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HomeMy WebLinkAboutMINUTES - 09101996 - C91 6 [ 1 }• Contra Costa TO: BOARD OF SUPERVISORS ot nt County FROM: CHIEF ALLEN LITTLE, Contra Costa County Fire °�:r•..- r,� Protection District DATE: September 10, 1996 SUBJECT: ORINDA FIRE PROTECTION DISTRICT WATER SYSTEM STUDY CONTRACT Specific Request(s) or Recommendation(s) & Background & Justification RECOMMENDATION: APPROVE and AUTHORIZE the Chair, Board of Supervisors, as the Board of Directors of the Orinda fire Protection District, to execute a contract with the East Bay Municipal Utility District (EBMUD) in the amount of $20, 000 for the provision of a study of the District ' s water supply and distribution system during the period of September 11, 1996 through December 31, 1996 . (Budgeted) REASONS FOR RECOMMENDATION/BACKGROUND: Over the past several months, concerns have been expressed before the Orinda City Council and the Orinda Fire Commission on the ability of the water supply system in the Orinda Fire Protection District to provide adequate fire flows for fighting fires . The discussions on this topic have led to the Orinda community' s desire to review their water supply system and determine any problems that may exist along with possible corrective actions including associated costs . As the water supplier to the Orinda community, EBMUD will conduct such a water supply study for the Orinda Fire Protection District. The study will help determine the scope and extent of any water supply problems in relation to firefighting capabilities, and provide options to solve the problems and the costs involved. This study is a prelude to a more detailed and comprehensive water supply engineering study. The Orinda Fire Commission and the City of Orinda recommended this study be undertaken. Continued on Attachment: YES Signature: " Recommendation of County Administrator Recommendation of Board Committee Approve Other Signature(s) : Action of Board on: © Approved as Recommended Other Vote of Supervisors : I HEREBY CERTIFY THAT THIS IS A TRUE ✓{ AND CORRECT COPY OF AN ACTION TAKEN Unanimous (Absent ) AND ENTERED ON THE MINUTES OF THE Ayes : Noes : ) BOARD OF SUPERVISORS ON DATE SHOWN. Contact: Terry McGraw (335-1055) Attested: � - f°�- �- -�� cc: Auditor-Controller Phil Batchelor, Clerk of Contra Costa County Fire the Board of Supervisors Protection District and County Administrator County Administrator County Counsel By: , DEPUTY East Bay Municipal Utility Dist. Orinda Fire Protection District AGREEMENT BETWEEN THE CONTRA COSTA COUNTY BOARD OF SUPERVISORS, AS THE GOVERNING BOARD OF THE ORINDA FIRE PROTECTION DISTRICT, AND EAST BAY MUNICIPAL UTILITY DISTRICT FOR ORINDA WATER DISTRIBUTION SYSTEM EVALUATION REPORT THIS AGREEMENT is made and entered into this �� day of J D�. , 1996 by and between the Contra Costa County Board of Supervisors (hereinafter called County"), as Governing Board of the Orinda Fire Protection District (hereinafter called"OFPD"), and the East Bay Municipal Utility District(hereinafter called"EBMUD"). WHEREAS, the OFPD requires engineering services to evaluate certain water distribution system facilities situated within the town of Orinda and the County is authorized to contract for such services on behalf of OFPD; and WHEREAS, EBMUD has the information and experience necessary to provide said services; NOW, THEREFORE, it is mutually agreed by County, OFPD and EBMUD that for the considerations hereinafter set forth, EBMUD shall provide engineering services to OFPD, as set forth in greater detail herein. 1. EBMUD agrees to furnish services described in Attachment A, Service Plan. The services authorized under this Agreement shall include all reports-and plans as set forth in Attachment A. 2. EBMUD is employed to render a professional service only, and any payments made to EBMUD are compensation solely for such services as may be rendered and any recommendations made in carrying out the work. 3. For the services described in Attachment A, County agrees to pay EBMUD's actual costs incurred, subject to the agreed Cost Ceiling in the amount of TWENTY THOUSAND DOLLARS ($20,000.00). Compensation for services shall be in accordance with the method and amounts described in Attachment B, attached hereto and incorporated herein. EBMUD agrees that the determination of EBMUD's actual costs shall be reasonable and made in accordance with.generally accepted accounting principles.. Upon request,EBMUD will provide to County a detailed final cost accounting within 60 working days of completion of EBMUD's performance under this Agreement. 4. EBMUD shall commence work in accordance with OFPD's Notice to Proceed, which shall be in the form of a letter signed by the OFPD's representative. EBMUD's work product shall be completed and submitted in accordance with the schedule listed in Attachment A. The completion date specified therein may be modified by mutual agreement between the OFPD and EBMUD. Notification of modified completion dates shall be by letter from the Manager of EBMUD's Water Distribution Planning Division. 5. This Agreement may be terminated in whole or in part by OFPD upon five-day advance written notice thereof to EBMUD, or canceled immediately by written mutual consent or by either party in the event of substantial failure by the other party to fulfill its obligations under this Agreement through no fault of the terminating party. If any portion of the services covered by this Agreement is suspended, abated, abandoned, canceled or terminated, County shall pay EBMUD for all reasonable costs incurred in providing services rendered prior to such suspension, abatement, abandonment, cancellation or termination. 6. This Agreement shall be governed by the laws of the State of California and constitutes the entire Agreement of the parties, superseding all prior agreements written or oral. 7. All amendments to this Agreement shall be in writing. 