Brookside_Park_Stormwater_Capture_Project_-_Engineering_Design_Services_(Addendum_#3_Revision).pdf

REQUEST FOR PROPOSALS

FURNISH AND DELIVER

BROOKSIDE PARK STORMWATER CAPTURE PROJECT -

ENGINEERING DESIGN SERVICES

FOR THE

PUBLIC WORKS DEPARTMENT, ENGINEERING

CITY OF PASADENA, CALIFORNIA

Request for Proposals - Brookside Park Stormwater Capture Project - Engineering Design Services Release Date: Monday, July 8, 2024

Attachments:

A - Master Services Contract B - REQUIRED_FORMS_-_AAs_-_SIG-LEGAL-STATUS_-_DECLARATION_OF_NONCOLUSION (27)

D - DISQUALIFICATION_DISCLOSURE (4)

E - CONFLICT_OF_INTEREST (5)

F - Pasadena_Taxpayer_Protection_Amendment_Disclosure (2) H - DESIGNATED REPRESENTATIVESdocx I - Appendix A - Safe Clean Water Program Reference Documents_Brookside J - Civil Litigation History Certification K - Brookside Park Stormwater Capture Project Pre-Proposal Meeting - Attendance report 7-17- L - Contractor_Certification_Clauses_042017

1. Introduction

1. Summary

The City of Pasadena is leading the development of the Brookside Park Stormwater Capture Project (Project) to continue the regional scale progress to achieve pollutant load reductions for Bacteria and other priority pollutants in the Arroyo Seco and downstream Los Angeles River. This project proposes to divert dry weather and stormwater flows from the historic Seco Street drain to an 11 acre feet subsurface infiltration unit below an existing parking lot for capture, treatment and recharge to the Raymond Basin. The site is on public property owned by the City of Pasadena and is located within the Arroyo Seco subwatershed and the larger Upper Los Angeles River watershed. The drainage area for the project is approximately 1166 acres which is mostly within the City of Pasadena. Secondary treatment best management practices (BMPs) will include bioretention cells, enhanced tree canopy, and vegetated bioswales.

This project proposes to divert dry weather and stormwater flows from the historic Seco Street drain to an 11 acre feet subsurface infiltration unit below an existing parking lot for capture, treatment and over 300 acre feet of recharge to the Raymond Basin. The site is on public property owned by the City of Pasadena and is located within the Arroyo Seco subwatershed and the larger Upper Los Angeles River watershed. The drainage area for the project is approximately 1166 acres which is mostly within the City of Pasadena. Secondary treatment best management practices (BMPs) will include bioretention cells, enhanced tree canopy, and vegetated bioswales.

The project location, located at 360 N Arroyo Boulevard, is a 475,820 SF parcel that abuts Brookside Park to the east, Rose Bowl stadium to the north, and the Arroyo Seco waterway to the east. It is currently used as a parking lot that is utilized by the City, Rose Bowl, Rose Bowl Aquatics Center, Kidspace, and the community for parking and recreational uses. The parking lot and the adjacent parcels were formally part of the Arroyo floodplain prior to the development of the Rose Bowl and park amenities; therefore materials, debris and deposits may be found in the subgrade that are consistent with these origins and must be considered during the project's design and constructability considerations.

2. Contact Information

Deadline for Questions

The deadline to submit questions related to this solicitation is Monday, July 29, 2024, prior to 2:00 pm.

Questions regarding this solicitation should be submitted directly through the City's eProcurement Portal Q&A function. Do not contact any City employee or official regarding this solicitation. Any questions submitted after the date and time specified may not be considered.

Procurement Contact:

Antonio Watson awatson@cityofpasadena.net

(626) 744-8382

Dawn Petschauer Storm Water Program Administrator Email: dpetschauer@cityofpasadena.net Phone: (626) 744-3929 Department:

Public Works Department, Engineering

3. Timeline

Release Project Date July 8, 2024

Pre-Proposal Meeting (Mandatory) July 17, 2024, 9:00am Join the meeting now https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzkzNDVkNWEtYzJkMC00NTg 3LTg4NzItNTBiZTNhMDkxMjc4%40thread.v2/0?con text=%7b%22Tid%22%3a%2282d9fc00-2c66-4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%223e4bcec f-e94d-4489-a267-b28bdfc80e3e%22%7d

Meeting ID: 281 766 053 122 Passcode: EHPc6x Dial in by phone +1 213-493-7443,,197719275# United States, Los Angeles Find a local number Phone conference ID: 197 719 275#

