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CITY COUNCIL AGENDA ITEM NO. 21

Meeting Date: January 13, 2004

Subject/Title: Approve a Professional Services Agreement for the programming of the Water Distribution Telemetry/SCADA System and Well Disinfection System Upgrade, CIP Project No.’s 562-5620 and 562-5624.

Submitted by: Engineering: B. Grewal/P. Eldredge

Approved by: John Stevenson, City Manager

RECOMMENDATION
Approve a Resolution authorizing the City Manager to execute a Professional Services Agreement for the programming of the Water Distribution Telemetry/SCADA System and Well Disinfection System Upgrade, CIP Project No.’s 562-5620 and 562-5624, to Control Manufacturing Company, Inc. and authorize the City Manager to execute change orders up to 10% of the contract amount.

PREVIOUS ACTION
On November 8, 2000, City Council authorized the City Manager to execute an agreement for an amount not to exceed $271,000 between Electrical and Control System Engineering Inc., and the City of Brentwood to provide design, biddable contract documents and services during construction for the Water Distribution Telemetry/SCADA System, CIP Project No. 562-5620.

On September 3, 2002, City Council passed a Resolution approving a Professional Services Agreement with JSP Automation to assist the City with the integration, programming and installation of the Water Distribution Telemetry/SCADA System Project, CIP Project No. 562-5620.

On September 23, 2003, City Council passed a Resolution awarding the construction contract for the Water Distribution Telemetry/SCADA System and Well Disinfection System Upgrade, CIP Project No.’s 562-5620 and 562-5624, to Control Manufacturing Company, Inc. and authorized the City Manager to execute the agreement and necessary documents in the amount of $1,185,824, which includes one bid alternate.

BACKGROUND
Currently the potable water system is operated manually by hand with the operators spending a good portion of their day turning pumps on and off, obtaining tank levels and other required data. As the City has grown over the years the number of water facilities required to support the population has grown as well and the above referenced method of operation has become unfeasible. This project will allow the system to be monitored and controlled remotely from one or more locations, and the system can be programmed to run efficiently as one cohesive unit.

The City utilizes pressurized chlorine cylinders at several of the well sites for the required disinfectant to maintain a residual in the potable water distribution system. The Well Disinfection System Upgrade Project removes the chlorine cylinders and replaces them with onsite sodium hypochlorite generation units, which are less labor intensive and safer than chlorine gas. These new generation units will require integration into the SCADA system for effective operation, and it was determined that combining the two projects under one design and bid, would provide the most cost effective and feasible approach.

In September 2003, the Construction Contract for both projects was awarded to Control Manufacturing Company, Inc. In October 2003, City staff sent out a request for proposals to five different companies for the programming of the Brentwood Water Distribution Telemetry/SCADA System and the Well Disinfection System Upgrade, CIP Project No.’s 562-5620 and 562-5624. The project was designed to have the programming aspect done under a separate contract to provide for additional flexibility and control of the project schedule and implementation. Three of the five companies submitted proposals, which were Tesco Controls Inc., Telstar Inc. and Control Manufacturing Company, Inc. The most responsive and comprehensive proposal received was from Control Manufacturing Company, Inc., due to their approach regarding schedule, implementation and experience.

FISCAL IMPACT
The total cost of this proposal is $120,000, which has been included in the approved 2003/08 Capital Improvement Program Budget.

The total proposal amount is $120,000, which is comprised of work encompassed by both projects. It was determined that it would be more economical and efficient to bid both of these projects under a separate cover instead of individually as the installation of the new disinfection systems would require integration into the SCADA system. The total budget amount for the Water Distribution Telemetry/SCADA System, CIP Project No. 562-5620, and the Well Disinfection System Upgrade CIP Project No. 562-5624, in the approved CIP Final Budget 03/04 – 07/08 are $1,415,500 and $632,000 respectively. The amount of the programming proposal attributable to each respective budget was based upon the percentage of improvements to be performed under the construction contract and is depicted below for each CIP Project:

Water Distribution Telemetry/SCADA System, CIP Project No. 562-5620
Programming Proposal % = 68.04% x $120,000 = $ 81,648.00
10% Contingency = $12,000 x 68.04% = $ 8,164.80

Well Disinfection System Upgrade, CIP Project No. 562-5624
Programming Proposal % = 31.96% x $120,000 = $ 38,352.00
10% Contingency = $12,000 x 31.96% = $ 3,835.20

Total Amount Allocated for Programming = $120,000.00
Total Amount Allocated for Contingency = $ 12,000.00

Attachments:
Resolution
Agreement

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT FOR THE PROGAMMING OF THE WATER DISTRIBUTION TELEMETRY/SCADA SYSTEM AND THE WELL DISINFECTION SYSTEM UPGRADE, CIP PROJECT NO.’S 562-5620 AND 562-5624, TO CONTROL MANUFACTURING COMPANY, INC. AND AUTHORIZE THE CITY MANAGER TO EXECUTE CHANGE ORDERS UP TO 10% OF THE CONTRACT AMOUNT.

