CONTRACT 3542 CLOSED3542
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF EL SEGUNDO AND
RISK MANAGEMENT PROFESSIONALS, INC.
This AGREEMENT is entered into this 2nd day of NOVEMBER, 2005 by and between
the CITY OF EL SEGUNDO, a municipal corporation and general law city ( "CITY ") and RISK
MANAGEMENT PROFESSIONALS, INC., a California Corporation ( "CONSULTANT ").
1. CONSIDERATION.
A. As partial consideration, CONSULTANT agrees to perform the work listed in the
SCOPE OF SERVICES, below;
B. As additional consideration, CONSULTANT and CITY agree to abide by the
terms and conditions contained in this Agreement;
C. As additional consideration, CITY agrees to pay CONSULTANT a sum not to
exceed Twenty Five Thousand Two Hundred Thirty dollars ($25,230) for
CONSULTANT's services. CITY may modify this amount as set forth below.
Unless otherwise specified by written amendment to this Agreement, CITY will
pay this sum as specified in the attached Exhibit `B," which is incorporated by
reference.
2. SCOPE OF SERVICES.
A. CONSULTANT will perform services listed in the attached Exhibit "A," which is
incorporated by reference.
B. CONSULTANT will, in a professional manner, furnish all of the labor, technical,
administrative, professional and other personnel, all supplies and materials,
equipment, printing, vehicles, transportation, office space and facilities, and all
tests, testing and analyses, calculation, and all other means whatsoever, except as
herein otherwise expressly specified to be furnished by CITY, necessary or proper
to perform and complete the work and provide the professional services required
of CONSULTANT by this Agreement.
3. PERFORMANCE STANDARDS. While performing this Agreement, CONSULTANT
will use the appropriate generally accepted professional standards of practice existing at the time
of performance utilized by persons engaged in providing similar services. CITY will
continuously monitor CONSULTANT's services. CITY will notify CONSULTANT of any
deficiencies and CONSULTANT will have fifteen (15) days after such notification to cure any
shortcomings to CITY's satisfaction. Costs associated with curing the deficiencies will be borne
by CONSULTANT.
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4. PAYMENTS. For CITY to pay CONSULTANT as specified by this Agreement,
CONSULTANT must submit a detailed invoice to CITY which lists the hours worked and
hourly rates for each personnel category and reimbursable costs (all as set forth in Exhibit `B ")
the tasks performed, the percentage of the task completed during the billing period, the
cumulative percentage completed for each task, the total cost of that work during the preceding
billing month and a cumulative cash flow curve showing projected and actual expenditures
versus time to date.
5. NON - APPROPRIATION OF FUNDS. Payments due and payable to CONSULTANT for
current services are within the current budget and within an available, unexhausted and
unencumbered appropriation of the CITY. In the event the CITY has not appropriated sufficient
funds for payment of CONSULTANT services beyond the current fiscal year, this Agreement
will cover only those costs incurred up to the conclusion of the current fiscal year.
6. ADDITIONAL WORK.
A. CITY's city manager ( "Manager ") may determine, at the Manager's sole
discretion, that CONSULTANT must perform additional work ( "Additional
Work ") to complete the Scope of Work. If Additional Work is needed, the
Manager will give written authorization to CONSULTANT to perform such
Additional Work.
B. If CONSULTANT believes Additional Work is needed to complete the Scope of
Work, CONSULTANT will provide the Manager with written notification that
contains a specific description of the proposed Additional Work, reasons for such
Additional Work, and a detailed proposal regarding cost.
C. Payments over $25,230 for Additional Work must be approved by CITY's city
council. All Additional Work will be subject to all other terms and provisions of
this Agreement.
7. FAMILIARITY WITH WORK.
A. By executing this Agreement, CONSULTANT agrees that it has:
i. Carefully investigated and considered the scope of services to be
performed;
ii. Carefully considered how the services should be performed; and
iii. Understands the facilities, difficulties, and restrictions attending
performance of the services under this Agreement.
B. If services involve work upon any site, CONSULTANT agrees that
CONSULTANT has or will investigate the site and is or will be fully acquainted
with the conditions there existing, before commencing the services hereunder.
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Should CONSULTANT discover any latent or unknown conditions that may
materially affect the performance of the services, CONSULTANT will
immediately inform CITY of such fact and will not proceed except at
CONSULTANT's own risk until written instructions are received from CITY.
8. TERM. The term of this Agreement will be from November 1, 2005 to July 1, 2006.
Unless otherwise determined by written amendment between the parties, this Agreement will
terminate in the following instances:
A. Completion of the work specified in Exhibit "A ";
B. Termination as stated in Section 16.
9. TIME FOR PERFORMANCE.
A. CONSULTANT will not perform any work under this Agreement until:
i. CONSULTANT furnishes proof of insurance as required under Section 23
of this Agreement; and
ii. CITY gives CONSULTANT a written notice to proceed.
B. Should CONSULTANT begin work on any phase in advance of receiving written
authorization to proceed, any such professional services are at CONSULTANT's
own risk.
