HomeMy WebLinkAboutR.W. Beck, Inc. 2007-01-31CPIL 0 13 10-7
JUL
13y:
STUDY OF ALTERNATIVES AND DESIGN FOR GOBBI SUBSTATION
AGREEMENT FOR
PROFESSIONAL CONSULTING SERVICES
This Agreement made and entered into this 31st day of January, 2007, by and between
City of Ukiah, California, hereinafter referred to as "City", and R. W. Beck, Inc., a Washington
Corporation, hereinafter referred to as "Consultant".
RECITALS
This Agreement is predicated on the following facts:
a. City requires consulting services related to the- preparation of Study of Alternatives and
Design for Gobbi Substation.
b. Consultant represents that it has the qualifications, skills, and experience to provide
these services, and is willing to provide them according to the terms of this Agreement.
C. City and Consultant agree upon the Scope -of -Work and Work Schedule attached hereto
as Attachment "A" and Consultant's Proposal, describing contract provisions for the
project and setting forth the completion dates for the various services to be provided
pursuant to this Agreement.
TERMS OF AGREEMENT
1.0 DESCRIPTION OF PROJECT
1.1 The Project is described in detail in the attached Scope -of -Work (Attachment "A" and
Consultant's Proposal).
2.0 SCOPE OF SERVICES
2.1 As set forth in Attachment "A" and Consultant's Proposal.
2.2. Additional Services. Additional services, if any, shall only proceed upon written
agreement between City and Consultant. The written Agreement shall be in the form of
an Amendment to this Agreement.
3.0 CONDUCT OF WORK
3.1 Time of Completion. Consultant shall commence performance of services as required
by the Scope -of -Work upon receipt of a Notice to Proceed from City. The substation
condition assessment and analysis of substation improvement alternatives will be
completed within 90 days of a written Notice to Proceed. Consultant shall complete the
work to the City's reasonable satisfaction; even if contract disputes arise or Consultant
contends it is entitled to further compensation.
Std — ProfSmAgreement-July2002
Page I of I I
3
4.0 COMPENSATION FOR SERVICES
4.1 Basis for Compensation. For the performance of the professional services of this
Agreement, Consultant shall be compensated on a time and expense basis not to
exceed a guaranteed maximum dollar amount of $53,300 for the Phase I work as
defined in the Scope of Services. Labor charges shalt be based upon Consultant's
standard hourly billing rates for the various classifications of personnel in effect as of the
date of this contract which shall include all indirect costs and expenses of every kind or
nature, except direct expenses. The direct expenses and the fees to be charged for
same shall be customary and reasonable. Phase II Scope of work and compensation
will be identified and negotiated as part of this contract at the completion of the Phase I
tasks, considering the outcome of the Phase I results and city council decisions.
4.2 Changes. Should changes in compensation be required because of changes to the
Phase I Scope -of -Work of this Agreement, the parties shall agree in writing to any
changes in compensation. "Changes to the Scope -of -Work" means different activities
than those described in Attachment "A and Consultant's Proposal and not additional
time to complete those activities than the parties anticipate on the date they entered this
Agreement.
4.3 Sub -contractor Payment. The use of sub -consultants or other services to perform a
portion of the work of this Agreement shall be approved by City prior to commencement
of work. The cost of sub -consultants for Phase I work shall. be included within the
$53,300 provided in Section 4.1.
4.4 Terms of Payment. Payment to Consultant for services rendered in accordance with this
contract shall be based upon submission of monthly invoices for the work satisfactorily
performed prior to the date of invoice less any amount already paid to consultant, which
amounts shall be due and payable upon receipt by City. Invoices shall be' accompanied
by documentation sufficient to enable City to determine progress made.
4.5 Standard of Care. Consultant will perform services under this Agreement with the
degree of skill and diligence normally practiced by professional engineers or consultants
performing the same or similar services. No other warranty or guarantee, expressed or
implied, is made with respect to the services furnished under this Agreement and all
implied warranties are disclaimed.
4.6 Reperformance of Services. If City believes any of the services provided under this
Agreement do not comply with the terms of this Agreement, City shall promptly notify
Consultant to permit Consultant an opportunity to investigate. If the services do not
meet the applicable standard of care, it will promptly re -perform the services at no
additional cost to City, including assisting the City in selecting remedial actions. If City
fails to provide Consultant with prompt notice of non-compliance and an opportunity to
investigate and re -perform its services, Consultant's total obligation to City will be limited
to the costs Consultant would have incurred to re -perform the services.
4.7 Indemnity. To the extent permitted by law, Consultant.agrees to indemnify, defend and
hold harmless City and its directors, officers, and employees from and against any
liability (including without limitation, reasonable costs and attorney's fees) incurred by
City to the extent caused by Consultant's negligent acts, errors or omissions, including
Std — Pro fSvcsAgreement-Aily2002
Page 2 of I 1
judgments in favor of any party.. The parties agree that Consultant is not responsible for
and shall have no contractual or legal liability for the acts, errors or omissions of the City,
the City's other contractors or consultants under contract with City, members of the
general public or other third parties not under contract with Consultant.
No employee of Consultant shall have individual liability to City.
In no event and under no circumstances shall Consultant be liable to City for any
principal, interest, loss of anticipated revenues, earnings, profits, increased expense of
operation or construction, loss by reason of shutdown or non -operation due to late
completion or otherwise or for any other economic, consequential, indirect or special
damages.
5.0 ASSURANCES OF CONSULTANT
5.1 Independent Contractor. Consultant is an independent contractor and is solely
responsible for its acts or omissions. Consultant (including its agents, servants, and
employees) is not City's agent, employee, or representative for any purpose.