WHEREAS, on November 8, 2000, the City Council authorized the City Manager to execute an agreement for an amount not to exceed $271,000 between Electrical and Control System Engineering Inc., and the City of Brentwood to provide design, biddable contract documents and services during construction for the Water Distribution Telemetry / SCADA System, CIP No. 562-5620; and

WHEREAS, on September 3, 2002, City Council passed a Resolution approving a Professional Services Agreement with JSP Automation to assist the City with the integration, programming and installation of the Water Distribution Telemetry/SCADA System Project, CIP Project No. 562-5620; and

WHEREAS, it was determined that combining the two projects under one design and bid, would provide the most cost effective and feasible approach; and

WHEREAS, on September 23, 2003, City Council passed a Resolution awarding the construction contract for the Water Distribution Telemetry/SCADA System and Well Disinfection System Upgrade, CIP Project No.’s 562-5620 and 562-5624, to Control Manufacturing Company, Inc. and authorized the City Manager to execute the agreement and necessary documents in the amount of $1,185,824, which includes one bid alternate; and

WHEREAS, in October 2003, City staff sent out a request for proposals for the programming services of the Brentwood Water Distribution Telemetry/SCADA System, Project No. 562-5620 to five different companies and three proposals were received. Control Manufacturing Company, Inc. was the most responsive.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Brentwood hereby authorizes the City Manager to award the professional services agreement contract to Control Manufacturing Company, Inc. in the amount of $120,000, for the programming of the Water Distribution Telemetry/Scada System and the Well Disinfection System Upgrade, CIP Project No.’s 562-5620 and 562-5624.

BE IT FURTHER RESOLVED that the City Manager is granted the authority to execute change orders up to 10% of the contract amount.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting on the 13th day of January 2004 by the following vote:

AGREEMENT FOR PROFESSIONAL SERVICES OF
CONTROL MANUFACTURING COMPANY, INC.

This Agreement is made and entered into this 13th day of January 2004, by and between the CITY OF BRENTWOOD municipal corporation existing under the laws of the State of California, (hereinafter referred to as “CITY”), and Control Manufacturing Company, Inc. (CMC), with offices located at 2650 Napa Valley Corporate Drive, Napa, California94558, (hereinafter referred to as “CONSULTANT”).

RECITALS

A. CITY desires certain professional consultant services hereinafter described.

B. CITY desires to engage CONSULTANT to provide these services by reason of its qualifications and experience for performing such services and CONSULTANT has offered to provide the required services on the terms and in the manner set forth herein.

NOW, THEREFORE, IT IS AGREED as follows:

SECTION 1 – SCOPE OF SERVICES

The scope of services to be performed by CONSULTANT under this Agreement is to provide to the CITY, professional services as provided by CONSULTANT as Exhibit “A” for the Brentwood Water Distribution Telemetry/SCADA System, Project 562-5620.

SECTION 2 – DUTIES OF CONSULTANT

CONSULTANT shall be responsible for the professional quality, technical accuracy and coordination of all work furnished by CONSULTANT under this Agreement. CONSULTANT shall, without additional compensation, correct or revise errors or deficiencies in its work.

CONSULTANT represents that it is qualified to furnish the services described under this Agreement.

CONSULTANT shall be responsible for employing or engaging all persons necessary to perform the services of CONSULTANT.

It is understood that Brendan Doss will be the designated representative providing services to the CITY and this designated representative shall not be replaced without the CITY’s approval.

SECTION 3 – DUTIES OF CITY

CITY shall provide pertinent information regarding its requirements for the project.

CITY shall examine documents submitted by CONSULTANT and shall render decisions pertaining thereto promptly, to avoid unreasonable delay in the progress of CONSULTANT’S work.

SECTION 4 – TERM

The services to be performed under this Agreement shall commence on January 13, 2004 completed on December 31, 2005.

SECTION 5 – PAYMENT

Payment shall be made by CITY only for services rendered and upon CITY approval of the work performed, payment would be made within 30 days of receipt of CONSULTANT’S complete payment request. The CITY shall pay the CONSULTANT at the rates and for the hours actually performed by the CONSULTANT in accordance with the rates set forth in Exhibit “A” not to exceed $120,000, plus a 10% contingency.

