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HomeMy WebLinkAboutKennedy Jenks TO#198 September 2025 Mr. Adrian Combes and Mr. Chris Stanley South Tahoe Public Utility District 1275 Meadow Crest Drive South Lake Tahoe, CA 96150 Subject: Emergency Response Plan (ERP) Review/Update- Proposal for Services KJ Proposal No. B200430 Dear Mr. Combes and Mr. Stanley: As requested, Kennedy/Jenks Consultants, Inc. (KJ) is pleased to provide this proposal for services to support South Tahoe Public Utility District (District) to review and update the Water System Emergency Response Plan (ERP) Report which was initially prepared in December 2021. The ERP was subsequently adapted as an Emergency Action Plan (EAP) which is found as an appendix to the District’s Emergency Response and Recovery Plan, completed in March 2023. We understand that the District is looking to build off the previous ERP prepared in 2021 and that the ERP will need to be certified before September 30, 2025. This letter summarizes our proposed scope of work, schedule, and level of effort for the ERP update. Thank you for giving KJ the opportunity to submit a proposal for this work. Very truly yours, KENNEDY/JENKS CONSULTANTS, INC. Sachiko Itagaki, P.E. Project Manager/Principal, One Water Practice EXHIBIT A KENNEDY/JENKS CONSULTANTS, INC. Project Overview The District is in the process of reviewing their Water System ERP prepared by KJ in December 2021. The key goal of this task is to update and revise the previous ERP with current water infrastructure conditions in order to certify the review of the ERP by September 30, 2025. The scope of work for this task order will be completed as described in detail below. Scope of Work Task 1 – Prepare 2025 ERP Report This task consists of document review, report drafting, meeting with the District, and general task order management, invoicing, activity coordination, and schedule management. Task 1.1 - Review 2021 ERP KJ will review the previous ERP prepared in 2021 as well as the Water System Emergency Action Plan (EAP) which is adapted from the ERP and is found as an appendix to the District’s Emergency Response and Recovery Plan for water and sewer, completed in March 2023, and other relevant materials for the 2025 ERP update. The focus will be on content update that will support the District staff in case of a water system emergency. Task 1.2 –Meetings KJ plans to schedule and attend up to 3 meetings including: 1. Virtual kick-off meeting to confirm content for update in collaboration with District staff 2. Virtual meeting with relevant District staff to review any changes or additions that occurred within the past 5 years since the previous ERP was certified including the Water System EAP, water supply contingency plans, key facilities identified for mitigation 3. Virtual meeting to review draft 2025 ERP Task 1.3 – Prepare 2025 ERP for Review Based on information obtained through the District staff at the kick-off meeting, KJ will make the necessary changes to reflect 2025 conditions in the water system. It is anticipated that the work will focus on updates to dynamic content such as:  District Phone list  Critical water customers  Portable and permanent generator availability  Water Supply contingency plans  External Emergency contacts  Key Local Services The edits will be made in the word document with a revision date, and pages generated in pdf to replace pages in the PDF to create a new updated document. EXHIBIT A KENNEDY/JENKS CONSULTANTS, INC. Task 1.4 – Project Management and QA/QC As part of KJ’s project management for the ERP, we will provide a monthly invoice that summarizes the work completed. All work products are reviewed by senior engineers with the appropriate expertise for correctness of calculations, feasibility and constructability, as well as for content, clarity, completeness, and presentation. Optional Task 2 If the District requests a more extensive review and update of the entirety of the ERP for water and sewer system, an optional services budget of 40 hours is included. Assumptions  The District will provide information in an electronic format.  The first 2 virtual meetings will be held such that the District can certify the ERP review by September 30, 2025. The final documentation will be completed after the certification but no later than November 15, 2025.  The meetings will be one (1) hour in duration and will be attended by up to three (3) KJ staff. Estimated Schedule It is anticipated that the task order will be completed by November 15, 2025. Budget In accordance with the attached Schedule of Charges dated January 1, 2025. We propose a budget of $12,449 for Task 1 and $9,204 for Task 2 – Optional Services. A breakdown of our proposed project budget and line item descriptions of the project deliverables is provided in Attachment A. It is acknowledged the individual task budget breakdowns are an estimate and may be transferred among each work element depending on specific interim work needs, as long as the total budget is not exceeded. Deliverable: 1. 