5.2 Conflict of Interest. Consultant understands that its professional responsibility is solely
to City. Consultant has no interest and will not acquire any direct or indirect interest that
would conflict with its performance of the Agreement. Consultant shall not in the
performance of this Agreement employ a person having such an interest.
6.0 INDEMNIFICATION
6.1 Insurance Liability. Without limiting Consultant's obligations arising under Paragraph 6.2
Consultant shall not begin work under this Agreement until it procures and maintains for
the duration of this Agreement insurance against claims for injuries to persons or
damages to property, which may arise from or in connection with its performance under
this Agreement.
Std— ProfSvcsAgreement-July2002
Page 3 of 11
A. Minimum Scope of Insurance
Coverage shall be at least as broad as:
1. Insurance Services Office ("ISO) Commercial General Liability Coverage
Form No. CG 00 01 11 85.
2. ISO Form No. CA 0001 (Ed. 1/78) covering Automobile Liability, Code 1
"any auto" or Code 8, 9 if no owned autos and endorsement CA 0025.
3. Worker's Compensation Insurance as required by the Labor Code of the
State of California and Employers Liability Insurance.
4. Professional Liability Insurance covering damages which may result from
errors, omissions, or acts of professional negligence by Consultant.
B. Minimum Limits of Insurance
Consultant shall maintain limits no less than:
1. General Liability: $1,000,000 combined single limit per occurrence for
bodily injury, personal injury and property damage. If Commercial
General Liability Insurance or other form with a general aggregate limit is
used, the general aggregate limit shall apply separately to the work
performed under this Agreement, or the aggregate limit shall be twice the
prescribed per occurrence limit.
2. Automobile Liability: $1,000,000 combined single limit per accident for
bodily injury and property damage.
3. Worker's Compensation and Employers Liability: Worker's compensation
limits as required by the Labor Code of the State of California and
Employers Liability limits of $1,000,000 per accident.
4. Professional Liability Coverage: $500,000 combined single limit per
occurrence. If the coverage is an aggregate limit, the aggregate limit
must apply separately to the work performed under this Agreement, or the
aggregate limit shall be twice the per occurrence limit.
C. Deductibles and Self -Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by
the City. At the option of the City, either the insurer shall reduce or eliminate
such deductibles or self-insured retentions as respects to the City, its officers,
officials, employees and volunteers; or the Consultant shall procure a bond
guaranteeing payment of losses and related investigations, claim administration
and defense expenses.
Std — ProfSvcsAgreement-July2002
Page 4 of 11
D. Other Insurance Provisions
The policies are to contain, or be endorsed to contain, the following provisions:
1. General _Liability and Automobile Liabilitv Coveraaes
a. The City, it officers, officials, employees and volunteers are to be
covered as additional insureds as respects; liability arising out of
activities performed by or on behalf of the Consultant, products
and completed operations of the Consultant, premises owned,
occupied or used by the Consultant, or automobiles owned, hired
or borrowed by the Consultant. The coverage shall contain no
special limitations on the scope -of -protection afforded to the City,
its officers, officials, employees or volunteers.
b. The Consultant's insurance coverage shall be primary insurance
as respects to the City, its officers, officials, employees and
volunteers. Any insurance or self-insurance maintained by the
City, its officers, officials, employees or volunteers shall be excess
of the Consultant's insurance and shall not contribute with it.
C. Any failure to comply with reporting provisions of the policies shall
not affect coverage provided to the City, its officers, officials,
employees or volunteers.
d. The Consultant's insurance shall apply separately to each insured
against whom claim is made or suit is brought, except with respect
to the limits of the insurer's liability.
2. Worker's Compensation and Employers Liability Coverage
The insurer shall agree to waive all rights of subrogation against the City,
its officers, officials, employees and volunteers for losses arising from
Consultant's performance of the work, pursuant to this Agreement.
3. Professional Liability Coverage
If written on a claims -made basis, the retroactivity date shall be the
effective date of this Agreement. The policy period shall extend from
completion date (8 weeks following the notice to proceed from the City) to
a date which is two years thereafter.
4. All Coverages
Each Insurance policy required by this clause shall be endorsed to state
that coverage shall not be suspended, voided, canceled by either party,
reduced in. coverage or in limits except after thirty (30) days prior written
notice by certified mail, return receipt requested, has been given to the
City.
Std — ProfSwsAgreement-Ju1y2002
Page 5 of 11
E. Acceptability of Insurers
Except for professional liability insurance, insurance is to be placed with insurers
with a Best's rating of no less than A:VII and who are admitted insurers in the
State of California. Professional liability insurance may be underwritten by
Lloyds of London.
F. Verification of Coverage
Consultant shall furnish the City with certificates of Insurance and with original
Endorsements effecting coverage required by this Agreement. The Certificates
and Endorsements for each insurance policy are to be signed by a person
authorized by that insurer to bind coverage on its behalf. The Certificates and
Endorsements are to be on forms provided or approved by the City. Where by
statute, the City's Workers' Compensation - related forms cannot be used;
equivalent forms approved by the Insurance Commissioner are to be substituted.
All Certificates and Endorsements are to be received and approved by the City
before Consultant begins the work of this Agreement. The City reserves the right
to require complete copies of all required insurance policies, at any time. If
Consultant fails to provide the coverages required herein, the City shall have the
right, but not the obligation, to purchase angor all of them. In that event, the cost
of insurance becomes part of the compensation due the contractor after notice to
Consultant that City has paid the premium.
