HomeMy WebLinkAboutFinal-Staff-Report-ID-2979_El-Camino-Park_Mayfield-Pump-Station-Amndmnt-1
City of Palo Alto (ID # 2979)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 9/10/2012
Summary Title: El Camino Park/Mayfield Pump Station Amendment #1
Title: Approval of Amendment Number 1 to Contract #C10131396 in the
Amount of $1,299,122 with CDM Smith Inc. to Provide Additional Services
Associated With the Reservoir, Pump Station, and Well at El Camino Park and
Mayfield Pump Station Augmentation Project WS-08002, for a Total Not to
Exceed Amount of $5,127,802
From: City Manager
Lead Department: Utilities
Recommendation
Staff recommends that Council approve Amendment Number 1 to Contract #C10131396 in the
amount of $1,299,122 with CDM Smith Inc. to provide additional services associated with the
reservoir, pump station, and well at El Camino Park and Mayfield Pump Station Augmentation
Project WS-08002 (CMR:424:09) for a total revised contract not to exceed amount of
$5,127,802.
Background
On November 9, 2009, Council awarded a contract to CDM Smith Inc. for the Design and
Construction Management of El Camino Park Reservoir, Pump Station and Well and Mayfield
Pump Station Augmentation Project (CMR 424:09). Council approved a total budget of
$3,190,566 and a contingency amount of $638,114 for this project. To date, $218,000 of the
original contingency amount has been used for additional services. The request for proposals
for this project was sent to nineteen engineering consulting firms on August 5, 2009. CDM
Smith Inc. was selected because of its professional qualifications, strength of the proposed
project team, past successful experience designing similar complex projects, familiarity with the
project design and construction issues and City procedures.
This design contract supports the ongoing effort to improve the ability of the City’s water
system to supply water during emergency periods when the traditional supply is not available.
The California Department of Public Health (CDPH) recommends that water systems have the
ability to supply an 8 hour peak demand during periods of traditional supply curtailment. In
response to CDPH’s recommendations, the City determined that a study was needed in order to
identify possible capital improvements that could be implemented to meet CDPH requirements.
The design basis and recommended capital improvements in rectifying system deficiencies to
the emergency supply of water was addressed in the Water Wells, Regional Storage and
Distribution System Study, dated December 1999, by Carollo Engineers.
Discussion
After the original contract with CDM Smith Inc. was signed and accepted by the City (CMR
424:09), both Operations and Engineering staff requested additional design features be added
to the project to minimize legacy operations and maintenance impacts respond to recent
changes to the CDPH requirements for new reservoirs and respond to the Community Services
Department request to include further upgrades to El Camino Park upon completion of the
utility work. In order to incorporate these items, additional design effort was required by CDM
Smith Inc. As a result, the project completion date has been extended beyond what was
originally anticipated and will therefore need additional funding to see the project through to
completion. The following describes the additional work for each part of the expanded scope in
the proposed contract amendment: Exhibit A – Phase I Reservoir, Pump Station and Well at El
Camino Park and Mayfield Pump Station Augmentation; Exhibit B – Phase II El Camino Park
Restoration Efforts; and Exhibit C – Emergency Water Well Expanded Use Study.
Exhibit A – Phase 1 Reservoir, Pump Station and Well at El Camino Park and Mayfield Pump
Station Augmentation
Exhibit A includes additional scope that will be needed to see the project to completion. The
work scope in Exhibit A increases the budget for these services by $682,236 and includes
additional modeling, engineering and coordination for the preliminary design phase, reservoir
concrete investigations and testing, incorporation of additional design items as requested by
City staff, increased submittal review activities, increased construction independent inspections
and testing, and City requested arborist services. The additional work on the existing hydraulic
model was added to the scope of work so the City would have a working model that includes
the emergency scenario described in the City’s 1999 report upon completion of the project. In
addition, CDPH added new requirements to their standards regarding the type of concrete to
be used in a new reservoir and in view of this new requirement, the Consultant was required to
submit concrete cylinders to NSF (National Science Foundation) for testing and approval for use
in the reservoir.
All work that has been completed to date and is included in Exhibit A will be paid through the
remaining available contingency of $420,114. The remaining uncompleted items listed in
Exhibit A will be paid through Amendment No. 1 and account for an additional $262,122
requested. All work items listed in Exhibit A are out of scope items that are needed to see the
project through to completion.
Exhibit B – Phase II El Camino Park Restoration Efforts
During the design phase of this project, the Community Services Department (CSD) indicated
that it had funding available to further improve El Camino Park beyond the in-kind
replacements funded by Utilities water rates. In order to keep on schedule with design, the
Utilities Department needed to separate construction into two phases. Phase I would include all
utility work and some minor park improvement work. Phase II would include all remaining park
restoration improvement work and will be the cost responsibility of CSD. Phase II work is
included in the proposed contract amendment. Phase II construction will begin upon the
completion of all utility work at the site and is expected to be completed by September 2013.
Exhibit B includes additional uncompleted work that is needed to design the Phase II
improvements and increases the budget for these services by $397,000. The additional services
include pre-design activities, final design activities, pre-construction activities, engineering
services during construction and anticipated additional services that may be required.
CSD has secured $2,503,496 through Park Development Impact Fees for the additional Phase II
design and construction. The Phase II project was presented to the Park and Recreation
Commission (PARC) and funding was recommended for approval on September 27, 2011. The
approved additional work that will be included in Phase II includes the construction of a
synthetic turf soccer field on the north side of the park, additional sports facilities on the south
side of the park, new decomposed granite exercise pathway, security lighting, scorekeeper’s
booth, and maintenance equipment storage shed. On April 23, 2012, CSD presented the project
to City Council, who approved the recommended funding for the Phase II design and
construction (ID #2411). Once the Phase II design work is complete, CSD will be presenting the
plans to the Architectural Review Board (ARB) and City Council for approval. At this time, CSD
will present an amended Park Improvement Ordinance for Council’s approval, should it be
required.
Exhibit C – Emergency Water Well Expanded Use Study
After the original contract with CDM Smith Inc. was signed, the Utilities Department
determined that it would be beneficial to evaluate expanding the permitted use of the City’s
existing wells (Main Library Well, Eleanor Pardee Park Well, Hale Well, Rinconada Well, Peer’s
Park Well, Fernando Well and Matadero Well) and one future well (El Camino Park Well).
Currently the wells are permitted for emergency use only, but it may be valuable to have one or
more of the wells available for supplemental supply in droughts or for extended use. The work
scope described in Exhibit C is for investigating revisions to the existing permit with CDPH and
providing recommendations to the City on how to proceed with such a permit change.
Exhibit C includes additional uncompleted work associated with seeking alternative permits for
the City’s existing wells and increases the budget for this project by $640,000. Additional
Services include initial project planning, coordination with other relevant agencies, such as
Stanford and the Santa Clara Valley Water District, a technical evaluation of the City’s existing
well system and any associated additional services such as revisiting the EIR, that may emerge
from the technical evaluation.
The costs associated with the uncompleted additional out of scope work described in Exhibits
A, B and C total $1,299,122 and bring the total cost of this contract to $5,127,802, which is
comparable to other local projects of this magnitude (Graham Reservoir in Mountain View).
Resource Impact
The attached Amendment Number 1, Attachment A, requests an additional appropriation of
$1,299,122 for the contract titled Design and Construction Management of El Camino Park
Reservoir, Pump Station and Well and Mayfield Pump Station Augmentation Project. The
Community Services Department will be transferring $609,702 to the Utilities Department for
work associated with the Phase 2 design. Due to Proposition 218 requirements, the Utilities
Department cannot fund the park improvements because the work is above and beyond
replacement in kind. There is sufficient budget in the Emergency Water Supply Project (WS-
08002) to fund the additional work under this contract. Current staffing levels, and the need to
maintain continuity with the design process, prevent City staff from performing this additional
work. Amendment Number 1 will allow for additional design and construction management
work needed to finish the project by the expected completion date. The incremental cost
increase by project task is summarized in the following table:
Exhibit Summary Breakdown Amendment
One
Exhibit A (Net Total less Contingency) $262,122
Exhibit B (New Scope) $397,000
Exhibit C (New Scope) $640,000
Sub-total Exhibits A, B and C $1,299,122
Original Contract Total w/ Contingency
(CMR:424:09)
$3,828,680
Revised Contract Grand Total $5,127,802
Policy Implications
Amendment Number 1 does not represent a change to existing policies. This recommendation
is consistent with the Council-approved Utilities Strategic Plan (Staff Report 1880), especially
Key Strategy No. 1, “Ensure a high level of system reliability in a cost effective and timely
manner”.
Environmental Review
Council certified an Environmental Impact Report (EIR) for this project in March 2007. The
environmental aspects of the work contemplated by this Amendment Number 1 present no
new significant environmental effects nor a substantial increase in the severity of previously
identified significant effects beyond those discussed in the March 2007 EIR. Upon the
completion of the well permitting evaluation described in Exhibit C, above, should Council
decide to direct staff to expand the capacity of one or more of the Project’s wells, staff will
consult with the City Attorney’s office to determine whether such changes will require a
supplemental or subsequent EIR under Public Resources Code 15162 or 15163.
