HomeMy WebLinkAbout2002-05-20 City Council (8)City of Palo Alto
City Manager’s Report
TO:HONORABLE CITY COUNCIL
FROM:CITY MANAGER DEPARTMENT: UTILITIES
DATE:MAY 20, 2002 CMR: 248:02
SUBJECT:APPROVAL OF PROFESSIONAL ENGINEERING SERVICES
CONTRACT WITH CAROLLO ENGINEERS IN THE AMOUNT OF
$2,324,637 FOR THE DESIGN, PROJECT MANAGEMENT AND
ADMINISTRATION OF PHASE h RESERVOIR BOOSTER
STATION IMPROVEMENTS; DISTRIBUTION SYSTEM WATER
QUALITY ENHANCEMENT; EXISTING BOOSTER STATION
IMPROVEMENTS; AND RESERVOIR, PUMP STATION AND
WELL LAND ACQUISITION
RECOMMENDATION
Staff recommends that Council approve and authorize the Mayor to execute the attached
contract With Carollo Engineers in the amount of $ 2,324,637 for the design, project
management and administration of Phase I: Reservoir Booster Station Improvements;
Distribution System Water Quality Enhancement; Existing Booster Station
Improvements; and Reservoir, Pump Station and Well Land Acquisition.
BACK_ROUND
The California Department of Health Services (DHS) recommends, as a best management
practice, that water systems be able to supply their maximum day water demand plus the
CMR:248:02 Page 1 of 6
system-required fire flow for an8 hour period without being able to receive water from
any of its normal suppliers or neighboring communities. In response to the DHS best
management practices recommendations and to provide an analysis of the City’s water
distribution system based on the City’s 1998 -2010 Comprehensive Plan, the Water
Wells, Regional Storage and Distribution System Study (1999 Study) was performed.
The Comprehensive. Plan provided the foundation for the Capital Improvement Program
recommendations made in 1999 Study. The 1999 Study involved a complete analysis of
the City’s water distribution system. The Study provided recommendations for a stand-
alone system that would provide maximum day plus flretlow demands for’ eight hours if
the City connections to the San.Francisco Public Utilities Commission system were out
of service. The 1999 Study objectives were divided into three separate operational
categories to help focus the analysis and organize the improvement recommendations.
The three categories were:
1) Meeting system water demands under normal operation~.
¯ 2) Meeting system water demands during a SFPUC supply shutdown (also termed
"emergency operations" in the Study).
3)Maintaining distribution system integrity and water quality following the SFPUC’s
scheduled conversion to chloraminatedwater in the fall of 2003.
Between 1999 and 2001, the Utilities Advisory Commission (UAC) reviewed the Study
and supported its recommendations. In March 2000, Council approved FY2000/2005
Water Capital Improvement Program (CMR: 141:00),which included the
recommendations made in the Study.
DISCUSSION
The work to be performed under the contract is for the design, project management and
administration of recommendations made in the Water Wells, Regional Storage, and
Distribution System Study, December 1999 (Study) and includes the following projects
in Phase I: 1) Reservoir Booster Station Improvements, 2) Distribution System Water
Quality Enhancement, 3) Existing Booster Station Improvements, and 4) Reservoir,
Pump Station and Wells Land Acquisition:
1. The Reservoir Booster Station Improvements project will enhance the reliability
and performance of the water system by increasing flow capacity for both normal
and fire suppression system demands. The flow capacities of the booster stations
. need to be increased to allow larger volumes of water to -flow into the foothill
CMR:248:02 Page 2 of 6
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water pressure zones. More flow into the booster stations is needed to maintain
water quality in the upper pressure zone reservoirs. The project replaces existing
¯ undersized pumps with larger pumps in the foothills pressure zones, and improves
the existing electric services at the booster stations. The improvements will allow
staff to PUmP water into the foothill reservoirs at more efficient rates and continue
to provide high quality water for the community. This project will also add a
redundant pressure regulating station to Pressure Area 4.
The Distribution System Water Quality Enhancement project will provide pump
mi:~ing systems at the Monte Bello, Dahl, Park, and Mayfield .reservoirs; provide
chloramine feed systems at each existing well site; and implement ari expanded
distribution system,water quality monitoring program. In late Fall 2003, the
SFPUC will change the disinfectant used in the Hetch Hetchy water supply, from
chlorine to chloramines. When this occurs, the City will not be able to store water
in its reservoirs or distribution system for more than 20 days from the time the
water enters the Palo Alto system. If the chloraminated water is not consumed by
the Palo Alto water system demand within 20 days of receiving the water from the
SFPUC, water quality events are very likely to occur in the distribution system.
This project will improve the water circulation and mixing in the large City water
reservoirs. The improved reservoir mixing will reduce high water age areas within
the reservoirs that are pron6 to water quality degradation. During the expanded
project design phase, water quality testing equipmen~ find distribution system Sites
will be identified. The new water quality monitoring .equipment and procedures
will be use by staff to implement the expanded water quality-monitoring program.
The Existing Booster Station Improvements project will improve the water
.system’s ability to move larger volumes of water out of the foothills on a daily
basis. Additional flow capacity out of the foothill pressures zones is needed to
meet fire demands in lower water pressure zones during emergencies. The project
will replace undersized pressure reducing valves in the foothill water regulating
stations and provide additional system capacity for conveying water from the
reservoirs in the foothills to the lower system pressure areas during normal
operations and emergencies. The Existing Booster Station Improvements Project
will also include piping changes and additional control valves at the stations.
The Reservoir, Pump Station, and Wells Land Acquisition projects will design a
new water reservoir, well, and pump station for pressure areas 1 and 3 at E1
Camino Park or at an alternate suitable site. The final reservoir site will be
determined as .part of a public outreach process which is included in the
CMR:248:02 Page 3 of 6
professional engineer’s scope of work. Seven potential reservoir sites were
identified in the 1999 Study. The Study identified the E1 Camino Park site as the
most economical and feasible for a reservoir, pump station, and well. If SFPUC
water system were out of service, the proposed reservoir would be a major
component in meeting the emergency and fare water supply in pressure area 3.
Pressure area 3 includes all of the land owned by Stanford University within Palo
Alto, bounded by E1 Camino Real, Quarry Road, Pasteur Drive and San
Francisquito Creek. A new well is also needed in conjunction with the reservoir to
meet normal emergency demands in prdssure area .3. The new well for pressure
area 3 will be designed to deliver 1,000 gallons per minute. The projects will also
include instrumentation, controls, piping, and valves for the proposed facilities.
Selection Process
S~aff, with the concurrence of the City Attorney, has determined that professional
engineering services is exempt from complying with the financial disclosure provisions
of the City’s conflict of interest code, because the professional engineering Services range
of duties and services to. be provided under the contract are limited in scope or are
primarily ministerial in nature.
The profdssional engineering services scope of services are detailed in Exhibits of the
contract and generally include the following; public outreach, pre-design, design,
envi)onmental documentation, and project management and administration for:
¯Evaluation of the original design criteria used in the 1999 Study;
¯Acqui.sition of the data necessary for the analysis of the key proj ect.issues;
¯Engineering analysis of the data obtained in the above task;
¯Environmental documentation for the projects and assessment of permits, and
easements necessary for the construction of the projects;
¯Conducting a public outreach program;
¯.Preparation of the design documents including plans, profiles, details,
specifications, and an engineer’s estimate for the .bidding and construction of the
four-above mentioned projects.
Staff sent a request for proposals to six consulting firms on July 25, 2001. Firms were
given thirty days to respond to the request. A non-mandatory pre-proposal meeting was
held on August 9, 2001; two firms attended the meeting. One firm submitted a propissal.
Those firms not responding indicated that they did not submit a proposal because their
current workload inhibited them from performing the work.
CMR:248:02 ¯Page 4 of 6
Staff carefully reviewed the sole proposing firm’s qualifications and submittal in response
to the RFP relative to the following criteria:
¯ .Scope of Proposal
¯Sequence of Work
¯Schedule of Work
¯References
¯Project Understanding and
Approach
¯Design Experience
¯Completeness.of Proposal
¯Completion Time
o Project Team Experience with
City Issues
Carollo Engineers was selected because of its professional qualification; strength of the
proposed project team; past successful experience, with designing similar complex
projects; familiarity with the project design and construction issues and City procedures;
and experience working with the City.
RESOURCE IMPACT
Funds for this project are included in the FY 2001-03
Program budget.
Water Capital Improvement
POLICY IMPLICATIONS
The approval of this contract is consistent with existing policies. This recommendation is
consistent with the Council-approved Utilities Strategic Plan goal to build value for
citizen owners, investing in utility infrastructure to deliver reliable service (Supporting
Objective #2), and operating the distribution system in a cost effective manner (Key
Strategy # 1).
ENVIRONMENTAL REVIEW
Based on the findings of the pre-design and project environmental documentation
included in the contract scope of services, the proposed design may constitute a project
for the purposes of the California Environmental Quality Act (CEQA). The scope of
services includes preparing the necessary CEQA documents identified in the pre-design
of the project.
CMR:248:02 Page 5 of 6
ATTACHMENT
A:Contract between the City of Palo Alto and Carollo Engineers for Professional
Engineering Services
PREPARED BY:Romel Antonio, Charles Borg, Roger Cwiak a
DEPARTMENT HEAD:
Director of Utilities
CITY MANAGER APPROVAL:
HARRISON
Assistant City Manager
CMR:248:02 Page 6 of 6
CONTRACT NO.
BETWEEN THE CITY OF PALO ALTO AND
CAROLLO ENGINEERS, P.C. FOR
THE DESIGN AND PROJECT MANAGEMENT AND ADMINISTRATION
OF PHASE I: WATER DISTRIBUTION SYSTEM IMPROVEMENTS PROJECT
This Contract No. is entered into
, by and between the CITY OF PALO ALTO,’, a chartered
city and a municipal corporation of the State of California
("CITY"), and CAROLLO ENGINEERS, P.C. ("CONSULTANT"), an Arizona
Corporation, with a California branch located at 2700 Ygnacio
Valley Rd., Suite 300, Walnut Creek, CA 94598 (Taxpayer
Identification No. 86-0899222).
RECITALS:
WHEREAS, CITY desires certain professional consulting
services (~Services") and the preparation and delivery of, without
limitation, one or more sets of documents, drawings, maps, plans,
designs, data, calculations, surveys, specifications, schedules or
other writings ("Deliverables") (Segvices and Deliverables are,
collectively, the ~Project"), as more fully described in Exhibits
~A-P"; and
WHEREAS, CITY desires to. engage CONSULTANT, including its
employees, if any, in providing the Services by rea@on of its
qualifications and experience in performing the Services, and
CONSULTANT has offered to complete .the Project on theterms and in
the manner set forth herein;
NOW, THEREFORE, in consideration of the covenants, terms,
conditions, and provisions of this Contract, the parties agree:
SECTION i. TERM
i.i .This Contract will commence on the date of its
execution by CITY, and will terminate upon the completion of the
Project, unless this Contract is earlier terminated by CITY. Upon
the receipt of CITY’s notice to proceed, CONSULTANT will commence
work on the initial and subsequent Project tasks in accordance with
the time schedule set forth in Exhibit ~M". Time is of the essence
of this Contract. In the event that the Project is not completed
within the time required through any fault of CONSULTANT, CITY’s
City Manager will have the option of extending the time schedule
for any period of time. This provision will not preclude the
recovery of damages for delay caused by CONSULTANT.
020514 lh 0072164
SECTION 2.SCOPE OF PROJECT; CHANGES & CORRECTIONS
2.1 The scope of Services and Deliverables constituting
the Project will be performed, delivered or executed by CONSULTANT
under the phases of the Basig Services as described below and
herein contained in Exhibits A through J.
2.2 CITY may order substantial changes in the scope or
character of the Basic Services, the Deliverables, or the Project,
either decreasing or ~increasing the amount of work required of
CONSULTANT. In. the event that such changes are ordered, subject to
the approval, of CITY’s City Council, as~may be required, CONSULTANT
will be entitled to full~compensation for all work performed prior
to CONSULTANT’s receipt of the noticeof change and further will be
entitl4d to an extension of the time schedule. Any increase in
compensation for substantial changes will be determined in
accordance with the provisions of this Contract. CITY will not be
liable for the cost or payment of any change in work, unless the
amount of additional compensation attributable to the change in
work is agreed to, in writing, by CITY before CONSULTANT commences
the performance of any such change in work.
2.3 Where the Project entails the drafting and
submission of Deliverables, for example~ construction plans,
drawings, and specifications, any and all errors, omissions, or
ambiguities in the Deliverables, which are discovered by CITY
before invitations to bid on a construction project (for which the
Deliverables are required) are distributed by CITY, will be
corrected by CONSULTANT at no cost to CITY,- provided CITY gives
notice to CONSULTANT.
2.4 Any and all errors, omissions, or ambiguitigs in the
Deliverables, which are discovered by CITY after the construction
contract is awarded by CITY, will be performed by CONSULTANT, as
follows: (a) at no cost to CITY insofar as those Services,
including the Basic Services or the Additional Services, as
described below, or both, will result in minor or nonbeneficial
changes in the construction work required of the construction
contractor; or (b) at CITY’S cost insofar as those Services,
including the Basic Services or the Additional Services, or both,
will add a:direct’ and substantial benefit to the construction work
required of the construction contractor. The project manager in
the reasonable exercise of his or her discretion will determine
whether the Basic Services or the Additional Services, or both,
will contribute minor or substantial benefit to the construction
work.
020514 lh 0072164 2
SECTION 3. QUALIFICATIONS, STATUS, AND DUTIES OF
CONSULTANT
3.1 CONSULTANT has the professional qualifications to
furnish or cause to be furnished the Services and Deliverables.
The projectdirectorand every individual, including any consultant
(or contrachors), charged with the performance of the Services are
duly licensed or certified by the .State of California, to the
extent such licensing or certification is .required by law to
perform the Services, and that the Project will be executed by them
or under their supervisibn. CONSULTANT will furnish to CITY for
approval, prior to execution of this Contract, a list of all
individuals and the names of their employers or principals to be
employed as consultants.
3.2 CONSULTANT will assign Thomas Patten as the project
director to have supervisory, responsibility for the performance,
progress, and execution of the Project. Dave Kraska will be
assigned as the project coordinator who will represent CONSULTANT
during the day-to-day work on the Project. If circumstances or
conditions subsequent to the execution of this Contract cause the
substitution of the project director or project coordinator for any
reason, the appointment of a substitute project director or
substitute project coordinator will be subject to the prior Written
approval of theproject manager.
3.3 CONSULTANT shall:
3.3.1 Procure all permits and licenses, pay all
charges and fees, and give all notices which may be necessary and
incident to the due and lawful prosecution of the Project;
3.3.2 Kgep itself fully informed of all existing and
future Federal, State of California, and local laws, ordinances,
regulations, orders, and decrees which may.affect those engaged or
employed.under this Contract and any materials used in CONSULTANT’s
performance of the Services;
3.3.3 At all times observe and comply with, and cause
its employees and consultants, if any, who are assigned to the
performance of this Contract to observe and comply with, the laws,
ordinances, regulations, orders and decrees mentioned above; and
3.3.4 Will.report immediately to the project manager,
in writing, any discrepancy or inconsistency it discovers in the
laws, ordinances, regulations, orders, and decrees mentioned above
in relation to the Deliverables.
020514 lh 0072164
3.4 Any Deliverables given to, or prepared or assembled
by, CONSULTANT or its consultants, if any, under this Contract will
become the property of CITY and will not be made available to any
individual or organization by CONSULTANT or its consultants, if
any, without the prior written approval of the city manager.
3.5 CONSULTANT will provide CITY with the number of
copies of any documents as listed in Exhibits A through J Scope of
Work, which are a part of the Deliverables upon their, completion
and acceptance by CITY.
3.6 If CITY requests additional copies of any documents
which are a part of the Deliverables, CONSULTANT will provide such
additional copies and CITY will compensate CONSULTANT for its
duplicating costs.
3.7 CONSULTANT will be responsible for employing or
engaging all persons necessary to execute the Project. All
consultants of CONSULTANT will be deemed to be directly controlled
and supervised by CONSULTANT, which will be responsible for their
performance. If any employee or consultant of CONSULTANT fails or
refuses to .carry out the provisions of this Contract or appears to
be incompetent or to act in: a disorderly or improper manner, the
employee or consultant will be discharged immediately from further
performance under this Contract on demand of the project manager.
3.8 In the execution of the Project, CONSULTANT and its
consultants, if any, will at all times be considered independent
contractors and not agents or employees of CITY.
3.9 CONSULTANT will perform or obtain or cause to be
performed or obtained any and all of the following Additional
Services, not included under the Basic Services, if so authorized,
in writing, by CITY:
3.9.1 Providing services as an expert witness in
connection with any public hearing or meeting, arbitration
proceeding,or proceeding of a court of record;
3.9.2 Incurring travel and subsistence expenses for
CONSULTANT and its staff beyond those normally required under the
Basic Services;
3.9.3 Performing any other Additional Services that
may be agreed upon by the parties subsequent to the execution of
this Contract;
3.10 CONSULTANT will be responsible for employing all
consultants deemed necessary to assist CONSULTANT in the
020514 lh 0072164 4
performance of the Services. The appointment of consultants must
be approved,, in advance, by CITY, .in writing, and must remain
a6ceptable to CITY during the term of this Contract.
SECTION 4. DUTIES OF CITY
4.1 CITY will furnish or cause to be furnished the
services listed in Exhibit ~N" and such information regarding its
requirements applicable Project as may be reasonably requested by
CONSULTANT.
4..2 CITY will review and approve, as necessary, in a
timely manner the Deliverables and each phase of work performed by
CONSULTANT. CITY’s estimated time of review and approval will be
furnished to CONSULTANT at the time of submission of each phase of
work. CONSULTANT acknowledges and understands that the
interrelated exchange of information among CITY’s various
departments makes it extremely difficult for CITY to firmly
establish the time of each review and approval task. CITY’s
failure to review and approve within the estimated time schedule
will not constitute a default under this Contract.
4.3 The City Manager will represent CITY for all
purposes under this Contract. Romel Antonio is designated as the
project manager for the City Manager. The project manager will
supervise the performance, progress, and execution of the Project,
and will be assisted by City Staff.
4.4 If CITY observes or otherwise becomes aware of any
default in the performance of CONSULTANT, CITY will use reasonable
efforts to give written notice thereof to CONSULTANT in a timely
manner.
SECTION 5. COMPENSATION
5.1 CITY will compensate CONSULTANT for the following
services and work:
5.1.1 In consideration of the full performance of the
Basic Services Exhibits A through J herein stated, including any
authorized reimbursable expenses, CITY will pay CONSULTANT a fee
not to exceed Two Million Three Hundred Twenty Four Thousand Six
Hundred Thirty-Seven dollars ($2,324,637). The amount of
compensation will be calculated in accordance with the hourly rate
schedule set forth in Exhibit "K", on a time and materials basis,
up to the maximum amount set forth i~ this Section. The fees of
the consultants, who have direct contractual relationships with
CONSULTANT, will be approved, in advance, by CITY. CITY reserves
020514 lh 0072164 5
the right to refuse payment of such fees, if such prior approval is’
not obtained by CONSULTANT.
5.1.2 The full payment of charges for extra work or
changes, or both, in the execution of the Project will be made,
provided such request for payment is initiated by CONSULTANT and
authorized, in writing, by the project manager. Payment will be
made within thirty (30) days of submission by CONSULTANT of a
statement, in triplicate, of itemized costs covering such work or
.changes, or both. Prior to commencing such extra work or changes,
or both, the parties will agree upon an estimated maximum cost for
such extra work or changes. CONSULTANT will not be paid for extra
work or changes, including, without limitation, any design work or
change order preparation, which is made necessary on account of
CONSULTANT’s errors, omissions, or oversights.
~5.1.3 Direct personnel expense of employees assigned
to the execution of the Project by CONSULTANT will include only the
work of architects, engineers, designers, job captains, surveyors,
draftspersons, specification writers and typists, in consultation,
research and design, work in producing drawings, specifications and
Other documents pertaining to the Project, and in services rendered
during construction at the site, to the extent such services are
expressly contemplated under this Contract. Included inthe cost
of direct personnel expense of these employees are salaries and
mandatory and customary benefits such as statutory employee
benefits, insurance, sick leave, holidays and vacations, pensions
and similar benefits.
5.2 The schedule of payments will be made as follows:
5.2.1 Payment of the Basic Services will be made in
monthly progress payments in proportion to the quantum of services
performed, or in accordance with any other schedule of payment
iutually agreed upon by the parties, as set forth in Exhibits
"K","L",& ~M", within thirty (30) days of submission, in
triplicate, of such requests if a schedule of payment is not
specified. Final payment will be made by CITY after CONSULTANT has
submitted all Deliverables, including, without limitation, reports.
which have been approved by the project manager.
5.2.2 No deductions wi¯ll be made from CONSULTANT’s
compensation on account of penalties, liquidated damages, or other
sums withheld by CITY from payments to general contractors.
020514 lh 0072164 .6
SECTION 6.ACCOUNTING, AUDITS, OWNERSHIP OF RECORDS
6.1 Records of the direct personnel expenses and
expenses incurred in connection with the performance of Basic
Services and Additional Services pertaining.to the Project will be
prepared, maintained, and retained by CONSULTANT in accordance with
generally accepted accounting principles and will be made available
to CITY forauditing purposes at mutually convenient times during
the term of this Contract and for three (3) years following the
expiration or earlier termination of this Contract.
6.2 The originals of the Deliverables prepared by or
¯under the direction of CONSULTANT in the performance of. this
Contra~t will become the property of CITY irrespective of whether
the Project is completed upon CITY’s payment of the amounts
required to be paid to CONSULTANT. These originals will be
delivered to CITY without additional compensation. CITY will have
the right to utilize any final and incomplete drawings, estimates,
specifications, and any other documents prepared hereunder by
.CONSULTANT, but CONSULTANT disclaims any responsibility, or
liability for any alterations or modifications of such documents.
SECTION 7. INDEMNITY
7.1 CONSULTANT agrees to indemnify, defend and .hold
harmless CITY, its Council members, officers, employees and agents,
from any and all demands, claims, or liability of any nature,
including death or injury to any person, property damage or .any
other loss, caused by or arising out of CONSULTANT’s, its
officers’, agents’, consultants’ or employees’ negligent acts,
errors, or omissions, or willful misconduct, or conduct for which
applicable law may impose strict liability on CONSULTANT in the
performance of or failure to perform its obligations under this
Contract.
SECTION 8. WAIVERS
8.1 The waiver by either party of any breach or
violation of any covenant, term, condition or provision of this
Contract or of the provisions of any ordinance or law will not be
deemed to be a waiver of any such covenant, term, condition,
provision, ordinance, or law or of any subsequent breach or
violation of the same or of any other covenant, term, condition,
provision, ordinance or law. The.subsequent acceptance by either
party Of any fee or other money which may become due hereunder will
not be deemed to be a waiver of any preceding breach or violation
020514 lh 0072164 7
by the other party of any covenant, term, condition or provision of
this Contract or of any applicable law or ordinance.
8.2 No payment, partial payment, acceptance, or partial
acceptance by CITY will operate as a waiver on the part of CITY of
any of its rights under this Contract.
SECTION 9. INSURANCE
9.1 CONSULTANT, at its sole cost and~ expense, will
obtain and maintain, in full force and effect during the term of
this Contract, the insurance coverage described in Exhibit "0",
insuring not only CONSULTANT and its consultants, if any, but also,
with theexception of workers’ compensation, employer’s liability
and professional liability insurance, naming CITY as an additional
insured concerning CONSULTANT’s performance under this Contract.
9.2 All insurance coverage required hereunder will be
provided through carriers with Best’s Key Rating Guide ratings of
A:VII or higher .which are admitted to transact insurance business
in the State of California. Any and all consultants of CONSULTANT
retained to perform Services under this Contract will obtain and
maintain, in full force and effect during the term of this
Contract, identical insurance coverage, naming CITY as an
additional insured under .such policies as required above.
9.3 Certificates of such insurance, preferablyon the
forms provided by CITY, will be filed with CITY concurrently with
the execution of this Contract. The certificates will be subject
to the approval of. CITY’s risk manager and will contain an
endorsement stating that the insurance is primary coverage and will
not be canceled or altered by the insurer except after filing with
the CITY’s City Clerk thirty (30) days’ prior written notice of
such cancellation or alteration, and that the City of Palo Alto is
named as an additional insured except in policies of workers’
compensation, employer’s liability, and professional liability
insurance. Current certificates of such insurance will be kept on
file at all times during the term of this Contract with the city
-clerk.
9.4 The-procuring of such required policy or policies
of insurance will not be construed to limit CONSULTANT’s liability
hereunder nor to fulfill the indemnification provisions of this
Contract. Notwithstanding the policy or policies of insurance,
CONSULTANT will be obligated for the full and total amount of any
damage~ injury, or loss caused by or directly arising as a result
of the .Services performed under this Contract, including such
damage, injury, or loss arising after the Contract is terminated or
the term has expired.
020514 lh 0072164 8
SECTION I0. WORKERS’ COMPENSATION
i0.i CONSULTANT, by executing this Contract, certifies
that it is aware of the provisions of the Labor Code of the State
of California which require every employer to be insured against
liability for workers’ compensation or to Jndertake self-insurance
in accordance with the provisions of that Code, and certifies that
it will comply with such provisions, as applicable, before
commencing the performance of the Project.
