Loading...
HomeMy WebLinkAbout1996-12-16 City Council (38)City of Palo Alto City Manager’s Report 3 TO:HONORABLE CITY COUNCIL FROM:CITY MANAGER DEPARTMENT: Public Works AGENDA DATE: DECEMBER 16, 1996 --CMR:503:96 SUBJECT:Approval of Consultant Contract with CH2M Hill for Los Altos Treatment Plant Site Development Services - Phase II (Focussed Environmental Impact Report, Permit Document Preparation and Submittal, Environmental Assessments, Facility Design) REQUEST This is a request for approval of a consultant contract with CH2M Hill in the amount of $537,770 for Los Altos Treatment Plant Site Development Services o Phase II. RECOMMENDATIONS 1.Approve and authorize the Mayor to execute the attached consultant contract with CH2M Hill in the amount of $537,770 for Los Altos Treatment Plant Site Development Services - Phase.II. Authorize the CiU, Manager or her designee to negotiate and execute one or more change orders to the consultant contract with CH2M Hill, the total value of which shall not exceed $40,000. POLICY IMPLICATIONS The approval of this contract is consistent with existing policies. EXECUTIVE SUMMARY Consultant Services Description The work to be performed under the contract is for site development services related to the development of the former Los Altos Treatment Plant site into a new corporation yard for the City’s refuse collection contractor, a permanent household hazardous waste drop-off center and a staging/storage yard for utilities infrastructure contractors. The scope of services includes review and revision of conceptual plans, preparation of an Environmental Impact Report for the project, preparation and submittal of permit documents, conducting of site CMR:503:96 Page 1 of 3 assessments for potential environmental cleanup, preparation of construction plans and specifications and various support services (construction bidding assistance, meetings, etc). Selection Process The Finance Committee indicated its desire to review the draft scope of work prior to the issuance of a request for proposal. The Committee approved the scope of work on September 16, 1996 (CMR:386:96). The Committee further directed staff to conceptually pursue the site alternative which would preserve the two ponds on the easterly side of the site. Staffsent a request for proposals to nine consulting firms on October 22, 1996. Firms were given twenty-eight days to respond to the request. A mandatory pre-proposal meeting was held on November 7, 1996 ; five firms attended the meeting. A total of three firms submitted proposals. Staff contacted the firms that did not submit proposals. Reasons cited included lack of expertise required for the project and current workload and commitments. A selection adviso~ committee consisting of staff from Public Works Operations, Administrative Services and Planning and Community Environment reviewed the proposals, and three firms were invited to participate in oral interviews on November 27, 1996. The committee carefully reviewed each firm’s qualifications and submittals in response to the RFP relative to the following criteria: specialized experience and qualifications of the firm and staff to be assigned to the project, demonstrated understanding and technical approach to the project; recent experience in the successful preparation and completion of similar projects, recent experience demonstrating accuracy in cost estimates and ability to meet project schedules, completeness and quality of proposal, performance in interview and presentation and fees relative to the services to be provided. CH2M Hill was selected because their proposal and design team presented a comprehensive and precise approach to the successful completion of the project. In both the written and oral proposal presentations, the CH2M Hill team demonstrated a strong experience base and understanding of the project. FISCAL IMPACT Funds for this project are included in the FY 96-97 Refuse Fund budget. ENVIRONMENTAL ASSESSMENT An Environmental Impact Report will be prepared as part of the Scope of Services for this .project. CONFLICT OF INTEREST Staff, with the concurrence of the City Attomey, has determined that the consultant must comply with the financial disclosure provisions of the City’s conflict of interest code, because the consultant’s range of duties and services to be provided under the contract are not ministerial in nature. CMR:503:96 Page 2 of 3 ATTACHMENTS Agreement PREPARED BY: Chad Centola, Manager-Environmental Control Programs DEPARTMENT HEAD REVIEW: GLENN S. ROBERTS Director of Public Works CITY MANAGER APPROVAL: Manager CMR:503:96 Page 3 of 3 CONTRACT NO. BETWEEN THE CITY OF PALO ALTO AND CH2M HILL, INC. FOR CONSULTING SERVICES This Contract No. is entered into , by and between the CITY OF PAL0 ALTO, a chartered city and a municipal corporation of the State of California ("CITY"), and CH2M HILL, INC., a Florida corporation, authorized to do business in California, !ocated at Iiii Broadway, Suite 1200, Oakland, CA 94607-4046 ("CONSULTANT"). RECITALS: WHEREAS, CITY desires certain professional consulting services ("Services") and the preparation and delivery of, without limitation, one or more sets of documents, drawings, maps, plans, designs, data, calculations, surveys, specifications, schedules or other writings ("De!iverables") (Services and Deliverables are, collectively, the "Project"), as more fully described in Exhibit "A"; and WHEREAS, CITY desires to engage CONSULTANT, including its employees, if any, in providing the Services by reason of its qualifications and experience in performing the Services, and CONSULTANT has offered to complete the Project on the terms and in the manner set forth herein; NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this Contract, the parties agree: SECTION i. TERM I.i This Contract will commence on the date of its execution by CITY, and will terminate upon the completion of the Project, unless this Contract is earlier terminated by CITY. Upon the receipt of CiTY’s notice to proceed, CONSULTANT will commence work on the initial andsubsequent Project tasks in accordance with the time schedule set forth in Exhibit "A". Time is of the essence of this Contract. In the event that the Project is not completed within the time required through any fault of CONSULTANT, CITY’s city manager will have the option of extending the time schedule for any period of time. This provision will not preclude the recovery of damages for delay caused by CONSULTANT. SECTION 2.SCOPE OF PROJECT;CHANGES & CORRECTIONS 2.1 The scope of Services andDeliverables constituting the Project, as described in Exhibit "A", will be performed, delivered or executed by CONSULTANT under the phases of the Basic Services as described’ below. 961206 syn 0071096 2.2 CITY may order substantial changes in the scope or character of the Basic Services, the Deliverables, or the Project, either decreasing or increasing the amount of work required of CONSULTANT. In the event that such changes are ordered, subject to the approval of CITY’s City Council, as may be required, CONSULTANT will be entitled to full compensation for all work performed prior to CONSULTANT’s receipt of the notice of change and further will be entitled to an extension of the time schedule. Any increase in compensation for substantial changes will be determined in accordance with the provisions of this Contract. CITY will not be liable for the cost or payment of any change in work, unless the amount of additional compensation attributable to the change in work is agreed to, in writing, by CITY before CONSULTANT commences the performance of any such change in work. 2.3 Where the Project entails the drafting and submission of Deliverables, for example, construction plans, drawings, and specifications, any and all errors, omissions, or ambiguities in the Deliverables, which are discovered by CITY before invitations to bid on a construction project (for which the Deliverab!es are required) are distributed by CITY, will be corrected by CONSULTANT at no cost to CITY, provided CITY gives notice to CONSULTANT. 2.4 Any and all errors, omissions, or ambiguities in the Deliverables, which are discovered by CITY after the construction contract is awarded by CITY, will be performed by CONSULTANT, as follows: (a) at no cost to CITY insofar as those Services, including the Basic Services or the Additional Services, as described below, or both, will result in minor or nonbeneficial changes in the construction work required of the construction CONSULTANT; or (b) at CITY’s cost insofar as those Services, including the Basic Services or the Additional Services, or both, will add a direct and substantial benefit to the construction work required of the construction CONSULTANT. The project manager in the reasonable exercise of his or her discretion will determine whether the Basic Services or the Additional Services, or both, will contribute minor or substantial benefit to the construction work. SECTION 3. CONSULTANT QUALIFICATIONS,STATUS, AND DUTIES OF 3.1 CONSULTANT represents and warrants that it has the expertise and professional qualifications to furnish or cause to be furnished the Services and Deliverables. CONSULTANT further represents and warrants that the project director and every individual, including any consultant (including CONSULTANTs), charged with the performance of the Services are duly licensed or certified by the State of California, to the extent such licensing or certification is required by law to perform the Services, and that the Project wi<l be executed by them or under their supervision. CONSULTANT will furnish to CITY for approval, prior to execution of this Contract, a list of all individuals and the 2961205 syn 0071096 names of their employers or principals to be employed consultants. as 3.2 In reliance on the representations and warranties set forth in this Contract, CITY hires CONSULTANT to execute, and CONSULTANT covenants and agrees that it will execute or cause to be executed, the Project. 3.3 CONSULTANT will assign CHUCK KEMPER as the project director to have supervisory responsibility for the performance, progress, and execution of the Project. LINDA MORSE will be assigned as the project coordinator who will represent CONSULTANT during the day-to-day work on the Project. If circumstances or conditions subsequent to the execution of this Contract cause the substitution of the project director or project coordinator for any reason, the appointment of a substitute project director or substitute project coordinator will be subject to the prior written approval of the project manager. 3.4 CONSULTANT represents and warrants that it will: 3.4.1 Procure all permits and licenses, pay all charges and fees, and give all notices which may be necessary and incident to the due and lawful prosecution of the Project; 3.4.2 Keep itself fully informed of all existing and future Federal, State of California, and local laws, ordinances, regulations, orders, and decrees which may affect those engaged or employed under this Contract and any materials used in CONSULTANT’s performance of the Services; 3.4.3 At all times observe and comply with, and cause its employees and consultants, if any, who are assigned to the performance of this Contract to observe and comply with, the laws, ordinances, regulations, orders and decrees mentioned above; and 3.4.4 Will report immediately to the project manager, in writing, any discrepancy or inconsistency it discovers in the laws, ordinances, regulations, orders, and decrees mentioned above in relation to the Deliverables. 3.5 Any Deliverables given to, or prepared or assembled by, CONSULTANT or its consultants, if any, under this Contract will become the property of CITYand will not be made available to any individual or organization by CONSULTANT or its consultants, if any, without the prior written approval of the city manager. 3.6 CONSULTANT will provide CITY with the specified number (as defined in Exhibit "A") of any documents which are a part of the Deliverables upon their completion and acceptance by CITY. 961205 syn 0071096 3 3.7 If CITY requests additional copies of any documents which are a part of the Deliverables, CONSULTANT will provide such additional copies and CITY will compensate CONSULTANT for its duplicating costs. 3.8 CONSULTANT will be responsible for employing or engaging all persons necessary to execute the Project. All consultants of C0NSULTANT will be deemed to be directly controlled and supervised by CONSULTANT, which will be responsible for their performance. If any employee or consultant of C0NS~LTANT fails or refuses to carry out the provisions of this Contract or appears to~ be incompetent or to act in a disorderly or improper manner, the employee or consultant will be discharged.immediately from further performance under this Contract on demand of the project manager. 3.9 In the execution of the Project, CONSULTANT and its consultants, if any, will at all times be considered independent contractors and not agents or employees of CITY. 3.10 CONSULTANT will perform or obtain or cause to be performed or obtained any and all of the following Additional Services, not included under the Basic Services, if so authorized, in writing, by CITY: 3.10.1 Providing services as an expert witness in connection with any public hearing or meeting, arbitration proceeding,or proceeding of a court of record; 3.10.2 Incurring travel and subsistence expenses for CONSULTANT and its staff beyond those normally required under the Basic Services; 3.10.3 Performing any other Additional Services that may be agreed upon by the parties subsequent to the execution of this Contract; and 3.10.4 Other Additional Services now or hereafter described in Exhibit "A" to this Contract. 3.11 CONSULTANT will be responsible for employing all consultants deemed necessary to assist CONSULTANT in the performance of the Services. The appointment of consultants must be approved, in advance, by CITY, in writing, and must remain acceptable to CITY during the term of this Contract. SECTION 4. DUTIES OF CITY 4.1 CITY will furnish or cause to be furnished the services listed in Exhibit "A" and such information regarding its requirements applicable to the Project as may be reasonably requested by CONSULTANT. 4.2 CITY will review and approve, as necessary, in a timely manner the Deliverables and each phase of work performed by CONSULTANT. CITY’s estimated time of review and approval will be 4 961205 syn 0071096 furnished to CONSULTANT at the time of submission of each phase of work. CONSULTANT acknowledges and understands that the interrelated exchange of information among CITY’s various departments makes it extremely difficult for CITY to firmly establish the time of each review and approval task. CITY’s failure to review and approve within the estimated time schedule will not constitute a default under this Contract. 4.3 The city manager will represent CITY for all purposes under this Contract. Robert Le is designated ~as the project manager for the city manager. The project manager will. supervise the performance, progress, and execution of the Project, and will be assisted by Chad Centola, th9 project engineer. 4.4 If CITY observes or otherwise becomes aware of any default in the performance of CONSULTANT, CITY will use reasonable efforts to give written notice thereof to CONSULTANT in a timely manner. SECTION 5.COMPENSATION 5.1 CITY will compensate CONSULTANT for the following services and work: S.i.l In consideration of the full performance of the Basic Services, including any authorized reimbursable expenses, CITY will pay CONSULTANT a fee not to exceed five hundred seventeen thousand seven hundred seventy dollars ($517,770). The amount of compensation will be calculated in accordance with the hourly rate schedule set forth in Exhibit "B", on a time and materials basis, up to the maximum amount set forth in this Section. 5.1.2 In consideration of the full performance of Additional Services, including any authorized reimbursable expenses, CITY will pay CONSULTANT a fee not to exceed twenty thousand dollars ($20,000). The amount of compensation will be calculated in accordance with the hourly rate schedule set forth in Exhibit "B", on a time and materials basis, up to the maximum amount set forth in this section. 5.1.3 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 is made necessary on account of CONSULTANT’s errors, omissions, or oversights. 961205 syn 0071096 5.1.4 Direct personnel expense of employees assigned to the execution of the Project by CONSULTANT will include only the work of architects, engineers, designers, job captains, surveyors, biologists, draftspersons, specification writers and typists, in consultation, research and design, work in producing drawings, specifications and other documents pertaining to the Project, and in services rendered during~construction at the site, to the extent such services are expressly contemplated under this Contract. Included in the cost of direct personnel expense of these employees are salaries and mandatory and customary benefits such as statutory employee benefits, insurance, sick leave, holidays~+and vacations, pensions and similar benefits. 5.1.5. The fees of the consdltants, who have direct contractua! relationships with CONSULTANT, will be approved, in advance, by CITY. CITY reserves the right to refuse payment of such fees, if such prior approval is not obtained by CONSULTANT. 5.1.6. The rate schedules contained in Exhibit "B" may be updated by CONSULTANT only once each calendar year, and the rate schedules will not become effective for purposes of this Contract, unless and until CONSULTANT gives CITY thirty (30) days’ prior written notice of the effective date of any revised rate schedule. 5.2 The schedule of payments will be made as follows: 5.2.1 Payment of the Basic Services will be made in monthly progress payments in proportion to the quantum of services performed, or in accordance with any other schedule of payment mutually agreed upon by the parties, as set forth in Exhibit or within thirty (30) days of submission, in triplicate, of such requests if a schedule of payment is not specified. Final payment will be made by CITY after CONSULTANT has submitted all Deliverables, including, without limitation, plans, specifications, and cost opinions which have been approved by the project manager. 