HomeMy WebLinkAbout2020-12-07 City Council Agendas (6)
City of Palo Alto (ID # 11155)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 12/7/2020
City of Palo Alto Page 1
Summary Title: Approval to Increase Compensation & Extend Term of Design
Contract for the Secondary Treatment
Title: Approval of Amendment Number 1 to Contract Number C19171565
With Brown and Caldwell for Professional Design Services for the Secondary
Treatment Process Upgrade Capital Improvement Project (WQ-19001) at the
Regional Water Quality Control Plant; to add Services and Increase
Compensation by $1,500,745 for a new Maximum Compensation Not-to-
Exceed $4,424,101; and to Extend the Contract Term Through September 30,
2025
From: City Manager
Lead Department: Public Works
Recommendation
The Finance Committee and Staff recommend that Council approve and authorize the City
Manager or his designee to execute Amendment No. 1 to Contract No. C19171565 with Brown
and Caldwell (BC) (Attachment A) to increase the contract amount by $1,500,745 to provide
design engineering services beyond the original scope of the contract for the design of the
Secondary Treatment Process Upgrades Project (CIP WQ-19001), and to extend the term
through September 30, 2025. The revised total contract amount is not to exceed $4,424,101
including $4,021,911 for basic services and $402,191 for additional services.
Background
At the November 17, 2020 Finance Committee meeting (CMR 11764), the Committee
unanimously recommended Council approval and requested this staff report to include
comparison information between partner agencies on (a) the maximum flow capacity rights of
each partner agency, (b) the fixed capacity share of capital assets used in determining the share
of debt payments for capital projects, (c) the recurring annual share of the operating budget by
contributing partner agency used for determining the share of annual operating expenses and
recurring non-debt financed capital expenses, and (d) average FY2021 monthly residential
sewer utility bill and commercial sewer rates for partner agencies as well as some neighboring
agencies. This comparison information is included in Attachment B.
City of Palo Alto Page 2
The Regional Water Quality Control Plant’s (RWQCP or Plant) existing secondary treatment
process (biological treatment) consists of biotrickling filters followed by an activated sludge
process in four aeration basins where micro-organisms break down pollutants. The two-stage
system has been in operation since 1980 to remove ammonia and other conventional
pollutants and is at the end of its useful life. Upgrades and replacement are needed to reliably
treat the wastewater while removing aging equipment and addressing new requirements for
nitrogen removal.
The San Francisco Regional Water Quality Control Board established
new nutrient regulatory requirements in 2019, limiting the total nitrogen loading discharged
from wastewater treatment plants into San Francisco Bay in 2024. The RWQCP’s current
wastewater treatment system is an aerobic nitrifying process whereby microbes change the
ammonia and organic nitrogen in the wastewater into oxidized nitrogen (nitrate), but the
current system does not remove nitrogen. Too much nitrogen in the plant’s effluent could lead
to harmful algal blooms, which can release toxins to the Bay and result in insufficient dissolved
oxygen in the water to support aquatic life. The State’s regulatory update requires some
nutrient removal prior to discharge into the Bay.
The Secondary Treatment Process Upgrades project design criteria are based on the new
2019 nutrient loading requirements, an anticipated State target of 15 mg/L of total nitrogen,
field inspections, preliminary design evaluations, RWQCP staff recommendations, the
recommendations of the 2018 Secondary Treatment Evaluation Technical Memorandum,
and the 2012 Long Range Facilities Plan (LRFP). Upgrading the secondary treatment
stage to a process that removes harmful nitrogen will be accomplished with anoxic and aerated
zones in existing aeration basins. The project will improve final water quality, ensure the plant
continues to meet effluent discharge permit limits, and allow for ultimate decommissioning of
the aging biotrickling filters and other aging equipment.
The upgraded secondary treatment process was initially proposed to decommission the
biotrickling filters and convert the aeration basins to a Modified Ludzack-Ettinger (MLE)
activated sludge process (or similar process). This process is space-efficient and cost-efficient
and allows all biological treatment to take place within the four aeration basins so that
biotrickling filters can be decommissioned. However, preliminary designs revealed that the MLE
system would have required a second major project in less than ten years to install a fifth
aeration basin because the MLE’s process treatment capacity in four aeration basins would be
exceeded in 2035, with no ability to take one aeration basin out of service for essential
maintenance without violating state rules for effluent discharges. As the preliminary design
work proceeded, it became apparent that a better treatment technology had recently emerged
(i.e., the Membrane Aerated Biofilm Reactor (MABR) process). The MABR process has greater
efficiency, eliminating the need for the future fifth aeration basin as well as allowing essential
maintenance without violating state regulations. The project design scope includes both a
process upgrade to remove nitrogen and replacement of equipment which has exceeded its
design life. The upgrade will allow the RWQCP to meet both the 2019 regulatory requirements
City of Palo Alto Page 3
as well as an anticipated State target of 15 mg/L of total nitrogen. The Request for Proposals
(RFP) for C19171565 was prepared with the best information available at the time of
solicitation for design services. The design contract with BC was approved by Council in October
2018 (CMR ID#9485). Since award, BC has performed field survey work, equipment condition
assessments, process design modeling, preliminary design calculations, equipment sizing, and
prepared plans. It was through this process that the MABR process was found to be superior for
the long run, although the shorter-term design and construction costs are higher than for the
process originally envisioned.
WQCP Capital Program Overview
This project is a key component of the overall investment in the critical infrastructure to
provide wastewater treatment to the City and its partners. The Plant’s core infrastructure was
built in 1972 with tanks, pumps, large pipes, industrial buildings, acquisition of additional land,
and complex mechanical and electrical systems. The 1972 Plant had major capital additions in
1980 and 1988. From 1999 to the present, staff has managed an ongoing $2 to $3 million
annual capital improvement program (CIP) reinvestment in aging infrastructure funded on a
recurring basis through the partner agreements; the recurring capital budget is increased by an
annual inflation index first approved by partner agencies in 1998. Key projects are listed below
with major debt financed/grant funded projects in 1972, 1980, 1984, 1988, 1999, 2009, 2010,
and 2019. Debt service for larger projects financed through loans or bonds is provided through
amendments to the partner agreements. Typical useful life of Plant infrastructure is 30 years for
mechanical and electrical gear with most of the Plant at or beyond its useful life. The capital
program is a critical commitment to reinvestment in aging infrastructure.
Completed Capital Work 1972 – 2020
Project Funding
Expense
(million $)
1972 Regional Water Quality Control Plant Federal Grants/Bonds $11.2
1980 Advanced Wastewater Treatment Facility Federal Grants/Operating $10.3
1984 Dewatering and Cogeneration Project Utility Revenue Bond $1.1
1988 Capacity Expansion Project Utility Revenue Bond $9.7
1984 – 1998 miscellaneous projects (note 1, 2) Recurring Capital Budget $7.8
1999 – 2020 miscellaneous projects (note 1, 3) Recurring Capital Budget $49.7
1999 Sludge Incinerator Rehabilitation Revenue Bond $7.5
2009 Recycled Water Pipeline California SRF Loan $19.4
2010 Ultraviolet Disinfection Facility California SRF Loan $8.6
2019 Sludge Dewatering/Truck Loadout Facility California SRF Loan $29.2
Subtotal $155
Note 1: Per audited financial statements
Note 2: CIP could not exceed 2% of total capital investment of Plant 10/10/68 to 6/30/99
Note 3: Recurring CIP allowance of $1.9 million established in base year FY99; annual CPI
increase of recurring amount increased to $3.3 million in FY21
City of Palo Alto Page 4
Anticipated capital work was detailed in the 2012 Long Range Facilities Plan (LRFP), with
recommended projects expected to cost between $315 to $392 million (2015 dollars). The LRFP
was accepted by the City Council on July 2, 2012 (CMR #2914). Implementation of the LRFP is
managed by a CIP team of staff engineers, support staff, and a program manager (Woodard &
Curran) (see CMR #11612). Near-term project work commenced and is listed below with latest
project costs and status.
Current Capital Work In-Progress
Project Status
Expected
Funding
Expense
(million $)
Primary Sedimentation Tanks
Rehabilitation and Equipment Room
Electrical Upgrade Project
Awarding
Construction SRF Loan $19.4
Outfall Pipeline Rehabilitation 100% Design /
FAA Permitting SRF Loan $11.1
Secondary Treatment Upgrades 30% Design
Complete
SRF Loan /
USEPA Loan $128.5
Technical Services Building Advanced
Planning Revenue Bond $57.0
Advanced Water Purification System Awarding Design Valley Water $20.0
Headworks Facility Budgeted SRF Loan $48.0
Projects in Progress Varies Operating
Capital Budget $9.2
Subtotal $293
The needed Plant infrastructure investment requires both the recurring CIP funding as well as
debt-financed instruments for larger projects. The 10-year financial forecast is shown below.
The 1999 revenue bonds will retire in FY2024. Significant new annual debt service (for the
above listed projects) will commence at various times over the next ten years as new capital
improvements are realized.
City of Palo Alto Page 5
Discussion
Additional design services are required to convert to the MABR process, meet the City’s latest
design standards, and integrate the new design into the existing process through complicated
construction and operation phasing at an operating plant. The amendment includes an
increased contract amount of $1,500,745 and the additional time to perform the work. These
additions are summarized in Items A – F below:
Item A: Additional Structural Engineering. City policy requires new critical
infrastructure to be elevated above sea level rise projections per Palo Alto's Sea
Level Rise (SLR) Adaptation Policy (CMR ID#9576) approved by Council March 18,
2019. New equipment, including a Return Activated Sludge (RAS) Pump Station, an
Electrical Facility, and a Standby Emergency Diesel Power Generator will be
elevated on new concrete pads, complete with access platforms, stairs, and
guardrail. The City’s SLR Policy was adopted after issuance of the original RFP. The
additional engineering fee provides services to address this need.
Item B: Engineering Design for a New Electrical Facility and Standby Generator.
Though it was hoped existing spaces for power distribution equipment could be
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repurposed for low cost, predesign studies indicated the impracticality of installing
new equipment in both the existing Aeration Basin Blower Room and the
biotrickling filter process electrical room. These rooms fail several building code
requirements for new construction. A new Electrical Facility is needed to house
power distribution equipment. This design will include a new electrical load center
to provide unit process power from the Plant’s 12,470-volt power distribution
system. The increased electrical load from the improved treatment process
requires a new, larger, 2-MW Standby Generator to replace the existing 22-year
old 1-MW standby generator, which is also at the end of its useful life. The original
engineering fee did not include services for this electrical design.