Question Submission Deadline July 29, 2024, 2:00pm

Proposal Submission Deadline August 5, 2024, 2:00pm mailto:dpetschauer@cityofpasadena.net tel:(626)744-3929 https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzkzNDVkNWEtYzJkMC00NTg3LTg4NzItNTBiZTNhMDkxMjc4%40thread.v2/0?context=%7b%22Tid%22%3a%2282d9fc00-2c66-4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%223e4bcecf-e94d-4489-a267-b28bdfc80e3e%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzkzNDVkNWEtYzJkMC00NTg3LTg4NzItNTBiZTNhMDkxMjc4%40thread.v2/0?context=%7b%22Tid%22%3a%2282d9fc00-2c66-4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%223e4bcecf-e94d-4489-a267-b28bdfc80e3e%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzkzNDVkNWEtYzJkMC00NTg3LTg4NzItNTBiZTNhMDkxMjc4%40thread.v2/0?context=%7b%22Tid%22%3a%2282d9fc00-2c66-4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%223e4bcecf-e94d-4489-a267-b28bdfc80e3e%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzkzNDVkNWEtYzJkMC00NTg3LTg4NzItNTBiZTNhMDkxMjc4%40thread.v2/0?context=%7b%22Tid%22%3a%2282d9fc00-2c66-4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%223e4bcecf-e94d-4489-a267-b28bdfc80e3e%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzkzNDVkNWEtYzJkMC00NTg3LTg4NzItNTBiZTNhMDkxMjc4%40thread.v2/0?context=%7b%22Tid%22%3a%2282d9fc00-2c66-4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%223e4bcecf-e94d-4489-a267-b28bdfc80e3e%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzkzNDVkNWEtYzJkMC00NTg3LTg4NzItNTBiZTNhMDkxMjc4%40thread.v2/0?context=%7b%22Tid%22%3a%2282d9fc00-2c66-4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%223e4bcecf-e94d-4489-a267-b28bdfc80e3e%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzkzNDVkNWEtYzJkMC00NTg3LTg4NzItNTBiZTNhMDkxMjc4%40thread.v2/0?context=%7b%22Tid%22%3a%2282d9fc00-2c66-4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%223e4bcecf-e94d-4489-a267-b28bdfc80e3e%22%7d

2. General Instructions

1. NOTICE REGARDING DISCLOSURE OF CONTENTS OF DOCUMENT

All responses to this Request for Proposal (RFP) accepted by the City of Pasadena (City) shall become the exclusive property of the City. At such time as the City Manager recommends a contractor to the City Council, and such recommendation, with any recommended contract appears on the Council agenda, all proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are defined by the contractor as business or trade secrets and plainly marked as "Trade Secret", "Confidential" or "Proprietary". Each element of a proposal which a contractor desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e. regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required or permitted under the California Public Records Act or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

2. Funding Source

This procurement is funded by Los Angeles County Flood Control District's Safe, Clean Water Program. Vendors must submit all required documents with their proposal.

All expenditures of the SCW Program Contribution by Consultant must comply with the provisions of Chapter 16 and 18 of the LA County Flood Control District Code, including, but not limited to the provisions regarding eligible expenditures contained in Section 16.05.A.2 and the provision regarding ineligible expenditures contained in Section 16.05.A.3.

3. Electronic Submission and Delivery Instructions

Parties interested in responding are required to submit proposals electronically through the City of Pasadena's eProcurement Portal no later than 2:00 pm on Monday, August 5, 2024. Please upload sufficiently early electronically through the city's eProcurement Portal before the time and day listed in the Notice Inviting Proposals. Proposals must be received in the system prior to the deadline.

Consultant shall also submit three (3) bound copies of the proposal to the following address, no later than three (3) business days after proposal submission deadline.

Dawn Petschauer

100 N Garfield Avenue, RM N306, Pasadena, CA 91101

The proposal must be prepared in two parts: a "Technical Proposal" and a "Price Proposal." Each of the parts shall be separate and complete in itself so evaluation of one may be accomplished separate from the evaluation of the other.

https://procurement.opengov.com/portal/pasadena

1. The Price Proposal must include all costs associated with the Technical Proposal as described in the Price Proposal instructions in the “Submittals/Checklist.” The pricing must include the total price proposed to accomplish all services and deliverables requested in this RFP.

Any reimbursement for necessary ground transportation and lodging shall be at rates not to exceed those set by the California Department of Human Resources; per diem costs will not be eligible expenses. These rates may be found at https://www.calhr.ca.gov/employees/Pages/travel-reimbursements.aspx. Reimbursement will be at the State travel amounts that are current as of the date costs are incurred by the Consultant/Contractor. No travel outside of the Los Angeles County Flood Control District region shall be reimbursed unless prior written authorization is obtained from the Program Manager.

The fee information is relevant to a determination of whether the fee is fair and reasonable in light of the services to be provided. Costs shall include the proposed costs per Task described in the Scope of Work, hourly rates of each position, and the approximate number of hours to provide the services as described in your proposal. Any additional fees outside the scope of the agreement must be approved in writing before commencing services for said fees. Vendor’s RFP response must be inclusive of all costs and expenses associated with travel, lodging, and any other incidental costs. The City will not separately reimburse costs not included in the proposal.

2. The Technical Proposal should disclose your technical approach in as much detail as possible, including, but not limited to, the requirements of the technical proposal instructions. Along with all required forms and submittals (See #Attachments, and Submittals/Checklist. No Pricing shall be included in this part.

The entire proposal must be formatted on standard-size 8½”x11” pages; 12 point font only. The "Technical Proposal," "Additional Data," and "Statement of Qualifications" can be no more than 50 grand total pages.

Mandatory Content

• Table of Contents

• Cover Letter

• Project Approach and Methodology

• Experience and References

• Organization and Qualification of Key Personnel

• Proposed Project Schedule

• Local Preference/SBE Certification

• Additional Data

• Required Certifications AND Forms (see items in this Checklist)

• Price Proposal (SEPARATE)

Proposals received after the Proposal Deadline may not be accepted by the City.