G. Subcontractors
If Consultant uses subcontractors or sub -consultants, it shall cover them under
its policies or require them to separately comply with the insurance requirements
set forth in this Paragraph 6.1.
6.2 Indemnification. Notwithstanding the foregoing insurance requirements, and in addition
thereto, Consultant shall indemnify, defend and hold harmless City officers, agents and
employees from and against any and all claims, demands, liability, costs and expenses,
including court costs and counsel fees, arising out of the injury to or death of any person
or loss of or physical damage to any property to the extent resulting from any negligent
or wrongful act or omission committed by Consultant or it's officers, agents or employees
while performing services under this Agreement. Consultant's liability for professional
negligence shall be limited to $1,000,000.
As to events which occur during Consultant's performance of this Agreement, City shall
hold Consultant harmless from and defend Consultant against all claims, liability,
damage, or loss arising out of any injury or death of any person or damage to or
destruction of property attributable to the negligent or willfully wrongful act or omission of
City or its officers and employees, where the injury, death or damage is caused by the
sole and active negligence or willful misconduct of City or City's employees..
Std — ProfSvcsAgreement-July2602
Page 6 of 11
7.0 CONTRACT PROVISIONS
7.1 Ownership of Work. All documents furnished to Consultant by City and all reports and
supportive data prepared by Consultant under this Agreement are City's property and
shall be given to City at the completion of Consultant's services at no additional cost to
City. Deliverables are identified in the Scope -of -Work, Attachment "A" and Consultant's
Proposal.
Consultant is granted an unrestricted license to retain copies and use all Work Products.
Consultant shall retain ownership of its intellectual property, including the procedures,
processes, internal resources, tools and other means used by Consultant to prepare the
Work Products. Further, if City releases the Work Products to a third party without
Consultant's prior written consent, or changes or uses the Work Products other than is
intended hereunder, City does so at its sole risk and discretion and Consultant shall not
be liable for any claims or damages resulting from or connected with the release or any
third party's use of the Work Products.
7.2 Governing Law. Consultant shall comply with the applicable laws and regulations of the
United States, the State of California, and all local governments having jurisdiction over
this Agreement. The interpretation and enforcement of this Agreement shall be
governed by California law and any action arising under or in connection with this
Agreement must be filed in a Court of competent jurisdiction in Mendocino County.
7.3 Entire Agreement. This Agreement plus its Attachment(s) and executed Amendments
set forth the entire understanding between the parties.
7.4 Severability: If any term of this Agreement is held invalid by a court of competent
jurisdiction, the remainder of this Agreement shall remain in effect.
7.5 Modification. No modification of this Agreement is valid unless made with the agreement
of both parties in writing.
7.6 Assignment. Consultant's services are considered unique and personal Consultant
shall not assign, transfer, or sub -contract its interest or obligation under all or any portion
of this Agreement without City's prior written consent.
7.7 Waiver. No waiver of a breach of any covenant, term, or condition of this Agreement
shall be a waiver of any other or subsequent breach of the same or any other covenant,
term or condition or a waiver of the covenant, term or condition itself.
7.8 Litigation. In the event a suit or action is instituted to enforce any of the terms and
conditions of this Agreement, the prevailing party shall collect, in addition to the costs
and disbursements allowed by .statutes, such sums as the court may adjudge
reasonable as attorney's fees in such suit or action in both trial and appellate courts.
7.9 Termination. This Agreement may only be terminated by either party: 1) for breach of
the Agreement; 2) because funds are no longer available to pay Consultant for services
provided under this Agreement; or 3) City has abandoned and does not wish to complete
the project for which Consultant was retained. A party shall notify the other party of any
alleged breach of the Agreement and of the action required to cure the breach. If the
non -breaching fails to cure the breach within the time specified in the notice, the contract
Std — ProfSvcsAgreement-Ju1y2002
Page 7 of 11
shall be terminated as of that time. If terminated for lack of funds or abandonment of the
project, the contract shall terminate on the date notice of termination is given to
Consultant. City shall pay the .Consultant only for services performed and expenses
incurred as of the effective termination date. In such event, as a condition to payment,
Consultant shall provide to City all finished or unfinished documents, data, studies,
surveys, drawings, maps, models, photographs and reports prepared by the Consultant
under this Agreement. Consultant shall be entitled to receive just and equitable
compensation for any work satisfactorily completed hereunder, subject to off -set for any
direct or consequential damages City may incur as a result of Consultant's breach of
contract.
7.10 Duplicate Originals. This Agreement may be executed in duplicate originals, each
bearing the original signature of the parties. When so signed, each such document shall
be admissible in administrative or judicial proceedings as proof of the terms of the
Agreement between the parties.
8.0 NOTICES
Any notice given under this Agreement shall be in writing and deemed given when
personally delivered or deposited in the mail (certified or registered) addressed to the
parties as follows:
CITY OF UKIAH R. W. BECK
ELECTRIC UTILITY 2720 GATEWAY OAK DRIVE
411 W. CLAY STREET SUITE 310
UKIAH, CALIFORNIA 95482-5400 SACRAMENTO, CA 95833
Std— ProfSvcsAgreement-July2002
Page 8 of 11
9.0 SIGNATURES
IN WITNESS WHEREOF, the parties have executed this Agreement the day and year
first above written:
CONSULT
J
f
BY: 07
Date
PRINT NAME:
OV63 ?0
IRS IDN Number
CITY OF UKIAH
BY:
CANDACE HORSLEY
CITY MANAGER
TTEST._-
LI BR
INTERIM CITY CLERK
APPROVED AS TO FORM`
DAWeJ. RA P T
CITY ATTORNEY, CITY OF UKIAH
Std — ProfSvcsAgreement-July2002
Page 9 of 11
Date
Date
Attachment A
Study of Alternatives and Design for Gobbi Substation
Scope of Services
Phase 1 Work Summary
Task 'I Condition Assessment
Consultant will conduct a thorough visual inspection of the substation equipment and associated
operating and testing data and will provide an assessment as to the condition and remaining
useful life of the station and its components. The evaluation will include the review of existing
design drawings, equipment operating data, equipment test data, interviews with engineering
and operating personnel, and a complete walk -down of the substation. The results of the
condition assessment will be tabulated and presented to .City engineering and operating
personnel for review.