PROJECT
SECTION II. TERMINATION OR SUSPENSION OF CONTRACT OR
ii.i The city manager may suspend the execution of the
Project, in whole or in part, or terminate this Contract, with or
withou[ cause, by giving thirty (30) days’ prior written notice
thereof to CONSULTANT, or immediately after submission to CITY by
CONSULTANT of any completed item of Basic Services. Upon receipt
of such notice, CONSULTANT will immediately discontinue its
performance under this Contract.
iI.:2 CONSULTANT may terminate this Contract or suspend
its execution of the Project by giving thirty (30) days’ prior
written notice thereof to CITY, but only in the event of a
substantial failure of performance by CITY or in the event CITY
indefinitely withholds or withdraws its request for the initiation
or continuation of Basic Services or the execution of the Project.
11.3 Upon such suspension or termination by CITY,
CONSULTANT will be compensated for the Basic Services and
Additional Services performed and Deliverables received and
approved prior to receipt of written notice from CITY of such
suspension or abandonment, together with authorized additional and
reimbursable expenses then due. If the Project is resumed after it
has been. suspended for more than 180 days, any change in
CONSULTANT’s compensation will be subject to renegotiation and, if
necessary, approval of CITY’s City Council. If this Contract is
suspended or terminated on account of a default by CONSULTANT, CITY
will be obligated to compensate CONSULTANT only for that portion of
CONSULTANT’s services which are of direct and immediate benefit to
CITY, as such determination may be made by the city manager in the
reasonable exercise of her discretion.
11.4 In the event of termination of this Contract or
suspension~of work on the Project by CITY where CONSULTANT is not
in default, CONSULTANT will receive compensation as follows:
020514 lh 0072164 9
iI.4.1 For approved items of services, CONSULTANT will’
be compensated for each item of service fully performed in the
amounts authorized under this Contract.
11.4.2 For approved items of services on which a
notice to proceed is issued by CITY, but which are not fully
performed, CONSULTANT will be compensated for each item of service
in an amount which bears the same ratio to the total fee otherwise
payable for the performance of the service as the quantum of
service actually rendered bears to the services necessary for the
full performance of that item of service.
11.4.3 The total compensation payable under the
preceding paragraphs of this Section will not exceed the payment
specified under Section 5 for the respective items of service to be
furnished by CONSULTANT.
11.5 Upon such suspension or termination, CONSULTANT
will deliver to the city manager immediately any and all copies of
the Deliverables, whether, or not completed, prepared by CONSULTANT
or its consultants, if any, or given to CONSULTANT or its
consultants, if any, in connection with this Contract. Such
materials will become the property of CITY.
11.6 The failure of CITY to agree with CONSULTANT’s
independent findings, conclusions, or recommendations, if the same
are called for under this Contract, on the basis of differences in
matters of judgment, will not be construed as a failure on the part
of CONSULTANT to fulfill itsobligations under this Contract.
SECTION 12. ASSIGNMENT
12.1 This Contract is for the personal services of
CONSULTANT, therefore, CONSULTANT will not assign, transfer,
convey, or otherwise dispose of this Contract or any right, title
or interest in or to the same or any part thereof without the prior
written consent of CITY. A consent to one assignment will not be
deemed to be a consent to any subsequent assignment. Any
assignment made without the approval of CITY will be void and, at
the option of the city manager, this Contract may be terminated.
This Contract will not be assignable by operation of law.
SECTION 13.NOTICES
13.1 All notices hereunder will be given, inwriting,
and mailed, postage prepaid, by certified mail, addressed as
follows:
To CITY: Office of the City Clerk
020514 lh 0072164 i0
City of Palo Alto
Post Office Box 10250
Palo Alto, CA 94303
To CONSULTANT: Attention of the project director
at the address of CONSULTANT recited above
SECTION 14.CONFLICT OF INTEREST
14.1 In accepting this Contract, CONSULTANT covenants
that it presently has no interest, and will not acquire any
interest, direct or indirect, financial or otherwise, which would
conflict in any manner or degree with the performance of the
Services.
14.2 CONSULTANT further covenants that, in the
performance of this Contract, it will not employ contractors or
persons having such an interest mentioned above. CONSULTANT
certifies that no one who has or will have any financial interest
under this Contract is an officer or employee of CITY; this
provis±on will be interpreted in accordance with the applicable
provisions of the Palo Alto Municipal Code and the Government Code
of the State of California.
SECTION 15. NONDISCRIMINATION
15.1 As set forth in the Palo Alt0 Municipal Code, no
discrimination will be made in the employment of persons under this
Contract because of the age, race, color, national origin,
ancestry, religion, disability, sexual preference or gender of such
person. If the value of this Contract is, or may be, five thousand
dollars ($5,000) or more,. CONSULTANT agrees to meet all
requirements of the Palo Alto Municipal Code pertaining to
nondiscrimination in employment, including completing the requisite
form furnished by CITY and set forth in Exhibit "P".
15.2 CONSULTANT agrees that each contract for services
from independent providers will contain a provision substantially
as follows:
"[Name of Provider] will provide CONSULTANT
with a certificate stating that [Name of
Provider] is currently in compliance with all
Federal and State of California laws covering
nondiscrimination in employment; and that
[Name of Provider] will not discriminate in
the employment of any person under this
contract because of the age, race, color,
national origin, ancestry, religion,
020514 lh 0072164 Ii
disability, sexual preference or gender of
such person."
15.3 If CONSULTANT. is found in violation of the
nondiscrimination provisions of the State of California Fair
Employment Practices Act or similar provisions of Federal law or
executive order in the performance of this Contract, it will be in
default of this Contract. Thereupon, CITY will have the power to
cancel or suspend this Contract, in whole or in part, or to deduct
the sum of twenty-five dollars ($25) for each person for each
calendar day .during which such person was subjected to
discrimination, as damagesfor breach of contract, or both. -Only a
finding of the State of California Fair Employment Practices
Commission or the. equivalent federal agency or officer will
Gonstitute evidence of a breach of this Contract.
SECTION 16. MISCELLANEOUS PROVISIONS
16.1 CONSULTANT shall.comply with Federal and State laws,
statutes or codes including Americans with Disabilities Act of
1990, and the Government Code and the Health and Safety Code of the
State of California, relating to access to public buildings and
accommodations for disabled persons, and relating to facilities for
disabled persons.
16.2 Upon the agreement of the parties, any controversy
or claim arising out of or relating to this Contract may be settled
by arbitration in accordance with the Rules of the American
Arbitration Association, and judgment upon the award renderedby
the Arbitrators may be entered in any court having jurisdiction
thereof.
16.3 This Contract.will be governed by the laws of the
State of California, excluding its conflicts of law.
16.4 In the event that an action is brought, the parties
agree that trial of such action will be vested exclusively in the
state courts of California or in the United States District Court
for the Northern District of California in the County of Santa
Clara, State of California.
16.5The prevailing party in any action brought to
enforce the terms ofthis Contract or arising out of this Contract
may recover its reasonable costsand attorneys’ fees expended in
connection with that action.
16.6 This document represents the entire and integrated
Contract between the parties and supersedes all prior negotiations,
representations, and contracts, .either written or oral. This
document may be amended only by a written instrument, which is
signed by the parties.
020514 lh 0072164 12
16.7 All provisions of this Contract, whether covenants
or conditions, will be deemed to be both covenants and conditions.
16.8 The covenants, terms, conditions and provisions of
this Contract will apply to, and will bind, the heirs, successors,
executors, administrators, assignees, and consultants, as the case
may be, of the part-ies.
16.9 If a court of competent jurisdiCtion finds or rules
that any provision of this Contract or any amendment thereto .is
void or unenforceable, the unaffected provisions of this Contract
and any amendments thereto will remain in full force and effect.
16.10 All exhibits referred to in.this Contract and any
addendi, appendices, attachments, and schedules which, from time
to time, may be referred to in any duly executed amendment hereto
are by such reference incorporated in this Contract and will be
deemed to be a part of this. Contract.
16.11 This Contract may be executed in any number of
counterparts, each of which will be an original,-but all of which
together will constitute one and the same instrument.
.16.12 This Contract is subject to the fiscal prowisions
of the Charter of.the City of Palo Alto and the Palo Alto Municipal
Code. This Contract will terminate without any penalty (a) at the
end of any .fiscal year in the event that funds are not :appropriated
for the following fiscal year, or (b) at any time within a fiscal
year in the event that funds are only appropriated for a portion of,
the fiscal year and funds for this- Contract are no longer.
available. This Section 16.12 will take precedence in the event of
a conf.lict with any other covenant, term, condition, or provision
of this Contract.
//
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020514 lh 0072164 13
IN WITNESS WHEREOF, the parties hereto have by their duly’
authorized representatives executed this Contract on the date first.
above-written~
ATTEST:
City Clerk
APPROVED AS TO FORM:
Senior Asst. City Attorney
APPROVED:
Assistant City Manager
CITY OF PALO ALTO
Mayor
CAROLLO ENGINEERS,P.C.
By:
Name:
Title:
By:
Name:
Title:
Taxpayer Identification No.
86-0899222
Director of Administrative
Services
Directorof Utilities
Insurance Review
(Compliance with Corp. Code § 313 is
required if the entity on 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’respectivecapacities is acceptable)
020514 lh 0072164 14
ATTACHMENTS:
EXHIBIT SUMMARY
BASIC SERVICES
EXHIBIT "A" :
EXHIBIT "B" :
EXHIBIT "C" :
EXHIBIT "D" :
SCOPE OF CONSULTANT SERVICES
EL CAMINO PARK WELL
EL CAMINO PARK RESERVOIR & PUMP STATION
CONSTRUCTION MANAGEMENT
OPTIONAL BASIC SERVICES (alternate reservoir sites):
EXHIBIT ~E":
EXHIBIT ~F":
EXHIBIT ~G":
EXHIBIT "H~’:
EXHIBIT ~I":
EXHIBIT ~J":
COYOTEHiLL RESERVOIR & PUMP STATION
OLD QUARRY RESERVOIR AND PUMP. STATION
ESTHER CLARK PARK RESERVOIRAND PUMP STATION
GUNN HIGH SCHOOL RESERVOIR AND PUMP STATION
TERMAN PARK RESERVOIR AND PUMP STATION
JUANA BRIONES PARK RESERVOIR AND PUMP STATION
SUPPORTING EXHIBITS:
EXHIBIT ~K":
-EXHIBIT ~L":
EXHIBIT "M":
EXHIBIT ~N":
EXHIBIT
EXHIBIT
CONSULTANT STAFF FEE/RATE SCHEDULE
PROJECT BUDGET
PROJECT SCHEDULE FOR EXHIBIT A-J
DUTIES OF CITY OF PALO ALTO
CERTIFICATE OF INSURANCE
CERTIFICATE OF NONDISCRIMINATION
020514 lh 0072164 15
CERTIFICATE OF ACKNOWLEDGMENT
(Civil Code § 1189)
STATE OF
COUNTY OF
)
)ss.
)
On , 2002, before me, the undersigned, a
Notary.Public in and for said County and State, personally appeared
, [personally known to
me or proved to me on the basis of satisfactory evidence to be the
person(s) whose name(s) is/are subscribed to the within instrument
and acknowledged to me that he/she/they executed .the same in
his/her/their authorized capacity(ies), and that by his/her/their
signature(s) on the instrument the person(s), or the entity upon
behalf of which the person(s) acted, executed the instrument.
WITNESS my hand and official seal.
Signature of Notary Public
020514 lh 0072164 16
CERTIFICATE OF ACKNOWLEDGMENT
(Civil Code § 1189)
STATE OF.)
COUNTY OF )
On , 2002, before me, the undersigned, a
Notary Public in and for said County and State, personally appeared
, personally known to
me orproved to me on the basis of ~atisfactory evidence to be the
person(s) whose name(s) is/are subscribedto the within instrument
and acknowledged to me that he/she/they executed the same in
his/her/their authorized capacity(ies), and that by his/her/their
signature(s) on the instrument the person(s), or the entity upon
behalf of which the person(s) acted, executed the instrument.
WITNESS my hand and official seal.,
Signature of Notary Public
020514 lh 0072164 17
CITY OF PALO ALTO
Memorandum
May 17, 2002
TO:
SUBJECT:
City Council Members
Agenda Item No. 7: Approval of Professional Engineering Services
Contract With Carollo Engineers in the Amount of $2,324,637 For The
Design, Project Management and Administration of Phase I: Reservoir
Booster Station Improvements; Distribution System Water Quality
Enhancement; Existing Booster Station Improvements; And Reservoir,
Pump Station and Well Land Acquisition
This packet contains Contract Exhibits A-P which were inadvertently left out of the
above listed CMR: 248:02. This attachment is part of agenda item No.7 on the Council
agenda for 5/20/02.
JO:~ ULRICrl ( /
Dirdctor of City of Pa~l~ Alto Utilities
E~ H~SON -
Assistant City Manager
EXHIBIT A
SCOPE OF SERVICES
DUTIES OF CONSULTANT
PHASE I DISTRIBUTION SYSTEM IMPROVEMENTS PROJECT
INTRODUCTION
In December. 1999, the CITY completed the Water Wells, Regional Storage, and Distribution
System Study (1999 Study). The purpose of the 1999 Study was threefold:
Analyze the water distribution system’s ability to supply the water demands of the City when it
is built-out according to the Comprehensive Plan dated 1998 - 2010.
Evaluate the City’s ability to meet water demands (maximum day plus fire flow) when the
SFPUC supply is shut down foreight hours. This is the water supply emergency defined by the
California Department of Health Services (DHS) in a letter to the City dated April 2, 1997.
Assess how the SFPUC’s planned conversion to chloramine disinfection will impact water
quality in the City’s water distribution system.
The 1999 study recommended a suite of capital improvements to correct system deficiencies that
were identified in the study. .~
This project comprises the majority of the design work described in the 1999 Study related to
emergency supply and chloramine conversion improvements. Several work elements consist
largely of upgrades to existing pump stationsand pressure regulating stations. The design of those
elements will be completed in this Exhibit. The design and construction of the other major elements
(i.e. rehabilitating the existing wells, constructing the new wells, and constructing the new reservoir)
are handled separately (Phase II). Rehabilitating the existing wells and constructing the new wells
¯ (except for the proposed El Camino Park well) will be accomplished under a separate contract
(Phase II). Constructing a new reservoir is a complex matter requiring the buy-in from many
affected parties including Stanford University. For that matter, this Exhibit A includes the public
involvement program to assist the CITY with selecting and gaining approval for constructing a new
reservoir at one of the seven identified sites. Once the CITY has obtained the approval to develop a
new reservoir at one of the seven sites, the CITY will give the CONSULTANT notice to proceed
with one of the Exhibits C, or E through J. If the El Camino Park site is selected .for the new
reservoir (Exhibit C), the CITY will also give the CONSULTANT notice to proceed with Exhibit B to
develop the new El Camino Park well.
This Exhibit A consists of the following tasks:
Task A1 - Project Management
This task covers general project and quality management duties for the following:
a.The work covered in this Exhibit A.
The new El Camino Park well (Exhibit B).
The reservoir design services (for one reservoir) covered in Exhibits C and E
through J.
The construction management services covered in Exhibit D.
PA Phi Design Scope.ExA.042502.doc April 25, 2002
The budget for the anticipated preliminary and final design phase project meetings is also
included in this Task.
Task A2 - Planning Considerations
This task includes the effort involved in tracking the project budget and progress, developing
and assisting the CITY with its public involvement program for selecting a new reservoir site,
and a limited amount of as-needed services to further assist the CITY in selecting a new
reservoir site. One of the key elements of this task is to obtain approval from the interested
parties to construct a new reservoir at. one of the alternate sites. That approval will instigate
moving forward with one of the Exhibits C or E - J, and with Exhibit B if the El Camino Park site
is selected.
Task A3 - Pre-Design, Design, And Cost Criteria
This task includes performing preliminary design, final .design, and cost estimates for the
following projects:
a.Pump replacement and necessary mechanical, structural, electrical and instrumentation
upgrades at the Dahl, Corte Madera, and Quarry pump stations.
b.A new pressure area 4 pressure regulating station near the intersection of Page Mill
Road and Coyote Hill Road.
c.Reservoir mixing systems at the Monte Bello, Dahl, Park, and Mayfield reservoirs.
d.Ammonia feed systems at the Hale, Peers Park, and Rinconada well sites.
e.A water quality monitoring program.
f.Mobile dechlorination equipment.
g.Pressure regulating station upgrades at the Quarry, Corte Madera, Boronda, Park, and
Dahl booster stations.
In addition to developing plans, specifications and cost estimates for the above-described
improvements, CONSULTANT shall also assist the CITY during the bid procurement process
by answering questions from the bidding contractors and preparing addenda to the bid
documents.
SCOPE OF SERVICES
The following sections describe the detailed scope of services covered in this exhibit.
Task AI - PROJECT MANAGEMENT AND ADMINISTRATION
Task A1.1 - Project Management. Under this task, CONSULTANT will prepare, a Project Management
Plan, manage CONSULTANT’s team, and monitor project schedule and budget as described herein.
CONSULTANT shall:
1.Prepare a Project Management Plan with the following sections:
An introduction covering the project objectives and the project goals.
The scope of services and list of deliverables for all items included in this Exhibit A.
Key personnel assignments/organization chart.
Project schedule.
PA Phi Design Scope.ExA.O42502.doc April 25, 2002
.3.
Project budget.
A description of. the. quality management procedures of the project.
A description of the monthly project reporting.
h.A description of team communication procedures and contact information.
Maintain coordination of the project team consisting of the CONSULTANT and its
SUBCONSULTANTS. This task includes internal team meetings, meetings with various
subconsultants, and regular correspondence with team members.
CONSULTANT shall prepare monthly progress reports that include a summary of the work
completed by task for the month, the work anticipated to.be completed in the following month,
and a status report on the project schedule and budget. The budget for this task assumes a total
of 24 monthly project reports are generated. The progress reports will be drafted, disc.ussed,
finalized, and delivered to the CITY within three weeks after the subject month. This is to allow
coordination with the CONSULTANT’s billing cycle.
Deliverables:
Project Management Plan as described above.
Up to 24 monthly progress reports.
Task A1.2 - Project Meetings. Under this task, CONSULTANT will conduct preliminary and final design
phase project meetings as described herein. Project meetings to be held during the construction phase
are covered in Exhibit D.
CONSULTANT shall:
1.Conduct the following project meetings:
a.Project kickoff meeting,
b..21 additional preliminary and final design phase meetings as described in the Exhibits
A, B, C, and E through J of this contract. Meetings needed for construction phase
services (Exhibit D) are included in that Exhibit.
2.CONSULTANT shall prepare meeting summaries for the meetings conducted by the
CONSULTANT and provide them to the CITY within five working days following the meeting.
Deliverables:
1.Meeting agendas, and handout materials.
2.Meeting summaries of up to 22 meetings (the kickoff meeting and 21 additional meetings)
conducted by CONSULTANT.
Task A1.3 - Quality Management. CONSULTANT shall perform quality management reviews of
deliverables as described herein to maintain a standard of care consistent with other practicing
professional engineers performing the same or similar work at the time the notice to proceed is issued.
PA Phi Design Scope.ExA.042502.doc 3 April 25, 2002
CONSULTANT shall:
1.Dedicate senior staff with applicable experience to conduct quality management reviews of each
deliverable to the CITY. CONSULTANT shall provide the services of a senior-level engineer for
technical review of the project deliverables prior to submittal to the CITY.
Deliverables:
None.
Task A2 - PLANNING CONSIDERATIONS
Task A2.1 - Budget and Schedule Tracking. Under this task, CONSULTANT shall prepare and
maintain software tools for tracking the project schedule and budget.
CONSULTANT shall:
¯ 1.Prepare a project schedule using Microsoft Project with the critical milestones and estimated
duration for each of the CIP projects included under this agreement.
2.Update the schedule monthly and provide a printout. The budget is based on an assumed
project duration of 24 months.
Deliverables:
1.Microsoft Project schedule updated each month for 24 months.
Task A2.2 - Permit Assessment. Under this task, CONSULTANT shall identify the permits that are
necessary for completion of the design and construction phase services.
CONSULTANT shall:
1.Permit roadmap that defines the regulatory requirements, contacts, time lines, and subsequent
documentation needs for final design.
2.Obtaining right of way is not anticipated for the project and is not included in this scope of
services.
Deliverables:
1.A table summarizes the permit contacts and requirements.
Task A2,3 - Stakeholder Involvement. Under this task, CONSULTANT shall assist the CITY with
public involvement efforts. The focus of this task will be to involve the public parties that may be affected
by the new reservoir portion of this project. Public involvement for the other portions of this project
described in Task A.3.1 is not included in this contract because public resistance to those projects is not
anticipated. The ultimate goal of this task will be to obtain Council approval to construct a new reservoir
at one of the selected sites.
CONSULTANT shall:
PA Phi Design Scope.ExA.042502.doc 4 April 25, 2002
Develop the public involvement program with CITY staff input. The program will consist of a plan
and schedule for obtaining approval to proceed with designing and constructing a new reservoir
at one ofthe selected sites (construction by others).
Conduct one public involvement coordination meeting at the CITY’S offices to organize the
CITY’s efforts toward involving the public. The meeting will be attended by the CONSULTANT
and senior CITY officials involved in the public involvement process. It is assumed that the CITY
will provide a list of major stakeholders and potentially affected interests (PAls) including
Stanford University, the public, and the Architectural Review Board.
=
=
With CITY input, develop draft and final information packets and fact.sheets for distribution to
the stakeholders. The draft, packets will be presented at the first workshop and then finalized
based on comments received. The packets will contain some essential background material
defining the problem, various options, a proposed project schedule, and names and telephone
numbers of people to contact.
Conduct up to three (3) public involvement workshops with stakeholders and PAls. The first
workshop will be designed to provide the needed background information regarding the water
supply reliability problems the project is attempting to solve. The following meeting will be
designed to present the alternatives for consideration, elicit any new alternatives from the
public, and prepare an initial ranking of the alternatives. The third and final meeting will be
designed to prepare an opinion summary that captures the opinions of the public regarding the
alternatives including the alternative preferred by the public. It is assumed that the Consultant
will present the opinion summary to the CITY Council to obtain approval regarding which
reservoir site should be developed. This step. is critical for moving forward with design of a new
reservoir at any one of the identified, sites. Upon Council approval of the reservoir site,
CONSULTANT will receive direction from CITY to proceed with design services for the new
reservoir (included in one of the Exhibits C, E - J) and the new El Camino Park Well (Exhibit B)
if the El Camino Park site is selected for the new reservoir. It is anticipated that these workshops
will be held in the late afternoon in the CITY.
Conduct up to three (3) small group meetings with PAls near the selected new reservoir site.
These meetings will serve to provide technical detail and identif~ the concerns of the PAls such
that they may be addressed during the preliminary and final design phases of the project. It is
anticipated that these small group meetings will be held in the late afternoon in the CITY.
Develop, host, and maintain a project website to provide project information to the public and to
collect public comments on the projecL Public comments will be collected, tabulated,and sent
to the CITY in electronic form. Meeting minutes, action items, and recommendations from the
three public involvement workshops and the three small group meetings will be summarized,
tabulated, and postedto the website at the CITY’s request. The website shall be maintained for
the duration of the project (estimated at two years).
Deliverables:
1.Meeting minutes of the internal public involvement coordination meeting.
2.Draft and final information packets.
Agenda, presentation materials and minutes for the three (3) public involvement workshops.
Agenda, materials, and minutes for the three (3) small group meetings.
PA Phi Design Scope.ExA.042502.doc 5 April 25, 2002
o Project website.
Opinion summary resulting from the three workshops.
Final design recommendations resulting from the three small group meetings.
Task A2.4 - Additional Assistance for Reservoir Site Selection. Under this task, CONSULTANT
shall provide additional as-needed technical support services in support of the CITY’s efforts to make a
final new reservoir site .selection.
CONSULTANT shall:
Assist the CITY as needed to help facilitate final reservoir site selection. CONSULTANT shall
provide technical assistance and information in response .to the CITY’s requests for information.
2.The budget for this task is limited to $3,000.
Deliverables:
1.As determined during the as~needed services subject to the budget limitations of this task.
Task A3 - PRE-DESlGN, DESIGN, AND COST CRITERIA
Task A3.1 Pre-Design. Under this task, CONSULTANT shall perform the preliminary design work to
develop the basis for the final design efforts.
CONSULTANT shall:
1.Prepare a maximum of three alternative .conceptual designs for each of the following projects:
Pump replacement at the Dahl, Corte Madera, and Quarry pump stations as described
in the 1999 Study.
A new pressure area 4 pressure regulating station in the vicinity of the Quarry pump
station, and the intersection of Page Mill Road and Coyote Hill Road.
Reservoir mixing systems at the Monte Bello, Dahl, Park, and Mayfield reservoirs.
Ammonia feed systems at the Hale, Peers Park, and Rinconada well sites.
A water quality monitoring program for monitoring the parameters related to the SFPUC
conversion to chloramine disinfection.
Mobile dechlorination equipment for neutralizing the disinfectant from hydrant flows
during water main flushes.
Pressure regulating station upgrades at the Quarry, Corte Madera, Boronda, Park, and
Dahl booster stations as described in the 1999 Study.
