HomeMy WebLinkAbout2002-03-18 City Council (5)City of Palo Alto
City Manager’s Report
TO:
FROM:
DATE:
HONORABLE CITY COUNCIL
CITY MANAGER
MARCH 18, 2002
DEPARTMENT: PUBLIC WORKS
CMR:155:02
8
SUBJECT:APPROVAL OF AMENDMENT NO. 1 TO CONTRACT CS124851
WITH RAINES, MELTON & CARELLA, INC. IN THE AMOUNT OF
$60,000 .FOR SERVICES TO FACILITATE IMPLEMENTATION OF
THE LONG-TERM GOALS AT THE REGIONAL WATER QUALITY
CONTROL PLANT
RECOMMENDATION
Staff recommends that Council:
Approve and authorize the Mayor to execute Amendment No. 1 (Attachment A) to
contract C S 124851 with Raines, Melton & Carella, Inc., in the amount of $60,00.0 for
services to facilitate the implementation of the !ong-term goals at the Regional Water
Quality Control Plant (RWQCP).
Authorize the City Manager or his designee to negotiate and execute one or more
change orders to the contract with Raines, Melton & Carella, Inc. (RMC) for related,
additional but unforeseen work which may develop during the project, the total value
of which shall not exceed $6,000.
DISCUSSION
On July 10, 2000, Council awarded contract CS124851 to RMC (CMR:290:00). The
contract required RMC to assist the RWQCP with the Long-Term Goals Study (Study). The
Study established a set of goals that would guide the future activities of the RWQCP for a
sustainable wastewater management system. The report of the Long-Term Goals Study was
approved by Council on October 2, 2001. (CMR:342:01). Pursuant with the
recommendations of the Study, the RWQCP will proceed to plan for the implementation of
the goals. It is anticipated that the implementation will be done in small steps and will take
many years to complete. The first step towards implementation of the goals is to establish
a decision-analysis system with the stakeholders.
Under the original contract, City has the option to retain RMC to assist the RWQCP with the
implementation steps. Staff and the stakeholders are satisfied with RMC’s performance, and
belie~ce that RMC can provide consistency in the implementation phase of the long-term
CMR: 155:02 Page 1 of 2
goals. For the basic contract, RMC prepared the Study for a fee of $70,000. Under
Amendment No. 1, RMC will assist the RWQCP and the stakeholders with the decision
analysis tools and perform a case study. The fee for Amendment No. 1 is $60,000. The total
for the contract with the amendment will be $130,000.
RESOURCE IMPACT
Funding for this amendment is included in the 2001-02 Wastewater Treatment Fund.
POLICY IMPLICATIONS
The recommendations of this staff report are consistent with current City policies.
ENVIRONMENTAL REVIEW
This study is statutorily exempt from California Environment Quality Act.
ATTACHMENTS
Attachment A:Amendment No. 1 for Contract CS 124851
PREPARED BY:Daisy Stark, Senior Engineer RWQCP
Bill Miks, Manager RWQCP
DEPARTMENT HEAD : l& 2- ~~"-
GLENN ROBERTS
Director, Public Works
CITY MANAGER APPROVAL:
Ei~ILY HARRISON
Assistant City Manager
¯ CMR:155:02 Page 2 of 2
ATTACHMENT A
AMENDMENT NO. ONE TO CONTRACT NO. CS124851
BETWEEN THE CITY OF PALO ALTO AND
RAINES, MELTON & CARELLA, INC.
This Amendment No. One to Contract No. CS124851
(Contract) is entered into , by and between
the CITY OF PALO ALTO, a chartered city and a municipalcorporation
of the State Of California ("CITY"), and Raines, Melton & Carella,
Inc., a California corporation, located at 3650 Mt. Diablo Blvd.,
Suite 200, Lafayette, ¯CA 94549 ("CONSULTANT,,).