Item C: Engineering Design for a New RAS Sludge Pump Station. During
preliminary design, consideration was given to the complexity of trying to operate
the existing Sludge Pumps, while making critical piping tie-ins, and re-routing
process pipe to several new locations. Considerable temporary bypass pump and
piping systems are required for Plant Operations during the construction phase.
Due to increased flow requirements of the new process, the existing RAS Sludge
Pumps are now undersized to meet the flow requirements, and these pumps are
past their useful life and should be replaced. Building a new RAS Sludge Pump
station allows Operations to continue treatment and makes construction feasible
for the contractor, while eliminating the need for the contractor to provide large
temporary bypass pump and piping arrangements. A new RAS Sludge Pump
Station was not originally included in the design contract.
Item D: Process Redesign Effort to Incorporate MABR. After determining that
treatment capacity of the aeration basins will reach their limits in about 2035, BC
conducted a Feasibility Assessment to evaluate if MABR would be a viable
alternative to increase treatment capacity. Preliminary findings and additional
process modeling with MABR equipment determined that biological treatment
could be achieved through 2054 without the need to construct the expensive fifth
aeration basin, thereby saving considerable design and construction costs.
Furthermore, due to the efficient oxygen transfer mechanism of the MABR
equipment, this process improvement is anticipated to consume less blower air
and result in approximately 13% less electrical energy consumption compared to
the energy use associated with the operation of a complex and large fifth aeration
basin. Most importantly, MABR equipment is modular, allowing for phasing future
capital capacity upgrades (after about 2044) only if needed based on pollutant
demands, thereby saving the City significant capital expenses if pollutant loads do
not increase as anticipated.
Staff engineers as well as independent outside consultants (i.e., Woodard & Curran
as CIP program manager) evaluated the scope of work and the cost-effectiveness
of the MABR process equipment through a Feasibility Assessment and the revised
City of Palo Alto Page 7
Treatment Process Basis of Design Technical Memorandum. The MABR equipment
is proprietary, made by a company with a proven track record in developing new
technology to improve wastewater treatment. Staff reviewed performance reports
for new MABR facilities and visited a pilot unit at the Hayward Water Pollution
Control Plant, both of which had good performance results. While MABR
contributes to an increased design and construction cost in the near term, staff
recommends the reliable treatment performance, reduced energy consumption,
and improved life cycle cost for the project with MABR.
The original design contract did not include research into the MABR product,
additional process modeling, developing the Feasibility Assessment, and structural
design for support structures and hoist systems associated with the MABR
equipment.
Item E: Engineering Design Upgrade of the Lift Station. During preliminary design,
it was found that the reconfiguration of the aeration basins has added additional
water headlosses, to the extent that the wastewater cannot flow by gravity from
the upstream process into the aeration basins. Previous planning work assumed
simple replacement of the three existing lift pumps with three new lift pumps for
high wet-weather flows. Upon further review of the Plant’s hydraulics, two
additional pumps are needed to convey the flow, larger discharge pipes are
required, and a different pump and piping configuration is required. Additional
pumps and piping re-design were not originally included in the design contract.
Item F: Miscellaneous Design Effort. New equipment requires new space. The
equipment and piping in an existing activated sludge pump room will be
demolished. The room will be repurposed for new equipment. The process design
is based on some key equipment manufacturer’s components, and BC will provide
specifications and pre-selection of these components through negotiated fixed
pricing guarantees for the installation contractor to prevent undesirable
substitutions. These items were not part of the original design contract.
The MLE process option originally proposed was estimated to cost $35 million in 2017 dollars.
Process modeling of the MLE treatment process found that capacity would be reached in about
2035, only about ten years after the upgraded facility startup. By about 2035, a fifth aeration
basin along Harbor Road would be required (at an estimated cost of $41.5 million in 2020
dollars). While the combined cost of these estimates is $76.5 million, it is important to note
that the 2017 estimate for the MLE process did not include a number of costly additions that
were determined to be necessary as design progressed to 30% on the MABR process, which
include new waste activated sludge pumps, new return activated sludge pumps with a new
elevated pump station structure, and a new electrical facility and standby generator on
elevated structures. These additions would drive the $76.5 million much higher if the earlier
estimate were to be reevaluated.
City of Palo Alto Page 8
The 30% design opinion of the most probable construction cost estimate for the MABR process
project is $97 million in 2020 dollars. That cost includes upgrading the secondary treatment
process with MABR technology, decommissioning the biotrickling filters, replacing many
equipment components, and takes into account the additional temporary construction
measures that will need to be undertaken by the contractor to perform the work, while
maintaining the ability to keep the plant operating. Process intensification, which is adding
more equipment into a smaller footprint to accomplish more treatment, prolongs the structure
and equipment design life, ultimately reducing life cycle capital improvement cost as well as
operating and maintenance expenses. It also eliminates the need for a fifth aerator along
Harbor Road, adjacent to the Baylands Preserve.
Timeline
BC has just completed the 30% design and has been authorized to continue working on
completion of the 60% design. The detailed design will continue upon Council’s approval of this
amendment and is expected to be completed 10 months after Council approval. BC will also
provide engineering services during solicitation, bidding, and construction of the project,
accounting for the need to extend the contract into 2025.
Resource Impact
The revised not-to-exceed contract amount will be $4,424,101 including $4,021,911 for basic
services and $402,191 for additional services. This is a multi-year contract over the course of
design and through the completion of construction. The funding for this amended contract will
be allocated from the Wastewater Treatment Enterprise Fund Capital Improvement Program
Project, WQ-19001, contingent upon funding appropriation approved by the Council as part of
future annual budget cycles. Staff is planning to apply for a State Revolving Fund loan, a USEPA
loan, and possibly pursue a revenue bond as sources of funding for the design contract, and
future construction and construction management contracts. As the design progresses, the
estimated project cost is expected to be adjusted, especially as construction costs become
better defined in the future as the design is more complete. Budget adjustments will be
brought forward to Council through the annual budget approval process.
Because of the City’s budget deficit for FY 2021, COVID-19 shelter-in-place orders, and other
related measures, staff approached BC about a potential reduction in their design fee for this
Contract Amendment. In the spirit of cooperation and sharing the burden, BC agreed to reduce
their fee by about $86,000 on the base services for the Contract Amendment. This amounts to
close to a 6% cost reduction, achieved primarily by removing the hourly labor rate escalation on
the added work expected to occur after 2020. BC did not reduce the scope of work or the
estimated labor hours to complete the contract work. It should also be noted that the proposed
design costs are significantly lower than the common figure of about 10% of estimated
construction costs.
This Contract for professional services permits the City to suspend, in whole or in part, or
City of Palo Alto Page 9
terminate the Contract for convenience (with or without cause) by providing written notice by
the City Manager. In the event the City finds itself facing a challenging budget situation, and it
is determined that City resources need to be refocused elsewhere, the City can terminate for
convenience. Other options include termination due to non-appropriation of funds or
amending the contract to reduce the cost, for example, by reducing the scope of work.
Palo Alto treats the combined wastewater from Palo Alto, Los Altos, Los Altos Hills, Mountain
View, Stanford University, and the East Palo Alto Sanitary District. Palo Alto’s share of this
project is 38.16% and the other five agencies’ share is 61.84%, based on the fixed capacity
established in partners’ agreements. The Secondary Treatment Upgrades Project and the
associated costs were discussed with the partner agencies at a July 23, 2020 and November 12,
2020 Partner’s meeting. Partners understand the project and are not opposed to the project.
Agreements with partner agencies have been amended to cover this design contract cost.
Policy Implications
This recommendation does not represent any change to existing City policies.
Stakeholder Engagement
This project is part of the Plant’s major capital improvement program funded by Palo Alto and
its five additional partner agencies. The five partner agencies are regularly updated about both
the need for and the progress on wastewater treatment capital work. Updates are provided
each year at an annual meeting and at other periodic meetings established to inform partner
agency staff about the major capital improvement program. With respect to Palo Alto itself, the
open meetings on the budget process serve as the main vehicle for engaging the community on
both new projects such as this and associated rate impacts.
Environmental Review
The project is exempt from review under the California Environmental Quality Act (CEQA)
pursuant to CEQA Guidelines Section 15301, subsections (b) and (e)(1), Existing Facilities, as it
involves the repair and maintenance of an existing publicly owned utility used to provide
sewerage treatment services with a minor addition to an existing building and no or negligible
expansion of use.
Attachments:
Attachment A: Contract Amendment B&C Final
Attachment B Partner Capacity, Share, and Rate Comparisons
Vers.: Aug. 5, 2019
Page 1 of 37
AMENDMENT NO.1 TO CONTRACT NO. C19171565
BETWEEN THE CITY OF PALO ALTO AND
BROWN AND CALDWELL
This Amendment No. 1 (this “Amendment”) to Contract No. C19171565 (the “Contract”
as defined below) is entered into as of October 19, 2020 (“Effective Date”), by and between the
CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and BROWN AND
CALDWELL, a California corporation, located at 201 N. Civic Drive, Suite 115, Walnut Creek, CA
94596 (“CONSULTANT”). CITY and CONSULTANT are referred to collectively as the “Parties” in
this Amendment.
R E C I T A L S
A. The Contract (as defined below) was entered by and between the Parties hereto
for the provision of design and engineering services to upgrade its existing two-stage secondary
treatment system at the Regional Water Quality Control Plant (RWQCP) (the “Project”), as
detailed therein.
B. The upgrade to the secondary treatment process was initially proposed to
decommission the biotrickling filters and convert the aeration basins to a Modified Ludzack-
Ettinger (MLE) activated sludge process or similar process. However, as the preliminary design
proceeded, it became apparent that a better treatment technology had recently emerged, the
Membrane Aerated Biofilm Reactor (MABR) process. Additional design services are required to
convert to the MABR process, meet the City’s latest design standards, and integrate the new
design into the existing process through complicated construction and operation phasing at an
operating plant.
C. The Parties now wish to amend the Contract to expand the scope of service to
include additional, unanticipated engineering services related to the Project, extend the time for
performance by 54 weeks (from 210 weeks to 363 weeks), and increase the maximum
compensation by One Million Five Hundred Thousand Seven Hundred Forty-Five ($1,500,745),
from Two Million Nine Hundred Twenty-Three Thousand Three Hundred Fifty-Seven Dollars
($2,923,357) to Four Million Four Hundred Twenty-Four Thousand One Hundred One Dollars
($4,424,101).
NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions
of this Amendment, the Parties agree:
SECTION 1. Definitions. The following definitions shall apply to this Amendment:
a. Contract. The term “Contract” shall mean Contract No. C19171565
between BROWN AND CALDWELL and CITY, dated September 10, 2018.
