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HomeMy WebLinkAbout1997-05-05 City Council (15)City of Palo Alto C ty Manager’s Report 7 TO:HONORABLE CITY COUNCIL FROM:CITY MANAGER DEPARTMENT:UTILITIES AGENDA DATE: MAY 5, 1997 CMR:221:97 SUBJECT:Amendment No. 1 to Consultant Agreement,No. C7085061 with Kennedy/Jenks Consultants, for design of Amarillo Avenue and Embarcadero Way Relief Sewer Project and Preliminary Right- of-Way Work for CEQA Documentation REQUEST This report requests Council approval of three recommendations related to the Amarillo Avenue and Embarcadero Way Relief Sewer Project. RECOMMENDATIONS Staff recommends that Council: Approve and authorize the Mayor to execute the attached Amendment No. 1 to Consultant Agreement No. C7085061 with Kennedy/Jenks Consultants, Inc. In the amount of $13,155. This amendment adds surveying services and review of the 1988 Wastewater Collection System Master Plan relhted to the design of the Amarillo Avenue and Embarcadero Way Relief Sewer Project. Authorize staffto proceed with preliminary right-o/f-way discussions on private property for rights-of-entry, perform surveys to prepare easement descriptions, and perform some Geotechnical investigations in public rights-of-way and in existing easements on private property to ensure the viability of the project route for California Environmental Quality act (CEQA) documentation.. 3.Support staff’s recommendation on CEQA documentation for the project. CMR:221:97 Page 1 of 4 POLICY IMPLICATIONS The approval of this amendment and staff direction are consistent with existing policies. EXECUTIVE SUMMARY In 1988, Camp Dresser &McKee completed the Master Plan of the Wastewater Collection System (Master Plan) for Palo Alto’s entire sanitary sewer collection system. The Master Plan indicated certain trunk main facilities were in need of capacity relief to carry peak wastewater flows and recommended improvements to correct these collection system deficiencies. One of the recommended major capacity relief projects in the Master Plan is a capacity relief sewer construction project that crosses US 101 at Amarillo Avenue and ties in to a manhole riear Embarcadero Way. This major trunk main is located in the central part of the City’s collection system and conveys more than 50 percent of the City’s wastewater flow to the Regional Water Quality Control Plant. On September 30, 1996, Council approved a consultant agreement with Kennedy/Jenks Consultants, Inc. In the amount of $301,000 for the design of the Amarillo Avenue and Embarcadero Way Relief Sewer Project (CMR:410:96). The agreement with Kennedy/Jenks did not include surveying services to support acquisition of temporary construction and permanent easements because the most probable relief sewer route had not yet been defined. Kennedy/Jenks proposes to provide the City with plats and descriptions for these easements through their subconsultant, Sandis Humber Jones. While the plats and easement descriptions are being prepared, staff will begin preliminary negotiations with property owners for rights of entry to perform site Geotechnical investigations and surveys, and define the necessary project construction and permanent easements. Kennedy/Jenks and staff (Utilities, Public Works, Parks and Open Space and Planning) have studied the relief sewer project alignment constraints and the key project construction issues to determine the most likely relief Sewer route. The staff committee reviewed many project routes and narrowed the group down to three possible route options. Staffperformed a more in-depth study on each remaining route and determined the route shown in Attachment A would be the least disruptive to the community, provide the city with a maintainable gravity relief sewer and would have minimal environmental impacts to mitigate. The relief sewer will be installed using micro tunneling technology, which results in minimal surface disruption. This ~technology involves the excavation of construction pits from which the pipeline is installed beneath the ground surface. The CMR:221:97 Page 2 of 4 construction pits are used to launch and retrieve the micro tunneling equipment. These pits vary in size with the depth, diameter and soil conditions surrounding the pipe being installed. Unlike traditional open trench pipeline construction methods, which can involve substantial surface disruption and related traffic flow problems, the only surface disruption with micro tunneling is the creation of the construction pits. As shown in Attachment A, the relief sewer will pass underneath the Baylands Preserve. Micro tunneling technology allows the pipeline to be installed in this area without any surface disruption. In order to proceed with the final design and implementation of the recommended relief sewer route, several steps need to occur. Council authorization of these steps is requested. First, the preliminary negotiations for temporary construction and permanent easements is required for the project route. This work involves surveying, preparing