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HomeMy WebLinkAbout1996-04-02 City Council (4)City of Palo Alto City Manager’s Report TO:HONORABLE CITY COUNCIL ATTENTION:FINANCE COMMITTEE FROM:CITY MANAGER DEPARTMENT: Public Works AGENDA DATE: April 2, 1996 CMR:207:96 SUBJECT:Approval of Scope of Work for Consultant to Design Storm Drainage Improvement Projects for the Barron Park Neighborhood REQUEST In July 1994, the Finance Committee selected the Barron Park Drainage Improvements project for review of the scope of consultant services. Staff requests Committee approval for the scope of work prior to issuance of a Request for Proposals. RECOMMENDATION Staff recommends that the Finance Committee approve the attached scope of work for a consultant to design a project to improve storm drainage in the Barron Park neighborhood. Although the consultant will also design improvements to correct chronic ponding areas and repair or rehabilitate deteriorated drainage system components in various other City neighborhoods, the scope of work for these elements is not included in the recommendation as it was not selected for review by the Finance Committee. POLICY IMPLICATIONS Approval of this action does not represent a change to existing City policy. EXECUTIVE SUMMARY Staff has prepared a draft scope of work for a consultant to design a project to improve storm drainage in the Barron Park neighborhood (Attachment 1). The scope includes the design of two new trunk storm drain lines serving the neighborhood (see map, Attachment 2). The project will also include the installation of local collector pipelines draining to the trunk lines, manholes, catch basins, and gutters to form a complete drainage system. Gutters will be located and constructed in accordance with the 1993 Barron Park Drainage and Street Design Guidelines. One trunk line will improve drainage in the southwestern section of the neighborhood including Maybell Avenue, Georgia Avenue, and Orme Street. The second line CMR:207:96 Page 1 of 3 will serve northeastern Barron Park including La Donna Street, Kendall Avenue, and Whitsell Street. These improvements were assigned a high priority in the 1993 Storm Drain Master Plan and fall into the "Category B" classification. As defined by Council, "Category B" includes construction of new or improved drainage facilities in areas which are substandard compared with the rest of the City. The scope of work also includes design for the repair or replacement of deteriorated storm drain pipelines and catch basins in Barron Park (see map, Attachment 2). This element of the project is classified as "Category A" work, rehabilitation of existing storm drain infrastructure. Staff and the consultant will also work together with neighborhood representatives to identify and document other local drainage problems in Barron Park. Staff will attempt to incorporate solutions to other identified local drainage problems into the project, while both keeping within the project budget constraints and continuing to respect the character of the neighborhood. Emphasis will be on simple, cost-effective improvements such as adding or reconstructing catch basins, installing short sections of small diameter pipeline, or constructing gutters to correct drainage deficiencies. Staff and the consultant will work with the neighborhood to identify future mechanisms to address any potential remaining drainage problems that cannot be corrected as part of this project. The consultant scope of work contains the following major tasks: Review recommendations of 1993 Storm Drain Master Plan and Condition Assessment studies and the Barron Park Drainage and Street Design Guidelines as they apply to the specific improvements to be designed. Perform an environmental assessment for the drainage improvements to be made in Barron Park. Assist staff with obtaining regulatory agency approvals and permits. o Assist staff in holding meetings with residents of the Barron Park neighborhood to describe the proposed trunk line drainage improvements and system rehabilitation, solicit input on identifying other local drainage problems, and develop a plan for addressing the local problems. Prepare construction documents (drawings, specifications, and estimate) for the proposed drainage improvements for the Barron Park Neighborhood. The scope of work also includes a provision for the consultant to provide construction administration and inspection services, if elected by the City at a later date. CMR:207:96 Page 2 of 3 FISCAL IMPACT Funds for the design of the storm drainage improvement project described in this report are available in the Storm Drainage Collection System Improvements CIP. ENVIRONMENTAL ASSESSMENT In the 1995-2000 CIP budget document, staff indicated that some projects included within the Storm Drainage Collection System Improvements CIP would require environmental assessment as part of project design. A formal evaluation