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HomeMy WebLinkAboutAlexander Associates Systems Engineers - 1984-01-16REQUER FOR CITY COUNA ACTION Date August 8, 1986 SUbmittrdto: Honor -le Mayor and City Council J TY Submitted by: Charles W. Thompson, City Administratork-' ?:T� ate,... �., Prepared by: Paul E. Cook, Director of Public Works Subject: Cash Contract No. 682, Engineering Consulting Set ee%for_a. '!emer_ry Control System For Water And Flood Control Facilities. Consistent with Council Policy? [XI Yes [ ] New Policy or Exception Statement of Issue, Recommendation, Analysis, Funding Source, Alternati,ie Actions. Attachments: t. STATEMENT OF ISSUE: Cash Contract No. 682 for Consulting Engir^eying Services on The Telemetry Control System for Water and Flood Control Facilities has expended all previously authorized funds. The consultant, Alexander Associates, has requested a contract extension notto exceed $3,500. RECOMMENDATION: Extend Alexander Associates contract for sum not to exceed $3,500.VC. ANALYSIS: Consultant contract was awarded to Alexander Associates January 16, 1984 for $35,000.00. Phase I services covered investigation and concept design. Phase II services covered engineering design, cost estimation and bidding. Phase III services covered contract administration, testing, inspection, system debugging, and training. Phase I and II have been completed., Phase III is presently ongoing. Phase I and II were completed and bids were received on Novembcr 21, 1984. All bids were rejected because the bids were higher than the amount budgeted. The project was rebid after the plans and specifications were revised to reflect changes that would allow the project bids to be within budget. These second bids were recei•«.d April 10, 1985, and a construct- ion contract awarded to B.I.F. Accutel. At approximately this time Alexander Associates notified the City that it had exhausted the original $35,000 due to their additional ex- penses incurred as a result of the above required changes and requested additional monies to cover these expenses. A negotiated amount of $5,000 was authorized via Purchase Order No. 14444 on October 22, 1985. Constr:-,Vtion(Ph+ase III)of the project is nearing completion. Due to several unforeseen changes in the installation work, however, Alexander Associates has expended more time on the project than originally anticipated for Phase III. An amount not to exceed $3,500 has been requested by the consultant as an extension to their contract in order to complete the job. Staff feels that the changes in the construction were legimate and requests that the City Council authorize the contract extension in the amount not to exceed $3,500. FUNDING SOURCE: Funds are available in Account No. 821920, identified as "Pump Station Controls". ALTERNATIVE ACTION: Accept work of Alexander Associates as now 100% complete, prior to completion of the con- struction contract, and receive no training of City personnel. ATTACHMENTS: Nom Pl0 4t84 t Ft, CITY Or- HUNTINGTON BEACH 2000 MAIN STREET CALIFORNIA 92648 OFFICE OF THE CITY CLERK February 23, 1964 Alexander Associates Systems Engineers 1125 E. Arrow Hwy Glendora, CA 91740 Attn: Willard Alexander The City Council of the City -of Huntington Beach at its regular meeting held January 16, 1984 approved a consultant agreement with your firm for telemetry system of water control Facilities and flood control pump stations. Enclosed is a duly executed copy of said agreement together with a copy of the Certificate of Insurance which you submitted. Alicia M. Wentworth City Clerk cc: Ed Elevatorski, Water Department Judy John, Finance !WKUESI�FOR CITY COUNCILSACTION Date _January 4, 19$3 4 GQ Submitted to: Honorable Mayor and City Council GyS� p Submitted by: C. W. Thompson, City Administrator'='pgQ`��v �- r ' Prepared by: Paul E. Cook, Director of Public Wo Subject: Telemetry System of Water System and to o Pump Stations Statement of Issue, Recommendation, Analysis, Funding Source, Alternative Actions, Attachments: STATEMENT OF ISSUE: Proposals were requested from qualified engineering firms to provide all necessary studies and field investigations required to prepare plans and specifications for Telemetry System of the Water System and Flood Control Pump Stations. RECOMMENDATION: 1. Accept the proposal of Alexander -Associates, Systems Engineers. 