The City should plan on making staff available for 1-2 days to conduct interviews and provide
access to the substation for the inspection. Consultant will require copies of all as -built
drawings, oil analysis reports, transformer test reports, circuit breaker and circuit switcher test
reports, and protective device calibration and test reports. These materials can be provided the
day of the inspections. During the inspections, Consultant personnel will require access to the
substation, including all operating and control. compartments and control cabinets and buildings.
Task 2 Analysis of Capacity Expansion Alternatives
Consultant will prepare a detailed engineering evaluation of capacity expansion and
modernization alternatives, including replacement of the existing transformers, refurbishing and
up -rating the existing transformers, addition of a third transformer, and addition of a second
point of interconnection with PG&E. Each analysis will include development project scopes,
conceptual single -line diagrams, and general arrangement sketches and budgetary cost
estimates and schedules. Consultant will work interactively with Ukiah engineering and
operating personnel to explore the benefits and drawbacks of each option to develop a
preferred expansion / modernization plan.
The results of the condition assessment and the analysis of substation improvement alternatives
will be presented to Ukiah in a draft report for review and comment and then in a final draft
report suitable for presentation to City executive management and City Council
The City is expected to provide single -line diagrams of the existing PG&E interconnection and
some description of the second point of interconnection alternatives. The City may also be
asked to provide economic analysis assumptions, including cost of power, cost of money, peak
demand and consumption, and inflation and escalation rates. Absent data provided by the City,
Consultant will make assumptions as may be necessary to conduct the requisite financial
analysis. The City should plan on providing at least one day to review the draft report and one
half day to review the final report.
Consultant expects to provide one presentation- of the results to executive management and
City Council
Std — ProfSvcsAgreement-July2002
Page 10 of 11
Phase II Implementation (future)
Following the selection of a proposed expansion plan, Consultant will work with the City to
develop the budgets and schedules for the associated owner's engineering services, including
project management, engineering and design, equipment procurement, contractor selection and
construction support, all to ensure a successful project.
Upon selection of an expansion approach by the City, Consultant will provide a detailed scope,
schedule and budget for the expansion.
Std — ProfSTAgreement-July2002
Page 11 of 11
REVISED SCOPE OF WORK — PHASE II
A. Description of Work and Project Schedule
Project Understanding
The City of Ukiah wishes to proceed with the recommendation of the
Phase I Condition Assessment prepared by R W Beck. The tasks to
complete are as follows:
Immediate
■ Split load between two transformers.
■ Conduct thermographic survey of substation bus and connectors.
■ Prepare spill control plan; move substation fence; obtain spare critical
equipment; and install a fifth 12 -kV feeder breaker.
■ Perform preliminary engineering to confirm feasibility of adding
third transformer and switchgear at Gobbi.
■ Initiate design of 12 -kV express feeder to hydropower plant.
Short -Term - Summer 2008
■ Refurbish existing power transformers.
■ Install oil spill containment systems for power transformers.
■ Construct express feeder to hydropower plant.
Long -Term - Summer 2009
■ Add a third power transformer and metal -clad switchgear at Gobbi
Substation (provided it is demonstrated to be feasible).
■ Replace 48-V DC battery system.
■ Replace control and protection systems.
■ Add SCADA system.
Proiect Armroach
R. W. Beck's overarching objective is to provide the project
management, engineering, and construction support services that the City
requires to modify the Gobbi Substation. Because the scope of this
project is more complex than the City has addressed in many years,
because the City's utility staff are needed to focus on day-to-day
operational issues and because of the time constraints to accomplish the
Project, R. W. Beck is prepared to furnish Owner's Engineer services to
provide the project management, engineering, and construction support
expertise needed to construct the project cost- and time -effectively.
a
SCOPE OF SERVICES
PHASE II — IMPLEMENTATION OF
SYSTEMIMPROVEMENTS
SCOPE OF SERVICES
The Scope of Services, Project Schedule, and Project Budget provided below detail R. W. Beck's
approach to completing this project.
Scope of Services
Phase I Condition Assessment and Planning - Completed
Phase II Implementation
Following the selection of a proposed expansion plan, R. W. Beck will work with the City to develop the
budgets and schedules for the associated Owner's Engineer services, including project management,
engineering and design, equipment procurement, contractor selection and construction support, all to
provide a successful project.
Task 1 Project Management
■ Provide detailed project management plan, including scope of work, staffing plan, project budget,
schedule, risk assessment and communications plan.
■ Conduct weekly project team action -item review meetings by teleconference call.
■ Maintain and distribute detailed action -item list.
■ Prepare monthly progress reports, including summary of accomplishments, progress to completion of
milestones and deliverables, comparison of current and cumulative actual and budgeted labor and
costs, and evaluation of issues that could negatively impact project completion.
■ Prepare and distribute agendas and minutes from all project meetings.
■ Coordinate project team, staffing, and subcontractors.
■ Provide bi-weekly project updates with the City via teleconference.