The alternative conceptual designs will consist of a description, a simple graphic, a cost
estimate, and a listing of the pros and cons for each preliminary design. This predesign effort
will include the electrical, instrumentation, and SCADA considerations for each of the
improvement alternatives. Note that for some Of the projects there may be only one alternative
conceptual design that is practical and feasible.
CONSULTANT will assist the CITY in obtaining the permits needed to complete the projects
described in this task.
PA Phi Design Scope.ExA.042502.doc 6 April 25, 2002
Conduct a preliminary design meeting at the CITY’s offices where the CONSULTANT will
present the conceptual alternative designs. The meeting attendees will comment and select a
preferred alternative. The CITY will prepare an invitation list for the meeting consisting of
representatives from operations and engineering. CONSULTANT will document the decisions in
the meeting minutes.
CONSULTANT’s environmental subconsultant (ESA) will review each of the each of the seven
other project components, which are primarily improvements or upgrades to existing facilities,
and describe the CEQA review requirements of each. It appears that some of these projects will
not require CEQA review or can be addressed in a Categorical Exemption. CONSULTANT’s
environmental subconsultant will conduct a site reconnaissance of the existing facilities where
projects are proposed to confirm that CEQA Categorical Exemption is appropriate. If
CONSULTANT’s environmental subconsultant finds that there are sensitive resources or
environmental conditions that could raise the potential for impact, CONSULTANT’s
environmental subconsultant will recommend that that project be included in the Mitigated
Negative Declaration being prepared for the new reservoir (Exhibits C, E through J).
ESA will prepare an administrative draft Categorical Exemption for review and comment by the
City and CONSULTANT. ESA will respond to one round of comments on the administrative draft
documents and prepare the updated Categorical Exemption for posting with the County clerk.
Geotechnical information shall be gathered to design the pipeline crossing under Page Mill
Road for the new redundant PA4 PRS~ Perform a geologic site reconnaissance, and prepare a
geologic map showing the geologic units and/or hazards affecting construction. Drill, log, and
sample up to four (4) borings to depths up to 10 feet. Backfill the borings with cement grout.
Dispose of the cuttings in accordance with CITY standards. Perform laboratory tests on the
collected soil samples to evaluate the engineering characteristics of the subsurface soils.
Perform engineering analysis based on t,~e results obtained from the above tests and develop
recommendations for design and construction.
Conduct a field survey at the site of the new PA4 pressure regulating station to establish ground
control for aerial photography, mapping, and field location (x,y) of surface utilities. Horizontal
coordinates will be referenced to the California Coordinate System of 1983, 1991.35 epoch
(CCS83 (1991.35), Zone 3. Elevations will be based on the North American Vertical Datum of
1988. Digital photogrammetric mapping will be compiled for the pipeline route. A field survey will
be performed in these areas to locate all surface utilities. The CONSULTANT will perform
pothoiing at selected utilities, and a survey crew will return to the site for up to two (2) days to
locate these potholes
Prepare a basis of design document for the selected alternatives. This document will provide the
final facility configuration and design criteria to initiate final design efforts. The intent is for the
CITY to accept the basis of design in this task so that changes in concept, configuration, and
design criteria are avoided once the detailed design is in progress. This document will include a
brief summary of the selected alternatives, the final design criteria, the descriptions of the
alternatives, and a summary of the meeting where the alternatives were selected.
Deliverables:
1.Conceptual design of the improvement projects.
2.Categorical exemption documents for the improvement projects.
PA Phi Design Scope.ExA.042502.doc 7 April 25, 2002
Geotechnical report with recommendations needed for final design.
Aerial photograph of the new PA4 pressure regulating station site.
Basis of lesign document for the selected alternatives.
Task A3,2 - Final Design. CONSULTANT shall prepare final design documents for the improvement
alternatives selected in Task 3.1. The CONSULTANT’s level of effort budget allowance for this Task is
limited to 2,428 hours as shown on Exhibit L. If additional level of effort is required to adequately design
and describe the work, the CITY will issue a change order to the CONSULTANT for a mutually agreed
amount.
CONSULTANT shall:
Prepare 35 percent design submittal package. The 35 percent drawings will include sufficient
dimensions and description of the selected components to illustrate how the concepts
developed in Task A3.1 will be implemented. The level of detail shall include such items as
facility siting, facility dimensions, equipment locations and relative size, piping and other
appurtenance locations, and proposed process and system control diagrams.
Specifications will not be developed at this stage of design. Draft control descriptions of the new
equipment will be prepared for review.
The 35 percent submittal package will also include the following:
Site plans
Piping and instrumentation diagrams.
Piping layout drawings.
Building floor plan.
Equipment locations for all major equipment.
Control descriptions.
Equipment data sheets for all major equipment.
Instrument lists.
Drawing list.
List of specific items requiring CITY decision.
Updated project cost estimate and project schedule.
The purpose of these documents is to provide sufficient information for CITY staffto assess and
identify potential impacts of the improvements on the project goals, operational constraints, and
maintenance issues including equipment experiences or preferences.
Prepare 65 percent design submittal package. The 65 percent drawings will include additional
dimensions and description of the selected components to illustrate how the concepts
developed in Task 3.1 will be implemented. The level of detail shall include such items as facility
siting, facility dimensions, equipment locations and relative size, piping and other appurtenance
locations, and proposed process and system control diagrams. The 65 percent submittal will
account for the~comments received from the CITY on the 35 percent submittal.
Specifications will include an outline of proposed construction sequencing and constraints;
general criteria, installation requirements and testing .procedures for major equipment; and
listing of proposed bid item breakdown.
The 65 percent submittal package will also include the following:
PA Phi Design Scope.ExA.O42502.doc 8 April 25, 2002
Typical details.
Site plans
Piping and instrumentation diagrams.
Piping layout drawings.
Building elevations and floor plan (if applicable).
Equipment layouts for all major equipment.
Electrical single line drawings.
Control descriptions.
Control system architecture block diagrams (SCADA).
Equipment data sheets for all major equipment.
Instrument lists.
Drawing list.
Specification table of contents.
Specification sections for major equipment.
Draft standard and special provisions.
List of specific items requiring CITY decision.
Updated project cost estimate
Prepare 90 percent design submittal package. The 90 percent submittal package will address all
the CITY’s comments on the 65 percent submittal package as well as the comments resulting
from the CONSULTANT’S internal QNQC program. This submittal will represent a near-
biddable set of construction documents. The purpose of this submittal is to allow the CITY a
.final opportunity for comments.
Prepare a 100 percent design submittal package. The 100 percent submittal package will
address the final comments made by the CITY’s review team as well as the CONSULTANT’S
review team. The purpose of this submittal package is to present to the CITY how the final
comments were addressed and to obtain buy-in prior to preparing the bid package.
Prepare a maximum of two bid packages. If El Camino Park is selected as the new reservoir
site, one bid package will be prepared for the El Camino Park well (Exhibit B), and another will
be prepared for the new reservoir (Exhibit C) and the improvements described in this Exhibit A.
If anyofthe alternative sites is selected for the new reservoir, then only one bid package will be
prepared. It is assumed that the CITY will not be able to construct the El Camino Park Well
described in Exhibit B if itcannot build the El Camino Park Reservoir. Design and construction
of a new well at a site other than El Camino Park is not included in this contract.
CONSULTANT shall assist the CITY during bidding by conducting one (1) on-site pre-bid
conference, answering bidding contractor’s questions during the bid period, and preparing up to
two (2) addenda, as needed.
CONSULTANT services such as conducting a preconstruction conference, preparing conformed
drawings, inspection, construction management, and submittal review are included under
Exhibit D. CONSULTANT shall receive a separate notice to proceed from the CITY when
construction management services are to begin.
Deliverables:
1.2 full-size copies and 10 half-size copies of the 35 percent drawings.
2.10 copies of the 35 percent specifications.
3.35 percent design cost estimate.
PA Phi Design Scope.ExA.042502.doc April 25, 2002
5.
6.
7.
8.
9.
10.
11.
12.
13.
2 full-size copies and 10 half-size copies of the 65 percent drawings.
10 copies of the 65 percent specifications.
65 percent design cost estimate.
2 full-size copies and 10 half-size copies of the 90 percent drawings.
10 copies of the 90 percent specifications.
90 percent design cost estimate.
1 full-size copy and 5 half-size copies of the 100 percent drawings.
5 copies of the 100 percent specifications.
100 percent design cost estimate.
Bid set documents: 1 .CD of the final drawings and specifications~ 1 master full-size reverse-
plotted mylars, 1 print-ready master set of specifications, 100 half-size copies of the drawings,
and 100 copies of the project specifications.
PA Phi Design Scope.ExA.042502.doc 10 April 25, 2002
EXHIBIT B
SCOPE OF WORK
DUTIES OF CONSULTANT
~PRELIMINARY AND FINAL DESIGN OF THE EL CAMINO PARK WELL
INTRODUCTION
In December 1999, the CITY completed the Water Wells, Regional Storage, and Distribution
System Study (1999 Study). The purpose of the 1999 Study was threefold:
¯Analyze the water distribution system’s ability to Supply the water demands of the City when it
is built-out according to the Comprehensive Plan dated 1998 - 2010.
¯Evaluate the City’s ability to meet water demands (maximum day plus fire flow) when the
SFPUC supply is shut down for eight hours. This is the water supply emergency defined by the
California Department of Health Services (DHS) in a letter to the City dated April 2, 1997.
¯Assess how the SFPUC’s planned conversion to chloramine disinfection will impact water
quality in the City’s water distribution system.
The 1999 study recommended a suite of capital improvements to correct system deficiencies that
were identified in the study. The El Camino Park well is only one the many improvements
recommended in the Water Wells, Regional Storage, and Distribution System Study (1999 Study).
The well will improve the ability of the CITY’S water distribution system to supply water during water
supply, emergencies, particularly to the CITY’s pressure area 3. The purpose of the El Camino Park
well is to provide a sustained water supply to.pressure area 3 when the SFPUC aqueducts are shut
down due to severe damage caused by an earthquake or some other emergency.
At the time this scope of services was drafted, the CITY had not yet received approval from
Stanford University, the landowner, to construct the well at the park. As such, the work described in
this Exhibit will only be performed if the CITY receives that approval. If the CITY does not receive
such approval, it will need to pursue constructing a well at an alternative site. Selecting the
alternative site and constructing a new well at that location are not covered in this contract.
This Exhibit B consists of the following tasks:
Task B1 - Preliminary Design
This task entails performing preliminary design efforts for the new El Camino Park well that consist
of the following:
Construct a test hole to determine the final design of the well casing and screens and
the capacity of the pumping system.
Perform the environmental work needed to comply with CEQA requirements for the new
well construction.
Prepare an aerial survey of the site for the new well and the discharge pipeline.
Route the discharge pipeline to avoid existing utilities.
Prepare a basis of design (preliminary design) report to document the final design
criteria of the new well.
Task B2 - Final Design
In addition to developing plans, specifications, and cost estimates for the new El Camino Park well,
CONSULTANT shall also assist the CITY with answering questions from the bidding contractors.
PA Phi Design Scope.ExB.042502.doc 1 April 25, 2002
SCOPE OF SERVICES
The following sections describe the detailed scope of services covered in this exhibit.
Task BI Pre-Design. Under this task, CONSULTANT shall perform the preliminary design work to
develop the basis for the final design efforts.
CONSULTANT shall:
CONSULTANT’s hydrogeologist subconsultant will hire a drilling contractor to construct the test
hole. The test hole will be six-inches in diameter and drilled to a depth of 800 feet. During
drilling, lithologic samples from the borehole will be collected and logged by a qualified
geologist. After reaching final depth, the borehole will be geophysically logged (resistivity,
spontaneous potential and natural gamma). Upon completion of the test hole, borehole will be
backfilled with concrete in accordance with State law.
It is assumed that the test hole drilling can take place on an 8-hour daylight basisand can be
completed in approximately one (1) week. It is also assumed that required permits for test hole
drilling will be limited to a well construction permit. It is assumed that special permitting or
environmental review will not be required. The budget for this task includes permitting of the test
hole drilling with Santa Clara County Health Department and,Santa Clara Valley Water District,
contractor services, hydrogeologic supervision and data collection, and preparation of brief data
transmittal to City staff.
Data from the test h01e will be compiled, reviewed, and compared with available proximate
hydrogeologic data. The compiled data will be utilized to prepare a draft basis-of-design for the
new well. This document will recommend an overall well design, an approach to construction
techniques, and discuss well constructiof= logistical issues.
It is assumed that the CEQA compliance effort for the new well will be performed as part of the
effort for the proposed El Camino Park reservoir (Exhibit C). It isexpected that if the CITY does
not get approval to construct the El Camino Park reservoir, it will not have the authority to
construct a new well there either. The effort required to perform separate CEQA compliance
efforts for the well and the reservoir are not included in this scope of services.
If the CITY gets authority to construct the proposed El Camino Park reservoir, the
CONSULTANT’s environmental subconsultant will conduct a site reconnaissance and review
available information (including .biological and.cultural resource databases) to prepare a
preliminary assessment of environmental opportunities and constraints. CONSULTANT shall
summarize this information into a concise letter report.
CONSULTANT’s environmental subconsultant shall prepare CEQA documentation to address
the proposed new reservoir and well projects at the El Camino Park site. At this time, we
anticipate that a Mitigated Negative Declaration will be appropriate. This assumption will be
confirmed through our project evaluation and preparation of the Initial Study. Our basic scope of
services addresses a single preferred site location for the reservoir and the well. ¯
CONSULTANT’s environmental subconsultant shall prepare an administrative draft Initial Study
to evaluate the potential impacts of the proposed reservoir, pump station, and new well. We will
use the CEQA Checklist and address all issues, including the following:
Land Use: Assessment of temporary/permanent displacement of existing land uses.
PA Phi Design Scope.ExB.042502.doc 2 April 25, 2002
ConstructionlOperation Effects. Assessment of site features related to:
-Noise - construction and operational noise effects on sensitive land uses
Air quality/dust - construction air quality effects on adjacent land uses
Traffic - primarily construction effects on adjacent roadways and land uses of
concern
Chemical use and hazardous materials - primarily construction related.
Visual quality - views of project area from adjacent land uses
Biological resources -inciuding potential heritage trees and Game Refuge impacts
Water resources - primarily creeks and drainages that could be affected by site
runoff and groundwater impacts
-Cultural/historic resources - effects on known and previously undiscovered
resources
Recreation resoumes- construction and operational effects on athletic fields at the
reservoir site or other recreational resources within the project area, such as bicycle
routes or other parks
CONSULTANT’s environmental subconsultant shall respond to one round of comments on the
administrative draft documents and prepare the Initial Study / Mitigated Negative Declaration,
including the Mitigation Monitoring and Reporting Program, for public circulation.
CONSULTANT’s environmental subconsultant shall also prepare the Notice of Availability /
Notice of Intent to adopt a Mitigated Negative Declaration.
Following receipt of comments on the Initial Study / Mitigated Negative Declaration,
CONSULTANT’s environmental subconsultant shall then prepare responses to comments, in
conjunction with the CITY. CONSULTANT’s environmental subconsultant shall also complete
the Mitigation Monitoring and Reporting Program and prepare a Notice of Determination for the
project.
CONSULTANT’s environmental subconsultant evaluation shall be based on a review of the
project description, site reconnaissance, literature review, review of studies under preparation
by other specialists, and informal consultation with relevant regulatory agencies.
Prepare aerial and topographic surveys of the well site. As with the CEQA compliance efforts
described in task B1.2 above, this work is assumed to be conducted with the survey work
performed for the proposed El Camino Park reservoir (Exhibit C).
Set control at the site. Perform a flight to obtain high-resolution black and white, vertical aerial
photography using a precision, calibrated, cartographic camera. Photography will be taken at a
height of 1,200 feet above mean terrain, which will result in an average photo scale of 1:2,400 (1
inch = 200 feet). The number of models and photos will vary according to the length of pipeline
right of way to be mapped.
After receiving the new vertical photos, prepare digitally compiled photogrammetric mapping at
the site. Mapping will be at a scale of 1 inch = 20 feet, with a contour interval of one foot.
Following compilation of the digital photogrammetry, a field crew will be mobilized to check the
photogrammetric product, and provide a surface utility survey of the reservoir site and pipeline
right of way. Planimetric features will be verified and added if necessary. Utilities to be located
shall include but not be limited to storm and sanitary drainage structures, electric power and
electronic transmission facilities, visible water pipelines and structures, and other visible
indicators of utility structuri~s. Utilities gathered will be added to the mapping product.
Conduct a utility conflict survey to develop potential route(s) for the discharge pipeline. Review
PA Phi Design Scope.ExB.042502.doc April 25, 2002
available as-built drawings to identify potential conflicts with existing utilities. Prepare
recommended pipeline route including whether existing utilities should be relocated.
Conduct a well preliminary design meeting at the CITY’S offices where the CONSULTANT will
present the preliminary design. The CITY will prepare an invitation list for the meeting consisting
of representatives from operations and engineering. CONSULTANT will document the decisions
in the meeting minutes.
Prepare a basis of design document for the new well. This document will provide the final facility
configuration and design criteria to initiate final design efforts. The intent is for the CITY to
accept the basis of design in this task so that changes in concept, configuration, and design
criteria are avoided once the detailed design is in progress. This document will include a brief
summary of the selected configuration, the final design criteria, and a summary of the meeting
where the alternatives were selected.
Deliverables:
2.
3.
4.
5.
6.
7.
8.
9.
Basis-of-design report from the well test hole program.
Administrative draft, draft, and final versions of the mitigated negative declaration.
Initial Study / Mitigated Negative Declaration.
Notice of Availability / Notice of Intent.
Responses to Comments on the draf~ Initial Study / Mitigated Negative Declaration.
Final Mitigation Monitoring and Reporting Program.
Notice of Determination.
Digital electronic file of the aerial photography and survey.
Minutes of the well project selection meeting.
Basis of design report for the new well.
Task B2 - Final Design. CONSULTANT shall prepare final design documents for the improvement
alternative selected. The CONSULTANT’s level of effort budget allowance for this Task is limited to
1,196 hours as shown on Exhibit L. If additional level of effort is required to adequately design and
describe the work, the CITY will issue a change order to the CONSULTANT for a mutually agreed
amount.
CONSULTANT shall:
1. Prepare 35 percent design submittal package. The 35 percent drawings will include sufficient
dimensions and description of the selected components to illustrate how the concepts
developed in Task B1 will be implemented. The level of detail shall include such items as facility
siting, facility dimensions, equipment locations and relative size, piping and other appurtenance
locations, and proposed process and system control diagrams.
Specifications will not be developed at this stage of design. Draft control descriptions of the new
equipment will be prepared for review.
The 35 percent submittal package will also include the following:
Site plans
Piping and instrumentation diagrams (SCADA).
PA Phi Design Scope.ExB.042502.doc 4 April 25, 2002
Piping layout drawings.
Equipment locations for all major equipment.
Control descriptions.
Equipment data sheets for all major equipment.
Instrument lists.
Drawing list.
List of specific items requiring CITY decision.
Updated project cost estimate and schedule.
The purpose of these documents is to provide sufficient information for CITY stafft0 assess and
identify potential impacts and effects of the improvements to project goals, operational
constraints, and maintenance issues including equipment experiences or preferences.
Prepare 65 percent design submittal package. The 65 percent drawings shall include such items
as facility siting, facility dimensions, equipment locations and relative size, piping and other
appurtenance locations, and proposed system control diagrams.
Specifications will include an outline of proposed construction sequencing and constraints;
general criteria, installation requirements and testing procedures for major equipment; and
listing of proposed bid item breakdown.
The 65 percent submittal package will also include the following:
Typical details.
Piping and instrumentation diagrams.
Piping layout drawings.
Equipment layouts for all major equipment.
Electrical single line drawings..
Control descriptions.
Control system architecture block diagrams (SCADA).
Equipment data sheets for all major equipment.
Instrument lists.
Drawing list.
Specification table of contents.
Specification sections for major equipment.
Draft standard and special provisions.
List of specific items requiring City decision.
Updated project cost estimate
Prepare 90 percent design submittal package. The 90 percent submittal package will address all
the City’s comments on the 65 percent submittal package as well as the comments resulting
from the CONSULTANT’S internal QA/QC program. This submittal will represent a near-
biddable set of construction documents. The purpose of this submittal is to allow the City a final
opportunity for comments.
Prepare a 100 percent design submittal package. The 100 percent submittal package will
address the final comments made by the City’s review team as well as the CONSULTANT’S
review team. The purpose of this submittal package is to present to the City how the final
comments were addressed and to obtain buy-in prior to preparing the bid package.
Prepare a single bid package combined with the improvements designed under Exhibit A. The
CITY will advertise the bid package to obtain bids from qualified contractors.
CONSULTANT shall assist the CITY during bidding by conducting one (1) on-site pre-bid
PA Phi Design Scope.ExB.042502.doc April 25, 2002
conference, answering bidding contractor’s questions during the bid period, and preparing up to
two (2) addenda, as needed.
CONSULTANT services such as conducting a preconstruction conference, preparing conformed
drawings, inspection, construction management, and submittal review are included under
Exhibit D. CONSULTANT shall receive a separate notice to proceed from the CITY when
construction management services are to begin.
Deliverables:
2.
3.
4.
5.
6.
7.
8.
9.
12.
13.
2 full-size copies and 10 half-size copies of the 35 percent drawings.
10 copies of the 35 percent specifications.
35 percent design cost estimate.
2 full-size copies and 10 half-size copies of the 65 percent drawings.
10 copies of the 65 percent specifications.
65 percent design cost estimate.
2 full-size copies and 10 half-size copies of the 90 percent drawings.
10 copies of the 90 percent specifications.
90 percent design cost estimate. ..
1 full-size copy and 5 half-size copies of the 100 percent drawings.
5 copies of the 100 percent specifications.
100 percent design cost estimate.
Bid set documents: 1 CD of the final drawings and specifications, 1 master full-size reverse-
plotted mylars, 1 print-ready master set of specifications, 100 half-size copies of the drawings,
and 100 copies of the project specifications.
PA Phi Design Scope.ExB.042502.doc 6 April 25, 2002
EXHIBIT C
SCOPE OF WORK
DUTIES OF CONSULTANT
PRELIMINARY AND FINAL DESIGN OF THE EL CAMINO PARK RESERVOIR
INTRODUCTION
In December 1999, the CITY completed the Water Wells, Regional Storage, and Distribution
System Study (1999 Study). The purpose of the 1999 Study was threefold:
¯Analyze the water distribution system’s ability to supply the water demands of the City when it
is built-out according to the Comprehensive Plan dated 1998 - 2010.
¯Evaluate the City’s ability to meet water demands (maximum day plus fire flow) when the
SFPUC supply is shut down for eight hours. This is the water supply emergency defined by the
California Department of Health Services (DHS) in a letter to the City dated April 2, 1997.
¯Assess how the SFPUC’s planned conversion to chloramine disinfection will impact water
quality in the City’s water distribution system.
The El Camino Park reservoir is only one of.the many improvements recommended in the 1999 Study.
The reservoir will.improve the ability of the CITY’s water distribution system to supply water during DHS-
defined water supply emergency, as well as other water supply emergencies. Specifically, this reservoir
will assist in fire suppression efforts in the CITY’s pressure areas 1 and 3.
At the time this scope of services was drafted, the CITY had not yet received approval from Stanford
University, the landowner, to construct the reservoir at the park. As such, the work described in this
Exhibit will only be performed if the CITY receives that approval. If the CITY does not receive such
approval, it will need to pursue constructing a reservoir at an alternative site. Six; alternative reservoir
sites were identified in the 1999 Study. The work involved in preparing preliminary and final designs for
a reservoir at any of the alternate sites is covered under Exhibits E through J.
This Exhibit C consists of the following tasks:
Task Cl - Preliminary Design
This task entails performing preliminary design efforts for the new El Camino Park reservoir that
consist of the following:
Prepare conceptual design alternatives for the new reservoir for the CITY to select one
for implementation.
bo Perform the environmental work needed to comply with CEQA requirements for the new
reservoir construction.
do
f.
g.
h.
Develop architectural renderings of the proposed above-ground facilities (pump station)
for review, comment, and approval.
Conduct the geotechnical investigation necessary for final structural design.
Conduct the photogrammetric topographical survey to support final design efforts.
Route the inlet/outlet pipeline to avoid existing utilities.
Conduct a preliminary design meeting to finalize the design criteria.
Prepare a basis ofdesign (preliminary design) report to document the final design
criteria of the new reservoir.
PA Phi Design Scope.ExC.042502odoc April 25, 2002
Task C2 - Final Design
In addition to developing plans, specifications, and cost estimates for the new El Camino Park
reservoir, CONSULTANT shall also assist the CITY with answering questions from the bidding
contractors.
SCOPE OF SERVICES
The following sections describe the detailed scope of services covered in this exhibit.
Task C1 Pre,Design. Under this task, CONSULTANT shall perform the preliminary design work to
develop the basis for the final design efforts.
CONSULTANT shall:
Prepare conceptual designs of a maximum of three improvement alternatives for the new
reservoir and pump station. A description, capital construction cost estimate, 8.5xl 1 inch
graphic, and a listing of the pros and cons will be prepared for each of the improvement
alternatives. The project alternative descriptions of the pros and cons will incorporate the results
of the environmental and geotechnical studies conducted in this task, as appropriate.