Attachments:
Attachment A: Amendment 1 (PDF)
Prepared By: Jennifer Cioffi, Project Engineer
Department Head: Valerie Fong, Director
City Manager Approval: ____________________________________
James Keene, City Manager
CITY OF PALO ALTO CONTRACT NO. 10131396
Page 1
EXHIBIT A
TO SUPPLEMENTAL CONTRACT REVISION NO. 3
Scope of Services for
Additional Professional Services
Design and Construction Management Services for the Reservoir,
Pump Station, and Well at El Camino Park and
Mayfield Pump Station Augmentation
City of Palo Alto
BACKGROUND
This Supplemental Contract Revision No. 3 amends the scope of professional services initiated
in the Agreement between the City of Palo Alto (CITY) and CDM Smith Inc. (CONSULTANT)
dated November 18, 2009. This amendment was prepared at the request of the City to address
additional engineering planning and design activities associated with the predesign, design, and
engineering support during construction phases of the Reservoir, Pump Station, and Well at El
Camino Park and Mayfield Pump Station Augmentation Project.
CONSULTANT shall provide additional professional services as described below, some of
which have been performed prior to the execution of this amendment. The tasks below have
been numbered to correspond to the tasks identified in the Agreement.
Subtask 1.7.1 is specifically related to additional work performed at the request of the City’s
Parks and Recreation Division. Activities described under the remaining subtasks are
specifically related to additional work performed at the request of the City’s Utilities Department.
ADDITIONAL PROFESSIONAL SERVICES
Subtask 1.1.3: Additional Modeling, Engineering, and Coordination for Preliminary
Design Phase
Additional engineering for the Preliminary Design Report is required in order for CONSULTANT
to:
Upgrade City’s existing hydraulic model to evaluate the emergency operating scenario
described in the City’s 1999 Report,
Review the results of the additional modeling with City staff to confirm approach and
basis of design,
City of Palo Alto Contract No.10131396
Page 2
Prepare for and attend additional preliminary design project coordination meetings with
the County of Santa Clara, Palo Alto Unified School District, City Electrical group, City
Parks and Recreation Division, and City Water Operations Section,
Perform Project Management activities related to extended Preliminary Design Phase
schedule.
Approach:
CONSULTANT shall perform the following work under this task:
Upgrade the City’s existing hydraulic model to include the emergency scenario
described in the City’s 1999 Report.
If pressures exceed the City-desired range: Update the City’s existing model to
incorporate planned pipeline improvements associated with the City’s Water Main
Replacement Projects (21 CIP WS-07003 & 22 CIP WS-08017). If pressures continue
to exceed the City-desired range, CONSULTANT will identify segments of pipeline with
excessive headloss and remodel with suggested diameters until the desired maximum
operating pressures are achieved.
CONSULTANT will coordinate, prepare, attend, and develop summaries for additional
meetings at the City’s request.
Assumptions:
The desired maximum pressure in the City’s distribution system during emergency
operating conditions is 100 psi.
CONSULTANT’s suggested pipeline improvements will be as necessary to reduce
excessive system pressures during emergency conditions, and will not be meant to
constitute a utility replacement plan which may be influenced by other factors such as
cost, construction location and constructability, pipeline age and condition, impact to
neighbors, etc.
CONSULTANT assumes an additional 7 meetings with City staff and/or other interested
Agencies will be required during the Preliminary Design phase.
Deliverables:
The results of this task will be included in the draft Preliminary Design Report (PDR),
and incorporated into the Mayfield and Lytton pump station designs.
Agendas, materials, and summaries associated with project meetings.
Justification:
CONSULTANT’s scope of work included its receipt of a working, calibrated copy of the
City’s hydraulic model to confirm Mayfield and Lytton pump station design conditions.
Although additional modeling and system validation was identified as a potential
Additional Services task, the detailed modeling activities identified in this subtask were
not included in CONSULTANT’s approved scope and task budget.
The additional efforts to evaluate the performance of the City’s system under emergency
conditions with the Charleston PRV and California PRV in the ‘open’ position requires
additional modeling, meetings with City staff, review of pump sizes, review of electrical
loads, and associated impacts on the sizing and design of the Mayfield Pump Station
building were also not included in the CONSULTANT’s approved scope and task budget.
City of Palo Alto Contract No.10131396
Page 3
Subtask 1.1.2 of CONSULTANT’s scope of work included 4 Preliminary Design User
Group meetings with various City department staff. CONSULTANT anticipates that
additional meetings with City staff will be required to review and discuss electrical and
controls, modeling, and operational elements of the project, in addition to meetings with
Stanford, County of Santa Clara, and Palo Alto Unified School District. The
coordination, preparation, attendance, and summaries associated with these meetings is
not included in the initial Agreement.
Subtask 1.2.5: NSF 61 Concrete Investigation and Testing
CONSULTANT will assist the City of Palo Alto with developing and executing a plan to meet a
new requirement of California Department of Public Health (CDPH) that the concrete used in
construction of the El Camino Reservoir be compliant with NSF 61. Based on discussions with
the City and NSF International (NSF), the selected approach will be to pre-qualify local suppliers
based on materials testing and identify these pre-approved vendors to bidding contractors to
maximize competition and provide a cost-effective means of CDPH-approved NSF 61
compliance for the City.
Approach:
The NSF 61-related activities to be provided by CONSULTANT include:
Research of NSF 61 policies and testing standards for concrete used for potable water
containment.
Identification of aggregate plants in the U.S. able to provide NSF 61 certified materials.
Identification of local concrete batch plants interested in working with the City and
CONSULTANT to test concrete samples.
Development of a testing and construction plan for submittal to CDPH.
At City’s request, developing a contract between CONSULTANT and NSF that
addresses CDPH requirements, meets the City’s needs, and is acceptable to NSF and
CONSULTANT.
Coordination of concrete sampling and testing activities from up to three local suppliers.
Associated NSF (for NSF 61 compliance) and Kleinfelder (for physical properties) testing
fees.
Incorporation of NSF 61 compliance plan and approved vendors into Contract
Documents.
Assumptions:
CONSULTANT’s role in this work is to provide the NSF 61 testing described above. Under
separate correspondence direct with CDPH, the City has verified that this proposed work will
meet the new requirement of CDPH. CONSULTANT cannot and does not guarantee that the
actual concrete materials delivered to the jobsite by the construction contractor will match those
samples provided to CONSULTANT during the testing phase.
Deliverables:
Testing and construction plan for submittal to CDPH.
Incorporation of NSF 61 compliance plan and approved vendors into Contract
Documents.
Justification:
City of Palo Alto Contract No.10131396
Page 4
The requirement of testing the concrete used to construct a drinking water reservoir to NSF 61
standards is essentially without precedent. The coordination, preparation, sampling and testing,
and design activities associated with this requirement is not included in the initial Agreement.
Subtask 1.6: Incorporation of Additional Mayfield Pump Station Augmentation Project
Design Items
The expansion of the engineering for the Mayfield Pump Station Augmentation Project design is
required in order for CONSULTANT to:
Design and prepare associated drawings and specifications to incorporate additional
pump station operational features and layout requested by the City.
Prepare an erosion control plan drawing for the Mayfield Pump Station Augmentation
Project design.
Approach:
At the City’s request, CONSULTANT will perform the following work under this task:
Add two dedicated Pressure Area 1 pumps, and add interior vault and motorized
valve to separate the two pressure zones within the pump station,
Incorporate pipeline shut-downs in the vicinity of the Mayfield Pump Station
performed using line-stop equipment,
Review and revise Bid Documents to reflect Mayfield Reservoir construction
sequence and shutdown period starting November 1, 2011 to correspond with
other ongoing City utility improvements,
Add reservoir water quality sampling piping and system to Mayfield Pump Station
and reservoir,
Redesign connections to existing piping within the Mayfield Reservoir in order to
retain the use and mixing provided by existing manifold piping to the extent
possible,
Add programming control descriptions for Mayfield Pump Station,
Make additional revisions to the City’s mechanical and electrical equipment
preferences following submittal of 100% and initial Bid Set packages,
Incorporate results of the field geotechnical and existing Mayfield Pump Station
building material sampling results into the design package,
Provide additional resubmittal of project Bid Documents following receipt of
additional City review comments which were not available at the time of the first
Bid Document submittal,
Add erosion control drawings to include site specific locations of silt fences, fiber
rolls, inlet protection devices, and tree protection.
Assumptions:
The proposed layouts of the Mayfield Pump Station reviewed and approved by City
Engineering and Operations staff on July 19, 2010, will be used as the basis for the
pump station design.
Deliverables:
The additional design elements described above will be reflected in all submittal
packages of the Mayfield Pump Station Augmentation Project design that occur following
completion of each element.
Justification:
City of Palo Alto Contract No.10131396
Page 5
The subtask will incorporate the City’s design preferences into the Mayfield Pump Station
Augmentation Project design, which will increase the level of effort for all engineering disciplines
involved with the design (civil, mechanical, process, landscaping, structural,
electrical/instrumentation, architectural, and cost estimating). The nature of these preferences
could not have been known at the time the Agreement was developed, or were made known to
the CONSULTANT following associated field activities performed as Additional Services, and
were not made known to CONSULTANT until after submittal of the draft Preliminary Design
Report and subsequent design packages.
Subtask 1.7.1: Additional El Camino Park Landscaping Alternatives Development and
Design Activities; Period January 1 – May 5, 2012
In response to requests generated by the City’s Parks and Recreation Division, additional
engineering and other professional services for the El Camino Park Reservoir, Lytton Pump
Station, and Well Project design are required in order for CONSULTANT to:
Design and prepare associated drawings and specifications to incorporate the synthetic
turf surfacing and sports field layouts requested by the City at El Camino Park (taken to
90% design).
