HomeMy WebLinkAbout2004-03-15 City Council (6)TO:
FROM:
City of Palo Alto
City Manager’s Report
4IHONORABLE CITY COUNCIL
CITY MANAGER DEPARTMENT: UTILITIES
DATE:
SUBJECT:
MARCH 15, 2004 CMR:164:04
APPROVAL OF AMENDMENT NUMBER 1 (REVISED) TO THE
CONTRACT WITH CAROLLO ENGINEERS PHASE I WATER
DISTRIBUTION SYSTEM IMPROVEMENTS (CMR:248:02) TO
INCLUDE ALL ENVIRONMENTAL REVIEW SERVICES FOR
THE 8-HOUR EMERGENCY WATER SUPPLY PROJECT; ADD
BORONDA AND PARK BOOSTER STATION IMPROVEMENTS;
ADD FIELD SERVICES; AND DELETE THE FINAL DESIGN AND
CONSTRUCTION SERVICES FOR A NEW RESERVOIR, PUMP
STATION AND WELL
RECOMMENDATION
Staff recommends Council:
Approve and authorize the Mayor to execute the attached contract Amendment
Number 1 (Revised) with Carollo Engineers to: (1) delete the final design and
construction services for a proposed new reservoir, pump station and well; (2) add
services to conduct environmental review of all components of the 8-hour
emergency water supply project described in the 1999 Water Wells, Regional
Storage, and Distribution System Study, which includes a proposed reservoir,
pump station, two new wells and five rehabilitated existing wells (Phase II) and
the Mayfield Pump station improvements (Phase III); (3) add upgrades to the
mechanical, electrical and instrumentation equipment at Boronda and Park booster
stations; (4) add certain field services; and (5) reduce the Phase I contract amount
to $1,871,741.
Approve the revision to the capital improvement program (CIP) project
description and project justification in the fiscal year 2002-03 budget to add the
recommended Boronda and Park booster station upgrades.
CMR:164:04 Page 1 of 6
BACKGROUND
The 1999 Water Wells, Regional Storage, and Distribution System Study (1999 Study)
recommended improvements to the water system to a) meet state recommendations for an
8-hour stand-alone emergency water supply, b) meet normal operation and fire-
suppression demands; and c) support the conversion from chlorine disinfection to
chloramine disinfection by the San Francisco Public Utilities Commission (SFPUC). The
1999 Study project recommendations were planned by staff to be designed and
constructed in three separate phases based on priority and funding. Phase I included the
environmental review, design and construction management services for a new well,
pump station, and reservoir, and improvements to the existing foothill water booster
stations and reservoirs. The improvements to the existing foothill water booster stations
and reservoirs are being designed and constructed to meet normal operation and fire-
suppression demands and to support the recent conversion by SFPUC from chlorine to
chloramine disinfection. Phase II included the environmental review, design and
construction management services for two additional new wells and the rehabilitation of
five existing City wells. Phase III included the environmental review, design and
construction management services for the .Mayfield Pump Station improvements.
Council originally approved the Carollo Phase I professional engineering services
contract in amount of $2,324,637 on May 20, 2002 in CMR:248:02.
A prior version of this Amendment Number 1 was approved by Council on August 4,
2003 (CMR: 119:03). Subsequent to its approval by Council, an error was discovered in
the Amendment and it was never executed. Specifically, Section 2 of the Amendment
indicated that the amended scope of work would include the work described in "Exhibits
"A" through "J", and Exhibits "Q" and "R". However, consistent with the intent of city
staff and the consultant, Exhibit "L" (Project Budget Allocation) included funds only for
the services described in Exhibit "A" (Duties of Consultant- Phase I Distribution System
Improvements Project and Project EIR) and in Exhibit "D" .(Construction Support
Services - Duties of Consultant - Phase I Distribution system Improvements Project).
The other exhibits, ("B", "C", "E" through "J", "Q" and "R") described preliminary
design services for alternative reservoir locations. Staff and the consultant did not intend
that any preliminary design-work be performed until the environmental review for the
project was complete and anticipated amending the contract to add funds for that work
following the environmental review. Accordingly, Amendment Number 1 (Revised)
provides for no preliminary design work and deletes the final design and construction
management services for the Phase I reservoir, pump station and well, and adds services
to conduct environmental review of all components of the 8-hour emergency water
supply project.
CMR: 164:04 Page 2 of 6
DISCUSSION
Comprehensive EIR
Subsequent to completing the original Phase I contract, concerns were raised about the
environmental review as outlined in the original contract. After reviewing the issue, staff
concluded that all of the 1999 Study system improvements for the 8-hour emergency
water supply project should be evaluated as a single project under the California
Environmental Quality Act (CEQA), and that the consultant’s contract should be
amended to provide for these services.
In the 1999 Study, a range of public and private sites for a new reservoir was analyzed.
Under this contract anaendment, the consultant will review that information and
determine, based upon criteria agreed upon with the city, which sites warrant further
feasibility review, and from those select up to three sites to analyze in depth in an
Environmental Impact Report (EIR).
Reservoir, Pump Station and Well Scope Deleted
The original Phase I contract with Carollo Engineers included desig~ and construction
management of a new reservoir, pump station and well for north Palo Alto. The
proposed Amendment No. 1 (Revised) deletes these services from Carollo’s scope of
work and contract budget. It is anticipated that the contract will be further amended to
provide for these services when the Council has certified the EIR and approved the
improvements for the 8-hour emergency water supply project.
The only desi~a-related work that is retained is pre-desig-n work and engineering analysis
necessary to complete the EIR, including the evaluation of alternatives, in order to have
reasonable project descriptions and cost estimates.This work is described in Exhibit
"A" to the agreement.
Boronda and Park Booster Stations
The 1999 Water Wells, Regional Storage, and Distribution System Study (1999 Study)
recommended capital improvements to increase water supply for nornaal operations and
fire suppression, including improvements to the Quarry, Corte Madera and Dahl booster
stations. Improvements to these booster stations are included in the Phase I contract.
Although the 1999 Study determined that the Boronda and Park booster stations have
adequate existing pumping capacity, the pumping, mechanical and electrical equipment
in these stations continues to age and will eventually need to be replaced.
This work was not included in the original request for proposals (RFP) or in the project
description for the fiscal year 2002-03 CIP. Although another RFP could be issued to
select a consultant to provide these services, staff believes that this process would not
produce any advantage to the City with respect to these projects. Staff believes including
CMR: 164:04 Page 3 of 6
consultant services for the replacement of equipment at the Boronda and Park booster
stations in the Phase I contract has following advantages:
Reduced contract management and administration costs: Having two separate
design and construction contracts - one for Quarry, Corte Madera and Dahl, the
other for Boronda and Park - would cost significantly more than incrementally
expanding the existing design contract and upcoming construction project.
Cost savings - having the same consultant prepare the designs, specifications and
details for all five booster station projects will save the City money.
Impact to Operations: Constructing improvements to all of the booster stations in a
single contract would minimize exposure to possible operational impacts related to
having two separate construction projects.
Economy of scale: A single general contractor will be able to negotiate better
prices from the equipment suppliers for one large project rather than two smaller
projects.
Reduced operations and maintenance costs: Up~ading all of the stations at the
same time with like equipment will benefit the City from the standpoint of lower
operational complexity, and of simplified (and possibly reduced) spare parts
inventory. With a single contract all of the materials supplied would be from the
same manufacturer.
A revised CIP Project Description for Project No. WS-01010, Reservoir Booster Station
Improvements, (Attachment B) indicates the additional improvements needed at the
Boronda and Park booster stations.
Field Services
The original contract contemplated having City staff assist the consultant with
performing certain field inspections during construction. However, after reviewing
existing staffing commitmentsl it was determined that there is insufficient City staff to
perform these duties. Therefore, the proposed amendment shifts these responsibilities to
Carollo, the consultant, rather than the City. These services are required for the projects
related to the chloramine conversion.
RESOURCE IMPACT
Exhibit L contains the project cost infol~nation and has been updated to reflect the
changes made in the scope of work. The original contract approved by Council had a
cost of $2,324,637. The net effect of the changes to Exhibit L is to reduce the total Phase
I contract amount by $452,896, to $1,871,741. Funds for this contract are included in the
capital budget.
The cost detail by project task is shown in the following table:
CMR:164:04 Page 4 of 6
Project Task
AI - Project Management a~d Administration
A2 - Planning Considerations (stakeholder involvement and
environmental constraints analysis)
A3 - Pre-Design, Design and Cost
A4- Environmental Impact Report (for 8-hour emergency
water supply .project)
B - El Camino Park Well (design)
C - El Camino Park Reservoir and Pump Station (design)
D - Construction Management
TOTAL
Original Amendment I
Contract (Revised)
$212,328I $239,982
$I 17,613 $205,089
Difference
$27,654
$87,476
$509,276 $608,424 $99,148
0 $419,629 $419,629
$225,184 0 -$225,184
$661,455 0 -$661,455
$598,781 $398,617 -$200,164
$2,324,637!$I,871,7411 -$452,896
Staff anticipates that the contract may be amended to provide design and construction
management services for components of the 8-hour emergency water supply project upon
the Council’s certification of the EIR and approval of the project components.
POLICY IMPLICATIONS
This project supports the Utilities Strategic Plan Objectives i and 2, "Enhance customer
satisfaction by delivering valued products and services," and "Invest in Utility
infrastructure to deliver reliable service."
TIMELINE
A revised project schedule is included in Exhibit M of Attachment A. Design services
for the basic improvement projects to support the chloramine conversion are expected to
be complete by the end of June 2004. A contractor is expected to be selected by late
2004 and construction complete in late 2005. Staff anticipates that the EIR for the 8-hour
emergency water supply project will be brought to Council in March 2005 for
certification. If the project is approved, final design of the project components will begin
in mid-2005.
ENVIRONMENTAL REVIEW
This amendment provides consultant services to prepare appropriate environmental
documentation for the 8-hour emergency water supply project as well as the other capital
improvements described in the 1999 Study and the agreement for normal operations and
fire suppression and conversion to chloramine disinfection.
The environmental review for the 8-hour emergency water supply project will identify
and evaluate potential project impacts to parklands, and to land use impacts such as
visual and noise effects, maintenance and neighborhood compatibility effects; and will
include a discussion of land use and Comprehensive Plan policies and a consistency
analysis.
CMR: 164:04 Page 5 of 6
A notice of exemption for the basic improvement projects to support the chloramine
conversion was filed with the county recorder in December 2003. This determination
was made by the City’s Planning Department.
ATTACHMENTS
A: Amendment 1 to Contract C2138257 and Revised Contract Exhibits A, D, L and M &N
B: Revised CIP Project Description and Project Justification for Project No. WS-01010,
Reservoir Booster Station Improvements
PREPARED BY:Jim Flanigan, Romel Antonio, Roger Cwiak~
DEPARTMENT HEAD:
CITY MANAGER APPROVAL:
j/OH~N/iULI~d~ t~ "
,<rof Utilities.
Assistant City Manager
CMR: 164:04 Page 6 of 6
CMR:164:04 Attachment A
AMENDMENT NO. ONE TO AGREEMENT NO. C2138257
BETWEEN THE CITY OF PALO ALTO AND
CAROLLO ENGINEERS,P.C.
This Amendment No.One to Agreement No. C2138257
("Agreement") is entered into , by and between the
CITY OF PALO ALTO ("CITY"), and CAROLLO ENGINEERS, P.C., an Arizona
Corporation, !ocated at 2700 Ygnacio Valley Road, Suite 300, Walnut
Creek, CA 94598 ("CONSULTANT").
RECITALS:
WHEREAS, the Agreement was entered into between the
parties for the provision of design, project management and
administration of Phase I: Water Distribution System Improvements
Project; and
WHEREAS, the parties wish to amend the Agreement to
revise the scope of services to delete the fina! design and
construction services for the E1 Camino Park Reservoir, pump
station and wel!; to add design and construction management
services for Boronda and Park Booster Stations; and to provide
services to conduct environmenta! review of al! components of the
8-hour emergency water supply project.