It is assumed that the CEQA compliance effort for the new El Camino Park reservoir will be
performed as part of the effort for the proposed El Camino Park well (Exhibit B). The effort
required to perform separate CEQA compliance efforts for the well and the reservoir are not
included in this scope of services.
If the CITY gets authority to construct the proposed El Camino Park reservoir, the
CONSULTANT’s environmental subcansultant will conduct a site reconnaissance and review
available information (including biological and cultural resource databases) to prepare a
preliminary assessment of environmental opportunities and constraints. CONSULTANT shall
summarize this information into a concise letter report.
CONSULTANT’s environmental subconsultant shall prepare CEQA documentation to address
the proposed new reservoir and well projects at the El Camino Park site. At this time, we
anticipate that a Mitigated Negative Declaration will be appropriate. This assumption will be
confirmed through our project evaluation and preparation of the Initial Study. Our basic scope of ¯
services addresses a single preferred site location for the reservoir and the well.
CONSULTANT’s environmental subconsultant shall prepare an administrative draft Initial Study
to evaluate the potential impacts of the proposed reservoir and new well. We will use the CEQA
Checklist and address all issues, including the following:
Land Use: Assessment of temporary/permanent displacement of existing land uses.
Construction/Operation Effects. Assessment of site features related to:
Noise - construction and operational noise effects on sensitive land uses
Air quality/dust - construction air quality effects on adjacent land uses
Traffic - primarily construction effects on adjacent roadways and land uses of
concern
Chemical use and hazardous materials - primarily construction related
Visual quality - views of project area from adjacent land uses
Biological resources - including potential heritage trees, and Game Refuge impacts
Water resources - primarily creeks and drainages that could be affected by site
runoff and groundwater impacts
PA Phi Design Scope.ExC.042502.doc April 25, 2002
Culturallhistoric resources - effects on known and previously undiscovered
resources
Recreation resources- construction and operational effects on athletic fields at the
reservoir site or other recreational resources within the project area, such as bicycle
routes or other parks
o
CONSULTANT’s environmental subconsultant shall respond to one round of comments on the
administrative draft documents by preparing the Initial Study / Mitigated Negative Declaration,
including the Mitigation Monitoring and Reporting Program, for public circulation.
CONSULTANT’s environmental subconsultant shall also prepare the Notice of Availability /
Notice of Intent to adopt a Mitigated Negative Declaration.
Following receipt of comments on the Initial Study/ Mitigated Negative Declaration,
CONSULTANT’s environmental subconsultant shall then prepare responses to comments, in
conjunction with the CITY. CONSULTANT’s environmental subconsultant shall also complete
the Mitigation Monitoring and Reporting Program and prepare a Notice of Determination for the
project.
CONSULTANT’s environmental subconsultant evaluation shall be based on a review of the
project description, site reconnaissance, literature review, review of studies under preparation
by other specialists, and informal consultation with relevant regulatory agencies.
Develop a preliminary architectural design for the new pump station, Deliverables will include
rendered elevations (color pencil) and sketch perspectives of the selected design.
.Prepare the final geotechnical design criteria. Obtain the field data necessary to provide
recommendations for design. Key activities are as follows:
Review the available geotechnical data for this site and for other sites in the vicinity.
Review published maps and geologic reports pertinent to the site area and develop a
summary of geologic and seismic conditions and considerations.
Visit the site, document, and mark boring locations with white paint. Notify Underground
Service Alert at least 72 hours in advance of the planned explorations to mark the
known utilities within the exploration areas for possible conflicts with our borings.
Obtain a drilling permit for the 50-foot-deep borings, as required by the Santa Clara
Valley Water District (SCVWD) for all borings deeper than 45 feet.
Drill, log, and sample four (4) borings to a minimum depth of 50 feet using a truck-
mounted drilling rig utilizing hollow-stem.augers under the direction of a geotechnical
engineer. Backfill the borings with cement grout, as required by the SCVWD. Measure
and record the depth to groundwater within the borings, if encountered. Dispose of the
drill cuttings off-site.
Perform laboratory tests on the collected soil samples to evaluate the engineering
characteristics of the Subsurface soils, including direct shear and triaxial shear strength,
classification, shrink-swell, consolidation, gradation, and moisture density, as judged
appropriate.
Perform engineering analyses based on the results obtained from the above tasks and
develop recommendations oriented toward the above-stated purpose of these services.
Prepare a report summarizing the findings and recommendations, including a vicinity
map, a vicinity geologic map, a site plan, boring logs, laboratory test results, and
conclusions and recommendations.
Prepare aerial and topographic surveys of the reservoir site. As with the CEQA compliance
efforts described in task Cl .2 above, this work is assumed to be conducted with the survey work
PA Phi Design Scope.ExC.042502.doc April 25, 2002
performed for the proposed El Camino Park well (Exhibit B).
Set control at the site. Perform a flight to obtain high-resolution black and white, vertical aerial
photography using a precision, calibrated, cartographic camera. Photography will be taken at a
height of 1,200 feet above mean terrain, which will result in an average photo scale of 1:2,400 (1
inch = 200 feet). The number of models and photos will vary according to the length of pipeline
right of way to be mapped.
After receiving the new vertical photos, prepare digitally compiled photogrammetric mapping at
the site. Mapping will be at a scale of 1 inch = 20 feet, with a contour interval of one foot.
Following compilation of the digital photogrammetry, a field crew will be mobilized to checkthe
photogrammetric product, and provide a surface utility survey of the reservoir site and pipeline
right of way. Planimetric features will be verified and added if necessary. Utilities to be located
shall include but not be limited to storm and sanitary drainage structures, electric power and
electronic transmission-facilities, visible water pipelines and structures, and other visible
indicators of utility structures. Utilities gathered will be added to the mapping product.
=
Conduct a utility conflict survey to develop potential route(s) for the discharge pipeline. Review
available as-built drawings .to identify potential conflicts with existing utilities. Prepare
recommended pipeline roete including whether existing utilities should be relocated.
Conduct a reservoir preliminary design meeting at the CITY’s offices where the CONSULTANT
will’present the preliminary design.. The CITY will prepare an invitation list for the meeting
consisting of representatives from operations and engineering. CONSULTANT will document
the decisions in the meeting minutes.
Prepare a basis of design document for the new reservoir. This document will provide the final
facility configuration and design criteria to initiate final design efforts. The intent is for the CITY
to accept the basis of design in this task so that changes in concept, configuration, and design
criteria aro avoided once the detailed design is in progress. This document will include a brief
summary of the selected configuration, the final design criteria, and a summary of the meeting
where the alternatives were selected.
Deliverables:
1.Conceptual design of the improvement projects.
2.Preliminary assessment letter report.
3.Administrative draft, draft, and final versions of the mitigated negative declaration.
4.Architectural design concepts of the new pump station.
5.Geotechnical report of the reservoir site.
6.A technical memorandum covering the utility conflict survey and recommendations to
avoid/address identified conflicts.
7.Minutes of the reservoir project selection meeting.
8.Basis of design of the selected alternative.
Task C2 - Final Design. CONSULTANT shall prepare final design documents for the improvement
alternative selected in Task C1. The CONSULTANT’s level of effort budget allowance for this Task is
PA Phi Design Scope.ExC.042502.doc 4 April 25, 2002
limited to 3,083 hours as shown on Exhibit L. If additional level of effort is required to adequately design
and describe the work, the CITY will issue a change order to the CONSULTANT for a mutually agreed
amount.
CONSULTANT shall:
Prepare 35 percent design submittal package. The 35 percent drawings will include sufficient
dimensions and description of the selected components to illustrate how the concepts
developed in Task C1 will be implemented. The level of detail shall include such items as facility
siting, facility dimensions, equipment locations and relative size, piping and other appurtenance
locations, and proposed process and system control diagrams.
Specifications will not be developed at this stage ofdesigno Draft control descriptions of the new
equipment will be prepared for review.
The 35 percent submittal package will also include the following:
Site plans
Piping and instrumentation diagrams.
Piping layout, drawings.
Equipment locations for all major equipment.
Control descriptions.
Equipment data sheets for all major equipment.
Instrument lists.
Drawing list.
List of specific items requiring CITY decision.
Updated project cost estimate and schedule.
The purpose of these documents is to provide sufficient information for CITY staffto assess and
identify potential impacts and effects of the improvements to project goals, operational
constraints, and maintenance issues including equipment experiences or preferences.
Prepare 65 percent design submittal package. The 65 percent drawings shall include such items
as facility siting, facility dimensions, equipment locations and relative size, piping and other
appurtenance locations, and proposed system control diagrams.
Specifications will include an outline of proposed construction sequencing and constraints;
general criteria, installation requirements and testing procedures for major equipment; and
listing of proposed bid item breakdown.
The 65 percent submittal package will also include the following:
Typical details.
Piping and instrumentation diagrams.
Piping layout drawings.
Equipment layouts for all major equipment.
Electrical single line drawings.
Control descriptions.
Control system architecture block diagrams (SCADA).
Equipment data sheets for all major equipment.
Instrument lists.
Drawing list.
Specification table of contents.
Specification sections for major equipment with SCADA integration and startup plan.
PA Phi Design Scope.ExC.042502.doc 5 April 25, 2002
Draft standard and special provisions.
List .of specific items requiring CITY decision.
Updated project cost estimate and schedule.
Prepare 90 percent design submittal package. The 90 percent submittal package will address all
the CITY’s comments on the 65 percent submittal package as well as the comments resulting
from the CONSULTANT’S internal QA/QC program. This submittal will represent a near-
biddable set of construction documents. The purpose of this submittal is to allow the CITY a
final opportunity for comments.
Prepare a 100 percent design submittal package. The 100 percent submittal package will
address the final comments made by the CITY’s review team as well as the CONSULTANT’S
review team. The purpose of this submittal package is to present to the CITY how the final
comments were addressed and to obtain buy-in prior to preparing the bid package.
Prepare a single bid package combined with the improvements designed under Exhibit A. The
CITY will advertise the bid package to obtain bids from qualified contractors.
CONSULTANT shall assist the CITY during bidding by conducting one (1) on-site pre-bid
conference, answering bidding contractor’s questions during the bid period, and preparing up to
two (2) addenda, as needed.
CONSULTANT services such as conducting a preconstruction conference, preparing conformed
drawings, inspection, construction management, and submittal review are included under
Exhibit D. CONSULTANT shall receive a separate notice to proceed from the CITY when
construction management services are to begin.
Deliverables:
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
2 full-size copies and 10 half-size copies of the 35 percent drawings.
10 copies of the 35 percent specifications.
35 percent design cost estimate.
2 full-size copies and 10 half-size copies of the 65 percent drawings.
10 copies of the 65 percent specifications.
65 percent design cost estimate.
2 full-size copies and 10 half-size copies of the 90 percent drawings.
10 copies of the 90 percent specifications.
90 percent design cost estimate.
1 full-size copy and 5 half-size copies of the 100 percent drawings.
5 copies of the 100 percent specifications.
100 percent design cost estimate.
PA Phi Design Scope.ExC.042502.doc 6 April 25, 2002
13.Bid set documents: 1 CD of the final drawings and specifications, 1 master full-size reverse-
plotted mylars, 1 print-ready master set of specifications, 100 half-size copies of the drawings,
and 100 copies of the project specifications.
PA Phi Design Scope.ExC.042502.doc April 25, 2002
EXHIBIT D
CONSTRUCTION SUPPORT SERVICES
DUTIES OF CONSULTANT
PHASE I DISTRIBUTION SYSTEM IMPROVEMENTS PROJECT
INTRODUCTION
The Water Wells, Regional Storage, and Distribution System Study (1999 Study) recommended
constructing a number of water distribution system improvements to improve its reliability during water
supply, emergencies. Those improvements included upgrades to the pump stations and pressure
regulating stations in the Foothills, a new pressure area 4 pressure regulating station, mixing systems at
several reservoirs, ammonia feed systems at several wells, and other improvements as described in
Exhibit A. The 1999 Study also recommended constructing a new well and a new reservoir at El Camino
Park. At the time of the 1999 Study, however, the CITY had not received approval from Stanford
University (the park landowner) to construct the reservoir there. As such, alternative reservoir sites were
identified. The Juana Brione,~ Park site, located behind the Jewish Community Center on Arastradero
Road, is one of the six alternative reservoir sites. The work related to the new well is covered in Exhibit
B, and the new reservoir design covered in Exhibits C, E - I (one exhibit for each alternative reservoir
site).
This Exhibit D covers the Construction Support Services include the combined CONSULTANT
office engineering, construction management tasks, and startup services required for the Phase 1
Distribution System Improvements Project. The CONSULTANT shall provide the construction
support services as described herein. The scope of these services is based on a total construction
period of 365 calendar days from Contractor’s notice-to-proceed. The scope also assumes
involvement of CITY’s staff for field support activities as described herein.
The Construction Support Services are organized into three sectionsentitled: Office Services, Field
Services, and Startup Services.
DEFINITIONS
CITY: City of Palo Alto
CITY Resident Engineer: City’s staff engineer assigned to this project for inspection and resident
engineering duties as described herein.
CONSULTANT: Carollo.Engineers, P.C.
CONSULTANT Project Manager: CONSULTANT’s staff engineer assigned to this project to
perform office project management duties as described herein.
CONSULTANT Construction Manager: CONSULTANT’s staff engineer assigned to the field office
to perform field construction management duties as described herein.
PA tIP CM Scope.ExD.042502.doc 1 April 25, 2002
I - OFFICE SERVICES
Task D1.0 General Administration
The CONSULTANT Project Manager shall furnish general administrative services to provide for
organized execution of work and retrieval of information. Such services shall include the following:
D1.1
D1.2
Correspondence and File Maintenance. Review and route project correspondence
furnished by the CONTRACTOR. Maintain a logical and retrievable filing system. Maintain
logs of all correspondence and other project documentation transmittals.
Monthly Progress Reports. Provide to the CITY each month a brief written progress report
on the services performed. Such reports shall include the cumulative percentage of the
overall budget expended, a brief description of work performed during the reporting period,
and such other information as may be appropriate. This progress report will be inserted as
an attachment to the monthly Construction Management Progress Report.
Task D2.0 Conformed Drawings and Specifications
The CONSULTANT Project Manager shall conform Drawings and Specifications to include all
changes made by addenda during bidding.~
D2.1 ¯ Conformed Drawings and Specifications. Prepare within 30 days after Notice-to-Proceed
.with construction one conformed original full-size set of Drawings and one conformed
original Specifications. Provide eight (8) copies of conformed full-size and half-size
Drawings and conformed Specifications necessary for construction.
Task D3.0 Award Contract
D3.1 Contract Award. Assist the CITY in awarding the construction contract, including assistance
in reviewing the required contract documents, issuing Notice to Award, executing the
construction agreement with the successful contractor, and issuing a Notice to Proceed.
Services shall not include legal review.
Task D4.0 Attendance at Meetings
D4.1 Attend Preconstruction Conference. The CONSULTANT Project Manager shall attend a
Preconstruction Conference with the Contractor, and CITY staff. The CONSULTANT
Project Manager shall submit meeting minutes to all attendees and the CITY within 14
calendar days of the meeting.
D4.2 Attend Regularly Scheduled Meetings. The CONSULTANT Project Manager shall attend
and participate in certain project meetings at the job site in order to keep abreast on
construction activities and be involved in questions that may arise concerning construction
progress. The regularly .scheduled meetings are the Weekly Construction Progress
Meetings to be held at the job site. During construction site visits to attend the weekly
PA CIP CM Scope.ExD.042502.doc April 25, 2002
meetings, the CONSULTANT Project Manager shall walk the job site with the CITY
representative to observe the construction progress and discuss relevant construction
issues. The CONSULTANT Project Manager shall attend two weekly meetings per month to
facilitate resolution of design issues (104 total meetings).
D4.3 Attend Special Technical Meetings. The CONSULTANT’s design team representative
(structural, electrical, instrumentation, architectural, environmental, or geotechnical) shall
attend up to 26 special meetings to discuss and assist in resolving any construction issues
as requested by the CITY.
Task D5.0 Engineering Review Services
The CONSULTANT and its design team shall perform the following engineering review services
during construction:
D5.1 Shop Drawing Submittal Review. Review process related shop drawing submittals to verify
conformance with the intent of the contract documents. Submittals shall be reviewed and
marked-up with appropriate comments in triplicate. Two marked,up submittals shall be
returned to the CONSULTANT Construction Manager for processing and distribution. The
scope of services is based on an estimate of 100 individual submittals and 50 resubmittals
at an average of 4 hours per submittal.
D5.2
D5.3
The budgets provided herein do not include review of "off brand or equal" equipment
substitutions which require research related to the manufacturer’s qualifications and ability
to perform as specified or which require verification that alternative materials and "
configurations are acceptable. Review of "off brand or equal" equipment substitutions can
be performed under separate authorization.
Design Clarifications. The CONSULTANT Project Manager or design team representative
shall respond to Contractor’s Requests for Information (RFIs). RFis shall be tracked
through the CM field office. The CONSULTANT Project Manager or his design team
representative shall issue interpretations and clarifications of the contract documents and
prepare sketches to clarify contract documents where necessary. The scope of services
includes responding toa total of 40 RFIs at an average of 4 hours per RFI response.
Request for Proposal Review. It is recognized that the Contractor may request changes to
the Contract work during construction. The CONSULTANT Construction Manager shall
screen these requests for merit. If it is determined that the request is worthy of further
review, the CONSULTANT Construction Manager shall issue a formal Request for Proposal
(RFP). The RFP shall be reviewed by the CONSULTANT Project Manager for impact on
design intent, costs and impacts to the construction schedule. The CONSULTANT shall
review up to 16 RFPs at an average of 8 hours per RFP response.
D5.4 Change Orders. In the event design related changes to the Contract Documents are
required, the following procedures will be followed. Upon determination by the CITY or
CONSULTANT that a change order is required, the CONSULTANT Construction Manager
shall review the potential change order (PCO). Where the PCO requires redesign, the
CONSULTANT Project Manager shall prepare change order specifications, drawings, or
PA ClP CM Scope.ExD.042502.doc 3 April 25, 2002
sketches. The CONSULTANT Project Manager will prepare all cost estimates for each
change order. The CONSULTANT Construction Manager will negotiate the cost and time
extension of the Contract associated with the change order with the Contractor.
Any field changes for which a change order is not issued will be checked by CONSULTANT
Construction Manager for general compliance with the intent of the design.
The budget for this task is based on review of 8 PCOs prepared by the CONSULTANT at
12 hours each.
Task D6.0 Inspection Services
The CONSULTANT’s design team shall provide the following:
D6.1 Project Final Inspection Assistance. The CONSULTANT Project Manager and required
discipline engineers shall be present during the final project ’~,alk-through" inspections with
the CITY.
Task D7.0 Construction Record Drawings
D7.1 As-Built Record Drawings. One set of Mylar reproducible drawings and one CD containing
the Construction Record Drawings shall be delivered to the CITY. Construction Record
Drawings will be prepared from field markups provided by the Contractor.
II - FIELD SERVICES
Task D8.0 Contract Administration
The CONSULTANT’s level of effort budget allowance for this Task is limited to 846 hours as shown on
Exhibit L. If additional level of effort is required, the CITY will issue a change order to the CONSULTANT
for a mutually agreed amount. The CONSULTANT Construction Manager shall perform the following
construction management services at the job site:
D8.1 Conduct Project Meetings. Conduct and document weekly progress meetings and other
special technical meetings.
D8.2 Maintain Project Records. Maintain project records .including daily logs, inspection reports,
photos, measurement of quantities, schedules, and correspondence and documentation of
all major decisions and actions.
D8.3 Prepare Monthly Reports. Prepare and submit to the CITY a monthly progress report
including Construction progress summary and schedule; construction cash flow and
payments; and summary logs for change orders, RFIs and RFPs.
D8.4 Review Monthly Progress Payments. Review and approve the Contractor’s construction
schedule, updates, and revisions in accordance with the contract documents. Evaluate
monthly progress payment requests from the Contractor and recommend payment.
PA CIP CM Scope.ExD.042502.doc April 25, 2002
D8.5
D8.6
Review RF/s and RFPs. Review and respond to RFIs and RFPs concerning construction
issues and screen RFIs and RFPs related to design issues prior to forwarding to the
CONSULTANT Project Manager.
Document and Negotiate Change Orders. Prepare PCOs, and in conjunction with the
design staff, determine changed conditions, define scope, prepare independent cost
estimate, negotiate withContractor, prepare and process change orders for incorporation
into the construction contract.
D8.7
" D8.8
D8.9
D8.10
Permits. Monitor Contractor compliance with construction permits. Recommend course of
action to CITY if required permits are not being met by the Contractor.
Monitor Construction Record Drawings. Monitor construction record drawings maintained by
the Contractor on a regular basis.
Coordinate Design Clarifications. Coordinate. document, and manage the Drawings and
Specifications. clarification and interpretation process between the CONSULTANT Project
Manager and the Contractor.
Coordinate Shop Drawing Review Process. Coordinate and manage the shop drawing and
submittal review process. The CONSULTANT shall review all shop drawing submittals,
quality control submittals, manufacturer’s O&M manuals, and construction closeout
submittals.
D8.11
D8.12
Claims Management. Identify potential claims and make recommendations to resolve them.
The budget for this sub-task is limited to $10,000.
Information Management. Utilize a computerized integrated software package to manage
communications and develop reports. The software will control and document submittals,
schedules, cost issues, meeting notes, log change _orders, log requests for information and
other related project documents.
Task D9.0 Field Inspection
The CONSULTANT’s level of effort budget allowance for this Task is limited to 492 hours as shown on
Exhibit L. If additional level of effort is required, the CITY will issue a change order to the CONSULTANT
for a mutually agreed amount. The CITY shall provide a Resident Engineer to work under the
supervision of the CONSULTANT Construction Manager.
D9.1 Field Inspection. The CONSULTANT Construction Manager shall provide construction
inspection with assistance from the CITY’s Resident Engineer to monitor that the
Contractor’s work for compliance with the contract documents.
D9.2 Video Documentation. The CONSULTANT Construction Manager shall prepare a video of
initial site conditions prior to Contractor’s commencement of construction. Visual
documentation shall be accompanied by verbal recorded description of existing conditions.
PA CIP CM Scope.ExD.042502.doc 5 April 25, 2002
D9.3
D9.4
Field Changes. The CONSULTANT Construction Manager shall coordinate and document
all field changes to the Drawings and Specifications.
Specialty Inspection. The CONSULTANT Construction Manager shall coordinate specialty
inspection services such as structural, geotechnical, mechanical, electrical and
instrumentation. The scope of this effort is based on a total of 16 site visits by the
CONSULTANT’s discipline engineers at 8 hours per trip.
D9.5 Inspection Reports. The CITY’s Resident Engineer and/or Field Inspector shall prepare
Daily Inspection Reports and prepare a summary Weekly Inspection Report. The
CONSULTANT Construction Manager shall review the weekly reports prior to distribution to
the CITY.
Task D10.0 Testing
D10.1 Compliance Testing. The Contractor is responsible for materials, concrete and soils
compaction confirmation tests. However,. periodic independent testing may be required for
soils compliance tests and other field conditions. The budget allowance for independent
testing by the CONSULTANT is $10,000.
Task Dll.0 Project Completion
Dl1.1 Substantial and Final Completion. The CONSULTANT Construction Manager shall
schedule and conduct substantial completion inspections; issue punch lists, and
recommend final acceptance by the CITY.
Dl1.2 Prepare Final Report. The CONSULTANT Construction Manager shall prepare a Final
Report that includes: Summary of the work performed including change orders, project cost
and schedule analysis, closeout and acceptance documentation, and final resolution of any
claims or disputed work.
Dl1.3 Project Documents. The CONSULTANT Construction Manager shall provide the CITY with
a complete set ’of all records of the project, indexed and properly filed, and a listing of
warranties provided under the project including the items covered and the warranty
duration.
III - STARTUP
Task D12.0 Startup Assistance
D12.1 Testing and Startup Services. CONSULTANT Construction Manager, with assistance from
the Resident Engineer, shall provide startup assistance, and coordinate any specified
vendor training. The CONSULTANT’s level of effort budget allowance for this task is limited
to 104 hours as shown in Exhibit L. -
D12.2 Operations and Maintenance Manual. CONSULTANT shall prepare and operations and
maintenance manual for the new equipment constructed under this project. CONSULTANT
PA CIP CM Scope.ExD.042502.doc 6 April 25, 2002 ¯
will coordinate organization, format, and layout of the Manual with the CITY. The
CONSULTANT’s level of effort budget allowance for this task is limited to 260 hours as
shown in Exhibit L.
PA CIP CM Scope.ExD.042502.doc 7 April 25, 2002
EXHIBIT E
SCOPE OF WORK
DUTIES OF CONSULTANT
PRELIMINARY AND FINAL DESIGN .OF THE COYOTE HILL RESERVOIR
INTRODUCTION
In December 1999, the CITY completed the Water Wells, Regional Storage, and Distribution
System Study (1999 Study). The purpose of the 1999 Study was threefold:
¯Analyze the water distribution system’s ability to supply the water demands of the City when it
is built-out according to the Comprehensive Plan dated 1998 - 2010o
¯Evaluate the City’s ability to meet water demands (maximum day plus fire flow) when the
SFPUC supply is shut down for eight hours. This is the water supply emergency defined by the
California Department of Health Services (DHS) in a letter to the City dated April 2, 1997.