RECITALS:
WHEREAS, the Contract was entered into ¯between the
parties for the provision of professional services described in
contract no. CS124851; and
WHEREAS, the parties wish to amend the Contract;
NOW,. THEREFORE, in consideration of the covenants, terms,
conditions, and provisions of this Amendment No. One, the parties
agree:
SECTION i. Section 5, paragraphs 5.1.1 thru 5.1,3 are
hereby amended to read as follows:
SECTION 5. COMPENSATION
5.1 CITY will compensate
following services and work:
CONSULTANT for the
5.1.1 In consideration of the full performance
of the Basic Services, including all authorized
reimbursable expenses, CITY will pay CONSULTANT .a feenot
to exceed One Hundred Thirty Thousand Dollars
($130,000.00). The amount of compensation will be
¯ calculated in accordance with the hourly rate schedule
set forth in Exhibit "B", on a time and materials basis,
up to the maximum amount set forthin this Section. The
fees of the consultants, who have direct contractual
relationships with CONSULTANT, will be approved, in
advance, .by CITY. CITY reserves the right to refuse
payment of such fees, if such prior approval¯ is not
¯ obtained by CONSULTANT.
5.1.2 In consideration of the full performance
of Additional Services, the amount of compensation set
forth in Exhibit "B" will not exceed Thirteen Thousand
Dollars ($13,000). The rate schedules may be updated by
020207 lh 0052926
CONSULTANT only once each calendar year, and the .rate
schedules will,not become effective for purposes of this
Contract, unless and until CONSULTANT gives CITY thirty
(30) days’ prior written notice of the effective date of
any revised rate schedule.
5.1.3 The full payment of charges for extra work
or changes, or both, in the execution of the Project will
be made, provided such request for payment is initiated
by CONSULTANT and authorized, in writing, by the project
manager. Payment will be made within thirty’(30) days of
submission by CONSULTANT of a statement, in triplicate,
of itemized costs covering such work.or changes, or both.
Prior to commencing such extra work or changes, or both,
the parties willagree upon an estimated maximum cost for
such extra work or changes. CONSULTANT will not be paid
for extra work or changes, including, without limitation,
any design work or change order preparation, which is
made necessary on account of CONSULTANT’s errors,
omissions, or oversights.
SECTION 2.
amended to be:
Exhibit A and B to the Agreement are heriby
a.Exhibit A:
b. Exhibit B:
Exhibit A to Agreement and
Exhibit A.to this Amendment #i
Exhibit B to Agreement and
Exhibit B to this Amendment #i
SECTION 3. Except as herein modified, all other
provisions of the Contract, including any exhibits and subsequent
amendments thereto, shall remain in full force and effect..
020206 Ih 0052926
IN WITNESS WHEREOF, the parties have by their duly
authorized representatives executed this Amendment on the date
first above written.
ATTEST:CITY OF PALO ALTO
City Clerk Mayor
APPROVED AS TO FORM:,
City Attorney
APPROVED:
Assistant City Manager
Director of Public ~orks
Director of Administrative
Services
Risk Manager
RAINES, MELTON & CARELLA, INC~
By:
Name
Taxpayer I.D. No.: 94-3295096
(Compliance with Corp. Code § 313 is
required if the entity oD whose behalf
’this’.contract is signed is a corporation.
In the alternative, a certified corporate
resolution attesting to the signatory
authority of the individuals signing in
their respective capacities is
acceptable)
Attachment :
EXHIBIT "A": AMENDMENT #I SCOPE OF WORK
EXHIBIT "B": RMC FEE SCHEDULE
020206 lh 0052926
CERTIFICATE OF ACKNOWLEDGMENT
(Civil Code ~.I189)
)
)
)
On F~rM$/y I~ ,2002 before me, the undersigned, a
notary public_ in. an~ f~. said County, personally appeared
personally known to me (or proved to me on the basis of
satisfactory evidence) to be the perso~) whose name(e) i_~s/a~-e
subscribed to the within instrument, and acknowledge-~-to me that
he/she/they executed the same in his/h~r-/~r authorized
capacity(i~s), and that by his./~~ siqnature~) on .the
znstrum~nt the person~), or ~ entity upo~ behalf of which the
person~) acted, executed the instrument.
WITNESS my hand and official seal.
AILEEN M. AMES Z
COMM. # 1327595
! NOTARY PUBLIC - CALIFORNIA
CONTRA COSTA COUNTY ,.u
My Comm. Expin~ NOV 20, 2005
Notary Public
020207 lh 0052926
4
CERTIFICATE OF ACKNOWLEDGMENT
(Civil ,Code ~ 1189)
)
)
)
On ~v,,n~u ~| ,2002 before me, the undersigned, a
notary public in ~n~ for said County, personally appeared
U..~i5 ,3"-. C~I\~_. ,
personally khown to me (or .proved to me on the basis of
satisfaptory evidence~) to be the person QsJ" whose name Q~ is/a~-~
subscribed to the within instrument, and acknowledged to me that
he/~~e_Z executed the same in his/~r authorized
capacity(4-e~, and that by hiS/~r signature~s~ on. the
instrument~the person-N, or the entity upon behalf of which the
person~s~acted, executed the instrument.