Change the project concept to reflect construction of the El Camino Park park-related
facilities under two distinct phases. Remove landscaping design elements from project
Phase 1 documents in 100% and Bid Set documents.
Prepare additional plan view drawings of park Phase 2 landscaping alternatives based
upon a Parks and Recreation Division provided list of additional facilities, and additional
meetings held with the City Park & Recreation Commission, City Council, and
Architectural Review Board.
Approach:
CONSULTANT shall perform the following work under this task:
Design and detailing the synthetic fields, subdrain system, and perimeter drain system
including the collection system for runoff. Subsequent removal of these features for
100% design and Bid Set packages.
Incorporation of the following El Camino Park ancillary facilities requested by the Parks
and Recreation Division through 90% design package: spare underground conduits for
future irrigation controllers and future softball scoreboard; “stub out” for the future
installation of a new irrigation line to the Alma Street/El Camino Real planter island; site
control satellite controller; and 20-foot high protection fencing at the south end of the
soccer field. Subsequent removal of these features for 100% design and Bid Set
packages.
Cost estimating efforts associated with the addition and subsequent removal, of
synthetic turf and associated Parks and Recreation Division requested improvements
from the Phase 1 pump station, reservoir, and well design package.
Preparation for and attendance at the Park & Recreation Commission Meeting on
January 25, 2011.
Developing revised Phase 2 landscaping alternative layouts and associated cost
estimates for the Park & Recreation Commission Meeting on February 22, July 26, and
September 27, 2011.
Preparation for and attendance at the Architectural Review Board meetings on May 5,
2011, and on May 3, 2012, to present the Parks and Recreation Division’s preferred El
Camino Park landscaping alternative, and associated restroom and sports buildings’
layouts and architectural renderings.
City of Palo Alto Contract No.10131396
Page 6
Preparation of materials for and attendance at the City Council Meeting on June 13,
2011, and on April 23, 2012, to present the Parks and Recreation Division’s preferred El
Camino Park landscaping alternative.
Assumptions:
CONSULTANT shall meet with City Parks and Recreation Division staff to determine the
City’s desired size, use, and features for the new north field synthetic turf surfacing and
other new park buildings and amenities.
CONSULTANT shall attend two meetings with City, one of which shall be conducted at
El Camino Park, to review synthetic turf design and landscaping layout concepts,
Parks and Recreation Division staff to provide template drawings for score
keeper’s/announcer’s shack and associated storage booth.
CONSULTANT’S costs associated with Subtask 1.7.1, as described herein, includes
engineering and design related activities performed by CONSULTANT for the period
January 1, 2011, through May 5, 2012. CONSULTANT understands that any additional
related work performed by CONSULTANT after May 5, 2012, if requested by City, will be
reimbursed by CITY under a separate supplemental amendment to the Agreement.
Deliverables:
The additional design elements described above will be reflected in the 100% and Bid
Set submittals of the El Camino Park Reservoir, Lytton Pump Station, and Well Project
design (Phase 1 package).
The additional requested landscaping and architectural layout plans and renderings will
be emailed in pdf format to the City for review and comment in preparation for the
associated Parks and Recreation Committee Meetings, City Council Meetings, and ARB
Meetings noted.
Justification:
CONSULTANT’s scope of work reflects restoration of all existing park landscaping using sod
supported by an irrigation system. The subtask will incorporate new synthetic turf sports fields,
and additional Parks and Recreation Division requested improvements- first as a part of the
initial Phase 1 design package (but not included in the 100% or Bid Sets), and then as
landscape restoration under a separate Phase 2 design package, which if implemented shall be
authorized under a separate contract amendment. The nature of these items could not have
been known at the time the Agreement was developed, and were not made known to
CONSULTANT until after submittal of the draft Preliminary Design Report.
Subtask 1.8: Incorporation of Additional El Camino Park Reservoir, Lytton Pump Station,
and Well Project – Phase 1 Design Items
The expansion of the engineering and other professional services for the El Camino Park
Reservoir, Lytton Pump Station, and Well Project – Phase 1 design is required in order for
CONSULTANT to:
Design and prepare associated drawings and specifications to incorporate the additional
pump station operational features and layout requested by the City.
Prepare an erosion control plan drawing for the El Camino Park Reservoir, Lytton Pump
Station, and Well Project – Phase 1 design.
Approach:
At the City’s request, CONSULTANT will perform the following work under this task:
City of Palo Alto Contract No.10131396
Page 7
Add interior vaults and motorized valves to separate the pressure zones within
the pump station,
Add programming control descriptions for new Lytton Pump Station,
Make additional revisions to the City’s mechanical and electrical equipment
preferences following submittal of 100% and initial Bid Set packages,
Incorporate results of the existing Lytton Pump Station building material sampling
results, performed as Additional Services, into the design package,
Provide additional resubmittal of project Bid Documents following receipt of
additional City review comments which were not available at the time of the first
Bid Document submittal,
Add Lytton Pump Station pump-to-waste piping (allowing buried reservoir to be
drained using large pump),
Add new localized drain inlet and gravity piping in southern half of El Camino
Park (allowing El Camino Park Reservoir water removed by portable sump pump
to be conveyed to off-site stormwater system),
Add erosion control drawings to include site specific locations of silt fences, fiber
rolls, inlet protection devices, and tree protection.
Add tree protection and additional existing tree information drawings as
requested by Architectural Review Board.
Assumptions:
The proposed layouts of the Lytton Pump Station reviewed and approved by City
Engineering and Operations staff on July 19, 2010, will be used as the basis for the
pump station design.
Deliverables:
The additional design elements described above will be reflected in all submittal
packages of the El Camino Park Reservoir, Lytton Pump Station, and Well Project –
Phase 1 design that occur following completion of each element.
Justification:
The subtask will incorporate the City’s design preferences into the El Camino Park Reservoir,
Lytton Pump Station, and Well Project – Phase 1 design, which will increase the level of effort
for all engineering disciplines involved with the design (civil, mechanical, process, landscaping,
structural, electrical/instrumentation, architectural, and cost estimating). The nature of these
preferences could not have been known at the time the Agreement was developed, or were
made known to the CONSULTANT following associated field activities performed as Additional
Services, and were not made known to CONSULTANT until after submittal of the draft
Preliminary Design Report and subsequent design packages.
Subtask 3.1.1.1: Increased Submittal Review Activities
The completed designs for the Mayfield Pump Station Augmentation Project and El Camino
Park Reservoir, Lytton Pump Station, and Well Project – Phase 1 include an increased number
of elements to be reviewed during construction. The purpose of this subtask is to complete the
review of the increased number of shop drawings, product data, and samples which are
anticipated to be submitted by the construction general contractors.
City of Palo Alto Contract No.10131396
Page 8
Approach:
The Construction Manager (CM) will transmit to CONSULTANT all technical submittals provided
by the general contractors for CONSULTANT’s review, comments, and recommendations as to
how to respond to each submittal. In so doing, CONSULTANT shall select from the four review
categories listed in the City’s standard specifications: 1) No Exceptions Taken; 2) Make
Corrections Noted; 3) Revise & Resubmit; 4) Rejected. CONSULTANT shall maintain a log of
submittals in a Microsoft Excel® spreadsheet for internal management and coordination with the
Construction Manager.
Assumptions:
The number of submittals and resubmittals anticipated in total on the Mayfield Pump
Station Augmentation Project and El Camino Park Reservoir, Lytton Pump Station, and
Well Project – Phase 1 will be increased by 160, from 160 to a new total of 320.
Deliverables:
One copy of review comments for each submittal.
Justification:
The completed designs for the Mayfield Pump Station Augmentation Project and El Camino
Park Reservoir, Lytton Pump Station, and Well Project – Phase 1 are expected to require an
increased number of elements to be reviewed during construction. The nature of these
changes and the resulting level of review effort was not known at the time the Agreement was
developed.
Subtask 3.2.1: Increased Construction Independent Inspection and Testing Services
The purpose of this subtask is to increase the scope of work of the independent construction
inspection and testing services subcontractor to that anticipated to be required to complete
construction of the Mayfield Pump Station Augmentation Project and El Camino Park Reservoir,
Lytton Pump Station, and Well Project – Phase 1.
Approach:
Additional geotechnical services will be provided by Kleinfelder during excavation of
Mayfield and Lytton pump station buildings’ footings, tank excavation at El Camino Park
Reservoir, excavation of tank foundations at El Camino Park Reservoir, preparation of
subgrade soils and compaction of aggregate base in the exterior flatwork and driveway
areas. Other associated services will include report preparation, and sampling and
laboratory testing of soils and aggregate base used in project construction.
Special inspection services will be increased to cover the anticipated observation of
reinforcing steel and concrete placement, with sampling and testing of the concrete;
masonry placement observation, including testing of masonry units, masonry prisms,
mortar, and grout; structural steel inspections (including shop and field welding
inspections, with non-destructive testing methods; high strength bolt inspections; and
anchor bolt/epoxies dowel installation observations. Kleinfelder will sample and test
materials from two concrete mix designs for preliminary strength and shrinkage data.