¯Assess how the SFPUC’s planned conversion to chloramine disinfection will impact water
quality in the City’s water distribution system.
The El Camino Park reservoir (Exhibit C) is only one Of the many improvements recommended in the
1999 Study. The reservoir will improve the ability of the CITY’s water distribution system to supply water
during DHS-defined water supply emergency, as well as other water supply emergencies. Specifically,
the new reservoir would assist in fire suppression efforts in the CITY’s pressure areas 1 and 3.
At the time this scope of services was drafted, the CITY had not yet received approval from Stanford
University, the landowner, to construct the reservoir at the park. As such, alternative reservoir sites were
identified, Coyote Hill, located in the Stanford Research Park off Deer Creek Road, is one of the six
alternative reservoir sites.
If the CITY receives approval to construct the reservoir at this site, CONSULTANT will perform the
services described in this Exhibit. This Exhibit E consists of the following tasks:
Task Et -Preliminary Design
This task entails performing preliminary design efforts for the new Coyote Hill reservoir that consist
of the following:
Prepare conceptual design alternatives for the new reservoir for the CITY to select one
for implementation.
Perform the environmental work needed to comply with CEQA requirements for the new
reservoir construction.
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f.
g.
h.
Develop architectural renderings of the proposed aboveground facilities (pump station)
for review, comment, and approval.
Conduct the geotechnical investigation necessary for final structural design.
Conduct the photogrammetric topographical survey to support final design efforts.
Route the inlet/outlet pipeline to avoid existing utilities.
Conduct a preliminary design meeting to finalize the design criteria.
Prepare a basis of design (preliminary design) report to. document the final design
criteria of the new reservoir.
Task E2 - Final Design
PA Phi Design Scope.ExE.042502.doc April 25, 2002
In addition to developing plans, specifications, and cost estimates for the new Coyote Hill reservoir,
CONSULTANT shall also assist the CITY with answering questions from the bidding contractors.
SCOPE OF SERVICES
The following sections describe the detailed scope of services covered in this exhibit.
Task E1 Pre-Design. Under this task, CONSULTANT shall perform the preliminary design work to
develop the basis for the final design efforts.
CONSULTANT shall:
Prepare conceptual designs of a maximum of three improvement alternatives for the new
reservoir and pump station. A description, capital construction cost estimate, 8.5xll inch
graphic, and a listing of the pros and cons will be prepared for each of the improvement
alternatives. The project alternative descriptions of the pros and cons will incorporate the results
of the environmental and geotechnical studies conducted in this task, as appropriate.
If the CITY gets authority to construct the proposed Coyote Hill reservoir, the CONSULTANT’s
environmental subconsultant will conduct a site reconnaissance and review available
information (including biological and cultural resource databases) to prepare a preliminary
assessment of environmental opportunities and constraints. CONSULTANT shall summarize
this information into a concise letter report.
CONSULTANT’s environmental subconsultant shall prepare CEQA documentation to address
the proposed new reservoir project at the Coyote Hill site. At this time, we anticipate that a
Mitigated Negative Declaration will be appropriate. This assumption will be confirmed through
our project evaluation and preparation of the Initial Study. Our basic scope of services
addresses a single preferred site location for the reservoir.
CONSULTANT’s environmental subconsultant shall prepare an administrative draft Initial Study
to evaluate the potential impacts of the proposed reservoir. We will use the CEQA Checklist and
address all issues, including the following:
Land Use: Assessment of temporary/permanent displacement of existing land uses.
Construction/Operation Effects. Assessment of site features related to:
Noise - construction and operational noise effects on sensitive land uses
Air quality/dust - construction air quality effects on adjacent land uses
Traffic - primarily construction effects on adjacent roadways and land uses of
concern
Chemical use and hazardous materials - primarily construction related
Visual quality - views of project area from adjacent land uses
Biological resources - including potential heritage trees and Game Refuge impacts
Water resources - primarily creeks and drainages that could be affected by site
runoff and groundwater impacts
Cultural/historic resources - effects on known and previously undiscovered
resources
Recreation resources- construction and operational effects on athletic fields at the
reservoir site or other recreational resources within the project area, such as bicycle
routes or other parks
CONSULTANT’s environmental subconsultant shall respond to one round of comments on the
administrative draft documents by preparing the Initial Study / Mitigated Negative Declaration,
PA Phi Design Scope.ExE.042502.doc April 25, 2002
o
’i "including the Mitigation .Montonng and Reporting Program, for public circulation.
CONSULTANT’s environmental subconsultant shall also prepare the Notice of Availability /
Notice of Intent to adopt a Mitigated Negative Declaration.
Following receipt of comments on the Initial Study / Mitigated .Negative Declaration,
CONSULTANT’s environmental subconsultant shall then prepare responses to comments,’in
conjunction with the CITY. CONSULTANT’s environmental subconsultant shall also complete
the Mitigation Monitoring and Reporting Program and prepare a Notice of Determination for the
project.
CONSULTANT’s environmental subconsultant evaluation shall be based on a review of the
project description, site reconnaissance, literature review, review of studies under preparation
by other specialists, and informal consultation with relevant regulatory agencies.
Develop a preliminary architectural design for the new pump station. Deliverables will include
rendered elevations (color pencil) and sketch perspectives of the selected design.
Prepare the final geotechnical design criteria. Obtain the field data necessary to provide
recommendations for design. Key activities are as follows:
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g°
Review the available geotechnical data for this site and for other sites in the vicinity.
Review published maps and geologic reports pertinent to the site area and develop a
summary of geologic and seismic conditions and considerations.
Visit the site, document, and mark boring locations with white paint. Notify Underground
Service Alert at least 72 hours in advance of the planned explorations to mark the
known utilities within the exploration areas for possible conflicts with our borings.
Obtain a drilling permit for the 50-foot-deep borings, as required by the Santa Clara
Valley Water District (SCVWD) for all borings deeper than 45 feet.
Drill,~ log, and sample four (4)borings to a minimum depth of 50 feet using a truck-
mounted drilling rig utilizing hollow-stem augers under the direction of a geotechnical
engineer. Backfill the borings with cement grout, as required by theSCVWD. Measure
and record the depth to groundwater within the borings, if encountered. Dispose of the
drill cuttings off-site.
Perform laboratory tests on the collected soil samples to evaluate the engineering
characteristics of the subsurface soils, including direct shear and triaxial shear strength,
classification, shrink-swell, consolidation, gradation, and moisture density, as judged
appropriate.
Perform engineering analyses based on the results obtained from the above tasks and
develop recommendations oriented toward the above-stated purpose of these services.
Prepare a report summarizing the findings and recommendations, including a vicinity
map, a vicinity geologic map, a site plan, boring logs, laboratory test results, and
conclusions and recommendations.
o Prepare aerial and topographic surveys of the reservoir site. Set control at the site. Perform a
flight to obtain high-resolution black and white, vertical aerial photography using a precision,
calibrated, cartographic camera. Photography will be taken at a height of 1,200 feet above mean
terrain, which will result in an average photo scale of 1:2,400 (1 inch = 200 feet). The number of
models and photos will vary according to the length of pipeline right of way to be mapped.
After receiving the new vertical photos, prepare digitally compiled photogrammetric mapping at
the site. Mapping will be at a scale of 1 inch = 20 feet, with a contour interval of one foot. -
Following compilation of the digital photogrammetry, a field crew will be mobilized to check the
photogrammetric product, and provide a surface utility survey of the reservoir site and pipeline
right of way. Planimetric features will be verified and added if necessary. Utilities to be located
PA Phi Design Scope.ExE.042502.doc 3 April 25, 2002
shall include but not be limited to storm and sanitary drainage structures, electric power and
electronic transmission facilities, visible water pipelines and structures, and other visible
indicators of utility structures. Utilities gathered will be added to the mapping product.
Conduct a utility conflict survey to develop potential route(s) for the discharge pipeline. Review
available as-built drawings to identify potential conflicts with existing utilities. Prepare
recommended pipeline route including whether existing utilities should be relocated.
Conduct a reservoir preliminary design meeting at the CITY’s offices where the CONSULTANT
will present the preliminary design. The CITY will prepare an invitation list for the meeting
consisting of representatives from operations and engineering. CONSULTANT will document
the decisions in the meeting minutes. ,
Prepare a basis of design document for the new reservoir. This document will provide the final
facility configuration and design criteria to initiate final design efforts. The intent is for the CITY
to accept the basis of design in this task so that changes in concept, configuration, and design
criteria are avoided once the detailed design is in progress. This document will include a brief
summary of the selected configuration, the final design criteria, and a summary of the meeting
where the alternatives were selected.
Deliverables:
1.Conceptual design of the improvement projects.
2.Preliminary assessment letter report.
3.Administrative draft, draft, and final versions of the mitigated negative declaration.
4.Architectural design concepts of the new I~ump station.
5.Geotechnical report of the reservoir site.
6.A technical memorandum covering the
avoidladdress identified conflicts.
utility conflict survey and recommendations to
7.Minutes of the reservoir project selection meeting.
8.Basis of design of the selected alternative.
Task E2 - Final Design. CONSULTANT shall prepare final design documents for the improvement
alternative selected in Task El. The CONSULTANT’s level of effort budget allowance forthis Task is
limited to 4,325 hours as shown on Exhibit L. If additional level of effort is required to adequately design
and describe the work, the CITY will issue a change order to the CONSULTANT for a mutually agreed
amount.
CONSULTANT shall:
Prepare 35 percent design submittal package. The 35 percent drawings will include sufficient
dimensions and description of the selected components to illustrate how the concepts
developed in Task E1 will be implemented. The level of detail shall include such items as facility
siting, facility dimensions, equipment locations and relative size, piping and other appurtenance
locations, and proposed process and system control diagrams.
PA Phi Design Scope.ExE.042502.doc 4 April 25, 2002
Specifications will not be developed at this stage of design. Draft control descriptions of the new
equipment will be prepared for review.
The35 percent submittal package will also include the following:
Site plans
Piping and instrumentation diagrams.
-Piping layout drawings.
Equipment locations for all major equipment.
Control descriptions.
Equipment data sheets for all major equipment.
Instrument lists.
Drawinglist.
List of specific items requiring CITY decision.
Updated project cost estimate and schedule.
The purpose of these documents is to provide sufficient information for CITY staff to assess and
identify potential impacts and effects of the improvements to project goals, operational
constraints, and maintenance issues including equipment experiences or preferences.
Prepare 65 percent design submittal package. The 65 percent drawings shall include such items
as facility siting, facility dimensions, equipment locations and relative size, piping and other
appurtenance locations, and proposed system control diagrams.
Specifications will include an outline of proposed construction sequencing and constraints;
general criteria, installation requirements and testing procedures for major equipment; and
listing of proposed bid item breakdown.
The 65 percent submittal package will also include the following:
Typical details.
Piping and instrumentation diagrams.
Piping layQut drawings.
Equipment layouts for all major equipment.-
Electrical single line drawings.
Control descriptions.
Control system architecture block diagrams (SCADA).
Equipment data sheets for all major equipment.
Instrument lists.
Drawing list.
Specification table of contents.
Specification sections for major equipment.
Draft standard and special provisions.
List of specific items requiring CITY decision.
Updated project cost estimate and schedule.
Prepare 90 percent design submittal package. The 90 percent submittal package will address all
the CITY’s comments on the 65 percent submittal package as well as the comments resulting
from the CONSULTANT’S internal QA/QC program. This submittal will represent a near-
biddable set of construction documents. The purpose of this submittal is to allow the CITY a
final opportunity for comments.
Prepare a 100 percent design submittal package. The 100 percent submittal package will
address the final comments made by the CITY’s review team as well as the CONSULTANT’S
review team. The purpose of this submittal package is to present to the CITY how the final
PA Phi Design Scope.ExE.042502.doc April 25, 2002
Delive
2.
3.
4.
6.
7.
8.
9.
13.
comments were addressed and to obtain buy-in prior to preparing the bid package.
Prepare a single bid package combined with the improvements designed under Exhibit A. The
CITY will advertise the bid package to obtain bids from qualified contractors.
CONSULTANT shall assist the CITY during bidding by conducting one (1) on-site pre-bid
conference, answering bidding contractor’s questions during the bid period, and preparing up to
two (2) addenda, as needed.
CONSULTANT services such as conducting a preconstruction conference, preparing conformed
drawings, inspection, construction management, and submittal review are included under
Exhibit D. CONSULTANT shall receive a separate notice to proceed from .the CITY when
construction management services are to begin.
rabies:
2 full-size copies and 10 half-size copies of the 35 percent drawings.
10 copies of the 35 percent specifications.
35 percent design cost estimate.
2 full-size copies and 10 half-size copies of the 65 percent drawings.
10 copies of the 65 percent specifications.
65 percent design cost estimate. ..
2 full-size copies and 10 half-size copies of the 90 percent drawings.
10 copies of the 90 pement specifications.
90 percent design cost estimate. .
1 full-size copy and 5 half-size copies of the 100 percent drawings.
5 copies of the 100 percent specificationsl
100 percent design cost estimate.
Bid set documents: 1 CD of the final drawings and specifications, 1 master full-size reverse-
plotted mylars, 1 print-ready master set of specifications, 100 half-size copies of the drawings,
and 100 copies of the project specifications.
PA Phi Design Scope.ExE.042502.doc 6 April 25, 2002
EXHIBIT F
SCOPE OF WORK
DUTIES OF CONSULTANT
PRELIMINARY AND FINAL DESIGN OF THE OLD QUARRY RESERVOIR
INTRODUCTION
In December 1999, the CITY completed the Water Wells, Regional Storage, and Distribution
System Study (1999 Study). The purpose of the 1999 Study was threefold:
¯ "Analyze the water distribution system’s ability to supply the water demands of the City when it
is built-out according to the Comprehensive Plan dated 1998 - 2010.
¯Evaluate the City’s ability to meet water demands (maximum day plus fire flow) when the
SFPUC supply is shut down for eight hours. This is the water supply emergency defined by the
California Department of Health Services (DHS) in a letter to the City dated April 2, 1997.
¯Assess how the SFPUC’s planned conversion to chloramine disinfection will impact water
quality in the City’s water distribution system.
The El Camino Park reservoir (Exhibit C) is only one of the many improvements recommended in the
1999 Study. The reservoir will improve the ability of the CITY’s water distribution system to supply water
during DHS-defined water supply emergency, as well as other water supply emergencies. Specifically,
the new reservoir would assist in fire suppression efforts in the CITY’s pressure areas1 and 3.
At the time this scope of services was drafted, the CITY had not yet received approval from Stanford
University, the landowner, to construct the reservoir at the park. As such, alternative reservoir sites were
identified. The Old Quarry site, located west of the Page Mill Road and Coyote Hill Road intersection, is
one of the six alternative reservoir sites.
If the CITY receives approval to construct the reservoir at this site, CONSULTANT will perform the
services described in this Exhibit. This Exhibit F consists of the following tasks:
Task F’I -Preliminary Design
This task entails performing preliminary design efforts for the new Old Quarry reservoir that consist
.of the following:
a.Prepare conceptual design alternatives for the new reservoir for the CITY to select one
for implementation.
b.Perform the environmental work needed to comply with CEQA requirements for the new
reservoir construction.
c.Develop architectural renderings of the proposed aboveground facilities (pump station)
for review, comment, and approval.
d.Conduct the geotechnical investigation necessary for final structural design.
e.Conduct the photogrammetric topographical survey to support final design efforts.
f.Route the inlet/outlet pipeline to avoid existing utilities.
g.Conduct a preliminary design meeting to finalize the design criteria.
h.Prepare a basis of design (preliminary design) report to document the final design
criteria of the new reservoir.
Task F2 - Final Design
PA Phi Design Scope.ExF.042502.doc April 25, 2002
In addition to developing plans, specifications, and cost estimates for the new Old Quarry reservoir,
CONSULTANT shall also assist the CITY with answering questionsfrom the bidding contractors.
SCOPE OF SERVICES
The following sections describe the detailed scope of services covered in this exhibit.
Task F1 Pre-Design. Under this task, CONSULTANT shall perform the preliminary design work to
develop the basis for the final design efforts.
CONSULTANT shall:
=
Prepare conceptual designs of a maximum of three improvement alternatives for the new
reservoir and pump station. A description, capital construction cost estimate, 8.5xll inch
graphic, and a listing of the pros and cons will be prepared for each of the improvement
alternatives. The .project alternative descriptions of the pros and cons will incorporate the results
of the environmental and geotechnical studies conducted in this task, as appropriate.
If the CITY gets authority to construct the proposed Old Quarry reservoir, the CONSULTANT’s
environmental subconsultant will conduct a site reconnaissance and review available
information (including biological and cultural resource databases) to prepare a preliminary
assessment of environmental opportunities and constraints. CONSULTANT shall summarize
this information into a concise letter report.
CONSULTANT’s environmental subconsultant shall prepare CEQA documentation to address
the proposed new reservoir project at the Old Quarry site. At this time, we anticipate that a
Mitigated Negative Declaration will be appropriate. This assumption will be confirmed through
our project evaluation and preparation of the Initial Study. Our basic scope of services
addresses a single preferred site location for the reservoir.
CONSULTANT’s environmental subconsultant shall prepare an administrative draft Initial Study
to evaluate the potential impacts of the proposed reservoir. We will use the CEQA Checklist and
address all issues, including the following:
Land Use: Assessment of temporary/permanent displacement of existing land uses.
Construction/Operation Effects. Assessment of site features related to:
Noise - construction and operational noise effects on sensitive land uses
Air quality/dust - construction air quality effects on adjacent land uses
Traffic - primarily construction effects on adjacent roadways and land uses of
concern
Chemical use and hazardous materials - primarily construction related
Visual quality - views of project area from adjacent land uses
Biological resources - including potential heritage trees and Game Refuge impacts
Water resources - primarily creeks and drainages that could be affected by site
runoff and groundwater impacts
Cultural/historic resources - effects on known and previously undiscovered
resources
Recreation resources - construction and operational effects on athletic fields at the
reservoir site or other recreational resources within the project area, such as bicycle
routes or other parks
CONSULTANT’s environmental subconsultant shali respond to one round of comments on the
administrative draft documents by preparing the Initial Study/Mitigated Negative Declaration,
PA Phi Design Scope.ExF.042502.doc 2 April 25, 2002
o
=
including the Mitigation Monitoring and Reporting ~ Program, for public circulation.
CONSULTANT’s environmental subconsultant shall also prepare the Notice of Availability /
Notice of Intent to adopt a Mitigated Negative Declaration.
Following receipt of comments on the Initial Study~ i Mitigated Negative Declaration,
CONSULTANT’s environmental subconsultant shall then prepare responses to comments, in
conjunction with the CITY. CONSULTANT’s environmental subconsultant shall also complete
the Mitigation Monitoring and Reporting Program and prepare a Notice of Determination for the
project.
CONSULTANT’s environmental subconsultant evaluation shall be based on a review of the
project description, site reconnaissance, literature review, review .of studies under preparation
by other specialists, and informal consultation with relevant regulatory agencies.
Develop a preliminary architectural design for the new pump station. Deliverables will include
rendered elevations (color pencil) and sketch perspectives of the selected design.
Prepare the final geotechnical design criteria. Obtain the field data necessary to provide
recommendations for design. Key activities are as follows:
Review the available geotechnical data for this site and for other sites in the vicinity.
Review published maps and geologic reports pertinent to the’ site area and develop a
summary of geologic and seismic conditions and considerations.
Visit the site, document, and mark boring locations with white paint. Notify Underground
Service Alert at least 72 hours in advance of the planned explorations to mark the
known .utilities within the exploration areas for possible conflicts with our borings.
Obtain a drilling permit for the 50-foot-deep borings, as required by the Santa Clara
Valley Water District (SCVWD) for all borings deeper than 45 feet.
Drill, log, and sample four (4)borings to a minimum depth of 50 feet using a truck-
mounted drilling rig utilizing hollow-stem augers under the direction of a geotechnical
engineer. Backfill the borings with cement grout, as required by the SCVWD. Measure
and record the depth to groundwater within the borings, if encountered. Dispose of the
drill cuttings off-site.
Perform laboratory .tests on the collected soil samples to evaluate the engineering
characteristics of the subsurface soils, including direct shear and triaxial shear strength,
classification, shrink-swell, consolidation, gradation, and moisture density, as judged
appropriate.
Perform engineering analyses based on the results obtained from the above tasks and
develop recommendations oriented toward the above-stated purpose of these services.
Prepare a report summarizing the findings and recommendations, including a vicinity
map, a vicinity geologic map, a site plan, boring logs, laboratory test results, and
conclusions and recommendations.
Prepare aerial and topographic surveys of the reservoir site. Set control at the site. Perform a
flight to obtain high-resolution black and white, vertical aerial photography using a precision,
calibrated, cartographic camera. Photography will be taken at a height of 1,200 feet above mean
terrain, which will result in an average photo scale of 1:2,400 (1 inch = 200 feet). The number of
models and photos will vary according to the length of pipeline right of way to be mapped.
After receiving the new vertical photos, prepare digitally compiled photogrammetric mapping at
the site. Mapping will be at a scale of I inch = 20 feet, with a contour interval of one foot.
Following compilation of the digital photogrammetry, a field crew will be mobilized to check the
photogrammetric product, and provide a surface utility survey of the reservoir site and pipeline
right of way. Planimetric features will be verified and added if necessary. Utilities to be located
PA Phi Design Scope.ExF.042502.doc April 25, 2002
shall include but not be limited to storm and sanitary drainage structures, electric power and
electronic transmission facilities, visible water pipelines and structures, and other visible
indicators of utility structures. Utilities gathered will be added to the mapping product.
Conduct a utility conflict survey to develop potential route(s) for the discharge pipeline. Review
available as-built drawings to identify potential .conflicts with existing utilities. Prepare
recommended pipeline route including whether existing utilities should be relocated.
Conduct a reservoir preliminary design meeting at the CITY’s offices where the CONSULTANT
will present the preliminary design. The CITY will prepare an invitation list for the meeting
consisting of representatives from operations and engineering. CONSULTANT will document
the decisions in the meeting minutes.
Prepare a basis of design document for the new reservoir. This document will provide the final
facility configuration and design criteria to initiate final design efforts. The intent is for the CITY
to accept the basis of design in this task so that changes in concept, configuration, and design
criteria are avoided once the detailed design is in progress. This document will include a brief
summary of the selected configuration, the final design criteria, and a summary of the meeting
where the alternatives were selected.
Deliverables:
1.
2.
3.
4.
5.
6.
Conceptual design of the improvement projects.
Preliminary assessment letter report.
Administrative draft, draft, and final versions of the mitigated negative declaration.
Architectural design concepts of the new pump station. "
Geotechnical report of the reservoir site.
A technical, memorandum covering the utility conflict survey and recommendations to
avoid/address identified conflicts.
7.Minutes of the reservoir project selection meeting.
8.Basis of design of the selected alternative.
Task F2 - Final Design. CONSULTANT shall prepare final design documents for the improvement
alternative selected in Task F1..The CONSULTANT’s level of effort budget allowance for this Task is
limited to 3,990 hours as shown on Exhibit L. If additional level of effort is required to adequately design
and describe the work, the CITY will issue a change order to the CONSULTANT for a mutually agreed
amount.
CONSULTANT shall:
Prepare 35 percent design submittal package. The 35 percent drawings will include sufficient
dimensions and description of the selected components to illustrate how the concepts
developed in Task F1 will be implemented. The level of detail shall include such items as facility
siting, facility dimensions, equipment locations and relative size, piping and other appurtenance
locations, and proposed process and system control diagrams.
PA Phi Design Scope.ExF.042502.doc 4 April 25, 2002
Specifications will not be developed at this stage of design. Draft control descriptions of the new
equipment will be prepared for review.
The 35 percent submittal package will also include the following:
Site plans
Piping and instrumentation diagrams.
Piping layout drawings.
Equipment locations for all major equipment.
Control descriptions.
Equipment data sheets for all major equipment.
Instrument lists.
Drawing list.
List of specific items requiring CITY decision.
Updated project cost estimate and schedule.
The purpose of these documents is to provide sufficient information for CITY staff to assess and
identify potential impacts and effects of the improvements to project goals, operational
constraints, and maintenance issues including equipment experiences or preferences.
Prepare 65 percent design submittal package. The 65 percent drawings shall include such items
as facility siting, facility dimensions, equipment locations and relative size, piping and other
appurtenance locations, and proposed system control diagrams.
Specifications will include an outline of proposed construction sequencing and constraints;
general criteria, installation requirements and testing procedures for major equipment; and
listing of proposed bid item breakdown.
The 65 percent submittal package will also include the following:
Typical details.
Piping and instrumentation diagrams.
Piping layout drawings.
Equipment layouts for all major equipment.
Electrical single line drawings.
Control descriptions.
Control system architecture block diagrams (SCADA).
Equipment data sheets for all major equipment.
Instrument lists.
Drawing list.
Specification table of contents.
Specification sections for major equipment.,
¯ Draft standard and special provisions.
List of specific items requiring CITY decision.
Updated project cost estimate
Prepare 90 percent design submittal package. The 90 percent submittal package will address all
the CITY’s comments on the 65 percent submittal package as well as the comments resulting
from the CONSULTANT’S internal QA/QC program. This submittal will represent a near-
biddable set of construction documents. The purpose of this submittal is to allow the CITY a
final opportunity for comments.
