment Results Risk Category Project Timeline Total Length of Pipe High Risk Short Term 12,830 (0 3 years) Medium Risk Long Term 8,207 (4 10 years) Low Risk No Project 19,757 Total 40,794 Project recommendations were developed based on the surge analysis, hydraulics, and the risk assessment shown in Table 1. The recommendations describe the appropriate repair method and define the limits of the work. A summary of the project recommendations are included in Table 2. Table 2 Summary of Project Recommendations Project Anticipated Schedule Project Recommendation Maintenance Access Structure (MAS) Installation Project Prior to Short-Tern Project Install 26 MAS, isolation valves and access tees for future by-pass pumping. Short-Term Pressure CIPP Lining Rehabilitation Project 0 3 years Pressure CIPP Line 12,900 ft of 24-inch PVC Pipe. Long-Term Pressure CIPP lining Rehabilitation Project Replace or Modify 11 air release valves years Pressure CIPP Line 8,200 ft of 24-inch PVC Pipe. Replace or modify 45 air release valves. The Commission directed staff to issue an RFP for design services for the project recommendations included in Table 2, as well as relocation of 3,750 feet of the Brine Line located within a pipeline easement in an undeveloped portion of Lake Elsinore to within the public right-of-way. Staff is pursuing funding through the State Revolving Fund (SRF) Loan Program and has submitted project information to the State to get on the State Priority List. The cost estimate ranges from $13 to $17.8 Million. RESOURCE IMPACTS Funds to cover the design are budgeted under the FY Budget Fund No Construction costs would be funded through the SRF Loan Program. DR:pb Attachment: Task Order No. DUDK CM#8795 PA 21 CM8795 Reach V Rehab Award

5 SANTA ANA WATERSHED PROJECT AUTHORITY TASK ORDER NO. DUDK CONSULTANT: Dudek VENDOR NO Second Street Encinitas, CA COST: $381,218 PAYMENT: Upon Proper Invoice REQUESTED BY: David Ruhl, Program Manager September 5, 2013 FINANCE: Karen Williams, CFO Date FINANCING SOURCE: Acct. Coding 326-Reach Acct. Description General Consulting COMMISSION AUTHORIZATION REQUIRED: YES (X) NO ( ) Commission Memo #8795 This Task Order is issued by the Santa Ana Watershed Project Authority (hereafter SAWPA ) to Dudek (hereafter Consultant ) pursuant to the Agreement between SAWPA and Consultant entitled Agreement for Services, dated November 28, 2012 (expires ). I. PROJECT NAME OR DESCRIPTION Inland Empire Brine Line Reach V Rehabilitation and Improvement Project II. SCOPE OF WORK / TASKS TO BE PERFORMED Consultant shall provide all labor, materials, and equipment for the Project to support the Brine Line Pretreatment Program. Consultant to evaluate database management system proposals, support completion of Remedial Plan Requirement No. 6 to evaluate long-term organization and staffing, and provide miscellaneous support. The full Scope of Work is outlined in Attachment A. Please refer to Appendix X for acceptable formats, also found at III. PERFORMANCE TIME FRAME Consultant shall begin work within five days of the date that this Task Order is signed by the Authorized Officer, and shall complete performance of such services by December 31, IV. SAWPA LIAISON David Ruhl and/or Rich Haller shall serve as liaison between SAWPA and Consultant V. COMPENSATION For all services rendered by Consultant pursuant to this Task Order, Consultant shall receive a total not-to-exceed sum of $381,218 in accordance with the Labor and Fee Proposal (attached). Payment for such services shall be made within 30 days upon receipt of timely and proper invoices from the Consultant, as required by the above-mentioned Agreement. Consultant shall provide to SAWPA each such invoice within 15 days after the end of the month in which the services were performed. k/contracts/drafted/sari/dudekdudk