4. Technical Proposal Content Requirements https://procurement.opengov.com/portal/pasadena/projects/94333/document?section=855675 https://www.calhr.ca.gov/employees/Pages/travel-reimbursements.aspx https://procurement.opengov.com/portal/pasadena/projects/94333/document?section=855683 https://procurement.opengov.com/portal/pasadena/projects/94333/document?section=855675

A. Table of Contents

1. Provide a Table of Contents that outlines the contents of the submittal and corresponding page numbers. Dividers shall separate and indentify the sections described below.

B. Cover Letter

1. Shall be a maximum one-page letter including the name and address of the organization submitting the proposal; whether the proposing firm is an individual, partnership, corporation or joint venture; and the name, mailing/e-mail addresses, and telephone/fax numbers the contact person who will be authorized to make representations for the organization. The California license or registration number of the responsible principal and the name of the person who will serve as the Consultant’s project contact shall be included.

C. Project Approach and Methodology

1. The Scope of Services specified throughout the RFP document defines the City’s requirements. Provide a detailed description of how the Consultant proposes to approach this project based on these requirements. Identify any required items that may be excessive or unnecessary;

2. Include sufficient discussion of proposed methodologies, techniques, and procedures for each work item;

3. Provide a breakdown and description of tasks assigned per project team member;

and

4. Provide suggestions for any additional services which may enhance the value, the overall economy and effectiveness of the project.

D. Experience and References

1. Experience – Include:

a. Detailed description of a minimum of three (3) similar projects successfully completed by the Consultant in the past five (5) years;

b. Relevant experience illustrating the Consultant’s capabilities, which must include description of work performed at other public agencies, specifically managed by the proposed designated Project Manager for this Project;

c. Include the name, telephone number, and email address of a contact person for each client who can verify the information provided; and

d. Listing of current projects and percent complete.

2. References - Include:

a. The projects provided under experience shall have the following information included:

i. Contracting Agency

ii. Agency contact name, email, and phone number

iii. Professional services contract amount

iv. Estimated project construction cost

v. Duration of the project

vi. Was SCW funding utilized on the project (Yes/No)

3. List experience specific to City of Pasadena projects.

E. Organization and Qualification of Key Personnel

1. Propose adequate and appropriate disciplines of project team.

2. Some or all of team members have previously worked together on similar project(s).

3. Overall organization of the team is relevant to City of Pasadena needs.

4. Indicate the composition of sub-consultants and number of project staff, number of years in the business, facilities available, location where the work will be performed, and experience of your team as it relates to this project.

5. Key positions required to execute the project team’s responsibilities are appropriately staffed based on availability and capability. Provide resumes and references for all key team members, including length of employment with the proposing Consultant, registered discipline, as well as California License numbers.

6. Include availability and commitment of key positions to this project.

7. If two or more firms are involved in an association or a joint venture for this Project, provide information concerning past associations and outline the working relationship for this Project between the firms, e.g., indicate where management responsibility resides and where quality control, and production coordination will be performed;

F. Proposed Project Schedule

1. A detailed work schedule and timeframe for items of work in accordance with all applicable requirements, and include the completion of the key tasks in each phase;

2. Provide a detailed resource allocation for each individual task indicating labor hours associated with each individual job classification.

G. Local Preference/SBE certification

1. Provide a copy of Pasadena Business License or SBE certification as proof.

H. Additional Data

1. Shall include any other data the PROPOSER deems essential to the evaluation of the proposal, i.e., letter of reference, other related projects, etc., or other required documents.

I. Required Certifications and Forms

1. Submittals/Checklist Section provides a list of forms that must be completed, signed by an authorized representative, and included as part of the submittal. Failure to submit the required forms may deem the proposal as non-responsive.

The entire proposal must be formatted on standard-size 8½”x11” pages; 12 point font only. The "Technical Proposal," "Additional Data," and "Statement of Qualifications" can be no more than a grand total of 50 pages combined. (Forms and Certifications are excluded from the page count).

5. Pre-Proposal Meeting

See the "Timeline" in the Introduction section (#Introduction). If there is a Mandatory pre-proposal meeting, bidders/proposers are required to attend at the time, date, and location included in the Timeline. If there is a Non-Mandatory pre-proposal meeting, bidders/proposers are not required to attend.

Each bidder/proposer will have the opportunity to clarify and ask questions regarding the Specifications. The Pre-Proposal Meeting will be held at the time, date, and location in the Timeline of this solicitation.

6. Definitions

The words (A) "City", (B) "Department", (C) "Director", or (D) "Contractor", as used in this RFP, shall be understood to refer respectively to (A) the City of Pasadena, California; (B) the several departments therein; (C) the directors of the several City departments; or any of their properly authorized assistants; and ( D) the person, firm or corporation with whom the contract is made by said City or the agent or legal representative who may be appointed to represent such person, firm or corporation in the signing and performance of said contract.