10. TIME EXTENSIONS. Should CONSULTANT be delayed by causes beyond
CONSULTANT's control, CITY may grant a time extension for the completion of the contracted
services. If delay occurs, CONSULTANT must notify the Manager within forty-eight hours (48
hours), in writing, of the cause and the extent of the delay and how such delay interferes with the
Agreement's schedule. The Manager will extend the completion time, when appropriate, for the
completion of the contracted services.
11. CONSISTENCY. In interpreting this Agreement and resolving any ambiguities, the main
body of this Agreement takes precedence over the attached Exhibits; this Agreement supersedes
any conflicting provisions. Any inconsistency between the Exhibits will be resolved in the order
in which the Exhibits appear below (check all that apply):
A. ® Exhibit A: Scope of Work;
B. ® Exhibit B: Budget; and
C. ® Exhibit C: Proposal for Services.
12. CHANGES. CITY may order changes in the services within the general scope of this
Agreement, consisting of additions, deletions, or other revisions, and the contract sum and the
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contract time will be adjusted accordingly. All such changes must be authorized in writing,
executed by CONSULTANT and CITY. The cost or credit to CITY resulting from changes in
the services will be determined in accordance with written agreement between the parties.
13. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a
Taxpayer Identification Number.
14. PERMITS AND LICENSES. CONSULTANT, at its sole expense, will obtain and
maintain during the term of this Agreement, all necessary permits, licenses, and certificates that
may be required in connection with the performance of services under this Agreement.
15. WAIVER. CITY's review or acceptance of, or payment for, work product prepared by
CONSULTANT under this Agreement will not be construed to operate as a waiver of any rights
CITY may have under this Agreement or of any cause of action arising from CONSULTANT's
performance. A waiver by CITY of any breach of any term, covenant, or condition contained in
this Agreement will not be deemed to be a waiver of any subsequent breach of the same or any
other term, covenant, or condition contained in this Agreement, whether of the same or different
character.
16. TERMINATION.
A. Except as otherwise provided, CITY may terminate this Agreement at any time
with or without cause.
B. CONSULTANT may terminate this Agreement at any time with CITY's mutual
consent. Notice will be in writing at least thirty (30) days before the effective
termination date.
C. Upon receiving a termination notice, CONSULTANT will immediately cease
performance under this Agreement unless otherwise provided in the termination
notice. Except as otherwise provided in the termination notice, any additional
work performed by CONSULTANT after receiving a termination notice will be
performed at CONSULTANT" own cost; CITY will not be obligated to
compensate CONSULTANT for such work.
D. Should termination occur, all finished or unfinished documents, data, studies,
surveys, drawings, maps, reports and other materials prepared by CONSULTANT
will, at CITY's option, become CITY's property, and CONSULTANT will
receive just and equitable compensation for any work satisfactorily completed up
to the effective date of notice of termination, not to exceed the total costs under
Section 1(C).
E. Should the Agreement be terminated pursuant to this Section, CITY may procure
on its own terms services similar to those terminated.
F. By executing this document, CONSULTANT waives any and all claims for
damages that might otherwise arise from CITY's termination under this Section.
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17. OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps, models,
photographs and reports prepared by CONSULTANT under this Agreement are CITY's
property. CONSULTANT may retain copies of said documents and materials as desired, but
will deliver all original materials to CITY upon CITY's written notice. CITY agrees that use of
CONSULTANT's completed work product, for purposes other than identified in this Agreement,
or use of incomplete work product, is at CITY's own risk.
18. PUBLICATION OF DOCUMENTS. Except as necessary for performance of service
under this Agreement, no copies, sketches, or graphs of materials, including graphic art work,
prepared pursuant to this Agreement, will be released by CONSULTANT to any other person or
public CITY without CITY's prior written approval. All press releases, including graphic
display information to be published in newspapers or magazines, will be approved and
distributed solely by CITY, unless otherwise provided by written agreement between the parties.
19. INDEMNIFICATION.
A. CONSULTANT agrees to the following:
i. Indemnification for Professional Services. CONSULTANT will save
harmless and indemnify and at CITY's request reimburse defense
costs for CITY and all its officers, volunteers, employees and
representatives from and against any and all suits, actions, or claims,
of any character whatever, brought for, or on account of, any injuries
or damages sustained by any person or property resulting or arising
from any negligent or wrongful act, error or omission by
CONSULTANT or any of CONSULTANT's officers, agents,
employees, or representatives, in the performance of this Agreement.
ii. Indemnification for other Damages. CONSULTANT indemnifies and
holds CITY harmless from and against any claim, action, damages,
costs (including, without limitation, attorney's fees), injuries, or
liability, arising out of this Agreement, or its performance. Should
CITY be named in any suit, or should any claim be brought against it
by suit or otherwise, whether the same be groundless or not, arising
out of this Agreement, or its performance, CONSULTANT will
defend CITY (at CITY's request and with counsel satisfactory to
CITY) and will indemnify CITY for any judgment rendered against it
or any sums paid out in settlement or otherwise.
B. For purposes of this section "CITY" includes CITY's officers, officials,
employees, agents, representatives, and certified volunteers.
