HomeMy WebLinkAbout1996-04-15 City Council (12)City
City of Palo Alto
Manager’s Report
1
TO:HONORABLE CITY COUNCIL
FROM:CITY MANAGER-DEPARTMENT: PUBLIC WORKS
AGENDA DATE: April 15,1996 CMR:230:96
SUBJECT:Approval of Contract with Hammon, Jensen, Wallen & Associates,
Inc. for Aerial Photogrammetric Services of Palo Alto Landfill and
Former ITT Property
REQUEST
This report requests that Council approve an agreement in the amount of $11,500 with
Hammon, Jensen, Wallen & Associates, Inc. to perform the 1996 Aerial Photogrammetric
Services (Palo Alto Landfill and Former ITT Property). This report also requests that
Council authorize the City Manager, or her designee, to exercise the option for an additional
two years of" aerial photogrammetric services during 1997 and 1998, in the amount of
$11,500 and $11,960 respectively. Funding for years 1997 and 1998 is contingent upon
Council approval of the budget for each subsequent year.
RECOMMENDATIONS
Staff recommends that Council:
Approve and authorize the Mayor to execute the attached agreement with Hammon,
Jensen, Wallen & Associates, Inc. in the amount of $11,500 for the 1996 Aerial
Photogrammetric Services (Palo Alto Landfill & Former ITT Property.)
Authorize the City Manager or her designee, acting within her discretion, to exercise
the option for 1997 in the amount of$11,500 and 1998 in the amount of$11,960 and
execute any other documents necessary to implement the 1997 and 1998 agreements.
o Authorize the City Manager or her designee to negotiate and execute one or more
change orders to the agreement with Hammon, Jensen, Wallen & Associates, Inc., the
total value of which change orders will not exceed $1,150 for 1996, $1,150 for 1997
and $1,190 for 1998.
CMR:230:96 Page 1 of 3
POLICY IMPLICATIONS
The contract does not represent any change to existing policies.
EXECUTIVE SUMMARY
On an annual basis, aerial photogrammetric surveys for the Palo Alto Landfill and former
ITT Property are performed for use in a variety of engineering and reporting applications.
Maps produced from the survey are used for regulatory reporting and operational and
planning needs. Landfill site life fill rate and capacity calculations are also performed, using
data obtained from the aerial survey.
Since the aerial photogrammetric survey is performed on an annuat basis, staff believes that
bidding for a three year contract will result in favorable prices and minimize paper work and
staff resources necessary for contracting this service.
On March 5, 1996, bid documents for a three-year contract (1996, 1997 and 1998) were
mailed to six contractors. Bids were received from three contractors on March 26, 1996, as
listed on the attached summary (Attachment A). Aelytek, Inc. did not submit lump sum
prices for each year’s work as .specified in the fee schedule. Their proposal presented hourly
rates with no estimate of time required, making it impossible to determine the cost to
complete the scope of services. After discussing this with the Administrative Services
Department Contract Administration Section, it was determined that the Aelytek, Inc. bid
would be considered a major irregularity and eliminated from further consideration. When
advised, Aelytek, Inc. did not protest this determination. Staff has reviewed all bids and
recommends that the bid of $34,960 for a three-year contract, submitted by Hammon, Jensen,
Wallen & Associates, Inc., be accepted and that Hammon, Jensen, Wallen & Associates, Inc.
be determined by Council to be the lowest responsible bidder. This bid is 20 percent lower
than the engineer’s estimate of $43,500.
Because the total value of the three-year contract will exceed the threshold amount requiring
Council authority, staff requests that Council approve the attached agreement in the amount
of$11,500 for this year and grant authority to the City Manager acting within her discretion
to exercise the option for 1997 in the amount of$11,500 and 1998 in the amount of$11,960.
The total value of the project over the three-year period equals $34,960.
FISCAL IMPACT
Funds for the first year of the contract are budgeted in the FY 1995-96 Refuse Fund
operating budget and Waste Water Enterprise Fund. Funding for years 1997 and 1998 is
contingent upon Council approval of the budget for each subsequent year.
ENVIRONMENTAL ASSESSMENT
The project is exempt from California Environmental Quality Act (CEQA) under Section
15301 of the CEQA guidelines.
CMR:230:96 Page 2 of 3
ATTACHMENTS
A -Bid Summary
B -Contract
PREPARED BY: Michael Miller, Deputy Director, Public Works Operations
DEPARTMENT HEAD REVIEW:
CITY MANAGER APPROVAL:
GLENN S. ROBERTS
Director of Public Works
C1V[R:230:96 Page 3 of 3
,..AGREEMENT No.