5.2.2 Payment of the Additional Services will be made in monthly progress payments for services rendered, within thirty (30) days of submission, in triplicate, of such requests. 5.2.3 No deductions will be made from CONSULTANT’s compensation on account of penalties, liquidated damages, or other sums withheld by CITY from payments to general contractors. SECTION 6.ACCOUNTING, AUDITS, OWNERSHIP OF RECORDS 6.1 Records of the direct personnel expenses and expenses incurred in connection with the performance of Basic Services and Additional Services pertaining to the Project will be prepared, maintained, and retained by CONSULTANT in accordance with generally accepted accounting principles and will be made available to CITY for auditing purposes at mutually convenient times during the term of this Contract and for three (3) years following the expiration or earlier termination of this Contract. 6 961205 syn 0071096 6.2 The originals of the Deliverables prepared by or under the direction of CONSULTANT in the performance of this Contract will become the property of CITY irrespective of whether the Project is completed upon CITY’s payment of the amounts required to be paid to CONSULTANT. These .originals will be delivered to CITY without additiona! compensation. CITY will have the right to utilize any final and incomplete drawings, estimates, specifications, and any other documents prepared hereunder by CONSULTANT, but CONSULTANT disclaims any responsibility or liability for any alterations or modifications of such documents. SECTION 7.INDEFINITY 7.1 CONSULTANT agrees to protect, 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 death or injury to any person, property damage or any other loss, caused by or arising out of CONSULTANT’s, its officers’, agents’, consultants’ or employees’ negligent acts, errors, or omissions, or willfu! misconduct, or conduct for which applicable law may impose strict liability on CONSULTANT in the performance of or failure to perform its obligations under this Contract. SECTION 8.WAIVERS 8.1 The waiver by either party of any breach or violation of any covenant, term, condition or provision of this Contract.or of the provisions of any ordinance or law will not be deemed to be a waiver of any such covenant, term, condition, provision, ordinance, or law or of any subsequent breach or violation of the same or of any other covenant, term, condition, provision, ordinance or law. The subsequent acceptance by either party of any fee or other money which may become due hereunder will not be deemed to be a waiver of any preceding breach or violation by the other party of any covenant, term, condition or provision of this Contract or of any applicable law or ordinance. 8.2 N6 payment, partial payment, acceptance, or partia~ acceptance by CITY will operate as a waiver on the part of CITY of any of its rights under this Contract. SECTION 9. INSURANCE 9.1 CONSULTANT, at its sole cost and expense, will obtain and maintain, in full force and effect during the term of this Contract, the insurance coverage described in Exhibit "C", insuring not only CONSULTANT and its consultants, if any, but also, with the exception of workers’ compensation, employer’s liability and professional liability insurance, naming CITY as an additional insured concerning CONSULTANT’s performance under this Contract. 9.2 All insurance coverage required hereunder will be provided through carriers with Best’s Key Rating Guide ratings of A:X or higher which are admitted to transact insurance business in 7961205 syn 0’071096 the State of California. Any and all consultants of CONSULTANT retained to perform Services under this Contract will obtain and maintain, in full force and effect during the term of this Contract, identical insurance coverage, .naming CITY as an additional insured under such policies as required above. 9.3 Certificates of such insurance, preferably on the forms provided by CITY, wil! be filed with CITY concurrently with the execution of this Contract. The certificates will be subject to the approval of CITY’s risk manager and will contain an endorsement stating that the insurance is primary coverage and will~ not be canceled or altered by the insurer except after filing with the CITY’s city clerk thirty (30) days’ prior written notice of such cancellation or alteration, and that the dity of Palo Alto is named as an additional insured except in policies of workers’ compensation, employer’s liability, and professional liability insurance. Current certificates of such insurance will be kept on .file at all times during the term of this Contract with the city clerk. 9.4 The procuring of such required policy or policies of insurance will not be construed to limit CONSULTANT’s liability hereunder nor to. fulfill the indemnification provisions of this Contract. Notwithstanding the policy or policies of insurance, CONSULTANT wil! be obligated for the full and total amount of any damage, injury, or loss caused by or directly arising as a result of the Services performed under this Contract, including such damage, injury, or loss arising after the Contract is terminated or the term has expired.- SECTION i0.WORKERS’ COMPENSATION i0.i CONSULTANT, by executing this Contract, certifies that it is aware of the provisions of the Labor Code of the State of California which require every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that Code, and certifies that it will comply with such provisions, as applicable, before commencing the performance of the Project. PROJECT SECTION ii TERMINATION OR SUSPENSION OF CONTRACT OR ii.I The city manager may suspend the execution of the Project, in whole or in part, or terminate this Contract, with or without cause, by giving thirty (30) days’ prior written notice thereof to CONSULTANT, or immediately after submission to CITY by CONSULTANT of any completed item of Basic Services. Upon receipt of such notice, CONSULTANT will immediately discontinue its performance under this Contract. 11.2 CONSULTANT may terminate this Contract or suspend its execution of the Project by giving thirty (30) days’ prior written notice thereof to CITY, but only in the event of a substantial failure of performance by CITY or in the event CITY 8 961205 syn 0071096 indefinitely withholds or withdraws its request for the initiation or continuation of Basic Services or the execution of the Project. 11.3 Upon such suspension or termination by CITY, CONSULTANT will be compensated for the Basic Services and Additional Services performed and Deliverables received and approved prior to receipt of written notice from CITY of such suspension or abandonment, together with authorized additional and reimbursable expenses then due. If the Project is resumed after it has been suspended for more than 180 days, any change in CONSULTANT’s compensation will be subject to renegotiation and, if necessary, approval of CITY’s City Council. If this Contract is suspended or terminated on account of a default by CONSULTANT, CITY will be obligated to compensate CONSULTANT only for that portion of CONSULTANT’s services which are of direct and immediat~ benefit to CITY, as such determination may be made by the city manager in the reasonable exercise of her discretion. 11.4 In the event of termination of this Contract or suspension of work on the Project by CITY where CONSULTANT is not in default, CONSULTANT will receive compensation as follows: 11.4.1 For approved items of services, CONSULTANT will be compensated for each item of service fully performed in the amounts authorized under this Contract. 11.4.2 For approved items of services on which a notice to proceed is issued by CITY, but which are not fully performed, CONSULTANT will be compensated for each item of service in an a~nount which bears the same ratio to the total fee otherwise payable for the performance of the service as the quantum of service actually rendered bears to the services necessary for the full performance of that item of service. 11.4.3 The. total compensation payable under the preceding paragraphs of this Section will not exceed the payment specified under Section 5 for the respective items of service to be furnished by CONSULTANT. 11.5 Upon such suspension or termination, CONSULTANT will deliver to the city manager immediately any and all copies of the Deliverables, whether or not completed, prepared by CONSULTANT or its consultants, if any, or given to CONSULTANT or its consultants, if any, in ’connection with this Contract. Such materials will become the property of CITY. 11.6 The failure of CITY to agree with CONSULTANT’s independent findings, conclusions, or recommendations, if the same are called for under this Contract, on the basis of differences in matters of judgment, will not be construed as a failure on the part of CONSULTANT to fulfill its obligations under this Contract. 9 961205 syn 0071096 SECTION 12.ASSIGNMENT 12.1 This Contract is for the personal services of CONSULTANT, therefore, CONSULTANT will not assign, transfer, convey, or otherwise dispose of this Contract or any right, title or interest in or to the same or any part thereof without the prior written consent of CITY. A consent to one assignment will not be deemed to be a consent to any subsequent assignment. Any assignment made without the approval of CITY will be void and, at the option of the city manager, this Contract may be terminated. This Contract will not be assignable by operation of law. SECTION 13. NOTICES 13.1 All notices hereunder will be given, in writing, and mailed, postage prepaid, by certified mail, addressed as follows: To CITY:Office of the City Clerk City of Palo Alto Post Office Box 10250 Palo Alto, CA 94303 To CONSULTANT: Attention of the project director at the address of CONSULTANT recited above SECTION 14.CONFLICT OF INTEREST 14.1 In accepting this Contract, CONSULTANT covenants that it presently has no interest, and will not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the Services. 14.2 CONSULTANT- further covenants that, in the performance of this Contract, it will not employ contractors or persons having such an interest mentioned above. CONSULTANT certifies that no one who has or will have any financial interest under this Contract is an officer or employee of CITY; this provision will be interpreted in accordance with the applicable provisions of the Palo Alto Municipal Code and the Government Code of the State of California. SECTION 15.NOND~SCRIMINATION 15.1 As set forth in the Palo Alto Municipal Code, no discrimination will be made in the employment of persons under this Contract because of the age, race, color, national origin, ancestry, religion, disability, sexual preference or gender of such person. If the value of this Contract is, or may be, five thousand dollars ($5,000) or more, CONSULTANT agrees to meet all requirements of the Palo Alto Municipal Code pertaining to nondiscrimination in employment, including completing the requisite form furnished by CITY and set forth in Exhibit "D". 961205 syn 0071096 10 15.2 CONSULTANT agrees that each contract for services from independent providers will contain a provision substantia!ly as follows: "[Name of Provider] will provide CONSULTANT with a certificate stating that [Name of Provider] is currently in compliance with all Federal and State of California laws covering nondiscrimination in employment; that [Name of Provider] will pmrsue an affirmative course of action as required by the Affirmative Action Guidelines of the City of Palo Alto; and that [Name of Provider] will not discriminate in the employment of any person under this contract because of the age, race, color, national origin, ancestry, religion, disability, sex~al preference or gender of such person." 15.3 If CONSULTANT is found in violation of the nondiscrimination provisions of the State of California Fair Employment Practices Act or similar provisions of Federal law or executive order in the perforrm~nce of this Contract, it will be in default of this Contract. Thereupon, CITY wil! have the power to cancel Or suspend this Contract, in whole or in part, or to deduct the sum of twenty-five dollars ($25) for each person for each calendar day during which such person- was subjected to discrimination, as damages for breach of contract, or both. Only a finding of the State of California Fair Employment Practices Commission or the equivalent federal agency or officer will constitute evidence of a breach of this Contract. 15.4 If CONSULTANT is found in default of the nondiscrimination provisions of this Contract or the applicable Affirmative Action Guidelines pertaining to this Contract, CONSULTANT will be found in material breach of this Contract. Thereupon, CITY will have the power to cancel or suspend this Contract, in whole or in part, or to deduct from the amount payable to CONSULTANT thesum of two hundred fifty dollars ($250) for each calendar day during which CONSULTAN~ is not in compliance with this provision as damages for breach of contract, or both. SECTION 16.MISCELLANEOUS PROVISIONS 16.1 CONSULTANT represents and warrants that it has knowledge of the requirements of the federal Americans with Disabilities Act of 1990, and the Government Code and the Health and Safety Code of the State of California, relating to access to public buildings and accommodations for disabled persons, and relating to facilities for disabled persons. CONSULTANT will comply with or ensure by its advice that compliance with such provisions will be effected pursuant to the terms of this Contract. 16.2 Upon the agreement of the parties, any controversy or claim arising out of or relating to this Contract may be settled ii 961205 syn~71096 by arbitration in accordance with the Rules of the American Arbitration Association, and judgment upon the award rendered by the Arbitrators may be entered in any court having jurisdiction thereof. 16.3 This Contract will be governed by the laws of the State of California, excluding its conflicts of law. 16.4 In the event that an action is brought, the parties agree that trial of such action will be vested exclusively in the state courts of California or in the United States District Court for the Northern District of California in the County of Santa Clara, State of California. 16.5 The prevailing party in any action brought to enforce the terms of this Contract or arising out of this Contract may recover its reasonable costs and attorneys’ fees expended in connection with that action. 16.6 This doctunent represents the entire and integrated Contract between the parties and supersedes all prior negotiations, representations, and contracts, either written or oral. This document may be amended only by a written instrument, which is signed by the parties. 16.7 All provisions of this Contract, whether covenants or conditions, will be deemed to be both covenants and conditions. !6.8 The covenants, terms, conditions and provisions of this Contract will apply to, and will bind, the heirs, successors, executors, administrators, assignees, and consultants, as the case may be, of the parties. 16.9 If a court of competent jurisdiction finds or rules that any provision of this Contract or any amendment thereto is void or unenforceable, the unaffected provisions of this Contract and any amendments thereto will remain in full force and effect. 16.10 All exhibits referred to in this Contract and any addenda, appendices, attachments, and schedules which, from time to time, may be referred to in any duly executed amendment hereto are by such reference incorporated in this Contract and will be deemed to be a part of this Contract. 16.11 This Contract may be executed in any number of counterparts, each of which will be an original, but all of which together will constitute one and the same instrument. 