NOW, THEREFORE, in consideration of the covenants, terms,
conditions, and provisions of this Amendment, the parties agree:
SECTION I.
to read as follows:
Subsection 2.1 of Section 2 is hereby amended
"The scope of Services and Deliverables
constituting the Project wil! be performed,
delivered or executed by CONSULTANT under the
phases of the Basic Services as described
below and set forth in Exhibit "A" and Exhibit
SECTION 2. Subsection 5.1 of Section 5
"COMPENSATION" is hereby amended, to read as follows:
entitled
"In consideration of the full performance of
the Basic Services as described in Exhibits
"A" and Exhibit "D", including any authorized
reimbursable expenses, CITY will pay
CONSULTANT a fee not to exceed One Million
Eight Hundred Seventy-One Thousand Seven
Hundred Forty-one Dollars ($1,871,741.00). The
amount of compensation wil! be calculated in
accordance with the hourly rate schedule set
040310 sm 0100102
CMR:164:04 Attachment A
forth in Exhibit "K", on a time and materials
basis, up to the maximum amount set forth in
this Section. The fees of the consultants,
who have direct contractua! relationships with
CONSULTANT, wil! 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.
SECTION 3.
as follows:
Subsection 5.2.1 of is hereby amended to read
"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, in accordance with Exhibits "K"
and "L", 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, reports which have been
approved by the project manager."
SECTION 4. The fol!owing exhibits to the Agreement are
deleted in their entirety:
b
Exhibit "B" entitled Prellm!nary and Final Deslgn
of the E1 Camino Park Well;
Exhibit {’C"’~]entl~_ed Preliminary and Final Deslgn
of the E! Camino Park Reservoir;
c Exhibit "E" entitled Preliminary and Final Deslgn
of the Coyote Hill Reservoir and Pump Station;
d Exhibit "F" entitled Preliminary and Final Design
of the Old Quarry Reservoir And Pump Station;
e Exhibit "G" entitled Preliminary and Fina! Design
of the Esther Clark Park Reservoir and Pump Station;
Exhibit "H" entitled Preliminary and Final Design
of the Gunn High Schoo! Reservoir and Pump Station;
g Exhibit "I" entitled Preliminary and Fina! Design
of the Terman Park Reservoir and Pump Station; and
040310 sm 0100102
CMR:164:04 Attachment A
ho Exhibit "J", entitled Preliminary and Fina! Design
of the Juana Briones Park Reservoir and Pump Station
SECTION 5. Exhibit "A", entitled Phase ! Distribution
system Improvements Project, is deleted and superceded in its
entirety and amended to read as shown in Revised Exhibit "A"
entitled "Phase i Distribution System Improvements Project and
Project E!R", attached hereto and incorporated in full by this
reference.
SECTION 6. Exhibit "D" entitled "Construction Support
Services, Phase I Distribution System Improvements Project" is
deleted in its entirety and amended to read as shown in Revised
Exhibit "D" entitled "Construction Support Services, Phase
Distribution System Improvements Project (Chloramine Conversion
Project ", attached hereto and incorporated in full by this refer-
ence.
SECTION 7. E~hibit "L" entitled "Project Percent Complete
Calculation" is deleted in its entirety and amended to read as
shown in Revised Exhibit "L" entitled "Project Budget Al!ocation",
attached hereto and incorporated in full by this reference.
SECTION 8. Exhibit "H" entitled "Project Schedule" is
deleted in its entirety and amended to read as shown in Revised
Exhibit "H" entitled "Project Schedule", attached hereto and
incorporated in full by this reference.
SECTION 9. Exhibit "N" entitled "Scope of Services -
Duties of the City of Pa!o Alto - Phase I Distribution System
Improvements Project" is deleted in its entirety and amended to
read as shown in Revised Exhibit "N" entitled "Duties of the City
of Pa!o Alto Phase I ~istribution System Improvements Project",
attached hereto and incorporated in full by this reference.
//
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040310 sm 0100102
03109104 TT~~ 002/002
-~ WAL~21" CKEEK ~00~
SECTION .I0. Except as herein modified, a!l othar
pzovislons ~2 5he Agreement, including 8ny exhlbi~s and Stlbse~/enn
=~e~dm~nts ~her~t~, shal! r~maln in full force and effect.
~N WITNESS WHEBE0~, the parties have by th~i~ du~y
authorized representatives ~xecut~d thi~ A~aand~nent on the data
first abov~ written.
ATTEST:CITY OF PALO ALTO
City C!srk
APPROVED AS TO ~ONM:
Senior A~s~, city Attorney
APP&0VED:
Assis~an~ City Manager
Director of A~inis~rativi’
Services
Diretor of Ut~!ities
Insurance Review
Mayor
Taxpayer ~den~ificat~n No,
86-0899222
At~achr~s:
Rev~se~ E~hibit "A~ Phas~ Z .Distribution Syst.~m ~mpruvements
£rojac~ and Project
Revised Exhibit ~D"; Construction Support Sezvi=es, ~hase .~
Dist=~but~on System Improvements P~ojec~ (Chloram!n~ Conve~slcn
Revised Exhibit
Revised Exhibit
Revised Exhibit
£roject Budget Allocation
£rojeet Schedule
Duties o~ the Cit~ of £alo Alto £hase ~
CMR:164:04 Attachment A
Revised Exhibit "M": Project Schedule
Revised Exhibit "N": Duties of the City of Palo Alto Phase I
Distribution System Improvements Project
040310 sm 0100102
CMR:164:04 Attachment A
AMENDED AGREEMENT EXHIBIT SUMMARY
BASIC SERVICES:
Revised Exhibit "A" Phase I Distribution System improvements
Project and Project EIR
Exhibits "B" and "C" (Design Services)- deleted
Revised Exhibit "D" Construction Support Services, Phase I
Distribution System Improvements Project (Chloramine
Conversion Project)
OPTIONAL BASIC SERVICES-
~ ’ ’~ "E""J"~xhlblus through deleted
SUPPORTING EXHIBITS:
Exhibit "K" Consultant Staff Fee/Rate Schedule (not amended)
Revised Exhibit "L" Project Budget Al!ocation
Revised Exhibit "M" Project Schedule
Revised Exhibit "N" Duties of the City of Palo Alto
Exhibit "0" Certificate of Insurance (not amended)
Exhibit "P" Certificate of Nondiscrimination (not amended)
040310 sm 0100102
CMR:164:04 Attachment A
CERTIFICATE OF ACKNOWLEDGMENT
(Civil Code § 1189)
STATE OF
COUNTY OF
)
)
)
On
notary public in and
, before me, the undersigned, a
for said County, personally appeared
personally known to me (or proved to me on the basis of
satisfactory 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 sea!.
Signature of Notary Public
040310 sm 0100102
7
CMR:164:04 Attachment A
CERTIFICATE OF ACKNOWLEDGMENT
(Civi! Code § 1189)
STATE OF
COUNTY OF
)
)
)
On
notary public in and for
, before me, the undersigned, a
said County, personally appeared
personally known to me (or proved to me on the basis of
satisfactory 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.
Signature of Notary Public
040310 sm 0100102
8
REVISED EXHIBITA
SCOPE OF SERVICES
DUTIES OF CONSULTANT
PHASE I DISTRIBUTION SYSTEM IMPROVEMENTS PROJECT
and EMERGENCY WATER SUPPLY PROJECT EIR
INTRODUCTION
In December 1999, the CITY completed the Water Wells, Regional Storage, and Distribution
System Study (1999 Study). The purpose of the 1999 Study was threefold:
¯Analyze the water distribution system’s ability to supply the water demands of the City,
including demand for normal operation plus fire suppression, according to the
Comprehensive Plan dated 1998-2010.
¯Evaluate the City’s ability to meet water demands (maximum day plus fire flow) when the
SFPUC supply is shut down for eight hours. This is the water supply emergency defined by
the California Department of Health Services (DHS) in a letter to the City dated April 2, 1997.
¯Assess how the SFPUC’s planned conversion to chloramine disinfection will impact water
quality in the City’s water distribution system.
The 1999 study recommended a suite of capital improvements to correct system deficiencies
that were identified in the study. In this Exhibit A Scope of Services, these have been divided
into two groups of improvements; the chloramine conversion-related improvements ("basic
improvements"), and the emergency water supply improvements. The chlorine conversion-
related grouping includes replacement of the booster pumps as the higher pumping capacity of
the new pumps will be needed during high demand periods to optimize pumping to control water
age.
The scope of services in this Exhibit A is comprised of the Environmental Impact Report for
improvements recommended in the 1999 Study related to emergency supply, and engineering
design for the chloramine conversion-related improvements. Several work elements for the
chloramine conversion project co.nsist largely of upgrades to existing pump stations and
pressure regulating stations. The design of those elements will be completed in this Exhibit. The
construction management services for the chl0ramine conversion-related improvements are in
Exhibit D. The design and construction management of the emergency water supply project
components (i.e. rehabilitating the existing wells, constructing the new wells, and constructing
the new reservoir) are not included in this scope of work.
The emergency water supply project components contained in this Phase I, as well as those in
Phase I1 and Phase III require environmental review under the California Environmental Quality Act
(CEQA). The project for the purposes of CEQA is the entire 8-hour emergency water supply capital
improvements program. Environmental review under CEQA for all three phases of the project is to be
conducted under this Phase I contract. Specifically, the proposed facilities to be included in the
Environmental Constraints Analysis are as follows:
A new reservoir and pump station, including analysis of the following alternative sites and
reliability alternatives:
¯El Camino Park
¯Roth Site
¯Old Quarry
¯Coyote Hill
CMR16404_ExA Phl Carol!o Amend 1 .doc 1 March 8, 2004
¯Esther Clark Park
¯Terman Park
¯Juana Briones Park
¯Gunn High School
¯Additional Site on Stanford University
¯Analysis of reliability alternatives (additional interties, desalination plant)
New well sites at three of the eight potential new sites identified in the 1999 Study.
Rehabilitation of up to five existing wells.
Upgrade/expansion to the existing Mayfield pump station.
The other basic improvements (listed in Task A3 below) in this Phase I contract are not part of the 8-
hour emergency water supply project. These projects consist largely of upgrades to existing foothill
pumping facilities to improve water quality following the SFPUC conversion from chlorine to
chloramine disinfectant in the Hetch Hetchy water supply. As such, they will undergo separate
environmental analysis that is also included in this Phase I contract (Exhibit A).
In the 1999 Study, the CONSULTANT reviewed a number of alternative sites for both reservoir and
well locations. To supplement this work, Consultant shall prepare an environmental constraints
analysis (Task A2.5) for the 8-hour emergency water supply project. The environmental constraints
analysis will be included as part of the public review for this project. This approach would provide
several advantages for project completion:
1)
2)
3)
4)
it will provide for an integrated review (engineering and environmental factors) of proposed
project sites within the context of additional work conducted since the 1999 Study;
it will identify preferred sites for reservoir and well implementation based upon these factors;
it provides an opportunity to include additional sites not previously considered, and
it will develop a preferred project and alternatives for both public and CITY Council review
outside of and prior to the CEQA (EIR) process.
During the public involvement process (Task A2.3) CONSULTANT shall lead public meetings to
further prioritize the identified well and reservoir sites. The goal of these meetings will be to rank the
new well and reservoir sites in terms of which present the lowest aggregate level of public and
environmental impact. A presentation will be made to City Council on the public involvement process,
the ranking of the new well sites, and selection of up to three new reservoir sites for consideration in
the EIR (Task A4).
During the EIR process, all new well sites and up to three reservoir sites will be analyzed at an equal
level of detail, thereby allowing the CITY to implement at any of the identified sites. It is anticipated,
however, that preferred sites will be identified as part of the stakeholder involvement workshop, and
that project approval will include identification of those sites for implementation. In the event that
implementation cannot occur at an individual site due to geologic constraints (i.e., the water quality is
not favorable or the quantity of water at the site is insufficient to proceed with developing a well), this
approach will provide the CITY with the flexibility to return to the CITY Council with alternative sites
that can proceed under the analysis presented in the EIR.