Assumptions:
The increased number of inspections and testing associated with this task is based on
the following documents:
o “Mayfield Pump Station Augmentation Project” Bid Set, dated March 2011,
City of Palo Alto Contract No.10131396
Page 9
o “El Camino Park Reservoir, Lytton Pump Station, and Well Project – Phase 1”,
dated May 2011,
o “Geotechnical Investigation, Palo Alto Reservoir, El Camino Park, El Camino
Real, Palo Alto, California,” dated April 8, 2010,
o “Geotechnical Investigation for the Mayfield Reservoir and Pump Station, Palo
Alto, California,” dated December 2, 2010.
Inspections and testing to be performed shall be as described in the approach for this
subtask.
Deliverables:
Final letters and reports following completion of soils and material testing, as appropriate and/or
as required.
Justification:
As a result of the facilities included in the final design, and additional clarity of City Building
Department requirements during construction, it is anticipated that construction of the Mayfield
Pump Station Augmentation Project and El Camino Park Reservoir, Lytton Pump Station, and
Well Project – Phase 1 will require greater independent construction inspection and testing
services than was estimated at the time the Agreement was developed.
Subtask 3.2.2: Arborist Services During Construction in El Camino Park
The purpose of this subtask is to add the services of a local, ISA Certified Arborist, Ray
Morneau, to CONSULTANT’s team.
Approach:
Mr. Morneau will provide a Certified Arborist’s tree consultation and advice on the El
Camino Park Reservoir, Lytton Pump Station, and Well Project – Phase 1 to the extent
of the assumptions stated below.
Assumptions:
Attendance at up to 3 project meetings (up to a total of 8 hours),
Up to 3 site visits for inspection of tree protection fencing location/condition, after
installation (up to a total of 8 hours),
Additional hours for as-needed calls, questions, etc. (up to a total of 8 hours).
Deliverables:
Written documentation of recommendations and findings, as appropriate for the task at hand.
Justification:
The City has requested that an ISA Certified Arborist perform inspection or tree protection
fencing and be available for general tree health consultation during the course of construction
activities in El Camino Park. The nature of this request or associated scope of services was not
known at the time the Agreement was developed.
Task 5: Additional Services
The purpose of this item is delete the text associated with Task 5 – Additional Services from the
original Agreement, and replace it with the revised two paragraphs below:
Approach: CONSULTANT shall provide the following additional services:
City of Palo Alto Contract No.10131396
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Preparation of a geotechnical report supplement for the Mayfield site.
Use the City’s existing hydraulic model to validate the new operating conditions for the
pumps to be used at the new Mayfield and Lytton pump stations.
Testing for hazardous materials such as lead paint, asbestos, PCBs, PCB caulking,
heavy metals, VOC or petroleum contaminated soil, contaminated groundwater etc. at
any of the project sites or existing facilities.
Potholing (non-destructive excavation) to determine location of underground utilities.
Preparation of landscape and irrigation design for the Mayfield site.
These tasks are authorized under Task 5 with the not-to-exceed cost of $80,000, but can be
performed in conjunction with, and billed under Consultant’s normal billings associated with
Tasks 1-4.
Subtask 5.1: Additional Services
Approach: CONSULTANT shall provide the following additional services on an if- and as-
requested basis within the limits of the available Subtask 5.1 Additional Services budget:
Design of remediation for any hazardous materials, contaminated soil, contaminated
groundwater, etc., encountered during construction.
Noise testing or acoustic consultation.
Design of enhancements or betterment of existing facilities at El Camino park e.g. new
dugouts, new concession stand, new restrooms, new scoreboard, new sports equipment
storage building, new lighting, etc.
Preparation and printing of conformed drawings and specifications after the construction
bid process.
Additional on-site inspection and support during construction beyond the estimated
meetings to discuss construction progress and technical issues.
Additional engineering and design services during construction and additional
CONSULTANT project management should the construction contract extend beyond
2012, with the construction periods running concurrently.
Preparation of additional architectural options or renderings beyond those already
described in the scope of work.
Preparation of an Operations and Maintenance manual for the two facilities.
Additional Construction Management should the construction contract extend beyond
year 2012.
Additional construction testing and ICC inspection beyond the scope of services added
by Subtask 3.2.1 of this Amendment No. 3.
Additional project management and QA/QC related to any Additional Service
assignment.
Additional construction submittals, resubmittals, and RFIs for the Mayfield Pump Station
Augmentation Project and El Camino Park Reservoir, Lytton Pump Station, and Well
Project – Phase 1.
Use of any portion of the Additional Services budget shall require written direction from the
City’s Project Manager prior to proceeding with any of the services noted above. The City may,
at its sole discretion, decline to authorize any or all work described in Task 5.1.
COMPENSATION
City of Palo Alto Contract No.10131396
Page 11
Compensation for the additional services will be on a time and materials basis according to
CONSULTANT’s Billing Rate Schedule attached to the Agreement. The total cost for the
services described herein is summarized below.
Tasks
Utilities Department
Related Amount
Parks and
Recreation Division
Related Amount
Subtask 1.1.3: Additional Modeling, Engineering,
and Coordination for Preliminary Design Phase $31,500 $0
Subtask 1.2.5: NSF 61 Concrete Investigation
and Testing $58,000 $0
Subtask 1.6: Incorporation of Additional Mayfield
Pump Station Augmentation Project Design
Items
$84,200 $0
Subtask 1.7.1: Additional El Camino Park
Landscaping Alternatives Development and
Design Activities; Period January 1 – May 5,
2012
$0 $147,736
Subtask 1.8: Incorporation of Additional El
Camino Park Reservoir, Lytton Pump Station,
and Well Project – Phase 1 Design Items
$82,800 $0
Subtask 3.1.1.1: Increased Submittal Review
Activities $150,000 $0
Subtask 3.2.1: Increased Construction
Independent Inspection and Testing Services $85,000 $0
Subtask 3.2.2: Arborist Services During
Construction in El Camino Park $8,000 $0
Subtask 5: Additional Services (No monetary
changes to the subtask amount of $80,000
approved in the Agreement)
$0 $0
Subtask 5.1: Additional Services $35,000 $0
Subtotal $534,500 $147,736
TOTAL $682,236
CITY OF PALO ALTO CONTRACT NO. 10131396
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EXHIBIT B
TO SUPPLEMENTAL CONTRACT REVISION NO. 4
Scope of Services for
Additional Professional Services
Design and Construction Management Services for the Reservoir,
Pump Station, and Well at El Camino Park and
Mayfield Pump Station Augmentation
City of Palo Alto
Background
This Supplemental Contract Revision No. 4 amends the scope of professional services initiated
in the Agreement between the City of Palo Alto (CITY) and CDM Smith Inc. (CONSULTANT)
dated November 18, 2009. This amendment was prepared at the request of the City to address
additional engineering planning and design activities associated with predesign, design, and
engineering support during construction for the El Camino Park Restoration Project.
CONSULTANT shall provide additional professional services as described below. The tasks
below have been numbered to correspond to the tasks identified in the Agreement.
The El Camino Park Restoration Project (a.k.a. Phase 2 Project) will restore and improve
various park and landscaping elements at El Camino Park immediately following completion of
the City’s El Camino Park Reservoir, Lytton Pump Station, and Well Project – Phase 1 (a.k.a.
Phase 1 Project) construction activities. During development of the El Camino Park Reservoir,
Lytton Pump Station, and Well Project – Phase 1 design package, the City decided to make
several additional improvements to El Camino Park, rather than have it be replaced in-kind after
Phase 1 Project construction, to improve its value and usefulness to the community.
Due to their familiarity with the landscaping issues and role in the Phase 1 Project, and in an
effort to execute this task as efficiently as possible for the City, Siegfried Engineering Inc will be
leading the efforts associated with Tasks 6-10, and will be the Engineer of Record for the El
Camino Park Restoration Project.
Several potential park restoration and improvement concepts were developed by the design
team and presented to the City and the Parks and Recreation Commission for feedback. As a
result, it was decided that the following elements would be included in the design of the El
Camino Park Restoration Project elements and paid for by Park Development Impact Fees:
synthetic turf north soccer/lacrosse playing field; new storage building for maintenance
equipment; expanded parking lot with trash enclosure; lighting conduit and footings for future
lighting of north field; lighting conduit and footings for all new lights on south field; mulch for
non-turf areas; all metal soccer catchment fencing; limited tree removal; new decomposed
granite pathway with future lighting and three picnic tables. The following items, not paid for by
City of Palo Alto Contract No.10131396
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Park Development Impact Fees, will also be included in the design as add-alternate items: Alma
Road crossing; new restroom facility; and new scorekeeper booth, potentially attached to
storage building. Restoration of the existing natural turf south softball/multi use playing field is
also included in the Phase 2 Project design, the payment for which will be by the City Utilities
Department as a Phase 1 Project construction restoration action.
The basis for the layout and design of all El Camino Park Restoration Project elements is the
package provided for the City Council Meeting held on April 23, 2012, and the Architectural
Review Board (ARB) Study Session held on May 3, 2012 (during which only minor comments
were received) (Attachment A).
The entire park will be available for the contractor’s use during construction as the soccer and
baseball field activities will be temporarily relocated by the City to another location. Following
construction, the contractor will warrant the facilities for one year following substantial
completion.
Engineering services for this project include: site surveying as necessary to support the design
elements, final design, preparation of construction drawings and specifications, bid period
services, and construction phase design support services. This scope of work does not include
layout or design of the dog park area or other improvements north of Alma Street.
Scope of Work—CDM Smith Inc. (CONSULTANT)
The scope of work is divided into the following three tasks.