2025 ERP Report PDF which is based on the 2021 ERP Report with replacement pages to reflect 2025 review and update in electronic form (PDF) EXHIBIT A Proposal Fee Estimate CLIENT Name: South Tahoe Public Utilities District PROJECT Description: Emergency Response Plan (ERP) Update Proposal/Job Number: Date: 9/8/2025B200430 January 1, 2025 Rates KJ KJ t bs + Classification:Total Labor Comm Charge Eng-Sci-2 Total Labor Eng-Sci-4 Karina Yap Project Assistan Eng-Sci-8 Sachi Itagaki Total Labor + Su Expenses Hourly Rate:$330 $240 $195 $135 Hours Fees 4%Fees Task 1 - Update 2025 ERP Report Task 1.1 - Review 2021 ERP 1 2 4 7 $1,590 $64 $1,654 $1,654 Task 1.2 - Meetings (3)3 6 6 15 $3,600 $144 $3,744 $3,744 Task 1.3 - Prepare 2025 ERP for Review 2 6 10 2 20 $4,320 $173 $4,493 $4,493 Task 1.4 - Project Management and QA/QC 4 2 2 2 10 $2,460 $98 $2,558 $2,558 0 $0 $0 $0 $0 Task 1 - Subtotal 10 16 22 4 52 $11,970 $479 $12,449 $12,449 Task 2: Optional Services Optional Services 4 14 20 2 40 $8,850 $354 $9,204 $9,204 Optional Task 6 - Subtotal 4 14 20 2 40 $8,850 $354 $9,204 $9,204 All Tasks Total 14 30 42 6 92 $20,820 $833 $21,653 $21,653 https://kjcnet.sharepoint.com/sites/WIBUMarketingStaff/Proposals/South_Tahoe_Public_Utility_District_CA/2025_ERP_Update/2025 ERP_ Fee Estimate Spreadsheet (APC as ODC)© 2019 Kennedy/Jenks Consultants, Inc. EXHIBIT A Client/Address: South Tahoe PUD 1275 Meadow Crest Drive South Lake Tahoe, CA 96150 Contract/Proposal Date: September 15, 2024 Schedule of Charges January 1, 2024 PERSONNEL COMPENSATION Classification Hourly Rate Engineer-Scientist-Specialist 1........................................................................... $155 Engineer-Scientist-Specialist 2........................................................................... $190 Engineer-Scientist-Specialist 3........................................................................... $210 Engineer-Scientist-Specialist 4........................................................................... $230 Engineer-Scientist-Specialist 5........................................................................... $250 Engineer-Scientist-Specialist 6........................................................................... $275 Engineer-Scientist-Specialist 7........................................................................... $300 Engineer-Scientist-Specialist 8........................................................................... $320 Engineer-Scientist-Specialist 9........................................................................... $335 Senior CAD-Designer ........................................................................................ $195 CAD-Designer ................................................................................................... $180 Senior CAD-Technician ..................................................................................... $165 CAD-Technician ................................................................................................ $145 Project Assistant ................................................................................................ $145 Administrative Assistant ..................................................................................... $130 Aide................................................................................................................... $105 In addition to the above Hourly Rates, an Associated Project Cost charge of $9.74 per hour will be added to Personnel Compensation for costs supporting projects including telecommunications, software, information technology, internal photocopying, shipping, and other support activity costs related to the support of projects. Direct Expenses Reimbursement for direct expenses, as listed below, incurred in connection with the work, will be at cost plus ten percent for items such as: a. Maps, photographs, 3rd party reproductions, 3rd party printing, equipment rental, and special supplies related to the work. b. Consultants, soils engineers, surveyors, contractors, and other outside services. c. Rented vehicles, local public transportation and taxis, travel and subsistence. d. Project specific telecommunications and delivery charges. e. Special fees, insurance, permits, and licenses applicable to the work. f. Outside computer processing, computation, and proprietary programs purchased for the work. Reimbursement for vehicles used in connection with the work will be at the federally approved mileage rates or at a negotiated monthly rate. If prevailing wage rates apply, the above billing rates will be adjusted as appropriate. Overtime for non-exempt employees will be billed at one and a half times the Hourly Rates specified above. Rates for professional staff for legal proceedings or as expert witnesses will be at rates one and one-half times the Hourly Rates specified above. Excise and gross receipts taxes, if any, will be added as a direct expense. The foregoing Schedule of Charges is incorporated into the agreement for the services provided, effective January 1, 2024 through December 31, 2024. After December 31, 2024, invoices will reflect the Schedule of Charges currently in effect. September 8, 2025 $165 $195 $220 $285 $240 $265 $310 $330 $350 $200 $190 $180 $160 $135 2025 2025 Project Administrator The foregoing Schedule of Charges is incorporated into the agreement for the services provided, effectiveJanuary 1, 2025 through December 31, 2025. Work for this amendment is expected to be completed within thistime frame. 20252025 EXHIBIT A