2. Authorize the Mayor and City Clerk to execute an agreement with Alexander -Associates for $35,000.00. ANALYSIS: A project to develop a telemetry system to monitor all water wells and storm drain pump stations in the City is included in this year's budget. This telemetry system records all functions of the water wells and pump stations as well as activating an alarm if the equipment at these facilities is not operating properly. Proposals were received from seven (7) angineering firms to design this system. Of the seven, Alexander Associates submitted the most qualified proposal. Phase I Services, investigation and concept design. Phase II Services, engineering & design, City review, final documents, advertise and receive bids, review and award contract. Phase III Services, shop drawings, fabrication and tests, field installation, system debugging, start-up and training. FUNDING SOURCE: Funds are available in Contract Engineering, Telemetry -.nd Drainage District No. 9 accounts for the $35,000 cost of this iect. ALTERNATE ACTIONS: 1. Deny approval of Alexander -Associates and select one of the other six firms. 2. Deny approval of all firms and re -advertise. 3. Deny approval of firm selection and instruct staff on how to proceed with the project. o CWT: PEC:EAE:jy �f Pl0 4/81 February 13, 1984 cF,IV ), IATr--R n1\/11z1C } FEB 1 5 i984 City of Huntington Beach 19001 Huntington Street, Box 190 CITY OF Huntington Beach, Ca 92648 HUNTiNGTON BEACH Attn: Stan Farber Re: Telemetry System of Water Facilities and Flood Control Pump Stations. Enclosed is the signed original Consultants Agreemerit as transmitted to this office on Feb. 10, 1984. Yours very truly, Willard Alexander WA:ca EncIs. 1125 E. / ARROW HINY.-GLENDORA, CALIFORNIA 91740 t213) 914-1244 CONSULTANT AGREEMENT BETWEEN THE CITY OF HUNTINGTON BEACH AND ALEXANDER ASSOCIATES SYSTEMS ENGINEERS FOR%TELEMETRY SYSTEM OF WATER CONTROL FACILITIES AND FLOOD CONTROL PUMP STATIONS THIS AGREEMENT, made and entered into this ���� day of — �� , 19f! ,by and between the CITY OF HUNTINGTON BEACH, a municipal corporation of the State of Cali- fornia, hereinafter referred to as "CITY," and WILLARD ALEXANDER, doing business as ALEXANDER ASSOCIATES SYSTEMS ENGINEERS, herein- after referred to as "CONSULTANT." WHEREAS, the CITY 01HUNTINGTON BEACH desires to engage the services of an engineering consultant for Professional Services for Telemetry System of Water Facilities and Flood Control Pump Stations, and CONSULTANT has been selected to perform said services, NOW, THEREFORE, it is agreed by CITY and CONSULTANT as follows: 1. WORK STATEMENT CONSULTANT shall provide all engineering services as described in the document entitled Request for Proposals, Profes- sional Services for Telemetry System of Water Facilities and Flood Control Pump Stations (hereinafter referred to as Exhibit "A"), as supplemented and amended by the document entitled "Proposal for Engineering Services - Telemetry of Water Facilities and Flood Control Pump Stations," (hereinafter referred to as Exhibit "B"), each document hereby incorporated into this Agreement by this reference. Said services (hereinafter referred to as "PROJECT") shall include, but not be limited to surveys, investigations, consultations, and advice, preparation of detail design, 1. construction plans, quantities and costs, p,.jaration of special provisions and any other miscellaneous engineering services required to permit CITY to advertise for bids for construction of PROJECT. CONSULTANT shall attend and assist in all coordination meetings. CONSULTANT shall designate a registered civil engineer whc shall represent it and be its sole contact and agent in all consultations with CITY during fulfillment of the terms of this Agreement. 2. DISPOSITION OF PLANS, ESTIMATES AND OTHER DOCUMENTS CONSULTANT agrees that all original drawings, reports, both field and office dotes, calculations, maps and other docu- ments, shall be turned over to CITY upon any termination of. PROJECT. 3. INDEMNIFICATION, DEFENSE, HOLD HARMLESS CONSULTANT hereby agrees to defend, indemnify and hold harmless CITY, its officers, agents and employees, from and against any and all liability, damages, costs, losses, claims and expenses, however caused, resulting directly or indirectly from or connected with CONSULTANT'S performance of this Agreement (including, but not limited to such liability, cost, damage, loss, claim, or expense arising from the death or injury to an agent or employee of CONSULTANT, subcontractor, or of CITY or damage to the property of CONSULTANT, subcontractor, or of CITY or of any agent or employee of CONSULTANT, subcontractor, or of CITY), regardless of the active or passive negligence of CITY, excerpt where such liability, damages, costs, losses, claims or expenses are caused 2. solely by the negligent or wrongful acts of CITY or any of its agents or employees including negligent omissions or commissions of CITY, its agents or employees, in connection with the general supervision or direction of the work to be performed hereunder. 