6 Task Order DUDK September 2013 Page 2 VI. CONTRACT DOCUMENTS PRECEDENCE In the event of a conflict in terms between and among the contract documents herein, the document item highest in precedence shall control. The precedence shall be: a. The Agreement for Services by Independent Consultant/Contractor. b. The Task Order or Orders issued pursuant to the Agreement, in numerical order. c. Exhibits attached to each Task Order, which may describe, among other things, the Scope of Work and compensation therefore. d. Specifications incorporated by reference. e. Drawings incorporated by reference. In witness whereof, the parties have executed this Task Order on the date indicated below. SANTA ANA WATERSHED PROJECT AUTHORITY Celeste Cantú, General Manager Date DUDEK (Signature) Date Print or Type Name k/contracts/drafted/sari/dudekdudk

7 ATTACHMENT A Scope of Work The scope of work will include, but not be limited to the following tasks: 1. Project Management The Project Management tasks and deliverables will include, at a minimum, the following: 1.1. Kick-off Meeting: Within one (1) week of issuance of the Notice to Proceed (NTP), Dudek shall coordinate, prepare, and attend a kick-off meeting to be conducted at SAWPA s offices and attended by the Project Manager and other key personnel. The purpose of the meeting will be to meet key team members, discuss project goals, schedule, procedures, anticipated issues, and establishing communication channels between Dudek and SAWPA. Dudek shall prepare and distribute a meeting agenda prior the meeting. Dudek shall prepare summary meeting notes and distribute to all attendees after the meeting Monthly Invoices: Dudek shall provide monthly invoices detailing number of hours budgeted for each task and number of hours spent during the month and cumulative for the project. In addition, the monthly invoices shall identify labor, indirect and other project related costs incurred during the month and a brief description of the activities Schedule: Dudek shall prepare and submit a schedule including key milestones and all related activities at the Kick-off Meeting. The schedule will be provided in MS Project and will reflect budgeted hours for each task and hours spent by task. Each task will be labeled with a complete description and an estimated duration in days and/or hours, as appropriate. The schedule shall be updated monthly and submitted with the monthly invoice Progress Reports: Dudek shall provide brief monthly progress reports. The monthly reports shall include, at a minimum, a narrative status of monthly progress and cost updates. The progress reports shall be submitted with the monthly invoice Progress Meetings: Dudek shall prepare for and participate in bi-monthly meetings at SAWPA s offices, to discuss project status, schedule, issues that could impact project progress and/or budget and the following two week activities. One of the monthly meetings shall be a conference call. Dudek shall prepare and distribute an agenda prior to the progress meeting and prepare summary notes and action items to distribute to all attendees after the progress meeting Workshops: Dudek shall prepare for and attend the following workshops at SAWPA s office: Review Draft Preliminary Design Report % and 95% Design Submittal Package for Near Term Project Participate and provide support for 2 ½ day Value Engineering Workshop % and 95% Design Submittal Package for Short and Long Term Project Dudek shall prepare and distribute the workshop agenda and materials for discussion at least two days prior to all workshops. Dudek shall prepare summary workshop notes for all workshops and distribute to all attendees no later than five days after the workshop was held Stakeholder and SAWPA Commission Coordination: Dudek shall participate in stakeholder meetings and SAWPA Commission meetings during the design period that will be led by SAWPA. Dudek participation shall include providing technical information and graphics associated with the project. Reproduction of material will be provided by SAWPA. Dudek will participate in up to four (four) stakeholder/commission meetings related to the Project Dudek shall develop a Quality Assurance / Quality Control plan for implementation of the Scope of Work. Dudek s QA/QC plan shall be submitted to SAWPA. 7