~’DATE TO BE ENTEREDBY THIS AGREEMENT MADE AND ENTERED INTO ON THE DAY OF 19__ (BY CITY PURCHASING
BY AND BETWEEN THE CITY OF PALO ALTO "CITY",AND ]4~rnrno~, .T~lh .~ W~] ] ~r~ & A~£nr’ia!-e,q: T~e
,8
(ADDRESS) ~&(]7 ]~g~w~t’e’r ]brfiVe . . (CITY) O~l,r]nnd: C.A (ZIP) 946P1--1/’O3PHONE) 510/63R--6122
"CONTRACTOR" ~N CONSIDERATION OF THEIR MUTUAL COVENANTS, THE PARTIES HERETO AGREE AS FOLLOWS:
° CONTRACTOR SHALL PROVIDE OR FURNISH THE FOLLOWING SPECIFIED 1) GOODS AND MATERIALS, 2) SERVICES OR 3) A COMBINATION
THEREOF AS SPECIFIED IN THE EXHIBITS NAMED BELOW AND ATTACHED HERETO AND INCORPORATED HEREIN BY THIS REFERENCE:
TITLE: (DESCRIPTION)
Aerial photogrammetric services for Palo Alto Landfill and former ITT property.
EXHIBITS THE FOLLOWING ATTACHED EXHIBITS HEREBY ARE MADE PART OF THIS AGREEMENT:
Exhibit A - Bid Schedule
Exhibit B - Specifications & Requirements.
Exhibit C - Insurance Requirements. Exhibit D - Certificate of Non-discrimination.
¯ TERM THE SERVICES AND/OR MATERIALS FURNISHED UNDER THIS AGREEMENT SHALL COMMENCE ON May 15, 1996
AND SHALL BE COMPLETED BEFORE May 15, 1997.
COMPENSATION FOR THE FULL PERFORMANCE OF THIS AGREEMENT:
[] CITY SHALL PAY CONTRACTOR: not to exceed $12,650.
O
[] CONTRACTOR SHALL PAY CITY:
PAYMENT RECORD IDEPARTMENT USE REVERSE S~DE~
CITY ACCOUNT NUMBER:
KEY CODE OBJECT PROJECT PHASE NO.DOLLAR AMOUNT
25551430 3199 (FY95-96)$11,750.
26562490 3104 (FY96-97)$900 o
GENERAL TERMS AND CONDITIONS ARE INCLUDED ON BOTH SIDES OF THIS AGREEMENT.
THIS AGREEMENT SHALLBEC0ME EFFECTIVE UPON ITS APPROVAL AND EXECUTION BY CITY. IN WITNESS THEREOF, THE PARTIES HAVE EXECUTED THIS
AGREEMENT THE DAY, MONTH, AND YEAR FIRST WRITTEN ABOVE.
HOLD HARMLESS. CONTRACTOR agrees to indemnify, defend and hold harmless CITY, its Council Members, officers, employees, and agents from any and all demands,
claims or liability of any nature, including wrongful death, caused by or arising out of CONTRACTOR’S, its officers’, directors’, employees’ or agents’ negligent acts, errors,
or omissions, or willful misconduct, or conduct for which the law imposes strict liability on CONTRACTOR in the performance of or failure to perform this agreement by
CONTRACTOR.
ENTIRE AGREEI~IENT. This agreement and the terms and conditions on the reverse hereof represent the entire agreement between the parties with respect to the purchase
and sale of the goods, equipment, materials or supplies or payment for services which may be the subject of this agreement. All prior agreements, representations,
statements, negotiations and undertakings whether oral or written are superseded hereby.