16.12 This Contract is subject to the fiscal provisions of the Charter of the City of Palo Alto and the Palo Alto Municipal Code. This Contract will terminate without any penalty (a) at the end of any fiscal year in the event that funds are not appropriated for the following fiscal year, or (b) at any time within a fiscal year in the event that funds are only appropriated for a portion of the fiscal year and funds for this Contract are no longer 12 961205 syn 0071096 available. This Section 16.12 will take precedence in the event of a conflict with any other covenant{ term, condition, or provision of this Contract. IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives executed this Contract on the date first above written. ATTEST:CITY OF PAL0 ALTO City Clerk APPROVED AS TO FORM: Mayor Senior Asst. City Attorney APPROVED: Assistant City Manager Director of Public Works CH2M HILL, INC. By: Its: Taxpayer’s I.D. No. 59-0918189 Deputy City Manager, Administrative Services Risk Manager Attachments:EXHIBIT "A" : EXHIBIT "B" : EXHIBIT "C" : EXHIBIT "D" : SCOPE OF PROJECT &TIME SCHEDULE RATE SCHEDULE INSURANCE NONDISCRIMINATION COMPLIANCE FORM 13 961205 syn 0071096 CERTIFICATE OF ACKNOWLEDGMENT (Civil Code § 1189) STATE OF )) ss. COUNTY OF ) On /~/~ , 1996, before me, ~~/. ~,) a Notary ~ublic ’i~ an% for said County ~ S.b~te, ~rsonally appeared~ ~~ , ~/rson~lly ~own to meor prove~ [~ me on th~:h~sis of satisf~Ctd~y evidence/to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. WITNESS my hand and official seal. Si(.ture Public/ 961205 syn 0071096 14 EXHIBIT SCOPE OF WORK A. General Information The City of Palo Alto (City) is involved with the development of a 13.4-acre piece of property located at the end of North San Antonio Road (Figure 1 ). The City holds half-interest in the property, which is co-owned with the City of Los Altos, and has the option of purchasing the remainder of the site interest and annex the property. The property was previously occupied by the Los Altos Sewage Treatment Plant (LATP) which operated from 1958 to 1972, and is currently leased by two small companies. The City intends to develop a portion of the site as a refuse collection and hauling operations yard, a permanent household hazardous waste facility, and a paved storage/staging area for Palo Alto’s Utilities Department field operations and cor~tractors (Figure 2). The City has conducted preliminary Phase I and II Environmental Site Assessments and has also completed a Feasibility Study and Preliminary Design, Conceptual Site Plan, and Cost Estimate for construction of the proposed facility. The City has also just completed ar, initial Study (IS) and a Wetlands Delineation Report which were submitted to the City’s Planning Department and the Army Corp of Engineers (COE), respectively. This request for proposals is seeking the services of a qualified and experienced firm to conduct the LATP Site Development services which will include: reviewing and revising the Conceptual Plan, preparing a Focused Environmental Impact Report (FEIR), preparing applications and processing permits for project approvals, conducting site assessments and investigations, preparing construction plans and specifications, preparing a construction cost estimate and construction schedule, providing bidding assistance, providing construction management services, attending meetings, and providing overall project management. B. Scope of Work In general, the Work of this project consists of the following tasks. Task 1 Review and .Revise Conceptual Plan for LATP Site The Consultant shall review and evaluate all information, data, and reports as listed in Table 1, Background Documents. Based on the work completed under Phase 1 of the Site Development, the Consultant shall review the conceptual plan completed in the report, 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 (scale 1"=40’), floor plans and elevations LATPII.EXA SCOPE OF WORK (scale 1/4"=1’, 118"=1’, and 1/16"=1’ as appropriate); ten (10) copies plus 1 sepia copy, 1 colored/laminated copy for presentations/meetings and 1 copy on 3.5" floppy diskette in AUTOCAD file format. Task 2 Prepare Focused Environmental Impact Report for Project The City of Palo Alto Public Works Department will be the lead agency for the preparation of a Focused Environmental Impact Report (FEIR)for the project. TheCity’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 1 of the Site Development process; additional studies needed were identified in the IS. In Phase 2, the Consultant shall prepare an FEIR for the project, from the Notice of Preparation (NOP) through completion of the Final FEIR. The Consultant shall focus the FEIR on the effects determined to be significant that were identified in the IS. The Consultant shall also discuss other site options for the construction of the storage/staging area for the Utilities Department. The existing Pa!o Alto Sanitation Company (PASCO) site on Geng Road in Palo Alto as well as other sites in Palo Alto or East Palo Alto will be evaluated as alternative sites. The FEIR 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 City 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 release of the Draft FEIR, submittal of anAdministrative Draft FEIR, preparation of the Draft FEIR, preparation of a Screencheck Final FEIR/Response to Comments, preparation of a Final FEIR, and submittal of the final FEIR 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 vehicles. Estimation of project-generated noise, to determine the extent of the impacts on recreation users of adjacent park facilities and on people working in adjacent office buildings. Assessment of the visual impact of the project on the aesthetic quality of adjacent parks LATPII.EXA 2 SCOPE OF WORK 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 FEIR; 100 copies of the Draft FEIR; 10 copies of the Screencheck Final FEIR/Response to Comments; and 50 copies and one camera-ready original of the Final FEIR. Task 3 Prepare and Submit Permits Required for Project Approval Table 2 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 app!ications, 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 revise this list and include an explanation of the reasons 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 coriducted 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 3. 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. Subtask4A Deliverables: Ten (10) copies of the Draft Phase I Site Assessment Report and ten (10) copies of the Final Phase I Site Assessment Report. Subtask4B Conduct PhasellSitelnvestigation Based on the findings of the Phase I Site Assessment in Subtask 4A, the City, after evaluation, will determine the need for a Phase 11 Site Ir~vestigation to confirm and characterize potential releases on the site. The primary purpose for conducting the Phase II Site Investigation will be for transactional purposes (due diligence) and regulatory compliance LATPII.EXA 3 SCOPE OF WORK 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 11 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 contaminatior~, identifies risk and potential receptors, and quantifies the amount of material contaminated; Preparation of remediation action plan; and Preparation of site investigation report. Once the site 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 Construction Contractor for cleanup action prior to site development. Note: The City recognizes that the actual level of effort for this task may need to be adjusted, depending on the findings in Task 4A. For fee proposai purposes, the Consultant shall use the following assume-d sampling and analysis plan to describe the approach, staff assignments, and level of effort. For each of the sampling methods and laboratory analyses, specify a unit cost in the cost proposal. Area A No samples required. Area B Surface soil grab samples (0 - 6 inches depth in stained areas around maintenance buildings and transformer pad). Sampling locations will be based on information obtained in the Phase I Environmental Site Assessment and previous sampling event results. Eight (8) soil samples anal~’zed for: ¯ Total petroleum hydrocarbons (TPH) - purgeable with BTEX distinction (EPA Method 8015 Mod./8020 Mod.) and extractable (EPA Method 8015 Mod.) ¯Semivolatile Compounds (EPA Method 8270) ¯Qrganochlorine pesticides/PCBs, EPA Method 8080 ¯TTLC Title 22 metals, EPA Method SW 6010/SW7000 (total concentration). LATPII.EXA 4 SCOPE OF WORK Subsurface soil grab samples (1-2 foot depth or above water table in areas where potential releases are suspected (in areas where potential releases are suspected, such as maintenance building). Sampling locations will be based on information obtained in the Phase I Environmental Site Assessment and previous sampling event results. Four (4) soil samples analyzed for: Total petroleum hydrocarbons (TPH) - purgeable with BTEX distinction (EPA Method 8015 Mod./8020 Mod.) and extractable (EPA Method 8015 Mod.) Semivolatile Compounds (EPA Method 8270) Organochlorine pesticides/PCBs, EPA Method 8080 TTLC Title 22 metals, EPA Method SW 6010/SW7000 (total concentration). Groundwater samples One (1) groundwater sample analyzed for: Total petroleum hydrocarbons (TPH) - purgeable (EPA Method 8015 Mod.) Volatile organic compounds, EPA Method 8010 Semivolatile compounds, EPA Method 8270 TTLC Metals, EPA Method SW 6010/SW7000 Area C Surface soil grab samples (0 - 6 inches depth in stained areas around buildings or beneath demolished buildings). Sampling locations will be based on information obtained in the Phase 1 Environmental Site Assessment. Five (5) soil samples analyzed for: ¯Total petroleum hydrocarbons (TPH) - purgeable with BTEX distinction (EPA Method 8015 Mod/8020 Mod.) and extractable (EPA Method 8015 Mod.) ¯Semivolatile Compounds with Tentatively Identified Compounds (TIC) (EPA Method 8270) ¯TTLC Title 22 metals, EPA Method SW 6010/SW7000 (total concentration). Subsurface soil grab samples (1-2 foot depth or above water table in areas where potential releases are suspected). Sampling locations will be based on information obtained in the Phase I environmental site assessment. Three (3) soil samples analyzed for: LATPII.EXA 5 SCOPE OF WORK ¯Total petroleum hydrocarbons (TPH) - purgeable with BTEX distinction (EPA Method 8015 Mod./8020 Mod.) and extractable (EPA Method 8015 Mod.) ¯Semivolatile Compounds with Tentatively Identified Compounds (TIC) (EPA Method 8270) ¯TTLC Title 22 metals, EPA Method SW 6010/SW7000 (total concentration). Groundwater samples One (1) groundwater sample, if warranted, analyzed for: ¯Total petroleum hydrocarbons (TPH) - purgeable (EPA Method 8015 Mod.) ¯Volatile organic compounds, EPA Method 8010 ¯Semivolatile compounds, EPA Method 8270 ¯TTLC Metals, EPA Method SW 6010/SW7000 Subtask 4B Deliverables: Ten (10) copies of the Draft Phase II Site Assessment Report and ten (10) copies of the Final Phase II Site Assessment Report; ten (10) copies of the 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. The City will provide the horizontal and vertical datum only. Geotechnical investigations for engineering design will have been completed under Task 2. ¯ o ¯ Perform all field surveys including boundary and topographic 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: Wetlands restoration Grading and drainage Utilities (site and building systems) Lighting Traffic circulation Building/office/H HW faci lities Equipment needed for truck maintenance and washing areas Landscaping Fencing Surface improvements Miscellaneous ¯Prepare bid schedule Deliverables" Construction drawings, layout (scale 1"=40’), floor plans and elevations (scale LATPII.EXA 6 SCOPE OF WORK 1/4"=1’, 1/8"=1’, and 1/16"=1’ as appropriate) and specifications in CSI format. Construction drawings: five (5) copies at the 30 percent, 65 percent, 90 percen.t submittal and ten (10) final copies plus 1 sepia copy, 1 colored/laminated copy for presentations/meetings, and 1 copy on 3.5" floppy diskette in AUTOCAD file format. Specifications: five (5) copies at the 30 percent, 65 percent, 90 percent submittal and ten (10) final copies plus 1 copy on 3.5" floppy diskette in WordPerfect 6.1 file format. Memo on the bid schedule. 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, preliminary and final construction schedule: five (5) copies at the 30 percent, 65 percent, 90 percent submittal, and five (5) final copies plus 1 copy on 3.5" floppy diskette in WordPerfect 6.1, EXCEL 5.0, or LOTUS 5.0 file format. Task 7 Provide Bidding Assistance The Consultant shall provide assistance to the City during the Construction Contractor bidding process, including attending one pre-bid meeting, answering bidders’ questions during the bid period, and preparing addenda, as necessary. Note: For fee proposal purposes, the Consultant shall assume to spend up to 20 hours for attending the pre-proposal conference and dealing with questions, addenda, etc. The City will carry all costs related to advertising, reproduction of drawings and specifications, and distribution of responses to questions and addenda. The Consultant shall indicate the staff persons who will be assigned, the grade levels of each person, and the expected percentage of the 20 hours that is assumed for each assigned staff during the bid period. Deliverables: Log of assistance provided during the bid process and written record of questions from and answers to bidders. Task 8 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 construction schedule (Task 7). ¯Three (3) meetings with the City staff and two (2) public meetings associated with the preparation of the FEIR. ¯Three (3) meetings with the City staff associated with the Phase I Site Assessment LATPII.EXA "7 SCOPE OF WORK 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 9 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 floppy diskette in WordPerfect 6.1 format (Task 6 may be in EXCEL 5.0 or Lotus 5.0 file format if preferred). Task 10 Project Management The Consultant shall manage the overall project, including preparation of schedules, coordination with City staff on progress, problems, deliverables, and billing, assignment of staff, scheduling of meetings and preparation of progress reports. Task 11 Provide Services During Construction and Construction Management (Optional) Subtask 11A 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 the Construction Contractor. Note: The duration of construction is estimated to be 9 months. For fee proposal purposes, the Consultant shall assume that an engineer would spend up to 780 hours during the construction period, dealing with submittals, Requests for Information and Clarification, changes, record drawings, progress meetings, etc. The Consultant shall indicate the staff persons who will be assigned, the grade levels of each person, and the expected percentage of the 780 hours that is assumed for each assigned staff during the construction period. Subtask 11B 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 LATPII.EXA g SCOPE OF WORK Provide field observation/inspection/daily inspection reporting services Assist with final inspection, commissioning, and project closeout 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. Note: The duration of construction is estimated to be 9 months. For fee proposal purposes, the Consultant shall assume a full-time construction manager present on site during the construction period, including carrying out construction inspection services. The City will provide supplemental field inspection and office administrative support. The City will also provide the field office and equipment to support construction managment. The City will provide materials testing and survey verification as needed. Deliverables: Logs of all meetings and discussions with Contractor; reports on daily inspections; reports on resolution of Contractor claims and change orders; authorizations of monthly payments; and monthly progress reports. LATPII.EXA 9 FIGURE 1 !RECYCL:IN~ CENTER LANDFILL OPEF::LATION FACILITIES I \ - LOS ALTOS SEWAGE TREATMEN_T PLANT DRAWN BY: JA DATE: CHEC’D BY DATE- LDCATIDN ~a.lo .A~I-L o APPRDVED BY: PE ND. DATE: DRAWING NO FIGUFtE 3 Table 1 Background Documents Preliminary Environmental Survey, Former Los Altos Sewage Treatment Plant Site, 1237 and 1.275 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. Note: Background documents are available for review at the Public Works/Operations Division Offices at 3201 East Bayshore Road, Palo Alto, between hours of 7:00 a.m. and 3:30 p.m. Please call to arrange for review of documents. 0~o~oo0oo0 ~ ~ 0 o ’,~" 0 o~ o o o oo o co o 0 oLO 0 CO~ ~-’~ ~0 000L~ 00 o 0o~oo0o~00~oooo~~o~o~ 000000000000000~00~0000~ 0~ O00 ~ 0 o o~ oo 00 o0 "~ ~q ~ oo "- ~ 0o UJ LI.I ©©_A 00~ oco o 0 o0~ ~ 0 0000 0 0 0000 0~0000 0~00~0 ~ X LATP SITE DEVELOPMENT SERVICES- PHASE !! echnical ’- pproach Task 1 Conceptual Plan ~e conceptual planning process will efine the primary project goals, establish basic design criteria, and develop preliminary project design that incorporates site design, building concepts, and related improvements in a single package. This is the point in the design and planning process where alternative approaches are considered and a single concept is established and agreed upon. Deliverables: Project definition of facilities uses and requirements including capacities, and expansion requirements. Task 1.2 Conceptual Drawing We will revise the conceptual drawing produced by EBA Wastechnologies. The new drawing will be at a scale of 1"=40’ and produced from the aerial photo and topographical work. The drawing will include major site features such as buildings, landscaping areas, fencing, paving, and wetlands restoration areas. Deliverables: Conceptual site plan in two formats: a reproducible sepia and a photo- based color map for presentations and meetings at 1" to 40’. The conceptual planning process relies on several other work items in other tasks. The survey and mapping in Task 5.1 and the geotechnicalinvestigation in Subtask 2.3.3 will be conducted concurrently with this task to expedite the final design process and to provide important design information. Development of base maps with topographical data is needed prior to beginning detailed desig-n drawings. The geotechnical investigation will provide information for site grading and building foundation design. The level of effort for this work is 278 hours. Task 1.1 Prepare Project Definition Work consists of data collection and analysis, coordination with the environmental and regulatory review tasks, and most important, consultation and meetings with the City and the project users, Input from the key users, PASCO, the Public Works Department, and the Utilities Department (as part of the TAG ) will be provided at the project kick-off meeting by the City. Task 1.3 Architectural and Landscape Design Programming Our architectural approach to this project wil! integrate the administration and maintenance buildings and the HHWF building within its larger site context. The project’s current location adjacent to the Shoreline Park, existing wetlands, and active commercial operations necessitates a site sensitive architectural and landscape solutions that will minimize visual impacts, maintain view corridors, and blend with the natural surroundings. This task will establish agreement about the appearance guidelines of the structures and the site design and will be the basis for the plans and elevations. Plant material selections and irrigation provisions will be sensitive to the brackish subsoils and the water conservation recommendations of the Palo Alto Landscape Guidelines. Deliverables: 8 ~ x 11 sketches of proposed architectural sections. \\SFO1\VOL1\WPROC~137394~A1\010.DOC 1 SECTION 2 APPROACH AND SCOPE Task 1.4 Floor Plans and Elevations CH2M will prepare conceptual building floor plans and elevations with sufficient detail to show that the layout will accommodate equipment and programming functions defined earlier. Construction materials, including opportunities for use of recycled building materials, roof type and support system, heating and ventilation systems, code classification, and architectural theme for exterior of buildings will be determined. Deliverables: Floor plans and elevations at 1/~"=1 ’, 1/8"=1 ’, and 1/16"=1" as