8 2. Permitting Dudek shall identify all permits required prior to construction and shall provide a list of permitting agencies, contacts, and requirements needed to obtain such permits in the preliminary design report. Dudek shall obtain all necessary permits. The following is a preliminary list of identified permits that may be required for this project. Caltrans Encroachment Permit City of Corona Encroachment Permit County of Riverside Encroachment Permit Dudek shall provide permitting services as described below: 2.1 Completing forms and applications, preparing supporting documentation for the permit applications, and agreements as required by the issuing agency, furnishing the required number of copies of all project drawings and exhibits, and attending two (2) meetings with each permitting agency. SAWPA shall execute all applications. All permit/plan check fees will be paid directly by SAWPA and shall not be a part of Dudek s fee. Final permit requirements shall be incorporated in contract documents. 2.2 Traffic Control. Dudek shall prepare and submit traffic control plans to the appropriate agency for approval. The traffic control plans must follow the requirements and/or guidelines established by the appropriate permitting agency. Dudek shall include any traffic control requirements as part of the project specifications. Authorized traffic control plans shall be included as part of project drawings. 3. Geotechnical Investigation Dudek shall review existing geotechnical and geologic studies in the vicinity of the project and perform exploratory borings at maintenance access structure (MAS) locations and CIPP access pit locations to supplement existing information. The number of borings shall be based on the geotechnical engineer s interpretation of needs. Soil samples shall be taken and laboratory tests performed on the samples to determine the engineering properties of the native soils. Dudek shall evaluate the field and laboratory data and develop geotechnical design recommendations based on results from the field and laboratory testing of the soils and shall summarize these recommendations in a Geotechnical Report. Dudek shall prepare a draft and final geotechnical report for review and comment by SAWPA. 4. Survey Aerial mapping and field design surveys will be used to develop engineering base sheets for the Near Term Project (Access structures) and the Short and Long Term Project (CIPP sections only). All aerial mapping will be produced from aerials flown at an altitude to produce 1 inch to 40 feet horizontal scale. Ground control shall be established by a California registered Professional Land Surveyor. Dudek shall perform additional GPS survey as necessary to locate and plot existing manholes, catch basins and other utilities in their proper location. 5. Utility Coordination Dudek shall contact utilities in critical areas (such as MAS s and access pits) of the project and request record drawings and maps of their facilities. Dudek shall use these drawings and maps to identify the presence and approximate location of utilities, and to plot these utilities on the project drawings. A summary of utility information is included in Appendix A of the Pipeline Condition Study Final Report. See Section 11 for instructions on how to download utility plans received to date. 8

9 Dudek shall confirm utilities in critical areas subsequent to completion of the Preliminary Design Report. This confirmation shall include potholing selected utilities (close proximity to MAS), and surveying of the pothole locations for inclusion in the design drawings. Potholing of utilities may be performed by SAWPA upon receipt of approximate location of utilities from Dudek. Dudek shall confirm utilities in critical areas subsequent to completion of the Preliminary Design Report. This confirmation shall include potholing fifty (50) selected utilities, and surveying of the pothole locations for inclusion in the design drawings. 6. Contractor Pre-qualification for CIPP Installation Dudek shall prepare a pre-qualification package to issue a Request for Pre-Qualification for CIPP Contractors. Dudek shall prepare the pre-qualification meeting agenda and prepare for and attend a pre-qualification meeting. SAWPA will prepare and distribute the meeting minutes. Dudek shall prepare and submit two (2) addenda as needed. Dudek shall respond to pre-qualification questions during the pre-qualification period. Dudek shall assist SAWPA in the evaluation of Statement of Qualifications received. Dudek shall provide a memorandum to SAWPA with the findings of its review, analysis, conclusions, and recommendation associated with the statement of qualifications received. 7. Preliminary Design Report Dudek shall prepare a Draft and Final Preliminary Design Report (PDR) that will be used as the basis for final design. Recommendations will be presented in a clear and concise manner with the appropriate narrative and technical justification. The PDR shall include, at a minimum, the following information: 7.1. Recommendations for maintenance access structures, isolation valves, access tees and pipeline rehabilitation based on the findings in the Inland Empire Brine Line Reach V Pipeline Condition Study Final Report, May 10, 2013, Prepared by RMC Water and Environmental Project design concept, design criteria and materials selection for final design Project phasing and construction sequence, and constraints for implementing and coordinating the design and construction activities. Near term project construction will include in-pipe inspection (CCTV Inspection and/or Laser Profiling and/or Sonar) of the pipeline. Inpipe inspection may be used to verify pipe ovality, document vertical and horizontal angle points and sags (locations were Brine is not able to drain from pipe). This information will be used in the design and/or provided to the CIPP Contractor to confirm the limits of the pressure CIPP, locate temporary access pits and complete the final design Hydraulic analysis and calculations for the Pressure CIPP lining considered and an evaluation of hydraulic performance. SAWPA developed and maintains a hydraulic model for the Brine Line. The hydraulic model is based upon the Storm Water Management Model engine. Data files will be provided to Dudek Identification of traffic control issues and locations, permits and permit requirements, and temporary or permanent construction easements A preliminary opinion of probable construction costs and quantities Dudek shall estimate the duration of all construction related activities in order to establish overall duration of project construction Project drawings (35 percent design level) depicting the entire alignment, new maintenance access structures, isolation valves, access tees, CIPP access points, staging areas, utilities and temporary construction easements at the proposed scale of 1 inch = 200 feet on 11X17 sheets. 9