Task 6 – Phase 2 Predesign
Task 7 – Phase 2 Design
Task 8 – Phase 2 Pre-Construction
Task 9 – Phase 2 Engineering Services During Construction
Task 10 – Phase 2 Additional Services
Task 6 – Phase 2 Predesign
In response to requests generated by the City’s Parks & Recreation Division, City Council, and
Architectural Review Board, additional engineering and other professional services for the El
Camino Park Restoration Project design may be required in order for CONSULTANT to:
Prepare additional preliminary plan view drawings of park Phase 2 landscaping
alternatives based upon comments received from these meetings.
Prepare Phase 1 Project change order drawings to account for any revised Phase 1 final
base grades resulting from the final Phase 2 landscaping layouts.
Approach:
CONSULTANT shall perform the following work under this task:
Revisions to Phase 2 landscaping alternative layouts and associated cost estimates as
may be required prior to presentation of materials by Park’s Department at a future City’s
Parks & Recreation Division or City Council Meeting.
Revisions to final base grades in Phase 1 Project civil drawings, in the form of a Phase 1
construction change order, due to revised size and location of the synthetic field to be
located on the north half of El Camino Park.
City of Palo Alto Contract No.10131396
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Assumptions:
CONSULTANT shall meet with City Parks and Recreation Division staff to confirm the
City’s desired size, use, and features for the new north field synthetic turf surfacing and
other new park buildings and amenities.
CONSULTANT’s costs associated with Task 6 includes engineering and design related
activities performed by CONSULTANT for the period commencing May 6, 2012.
CONSULTANT understands that additional related work performed by CONSULTANT
prior to May 6, 2012, will be reimbursed by CITY under Amendment #3 to the
Agreement.
Deliverables:
The additional requested landscaping and architectural layout plans, renderings, and
related materials will be emailed in pdf format to the City for review and comment in
preparation for the associated meetings in which the material will be presented.
Task 7 – Phase 2 Design
Subtask 7.1 Phase 2 Project Meetings
CONSULTANT will plan for meetings with the City’s Architectural Review Board (ARB) and with
other members of City’s departments (User Group Meetings) during the design process, in
addition to holding internal coordination meetings with CONSULTANT’s design team members.
Approach:
CONSULTANT shall prepare drawings, including architectural renderings in plan and profile, of
the above ground structures and landscaping for presentation to the Architectural Review Board
(ARB). Two meetings are planned: One to introduce the 65% design elements to the ARB and
receive their suggestions, and a second presentation to confirm CONSULTANT’s incorporation
of suggestions into the 100% design and hear any final comments prior to completing the Bid
Set. Attendance at additional public meetings such as City Council, and the Parks and
Recreation Commission are excluded.
Up to three User Group workshops are planned during the design phase. Workshops are
anticipated to include the following: Project Kick-off Meeting; 65% User Group Meeting; 90%
User Group Meeting. The Consultant will determine which members of its design team will be
present at the User Group workshops.
Assumptions: The City’s User Group will include project management from the Community
Services Department, a utilities engineering representative, construction, operations,
maintenance, traffic, planning, public works storm division, and water quality staff. City staff will
prepare meeting summaries and action item lists.
Deliverables:
Proposed agenda prior to each workshop – electronic and paper copies.
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Subtask 7.2 Phase 2 65 Percent Design Submittal
The objective of this subtask is to provide the City with an interim set of documents at
approximately 65 percent through the design process. With these documents the City will be
able to confirm that its understanding of the project facilities from the preliminary design work is
being appropriately implemented.
Approach: Drawings and specifications will be in progress and will not be complete. However, it
is important for the City to review the concepts and approaches shown thereon before the
design progresses significantly further.
This submittal packages will contain:
Symbol, abbreviation, and standard legend drawings.
Civil grading and drainage site plans.
Civil yard and irrigation piping site plans.
Building plan views for architectural, structural, and mechanical disciplines.
Electrical site plans with major duct bank routing and outdoor lighting locations.
Electrical single line drawings.
Typical details for civil, structural, architectural, and electrical disciplines.
Other drawings in progress that would be useful for review.
Lists of drawings and specification sections anticipated for the Bid Set.
Specifications in progress.
Project construction schedule (provided 2 weeks following delivery of the design
package).
Updated preliminary construction cost estimate (provided 2 weeks following
delivery of the design package).
List of specific questions for City review and response.
Traffic recommendations memo addressing a proposed configuration and/or the
elimination of the proposed Alma Street crossing. Depending on the
recommendations in the memo and City concurrence, the 65 percent submittal
may not include sheets depicting the crossing.
One User Group workshop will be held in conjunction with the delivery of this submittal. It will be
facilitated by CONSULTANT and will serve to introduce the construction documents to the
submittal reviewers.
The City will review and provide consolidated written comments upon this submittal to
CONSULTANT. These comments will be provided in a Microsoft Excel® spreadsheet.
CONSULTANT shall write responses to all City comments and incorporate these comments into
the next design submittal.
CONSULTANT shall complete an internal quality assurance and quality control review at this
stage concurrent with the City’s review. Results of this review will be incorporated into the next
design progress submittal.
Assumptions:
It is assumed that the El Camino Park Restoration Project will include the design of the following
principal facilities:
1) Synthetic turf north soccer playing field;
2) Natural turf south softball/lacrosse playing field;
City of Palo Alto Contract No.10131396
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3) New restroom facility (included as an add-alternate item);
4) New storage building for maintenance equipment;
5) New scorekeeper booth, potentially attached to storage building (included as an add-
alternate item);
6) Expanded parking lot with trash enclosure;
7) Alma Road crossing (included as an add-alternate item);
8) Lighting conduit and footings for future lighting of north field and new pathways;
9) Lighting conduit and footings for all new lights on south field;
10) Mulch for non-turf areas;
11) Soccer catchment fencing;
12) Bike racks;
13) Limited tree removal;
14) New decomposed granite pathway and three picnic tables.
Additional assumptions include:
The basis for the layout and design of all El Camino Park Restoration Project
elements is the package provided for the Architectural Review Board Study Session
held on May 3, 2012 (during which only minor comments were received), which
includes the El Camino Park site plan graphics package prepared for the City
Council Meeting on April 23, 2012 (Attachment A).
This scope of work does not include layout or design of the dog park area or other
improvements that the City plans to locate north of Alma Street.
This design submittal will be reviewed by the City’s User Group.
Drawings and specifications will be prepared to CONSULTANT standard format,
layering and fonts; City’s standard border can be used if provided.
City will be responsible for developing the Division 0 contracting document
associated with the project (contracting conditions, General Construction, Special
Provisions, etc).
Drawings will be prepared in Autocad 2011.
The City will provide one consolidated set of review comments (paper and electronic
copy) on the 65 percent submittal within 14 calendar days of submission.
CONSULTANT may continue to work on the design during this interim period.
The City will provide an electronic copy of its current and standard specification
Division 0 and 1 sections for CONSULTANT to edit for this project. CONSULTANT
shall add Division 1 specification sections for this project.
The contract documents will be based upon a competitive, public works bidding
process.
The estimated construction schedule will be prepared using Microsoft Project®
software.
The existing El Camino restroom and other facilities for demolition do not contain
hazardous materials such as lead paint, asbestos, PCBs, PCB caulking, heavy
metals, VOC or petroleum contaminated soil, contaminated groundwater etc. that
needs to be tested, treated, or remediated as part of the field services, design, or
construction of this project. If requested, these materials can be tested under Task
10.
Traffic control plan, if required, will be provided by the construction contractor.
New buildings will not include use of Kalwall or skylights in their design.
Materials used for building walls and roof will be similar to those used for the Lytton
Pump Station.
All buildings shall be ventilated by natural/passive means. Forced ventilation and air
City of Palo Alto Contract No.10131396
Page 17
conditioned heating and cooling are not included.
Restrooms will not have heated water.
Parking lot drainage patterns will be consistent with existing drainage patterns (i.e.,
from west to east where it ponds until it evaporates).
Design does not include extension or improvements to existing storm drains.
Design will not improve existing sanitary sewer capacity or materials; no sewer
connection capacity or other sewer connection calculations or documents are
required.
Parking lot design does not include new lighting.
The Alma Crossing does not include modifications within Caltrans Right of Way or
the Cal Train Right of Way.
The work for the Alma Street Crossing does not include acceleration, deceleration,
turn pockets, re-grading, or re-paving along Alma Street.
No traffic counts or modeling will be provided, the study will be based solely on
historic counts and capacities provided by the City.
The crossing study does not include discussions with CalTrain or Caltrans.
The scope of work does not include an arborist’s services for reviewing and
supporting the team’s recommendations within tree protection zones. This service
shall be provided by City staff.
Deliverables:
Five sets of bound half-size drawings; one electronic copy of the drawings on CD-
ROM.
Five sets of bound specifications; one electronic copy of the specifications on CD-
ROM.
One paper and one electronic copy of response to City review comments.
Subtask 7.3 Phase 2 90 Percent Design Submittal
The purpose of the 90 percent submittal is to demonstrate that all City comments from the 65
percent submittal have been appropriately addressed. This is to be essentially the complete
draft of the bid plans and specifications.
Approach: This submittal package will include:
All drawings required for the construction documents.
All specification sections, excluding those Division 0 contractual documents
prepared by the City.
List of specific questions for City review and response.