C. It is expressly understood and agreed that the foregoing provisions will survive
termination of this Agreement.
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D. The requirements as to the types and limits of insurance coverage to be
maintained by CONSULTANT as required by Section 23, and any approval of
said insurance by CITY, are not intended to and will not in any manner limit or
qualify the liabilities and obligations otherwise assumed by CONSULTANT
pursuant to this Agreement, including, without limitation, to the provisions
concerning indemnification.
20. ASSIGNABILITY. This Agreement is for CONSULTANT's professional services.
CONSULTANT's attempts to assign the benefits or burdens of this Agreement without CITY's
written approval are prohibited and will be null and void.
21. INDEPENDENT CONTRACTOR. CITY and CONSULTANT agree that
CONSULTANT will act as an independent contractor and will have control of all work and the
manner in which is it performed. CONSULTANT will be free to contract for similar service to
be performed for other employers while under contract with CITY. CONSULTANT is not an
agent or employee of CITY and is not entitled to participate in any pension plan, insurance,
bonus or similar benefits CITY provides for its employees. Any provision in this Agreement that
may appear to give CITY the right to direct CONSULTANT as to the details of doing the work
or to exercise a measure of control over the work means that CONSULTANT will follow the
direction of the CITY as to end results of the work only.
22. AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with
respect to all services and matters covered under this Agreement. CITY will have free access at
all reasonable times to such records, and the right to examine and audit the same and to make
transcript therefrom, and to inspect all program data, documents, proceedings and activities.
CONSULTANT will retain such financial and program service records for at least three (3) years
after termination or final payment under this Agreement.
23. INSURANCE.
A. Before commencing performance under this Agreement, and at all other times this
Agreement is effective, CONSULTANT will procure and maintain the following
types of insurance with coverage limits complying, at a minimum, with the limits
set forth below (check all that apply):
Type of Insurance
® Commercial general liability:
® Professional Liability
® Business automobile liability
® Workers compensation
Limits
$1,000,000
$1,000,000
$1,000,000
Statutory requirement
B. Commercial general liability insurance will meet or exceed the requirements of
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ISO -CGL Form No. CG 00 01 1185 or 88. The amount of insurance set forth
above will be a combined single limit per occurrence for bodily injury, personal
injury, and property damage for the policy coverage. Liability policies will be
endorsed to name CITY, its officials, and employees as "additional insureds"
under said insurance coverage and to state that such insurance will be deemed
"primary" such that any other insurance that may be carried by CITY will be
excess thereto. Such endorsement must be reflected on ISO Form No. CG 20 10
1185 or 88, or equivalent. Such insurance will be on an "occurrence," not a
"claims made," basis and will not be cancelable or subject to reduction except
upon thirty (30) days prior written notice to CITY.
C. Professional liability coverage will be on an "occurrence basis" if such coverage
is available, or on a "claims made" basis if not available. When coverage is
provided on a "claims made basis," CONSULTANT will continue to renew the
insurance for a period of three (3) years after this Agreement expires or is
terminated. Such insurance will have the same coverage and limits as the policy
that was in effect during the term of this Agreement, and will cover
CONSULTANT for all claims made by CITY arising out of any errors or
omissions of CONSULTANT, or its officers, employees or agents during the time
this Agreement was in effect.
D. Automobile coverage will be written on ISO Business Auto Coverage Form£Or
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E. CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance
evidencing maintenance of the insurance required under this Agreement and such
other evidence of insurance or copies of policies as may be reasonably required
by CITY from time to time. Insurance must be placed with insurers with a current
A.M. Best Company Rating equivalent to at least a Rating of "A:VII."
F. Should CONSULTANT, for any reason, fail to obtain and maintain the insurance
required by this Agreement, CITY may obtain such coverage at
CONSULTANT's expense and deduct the cost of such insurance from payments
due to CONSULTANT under this Agreement or terminate pursuant to Section 16.
24. USE OF SUBCONTRACTORS. CONSULTANT must obtain CITY's prior written
approval to use any consultants while performing any portion of this Agreement. Such approval
must approve of the proposed consultant and the terms of compensation.
25. INCIDENTAL TASKS. CONSULTANT will meet with CITY monthly to provide the
status on the project, which will include a schedule update and a short narrative description of
progress during the past month for each major task, a description of the work remaining and a
description of the work to be done before the next schedule update.
26. NOTICES. All communications to either party by the other party will be deemed made
when received by such party at its respective name and address as follows:
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If to CONSULTANT:
Risk Management Professionals, Inc.
27405 Puerta Real, Suite 220
Mission Viejo
California 92691
Attention: Steven T. Maher
If to CITY:
Public Works Department
City of El Segundo
350 Main Street
El Segundo, CA 90245
Attention: Maryam Jonas
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Any such written communications by mail will be conclusively deemed to have been received by
the addressee upon deposit thereof in the United States Mail, postage prepaid and properly
addressed as noted above. In all other instances, notices will be deemed given at the time of
actual delivery. Changes may be made in the names or addresses of persons to whom notices are
to be given by giving notice in the manner prescribed in this paragraph.
27. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest
laws and regulations including, without limitation, CITY's conflict of interest regulations.
28. SOLICITATION. CONSULTANT maintains and warrants that it has not employed nor
retained any company or person, other than CONSULTANT's bona fide employee, to solicit or
secure this Agreement. Further, CONSULTANT warrants that it has not paid nor has it agreed
to pay any company or person, other than CONSULTANT's bona fide employee, any fee,
commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting
from the award or making of this Agreement. Should CONSULTANT breach or violate this
warranty, CITY may rescind this Agreement without liability.
29. THIRD PARTY BENEFICIARIES. This Agreement and every provision herein is
generally for the exclusive benefit of CONSULTANT and CITY and not for the benefit of any
other party. There will be no incidental or other beneficiaries of any of CONSULTANT's or
CITY's obligations under this Agreement.
30. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance
with the laws of the State of California, and exclusive venue for any action involving this
agreement will be in Los Angeles County.
31. COMPLIANCE WITH LAW. CONSULTANT agrees to comply with all federal, state,
and local laws applicable to this Agreement.
32. ENTIRE AGREEMENT. This Agreement, and its Attachments, sets forth the entire
understanding of the parties. There are no other understandings, terms or other agreements
expressed or implied, oral or written. There are Three (3) Attachments to this Agreement. This
Agreement will bind and inure to the benefit of the parties to this Agreement and any subsequent
successors and assigns.
33. RULES OF CONSTRUCTION. Each Party had the opportunity to independently review this
Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as a whole,
and in accordance with its fair meaning; it will not be interpreted strictly for or against either Party.
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34. SEVERABILITY. If any portion of this Agreement is declared by a court of competent
jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the
extent necessary in the opinion of the court to render such portion enforceable and, as so
modified, such portion and the balance of this Agreement will continue in full force and effect.
35. AUTHORITY /MODIFICATION. The Parties represent and warrant that all necessary
action has been taken by the Parties to authorize the undersigned to execute this Agreement and to
engage in the actions described herein. This Agreement may be modified by written amendment.
CITY's executive manager, or designee, may execute any such amendment on behalf of CITY.
36. ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this Agreement,
agreements ancillary to this Agreement, and related documents to be entered into in connection
with this Agreement will be considered signed when the signature of a party is delivered by
facsimile transmission. Such facsimile signature will be treated in all respects as having the
same effect as an original signature.
37. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of
reference only and will not affect the interpretation of this Agreement.
38. TIME IS OF ESSENCE. Time is of the essence for each and every provision of this
Agreement.
39. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood,
explosion, acts of terrorism, war, embargo, government action, civil or military authority, the
natural elements, or other similar causes beyond the Parties' reasonable control, then the
Agreement will immediately terminate without obligation of either party to the other.
40. STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT
represents that it has demonstrated trustworthiness and possesses the quality, fitness and capacity
to perform the Agreement in a manner satisfactory to CITY. CONSULTANT represents that its
financial resources, surety and insurance experience, service experience, completion ability,
personnel, current workload, experience in dealing with private consultants, and experience in
dealing with public agencies all suggest that CONSULTANT is capable of performing the
proposed contract and has a demonstrated capacity to deal fairly and effectively with and to
satisfy a public CITY.
[Signatures on next page]
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IN WITNESS WHEREOF the parties hereto have executed this contract the day and year
first hereinabove written.
CITY OF EL Risk M genre Professionals, Inc.
IYY Jeff St ^#,
l r City/Aafiager �.
ATTEST:
Cind Y M esen,
City Clerk
APPROVED
MARK D. H:
Karl H. Berger,
I t:iry Altorncy
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Taxpayer ID No. 32— 4 7',/ dO Y16
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EXHIBIT "A"
SCOPE OF WORK
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SECTION 4.0 - APPROACH & SCOPE OF WORK
As part of the proposed project, Risk Management Professionals will prepare an Urban
Water Management Plan (UWMP) Update for the City of El Segundo in accordance with
the associated regulations and guidance documents: the Urban Water Management
Planning Act ( "Act "); the 2005 Urban Water Management Planning Worksheets; the 2005
Urban Water Management Plan Demand Management Measures Worksheets; and the
Guidebook developed by the California Department of Water Resources entitled
"Guidebook to Assist Water Suppliers in the Preparation of a 2005 Urban Water
Management Plan."
The Project Team will review pertinent documents and determine the City of El Segundo's
current resources (e.g., maps, reports, general and specific plans such as: equipment,
water supply, billing records, and demographic information). Furthermore, the Project
Team will discuss and describe existing water management tools and options that are
used to maximize resources.
Task 2 -A: Coordination of Plan with Other Agencies
In order to ensure synchronized information exchange, the City of El Segundo is required
to coordinate data for the UWMP with regional agencies and wholesale suppliers. The
City of El Segundo is also required to notify counties and cities within the service area of
potential changes to the UWMP and of meetings at which potential changes will be
discussed. Using the exchanged information, the Project Team will develop and submit a
completed Water Service Reliability Assessment to impacted cities and counties within 60
days of UWMP submission to the California Department of Water Resources (DWR). As
part of this task, the Project Team will monitor and develop a detailed description of the
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coordination involved in preparing the 2005 UWMP. This includes an agency coordination
list with the associated coordination actions taken. The coordination actions may include,
but are not limited to, data/information exchange and review, participation in plan
development, comments on the plan, receiving a copy of the draft and final report, and
sending a notice of update, public hearing, and adoption.
