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HomeMy WebLinkAbout1996-09-16 City Council (40)TO: City ofPalo Alto C ty Manager’s Report HONORABLE CITY COUNCIL ATTENTION: FINANCE COMMITTEE FROM:CITY MANAGER DEPARTMENT: Public Works AGENDA DATE: September 16, 1996 CMR:386:96 SUBJECT:LOS ALTOS TREATMENT PLANT SITE DEVELOPMENT - DRAFT SCOPE OF SERVICES REQUEST Attached to this report is a draft scope of services for a consultant to assist the City in the preparation of documents for environmental review, permitting and construction related to the development of the Los Altos Treatment Plant (LATP) Site. This project was among those the Finance Committee identified for review prior to staff soliciting proposals. RECOMMENDATIONS Staff recommends that the Finance Committee approve the attached scope of services and direct staffto issue a Request for Proposals (RFP) for consulting services. BACKGROUND Staff has been evaluating the potential for development of the former LATP site as a new operations yard for the City’s refuse collection contractor, a permanent household hazardous waste collection facility, and a storage/staging yard for contractors working on large Utilities Department infrastructure projects. Preliminary design and use studies have been conducted over the past several years. Currently, an initial study for compliance with the California Environmental~ Quality Act (CEQA) and a wetlands jurisdictional evaluation are nearing completion. DISCUSSION ’ The attached scope of services addresses the next steps in development of the LATP site, which includes conducting appropriate CEQA review and preparation of documents for construction of the proposed facilities. The major tasks included in the attached draft scope of services are: 1.Review and revision of conceptual plans. CMR:386:96 Page 1 of 3 2.Preparation of a Mitigated Negative Declaration or an Environmental Impact Report. Preliminary discussions with staff in the Planning and Community Environment Department have indicated that a Mitigated Negative Declaration may be acceptable for this project. If allowed, a Mitigated Negative Declaration will incorporate specific mitigations for significant environmental impacts identified in the Initial Study. These mitigations will become part of the project proposal. If there are significant environmental impacts from the project that cannot be mitigated, a full Environmental Impact Report will be required. The final decision on which CEQA review will be necessary is pending the fmal submittal and acceptance of the CEQA Initial Study for the project. 3.Preparation and submittal of permits. 4.Conduct site assessment and investigation. 5.Prepare construction plans and specifications. 6.Prepare construction cost estimate and scheduling. 7.Provide bidding assistance. 8.Provide construction management services. 9.Attend meetings. 10.Reproduce deliverables. 11.Provide project management. POLICY IMPLICATIONS Approval of the Scope of Services is consistent with City policy. FISCAL IMPACT Funds for the project have been included in the FY 1996-97 Refuse Capital Improvement Fund. ENVIRONMENTAL ASSESSMENT No environmental assessment is required for the Committee’s review of this scope of services. The scope of services for this project will entail conducting an environmental assessment consistent with the requirements of the California Environmental Quality Act. CMR:386:96 Page 2 of 3 STEPS FOLLOWING APPROVAL Staff will prepare a request for proposals for solicitation to consultants and return to Council with a recommended consultant agreement. ATTACHMENT Draft scope of services for Los Altos Treatment Plant Site Development Services. PREPARED BY: Chad Centola, Manager, Environmental Control Programs DEPARTMENT HEAD REVIEW: /"~. ~~~ GLENN S. ROBERTS Director of Public Works CITY MANAGER APPROVAL: CMR:386:96 Page 3 of 3 ire Development Services for Solid Operations Facility-Phase 2 Scope of Work Waste The Scope of Work for Site Development Services is described below according to eleven task areas. Task 1 Review and Revise Conceptual Plan for LATP Site Based on the work completed under Phase I of the Site Development, the Consultant shall review the conceptual plan completed in the study, Study of Alternative Uses for the Former Los Altos Treatment Plant Site, prepared by EBA Wastechnologies, October 27, 1995. Mitigation measures or other changes to the conceptual plan shall be incorporated and a revised conceptual drawing produced. In addition, the Consultant shall prepare Basis for Design and Design Criteria for the onsite improvements, based on the City’s description of the need for onsite facilities. The revised Conceptual Plan will be the basis for CEQA compliance and detailed plans and specifications. Deliverables: Revised conceptual plan, layout and elevations, scale: 1"=40’; ten (10) copies plus I sepia copy. Task 2A Prepare Mitigated Negative Declaration The City of Palo Alto Public Works Department will be the lead agency for the preparation of a Mitigated Negative Declaration (MND) for the project. The City’s Department of Planning and Community Environment will play an advisory role in the review of the document. An Initial Study (IS) was prepared in Phase I of the Site Development process; additional studies needed were identified in the IS. In Phase 2, the Consultant shall complete the IS through the preparation of additional studies, and prepare a Mitigated Negative Declaration(MND) for the project. The MND will serve as the environmental documentation for the approval of the project by the City of Palo Alto, permit approval by other agencies~ and will also be