10 7.8. General detail drawings (35 percent design level) Prepare a preliminary table of contents for the detailed specifications Brine Flow Management. Dudek shall evaluate the management of Brine Flow and requirements for managing the Brine flow for the Near, Short and Long Term Projects. Management of Brine Flow could consist of one or all of the following; a temporary shut-down of flow (greatest impact to upstream dischargers, requires coordination with dischargers and EMWD), diversion of flow (requires coordination with EMWD) and by-passing of flow. Identify and recommend necessary measures to minimize disruption of the Brine Line operations. All unavoidable system interruptions shall be carefully identified and incorporated into the project implementation schedule Recommendation for process for implementing constructability review and a level of effort that is appropriate for the project. Dudek shall also develop a list of critical construction related operations that could potentially result in significant impacts to project cost and schedule (i.e. increased risk of overflows, flow diversions, permit violations, etc.). Dudek shall submit seven (7) copies and one (1) electronic copy in PDF format of the Draft PDR to SAWPA for review. SAWPA will provide comments to Dudek no later than seven (7) days after receipt of the complete Draft PDR. Dudek shall incorporate SAWPA s comments and shall submit a written response to SAWPA s comments including a description of how the comments were/were not incorporated into the submittal package. Dudek shall incorporate SAWPA s comments and provide one (1) copy and one (1) electronic copy to SAWPA for final review. SAWPA will provide comments to Dudek no later than seven (7) days after receipt of the complete Draft PDR. Dudek shall incorporate SAWPA s comments and shall provide (7) copies and one (1) electronic copy in PDF format of the Final PDR within fourteen (14) days after receipt of SAWPA s comments. Dudek shall provide a CD with the electronic files in PDF and Word format and drawings in PDF and AutoCAD format. 8. Final Design Final design shall be completed in accordance with the sequence of events Items 1 10 described in Section 1, Page 4. Dudek shall provide engineering services to prepare three complete packages of biddable plans, specifications and other contract documents as required based on the design concepts and criteria developed during Preliminary Design. Final Design activities include, but are not limited, to: 8.1. Review in-pipe inspection data obtained during the Near Term Project Construction. Dudek shall prepare a draft technical memorandum recommending any change to the short and long term design developed during Preliminary design. Dudek shall update the schedule and preliminary opinion of probable construction costs and quantities developed in Preliminary Design. Dudek shall address comments received and incorporate comments in a final technical memorandum Dudek shall prepare project drawings that utilize mapping developed in Task 4 (Survey). The drawings shall be plan sheet format accompanied by, title sheet, site plan and required detail sheets. Full size drawings (22 x 34 ) shall be at a scale of 1 to 100 (a greater scale may be needed for Near Term Project, short and long term project details and key locations) and shall be suitable to be reduced to half-size (11 x17 ) at a scale of 1 to 200. Draft plans and details shall be submitted for review at the 60 and 95 percent design level. Dudek shall address comments received and incorporate comments into the contract bid documents. 10