Task 2 -13: Service Area Information with a 25 -Year Projection
The UWMP will discuss a variety of demographic factors which may affect water use
supplied by the City of El Segundo, including but not limited to:
• Current and projected population (projected in 5 -year increments from 2005 to 2030)
level and density.
• Climate characteristics based on the last 30 years' information on the NOAA website
and CIMIS website, including standard monthly average of rainfall, temperature, and
the evapotransporation rate.
• Housing density.
• Future commercial and industrial development.
• Projected income levels.
Note: reliable information sources, such as state, regional or local agencies, will be used
and listed to obtain demographic and projected data.
Task 2 -C: Water Sources
Tthe City of El Segundo purchases all of its water from the West Basin Municipal Water
District (WBMWD) and does not rely on local groundwater. The City is required to provide
this supplier with the amount of water it plans to purchase for the next 25 years, in 5 -year
increments. In addition, the City of El Segundo must coordinate with and obtain written
information from these suppliers quantifying the amount water available to the City for the
next 25 years, in 5 -year increments. The Project Team will summarize these expectations
in wholesale water supply projections using the aforementioned increments.
Task 2 -1): Reliability of Supply
The UWMP will include a description of the reliability or the vulnerability of the water
supplies to seasonal or climatic shortage. For this task the Project Team will be required
to do the following:
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• Quantify each supply identified in Acre -Feet per Year (AFY) for the determined normal
year, single -dry year, and the multiple -dry year period.
• Coordinate with the City of El Segundo staff to determine the basis of water year data
to be used for the following intervals:
o Normal Water Year
• Single -Dry Year
• Multiple -Dry Year Period
• Identify factors resulting in inconsistency of supply (e.g., legal, environmental, water
quality, climatic).
• Describe plans, if any, to supplement or replace inconsistent water sources with
alternative sources.
• Obtain documentation of the amount of water expected to be delivered by WBMWD
during normal, single -dry, and multiple -dry years. If the wholesale agency has
sources of water that are not available at consistent levels, the wholesaler's
information must show the reliability of the source and include plans to supplement or
replace the inconsistent sources with alternative sources or water Demand
Management Measures.
Task 2 -E: Transfer and Exchange Opportunities
The UWMP Update will describe water exchange and transfer opportunities including
proposed quantities for the City of El Segundo on the short -term and long -term.
Task 2 -F: Water Use by Customer Type Using a 25 -Year Projection
The UWMP will provide the past, current, and projected water use by sector in the City of
El Segundo service area in an effective way to show growth patterns. Since, the City of El
Segundo's residential population is overshadowed by its daytime employee population,
the water use projections will be based on service connections and amount of usage,
rather than mere population projections. The plan will quantify the water demands from
2000 to 2030 in 5 -year increments by the following sectors:
• Sales to other agencies
o Commercial
— Metered and Unmetered
o Industrial
— Metered and Unmetered
o Landscape
— Metered and Unmetered
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o Agriculture — Metered and Unmetered
• Additional Water Uses and Losses
• Single Family
• Multi- family
• institution /government
— Metered and Unmetered
— Metered and Unmetered
— Metered and Unmetered
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o Saline water intrusion barriers, groundwater recharge, or conjunctive uses
Total Water uses
Metered demands will be quantified based on the number of service connections and total
deliveries in AFY. Unmetered demands will be quantified based on the total deliveries in
AFY.
Task 2 -G: Demand Management Measures
The Urban Water Management Planning Act requires that information related to Demand
Management Measures (DMMs) be provided by water suppliers in their UWMPs. The 14
DMMs that must be addressed are as follows:
1. Water survey programs for residential customers
2. Residential plumbing retrofit
3. System water audits, leak detection, and repair
4. Metering and commodity rates for connections
5. Large landscape conservation programs and incentives
6. High - efficiency washing machine rebate programs
7. Public information programs
8. School education programs
9. Conservation programs for commercial, industrial, and institutional accounts
10. Wholesale agency programs
11. Conservation pricing
12. Water conservation coordinator
13. Water waste prohibition
14. Residential ultra -low -flush toilet replacement programs
Since the City of El Segundo is not a participant in the California Urban Water
Conservation Council, the City is required to conduct thorough analysis of the Demand
Management Measures. The analysis is required to include the following information:
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• Detailed discussion of each of the 14 DMMs the City is implementing or has
scheduled for implementation
• Description of the program for each DMM and other measure currently being
implemented, the implementation schedule (currently and through 2010), and the
methods used to evaluate the measure's effectiveness
• Evaluation of any DMMs and other measures scheduled for implementation, including
economic and non - economic factors, cost - benefit analysis identifying total benefits
and total cost, a description of funding available to employ any planned water supply
project that would provide water at a higher unit cost, efforts to work with other
relevant agencies to ensure the execution of the measure as well as to share the cost
of implementation, and a description of the water supplier's legal authority to adopt the
measure will be prepared
Task 2 -H: Evaluation of Demand Management Measures Not Implemented
In compliance with the Urban Water Management Planning Act, Risk Management
Professionals will assist in the development of an evaluation of each DMM not
implemented. In the process of evaluation, priority will be given to DMMs or combinations
of DMMs that require lower incremental costs that would be employed if expanded or
additional water supplies were sought. Key features and components of the evaluation
are listed below:
• Economic as well as non - economic factors (i.e., environmental, social, health,
customer impact, and technological) will be considered
• A cost - benefit analysis, identifying total benefits and total costs will be produced
• The funding available to implement a planned water supply project that would provide
water at a higher unit cost will be detailed
• A description of the City of El Segundo's legal authority to implement the measure will
be presented including a description of any efforts to work with relevant agencies to
ensure the execution of the measure and to share the cost of implementation
Task 2 -I: Planned Water Supply Projects and Programs
The UWMP Update will detail expected future supply projects and programs planned by
the City of El Segundo, with a timeline for each proposed project.