The EIR will examine the improvement recommendations of the 1999 Study relating to emergency
supply reliability, delivered water quality, and groundwater effects, alternatives, and the potential
environmental impacts surrounding construction, and emergency operation, and maintenance issues
relating to the individual facilities. This approach provides the most flexibility with respect to well and
reservoir implementation, and will provide the CEQA foundation for construction at individual well and
reservoir sites. CONSULTANT’s environmental subconsultant will examine the construction-related
and operational impacts of individual well and reservoir sites using a performance standard approach
that will define the types of impacts anticipated, identify appropriate mitigation measures, and
establish a performance standard envelope. This can then be applied to individual sites as they are
¯ identified by the CITY for implementation. If individual sites are within the "performance envelope"
CMR16404_ExA Phl Carollo Amend 1.doc 2 March 8, 2004
established by the EIR, the City could then proceed using the EIR analysis and recommended
mitigation measures. This approach will allow identification and disclosure of impacts, identification of
mitigation measures, and will provide the framework for implementation at individual well sites. The
key to the approach will be development of a detailed Mitigation Monitoring and Reporting Program
that identifies specific measures that that can be applied to the project sites to reduce or minimize
impacts to acceptable levels.
This Exhibit A consists of the following tasks:
Task A1 - Project Management
This task covers general project and quality management duties for the work covered in this
Exhibit A including:
a.Preliminary and final design services for the basic improvement projects to
support the chloramine conversion process..
b.The public/stakeholder involvement program.
c.The El Camino Park and Roth site test hole programs.
d.Preparation of the EIR for the 8-hour emergency supply project.
The meetings for the construction management services are covered in Exhibit D for the
basic improvements to support the SFPUC chloramine conversion project.
Task A2 - Planning Considerations
This task includes tracking the project budget and progress, developing and assisting the
CITY with its public review for selecting a new reservoir site, and a limited amount of as-
needed services to further assist the CITY in selecting a new reservoir site. One of the key
elements of this task is to select a preferred new reservoir location.
Task A3 - Pre-Design, Design, And Cost Criteria of Improvements for the Chloramine
Conversion Project
This task includes performing preliminary design, final design, and cost estimates for the
following projects which support the SFPUC chloramine conversion:
a.Pump replacement and necessary mechanical, structural, electrical and
instrumentation upgrades at the Dahl, Park, Boronda, Corte Madera, and Quarry
pump stations.
b.A new pressure area 4 pressure regulating station near the intersection of Page Mill
Road and Coyote Hill Road.
c.Reservoir mixing systems at the Monte Bello, Dahl, Park, and Mayfield reservoirs.
d.Ammonia feed systems at the Hale, Peers Park, and Rinconada well sites.
e.A water quality monitoring program.
f.Mobile dechlorination equipment.
g.Pressure regulating station upgrades at the Quarry, Corte Madera, Boronda, Park,
and Dahl booster stations.
In addition to developing plans, specifications and cost estimates for the above-described
improvements, CONSULTANT shall also assist the CITY during the bid procurement
process by answering questions from the bidding contractors and preparing addenda to the
bid documents. The above improvements are not part of the 8-hour emergency system and
therefore are not included in the EIR. These projects are modifications to existing facilities to
support the SFPUC chloramine disinfectant conversion and will receive separate
environmental review as part of this Phase 1 contract.
CMR16404_ExA Phl Carollo Amend 1 .doc 3 March 8, 2004
Task A4 - Environmental Impact Report for the 8-hour Emergency Water Supply Project
This task includes the effort involved developing the Environmental Impact Report and
associated public hearings for the new reservoir project, the new well projects, rehabilitating
the existing wells, and the Mayfield reservoir pump station upgrade/expansion project.
SCOPE OF SERVICES
The following sections describe the detailed scope of services covered in this exhibit.
Task A1 - PROJECT MANAGEMENT AND ADMINISTRATION
Task A1.1 - Project Management. Under this task, CONSULTANT will prepare a Project
Management Plan, manage CONSULTANT’s team, and monitor project schedule and budget as
described herein.
CONSULTANT shall:
1.Prepare a Project Management Plan with the following section~:
a.An introduction covering the project objectives and the project goals.
b.The scope of services and list of deliverables for all items included in this Exhibit A.
c.Key personnel assignments/organization chart.
d.Project schedule.
e.Project budget.
f.A description of the quality management procedures of the project.
g.A description of the ,monthly project reporting.
h.A description Of team communication procedures and contact information.
2.Maintain coordination of the project team consisting of the CONSULTANT and its
SUBCONSULTANTS. This task includes internal team meetings, meetings with various
subconsultants, and regular correspondence with team members.
3.CONSULTANT shall prepare monthly progress reports that include a summary of the work
completed by task for the month, the work anticipated to be completed in the following month,
and a status report on the project schedule and budget. The budget for this task assumes a
total of 24 monthly project reports are generated. The progress reports will be drafted,
discussed, finalized, and delivered to the CITY within three weeks after the subject month.
This is to allow coordination with the CONSULTANT’s billing cycle.
Deliverables:
1.Project Management Plan as described above.
2.Up to 24 monthly progress reports.
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Task AI.2 - Project Meetings. Under this task, CONSULTANT will conduct project meetings as
described herein. Project meetings to be held during the construction phase of the basic
improvements to support the chloramine conversion are covered in Exhibit D.
CONSULTANT shall:
1.Conduct the following project meetings:
a.Project kickoff meeting.
b.21 additional as-needed meetings. Meetings needed for construction phase services
for the Chloramine Conversion Project (Exhibit D) are included in that exhibit.
2.CONSULTANT shall prepare meeting summaries for the meetings conducted by the
CONSULTANT and provide them to the CITY within five working days following the meeting.
Deliverables:
1.Meeting agendas, and handout materials.
2.Meeting summaries of up to 22 meetings (the kickoff meeting &rid 21 additional meetings)
conducted by CONSULTANT.
Task A1.3 - Quality Management. CONSULTANT shall perform quality management reviews of
deliverables as described herein to maintain a standard of care consistent with other practicing
professional engineers performing the same or similar work at the time the notice to proceed is
issued.
CONSULTANT shall:
1.Dedicate senior staff with applicable experience to conduct quality management reviews of
each deliverable to the CITY. CONSULTANT shall provide the services of a senior-level
engineer for technical review of the project deliverables prior to submittal to the CITY.
Deliverables:
None.
Task A2 - PLANNING CONSIDERATIONS
Task A2.1 - Budget and Schedule Tracking. Under this task, CONSULTANT shall prepare and
maintain software tools for tracking the project schedule and budget.
CONSULTANT shall:
Prepare a project schedule using Microsoft Project with the critical milestones and estimated
duration for each of the CIP projects included under this agreement.
Update the schedule monthly and provide a printout. The budget is based on an assumed
project duration of 24 months.
Deliverables:
CMR16404_ExA Phl Carollo Amend 1 .doc 5 March 8, 2004
1.Microsoft Project schedule updated each month for 24 months.
Task A2.2 - Permit Assessment. Under this task, CONSULTANT shall identify the permits that are
necessary for completion of the design and construction phase services for the Chloramine
Conversion Project and the 8-hour Emergency Water Supply Project.
CONSULTANT shall:
Create a Permit "roadmap" that defines the regulatory requirements, contacts, time lines, and
subsequent documentation needs for final design. Obtaining right of way is not anticipated for
the project and is not included in this scope of services.
Deliverables:
1.A table summarizing the permit contacts and requirements.
Task A2.3 - Stakeholder Involvement. Under this task, CONSULTANT shall assist the CITY with
public review efforts. The focus of this task will be to involve the public and interested parties that may
be affected by the proposed new reservoir and new emergency water supply wells.
CONSULTANT shall:
Develop the public involvement program with CITY staff input. The program will include a
plan and schedule for meetings, workshops and other outreach.
Conduct one public review coordination meeting at the CITY’S offices to organize the CITY’s
efforts toward involving the public. The CONSULTANT and senior CITY officials involved in
the public involvement process will attend the meeting. It is assumed that the CITY will
provide a list of major and potential stakeholders including Stanford University, the public, and
the Architectural Review Board.
o With CITY input, develop draft and final information packets and fact sheets for distribution to
the stakeholders. The draft packets will be presented at the first workshop and then finalized
based on comments received. The packets will contain some essential background material
defining the problem, variods options, a proposed project schedule, and names and
telephone numbers of people to contact.
Conduct up to three (3) public involvement workshops with stakeholders. The first workshop
will be designed to provide the needed background information regarding the water supply
reliability problems the project is attempting to solve. The following meeting will be designed
to present the alternatives for consideration, elicit any new alternatives from the public, and
prepare an initial ranking of the alternatives. The third and final meeting will be designed to
prepare an opinion summary that captures the opinions of the public regarding the proposed
reservoir and well alternatives including the identification of a preferred alternative, if possible,
by the public. CITY staff will then present the opinion summary to the CITY Council and
recommend which reservoir site(s) (up to three) and the ranking of the well sites that should
be carried into the EIR phase.. It is anticipated that these workshops will be held in the late
afternoon at the CITY’s offices.
o Following completion of the EIR process including selection of a preferred reservoir site,
conduct up to three (3) public meetings near the selected new reservoir site. These meetings
will serve to provide technical detail and identify the concerns of the stakeholders to be
addressed during the preliminary design phases of the project. It is anticipated that these
meetings will be held in the late afternoon at the CITY’s offices.
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Following completion of the EIR process including selection d three preferred well sites,
conduct up to three (3) public meetings with stakeholders proximate to the selected sites.
These meetihgs will serve to provide technical detail and identify the concerns of the
stakeholders to be addressed during the preliminary design phases of the project. It is
anticipated that these workshops will be held in the late afternoon at the CITY’s offices.
Develop, host, and maintain a project website to provide project information to the public and
to collect public comments on the project. Public comments will be collected, tabulated, and
sent to the CITY in electronic form. Meeting minutes, action items, and recommendations
from the three public involvement workshops and the three public meetings will be
summarized, tabulated, and posted to the website at the CITY’s request. The website shall be
maintained for the duration of the project (estimated at two years).
Deliverables:
1.Meeting minutes of the internal public involvement coordination meeting.
Draft and final information packets.
Agenda, presentation materials and minutes for the three (3) public involvement workshops.
4.Agenda, materials, and minutes for the six (6) public meetings:
5.Project website.
6.Opinion summary resulting from the three workshops.
7.Final design recommendations resulting from the three public meetings.
Task A2.4 - Additional Assistance for Reservoir Site Selection. Under this task, CONSULTANT
shall provide additional as-needed technical support services in support of the CITY’s efforts to make
a final new reservoir site selection.
CONSULTANT shall:
Assist the CITY as needed to help facilitate the selection of the preferred reservoir site.
CONSULTANT shall provide technical assistance and information in response to the CITY’s
requests for information.
2.The budget for this task is limited to $3,000.
Deliverables:
1.As determined during the as-needed services subject to the budget limitations of this task.
Task A2.5 - Environmental Constraints Analysis. Under this task, CONSULTANT’s environmental
subconsultant shall review proposed well site (eight total) and reservoir site (up to nine) locations for
environmental issue areas, and prepare a constraints report identifying environmental issues at each
well and reservoir site. This analysis will consist of site reconnaissance, review of site conditions,
review of appropriate environmental databases (CNDBB), and identification of land uses.
Subconsultant shall identify environmental constraints at each site location and rank each of the sites
with respect to potential environmental impact. Issue areas to be examined include: geology and
soils, surface water resources, groundwater resources, biological resources, cultural/historical
resources, land use, aesthetics, traffic and circulation, and noise.
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This analysis will also provide a discussion of other reliability alternatives including additional system
interties with adjacent utilities (e.g. Stanford, Mounatin View), construction of a direct pipeline to the
SCVWD supply, and construction of a desalination plant. The scope of work assumes one round of
comments from the CITY will be addressed. Additional rounds of comments will be addressed on a
time and materials basis.
Deliverables:
1.Draft and final Environmental Constraints Analysis reports (10 copies).
Task A3 - PRE-DESIGN, DESIGN, AND COST CRITERIA FOR THE CHLORAMINE
CONVERSION PROJECT
Task A3.1 Pre-Design. Under this task, CONSULTANT shall perform the preliminary design work to
develop the basis for the final design efforts.
The following work is not part of the eight-hour emergency water supply project. This work is being
performed to repair or improve the foothill pump stations and reservoirs to maintain the distribution
system water quality. The City must operate the water distribution system differently with chloramine
being used as the disinfectant. Water in the foothill reservoirs will be tJsed in the distribution system
on a daily basis to maintain water quality. This additional movement of the water into and out of the
reservoirs will require more distribution system pumping. The preliminary design for the replacement
of the existing sixty-year-old pumps and controls at the existing foothill pump stations will be
completed as part of this task. An ammonia feed system needs to be designed for use at the existing
well sites to allow the City to produce chloramine treated water that is compatible with the SFPUC
water supply which was recently converted to chloramine treatment.