11 8.3. Dudek shall prepare project specifications for the proposed project. Project specifications shall be based on the Standard Specifications for Public Works Construction (latest edition) ( Greenbook ). The cover of the specifications must be signed and sealed by a professional engineer licensed to practice in the State of California. Specifications shall include environmental considerations, SPPP BMP s, permit requirements, temporary Brine Line bypass pumping system, spill notification and response, special State Revolving Fund requirements as established by the State Water Resources Control Board, contract durations and sequence of construction. Draft specifications shall be submitted for review at 60 and 95 percent draft level. Dudek shall address comments received and incorporate comments into the contract bid documents Traffic control plans will be submitted for review at 60 percent draft level. Dudek shall incorporate comments into the final plans prior to submittal to the appropriate agency per Task (Traffic Control). Final approved plans will be included in the contract bid documents Dudek shall perform a constructability review based on the process and level of effort developed in the PDR (Task ) Dudek shall provide an update to the schedule developed in the PDR. Schedule shall be provided at the 60 and 95 percent design submittal Dudek shall provide an update to the opinion of probable construction costs, quantities and financing plan developed in the PDR. Construction costs and financing plan shall be provided at the 60 and 95 percent design submittal Dudek shall ensure that all project construction and material procurement documents are prepared for open and competitive bid. Dudek shall indicate if there are any project specific issues that cannot be addressed through competitive bidding and will provide documentation and a recommendation to SAWPA regarding these specific issues Dudek shall provide one final signed and sealed hard copy set of the contract specifications and one full-size (22x34) hard copy set and one half-size (11x17) hard copy set of the contract drawings. A CD with the electronic files in PDF format of the final signed and sealed contract specifications, signed and sealed full-size and half-size contract drawings, electronic files in AutoCAD format of the contract drawings and electronic files in Word format of the contract specifications. SAWPA will provide final contract document reproduction, bid advertisement, and contract document distribution. 9. Reach V, Contract V Improvements (Optional Task) 9.1. Dudek shall provide Program Management as described in Section 1.0 including monthly invoices, schedule, progress reports, progress meetings, one workshop, and one SAWPA commission meeting Dudek shall provide Permitting as described in Section 2 to include the City of Lake Elsinore Encroachment Permit Dudek shall assist SAWPA in obtaining a temporary construction easements and permanent easement, and shall provide all surveying, legal descriptions, plat maps, and required coordination to acquire said temporary construction easements and permanent easement. Easement is for the Northeastern portion of the project connecting Nichols Road with Pierce Street. 11

12 9.4. Dudek shall provide Geotechnical Investigation, Survey and Utility Coordination as described in Section 3, 4 and 5. Dudek shall confirm tie-in locations. This confirmation shall include potholing the upstream and downstream Brine Line tie-in locations and surveying of the pothole locations for inclusion in the design drawings Dudek shall provide preliminary and final design as described in Section 7 and 8. Full size drawings (22 x 34 ) shall be at a scale of 1 to Dudek shall provide Bid and Award activities as described in Section 10, including preparation of three (3) addenda. 10. Bid and Award Activities for Near Term Project and Pressure CIPP (Short and Long Term) Project Dudek shall provide Bid and Award activities for the near, short and long term projects. Bid and Award Activities tasks include, but are not limited to: Dudek shall prepare the pre-bid meeting agenda, prepare for and attend the pre-bid meeting and attend a project site tour, and review pre-bid meeting minutes. SAWPA will prepare pre-bid meeting minutes Dudek shall prepare and submit six (6) addenda (near, short and long term projects) as needed Dudek shall respond to bid questions during the bidding period Dudek shall assist SAWPA in the evaluation of bids received. Dudek shall provide a memorandum to SAWPA with the findings of its review, analysis, conclusions, and recommendation associated with the bids received. The memorandum shall also describe, explain, and summarize any variances between Dudek s cost estimate and the apparent low bidder s bid breakdown Within two weeks after the bid opening, prepare a conformed document set (drawings, specifications and other required documents) that incorporates the addenda. 12