A User Group workshop will be held in conjunction with the delivery of this submittal. It will be
facilitated by CONSULTANT and will serve to present the construction documents to the
reviewers.
The City will review and provide consolidated written comments upon this submittal to
CONSULTANT. These comments will be provided in a Microsoft Excel® spreadsheet.
CONSULTANT shall write responses to all City comments and incorporate these comments into
the next design submittal.
An updated construction schedule and construction cost estimate will be provided with the 90
percent submittal.
City of Palo Alto Contract No.10131396
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Assumptions:
This submittal will be reviewed by the City’s User Group.
The City will provide one consolidated set of City review comments (paper and electronic
copy) on the 90 percent submittal within 14 calendar days of submission. CONSULTANT
shall continue to work on the design during this interim period.
Deliverables:
Five sets of bound half-size drawings; one electronic copy of the drawings on CD-ROM.
Five sets of bound specifications; one electronic copy of the specifications on CD-ROM.
Agenda for one User Group workshop.
One paper and one electronic copy of response to City review comments.
Subtask 7.4 Phase 2 100 Percent Design Submittal
The purpose of the 100 percent submittal is to demonstrate that all City comments from the 90
percent submittal have been appropriately addressed, and that the documents are ready for
final ARB and City Building Department Review. This is to be essentially the complete draft of
the bid plans and specifications.
Approach:
This submittal package will include:
All drawings required for the construction documents.
All specification sections, excluding those Division 0 contractual documents prepared by
the City.
List of specific questions for City review and response.
A User Group workshop will be held in conjunction with the delivery of this submittal. It will be
facilitated by CONSULTANT and will serve to present the construction documents to the
reviewers.
The City will review and provide consolidated written comments upon this submittal to
CONSULTANT. These comments will be provided in a Microsoft Excel® spreadsheet.
CONSULTANT shall write responses to all City comments and incorporate these comments into
the next design submittal.
CONSULTANT shall present the 100% design to the ARB for approval, and will use the 100%
design as the basis for preparing submittals for City Building department permitting review.
Assumptions:
This submittal will be reviewed by the City’s User Group.
The City will provide one consolidated set of City review comments (paper and electronic
copy) on the 90 percent submittal within 14 calendar days of submission. CONSULTANT
shall continue to work on the design during this interim period.
Deliverables:
Five sets of bound half-size drawings; one electronic copy of the drawings on CD-ROM.
Five sets of bound specifications; one electronic copy of the specifications on CD-ROM.
Agenda for one User Group workshop.
One paper and one electronic copy of response to City review comments.
City of Palo Alto Contract No.10131396
Page 19
Subtask 7.5 Phase 2 Bid Set Submittal
This subtask includes the remaining work to complete the project construction documents.
Approach: The Bid Set submittal will be sealed by the responsible engineer/architect and signed
by California PE or architect as appropriate, and shall comprise complete biddable construction
document originals with all comments addressed from the 100 Percent design submittal.
Assumptions: CONSULTANT shall print the construction documents for bidding and will retain
ten sets for CONSULTANT’s use during the bid period.
Deliverables:
Five sets of half-size drawings and specifications.
Two electronic copies of the drawings and specifications on CD-ROM.
One paper and one electronic copy of the final construction cost estimate.
One paper and one electronic copy of the final project construction schedule.
Task 8 – Phase 2 Pre-Construction
During the pre-construction (bid) period, the City will receive questions and general inquiries
from general contractors, subcontractors, and vendors on specific aspects of the construction
documents. These questions and inquiries often require written clarification to further
communicate the project’s requirements. Additionally, one pre-bid conferences and job walk will
be held to provide bidders with a formal opportunity to familiarize themselves with the project
sites. The purpose of this task is to answer bid period questions and assist the City in
conducting the pre-bid conferences and pre-bid site visits.
Approach: CONSULTANT’s pre-construction period services will consist of the following work:
Review and respond to bidder (general contractors, subcontractors, and vendors)
questions as directed by the City.
As required, prepare and distribute to the City for distribution by the City, addenda
describing clarifications and revisions to the contract documents.
Attend and assist at the pre-bid site visit.
Assumptions:
The City will distribute contract documents to potential bidders, maintain the bidders list,
copy and distribute addenda, arrange and direct the pre-bid conference and job walk,
and conduct the bid openings.
One pre-bid conference which will include a job walk.
Deliverables: Original camera ready copy of addenda, as required.
Task 9 – Phase 2 Engineering Services During Construction
CONSULTANT shall work directly with the City and the Construction Manager during the
construction phase of the project on an as-needed basis and as described below.
CONSULTANT’s Task 9 work does not include construction management, resident engineering,
startup, testing, construction inspection, special inspection services, or punchlist generation.
City of Palo Alto Contract No.10131396
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CONSULTANT’s contract does not include subcontractors for special inspection services,
geotechnical testing, materials testing, or arborist services.
Subtask 9.1 Phase 2 Submittal Review
The purpose of this subtask is to provide the review of shop drawings, product data, and
samples submitted by the contractor to the City.
Approach: The Construction Manager (CM) will transmit to CONSULTANT all technical
submittals provided by the general contractor for CONSULTANT’s review, comments, and
recommendations as to how to respond to each submittal. In so doing, CONSULTANT shall
select from the four review categories listed in the City’s standard specifications: 1) No
Exceptions Taken; 2) Make Corrections Noted; 3) Revise & Resubmit; 4) Rejected.
CONSULTANT shall maintain a log of submittals in a Microsoft Excel® spreadsheet for internal
management and coordination with the Construction Manager.
Assumptions:
The number of submittals and re-submittals will be no more than 50.
CONSULTANT shall write a summary memorandum of comments rather than annotate
all copies of the submittal wherever possible. Only a very few submittals will require
direct annotations (for example, some rebar placement drawings).
CONSULTANT shall not be required to track submittal review labor hours or costs for
individual submittals.
The Construction Manager will review schedule, progress payment, and contractual
issue submittals from the general contractor. The general contractor will not be allowed
to submit multiple submittals for the same basic topic that unnecessarily increase the
number of submittals (for example, guardrail embed locations separately from the
guardrails).
CONSULTANT shall not be required to re-write CONSULTANT’s review comments to
incorporate City submittal review comments (if any).
Submittal review will determine if the items covered by the submittals will, after installation or
incorporation in the work, conform to the requirements of the construction documents and be
compatible with the design concept of the completed project as a functioning whole as indicated
in the construction contract documents. Submittal review and approval will not extend to means,
methods, techniques, sequences or procedures of construction (except where a particular
means, method, technique, sequence or procedure of construction is specifically and expressly
called for by the construction contract documents) or to safety precautions or programs incident
thereto.
Deliverables: One copy of review comments for each submittal.
Subtask 9.2 Phase 2 Site Visits and Meeting Attendance
Periodic site visits, meeting attendance, and telephone conference calls will be required to
complete intermittent technical review, specialty inspection, understand the progress of the
construction, aid in resolution of requests for information and requests for clarifications, view
architectural finishes, and to coordinate work with the Construction Manager. The deliverables
listed below will be prepared and submitted.
Approach: CONSULTANT shall make periodic site visits to observe the work and advise the
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Page 21
Construction Manager if the work observed during the visit is being conducted so that the
completed work of the construction contractor will in general conform to the design.
CONSULTANT shall answer questions on the construction documents from City or Construction
Manager. CONSULTANT shall attend progress meetings and attend special technical meetings
with the Construction Manager and construction contractor, when requested and within the
limits of the task budget.
Assumptions:
Up to 20 person trips will be required for weekly progress meetings and attend special
technical meetings (assuming a 6 hour average trip).
Meeting minutes for all meetings with be taken and prepared by others.
Except to the extent specifically identified elsewhere in the Agreement, CONSULTANT shall
not, during site visits during the construction phase, supervise, direct, of have control over any
Contractor’s work nor shall CONSULTANT have authority over or responsibility for the means,
methods, techniques, sequences, or procedures of construction selected by Contractor, for
safety precautions and procedures and programs incident to the work of the Contractor, or for
any failure of Contractor to comply with laws, rules, regulations, ordinances, codes, or orders
applicable to Contractor furnishing and performing their work.
Deliverables: None.
Subtask 9.3 Phase 2 Clarifications Review
During the construction period, the general contractor will ask questions on details of the
contract, substitutions, and alternative approaches. Change orders may be required to address
unforeseen conditions and provide clarifications of the contract documents. The purpose of this
subtask is to review general contractor questions and provide written clarifications for City
review and use by the Construction Manager. The deliverables listed below will be prepared and
submitted by CONSULTANT.
Approach: CONSULTANT shall interpret the contract documents, review unforeseen site
conditions, and review alternative proposals by the construction contractor presented in
Requests For Information (RFI’s) or Requests for Clarifications (RFC’s). Activities will typically
include receiving and logging the request (email, letter, fax, or telephoned questions),
researching the question, preparation of a written response, and coordination with construction
management staff.
Assumptions:
The number of clarification requests will be no more than 20.
Clarification requests related to the general contractor’s means and methods will be
returned with the comment that the general contractor is responsible for means and
methods.
The goal is to respond to clarification requests within 7 calendar days. Approximately 10
percent of the total, designated as high priority, will be answered within 2 working days.
Clarifications will not originate from City staff asking about design-related questions.
Responses will typically be emailed to the Construction Manager.
Deliverables: Memoranda or forms with responses to clarifications. These will typically be
emailed to the Construction Manager.