4. WORKERS' COMPENSATION CONSULTANT shall comply with all of the provisions of the Workers' Compensation Insurance and Safety Acts of the State of California, the applicable provisions, of Division 4 and 5 of the California Labor Code and all amendments thereto; and all similar state or federal acts or 'laws applicable; and shall indemnify, defend and hold harmless CITY from and against all claims, demands, payments, suits, actions, proceedings and judgments of every nature and description, including attorney's fees and costs presented, brought or recovered against CITY, for or on account of any liability under any of said acts which may be incurred by reason of any work to be performed by CONSULTANT under this Agreement. 5. INSURANCE In addition to the Workers' Compensation Insurance and CONSULTANT'S Agreement to indemnify CITY, CONSULTANT shall furnish to CITY and maintain in force until the completion of PROJECT a policy of general liability insurance in which CITY is named as an additional insured. The policy shall indemnify CITY, its officers and employees, while acting within the scope of their duties, against any and all claims arising out of or in connection with PROJECT. The policy shall provide coverage in not less that the following arc-unts: combined single limit bodily injury and/or 3. M INN C11117i'77 property damage of $300,000 per occurrence. Such policy insurance shall specifically provide that any other insurance coverage which may be applicable to the loss shall be deemed excess coverage and CONSULTANT'S insurance shall be ;primary. A Certificate of all such insurance policies required by this Agreement shall be delivered to the City Attorney prior to the comme-,,cement of any work and shall be approved by her in writing. No such insurance shall be cancelled or modified without thirty (30) days` prior written notice to CITY. 6. INDEPENDENT CONTRACTOR CONSULTANT is, and shall 'e, acting at all times in the performance of this Agreement as an independent contractor. CONSULTANT shall secure at its expense, and be responsible for any and all payments of all taxes, social security, state disability insurance compensation, unemployment compensation and other pay- roll deductions for CONSULTANT and its officers, agents and employees and all business licenses, if any, in connection with the services to be performed hereunder. 7. CITY STAFF ASSISTANCE CITY shall assign a staff coordinator to work directly with CONSULTANT in connection with the work of this Agreement. 8. PROVISION FOR PAYMENT In consideration of the performance of the above described engineering services, CITY agrees to pay CONSULTANT a fee according to the schedule of hourly rates set out in Exhibit "B" payable monthly based upon the amount of work performed as determined by CITY. Total payment shall not exceed thirty-five thousanc°. dollars ( $35, 000) . 4. AIL 9. EXTRA WORK In the event of authorization, in writing by the City Engineer of changes from the work as indicated in Exhibit "A" or for other written permission authorizing additional work not contemplated herein, additional compensation shall be allowed for such extra work, so long as the prior written approval of CITY is obtained. 10. TERMINATION OF CONTRACT All work shall be done in a good and workmanlike manner. CITY may terminate CONSULTANT'S services hereunder at any time with or without cause, and whether or not PROJECT is fully complete. Any termination and any special instructions hereunder from CITY shall be made through the City Engineer, and in writing, which may be delivered in person to CONSULTANT or mailed through the normal course of mail to its now -established business address. In the event this Agreement is terminated, all drawings, flesigns, specification: and appurtenant data may be used by CITY. 11. DUPATION OF CONTRACT CONTRACTOR agrees to complete the various phases of the PROJECT within the time periods set forth in Exhibit "B." 12. SUBCONTRACTORS This Agreement is a personal servi a contract and the supervisory work hereunder shall not be delegated to any person or entity wit -,out the consent of CITY. 13. ADDITIONAL PROVISIONS CONSULTANT agrees that no regular employee of CITY shall s be employed by its firm during the times that this Agreement is in effect. 