The URL can be used to link to this page

Home My WebLink About2014-11-10 - YLWD-City of Placentia Joint Agency Committee Meeting Agenda PacketYorba Linda Hater District AGENDA YORBA LINDA WATER DISTRICT JOINT COMMITTEE MEETING WITH CITY OF PLACENTIA Monday, November 10, 2014, 10:00 AM 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. ROLL CALL YLWD COMMITTEE MEMBERS Michael J. Beverage, Director Gary T. Melton, Director CITY OF PLACENTIA MEMBERS YLWD STAFF Marc Marcantonio, General Manager Steve Conklin, Engineering Manager Damon Micalizzi, Public Information Mgr CITY OF PLACENTIA STAFF Scott W. Nelson, Mayor Troy L. Butzlaff, City Administrator Chad P. Wanke, Councilmember 3. PUBLIC COMMENTS Any individual wishing to address the committee is requested to identify themselves and state the matter on which they wish to comment. If the matter is on this agenda, the committee Chair will recognize the individual for their comment when the item is considered. No action will be taken on matters not listed on this agenda. Comments are limited to matters of public interest and matters within the jurisdiction of the Water District. Comments are limited to five minutes. 4. DISCUSSION ITEMS This portion of the agenda is for matters such as technical presentations, drafts of proposed policies, or similar items for which staff is seeking the advice and counsel of the Committee members. This portion of the agenda may also include items for information only. 4.1. Introduction of Marc Marcantonio, General Manager, YLWD 5. ACTION CALENDAR This portion of the agenda is for items where staff presentations and committee discussions are needed prior to formal committee action. 5.1. Minutes of the YLWD /City of Placentia Joint Agency Committee Meeting held May 12, 2014 Recommendation. That the Committee approve the minutes as presented. 5.2. Review and Approve Conceptual Design for Median Signage for Joint Agency Turf Replacement Demonstration Project 6. DISCUSSION ITEMS CONTINUED 6.1. Drought Response and Water Conservation Efforts 6.2. Vehicle and Equipment Sharing 6.3. Sewer Master Plan and Sewer Services 6.4. Matters Initiated by Committee Members 6.5. Items for Next Agenda 7. ADJOURNMENT 7.1. The date and time of the next YLWD /City of Placentia Joint Agency Committee meeting is yet to be determined. Items Distributed to the Committee Less Than 72 Hours Prior to the Meeting Pursuant to Government Code section 54957.5, non - exempt public records that relate to open session agenda items and are distributed to a majority of the Committee less than seventy -two (72) hours prior to the meeting will be available for public inspection in the lobby of the District's business office located at 1717 E. Miraloma Avenue, Placentia, CA 92870, during regular business hours. When practical, these public records will also be made available on the District's internet website accessible at http: / /www.ylwd.com /. Accommodations for the Disabled Any person may make a request for a disability - related modification or accommodation needed for that person to be able to participate in the public meeting by telephoning the Executive Secretary at 714 - 701 -3020, or writing to Yorba Linda Water District, P.O. Box 309, Yorba Linda, CA 92885 -0309. Requests must specify the nature of the disability and the type of accommodation requested. A telephone number or other contact information should be included so the District staff may discuss appropriate arrangements. Persons requesting a disability - related accommodation should make the request with adequate time before the meeting for the District to provide the requested accommodation. ITEM NO. 5.1 AGENDA REPORT Meeting Date: November 10, 2014 Subject: Minutes of the YLWD /City of Placentia Joint Agency Committee Meeting held May 12, 2014 STAFF RECOMMENDATION: That the Committee approve the minutes as presented. ATTACHMENTS: Name: Description: Type: 051214 City of Placentia - Minutes.doc Minutes Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT JOINT COMMITTEE MEETING WITH CITY OF PLACENTIA Monday, May 12, 2014 10:00 a.m. 401 E. Chapman Avenue, Placentia CA 92870 The May 12, 2014 meeting of the YLWD /City of Placentia Joint Agency Committee was called to order at 10:03 a.m. The meeting was held in the Administrative Conference Room at Placentia City Hall located at 401 E. Chapman Avenue Avenue in Placentia, California 92870. 