CONSULTANT shall:
1.Prepare a maximum of three alternative conceptual designs for each of the following projects:
Pump replacement at the Dahl, Corte Madera, Quarry, Boronda and Park pump
stations as described in the 1999 Study.
A new pressure area 4 pressure regulating station in the vicinity of the Quarry pump
station, and the intersection of Page Mill Road and Coyote Hill Road.
Reservoir mixing systems at the Monte Bello, Dahl, Park, and Mayfield reservoirs.
Ammonia feed systems at the Hale, Peers Park, and Rinconada well sites.
A water quality monitoring program for monitoring the parameters related to the
SFPUC conversion to chloramine disinfection.
Mobile dechlorination equipment for neutralizing the disinfectant from hydrant flows
during water main flushes.
Pressure regulating station upgrades at the Quarry, Corte Madera, Boronda, Park,
and Dahl booster stations as described in the 1999 Study.
The alternative conceptual designs will consist of a description, a simple graphic, a cost
estimate, and a listing of the pros and cons for each preliminary design. This predesign effort
will include the electrical, instrumentation, and SCADA considerations for each of the
improvement alternatives. Note that for some of the projects there may be only one alternative
conceptual design that is practical and feasible.
CONSULTANT will assist the CITY in obtaining the permits needed to complete the projects
described in this task.
CMR16404_ExA Phl Carollo Amend 1.doc 8 March 8, 2004
Conduct a preliminary design meeting at the CITY’s offices where the CONSULTANT will
present the conceptual alternative designs. The meeting attendees will comment and select a
preferred alternative. The CITY will prepare an invitation list for the meeting consisting of
representatives from operations and engineering. CONSULTANT will document the decisions
in the meeting minutes.
CONSULTANT’s environmental subconsultant (ESA) will review each of the seven project
components, which are primarily improvements or upgrades to existing facilities, and
describe the CEQA review requirements d each. CONSULTANT’s environmental
subconsultant will conduct a site reconnaissance and environmental review of the existing
facilities where projects are proposed to determine if a CEQA Categorical Exemption under
Article 15301 (b) is appropriate. If CONSULTANT’s environmental subconsultant finds that
there are sensitive resources or environmental conditions that could raise the potential for
impact, further environmental review may be required.
If appropriate, ESA will prepare a Categorical Exemption under Article 15301 (b) for review
and comment by the City and CONSULTANT. ESA will respond to one round of comments on
the administrative draft documents and prepare the updated Categorical Exemption for
posting with the County clerk.
o Geotechnical information shall be gathered to design the pipeline crossing under Page Mill
Road for the new redundant PA4 PRS. Perform a geologic sit& reconnaissance, and prepare
a geologic map showing the geologic units and/or hazards affecting construction. Drill, log,
and sample up to four (4) borings to depths up to 10 feet. Backfill the borings with cement
grout. Dispose of the cuttings in accordance with CITY standards. Perform laboratory tests on
the collected soil samples to evaluate the engineering characteristics d the subsurface soils.
Perform engineering analysis based on the results obtained from the above tests and develop
recommendations for design and construction.
Conduct a field survey at the site of the new PA4 pressure regulating station to establish
ground control for aerial photography, mapping, and field location (x,y) of surface utilities.
Horizontal coordinates will be referenced to the California Coordinate System of 1983,
1991.35 epoch (CCS83 (1991.35), Zone 3. Elevations will be based on the North American
Vertical Datum of 1988. Digital photogrammetric mapping will be compiled for the pipeline
route. A field survey will be performed in these areas to locate all surface utilities. The
CONSULTANT will perform’ potholing at selected utilities, and a survey crew will return to the
site for up to two (2) days to locate these potholes.
Prepare a basis of design document for the selected alternatives. This document will provide
the final facility configuration and design criteria to initiate final design efforts. The intent is for
the CITY to accept the basis of design in this task so that changes in concept, configuration,
and design criteria are avoided once the detailed design is in progress. This document will
include a brief summary of the selected alternatives, the final design criteria, the descriptions
of the alternatives, and a summary of the meeting where the alternatives were selected.
Deliverables:
1.Conceptual design of the improvement projects.
2.Environmental review documents for the improvement projects.
Geotechnical report with recommendations needed for final design.
Aerial photograph of the new PA4 pressure regulating station site.
CMR16404_ExA Phl Carollo Amend 1 .doc 9 March 8, 2004
5.Basis of design document for the selected alternatives.
Task A3.2 - Final Design. CONSULTANT shall prepare final design documents for the Basic
Improvement alternatives selected in Task A3.1, with the addition of pump replacement (including
replacing associated mechanical, electrical, and control system equipment) at Park and Boronda
pump stations. The CONSULTANT’s level of effort budget allowance for this Task is limited to 3,362
hours as shown on Exhibit L. If additional level of effort is required to adequately design and describe
the work, and the work is due to unforeseen conditions or developments and not to consultant error,
and the CITY desires to have the CONSULTANT proceed with the work the CITY will issue a change
order to the CONSULTANT for a mutually agreed amount.
CONSULTANT shall:
Prepare 35 percent design submittal package. The 35 percent drawings will include sufficient
dimensions and description of the selected components to illustrate how the concepts
developed in Task A3.1 will be implemented. The level d detail shall include such items as
facility siting, facility dimensions, equipment locations and relative size, piping and other
appurtenance locations, and proposed process and system control diagrams.
Specifications will not be developed at this stage of design. Draft control descriptions of the
new equipment will be prepared for review.
The 35 percent submittal package will also include the following:
Site plans
Piping and instrumentation diagrams.
Piping layout drawings.
Building floor plan.
Equipment locations for all major equipment.
Control descriptions.
Equipment data sheets for all major equipment.
Instrument lists.
Drawing list.
List of specific items requiring CITY decision.
Updated project cost estimate and project schedule.
The purpose of these documents is to provide sufficient information for CITY staff to assess
and identify potential impacts of the improvements on the project goals, operational
constraints, and maintenance issues including equipment experiences or preferences.
Prepare 65 percent design submittal package. The 65 percent drawings will include additional
dimensions and description of the selected components to illustrate how the concepts
developed in Task 3.1 will be implemented. The level of detail shall include such items as
facility siting, facility dimensions, equipment locations and relative size, piping and other
appurtenance locations, and proposed process and system control diagrams. The 65 percent
submittal will account for the comments received from the CITY on the 35 percent submittal.
Specifications will include an outline of proposed construction sequencing and constraints;
general criteria, installation requirements and testing procedures for major equipment; and
listing of proposed bid item breakdown.
The 65 percent submittal package will also include the following:
Typical details.
Site plans
Piping and instrumentation diagrams.
CMR16404_ExA Phl Carollo Amend 1.doc 10 March 8, 2004
o
Piping layout drawings.
Building elevations and floor plan (if applicable).
Equipment layouts for all major equipment.
Electrical single line drawings.
Control descriptions.
Control system architecture block diagrams (SCADA).
Equipment data sheets for all major equipment.
Instrument lists.
Drawing list.
Specification table of contents.
Specification sections for major equipment.
Draft standard and special provisions.
List of specific items requiring CITY decision.
Updated project cost estimate
Prepare 90 percent design submittal package. The 90 percent submittal package will address
all the CITY’s comments on the 65 percent submittal package as well as the comments
resulting from the CONSULTANT’S internal QA/QC program. This submittal will represent a
near-biddable set of construction documents. The purpose of this submittal is to allow the
CITY a final opportunity for comments.
o Prepare a 100 percent design submittal package. The 100 percent submittal package will
address the final comments made by the CITY’s review team as well as the CONSULTANT’S
review team. The purpose of this submittal package is to present to the CITY how the final
comments were addressed and to obtain buy-in prior to preparing the bid package.
5.Prepare a bid package.
o CONSULTANT shall assist the CITY during bidding by conducting one (1) on-site pre-bid
conference, answering bidding contractor’s questions during the bid period, and preparing up
to two (2) addenda, as needed.
CONSULTANT services such as conducting a preconstruction conference, preparing
conformed drawings, inspection, construction management, and submittal review are included
under Exhibit D. CONSULTANT shall receive a separate notice to proceed from the CITY
when construction management services detailed in Exhibit D are to begin.
Deliverables:
1.2 full-size copies and 10 half-size copies of the 35 percent drawings.
2.10 copies of the 35 percent specifications.
3.35 percent design cost estimate.
4.2 full-size copies and 10 half-size copies of the 65 percent drawings.
5.10 copies of the 65 percent specifications.
6.65 percent design cost estimate.
7.2 full-size copies and 10 half-size copies of the 90 percent drawings.
8.10 copies of the 90 percent specifications.
CMR16404_ExA Phl Carollo Amend 1 .doc 11 March 8, 2004
9.90 percent design cost estimate.
10.1 full-size copy and 5 half-size copies of the 100 percent drawings.
11.5 copies of the 100 percent specifications.
12.100 percent design cost estimate.
13.Bid set documents: 1 CD of the final drawings and specifications, 1 master full-size reverse-
plotted mylars, 1 print-ready master set of specifications, 100 half-size copies of the drawings,
and 100 copies of the project specifications.
Task A4 - ENVIRONMENTAL IMPACT REPORT FOR THE 8-HOUR EMERGENCY WATER
SUPPLY PROJECT
Task A4.1 Project Team Kickoff Meeting and Information Review. CONSULTANT’s
environmental subconsultant and CONSULTANT shall meet with CITY to review the following: 1 )
analysis approach and strategy; 2) public outreach and NOP circulation; 3) preliminary CEQA project
objectives and alternatives; 4) site specific construction/operational information developed by the
CITY and CONSULTANT.
The project under CEQA is the 8-hour Emergency Water Supply Project which includes:
A new reservoir and pump station proposed to be located at one of nine potential sites,
New well sites at three of the eight potential new sites identified in the 1999 Study,
Rehabilitation of up to five existing wells, and
Upgrade/expansion to the existing Mayfield pump station.
Deliverables:
1.Meeting notes from the EIR Kick-off meeting.
Task A4.2 Notice of Preparation. Under this task, CONSULTANT’s environmental subconsultant
shall prepare and submit draft Notice of Preparation (NOP) and circulation list for review by CITY.
Subconsultant shall prepare a CEQA environmental checklist to support the NOP. If identified as
appropriate, Subconsultant shall use this mechanism to screen out those CEQA issues that do not
require additional analysis. Subconsultant shall assist in the coordination of scoping meeting dates
with staff. Following receipt of comments from CITY, subconsultant shall prepare and circulate NOP
to State Clearinghouse and circulation list.
Deliverables:
1.Draft and Final NOP (10 copies).
2.Draft Circulation List.
¯ 3.Circulation of NOP (50 copies).
Task A4.3 EIR Scoping Meeting and Agency Consultation. Under this task, CONSULTANT’s
environmental subconsultant shall develop scoping meeting materials to provide an overview of the
project for stakeholder and interested public. This presentation will incorporate previous efforts under
Task A2.5. Following the scoping meeting presentation, subconsultant shall prepare a scoping
meeting memo identifying key issues and the need for any adjustments to project approach. Agency
coordination will be focused on local agencies that could be affected by the project, such as other
pumpers. One (1) public scoping meeting and three (3) agency meetings are assumed for budgetary
CMR16404_ExA Phl Carollo Amend 1 .doc 12 March 8, 2004
purposes. Additional outreach tasks, such as preparation of an article for City of Palo Alto newsletter,
or project brochures can be developed with the project team if necessary, but have not been included
in this scope of work. CONSULTANT and environmental subconsultant shall attend both scoping and
agency meetings to provide technical assistance.
Deliverables:
1.Scoping meeting presentation.
2.Scoping meeting memo.
3.Agency coordination meeting notes.
