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HomeMy WebLinkAboutStaff Report 221-05was agreed that RMC's contract should be amended to include the design and services during construction in order to meet such an aggressive schedule. Staffwas aware of the competitive nature of the State grant and has anticipated the stringent and aggressive schedule requirement. As noted when the original contract was awarded to RMC (CMR.:327:03), the Request for Proposal (RFP) for the contract specifically provided that the City might amend the contract to include the design and services during construction, depending on the schedule requirement of the project. Consultants who proposed for the contract were aware of the requirement and had proposed project teams with the experience and capabilities to provide design phas~ and construction phase services. Consultants were also informed of the anticipated aggressive schedule requirement of the State grant. In evaluating the proposals, staff considered whether the proposers were qualified and available to perform the subsequen~ phases of the work. Staff, with the support of the City of Mountain View, requests ~hat the existing contract with RMC be amended to include the design and services during construction. DISCUSSION Scope of Services Description Under the basic contract, RMC completed the facility planning study and the environmental report for the Mountain ViewlMoffett Area Recycled Water Facility Project (project). This amendment would require RMC to perform the design and services during construction. The scope of work in general includes: 1. Site surveys 2. Geotechnical services 3. Design of approximately 30,000 feet of main pipe and laterals from the RWQCP to Mountain View Shoreline area. 4. Design of site connections and corresponding on-site retrofits for approximately 120 customers. 5. Assistance in coordination and communication with the public, permit agencies, and the SWRCB. 6. Preparation for permit reviews and assistance with the review processes 7. Job site inspection and reporting 8. Review and recommendations on contractor submittals and requests 9. Assistance with contract acceptance and close-out Summary of Solicitation Process The RFP for the contract was posted at City Hall and sent to nine consulting firms on April 28, . 2003. Firms were given 21 days to respond to the request. Two firms teamed up with two other firms that submitted proposals. A total of four proposals were received on May 20, 2003. Those firms not responding indicated that they did not submit a proposal because they do not have all the resources needed to perform the extensive scope of work. A selection advisory committee consisting of representatives from the City of Mountain View, Palo Alto community, environmental compliance division, the RWQCP, and the project manager reviewed the proposals, and four firms were invited to participate in oral interviews on May 30, 2003. The committee carefully reviewed each firm's qualifications and submittal in response to the RFP relative to the following criteria: specialized experience, past performance, CMR:221:05 Page 2 of5 050503 sm 0100359 task as described in Exhibits "A" and "A-1" for acceptance by CITY. Upon acceptance of the schedule, the CITY shall issue a notice to proceed to CONSULTANT and CONSULTANT shall commence work on the Project tasks in accordance with the schedule and as described in Exhibits "A" and "A-1/1. 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. II SECTION 2. Section 2.1 is amended to read as follows: "2.1 The scope of Services and Deliverables constituting the Project ("Basic Services/l) will be performed, delivered or executed by CONSULTANT in accordapce with the schedule and the requirements of Exhibit "A" and Exhibit "A-1/1./I SECTION 3. Section 5 is amended to read as follows: "SECTION 5. COMPENSATION 5.1 CITY will compensate CONSULTANT for the following services and work: 5.1.1 In consideration of the full performance of the Basic Services, including any authorized reimbursable expenses, CITY will pay CONSULTANT a fee not to exceed One Million Eight Hundred Thousand Dollars ($1,800,000.00). The a~ount of compensation will be calculated in accordance with the schedule set forth in Exhibits liB" and "B-1", on a lump sum per task basis, up to the maximum amount set forth in this Section. The fees of -the consul tants, who have direct contractual 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. 