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b. Other Terms. Capitalized terms used and not defined in this Amendment
shall have the meanings assigned to such terms in the Contract.
SECTION 2. Section 2 “TERM” of the Contract is hereby amended to read as follows:
“The term of this Agreement shall be from the date of its full execution
through September 30, 2025.”
SECTION 3. Section 4 “NOT TO EXCEED COMPENSATION” of the Contract is hereby
amended to read as follows:
“The compensation to be paid to CONSULTANT for performance of the
Services described in Exhibit “A” (“Basic Services”), and reimbursable
expenses, shall not exceed Four Million Twenty-One Thousand Nine
Hundred Eleven Dollars ($4,021,911). CONSULTANT agrees to complete all
Basic Services, including reimbursable expenses, within this amount. In the
event Additional Services are authorized, the total compensation for Basic
Services, Additional Services and reimbursable expenses shall not exceed
Four Million Four Hundred Twenty-Four Thousand One Hundred One
Dollars ($4,424,101). The applicable rates and schedule of payment are set
out at Exhibit “C-1”, entitled “SCHEDULE OF RATES,” which is attached to
and made a part of this Agreement. Any work performed, or expenses
incurred for which payment would result in a total exceeding the
maximum amount of compensation set forth herein shall be at no cost to
the CITY.
“Additional Services, if any, shall be authorized in accordance with and
subject to the provisions of Exhibit “C”. CONSULTANT shall not receive any
compensation for Additional Services performed without the prior written
authorization of CITY. Additional Services shall mean any work that is
determined by CITY to be necessary for the proper completion of the
Project, but which is not included within the Scope of Services described
at Exhibit “A”.”
SECTION 4. The following exhibit(s) to the Contract are hereby amended or added, as
indicated below, to read as set forth in the attachment(s) to this Amendment, which are hereby
incorporated in full into this Amendment and into the Contract by this reference:
a. Exhibit “A” entitled “SCOPE OF SERVICES” (AMENDED, REPLACES
PREVIOUS)
b. Exhibit “B” entitled “SCHEDULE OF PERFORMANCE” (AMENDED, REPLACES
PREVIOUS)
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Page 3 of 37
c. Exhibit “C” entitled “COMPENSATION” (AMENDED, REPLACES PREVIOUS)
d. Exhibit “C-1” entitled “SCHEDULE OF RATES” (AMENDED, REPLACES
PREVIOUS)
SECTION 5. Legal Effect. Except as modified by this Amendment, all other provisions of
the Contract, including any exhibits thereto, shall remain in full force and effect.
SECTION 6. Incorporation of Recitals. The recitals set forth above are terms of this
Amendment and are fully incorporated herein by this reference.
(SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.)
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SIGNATURES OF THE PARTIES
IN WITNESS WHEREOF, the Parties have by their duly authorized representatives
executed this Amendment effective as of the date first above written.
CITY OF PALO ALTO
City Manager or designee
APPROVED AS TO FORM:
City Attorney or designee
(Contract over $25k)
BROWN AND CALDWELL
Officer 1
By:
Name:
Title:
Officer 2 (Required for Corp. or LLC)
By:
Name:
Title:
Attachments:
Exhibit “A” entitled “SCOPE OF SERVICES”, AMENDED, REPLACES PREVIOUS
Exhibit “B” entitled “SCHEDULE OF PERFORMANCE”, AMENDED, REPLACES PREVIOUS
Exhibit “C” entitled “COMPENSATION”, AMENDED, REPLACES PREVIOUS
Exhibit “C-1” entitled “SCHEDULE OF RATES”, AMENDED, REPLACES PREVIOUS
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Jeff Kivett
Vice President
Grace Chow
Vice President
Vers.: Aug. 5, 2019
Page 5 of 37
EXHIBIT “A”
SCOPE OF SERVICES
(AMENDED, REPLACES PREVIOUS)
I. INTRODUCTION, BACKGROUND AND PROJECT DESCRIPTION
The City of Palo Alto Department of Public Works (City) intends to upgrade its existing
two-stage secondary treatment system at the Regional Water Quality Control Plant
(“RWQCP”, or the “Plant”), which consists of fixed film reactors (FFRs) followed by
activated sludge aeration basins. The upgrade will be to a biological nutrient removal
(BNR) process that ensures the capability of meeting NPDES permit requirements during
the entire construction phase, startup, and commissioning. This project will
decommission the aging FFRs and will provide operation and maintenance (O&M)
enhancements upon the upgrade of the entire secondary treatment process, thereby
preparing the City for future, more stringent, regulatory changes.
II. SCOPE OF SERVICES – GENERAL
CONSULTANT shall provide engineering and design services for the completion of the
Secondary Treatment Process Upgrade Project (“Project”). This section describes the
nature and scope of those engineering and design services.
A. CONSULTANT, serving as the Engineer of Record, shall provide engineering
services during all phases of the Project from preliminary design, design, bid
period services, engineering services during construction, and support during
commissioning and start-up.
B. CONSULTANT shall design the system such that it can be constructed without
interruption to the current treatment operations, except as allowed under special
circumstances for piping tie-ins or electrical outages. Pumped by-pass operations
will be required by the City’s construction contractor, to allow the project
construction work to take place while the Plant remains in operation.
C. CONSULTANT shall provide overall coordination of engineering (including civil,
structural, mechanical, electrical, instrumentation and controls, etc.) and other
disciplines required for the successful development of a consolidated set of
detailed design documents consisting of specifications, drawings and opinion of
probable cost that will result in a comprehensive construction bid package. The
main features of scope of design and engineering services for the process
improvements shall include, but not be limited to, the following:
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• Confirmation or update of flow and load projections through 2054, based on
population projections provided by the City.
• Design the BNR process to re-configure the aeration basins for a 3-step feed
process.
• Design the 3-step feed process to incorporate Membrane Aerated Biofilm
Reactor (MABR) equipment, such to intensify the process and increase
capacity to avoid building more infrastructure through 2054.
• Design new Return Activated Sludge (RAS) pumping station with RAS
chlorination capability.
• Design new electrical load center (Secondary Unit Substation) and electrical
building(s) to house new MCCs and VFDs serve secondary treatment process
to replace the existing electrical switchgear which is beyond its useful life.
• Support City through preselection of certain equipment components
(Diffusers, MABR) to be included in the Project.
• Redesign / upgrade standby power systems.
• Redesign / upgrade Intermediate Lift Station (ILS).
• Repurpose existing RAS / WAS Pump Room to demolish the existing RAS
Pumps and add new pulsed bubble aeration blowers and air receiver tanks.
• Add measures to elevate new infrastructure to adapt to sea level rise to
comply with the City’s recently adopted Sea Level Rise Policy.
• Development of the plant’s hydraulic grade line for daily flow conditions and
peak flow conditions with necessary capital equipment to ensure grade line
can be met.
• Review and update the hydraulic profile of the entire RWQCP.
• Assessment of existing blowers to evaluate remaining life and capacity and
design a new blower system to replace the existing.
• Design of new WAS pumps to meet the pumping requirements of the process
modifications.
• Comparative evaluation of different types of baffle walls.
• Comparative evaluation of various types of blowers, air diffusers, and mixer
options.
• Type of carbon addition options and planning for future carbon addition
should it be required.
• Coring and non-destructive testing techniques of the concrete in the existing
aeration basins.
• Recommendations for repair and rehabilitation of the concrete and structural
elements.
• Evaluation of options for phosphorus removal solutions should phosphorus
regulations be implemented.
• Evaluation of operational improvements needed for peak wet weather flows.
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• Replacing or upgrading associated mechanical components including but not
limited to blowers, piping, mud valves, influent and effluent flow control, and
miscellaneous valves and gates.
• Develop specifications and the scope of FFR decommissioning for use by Plant
Operations staff.
• Development of a phasing plan for upgrades associated with schedule of
increasing flows and loads, and target dates for nutrient requirements.
• Development of control strategies.
• Development of construction sequencing requirements.
• Update of Standard Operating Procedures (SOPs) for the O&M Manual for the
new process modifications.
• Technical support of regulatory and financial coordination, as required (e.g.,
technical documents related to BNR efficiency to establish early action credit
for Palo Alto with future RWQCB nutrient watershed permits, SRF loan
application and / or WIFIA application, energy efficiency alternative funding
applications, CEQA+ documents, etc.).
• Determination, through BioWin modeling, if the secondary clarifiers will be
overloaded due to the changes associated with process upgrade and
recommendations for potential improvements, if any, to improve
performance of the four (4) square clarifiers.
• The potential effects on the process from digester return flows, should
digesters be added at some point in the future.
• Wastewater characterization and field testing – development and execution
of a sampling plan, and analysis / evaluation of the data.
• CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) AND CLEAN WATER
STATE REVOLVING FUND (SRF)
CONSULTANT shall assist CITY in documenting the environmental clearance
under the California Environmental Quality Act (CEQA) prior to the
construction phase of this project. The City currently anticipates that the
project will be categorically exempt under CEQA Guidelines Section 15301(b),
Existing Services, as it involves the repair of an existing publicly-owned utility
used to provide sewerage services. Moreover, the construction work planned
for this project is within the RWQCP fence line and is anticipated to have no
significant environmental impacts to habitat or the public.
Prior to the SRF application process, the City of Palo Alto Planning Department,
on behalf of the City of Palo Alto as the lead agency under CEQA, will
determine whether the Project’s CEQA clearance is a categorical exemption or
whether an Initial Study (IS) will be necessary to evaluate any possible
significant impacts. If the City requires preparation of an IS, CITY may authorize
CONSULTANT to prepare the IS and related CEQA documents (i.e., MND or
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EIR), subject to negotiations between the parties on modifications to the scope
of work and schedule for performance, and an amendment to this Agreement.
It is to be noted that CITY requires CONSULTANT to engage a sub-consultant
specializing in preparing CEQA + documentation, to perform the CEQA Cat Ex
or IS / MND related tasks on City projects.
For the construction phase of this project, the City seeks to obtain financing
through the State Water Resources Control Board (SWRCB) CA Clean Water
State Revolving Fund (CCWSRF) or (SRF) Program. In the case of SRF
application, the City will be the lead agency for planning and submitting the
SRF application package -- which includes General, Financial Security,
Technical and Environmental packages – to the SWRCB Division of Finance
Assistance (DFA). If an SRF loan cannot be obtained, the City intends to finance
the project through a revenue bond.