Task A4.4 CEQA Project Description. Under this task, CONSULTANT’s environmental
subconsultant shall develop the CEQA project description, incorporating information developed by
CONSULTANT for the eight new well sites, up to three new reservoir and pump station sites, up to
five existing well rehabilitation sites, and the Mayfield pump station site. Information that will be
necessary to meet CEQA requirements for the well sites (new and existing) include: CEQA project
objectives, identification of operational scenarios, well locations, typical site layout, typical
construction scenarios (including 24-hour drilling), enclosure description, ancillary facility description,
typical connection piping, chemical storage, deliveries/maintenance, fencing/lighting, and operational
scenarios.
Information to complete the project description for reservoirs and pump stations will include: reservoir
site layout,identification of operational and maintenance scenarios, earthwork estimates, pump station
plan and elevation, typical construction scenarios, and construction trip estimates.
Subconsultant shall work closely with the CITY and CONSULTANT to develop a project description
that provides an appropriate level of detail, as well as a flexible design envelope that will allow for
onsite conditions at individual well and at up to three reservoir sites. CONSULTANT shall provide
information for and review of project description developed by subconsultant.
Deliverables:
1.Draft Project Description (10 copies).
Task A4.5 Administrative.Draft EIR. Under this task, CONSULTANT’s environmental subconsultant
shall prepare Administrative Draft EIR (ADEIR) to include sections and issues identified as potentially
significant and requiring further analysis during the preparation of the Environmental Checklist.
CONSULTANT will provide information as stated and will provide review of the ADEIR.
The ADEIR will analyze potential impacts based upon the Project Description and initial analysis
(Environmental Checklist) prepared under Task A4.4 above. Subconsultant will describe the
environmental setting and prepare an analysis of the direct and indirect environmental impacts of the
projects. Subconsultant will use tables, charts and graphics as appropriate to illustrate and help
communicate the impact analysis. Subconsultant will establish clear impact significance criteria for
each issue and clearly establish whether an impact is significant or less than significant. The ADEIR
will also identify feasible mitigation measures for significant impacts, clarify whether a mitigation
measure has been proposed as part of the project or identified through the EIR process and discuss
the effectiveness of the proposed mitigation measures. Based upon the understanding of the project,
it is anticipated that analysis in the following issue areas will be required. Additional issue areas may
be identified during the course of scoping or project development that may require adjustments to the
proposed scope of work and project budget.
1.Geology and Soils. The ADEIR will examine potential impacts associated with groundwater
CMR16404_ExA Ph 1 Carollo Amend 1 .doc 13 March 8, 2004
pumpage scenarios and specific facility installation. Subconsultant will use information from
available sources, including previous analysis conducted by CONSULTANT and CITY
regarding subsidence, liquefaction and settlement potential, to address those issues required
by the CEQA checklist, including: fault proximity, ground shaking, liquefaction, landslides, soil
erosion, expansive soils, and soil instability. Appropriate operational measures, design
measures or mitigation will be identified as appropriate. With respect to reservoir locations,
preliminary geotechnical information from CONSULTANT will be used to assess the potential
for impact.
Water Resources. The analysis will summarize the results of groundwater information
prepared and provided by CONSULTANT, and will characterize potential changes in
groundwater elevations associated with proposed groundwater use during emergency
outages, or for use in more extended periods such as in droughts. Secondary impacts to
existing pumpers in the basin, including potential drawdown effects, will be examined. The
analysis will be based upon general drawdown parameters established by CONSULTANT
applied to a radius area of effect. CONSULTANT shall also perform two test holes: one at El
Camino Park and one at the Roth site.
CONSULTANT’s hydrogeologist subconsultant wil! hire a-drilling contractor to construct-test
holes at the El Camino Park and Roth sites. The test holes will each be six-inches in diameter
and drilled to a depth of 800 feet or until refusal is reached. During drilling, lithologic samples
from the boreholes will be collected and logged by a qualified Oeologist. After reaching final
depth, the boreholes will be geophysically logged (resistivity, spontaneous potential and
natural gamma). Upon completion of the test holes boreholes will be backfilled with concrete
in accordance with State law.
It is assumed that each test hole drilling can take place on an 8-hour daylight basis and can
be completed in approximately one (1) week. It is also assumed that required permits for test
hole drilling will be limited to a well construction permit. Special permitting or environmental
review should not be required. The budget for this task includes permitting of the test hole
drilling with Santa Clara County Health Department and Santa Clara Valley Water District,
contractor services, hydrogeologic supervision and data collection, and preparation of brief
data transmittal to City staff.
Data from the test holes will be compiled, reviewed, and compared with available proximate
hydrogeologic data. The compiled data will be utilized to prepare a draft basis-of-design for
the new wells. This document will recommend an overall well design, an approach to
construction techniques, and discuss well construction logistical issues.
The City has hydrogeologic data for two other potential well sites, the Middlefield Road well
site and Eleanor Pardee Park. These data will be used to assess the viability of these sites as
new emergency water resources. This will then be used to identify appropriate mitigation
measures in the event project implementation results in drawdown effect due to the
geographic relationship between wells. Subconsultant shall identify appropriate mitigation
measures in the event that impacts are identified. Additionally, impacts to surface water
associated with well facilities, including discharge of well start up water, will be examined.
Appropriate locational measures and permit requirements will be identified, as necessary.
Potential impacts to surface and groundwater associated with well locations will be examined
based upon existing available information. The preliminary reservoir layout will identify
necessary drainage infrastructure.
Water Quality. Subconsultant shall use existing studies conducted by the CITY and others to
address potential impacts to groundwater quality, and will discuss delivered water quality
within the context of available information provided by CONSUTLANT and CITY. The data
gathered when performing the two new test holes (described under Water Resources above)
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will be used to supplement the existing groundwater quality data.
Biological Resources. This analysis will review potential biologically sensitive areas at facility
locations, and will identify potential constraints for reservoir and well siting, which may include
impacts to wetlands. In addition, federal, state and local policies with respect to sensitive
species will be summarized and evaluated. The proposed scope of work includes
reconnaissance level surveys to assess potential habitat conditions, and to identify the need
for sensitive species surveys. Subconsultant is available to provide protocol level surveys on a
time and materials basis, but such surveys are not included in this scope of work. Responses
to the environmental checklist will be provided as well as mitigation measures for potentially
significant impacts relative to biological resources. Mitigation measures will be identified as
appropriate to reduce impacts to a less than significant level.
Land Use/Recreation. This section will address potential conflicts to surrounding land uses,
including short-term construction related impacts and long-term land use conflicts. Analysis
will include review and identification of surrounding land uses and future land use plans
governing reservoir, pump station, and well sites, and assessment of potential land use
impacts. This analysis will include review of existing land use and zoning ordinance
designations, integration of nuisance impacts, such as noise, dust generation, and light and
glare discussions, and will reference appropriate measures to minimize impacts to the degree
feasible. Potential impacts to recreational facilities will also be assessed and disclosed,
including short-term construction related impacts associated w]th facility access and use.
Subconsultant shall examine potential land use compatibility issues, and potential conflict
between recreational uses and groundwater infrastructure. Appropriate mitigation measures
will be identified to reduce potential impacts to the degree feasible.
Cultural Resources. Subconsultant will hire William Self and Associates to conduct a Phase
I archival records search of proposed facility locations to identify known cultural or historical
resources. Analysis will also include a discussion of potential methodology to be used for the
evaluation of any resources which may be accidentally discovered during project construction;
and a discussion of methods of mitigating impacts to these resources.
Hazards and Hazardous Materials. Subconsultant shall use exiting databases and existing
studies conducted by CONSULTANT, CITY and others to identify potential hazardous
materials release sites within the vicinity of proposed project locations. The proposed scope
of work will rely on existing Oompiled information, and does not provide for file review. Known
hazardous materials sites will be identified to provide a site screening tool for future property
acquisitions if any hazardous material is identified, soil sampling and further assessments are
not part of the scope of this contract. Analysis will also discuss storage of treatment
chemicals at individual facility sites, and will identify appropriate design measures to reduce
potential impacts to a less than significant level.
Air Quality. Subconsultant shall examine emissions during construction based on EPA
emission factors, identify "sensitive receptors" (e.g., residences, retirement homes, schools),
and evaluate air pollutant emissions associated with long term operations from a regional and
local standpoint. Standard Best Management Practices (BMPs) established by Bay Area Air
QLiality Management District (BAAQMD for construction activities will be identified and
applied as appropriate.
Noise. Sensitive i’eceptors such as residences and schools will be considered in evaluating
construction and operating impacts associated with implementing well facilities. Twenty-four
(24)-hour drilling scenarios will be examined, including their impact to adjacent sensitive
receptors. Standard BMPs, including varying levels of onsite noise control, such as setbacks
or engineered sound walls, will be identified. Subconsultant shall utilize data collected from
other well operators in the Bay Area, including ACWD and Zone 7 Water Agency, to
CMR16404_ExA Phl Carollo Amend 1 .doc 15 March 8, 2004
10.
11.
12.
13.
14.
characterize pump station, well, and reservoir construction and operations. The significance
of any potential noise impacts will be determined by comparing projected levels with
applicable City noise ordinance requirements, and appropriate mitigation measures, such as
enclosure and noise reduction mechanisms, will be identified.
Transportation/Traffic. Subconsultant shall analyze impacts to local roadways during the
construction of proposed facilities and will identify suitable mitigation measures, such as
providing advance notification and establishing detours. Available traffic data will be relied on
for the analysis, which will focus on major roadways within the vicinity of identified facilities.
Aesthetics. Subconsultant shall qualitatively describe the potential visibility of project
components and the need for mitigation features to minimize adverse effects. Subconsultant
shall take photographs at select points and prepare finished photographic figures for use in
the EIR that illustrate representative and impact-sensitive land uses. Enhancement
opportunities such as revegetation, architectural features, and screening will be identified.
The scope of work includes four aesthetic renderings: one each for up to three reservoir
(pump station) sites and one of a typical well site. The scope of work limits the comments for
these .renderings to one (1) set per drawing. Additional renderings or rounds of edits can be
provided on a time and materials basis.
Cumulative Effects. CONSULTANT will provide to subconsultant analysis identifying the
cumulative drawdown effect of individual wells by examining d~awdown at worst case
emergency scenarios based on existing studies. Additionally, this section will address the
potential for environmental impact from continuous groundwater pumping and other
groundwater operations (if any), and discuss their relationship to the reliability project.
Potential cumulative effects of the proposed project with other groundwater management
programs or operations wil! be examined.
Growth Inducement. Proposed facilities will improve CITY water supply reliability, rather
than generate a new water supply source. However, growth remains a sensitive issue within
the area, and a discussion of the project as it relates to potential growth inducement will be
necessary. Analysis will rely on the previous growth discussions provided in the Palo Alto
General Plan, and will describe the proposed project within the context of that analysis.
Alternatives. After review of the environmental constraints analysis, which shall address all
(up to nine) of the alternativ~ reservoir sites, up to three feasible alternatives Shall be selected
by CITY and CONSULTANT for analysis in the EIR. The alternatives analysis portion of the
FIR will incorporate the Environmental Constraints Analysis (Task A2.5), and will include
discussion of alternatives to provide reliability to the CITY, such as interties and
desalinsation, as well as Iocational alternatives for the reservoir and well facilities. The
analysis will examine these alternatives with respect to their ability to meet the proposed
project objectives, their environmental impacts and mitigation requirements, and other
appropriate comparative information, such as implementation costs and feasibility.
Subconsultant shall discuss the relative environmental effects and trade-offs of the various
alternatives identified. It is assumed in the project budget that CONSULTANT will provide
order of magnitude engineering/construction costs for the alternatives examined and
statements regarding feasibility.
15.
16.
Summary. Subconsultant shall prepare a summary of the project description, impact
analysis, and alternatives discussion to provide for public review.
Subconsultant shall prepare initial Administrative Draft EIR and provide copies to CITY and
CONSULTANT for review. Subconsultant shall meet with CITY and CONSULTANT to receive
and review its comments on the Administrative Draft EIR. Subconsultant will revise the EIR to
CMR16404_ExA Ph 1 Carollo Amend 1 .doc 16 March 8, 2004
incorporate comments from CITY and CONSULTANT and will prepare a screencheck draft.
Subconsultant has budgeted up to 80 hours of technical staff time to respond to staff
comments and prepare the screencheck draft in strike/block format for review by the CITY
and CONSULTANT. This step provides an opportunity for focused review by CITY to ensure
that comments were appropriately addressed.