13 SANTA ANA WATERSHED PROJECT AUTHORITY REACH V REHABILITATION & IMPROVEMENT PROJECT PROJECT SCHEDULE Description Orig Dur Early Start PRIMARY DESIGN EFFORT Notice to Proceed 0 01OCT13 * Early Finish 16 SEP OCT NOV DEC JAN FEB MAR APR MAY JUN JUL Project Kick-Off Meeting 0 01OCT13 Task 1: Project Admin & Management 150d 01OCT13 02MAY14 Task 2: Permitting 50d 26NOV13 07FEB14 Task 3: Geotechnical Investigation 40d 26NOV13 24JAN14 Task 4: Surveying & Mapping 40d 01OCT13 25NOV13 Task 5: Utility Coordination 30d 01OCT13 11NOV13 Task 6: CIPP Contractor Prequalification 20d 26NOV13 26DEC13 Task 7: Preliminary Design Report 40d 01OCT13 25NOV13 Task 8: Final Design 110d 26NOV13 02MAY14 BID ADVERTISEMENT Task 10: Services During Bidding 30d 05MAY14 13JUN14 Bid Advertisement 30d 05MAY14 13JUN14 Pre-Bid Meeting 0 26MAY14 Bid Opening 0 13JUN14 Consrtuction Award 20d 16JUN14 14JUL14 PROJECT WORKSHOPS Draft PDR Review Meeting 0 12NOV13 60% Submittal (near term) 0 27JAN14 95% Submittal (near term) 0 03MAR14 60% Submittal (short & long term) 0 17FEB14 95% Submittal (short & long term) 0 07APR14 Final Design Submittal 0 02MAY14 Value Engineering Workshop 5d 14APR14 18APR14 OPTIONAL DESIGN EFFORT Task 9: Contract V Improvements (option) 80d 26NOV13 21MAR14 DUDEK Early bar Progress bar Critical bar Summary bar Start milestone point Finish milestone point Run date 29JUL13 Page number 1A Primavera Systems, Inc. 13

14 SANTA ANA WATERSHED PROJECT AUTHORITY INLAND EMPIRE BRINE LINE REACH V REHABILITATION AND IMPROVEMENT PROJECT PROPOSAL FOR ENGINEERING SERVICES LABOR & FEE PROPOSAL DUDEK July 2013 DUDEK ENGINEERING LABOR SUBSONSULTANT SUPPORT LABOR Staff Assignment : PM/QA SPM PE CADD ADMIN N&M GUIDA KANA TMI TOTAL TASK DESCRIPTION Direct Labor Rate : $220 $188 $170 $125 $80 $145 $240 $1 $125 HRS FEE Task 1 - Project Administration/Management $ 26,040 Task 2 - Permitting $ 27,456 Task 3 - Geotechnical Investigation $ 30,120 Task 4 - Surveying & Mapping $ 55,400 Task 5 - Utility Coordination $ 8,880 Task 6 - CIPP Contractor Prequalification $ 5,304 Task 7 - Preliminary Design Report $ 38,678 Task 8 - Final Design $ 71,628 Task 9 - Reach V, Contract V Improvements (optional) (see option services below) 0 $ - Task 10 - Services Design Bidding $ 9,972 Labor Subtotal: $ 273,478 TOTAL OTHER DIRECT COSTS (printing, reproduction, delivery, local travel, etc) $ 1,500 incl. incl. incl. incl. N/A $ 1,500 SUBTOTAL PROPOSED EFFORT (w/o Optional Tasks) $ 274,978 OPTIONAL TASKS (to be conducted at direction of SAWPA staff only) : Potholing Services (up to 50 potholes) $ 50,000 N/A $ 52,720 Task 9 - Reach V, Contract V Improvements $ 53,520 TOTAL PROPOSED EFFORT (w/ Optional Tasks) $ 381,218 NOTES: Dudek Base Fee Proposal (Task 1-8 and Task 10) based on proposed scope and 150 working day schedule. Discussion with SAWPA staff is requested to finalize specific client expectations. Dudek Task 9 Fee Proposal based on proposed scope and 80 working day schedule. Discussion with SAWPA staff is also requested to finalize specific client expectations. As requested, the following information is provided relative to the distributed hours for each of the requested project meetings: MEETING DESCRIPTION Staff Assignment : PM/QA PE Project Kigk-Off Meeting (1 meeting) Bi-Monthly Progress Meetings (14 meetings) SAWPA Workshops (6 meetings) The information provided is for meeting attendance only. Shareholder & Commission Meetings (4 meetings) Meeting preparation is included in the scope with other tasks