Task 2 Substation Engineering and Design
Task 2.1 Preliminary Engineering
■ Conduct technical meeting between R. W. Beck's lead design personnel and the City's substation
design staff to:
■ Introduce lead design staff, including electrical, civil, control, protection and communication
engineers.
■ Review preliminary plans for the modifications to the substation, including switching
configuration, control, protection and communication systems, equipment layout and
arrangements, etc.; the review will include discussions regarding the long-term plan for the
substation modifications.
■ Identify, define, and agree on roles and responsibilities of R. W. Beck and the City.
■ Review substation design schedule, including submittal and review process.
■ Solicit input from the City on design preferences for the substation.
■ Collect the following data and information from the City:
■ Construction and procurement contract general terms and conditions in electronic format
(Microsoft Word).
2-2
SCOPE OF SERVICES
■ Available fault current (three-phase, single line to ground, and double line to ground) and design
fault current level.
■ Site location topographical drawing, legal drawing, and, if available, basic geotechnical data (see
additional data below).
■ Current City standards and specifications for items such as drafting, reports, design, relaying,
control, and material, as applicable.
■ List of major equipment that will be provided by the City (if any).
■ List of services that will be provided by the City (if any).
■ Visit the substation site and take pictures.
■ Prepare and distribute minutes from the meeting summarizing decisions made.
■ Develop plan to split 12 -kV main bus to allow load splitting.
■ Develop Request for Quotation and obtain proposal for the City to obtain a thermographic scan of the
substation.
■ Review equipment procurement timelines and prepare construction schedule.
Task 2.2 Geotechnical and Surveying
■ Perform substation topographical survey
■ Prepare scope of work for geotechnical work and contract with geotechnical sub -consultant.
■ Compile and review existing available subsurface and geotechnical information.
■ Perform geotechnical field exploration, based on rotary wash drilled borings, at not more than five
locations to be determined; collect representative soil samples for each soil type at each pit or boring;
measure groundwater level.
■ Conduct laboratory test of the samples obtained, including moisture content, density, gradation,
corrosivity, consolidation, and shear strength to determine the required engineering and chemical
properties of the soil.
■ Evaluate and analyze data.
■ Prepare draft and final geotechnical reports that contain the results of the investigations as well as
conclusions and recommendations on the following:
■ Foundation types, depth, and allowable soil bearing values, including lateral resistance design
parameters
■ Site preparation procedures
■ Corrosivity of site soils and its effect on foundation materials
■ Soil contamination analysis
■ Groundwater sampling
■ Lateral earth pressures for underground vaults
■ Drainage and dewatering issues
R. W. Beck, Inc. 2-3
SCOPE OF SERVICES
Task 2.3 Basis of Design Memorandum
■ Prepare a draft Basis of Design memorandum and associated drawings to establish project basic
design parameters, including:
■ Electrical apparatus types and ratings
■ Personnel safety clearances
■ Grounding
■ Bus and conductor ratings
■ Basic insulation levels
■ Electrical clearances
■ Structure form and aesthetics
■ Substation aesthetics, fence, and screening walls
■ Mechanical loading
■ Seismic considerations
■ Protection requirements
■ Control and metering requirements
■ Substation automation and integration requirements
■ Station service AC and DC systems
■ Communication requirements
■ Control building performance requirements (i.e., size, heating, cooling, and plumbing)
■ Foundation requirements
■ Oil containment system
■ The Basis of Design will also include a preliminary cost estimate and project schedule.
■ Submit the conceptual sketches and draft Basis of Design Document to the City for review.
■ Conduct technical review meeting with the City to receive the City's comments and input on the
draft Basis of Design Memorandum.
■ Prepare and distribute minutes from the review meeting summarizing the decisions made.
■ Incorporate the City's comments and input and prepare a final Basis of Design Memorandum.
■ Provide data from the preliminary design to assist the City with environmental assessments and
property acquisition, if required.
Task 3 Detailed Design
■ Perform design calculations to support design drawing preparation, including:
■ Grounding grid calculations of step and touch potentials
■ Battery and charger sizing calculations
■ Foundation calculations
2-4
SCOPE OF SERVICES
■ Prepare design drawings to 50% completion level, including the following:
■ Cover sheet
■ Drawing list
■ One -line diagram
■ Prepare elementary (schematic) drawings.
■ Prepare relay panel front view drawings and detailed bill of material with device description,
manufacturer, and nameplate designation.
■ Site plan — ultimate arrangement
■ Fence plan
■ Electrical plan
■ Electrical elevations and sections
■ Control Building Layout
■ Cable trench plan
■ Prepare foundation plan for equipment requiring concrete foundations. Conceptual foundation
details will be included based on existing shop drawings. Revised 'For Construction' details will
be provided during construction phase.
■ Prepare circuit list for the substation describing the interconnections between equipment, AC and
DC station service connections, and control connections.
■ The circuit list will also include wire sizes and number of conductors for each circuit, a
description of the circuits, and the termination points for each circuit.
■ Prepare conduit plan illustrating underground conduit runs, conduit size, and circuits within the
conduit runs.
■ Prepare oil retention plan associated with the power transformers, including structural design of
containment pit and design of underground piping from the power transformer.
■ Prepare grounding plan illustrating the ground grid, ground rods, and ground connections to be
installed in the substation, as well as the ground connections to all above -grade equipment,
including surge protection equipment and grounding for all electronics. The grounding plan will
be based on ground grid calculations performed according to IEEE-80Grounding plan and details
■ DC control and protection schematic diagrams for new equipment
■ AC and DC station service system schematic and details
■ Prepare plan and profile drawings for the 15 W underground exit circuits and duct banks within
the substation fence
■ Submit the 50% complete drawings to the City for review.