III. PROJECT BASIS OF DESIGN
The basis of design is to upgrade the existing two-stage secondary treatment system to a
BNR process while including provisions for future expansion needs. The design of the
secondary treatment upgrades should meet a target of 15 mg/L for total nitrogen under
2054 flow and load conditions. Designs that can exceed this limit for marginal additional
cost are encouraged. Upgrades are envisioned to be phased to meet regulatory schedule
as well as flow and load needs. Current and projected future flows and loads are presented
in Table 1 below.
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Table 1. Flow and Load Projections
Current (2012-
2017 Average)
2054 Projections
(to be Provided during Preliminary
Design [Task 1])
Flows
Per Capita ADWF, gpcd 18.6
ADWF, mgd 20.2
AAF, mgd 23.2
ADMMF, mgd 81
Loadings
ADW BOD, ppd 49,869
ADW TSS, ppd 45,073
ADW NH3-N, ppd 6,043
MM BOD, ppd 55,666
MM TSS, ppd 51,755
MM NH3-N, ppd 6,527
Concentrations
ADW BOD, mg/L 322
ADW TSS, mg/L 291
ADW NH3-N, mg/L 39.1
MM BOD, mg/L 288
MM TSS, mg/L 268
MM NH3-N, mg/L 33.8
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IV. SCOPE OF SERVICES (BASIC SERVICES BY TASK)
CONSULTANT’s scope of work shall include, but not be limited to, the tasks described in
the following sections. All deliverables including drawings, graphics, schedules, reports
and technical memoranda shall be provided in hard copy and in their original software
version (Excel, Word, AutoCAD, PowerPoint, etc.) and PDF version (if requested by the
City). The City will have ownership rights and rights to use any of the documentation
developed under this Project.
1. Task 1 – Preliminary Design
CONSULTANT shall perform preliminary design activities including the following:
• Kickoff meeting and workshops with RWQCP staff to define the scope of condition
assessment and discuss rehabilitation and improvement options.
• Review available record drawings and documentation including plant’s
maintenance records, Long Range Facility Plan (LRFP) and Facility Condition
Assessment (FCA) Report’s recommendations for structural rehabilitation of
aeration basins and ancillary systems. Assess and quantify needed
repairs/rehabilitation.
• Review LRFP and FCA structural rehabilitation recommendations for aeration
basins. Assess and quantify needed repairs/rehabilitation.
• Conduct visual assessments of all accessible areas
• Conduct a comprehensive field assessment of the aeration basins and supporting
structures/facilities including:
o Mechanical equipment
o Electrical equipment
o Instrumentation and controls
o Yard piping
o All concrete and metal structures associated with:
Aeration Basins
Intermediate Pump Station (IPS)
FFR
• Perform a structural analysis of the pertinent secondary treatment structures to
confirm structural integrity and identify seismic retrofit options that would be
needed.
• Develop a sampling / analysis plan for wastewater characterization, execute the
plan, and provide analysis and recommendations to further refine the design of
the treatment process to meet the future targeted regulatory limitations.
• Prepare a Preliminary Design Report which includes the following content, as a
minimum:
o Results of all field inspections, including estimates of quantities, types, and
costs of rehabilitation and repairs.
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o Evaluation of associated electrical and instrumentation systems and
recommendations for improvements and integration of new equipment.
o Recommendations for repair and rehabilitation of concrete and structural
elements.
o Update hydraulic profile for the entire plant for daily and peak flow
conditions with and without any needed wet-weather flow pump station
in operation.
o Confirm population growth projections and update flow and load
projections through 2054.
o Recommendations to meet a potential nitrogen target of 15 mg/L.
o Hydraulic analysis and evaluation of primary effluent to BNR process (i.e.
upgrade existing IPS or alternative approach).
o Evaluation and recommendation for baffles.
o Evaluation and recommendations for blowers and air diffusers and other
mechanical improvements.
o Evaluation of supplemental carbon addition options.
o Preliminary sequencing of improvements, bypasses, temporary
shutdowns, and other temporary measures needed to keep the plant
operational during the construction.
o Identify and evaluate facilities / equipment / infrastructure that enhance
operational flexibility.
o Overall schedule and phasing approach and notation of any equipment
that requires long lead times.
o 30% drawings set.
30% Design Deliverables:
• Kickoff Meeting
o Meeting Agenda
o Meeting Minutes (draft and final)
• 30% drawings set (provide in PDF and four (4) hardcopies)
• Project Initial Specification List (in CSI 2018 MasterFormat)
• 30% Design (Post Comments) Review Workshop
o Meeting Agenda and sign-in sheet
o Slide Presentation
o Meeting Minutes (draft and final)
• Pre-Design Report
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o Draft Preliminary Design Report with Recommendations – 4 hard copy
sets, 1 electronic set in pdf format and 1 electronic set in MS Word
o Final Preliminary Design Report with Recommendations – 4 hard copy sets,
1 electronic set in pdf format and 1 electronic set in MS Word
• Preliminary Cost Estimate – OPCC accuracy range of +30% / -15% conforming to
the AACE International’s standard for a Class 3 Estimate
• Preliminary Construction Schedule (presented in MS Project)
2. Task 2 – Detailed Design
CONSULTANT shall develop Design Documents (including Plans, Specifications, Schedule,
and Costs) for a MLE activated sludge process and decommissioning of the FFRs. The
design shall be based on the Preliminary Design Report and consultation with RWQCP
staff. CONSULTANT will develop 60%, 90%, and 100% design documents. CONSULTANT
shall conduct design review workshops with Plant staff at the 60% and 90% design stages
to review progress, obtain input, and confirm decisions during the design development.
All design shall go through the proper quality assurance and quality control reviews prior
to issuing to the City for review.
The design shall sequence construction such that Plant performance and operations are
maintained on a continuous basis except as allowed under special circumstances. A
construction sequence shall be established in sufficient detail which meets the RWQCP’s
ability to comply with NPDES discharge permit requirements.
General Coordination - CONSULTANT shall provide for overall coordination of engineering
(including structural, mechanical, electrical, instrumentation and controls, etc.) and other
disciplines required for the successful development of a consolidated set of detailed
design documents that will result in final construction bid document.
2.1 Site Work / Civil Design
CONSULTANT is responsible for collecting all the data and conducting all investigation that
are needed to complete the final design. Survey and review the existing site conditions.
There are multiple underground (UG) utilities such as pipes, electrical conduits, duct
banks and structures at and in the proximity of the site. NAD83 and NAVD88, are the
respective horizontal and vertical control datums used at the RWQCP.
The site is in FEMA Base Flood Zone Elevation (10.5 feet NAVD 1988). CONSULTANT shall
establish the floor elevation at 14.0-ft above sea level. CONSULTANT shall incorporate in
the design any additional pertinent requirements from the City of Palo Alto Sea Level Rise
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Policy. Incorporating the City Sea Level Rise Policy will require the finished floor elevation
of any new structures to be approximately 14.0 feet NAVD88.
2.2 Structural Design
CONSULTANT shall provide a structural design that is in accordance with all jurisdictional
requirements including the 2019 California Building Code. Seismic design requirements
shall apply to the new Electrical Building and / or canopy structure as well as non-
structural components. CONSULTANT shall include field verification of existing
infrastructure for design of proposed structural improvements under this project.
CONSULTANT shall conduct a geotechnical study at the project site to properly
characterize the soils and groundwater conditions, and develop recommendations
including foundation designs. CONSULTANT should anticipate that a pile supported slabs
are required. CONSULTANT shall evaluate if a pile supported slab foundation is the best
option or provide a more suitable solution provided the detailed geotechnical study.
2.3 Process Mechanical Design
The process design is to be performed with a Bio-Win model after performing a
wastewater characterization evaluation be obtaining samples and having them analyzed.
The design is to include equipment and structural modifications to convert the aeration
basins from a complete mix process to a 3-step feed BNR process. Modifications and new
equipment include, but are not limited to:
• Blowers
• Low Pressure Air piping
• Electric and pneumatic valves and gates
• Membrane Aerated Biofilm Reactor (MABR) modules
• RAS Pump Station
• WAS Pumps
• Upgrade of the Intermediate Lift Pump Station (IPS)
• Cutthroat Flumes
• Diffuser System
• Pulsed aeration system
• Re-purposing of the RAS / WAS Pump Room
• Motor Control Center design
• Fire Protection System design for the building(s)
• Medium Voltage and Low Voltage Power Distribution system design
• Instrumentation and Control system design
• Access platforms and stairs for accessing equipment
• Monorail systems
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• Other required ancillary systems or equipment
2.4 Mechanical Design
Mechanical design shall include field verification, process schematics, design, layout of
mechanical equipment and appurtenances, piping, and other related systems. Existing
conditions shall be field verified where possible.
CONSULTANT shall include the development of a performance specification for a
packaged fire sprinkler system for the new Electrical Building, to be purchased and
installed by the City’s Construction Contractor for the Project.
2.5 Electrical, Instrumentation, and Control System
The electrical design shall include the determination of power requirements, cable and
conduit sizing, controls, alarms, and area lighting. Existing conditions shall be field
verified. The new electrical equipment shall be above the flood zone.
CONSULTANT shall develop a design for a new electrical building constructed to house
the new Motor Control Centers. The new electrical building shall comply with City of Palo
Alto Municipal Code and other applicable regulations for fire protection.
CONSULTANT shall design the control system (PLC and SCADA) to integrate with the
RWQCP Process Control Systems Technology Standards (SCADA Standard). The SCADA
modifications shall follow the equipment standards as well as the networking standards
defined in the SCADA Standard and will provide remote screens, local and remote alarms
and data transfer to the RWQCP Administration Building and Main Operations Control
Room located in the Operations Building. Communication Network design to connect the
new PLCs / computer terminals with the existing RWQCP SCADA system shall be
coordinated with RWQCP Technology / SCADA Support Staff to define the connection
point. The new network link is to provide fiber optic communications through a new
patch panel to communicate with the RWQCP SCADA and Radio System. All equipment
located at the Administration and Operations Buildings will be integrated by the contract
control system integrator, with assistance from RWQCP Technology / SCADA support
staff.
CONSULTANT shall propose instrumentation and control equipment that is consistent
with the RWQCP Process Automation Standard and/or is readily available from local
distributors and shall be integrated within City’s existing control system. CONSULTANT
shall propose equipment from manufacturers with at least ten (10) years of experience
with a proven track record in similar environments and duty conditions within the United
States; for package systems, these requirements shall be fulfilled to the extent possible.
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CONSULTANT shall include in the design a new standby emergency generator with an
automatic transfer switch, sized to power the equipment in the Blower Room, RAS / WAS
Pump Room, Equipment Room, and the Operations Building after a power failure.
CONSULTANT shall include process and analytical instrumentation for monitoring and
control over the complete process train. All instruments shall provide a local readout with
a signal output to the PLC and SCADA control screens.