5. IN WITNES8 WHEREOF, the parties hereto have caused this Agree- ment to be executed by and through their authorized officers the day, month and year first above written. CONSULTANT: ALEXANDER-ASSOCIATES SYSTEMS ENGINEERS Willard AlE:xander, Sole Proprietor ATTEST: City Clerk CITY OF HUNTINGTON BEACH, A municipal corporation By Ma o _ APPROVED AS TO FORM: City Attorney %e REVIE D APPROVED:*,/2/,-- ATND A -IbV >- Clity administrator Dire for of Public Works TE:klh 2/8/84 r='1 Subject: Request for Proposals, Professional Ser,'ces for Telemetry System of Water Facilities and Flood Conts.)l Pump Stations Gentlemen: The City of Huntington Beach is inviting proposals to furnish pro- fessional engineering services for the installation of the subject t,�Iemetry system. Your firm is invited to submit a proposal. The selection of a consultant for this project will be based on the following: 1. Familiarity and demonstrated prior experience with similar telemetry equipment to be used on this project. 2. Unique approaches with respect to telemetry applications. 3. Complete responsibility for final operation of system in- cluding debugging. In your proposal for this project, please include the following: 1. A list of similar projects which you have previously com- peted, giving location, cost and organization. 2. A proposed schedule for implementation and completion of the project. 3. A list of the personnel who would be assigned to the project with a brief resume of each, including recent projects they have been associated. with and in what capacity. Indicate who would be the project engineer. 4. Information which will indicate the firm's understanding of the scope of the work and also the firm's basic approach. Request for Propo ;al Page 2. The scope of the work to be performed by the consultant is specified in Exhibit "A" attached to the Agreement form. The City of Huntington Beach shall be responsible for the following: l.- Provide al.1 available existing information. 2. Advertising for bids and awarding of installation contract. 3. Responsibility for payments to the contractor and work with engineer on inspection. Attached for your information in preparing your proposal is the City's standard form, "Professional Service Agreement", which will inform you of our insurance and other miscellaneous requirements. ?although the professional services required for this project will not be awarded based on competitive bidding, it is desired that your fee be included with your proposal. Huntington Beach has preferred to retain consultants on an hourly basis with c fixed maximum amount for the project. Therefore, it is requested that your fee be ex -- pressed in this manner. Following receipt of the proposal, firms may be interviewed prior to the final selection. If your firm is interested in submitting a proposal for this work, it is requested that it be submitted to the Director of Public Works by December 15, 1983. Please identify the proposal by a notation on the envelope reading "Telemetry of Water Facilities and Flood Control Pump Stations". If you should require any additional information regarding this project, please contact, E.A. Elevatorski, Superintendent, Water Division, Public Works at (714) 536-5527. y"k,rruly r Paul E. Cook Director of Public Works PEC:EAE:5F ek Attach. EXHIBIT "A" Scope of Work Complete design, installation plans and specifications and cost estimates for a telemetry system, inspection during installation, debugging equipment, responsibility for final operation, train operations staff. 1. Computer System and Central Processing Unit. 2. Color Video Display Terminal. 3. Operations Center Printer. 4. Mosaic Graphic Display System (Water facilities only). 5. Field equipment necessary to converse with Central Processing Unit. 6. User friendly software. 7. Evaluate City owned Cable System for data communication. 8. Strip Charts for system pressure at three locations. 9. Automatic Telephone Dialing System for alarms. 