PROJECT MANAGER AND REPRESENTATIVE FOR CITY CONTRACTOR
NAME Jim Amores BY
DEPT.Public Works/Operations
P.O. BOX 10250
PALO ALTO, CA 94303
Telephone (415) 496-5939
TITLE
SOCIAL SECURITY
OR I.R.S. NUMBER
INVOICING SEND ALL INVOICES TO THE CITY, ATTN: PROJECT MANAGER
CITY OF PALO ALTO APPROVALS: {ROUTE FOR SIGNATURES ACCORDING TO NUMBERS IN APPROVAL BOXES BELOW)
CITY DEPARTMENT [-] Funds Have Been FINANCE RISK MANAGER PURCHASING & CONTRACT ADMINISTRATION~ Budgeted
(1) (2) (3) . (4)
IF OVER $5,000, REQUIRES CITY MANAGER’S SIGNATURE IF OVER $25,000, REQUIRES MAYOR A’~D CITY ATTORNEY SIGNATURES
CITY OF PAL0 ALTO ......AFfES’T: ..........APPROVED AS TO FORM:
BY:"dITY MANAGER ....BY:MAYOR CITY CLERK CITY ATTORNEY
CPA 02782 RETAIN GREEN COPY CONTRACTOR REV. 1095
EXHIBIT
A eria! Photogrammetric Services
Pato Alto Landfill and Former ITT Properties
March 25, 1996
Page 4
A
COST PROPOSAL
Part I - 1996 Mapping
Lump Sum for Aerial Mapping of the Palo Alto Land-
fill and Former ITT Property as described above
Part 2 - 1997 Mapping
Lump Sum for Aerial Mapping of the Palo Alto Land-
fall and Former ITT Property as described above
Part 3 - 1998 Mapping
Lump Sum for Aerial Mapping of the Palo Alto Land-
fill and Fomaer ITT Property as described above
$11,500
$11,500
$11,960
EXHIBIT B
SPECIFICATIONS AND REQUIREMENTS :
A.GENERAL,,,,,INF ORMATI ON
The Palo Alto Landfill is located at the easterly end of Embarcadero Road in Palo Alto. The
Landfill includes a Recycling Center, Composting Area, Topsoil Stockpiles, Groundwater
Monitoring Wells, Leachate Monitoring and Extraction Wells, Methane Collection Wells,
and Surveying Benchmarks. The approximate area of the Landfill is 150 acres (see location
map).
The former ITT property is located at East Bayshore Boulevard approximately half a mile
south from Embarcadero Road. It is bounded by the Landfill on the east, Municipal Service
Center on the south, East Bayshore Boulevard on the west and office buildings on the north.
the approximate area of the former ITT property is 150 acres (see location map).
The Contractor for this project will provide service to prepare aerial photographs,
reproducible photomaps and perform volume calculations of refuse disposal and compost
and topsoil stockpiles.
B.SCOPE OF, WORK
Work under this Contract shall consists of the following main items as. well as any other
work necessary to develop and produce a complete set of aerial photographs, reproducible
photomaps, and volume calculations as specified:
-Palo Alto Landfill:
1.Furnish two (2) sets of 9" x 9" contact prints of the landfill aerial photos.
Furnish two (2) ortho-rectified Mylar photomaps (4 mill matte) of the Landfill at a
scale of 1" to 100’ (RF 1/1200).
Furnish two (2) ortho-rectified Mylar photomaps (4 mill matte) of the Landfill at a
scale of 1" to 100’ (RF 1/1200) with one foot contour interval. This map shall include
elevations and locations of high and low points and survey benchmarks with
identifications numbers designated by .the City.
Furnish two (2) ortho-rectified Mylar photomaps (4 mill matte) of the Landfill at a
scale of 1" to 100’ (RF 1/1200) with one foot contour interval. This map shall include
elevations of grid points at 100’ intervals using the Landfill loca! coordinate system
and the locations and identifying numbers for methane collection wells, groundwater
monitoring wells, leachate monitoring and extraction wells, and survey benchmarks.
o Furnish two (2) ortho-rectified Mylar photomaps (4 mill matte) of the Landfill at a
scale of 1" to 100’ (RF 1/I200) with two (2) sets of contours as follows:
I.Existing surface contours at an interval of 5’, printed in half -tone.
II.Final site grading plan contours at an interval of 2’, printed in full-tone.
At the intersection points of the 100’ local coordinate grid system, the foliowing
informa{ion shalt be indicated:
a. Existing elevation (from current aerial photo).
b. Final elevation (from final site grading plan).
c. Construction elevation (final elevation minus 4’ multiplied by 1.15).
d. Fill height or cut depth (difference between existing elevation and
construction elevation).
Legend for this map shall include an intersection point sample indicating the
position of each of the above pieces of information.
o Furnish two (2) ortho-rectified Mylar photomaps (4 mill matte) of the Landfill at a
scale of 1" to 200’ (RF 1/2400).
Furnish two (2) ortho-rectified Mylar photomaps (4 mill matte) of the Landfill at a
scale of 1" to 200’ (RF 1/2400) with one foot contour interval. This map shall include
elevations and locations of high .and low points and survey benchmarks with
identifications numbers designated by the City.