2.6 CEQA and SRF Documentation
Although not currently anticipated, it is possible that an Initial Study/Mitigated Negative
Declaration (“IS/MND”) or other CEQA document will be required to be prepared for this
Project. CONSULTANT shall engage a sub-consultant, specializing in preparing CEQA Plus
documentation to prepare the Categorical Exemption related documents or other CEQA
document (i.e., IS/MND) as directed by the City.
If the City determines that the Project requires an Initial Study, upon request of CITY,
CONSULTANT will propose a scope of services and budget for the CEQA subconsultant’s
effort to perform this task.
In addition, should the Project funding include a State Revolving Fund (SRF) loan,
CONSULTANT through its CEQA subconsultant shall prepare a CEQA document (CatEx or
MND) meeting State requirements to be included as part of the loan application package.
For information purposes, for the construction phase of this project, the City intends to
seek financing through the State Water Resources Control Board (SWRCB) CA Clean Water
State Revolving Fund (CCWSRF) or (SRF) Program. In the case of SRF application, the City
will be the lead agency for planning and submitting the SRF application package -- which
includes General, Financial Security, Technical and Environmental packages – to the
SWRCB Division of Finance Assistance (DFA). If an SRF loan cannot be obtained, the City
intends to finance the project through a revenue bond.
60% Design Deliverables:
• 60% Design (Post Comments) Review Workshop
o Meeting Agenda and sign-in sheet
o Slide Presentation
o Meeting Minutes (draft and final)
• 60% drawings set (provide in PDF and four (4) hardcopies)
• 60% Specification List (in CSI 2018 MasterFormat)
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90% Design Deliverables:
• 90% Design (Post Comments) Review Workshop
o Meeting Agenda and sign-in sheet
o Slide Presentation
o Meeting Minutes (draft and final)
• 90% drawings set (provide in PDF and four (4) hardcopies)
• 90% Specification List (in CSI 2018 MasterFormat)
• Cost Estimate – OPCC accuracy range of +15% / -5% conforming to the AACE
International’s standard for a Class 1 Estimate
• Construction Schedule (presented in MS Project)
100% (FINAL) Design Deliverables:
• 100% drawings set (provide in PDF and four (2) hardcopies)
• 100% Specification List (in CSI 2018 MasterFormat)
• Cost Estimate – OPCC accuracy range of +10% / -5% conforming to the AACE
International’s standard for a Class 1 Estimate
• Final Construction Schedule (presented in MS Project
3. Task 3 – Bid Period Services
CITY will assemble and issue the bid packages for solicitation for a construction
contractor. Assume a 6–month duration between the 100% Design Deliverable to award
of the Construction Contract.
Services during Bidding will include the following:
• CONSULTANT shall assist CITY in preparation of construction bid packages. CITY will
assemble and issue the bid packages. CITY has standard front-end specifications that
will be issued as part of the construction bid package. CONSULTANT will review the
front-end specifications to ensure that there are no conflicts between the front-end
specs and Detailed Design specs.
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• CONSULTANT shall provide responses to Request for Clarification (RFC) from
prospective bidders.
• CONSULTANT shall assist the City with preparation of Project addenda.
• CONSULTANT shall attend and assist the City at the pre-bid conference and the walk
through.
• CONSULTANT shall prepare conformed design package (drawings and specifications)
incorporating information issued as addenda and Responses to RFC during the bid
period.
Task 3 Deliverables:
• Response to Request for Clarifications on Bid Package
• Project Addenda
• Pre-Bid Conference (Agenda and materials, meeting minutes)
• Conformed specifications – 2 hard copies, 1 digital copy in PDF and 1 MS Word
format
• Conformed drawings – 2 hard copies, 1 digital copy in PDF format, and 1 copy in
AutoCAD format
4. Task 4 – Engineering Services during Construction
During construction phase, estimated to take up to 24 months, CONSULTANT shall
provide the following services:
4.1 Submittal Reviews
CONSULTANT shall review submittals from the construction contractor for conformance
with the construction contract documents. CONSULTANT shall review and return the
submittal comments to the City within fourteen (14) calendar days. CONSULTANT has
indicated a total of 275 submittal reviews are anticipated for the project.
4.2 RFI Responses
CONSULTANT will prepare written responses to Requests for Information (RFIs) submitted
by the construction contractor. CONSULTANT shall review, comment, and return the RFI
responses within seven (7) calendar days. CONSULTANT has indicated a total of 375RFIs
and the responses are anticipated for the project.
4.3 Change Order Reviews
CONSULTANT will review and validate the Contract Change Order requests submitted by
the construction contractor for accuracy and correctness, as requested by the City.
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CONSULTANT has indicated a total of 45 change order reviews could be expected for the
project.
4.4 Start-Up Assistance
CONSULTANT shall provide technical support during testing, start-up and commissioning
of the new treatment process. CONSULTANT shall assist the City in monitoring,
documenting, and/or validating any testing required by permitting agencies.
CONSULTANT shall indicate the total number hours for technical field services during
testing and start-up.
4.5 As-Built Review / Record Drawings
CONSULTANT shall review once a month as-built or marked-up drawings and documents
maintained by the City’s construction contractor during construction. Upon construction
completion, CONSULTANT shall prepare consolidated record drawings and submit them
to the City. The record drawings shall consist of annotated contract drawings and
electronic files showing changes in design and construction. CONSULTANT shall provide
two (2) hardcopies (one full size and one half-size), one (1) electronic copy in PDF format,
and one (1) electronic copy in AutoCAD 3D format to the City.
4.6 O&M Manual
CONSULTANT shall update the City’s Operations and Maintenance (O&M) Manual to
reflect the changes to the normal and abnormal modes of operations, equipment
additions, process control descriptions, etc. In addition, CONSULTANT shall update the
City’s Standard Operating Procedures (SOPs) Manual to reflect the changes to the normal
and abnormal modes of operations, equipment and process descriptions and process
control descriptions. CONSULTANT shall provide one (1) hard copy and one (1) electronic
copy in PDF and Microsoft Word formats to the City.
Task 4 Deliverables:
• Submittal review comments
• RFI responses
• Contract change order review comments, as needed
o Record drawings – 1 hard copy (full size and half-size), 1 digital copy in PDF format, 1
copy in AutoCAD format
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• Updated O&M Manual for upgraded facilities - 1 hard copy (full size and half-size), 1
digital copy in PDF format.
5. Task 5 – Project Management
CONSULTANT will provide a competent project manager to supervise and provide
direction to each design team members including sub-consultants. CONSULTANT will
provide necessary administration, project controls, quality assurance and professional
oversight of the project. At the initiation of the Project, CONSULTANT will meet with the
City Project Manager to coordinate work. Project staffing will be maintained at acceptable
levels to keep the project on schedule, ensure continuity of information, and satisfy the
requirements of the CONTRACT.
At minimum, CONSULTANT shall deliver the following to the City Project Manager.
• Prepare a baseline project schedule with milestones, and update monthly
• Conduct monthly progress meetings with the City Project Manager
• Monitor project budget for effort versus progress and keep City Project Manager
informed of the status. Identify and mitigate potential overruns in a timely
manner.
• Submit monthly invoices, including monthly Progress Reports for payment.
• As requested, CONSULTANT will attend the construction progress meetings with
the Contractor during construction phase. Please allow one meeting per month
during the construction phase
5.1 Project Controls
CONSULTANT shall provide all necessary administration, project controls, quality
assurance and professional oversight of the project to ensure that the project remains
on schedule, within budget, ensures continuity of information, and satisfies the
requirements of the CONTRACT. CONSULTANT shall prepare and distribute a Project
Management Plan to include schedule, budget, roles, contracts and procedures.
CONSULTANT shall prepare and submit monthly invoice packages to the City. The City
prefers processing CONSULTANT pay requests that cover one calendar month.
Monthly invoice packages are to include a progress report documenting progress. At
least, the report shall include the progress by each task, the budget status (authorized
amount, current billing, billed to date, previously billed, amount remaining, and
percent spent), outstanding issues, potential changes, project schedule and schedule
impacts. CONSULTANT shall identify and mitigate potential budget overruns.
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CONSULTANT shall prepare, maintain and update project schedule for City’s review and
comments, at least, on a monthly basis. At minimum, CONSULTANT shall perform or
deliver the City Project Manager the following:
• Prepare a baseline project schedule with milestones, and update monthly
• Conduct monthly progress meetings with the City Project Manager
• Monitor project budget for effort versus progress and keep City Project Manager
informed of the status. Identify and mitigate potential overruns in a timely manner.
• Submit monthly invoices, including monthly Progress Reports for payment.
• Conduct team meetings within the consulting firm to review progress, coordinate
evaluations and identify information needs
• Disseminate information to the design team
• Prepare design submittals
• Manage the project budget
• Manage the project schedule
• Manage sub-consultants
• Manage QA / QC team
5.2 Project Meetings
CONSULTANT shall hold an in-person meeting at the initiation of the Project (Kick-Off
Meeting), with the City Project Manager and City staff to discuss overall project
coordination, data collection, and project schedule. CONSULTANT shall provide meeting
attendees with an agenda seven (7) calendar days in advance of the date of the meeting.
BROWN AND CALDWELL shall provide meeting attendees with summary minutes and
electronic copies of any supplemental materials used during the Kick-Off Meeting no later
than fourteen (14) calendar days from the date of the meeting.
CONSULTANT shall conduct design review meetings at the 30%, 60%, and 90% design
points as noted under Tasks 1 and 2 Deliverables. CONSULTANT will provide an agenda
three (3) calendar days in advance of the date of the meeting. CONSULTANT will compile
and distribute informal meeting minutes following Project Progress Meetings no later
than seven (7) calendar days from the date of the meeting.
CONSULTANT shall conduct remote (via phone or web conference services) Project
Progress Meetings with City once a month. The frequency of Project Progress Meetings
can be decreased subject to City approval. CONSULTANT will provide an agenda three (3)
calendar days in advance of the date of the meeting. CONSULTANT will compile and
distribute informal meeting minutes following Project Progress Meetings no later than
seven (7) calendar days from the date of the meeting.
CONSULTANT shall attend in-person Construction Progress Meetings with City once a
month. CONSULTANT will compile and distribute informal meeting minutes following
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Construction Progress Meetings no later than seven (7) calendar days from the date of
the meeting.
CONSULTANT shall also participate in all Project Meetings with City and other parties as
listed under Meetings below. CONSULTANT will provide an agenda three (3) calendar days
in advance of the date of the meeting. CONSULTANT will compile and distribute informal
meeting minutes following Project Progress Meetings no later than seven (7) calendar
days from the date of the meeting.