10. Eight (8) hours minimum training classroom and eight (8) hours supervised operator and maintenance staff. Supervisory Control: Digital commands to remote well sites at five (5) locations. Anolog command at one Metropolitan Water District Interconnection. Facilities for Telemetry: 1. Wells and Reservoirs - Nine (9) Wells, two (2) Reservoirs, three (3) Booster Stations, three (3) MWD Feeders. 2. Flood Control Pump Stations - Fifteen (15) Stations. IV. PROPOSED ENGINEERING BUDGET AND FEE SCHEDULE The proposed budget is a maximum dollar amount based on the proposed scope of work outlined in this proposal and the charge rates indicated in our Fee Schedule. A. PHASE I Engineering & Clerical $8,500.00 Travel & Printing $ 300.00 B. PHASE II Engineering & Clerical $14,500.00 Travel & Printing $ 1,800.00 C. PHASE III Engineering & Clerical $9,500.00 Travel & Printing $ 400.00 D. TOTAL BUDGET Engineering & Travel $32,500.00 Travel A Printing $ 2,500.00 E. FEE SCHEDULE Engineer $48.00/1-1R. Technician $36.00/HR. IV — 1 Aft E. FEE SCHEDULE (Contd) Design Draftsman Clerical Travel Printing $26. 00/H R. $19.00/HR. $ .21/MILE Cost + 15% IV e 2 RattlAl Onpmal and Copy cornpletod corUhcald to: CatV of Huntnnllun Buacb t:,,y Attornr,y r 0RuK 190 Hunt,netan Bach, CA 921148 Copy to Risk Manager alto, approval CERTIFICATE OF INSURANCE TO CITY OF HUNTINGTON BEACH, CALIFORNIA A MUNICIPAL CORPORATION Approved as to Fonn: Gail Hutton, City Attorney By: (1� This is to certify that the policies of insurance as described below have been iss"ed to the insured by the undersigned end are in force at this time: li these policies are cancelled or changed in such a manner that will affect this certificate, the insurancrl company agretes to give 30 days prior written notice, by mail, to City of Huntington Beach P. O. Box 711, Huntington Beach, California 92648. ALL ITEMS MUST BE COMPLETED, ANY DELETION OR CHANGE IN THIS FORM SHALL BE SIGNED AND DATED BY AN AUTHORIZED REPRESENTATIVE OF THE: INSURANCE COMPANY AND MUST BE APPROVED IN WRITING BY THE CITY ATTORNEY. Name of Insured Willard Alexander DBA: Alexander Associates Systems Engineers Address of Insured Location of Work or Operations to be performed Description of Work or Operations POLICY DATES- LIMITS OF LIABILITY NAME OF COMPANY Effective Expiration POLICIES IN FORCE POLICY NO. In Thousands 1000) ( INS.) GENERAL LIABILITY IX GLO 2 Ol 97 0 9-15-83 9-15-86 1,000, CSL $ The Ohio Casualt COMPREHENSIVE FORM Each Occuranca I I PREMISES - OPHRATIONS Insurance C'Om};1a7 I I EXPLOSION AND COLLAPSE HAZARD I I UNDERGROUND HAZARD 1 1 PRODUCTS COMPLETED OPERATIONS HAZARD 1 I CONTRACTUAL INSURANCE 1 1 BROAD FORM PROPERTY DAMAGE_ I I INDEPENDENT CONTRACTORS ( I PERSONAL INJURY AUTOMOBILE LIABILITY I I COMPREHENSIVE FORM 1 I OWNED S CSL Each Oceurance I I HIRED I I NON -OWNED ' EXCESS LIABILITY l 1 UMBRELLA FORM ( I OTHER THAN $ UMBRELLA FORM WORKERS' COMPENSATION and WN 84-238371 1-17-84 1-17-85 EMPLOYERS' LIABILITY Additional Insured Endorsement: The insurer agrees that the City of Huntington Beach and its City Council, and/or all City Council appointed groups, committees, commissions, boards and any other City Council appointed body, and/or elective and appointive officers, servants or employees of the City of Huntington Beach, when acting as such are additional insureds hereunder, for the acts of the insured, and such insurance shall be primary to any insurance of the City of Huntington Leach, as their interest may app9ar. Date 1—.1 l�ti4 INSURANCE COMFANY The Ohio Casuatl-.v Co Name So. Pasadena Branch office Address _--P.O.Box 760 - City ORIZE REPRESENTATIVE OF INSURANCE COMPANY R Banks Insurance P.O.Box 210 015.7,4TWOVIA HOLD HARMLESS AGREEMENT (to be executed by insured) The insured 41illard Alexandeligreel to protect, defend, indemnify, save, and hold harmless the City of Huntington Beach its ofrficen, agents, and employees against any liability, loss, damage, cost, or expense by reason of any and all liability, suits, claims,. demands, judgments and causes of action caused by insured, his employees, agents or any subcontractor or by any third party arising out of or in consequence of the performance of all or any oparations or activity for which this certificate (A insurance is furnished. (t) Sale Proprietoolitp (2) Partnership 131 C�o�rpporra�tiioon- J , (+{ Other (stets) HOLD HARMLESS SIGNED: By Insumd; ,All names shhB be printed or typed By Insured: hatow each "natur64 Title .y ly If Corporation, T1NO Officers must sign, or present evidence of authorization to bind Corporation.