■ Conduct review meeting with the City to receive review comments.
■ Prepare and distribute minutes from the 50% review meeting summarizing the decisions made.
■ Incorporate the City's review comments and advance the drawings to 100% completion.
R. W. Beck, Inc. 2-5
SCOPE OF SERVICES
■ Submit the 100% complete drawings to the City for final review.
■ Conduct review meeting with the City to receive review comments.
■ Prepare and distribute minutes from the 100% review meeting summarizing the decisions made.
■ Incorporate the City's comments and prepare the final drawings, issued for permitting and issued for
bids as the case may be.
■ Prepare applicable permitting applications and submit to the City for expediting, excluding a
stormwater pollution prevention plan, which will be a requirement of the construction contractor.
Task 4 Substation Construction Specifications and Bidding Assistance
■ Prepare construction specifications covering all required work, such as civil work, foundations,
procurement of miscellaneous equipment and structural steel, steel structure erection, equipment
installation, as well as testing and energization.
■ Submit the specifications for the City's review at 90% completion.
■ Conduct review meeting with the City to receive review comments.
■ Prepare and distribute minutes from the 90% review meeting summarizing the decisions made.
■ Incorporate the City's review comments and advance the specifications to 100% completion.
■ Submit the 100% complete specifications to the City for final review.
■ Conduct review meeting with the City to receive review comments.
■ Prepare and distribute minutes from the 100% review meeting summarizing the decisions made.
■ Incorporate the City's comments and prepare the final, bid -ready specifications.
■ Prepare agenda for and lead the pre-bid meeting.
■ Issue addenda as required after the pre-bid meeting and subsequently in response to prospective
bidders' questions.
■ Evaluate bids received and make recommendation for award to the City.
■ Prepare conformed construction contract documents.
■ Prepare issued for construction drawings.
Task 5 Major Equipment Procurement Documents and Bidding Assistance
■ Prepare procurement specifications for all equipment:
■ 115 -kV Circuit Switchers
■ 115-12 kV Power Transformer
■ 15 -kV Circuit Breakers (5t'' Feeder)
■ Control Building with 12 -kV Switchgear
■ Structures and Equipment
■ Prepare and coordinate Request for Proposals for the evaluation and refurbishment of the existing
transformers; the work to be included would be the replacement of the LTC, including controls,
2-6
SCOPE OF SERVICES
replacement of all of the gaskets, bushings and arrestors, and the reconditioning of the transformer
mineral oil.
■ Submit the specifications for the City's review at 90% completion.
■ Conduct review meeting with the City to receive review comments.
■ Prepare and distribute minutes from the 90% review meeting summarizing the decisions made.
■ Incorporate the City's review comments and advance the specifications to 100% completion.
■ Submit the 100% complete specifications to the City for final review.
■ Conduct review meeting with the City to receive review comments.
■ Prepare and distribute minutes from the 100% review meeting summarizing the decisions made.
■ Incorporate the City's comments and prepare the final, bid -ready procurement documents.
■ Answer bidders' questions and issue addenda as required.
■ Evaluate bids received and make recommendation for award to the City.
■ Prepare conformed procurement contract documents.
Task 6 Engineering During Construction
■ Prepare agenda for and participate in pre -construction meeting.
■ Provide engineering input to answer construction contractor's questions and prepare contract addenda
as required.
■ Review and approve construction contractor's submittals.
■ Review and approve equipment shop drawings, including:
■ 115 -kV Circuit Switchers
■ 15 -kV Circuit Breakers
■ Control Building and relaying schemes
■ Structures and Equipment
■ Switchgear plan and sections
■ Transformer refurbishment plans
■ Contractor testing plans
■ Make modifications to construction drawings as required in order to coordinate with shop drawings.
■ Prepare interconnection drawings for transformers, switchgear, circuit breakers, control and relay
panels, and circuit switchers.
■ Prepare Spill Prevention Control and Countermeasure Plan for the Gobbi Substation.
■ Prepare relay settings for new relaying system. Relays will be coordinated with the first downstream
devices owned by Client and the first upstream devices. Protection should allow full equipment
capacity rated loads and protection for individual transformers
■ Provide 24 hours of telephone discussions during construction.
R. W. Beck, Inc. 2-7
SCOPE OF SERVICES
■ Provide four (4) site visits during construction for observation and answering questions.
■ Perform substantial completion and final completion reviews and prepare punch list.
■ Participate in observations of functional testing of the protective relaying and control schemes and
observe energization.
■ Prepare conformed -to -construction drawings, including one bound set of blue lines, and one CD-
ROM with AutoCAD drawing files and including material and equipment specifications and
standards as available
Task 7 SCADA Implementation
City of Ukiah wishes to implement a SCADA system in conjunction with its System Upgrade project.
This system will provide real-time basic control and monitoring functions to operations personnel.
Historical logging will be included for future system planning. The system will be designed to
incorporate hydro -plant monitoring data, if available, and distribution recloser locations at a future date.
Tasks included would be as follows:
• Develop and identify preferred system configuration.
• Develop a point list for remote site.
• Develop basic communications diagram.
• Identify the system components to be included in switchgear specification.
• Review shop drawing from selected vendor.
• Develop database and displays for system.
• Provide on-site startup and testing of system.