15 Project Agreement 21 Committee Meeting Meeting Minutes July 11, 2013 COMMISSION MEMBERS PRESENT Don Galleano, Chair Dave Slawson Mark Bulot Angel Santiago REPRESENTING Western Municipal Water District Eastern Municipal Water District San Bernardino Valley MWD Inland Empire Utilities Agency OTHERS PRESENT P. Ravishanker Eastern Municipal Water District Derek Kawaii Western Municipal Water District Tom Gaworski Orange County Sanitation District Rich Haller SAWPA Larry McKenney SAWPA David Ruhl SAWPA Rosanna Lacarra SAWPA Carlos Quintero SAWPA Jerry Oldenburg SAWPA Regina Patterson SAWPA The Project Agreement 21 Committee Meeting of the Santa Ana Watershed Project Authority was called to order at 10:32 a.m. by Chair Don Galleano at the Santa Ana Watershed Project Authority Office, Sterling Avenue, Riverside, CA The flag salute followed. Chair Galleano called for public comments; however, no comments were received. NEW BUSINESS INLAND EMPIRE BRINE LINE REACH IV-A UPPER RELOCATION (CM#8782) David Ruhl said the U. S. Army Corps of Engineers (Corps) is protecting the Yorba-Slaughter Adobe, within the City of Chino, by constructing a dike around the Adobe. OC Public Works (OCPW) is the responsible agency to relocate utilities and to purchase property in the area that has the potential to flood. In their analysis of the Brine Line, they identified two areas where the Brine Line is impacted. One is behind where the dike will be, where the issue is whether the soil cover is deep enough to withstand the weight of the construction equipment, which may impact the Brine Line. The other location is an area where the soils are not as stable. They recommend a relocation of approximately 460 feet of the pipeline. Stantec, under contract with OCPW, has prepared engineering plans to include in the Corps bid documents. One of the first items the Corps will begin construction on is relocating the Brine Line. It is anticipated that work will begin in July with construction completed in May The total construction amount is $6.4M and the protection/relocation bid item amount is $375,000. Costs for relocation of the Brine Line are included in the Mainstem Project. The report was received and filed. SEWER SYSTEM MANAGEMENT PLAN INTERNAL AUDIT (CM#8767) Carlos Quintero presented the internal audit findings of SAWPA s Sewer System Management Plan (SSMP). After contacting the SAWPA member agencies to see what procedures they used for the audits, staff based its model on EMWD s approach of using EPA s Guideline for Evaluating Capacity, Management, Operation and Maintenance Programs at Sanitary Sewer Collection Systems. By performing this self audit, SAWPA saved about $23,000. Carlos Quintero outlined the findings, corrective actions, and the proposed implementation timeline through He discussed several of the corrective actions, indicating those that have been implemented and how each would be corrected or modified. A map of sanitary sewer overflow locations was displayed that incorporates all the data from the State, and identifies spills categorized as Category 1 (spills over 1,000 gallons or reaches a waterway) or Category 2 (less than 1,000 gallons). 15

16 SAWPA s IT Department has developed tools for service requests that show the location of the Brine Line and open service requests. This also is where USA Dig Alerts are managed. Rich Haller said some of the field activities have been expanded for the three field staff. The safety manual is being made more specific to actual field activities to make it a more useful tool. Training continues to be conducted and documented as part of the safety plan. The report was received and filed. CONSENT CALENDAR Upon motion by Commissioner Bulot, seconded by Chair Galleano, and Commissioner Slawson abstained, the motion carried 3-0. PA21/ MOVED, approval of the Minutes from the meeting held May 2, INFORMATIONAL REPORTS/UPDATES SAWPA PRETREATMENT PROGRAM UPDATE Rich Haller reported that the Commission authorized staff to issue a request for proposals (RFP) for a data management system for the pretreatment program. The data management system would create a central database for all the pretreatment data and information collected as part of the program. It currently is done by the member agencies in a distributed format. An RFP was issued seeking commercial-off-the-shelf software. On July 2, one proposal was received from enfotech and Consulting Inc. (enfotech). That proposal was significantly above the budget established for the effort. Software functions staff had requested that were thought to be simple actually were complicated. enfotech indicated it would take time to add the special features to the package. SAWPA staff will revise the scope of work and ask enfotech to revise their cost proposal based on that revised scope of work. The report was received and filed. UNION PACIFIC RAILROAD EASEMENT CONFLICT UPDATE Carlos Quintero provided a background summary regarding Brine Line Reach IV-E Protection, and displayed a map and photos indicating the location of a potential easement conflict with Union Pacific Railroad (UPRR). UPRR contacted SAWPA on May 31, 2013 about a potential conflict. The UPRR project impacts SAWPA s 36- inch pipeline and City of San Bernardino Municipal Water Department s (SBMWD) 57-inch pipeline. Coordination began with SAWPA and SBMWD. Initial contact was made with UPRR on June 18, 2013 when UPRR indicated bids were due on July 10, 2013, and there was a tentative date of July 24, 2013 to issue a notice to proceed. The Commission previously authorized staff to prepare a feasibility study and design in conjunction with SBMWD. A timeline for completion of the feasibility study or the design has not yet been established. Possible alternatives are to 1) relocate outside of the UPRR easement; 2) install steel casing while the pipe is flowing; 3) relocate within UPRR easement; or 4) bypass flows, cut and remove existing pipe, install casing, and install pipe. There are issues with each of these options. Larry McKenney presented a July 1, 2013 letter, signed by SAWPA and SBMWD general managers, and addressed to the San Bernardino County Flood Control District (SBCFCD). The letter lists SAWPA s concerns and indicates it will take more than a month to negotiate the easement conflict problem. The letter asks SBCFCD to consider the need to protect the two pipelines before it issues an encroachment permit that UPRR has applied for. A letter dated July 10, 2013 from SBMWD s attorney, Somach Simmons & Dunn, and SAWPA s counsel was sent to the UPRR Contracted Manager, Stanley Dulinski. The letter outlines the necessary sequence of events and discusses the challenges that may result. The report was received and filed. CLOSED SESSION None There being no further business for review, Chair Galleano adjourned the meeting at 11:01 a.m. APPROVED: September 5, PA 21 Com Min Don Galleano, Chair 16