SECTION 6 – TERMINATION

Without limitation to such rights or remedies as CITY shall otherwise have by law, CITY shall have the right to terminate this Agreement or suspend work on the Project for any reason upon ten (10) days’ written notice to CONSULTANT. CONSULTANT agrees to cease all work under this Agreement upon receipt of said written notice.

Upon termination and upon CITY’S payment of the amount required to be paid, documents become the property of CITY, and CONSULTANT shall transfer them to CITY upon request without additional compensation. Upon termination or expiration of this Agreement, the obligations of the parties shall cease, save and except from those provided under Sections 7,8,10, 11, 12, 14, 15, and 16.

SECTION 7 – OWNERSHIP OF DOCUMENTS

All documents prepared by CONSULTANT in the performance of this Agreement, although instruments of professional service, are and shall be the property of CITY, whether the project for which they are made is executed or not. Use of the instruments of professional service by CITY for other than the project, is at CITY’S sole risk without legal liability or exposure to CONSULTANT.

SECTION 8 - CONFIDENTIALITY

All reports and documents prepared by CONSULTANT in connection with the performance of this Agreement are confidential until released by CITY to the public. CONSULTANT shall not make any such documents or information available to any individual or organization not employed by CONSULTANT or CITY without the written consent of CITY before any such release.

SECTION 9 – INTEREST OF CONSULTANT

CONSULTANT covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the services under this Agreement.

SECTION 10 – CONSULTANT’S STATUS

It is expressly agreed that in the performance of the professional services required under this Agreement, CONSULTANT shall at all times be considered an independent contractor as defined in Labor Code Section 3353, under control of the CITY as to the result of the work but not the means by which the result is accomplished. Nothing herein shall be construed to make CONSULTANT an agent or employee of CITY while providing services under this Agreement.

SECTION 11 – INDEMNITY

CONSULTANT, in the performance of professional services, under this Agreement shall indemnify, defend, and hold harmless CITY, its directors, officers, employees and agents from any claim, loss, injury, damage, and expense and liability to the extent arising out of the negligence, errors, omissions, or wrongful acts of CONSULTANT, its employees, subcontractors, or agents. For liability for other liability arising out of professional services, CONSULTANT shall indemnify, defend, and hold harmless, CITY, its directors, officers, employees, and agents from any loss, injury, damage, and expense and liability resulting from injury to or death of any person and loss of or damage to property, or claim of such injury, death, loss or damage, caused by an act or omission in the performance under this Agreement by CONSULTANT, its employees, subcontractors, or agents, except for any loss, injury, or damage caused by the active negligence or willful misconduct of personnel employed by CITY.

SECTION 12 – INSURANCE

The CONSULTANT shall provide project specific insurance and maintain:
A. Commercial General Liability Insurance, occurrence form, with a limit of not less than $1,000,000.00 each occurrence. If such insurance contains a general aggregate limit, it shall apply separately to this Agreement or be no less than two (2) times the occurrence limit.
B. Automobile Liability Insurance, occurrence form, with a limit of not less than $1,000,000.00 each occurrence. Such insurance shall include coverage for owned, hired, and non-owned automobiles.
C. Errors and omissions insurance in the minimum amount of $1,000,000.00 aggregate.
D. Workers Compensation in at least the minimum statutory limits.
E. General Provisions for General Liability and Auto Liability Insurance, all insurance shall:
1. Include the City of Brentwood, its elected and appointed officers, employees, and volunteers as additional insureds with respect to this Agreement and the performance of services in this Agreement. The coverage shall contain no special limitations on the scope of its protection to the above-designated insureds except for Workers Compensation and errors and omissions insurance.
2. Be primary with respect to any insurance or self-insurance programs of CITY, its officers, employees, and volunteers.
3. Be evidenced, prior to commencement of services, by properly executed policy endorsements in addition to a certificate of insurance.
4. No changes in insurance may be made without the written approval of the City Attorney's Office.

SECTION 13 - NONASSIGNABILITY

Personal Services of Consultant: Both parities hereto recognize that this Agreement is for the personal services of CONSULTANT and cannot be transferred, assigned, or subcontracted by CONSULTANT without the prior written consent of CITY.

SECTION 14 - RELIANCE UPON PROFESSIONAL SKILL OF CONSULTANT

It is mutually understood and agreed by and between the parties hereto that CONSULTANT is skilled in the professional calling necessary to perform the work and will perform the work agreed to be done under this Agreement utilizing a specialist standard of care and that CITY relies upon the skill of CONSULTANT to do and perform the work in the most skillful manner, and CONSULTANT agrees to thus perform the work. The acceptance of CONSULTANT'S work by CITY does not operate as a release of consultant from said obligation.