easement descriptions, easement cost estimates. Second, a Geotechnical investigation for the project will be performed. This investigation will require soil borings, which may involve right-of-entry requests to property owners. Third, CEQA documentation will be prepared for the project. Although the relief sewer project was granted a Categorical Exemption in the 1996-98 budget (as part of the City’s approval of the Capital Improvement Program), Planning staff recommends that an Initial Study/Negative Declaration be prepared for the project. The Initial Study/Negative Declaration work will be performed by Kennedy/Jenks’ subconsultant, CH2MHILL. Staff is requesting Council authorization to proceed with these steps at this time. NEXT STEPS Staff anticipates returning to Council in July. 1997, to ask Council to approve the proposed relief sewer route and for authorization of funds to acquire the necessary easements for the project. Also at the July Council meeting, staff will ask Council to certify the CEQA Initial. Study/Negative Declaration. The Initial Study/Negative Declaration will have completed its 30-day public review period by this time. After Council takes these actions, Kennedy/Jenks will begin the final design of the relief sewer. FISCAL IMPACT Funds for this project are included in the FY 1996-97 Capital Improvement Program budget for Wastewater Collection System Rehabilitation/Augmentation (9173). CMR:221:97 Page 3 of 4 ENVIRONMENTAL ASSESSMENT As discussed above, an Initial Study/Negative Declaration will be prepared for this project. ATTACHMENTS Attachment A: Project Location Map Attachment B: Amendment to Agreement PREPARED BY: EDWARD WU, ROGER CWIAK and LARRY STARR DEPARTMENT HAD APPROVAL: Director of Utilities CITY MANAGER APPROVAL: Assistant City Manager CMR:221:97 Page 4 of 4 AMENDMENT NO. ONE TO CONTRACT NO. C7085061 BETWEEN T~E CITY OF PALO ALTO AND KENNEDY/JENKS CONSULTANTS, INC. This Amendment No. One to Contract No . C7085061 ("Contract") is entered into , by and between the CITY OF PALO ALTO, a chartered city and a municipal corporation of the State of California ("CITY"), and KENNEDY/JENKS CONSULTANTS, INC.,. a California corporation, located at 2191 East BayShore Road, Suite 200, Palo Alto, CA 94303 ("CONSULTANT"). i RECITALS: WHEREAS, the Contract was entered into b~tween the par~ies for the provision of professional services; and WHEREAS, the parties wish to amend the Contract; NOW, THEREFORE,in consideration of the covenants, terms, conditions, and provisions of this Amendment, the parties agree: SECTION I. Section 6.1 is hereby amended to read as follows: "In Consideration for the full.performance of the Basic Services and reimbursable ~expenses described in Section 4.1 of this Agreement, CITY agrees to pay CONSULTANT a fee not to exceed $314,155 as established in Exhibit "A". The amount of. CONSULTANT’s compensation shall be calculated as set forth in Exhibit "B", Schedule of Charges, attached hereto, on a time and materials basis, up to the maximum amount set forth in this paragraph 6.1. The full payment of charges for extra work or changes, or both, in the execution of the Project will be made, provided such request for payment is initiated by CONSULTANT and authorized, in. writing, by the project manager. Payment. will be made within thirty (30) days Of submission by CONSULTANT of a statement~ in triplicate, of itemized costs covering such work or changes, or both~ Prior to commencing such extra work or changes, or both, the parties will agree upon an estimated maximum cost for such extra work or changes.~ CONSULTANT will not be paid for extra.work or changes, including, without limitation, any design work or change order preparation, which 970410 ~yn 007 ! 177 1 is made necessary on ac.count of CONSULTANT’s errors, omissions, or.oversights." : ~u~. The following exhibits to the C~ntract are hereby amended to read as set forth in the attachment to this Amendment, which is incorporated in full by this reference: a. EXHIBIT "A" entitled "SCOPE OF SERVICES".: B.¯EXHIBIT "B" entitled "PROPOSED BUDGET FOR AMARILLO .AVENUE AND EMBARCADERO WAY RELIEF SE~ER PROJECT CITY OF PALO ALTO" SECTION 3 Except as herein modified, iall other provisions of the Contract, including any exhibits and~subsequent amendments thereto, shall remain in full force and effect. IN WITNESS WHEREOF, the parties have by hheir duly authorized representatives executed this Amendment o~ the date first above written. ATTEST:CITY OF PALO ALTO City Clerk APPROVED AS TO FORM: Senior Asst. City Attorney APPROVEDi Mayor Ta~ayer I.~. No.~ 94’°-2~147007 City Manager Director of Utilities Acting Director of Administrative Services Risk ~anager At tachment: EXHIBIT "A" : EXHIBIT "B" : "SCOPEOF SERVICES" "PROPOSED BUDGET FOR AMARILLO AVENUE AND EMBARCADERO WAY RELIEF SEWER PROJECT CITY OF PALO ALTO" 970410 syn 0071177 2 CERTIFICATE ’OF ACKNOWLEDGMENT (Civil Code § 1189) On ’~~~~~, before me, the undersigned, a nota..