The words (E) "District" , (F) "Program Manager", and (G) "SCW", as used in this RFP shall be understood to refer respectively to (E) LA County Flood Control District; (F) the person listed as the Storm Water Program Administrator, under Section 1.2 Contact Information; and (G) Safe, Clean Water Program.

https://procurement.opengov.com/portal/pasadena/projects/100255/document?section=912497

3. Scope of Work

1. BACKGROUND

Under the Clean Water Act, the National Pollutant Discharge Elimination System (NPDES) permit program reduces water pollution by regulating the discharge of pollutants into lakes, rivers, and streams. Per the Act, each state must develop Total Maximum Daily Loads (TMDLs)--the maximum amount of a pollutant allowed to enter a waterbody and not cause or contribute to lowered water quality standards--and allocate that load to the various sources that contribute that pollutant to the given waterbody, such as a municipal separate sewer storm drain system (MS4). The City of Pasadena's MS4 system conveys dry and stormwater flows to several water bodies, including the Arroyo Seco, which flows downstream to the Los Angeles River, which have TMDLs for several pollutants of concern including bacteria, trash, heavy metals, and sediments.

As such, Pasadena has water quality compliance targets that it must achieve to attain compliance with the water quality standards set forth for the Los Angeles River Watershed, which can be achieve through regional and distributed stormwater capture projects.

The City of Pasadena is leading the development of the Brookside Park Stormwater Capture Project (Project) to continue the regional scale progress to achieve pollutant load reductions for Bacteria and other priority pollutants in the Arroyo Seco and downstream Los Angeles River. This project proposes to divert dry weather and stormwater flows from the historic Seco Street drain to an 11 acre feet subsurface infiltration unit below an existing parking lot for capture, treatment and recharge to the Raymond Basin. The site is on public property owned by the City of Pasadena and is located within the Arroyo Seco subwatershed and the larger Upper Los Angeles River watershed. The drainage area for the project is approximately 1166 acres which is mostly within the City of Pasadena. Secondary treatment best management practices (BMPs) will include bioretention cells, enhanced tree canopy, and vegetated bioswales.

The site has the potential to provide important water quality benefits for the City of Pasadena and the region due to the proximity to existing and proposed storm drain infrastructure, the location in the watershed, and available city-owned space. The project's green infrastructure components will provide critical water quality improvements for the Arroyo Seco and the downstream Los Angeles River to address urgent compliance requirements in addition to increasing the City’s water resiliency. Moreover, it will enhance existing tree canopy and urban greening through nature-based solutions to address climate change impacts promoting carbon sequestration and combating hardscape heat island issues.

In 2018, voters elected to pass the Measure W (Safe, Clean Water Program), a regional parcel tax to be used to fund stormwater initiatives, including regional and distributed capture projects, that improve water quality, increase local water supply and provide community benefit returns, such as new green spaces and enhanced parks. Funding for this project was awarded by the Safe, Clean Water Program's Regional Infrastructure Funds (IF) to procure environmental planning, permitting, and professional design services to develop complete plans for the proposed Brookside Park concept, including community outreach and engagement to ensure compatibility with community desires and needs.

2. Project Description

The Project is intended to intercept the 85th percentile storm flows prior to discharge to the Arroyo Seco to improve water quality in the tributary and the downstream Los Angeles River.

The project will also provide more than 300 acre feet of ground water recharge to the historically underserved Raymond Basin to align with Pasadena's water resiliency goals. A subsurface storage basin infiltration best management practice (BMP) is proposed underneath parking lot I to capture stormwater and dry weather flows from the diverted historic Seco Drain as well as secondary greening BMPs including bioretention cells, enhanced tree canopy and vegetated swales.

The project location, located at 360 N Arroyo Boulevard, is a 475,820 SF parcel that abuts Brookside Park to the east, Rose Bowl stadium to the north, and the Arroyo Seco waterway to the east. It is currently used as a parking lot that is utilized by the City, Rose Bowl, Rose Bowl Aquatics Center, Kidspace, and the community for parking and recreational uses. The parking lot and the adjacent parcels were formally part of the Arroyo floodplain prior to the development of the Rose Bowl and park amenities; therefore materials, debris and deposits may be found in the subgrade that are consistent with these origins and must be considered during the project's design and constructability considerations.

3. BASIC SCOPE OF SERVICES

Preliminary and final design activities for the Project will generally include:

• Project Management, including Reporting

• Data Gathering, Site Reconnaissance, and Analysis

• Right of Way Acquisition

• Investigations o Survey, Utilities Evaluation o Geotechnical Investigation

• Preliminary Design

• Final Design o Preparation of Contract Documents (Plans and Specifications) o Preparation of Construction Cost Estimates and Construction Schedules

• Landscaping and Amenities

• CEQA, Environmental Compliance and Permitting

• O&M and Monitoring Plan

• Stakeholder and Community Outreach/Engagement

The following Scope of Work serves as a guideline intended to identify the City of Pasadena (acting as the lead agency for Project implementation) expectations and minimum task requirements associated with the requested design effort.

4. Task 1- Project Management, including Reporting

• Prepare and lead the Project kick-off meeting with City to discuss and review the Project background, goals, constraints, and approach, Project reporting/communication protocols, including:

o Evaluation criteria and methodology o SCW Program Goals o Project Schedule

• Prepare and update electronic Project schedule (baseline and monthly progress updates) in searchable pdf and MS Project format. At a minimum, schedule shall include all submittals, meetings, workshops, and milestones. Schedule should incorporate a minimum 3 week period for City review of all deliverables.