5.1.2 CITY, through it's project manager, may authorize CONSULTANT to perform Additional Services in an amount not to exceed One Hundred Eighty Thousand Dollars ($180,000.00). Prior to corcunencing such Additional Services the parties will agree in writing, upon an estimated maximum cost for such Additional Services. Compensation 2 Make sure that the requirements of each ofthese pennits are taken into consideration in the design ofthe Project and incorporated in the contract documents: 2.3 Consultant shall work with the cities of Palo Alto and Mountain View to coordinate with the identified recycled wa,ter customers and make sure that their concerns are addressed in the design of on-site retrofits. City will notify and request the customers to cooperate with consul.tant, and provide consultant with contact infonnation. Consultant shall facilitate input from the recycled water customers into the Project design through a series of three 2-hour workshops to be held in the City of Mountain View: The first workshop shall aim at presenting the project to the customers and obtaining feedback and infonnation on customer and existing local irrigation systems. Consultant shall update and maintain the database of customers developed as part 6ftheRegional Water Recyclin.g Facilities Planning Study (RMC, 2004) with pertinent information (contact infonnation, type of connection, type of use and any special provisions or requirements) collected during the workshop. Consultant shall also foHow-up with all the customers to obtaininformation pertinent to the project design. 'The second workshop shall aim at presenting the 30% design and getting feedback from the customers. The third workshop will aim at showing how the customer feedback was incorporated in the 60% design and obtain final input. Consultant shall work with city of Mountain View, city of Palo Alto, and the RWQCP to set up and conduct these workshops. DESIGN Consultant shall perform the design in phases and in accordance with the SWRCB Guidelines to provide opportunities for review and adjustments as needed. As a minimum, the design goals and deliverables shall be perfonned for 30% design, 60% design, 90% design, and the final complete design. At completion of each phase ofthe design, consultant shall submit reports on work performed, and meet with RWQCP, the City of Palo Alto, and the City of Mountain View to review the design submittal and discuss comments. The intent of the meeting is to solicit and compile comments, resolve issues, .and to make final design decisions regarding the Project prior to moving forWard to the next"phase. Design drawings shall be done in AutoCAD, and SpeCifications shall be prepared in WORD. Task 3: 30% Design The 30% design activities for the Project will consist of performing engineering analyses, preparing drawings and narrative representing approximately a 30 percent level of design . completion and conducting review workshops with the RWQCP, the City of Mountain View, and the CitY of Palo Alto. Consultant shall develop the design, expand upon the planning assumptions Palo Alto Regional Water Quality Cqntrol Plant Mountain View/Moffett Area Water Recycling Facility ,.·\rI .. IE"U ..I .. ,., nlft.,.\tI ...... llma.nl\,.o,..I.almorl\=m'\~""m,:lnl 1 r:.rnn:ll rln~ Page 4 3.4 Survey Services Consultant and its surveying sub consultant shall perfonn topographic surveys of the Project site for the design of the Project including r,ectified aerial photogrammetry for the full extent of the . Project limits at a horizontal scale of 1"= 40' and with 1 foot vertical contour intervals indexed at 5 feet intervals and the surveying required to control the photography. The mapping will be developed using AutoCAD 2002. The topographic infonnation will include parcel boundaries from Record of Survey documents, permanent structures, fences, roads, visible utilities, and . trees with trunk diameter of 6 inches and larger. The horizontal $1d vertical control data used will be based on the same datum as used by the City of Palo· Alto and City of Mountain View. Consultant shall field verify horizontal and vertical survey controls. 3.5 Utility and Right-of-Way Engineering Consultant shall locate the existing utility lines and structures on the plans and profile sheets based on best available infonnation. Consultant and its slibconsultant shall perfonn up' to 15 utility potholings to confinn major utilities location. Consultant shall perform additional potholing, if directed by the City Project Manager, as Additional Services. Consultant shall attempt to design the pipeline to have minimal disruption to existing utilities. If conflict is inevitable, Consultant shall identify· potential conflicts and resolve the conflicts in coordination with the effected utility owner. . Consultant shall provide right-of-way coor~ination services as required to confirm existing right-of-way lines provided by RWQCP and to identify new right-of way as required to accommodate improvements. Consultant shall identify existing right-:-of-way, develop a list of, and show on the horizontal alignment plan the specific parcels requiring additional right-of-way acquisition: Consultant shall summarize and present these findings in a Technical Memorandum to RWQCP and assist the RWQCP to prepare the plats and descriptions and acquire the additional right-of-way or easements required for the Project 3.6 Hazardous Materials Investigation Consultant and its hazardous materials sub consultant will investigate the existence of hazardous materials located along the alignment for the Project. .Consultant and its hazardous materials subconsultant shall perform a Phase I ESA investigation, which includes review of published lists, files and records oflocal, State and Federal regulatory agencies. Consultant shall deliver contaminated cuttings (if any) to the RWQCP to be disp'osed of by the RWQCP or under Additional Services. Consultant shall prepare report documenting the results of the Phase I investigation, and discuss the outcomes and any further steps that may be necessary. The hazardous materials subconsultant will prepare a report presenting the results of the hazardous materials investigation. Five copies of the draft report will be delivered to the Palo Alto Regional Water Quality Gontrol Plant Mountain View/Moffett Area Water Recycling Facility _.t ... _I .......... 