Prepare a 100 percent design submittal package. The 100 percent submittal package will
address the final comments made by the CITY’s review team as well as the CONSULTANT’S
review team. The purpose of this submittal package is to present to the CITY how the final
PA Phi Design Scope.ExF.042502.doc 5 April 25, 2002
comments were addressed and to obtain buy-in prior to preparing the bid package.
Prepare a single bid package combined with the improvements designed under Exhibit A. The
CITY will advertise the bid package to obtain bids from qualified contractors.
CONSULTANT shall assist the CITY during bidding by conducting one (1) on-site pre-bid
conference, answering bidding contractor’s questions duri.ng the bid period, and preparing up to
two (2) addenda, as needed.
CONSULTANT services such as conducting a preconstruction conference, preparing conformed
drawings, inspection, construction management, and submittal review are included under
Exhibit D. CONSULTANT shall receive a separate notice to proceed frbm the CITY when
construction management services are to begin.
2 full-size copies and 10 half-size copies of the 35 percent drawings.
10 copies of the 35 percent specifications.
35 percent design cost estimate.
Deliverables:
1.
2.
3.
4.
5.
6. ¯
7.
8.
9.
10.
11.
12.
13.
2 full-size copies and 10 half-size copies of the 65 percent drawings.
10 copies of the 65 percent specifications.
65 percent design cost estimate.
2 full-size copies and 10 half-size copies of the 90 percent drawings.
10 copies of the 90 percent specifications.
90 percent design cost estimate.
1 full-size copy and 5 half-size copies of the 100 percent drawings.
5 copies of the 100 percent specifications.
100 percent design.cost estimate.
Bid set documents: 1 CD of the final drawings and specifications, 1 master full-size reverse-
plotted mylars, 1 print-ready master set of specifications, 100 half-size copies of the drawings,
and 100 copies of the project specifications.
PA Phi Design Scope.ExF.042502.doc 6 April 25, 2002
EXHIBIT G
SCOPE OF WORK
DUTIES OF CONSULTANT
PRELIMINARY AND FINAL DESIGN OF THE ESTHER CLARK PARK RESERVOIR
INTRODUCTION
In December 1999, the CITY completed the Water Wells, Regional Storage, and Distribution
System Study (1999 Study). The purpose of the 1999 Study was threefold:
¯Analyze the water distribution system’s ability to supply the waterdemands of the City when it
is built-out according to the Comprehensive Plan dated 1998 - 2010.
¯Evaluate the City’s ability to meet water demands (maximum day plus fire flow) when the
SFPUC supply is shut down for eight hours. This is the water supply emergency defined by the
California Department of Health Services (DHS) in a letter to the City dated April 2, 1997.
¯Assess how the SFPUC’s planned conversion to chloramine disinfection will impact water
quality in the City’s water distribution system.
The El Camino Park reservoir (Exhib!t C) is only one of the many improvements recommended in the
1999 Study. The reservoir will improve the.ability of the CITY’s water distribution system to supply water
during DHS-defined water supply emergency, as well as other water supply emergencies. Specifically,
the new reservoir would assist in fire suppression efforts in the CITY’s pressure areas 1 and 3.
At the time this scope of services was drafted, the CITY had not yet received approval from Stanford
University, the landowner, to construct the rese .rvoir at the park. As such, alternative reservoir sites were
identified. The Esther Clark Park site, located at the end of Old Adobe Road at Trace Lane, is one of the
six alternative reservoir sites.
If the CITY receives approval to construct the reservoir at this site, CONSULTANT Will perform the
services described in this Exhibit. This Exhibit G consists of the following tasks:
Task G1 Preliminary Design
This task entails performing preliminary design efforts for the new Esther Clark Park reservoir that
consist of the following:
Prepare conceptual design alternatives for the new reservoir for the CITY to select one
for implementation.
Perform the environmental work needed to comply with CEQA requirements for the new
reservoir construction.
f.
g.
h.
Develop architectural renderings of the proposed aboveground facilities (pump station)
for review, comment, and approval.
Conduct the geotechnical investigation necessary for final structural design.
Conduct the photogrammetric topographical survey to support final design efforts.
Route the inlet/outlet pipeline to avoid existing utilities.
CQnduct a preliminary design meeting to finalize the design criteria.
Prepare a basis of design (preliminary design) report to document the final design
criteria of the new reservoir.
Task G2 - Final Design
PA Phi Design Scope.ExG.042502.doc April 25, 2002
In additiOn to developing plans, specifications, and cost estimates for the new Esther Clark Park
reservoir, CONSULTANT shall also assist the CITY with answering questions from the bidding
contractors.
SCOPE OF SERVICES
The following sections describe the detailed scope of services covered in this exhibit,
Task G1 Pre.De$ign. Under this task, CONSULTANT shall perform the preliminary design work to
develop the basis for the final design efforts.
CONSULTANT shall:
Prepare conceptual designs of a maximum of three improvement alternatives for the new
reservoir and pump station. A description, capital construction cost estimate, 8.5xll inch
graphic, and a listing of the pros and cons will be prepared for each of the improvement
alternatives. The project alternative descriptions of the pros and cons will incorporate the results
of the environmental and geotechnical studies conducted in this task, as appropriate.
If the CITY gets authority to construct the proposed Esther Clark Park reservoir, the
CONSULTANT’s environmental subconsultant will conduct a site reconnaissance and review
available information (including biological and cultural resource-databases) to prepare a
preliminary assessment of environmental opportunities and constraints. CONSULTANT shall
summarize this information into a concise letter report..
CONSULTANT’s environmental subconsultant shall prepare CEQA documentation to address
the proposed new reservoir project at the Esther Clark Park site. At this time, we anticipate that
a Mitigated Negative Declaration will be appropriate. This assumption will be confirmed through
our project evaluation and preparation of the Initial Study. Our basic scope of services
addresses a single preferred site location for the reservoir.
CONSULTANT’s environmental subconsultant shall prepare an administrative draft Initial Study
to evaluate the potential impacts of the proposed reservoir. We will use the CEQA Checklist and
address all issues, including the following:
Land Use: Assessment of temporary/permanent displacement of existing land uses.
Construction/Operation Effects. Assessment of site features related to:
-Noise - construction and operational noise effects on sensitive land uses
-Air quality/dust- construction air quality effects on adjacent land uses
-Traffic - primarily construction effects on adjacent roadways and land uses of
concern
-Chemical use and hazardous materials- primarily construction related
-Visual quality - views of project area from adjacent land uses
-Biological resources- including potential heritage trees and Game Refuge impacts
Water resources - primarily creeks and drainages that could be affected by site
runoff and groundwater impacts
Cultural/historic resources - effects on known and previously undiscovered
resources
Recreation resources -construction and operational effects on athletic fields at the
reservoir site or other recreational resources within the project area, such as bicycle
routes or other parks
CONSULTANT’s environmental subconsultant shall respond to one round of comments on the
PA Phi Design Scope.ExG.042502.doc 2 April 25, 2002
administrative draft documents.by preparing the Initial Study / Mitigated Negative Declaration,
including the Mitigation Monitoring and Reporting Program, for public circulation.
CONSULTANT’s environmental subconsultant shall also prepare the Notice of Availability /
Notice of Intent to adopt a Mitigated Negative Declaration.
Following receipt of comments on the Initial Study / Mitigated Negative Declaration,
CONSULTANT’s environmental subconsultant shall then prepare respOnses to comments, in
conjunction with the CITY. CONSULTANT’s environmental subconsultant shall also complete
the Mitigation Monitoring and Reporting Program and prepare a Notice of Determination for the
project.
CONSULTANT’s environmental subconsultant evaluation shall be based on a review of the
project description, site reconnaissance, literature review, review of studies under preparation
by other specialists, and informal consultation with relevant regulatory agencies.
Develop a preliminary architectural design for the new pump station. Deliverables will include
rendered elevations (color pencil) and sketch perspectives of the selected design.
Prepare the final geotechnical design criteria. Obtain the field data necessary to provide
recommendations for design. Key activities are as follows:
ao
do
Review the available geotechnical data for this site and for other sites in the vicinity.
Review published maps and geologic reports pertinent to the site area and develop a
summary of geologic and seismic conditions and considerations.
Visit the site, document, and mark boring locations with white paint. Notify Underground
Service Alert at least 72 hours in advance of the planned explorations to mark the
known utilities within the exploration areas for possible conflicts with our borings.
Obtain a drilling permit for the 50-foot-deep borings, as required by the Santa Clara
Valley Water District (SCVWD)for all borings deeper than 45 feet.
Drill, log, and sample four (4) borings to a minimum depth of 50 feet using a truck-
mounted drilling rig utilizing hollow-stem augers under the direction of a geotechnical
engineer. Backfill the borings with cement grout, as required by the SCVWD. Measure
and record the depth to groundwater within the borings, if encountered. Dispose of the
drill cuttings off-site.
Perform laboratory tests on the collected soil samples to evaluate the engineering
characteristics of the subsurface soils, including direct shear and triaxial shear strength,
classification, shrink-swell, consolidation, gradation, and moisture density, as judged
appropriate.
Perform engineering analyses based on the results obtained from the above tasks and
develop recommendations oriented toward the above-stated purpose ofthese services.
Prepare a report summarizing the findings and recommendations, including a vicinity
map, a vicinity geologic map, a site plan, boring logs, laboratory test results, and
conclusions and recommendations.
Prepare aerial and topographic surveys of the reservoir site. Set control at the site. Perform a
flight to obtain high-resolution black and white, vertical aerial photography using a precision,
calibrated, cartographic camera. Photography will be taken at a height of 1,200 feet above mean
terrain, which will result in an average photo scale of 1:2,400 (1 inch = 200 feet). The number of
models and photos will vary according to the length of pipeline right of way to be mapped.
After receiving the new vertical photos, prepare digitally compiled photogrammetric mapping at
the site. Mapping will be at a scale of 1 inch = 20 feet, with a contour interval of one foot.
Following compilation of the digital photogrammetry, a field crew will be mobilized to check the
photogrammetric product, and provide a surface utility survey of the reservoir site and pipeline
PA Phi Design Scope.ExG.042502.doc 3 April 25, 2002
right of way. Planimetric features will be verified and added if necessary. Utilities to be located
shall include but not be limited to storm and sanitary drainage structures, electric power and
electronic transmission facilities, visible water pipelines and structures, and other visible
indicators of utility structures. Utilities gathered will be added to the mapping product.
o Conduct a.utility conflict survey to develop potential route(s) for the discharge pipeline. Review
available as-built drawings to identify potential conflicts with existing utilities. Prepare
recommended pipeline route including whether existing utilities should be relocated.
Conduct a reservoir preliminary design meeting at the CITY’s offices where the CONSULTANT
will present the preliminary design. The CITY will prepare an invitation list for the meeting
consisting of representatives from operations and engineering. CONSULTANT will document
the decisions in the meeting minutes.°
Prepare a basis of design document for the new reservoir. This document will provide the final
facility configuration and design criteria to initiate final design efforts. The intent is for the CITY
to accept the basis of design in this task so that changes in concept, configuration, and design
criteria are avoided once the detailed design is in progress. This document will include a brief
summary of the selected configuration, the final design criteria, and a summary of the meeting
where the alternatives were selected.
Deliverables:
1.Conceptual design of the improvement projects.
Preliminary assessment letter report.
Administrative draft, draft, and final versions of the mitigated negative declaration.
Architectural design concepts of the new pump station.
Geotechnical report of the reservoir site.
6.A technical memorandum covering the utility conflict survey and recommendations to
avo, id/address identified conflicts.
Minutes of the reservoir Project selection meeting.
Basis of design of the selected alternative.
Task G2 - Final Design. CONSULTANT shall prepare final design documents for the improvement
alternative selected in Task G1. The CONSULTANT’s level of effort budget allowance for this Task is
limited to 4,221 hours as shown on Exhibit L. If additional level of effort is required to adequately design
and describe the work, the CITY will issue a change.order to the CONSULTANT for a mutually agreed
amount.
CONSULTANT shall:
Prepare 35 percent design submittal package. The 35 percent drawings will include sufficient
dimensions and description of.the selected components to illustrate how the concepts
developed in Task G1 will be implemented. The level of detail shall include such items as facility
siting, facility dimensions, equipment locations and relative size, piping and other appurtenance
locations, and proposed process and system control diagrams.
PA Phi Design Scope.ExG.042502.doc April 25, 2002
Specifications will not be developed at this stage of designl Draft control descriptions of the new
equipment will be prepared for review.
The 35 percent submittal package will also include the following:
Site plans
Piping and instrumentation diagrams.
Piping layout drawings.
Equipment locations for all major equipment.
Control descriptions.
Equipment data sheets for all major equipment.
Instrument lists.
Drawing list.
List of specific items requiring CITY decision.
Updated project cost estimate and schedule.
The purpose of these documents is to provide sufficient information for CITY staffto assess and
identify potential impacts and effects of the improvements to project goals, operational
constraints, and maintenance issues including equipment experiences or preferences.
Prepare 65 percent design submittal package. The 65 percent drawings shall include such items
as facility siting, facility dimensions, equipment locations and relative size, piping and other
appurtenance locations, and proposed system control diagrams.
Specifications will include an outline of proposed construction sequencing and constraints;
general criteria, installation requirements and testing procedures for major equipment; and
listing of proposed bid item breakdown..
The 65 percent submittal package will also include the following:
Typical details.
Piping and instrumentation di~;grams.
Piping layout drawings.
Equipment layouts for all major equipment.
Electrical single line drawings.
Control descriptions.
Control system architecture block diagrams (SCADA).
Equipment data sheets for all major equipment.
Instrument lists.
Drawing list.
Specification table of contents.
Specification sections for major equipment.
Draft standard and special provisions.
List of specific items requiring CITY decision.
Updated project cost estimate and schedule.
Prepare 90 percent design submittal package. The 90 percent submittal package will address all
the CITY’s comments on the 65 percent submittal package as well as the comments resulting
from the CONSULTANT’S internal QA/QC program. This submittal will represent a near-
biddable set of construction documents. The purpose of this submittal is to allow the CITY a
final opportunity for comments.
Prepare a 100 percent design submittal package. The 100 percent submittal package will
address the final comments made by the CITY’s review team as well as the CONSULTANT’S
PA Phi Design Scope.ExG.042502.doc April 25, 2002
review team. The purpose of this submittal package is to present to the CITY how the final
comments were addressed and to obtain buy-in prior to preparing the bid package.
Prepare a single bid package combined with the improvements designed under Exhibit A. The
CITY will advertise the bid package to obtain bids from qualified contractors.
CONSULTANT shall assist the CITY during bidding by conducting one (1) 0n-site pre-bid
conference, answering bidding contractor’s questions during the bid period, and preparing up to
two (2) addenda, as needed.
CONSULTANT services such as conducting a preconstruction conference, preparing conformed
drawings, inspection, construction management, and submittal review are included under
Exhibit Do CONSULTANT shall receive a separate notice to proceed from the CITY when
construction management services are to begin.
Deliverables:
2.
3.
4.
5.
6.
7.
8.
9.
2 full-size copies and 10 half-size copies of the 35 percent drawings.
10 copies of the 35 percent specifications.
35 percent design cost estimate.
2 full-size copies and 10 half-size copies of the 65 percent drawings.
10 copies of the 65 percent specifications.
65 percent design cost estimate.
2 full-size copies and 10 half-size copies of the 90 percent drawings.
10 copies of the 90 percent specifications.
90 percent design cost estimate.
1 full-size copy and 5 half-size copies of the 100 percent drawings.
5 copies of the 100 percent specifications.
100 percent design cost estimate.
Bid set documents: 1 CD of the final drawings and specifications, 1 master full-size reverse-
plotted mylars, 1 print-ready master set of specifications, 100 half-size copies of the drawings,
and 100 copies of the project specifications.
PA Phi Design Scope.ExG.042502.doc 6 April 25, 2002
EXHIBIT H
SCOPE OF WORK
DUTIES OF CONSULTANT
PRELIMINARY AND FINAL DESIGN OF THE GUNN HIGH SCHOOL RESERVOIR
INTRODUCTION
In December 1999, the CITY completed the Water Wells, Regional Storage, and Distribution
System Study (1999 Study). The purpose of the 1999 Study was threefold:
¯Analyze the water distribution system’s ability to supply the water demands of the City when it
is built-out according tothe Comprehensive Plan dated 1998 - 2010.
¯Evaluate the City’s ability to meet water demands (maximum day plus fire flow) when the
SFPUC supply is shut down for eight hours. This is the water supply emergency defined by the
California Department of Health Services (DHS) in a letter to the City dated April 2, 1997.
¯Assess how the SFPUC’s planned conversion to chloramine disinfection will impact water
quality in the City’s water distribution system.
The El Camino Park reservoir (Exhibit C) is only one of the many improvements recommended in the
1999 Study. The reservoir will improve the ability of the CITY’s water distribution system to supply water
during DHS-defined water supply emergency, as well as other water supply emergencies. Specifically,
the new reservoir would assist in fire suppression efforts in the CITY’s pressure areas 1 and 3.
At the time this scope of services was drafted, the CITY had not yet received approval from Stanford
University, the landowner, to construct the reservoir at the park. As such, alternative reservoir sites were
identified. The Gunn High School site, located at the intei’section of Foothill Expressway and
Arastradero Road, is one of the six alternative reservoir sites.
If the CiTY receives approval to construct the reservoir at this site, CONSULTANT will perform the
services described in this Exhibit. This Exhibit H consists of the following tasks:
Task H1 Preliminary Design
This taskentails performing preliminary design efforts for the new Gunn High School reservoir that
consist of the following:
Prepare conceptual design alternatives for the new reservoir for the CITY to select one
for implementation.
Perform the environmental work needed to comply with CEQA requirements for the new
reservoir construction.
Co
do
f.
g.
h.
Develop architectural renderings of the proposed aboveground facilities (pump station)
for review, comment, and approval.
Conduct the geotechnical investigation necessary for final structural design.
Conduct the photogrammetric topographical survey to support final design efforts..’
Route the inlet/outlet pipeline to avoid existing utilities.
Conduct a preliminary design meeting to finalize the design criteria.
Prepare a basis of design (preliminary design) report to document the final design
criteria of the new reservoir.
Task H2 - Final Design
PA Phi Design Scope.ExH.042502.doc April 25, 2002
In addition to developing plans, specifications, and cost estimates for the new Gunn High School
reservoir, CONSULTANT shall also assist the CITY with answering questions from the bidding
contractors.
SCOPE OF SERVICES
The following sections describe the detailed scope of services covered in this exhibit.
Task H1 Pre-Design. Under this task, CONSULTANT shall perform the preliminary design work to
develop the basis for the final design efforts.
CONSULTANT shall:
Prepare conceptual designs of a maximum of three improvement alternatives for the new
reservoir and pump station. A description, capital construction cost estimate, 8.5xll inch
graphic, and a listing of the pros and cons will be prepared for each of the improvement
alternatives. The project alternative descriptions of the pros and cons will incorporate the results
of the environmental and geotechnical studies conducted in this task, as appropriate.
If the CITY gets authorization to construct the proposed Gunn High School reservoir, the
CONSULTANT’s environmental subconsultant will conduct a site reconnaissance and review
available information (including biological and cultural resource databases) to prepare a
preliminary assessment of environmental opportunities and constraints. CONSULTANT shall
summarize this information into a concise letter report.
CONSULTANT’s environmental subconsultant shall prepare CEQA documentation to address
the proposed new reservoir project at the Gunn’ High School site. At this time, we anticipate that
a Mitigated Negative Declaration will be appropriate. This assumption will be confirmed through
our project evaluation and preparation of the Initial Study. Our basic Scope of services
addresses a single preferred site location for the reservoir.
CONSULTANT’s environmental subconsultant shall prepare an administrative draft Initial Study
to evaluate the potential impacts of the proposed reservoir. We will use the CEQA Checklist and
address all issues, including the following:
Land Use: Assessment of temporary/permanent displacement of existing land uses.
Construction/Operation Effects. Assessment of site features related to:
Noise - construction and operational noise effects on sensitive land uses
Air qualityldust - construction air quality effects on adjacent land uses
Traffic - primarily construction effects on adjacent roadways and land uses of
concern
Chemical use and hazardous materials- primarily construction related
Visual quality - views of project area from adjacent land uses
Biological resources - including potential heritage trees and Game Refuge impacts
Water resources - primarily creeks and drainages that could be affected by site
runoff and groundwater impacts
Cultural/historic resources - effects on known and previously undiscovered
resources
Recreation resources - construction and operational effects on athletic fields at the
reservoir site or other recreational resources within the project area, such as bicycle
routes or other parks
CONSULTANT’s environmental subconsultant shall respond to one round of comments on the
PA Phi Design Scope.ExH.042502.doc 2 April 25, 2002
4.
administrative draft documents by preparing the Initial Study I Mitigated Negative Declaration,
including the Mitigation Monitoring and Reporting Program, for public circulation.
CONSULTANT’s environmental subconsultant shall also prepare the Notice of Availability /
Notice ofIntent to adopt a Mitigated Negative Declaration.
Following receipt of comments on the Initial Study / Mitigated Negative Declaration,
CONSULTANT’s environmental subconsultant shall then prepare responses to comments, in
conjunction with the CITY. CONSULTANT’s environmental subconsultant shall also complete
the Mitigation Monitoring and Reporting Program and prepare a Notice of Determination for the
project.
CONSULTANT’s environmental subconsultant evaluation shall be based on a review of the
project description, site reconnaissance, literature review, review of studies under preparation
¯ by other specialists, and informal consultation with relevant regulatory agencies.
Develop a preliminary architectural design for the new pump station. Deliverables will include
rendered elevations (color pencil) and sketch perspectives of the selected design.
Prepare the final geotechnical design, criteria. Obtain the field data necessary to provide
recommendations for design. Key activities are as follows:
ao
co
g=
Review the available geotechnical data for this site and for other sites in the vicinity.
Review published maps and geologic reports pertinent to the site area and develop a
summary of geologic and seismic conditions and considerations.
Visit the site, document, and mark boring locations with white paint. Notify Underground
Service Alert at least.72 hours in advance of the planned explorations to mark the
known utilities within the exploration areas for possible conflicts with our borings.
Obtain a drilling permit for the 50-foot-deep borings, as required by the Santa Clara
Valley Water District (SCVWD) for all borings deeper than 45 feet.
Drill, log, and sample four (4) borings to a minimum depth of 50 feet using a truck-
mounted drilling rig utilizing hollow-stem augers under the direction of a geotechnical
engineer. Backfill the borings with cement grout, as required by the SCVVVD; Measure
and record the depth to groundwater within the borings, if encountered. Dispose of the
drill cuttings off, site.
Perform laboratory tests on the collected soil samples to evaluate the engineering
characteristics of the subsurface soils, including direct shear and triaxial shear streng!h,
classification, shrink-swell, consolidation, gradation, and moisture density, as judged
appropriate.
Perform engineering analyses based on the results obtained from the above tasks and
develop recommendations oriented toward the above-stated purpose of these services.
Prepare a report summarizing the findings and recommendations, including a vicinity
map, a vicinity geologic map, a site plan, boring logs, laboratory test results, and
conclusions and recommendations.
Prepare aerial and topographic surveys of the reservoir site. Set control at the site. Perform a
flight to obtain high-resolution black and white, vertical aerial photography using a precision,
calibrated, cartographic camera. Photography will be taken at a height of 1,200 feet above mean
terrain, which will result in an average photo scale of 1:2,400 (1 inch = 200 feet). The number of
models and photos will vary according to the length of pipeline right of way to be mapped.
After receiving the new vertical photos, prepare digitally compiled photogrammetric mapping at
the site. Mapping will be at a scale of 1 inch = 20 feet, with a contour interval of one foot.
Following compilation of the digital photogrammetry, a field crew will be mobilized to check the
photogrammetric product, and provide a surface utility survey of the reservoir site and pipeline
PA Phi Design Scope.ExH.042502,doc April 25, 2002
o
right of way. Planimetric features will be verified and added if necessary. Utilities to be located
shall include but not be limited to storm and sanitary drainage structures, electric power and
electronic transmission facilities, visible water pipelines and structures, and other visible
indicators of utility structures. Utilities gathered will be added to the mapping product.
Conduct a utility conflict survey to develop potential route(s) for the discharge pipeline. Review
available as-built drawings to identify potential conflicts with existing utilities. Prepare
recommended pipeline route including whether existing utilities should be relocated.
Conduct a reservoir preliminary design meeting at the CITY’s offices where the CONSULTANT
will present the preliminary design. The CITY will prepare an invitation list for the meeting
consisting of representatives from operations and engineering. CONSULTANT will document
the decisions in the meeting minutes.
Prepare a basis of design document for the new reservoir. This document will provide the final
facility configuration and design criteria to initiate final design efforts. The intent is for the CITY
to accept the basis of design in this task so that changes in concept, configuration, and design
criteria are avoided once the detailed design is in progress. This document will include a brief
summary of the selected configuration, the final design criteria, and a summary of the meeting
where the alternatives were selected.
Deliverables:
2.
3.
4.
5.
6.
Conceptual design of the improvement projects.
Preliminary assessment letter report.
Administrative draft, draft, and final versions of the mitigated negative declaration.
Architectural design concepts of the new pump station.
Geotechnical report of the reservoir site.