of the environmental impacts of the drainage improvements for the Barron Park neighborhood is included in the proposed consultant scope of work. ATTACHMENTS 1 -Draft consultant scope of work for design of Barron Park storm drain improvements 2 -Map of Barron Park storm drain improvements PREPARED BY: George Bagdon, Assistant Director of Public Works DEPARTMENT HEAD REVIEW: CITY MANAGER APPROVAL: S. ROBERTS Director of Public Works cc: Will Beckett, Barron Park Association CMR:207:96 Page 3 of 3 Attachment 1 SCOPE OF WORK FOR BARRON PARK STORM DRAIN IMPROVEMENTS A Storm Drain Master Plan was prepared by CH2M Hill in December 1993 to identify capacity improvements to the storm drain system for areas of the City where the current system is deficient or non-existent. The Master Plan is based upon a computerized hydraulic model developed by the consultant to simulate the City’s storm drain trunk lines. The Plan identifies recommended improvements throughout the City and prioritizes them based on the projected duration and extent of flooding, land uses within the affected drainage basin, and historical flooding patterns. The Barron Park neighborhood was identified in the Master Plan as a high-priority area for drainage improvements. This area was under the jurisdiction of Santa Clara County until 1975, when it was incorporated into the City of Palo Alto. The local street network was developed without formal curb and gutter and with a minimal underground drainage system. Although this development pattern has created a semi- rural look cherished by neighborhood residents, it also has resulted in poor drainage on many streets. In late 1992, City staff held several public meetings with Barron Park residents to discuss alternatives to City street and drainage standards that would be functional while also retaining the existing aesthetics of the neighborhood. It was agreed that gutters would only be installed, as needed, on a block-by-block basis as part of storm drain improvement projects and after consultation with affected residents. The modified standards are contained in the Barron Park Drainage and Street Design Guidelines, published in February 1993. The Barron Park Storm Drain Improvement Project includes the design and construction of two new trunk storm drain lines serving the neighborhood. The project will also include the installation of local collector pipelines draining to the trunk lines, manholes, catch basins, and gutters to form a complete drainage system. One trunk line will improve drainage in the southwestern section of the neighborhood including Maybell Avenue, Georgia Avenue, and Orme Street. The second line will serve northeastern Barron Park including La Donna Street, Kendall Avenue, and Whitsell Street. See the attached map for the general alignment of the new trunk lines. CH2M Hill completed a Condition Assessment of the existing storm drain system in June 1993. After conducting a visual survey of the entire drainage system, the consultant identified and prioritized pipelines and structures in need of replacement or rehabilitation. The report includes a preliminary recommendation for how each defective condition should be corrected. Part of the scope of this project is the selection of the final replacement/rehabilitation technique for each structure and Page 1 pipeline segment and the preparation of construction documents for the work to be done in the Barron Park neighborhood. The project includes the repair or replacement of 19 catch basins and eight pipeline segments. See the attached map for the locations of pipelines to be rehabilitated. Project l’)efinition znd Coordination with Neighborhood The Consultant shall conduct an initial review of the Storm Drain Master Plan, Storm Drain Condition Assessment, and Barron Park Drainage and Street Design Guidelines to develop a preliminary scope of work for the project, including the alignment and size of trunk and collector pipelines..After this initial review, the Consultant shall assist staff in conducting a neighborhood meeting to present the project to Barron Park residents and to solicit their concerns and questions. The meeting shall specifically include a discussion of whether or not to construct gutters along streets where a new pipeline will be installed. During the meeting, residents will also be asked to identify other local drainage problems in Barron Park not addressed by the proposed pipelines. The Consultant shall assist staff in compiling an inventory of drainage problem locations and a plan to address them, either by modifying the current project or through some other future mechanism. Following the meeting, the Consultant and City staff will work together to develop a final scope of work for the Barron Park Drainage Improvement Project that is responsive to the neighborhood’s concerns and conforms to the project budget and time schedule. Design Development Phase After the scope of