1. CALL TO ORDER 2. ROLL CALL YLWD COMMITTEE MEMBERS Michael J. Beverage, Director Gary T. Melton, Director Scott W. Nelson, Mayor Chad P. Wanke, Councilmember No 5.1 Joint Turf Replacement Demonstration Project City Administrator Butzlaff announced the completion of the Turf Replacement Project. A time lapsed video was presented to the Committee to show the beginning and end results of the project. City Administrator Butzlaff recommended placing a permanent sign for the Water Conservation Project. Director Beverage suggested that the City look into a groomer for the upkeep of the replacement turf. City Administrator Butzlaff continued to note the overall success of the project. YLWD and City Staff discussed the advantages of the new replacement turf including water and routine maintenance savings. YLWD inquired about the rebates for the project. City Administrator Butzlaff noted that he 1 will have to meet with his Staff to go over the rebates. YLWD inquired about the City's payments to the YLWD for the project. City Administrator Butzlaff responded that the agreement originally established payments to the YLWD for fifty (50) percent of the project over the next five (5) years. City Administrator Butzlaff noted that the City has meet with Golden State Water Company (GSWC) for potentially replacing the Placentia Civic Center grass areas with the replacement turf. 5.4 Sewer Master Plan /Sewer Services City Administrator Butzlaff noted that the City is currently in the process of a Request for Proposals (RFP) for the Sewer Master Plan. He noted that Willdan Company prepared the GIS layer as the base for the master plan. City Administrator Butzlaff noted that they would look at the condition of the current infrastructure and make recommendations of what needs to be approved. Once the master plan is developed, it could be starting point for City to take over sewer services from the district. He noted current fee covers the cost for maintaining the system, and sets aside funds for the future placements. He noted that fee might not generate sufficient revenue to pay for the future placements. He noted that the Master Plan would show this information. 2 6. Matters Initiated by Committee Members 6.1 City Administrator Butzlaff recommended signage for the Water Conservation Project. 7. Items for the Next Agenda 7.1 YLWD and City Staff agreed that all items listed on the current agenda be placed on the next scheduled meeting agenda for further discussion. 8. ADJOURNMENT -161 The meeting was adjourned at 10:32 a.m. The date and time of the next YLWD /City of Placentia Joint Agency Committee meeting is yet to be 3 ITEM NO. 5.1 AGENDA REPORT Meeting Date: November 10, 2014 Subject: Review and Approve Conceptual Design for Median Signage for Joint Agency Turf Replacement Demonstration Project Im ATTACHMENTS: Description: Type: Backup Material Distributed Less Than 72 Hours Prior to Signage Info.pdf Backup Material the Meeting Backup Materiat Distributed Less Than 72 Hours Prior to the Meeting AASTSIG S FASTSIGNS Contact Information: City Of Placentia Please make sure to leave any feedback through the Online Contact: Ben Gomez 261 r fastsians.com Prepared for Customer: Joel Cardenas Proofing Tool and submit your feedback to us at your earliest convenience. Phone (714)257- Number: 0733 htto: / /%vww.fastsians.com /261 Address: 795 W Imperial Hwy Brea, California 92821 Width: 96 Height: 48 Estimate: Quantity: 2 Sign Type: Alumalite .25 (1/4 ") Alumalite .25 (1/4 ") with cut or printed vinyl applied. PILOT Notes: - WATER CONSERVATION PROJECT CITY SEAL CITY BADGE Yorba Linda Water District logo Backup Material Distributed Less Than 72 Hours Prior to the Meeting FASTSIGNS More than fast. More than signs- FASTSIGNS 795 W. Imperial Hwy Brea, CA 92821 Email: 261@fastsigns.com Phone: 714 257 0733 Fax: 714 257 0788 ESTIMATE: Estimate Date: Page 1 of 2 Salesperson: Entered By: Date Printed: Project Description: Site Signs for Pilot Water Conservation Project Customer: City Of Placentia Ordered by: Joel Cardenas Phone: (714) 993 -8134 Dear Joel 401 E Chapman Placentia, Ca 82870 261/18249 10/6/2014 2:11:13PM Lance Ingmanson Lance Ingmanson 10/6/2014 2:20:55PM Email: JCardenas @placentia.org We are pleased to provide you with the following estimate for your signage needs. When you decide to place an order, we require a 50% deposit to place your order into our production schedule. You are provided 2 proofs at no additional cost; additional proofs are available at $25 each. Please carefully review the estimate and please do not hesitate to request changes to accurately reflect your signage work. Unless otherwise indicated under shipping or installation, all estimates assume our clients prefer to pick up their signs at our locaiton. For our Fastsigns valued clients who require specific color matching for their sign project, we require that you approve an actual print sample