Task 8 Distribution Line Design
Task 8.1 Initial Design Meeting
Conduct a technical meeting with the City's distribution operations and engineering staff to
accomplish the following:
• Discussion on the general line design criteria
• Discussion on the type of line construction and materials to be used
• Solicit the City's preferences to be considered for the line design phase
• Obtain right-of-way and property base maps, if available
• Obtain circuit maps and equipment data for existing facilities along the proposed route
• Obtain copies of the City's existing line construction standards and a schedule of approved
material, if applicable
• Discuss permitting requirements and procedures
• Review line design schedule including submittal and review process
• Prepare and distribute meeting notes summarizing the discussion and any decisions made or
agreements reached
2-8
SCOPE OF SERVICES
Task 8.2 Basis of Design Memorandum
Prepare a draft Basis of Design memorandum to establish basic project design parameters including:
• Structure loading criteria
• Electrical Clearances
• Development of a typical conductor ruling span
• Development of sag and tension data for typical ruling span sections
• Insulator characteristics and loading limitations
• Maximum spans criteria
• Guy and anchor limitations
Hardware limitations
• Insulator swing calculations, if applicable
• Specification of material and unit standards to be used in design
• Preliminary cost estimate and construction schedule
• Submit the draft Basis of Design document to the City for review and comments
• Incorporate the City's comments and prepare a final Basis of Design Memorandum
Task 8.3 Survey/Staking/Inventory
• Scope includes an estimated 4.25 miles of overhead and 0.75 miles of underground line design
• Complete a field inventory of existing electrical facilities to identify units for salvage, removal or
transfer, and any existing infrastructure suitable for use in construction of the new underground feeder
• Perform electronic survey of the line corridor only to establish the centerline profile and determine
pole heights and clearances from crossing wires and aerial obstructions
• The field inventory and electronic survey will be limited to those facilities that have a direct impact
on the line design
Task 8.4 Detailed Line Design and Calculations
• Calculate actual ruling span sections based on electronic survey data
• Prepare sag and tension data for actual ruling span sections
• Perform a non-linear structural analysis for typical tangent structures using PLS-CADD and
PLS -POLE design software to determine ANSI pole class and span limitations
• Perform guy and anchor calculations
• Determine structure types based on centerline profile and alignment requirements
• Determine structure heights based on ruling span and vertical clearance requirements
• Calculate conductor blowout and check horizontal clearances from objects parallel to right-of-way
Task 8.5 Construction Drawings
• Prepare plan and profile drawings in AutoCAD® format for the express feeder corridor
• Prepare construction unit tabulation
R. W. Beck, Inc. 2-9
SCOPE OF SERVICES
• Prepare structure diagrams of complicated, non-standard junction and multiple guy/anchor poles
• Prepare cross-section drawings for any multiple -circuit duct bank or vault utilized for the installation
of the underground feeder
• Preparation of five non-standard overhead structure drawings and two underground infrastructure
drawings is included.
• Prepare standard assembly drawings with material callouts
• For the purposes of engineering design scope, all angle and deadend structures are assumed to be
guyed. Steel pole detail loading and concept drawings for any self -supported angle or deadend
structures will be included as a scope modification
• Structure foundation design is not anticipated and will be included as a scope modification for any
self -supported angle or deadend structure
• Prepare drawings to 50% completion level and submit to the City for review
• Incorporate the City's comments and advance the drawings to 100% completion
• Submit 100% drawings to City for final review
• Incorporate the City's comments and prepare the final drawings, issued for bid
Task 8.6 Crossing Permits
• Prepare one wire crossing permit application for submittal to CALTRANS
• Wire crossing application will include plan/profile drawing based on electronic survey data and, if
required, structure detail drawings
• Additional permit applications, if required, will be included as a scope modification
Task 8.7 Construction Specifications and Bidding Assistance
• Prepare construction specifications for required line work
• Submit the construction specifications to the City for review at 90% completion
■ Incorporate the City's comments and advance the construction specifications to 100% completion
• Submit the 100% specifications to the City for final review
• Incorporate the City's comments and prepare the final, bid -ready specifications
• Prepare agenda and participate in a pre-bid meeting
• Issue addenda, as required, after the pre-bid meeting and in response to prospective bidder's
questions
• Evaluate bids and submit a letter of recommendation for bid award to the City
• Prepare conformed construction contract documents
• Prepare issued for construction drawings
Task 8.8 Engineering During Construction
• Prepare agenda and participate in pre -construction meeting
• Perform one-time staking of pole and anchor locations
• Provide answers to construction contractor questions and prepare contract addenda, as required
2-10
SCOPE OF SERVICES
• Review and approve construction contractor's submittals
• Provide eight hours of telephone consultations during construction
• Perform a final completion field review and prepare a "punch list"
• Prepare conformed -to -construction drawings from Contractor furnished as -build mark-ups
Project Schedule
R. W. Beck is prepared to begin the project with two weeks of approval with a completion date in
accordance with the recommendation plan.
B. Project Budget
A proposed project budget is provided below. These costs reflect the approach as outlined in the
preceding Scope of Services. As the detailed Scope of Services is refined, and after meeting with the
City to review the scope and responsibilities, this proposed budget may be adjusted.
The terms of the proposed agreement are time and materials not to exceed the budget amounts shown.
Subcontractors are billed, including a 10 -percent mark-up for administrative expenses. Travel costs and
other reimbursable expenses are billed at cost.