WITNESS my hand and official seal.
~ ~ Conlra Costa County
020207 lh 0052926
5
EXHIBIT A
LONG TERM GOALS STUDY - RWQCP
AMENDMENT #1 SCOPE OF WORK
INTRODUCTION
The RWQCP and the stakeholders have jointly identified the long-term goals for the
RWQCP. These goals have been approved by the City Council in November of 200.1.
The next phase of the goal setting/stakeholder process is to:
Continue the goal-setting process by clarifying targets (where possible), the
means, the timeline (work plan) to achieve these goals, and establishing a
mechanism to apply th~ goals to both long-range planning and specific
projects
Continue to provide a forum for stakeholderinvolvement and in:put
CONSULTANT SERVICES
Under Amendment #1, the Consultant’s scope of work shall include, but not be limited
to, the following:
Task 1: Facilitate Ongoing. Stakeholder Process .
Assist KWQCP staff with public meetings, facilitate stakeholder involvement, refine
program schedule and communication strategy. ..
Task 2 - Develop. Decision Analysis Mechanism
Based on the goals established in the Long-term Goals Study (LTGS), develop criteria to
be applied to both the planning process and specific project alternatives. Choose
m~chanism/software to conduct decision analysis with stakeholder participation.
Task 3 - Refine Objectives and Candidate Projects
Based on the primary and secondary goals list, identify objectives and candidate projects
to be considered in the development of the long-term plan.
Task 4 - Alternatives Analysis - Case Study
Apply the decision analysis process to a candidate near-term project, and perform "case-
study" alternatives analysis. Identify and develop alternatives to a sufficient level so that
the decision analysis technique can be applied. Using the decisionanalysis technique,
identify appropriate alternatives. Evaluation shall include enviromnental, teclmical, cost,
safety, operational, and viability parameters. A stakeholder decision/screening process
shall be used to develop a recommended ~olution.
Task 5 -.Documentaion and Report
Document and prepare a report on the process, the development of the decision analysis.
mechanism, and the case study.
Task 6 - Project Management
Budget and Schedule Tracking
¯Provide budget and schedule tracking of the project. Provide summaries of
project status, and budget and schedule status on a monthly basis.
6.2 Project Meetings
Project management shall be an integral part of the Consultant services. The
Consultant shall monitor all activities, schedule, and budg~ets of the project. All
activities shall be coordinated through the City Project Manager. Coordinate and
attend four project meetings to update RWQCP staff on schedule and budget
status.
DELIVERABLES
Consultant shall prepare and deliver twenty (20) copie.s of the repolq: to City for review
and comments. Consultant shall respond to all reviewcomments, incorporate comments
as appropriate, and submit twenty (20) copies of the final eeport.to City for distribution
by City.
ADDITIONAL SERVICES
Consultant may be required to perform additional services listed below.. Consultant shall
perfoma the additional services upon written authorization by the City. Payment for the
additionhl services shall be time and expense based on the schedule of charges but not to
exceed a negotiated maximum. The maximum limit for each additional task shall be
negotiated and agreed upon prior to providing the service. Consultant .shall provide a
schedule of charges with the fee information.
PROJECT SCHEDULE
The schedule of the project.sha!l be staged to accommodate the public and is anticipated
to be a relatively long process. The City envisions this phase of the project to take as
2
long as eight months to complete. The Consultant shall establish a detailed schedule
showing the critical path and time line for each task at the beginning of the project. The
Consultant shall update and maintain the schedule throughout the project.
EXI-IIBIT B
RMC FEE SCHEDULE
Effective January 2002
Classification
Principal
Hourly Rate
$179
Senior Project Manager $168
Project Manager III
Project Manager II
.Project Manager i
Project Engineer III
.Project Engineer II
Project Engineer I
$151
$140
$130
$120
$109
$.99
Assistant Engineer $88
Senior Designer .$99.
Designer $88
Business Manager
Senior. Administrator
Administrator
$99
$88
$78
The individual hourly rates include salary, overhead and
~rofit. ODCs, including large reproduction jobs, n~ileage,
and travel expenses will be charged at .actua cost plus
10%. Subconsultants will bebilled at actual cost plus
lO%.
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