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Task 2-J: Development of Desalinated Water
The UWMP Update will describe the opportunities for the City of El Segundo to develop
desalinated water as a long -term supply (e.g., ocean water, brackish water, brackish
groundwater).
Task 2 -K: Water Shortage Contingency Plan
The objective of this task is to discuss the urban water shortage contingency that helps to
control water consumption in the City of El Segundo's service area during a water supply
shortage. The UWMP Update will include an urban water shortage contingency analysis,
which includes the following sub - tasks:
Stages of Action
The UWMP update will include the identification of the stages of action (within its
authority) that the City of El Segundo will take in response to a water supply shortage.
Estimate of Minimum Supply for Next Three Years
The Project Team will quantify the minimum water supply available during the next three
years (from 2006 to 2008) based on the driest three -year historic sequence for the City of
El Segundo.
Catastrophic Supply Interruption Plan
The objective of this task is to provide a plan during the event of catastrophic supply
interruption in the City of El Segundo's service area. In this task, The Project Team will
evaluate the vulnerability of each source and the delivery and distribution systems to
events such as earthquakes, regional power outages, system failures, terrorist attack, and
other events specific to the City of El Segundo's water sources. In addition, the UWMP
will include specific actions designed to minimize the impacts of supply interruption on the
service area. Risk Management Professionals has extensive experience evaluating water
system vulnerability to each of the aforementioned events through the completion of
Security Vulnerability Assessments and Hazard Mitigation Plans.
Prohibitions Penalties and Consumption Reduction Methods
The following prohibitions, penalties, and consumption reduction methods will be detailed
in the UWMP:
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• Mandatory prohibitions against specific water use practices during water shortages;
including the stage when prohibition becomes mandatory
• Consumption reduction methods used to reduce water use in the most restrictive
stages with up to a 50% reduction, including the stage when the method takes effect
and the projected reduction associated with the method. Reduction methods often
include customer allocations, irrigation limited to certain days, restriction on decorative
fountains, refilling swimming pools, etc.
• Excessive use penalties or charges for excessive use and the stage when penalties
take effect
Analysis of Revenue Impact of Reduced Sales during Shortages
The objective of this task is to examine the plan for recovering from the financial impact
during shortages. To achieve this objective, the UWMP will describe how the City of El
Segundo's planned consumption reduction methods, penalties, and prohibitions are likely
to impact revenues, and how implementing a water shortage program is likely to impact
the City of El Segundo's expenditure. In addition, the plan will list proposed measures
that the City of El Segundo plans to overcome, like financial impacts during the shortages.
Reduction Monitoring Procedure
The Project Team will review and update the Reduction Monitoring Procedure, as
necessary.
Task 2 -L: Recycled Water Plan
Although the City of El Segundo does not specifically treat wastewater, the City does
utilize reclaimed water supplied from the West Basin Municipal Water District for
landscaping irrigation. The Project Team will coordinate with the local water, wastewater,
groundwater, and planning agencies to determine their respective roles in developing a
plan for the use of recycled water. In addition, the following descriptions will be included
in the UWMP regarding wastewater quantity, quality, and current uses:
• Description of the wastewater collection and treatment systems in the City of El
Segundo's service area
• Volume of wastewater collected and treated and the amount that meets recycled
water standards from 2000 to 2030, in 5 -year increments
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• Description of the treatment level, disposal method (such as to ocean, rivers,
groundwater recharge, etc.), and quantities for the wastewater projected from 2005 to
2030, in 5 -year increments
• Identification of the current uses (2005) of recycled water, including type, place and
quantities
• Projection of future uses (from 2010 to 2030, in 5 -year increments) of recycled water,
including type, treatment level and quantities
• Comparison of the actual 2005 recycled uses in the City of El Segundo's service area
with uses previously projected by the 2000 UWMP
• Description of actions, including financial incentives or installation of dual distribution
system, which might be taken to encourage recycled water uses in the City's service
area and the projected results of these actions in terms of acre -feet of recycled water
used per year from 2010 to 2030, in 5 -year increments
Task 2 -M: Water Quality Impacts on Reliability
The objective of this task is to analyze and describe how water quality affects water
management strategies and supply reliability in the City of El Segundo's service area. For
this task, The Project Team will quantify and describe the changes in each water supply
due to water quality from 2005 to 2030, in 5 -year increments.