appropriate. Task 1.5 Basis for Design CH2M HILL will list City standards and preferences for graphics, specifications, equipment and material preferences, and standard details. We wil! establish file management, file naming scheme, borders, coordinate system, font, and other software standards with the City. Contract documents will consist of city contract forms including general conditions, legal requirements, and bid forms. Technical spedfication will be delivered in WordPerfect 6.1 file format. City standard details wil! be used for drainage and street improvements where appropriate. Deliverables: Memorandum outlining basis for design. Task 1.6 Design Criteria CH2M HILL will develop a list of project- specific design criteria based on existing standards and preferences and supplemented by CH2M HILL’s own. standards. Typical items for design standards are local codes, national building codes, wind and seismic design criteria, handicap access, storm drain design criteria, public works standards, fire codes, pavement design, mechanical codes, and electrical codes. We will also include criteria for functional operations of the collection vehicle fleet, such as turning radius, safety, and maneuverability. Deliverables: Memorandum incorporating complete project design criteria. Task 1.7 Project Concept Report The Conceptual Design Report will include a concise project definition summarize architectural design programming and basis for design, design criteria, and will include reduced copies of the preliminary architectural drawings at an architectural scale appropriate for the plan. Deliverables: The primary deliverable is the Project Concept Report and the conceptual drawing. Five copies of the draft report and ten copies of the.final report. Ten paper copies, one reproducible sepia copy, one photo-based color copy of the conceptual drawing and elevations, and one electronicfiIe on 3.5"floppy diskette in AutoCAD format. Task 2 Focused EIR ~e F,ocused EIR will support the ity s objectives for solid waste management, resource management, environmental quality, and public acceptability. Our approach encompasses the dual purposes of complying with CEQA and producing a document that serves as a decision-making guide. We assume that the Public Works Department and Planning Department staff will agree upon the information requirements and key issues for the EIR. 2 \\SFOlWOL1\WPROC\137394~A1\010.DOC ~ECTION 2 APPROACH AND SCOPE Discrete, manageable tasks correspond to the project schedule and the requirements of CEQA environmental review. These tasks comprise our overall task approach: Task 2.1:ReviseProject Description and Define Alternatives Task 2.2:Prepare Notice of Preparation Task 2.3:Conduct Environmental Impact Analyses Task 2.4:Prepare Administrative Draft Focused EIR Task 2.5:Prepare Screen Check Draft Focused EIR Task 2.6:Prepare Draft Focused EIR Task 2.7:Prepare Administrative Final Focused EIR/Response to Comments Task 2.8:Prepare Screen Check Final Focused EIR Task 2.9: Prepare Final Focused EIR The level of effort expected for this work is 1108 including Geotech hours. Task 2.1 Revise Project Description and Define Alternatives A project description for the solid waste operations facility will be prepared. We will revise the project description from the Initial Study based on new information from Tasks 1 and 3. in their decision-making process for approving the project. CH2M HILL will prepare the revised draft project description and submit description of alternatives to the City staff for review Deliverables: Five copies of Draft EIR Project Description and Alternatives. Task 2.2 Prepare Notice of Preparation CH2M HILL will prepare the Notice of Preparation (NOP) for the City. The NOP solicits guidance and input regarding the scope and content of the environmental information to be included in the Focused EIR and is sent to regulatory agencies and other interested parties. The NOP consists of a cover letter or form (recommended by CEQA guidance), an updated project description, and the IS already prepared for the project. The purpose of the NOP is to provide sufficient information to enable the agencies to make meaningful responses to the request for guidance. The N©P will be posted for 30 days in the office of the Santa Clara County Clerk and should be sent by certified mail to agency representatives. We assume that the City will be responsible for distribution of the NOP. Deliverables: Camera-ready original Notice of Preparation. Task 2.3 Conduct Environmental We will work with City staff to develop and describe alternatives to the proposed project, possibly separating portions of the project to alternative sites. The no project alternative will also be described. As required by CEQA, the project description will include a list of agencies that are expected to use the Focused EIR Impact Analyses Subtask 2.3.1 Prepare Environmental Setting We will review existing sources of information such as City General Plan elements, the Baylands Master Plan and EIR, and other reports prepared for the project. These documents will be reviewed and assessed for their relevant \\SFOl\VOL1\WPROC~137394~Al\010.DOC 3 ~ECTION 2 APPROACH AND SCOPE contributions to the existing setting section of each technical area. Subtask 2.3.2 Develop Significance Criteria A significant effect is defined as one which is a substantial or potentially substantial adverse change in the physical environment (CEQA Section 21100, 21151). CHZIvl HILL will identify the significance criteria that will be used for each technical analyses in determining the significance of potential impacts. Factors to be considered in determining significance of an impact include: Established, quantitative standards, such as air quality standards or acceptable levels of service for traffic Professional judgments, such as acceptable factors for public safety ¯Nondegradation measures, such as background groundwater quality ¯Resource sensitivity to the activity ¯Quality and quantity of the resource affected ¯Intrinsic value of the resource affected ¯Duration of impact (i.e., short-term vs. long-term) Significance criteria will be developed for each technical analysis conducted for the Focused EIR. Subtask 2.3.3 Conduct Technical Analyses The CH2M HILL project team will examine the effects of the proposed project on relevant parts of the physical, natural, and human environment. We will address the following environmental issues in detail: ¯Land use and consistency with plans and policies ¯Soils and geotechnical properties ,Stormwater runoff and management ~Air emissiohs ,Traffic and traffic safety ¯Biological resources, including surveys Hazards Noise ¯Visual analysis Recreation Two types of impacts will be associated with the proposed project: construction impacts (e.g., fugitive dust emissions, noise, drainage changes, water quality, traffic, potential effects on biological resources, and visual quality) and operations impacts (e.g., air quality, traffic, land use conflicts, and biological resources). The following technical methodologies describe how we plan to address potentially significant impacts in the Focused EIR. Land Use and Consistency With Plans and Policies Three land use related actions are required to enable the proposed project to be developed: ¯Reorganization [Santa Clara County Local Agency Formation Commission (LAFCO)] ¯General Plan amendment (City of Palo Alto) ¯Prezoning (City of Palo Alto) Because the site is within the corporate boundaries of the City of Los Altos, the 4 \\SFOlWOL1\WPROC\137394~A1\010.DOC m-_~ECTION 2 APPROACH AND SCOPE property will need to be detached from Los Altos and annexed to Palo Alto as part of the proposed project. This process is called a "reorganization," and is conducted through the Santa Clara County LAFCO. Prior to filing the annexation application, the City must prezone the property. Impacts of these actions will be discussed in the Focused EIR. A General Plan amendment will also be required for the project site because the City of Palo Alto land use designation is currently "Public Park." The Focused EIR will evaluate the potential impacts of a General Plan amendment. In addition to the analysis described above, the Focused EIR will also analyze the project’s conformity with local plans and policies as identified in the City of Pa!o Alto and County of Santa Clara General Plans. CH2M HILL will review these documents and any City of Palo Alto General Plan updates to ensure the project’s consistency with current and proposed plans and policies. Soils and Geotechnical Properties CH2M HILL will prepare a soils report, prepared by a registered geotechnicat engineer, that will be used as the basis for the soils section in the Focused EIR. The site work on this task will begin early in the project in order to feed information to the conceptual design in Task 1. This soils report will present the results of the geotechnical investigation for the proposed facility. Information to be. presented will include, if available: site geology and approximate stratigraphy, site seismicity, potential geologic hazards, approximate depth to the groundwater table, estimated settlements, and geotechnical recommendations to be used in the design of the facility. Recommendations contained ih the soils report will be incorporated into the Focused EIR’s mitigation measures. The following information will be presented: ¯Types, approximate thickness, and distribution of geologic materials Groundwater occurrence and approximate depth to the groundwater table Distances to the nearest active faults; Richter magnitude of the Maximum Probable Earthquake (MPE) and Maximum Credible Earthquake (MCE); estimated peak ground surface accelerations resulting from the MPE and MCE Potential geologic hazards, including liquefiable materials or unstable soils Estimated magnitude and time rate of settlement induced at structure locations by fill placement at the site and order of magnitude settlement for remainder of site Geotechnical recommendations to be used as a basis for the design of the proposed facilities, including allowable bearing pressures, lateral earth pressures, etc. CH2M HILL will perform three soil borings approximately 30 to 40 feet deep in conjunction with up to 10 cone penetrometer soundings to the same depths. Soil samples, including Standard Penetration Test (SPT) samples and relatively undisturbed samples, will be collected at regular intervals within the boring. Selected samples will be analyzed for physical and engineering properties including: grain size analyses, Atterberg Limits, natural moisture content, shear strength, and consolidation characteristics. We assume that the soil testing on the site is easily accessible by a standard truck- mounted drill rig. \\SFol\VOL1\WPROC\137394~Al\010.DOC 5 ~ECTION 2 APPROACH AND SCOPE Information presented in the soils report will be obtained from the following sources, as applicable: Field investigation (soil borings and cone penetrometer soundings) Previous field investigations at the site Geologic Survey Soil Conservation Service California Division of Mines and Geology the project area, historical air quality data, and current efforts to attain and maintain the state and federal air quality standards. Air quality impacts will be assessed based on the Bay Area Air Quality Management District (BAAQMD) CEQA Guidelines (April 1996). Construction and demolition impacts wilt be described qualitatively, in accordance with the ~guidelines. CH2M HILL will also assess potential air emissions impacts in relation to projects operations that include, but are not California Depar~nent of Water Resources City of Palo Alto limited to, HI-IWF operation, the vehicle refueling station, and maintenance operations. The following will be accomplished: Stormwater Runoff and Management CH2M HILL ",’ill describe existing drainage facilities serving the site and evalua.te the adequacy of these facilities to handle stormwater runoff from the site. CH2M HILL wilt analyze impacts of altered stormwater flows to the adjacent wetlands associated with this project. We will also evaluate impacts Of the project on existing 100-year floodplain elevations. CH2M HILL will estimate the pre-project and post-project flows from the site for one design storm and will develop design criteria for an onsite drainage plan. These criteria will address both hydraulic design and stormwater qualfty management issues. Drainage and flooding impacts for any alternative sites will be addressed in comparison to the proposed project. Air Emissions The air quality impact analysis for the project will evaluate direct and indirect source emissions from proposed activities during demolition, construction, and operation of the proposed facility. We will describe the climate and meteorology of Quantify emissions from onsite vehicle fueling and fuel storage Identify other onsite emission- producing activities and equipment, and if feasible, quantify emissions Calculate emissions associated with changes in project-generated truck and vehicle trips using Urban Emissions Model Version 5 Identify any intersections or road segments significantly affected by project traffic (from the traffic analysis) that may require localized carbon monoxide dispersion modeling as recommended by the BAAQMD. If necessary, the following steps will be undertaken to assess the local-scale carbon monoxide impacts: Perform screening-level modeling of carbon monoxide levels near intersections selected as having the greatest potential of carbon monoxide problems Compare predicted carbon monoxide concentrations with state and federal standards \\SFol\VOL1\WPROC\137394~A1\010.DOC ~:9~ECTION 2 APPROACH AND SCOPE Assess demolition practices that may include reviewing existing building construction details. If asbestos material is present, regulatory review and compliance evaluations in accordance with BAAQMD rules and regulations will be performed. Evaluate the HHWF activities to determine the potential for accidental releases of acutely hazardous materials. Consistency of the project with the Air Quality Management Plan for the Bay Area will be discussed. If significant impacts are identified during project demolition, construction, and operation, feasible means of mitigating project emissions of air pollutants will be identified, such as a watering program to control dust emissions during demolition or construction. Air quality impacts for the alternatives will be qualitatively addressed in comparison to the proposed project, in terms of changes in project traffic and equipment resulting in different levels of air pollutant emissions and in terms of sensitive receptors around any of the alternative sites. Traffic and Traffic Safety The traffic impact analysis for the proposed operations facility will be prepared by TJKM Transportation Consultants. TJKM will conduct a traffic engineering assessment of the proposed project, and will be responsible for the following tasks: Conducting a reconnaissance of existing traffic conditions Develop traffic generation characteristics of the proposed project Conducting a comprehensive traffic impact study Contacting City officials to coordinate this study and obtain traffic volume and roadway data for existing and future years Assessing the existing and planned roadway system arid land use development in the area Reviewing the proposed site plan relative to access and circulation issues ¯Evaluating necessary traffic mitigation measures, if required Preparing a fina! traffic impact report We will conduct required field surveys to determine existing traffic operations/ characteristics and to identify existing traffic volumes and turning movements on access roads in the project area. These surveys will be undertaken at up to six key intersections in the project vicinity. These study locations may include the following intersections: Highway 101 on/off ramps at San Antonio Road, East Bayshore Road and San Antonio Road, Casey Avenue and San Antonio Road, Embarcadero Road and East Bayshore Road, and San Antonio Road and Charleston Road. Traffic impact analyses will be conducted to determine the magnitude of traffic that will result from the project and to identify any problems that may result in accommodating this traffic demand at the site. All traffic forecasts and relevant assumptions will be submitted to the Public Works Department for their review and approval before proceeding to the impact analysis. \\SFO1\VOL1\WPROC\’i37394~Al\010.DOC 7 ~.