Deliverables:
1.Initial ADEIR (10 copies).
2.Screencheck draft of ADEIR (10 copies).
Task A4.6 Draft EIR/Notice of Completion. Under this task, subconsultant will prepare and circulate
75 copies of the Draft EIR, including submittal of 15 copies and the Notice of Completion (NOC) to
the State Clearinghouse. A Notice of Availability will be included identifying the Public Meeting date,
and subconsultant will assist in newspaper ad development and placement.
Deliverables:
1.Notice of Completion.
2.Notice of Availability/Newspaper.
3.Draft EIR Circulation (100).
Task A4.7 Draft EIR Public Hearing. Under this task, subconsultant will prepare appropriate
presentation materials (i.e., overhead transparencies) for presentation at the public meeting, and will
prepare summary presentations to the CITY Council, as determined necessary. The scope of work
includes five (5) presentations during the public review period: one (1) at a public workshop, (1) at a
Parks and Recreation Commission meeting, (1) at the Architectural Review Board meeting, (1) at a
Utility Advisory Commission meeting and one (1) before the CITY Council.
Deliverables:
1.Public Hearing Presentation Materials.
Task A4.8 Response to Comment Addendum/Final EIR. Under this task, subconsultant will
prepare written responses to written and verbal comments received on the Draft EIR. Subconsultant
will attend two (2) meetings with CITY for public comment review and response strategies.
Subconsultant shall prepare an Administrative Response to Comments/Final EIR for review and
comment, and will prepare the final Response to Comments Addendum/Final EIR for public
distribution. The scope of work assumes 130 hours for the response to comment effort. Additional
effort may be required depending upon the level of comments received.
Deliverables:
Administrative Draft Response to Comments/FEIR (10 copies).
Circulate Response to Comments/FEIR (50 copies).
Task A4.9 Mitigation Monitoring and Reporting Program. Under this task, subconsultant will
prepare a Mitigation Monitoring and Reporting Program (MMRP) identifying mitigation implementation
and tracking responsibilities. The MMRP will provide the CITY with a framework for implementing
future projects at individual facility sites, and will identify analysis envelopes, performance standards,
and required mitigation measures identified in the EIR analysis.
CMR 16404_ExA Ph 1 Carollo Amend 1 .doc 17 March 8, 2004
Deliverables:
1.Draft and Final MMRP.
Task A4.10 Certification Hearing and Materials. Under this task, subconsultant will prepare
materials for certification, including: Findings, Statement of Overriding Considerations, and Notice of
Determination. The scope of work assumes CITY staff or legal counsel will prepare appropriate
resolutions. Subconsultant shall present the findings of the EIR to CITY Council. Findings shall be
reviewed by the CITY’s legal counsel. Subconsultant will also prepare the draft and final Notice of
Determination to be filed with the State Clearinghouse following project approval.
Deliverables:
1.Administrative Draft and Final Findings (10 copies).
2.Administrative Draft and Final NOD (10 copies).
CMR16404_ExA Phl Carotlo Amend 1 .doc 18 March 8, 2004
REVISED EXHIBIT D
CONSTRUCTION SUPPORT SERVICES
DUTIES OF CONSULTANT
PHASE I DISTRIBUTION SYSTEM IMPROVEMENTS PROJECT
(CHLORAMINE CONVERSION PROJECT)
Basic Improvement projects to support the SFPUC chloramine conversion in early 2004
(upgrades to existing pump stations, regulator stations and reservoirs and water quality-related
improvements).
INTRODUCTION
This Exhibit D covers the Construction Support Services including the combined CONSULTANT
office engineering, construction management tasks, and startup services required for the Phase
1 Distribution System Improvements Project for the Basic Improvement projects to support the
SFPUC chloramine conversion in early 2004 (upgrades to existing.pump stations, regulator
stations and reservoirs and water quality-related improvements).
The CONSULTANT shall provide the construction support services as described herein. The
scope of these services is based on a total construction period of 180 calendar days from
Contractor’s notice-to-proceed for the basic improvement projects. The scope also assumes
involvement of CITY’s staff for field support activities as described herein.
The Construction Support Services are organized into three sections entitled: Office Services,
Field Services, and Startup Services.
DEFINITIONS
CITY: City of Palo Alto
CONSULTANT: Carollo Engineers, P.C.
CONSULTANT Project Manager: CONSULTANT’s staff engineer assigned to this project to
perform office project management duties as described herein.
CONSULTANT Construction Manager: CONSULTANT’s staff engineer assigned to the field
office to perform field construction management duties as described herein.
CONSULTANT Resident Engineer: CONSULTANT’s staff engineer assigned to this project for
inspection and resident engineering duties as described herein.
BASIC IMPROVEMENT PROJECTS CONSTRUCTION MANAGEMENT
Exhibit D Carollo Phase 1 Amendment I 1 February 26, 2004
I - OFFICE SERVICES
Task D1.0 General Administration
The CONSULTANT Project Manager shall furnish general administrative services to provide for
organized execution of work and retrieval of information. Such services shall include the
following:
D1.1 Correspondence and File Maintenance. Review and route project correspondence
furnished by the CONTRACTOR. Maintain a logical and retrievable filing system.
Maintain logs of all correspondence and other project documentation transmittals.
D1.2 Monthly Progress Reports. Provide to the CITY each month a brief written progress
report on the services performed. Such reports shall include the cumulative percentage
of the overall budget expended, a brief description of work performed during the
reporting period, and such other information as may be appropriate. This progress report
will be inserted as an attachment to the monthlyConstruction Management Progress
Report.
Task D2.0 Conformed Drawings and Specifications
The CONSULTANT Project Manager shall conform Drawings and Specifications to include all
changes made by addenda during bidding.
D2.1 Conformed Drawings and Specifications. Prepare within 30 days after Notice-to-Proceed
with construction one conformed original full-size set of Drawings and one conformed
original Specifications. Provide eight (8) copies of conformed full-size and half-size
Drawings and conformed Specifications necessary for construction.
Task D3.0 Award Contract
D3.1 Contract Award. Assist the CITY in awarding the construction contract, including
assistance in reviewing the required contract documents, issuing Notice to Award,
executing the construction agreement with the successful contractor, and issuing a
Notice to Proceed. Services shall not include legal review.
Task D4.0 Attendance. at Meetings
D4.1
D4.2
Attend Preconstruction Conference. The CONSULTANT Project Manager shall attend a
Preconstruction Conference with the Contractor, and CITY staff. The CONSULTANT
Project Manager shall submit meeting minutes to all attendees and the CI~~ within 14
calendar days of the meeting.
Attend Regularly Scheduled Meetings. The CONSULTANT Project Manager shall attend
and participate in certain project meetings at the job site in order to keep abreast on
construction activities and be involved in questions that may arise concerning
construction progress. The regularly scheduled meetings are the Weekly Construction
Progress Meetings to be held at the job site. Du~ing construction site visits to attend the
weekly meetings, the CONSULTANT Project Manager shall walk the job site with the
Exhibit D Carollo Phase I Amendment t 2 February 26, 2004
CITY representative to observe the construction progress and discuss relevant
construction issues. The CONSULTANT Project Manager shall attend two weekly
meetings per month to facilitate resolution of design issues (12 total meetings).
D4.3 Attend Special Technical Meetings. The CONSULTANT’s design team representative
(structural, electrical, instrumentation, architectural, environmental, or geotechnical) shall
attend up to 30 special meetings to discuss and assist in Bsolving any construction
issues as requested by the CITY.
Task D5.0 Engineering Review Services
The CONSULTANT and its design team shall perform the following engineering review services
during construction:
D5.1 Shop Drawing Submittal Review. Review process related shop drawing submittals to
verify conformance with the intent of the contract documents. Submittals shall be
reviewed and marked-up with appropriate comments in triplicate. Two marked-up
submittals shall be returned to the CONSULTANT Construction Manager for processing
and distribution. The scope of services is based on an estimate of 65 individual
submittals and 35 resubmittals at an average of 4 hours per submittal.
The budgets provided herein do not include review of "off brand or equal" equipment
substitutions which require research related to the manufacturer’s qualifications and
ability to perform as specified or which require verification that alternative materials and
configurations are acceptable. Review of "off brand or equal" equipment substitutions
can be performed under separate authorization.
D5.2 Design Clarifications. The CONSULTANT Project Manager or design team
representative shall respond to Contractor’s Requests for Information (RFIs). RFIs shall
be tracked through the CM field office. The CONSULTANT Project Manager or his
design team representative shall issue interpretations and clarifications of the contract
documents and prepare sketches to clarify contract documents where necessary. The
scope of services includes responding to a total of 24 RFIs at an average of 4 hours per
RFI response.
D5.3 Request for Proposal Review. It is recognized that the Contractor may request changes
to the Contract work during construction. The CONSULTANT Construction Manager
shall screen these requests for merit. If it is determined that the request is worthy of
further review, the CONSULTANT Construction Manager shall issue a formal Request
for Proposal (RFP) to the contractor. The RFP shall be reviewed by the CONSULTANT
Project Manager for impact on design intent, costs and impacts to the const[Jction
schedule. The CONSULTANT shall review up to 8 RFPs at an average of 8 hours per
RFP response.
D5.4 Change Orders. In the event design related changes to the Contract Documents are
required, the following procedures will be followed. Upon determination by the CITY or
CONSULTANT that a change order is required, the CONSULTANT Construction
Manager shall review the potential change order (PCO). Where the PCO requires
redesign, the CONSULTANT Project Manager shall prepare change order specifications,
drawings, or sketches. The CONSULTANT Project Manager will prepare all cost
Exhibit D Carollo Phase I Amendment I 3 February 26, 2004
estimates for each change order. The CONSULTANT Construction Manager will
negotiate the cost and time ex[ension of the Contract associated with the change order
with the Contractor and make a recommendation to the City on the change order.
Any field changes for which a change order is not issued will be checked by
CONSULTANT Construction Manager for general compliance with the intent of the
design.
The budget for this task is based on review of 4 PCOs prepared by the CONSULTANT at
12 hours each.
Task D6.0 Inspection Services
The CONSULTANT’s design team shall provide the following:
D6.1 Project Final Inspection Assistance. The CONSULTANT Project Manager and required
discipline engineers shall be present during the final project "walk-through" inspections
with the CITY.
Task D7.0 Construction Record Drawings
D7.1 As-Built Record Drawings. One set of Mylar reproducible drawings and one CD
containing the Construction Record Drawings shall be delivered to the CITY.
Construction Record Drawings will be prepared from field markups provided by the
Contractor.
II - FIELD SERVICES
Task D8.0 Contract Administration
The CONSULTANT’s level d effort budget allowance for this Task is limited to I60 hours as shown
on Exhibit L. If additional level of effort is required, the CITY will issue a change order to the
CONSULTANT for a mutually agree, d amount. The CONSULTANT Construction Manager shall
perform the following construction management services at the job site:
D8.1 Conduct Project Meetings. Conduct and document weekly progress meetings and other
special technical meetings.
D8.2 Maintain Project Records. Maintain project records including daily logs, inspection
reports, photos, measurement of quantities, schedules, and correspondence and
documentation of all major decisions and actions.
D8.3 Prepare Monthly Reports. Prepare and submit to the CITY a monthly progress report
including Construction progress summary and schedule; construction cash flow and
payments; and summary logs for change orders, RFIs and RFPs.
D8.4 Review Monthly Progress Payments. Review and approve the Contractor’s construction
schedule, updates, and revisions in accordance with the contract documents. Evaluate
monthly progress payment requests from the Contractor and recommend payment.
Exhibit D Carollo Phase I Amendment I 4 February 26, 2004
D8.5
D8.6
D8.7
D8.8
D8.9
D8.10
D8.11
D8.12
Review RFIs and RFPs. Review and respond to RFIs and RFPs concerning construction
issues and screen RFIs and RFPs related to design issues prior to forwarding to the
CONSULTANT Project Manager.
Document and Negotiate Change Orders. Prepare PCOs, and in conjunction with the
design staff, determine changed conditions, define scope, prepare independent cost
estimate, negotiate with Contractor, prepare and process change orders for incorporation
into the construction contract.
Permits. Monitor Contractor compliance with construction permits. Recommend course
of action to CITY if required permits are not being met bythe Contractor.