CONSULTANT shall attend and participate in the following meetings:
• Participate in one (1) Electrical Service (Power Feed) Coordination Meeting
with City’s Electric Utilities Division
• Participate in two (2) meetings with the Palo Alto Fire Department regarding
the sprinkler system design and inspections.
• Participate in an I&C Standards Review Meeting with RWQCP Technology /
SCADA Support Staff
6. Task 6 – Wastewater Characterization
CONSULTANT will develop a test plan and coordinate with the City to conduct 10-days of
wastewater characterization sampling. Sampling results will be used to determine the
composition of the influent COD (e.g., soluble or particulate, biodegradable or
unbiodegradable fractions) and incorporated into the BioWin simulator model to help
determine design aeration demands, mixed liquor suspended solids (MLSS)
concentrations, supplemental carbon dosages for nutrient reduction (if required), and
final effluent quality. This task includes:
• Sampling, 10-days of daily composite and grab samples. BROWN AND CALDWELL will
use results from the previous diurnal sampling event to determine diurnal variations
in loading.
• The City’s influent composite sampler will be used to collect influent samples. Since
the City’s primary effluent sampler is not flow-weighted, CONSULTANT will include a
rented sampler with 12 bottles for primary effluent, so that a flow-weighted daily
sample can be manually composited. Other samples will be grab samples.
• CONSULTANT will provide a test plan and a brief technical memorandum summarizing
the sample locations and coordination issues. A pre-sampling meeting is required to
discuss the draft test plan and finalize it with the City’s input. CONSULTANT will meet
with City Lab staff to review sampling locations, bench space, and coordination with
laboratory activities.
• CONSULTANT will provide two (2) staff on the first day, but only one (1) CONSULTANT
staff will be present on each of the subsequent nine days to grab samples, conduct
filtrations, and prepare samples for pick-up by the contract lab. CONSULTANT will
provide filtration equipment.
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• During each day, one RWQCP staff member will be available to assist CONSULTANT
staff in sample collection, filtration, and preparation of samples by the contract lab.
• CONSULTANT will contract with a contract lab (Caltest) for the sample analyses.
CONSULTANT will coordinate with Caltest for sample logistics and sample bottles.
Table 2 shows the list of samples and type of analyses that are to be included in the
sampling / analyses plan.
• City will provide bench space with power and a sink for CONSULTANT staff use during
the sampling event.
• City will provide the characterization data to CONSULTANT in Excel format. City will
also provide hourly flow rates and pH and temperature data during the sampling
period.
• Results of the sampling / analyses will be incorporated into the Preliminary Design
Report.
Table 2 Summary of Wastewater Characterization Sampling
Sample Analytical Method Composite
Samples Grab Samples[e]
Raw
Influent
Primary
Effluent
Primary
Effluent
Grab
Sample
Thickener
Overflow
Scrubber
Drainage and
Belt Press
Filtrate
Unfiltered
COD SM 5220 B., C., or
D. 10 10 7 7 7
BOD SM 5210 B. 10 10 --- 7 7
TSS SM 2540 D. 10 10 --- 7 7
VSS SM 2540 E. 10 10 --- 7 7
TKN SM 4500-Norg B. or
C. 10 10 --- 7 7
TP SM 4500-P B./C. 10 10 --- 7 7
Alkalinity SM 2320 B 10 10 --- 7 7
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Filtered [b]
sCOD SM 5220 B., C., or
D. 10 10 7 7 7
sBOD SM 5210 B. 10 10 --- --- ---
sTKN SM 4500-Norg B. or
C. 10 --- --- --- ---
sTP SM 4500-P B./C. 10 --- --- --- ---
Filtered [c]
NH3 SM 4500-NH3 C. 10 10 --- 7 7
OP SM 4500-P C. 10 10 --- --- ---
Flocculated/Filtered [d]
ffCOD SM 5220 B., C., or
D. 10 10 7 7 7
Volatile Fatty Acids
VFAs (low
concentration) --- --- --- 7 --- ---
Notes:
[a] – Sampling should be performed during normal Plant operation that represents typical operation.
Samples shown as 10 are collected once per day for 10 days (including weekends). Samples shown as
7 are collected every day for the first 7 days.
[b] - Filtered through 1.2 to 1.5 micron glass fiber filter (the same as those typically used to measure
plant TSS/VSS). Filtration should occur immediately after collection.
[c] - Filtered through 0.45 micron Millipore filter. Filtration should occur immediately after
collection. Prior to filtration, filters should be triple rinsed with DI water.
[d] - Sample preparation per Mamais, D; Jenkins, D; and Pitt, P. "A Rapid Physical-Chemical Method
for the Determination of Readily Biodegradable Soluble COD in Municipal Wastewater", Water
Research, 27(1), pp. 195 - 197, 1993.
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[e] – note time of sample collection and flow at time of sample
collection
III. TIME OF COMPLETION
The project is budgeted for an estimated start date in Q3 2018, with a design duration
timeline of 85 months. CONSULTANT shall propose a timeline for completing this work in
their proposal considering completion of the final design.
It should be noted that should the construction funding be delayed from the funding
sources, the construction of the project could be delayed or temporarily halted, affecting
the engineering services during construction timetable.
END OF SCOPE OF SERVICES
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EXHIBIT “B”
SCHEDULE OF PERFORMANCE
(AMENDED, REPLACES PREVIOUS)
CONSULTANT shall perform the Services so as to complete each milestone within the number of weeks
specified below. The time to complete each milestone may be increased or decreased by mutual written
agreement of the project managers for CONSULTANT and CITY so long as all work is completed within the
term of the Agreement. CONSULTANT shall provide a detailed schedule of work consistent with the
schedule below within 2 weeks of receipt of the notice to proceed (NTP).
Milestones Completion in Weeks Following issuance of NTP
1. Design Re-Start Meeting 02
2. Submit Draft PDR 24
3. Submit 30% Design (Final PDR) 28
4. Submit 60% Design 48
5. Submit 90% Design 60
6. Submit 100% Design (Bid Documents) 78
7. Services During Bidding 130
8. Services During Construction 363
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EXHIBIT “C”
COMPENSATION
(AMENDED, REPLACES PREVIOUS)
CITY agrees to compensate CONSULTANT for professional services performed in
accordance with the terms and conditions of this Agreement, and as set forth in the budget
schedule below. Compensation shall be calculated based on the hourly rate schedule
attached as Exhibit C-1 up to the not to exceed budget amount for each task set forth
below.
CONSULTANT shall perform the tasks and categories of work as outlined and budgeted
below. CITY’s Project Manager may approve in writing the transfer of budget amounts
between any of the tasks or categories listed below provided the total compensation for
Basic Services, including reimbursable expenses, and the total compensation for Additional
Services do not exceed the amounts set forth in Section 4 of this Agreement.
BUDGET SCHEDULE NOT TO EXCEED AMOUNT
Task 1 - (Preliminary Design) $1,259,062
Task 2 - (Final Design) $1,633,642
Task 3 - (Bid Period Services) $85,725
Task 4 - (Eng. Services during Construction) $744,695
Task 5 - (Project Management) $230,709
Task 6 - (Wastewater Characterization) $53,211
Sub-Total Basic Services: $4,007,044
Reimbursable Expenses: $14,867
Total Basic Services & Reimbursable Expenses: $4,021,911
Additional Services (Not to Exceed): $402,191
Maximum Total Compensation: $4,424,101
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REIMBURSABLE EXPENSES
The administrative, overhead, secretarial time or secretarial overtime, word processing,
photocopying, in-house printing, insurance and other ordinary business expenses are
included within the scope of payment for services and are not reimbursable expenses. CITY
shall reimburse CONSULTANT for the following reimbursable expenses at cost. Expenses
for which CONSULTANT shall be reimbursed are:
A. Travel outside the San Francisco Bay area, including transportation and meals, will be
reimbursed at actual cost subject to the City of Palo Alto’s policy for reimbursement of
travel and meal expenses for City of Palo Alto employees.
B. Long distance telephone service charges, cellular phone service charges, facsimile
transmission and postage charges are reimbursable at actual cost.
All requests for payment of expenses shall be accompanied by appropriate backup
information. Any expense anticipated to be more than $1,000.00 shall be approved in
advance by the CITY’s project manager.
ADDITIONAL SERVICES
CONSULTANT shall provide additional services only by advanced, written authorization
from the CITY. CONSULTANT, at CITY’s project manager’s request, shall submit a detailed
written proposal including a description of the scope of services, schedule, level of effort,
and CONSULTANT proposed maximum compensation, including reimbursable expense, for
such services based on the rates set forth in Exhibit C-1. The additional services scope,
schedule and maximum compensation shall be negotiated and agreed to in writing by
CITY’s Project Manager and CONSULTANT prior to commencement of the services.
Payment for additional services is subject to all requirements and restrictions in this
Agreement
Work required because the following conditions are not satisfied or are exceeded shall be
considered as additional services:
Should an Environmental Impact Report (EIR) be required under CEQA, the additional
services fund may be considered for use on this task, depending upon the estimated cost
to perform this service.
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EXHIBIT C-1 SCHEDULE OF RATES
(AMENDED AND REPLACES PREVIOUS)
I. CONSULTANT’s hourly rates for the period prior to the Effective Date of Amendment No. 1 shall be as set forth in Exhibit C-1
attached to the original Contract. The following rates shall apply from the Effective Date of Amendment No. 1.
As of the effective date of Amendment No. 1, the following hourly rates shall continue to apply to the Tasks in the Scope of
Services in Exhibit “A”:
CONSULTANT Brown and Caldwell
Level Engineering Technical/Scientific Administrative 2020 Hourly Rate 2021 Hourly Rate 2022 Hourly Rate 2023 Hourly Rate 2024 Hourly Rate
A Office/Support Services I $77 $80 $82 $85 $87
Word Processor I
B Drafter Trainee Field Service Technician I Office/Support Services II $81 $83 $86 $88 $91
Word Processor II
C Assistant Drafter Field Service Technician II Office/Support Services III $94 $97 $100 $103 $106
Drafter Accountant I
Engineering Aide Word Processor III
D Inspection Aide Field Service Technician III Office/Support Services IV $98 $101 $104 $107 $110
Engineer I
Senior Drafter Geologist/Hydrogeologist I
Senior Illustrator Scientist I Accountant II
E Inspector I Senior Field Service Technician Word Processor IV $105 $108 $111 $115 $118 Engineer II Accountant III
Inspector II Area Business Operations Mgr.