prior to the production run of your job. Please advise us if this is the case and we'll provide the appropriate estimate for this additional service and inform you of the additional lead time required. Thank you for helping us to complete your sign or graphic work to your satisfaction; we appreciate and value your business very much. Please do not hesitate to call if you have any questions or need additional information. Thank you for your inquiry and we look forward to earning your business. Sincerely, Lance Ingmanson owner PRODUCT DESCRIPTION QTY SIDES SIZE (hxw) UNIT COST TOTALS Design /Cust. Artwork Design sign for client and 1 1 1 x 1 $100.00 $100.00 provide 2 proofs incorporating the following informaiton and logos. Color: Alumalite .25 (1/4 ") Alumalite .25 (1/4 ") with cut or 2 1 24 x 48 $159.92 $319.84 printed vinyl applied. Color: 4 colors Text: PILOT WATER CONSERVATION PROJECT CITY SEAL CITY BADGE Yorba Linda Water District logo 4 X 4 WOODEN POSTS PRESSURE TREATED LUMBER 2 1 0 x 0 $110.00 $220.00 POSTS SKINNED WITH REDWOOD 1 X 4 STAINED LUMBER WITH FINISH CAPS Color: stain to match prev. Bill To: City Of Placentia Attention: Joel Cardenas 401 E Chapman Placentia, Ca 82870 More than fast. More than signs.TM SYSTEWFASTSIGNS CRYSTAL Estimate -F1101 Thank You for choosing FASTSIGNS Copyright @ 2005 FASTSIGNS International, Inc Backup Material Distributed Less Than 72 Hours Prior to the Meeting FASTS/GNS ESTIMATE: 261/18249 More than fast. More than signs- Estimate Date: 10/6/2014 2:11:13PM FASTSIGNS Page 2 of 2 Salesperson: Lance Ingmanson Entered By: Lance Ingmanson 795 W. Imperial Hwy Phone: 714 257 0733 Brea, CA 92821 Fax: 714 257 0788 Date Printed: 10/6/2014 2:20:55PM Email: 261@fastsigns.com PRODUCT DESCRIPTION QTY SIDES SIZE (hxw) UNIT COST TOTALS INSTALLATION INSTALLATION IN PLACENTIA IN 1 1 1 x 1 $495.00 $495.00 DIRT OR SOD. 2' DEEP EXCAVATION AND POSTS SET IN CONCRETE. INCLUDES PERMIT SERVICES AND CITY FEES. Color: TERMS: C.O.D. ESTIMATE RECEIVED /APPROVED BY: X CUSTOMER SIGNATURE P.O. /Credit Card # DATE Exp: / More than fast. More than signs. TM SYSTEWFASTSIGNS CRYSTAL Estimate -F1101 Line Item Total: $1,134.84 Tax Exempt Amt: $595.00 Subtotal: $1,134.84 Taxes: $43.19 Total: $1,178.03 Deposit Required: $589.02 Backup Material Distributed Less Than 72 Hours Prior to the Meeting AGENDA REPORT Meeting Date: November 10, 2014 ITEM NO. 6.3 Subject: Sewer Master Plan and Sewer Services ATTACHMENTS: Description: Type: Backup Material Distributed Less Than 72 Hours Prior to RFP for Placentia Sewer Master Plan.pdf Backup Material the Meeting Backup Material Distributed Less Than 72 Hours Prior to the Meeting REQUEST FOR PROPOSALS TO PROVIDE A SANITARY SEWER MASTER PLAN FOR THE CITY OF PLACENTIA, CALIFORNIA Proposals Due: X PM on Month, Day, Year CITY OF PLACENTIA PUBLIC WORKS DEPARTMENT 401 EAST CHAPMAN AVENUE PLACENTIA, CALIFORNIA 92870 Backup Material Distributed Less Than 72 Hours Prior to the Meeting 1. REQUEST SUMMARY The City of Placentia (City) is requesting proposals from qualified professional engineering firms for developing a Sanitary Sewer Master Plan (master plan) for the City's wastewater system. Our goal is to end up with a comprehensive planning document that includes an accurate inventory and evaluation of the City's sewer facilities to handle current and future projected sewer flows, an operational analysis, and a 10 year capital improvement plan to address current and projected deficiencies. II. INTRODUCTION A. Community Profile The City of Placentia is primarily a residential community with a small commercial /industrial element having a population of approximately 44,400. This is not the entire population of Placentia as approximately 12 to 15 percent of the City is sewered by the Yorba Linda Water District (YLWD). The City has approximately 1 percent developable land remaining before maximum build out is achieved, although there are some developed areas that may be candidates for redevelopment. Approximately 95 percent of the connections to the City's sanitary collection system are residential with single - family residential being the largest user category. B. Background To serve its citizens, the City operates and maintains a sanitary collection system comprised of approximately 76 miles of gravity sewer pipelines. The majority of the sanitary collection system is constructed of vitrified clay pipe (VCP) that is 12 inches or less in diameter. The collection system is comprised of six individual drainage basins that connect to the Orange County Sanitation District's (OCSD) regional interceptor system at various points. Over the past 4 years the City has rehabilitated