A technical memorandum covering the utility conflict survey and recommendations to
avoid/address identified conflicts. ~
Minutes of the reservoir project selection meeting.
Basis of design of the selected alternative.
Task H2 - Final Design. CONSULTANT shall prepare final design documents for the improvement
alternative selected in Task H1. The CONSULTANT’s level of effort budget allowance for this Task is
limited to 4,042 hours as shown on Exhibit L. If additional level of effort is required to adequately design
and describe the work, the CITY will issue a change order to the CONSULTANT for a mutually agreed
amount.
CONSULTANT shall:
Prepare 35 percent design submittal package. The 35 percent drawings will include sufficient
dimensions and description of the selected components to illustrate how the concepts
developed in Task H1 will be implemented. The level of detail shall include such items as facility
siting, facility dimensions, equipment locations and relative size, piping and other appurtenance
PA Phi Design Scope.ExH.042502.doc 4 April 25, 2002
locations, and proposed process and system control diagrams.
Specifications will not be developed at this stage of design. Draft control descriptions of the new
equipment will be prepared for review.
The 35 percent submittal package will also include the following:
Site plans
Piping and instrumentation diagrams.
Piping layout drawings.
Equipment locations for all major equipment.
Control descriptions.
Equipment data sheets for all major equipment.
Instrument lists.
Drawing list.
L=st of spec=fic items requiring CITY decision.
Updated project cost estimate and schedule.
The purpose of these documents is to provide sufficient information for CITY staffto assess and
identify potential impacts and effects of the improvements to project goals, operational
constraints, and maintenance issues including equipment experiences or preferences.
Prepare 65 percent design submittal package. The 65 percent drawings shall include such items
as facility siting, facility dimensions, equipment locations and relative size, piping and other
appurtenance locations, and proposed system control diagrams.
¯ Specifications will include an outline of proposed construction sequencing and constraints;
general criteria, installation requirements and testing procedures for major equipment; and
listing of proposed bid item breakdown.
The 65 percent submittal package will also include the following:
Typical details.
Piping and instrumentation diagrams.
Piping layout drawings.
Equipment layouts for all major equipment.
Electrical single line drawings.
Control descriptions.
Control system architecture block diagrams (SCADA).
Equipment data sheets for all major equipment.
Instrument. lists.
Drawing list.
Specification table of contents.
Specification sections for major equipment.
Draft standard and special provisions.
List of specific items requiring CITY decision.
Updated project cost estimate and schedule.
Prepare 90 percent design submittal package. The 90 percent submittal package will address all
the CITY’s comments on the 65 percent submittal package as well as the comments resulting
from the CONSULTANT’S internal QA/QC program. This submittal will represent a near-
biddable setof construction documents. The purpose of this submittal is to allow the CITY a
final opportunity for comments.
Prepare a 100 percent design submittal package. The 100 percent submittal package will
PA Phi Design Scope.ExH.042502.doc April 25, 2002
o
address the final comments made by the CITY’s review team as well as the CONSULTANT’S
review team, The purpose of this submittal package is to present to the CITY how the final
comments were addressed and to obtain buy-in prior to preparing the bid package.
Prepare a single bid package combined with the improvements designed under Exhibit A. The
CITY will advertise the bid package to obtain bids from qualified contractors.
CONSULTANT shall assist the CITY during bidding by conducting one (1) on-site pre-bid
conference, answering bidding contractor’s questions during the bid period, and preparing up to
two (2) addenda; as needed.
CONSULTANT services such as conducting a preconstruction conference, preparing conformed
drawings, inspection, construction management, and submittal review are included under
Exhibit J. CONSULTANT shall receive a separate notice to proceed from the CITY when
construction management services are to begin.
Deliverables:
5.
6,
7.
8.
9.
11.
12.
2 full-size copies and 10 half-size copies of the 35 pement drawings.
10 copies of the 35 percent specifications.
35 percent design cost estimate.
2 full-size copies and 10 half-size copies of the 65 percent drawings.
10 copies of the 65 percent specifications.
65 percent design cost estimate.
2 full-size copies and 10 half-size copies of the 90 percent drawings.
10 copies of the 90 percent specifications.
90 percent design cost estimate.
1 full-size copy and 5 half-size copies of the 100 percent drawings.
5 copies of the 100 percent specifications.
100 percent design cost estimate.
Bid set documents: 1 CD of the final drawings and specifications, 1 master full-size reverse-
plotted mylars, 1 print-ready master set of specifications, 100 half-size copies of the drawings,
and 100 copies of the project specifications.
PA Phi Design Scope.ExH.042502.doc 6 April 25, 2002
EXHIBIT I
SCOPE OF WORK
DUTIES OF CONSULTANT
PRELIMINARY AND FINAL DESIGN OF THE TERMAN PARK RESERVOIR
INTRODUCTION
In December 1999, the CITY completed the Water Wells, Regional Storage, and Distribution
System Study (1999 Study). The purpose of the 1999 Study was threefold:
¯Analyze the water distribution system’s ability to supply the water demands of the City when it
is built-out according to the Comprehensive Plan dated 1998 - 2010.
¯Evaluate the City’s ability to meet water demands (maximum day plus fire flow) when the
SFPUC supply is shut down for eight hours. This is the water supply emergency defined by the
California Department of Health Services (DHS) in a letter to the City dated April 2, 1997.
¯Assess how the SFPUC’s planned conversion to chloramine disinfection .will impact water
quality in the City’s water distribution system.
The El Camino Park reservoir (Exhibit C) is only one of the many improvements recommen~led in the
1999 Study. The reservoir will improve the ability of the CITY’s water distribution system to supply water
during DHS-defined water supply emergency, as well as other water supply emergencies. Specifically,
the new reservoir would assist in fire suppression efforts in the CITY’s pressure areas 1 and 3.
At the time this scope of services was drafted, the CITY had not yet received approval from Stanford
University, the landowner, to construct the reservoir at the park. As such, alternative reservoir sites were
identified. The Terman Park site, located behind the Jewish Community Center on Arastradero Road, is
one of the six alternative reservoir sites.
¯If the CITY receives approval tO construct the reservoir at this site, CONSULTANT will perform the
services described in this Exhibit. This Exhibit I consists of the following tasks:
Task il - Preliminary Design
This task entails performing preliminary design efforts for the new Terman Park reservoir that
consist of the following:
bo
Prepare conceptual design alternatives for the new reservoir for the CITY to select one
for implementation.
Perform the environmental work needed to comply with CEQA requirements for the new
reservoir construction.
Develop architectural renderings of the proposed aboveground facilities (pump station)
for review, comment, and approval.
Conduct the geotechnical investigation necessary for final structural design.
Conduct the photogrammetric topographical survey to support final design efforts.
Route the inlet/outlet pipeline to avoid existing utilities.
Conduct a preliminary design meeting to finalize the design criteria.
Prepare a basis of design (preliminary design) report to document the final design
criteria of the new reservoir.
Task 12 - Final Design
PA Phi Design Scope.Exl.042502.doc 1 April 25, 2002
In addition to developing plans, specifications, and cost estimates for the new Terman Park
reservoir, CONSULTANT shall also assist the CITY with answering questions from the bidding
contractors.
SCOPE OF SERVICES
The following sections describe the detailed scope of services covered in this exhibit.
Task I1 .Pre-Design. Under this task, CONSULTANT shall perform the preliminary design work to
develop the basis for the final design efforts.
CONSULTANT shall:
Prepare conceptual designs of a maximum of three improvement alternatives for the new
reservoir and pump station. A description, capital construction cost estimate, 8.5xll inch
graphic, and a listing of the pros and cons will be prepared for each of the improvement
alternatives. The project alternative descriptions of the pros and cons will incorporate the results
of the environmental and geotechnical studies conducted in this task, as appropriate.
If the CITY gets authorization to construct the proposed Terman Park reservoir, the
CONSULTANT’s environmental subconsultant will conduct a site reconnaissance and review
available information (including biological and cultural resource databases)to prepare a
preliminary assessment of environmental opportunities and constraints; CONSULTANT shall
summarize this information into a concise letter report.
CONSULTANT’s environmental subconsultant shall prepare CEQA documentation to address
the proposed new reservoir project at the Terman Park site. At this time, we anticipate that a
Mitigated Negative Declaration will be appropriate. This assumption will be confirmed through
our project evaluation and preparation of the Initial Study. Our basic scope of services
addresses a single preferred site Iocatio=~ for the reservoir.
CONSULTANT’s environmental subconsultant shall prepare an administrative draft Initial Study
to evaluate the potential impacts of the proposed reservoir. We will use the CEQA Checklist and
address all issues, including the following:
Land Use: Assessment of temporary/permanent displacement of existing land uses.
Construction/Operation Effects. Assessment of site features related to:
Noise - construction and operational noise effects on sensitive land uses
Air quality/dust - construction air quality effects on adjacent land uses
Traffic - primarily construction effects on adjacent roadways and land uses of
concern
Chemical use and hazardous materials - primarily construction related
Visual quality - views of project area from adjacent land uses
Biological resources -including potential heritage treesand Game Refuge impacts
Water resources - primarily creeks and drainages that could be affected by site
runoff and groundwater impacts
Cultural/historic resources - effects on known and previously undiscovered
resources
Recreation resources - construction and operational effects on athletic fields at the
reservoir site or other recreational resources within the project area, such as bicycle
routes or other parks
CONSULTANT’s environmental subconsultant shall respond to one round of comments on the
PA Phi Design Scope.Exl.042502.doc 2 April 25, 2002
administrative draft documents by preparing the Initial Study / Mitigated Negative Declaration,
including the Mitigation Monitoring and Reporting Program, for public circulation.
CONSULTANT’s environmental subconsultant shall also prepare the Notice of Availability /
Notice of Intent to adopt a Mitigated Negative Declaration. ¯
Following receipt of comments on the Initial Study / Mitigated Negative Declaration,
CONSULTANT’s environmental subconsultant shall then prepare responses to comments, in
conjunction with the CITY. CONSULTANT’s environmental subconsultant shall also complete
the Mitigation Monitoring and Reporting Program and prepare a Notice of Determination for the
project.
CONSULTANT’s environmental subconsultant evaluation shall be based on a review of the
project description, site reconnaissance, literature review, review of studies under preparation
by other specialists,.and informal consultation with relevant regulatory agencies.
Develop a preliminary architectural design for the new pump station. Deliverables will include
rendered elevations (color pencil) and sketch perspectives of the selected design.
Prepare the final geotechnical design criteria. Obtain the field data necessary to provide
.recommendations for design. Key activities are as follows:
do
Review the a~ailable geotechnical data for this site and for other sites in the vicinity.
Review published maps and geologic reports pertinent to the site area and develop a
summary of geologic and seismic conditions and considerations.
Visit the site, document, and mark boring locations with white paint. Notify Underground
Service Alert at least 72 hours in advance of the planned explorations to mark the
known utilities within the exploration areas for possible conflicts with our borings.
Obtain a drilling permit for the 50-foot-deep borings, as required by the Santa Clara
Valley Water District (SCVWD)-for all borings deeper than 45 feet.
Drill, .log, and sample four (4) borings to a minimum depth of 50 feet using a truck-
mounted drilling rig utilizing hollow-stem augers under the direction of a geotechnical
engineer. Backfill the borings with cement grout, as required by the SCVWD. Measure
and record the depth to groundwater within the borings, if encountered. Dispose of the
drill cuttings off-site.
Perform laboratory tests on the collected soil samples to evaluate the engineering
characteristics of the subsurface soils, including direct shear and triaxial shear strength,
classification, shrink-swell, consolidation, gradationl and moisture density, as judged
appropriate.
Perform engineering analyses based on the results obtained from the above tasks and
develop recommendations oriented toward the above-stated purpose of these services.
Prepare a report summarizing the findings and recommendations, including a vicinity
map, a vicinity geologic map, a site plan, boring logs, laboratory test results, and
conclusions and recommendations.
Prepare aerial and topographic surveys of the reservoir site. Set control at the site. Perform a
flight to obtain high-resolution black and white, vertical aerial photography using a precision,
calibrated, cartographic camera. Photography will be taken at a height of 1,200 feet above mean
terrain, which will result in an average photo scale of 1:2,400 (1 inch = 200 feet). The number of
models and photos will vary according to the length of pipeline right of way to be mapped.
After receiving the new vertical photos, prepare digitally compiled photogrammetric mapping at
the site. Mapping will be at a scale of 1 inch = 20 feet, with a contour interval of one foot.
Following compilation of the digital photogrammetry, a field crew will be mobilized to check the
photogrammetric product, and provide a surface utility survey of the reservoir site and pipeline
PA Phi Design Scope.Exl.042502.doc April 25, 2002
=
right of way. Planimetric features will be verified and added if necessary. Utilities to be located
shall include but not be limited .to storm and sanitary drainage structures, electric power and
electronic transmissioh facilities, visible water pipelines and structures, and other visible
indicators of utility structures. Utilities gathered will be added to the mapping product.
Conduct a utility conflict survey to develop potential route(s) for the discharge pipeline. Review
available as-built drawings to identify potential conflicts with existing utilities. Prepare
recommended pipeline route including whether existing utilities should be relocated.
Conduct a reservoir preliminary design meeting at the CITY’s offices where the CONSULTANT
will present the preliminary design. The CITY will prepare an invitation list for the meeting
consisting of representatives from operations and engineering. CONSULTANT will document
the decisions in the meeting minutes.
Prepare a basis of design document for the new reservoir. This document will provide the final
facility configuration and design criteria to initiate final design efforts. The intent is for the CITY
to accept the basis of design in this task so that changes in concept, configuration, and design
criteria are avoided once the detailed design is in progress. This document will include a brief
summary of the selected configuration, the final design criteria, and a summary of the meeting
where the alternatives were selected.
Deliverables:
1.Conceptual design of the improvement projects.
3.
4.
5.
6.
Preliminary assessment letter report.
Administrative draft, draft, and final versions of the mitigated negative declaration.
Architectural design concepts of the new pump station.
Geotechnical report of the reservoir site.
A technical memorandum covering the utility conflict survey and recommendations to
avoid/address identified conflicts.
Minutes ..of the reservoir project selection meeting.
Basis of design of the selected alternative.
Task 12 - Final Design. CONSULTANT shall prepare final design documents for the improvement
alternative selected in Task I1. The CONSULTANT’s level of effort budget allowance for this Task is
limited to 4,042 hours as shown on Exhibit L. If additional level of effort is required to adequately design
and describe the work, the CITY will issue a change order to the CONSULTANT for a mutually agreed
amount.
CONSULTANT shall:
Prepare 35 percent design submittal package. The 35 percent drawings will include sufficient
dimensions and description of the selected components to illustrate how the concepts
developed in Task I1 will be implemented. The level of detail shall include such items as facility
siting, facility dimensions, equipment locations and relative size, piping and other appurtenance
PA Phi Design Scope.Exl.O42502.doc April 25, 2002
locations, and proposed process and system control diagrams.
Specifications will not be developed at this stage of design. Draft control descriptions of the new
equipment will be prepared for review.
The 35 percent submittal package will also include the following:
Site plans
Piping and instrumentation diagrams.
Piping layout drawings.
Equipment locations for all major equipment.
Control descriptions.
Equipment data sheets for all major equipment.
Instrument lists.
Drawing list.
List of specific items requiring CITY decision.
Updated project cost estimate and schedule.
The purpose of these documents is to provide sufficient information for CITY staffto assess and
identify potential impacts and effects of the improvements to project goals, operational
constraints, and maintenance issues including equipment experiences or preferences.
Prepare 65 percent design submittal package. The 65 percent drawings shall include such items
.as facility siting, facility dimensions, equipment locations and relative size, piping and other
appurtenance locations, and proposed system control diagrams.
Specifications will include an outline of proposed construction sequencing and constraints;
general criteria, installation requirements and testing procedures for major equipment; and
listing of proposed bid item breakdown.
The 65 percent submittal package will also include the following:
Typical details.
Piping and instrumentation diagrams.
Piping layout drawings.
Equipment layouts for all major equipment.
Electrical single line drawings.
Control descriptions.
Control system architecture block diagrams (SCADA).
Equipment data sheets for all major equipment.
Instrument lists.
Drawing list.
Specification table of contents.
Specification sections for major equipment.
Draft standard and special provisions.
List of specific items requiring CITY decision.
Updated project cost estimate and schedule.
Prepare 90 percent design submittal package. The 90 percent submittal package will address all
the CITY’s comments on the 65 percent submittal package as well as the comments resulting
from the CONSULTANT’S internal QA/QC program. This submittal will represent a near-
biddable set of construction documents. The purpose of this submittal is to allow the ,CITY a
final opportunity for comments.
Prepare a 100 percent design submittal package. The 100 percent submittal package will
PA Phi Design Scope.Exl.042502.doc April 25, 2002
o
=
address the final comments made by the CITY’s review team as well as the CONSULTANT’S
review team. The purpose of this submittal package is to present to the CITY how the final
comments were addressed and to obtain buy-in prior to preparing the bid package.
Prepare a single bid package combined with the improvements designed under Exhibit A. The
CITY will advertise the bid package to obtain bids from qualified contractors.
CONSULTANT shall assist the CITY during bidding by conducting one (1) on-site pre-bid
conference, answering bidding contractor’s questions during the bid period, and preparing up to
two (2) addenda, as needed.
CONSULTANT services such as conducting a preconstruction conference, preparing conformed
drawings, inspection, construction management, and submittal review are included under
Exhibit D. CONSULTANT shall receive a separate notice to proceed from the CITY when
construction management services are to begin.
Deliverables:
2.
3.
4.
5.
6.
7.
8.
9.
10.
12.
2 full-size copies and 10 half-size copies of the 35 percent drawings.
10 copies of the 35 percent specifications.
35 percent design cost estimate.
2 full-size copies and 10 half-size copies of the 65 percent drawings.
10 copies of the 65 pement specifications.
65 percent design cost estimate.
2 full-size copies and 10 half-size copies of the 90 percent drawings.
10 copies of the 90 percent specifications.
90 percent design cost estimate.
1 full-size copy and 5 half-size copies of the 100 percent drawings.
5 copies of the 100 percent specifications.
100 percent design cost estimate.
Bid set documents: 1 CD of the final drawings and specifications, 1 master full-size reverse-
plotted mylars, 1 print-ready master set of specifications, 100 half-size copies of the drawings,
and 100 copies of the project specifications.
PA Phi Design Scope.Exl.042502.doc 6 April 25, 2002
EXHIBIT J
SCOPE OF WORK
DUTIES OF CONSULTANT
PRELIMINARY AND FINAL DESIGN :OF THE JUANA BRIONES PARK RESERVOIR
INTRODUCTION
In December 1999, the CITY completed the Water Wells, Regional Storage, and Distribution
System Study (1999 Study). The purpose of the 1999 Study was threefold:
¯Analyze the water distribution system’s ability to supply the water demands of the City when it
is built-out according to the Comprehensive Plan dated 1998 - 2010.
¯Evaluate the City’s ability to meet water demands (maximum day plus fire flow) when the
SFPUC supply is shut down for eight hours. This is the water supply emergency defined by the
California Department of Health Services (DHS) in a letter to the City dated April 2, 1997.
¯Assess how the .SFPUC’s planned conversion to chloramine disinfection will impact water
~ quality in the City’s Water distribution system.
The El Camino Park reservoir (Exhibit C) is only one of the many improvements recommended, in the
1999 Study. The reservoir will improve the ability of the CITY’s water distribution system to supply water
during DHS-defined water supply emergency, as well as other water supply emergencies. Specifically,
the new reservoir would assist,in fire suppression efforts in the CITY’s pressure areas 1 and 3.
At the time this scope of services was drafted, the CITY had not yet received approval from Stanford
University, the landowner, to construct the reservoir at the park. As such, alternative reservoir sites were
identified. The Juana Briones Park site, located on Arastradero Road, is one of the six alternative
reservoir sites~
If the CITY receives approval to construct the reservoir at this site, CONSULTANT will perform the
services described in this Exhibit. This Exhibit J consists of the following tasks:
Task J1 - Preliminary Design
This task entails performing preliminary design efforts for the new Juana Briones Park reservoir that
consist of the following:
a.Prepare conceptual design alternatives for the new reservoirfor the CiTY to select one
for implementation.
b.Perform the environmental work needed to comply with CEQA requirements for the new
reservoir construction.
c.Develop architectural renderings of the proposed aboveground facilities (pump station)
for review, comment, and approval.
d.Conduct the geotechnical investigation necessary for final structural design.
e.Conduct the photogrammetric topographical survey to support final design efforts.
f.Route the inlet/outlet pipeline to avoid existing utilities.
g..Conduct a preliminary design meeting to finalize the design criteria.
h.P~’epare a basis of design (preliminary design) report to document the final design
criteria of the new reservoir.
Task J2 - Final Design
PA Phi Design Scope.ExJ.042502.doc 1 April 25, 2002
In addition to developing plans, specifications, and cost estimates for the new Juana Briones Park
reservoir, CONSULTANT shall also assist the CITY with answering questions from the bidding
contractors.
SCOPE OF SERVICES
The following sections describe the detailed scope of services covered in this exhibit.
Task J1 Pre.Design. Under this task, CONSULTANT shall perform the preliminary design work to
develop the basis for the final design efforts.
CONSULTANT shall:
Prepare conceptual designs of a maximum of three improvement alternatives for the new
reservoir and pump station. A description, capital construction cost estimate, 8.5xll inch
graphic, and a listing of the pros and cons will be prepared for each of the improvement
alternatives. The project alternative descriptions of the pros and cons will incorporate the results
of the environmental and geotechnical studies conducted in this task, as appropriate.
If the CITY gets authorization to construct the proposed Juana Briones Park reservoir, the
CONSULTANT’s environmental subconsultant will conduct a site reconnaissance and review
available information (including biological and cultural resource databases) to prepare a
preliminary assessment of environmental opportunities and constraints. CONSULTANT shall
summarize this information into a concise letter report.
CONSULTANT’s environmental subconsultant shall prepare CEQA documentation to address
the proposed new reservoir project at the Juana Briones Park site. At this time, we anticipate
that a Mitigated Negative Declaration will be appropriate. This assumption will be confirmed
through our project evaluation and preparation of the Initial Study. Our basic scope of services
addresses a single preferred site location for the reservoir.
CONSULTANT’s environmental subconsultant shall prepare an administrative dratt Initial Study
to evaluate the potential impacts of the proposed reservoir. We will use the CEQA Checklist and
address all issues, including the following:
Land Use: Assessment of temporary/permanent displacement of existing land uses.
Construction/Operation Effects. Assessment of site features related to:
Noise - construction and operational noise effects on sensitive land uses
Air quality/dust - construction air quality effects on adjacent land uses
Traffic - primarily construction effects on adjacent roadways and land uses of
concern
Chemica/use and hazardous materials - primarily construction related
Visual quality - views of project area from adjacent land uses
Biological resources- including potential heritage treesand Game Refuge impacts
Water resources - primarily creeks and drainages that could be affected by site
runoff and groundwater impacts
Culturallhistoric resources - effects on known and previously undiscovered
resources
Recreation resources - construction and operational effects on athletic fields at the
reservoir site or other recreational resources within the project area, such as bicycle
routes or other parks
CONSULTANT’s environmental subconsultant shall respond to one round of comments on the
PA Phi Design Scope.ExJ.O42502.doc 2 April 25, 2002
o
administrative draft documents by preparing the Initial Study / Mitigated Negative Declaration,
including the Mitigation Monitoring and Reporting Program, for public circulation.
CONSULTANT’s environmental subconsultant shall also prepare the Notice of Availability /
Notice of Intent tO adopt a Mitigated Negative Declaration.
Following receipt of comments on the Initial Study / Mitigated Negative Declaration,
CONSULTANT’s environmental subconsultant shall then prepare responses to comments, in
conjunction with the CITY. CONSULTANT’s environmental subconsultant shall also complete
the Mitigation Monitoring and Reporting Program and prepare a Notice of Determination for the
project.
CONSULTANT’s environmental subconsultant evaluation shall be based on a review of the
project description, site reconnaissance, literature review, review of studies under preparation
by other specialists, and informal consultation with relevant regulatory agencies.
Develop a preliminary architectural design for the new pump station. Deliverables will include
rendered elevations(color pencil) and sketch perspectives of the selected design.
Prepare the final geotechnical design criteria. Obtain the field data necessary to provide
recommendations for design. Key activities are as follows:
ao
Co
Review the available geotechnical data for this site and for other sites in the vicinity.
Review published maps and geologic reports pertinent to the site area and develop a
summary of geologic and seismic conditions and considerations.
Visit the site, document, and mark boring locations with white paint. Notifij Underground
Service Alert at least 72 hours in advance of the planned explorations to mark the
known utilities within the exploration areas for possible conflicts with our borings.
Obtain a drilling permit for the 50-foot-deep borings, as required by the Santa Clara
Valley Water District (SCVWD):for all borings deeper than 45 feet.
Drill, log, and sample four (4) borings to a minimum depth of 50 feet using a truck-
mounted drilling rig utilizing hollow-stem augers under the direction of a geotechnical
engineer. Backfill the borings with cement grout, as required by the SCVWD. Measure
and record the depth to groundwater within the borings, if encountered. Dispose of the
drill cuttings off-site.