Lead Drafter Geologist/Hydrogeologist II Technical Writer
F Lead Illustrator Scientist II Word Processing Supervisor $128 $132 $136 $140 $144
Engineer III
Inspector III
Senior Designer
Supervising Drafter Geologist/Hydrogeologist III Accountant IV
G Supervising Illustrator Scientist III Administrative Manager $150 $154 $159 $163 $168
Senior Engineer
Principal Designer
Senior Construction Engineer Senior Geologist/Hydrogeologist
H Senior Engineer Senior Scientist Senior Technical Writer $172 $177 $182 $188 $193 Principal Engineer
Principal Construction Engineer
I Supervising Designer $212 $219 $225 $232 $239
Supervising Scientist
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Supervising Engineer Supervising
J Supervising Const. Engineer Geologist/Hydrogeologist Assistant Controller $244 $251 $259 $267 $275
Managing Scientist
K Managing Engineer Managing Geologist/Hydrogeologist Area Business Ops Mgr. IV $288 $296 $305 $314 $324 Chief Engineer Chief Scientist
L Executive Engineer Chief Geologist/Hydrogeologist Corp Marketing Comm. Mgr. $309 $318 $328 $337 $347
M Vice President $309 $318 $328 $337 $347
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II. AMENDMENT NO. 1 – ADDED SERVICES
Notwithstanding Section I above, for the new Tasks added through Amendment No. 1 (which
Tasks are identified below in subsection (a) of this Section, the rates in subsection (b) shall
apply as of the Effective Date of Amendment No. 1. These hourly rates shall be held constant
through the term of the Agreement, without rate escalation, per the price reduction offered
by CONSULTANT in recognition of the City’s FY 2021 budget deficit.
(a) Added Services
CONSULTANT’s scope of work shall include, but not be limited to, the tasks described
below.
• Add new return activated sludge (RAS) pumping station with RAS chlorination
capability
• Add new electrical load center and canopy structure to serve secondary treatment
process and upgrade standby power system
• Add new membrane aerated biofilm reactor (MABR) treatment process coupled
with conversion of the existing activated sludge (AS) system to a step-feed
biological nutrient removal process
• Support City through preselection of certain equipment to be included in the
Project
• Upgrade Intermediate Lift Station (ILS)
• Repurpose existing equipment room
• Add measures to adapt to Sea Level Rise
Task 2A – Detailed Design Elements of Contract Amendment No.1
CONSULTANT shall develop Design Documents (including Plans, Specifications, Schedule,
and Costs) for the following design elements. All design shall go through the proper
quality assurance and quality control reviews prior to issuing to the City for review.
2A.1 RAS Pumping Station Design
The new RAS pumping station is required to achieve the process performance objectives
and improve constructability of the Project. The new RAS pumping station will be
integrated with improvements to the existing RAS pumping station serving Secondary
Clarifiers 5&6 and other elements of the Project. In addition, RAS pumps and some RAS
piping serving Secondary Clarifiers 5&6 will be replaced in the existing structure to
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increase capacity as required for the upgraded treatment process. The new RAS pumping
station will be protected against sea level rise and therefore, it will be designed as a
structure with a raised pad, pre-fabricated canopy with screened sides, and/or other
means to prevent flooding of vulnerable mechanical, electrical, and control systems. The
design will include access stairs and handrail as needed.
The new RAS pumping station will include capability to chlorinate RAS to control sludge
bulking. A new metering pump and piping will be installed at the existing sodium
hypochlorite facility serving the Dual Media Filter (DMF) Facility. The new pump will be
fed from existing storage tanks installed inside an existing spill containment basin.
2A.2 Electrical Load Center & Upgrade Standby Power System
CONSULTANT will design a new unit substation (aka load center) consisting of primary
switch, a close-coupled 12 kV/480 V transformer, primary switch gear, and new Motor
Control Centers (MCCs) that will be located outdoors on a raised pad.
The new Electrical Load Center will be protected against sea level rise and therefore, it
will be designed as a structure with a raised pad, pre-fabricated canopy with screened
sides, and/or other means to prevent flooding of vulnerable electrical and control
systems. The design will include access stairs and handrail as needed.
CONSULTANT to design a new standby generator serving Load Centers 3 and 4 to replace
the existing that is near the end of its useful service life and does not have capacity for
aeration blower and pump loads to be added under the Project. CONSULTANT design to
include an automatic transfer switch. The new standby generator will be in the same
approximate location as the existing generator and will be designed with protection
against sea rise. The capacity of the generator is expected to be approximately 2.0 MW.
The new standby generator system will consist of a single equipment skid with integrated
mechanical, electrical, and fuel systems.
2A.3 MABR Process Addition
CONSULTANT will design an MABR treatment process as an integrated component of the
Project based on the findings of the MABR Feasibility Assessment completed under the
original contract. The MABR process will increase the capacity of the secondary treatment
process to accommodate projected growth in the service area and to achieve the Project’s
nitrogen removal objectives without constructing a fifth aeration tank. The MABR system
will be installed in the existing aeration tanks.
It is expected that implementation of the MABR process will be phased. The first phase,
which will be constructed as part of the Project, will have capacity to process flow and
loading projected in 2044. In the second phase, which will be constructed under a
separate future project, additional MABR equipment will be added to provide estimated
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capacity through at least 2054. The design will include features to facilitate installation of
future MABR equipment and bridge cranes serving the MABR equipment. The design also
includes an additional internal mixed liquor recycle (IMLR) pump in each aeration tank in
the interim period (2 IMLR pumps total per aeration tank).
2A.4 Equipment Pre-Selection
Preselection of MABR equipment, aeration diffusers, and the Intermediate Lift Pumps
with Formed Suction Inlets will be completed jointly by the City and CONSULTANT.
Preselection will be applied only where a single equipment supplier exists or where the
preselected equipment is expected to have lower lifecycle costs compared to the
alternatives. The CONSULTANT will investigate these equipment alternatives and provide
the City with recommendations.
2A.5 Intermediate Lift Station (ILS) Design
CONSULTANT’s review of the Plant’s hydraulics determined that a new lift station is
required to convey the required range of flow rates. CONSULTANT will design a new lift
pump station within the existing structure to meet all Plant flow requirements. Design is
to include pump motor / VFD sizing.
2A.6 Repurpose Equipment Room Design
Re-design the Equipment Room and demolish the existing RAS pumps and piping will be
demolished to allow the room to be used to house new compressors associated with new
large-bubble mixing systems to be installed in anoxic zones in the aeration tanks. This
effort is expected to require construction sequencing entailing temporary installation and
relocation of the new compressors.
CONSULTANT shall include the development of a performance specification for a
packaged fire sprinkler system for the new Electrical Building, to be purchased and
installed by the City’s Construction Contractor for the Project.
2A.7 Sea Level Rise Adaptation Design
To comply with the City’s approved the Sea Level Rise (SLR) Adaptation Policy, adopted
on March 18, 2019, CONSULTANT will address interim SLR conditions before the long-
term adaptation measures are implemented. New facilities included in the Project (RAS
Pump Station, Electrical Load Center and Standby Power Generator) will be designed
based on a flood level elevation of 13.5 ft above the North American Vertical Datum of
1988 (NAVD88). This interim design flood level is three feet higher than the previous
design flood level prescribed by FEMA. Flood protection design measures include raising
new facilities to at least elevation 114.0 ft NAVD88 and installation of flood doors at
existing equipment rooms.
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The site is in FEMA Base Flood Zone Elevation (10.5 feet NAVD 1988). CONSULTANT shall
establish the floor elevation at 14.0-ft above sea level. CONSULTANT shall incorporate in
the design any additional pertinent requirements from the City of Palo Alto Sea Level Rise
Policy. Incorporating the City Sea Level Rise Policy will require the finished floor elevation
of any new structures to be approximately 14.0 feet NAVD88.
(b) Rates for Added Services
Level
Engineering
Technical/Scientific
Administrative
Hourly Rates
for Revision 2
A Office/Support Services I $77
Word Processor I
B Drafter Trainee Field Service Technician I Office/Support Services II $81
Word Processor II
C Assistant Drafter Field Service Technician II Office/Support Services III $94
Drafter Accountant I
Engineering Aide Word Processor III
D Inspection Aide Field Service Technician III Office/Support Services IV $98
Engineer I
Senior Drafter Geologist/Hydrogeologist I
Senior Illustrator Scientist I Accountant II
E Inspector I Senior Field Service Technician Word Processor IV $105
Engineer II Accountant III
Inspector II Area Business Operations Mgr.
Lead Drafter Geologist/Hydrogeologist II Technical Writer
F Lead Illustrator Scientist II Word Processing Supervisor $128
Engineer III
Inspector III
Senior Designer
Supervising Drafter Geologist/Hydrogeologist III Accountant IV
G Supervising Illustrator Scientist III Administrative Manager $150
Senior Engineer
Principal Designer
Senior Construction Engineer Senior Geologist/Hydrogeologist
H Senior Engineer Senior Scientist Senior Technical Writer $172
Principal Engineer
Principal Construction Engineer
I Supervising Designer $212
J
Supervising Engineer
Supervising Const. Engineer
Supervising Scientist
Supervising Geologist/ Hydrogeologist
Assistant Controller
$244
K
Managing Engineer
Managing Scientist
Managing Geologist/Hydrogeologist
Area Business Ops Mgr. IV
$288
L Chief Engineer Executive Engineer Chief Scientist
Chief Geologist/Hydrogeologist
Corp Marketing Comm. Mgr.
$309
M Vice President $309
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III. Subconsultant CE&G
Subconsultant’s hourly rates for the period prior to the Effective Date of Amendment No. 1 are
set forth in Exhibit C-1 attached to the original Contract. The following rates shall apply from
the Effective Date of Amendment No. 1.