~ECTION 2 APPROACH AND SCOPE Traffic volume forecasts will be summarized graphically for use in the traffic report and for distribution and use in the Focused EIR’s air quality and noise analyses. Additional analysis will be prepared for the project alternatives. The analysis will be based on comparative traffic generation for the alternative scenarios and will be discussed in terms of general impacts such as expected changes in daily volumes on key roadways and other relevant traffic data. Appropriate mitigation measures to reduce or alleviate any significant on- or offsite traffic impacts will be identified. The report wLll include graphics showing existing traffic volumes and recommended mitigation measures. Biological Resources CH2M HILL will assess and document existing vegetation, wildlife, and wetland resources and potentially occurrifig special-status species to quantify potential impacts to biological resources Key features of the biological evaluation will include habitat characterization, mapping, an evaluation of special status species occurrence, including fodused surveys, and an assessment of special status species habitat. We will conduct up to two field visits of the project site as part of a general site assessment for these resources. CH2M HILL will conduct the permitting and environmental documentation tasks (including specialized studies) concurrently to initiate agency coordination early in the project. Some of the specialized studies, such as rare plant sur-,,eys, require work over several seasons to document findings. This scope of work assumes that two rare plant surveys will be conducted. Results of the surveys will be included into the Focused EIR. Specialized special-status wildlife studies to be conducted by H.T. Harvey & Associates will consist of focused bird surveys for potentially occurring special-status birds such as the saltmarsh common yellowthroat, and a habitat assessment of the saltmarsh occurring onsite for the potential occurrence of the saltmarsh harvest mouse, an endangered species known from the adjacent diked saltmarsh habitats. We will conduct bird surveys during the course of the EIR to document bird use, especially by wintering shorebirds and waterfowl. Breeding surveys will also be conducted, if timing is appropriate. A total of at least 15 surveys will be performed most at an appropriate high tide, to determine the importance of the site. The saltmarsh habitat onsite is of low quality, therefore, we have assumed that saltmarsh harvest mouse trapping will not be needed. The results of these specialized studies will be incorporated into the Draft and Final Focused EIR, and will be transmitted to the resources and permitting agencies. We will determine if new special status species occurrences exist in the database, and we will contact the California Department of Fish & Game (CDFG) and the U.S. Fish and Wildlife Service (USFWS) for any special status species concerns they may have. Based on the results of these field surveys, and the previous site-specific studies, we will identify potential impacts on biological resources through all phases of the project. This analysis will address both direct site-specific impacts resulting from facility construction and operations, and indirect offsite impacts. Potential mitigation may include modifications to 8 \\SFo’i\VOLl\WPROC\137394kA1\010.DOC (P..~ECTION 2 APPROACH AND SCOPE facility site plans to avoid impacts to sensitive biological resources. Hazards The Focused EIR will evaluate the likelihood of fire, explosion and accidental releases occurring on site. The permit process for California Department of Toxic Substance Control (DTSC) and the BAAQMD will require certain measures and plans to address spills or emergencies that will mitigate the potential for impact. CH2M HILL will develop mitigation measures as part of the project design to minimize/prevent the release of hazardous materials into the environment. In the event that soil or groundwater contamination is discovered on the site during the Phase I and II site investigations (Task 4), remedial actions will be recommended to prevent human exposure to the contaminants. Noise The noise impact analysis for the proposed project will be conducted by Illingworth & Rodkin, Inc., acoustical engineers. Illingworth & Rodkin staff will visit the solid waste operations facility project site to characterize and assess the existing noise environment. Noise measurements will be conducted at representative locations near the site to quantify the existing ambient noise environment. Existing noise sources (e.g., operating equipment) at PASCO’s current operations center will be identified and noise measurements will be conducted to quantify the noise currently generated by these sources. Next, noise levels associated with proposed noise sources, such as the household hazardous waste facility and the utilities yard will be quantified based on measurements of equipment that Illingworth & Rod’kin have conducted at other locations, literature review, and manufacturers’ data. Noise levels projected for proposed equipment and operations will be added to existing noise levels and projected to nearby receptors. Traffic noise impacts along streets and roads serving the facility will also be discussed, as well as the potential for construction noise impacts. If future noise levels will substantially exceed existing noise levels or will exceed City standards, we will recommend mitigation measures that will reduce or eliminate noise impacts. Possible mitigation measures might include site plan revisions or sound walls. Noise impacts for the alternatives will be qualitatively addressed in comparison to the proposed project, focusing on potential changes in project traffic or operations that might result in different levels of noise and on sensitive receptors around th~ alternative sites. Visual Analysis We will document views of the proposed facilit%, with photographs from up to four key vantage points. Based on conceptual drawings from Task 1, two computer- generated visual simulations of the proposed project will be prepared. This will include superimposing simplified renderings of the proposed project design over existing photographs to simulate future views to the site. Potential visual impacts will be qualitatively described and wil! focus on changes in the existing visual environment and the project’s overall aesthetic compatibility with nearby sensitive resources (i.e., Baylands recreational users). We will identify ways to give the project an appropriate and compatible \\SFol\VOLl\WPROC~137394kA1\010.DOC 9 ~ECTION 2 APPROACH AND SCOPE appearance and to screen views of the project site to the extent possible. We will also identify design measures (e.g., landscaping) to enhance the project’s visual compatibility with its surroundings. Even if the project’.s potential visual impacts are determined to be less than significant, these design measures will be included in the Focused EIR as mitigation. The visual analysis for the alternatives will focus on identifying potential viewsheds for the alternative sites and general land uses in these viewsheds, using topographic and land use maps and a drive-by site visit. We will not produce computer-generated simulations for the alternative sites. The potential visual impacts associated with alternative sites will be qualitatively compared against those for the proposed project, considering general land use compatibility, potential numbers of viewers, and visibility from site access roads. Recreation Recreational uses occur on the adjacent Palo Alto Baylands Open Space Preserve. Park users, primaril,v hikers and bicyclists, could be significantly impacted by traffic, noise, and dust during construction, and by traffic, noise and odors during project operations. CH2M HILL will analyze these potential impacts in the EIR as discussed in previous sections of this scope of work. Subtask 2.3.4 Identify Mitigation Measures CH2M HILL will identify mitigation measures that will work, can be incorporated into the project, and will reduce significant environmental impacts to a less-than-significant level. Subtask 2.3.5 Prepare Cumulative Impact Analysis The emphasis of our cumulative analysis will be on annexation, traffic, and air quality impacts. Baseline traffic conditions used in this analysis will include traffic from approved development projects vicinity. The data used to define cumulative traffic conditions will then feed into the cumulative air quality analysis. If necessary, mitigation measures will be recommended to reduce potential significant cumulative impacts to a less than significant level. Subtask 2.3.6 Prepare Alternatives Analysis We will evaluate these alternatives in enough detail to allow for a meaningful comparison of alternatives and identification of the environmentally superior alternative as required by CEQA. This alternatives analysis is similar to the project analysis in terms of its compleSdty of options and issues. We will use a variety of graphic techniques, in particular a comparative matrix format, to portray the information on alternatives in an understandable manner. Subtask 2.3.7 Prepare CEQA-Mandated Sections All other sections mandated by CEQA will be addressed, including growth- inducing impacts and any significant irreversible environmental changes that would be involved in the proposed action should it be implemented. Subtask 2.3.8 Prepare Mitigation Monitoring Program CH2M HILL will prepare a Mitigation Monitoring Program that identifies appropriate measures to mitigate significant impacts to a less than significant level. Mitigation measures will 10 \\SFolWOLI\WPROCM 37394kA1\010.DOC ~L,~ECTION 2 APPROACH AND SCOPE be clearly identified in a table within a summary section of the Draft Focused EIR, along with the agency responsible for implementing the mitigation and the timing of the implementation (e.g., during construction, prior to issuance of building/grading permits, etc.). Task 2.4 Prepare Administrative Draft Focused EIR Based upon the results of the environmental analysis conducted under Task 2.3, CH2M H2-LL will prepare and deliver ten copies of the Administrative Draft Focused ELR to City staff for review and comment. DeIiverables: Ten copies qf Administrative Draft Focused EIR. Task 2.5 Prepare Screen Check Draft Focused EIR CH2M HILL will incorporate City staff’s comments and revisions to the Administrative Draft into a screen check copy of the document. The Screen Check Draft Focused EIR will be submitted to City staff for review and approval. We will also prepare the Notice of Determination and file it with the county clerk and the Office of Planning and Research. Deliverables: One Screen Check Draft Focused EIR. Task 2.6 Prepare Draft Focused EIR Upon receipt of City staff’s final comments on the Screen Check Draft Focused EIR, CH2M HILL will make final revisions to the document. We will deliver 100 copies of the Draft Focused EIR for distribution by the City. We will also prepare the Notice of Completion and submit the form to the Deliverables: 100 copies qf the Draft Focused EIR. Task 2.7 Prepare Administrative Final Focused EIR/Response to Comments At the conclusion of the Draft Focused EIR’s 45-day public comment period, CH2M HILL will meet with City staff to discuss written and verbal comments from agencies and the public on the document and to develop appropriate responses. We will prepare a Response to Comments, which along with the Draft Focused EIR, will constitute the Final Focused EIR. We assume that preparing the Administrative Final Focused EIR will require no more than 100 hours of professional time. We will then prepare and deliver ten copies of the Administrative Final Focused EIR to the City. Deliverables: Ten copies of the Administrative Draft Focused EIR. Task 2.8 Prepare Screen Check Final Focused EIR Upon receipt of the City’s comments on the Administrative Final Focused El_R, CH2M HILL will make any necessary revisions and submit a screen check copy of the document to the City for final review and approval. Deliverables: One Screen Check Final Focused EIR. Task 2.9 Prepare Final Focused EIR Following City staff’s final review and comments on the screen check Final Focused EIR, CH2M HILL will prepare and submit the Final Focused EIR to the City for review and certification. We will deliver 50 copies of the Final Focused EIR. Office of Planning and Research (State Clearinghouse).Deliverables: Fifty copies and one camera-ready original of Final Focused EIR. \\SFoI\VOL ~\WPROC\137394~,l \010.DOC 11 C~ECTION 2 APPROACH AND SCOPE Task 3 Permits ~’he level of effort for Task 3 is assumed to be 456 hours. Further, we have assumed for estimation purposes that all permits will be approved on first submittal. Task 3.1 Permitting Strategy Receipt of the permits, especially key approvals, is fundamental to success of type of resource onsite and its location within the historic marsh margin. CH2M HILL will submit an Individual Permit application that includes detailed project information on the proposed facilities construction, impacts to biological resources, including special status species, and an alternatives analysis that demonstrates why the project could not be built outside of the Corps" jurisdictional areas. this project. We will contact the permitting agencies early in the project with a general description of the project. Based on this information and on the project description (Task 2.1) and project definition (Task 1.1), and we will draw up a strategy for the permitting that includes identification of: Data requirements by the permitting agencies Relevant project features, possible mitigation requirements, special studies or plans, and application requirements Timing of application and approval process Linkages with other permits or site development activities These will be compiled into a memorandum that lays out actions needed by the CH2M Hill Team and by the City. This will be adjusted as the project progresses. Deliverable: Memorandum with permitting strategy and schedule. Task 3.2 Permits Natural Resource Agency Coordination and the U.S. Army Corps of Engineers representative has indicated to CH2M HILL that an Individual Permit is appropriate for this site, because of the Several resources agencies such as U.S. Environmental Protection Agency (EPA), CDFG, and the RWQCB, will have review authority during the permitting process. After this review is completed, the Corps will issue a public notice and solicit comments from the public. Our scope of work includes the cost of preparing the application and attending a Pre-Application Interagency Meeting with the Corps and other resource agencies as the City’s technical representative. As part of the Corps 404 process, the Corps cannot issue a permit without receiving a Water Quality Certification from the RWQCB under Section 401 of the Clean Water Act. The RWQCB will also comment on the mitigation plan outlined in the Corps permit application. CH2M HILL will coordinate with the RWQCB regarding this process. We have assumed up to 8 hours of coordination time. Because onsite grading will exceed 5 acres, a Notice of Intent (NOI) to the RWQCB under Section 402 of the Clean Water Act is required. CH2M HILL will prepare the NOI and a conceptual Stormwater Pollution and Prevention Plan (SWPPP) that includes Best Management Practices for reducing sediment and controlling stormwater. The NOI will be submitted to the RWQCB prior to beginning construction. The final SWPPP will be prepared by the contractor 12 \\SFO1\VOL1\WPROC\137394~A1\010.DOC ~ECTION 2 APPROACH AND SCOPE before any soils disturbance occurs and will include information from the local grading permit. We will also prepare an NPDES permit for industrial activities required to discharge into the storm drainage system. Coordination with the USFWS will take place as part of the Corps permit process, for impacts to federally-listed species. In our Phase I work, CH2M HILL found that the site offers marginal habitat for the endangered salt marsh harvest mouse. We assume that further characterization and assessment of potentia! endangered species habitat will determine that no endangered salt marsh harvest mice occur onsite. We assume that coordination with the USFWS regarding endangered species will require no more than 10 hours. A 1601-1603 Streambed Alteration Agreement from the CDFG may be required for proposed wetland restoration work within the bed and banks of the slough segment in Ared A. CH2M HILL will prepare and submit a letter to the CDFG to verify the limits of their jurisdiction and initiate coordination with this agency. We have assumed up to 8 hours of time for coordination with CDFG. If CDFG determines that-this area is within their jurisdiction, we will develop a separate cost estimate for preparing a Section 1601-1603 Streambed Alteration Agreement. Proposed wetlands restoration work in Area A may be subject to Bay Conservation and Development Commission (BCDC) jurisdiction artd may require a permit. Also, BCDC jurisdiction may extend inland from Area A, potentially encompassing a portion of Area B. CH2M HILL will submit a letter to the BCDC requesting verification of the limits of their jurisdiction at the LATP site and to initiate coordination with this agency. We assume up to 8 hours to coordinate with BCDC to determine their jurisdiction. If a permit for wetlands restoration is required by BCDC, cost estimate for preparing a BCDC permit application will be developed after discussions with BCDC on the type of permit required. Conceptual Wetlands Restoration Plan As part of the COE permitting, a restoration plan will be required to mitigate for about 1.4 acres of waters and wetlands that will possibly be .lost due to construction of the proposed facilities. We anticipate that adequate mitigation area exists onsite within filled, upland habitat located in Area A, adjacent to existing marsh habitat. We assume in this conceptual wetlands restoration plan that other pertinent resources agencies will also consider a 1:1 mitigation to impact ratio appropriate. This plan will be submitted to the various permitting agencies as part of the permit process. This conceptual wetlands restoration plan will identify the appropriate tidal elevations necessary to support the target marsh habitat. We assume in this scope that the hydrologic regime and existing hydraulic connections to the adjacent slough would be sufficient to support the target tidal regime for the restored marsh habitat. Baseline hydrological investigations will be conducted in order to determine target tidal elevations from available data and the size, type, and condition of all existing hydrologic connections, the management practices of these connections, and an evaluation of hydrologic function. A conceptual grading plan will then be developed for the site. \\SFot\voL 1\WPROC\137394~Al\01D.DOC 13 ~ECTION 2 APPROACH AND SCOPE City of Palo Alto Approvals Upon completion of a 60 to 80 percent complete design of the proposed facilities, CH2M HILL will submit design drawings to the City’s Architectural Review Board (ARB) for prelirninary review. The submittal will include the types of materials and colors to be used for the facilities. Based upon the ARB’s comments, the design will be modified and submitted for a major projects review. Depending on direction from the ARB, the design may be modified again before final approval. Once final approval is obtained, the project design is valid for I year. To obtain a Building Use Permit, CH2M HILL will submit plans, specifications, and design drawings to the City for review and approval. Grading and drainage plans will be submitted to the Department of Public Works for approva.1. A Business Plan (also called a Hazardous Materials Management Plan by the fire code) for the HHWF is required by the City of Palo Alto Fire Department. The application must include a general business description, site plan, and building floor plan, as well as an inventory of all hazardous materials to be managed on the site, information on chemical compatibility and separation, monitoring, inspection and record- keeping, employee training, and emergency response procedures. It is assumed that the facility owner will prepare the Business Plan. Other Federal, State, Regional, and Local Agency Coordination and Approvals Because the proposed project will indude an onsite fueling station with a large capacity aboveground fuel tank, a Spill Prevention Control and Containment Plan (SPCC) must be prepared. Preparation of the SPCC is assumed to be the responsibility of the facility owner and must follow the prescribed format in 40 Code of Federal Regulations, Part 112. It must be prepared within six months after the facility begins operation and the measures must be full}, implemented within 12 months of beginning operation. The proposed household hazardous waste facility will need to be permitted under the DTSC Permit by Rule authority (Title 22, Section 67450.25). CH2M HILL will prepare the notification form for the City to submit to DTSC. Information will include the names of owners and operators, local permits that have been obtained, a description of the facility and its proposed use by the public and small quantity generators, facility plot plans and maps, security and traffic plans, materials handling and storage, and waste volumes to be accepted. Because the City of Palo Alto currently operates a temporary HHWF, we assume that specific information required for operation of the facility is currently available. This includes, but is not limited to, a preparedness and prevention plan, contingency plan and emergency procedures, closure and post-closure plans, use and management of containers, tank systems plan, financial assurance documents, procedures for record- keeping and reporting, waste analysis plan, and Phase I Site Assessment (already proposed in our scope of work). Because the proposed project includes a refueling station, paint booth, and household hazardous waste collection facility that could generate air emissions, the BAAQMD will require an Authority to Construct and Permit to Operate. CH2M HILL air quality specialists will prepare a permit application that will include process descriptions, emission estimations, regulatory analysis, and estimation of agency fees. We will also 14 \\SFOl\VOL1\WPROC\137394bM\010.DOC ~.