17 COMMISSION MEMORANDUM NO DATE: September 5, 2013 TO: Project Agreement Committee 21 SUBJECT: PREPARED BY: Caltrans I-215 Bi-County HOV Gap Closure Project Construction Ramp Crossing over Brine Line Carlos Quintero, Project Manager RECOMMENDATION It is recommended that Project Agreement Committee 21 receive and file this informational report. DISCUSSION On August 19, 2013, staff found that Ames Construction, under contract and direction from Caltrans, began adding fill material over the Brine Line to construct a ramp to access the Santa Ana River bed as part of the I-215 Bi-County HOV Gap Closure project. The project is located in the City of San Bernardino at the intersection of the I-10 and I-215 freeways (Attachment No. 1). This section of Reach IV-E of the Brine Line, 36-inch reinforced concrete pipe, was constructed to withstand a maximum of 20-feet of soil cover. The pipe was constructed 15-feet under existing grade, on the San Bernardino County Flood Control District right-of-way, and adjacent to the Rapid Infiltration/ Extraction 54-inch diameter pipeline. Upon learning that the additional fill material was being placed over the Brine Line, staff contacted the Caltrans resident engineer and informed him that the pipe would be at risk of losing structural integrity if additional fill material were added. By August 20, 2013, a ramp with an approximate height of 25-feet was placed over the Brine Line (Attachment No. 2). At this point, the total soil loading over the pipe is approximately 40 feet. After a field meeting, Caltrans agreed to direct their contractor to remove the material over the pipe and expose approximately 80 feet of pipe to allow SAWPA to assess any damage and evaluate any repair options. Caltrans asked their contractor to prepare an excavation plan to expose both the Brine Line and RIX pipeline and allow inspection. Caltrans also indicated that they would make any repairs as directed by SAWPA in case the pipe is damaged. RESOURCE IMPACTS Staff time to coordinate with Caltrans, inspect the pipe, and propose repair methods (if required) are budgeted under Fund No. 240 (Brine Line Enterprise). CQ:pb Attachments: 1. Map 2. Photograph CM# 8796 Caltrans I-215 HOV Construct Ramp Crossing BL

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19 Inland Empire Brine Line Reach 4E SB Hwy!. Brine Line MH. Brine Line I-215 S E St S Auto Plaza Dr Location of Ramp for Riverbed access 4E E-0370 Fairway Dr 4E E E E-03104E E-0330 I 215 4E-0300 I-10 I 10 Santa Ana River I 215 I 10 Ramp 4E-0290 Project Area San Bernardino Feet 19

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