Task 2 -N: Water Service Reliability
The objective of this task is to assess the reliability of the City of El Segundo's water
service to its customers during normal, single -dry, and multiple -dry water years. The
UWMP will include the following assessments:
• Comparison of the projected normal water supply to the projected normal water
demand over the next 25 years, in 5 -year increments
• Comparison of the projected single -dry year supply to the projected single -dry year
water demand over the next 25 years, in 5 -year increments
• Projection of a multiple -dry year period occurring from each 5 -year segment over the
next 25 years and a comparison of projected supply and demand during those years
As part of this task, The Project Team will assist the City of El Segundo in submitting the
completed Water Service Reliability Assessment to impacted cities and counties within 60
days of the UWMP Update submission to the California Department of Water Resources.
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A project kick -off meeting and familiarization training will be held with the City of El
Segundo management and key members of the Project Team within one week after the
City's Notice to Proceed. This meeting will introduce the project team, detail the project
timeline, review the project scope, review the Demand Management Measures (DMMs)
implementation plan contained in the City of El Segundo's 2000 UWMP, review the
recycled water plans contained in the City of El Segundo's 2000 UWMP, and discuss
whether these items were implemented as planned. A meeting will be held during the
course of the project to discuss and review progress of the plan, and receive comments
from the First Draft Urban Water Management Plan Update. Comments will be addressed
and incorporated into a Final Draft 2005 UWMP for further review. As appropriate, the
Project Team will also attend a meeting with the City Council to support the adoption of
the 2005 Urban Water Management Plan. Additionally, the Project Team will be available
by phone and e-mail throughout the course of the project.
All reports and deliverables will undergo a thorough quality control review process by the
Project Team before delivery. In addition, a draft of each portion of the report will be
issued for key agency personnel to review and approve, so their comments can be
incorporated into the final version.
The Project Team will prepare and submit three (3) hard copies of the First Draft 2005
UWMP Update to the City of El Segundo for review and comment. The Project Team will
receive, review, and incorporate comments into the Final Draft UWMP Update, and submit
three (3) hard copies to the City of El Segundo. After adoption, the Project Team will
submit three (3) hard copies and one (1) electronic copy of the Final 2005 City of El
Segundo Urban Water Management Plan with a no later than due date of January 31,
2006. With extensive City cooperation, RMP is willing to aim to complete the UWMP
Update by December 31, 2005.
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EXHIBIT "B"
BUDGET
3542.
Position
PO
PM
TA
PE AUMrn
Hourlz,,Rate
S130
S90
$80
S80 S5b
PRIMARY TASKS:
Project Mans ement & Coordination
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6
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1: Research, identi , and review existing data that is available
4
4
12
4
4
-A: Coordination of the Plan with Other Agencies
10
-B: Service Area Information with 25 Year Projection
8
-C: Water Sources
12
3
-D: Reliability of Supply
3
-E: Transfer and Exchange Opportunities
14
2
12
-F: Water Use by Customer Type Using a 25 -Year Projection
2
14
-G: Demand Management Measures
4
2
6
-H: Evaluation of Demand Management Measures Not Implemented
-I: Planned Water Supply Projects and Programs
8
2
-J: Development of Desalinated Water
4
-K: Water Shortage Contingency Plan
16
6
-L: Recycled Water Plan
4
-M: Water Qualilty Impacts on Reliability
4
10
-N: Water Service Reliabili
-1: Project Review Meetings (2 Meetings)
3
2: Presentation to the City Council
8 8
4
6
6
TASK 4: SUBMITTALS
1: Draft Executive Review
4
10
8
10
24 6
2: Draft Report Development (3 hard copies)
3: Final Report Development and Production (3 hard copies, 1 electronic
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COST
)D - Project Director - STM
;M - Project Manager - PMR
rA - Technical Advisor - KDS
'E - Project Engineer - LERiVDUJMBJMGMlEMB /MMEIKHB /AF
4ssumptions:
- Durirg contract negotiations. we would be happy to discuss mechanisms to maximize value and reduce cost {possibly 5 10 % }. by
darying task scope or through direct involvement of City personnel.
costs are oased on the man -hour estimates above. and may be considered as fixed price or T &M.
Adrninistrative costs (e.g., fax, telephone. copies) will not be charged.