• Provide weekly Project status updates via email and/or telephone to discuss budget, schedule, status, and Project issues.

• Schedule and lead monthly coordination and progress meetings with City. Prepare agenda, meeting minutes, and PowerPoint presentations (if required) for all meetings for the duration of the Project.

• Prepare monthly report summarizing progress to date, pending action items, current expenditures and remaining budget (by task), and updated schedule. Monthly reports shall also include tracking of authorized total budget to actual dollars spent over time.

• Maintain and consistently update the Project design schedule as required. Submit (1) electronic copy (searchable pdf) on or before the fifth day of each month.

• Prepare and conduct design workshop presentations to City staff (using City’s PowerPoint template) as indicated in each task and at the conclusion of each design milestone (alignment/layout alternatives, 30%, 60%, 90%) to confirm the Project requirements, construction schedule, costs, and constraints.

Safe, Clean Water (SCW) Program – Regional Program Reporting: Consultant shall provide support services to meet general project compliance submittals, effectiveness and performance in accordance with the activities described in the Safe Clean Water Regional Program Transfer Agreement, as noted below:

o Track quantitative targets and corresponding metrics for stormwater quality treatment, enhanced added water supply due to stormwater capture and infiltration, and community benefits in accordance with Section A-9 of the Regional Program Transfer Agreement and the Scope of Work, Exhibit A.

o Prepare quarterly progress and expenditure reports using the format and reporting module provided by the Safe Clean Water Program as specified in Section B-33 of the Regional Program Transfer Agreement., and noted below. City will provide access to reporting module.

▪ The Quarterly Progress/Expenditure Report shall include:

• Percent overall Activity completion estimate:

• Description of activities that have occurred, milestones achieved, and progress made to date, during the applicable reporting period including comparison to Exhibit A of the Safe Clean Water Regional Transfer Agreement submission and and corresponding metrics;

• Identification of any phases or tasks of the scope of work that were scheduled to be started or completed during the reporting period (according to the work schedule), but which were delayed, and a discussion of the reasons for the delay, and of lessons learned;

• Scheduling concerns and issues encountered that may delay completion of the task;

• Work anticipated for the next reporting period;

• Any anticipated schedule or budget modifications;

• Photo documentation (e.g. photos of community outreach events, stakeholder meetings, groundbreaking ceremonies, and project site that may be used on the publicly accessible District website) of the phase or tasks of the Project completed during the reporting period, as appropriate;

• Additional financial or project-related information as required by the District

• Certification from a California Registered Professional (Civil Engineer or Geologist, as appropriate), that the Project was conducted in accordance with Exhibit A.

▪ Reports shall be submitted to the Program Manager/Project Manager no later than 30 days following the end of the calendar quarter as follows for review and approval, prior to submission in the reporting module

QUARTER END OF QUARTER REPORT DUE

FIRST QUARTER SEPTEMBER OCTOBER

SECOND QUARTER DECEMBER JANUARY

THIRD QUARTER MARCH APRIL

FOURTH QUARTER JUNE JULY

o Annually, prepare a summary of the Quarterly Progress/Expenditure Reports that will be submitted to the the Watershed Area Steering Committees to explain the previous year’s Quarterly Progress/Expenditure Reports. The summary report shall be submitted six (6) months after the close of the Fourth Quarter and as specified below:

▪ Description of the Water Quality Benefits, Water Supply Benefits, and Community Investment Benefits and a summary of how funds have been allocated to achieve SCW Program Goals as articulated in Chapter 18.04 of the Code for the prior year.

This includes comparisons to Exhibit A and alignment with corresponding specific quantitative targets and metrics.

o If Consultant fails to submit the required information for reporting by the established deadline, resulting in breach of the Safe Clean Water Regional Transfer Agreement, the City shall provide notice of default to the Consultant and the Consultant shall ten

(10) calendar days as a cure period. If Consultant fails to cure the default within the time prescribed by the City, the City may do any of the following:

▪ Terminate any obligation to make future payments to the Consultant

▪ Terminate the Contract

▪ Take any other action that it deems necessary to protect its interest

General Compliance Requirements/Project Effectiveness and Performance:

• Schedule and conduct coordination meetings with stakeholders (Upper Los Angeles River Watershed Steering Committee (WASC), Upper Los Angeles River Watershed Management Group, Los Angeles County Flood Control District (LACFCD), and City of Pasadena), and other agencies, regulatory entities, and/or other stakeholders, and during preliminary and final design.

• Conduct outreach meetings including a presentation to the stakeholder/community to discuss project development, status, schedule, SCW Goals and related information.

• Conduct and demonstrate an effective quality assurance and quality control program.

• The City utilizes web-based Project Management software, Procore. Submit all correspondence, submittals, and deliverables (preliminary and final) electronically (CAD, GIS, searchable pdf, word, excel, and original file formats via Procore). The review period for all deliverables will commence when submittal is received.

• Notify of any out of scope work items and must obtain City approval prior to proceeding, no exceptions.

Deliverables:

• Consultant shall submit all meeting agendas and presentations to the City five (5) working days prior to meetings through Procore.