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Subtask 9.4 Phase 2 Change Order Preparation and Review
During the construction period, construction change orders may be required to address
unforeseen conditions, new information, and resolve inconsistencies within the contract
documents. The City may also wish to add work to this project for a variety of reasons. The
Construction Manager will ask questions about the project and discuss issues with
CONSULTANT. The purpose of this subtask is to provide support in construction issues,
construction change orders and related activities.
Approach: Design, write, and review change order documentation. Anticipated assignments
may include: assistance in preparing requests to the general contractor for proposals for extra
or changed work; assistance in research or contract documents to determine if work proposed
by the general contractors for inclusion in a change order should be considered extra work for
which a change order is appropriate; review of design calculations and intent; discussions with
City staff; and review of cost estimates.
Assumptions:
Construction change orders will solely be to support the project scope of work at bid
date.
Change order documentation will not be drawn in computer generated form if hand
drawn sketches or markups will adequately describe the work required.
A total of 4 construction changes of varying size is assumed.
Deliverables:
Emails and memoranda on contractor requests that work be considered “extra.”
Change order documentation – drawings, sketches, specifications.
Supporting documentation of reasons to accept, modify, or refuse to issue contractor-
requested change orders.
Task 10 – Phase 2 Additional Services
Approach: CONSULTANT shall provide the following additional services on an if- and as-
requested basis within the limits of the available Task 10 budget:
Testing for hazardous materials such as lead paint, asbestos, PCBs, PCB caulking,
heavy metals, VOC or petroleum contaminated soil, contaminated groundwater etc. at
the project sites or existing facilities.
Potholing (non-destructive excavation) to determine location of underground utilities.
Review of additional submittals, RFIs, attendance at additional meetings beyond the
budget allocated for these items in Task 9 above.
Other project-related work that is not included in Tasks 6-9.
Use of any portion of the Task 10 budget shall require written direction from the City’s Project
Manager prior to proceeding with any of the services noted below. The City may, at its sole
discretion, decline to authorize any or all work described in Task 10.
COMPENSATION
City of Palo Alto Contract No.10131396
Page 23
Compensation for the additional services will be on a time and materials basis according to
CONSULTANT’s Billing Rate Schedule attached to the Agreement. The total cost for the
services described herein is summarized below.
El Camino Park Restoration Project
Design and Construction Support Costs Costs
Task 6: Phase 2 Predesign $10,000
Task 7: Phase 2 Design $300,000
Task 8: Phase 2 Pre‐Construction $8,000
Task 9: Phase 2 Engineering Services During Construction $49,000
Task 10: Phase 2 Additional Services $30,000
Total $397,000
CITY OF PALO ALTO CONTRACT NO. C10131396
Page 24
EXHIBIT C
TO SUPPLEMENTAL AMENDMENT NO. 5
Scope of Services for
Additional Professional Services
Evaluation of Groundwater Use to
Supplement Existing Potable Water Supply
City of Palo Alto
Background
This Supplemental Amendment No. 5 amends the scope of professional services initiated in the
Agreement between the City of Palo Alto (CITY) and CDM Smith Inc. (CONSULTANT) dated
November 18, 2009. CDM Smith was formerly known as Camp Dresser & McKee Inc. This
amendment was prepared at the request of the City to evaluate the City’s proposal to
supplement existing potable water supplies, currently provided by SFPUC, with existing
groundwater resources.
CONSULTANT shall provide additional professional services as described below. The tasks
below have been numbered to correspond to the tasks identified in the initial Agreement and
subsequent Amendments.
CITY is a member agency of the Bay Area Water Supply and Conservation Agency (BAWSCA)
which contracts with San Francisco Public Utilities Commission to provide potable water to the
BAWSCA member agencies. The CITY purchases its normal potable water supply through this
wholesale agreement.
Under normal hydrologic conditions, the SFPUC provides sufficient water to meet the CITY’s
water supply demands. The CITY has a supply assurance allocation with SFPUC of 17.1 million
gallons per day (mgd) that will not meet CITY’s water supply demands under extended drought
conditions. It is estimated that under SFPUC imposed Tier 2 drought conditions, the CITY water
supply from SFPUC will be reduced by 24%, CITY recognizes that these cutbacks which would
be beyond CITY’s control or input, would have significant impact to CITY’s water customers,
citizens, business community and City facilities.
Under direction from the California Department of Health Services (CDPH), the CITY has
implemented its Emergency Storage and Water Supply Projects to provide new and
rehabilitated groundwater wells and emergency storage to provide life safety supply under
emergency conditions, such as a short-term interruption of SFPUC’s regional Hetch Hetchy
water system, in order to supply eight hours of water under maximum day demands while
maintaining fire fighting reserves.
City of Palo Alto Contract No.10131396
Page 25
Objective
The purpose of the work proposed under Amendment No. 5 is for CONSULTANT to assist CITY
in evaluating the feasibility of re-permitting its wells in conjunction with potential blending,
storage, groundwater treatment and other options to provide a supplemental water supply. This
supplemental supply would: 1) provide additional supply certainty under drought or extended
drought conditions and 2) increase CITY’s ability to meet life safety water requirements.
The objective of the work proposed under Amendment 5 is to identify feasible alternatives and
planning level cost estimates that meet various levels of service for supplemental water supply
under drought conditions. Work will be specific to City wells and will build on relevant aspects of
regional work CONSULTANT has performed under separate planning contracts with Bay Area
Water Supply & Conservation Agency (BAWSCA).
Scope of Work—CDM Smith Inc. (CONSULTANT)
The scope of work is divided into the following three primary tasks.
Task 11 – Initial Well Project Planning
Task 12 – Well System Technical Evaluation
Task 13 – Well System Additional Services
Task 11 – Initial Well Project Planning
Subtask 11.1 Kickoff Meeting
The purpose of this subtask is to hold an introductory meeting with the Project PM to obtain and
review available City-provided information and literature associated with the proposed project,
and to plan the City Stakeholder Group (CSG) workshops of Subtask 11.2.
Approach:
A kickoff meeting will be held with the City’s PM and his/her support staff to discuss the project.
Assumptions:
CONSULTANT to review initial project-support materials as provided by the City.
CONSULTANT, with City’s assistance, will develop a plan for the initial CSG Kickoff
Workshop.
Deliverables:
CONSULTANT will provide an agenda, materials, and summary associated with the
project Kickoff Meeting.
Subtask 11.2 City Stakeholder Group Workshops
The purpose of the City Stakeholder Group (CSG) workshops is to understand the background
and the challenges associated with the City's interest to increase groundwater use to
supplement existing potable water supplies. This subtask will develop and utilize a City
Stakeholder Group, comprised of members invited to participate from various City Departments,
to identify the City's level of service and operational goals, and how these may be met by
different project Alternatives in light of their potential implementation and long-term costs.
City of Palo Alto Contract No.10131396
Page 26
Approach:
Discussion topics to be covered by the CSG will likely include, but not be limited to, the
following:
City’s objectives for the project,
Developing groundwater supply alternatives for consideration,
Drought planning scenarios,
Developing evaluation criteria for alternatives,
Implementation timelines for alternatives,
Existing and future cost of water,
City’s desired level of service to customers,
Review and effect of previous City environmental documents and City water supply
decisions,
City’s institutional preferences for implementing the project,
Project funding opportunities,
Selection of a final alternative for future additional engineering analysis, which are not a
part of this scope.
Assumptions:
City will assist with advertising/inviting City staff to this meeting, and determining a
meeting location and date. Up to 5 of CONSULTANT’s staff will attend each meeting.
Assumes the following 4 meetings will be required:
o Kickoff Workshop: Identify City need and discuss the project. Discuss
challenges, materials that CONSULTANT and stakeholders need to review,
ongoing other local BAWSCA and SFPUC activities, level of service to customers
to be maintained.
o 2nd & 3rd (if needed) Workshops: Discuss progress in reviewing available data.
Refine alternative(s) to be evaluated.
o Final Workshop: Presentation of results from project investigations and technical
evaluations, with a goal of selecting a final alternative to advance into future,
preliminary design.
Deliverables:
CONSULTANT will provide an agenda, workshop materials, and workshop summary for
each CSG workshop. It is assumed that up to 10 City staff will attend the workshops.
Subtask 11.3 Meetings with Other Agencies
Meetings with other local and/or governing agencies will be needed to obtain some of the
information and answers desired by CONSULTANT and the CSG during the Initial Well Project
Planning Phase.
Approach:
In order to obtain the information desired, CONSULTANT anticipates that meetings may need to
be held with each of the following groups: CDPH, Santa Clara Valley Water District, Stanford,
and possibly others.
Assumptions:
Up to 12 project meetings with other agencies have been assumed. An average of 2 of
CONSULTANT’s team members may be required at each meeting.
City of Palo Alto Contract No.10131396
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Deliverables:
Agendas, materials, and summaries associated with project meetings.
Task 12 – Well System Technical Evaluation
Subtask 12.1 Review of Project Reference Materials
CONSULTANT shall review existing data from City regarding the City’s water system, water
supply and use agreements, rehabilitated groundwater wells, local geologic and hydrogeologic
studies, and other project related documentation as provided and suggested for review by the
City. Consultant shall also review other background information available from CDPH,
BAWSCA, Santa Clara County, etc.
Approach:
As stated under the subtask description.
Assumptions:
Documents for review shall either be provided by the City, or readily available from the
internet, City website, etc.
Deliverables:
None.