Gobbi Substation Modernization - Phase II
Owner's Engineer Budget
Hours
Labor
Cost
Expenses Subs
Total
Task 1
Project Management
154.0
$26,692
$450 —
$27,142
Task 2
Preliminary Engineering
289.5
$38,404
$3,005 $25,000
$66,409
Task 3
Detailed Engineering
435.5
$43,635
$2,785 —
$46,420
Task 4
Construction Contract Procurement
343.0
$41,384
$3,045 —
$44,429
Task 5
Major Equipment Procurement
88.0
$12,231
$2,550 —
$14,781
Task 6
Engineering During Construction
1,147.5
$123,800
$12,870 —
$136,670
Task 7
SCADA Implementation
369.5
$42,107
$5,340 —
$47,447
Task 8
Distribution Line Design
970.5
$90,713
$16,276 —
$106,989
Totals
3,797.5
$418,966
$46,321 $25,000
$490,287
C. Basis of Scope and Fee Development
Assumptions and Expectations of Consultant
The following list outlines assumptions made by Consultant in developing the fee based on the scope of
services. The list also outlines several Client responsibilities for providing certain data and tasks.
Consultant is willing to provide additional services when requested by Client and agreed upon in writing.
These services will be provided as a scope modification at an additional fee.
■ The proposal assumes the expansion will not require Site work modifications.
R. W. Beck, Inc. 2-11
SCOPE OF SERVICES
■ An allowance of $15,000 for the geotechnical investigation is included.
■ Client will obtain all required permits and address any environmental requirements.
■ An allowance of $10,000 is included to perform the substation survey.
■ The proposal includes design of all oil containment facilities and the additional 15 kV breaker for the
short-term facilities. It is assumed that these items will not require an additional construction
contract.
■ Owner will provide to Consultant all existing pertinent electrical drawings of the substation.
■ The proposal does not include conversion of existing drawings into AutoCAD.
■ The proposal assumes the existing underground exit duct bank includes a spare conduit for new
circuit from the substation to the existing riser.
■ The Client will provide a certified electrical worker to assist the Consultant with access and
inspection of existing electrical vaults, which may be identified as suitable to accommodate the new
underground feeder.
■ The express feeder is to be constructed along an existing feeder route within existing easements or on
public right-of-way.
■ The City is responsible for right-of-way acquisition for any section of line designed off the existing
route, either by necessity or at the request of the Client.
■ Time expended, at the request of the City, on right-of-way and written easement issues will be
provided as a scope modification.
■ Re -design of any portion of the line, as a result of right-of-way changes, will be performed as a scope
modification.
■ Consultant will provide drawings and documents to assist Client as required.
■ Client will provide day-to-day on-site construction management.
■ Consultant will perform design services and relaying for all relays inside the substation.
■ The Steel Vendor will prepare structural steel calculations sealed by a properly licensed California
professional engineer, an anchor bolt plan, erection diagrams, and structural steel details. Incorporate
vendor prepared documents into "For Bid" and "For Construction" packages as appropriate.
■ The Control Building Vendor will prepare structural details of building.
■ Consultant will attend the following meetings and/or site visits with Client:
■ Kickoff meeting
■ Final design review meeting
■ Pre-bid meeting
■ Pre -construction meeting
■ Four (4) one -day site visits during construction
■ One (1) five-day site visit to witness functional testing of protective relaying systems
■ One (1) one -day site visit to perform final walk-through and observe energization
2-12
SCOPE OF SERVICES
■ Consultant will provide 24 hours of phone consultation for construction technical assistance.
■ Consultant will use Engineering Joint Contract Document Council (EJCDC) standards and
Construction Specification Institute (CSI) standards for the terms and conditions of all procurement
and construction contract documents. Preparation of contracts based on other standards will be
considered a scope modification.
■ Consultant will obtain the following drawings from the steel manufacturer, and will review to assure
compliance with plans and specs:
■ Steel details
■ Anchor bolt plan
■ Erection diagrams
■ One review of approval drawings for each piece of equipment is included.
■ Consultant will provide Client three (3) full size and three (3) half size copies of preliminary, design,
and "For Construction" drawings, and equipment and material specifications.
Electronic copies will also be provided on request. Contractors will be provided one (1) half size set
of "For Construction" drawings and appropriate specifications.
■ Consultant will maintain a master list of all project documents sent to Client or Contractor with date
and number.
All documents will be assigned a unique number and dated.
■ Time for preparing drawings and details for required permitting is included; however, time for
coordination and submittals to the appropriate sources is not included.
■ Environmental assessments are not included.
■ Field services to identify species of trees and plants, if required, are not included.
■ Landscape and/or lighting architectural services are not included.
■ The manufacturer will provide internal connection diagrams for each piece of equipment, including
the following:
■ Power transformer
■ Circuit switcher
■ Control building
■ Lighting
■ Consultant will provide engineering services during construction as described in the scope of
services.
Additional services provided during construction will be invoiced by Consultant and paid by Client
pursuant to Consultant's consulting engineering services agreement as required. Typical assistance
required may include:
■ Additional client meetings
■ Phone consultation in addition to the 24 hours included
■ Additional site visits
R. W. Beck, Inc. 2-13
SCOPE OF SERVICES
D. Project Fee
R. W. Beck will provide the Scope of Services outlined above for the not -to -exceed amount of Four
Hundred Ninety Thousand, Two Hundred Eighty -Seven Dollars ($490,287), as outlined by the Project
Budget table on page 2-11. Each task will be performed upon written authorization from City of Ukiah.
This proposal will remain valid for 60 days from September 27, 2007.
If this proposal meets with City of Ukiah's approval, please authorize and return one copy of this
agreement to my attention for our records. R. W. Beck will provide the services described herein
pursuant to the terms and conditions of the Professional Services Agreement between City of Ukiah and
R. W. Beck.
Authorization
Approved for City of Ukiah
Signed:
Printed:
Date:
Approved for R. W. Beck, Inc.
Signed:
Printed: Keith Deaton, Principal and Senior Director
Date: September 27, 2007
2-14