used for a prezoning, General Plan amendment, and annexation of the site from the Town of Los Altos to the City of Palo Alto. Included in the scope are these activities: public information meeting at the beginning of the process; meetings with agencies; submittals of an internal draft IS/MND; preparation of a Screencheck Final IS/MND; response to public comments; preparation of a Final IS/MND; preparation of a Notice of Determination; and submittal to State Clearinghouse. SFO/G:\wPROC\136115\04\001,DOC 1 The additional studies that were identified in the IS are: Analysis of issues related to the annexation in accordance with Santa Clara County LAFCO requirements, including whether the action will 1) create an island or peninsula of unincorporated land, 2) amend city or town planning boundaries, 3) amend the boundary of any special district, 4) convert prime agricultural land to non-agricultural use, 5) result in the loss of open space lands, and 6) whether there are urban services available to serve the property and will annexation to a special district be required in order to provide urban services. Geotechnical investigation for impact assessment and for engineering design purposes by a registered geologist, and the selection of specific mitigation measures to reduce the probability of damage to structures from liquefaction. Traffic analysis to estimate the traffic that will be generated by the project and to identify potential impacts and mitigation measures. This should include assessment of the emergency access to nearby land uses for emergency and fire vehicles. Estimation of project-generated noise, to determine the extent of the impacts on recreation users of adjacent parks and on people working in adjacent office buildings. Assessment of the visual impact of the project on the aesthetic quality of adjacent parks and on recreational users of those parks. Biological surveys for presence of rare and endangered species and significant habitat in the wetlands and upland areas. Deliverables: Ten (10) copies of the internal draft IS/MND; ten (10) copies of the Screencheck IS/MND; and 50 copies and one camera-ready original of the Final IS/MND. Task 2B Prepare Environmental Impact Report for Project The City of Palo Alto Public Works Department will be the lead agency for the preparation of an Environmental Impact Report (EIR) for the project. The City’s Department of Planning and Community Environment will play an advisory role in review of the document. An Initial Study (IS) was prepared in Phase I of the Site Development process; additional studies needed were identified in the IS. In Phase 2, the Consultant shall prepare an EIR for the project, from the Notice of Preparation (NOP) through completion of the Final EIR. The EIR will serve as the environmental documentation for the approval of the project by the City of Palo Alto, permit approval by other agencies, and will also be used for a prezoning, General Plan amendment, and annexation of the site from the Town of Los Altos to the City of Palo Alto. Included in the scope are these activities: attendance at a public scoping meeting at the beginning of the process and a public hearing after the SFO/G:\wPROC\136115\O4\OO1.DOC 2 release of the Draft EIR; submittals of an Administrative Draft EIR; preparation of the Draft EIR; preparation of a Screencheck Final EIR/Response to Comments; preparation of a Final EIR;. and submittal to the State Clearinghouse. The additional studies that were identified in the IS are: Analysis of issues related to the annexation in .accordance with Santa Clara County LAFCO requirements, including whether the action will 1) create an island or peninsula of unincorporated land, 2) amend city or town planning boundaries, 3) amend the boundary of any special district, 4) convert prime agricultural land to non-agricultural use, 5) result in the loss of open space lands, and 6) whether there are urban services available to serve the property and will annexation to a special district be required in order to provide urban services. Geotechnical investigation for impact assessment and for engineering design purposes by a registered geologist and the selection of specific mitigation measures to reduce the probability of damage to structures from liquefaction. Traffic analysis to estimate the traffic that will be generated by the project and to identify potential impacts and mitigation measures. This should include assessment of the emergency access to nearby land uses for emergency and fire vehicles. Estimation of project-generated noise, to determine the extent of the impacts on recreation users of adjacent park facilities and on people w6rking in adjacent office buildings. Assessment of the visual impact of the project on the aesthetic quality of adjacent parks and on recreational users of those parks. Biological surveys for presence of rare and endangered species and significant habitat in the wetlands and upland areas. Deliverables: Ten (10) copies of the Administrative Draft EIR; 100 copies of the Draft EIR; 10 copies of the Screencheck Final EIR/Response to Comments; and 50 copies and onecamera-ready original of the Final EIR. Task 3 Prepare and Submit Permits Required for Project Approval Table I contains a list of the agencies and permits that likely will be needed for full approval of the project. The Consultant shall prepare the permit applications, coordinate with the regulatory agencies, and carry the permits through approval. Key regulatory issues, a permitting strategy, and estimated schedule should be identified to assure approvals. The annexation of the property to the City of Palo