several reaches in Old Town with the Walnut Drainage Project and completed CCTV inspection of the entire system. The City is currently cleaning all of its collection system every two years with enhanced maintenance areas being cleaned more frequently. The City contracts with a commercial sewer line cleaning company to conduct routine and emergency hot spot and sewer line cleaning of its sanitary collection system. In 2013 the City developed a GIS system for the sanitary sewer collection system using ESRI's ArcGIS 10. The existing GIS database is not entirely complete. Approximately 25% of the pipelines in the GIS database are missing critical modeling information (i.e. diameter, upstream and downstream inverts). About 40% of 1 Backup Material Distributed Less Than 72 Hours Prior to the Meeting manhole information is missing inverts. About 70% of the manhole data are missing rim elevations. Dedicated funding for the City's collection system is provided by a sewer service fee that is tied to domestic water usage. A small amount of money comes from connections fees and the City has the ability to sell bonds or borrow from the State Revolving Fund account for capital improvement projects. C. Drainage Areas: The City's collection system is divided into six drainage areas. Each of these drainage areas are essentially independent of each other with each one being connected to the OCSD interceptor system at one or more locations. The following describes the 6 drainage areas within the City. Each is a geographical area with boundaries based upon how that area intersects with the OCSD interceptor system. 1. Drainage Area #1. This drainage area is bound on the north by the City of Brea, on the east by Kraemer Boulevard, on the south by Palm Drive, and on the west by the City of Fullerton. There are no known hot spots or capacity issues in this drainage area. 2. Drainage Area #2. This drainage area is bound on the north by the City of Brea, on the east by the YLWD service area within Placentia's city limits, on the south by Palm Drive and on the west by Kraemer Boulevard. There are no known hot spots or capacity issues in this drainage area. Although capacity issues could arise depending upon substantial flow increases from the City of Brea. This drainage area also receives some flows from the YLWD owned system within the City of Placentia. 3. Drainage Area #3. This drainage area is bound on the north by the City of Fullerton, on the east roughly along the boundary of Valencia High School, on the south by the railroad tracks, and on the west by the City of Fullerton. This drainage area contains the oldest portions of the City's collection system. The Old Town area, south of Chapman Avenue has been CCTV surveyed and recommendations for rehabilitation have been made in the (Old Town) Sewer Rehabilitation Evaluation, 2003, by Carollo Engineers. The remaining areas will be CCTV surveyed during Phase I of the City's maintenance program. This area has 5 known hot spots and has some potential capacity issues in some pipe segments. 4. Drainage Area #4. This drainage area is bound on the north by Palm Drive, on the east by Rose Drive, on the south by the City of Anaheim, and on the west by the tracts west of Kraemer Boulevard (Valencia High School). The eastern most area of this drainage area contains some of the newest development within the City. There is one known hot spot and no known capacity issues in this drainage area. 2 Backup Material Distributed Less Than 72 Hours Prior to the Meeting 5. Drainage Area #5. Located in the southeast corner of the City, this drainage is a mix of residential, commercial and light industrial. There are three known hot spots in this drainage area. One reach (48) has the potential for capacity issues. 6. Drainage Area #6. The northern most portions of this drainage area contain some of the oldest facilities in the City. Additionally, the northern most portion of this drainage area was included in the Old Town CCTV inspection and rehabilitation study conducted by Carollo Engineers. D. General RFP Submittal Information City's staff will evaluate proposals received. During the review process, the City reserves the right, where it may serve the City's best interest, to request additional information or clarification from those that submit proposals, or allow corrections of errors or omissions. Any and all changes to the RFP will be made by written addendum, which shall be issued by the City to all prospective proposers. The City reserves the right to retain all proposals submitted. Submission of a proposal indicates the firm's acceptance of the conditions contained in this request