%ECTION 2 APPROACH AND SCOPE coordinate with BAAQMD staff if necessary to facilitate the approval process. The Federal Emergency Management Agency (FEMA) is the responsible federal agency for development in floodplains. Because the site is in a floodplain, but protected by levees from flooding, FEMA will view the site differently than if it were in an unprotected floodplain. We are assuming that a Letter of Map Revision will not be needed. Task 4 Conduct Site Assessment and Investigation ~tPhh2M HILL will conduct Phase I and ase II Site Assessments to support the purchase of the remaining 50 percent interest of the LATP property by Palo Alto and to prepare the site for project dev.elopment. We propose to conduct the site assessments as described below. The level of effortfor this work is 194 hours. Task 4.1 Phase I Site Assessment (RFP Task 4A) A Phase I Site Assessment will be conducted to assess and document the degree to which current or past activities on the LATP property or neighboring properties might result in significant contamination of the site’s soil, surface water, or groundwater. The Phase I Site Assessment will be a qualitative review of the LATP site based on readily available information and field observations. A Preliminary Environmental Survey of the property was conducted in June 1990 by Wah_ler Associates. The survey included a records review, site visit, and interviews with knowledgeable staff. The objective of the Phase I Site Assessment is to verify and update the 1990 Preliminary Environmental Sur~,ey. This task will include a records review, site visit, interviews, and report preparation, and will be conducted according to the American Society for Testing and Materials (ASTM). Subtask 4.1.1 Records Review The purpose of the records review is to locate and review records pertaining to site history and environmental conditions of the former LATP property and neighboring properties. Review Historical Aerial Photographs and Fire Insurance Maps Historical aerial photographs of the subject property and adjacent properties will be obtained and reviewed to help identify past and current activities or onsite conditions potentially related to the use or disposal of hazardous substances. Photographs reviewed for the 1990 survey will be used. Historical aerial photographs dating from the 1930s to the present will be reviewed, as available. If there was development in the site prior to 1950, we will also obtain and review Sanborn Fire Insurance Maps of current and past structures located on the property and on adjacent properties. Review of Environmental Agency Records Regulatory agency databases, in particular those of the County, will be reviewed for information regarding the subject site and the immediate surroundings. CH2M HILL proposes to subcontract with VISTA Information Solutions, Inc. to complete the database research and facility radius mapping efforts prescribed in the ASTM standard. Follow-up on records research findings will also be done. For example, if agency records indicate that a leaking \\SFoI\VOL l\WPF~OC\137394~A 1\010.DOC 15 ?_..%ECTION 2 APPROACH AND SCOPE underground tank is located within the study area, additional research will be conducted to assess the potential risk to the subject property, Records describing actual or potential environmental site conditions of the subject property and neighboring properties may be found in the offices of federal, state, and local environmental agencies. Review of Subject Property Site Records CH2M HILL will review available records regarding operations and environmental management of the former LATP and the current tenants, Nutek and Power Engineering, to obtain information regarding actual or potential environmental impairments. We will request these records from the City for review. The following is a list of records that are or may be available: ¯Previous environmental studies of the subject property, includingi Preliminary Environmental Survey, Former Los Altos Sewage Treatment Plant Site, Prepared for City of Palo Alto by Wahler Associates, June 1990. Phase II Environmental Survey Former Los Altos Sewage Treatment Plant, Prepared for City of Palo Alto by Wahler Associates, November 1990. Solid Waste Facility Feasibility Stud), Phase I, Prepared for the City of Palo Alto by Wahler Associates, December 1-991. Nutek Corporation’s pre- occupancy study involving mapping the building for radiation Facility engineering and architectural drawings. These can be reviewed for the location of chemical and hazardous waste storage areas, process areas where hazardous substances are or were used, wastewater pretreatment facilities, air pollution 9ontrol devices, equipment fueling and maintenance areas, electrical equipment (transformers and switch gear), and pipelines carrying regulated materials. Geotechnical reports and soil studies prepared for construction of existing or former buildings. These can be reviewed to identify subsurface conditions that may be associated with hazardous substances. Records of air emission monitoring, industrial wastewater, and groundwater monitoring studies. Manifests from hazardous waste disposal activities. Laboratory analysis of solid and hazardous waste offered for disposal. Material Safety Data Sheets describing the chemical used at the facilities. Studies or analysis of equipment containing polychlorinated biphenyls. Underground and aboveground tank specifications, registration, and monitoring data. EIRs and environmental assessments. Inspection and violation reports and enforcement orders from environmental agencies. Worker and community right-to- know reports describing hazardous substances stored and used at the facility. 16 \\SFOtWOL1\WPF~OC\137394~1\010,DOC ~ECTION 2 APPROACH AND SCOPE Subtask 4.1.2 Conduct Site Visit A site visit will be conducted to provide confirmation on the current site conditions related to the potential presence of hazardous materials identified in Subtask 4.1.1. In addition, observations wil! be made at the site to identify additional sources of potential environmental impairment. Adjacent properties and activities will be observed to identify potential sources of offsite environmental contamination that could affect the subject property. The observations of adjacent properties will be made from the subject property or from public rights of way. During the site visit, the environmental setting .will also be observed; this includes topography, exposed soils, vegetation, and surface water. Subtask 4.1.3 Conduct Interviews with City of Palo Alto, City of Los Altos, and Tenant Staff We will interview staff from the City of Pa!o Alto, City of Los Altos, and property tenants who are "knowledgeable of the property history, facility activities, and environmental issues. Before the interviews, we will provide the identified individuals with a list of the types of information and documents we will be requesting. Interviews will be carried out by telephone. Subtask 4.1.4 Prepare Report CH2M HILL will document the information and findings of Task 4.1 in a report organized in accordance with the outline provided in the ASTM Standard. The report will include recommendations for Phase II site investigation activities. Deliverables: Five copies of a draft report for the City’s review; and five copies of the.final report. Task 4.2 Conduct Phase II Site Investigation (RFP Task 4B) A Phase II Site Investigation will be conducted if determined by the City to be necessary for evaluating the environmental condition of the property as relates to the presence of hazardous materials in soil or groundwater. For purposes of our proposal only, we have outlined an approach and a cost estimate. Actual scope and cost will be provided upon finding of Phase I in Task 4.1. Tasks involved in the RFP outlined Phase II Site Investigation, are described below. Subtask 4.2.1 Identify Objectives and Prepare Workplan CH2M HILL will meet with City staff to clearly define the objectives and scope of the work. We understand the general purpose of Phase II Site Investigation work for this project is to: 1) demonstrate due diligence on the part of the City for the property transaction, and 2) to identify potential impacts to the development project, so that they can be addressed in the project permitting and design stage. The objectives and scope will be documented in a field sampling workplan. The workplan will include sampling locations, rationale, and methodology; laboratory analytical methods; and quality assurance/quality control plans. If significant issues were identified during the Phase I Site Assessment, the City may want to involve the appropriate regulatory agencies in the scoping process. Such upfront involvement typically results in saving time and possible additional steps at a later stage in the project. Deliverables: Five copies of a draft workplan for City review and comment; ten copies of the .final document. \\SFOl\VOLl\WPROC~137394~A1\010.DOC 17 m-~ECTION 2 APPROACH AND SCOPE Subtask 4.2.2 Conduct Field Sampling and Analysis For purposes of providing a cost estimate for this item, w.e have assumed that the tasks outlined in the RFP on pages 11 through 13 will comprise the field sampling and analysis efforts. Subtask 4.2.3 Interpret Data and Prepare Site Investigation Report The data obtained from the field sampling and analysis will be reviewed and interpreted to evaluate the types of contaminants present and provide a preliminary estimate of the extent of affected media. A preliminary identification of potential receptors will be made. Regulatory requirements and site development plans will be reviewed. The significance of contaminant levels will then be assessed by comparison with appropriate regulatory screening criteria. The investigation results and interpretation .will be documented in a Phase II Site Investigation Report. Recommendation regarding the need for remedial action at the site will be included in the report. Deliverables: Five copies of a draft report,for City review; ten copies of the final report. Subtask 4.2.4 Prepare Remedial Action Plan If remedial action is required at the site, a remedial action plan will be prepared. Depending on the contaminant issues at the site, a risk assessment and feasibility study may be needed before the remedial action plan can be developed. Contaminant issues may be addressed by soil or groundwater cleanup before site development, cleanup during site development, soil or groundwater management during construction, and/or health and safety requirements imposed during construction. For purposes of the cost estimate for this item, we assumed that a risk assessment would not be required. We also assumed that a limited number of cleanup or soil/groundwater management alternatives (up to three) will be developed and reviewed with the City during the remedial action plan development. The remedial action plan will include a description of the contaminant issues, alternatives to address the issues, alternative(s) selected by the City to implement at the site, and a detailed description of the selected alternative(s). Deliverables: Five copies of the draft Remedial Action Plan for City review; ten copies of the final report. Task 5 Construction Plans and Specifications With the approval of the conceptual plan from the City, the project team will prepare the construction plans and technical specifications. Task 5 consists of two major work items: design development and construction documents. Aerial photo mapping and field surveys, including boundary and topographic information, are part of this task, but we propose to complete the work concurrently with Tasks I and 2 earlier in the project schedule. The construction plans and technical specifications will encompass the following improvements as part of the solid waste operations facility and the HI-tqNF, as specified in the RFP: Demolition of structures and other site facilities ¯Wetlands restoration ¯Grading and drainage ¯Site and building utilities ¯Lighting 18 \’~SFoI\vOLI\WP ROC\137394~,1~.0 IO.DOC ~L,~ECTION 2 APPROACH AND SCOPE Traffic circulation Office building, maintenance shop, and household hazardous waste building ¯Truck wash and fueling station ¯Landscaping ¯Surface improvements such as paving and walkways survey work products outlined above will be provided in computer based electronic files which can be added to the photogrammetric mapping product. The work in this task will be done early to feed into Task 1. Additional services beyond those identified above could be provided as extra work items based on negotiations with the City. Deliverables: The level of effort for this work is 2,703 hours. We have assumed for cost estimation purposes that buildings will be constructed on spread footings. Pre-engineered buildings will be proposed for site development to save costs. In addition, it is assumed that no unusual subsurface geotechnical conditions will be discovered. Task 5.1 Field Survey and Mapping New aerial photograph}, will be acquired for this project for use in preparing a number of photographic products, including: laminated color presentation photograph covering the LATP site, approximate scale 1"= 40’; raster image-based mylar photo plan sheets at scales of 1"=20’ and 1"=40’; and photogrammetric mapping at a scale of 1"=40’ with 1’ contours in an electronic format providing the capability of presentation at different scales. Field surveying activities will include: Laminated color photograph at an approximate scale of I "=40", mounted on a display board for use at presentations. Photogrammetric topographic mapping at a scale of 1 "’=40’ with 1" contours. An electronic file will be delivered containing Electronic Digital Terrain Model and planimetric mapping files and can be plotted at 1 "=20’. Also included in topographic map will be surveying of up to 50 surface locations and 50 utility features. Boundan~/ markers (wood stakes with lath and flagging) at 100" intervals around the perimeter of the site; the location of the boundan~ will be based on existing maps and monument references to be provided by the City Surveyor. Set a minimum of two semi-permanent monuments with coordinates and elevations on the City of Palo Alto Datum. horizontal and vertical control for photogrammetric mapping; as built positions for up to 50 locations within and around the existing site; a minimum of two monuments with coordinates and elevations based on the City datum; mark the existing plant boundary based on existing plant boundary maps and monuments; and survey up to 50 utility features which have been marked or exposed by the utility owner. The field Task 5.2 Design Development During design development, the basic desig-n elements identified in the conceptual planning process are further refined and developed. Design development is produced at the 25 to 30 percent design completion stage. The goals of design development are: ¯Finalize all major design decisions \\SFOl\VOL1\WPROC\137394~A1\010.DOC 19 ~ECTION 2 APPROACH AND SCOPE Resolve outstanding issues Freeze design elements including site plan and building plans The end product of design development is a review package that completely defines the basic design and corru-nunicates the design intent to the City and the review agencies. We will provide the following i.tems for design development review: Site plan drawings showing final site layout, demolition plan, proposed grading and drainage, wetlands restoration areas, and landscape plans for collection vehicles and public vehicles Traffic flow for collection vehicles and public vehicles dropping household Copies of the design drawings and specifications will be produced for review at the 65 and 90 percent design completion level. The review set at 65 percent design completion will be a partial set of drawings and specifications for the purpose of showing progress to date and additional project details prepared after design development. The submittal will be prepared from the actual drawings available at the time and will not be reviewed or modified for completeness or presentation purposes. The review set at 90 percent design completion will be a complete set of drawings intended for final review. Final construction documents will incorporate review comments and be ready for printing and bidding. These final construction documents will include: hazardous waste and parking requirements for both employees and PASCO vehicles Building floor plans, sections, and elevations Major equipment descriptions Electrical one-line diagram Construction drawings and specifications in Construction Specification Institute format Engineering caldulations required by review agencies Schedule of values for bid proposal (bid schedule) Mechanical equipment location and space requirements Task 5.3 Construction Documents During the construction document phase, we will incorporate the design decisions that were finalized at the end of design development. We will also incorporate the Wetlands Restoration Plan. The goal of the construction documents is to provide sufficient information to communicate the design to the contractor. The end result of this phase will be a set of biddable, constructable plans and specifications. As an integral part of the construction phase, we will perform a constructability review of the construction documents. The review will be performed by senior construction managers experienced in contract document review. Their expertise will contribute significantly to reduce change orders and project costs. Our review will include the following tasks: Review plans and specifications to minimize ambiguities, conflicts, and other communication deficiencies ¯Review contract provisions related to environmental compliance and permit conditions 20 \\SFol\VOL1\WPROC\137394\A1\010.DOC ~.