Alto will be handled by the City and is not part of this scope. The Consultant may SFO/G:\WPROC\136115\04\001 .DOC 3 Agency U.S. Army Corps of Engineers U.S. Fish and Wildlife Service U.S. Environmental Protection Agency I Table 1 Permits Required Permit/Issue Federal Agencies Clean Water Act 404/Rivers and Harbors Act: Section 10 Endangered Species Act: Section 10/Section 7 Spill Prevention Control and Containment Plan Studies Required Prior to Application Submittal Wetlands Delineation/Determination of Jurisdiction. Other studies, such as an Alternatives Analysis, may be necessary depending on the type of permit. Field surveys for threatened, endangered, or special status species (typically during spring months). None Bay Conservation and Development Commission California Department of Fish and Game Department of Toxic Substances Control’ Bay Area Air Quality Management District San Francisco Bay Regional Water Quality Control Board and State Water Resources Control Board Santa Clara County Emergency Services Tanner Process State/Regional Agencies Major/Minor Development Permit Review of CEQA documents Permanent HHW Collection Facility Permit and possible Permit by Rule Hazardous Waste Generator ID Number BCDC requires same information as COE regarding wetlands impacts. The Corps will not act until BCDC has issued ~ermit. Need to verify with BCDC if site ~s within jurisdiction. CEQA document Details of waste stream characteristics Data on hazardous waste generated onsite. Authority to Construct (A/C) and Permit to Operate (PTO) 401 Water Quality Certification Completed 404 Application submitted to i NPDES Stormwater Permit for Industrial Activities NPDES Stormwater Permit for Construction Activities Local Jurisdictions IDevelop Stormwater Pollution Prevention Plan (SWPPP) iDevelop Stormwater Pollution !Prevention Plan (SWPPP) Local Agency Formation Commission City of Palo Alto Department of Public Works Department of Planning and Community Environment Fire Department Risk Management and Prevention Plan for acutely hazardous materials and waste Consistency determination with County Hazardous Waste Management Plan may be necessary Annexation to Palo Alto; conformance to LAFCO policies Grading and Drainage Review Building Use Permit Design Review Prezoning and General Plan Amendment Conformance with Chapter 18.85 of the municipal code regarding siting criteria for hazardous waste facilities Hazardous Materials Management Plan\Hazardous Materials Storage Permit Preparation of RMPP CEQA document LAFCO application forms CEQA Document Preliminary design of site facilities SFO\G:\wproc\136115\04\002.doc 4 revise this list and include an explanation of the re~sons for adding or deleting approvals from the list. Deliverables: Permitting strategy and completed permit applications. Task 4 Conduct Site Assessment and Investigation Subtask 4A Conduct Phase I Site Assessment A site assessment was conducted in 1991 by Wahler & Associates. The Consultant shall prepare a new and independent Phase I Site Assessment to identify potential site contamination. The environmental assessment shall be conducted to determine and document the degree to which current or past activities on the property might result in significant contamination of the site’s soils, surface water, or groundwater. The purpose of this site assessment is to support the purchase of the remaining 50% interest of the LATP property by Palo Alto. This site assessment covers Areas A, B, and C of the site as shown in attached Figure 1. The site assessment should be conducted according to the ASTM Standard Practice for Environmental Site Assessment: Phase I Environmental Site Assessment Process. The work shall include records review, a site visit, interviews with current site occupants and past owner, and report preparation. Subtask 4A Deliverables: Ten (10) copies of Draft Phase I Site Assessment Report and Final Phase I Site Assessment Report. Subtask 4B Conduct a Phase II Site Investigation Based on the findings of the Phase I Site Assessment in Subtask 4A, the City, in consultation with the Consultant, will determine the need for a Phase 1I Site Investigation to confirm and characterize potential releases on the site. The primary purpose for conducting the Phase II Site Investigation would be for transactional purposes (due diligence) and regulatory compliance prior to the development of the site. If needed, the Consultant shall identify the objectives and requirements and develop a scope of work. The Phase II Site Investigation could include the following elements: Data collection by obtaining quantitative or semi-qualitative chemical or physical data, including developing a sampling plan, identifying the investigative methods, field sampling, and sample analysis; , Data interpretation that evaluates the nature of the contamination, identifies risk and potential receptors, and quantifies the amount of material contaminated; Preparation of remediation action plan Preparation of site investigation report. SFO/G:\WPROC\136115\04\001 .D(~5 Once the si~re investigation is complete, the Consultant shall prepare recommendations for remedial action, if necessary, based on the Phase II findings, regulatory requirements, and site development requirements. The remedial action recommendations and specifications shall be contained in a remedial action plan report to be used by the Contractor for cleanup action prior to site development. Subtask 4B Deliverables: Ten (10) copies of Draft and ten (10) copies of Final Phase II Site Assessment Report; ten (10) copies of final report on remedial action recommendations and specifications. Task 