work has been defined, the Consultant shall develop a final design for storm drain improvements within the Barron Park neighborhood area. The Consultant shall review CH2M Hill’s preliminary recommendations for the size and location of the new trunk lines, and the method of rehabilitation for deteriorated system components. Video tapes of each pipeline segment, photos of each structure, and copies of the Condition Assessment and Master Plan reports will be made available for the Consultant’s use. After evaluating all available data, the Consultant shall propose a final design approach for each of portion of the work, for review and approval by the City. The Consultant shall conduct an environmental assessment of the proposed project for submittal to the City’s Planning Department. The Consultant shall also be responsible for assisting City staff to obtain approval of all necessary regulatory permits for the proposed improvements. Page 2 The Consultant shall prepare a complete set of construction documents (drawings, specifications, and engineer’s estimate) for the storm drain improvements identified during the design development phase and approved by the City’s project manager. It is the intent of City staff to bid these projects in mid-Spring 1997. All work to be performed in the Barron Park neighborhood (capacity upgrades, correction of local drainage problems, and system repair/rehabilitation) shall be combined into a single bidding package. Draft construction documents and preliminary cost estimates shall be submitted to the City for review and approval at the 35 %, 65 %, and 95 % stages. The drawings shall be prepared at a scale of 1" =40’ in digital-based format and shall include plan and profile views, location of existing utility mains and laterals, typical trench section, surface restoration detail, and other construction details needed to depict the proposed work. The Consultant shall be responsible for obtaining all the necessary field data required to perform this task, including, but not limited to, field topographic survey, composition of the existing pavement structural section, and location and identification of all utilities within the area of proposed work (including depth and size of all utility crossings). Constnmtion Administration Services Under this task, the Consultant shall assist the City during the construction administration phase of the Barron Park Storm Drain Improvement Project. Following the submittal of the final set of construction documents for the project, the Consultant shall assist the City in answering technical questions during the bidding and construction phases. The Consultant shall also assist the Project Manager at the pre-bid and pre-construction meetings for the project. During the construction of the improvements, the Consultant shall make periodic visits to the project site to verify that the work is in compliance with the construction documents. In addition to periodic site visits, the Consultant shall participate in weekly project meetings at the project site with the construction contractor and City personnel to discuss outstanding issues, technical clarifications, and ongoing work. The Consultant shall be responsible for preparing meeting minutes for each project meeting and distributing them to all parties. The Consultant shall review all shop drawings and project submittals for compliance with the construction documents and assist the Project Engineer in the review of all field and change orders. Page 3 Although the City will probably furnish a full-time construction inspector for the project, the City may elect to contract with the Consultant for this service. Therefore, Proposers should discuss the availability of their personnel to serve as construction inspectors and cite previous inspection experience. Construction phase services will not be included in the initial agreement executed between the City and the Consultant. The agreement will provide for a later amendment to include these services, after the design has been completed and the scope of the construction has been more clearly defined. The City reserves the fight to use its own staff or engage a different consultant to perform the construction administration tasks described above. The Consultant shall provide project management of their personnel during performance of the work. This task includes the assignment of work, monitoring project progress and expenditures, conducting quality control reviews, and providing liaison with City personnel. The Consultant shall be responsible for ensuring that all field operations performed by its personnel and its subconsultants are conducted in strict conformance with Cal-OSHA standards and all other applicable safety standards. Attnehment Map of Barron Park Storm Drain Improvements Page 4 Attachment 2 BARRON PARK STORM DRAIN IMPROVEMENTS NEW STORM DRAIN TRUNK LINE PIPELINE TO BE REHABILITATED HENRY M. GUNN HIGH SCHOOL