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EXHIBIT "C"
PROPOSAL FOR SERVICES
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SECTION 5.0 - PROJECT SCHEDULE
The project schedule is an important element for project completion. Risk Management
Professionals is prepared to complete the UWMP Update according to the City of El Segundo's
needs. A project kickoff meeting will be held in early October to collect and review information,
as well as discuss the project approach and methodology. Three (3) hard copies of the Draft
Report, including service area profile, water supply system, water service reliability, past,
current, and projected water demands, Demand Management Measures, water projects and
programs, water shortage contingency plan, and recycled water plan, will be submitted to the
City of El Segundo in late November /early December. A meeting will be held in early December
to collect and review comments on the Draft Report. Corrections will be incorporated into a
Final Draft Report and three (3) hard copies will be submitted for further review. Risk
Management Professionals will assist in adoption of the UWMP Update including coordination
of the Notice of Public Hearing, Resolution of Plan Adoption, and circulation of copies of the
Draft UWMP Update. Members of the Project Team will also attend a meeting with the City
Counsel before submitting the Final UWMP Update to the DWR with a no later than due date of
January 31, 2006. Three (3) bound copies and one (1) electronic copy of the Final UWMP
Update will be provided to the City of El Segundo. Should a shorter project schedule be
required, the RMP Project Team has a history of responsiveness to client needs.
The Project Team has the necessary staff available to meet the deadline of December 31, 2005
with sufficient cooperation from the City. Due to the possible delays related to the scheduling of
board meetings, public notification requirements, and the holiday season the completion of this
update will more than likely extend into the following year. Staffing is an important aspect of
successful project management and an integral part of our quality management program. Our
fundamental approach is to assemble the best qualified team to match the project requirements.
We then review the scope of the project and a labor -hour estimate is made for each task in the
scope of work. The estimate includes time for site visits and meetings, as well as actual
engineering work for the project.
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The project schedule has a significant impact on staffing planning. Project milestones are
identified and labor hour requirements per task are estimated to determine staffing levels to
complete the task by the milestone date. The staffing levels are broken down by discipline to
determine overall office personnel planning. A database on staffing needs and current staff
assignments is maintained and updated bi- weekly.
UWMP Update Project Schedule
OCT NOV DEC JAN
Meeting 1: Project KickofVData
Collection and Review
- Service Area Profile
-Water Supply System
-Water Service Reliability
-Water Demand Management
Measures
-Past, Current, and Projected • --------------------- - - -' -- ...................................
Water Demands
-Water Projects and Programs
-Water Shortage Contingency
Plan
- Recycled Water Plan
First Draft Submittal: 3 hard 0
copies and a PDF copy
Meeting 2: First Draft Review
Final Draft Submittal: 3 hard Q
copies and a PDF copy
Meeting 3: Attend City Counsel
Meeting for UWMP Adoption
Final Report Submittal: 3 hard
copies and 1 electronic copy
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Risk Management Professionals
P27405 Puerta Real, Suite 220, Mission Viejo, California 92691
Phone: 949/282 -0123 • FAX: 949/282 -0068 • E -mail: info @RMPCorp.com •: http: / /www.RMPCorp.com
Risk Y.nsy.~ P"Sion.l.
City of El Segundo
Office of the City Clerk
350 Main Street
El Segundo, California 90245
PROPOSAL:
September 23, 2005
2005 Urban Water Management Plan Update for the City of El Segundo
Risk Management Professionals (RMP) thanks you for providing us with the opportunity to
submit the enclosed proposal for the development of the 2005 Urban Water Management Plan
(UWMP). Recent Senate Bills (221 & 610) have made Urban Water Management Plans a
critical reference source for community development, which as a result, has placed greater
emphasis on developing an accurate Urban Water Management Plan with realistic future supply
and demand projections. It is important to RMP's Project Team that the City of El Segundo not
only complies with the California Department of Water Resources (DWR) requirements, but also
develops a plan that will effectively interface with city and regional planners.
The fundamental basis for the development of an effective Urban Water Management Plan is
the in -depth understanding of the specific water infrastructure and water sources included in the
evaluation. Since Risk Management Professionals is currently updating a neighboring
community's 2005 Urban Water Management Plan, this Project Team is uniquely qualified to
complete the City of El Segundo's 2005 UWMP. This similar experience, coupled with the
flexibility of an experienced small firm with low overhead (also a MBE/WBE), will maximize the
value to the City of El Segundo by providing an exceptionally high - quality product at a
competitive price.
The Project Team recognizes the importance of a reliable, consistent water supply and has
developed numerous plans devoted to evaluating and protecting water infrastructure. Many
essential elements of the proposed Urban Water Management Plan Update align closely with
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the Project Team's experience in developing Urban Water Management Plans and plans
devoted to evaluating and protecting water infrastructure. Applicable skills that have been
gained from this experience include efficient collection of large volumes of statistical data,
coordination with external agencies, familiarity with a wide range of water system designs,
system reliability assessments, water system technical expertise with both small water agencies
and multi - jurisdictional water agencies utilizing a wide range of water treatment and water
conservation technologies. Risk Management Professionals has extensive experience in
planning, organizing, and coordinating public participation events for various types of projects.
Again, on behalf of Risk Management Professionals, thank you for your consideration during the
proposal selection process. Please feel free to contact me at 949/282 -0123 x 234 regarding
any questions or comments.
Sincerely,
Paige M. Rubenbauer
Project Manager