for proposals, unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the City and the contractor selected. The preparation of the RFP will be at the total expense of the Proposer. There is no expressed or implied obligation for the City to reimburse responding proposers for any expense incurred in the preparation of proposals in response to this request. All proposals submitted to the City shall become properties of the City and will not be returned. The City reserves the right to reject any or all proposals, in whole or part, to waive any informality in any proposal, and to accept the proposal which, in its discretion, is in the best interest of the City. To be considered, proposers must submit three (3) hard copies of the completed proposal and a fee estimate in a separate sealed envelope to the Public Works Department located at 401 East Chapman Avenue, Placentia, CA 92870. E -mail and fax proposals will not be accepted. E. RFP Questions Any questions with regard to this RFP should be submitted by e-mail to Mike McConaha at mmcconaha @placentia.org. Please do not submit any questions by phone calls to City staff. Responses or any other addenda will be made available electronically. 3 Backup Material Distributed Less Than 72 Hours Prior to the Meeting F. Schedule RFP released Deadline for receiving questions Response to questions Proposals due X:XX PM on Month Date, Year Master Plan Preparation The City's expectation is that the Consultant will complete the final master plan within 365 calendar days from the notice to proceed. Ill. SCOPE OF SERVICES Task 1: Project Management & Meetings Prior to start of master plan development, Consultant shall hold a project kick -off meeting with City staff from the Public Works Department. The purpose of the kick- off meeting is for the Consultant to better understand the existing wastewater system and for City staff to understand the elements and outline of the master plan being proposed. This intent of the meeting is to ensure that City staff will get a master plan that is a working document and that the Consultant's effort is properly utilized. At a minimum, the Consultant shall also anticipate one meeting to review the findings of the flow monitoring (if conducted), one meeting to review the draft report findings and a City Council presentation of the final report. Additional meetings shall be at discretion of Consultant and shall be noted in the proposal. Task 2: Research, Data and Information Gathering Consultant shall obtain and review existing reports, maps, and other data relevant to the wastewater collection system. Existing reports and documents that the Consultant will be required to review include the following, as a minimum: • 2000 Flow Study • 2005 Sewer Master Plan • 2006 Sewer System Management Plan (SSMP) • 2006 Waste Discharge Requirements (WDR) • As -built drawings • Sewer atlas maps Consultant shall research, gather and review all existing land use jurisdictional documents within the City's planning area that will serve as the basis for the existing and build -out wastewater generation scenarios. 4 Backup Material Distributed Less Than 72 Hours Prior to the Meeting Consultant shall obtain from the City the sewer GIS. The existing GIS will serve as the basis for the hydraulic model development. The City anticipates that the GIS information is not fully "model ready' and expects the consultant to identify an approach for identifying or estimating missing information to allow meaningful hydraulic capacity analysis of the collection system. The Consultant shall include 40 hours of time and resources to locate missing data critical for modeling from as -built drawings and /or the sewer atlas maps. Task 3: Flow Monitoring Consultant to assume a flow monitoring program will be performed as a part of this contract for model calibration and unit flow factor development. The Consultant shall assume eight (8) flow monitoring devices are installed over a 60 day period during the winter season to maximize the potential to capture the inflow and infiltration response. A flow meter will be located at the outfall of each of the six basins, with two additional meters to be placed at to -be- determined locations to capture additional flows for calibration and unit flow projections. Flow metering shall be conducted during the wet months, for a minimum of duration of 4 weeks. Task 4: Review and Revise Wastewater Design and Performance Criteria To determine the hydraulic capacity of the system, the operational goals for each facility type must be established. This is generally done through a review of the City's design specifications and through staff