~r[ public. ~n a~’ for said County, personaliy ~appeared, personally know~- to me (or proved .to me on thel basis of satisfactory evidence) to be the person(s)whose ham((s) is/are subscribed to the within instrument, and acknowledged to me that he/she/they executed the same in his/her/~heir authorized capacity(ies), and that by his/her/their signature s) on the inst~ent the person(s), or the entity upon behalf o~~ which the person(s) acted, executed the instr~ent. WITNESS my hand and official seal. Notan/Public -- CaliforniaSANTA CLARA COUNIY My Comm. Ex:plres APR 10. 1999 0071 EXHIBIT A - SCOPE OF SERVICES Amarillo Avenue and Embarcadero Way Relief Sewer Project The Consultant shall provide engineering services to design, develop construction drawings, ~ specifications, and a construction cost estimate for the Amarillo Avenue and Embarcadero Way P, elief Sewer Project. CONSULTANT SERVICES The Consultant’s services shall include evaluating the criteria used as a part of the City’s 1989 master planning effort, comparing this criteria to the existing conditions, designing a relief sewer and preparing construction documents for the installation of the relief sewer. The Consultant’s basic services shall include the tasks outlined below. ° Wl, Workshop No. 1 The Consultant shall organize and conduct the first workshop with City personnel to establish project goals and schedules, identify roles and responsibilities, and discuss the CEQA and public outreach programs. . Task 1 - Evaluation of Design Criteria The Consultant shall evaluate the design criteria used in the 1989 Master Plan Study, compar.e the design flows with flow records, and verify the need and/or diameter for the relief sewer. This task shall also include the adjustment of the hydraulic model (SNAP) to reflect the current existing conditions and then the running of the model to verify the 1989 master flow recommendations. The work in t-his task shall be presented to the City in a letter report. W2 - Workshop NO. 2 The Consultant shall organize and conduct a second workshop with City personnel to review the design criteria, develop project alternative evaluation criteria, assign weighting factors, and develop project alternatives. Task 2 - Data Acquisition The Consultant shall obtain the data. necessary for the analysis of some of the key project issues. Included in this data shall be record information on the construction of the existing .¸ sewer, easement information on the existing sewer, and existing utility location information. Topographic survey information and geotechnical information shall also be obtained for the most likely relief sewer alignment. This alignment shall be reviewed with the City Staff.prior to commencing the Work. Should an alternate alignment be selected at a later date, obtaining additional survey and geotechnical information shall be considered as additional services. P1 o Public Meeting No. 1 The Consultant shall organize and conduct the first public meeting with City personnel, interested groups, and the public to present the general description of the relief sewer project. Task 3 - Detailed Analysis of Key Issues The Consultant shall utilize the information collected in Task 2 to perform an engineering analysis of the options for constructing the relief sewer. The areas for which various options shall be evaluated shall include: pipeline alignment, construction methods, materials of construction, construction scheduling, environmental concerns, and environmental issues. The factors utilized in the evaluation of selected options shall include Task 2 data, physical constraints, geotechnical information, permitting requirements, economics, and weather. The work in this task shall be summarized in a letter report to the City. W3- Workshop No. 3 The Consultant shall organize and conduct a-third workshop with City personnel to present the results of the evaluation of the options, to select the preferred project, and to initiate the CEQA process. P2- Public Meeting No. 2 The Consultant shall organize and conduct a second public meeting with City personnel, interested groups, and the public to present the description of the preferred relief sewer project. Additional public meetings and public appearances shall be considered as additional services. 9.Task 4 - Assessment of Permits The Consultant shall determine which permits and easements are needed, their specific requirements: and the appropriate contact person within the granting agency. The Consultant shall assist the City in applying for and obtaining these permits. This work shall include completing applications from local, state, and federal agencies with permitting authority over work in the project site locality. 10. 