Monitor Construction Record Drawings. Monitor construction record drawings maintained
by the Contractor on a regular basis.
Coordinate Design Clarifications. Coordinate, document, and manage the Drawings and
Specifications clarification and interpretation process between the CONSULTANT
Project Manager and the Contractor.
Coordinate Shop Drawing Review Process. Coordinate and manage the shop drawing
and submittal review process. The CONSULTANT shall review all shop drawing
submittals, quality control submittals, manufacturer’s O&M manuals, and construction
closeout submittals.
Claims Management. Identify potential claims and make recommendations to resolve
them. The budget for this sub-task is limited to $10,000.
Information Management. Utilize a computerized integrated software package to manage
communications and develop reports. The software will control and document submittals,
schedules, cost issues, meeting notes, log change orders, log requests for information
and other related project documents.
Task D9.0 Field Inspec~on
The CONSULTANT’s level of effort budget allowance for this Task is limited to 544 hours as shown
on Exhibit L. If additional level of effort is required, the CITY will issue a change order to the
CONSULTANT for a mutually agreed amount.
D9.1 Field Inspection. The CONSULTANT Construction Manager and Resident Engineer shall
provide construction inspection to monitor that the Contractor’s work for compliance with
the contract documents.
D9.2 Video Documentation. The CONSULTANT Construction Manager shall prepare a video
of initial site conditions prior to Contractor’s commencement of construction. Visual
documentation shall be accompanied by verbal recorded description of existing
conditions.
D9.3 Field Changes. The CONSULTANT Construction Manager shall coordinate and
Exhibit D Carollo Phase I Amendment I 5 February 26, 2004
D9.4
D9.5
document all field changes to the Drawings and Specifications.
Specialty Inspection. The CONSULTANT Construction Manager shall coordinate
specialty inspection services such as structural, geotechnical, mechanical, electrical and
instrumentation. The scope of this effort is based on a total of 8 site visits by the
CONSULTANT’s discipline engineers at 8 hours per trip.
Inspection Reports. The CONSULTANT’s Resident Engineer and/or Construction
Manager shall prepare Daily Inspection Reports and prepare a summary Weekly
Inspection Report. The CONSULTANT Construction Manager shall review the weekly
reports prior to distribution to the CITY.
Task D10.0 Testing
D10.1 Compliance Testing. The Contractor is responsible for materials, concrete and soils
compaction confirmation tests. However, periodic independent testing may be required
for soils compliance tests and otherfield conditions. The budget allowance for
independent testing by the CONSULTANT is $10,000.
Task D11.0 Project Completion
D11.1 Substantial and Final Completion. The CONSULTANT Construction Manager shall
schedule and conduct substantial completion inspections; issue punch lists, and
recommend final acceptance by the CITY.
Dll.2 Prepare Final Report. The CONSULTANT Construction Manager shall prepare a Final
Report that includes: Summary of the work performed including change orders, project
cost and schedule analysis, closeout and acceptance documentation, and linal resolution
of any c]aims or disputed work.
Dll.3 Project Documents. The CONSULTANT Construction Manager shall provide the CITY
with a complete set of all records of the project, indexed and properly filed, and a listing
of warranties provided under the project including the items covered and the warranty
duration.
III - STARTUP
Task D12.0 Startup Assistance
D12.1 Testing and Startup Services. CONSULTANT Construction Manager and/or Resident
Engineer shall provide startup assistance, and coordinate any specified vendor training.
The CONSULTANT’s level of effort budget allowance for this task is limited to 100 hours
as shown in Exhibit L.
D12.2 Operations and Maintenance Manual. CONSULTANT shall prepare an operations and
maintenance manual for the new equipment constructed under this project.
CONSULTANT will coordinate organization, format, and layout of the Manual with the
CITY. The CONSULTANT’s level of effort budget allowance for this task is limited to 260
hours as shown in Exhibit L.
Exhibit D Carollo Phase I Amendment I 6 February 26, 2004
REVISED EXHIBIT M
EIR, Phase 1 Basic Improvement Project Reservoir Booster Station Improvements,
Distribution System Water Quality Enhancement, Existing Booster Station Improvements
and Future Reservoir and Pump Station and Land Acquisition - Project Schedule
PROJECT SCHEDULE
Assuming the CONSULTANT receives Contract Amendment by March 16, 2004 to
proceed with the EIR, the anticipated schedule for completion is as follows:
MILESTONE SCHEDULE
Original Council Award Date May 20, 2002
Notice to proceecL/Kickoff Meeting July 17, 2002
Basic Improvement Projects to support SFPUC Chloramine Conversion in Late 2003
Phase 1 35 percent design submittal May 21, 2003
Phase I 65 percent design submittal October 14, 2003
Phase 1 90 percent design submittal April 27, 2004
Phase I 100 percent desigaa submittal June 30, 2004
Contractor notice to proceed November 1, 2004
Construction complete November 1, 2005
Emergency Water Supply Project/CEQA
Submit Draft Envirormaental Constraints .analysis April 13, 2004
Complete EIR Process (certified EIR).March 29, 2005
CMR16404_Exh M Carollo Ph 1 Amend 1.doc 1 January 27, 2004
REVISED EXHIBIT N
SCOPE OF SERVICES
DUTIES OF THE CITY OF PALO ALTO
PHASE I DISTRIBUTION SYSTEM IMPROVEMENTS PROJECT
This exhibit describes the duties of the City and how City staff will support the consultant’s work on
the "Project" EIR and the construction management d basic improvement projects designed in Task
A 3, Exhibit A.
INTRODUCTION
In December 1999, the CITY completed the Water Wells, Regional Storage, and Distribution
System Study (1999 Study). The purpose of the 1999 Study was threefold:
¯Analyze the water distribution system’s ability to supply the water demands of the City when
it is built-out according to the Comprehensive Plan dated 1998 - 2010.
¯Evaluate the City’s ability to meet water demands (maximum day plus fire flow) when the
SFPUC supply is shut down for eight hours. This is the water supply emergency defined by
the California Department of Health Services (DHS) in a letter to the City dated April 2, 1997.
¯Assess how the SFPUC’s planned conversion to chloramine disinfection will impact water
quality in the City’s water distribution system.
The 1999 study recommended a suite of capital improvements to correct system deficiencies
that were identified in the study.
The CITY shall have the responsibilities indicated below for each of the project tasks listed. Ifa
task is not listed, then no specific assistance is expected of the CITY by the CONSULTANT. The
project tasks are presented below in the order of their respective contract exhibits.
EXHIBIT A - PHASE I BASIC SERVICES
Task A1 - PROJECT MANAGEMENT AND ADMINISTRATION
Task A1.1 - Project Management. Under this task, CONSULTANT will prepare a Project
Management Plan, manage CONSULTANT’s team, and monitor project schedule and budget as
described herein.
CITY shall:
1.Review and provide comments and acceptance of the project management plan.
Task A1.2 - Project Meetings. Under this task, CONSULTANT will conduct preliminary and final
design phase project meetings as described herein. Project meetings to be held during the
construction phase are covered in Exhibit D.
CITY shall:
1.Determine which CITY staff are needed at the meetings and commit their time for the
meetings.
CMR16404_Exh N Carollo Ph I Amend 1.doc 1 March 8, 2004
Review and provide any comments on the meeting summaries prepared by the
CONSULTANT. Compile, tabulate, and resolve any conflicting comments prior to transmitting
to CONSULTANT.
Task A2 - PLANNING CONSIDERATIONS
Task A2.1 - Budget and Schedule Tracking. Under this task, CONSULTANT shall prepare and
maintain software tools for tracking the project schedule and budget.
CITY shall:
1.Review the project schedule and provide timely comments to the CONSULTANT.
Task A2.2 - Permit Assessment. Under this task, CONSULTANT shall identify the permits that are
necessary for completion of the design and construction phase services.
CITY shall:
Provide assistance in identifying and contacting CITY employees who may be involved in the
permitting process.
Task A2.3 - Stakeholder involvement. Under this task, CONSULTANT shall assist the CITY with
public involvement efforts. The focus of this task will be to’ involve the public parties that may be
affected by the new reservoir portion of this project. Public involvement for the other portions of this
project described in Task A.3.1 is not included in this contract.
CITY shall:
Provide input and assist in developing the public review program. The program will consist of
a plan and schedule for selecting a preferred alternative, proceeding with design and planning
construction of a new reservoir at one d the alternate sites (construction by others).
Participate in one public involvement coordination meeting at the CITY’S offices to organize
the CITY’s efforts toward public review. The meeting will be attended by the CONSULTANT
and senior CITY officials involved in the public involvement process. It is assumed that the
CITY will provide a list of major and potentially affected stakeholders including Stanford
University, the public, and the Architectural Review Board.
o Provide input in developing draft and final information packets and fact sheets for distribution.
Review the draft documents and provide the information needed such that the final
documents accurately represent the CITY’s plans.
.,Identify the CITY staff that will be part of the public involvement workshops and commit their
time for the workshops. Identify and reserve the facilities needed for the public workshops.
Present the resulting public review/opinion summary to the CITY Council for consideration
with the staff recommended reservoir site.
o Identify the key CITY staff that will participate in the stakeholder meetings near the selected
new reservoir site. Identify and reserve the facilities needed for the meetings.
o Review the information the CONSULTANT intends to post and/or is posting on the project
website. At the CONSULTANT’s request, provide supplemental information as needed for
posting.
Task A2.5 - Environmental Constraints Analysis. Under this task, CONSULTANT’s environmental
subconsultant shall review proposed well and reservoir site locations for environmental issue areas,
CMRI6404_Exh N Carolto Ph I Amend i.doc 2 March 8, 2004
and prepare a constraints report identifying environmental issues at each well and reservoir site. This
analysis will consist of site reconnaissance, review of site conditions, review of appropriate
environmental databases (CNDBB), and identification of land uses. Subconsultant shall identify
environmental constraints at each site location and rank each of the sites with respect potential
environmental impact. Issue areas to be examined include: geology and soils, surface water
resources, groundwater resources, biological resources, cultural/historical resources, land use,
aesthetics, traffic and circulation, and noise.
CITY shall:
Provide site access and background material as necessary to facilitate completing the
environmental constraints analysis. Identify and commit the time of the CITY staff that will be
involved in reviewing the project environmental documents. Review and comment on the draft
documents. Compile and tabulate the review comments and resolve any conflicting
comments before transmitting to CONSULTANT.
Task A3 - PRE-DESIGN, DESIGN, AND COST CRITERIA FOR THE CHLORAMINE
CONVERSION PROJECT
Task A3.1 Pre-Design. Under this task, CONSULTANT shall perform the preliminary design work to
develop, the basis for the final design efforts.
CITY shall:
Provide the CONSULTANT and its subconsultants access to the various sites involved in this
project.
Provide assistance in identifying and contacting CITY employees who may be involved in the
permitting process.
Identify the CITY staff that need to be involved in reviewing and commenting on the draft
improvement plans (basis of design document). Prepare an invitation list for the preliminary
design review meeting consisting of representatives from operations and engineering.
Commit the time of the CITY staff members to assist in completing this work in a timely
manner. Compile and tabulate the review comments and resolve any conflicting comments
before transmitting to CONSULTANT.
Identify and commit the time of the CITY staff who should be involved in reviewing the project
environmental documents. Review and comment on an administrative draft Categorical
Exemption. Compile and tabulate the review comments and resolve any conflicting comments
before transmitting to CONSULTANT.
Task A3.2 - Final Design. Under this task, CONSULTANT shall prepare final design documents for
the Basic Improvement alternatives selected in Task A3.1, with the addition of pump replacement
(including replacing associated mechanical, electrical, and control system equipment) at Park and
Boronda pump stations.
CITY shall:
Identify the CITY staff that need to be involved in reviewing and commenting on the 35
percent complete, 65 percent complete, and 90 percent complete plans and specifications.
Commit the time of the CITY staff members to assist in completing this work in a timely
manner. Compile and tabulate the review comments and resolve any conflicting comments
before transmitting to CONSULTANT.
CMR16404_Exh N Carollo Ph I Amend 1,doc 3 March 8, 2004
Attend one (1) on-site pre-bid conference. Determine which CITY staff should attend the pre-
bid conference and commit their time.