SECTION 15 - WAIVERS

The waiver by either party of any breach or violation of any term, covenant, or condition of this Agreement or of any provisions of any ordinance or law shall not be deemed to be a waiver of such term, covenant, condition, ordinance or law or of any subsequent breach or violation of same or of any other term, covenant, condition, ordinance or law or of any subsequent breach or violation of the same or of any other term, condition, ordinance, or law. The subsequent acceptance by either party of any fee or other money which may become due hereunder shall not be deeded to be a waiver of any preceding breach or violation by the other party of any term, covenant, or condition of this Agreement of any applicable law or ordinance.

SECTION 16 - COSTS AND ATTORNEYS’ FEES

Attorney fees in an amount not exceeding $85 per hour per attorney, and in total amount not exceeding $5000, shall be recoverable as costs (by the filing of a cost bill) by the prevailing party in any action or actions to enforce the provisions of this Agreement. The above $5000 limit is the total of attorneys’ fees recoverable whether in the trial court, appellate court, or otherwise, and regardless of the number of attorneys, trials, appeals, or actions. It is the intent of this Agreement that neither party shall have to pay the other more than $5000 for attorneys’ fees arising out of an action, or actions to enforce the provisions of this Agreement.

SECTION 17 - NON-DISCRIMINATION

CONSULTANT warrants that is an Equal Opportunity Employer and shall comply with applicable regulations governing equal employment opportunity. Neither CONSULTANT nor any of its subcontractors shall discriminate in the employment of any person because of race, color, national origin, ancestry, physical handicap, medical condition, marital status, sex, or age, unless based upon a bona fide occupational qualification pursuant to the California Fair Employment and Housing Act.

SECTION 18 - MEDIATION

Should any dispute arise out of this Agreement, any party may request that it be submitted to mediation. The parties shall meet in mediation within 30 days of a request. The mediator shall be agreed to by the mediating parties; in the absence of an Agreement, the parties shall each submit one name from mediators listed by either the American Arbitration Association, the California State Board of Mediation and Conciliation, or other agreed-upon service. The mediator shall be selected by a "blindfolded" process.

The cost of mediation shall be borne equally by the parties. Neither party shall be deemed the prevailing party. No party shall be permitted to file a legal action without first meeting in mediation and making a good faith attempt to reach a mediated settlement. The mediation process, once commenced by a meeting with the mediator shall last until Agreement is reached by the parties but not more than 60 days, unless the maximum time is extended by the parties.

SECTION 19 - ARBITRATION

After mediation above, and upon Agreement of the parties, any dispute or claim arising out of or relating to this Agreement may be settled by arbitration in accordance with the Construction Industry Rules of the American Arbitration Association, and judgment upon the award rendered by the arbitrator may be entered in any court having jurisdiction thereof. The costs of arbitration shall be borne equally by the parties.

SECTION 20 - LITIGATION

CONSULTANT shall testify at CITY'S request if litigation is brought against CITY in connection with CONSULTANT'S services under this Agreement. Unless the action is brought by CONSULTANT, or is based upon CONSULTANT'S wrongdoing, CITY shall compensate CONSULTANT for preparation for testimony, testimony, and travel at CONSULTANT'S standard hourly rates at the time of actual testimony.

SECTION 21 - NOTICES

All notices hereunder shall be given in writing and mailed, postage prepaid, addressed as follows:

To CITY: City of Brentwood
150 City Park Way
Brentwood, CA 94513

To CONSULTANT: Control Manufacturing Company, Inc.
2650 Napa Valley Corporate Drive
Napa, California 94558


SECTION 22 – AGREEMENT CONTAINS ALL
UNDERSTANDINGS; AMENDMENT

This Agreement represents the entire and integrated Agreement between CITY and CONSULTANT and supersedes all prior negotiations, representations, and Agreements, either written or oral.

This Agreement may be amended only by written instrument, signed by both CITY and CONSULTANT

SECTION 23 – GOVERNING LAW

This Agreement shall be governed by the laws of the State of California.

IN WITNESS WHEREOF, CITY and CONSULTANT have executed this Agreement the day and year first above written.

CITY OF BRENTWOOD Control Manufacturing Company, Inc.

___________________________ ___________________________
John Stevenson, City Manager

___________________________ (Print Name)

APPROVED AS TO FORM:

__________________________
Dennis Beougher, City Attorney

EXHIBIT “A”

BID PROPOSAL
(Scope of Work - Fees)
 

City Administration
City of Brentwood City Council
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Brentwood, CA 94513
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