1 .. J!:I ..... '''' ........ "' ..... I\ .. .,. .. I''''lrn .... ~~., ........ nrl"''anl 1 C!,."n::r. rlnt"" Page 6 8.2 Job Site Visits and Construction Meetings with Contractor Consultant shall conduct weeldy site visits during construction to'observe the general progress of the work and assess contractor general compliance with the Contract Documents. Consultant shall attend weeldy construction meetings with the contractor and the constrUction management team to discuss issues that might arise on site and possible solutions. Consultant shall RMC will prepare and distribute to the RWQCP field memorandum of job site visits and meetings documenting the field conditions, identified problems and proposed resolutions and recommend action plans to be followed to resolve the identified problems. 8.3 Respond to Requests for Infonnation (RFls) Consultant shall prepare written responses to RFls submitted by the contractor as requested by RWQCP. Consultant shall review, respond, and return the RFI responses to the RWQCP . within seven working days. 8.4 Review Contract Change Orders (CCOs) Consultant shall review submitted CCOs and will prepare technical data and support materials for contract change orders as requested by R WQCP. 8.5 Record Drawings Consultant shall review the as~bui1t drawings prepared by the contractor based on as~built liocumentation maintained by Consultant. Consultant shall prepare and certify one full size mylar set and one electronic copy of the record drawings. The record drawings shall consist of 8nnotated contract drawings and electronic files showing changes in the design and . construction. DELIVERABLES Consultant shall prepare and deliver meeting minutes, presentation materials, and monthly progress report to the RWQCP. In addition, consultant shall provide the following deliverables to the RWQCP: Task 3 -30% Deliverables: 5 copies of Draft and Final Geotechnical Investigation Report, with boring logs 5 copiesoi"Draft and Final Corrosion Investigation Memorandum 5 copies of Draft and Final Hazardous Materials Report 10 copies of Draft and Final PDR consisting of: . • List of references • Design Criteria Memorandum • List ofparcels requhing additional right-of way D List of utilities requiring relocation, if any Palo Alto Regional Water Quality Control Plant M.oun.tai0 y'iew/f.10f!~tt .~re~ w.~ter ~~_cycling Facility Page 10 DISCUSSION The proj ect is composed of a conveyance pipeline and laterals necessary to serve the recycled water customers in the Mountain View -Moffett Field area and sized for the ultimate RWQCP service area. The pipeline will deliver approximately 1200 acre-feet of recycled water to restore the service to Shoreline golf links and provide landscape irrigation water to the North Bayshore area in Mountain View. It will also be connected to the existing customers in the City of Palo Alto that currently use approximately 100 acre-feet of recycled water. The pipeline ultimately could provide as much as 5,000 acre-feet of recycled water to the cities of Mountain View, Palo Alto, and the neighboring communities. The project will allow the RWQCP and its partners to achieve several key goals of the City, neighboring communities, and RWQCP stakehoiders: • Water Supply Management -The project will provide a dependable, drought-proof, locally controlled water source that reduces dependency on imported water. • Wastewater Disposal Management -The project will restore the RWQCP Recycled Water Program to mitigate the Plant's discharge to the Bay as required by the discharge permit. Water recycling helps reduce pollutant discharges and improve the overall water quality of the Bay. • Long-Term Goal-The project will contribute to achieving the RWQCP long-term goals established by the stakeholders including taking a leadership role in promoting beneficial reuse and maximizing recycled water as a supplemental water source. • Regional Connectivity -The project will constitute the first step towards the RWQCP's long-term endeavor to establish connectivity with the recycled water producers and users in the region. The estimated construction cost for the project is $16 million. The funding sources include the State, the City of Mountain View, the RWQCP, and the City of Palo Alto. The proposed funding strategy is shown in the table below. Project Partner Estimated Funding. Identified Benefits SWRCB $4M Benefits to Bay-Delta water system RWQCP $1 M FY 04-05 ClP Wastewater disposal management, regional $1 M FY 05-06 ClP connectivity City of Mountain $8M Water supplymanagement-1200 AF near-term View CMR:163:04 Page 2 of4 ;/ .