3.Advertise the bid package to obtain bids from qualified contractors.
4.Sell and distribute plans, specifications, and addenda to bidding contractors.
Task A4 - ENVIRONMENTAL IMPACT REPORT
Task A4.1 Project Team Kickoff Meeting and Information Review. CONSULTANT’s
environmental subconsultant and CONSULTANT shall meet with CITY to review the following: 1 )
analysis approach and strategy; 2) public outreach and NOP circulation; 3) preliminary CEQA project
objectives and alternatives; 4) site specific construction/operational information developed by the
CITY and CONSULTANT.
CITY shall:
Identify and commit the time of the CITY staff who should be involved in reviewing the project
CEQA process. Review and comment on the draft documents. Compile and tabulate the
review comments and resolve any conflicting comments before transmitting to
CONSULTANT.
Task A4.2 Notice of Preparation. Under this task, CONSULTANT’s environmental subconsultant
shall prepare and submit draft Notice of Preparation (NOP) and circulation list for review by CITY.
Subconsultant shall prepare a CEQA environmental checklist to support the NOP. If identified as
appropriate, Subconsultant shall use this mechanism to screen out those CEQA issues that do not
require additional analysis. Subconsultant shall assist in the coordination of scoping meeting dates
with staff. Following receipt of comments from CITY, subconsultant shall prepare and circulate NOP
to State Clearinghouse and circulation list.
CITY shall:
Review and comment on the draft environmental checklist, NOP, and circulation list
documents. Compile and tabulate the review comments and resolve any conflicting
comments before transmittihg to CONSULTANT. Assist in developing scoping meeting dates.
Task A4.3 EIR Scoping Meeting and Agency Consultation. Under this task, CONSULTANT’s
environmental subconsultant shall develop scoping meeting materials to provide an overview of the
project for stakeholder and interested public. This presentation will incorporate previous efforts under
Task A4.5. Following the scoping meeting presentation, subconsultant shall prepare a scoping
meeting memo identifying key issues and the need for any adjustments to project approach. Agency
coordination will be focused on local agencies that could be affected by the project, such as other
pumpers. One (1) public scoping meeting and three (3) agency meetings are assumed for budgetary
purposes. Additional outreach tasks, such as preparation of an article for City of Palo Alto newsletter,
or project brochures can be developed with the project team if necessary, but have not been included
in this scope of work. CONSULTANT and environmental subconsultant shall attend both scoping and
agency meetings to provide technical assistance.
CITY shall:
Review and comment on the draft scoping meeting materials. Identify stakeholders who
should be invited to the meeting. Assist in making the invitations.
CMR16404_Exh N Carollo Ph I Amend 1.doc 4 March 8, 2004
Task A4.4 CEQA Project Description. Under this task, CONSULTANT’s environmental
subconsultant shall develop the CEQA project description, incorporating information developed by
CONSULTANT. Information for the proposed well site locations and rehabilitations will include:
CEQA project objectives, list of required project actions by other agencies, identification of operational
and maintenance scenarios, well locations, typical well site layout, typical construction scenarios,
including 24-hour drilling and operational scenarios for the well sites. Information to complete the
project description for reservoirs will include: reservoir site layout, identification of operational and
maintenance scenarios, earthwork estimates, pump station plan/profile, typical construction scenarios
and construction trip estimates. Well site details that will need to be identified include enclosure
description, ancillary facility description, typical connection piping, chemical storage,
deliveries/maintenance, fencing/lighting, and other site details. Subconsultant shall work closely with
the CITY and CONSULTANT to develop a project description that provides an appropriate level of
detail, as well as a flexible design envelope that wil! allow for onsite conditions at individual well and
reservoir sites. CONSULTANT shall provide information for and review of project description
developed by subconsultant.
CITY shall:
Identify and commit the time of the CITY staff who should be involved in developing the
project description. Review and comment on the draft documents. Compile and tabulate the
review comments and resolve any conflicting comments before transmitting to
CONSULTANT.
Task A4.5 Administrative Draft EIR. Under this task, CONSULTANT’s environmental subconsultant
shall prepare Administrative Draft EIR (ADEIR) to include sections and issues identified as potentially
significant and requiring further analysis during the preparation of the Environmental Checklist.
CONSULTANT will provide information as stated and will provide review of the ADEIR.
CITY shall:
Identify and commit the time of the CITY staff who should be involved in reviewing the ADEIR.
Review and comment on the draft documents. Compile and tabulate the review comments
and resolve any conflicting comments before transmitting to CONSULTANT.
Task A4.6 Draft EIPJNotice of Completion. Under this task, CONSULTANT’s environmental
subconsultant will prepare and circulate 100 copies of the Draft EIR, including submittal of 15 copies
and the Notice of Completion (NOC) to the State Clearinghouse. A Notice of Availability will be
included identifying the Public Meeting date, and subconsultant will assist in newspaper ad
development and placement.
Deliverables:
Notice of Completion.
Notice d Availability/Newspaper.
Draft EIR Circulation (100).
CITY shall:
1. Identify and commit the time of the CITY staff who should be involved in reviewing the
newspaper ad development and placement. Review and comment on the draft documents. Compile
CMR16404_Exh N Carollo Ph I Amend 1.doc 5 March 8, 2004
and tabulate the City review comments and resolve any conflicting comments before transmitting to
CONSULTANT.
Task A4.7 Draft EIR Public Hearing. Under this task, subconsultant will prepare appropriate
presentation materials (i.e., overhead transparencies) for presentation at the public meeting, and will
prepare summary presentations to the CITY Council, as determined necessary. The scope of work
includes three (3) presentations during the public review period: one (1) at a public workshop, one (1)
at UAC (Utility Advisory Commission) and one (1) before the CITY Council.
CITY shall:
Identify and commit the time of the CITY staff who should be involved in the public hearings.
Schedule and reserve facilities to hold the meetings as appropriate.
Task A4.8 Response to Comment Addendum/Final EIR. Under this task, subconsultant will
prepare written responses to written and verbal comments received on the Draft EIR. Subconsultant
will attend two (2) meetings with staff for public comment review and response strategies.
Subconsultant shall prepare an Administrative Response to Comments/Final EIR for review and
comment, and will prepare the final Response to Comments Addendum/Final EIR for public
distribution. The scope of work assumes 130 hours for the response to comment effort. Additional
effort may be required depending upon the level of comments received.
CITY shall:
Identify and commit the time of the CITY staff who will be involved in reviewing the
Administrative Response to Comments/Final EIR. Review and comment on the draft
documents. Compile and tabulate the review comments and resolve any conflicting
comments before transmitting to CONSULTANT.
Task A4.9 Mitigation Monitoring and Reporting Program. Under this task, subconsultant will
prepare a Mitigation Monitoring and Reporting Program (MMRP) identifying mitigation implementation
and tracking responsibilities. The MMRP will provide the CONSULTANT and CITY with a framework
for implementing future projects at individual facility sites, and will identify analysis envelopes,
performance standards, and required mitigation measures identified in the EIR analysis.
CITY shall:
Identify and commit the time of the CITY staff who should be involved in reviewing the MMRP.
Review and comment on the draft documents. Compile and tabulate the review comments
and resolve any conflicting comments before transmitting to CONSULTANT.
Task A4.10 Certification Hearing and Materials. Under this task, subconsultant will prepare
materials for certification, including: Findings, Statement of Overriding Considerations, and Notice of
Determination. The scope of work assumes CITY staff or legal counsel will prepare appropriate
resolutions. Subconsultant shall present the findings of the EIR to CITY Council. The CITY’s legal
counsel shall review findings. Subconsultant will also prepare the draft and final Notice of
Determination to be filed with the State Clearinghouse following project approval.
CITY shall:
Identify and commit the time of the CITY staff (including the City Attorney’s Office) who should
be involved in reviewing the Findings, Statement of Overriding Considerations, and Notice of
Determination. Review and comment on the draft documents. Compile and tabulate the
review comments and resolve any conflicting comments before transmitting to
CONSULTANT.
CMR16404_Exh N Carollo Ph I Amend 1.doc 6 March 8, 2004
EXHIBIT D - CONSTRUCTION SUPPORT SERVICES - BASIC IMPROVEMENTS TO
SUPPORT SFPUC CHLORAMINE CONVERSION PROJECTS
I - OFFICE SERVICES
Task DI.0 General Administration
CITY shall:
D1.2 Review the monthly progress reports and provide comments as needed.
Task D2.0 Conformed Drawings and Specifications
CITY shall:
D2.1 Distribute the conformed drawings to various CITY staff as appropriate.
Task D3.0 Award Contract
CITY shall:
D3.1 Issue the Notice to Award, execute the construction agreement with the successful
contractor, and issue a Notice to Proceed.
Task D4.0 Attendance at Meetings
CITY shall:
D4.1 Attend Preconstruction Conference. Identify the CITY staff that should attend the
preconstruction conference and commit their time. identify and reserve the facilities needed
for the conference.
D4.2 Attend Regularly Scheduled Meetings. Identify the CITY staff that should attend the
regularly scheduled meetings and commit their time. During construction site visits to attend
the weekly meetings, the CONSULTANT Project Manager shall walk the job site with the
CITY representative(s) to observe the construction progress and discuss relevant
construction issues.
Task D5.0 Engineering Review Services
CITY shall:
D5.4 Change Orders. Review change order requests. Assist the CONSULTANT Project
Manager in processing change orders with the CITY.
CMR16404_Exh N Carollo Pht Amend 1.doc 7 March 8, 2004
II - FIELD SERVICES
Task D9.0 Field Inspection
CITY shall:
Perform periodic field inspection for the duration of the construction project.
D9.1 Field Inspection. Assist the CONSULTANT Construction Manager with monitoring the
Contractor’s work for compliance with the contract documents.
D9.5 Inspection Reports. Review the Daily Inspection Reports and Weekly Inspection Reports.
The CONSULTANT Construction Manager shall review the weekly reports prior to
distribution to the CITY.
III - STARTUP
Task D12.0 Startup Assistance
CITY shall:
D12.1 Testing and Startup Services. Oversee the testing and startup services, and coordinate
any the schedules of any CITY staff who should be present for the specified vendor
training.
CMR16404_Exh N Carollo Ph I Arne~nd l.doc 8 March 8, 2004
Attachment B
FORMERLY PROJECT 0110
PROJECT DESCRIPTION
Pursuant to a consultant’s recommendations concerning the City’s Water Well Regional Storage and Distribution Sys-
tem, this project will increase the City’s water flow for both normal and fire suppression demands. The consultant indi-
cated that it was necessary to replace the Dahl, Corte Madem, and Quarry booster pumps with larger pumps. It is also
necessary to provide a redundant supply pressure regulating station (PRS) and pipeline for pressure Area 4. Suction and
discharge piping, and pump control valves will also be replaced along with the upgrading of electrical service to accom-
modate higher horsepower. Additionally, the project will replace equipment at the Boronda and Park booster stations.
PROJECT JUSTIFICATION
The Quarry, Corte Madem, and Dahl booster pumps need to be increased in size to fill the foothill reservoirs under
maximum day water demand conditions. These improvements will enhance the reliability and performance of the water
dislribution system in the foothills and allow Pressure Area 4 to have two sources of supply. Although their capacity
does not need to be increased, the Boronda and Park booster station pumps need to be replaced since the equipment at
those sites is old and has reached the end of its useful life.
FUTURE FINANCIAL REQUIREMENTS
FISCAL YEAR
PYBudget
2003-04
2004-05
2005-06
2006-07
2007-08
$1,360,000
Sources of Funding: Water Fund
185 City of Palo Alto 2002-03 Budget
continued
lP
IMPACT AND SUPPORT ANALYSIS
, Environmental:
¯ Design Elements:
¯Operating:
Categorically exempt under Section 15302 of CEQA, replacement of existing equipment.
Consultant will be required during the design and construction phases. Funding for con-
sultant construction administration and project construction was appropriated in FY 2002-
03. One consultant will be selected for both design and construction administration.
Improves normal operations, emergency, and fire fighting capacity of the distribution sys-
tem.
¯Telecommunications: None
COMPREHENSIVE PLAN
This project furthers Policy N-19 and Program N-22 of the Comprehensive Plan.
186 City of Palo Alto 2002-03 Budget