Schedule of Charges
2020-2024
1. Professional Services - These are “all-up” rates, and include direct salary cost, overhead, general and administrative costs not separately accounted for, and profit. They shall remain in effect through December 31, 2024. Ongoing work
Personnel 2020 2021 2022 2023 2024 Rates/Units Senior Principal Engineer/Geologist $ 280 $ 290 $ 300 $ 310 $ 320 per hour Principal Engineer/Geologist $ 240 $ 245 $ 250 $ 260 $ 270 per hour Associate Engineer/Geologist $ 215 $ 220 $ 225 $ 230 $ 235 per hour Senior Engineer/Geologist $ 200 $ 205 $ 210 $ 215 $ 220 per hour Project Engineer/Geologist $ 160 $ 165 $ 170 $ 175 $ 180 per hour Staff Engineer/Geologist $ 145 $ 150 $ 155 $ 160 $ 165 per hour Technician (Straight rate prevailing wage) $ 130 $ 135 $ 140 $ 145 $ 150 per hour Senior GIS/CADD Specialist $ 140 $ 145 $ 150 $ 155 $ 160 per hour GIS/CADD Specialist $ 125 $ 130 $ 135 $ 140 $ 145 per hour UAS Manager $ 155 $ 160 $ 165 $ 170 $ 175 per hour Project Assistant $ 95 $ 100 $ 105 $ 110 $ 115 per hour Administration/Clerical $ 85 $ 90 $ 95 $ 100 $ 105 per hour Special Inspector (Straight rate prevailing wage; $ 135 $ 140 $ 145 $ 150 $ 155 per hour Deposition/Court Testimony (minimum 4 hours) $ 400 $ 410 $ 420 $ 435 $ 450 per hour
Field and Laboratory Tests 2020 2021 2022 2023 2024 Rates/Units Concrete Compressive Strength Testing $ 39 $ 41 $ 42 $ 43 $ 44 per cylinder Moisture Content (ASTM D 2216) $ 23 $ 24 $ 24 $ 25 $ 26 per test Moisture & Density (ASTM D 4318) $ 31 $ 32 $ 32 $ 33 $ 34 per test Atterberg Limits (ASTM D 4318) $ 202 $ 208 $ 214 $ 221 $ 228 per test Compaction Curve, 4" mold (ASTM D 1557) $ 257 $ 264 $ 272 $ 281 $ 289 per test Compaction Curve, 6" mold (ASTM D 1557) $ 317 $ 326 $ 336 $ 346 $ 357 per test Wash over #200 Sieve (ASTM D 1140) $ 71 $ 73 $ 75 $ 78 $ 80 per test Sieve Analysis with #200 Wash (ASTM D 422) $ 148 $ 152 $ 157 $ 161 $ 166 per test Sieve & Hydrometer (ASTM D 422) $ 229 $ 236 $ 243 $ 251 $ 258 per test
Reimbursables 2020 2021 2022 2023 2024 Rates/Units Mileage (per allowable federal) $0.58 $ 0.58 $ 0.58 $ 0.58 $ 0.58 per mile Nuclear Gage $ 57 $ 59 $ 60 $ 62 $ 64 per day Inclinometer $ 196 $ 201 $ 208 $ 214 $ 220 per day Vane Shear Device $ 113 $ 116 $ 119 $ 123 $ 127 per day UAS Equipment $ 361 $ 371 $ 382 $ 394 $ 406 per day GNSS Mapping Equipment $ 206 $ 212 $ 219 $ 225 $ 232 per day
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continuing beyond December 31, 2024 will be invoiced at the applicable new year’s rate. 2. Travel Time - Travel time will be charged at regular hourly rates, not to exceed eight (8) hours per day. 3. Expenses - All direct costs will be billed at actual cost unless there is explicit agreement otherwise. Direct costs include:
• Third party services – Fees for subcontracted third party services (including drilling and backhoe services, special consultant fees, permits, special equipment rental, overnight mail or messenger services and other similar project related costs)
• Travel expenses, including airfares, hotel, meals, ground transportation, and miscellaneous expenses.
• Reproduction costs, including photocopy, blueprints, graphics, photo prints or printing.
• Subconsultants - To the extent that it becomes necessary to use subconsultants, Client will be invoiced at
• Accounting - The cost of normal accounting services for invoicing has been considered in the overhead expense which is included in the above hourly rates. Additional requirements for invoice verification, such as copies of time sheets, detailed expense records, and supplemental daily work justification will be billed on an hourly basis.
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IV. Subconsultant Leland Saylor Associates
Subconsultant’s hourly rates for the period prior to the Effective Date of Amendment No. 1 are set
forth in Exhibit C-1 attached to the original Contract. The following rates shall apply from the
Effective Date of Amendment No. 1.
HOURLY BILLING RATES 2020 to 2024
2020 2021 2022 2023 2024
Principal/Director of QA/QC Estimator $ 189.52 $ 195.21 $ 201.06 $ 207.09 $ 213.31
Senior Mechanical Estimator $ 179.22 $ 184.60 $ 190.13 $ 195.84 $ 201.71
Senior Electrical Estimator $ 179.22 $ 184.60 $ 190.13 $ 195.84 $ 201.71
Senior Arch/Struct/Civil Estimator $ 179.22 $ 184.60 $ 190.13 $ 195.84 $ 201.71
Estimator $ 149.00 $ 153.47 $ 158.07 $ 162.82 $ 167.70
Senior Scheduler $ 180.00 $ 185.40 $ 190.96 $ 196.69 $ 202.59
Technical Services $ 111.00 $ 114.33 $ 117.76 $ 121.29 $ 124.93
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V. Subconsultant Scheidegger & Associates (CEQA)
Subconsultant’s hourly rates for the period prior to the Effective Date of Amendment No. 1
are set forth in Exhibit C-1 attached to the original Contract. The following rates shall apply
from the Effective Date of Amendment No. 1.
Hourly Billing Rates for 2020
Team Member Hourly Rate $/hour
Scheidegger & Associates
P. Scheidegger
170
Illustrator 75
Word Processing 60
William Popenuck 115
Environmental Collaborative
J. Martin
165
Archeo-Tec
A. Pastron
175
M. Staley 110
Research Assistant 80
DocuSign Envelope ID: 4E57057C-E03B-4C73-B8A8-593B5AD61452
Certificate Of Completion
Envelope Id: 4E57057CE03B4C73B8A8593B5AD61452 Status: Completed
Subject: Please DocuSign: Amendment No. 1 to Contract C19171565 FINAL 9.16.20.pdf
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Palo Alto , CA 94301
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LOS ALTOS MOUNTAIN VIEW
EAST PALO ALTO
SANITARY DISTRICT STANFORD LOS ALTOS HILLS PALO ALTO
3.80 15.10 3.06 2.11 0.63 15.30
LOS ALTOS MOUNTAIN VIEW
EAST PALO ALTO
SANITARY DISTRICT STANFORD LOS ALTOS HILLS PALO ALTO
9.47% 37.89%7.64%5.26% 1.58%38.16%
FISCAL YEAR LOS ALTOS MOUNTAIN VIEW EAST PALO ALTO
SANITARY DISTRICT STANFORD LOS ALTOS HILLS PALO ALTO
FY2020 10.84% 41.63%6.34%4.61% 2.01%34.57%
FY2019 9.90% 39.46%6.78%6.18% 1.76%35.92%
FY2018 10.40% 38.11%7.16%7.03% 1.93%35.37%
FY2017 9.83% 38.71%6.95%6.75% 1.56%36.20%
FY2016 10.03% 38.45%6.68%7.00% 1.51%36.33%
FY2015 10.30% 39.24%6.22%6.85% 1.41%35.98%
FY2014 10.38% 38.75%6.24%6.31% 1.41%36.91%
FY2013 9.86% 38.14%6.41%6.14% 1.28%38.18%
FY2012 9.41% 36.79%6.42%6.13% 1.17%40.08%
FY2011 10.35% 35.71%6.80%6.80% 1.14%39.21%
FY2010 10.86% 36.76%6.47%6.27% 1.16%38.48%
FY2009 11.72% 37.21%7.15%5.99% 1.15%36.78%
FY2008 11.55% 37.84%7.18%5.98% 1.20%36.25%
FY2007 10.78% 38.99%7.38%5.81% 1.05%35.99%
FY2006 10.62% 38.96%7.83%5.75% 0.98%35.86%
FY2005 11.90% 37.17%7.72%5.52% 1.06%36.63%
FY2004 12.96% 37.43%7.55%5.35% 0.94%35.77%
FY2003 13.32% 37.01%7.17%5.57% 0.93%36.00%
FY2002 12.79% 36.63%7.47%5.20% 0.91%37.00%
FY2001 11.98% 39.77%6.89%5.20% 0.83%35.33%
FY2000 11.92% 39.09%6.86%5.34% 0.80%35.99%
FY1999 11.99% 39.67%6.80%4.85% 0.77%35.92%
FY1998 11.87% 39.40%7.17%3.92% 0.73%36.91%
FY1997 11.95% 40.87%6.97%4.02% 0.74%35.45%
FY1996 11.54% 40.93%7.12%4.01% 0.76%35.64%
FY1995 11.45% 40.68%6.91%4.79% 0.79%35.38%
FIXED CAPACITY SHARE OF CAPITAL ASSETS FOR DEBT SERVICE SHARE
ATTACHMENT B - PARTNER CAPACITY, SHARE, AND RATE COMPARISONS
MILLION GALLONS PER DAY
MAXIMUM FLOW CAPACITY RIGHTS EXPRESSED IN ANNUAL AVERAGE FLOW
PARTNERS' CONTRIBUTING SHARE OF WASTEWATER TREATMENT FUND OPERATING BUDGET
ATTACHMENT B - PARTNER CAPACITY, SHARE, AND RATE COMPARISONS
AGENCY LOS ALTOS1 MOUNTAIN VIEW
EAST PALO ALTO
SANITARY DISTRICT STANFORD LOS ALTOS HILLS PALO ALTO
41.15$ 42.90$ 50.00$ N/A 129.17$ 41.37$
SAN JOSE SANTA CLARA MILPITAS SUNNYVALE
CUPERTINO
SANITARY DISTRICT
41.64$ 44.53$ 55.54$ 53.38$ 53.24$
LOS ALTOS1 MOUNTAIN VIEW
EAST PALO ALTO
SANITARY DISTRICT STANFORD LOS ALTOS HILLS2 PALO ALTO
2.28$ 5.63$ 4.9022$ N/A $10.59 7.97$
SAN JOSE SANTA CLARA MILPITAS SUNNYVALE
3
CUPERTINO
SANITARY
DISTRICT4
4.27$ 5.29$ 5.67$ 5.67$ 4.36$
Notes:
1 $283.99/year base charge in addition to water usage charge
2 $1550 annual rate per 300 gallons/day
3 standard strength commercial
4 $7.69 monthly fee in addition to water use fee
5 minimum monthly charge not included; rates do not cover all types of commercial acitivity for clarity
COMMERCIAL SEWER UTILITY RATES: FISCAL YEAR 20215
$ / HUNDRED CUBIC FOOT (HCF) WATER USE (NOTE: 1 HCF = 748 GALLONS) U.O.N.
Note 1: Los Altos fee is approximated as follows: [$283.99/year base charge + $2.28/unit * average of 92 units/year for single
family residential] / 12 months = appx. $41.15/month
MONTHLY RESIDENTIAL SEWER UTILITY BILL: FISCAL YEAR 2021