Furnish two (2) ortho-rectified Mylar.photomaps (4 mill .matte) of the Landfill at a
scale of 1" to 300’ (RF 1/3600).
Furnish two (2) ortho-rectified Mylar photomaps (4 mill matte) of the Landfill at a
scale of 1" to 300’ (RF 1/3600) with one foot contour interval. This map sha!l include
elevations and locations of high and low points and survey benchmarks with
identifications numbers designated by the City.
10.Furnish the total volume of the following (exact limits will be provided):
a. Two (2) compost stockpiles (approximately 4 acre and 2 acre areas)
b. Topsoil stockpiles (approximately 5 acre area).
c. Refuse deposited during the past year by comparing prior year’s aerial
survey data with present year aerial survey data (approximately 80 acre area).,
City will furnish a diskette with 1995 AUTO CAD (Release 12 for Windows)
file of aerial survey data.
1!.Furnish the total remaining Landfill capacity through comparison of the current aerial
survey data with the final site grading plan (approximately 80 acre area; exact limits
will be provided).
12.Furnish an AUTO CAD (Release 12 for Windows) Drawing File of the Palo Alto
landfill only on High Density 3-1/2" diskette (1.44MB) with an index listing of
layers and blocks. The AUTO CAD Drawing File on diskette shall be compatible to
City of Palo Alto computer directory operating system (DOS 5.0).
- Former ITT Properl),:
Furnish two (2) sets of 9" x 9" standard colored contact prints of the former ITT
property aerial photos.
Furnish one (1) standard colored enlargement of the former ITT property aerial photo
at an approximate scale of 1" to 150’.
Provide color infra-red photography and furnish two (2) sets of 9" x 9" contact prints
of the former ITT property.
Note:
All photomaps of the Landfi!l shall include the following: title block, scale, North
arrow, Northing and Easting coordinates at 1000’ increments using the landfill local
coordinate system, date of photography, legend of identified features and items, and
tick marks at the intersections of the 1000’ Interval Northing and Easting coordinate
points.
Co
go
INFORMATION TO BE FURNISHED BY THE CITY
The City of Palo Alto will fumish the following :
-All land surveying and targets for the aerial photography
-Diskette of 1995 AUTO CAD (Release 12 for Windows) file of aerial survey data
-Prior year contour photo map of the Landfill (blue print copy)
-Landfill Final Site Grading Plan (blue print copy)
SCHEDULE
The work under this Contract shall be completed within the schedule set forth below after
the Notice to Proceed is issued by the City:
-Aerial photography shall be taken by the middle of May of each year.
- Items 1 and 3 for Palo Alto Landfill and Items 1 and 2 for Former ITT Property
Scope of Work shall be completed by the middle of June of each year.
- The remaining items of the-Scope of Work shall be completed by the last day of
July of each year.
INSURANCE REQUIREMENTS
The selected firm shall comply with the attached insurance requirements.
EXHIBIT C
~ART III - INSURANCE REQUIREMENTS Lon9 Form City of Palo Alto:SECTION 650(~)
CONTRACTOR:
PROJECT MANAGER:
CONTRACT NAME:
Insurance Requirements for Contractors
Chad Centola - PW Operations
Aerial Photo~trammetdc Mappin9
GENERAL TERMS AND INSTRUCTIONS
THIS INSTRUCTION SHEET SHOULD BE GIVEN TO YOUR INSURANCE AGENT/BROKER
CONTRACTORS TO THE CITY OF P.~LO ALTO, AT THEIR S~LE EXPENSE SHALL O~TA~N .~ND M~NThJN INSURANCE FOR THE T~RM OF THE CONTRACT. CONTRACTORS W1LL BE
REQUIREO TO PROV1OE A CERTIFICATE EVIDENCING THE INSURANCE AND NAMING THE CIT~ AS AN ADDITIONAL INSURED. ALL INSURANCE COVERAGE REQUlREO SHALL BE
PROV1DED THROUGH C,&RRIERS ~ A BEST RATING OF ,~Vll OR HIGHER THAT ARE ADMITTED TO DO BUSINE~ IN THE STATE OF CALIFORN~
THE CERTIFICATE OF INSURANCE MUST BE COMPLETED AND EXECUTED BY AN AU’THOR~ZED REPRESENTATIVE OF THE COMP.M~Y PROVIDING INSURANCE, FILED WTi’H THE CITY,AND APPROVED BY THE ~ BEFORE CONTRACT W~LL BE CONSIOEREO COMPLETE AS RESPECTS INSUR,~NCE.