• City comments shall be incorporated and final minutes published for distribution and record through Procore. All meeting minutes shall be submitted within three (3) working days following each meeting.

• Consultant shall prepare reports and presentations to the Watershed Area Steering Committees in accordance with the Safe Clean Water – Regional Program Transfer Agreement.

5. Task 2 - Data Gathering, Site Reconnaissance and Concept Evaluation

• Gather, review, and understand information on the City’s previous and current planning efforts, including the review of the following documents:

o City of Pasadena's SCW Program Feasibility Study Report o City of Pasadena's Stormwater Master Plan o Upper Los Angeles River Watershed Management Plan o Existing and proposed City facilities o Existing and proposed local utilities such as local, City, and County.

• Conduct field visits, inquiries, and investigations to acquire and review all relevant records of existing and proposed/planned utilities, tunnels, crossings, traffic, street improvements, permits, costs, access, property boundaries and right-of-way, environmental and geologic information, as well as to document physical conditions, features, and potential environmental constraints within the Project area. The City’s Project manager shall participate in the field visits, as appropriate.

o Acquire mapping, record drawings, and relevant information (aerial, utility, topographic, geologic, environmental, etc.) from City, County, USGS, and other public/agency sources;

o Prepare base mapping and identify jurisdictional limits (e.g. city/county agencies, community, etc.) and requirements;

o Perform initial environmental review, including desktop research, to identify jurisdictional limits, potentially sensitive areas and constraints, etc.;

o Perform initial desktop geotechnical review to assess general geologic conditions, potential hazards, etc. Review published geologic maps, aerial photographs, and other information to assist in the evaluation of geologic hazards that may exist for the proposed Project facilities.

• Complete an independent review and analysis of all provided documents to either confirm the recommendations or suggest alternatives. Identify and discuss alternative recommendations early in the preliminary design stage.

• Meet with City staff and discuss standards, expectations, project approach, and results of data gathering.

• Conduct an evaluation of conveyance system hydraulics to analyze stormwater hydraulics and hydrology in accordance with the LA County Hydrology Manual; to define system hydraulic grade line (HGL), and to confirm/revise sizing of the proposed pretreatment, conveyance infrastructure, and infiltration system facilities.

o Evaluate conveyance system operational costs, and other relevant parameters, to optimize system configuration, redundancy, reliability, pretreatment components/pipe/detention sizing, etc.

o Conduct watershed modeling to support the design of stormwater capture capacity.

o Conduct water conservation analysis to determine the potential annual groundwater recharge volume associated with the project. Establish “baseline” water-quality conditions for surface water and groundwater. Characterize hydrogeologic profile underlying project site to assess potential effects to groundwater conditions.

• Assess legal feasibility of the project, agreements granting ownership/control of assets and responsibility of maintenance (i.e. Co-Op agreements, etc.), the use of land and existing assets, right of users.

Technical Memorandum Evaluation: conduct an evaluation of various potential pipeline alignments summarizing the advantages and disadvantages of each concept considering:

easement requirements, existing/planned utilities, utility clearances and separation, ultimate street improvements, permits, siting of future facilities, construction costs, special crossings and/or construction methods, community impacts, safety, and potential environmental constraints.

• Conduct a presentation with City staff to review evaluations in PowerPoint presentation format.

Deliverables:

• Consultant shall summarize the results of this task and basis of the recommendations into a Draft Technical Memorandum (TM) for City review. City comments on the Draft TM shall be addressed and incorporated into a Final TM.

• The Final Technical Memorandum shall be incorporated into the Preliminary Design Report. The Consultant shall submit to the City four (4) hard copies and one (1) electronic copy (searchable pdf) via Procore.

6. Task 3 - Investigations

Task 3.1- Survey/ Utilities Evaluation

• Perform a field topographic survey of the project area including all adjacent public rights-of-way with 1-foot contours. The survey shall identify all existing easements, identify all street monuments, surface features and descriptions, assessor parcel numbers, locations of all existing aboveground and underground utilities on or adjacent to the proposed site(s), and anticipated Owner/Developer impacts/improvements such anticipated street grades and local improvements. Survey ground control shall be NAD83 coordinates and NAVD88 benchmark elevations. Field topographic survey shall be integrated with acquired base mapping information (aerial, utility, topographic, geologic, environmental, etc.) of the project area.

• Define the quantity and location of utility potholing efforts required for preliminary design. Upon the City’s review and acceptance of Consultant’s proposed utility potholing plan, all utility potholing efforts shall be coordinated with field surveying and final base mapping efforts.

• Provide surveying and utility potholing services for the project elements included in the project design. The surveying party shall be a Registered Professional Land Surveyor in the State of California.

o Assume 25 utility potholes in their base scope and fee. Include a unit cost for any additional potholes that may be requested.

Deliverables:

• Consultant shall provide the topographical mapping to the City electronically via Procore (topographical mapping shall be wet signed and sealed by a Registered Professional Land Surveyor in the State of California). Provide two (2) with original files, searchable pdf, and Autocad formats (latest version).