8. This Agreement, and the execution thereof by the undersigned officers,has been duly approved and authorized. IN WITNESS WHEREOF the parties hereto execute this Agreement on the day and year first set, forth above. Date: EAST BAY MUNICIPAL UTILITY DISTRICT BY Director of E ineering and Construction Date: CONT S TY Z By ir, Board of Supervisors Approved: OFPD Administrator By Designee 2 Attachment A SERVICE PLAN RECONNAISSANCE LEVEL STUDY As a result of joint discussions between the Orinda Fire Protection District (OFPD), City of Orinda, and the East Bay Municipal Utility District (EBMUD), it has been determined that a reconnaissance level analysis of the water pressure zones that serve the Orinda Fire Protection District will be conducted by EBMUD. In order for EBMUD to conduct this reconnaissance level study the OFPD will provide EBMUD the following information: 1. A review and confirmation that the Orinda Water Supply Map is up to date and accurate to the best of their knowledge. 2. Location of all new hydrants desired. 3. Location of all new hydrants to be replaced / upgraded. 4. The desired hydrant fire flow(s) by area (i.e. current standards). 5. A definition and description of the appropriate "benefit areas" in Orinda. EBMUD will provide the following services to the Orinda Fire Protection District (OFPD) based on data supplied. 1. Background Information EBMUD will print and consolidate updated water system distribution maps of all EBMUD systems within the OFPD. These maps will identify all pressure zones that serve the OFPD and will be used for the reconnaissance level analysis to be performed. EBMUD will identify pressure zones within the OFPD area that have been previously analyzed for other purposes and will identify those pipelines that are proposed to be replaced by EBMUD as part of their pipeline replacement program. 2. Hydraulic Analysis EBMUD will review the Water Supply Map(s) and hydrant flow test data supplied by the Orinda Fire Protection District, distribution system maps, known EBMUD proposed improvement projects located within the OFPD, and perform a reconnaissance level analysis of those pressure zones. This effort will include the development of a basic skeletal hydraulic model of the primary feed water mains within the pressure zones. Water demands for the various pressure zones will be determined and incorporated into the model to simulate existing conditions on a generalized basis. 3. Determine Improvements Using the basic hydraulic model, as well as other background information identified above, EBMUD will evaluate and provide an estimate of the improvements needed, by pressure zone, to provide fire flows of 2,250 gallons per minute (GPM) for any three nearby hydrants, or other flows as specified by the OFPD. EBMUD will identify those improvements that are part of their normal pipeline maintenance program. As appropriate, field visits will be conducted to confirm the feasibility or adequacy of any proposed improvements. A summary and final review of the proposed improvements will be completed. 4. Installation of New Hydrants Based on an inventory of obsolete hydrants, and additional hydrants required, provided by OFPD, EBMUD will: (1) develop estimates for the upgrading of all existing fire hydrants that no longer meet current OFPD standards, and (2) develop an estimate of cost for the installation of new fire hydrants designated by the OFPD. 5. Develop Cost Estimates EBMUD will prepare cost estimates for the recommended improvements based on the above reconnaissance level analysis. Cost estimates will be prepared using current costs for EBMUD installed pipelines and associated works. Costs will include planning, design, construction, inspection, materials, and overhead for the installation of any new pipelines, hydrants, or any other system improvements. A detailed cost summary for preparing a subsequent, and more comprehensive, planning study will also be included in the cost estimate. 6. Preparation Of Both Draft And Final Reports EBMUD will prepare a draft report that summarizes the findings of the items listed above. This report will be submitted to the OFPD no later than November 27, 1996, pending notice to proceed is received by EBMUD no later than September 11, 1996. in the event EBMUD is not given notice to proceed by September 11, 1996, the report will be complete within 90 A:\WATER.DOCC:\BATT-CHI.E"OLM\WATER.DOC 2 days of OFPD's notification to proceed. The report will also be made available for review and input by the City of Orinda. After receiving input from the above agencies, EBMUD will issue a final report containing a concise summary of the work completed, including the identification of the proposed improvements, and costs associated for improving fire flows within the Orinda Fire Protection District. This report will include a map(s) that show the general location of the proposed improvements by pressure zone, including water line replacement, hydrant installation and other items previously identified. Scope of work, schedule, and cost estimate to conduct a more detailed and comprehensive engineering study, will be included. A:\WATER.DOCC:\BATT-CHI.E"OLM\WATER.DOC 3 • L��l Attachment B PAYMENT PROVISIONS Upon receiving written notice to proceed with the study from the Orinda Fire Protection District, the East Bay Municipal Utility District will submit an invoice in the amount of$5,000.00 to the Orinda Fire Protection District. This amount, 25 percent of the total cost of the contract, will be due and payable upon the invoice's receipt.. East Bay Municipal Utility District will submit a second invoice for the balance of the agreement, up to $15,000.00, at the time the final report is completed and forwarded to the OFPD. This invoice will be due and payable upon its receipt. A:\WATER.DOCC:\BATT-CHI.EFViOLM\WATER.DOC 4