RETURN THE COMPLETED CERTIFICATE TO THE CITY OF PALO ALTO, PURCHASING & CONTRACT
ADMINISTRA TION, 250 HAMILTON A VENUE, PAL O ALTO 94301.
THE INSURANCE REQUIREMENTS CHECKED BELOW ARE REQUIRED FOR THIS CONTRACT.
TYPE OF COVERAGE REQUIREMENT
Worker’s Compensstion~Automobile Liability
/~ .C~r~rehensive General IJability:INCLUDING:
o PERSONAL INJURY
¯ BROAD FORM PROPERTY DAMAGE
¯ BLANKET CONTRACTUAL
¯FIRE LEGAL LIABILITY
.Comprehensive Automobile Liability:/Aircraf t
INCLUDING:
¯OWNED
, HIRED
¯NON-OWNED
Statutory
BODILY INJURY
PROPERTY DAMAGE
BODILY INJURY & PROPERTY
DAMAGE COMBINED
BODILY INJURY (Each Person)
LONG FORM IMinimum Limits)
$1,0OO,0(X)$1,000,000
$1,000,000 $1,000.000
$1,000,000
EK~DILY INJURY ~=~
PROPERTY DAMAGE
BODILY INJURY & PROPERTY
DAMAGE COMBINED
ALL DAMAGES
[]Professional Uability:
INCLUDING:
¯ERRORS AND OMISSIONS
¯ MALPRACTICE (If Applicable)
¯ NEGLIGENT PERFORMANCE
~_ *THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED
D.
E,
F.
The City of Palo Alto, its officers, agents and employees are named as additional insured, but only as to work performed under contract. Said
coverage as to bhe City of PaSo Alto, e~c., shall be pdmary coverage, without offset against Cites existing insurance and any other insurance carried
by the City being excess insurance only.
Where the work involves grading, paving, excavating, ddlling or other underground work, the policy includes destruction of wires, conduits, pipes,
mains, o~ other sirni~r property ~- any appgratus in connection therewith below the surface of the ground whether owned by third parties or the City
of Palo Alto.
Where the work involves excavating, collapse coverage is provided in the amounts above.
The policy includes a "Severabil~ of Interest" provision.
Deductibles over $5,000 must be indicated and are subject to approval.
If such policies are canceled or changed dudng the period of coverage as stated herein, in such a manner as to affect the Certificate, thirty (30)
days written notice will be mailed to the City of Palo Alto, Contract Administration, P.O. Box 10250, 94303
The ~ insu~nce policy includes a contractual liability endorsement providing insurance coverage for Contractor’s agreement to indemnify the
City.
The coverage afforded under the policies is subject to all terms of the policies designated herein and meets all of the provisions called
for herein.
DATE:
END OF SECTION
CITY OF PALO ALTO: Insurance Requirements (REV.6/94)SECTION OO650-1
EXHIBIT D
CERTIFICATION of NONDISCRIMINATION
Aerial Photogrammetric Mapping of the Paio Alto Landfill
Specifications and Requirements included herein.
SECTION 410
& Former IT[ Property per
Certification of Nondiscrimination: As suppliers of goods or services to the City of Palo Alto, the
firm and individuals listed below certifies that they do not discriminate in employment with regards
to age, race, color, religion, sex, national odgin, ancestry, disability, or sexual preference; that they
are in compliance with all Federal, State and local directives and executive orders regarding
nondiscrimination in employment; and that they agree to demonstrate positively and aggressively
the principle of equal opportunity in employment.
The Bidder agrees specifically:
1.0 To establish or observe employment policies which affirmatively promote
opportunities for minority persons at all job levels.
2.0 To communicate this policy to all persons concerned, including all employees,
outside recruiting services, especially those serving minority communities, and to the "
minodty communities at large.
3.0 To take affirmative action steps to hire minority employees within the organization.
4.0 To. be knowledgeable of the local, state, and federal laws and regulations concerning
affirmative action policies and provide opportunities for employees.
Firm: Hanm~n, Jensen, Wallen & Associates
Title of Officer Signing: William Mitchell V.P.
DATI~: 2 5-~,~-AR- 9 6
Please include any additional information available regarding equal opportunity employment
programs now in effect within your company.
(Please attach addi~onal pages if necessary)
END OF SECTION
CITY of PALO ALTO: Non-discrirninat~on (6/94)SECTION 410-1