Task 3.2- Geotechnical Investigation

• Provide a geotechnical investigation, in accordance with City’s design guidelines and standards. The Geotechnical Report shall include all necessary design and construction issues including regional seismicity, seismic parameters, groundwater presence and level, liquefaction, construction dewatering requirements (if applicable), site preparation and earthwork, trenching, trench stability and excavation, shoring, bedding, backfill, excavatibility of soils, suitability of excavated materials for backfill and compaction, settlement potential, bedding requirements, pavement section recommendations, soil bearing strength, R- values, moisture content, density, gradation, consolidation, expansion, shear resistance, sand equivalence, soil corrosivity, corrosion protection and control requirements/recommendations, location(s) of rock or other encumbrances, and additional criteria as identified and recommended by the geotechnical engineer associated with the proposed improvements. Borings shall be provided at intervals sufficient to achieve the required information for the design.

• Conduct the required borings and infiltration tests in conjunction with a geotechnical subconsultant. Borings shall be conducted in conformance with the latest Los Angeles County Guidelines for Geotechnical Investigation and Reporting Low Impact Development Stormwater Infiltration documents. A minimum of two (2) large diameter boring infiltration tests shall be conducted in conformance with the latest guidelines.

• Incorporate all geotechnical requirements into the preliminary and final design of the Project. Geotechnical engineer of record shall review the draft preliminary design report and final plans and specifications (90%) to ensure geotechnical design considerations and recommendations are characterized and incorporated accurately.

Deliverable:

• The Draft Geotechnical Report with findings, results and recommendations

• Final Geotechnical Report with City comment incorporated

• Geotechnical Consultant shall provide a certification that the 90% design has been reviewed and comply with the geotechnical recommendations

7. Task 4 - Preliminary Design

In accordance with City standards and guidelines, develop the necessary design criteria for the proposed Project infrastructure, and appurtenances to allow a smooth transition from preliminary to final design. The preliminary design serves as the basis for final design of the Project and shall, at a minimum, address the following Project components:

A. Safety

B. Pipeline Alignment

• Prepare a Preliminary Design Report (PDR) that documents the basis of design and presents the design criteria associated with the Project and appurtenances, including the information and results from the Scope of Work tasks described above. The PDR shall represent a 30% design-level effort. At a minimum, the PDR shall include:

o Results and recommendations of the hydraulic evaluation, including pipeline sizing, storage layout, and requirements.

o Results and recommendations of the Data Gathering and Investigations, including (30% design level) plan and profile drawings, materials and equipment selection, cathodic protection requirements, civil details, mechanical (connection) details, environmental and community impacts, etc.

o Preliminary work sequence and operational & maintenance strategy addressing the following key aspects: purpose, facility/system overview, Project features, anticipated operating conditions, constraints, connection points o Describe applicable detailed information on classification, sizing, pipe diameter, types of material, and approximate quantities of all piping, pretreatment, trash capture devices and other appurtenances. List the manufacturers and model numbers, and manufacturer's cut sheets and related material data.

o Preliminary list of construction drawings and custom technical specifications (by discipline), including any special conditions and supplement special conditions for construction.

o Preliminary list of real property, easements (temporary or permanent), permits, and other agency clearances.

o Budgetary level estimate of probable construction costs and schedule of probable construction duration.

o List and description of the studies and key tasks that are required in the final design phase such as: final preparation of an Operational & Maintenance Strategy, CEQA documentation and consultation, permit acquisition, additional records search (utility, right-of-way, other), property acquisition, etc.

o All backup data, calculations, drawings, material/appurtenances catalogue data/cut-sheets, etc. (as an Appendix to the PDR).

• Conduct a preliminary design workshop (1) to discuss and confirm the Project design basis (hydraulics, infiltration, infiltration facilities, materials of construction, material selection and specifications, construction schedule, estimated costs, constraints, property and easement acquisitions, transition plan to final design, etc.), to include:

o Prior to the preliminary design workshops, conduct a field review with the 30% design level documents in hand to validate the design; ascertain the conditions of the surrounding environment; and discuss and understand pertinent Project information, possible impacts, mitigation measures, and alternatives. The City’s Project manager and Operation’s inspection staff shall participate in this field walk.

o A detailed (PowerPoint) presentation of the Draft PDR to City PM. Consultant shall incorporate all comments received in the Draft PDR presentation into the Final PDR presentation.

o A detailed (PowerPoint) presentation of the Final PDR will be presented to City staff during the PDR workshop.

Deliverables:

• Prepare and submit a Draft Preliminary Design Report for City review.

• City comments on the Draft PDR shall be addressed and incorporated into a Final PDR. The Consultant shall submit to the City four (4) hard copies and one (1) electronic copy (searchable pdf) via Procore.

8. Task 5 - Preparation of Contract Documents (Plans and Specifications)

• Prepare detailed design plans in accordance with the final preliminary design report, the City’s Standards, District requirements, and local agency requirements. Design drawings will be prepared in AutoCAD utilizing the City’s standard title block. Prepare 60%, 90%, 100% and Final Construction Documents.

• Contract Documents, including detailed design plans and specifications, shall be prepared in accordance with the City’s latest version of the following: City Standards, and other applicable City and District Requirements. Consultant shall utilize the City’s existing ‘front-end’ bidding documents and supplement the City’s existing technical specifications as required. Prepare complete specifications, including General Provisions (provided by the City), Special Conditions, Supplemental Special Conditions, Custom Technical Specifications, Contract Documents (provided by the City), and detailed Bidding Sheets.