5 Prepare Construction Plans and Specifications The Consultant shall perform the activities listed below in preparing the construction plans and specifications. It is assumed that the City will provide easements and plats, will supply right-of-way coordinates, and will prepare utility agreements. Geotechnical investigations for engineering design will have been completed under Task 2. Perform field surveys (City will provide survey controls) Prepare demolition plan to specify structures and improvements to be removed Prepare design drawings and specifications to be incorporated into construction documents, encompassing the following: -Grading plans -Drainage design -Utilities (site and building systems) -Lighting plan -Traffic circulation -Building/office/HHW facilities -Equipment needed for truck maintenance and washing areas -Landscaping -Fencing -Surface improvements -Miscellaneous Prepare bid schedule Consultant shall provide construction documents at the 30 percent, 65 percent, 90 percent, and final phases. The drawings shall be prepare~l in AUTOCADD format. Specifications shall be prepared in CSI format. Deliverables: Construction drawings in AUTOCADD format at the 30 percent, 65 percent, 90 percent, and final phases. Specifications in CSI format. Memo on the bid schedule. SFO/G:\WPROC\136115\04\001.D0C 6 Task 6 Prepare Construction Cost Estimate and Construction Schedule The Consultant shall prepare engineering cost estimates at the 30 percent, 65 percent, 90 percent, and final phases. A preliminary construction schedule Shall be prepared at the 90 percent phase. A final construction schedule shall be prepared. Deliverables: Engineering cost estimates at the 30 percent, 65 percent, 90 percent, and final phases. Preliminary and final construction schedule. Task 7 Provide Bidding Assistance The Consultant shall provide assistance to the City during the Contractor bidding process, including attending one pre-bid meeting;, answering bidders’ questions during the bid period, and preparing addenda, as necessary. Deliverables: Log of assistance provided during the bid process and written record of questions from and answers to bidders. Task 8 Provide Services During Construction and Construction Management Services During Construction The Consultant shall provide services during construction including: attending the pre-construction meeting and weekly progress meetings at the site, answering requests for information and clarification, reviewing submittals, assisting with change orders, and preparing record drawings, based on as-builts prepared by Contractor. Construction Management The Consultant shall provide construction management services during the course of site preparation and facility construction to supplement the City of Palo Alto staff. These services may include: Track schedule and budget Review/recommend payment of monthly Contractor payment requests Review/recommend/negotiate change orders Resolve possible Contractor claims Prepare monthly progress reports Provide field observation/inspection/daily inspection reporting services Assist with final inspection, commissioning, and project closeout SFO/G:\wPROC\136115\04\001 .D~3 7 It is expected that the on-site time commitment of the construction manager will ’ vary from part-time to full-time during the duration of the project, depending on the onsite construction activities. Deliverables: Logs of all meetings and discussions with Contractor; reports on inspections visits; reports on resolution of Contractor claims and change orders; authorizations of monthly payments; and monthly progress reports. Task 9 Meetings The Consultant shall attend the meetings listed below during the course of the project. -Project kick-off meeting with City staff ¯Five (5) meetings with City staff associated with the conceptual design (Task 1), the preparation of the construction plans and specifications (Task 6), and the preparation of the cost estimates and constructioft schedule (Task 7). Three (3) meetings with the City staff and two (2) public meetings associated with the preparation of the Mitigated Negative Declaration ( or EIR) Three (3) meetings with the City staff associated with the Phase I Site Assessment and Phase II Site Investigation (Task 4) One (1) meeting with City staff and bidders during the bid process Deliverables: Attendance at meetings and summary minutes as necessary. Task 10 Reproduction of Deliverables The Consultant shall reproduce copies of all deliverables. All final deliverables in Tasks 2, 4, and 6 will be delivered both in hard copy and on electronic disk in WordPerfect 6.1 format. Task 11 Project Management The Consultant shall manage the overall project, including preparation of schedules, coordination with City staff on progress, problems, deliverables, and billing; assigrunent of staff, scheduling of meetings, and preparation of progress reports. SFO/G:\wPRoc\136115\04\001 .DOC 8 Background Documents Preliminary Environmental Survey, Former Los Altos Sewage Treatment Plant Site, 1237 and 1275 North San Antonio Road, Palo Alto, California, Wahler & Associates, June 1990. Phase II Environmental Survey, 1275 North San Antonio Road, Former Los Altos Sewage Treatment Plant, Palo Alto, California, Wahler & Associates, November 1990. Solid Waste Facility Feasibility Study, Phase I, Palo Alto, California, Wahler & Associates, December 1991. Study of Alternative Uses for the Former Los Altos Treatment Plant Site, EBA Wastechnologies, October 1995. Phase 1, Wetlands Determination, CH2M HILL, August 1996. Initial Study for the Solid Waste Facility, CH2M HILL, August 1996. SFO/G:\WPROC\136115\04\001.DOC 9