<~ECTION 2 APPROACH AND SCOPE Check for physical construction limitations such as space for piping and conduit in walls and slabs Review specified materials and equipment for availability and for current model numbers and code references Final Wetlands Restoration Plan We will prepare grading and construction plans for the final wetland restoration plan. Information obtained during development of the conceptual wetlands restoration plan wilt be modified and finalized in order to develop a site- specific wetlands restoration design for the 1.4-acre fill site in Area A. We assume that the existing hydrologic connection from the adjacent marsh is adequate to support the target restored marsh habitat. Results of the hydrologic investigation would be used to determine the appropriate tidal elevation and regime for the target habitat. To determine the final grading elevations, a minimum of ten soil borings to a depth of 10 feet would be obtained to determine the elevation of historic marsh soils. Soil nutrient analysis of the historic marsh soils will be conducted on four of these borings to determine if conditions such as abnormal levels of soil nutrients or metals, insufficient organic matter, or extreme compaction exist that may be detrimental to the success of the restoration effort. To increase the efficiency of soil boring operati.ons, soil borings and analysis would be conducted concurrent with geotechnicat explorations already proposed for the project. We assume that soil testing in Area A is easily accessible by a standard truck-mounted drill rig and that soil borings in the proposed restoration area can be backfilled with soil rather than grouted as is the standard for geotechnical exploration borings. As described in Task 1.5, Conceptual Wetlands Restoration Plan, we assume that only minor seeding of native plant material, such as pickleweed, would be required. Seeds would be applied during the fall or winter so that they can germinate with the onset of rains. Therefore, detailed planting plan and irrigation system plans and specifications would not be required. CH2M HILL assumes that the depth of excavation of filled uplands within Area A will not extend deeper than ~ feet and that the area to be excavated is no larger than 1.4 acres. Also, we assume that al! materials excavated in Area A will be used as source material during construction of the proposed facility and that minimal work within wet materials will be required. Final plans and specifications will be delivered for City review at 30 percent, 65 percent, 90 percent, and 100 percent project completion stages. DeliverabIes: Construction drawings and the technical specifications. The site drawings will be at a scale of 1 "= 40’ and the building drawings at an architectural scale appropriate for the plan. ¯Five copies of the drawings at 30, 65 and 90 percent design completion. Ten final paper copies, one reproducible final sepia copy, and one final electronic copy of the drawings on 3.5" f!oppy diskette in AutoCAD format. Five copies of the specifications at 30, 65 and 90 percent design completion. Ten finaI copies of the specifications plus one copy on 3.5".floppy diskette in WordPerfect 6.1 format. \\S~ol\VOL1\WPROC\137394kA1\0~ 0,DOC 21 ~L%ECTION 2 APPROACH AND SCOPE Task 6 Cost Estimate and Construction Schedule We will prepare an estimate of construction cost with each submittal of the plans and specifications at 30 percent, 65 percent, 90 percent, and final design completion. Our estimators utilize computerized spreadsheets and databases. The level of effort for Task 6 is 161 hours. We will prepare a preliminary construction schedule at 90 percent design completion and a final construction schedule at final design completion. The schedule will be used to establish construction period, identify milestones, and identify environmental or regulatory constraints. Deliverables: Five copies of the construction cost at 30 percent, 65 percent, 90 percent, and final design completion. One copy of the construction cost at final d~sign completion on 3.5 inch floppy diskette in Excel 5.0format. Five paper copies of the preliminary./and final construction schedule, and one electronic ~Ie of the final construction schedule on 3.5"floppy diskette in Primavera or SureTrack format. Task 7 Bidding Assistance ~e will provide assistance to the City during the construction bidding phase. The services to be provided are listed below: Attend one pre-bid meeting (included in Task 8, Meetings) Answer questions asked by bidders during the bid phase ¯Prepare addenda to modify plans and specifications We assume that the City will advertise for bids and copy and distribute plans and specifications, responses to bidders questions, and addenda. The level of effort for this task is.20 hours. Deliverables: A log o.f bid assistance, written questions and answers to questions asked by bidders during the bid phase, and an addenda to modify plans and specifications as required. Task 8 Meetings We are proposing a total of 15 meetings, as requested in the RFP. In a few instances, special purpose meetings or consultations are identified in individual tasks We will issue an agenda in advance, except in the case of public meetings. For all meetings we will issue a summary of the discussion, conclusions, and action items The level of effort assumed for this task is 110 hours. Project Kick-off Meeting This first meeting will serve to set the direction for the entire project. As such, it will require particular advance preparation. Prior to the kick-off meeting, CH2M HILL will confer with the City project manager and project engineer to agree on the participants and meeting objectives. Based on this we will draw up an agenda for City approval. This meeting will be our first chance to meet with the TAG members and receive their input. We expect the meeting will be 4 hours, covering a wide range of topics. Possible topics wil! include: ¯City objectives for the project ¯Briefing on the project approach and work flow 22 \\SFOl\VOL1\WPIROC\137394~1\010.DOC APPROACH AND SCOPE Project schedule, including critical path items Key project decision-makers and stakeholders (City, other agency, PASCO, and other private or special interests) Key decision-points and information requirements User requirements for each of the three main project areas on the site Data sources and contacts Lines of communication with City staff and other participants Attendees from the CH2M HILL team will include the project manager, permitting lead, EIR lead, design lead, and responsible biologist/wetlands specialist. Deliverables: Meeting agenda and summary of key agreements on project guidelines. Design Meetings As shown on the schedule, the meetings associated with the design process occur throughout the project. They are scheduled as follows: Design Meeting 1: Project manager and lead design engineer will meet with City staff and project users, to review preliminary conceptual drawing of site and preliminary architectural drawings. Design Meeting 2: Project manager and lead design engineer will meet with City ’ staff to review draft Project Concept Report. Design Meeting 3: Project manager and lead design engineer will meet with City staff to review design development documents and cost estimate at 30 percent design completion. Design Meeting 4: Project manager and lead design engineer will meet with City staff to review construction documents and cost estimate at 65 percent design completion. Design Meeting 5: Project manager and lead design engineer will meet with City staff to review construction documents, cost estimate, and construction schedule at 90 percent design completion. Focused EIR Meetings EIR Meeting 1: Once the draft project description is completed and early impact assessment is underway, the pi:oject manager and the lead CEQA staff member will meet with the Public Works Department and a representative from the Planning Department to review preliminary work and analytical approaches to the impact assessment. EIR Meeting 2: The project manager and the lead CEQA staff member will meet with the City staff to receive City comments on the Administrative Draft Focused EIR. EIR Meeting 3: Once all public comments have been received on the Draft Focused EIR, project manager or the lead CEQA staff member will meet with the City staff to discuss responses to comments and agree upon a format for presenting responses. Public Meetings(2): The project manager or the lead CEQA staff member will attend two public meetings, one of which would be the scoping meeting, and be prepared to respond to questions as needed. Phase I Site Assessment and Phase II Site Investigation Meetings Phase land II Meeting 1: The project manager and task leader for site investigations will meet to review the \\SFO1\VOL1\WPROC\137394~Al\010.DOC 23 (~.~ECTION 2 APPROACH AND SCOPE findings from the Phase I Site Assessment and to recommend the level of effort for the Phase II Site Investigation. Phase I and II Meeting 2: The project manager and task leader for site investigations will meet when preliminary findings from the sampling and data analysis has been completed to discuss future actions that may be needed. Bid Process Meeting The lead design engineer and project manager will attend the bid meeting to respond to questions from the bidders. Deliverables: Attendance at 15 meetings including agendas and brief meeting summaries for each. Task 9 Reproduction of Phase I and II Meeting 3: Project manager and task leader for site investigations will meet to review the recommended remedial actions in the remedial action plan, once this has been completed in draft. Deliverables ¢-~8 e deliverables from Tasks 1 through ,10, and 11, assumed number of copies, and estimated nufrnber of pages are shown in Table 2-1. The level of effort for this project is 240 hours. TABLE 2-1 Deliverables Task Type of Deliverable 1.1 1.3 1.4 1.5 1.6 1.7 2.1 2.2 2.4 2.5 2.6 Number of Copies Project Definition Architectural Design Memo Floor Plans and Elevations Memo on Basis for Design Design Criteria Project Concept Report - draft - final - conceptual drawing paper sepia photo-based color electronic file (AutoCAD) Project Description and Alternatives Notice of Preparation--1 camera-ready copy Administrative Draft Focused EtR Screen Check Draft Focused EIR Draft Focused EIR Notice of Completion Administrative Final Focused EIR Est. No. of Pages/Sheets 5 5 5 !0 10 2 5 25 5 20 10 50 20 50 20 1 1 1 1 1 1 NA 5 10 1 35 10 150 1 150 100 150 5 2 10 200 24 \\SFO1\VOL1\WPROC~137394~A1\010.DOC &ECTION 2 APPROACH AND SCOPE TABLE 2-1 Deliverables Task 2.8 2.9 3.1 3.2 4.1 (4A) 4.2 (4B) 5.1 5.2 5.3 6.0 7.0 8.0 9.0 10.0 Avg. = average; Type of Deliverable Screen Check Final Focused EIR Final Focused EIR copies - 1 camera-ready originals Notice of Determination Permit Strategy Permit Applications (20) Conceptual Wetlands Restoration Plan Draft Phase I Report Final Phase I Report Draft Work Plan Final Work Plan Draft Phase II Report Final Phase II Report Remedial Action Plan Draft Remedial Action Plan Final Laminated color photograph, mounted Photogrammetric topographic mapping Electronic DTM and plan!metric mapping files Electronic files containing coordinates and elevations Design Development Report Construction drawings & specs 30% Construction drawings & specs 65% Construction drawings & specs 90% Final construction drawings - 1 reproducible sepia - 1 electronic copy of drawings in AutoCAD Final specifications - 1 electronic in WordPerfect 6.1 Cost estimates - 30% Cost estimates - 60% Cost estimates -95% Cost estimates - Final Preliminary construction schedule Final construction schedule Log of assistance and record of Q&A Logs and reports Agendas and summary minutes (15 meetings) Project management progress reports NA = not applicable Number of Copies 1 5O 1 5 10 5 10 5 10 5 10 5 10 1 1 1 1 5 5 5 10 1 1 10 1 5 5 5 10 5 10 3O 24 Est. No. of Pages/Sheets 200 200 200 2 10 10 each (avg.) 20 25 25 10 10 5O 5O 25 25 1 NA NA NA 5O 70 70 70 70 1 NA 30 NA 10 10 lO 10- 5 5 25 ! 0o \\SFO1\VOLl\WPROC\137394~A1\010.DOC 25 SECTION 2 APPROACH AND SCOPE Task 10 Project Management Ddiverables: Monthly progress reports as part of the invoicing process. The project management team goals are: Maintain ongoing communication with the City staff to inform the City project manager or project engineer on status or issues Encourage creative solutions to permitting and design problems that meet the City’s project goals Achieve the City’s schedule for project development Stay within scope and budget and immediately inform the City if there is the need for out of scope work Provide quality control and quality assurance on all our deliverables Our project management tools will include these activities: Monthly progress reports to accompany the invoice At least weekly phone or e-mail discussion on project status with City staff Response to City phone calls within 4 hours ¯Internal computerized budget and schedule tracking ¯Internal team meetings at least once a week during intensive periods of project activi~, The project manager and assistant p~oject manager will also "own" the decision- ma "king process. They will participate in and facilitate, as needed, meetings with the City staff and with the wider TAG. The level of effort assumed for this task is 140 hours. Task 11 Services During Construction and Construction Management (Optional) N anagement objectives for project construction are summarized as follows: ¯Provide functioning facilities built to the quality specified in the contract documents ¯Complete construction within budget and on time ¯Avoid disputes and prevent litigation ¯Maintain documentation pertaining to project c6nstruction Services During Construction Sen, ices during construction consist of office support and periodic site visits by members of the design team during the construction period of 9 months. Services include attendance at the preconstruction meeting and at the weekly progress meetings at the site, answering Requests for Information and Clarification, reviewing submittals, assisting with change orders, and preparing record drawings based on information provided by the contractor. Construction Management We can provide construction management services during the course of site preparation and facility construction to supplement City staff. Our scope of services consists of one full-time, onsite construction manager for 9 months. The City will provide supplemental field 2-26 \\SFOlWOLl\WPROC\137394~A1\010.DOC ~_~ECTION 2 APPROACH AND SCOPE inspection, office administrative support, materials testing, and survey verification as needed. Construction management services may include the following tasks: Assist in identifying/resolving field construction issues before they negatively impact the project ¯Track schedule and budget Review and recommend payment of monthly contractor payment requests Review, recommend, and negotiate change orders ¯Resolve potential contractor claims ¯Prepare monthly progress reports ¯Provide field observation, inspection, and daily inspection reporting ¯Assist with final inspection, commissioning, and project closeout ¯Maintain construction documentation files Deliverables: Construction log and the following reports: ¯Logs of meetings and discussions with contractor Daily inspection reports Reports on resolution of contractor claims and change orders ~Authorization ofmonthIypayments ¯Monthly progress reports \\SFOl\vOL1\WPROC\137394~A1\010.DOC 2-27 SFO Billing Rates EXHIBIT CH2M HILL 1997 PER DIEM RATES E0 E1 E2 E3 E4 E5 E6 E7 TA T1 T2 T3 T4 T5 O. 67.00 72.00 85.00 92.00 105.00 115.00 128.00 137.00 50.00 55.00 60.00 70.00 83.00 92.00 55.00 Page 1 BAY AREA OFFICE PRELIMINARY CH2M HILL 1997 STANDARD SERVICE CENTER RATES CONFIDENTIAL BUSINESS INFORMATION BINDING (does not include labor COMMUNICATIONS* HEALTH AND SAFETY - Basic Program - Comprehensive Program COMPUTERS: REPRODUCT!ON - Production Copiers** - Bond/Vellum 2520 Engr. Copier $21.35/hr $1.25/labor hr charged to project $1.10/labor hr for employees covered by the H&S program $2.00/labor hr for employees covered by the H&S program $4.00/labor hr charged to project $.05/copy $. 