• Existing City facilities shall be clearly identified and screened back on the plan drawings and shall be labeled with the existing record drawing (as-built) drawing number (Example CO-3418). Valves shall have plan coordinates and include a coordinate table for proposed and record coordinates of key operational valves.

• Plans shall be prepared consistent with NAD83 coordinates and NAVD88 survey standards.

• Coordinate with all local utilities including Pasadena Public Works, Pasadena Water and Power, So Cal Gas, telephone, fiber optics, LA County Flood Control and any other agencies for utility locations. All existing and proposed utilities shall be shown on the plans. Locate, identify and show City facilities and appurtenances on the drawings, including waterlines, valves, fire hydrants, meters, sewer lines, manholes, and other appurtenances.

• Consultant shall submit contract documents to the LA County Flood Control District for review at the 30% and 90% design level. Comments from all required agencies shall be incorporated into the 100% design level.

• Consultant shall also conduct coordination meetings (4) including a presentation to the City at each design milestone to discuss project development, status, schedule, City/District requirements, and related information.

• Provide all final detailed design calculations including hydraulic calculations, pipe structural calculations, pipe restraint lengths, and etc.

• Develop a refined time schedule of project milestones and construction completion sequence. Assume a three (3) week turnaround to obtain comments from the City.

• Provide the City with the final approved design in electronic format (searchable pdf and original files – AutoCAD, and GIS).

• Consultant shall have completed all data gathering, analysis, utility research, and review of all available documentation. This information shall be reflected on the drawings. Once complete and prior the 60% review workshop, the project team shall conduct a field review with plans (plans and profiles) in hand to review the pipeline alignment to ascertain the conditions of the surrounding environment, discuss pertinent project information, and develop a final opinion of possible impacts, mitigation measures, and alternatives. The Consultant’s Project Manager and other appropriate members of the project team (maximum of two persons), accompanied by City and Operations Staff shall participate in this effort. This field walk/review shall be repeated prior to the final submittal to confirm if any changes occurred during the design process and to ensure any changes are reflected on the final drawings.

• Prepare an estimate of probable construction cost presented as an Excel spreadsheet, which shall be provided with each design milestone. The final cost estimate shall be in accordance with the bid schedule.

• Conduct Design Workshops (2) including detailed presentations to City staff at the end of the 60% design, and 90% design efforts to discuss the project, construction schedule, costs, constraints, and transition to bidding phase.

Deliverable:

• Provide one (1) complete set of the final design documents that consists of the following;

cost estimate, set of all calculations, plans and specifications, and all related files uploaded to Procore

9. Task 6 - Landscaping and Amenities

• Oversee and coordinate with the City's Landscape Architect during the preparation of landscape plans to restore vegetation impacted by the project consistent with the City's Replacement Ratio Requirements. Landscape plans shall include, but not be limited to the following:

o ADA compliant accessible paths, green space, lighting, irrigation, signage, incorporation of above ground improvements to the infiltration system area.

• Prepare conceptual designs, plant palette with a focus on native and biologically appropriate species, and proposed tree locations. Include color image exhibits of all plant and hardscape material proposed. Submit and present concepts to City staff for comment and review. Incorporate landscape improvements into design. Consultant's Landscape Architect shall prepare final renderings of landscape plans.

Deliverable:

• Plans shall be wet signed and sealed by a Licensed Landscape Architect in the State of California.

• Items in this task shall be integrated and incorporated with Contract Document deliverables.

10. Task 7 - CEQA, Environmental Compliance

California Environmental Quality Act (CEQA): Consultant shall prepare environmental documentation and follow both City, CEQA Guidelines, and Exhibit C - Special Conditions of the SCW Regional Program Transfer Agreement. CEQA documentation will be completed based on the preliminary design. Provide services for the project elements included in project design to facilitate completion of the environmental process as follows:

• Perform Initial Study/Technical Studies. Provide determination and recommendation of mitigation measures if potentially significant adverse impacts are identified.

• Draft Initial Study/Mitigated Negative declaration (IS/MND) for lead agency review.

Consultant shall assess need for a Mitigation Monitoring and Reporting Program (MMRP)

• Once Notice of Completion (NOC) transmittal is provided by leady agency. Circulate Draft IS/MND for State Clearinghouse and public review

• Gather comments/feedback and incorporate into Final IS/MND.

• Provide coordination and support through completion of the environmental process, including but not limited to; distribution of notices and mailers, County Clerk and State Clearinghouse delivery/submittals, review comments, exhibits, and support documentation as needed to issue Final MND.

• File NOD at the LA County Registrar-Recorder (Fees paid to County by Consultant directly.

Line Item expenditures shall include filing fees for reimbursement and include costs for any outside authorities as needed, such as the California Department of Fish and Wildlife)

Deliverables:

• One (1) set of the Draft IS/MND.

• Final IS/MND with public comments incorporated and NOD filed at LA County Registrar- Recorder

11. Task 8 - Operations & Maintenance (O&M) Plan and Monitoring Plan

Prepare O&M and Monitoring Plans describing the activities expected to be necessary to perform O&M when the design phase is completed to ensure it…