interview. Consultant shall review design and performance criteria used in past studies, evaluate those criteria based on experience and staff input and develop evaluation criteria for existing and future system. Task 5: Build -Out Projection The existing sewer service area is approximately 98% built -out. Infill and redevelopment are anticipated to be minimal in the foreseeable future. Consultant will validate the estimated build -out stage and account for any projected redevelopment as part of the model development process based on City staff input and review of the City general plan. Task 6: Sewer Model Development Consultant shall develop a hydraulic model for the entire collection system. The software selected shall be Windows -based InfoSEWER (or approved equal) and compatible with the existing City GIS software. The model will be constructed using the City's existing GIS. Flow loading will be based on flow monitoring (Task 3), development-of unit flow factors based on both flow monitoring and industry standards for the primary land uses within the drainage basin, and flow allocation throughout the City, using the City's customer database, which includes APNs which can be linked to the City - provided parcel layer. 5 Backup Material Distributed Less Than 72 Hours Prior to the Meeting Task 7: Sewer System Analysis Task 7.1— Existing System Analysis The model shall be calibrated based on existing dry weather and wet weather flows reflected during flow monitoring data gathered in Task 3. Calibrated model is expected to be within 10% of actual measured flows. Once the model is calibrated, peak dry weather flow (PDWF) and peak wet weather flow (PWWF) scenarios shall be run on the existing system. System shall be evaluated against the design and performance criteria established in Task 4. Consultant shall recommend improvements to correct capacity deficiencies and PDWF and PWWF scenarios shall be re -run to confirm improvements are sufficient. Flow scenarios for Task 7.1 include: • Existing Dry Weather (Calibration) • Existing Wet Weather (Calibration) • Existing Dry Weather (Capacity Analysis) • Existing Wet Weather (Capacity Analysis) • Existing Wet Weather with Capacity Improvements (Capacity Analysis Proof) Task 7.2 — Build -out System Analysis PDWF and PWWF scenarios shall be run on the build -out system. System shall be evaluated against the design and capacity criteria established in Task 4. Consultant shall recommend improvements to correct capacity deficiencies and build -out PDWF and PWWF scenarios shall be re -run to confirm improvements are sufficient. Flow scenarios for Task 7.2 include: • Build -out Dry Weather (Capacity Analysis) • Build -out Wet Weather (Capacity Analysis) • Build -out Wet Weather with Capacity Improvements (Capacity Analysis Proof) Task 8: Operational Narrative The operational narrative shall review and document the operation of the City's collection system as documented in the the current State Waste Discharge Requirements (WDR) and the City's Sewer System Management Plan (SSMP). This task will also include a summary of the City's cleaning and CCTV process. Task 9: Develop Capital Improvement Program Project List and Recommendations Consultant shall develop a 10 -year CIP, including cost estimates and phasing recommendations based on budgetary considerations. The goal of this program is to provide the City with a long -range planning document for constructing wastewater infrastructure improvements on a prioritized basis. The City's available funds for this program and its ability to administer the implementation of the projects will be an Backup Material Distributed Less Than 72 Hours Prior to the Meeting important consideration. The elements of the CIP, as a minimum, shall include the following: • Collection system capacity improvements as identified by the hydraulic modeling • Collection system improvements as identified by the condition assessment performed by others • A graphical representation of the proposed CIP Task 10: Report Preparation Task 10.1— Draft Report The Consultant shall submit a draft master plan report to the City, complete with all figures, tables and attachments. The report shall be generally organized as outlined below. Task 10.2 — Final Report The Consultant shall incorporate City comments and finalize the report. The following list identifies the minimum required sections of the final deliverable: • Executive Summary • Introduction o Background o Service Area Overview o Land Use o Planned and Anticipated Redevelopment o Previous Master Plans o Sewer System Management Plan o Waste Discharge Requirements • Existing System Description • General • Collection System • Collection System Operation and Management • Inter - Agency Agreements • City of Brea • OCSD • Existing Wastewater Flows o Historical (Year 2000) Flows o Recent Flow Monitoring Program o Average Dry Weather Flows o Peak Dry Weather Flows o Inflow and Infiltration o Existing Unit Flow Factor Analysis • Existing System Evaluation VA Backup Material Distributed Less Than 72 Hours Prior to the Meeting • Design Criteria • Pipeline Evaluation or "Trigger" Criteria • Existing System Hydraulic Model • Modeling Software • Physical Data Input • Dry Weather Flow Loading • Model Calibration • Wet Weather Flow Loading • Capacity Analysis Results • Gravity Pipelines • Inter - Agency Pipeline Flows • Flows to OCSD • Build -out Flow Projections and Analysis • Planned Sewer System Improvements • Future Growth Projections • Future Flow Generation Factors • Projected Build -out Flows • Capacity Analysis Results • Operational Analysis • State of California Waste Discharge Requirements • Sewer System Management Plan • Condition Assessment • Capital Improvement Program • Annual Program Budget • Prioritization • Cost Estimates • Recommended Phasing A. Deliverables 1. Furnish three (3) hard copies of the draft Master Plan with all figures, tables and attachments for City staff review. Meet with staff to discuss the report. 2. Incorporate City staff comments and finalize the Master Plan. Submit three (3) hard copies of the final report with all figures, tables and attachments and one (1) electronic copy of the same on DVD. IV. ELEMENTS IN THE PROPOSAL At a minimum, proposals shall include the following elements: 1. Project Understanding: Your understanding of the City, the needs of its sewer system and the goals and benefits of the proposed master plan. E:3 Backup Material Distributed Less Than 72 Hours Prior to the Meeting 2. Scope of Work: Please refer to the attached Scope of Services. Provide sufficient detail to identify the elements of the services that are to be provided. This scope of services will be used as an exhibit to the contract with the City. Please include all services that are necessary for a complete project. 3. Project Team: Identify the project team and specify the Project Manager. 4. Qualifications: Provide the qualifications and recent relevant experience of the key individuals of the project team. 5. References: Provide a minimum of three (3) references (names and phone numbers) for the relevant recent experience of the key individuals of the project team, particularly the responsible licensed civil engineer. 6. Fee: Provide a not -to- exceed fee proposal in a separate envelope. Fee should be broken down by key tasks and related to deliverables and include both direct and indirect costs, breakdown of staff time and sub - consultant costs. Also include your current rate schedule with the proposal and any anticipated rate increases during preparation of the master plan. 7. Schedule: Provide a detailed project schedule. Please assume a three week turnaround for review of submittals. There is no deadline, but the schedule will be considered in evaluating the proposals. 8. Consultant Contract and Insurance Requirements: Provide a statement that you are agreeable to execute the City - Consultant contract (sample format attached) and satisfy the insurance requirements. V. EVALUATION OF PROPOSALS Proposals will be evaluated by the Public Works Department based on the following general criteria (in no particular order of priority): • Completeness of proposal (xx %) • Understanding of the needs of the City relative to its current and future sewer system (xx %) • Approach and methodology that will be used to develop the master plan (xx %) • Prior recent (within last 5 years) experience in developing similar master plans for cities similar to the City of Placentia in population and existing sewer system size and character (xx %) • Qualifications and experience of the project manager and key team members (xx %) • Project schedule (xx %) • Proposed fee —the proposed fee will not be the sole deciding factor in selecting the successful Consultant but will be one of the factors considered in the selection (xx %) The City may decide to invite top ranked consultants for an interview with City staff. If invited it is expected that the project manager and key team members participate in the interview. 9 Backup Material Distributed Less Than 72 Hours Prior to the Meeting The City reserves the right to accept or reject any or all proposals, waive any irregularity, and negotiate fee, proposal terms and scope of services. Include a copy of the standard City contract for Consultant review. 10