15/sq ft -Passenger automobiles and stauon wagons -Pickup trucks and cargo vans $.50/mi or $29.00/day $.60/mi or $38.00/day *This assessment includes all costs for direct telephone/telecommunications, cellular phones, and fax charges. **Rates shown are for production copiers only. Note (1) Rates are subject to adjustment January, 1997 and semiannually thereafter. Note (2) This is a partial listing of CH2M HILL’s service center rates. A complete list is available from Contracts Administration STD_RATE.XLS 1 Rev. 12/3/96 Michael Willis & Associates Architects 246 First Street suite 200 San Francisco California 94105 415/957~2750 fax 415/957-2780 HOURLY RATE SCHEDULE - OCTOBER 1996 Principal $12~.00 / hour Project/~Aanager 90.00 Technical Level 1 80.00 Technical Level 2 Technical Level 3 60.00 Clerical 43.00 Hole: Direct project expenses and invoices from MWA’s subconsullants are billed at cost plus 10%. MWA will invoice monthly for workperformed with payment due withfn 30 days. Interest at 1-1/2% per month will be charged to balances outstanding after 30 days. Hourly rates are subject to annual revfsion. KIKUCHI & ASSOCIATES 730 Miii Street Half Moon Bay, CA 94019 ~ I I FEEI SCHEDULE.~’ -,-.HOURLY RATES Principal time I : : "’ " -- Associate time --Project Mgr. time Draftspsn..-time Clerical time Reimbursables mileage .blueprinting, postage, reprod. $90,O0!hr. $60.O0/hr. $50.O0/hr. $40.O0/hr, $30.O0/hr.. $.30/mi. at cost plus 10% handling AI;III’.It. CERTIFIC/ E:OEilNSU NOE : EXHIBIT "C°OATE,MMO, 12/06/96 PRODUCER THIS CERTIFICATE"~S ISSUED AS A MATTER OF INFORMATION JOHNSON & HIGGINS OF COLORADO, INC.ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR1225 17TH STREET, SUITE 2100 [ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.DENVER, CO 80202-5534 COMPANIES AFFORDING COVERAGE ATTN: PAULA DELEON 15114-00124 SFO SFO INSURED CH2M HILL, INC. 1111 BROADWAY SUITE 1200 OAKLAND, CA 94607-4046 COMPANY A ZURICH INSURANCE COMPANY COMPANY B AMERICAN GUARANTEE AND LIABILITY INSURANCE CO. COMPANY C COMPANY D THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT. TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. CO TYPE OF INSURANCE i POUCY NUMBER LIMITS LTR ~ GENERAL LIABILITY X i COMMERCIAL GENERAL LIABILITY i I CLAIMS MAD.E i X~: OCCUR I OW’~ER’S & CONTRACTOR’S PROT ~15, O00SIR AUTOMOBILE LIABILITY X i ANY AUTO i ALL OWNED AUTOS i SCHEDULED AUTOS HIRED AUTOS NON-OWNED AUTOS , GARAGE LIABILITY I ANY AUTO EXCESS LIABILITY i UMBRELLA FORM : OTHER THAN UMBRELLA FORM WORKERS COMPENSATION AND EMPLOYERS’ LIABILITY A THE PROPRIETOR.’~ X i INCLPAqTNERS/EXECUTIVE -- E~OFFICERS ARE ! ! EXCL OTHER GLO8378563 BAP8378516 (ADS) TAP8378560 (TX) BAP8378561 (VA) MA8378562 (MA) WC8378566 POLICY EFFECTIVE i POLICY EXPIRATION I DATE (MM/DD/YY) i DATE (MM/DD,~"Y) I GENERAL AGGREGATE 04/01/96 04/01/97 I PRODUCTS- COMP/OP AGG I PERSONAL & ADV INJURY i EACH OCCURRENCE ]FIRE DAMAGE (Any one fire) 04/01/96 04/01/96 04/01/96 04/01/96 04/01/97 04/01/97 04/01/97 04/01/97 I s 2.000,000 is 2,000,000 i s 985, OOO is 985,000’. i s 9 8.5_, 00__~0 MED EXP (Any one person) COMBINED SINGLE LIMIT [ $1,000,000 BODILY INJURY(Per person) BODILY INJURY :S(Per accident) PROPERTY DAMAGE AUTO ONLY * EA ACCIDENT OTHER THAN AUTO ONLY: EACH ACCIDENT AGGREGATE EACH OCCURRENCE AGGREGATE X ! STATUTORY LIMITS WC8378565 WC8378564 (CA) 04/01/96 04/01/96 04/01/96 04/01/97 i EACH ACCIDENT I S 1,000,000 04/01/97 D~SEASE - POUCY UMIT i S 1,000,000 04/01/97 DISEASE- EACH EMPLOYEE i S ! ,000,000 DESCRIPTION OF OPERATIONS/LOCATIONSiVEHICLES,’SPECIAL ITEMS (UMITS MAY BE SUBJECT TO RETENTIONS) PROJECT #:132951.£H.ZZ; DESCRIPTION: LATP SITE DEVELOPMENT SERVICES FOR THE CITY OF PALO ALTO PUBLIC WORKS DEPARTMENT. THE CITY OF PAL0 ALTO, ITS OFFICERS, AGENTS AND EHPLOYEES ARE NAMED AS ADDITIONAL INSURED AS THEIR INTEREST MAY APPEAR AS RESPECTS AUTOMOBILE LIABILITY AND AS PER BLANKET ENDORSEHENT TO THE GENERAL LIABILITY POLICY. COVERAGE PROV]DED BY THE ABOVE POLICIES SHALL BE PRIMARY AND INCLUDES SEVERABILITY OF INTEREST PROVISION. CERTIFICATE HOLDER CITY OF PALO ALTO SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE ATTN PURCHASING & CONTRACT ADMIN EXPmATION DATE THEREOF, THE ISSUING COMPANY WILL ~AIL 250 HAMILTON AVENUE 30 DAY~ WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, PALO ALTO CA 94301 AU ACORD25~ ~3193) PRODUCER VAN GILDER INSUFUkNCE CORPORATION 700 BROADWAY, SUITE 1000 DENVER, COLORADO 80203 !5114-0~005 SFO iNSURED CH2M HILL, INC. 1111 BROADWAY SUITE 1200 CERTIFIC TE OEINSURANCE....12/06!96 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATIONONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATEHOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND ORALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. COMPANIES AFFORDING COVERAGE SFO COMPANYA SECURITY INSURANCE CO OF HARTFORD COMPANYB COMPANY OAKLAND, CA 94607-4046 C COMPANYD COVEF!AGEs THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, ¯ EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. CO POLICY EFFECTIVE ~ POLICY EXPIRATIONLTRTYPE OF INSURANCE POLICY NUMBER DATE (MM/DDPI’Y)DATE {MM/DD/YY)LIMITS GENERAL LIABILITY GENERAL AGGREGATE COMMERCIAL GENERAL LIABILITY PRODUCTS - COMP/OP AGG i CLAIMS MADE OCCUR PERSONAL & ADV INJURY ’: OWNER’S & CONTRACTOR’S PROT EACH OCCURRENCE FIRE DAMAGE [Any one fire) MED EXP (Any one person) AUTOMO~I~LE LIABILITY AN:" ,~.U T© ALL OWNED AUTOS SCHEDULED AUTOS HIRED AUTOS NON-OWNED AUTOS COMBINED SINGLE LIMIT BODILY INJURY(Per 13erson) BODILY INJURY{Per accident) PROPERTY DAMAGE GARAGE LIABILITY i ANY AUTO EXCESS LIABILITY UMBRELLA FOR,’,,’ OTHER THAN UMBqELLA FORM WORKERS COMPENSATION AND EMPLOYERS’ LIABILITY THE PROPRIETOR INCLPARTNERS/EXECUTIVE -- OFFICERS ARE EXCL OTHER PROFESSIONAL SPL700455 04/01/96 05/01/97 LIABILITY" AUTO ONLY - EA ACCIDENT OTHER THAN AUTO ONLY: EACH ACCIDENT AGGREGATE EACH OCCURRENCE AGGREGATE i ~ STATUTORY LIMITS EACH ACCIDENT DISEASE - POLICY LIMIT DISEASE o EACH EMPLOYEE $1.000.000 EACH CLAIM AND IN THE AGGREGATE DESCRIPTION OF OPERATIONSILOCATIONSNEHICLESISPECIALITEMS(LIMITS MAYBESUBJECTTO REfENTIONS) ALL PROJECTS, ALL LOCAT]0NS. *FOR PROFESSIONAL LIAB]L]TY COVERAGE, THE AGGREGATE LIH]T IS THE TOTAL INSURANCE AVAILABLE FOR CLA]HS PRESENTED WITHIN THE POLICY PERIOD FOR ALL OPERATIONS OF THE INSURED. THE LIMIT W~LL BE REDUCED BY PAYMENTS OF INDEMNITY AND EXPENSE. CITY OF PALO ALTO SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE ATTN PURCHASING & CONTRACT ADMIN EXPIRATION DATE THEREOF, THE ISSUING COMPANY WILL BY’-IJ~J~OY~Q,Y~MAIL 250 HAMILTON AVENUE 30_ DAYS WRII-rEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, PALO ALTO CA 94301. AU ACORD 2.5~S:{3/93). :,.::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: :~::::: i:: ::i::~~it~i--: :: ! ’~::[: -::.i~:!::~!i:~::!:~:~i::.:i!i~i::~::~6i~:i~6:~TtO~ i993 COMPLIANCE REPORT EXHIBIT Non-Discrimination Provisions of Palo Alto Contracts IMPORTANT This report must be completed by prime contractor and each subcontractor. Complete all items unless otherwise instructed. Use extra sheets if necessary. SUBMIT ORIGINAL OF THIS REPORT DIRECTLY TO: City of Palo Alto Public Works Engineering/Staff Secretary Civic Center- 6th Floor 250 Hamilton Avenue Palo Alto, CA 94301 Project LATP Site Development Name of Firm CH2M HILL iiii Broadway, Sdite 1200 Oakland, California 94607 TelephoneG.~o ~ 251_-2426 Name of person preparing form, person to contact. Linda Morse Ext.# 2155 Services Circle One: Part 1 Lrime ContractS Complete the Following: Subcontractor 1. Full name and address of firm or other reporting unit cover6d by this report. CH2M HILL iiii Broadway, Suite 1200 Oakland, California 9460~ 2. Name and address of principal official or manager. 3. Name and address of principal office of company. 4. Name and address of parent company if an affiliated corporation. Chuck Kemper CH2M HILL i00 Inverness Terrace East Englewood, CO 80112-5304 5. Name and address.of prime contractor (complete only if this is a subcontractor’s report. 6. Signature and title of authorized representative. BY: Manage~, Human..l{esouz-ces DATE: December Part II 1. Part II1 10 No 2.Q No Attach a statement of your company’s policy on equal employment opportunity to all persons without regard to race, creed, color, national origin, or ancestry, and describe what steps have been taken to put this policy into effect. Circle the Proper Answer. Have you informed company officials and representatives regarding the non-discrimination provisions of City of Palo Alto Contracts? Have you examined your company’s practices regarding assignments, layoffs or transfers of your employees from one job to another for evidence of a practice or employment pattern that might appear to be discriminatory and based upon sex, race, color, ancestry, religion or national origin or disability? Are they non-discriminatory? Do you have educational or training programs sponsored or financed for the benefit of employees or prospective employees. ao How many people participate in these programs? Do How many are minorities? Does your help wanted advertising state that you are an equal opportunity employer? Are any apprentices obtained from sources outside the employer’s work force? If yes, have.you circulated information about apprenticeship openings or opportunities to the following. ~No State Employment Offices Newspapers or other media High Schools, including those in minority group areas. Local ~rade or vocational schools, including those with minority group students. Agencies and/or organization specializing in minority employment. -2- Yes No Federal or State apprenticeship representatives. Who? 6ONo Others If you are a prime contractor have all subcontractors covered by these compliance inspection reports been instructed as to their contractual obligations relating to non-discrimination provisions of City of Palo Alto Contracts? Explain o Have all recruitment sources been advised that all qualified applicants will receive consideration for employment without regard to sex, race, color, ancestry, religion, na’[ional origin, or disability? Identify (names and addresses) the employment agencies, personnel recruitment organizations, newspaper advertising or other non-union sources from which the company recruits its personnel. Part IV 1. Yes(~ Have you a collective bargaining agreement with a labor union or other organization? If yes, specify the Union(s) or organization(s) -3- No Have you advised the labor union and/or worker organization of the company’s responsibility under the non-discrimination provisions of City contracts. Approximately what percentage of your employees covered by union agreements are referred by or hired through the unions? Explain procedure for hiring balance. 4. Yes No 5, Yes No Does the company’s collective bargaining agreement or other contract or understanding with a labor union (or unions) or other worker’s organization include a provision for non-discrimination in employment? Is there any labor union or worker’s organization policy which prevents you {rom fulfilling your obligations under the non-discrimination provisions of City contracts? If so, specify. 6. Yes No Specify the trade(s) or craft(s) involved in this contract. o Use this space for comment on any answers you have supplied. -4- DATE: RACIAL MAKEUP OF REPORTING UNIT Name of Firm ~.FJ?__F4 F4tL_L Submitted by James O. Powell Project N~me Contract (Indicate only for monthly report, No. 3) Three types, of breakdown are required. This form is used for all three. (Check) ()-1- Permanent makeup of company.-2- Estimated makeup for this project. (x,_3. Monthly report for 9-29 19 9_._~6. Submit once per month for duration of project. 1 = Permanent.2 = Estimate for project.3 = Monthly only. Be sure to include al__[ employees in first column, not just minorities. Nos. 1 and 2 below are required to be filled in and submitted with Compliance Report. JOB CATEGORIES Manaqement Professionals C,lerica!-Office Field Supervisor Skilled -list a.Tech~ ~ arts b. C. d. Unskilled -list D. C. d. TOTAL OF ABOVE 1 5 Total all Asian American Spanish Female Black American Indian Surnamed I 21 3 1 2 3 1 213 1 2 3 1!2 3 1 2 3I5 5 2 2 2 1 1I ’i 0 0 0 0 0 0 0 0 0 116 IIi ii{5050 50 5 5 5 9 9 9 1 1 1 5 5 5 40 40 40 3434 34 i0 i0 !i0 4 4 4 0 0 0 4 4 4 23 23 ~5 5 2 2 2 5 5 0 0 0 2 2 2 181184 184 91 91 18 18 18 18 18i 18 1 1 1 ii ii ii The data below should also be included in the appropriate cateqories above. a. White Collar t4/~r b. Production This report must be completed by contractor and each subcontractor. The term "Spanish Surnamed" includes all persons of Mexican, Puerto Rican, Cuban, Latin American or Spanish origin. Report only employees enrolled in formal on-the-job training programs. Rev 11/92 -5- AFFIR_MAT1W’E ACTION PROGRAM Nevada-California Region January I, 1996 to December 31, 1996 Policy and Practices CI’I2.M HILL’s President. R.zdph Peterson. h~ established the fwm’s policy on e.q, uat opportunityfaft’irrnarave action as follows: CH2.M ~ practices equal opportunity employment. In this regaa’d, recruitment. hiring, advancements, n-ansfers, warning, compensation, benefits, and other employee relationships are implementeA regardless of race. creed, cotor, ancestry, sex. religion. age, disability, national on.zin, or military status. While the sphSt of equal opponurdty h~ always been a.’~ inte.m-ad pan of the firms operation.s, we recogrtizz that sp=ific and proaz~Jve measures must be taken in order to assist us in developing a staff which is reflective of American scx:iery.. CI-L2M ~ is proactive in practicing Affn-manve Action mad: therefore, strives to attract minority mad female personnel into all are.as of the ftrm. We have designed and are implementing specific steps to overcome ~ imbalance-s found within the fin’n. Our task is made di~cutt becau.~ of the lack of substantial numbers of minorities and women presently available in employment categories that pre.dom.inate within our org’anizarion. We have developed several n’mthcd_s for arnving at our goals. For example, interne2 training and promotions, intensified recruitment, support to external training institutions, and devetopment of spc:~iM relationships ,~.’ith pertinent organizations are alrproa,-hes that provide us with an opportunity to assist in increasing future numbers of employable minorities, women and people with disabilities. CHP.M HILL’s Director of Human Resources, Pet~ Hanna.n, has been designated compliance o~cer for the fu"n’k- He ks responsible for the program design, monitoring, implementation, mad communication. He reports direcdy to the Corporate Adm,inJstration Officer on a frequent basts and to the Board of Directors annually on program progre.ss. Darell Nepil has bee:n a.~signed as the Affirmative Action Officer for direct pro=~rarn development and implementation. The Nevada-California Region and the Bay Area office facility adopts and will actively pro’sue the establishecl af’Rrm~ve action policy of the fu"m. 3am.e.s O. Powell is desiffnat*,eci as the Compliance Officer for the Region and will be responsible for the facility, program design, monitoring, implementation and communication. AJthough the Re~ona] Compliance Officer has the primary, responsibility for enforcing this policy, it is necessary for management and all empioyezs to assist in this effort for maximum effectiveness. A successful equal opportunity/~tlve action pr~uam is not only a busaness necessity, but more importantly, is necessary for present and future employees to redizz their maximum individual potential. The Bay Area Affirmative Action Pro~am may be viewed during normal business hour~, M?nday through Friday, b.y contacting the Compliance Officer. e~ Compliance O~-er VOLUME AFFIRMAT/’VE ACTION PROGRAM - 1996 FOR MINORITIES AND WOMEN POLICY AND PROGRAM DISSEMINATION To ensure effectiveness, the AffLrxmtive Action Policy will be dL~eminateA both internally and externally so that employces and applicant¢ are aware of our commitment in affi,rm~tive ruction and equal empioymem practiccs. This will bc accomptJ_shed by the following: Internal Th= Policies and Procedures Manual contains an explanation of the firm’s opcrafions and is available to all employc=s for reference. A condensed version of these pro=edures is contained in the Employee Handbook. which is given to each new empioyee during orientation. Both docum,nts contain a statement on the fun’n’s equM employrnent opportunity. policy. We have also established methods to stimutare~ diacussion and understanding of the Affirmative A:tion Program internally through forutrts sucla as brown bags, management meetings, advisory committcc meetings, employee interview se.c.sions and employee orientation and training. Progre~ of the Affirmative Action Program is reported at least annually to the B oa~d of Dire~’tors Copies of our af’fi.rmative a=tion policy and equal opportmairy posters are di%played throughout office common areas and comdors for employee and applicant infor’tnation. External ,, Recruitment source~ are informed of the company’s A.fiqfm~ve ActionfEquai Opporxunity Policy and are requ=stcd to r~cruit and refer in a manner that rcpre.sents the company’s policy. These sou.rices will includc community organizations, educadonal insfitudons, pubfic agencies, and specialty groups. Equal opportunity clauses which are incorporated into all service purchase orders and contract.~ state that CH2-M HILL is an "Equa] Opportunity Employcr". EEO information will be disseminated to potential apptieant~ through cornmumcations iri all help wanted advertising. ¯ on-site recruiting p.mgr’ams, brochure diso-ibutiom and through select women and minority organizations such as: Society of Hispanic Professional~" Northern Codifomia Counct! of Black Professional Engineers Society of Women Engineers Asian Americem Architects and Engineers The Urban League Eorum for African American Professionals rot I .doc