Subtask 12.2 Evaluate Groundwater Basin Characteristics
CONSULTANT’s well and groundwater specialty subcontractor, Luhdorff & Scalmanini (LSCE),
will review existing City-supplied or publically available materials to better understand the impact
of increased pumping from the groundwater basin.
Approach:
The needs of the groundwater basin evaluation subtask will become better defined as a result of
the initial CSG Kickoff Workshop, however, the evaluations will likely focus on the following
questions:
What is the yield of the basin aquifers that the Palo Alto wells may affect?
How much of this yield is available for drought use by Palo Alto?
What level of drawdown might be experienced by the basin given short to extended
periods of pumping?
Might well operation potentially affect other users in the basin?
What is the anticipated water quality from the wells? Will the groundwater meet
primary/secondary standards?
Aquifer Storage Recovery (ASR) feasibility to minimize subsidence potential and to
recharge basin.
Assumptions:
No intrusive work will be performed as a part of the groundwater basin evaluations.
Estimates of yield, drawdown and potential impacts to others will be preliminary in nature
based on review of existing information and regional understanding of the basin aquifers.
Modeling of the groundwater basin is not included as a part of the groundwater basin
evaluations.
Development of a groundwater model is included in Subtask 12.5.
City of Palo Alto Contract No.10131396
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Deliverables:
Technical Memorandum summarizing the groundwater basin evaluation.
Subtask 12.3 City Distribution System Modeling
CONSULTANT will use the City’s existing distribution system hydraulic model to evaluate the
impact of operating the target groundwater wells for the desired periods of time.
Approach:
The needs of the distribution system modeling subtask will become better defined as a result of
the initial CSG Workshops, however, the evaluations will likely focus on answering the following
questions:
How will operation of selected groundwater wells affect typical City distribution system
pressures?
How will operation of selected groundwater wells affect typical City distribution system
water quality? E.g., CONSULTANT will attempt to determine which customers might
receive only groundwater vs. those that would receive a blend of groundwater and
SFPUC water?
Assumptions:
City’s existing model is sufficiently complete to perform the anticipated modeling
subtask.
Modeling of the system will be performed to support up to 8 different groundwater well
locations and flow rate and operation scenarios, as agreed to with the CSG.
CONSULTANT assumes one additional meeting with City staff to receive and review the
City’s existing model will be necessary at the onset of this subtask.
Deliverables:
Electronic copy of modeling files developed by this subtask.
The hydraulic model, analysis, results, and conclusions of this subtask will be included
as a separate appendix in the Draft Well System Feasibility Report.
Subtask 12.4 Engineering Evaluations of Technical Issues
Working as described below CONSULTANT shall provide and perform a variety of engineering
services as may be necessary to evaluate the proposed project alternatives as identified by the
CSG. The purpose of this subtask is to apply additional engineering consideration to the study,
in ways not already captured by the scope of the other subtasks, but not to the extent or detail
that would be associated with a Preliminary Design.
Approach:
The needs of this subtask will become better defined as a result of the initial CSG Workshops,
however, the engineering evaluation of technical issues may include some or all of the
following:
Operating conditions and annual capacity for the wells and system (i.e. are there any
limits on operation?).
Will blending with SFPUC water address water quality issues? If so, how might blending
be best achieved?
Is water treatment needed and in what form—ammonia, Fe/Mn, other?
How might these water treatment systems be implemented?
What permits might be required to implement the preferred alternatives? What are the
requirements of these permits?
City of Palo Alto Contract No.10131396
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Proposed system implementation cost estimates (feasibility level for capital and O&M).
Assumptions:
Subtask does not include any intrusive work, sampling, or testing.
Any cost estimates provided will be at a feasibility level. Subtask does not include
detailed cost estimates or financing studies.
City will provide site layout for each of the existing well sites, and potential other uses for
those sites, as part of feasibility level evaluation of well site improvements.
Deliverables:
The results of this subtask will be included in the Draft Well System Feasibility Report.
Subtask 12.5 Groundwater Basin Model Development and Application
Alternatives developed by the CSG that include local groundwater will be assessed to estimate
how much yield the groundwater wells will be able to reliably provide, and if there are any
impacts to other basin users that must be considered in the evaluation process. Potential
impacts to other groundwater users could limit the quantity and timing of groundwater
extraction. This subtask includes the development and application of a groundwater model and
tools for evaluation of the alternatives.
Approach:
Identify which agencies near the City have existing groundwater projects, or may have
existing hydrologic information and groundwater models for the region (e.g., BAWSCA).
The use of an existing model, or parts of an existing model, could reduce the costs and
time it will take to complete this subtask.
Contact the City and other agencies in the area to obtain geologic, hydrogeologic, and
groundwater model information (including United States Geologic Survey [USGS], Santa
Clara Valley Water District [SCVWD]).
Review and summarize available geotechnical, hydrogeologic, and hydrologic
information, models, and related data.
Identify other groundwater pumpers that may potentially by affected by the identified
regional groundwater projects.
Develop a groundwater basin model using MODFLOW software.
Utilize the groundwater basin model to evaluate the groundwater pumping alternatives.
Develop preliminary estimate yields of groundwater projects and assess potential
impacts of projects on other basin users using the groundwater model.
Identify possible mitigations or limits to pumping capacity of proposed alternatives that
could reduce or eliminate these potential impacts and/or concerns.
Prepare a technical memorandum (TM) summarizing groundwater modeling results,
including the estimation of groundwater projects yields and the assessment of potential
impacts of projects on other basin users.
Assumptions:
City will assist CONSULTANT with obtaining access to available hydrologic and geologic
related reports, and existing groundwater models that may be in use by local agencies.
City will assist CONSULTANT with facilitating discussions with other pumpers in the
vicinity to be evaluated by the modeling.
Deliverables:
Electronic copy of groundwater basin model developed by this subtask.
City of Palo Alto Contract No.10131396
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TM summarizing groundwater modeling results, including the estimation of groundwater
projects yields and the assessment of potential impacts of projects on other basin users.
The groundwater basin model TM will be included as a separate appendix in the Draft
Well System Feasibility Report.
Subtask 12.6 Well System Feasibility Report
CONSULTANT shall generate a final report, summarizing the results of the activities performed
during Tasks 11-13. The report will discuss the basis for and viability of each of the initial CSG
selected alternatives, and identify a recommended preliminary plan for moving the final selected
alternative into Preliminary Design.
Approach:
CONSULTANT shall submit the draft report for review by City and incorporate requested
changes into the final document.
Assumptions:
City shall compile the comments received by multiple City reviewers into one deliverable
for CONSULTANT, and shall resolve any conflicting City comments prior to sending to
CONSULTANT.
City comments will be provided to CONSULTANT in a Microsoft Excel® spreadsheet
and CONSULTANT shall respond to comments by making entries into this spreadsheet.
Deliverables:
Consultant shall deliver 10 draft copies of the report to City for review.
Consultant shall incorporate City comments and deliver 10 final copies and one
electronic pdf copy.
Task 13 – Well System Additional Services
Approach: CONSULTANT shall provide the following additional services on an if- and as-
requested basis within the limits of the available Task 13 budget of $50,000:
Additional meetings with CSG or other local agencies (e.g., CDPH, SCVWD).
Groundwater water quality sampling and testing,
Identification of additional environmental and regulatory documentation required to
modify the current approved use for the wells,
Permitting support and compliance assessment documentation,
Additional distribution system modeling activities,
Additional project management and QA/QC related to any Additional Service
assignment.
Use of any portion of the Task 13 budget shall require written direction from the City’s Project
Manager prior to proceeding with any of the services noted below. The City may, at its sole
discretion, decline to authorize any or all work described in Task 13.
Project Management
CONSULTANT shall manage its staff and subconsultants, coordinate with the City’s project
manager, and shall prepare and submit monthly project invoices as described in the initial
Agreement.
City of Palo Alto Contract No.10131396
Page 31
Project Schedule and Time of Completion
The schedule is assumed for the project activities:
Initial Kickoff Meeting with PM: Within 2 weeks of Notice to Proceed.
CSG Kickoff Workshop: Approximately 1 month after initial kickoff meeting with PM,
depending on City staff availability.
2nd and 3rd CSG Workshops: Approximately 1-2 months apart, depending on work to be
performed in the interim and City staff availability.
Final CSG Workshop: After completing necessary evaluations.
Draft Well System Feasibility Report: Follows 5-6 weeks after Final CSG Workshop.
Final Report: Follows 5-6 weeks after receipt of City comments on Draft Well System
Feasibility Report.
The time for all work to be completed is estimated to be approximately 12 months.
Key Personnel
Key personnel assigned to work on Tasks 11-13 are:
Project Manager Jon Toyoda
Project Engineer Bill Brick
Subconsultants
Key subconsultants working on Amendment No. 5 are as follows:
1. Luhdorff & Scalmanini Consulting Engineers – geohydrology and well permitting
No change of either key personnel or subconsultants as listed above may be made without the
written approval by the City’s Project Manager.
Compensation
Compensation for the additional services will be on a time and materials basis according to
CONSULTANT’s Billing Rate Schedule attached to the initial Agreement. The total cost for the
services described herein is summarized below.
El Camino Park Restoration Project
Design and Construction Support Costs Costs
Task 11: Initial Well Project Planning $180,000
Task 12: Well System Technical Evaluation $385,000
Task 13: Well System Additional Services $75,000
Total $640,000