11.. Task 5 - Preparation of Design Documents The Consultant shall prepare Contract Documents including Plans, Profiles, Details, .and Specifications for the bidding and construction of the relief sewer project. The documents shall be submitted for review and. comment by the City at the 50%.and 90% completion points. This task work shall also included the preparation of a project construction cost estimate and assistance to the City in the prequalification of specialty tunneling construction contractors. The City shall provide the document reproduction for this project. Task6 - Bid Support The Consultant shall provide engineering support to the City during the bidding process for the construction of the relief sewer project. The engineering support during bidding shall include the recording of questions by bidders, the preparation ofaddendums as required, attending a pre-bid conference and job walk with the City and bidders, and the evaluation of the bids. ~ 12. 13. 14. Task 7 - Support During Construction (Pending Consultant Services) The Consultant shall provide engineering support services during construction. These services shall include attending a pre-construction meeting, construction observation and site meetings, submittal reviews, change order and contract clarification preparation, final inspection and recommendation, and record drawing preparation. Task 8 - Review Sewer Master Plan Update The City will prepare a separate agreement with our subconsultant, Talavera and Richardson to complete a limited update of the City’s Sewer System Master Plan. The work to be completed for this tasl~ is for Kennedy/Jenks to review the Sewer System Master Plan update and to work With Talaveraand Richardson to provide an updated master plan that meets the overall objectives of the Amarillo Avenue and Embarcadero Way Relief Sewer Project. We have estimated that 32 hours of engineering and 2 hours of administrative staff‘time will be required.to complete this task for a total cost of $4,416. Task 9 - Right-of-Way Support Services Our surveying subco’nsultant, Sandis Humber Jones, has prepared a proposal to provide the plats and descriptions for the new sewer line and the temporary construction easements along Alignment Option B for the Amarillo Avenue and Embarcadero Way Relief Sewer Project. They have estimated that seven (7) plats and descriptions will be required for this effort based upon the alignment for option B and their knowledge of the property ownership along the alignment. They have assumed that the City ofPalo Alto’s Real Estate Department will perform the title searches and other activities related to the right-of-way acquisition process. Our s~bconsultant has estimated a cost of.$5,500 to complete their scope of work. A copy of the Sandis Humber Jones proposal is attached to this letter for your reference. Kennedy/Jenks Consultants will manage their work as part of our existing contract with the City. However; we have included 32 hours of engineering and 8 hours of designer/CAD time to support the City’s Right-of-Way staff during the easement acquisition process. The total cost for engineering labor, subconsultant costs, and markup for Task 9 is $8,739.. ADDITIONAL CONSULTANT SERVICES The Consultant may be required to perform additional services. Additional services shall be performed only upon written authorization from the City. Payment for the additional services. shall be time and expense based on the schedule of charges. The maximum limit for each’ additional task shall be negotiated and agreed upon prior to providing the service. Consultant shall provide a schedule of charges with the fee information. PENDING CONSULTANT SERVICES Upon completion of the design documents, staff will review the design and negotiate with the Consultant the level of support needed during construction. The detailed Consultant services for this task will be developed at such time. As a minimum, the services shall include those listed in. Task 7. WORK NOT INCLUDED IN SCOPE This includes title searches and the negotiation and acquisition of the easements.. Exhibit B Proposed Budget for Amarillo Avenue and Embarcadero Way Relief Sewer Project City of Palo Alto A B C D E F G H I .j K L. M N Task Cost W1 - Workshop No. 1 Task 1 - Evaluation of Design Criteria1 W2 - Workshop No. 2 Task 2 - Data Acquisition P1 - Public Meeting No. 1 Task 3 .- Detailed Analysis of Key Issues W3 - Workshop No. 3 P2 - Public Meeting No. 2 Task 4 - Assessment of Permits $ 5,000.00 $16,000.00 $10,000.00 $ 7O,0O0.OO $ .6,000.00 $ 55,000.00 $15,000.00 $ 7,000..00 $ 7,000.00 Task Task Task Task Task Total 5 - Preparation of Design Documents 6 - Bid Support 7 - Support During Construction 8 - Review Sewer Master Plan Update 9 - Right-of-Way Support Services $100,000.00 $10~000.00 (a) $ 4,416.00 $-8,739.00 $314,155.00 Cost of Task 1 increased $11,000 for System Modeling The cost of this task will be dependent on the project that is ultimately designed as well as the type of construction support services requested by the City. The cost for this task can be negotiated following Task 5: C.cmttol EMBARCADERO VY Alternative Routes Evaluated But Not Recommended By Staff For Further Consideration Bore Pit Locations Recommended Relief Sewer Marsh City Palo Alto / . // ////Emily Renzel Marsh FREEWAY US 101 Greet Park L Amarillo Ave. and Embarcadero Way Relief Sewer Project (9173) CIP ~ 37770, Attachment A - Project Location Map