Perform laboratory tests on the collected soil samples to evaluate the engineering
characteristics of the subsurface soils, including direct shear and triaxial shear strength,
classification, shrink-swell, consolidation, gradation, and moisture density, as judged
appropriate.
Perform engineering analyses based on the results obtained from the above tasks and
develop recommendations oriented toward the above-stated purpose of these services.
Prepare a report summarizing the findings and recommendations, including a vicinity
map, a vicinity geologic map, a site plan, boring logs, laborat~ory test results,, and
conclusions and recommendations.
Prepare aerial and topographic surveys of the reservoir site. Set control at the site. Perform a
flight to obtain high-resolution black and white, vertical aerial photography using a precision,
calibrated, cartographic camera. Photography will be taken at a height of 1,200 feet above mean
terrain, which will result in an average photo scale of 1:2,400 (1 inch = 200 feet). The number of
models and photos will vary according to the length of pipeline right of way to be mapped.
After receiving the new vertical photos, prepare digitally compiled photogrammetric mapping at
the site. Mapping will be ata scale of I inch = 20 feet, with a contour interval of one foot.
Following compilation of the digital photogrammetry, a field crew will be mobilized to check the
photogrammetric product, and provide a surface utility survey of the reservoir site and pipeline
PA Phi Design Scope.ExJ.042502.doc 3 April 25, 2002
right of way. Planimetric features will be verified and added if necessary. Utilities to be located
shall include but not be limited to storm and sanitary drainage structures, electric power and
electronic transmission facilities, visible water pipelines and structures, and other visible
indicators of utility structures. Utilities gathered will be added to the mapping product.
Conduct a utility conflict survey to.develop potential route(s) for the discharge pipeline. Review
available as-built drawings to identify potential conflicts with existing utilities. Prepare
recommended pipeline route including whether existing utilities should be relocated.
Conduct a reservoir preliminary design meeting at the CITY’s offices where the CONSULTANT
will present the preliminary design.. The CITY will prepare an invitation list for the meeting
consisting of representatives from operations and engineering. CONSULTANT will document
the decisions in the meeting minutes.
Prepare a basis of design document for the new reservoir. This document will provide the final
facility configuration and design criteria to initiate final design efforts. The intent is for the CITY
to accept the basis of design in this task so that changes in concept, configuration, and design .
criteria are avoided once the detailed design is in progress. This document will include a brief
summary of the selected configuration, the final.design criteria, and a summary of the meeting
where the alternatives were selected.
Deliverables:
Conceptual design of the improvement projects.
Preliminary assessment letter report.
Administrative draft, draft, and final versions of the mitigated negative declaration.
4.Architectural design concepts of the new pump station.
o Geotechnical report of the reservoir site.
A technical memorandum covering the
avoidladdress identified conflicts.
utility conflict survey andrecommendations to
Minutes of the reservoir project selection meeting.
Basis of design of the selected alternative.
Task J2 - Final Design. CONSULTANT shall prepare final design documents for the improvement
alternative selected in Task Jl. The CONSULTANT’s level of effort budget allowance for this Task is
limited to 3,696 hours as shown on Exhibit L. If additional level of effort is required to adequately design
and describe the work, the CITY will issue a change order to the CONSULTANT for a mutually agreed
.amount.
CONSULTANT shall:
Prepare 35 percent design submittal package. The 35 percent drawings will include sufficient
dimensions and description of the selected components to illustrate how the concepts
developed in Task J 1 will be implemented. The level of detail shall include such items as facility
siting, facility dimensions, equipment locations and relative size, piping and other appurtenance
PA Phi Design Scope.ExJ.042502.doc 4 April 25, 2002
locations, and proposed process and system control diagrams.
Specifications will not be developed at this stage of design. Draft control descriptionsof the new
equipment will be prepared for review.
The35 percent submittal package will also include the following:
Site plans
Piping and instrumentation diagrams.
Piping layout drawings.
Equipment locations for all major equipment.
Control descriptions.
Equipment data sheets for all major equipment.
Instrument lists.
Drawing list.
List of specific items requiring CITY decision.
Updated project cost estimate and schedule.
The purpose of these documents is to provide sufficient information for CITY staffto assess and
identify potential impacts and effects of the improvements to project goals, operational
constraints, and maintenance issues including equipment experiences or preferences.
Prepare 65 percent design submittal package. The 65 percent drawings shall include such items
as facility siting, facility dimensions, equipment locations and relative size, piping and other
appurtenance locations, and proposed system control diagrams.
Specifications will include an outline of proposed construction sequencing and constraints;
general criteria, installation requirements and testing procedures for major equipment; and
listing of proposed bid item breakdown.
The 65 percent submittal package will also include the following:
Typical details.
Piping and instrumentation diagrams.
Piping layout drawings.
Equipment layouts for all major equipment.
Electrical single line drawings.
Control descripti’ons.
Control system architecture block diagrams (SCADA).
Equipment data sheets for all major equipment.
Instrument lists.
Drawing list.
Specification table of contents.
Specification sections for major equipment.
Draft standard and special provisions.
List of specific items requiring CITY decision.
Updated project cost estimate and schedule.
Prepare 90 percent design submittal package. "l:he 90 percent submittal package will address all
the CITY’s comments on the 65 percent submittal package as well as the comments resulting
from the CONSULTANT’S internal QNQC program. This submittal will represent a near-
biddable set of construction documents. The purpose of this submittal is to allow the CITY a
final opportunity for comments.
Prepare a 100 percent design submittal package. The 100 percent submittal package will
PA Phi Design Scope.ExJ.042502.doc April 25, 2002
=
address the final comments made by the CITY’s review team as well as the CONSULTANT’S
review team. The purpose of this submittal package is to present to the CITY how the final
comments were addressed and to obtain buy-in prior to preparing the bid package.
Prepare a single bid package combined with the improvements designed under Exhibit A. The
CITY will advertise the bid package to obtain bids from qualified contractors.
CONSULTANT shall assist the CITY during bidding by conducting one (1) on-site pre-bid
conference, answering bidding contractor’s questions during the bid period, and preparing up to
two (2) addenda, as needed.
’CONSULTANT services such as conducting a preconstruction conference,.preparing conformed
drawings, inspection, construction management, and submittal review are included under
Exhibit D. CONSULTANT shall receive a separate notice to proceed from the CITY when
construction management services are to begin.
Deliverables:
2.
3.
4.
5.
6.
7.
8.
9.
12.
2 full-size copies and 10 half, size copies of the 35 percent drawings.
10 copies of the 35 percent specifications.
35 percent design cost estimate.
2 full-size copies and 10 half-size copies of the 65 percent drawings.
10 copies of the 65 percent specifications.
65 percent design cost estimate.
2 full-size copies and 10 half-size copies of the 90 percent drawings.
10 copies of the 90 percent specifications.
90 percent design cost estimate.
1 full-size copy and 5 half-size copies of the 100 percent drawings.
5 copies of the 100 percent specifications. ~
100 percent design cost estimate.
Bid set documents: 1 CD of the final drawings and specifications, 1 master full-size reverse-
plotted mylars, 1 print-ready master set of specifications, 100 half-size copies of the drawings,
and 100 copies of the project specifications.
PA Phi Design Scope.ExJ.042502.doc 6 April 25, 2002
EXHIBIT "K
EXHIBIT K
CONSULTANT’S RATE SCHEDULE
As of March 1, 2002
CITY OF PALO ALTO CIP PROJECTS
Engineers/Scientists (E/S)
E/S I.
E/S II
E/S HI
E/S IV
E/S V
E/SVI
E/S VII
E/S VIII
Principal
Engineering Aides (EA)
EA I
EA II
EA HI
EAIV
EA V
EAVI
EA VII
Engineering Technicians (ET).
ET I
ET II
ET HI
ETIV
ET V
ET VI
ET VII
ET VIII
Support Staff
Office Aides
Clerical
Word Processors
Project Equipment Communication Expense
(PECE) Per DL Hour
Hourly Rate
$81.00
93.00
113.00
125.00
138.00
155.00
169.00
181.00
186.00
60.00
65.00
76.00
95.00
107.00
119.00
130.00
59.00
63.00
67.00
72.00
80.00
94.00
107.00
136.00
42.00
60.00
69.00
5.77
Travel and Subsistence
Mileage
Subconsultant
Other Direct Costs
at cost
.36/mile
Cost + 10%
Cost + 10%
This rate schedule is subject to annual revisions due to labor adjustments. CONSULTANT,S revisions are
normally made in March each year:
C:\ba¢lmp files\WPDOCS\CONSULT~CipimplementatioaFY2001.2005~Phase I implementaffon~Phase I CMR&ContraotPkg as of 4-25-
02~PA CIP ExK FeeSchedule.doc
CITY OF PALO ALTO
PHASE ! IMPROVEMENT PROJECT
PROJECT PERCENT COMPLETE CALCULATION
Task A2 - Pt,AM~NG CONBIDERA’I1ONB
EXHIBIT B - EL CAM~NO PARK WEI~L
F.XHIBIT A TOTA L~
EXHIBIT B TOTALS
EXHIBIT C - EL CAMEO PARK RESERVOIR AND PUMP STA’tlON
E, XHIBIT C TOTAL~
PROJECT TOTAL
$117,615
10%
$1,725,856 Project Percent Comp/ete 100%
17"+U O.+4t
CITY OF PALO ALTOPHASE I IMPROVEMENTS PROJECT
PROJECT BUDGET ALLOCATION EXHIBIT L
A1 Pml- M~nag~m~m *rid ~4dmln~lt~
A.11~n. D~n rand C~
C - El Camlno Park Re~en/~" and Pump
D- ~ Manageme~
T~
$t17,e13
1225t~1
BoosterImpm~
¯ Jk~ete 8 l~-oent of l~e
5.5%
r~ lOOl~r ~t~t~on
(M~Nm~IZ!
INVOt.V~MENT ~" no( ~e~t of
[] Glm|no ~ Will
Nlocate 6 percent of the
IOO~
o%
$212,~
$117,613
8Oo¢,2~
lee1,455
8o98,7al
!~10,000
1o%
2,184
El Camlno padK Rele¢~ I
B ¢Imlno Pllt WIllllnd P~mp
$17e,328 $10,~X)
$114,213
SO
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EXHIBIT 14
EXHIBIT M
CITY OF PALO ALTO
PHASE I IMPROVEMENTS PROJECT
RESERVOIR BOOSTER STATION IMPROVEMENTS, DISTRIBUTION SYSTEM WATER
QUALITY ENHANCEMENT, EXISTING BOOSTER STATION IMPROVEMENTS, AND
RESERVOIR AND PUMP STATION AND LAND ACQUISITION.
PROJECTSCHEDULE
Assuming the CONSULTANT receives notice to proceed by June 1, 2002, the
anticipated schedule for completion is as follows:
Milestone
Council Award Date
Notice to proceed
Final opinion summary for reservoir ~ite selection
Phase I 35 percent design submittal
Phase 1 65 percent design submittal
Phase 1 90 percent design submittal-
Phase I 100 percent design submittal
Contractor notice to proceed
Construction completion
Deadline
May 20, 2002
June 1, 2002
September 4, 2002
December 10, 2002
February 18, 2002
May 28, 2003
August26, 2003
November 25,, 2003
November 25, 2004
PA Phase I Contract Schedule.ExM.doc 1 April 25, 2002
EXHIBIT N
SCOPE OF SERVICES
DUTIES OF THE CITY OF PALO ALTO
PHASE I DISTRIBUTION SYSTEM IMPROVEMENTS PROJECT
INTRODUCTION
.In December 1999, the CITY completed the Water Wells, Regional Storage, and Distribution
System Study (1999 Study). The purpose of the 1999 Study was threefold:
¯Analyze the water distribution system’s ability to supply the water demands of the City when it
is built-out according to the Comprehensive Plan dated 1998- 2010.
¯Evaluate the City’s ability to meet water demands (maximum day plus fire flow) when the
SFPUC supply is shut down for eight hours. This is the water supply emergency defined by the
Califomia Department of Health Services (DHS) in a letter to the City dated April 2, 1997.
¯Assess how the SFPUC’s planned conversion to chloramine disinfection will impact water
quality in the City’s water distribution system~
The 1999 study recommended a suite of capital improvements to correct system deficiencies that
were identified in the study.
This project comprises the majority of the design work described in the 1999 Study related to
emergency supply and chloramine conversion improvements. Several work elements consist
largely of upgrades to existing pump stations and pressure regulating stations. The design and
construction of the other major elements (i.e. rehabilitating the existing wells, constructing the new
wells, and constructing the new reservoir) are handled separately (Phase II). Rehabilitating the
existing wells and constructing the new wells (except for the proposed El Camino Park well) will be
accomplished under a separate contract (Phase II).
The CITY shall have the responsibilities indicated below for each of the project tasks. If a task is not
listed, then no specific assistance is expected of the CITY by the CONSULTANT. The project tasks are
presented below in the order of their respective contract exhibits.
EXHIBIT A - PHASE I BASIC SERVICES
Task.A1 - PROJECT MANAGEMENT AND ADMINISTRATION
Task A1.1 - Project Management. Under this task, CONSULTANT will prepare a Project Management
Plan, manage CONSULTANT’s team, and monitor project schedule and budget as described herein.
CITY shall:
1.Review and provide comments and acceptance of the project management plan.
Task A!.2 - Project Meetings, Under this task, CONSULTANT will.conduct preliminary and final design
phase project meetings as described herein. Project meetings to be held during the construction phase
are covered in Exhibit D.
C:~BACKUP FILES\WPDOCS\CONSULT~CIPIMPLEMENTATIONFY2001-2005~PHASE 1 IMPLEMENTATION~PHASE I CMR&CONTRACTPKG AS OF 4-25-O2tPAPHIEXN.OOC 1 April 25, 2002
CITY shall: ~
1.Determine which CITY staff are needed at the meetings and commit their time for the meetings.
2.Review and provide any comments on the meeting summaries prepared by the CONSULTANT.
Compile, tabulate, and resolve any conflicting comments prior to transmitting to CONSULTANT.
Task A2 - PLANNING CONSIDERATIONS
Task A2.1 - Budget and Schedule Tracking. Under this task, CONSULTANT shall prepare and
maintain software tools for tracking the project schedule and budget.
CITY shall:
1.Review the project schedule and provide timely comments to the CONSULTANT.
Task A2.2 - Permit Assessment. Under this task, CONSULTANT shall identify the permits that are
necessary for completion of the design and construction phase services.
CITY shall:
Provide assistance in identifying and contacting CITY employees ~Nho may be involved in the
permitting process.
Task A2.3 - Stakeholder Involvement. Under this task, CONSULTANT shall assist the CITY with
public involvement efforts. The focus of this task will be to involve the public parties that may be affected
by the new reservoir portion of this project. Public involvement for the other portions of this project
described in Task A.3.1 is not included in this contract because public resistance to those projects is not
anticipated. The ultimate goal of this task will be to obtain Council approval to construct a new reservoir
at one of the selected sites.
CITY shall:
Provide input and assist in developing the public involvement program. The program will consist
of a plan and schedule for obtaining approval to proceed with designing and constructing a new
reservoir at one of the selected sites (construction by others).
o Participate in one public involvement coordination meeting at the CITY’S offices to organize the
CITY’s efforts toward involving the public. The meeting will be attended by the CONSULTANT
and senior CITY officials involved in the public involvement process. It is assumed that the CITY
will provide a list of major stakeholders and potentially affected interests (PALS) including
Stanford University, the public, and the Architectural Review Board.
Provide input in developing draft and final information packets and fact sheets for distribution to
the stakeholders. Review the draft documents and provide the information needed such that the
final documents accurately represent the CITY’s plans.
o Identify the CITY staffthat should be part of the public involvement workshops and commit their
time for the workshops. Identify and reserve the facilities needed for the public workshops.
Present the opinion summary to the CITY Council to obtain approval regarding Which reservoir
site should be developed.
C:\BACKUP FILES\WPDOCS\CONSULTtCIPIMPLEMENTATIONFY2001-2005~PHASE 1 IMPLEMENTATION~PHASE I CMR&CONTRACTPKG AS OF 4-25-02~PAPHI
~N.ooc 2 April 25, 2002
Identify the CITY staff that should be part of the small group meetings with PAls near the
selected new reservoir site. Identify and reserve the facilities needed for the small group
meetings.
Review the information the CONSULTANT intends to post and/or is posting on the project
website. At the CONSULTANT’s request, provide supplemental information as needed for
posting.
Task A3 - PRE-DESIGN, DESIGN, AND COST CRITERIA
Task A3.1 Pre-Design. Under this task, CONSULTANT shall perform the preliminary design work to
develop the basis for the final design efforts.
CITY shall:
Provide the CONSULTANT and its subconsultants access to the various sites involved in this
project.
Provide assistance in identifying and contacting CITY employees who may be involved in the’
permitting process.
Identify the CITY staff that need to be involved in reviewing and commenting on the-draft
improvement plans (basis of design document). Prepare an invitation list for the preliminary
design review meeting consisting of representatives from operations and engineering. Commit
the time of the CITY staff members to assist in completing this work in a timely manner. Compile
and tabulate the review comments and resolve any conflicting comments before transmitting to
CONSULTANT.
Identify and commit the time of the CITY staff who should be involved in reviewing the project
environmental documents. Review and comment on an administrative draft Categorical
Exemption. Compile and tabulate the review comments and resolve any conflicting comments
before transmitting to CONSULTANT.
Task A3.2 - Final Design. CONSULTANT shall prepare final design documents for the improvement
alternatives selected in Task 3.1.
CITY shall:
Identify the CITY staffthat need to be involved in reviewing and commenting on the 35 percent
complete, 65 percent complete, and 90 percent complete plans and specifications. Commit the
time of the CITY staff members to assist in completing this work in a timely manner. Compile
and tabulate the review comments and resolve any conflicting comments before transmitting to
CONSULTANT.
Attend one (1) on-site pre-bid conference. Determine which CITY staff should attend the pre-bid
conference and commit their time.
3.Advertise the bid package to obtain bids from qualified contractors.
Sell and distribute plans, specifications, and addenda to bidding contractors.
C:~]ACKUP FILE’S\WPDOCS\CONSULT\CIPIMPLEMENTATIONFY2001-2005\PHASE 1 IMPLEMENTATION’tPHASE ! CMR&CONI"RACTPKG AS OF 4-25-O2~PAPHIEx,.DOC 3 April 25, 2002
EXHIBIT B - EL CAMINO PARK WELL
Task BI El Camino Park Well Pre.Design. Under this task, CONSULTANT shall perform the
preliminary design work to develop the basis for the final design efforts.
CITY shall:
Provide the CONSULTANT and its subconsultants access to the El Camino Park site as
needed.
Provide assistance in identifying and contacting CITY employees who may be involved in the
permitting process.
Identify the CITY staffthat need to be involved in reviewing and commenting on the draft basis
of design document. Prepare an invitation list for the preliminary design review meeting
consisting of representatives from operations and engineering. Commit the time of the CITY
staff members to assist in completing this work in a timely manner. Compile and tabulate the
CITY staff review comments on the draft basis of design documentJand resolve any conflicting
comments before transmitting to CONSULTANT. .-
Identify and commit the time of the CITY staff who should be involved in reviewing the project
environmental documents. Review and comment on an administrative draft Initial Study /
Mitigated Negative Declaration, including the Mitigation Monitoring and Reporting Program.
.Compile and tabulate the review comments and resolve any conflicting comments before
transmitting to CONSULTANT.
Provide available as-built drawings ofali underground utilities in and around the El Camino Park
site.
Task B2 - El Camino Park Well Final Design. CONSULTANT shall prepare final design documents
for the improvement alternative selected.
CITY shall:
Identify the CITY staffthat need to be involved in reviewing and commenting on the 35 pement.
complete, 65 percent complete, and 90 percent complete plans and specifications. Commit the
time of the CITY staff members to assist in completing this work in a timely manner. Compile
and tabulate the review comments and resolve any conflicting comments before transmitting to
CONSULTANT.
Attend one (1) on-site pre-bid conference. Determine which CITY staffshould attend the pre-bid
conference and commit their time.
3.Advertise the bid package to obtain bids from qualified contractors.
4.Sell and distribute plans, specifications, and addenda to bidding contractors.
EXHIBIT C - EL CAMINO PARK RESERVOIR
Task C1 El Camino Park Reservoir Pre-Design. Under this task, CONSULTANT shall perform the
preliminary design work to develop the basis for the final design efforts.
C:~BACKUP FILES\WPDOCS\CONSULT~CIPIMPLEMENTATIONFY2001-20OS~PHASE 1 IMPLEMENTATION~PHASE I CMR&CONTRACTPKG AS OF 4-25-O~PAPHIEX,.DOC 4 April 25, 2002
CITY shall:
1.Provide the CONSULTANT and its subconsultants access to the El Camino Park site.
Provide assistance in identifying and contacting CITY employees who may be involved in the
permitting process.
Identify the CITY staff that need to be involved in reviewing and commenting on the draft
improvement plans (basis of design document). Prepare an invitation list for the preliminary
design review meeting consisting of representatives from operations and engineering. Commit
the time of the CITY staff members to assist in completing this work in a.timely manner. Compile
and tabulate the review comments andresolve any conflicting comments before transmitt!ng to
CONSULTANT.
Identify and commit the time of the CITY staff who should be involved in reviewing the project
environmental documents. Review and comment on an administrative draft Initial Study /
Mitigated Negative Declaration, including the Mitigation Monitoring and Reporting Program.
Compile and tabulate the review comments and resolve any conflicting comments before
transmitting to CONSULTANT.
Identify and commit the time of the CITY .staff who should be involved in reviewing the project
preliminary architectural design. Review and comment on the preliminary architectural design
for the proposed pump station. Compile and tabulate the review comments and resolve any
conflicting comments before transmitting to CONSULTANT.
Provide available as-built drawings of allunderground utilities in and around the El Camino Park
site.
Task C2 - Final Design. CONSULTANT shall prepare final design documents for the improvement
alternative selected in Task C1.
. CITY shall:
Identify the CITY staffthat need to be involved in reviewing and commenting on the 35 percent
complete, 65 percent complete, and 90 percent complete plans and specifications. Commit the
time of the CITY staff members to assist in completing this work in a timely manner. Compile
and tabulate thereview comments and resolve any conflicting comments before transmitting to
CONSULTANT.
Attend one (1) on-site pre-bid conference. Determine which CITY staff should attend the pre-bid
conference and commit their time.
3.Advertise the bid package to obtain bids from qualified contractors.
4.Sell and distribute plans, specifications, and addenda to bidding contractors.
EXHIBIT D - CONSTRUCTION SUPPORT SERVICES
I - OFFICE SERVICES
:\BACKUP FILES\W~DOCS\CONSUL’r~CIPIMPLEMENTATIONF~2001-2005~PHASE 1 IMPLEMENTATION~PHASE I CMR&CONTRACTPKG AS oF 4-25-02~PAPHI
EX~.O0C 5 April 25, 2002
Task D1.0 General Administration
CITY shall:
D1.2 Review the monthly progress reports and provide comments as needed.
Task D2.0 Conformed Drawings and Specifications
CITY shall:
D2.1 Distribute the conformed drawings to various CITY staff as appropriate.
Task D3,0 Award Contract
CITY shall:
D3.1 Issue the Notice to Award, execute the construction agreement with the successful
contractor, and issue a Notice to Proceed.
Task D4.0 Attendance at Meetings
CITY shall:
D4.1 Attend Preconstruction Conference. Identify the CITY staff that should attend the
preconstruction conference and commit their time. Identify and reserve the facilities needed for
the conference.
D4.2 Attend Regularly Scheduled Meetings. Identify the CITY staff that should attend the regularly
scheduled meetings and commit their time. During construction site visits to attend the weekly
meetings, the CONSULTANT Project Manager shall walk the job site with the CITY
representative(s) to observe the construction progress and discuss relevant construction
issues.
Task DS.0 Engineering Review Services
CITY shall:
D5.4 Change Orders. Review change order requests. Assist the CONSULTANT Project Manager
in processing change orders with the CITY.
II - FIELD SERVICES
Task D9.0 Field Inspection
CITY shall:
Provide a Resident Engineer to work under the supervision of the CONSULTANT Construction
Manager for the duration of the construction project.~
D9.1 Field Inspection. Assist the CONSULTANT Construction.Manager with monitoring the
C:\BACKUP FILES\WPDOCS\CONSULT~CIPIMPLEMENTATIONFY2001-20OS"3PHASE 1 IMPLEMENI"ATION~PHASE I CMR&CONTRACTPKG AS OF 4=25-02\PAPH!
~N.ooc 6 April 25, 2002
Contractor’s work for compliance with the contract documents.
D9.5 Inspection Reports. The CITY’s Resident Engineer andlor Field Inspector shall prepare
Daily Inspection Reports and prepare a summary Weekly Inspection Report. The
,.CONSULTANT Construction Manager shall review the weekly reports pdor to distribution to
the CITY.
III - STARTUP
Task D12.0 Startup Assistance
CiTY shall:
¯ D12.1 Testing and Startup Services. The CITY’s Resident Engineer shall assist the
CONSULTANT.Construction Manager with testing and startup services, and coordinate any
specified vendor training.
EXHIBIT E - coYOTE HILL RESERVOIR
Task E1 Pre-Design.Under this task, CONSULTANT shall perform the preliminary design work to
develop the basis for the final design efforts.
CITY shall:
1.Provide the CONSULTANT and its subconsultants access to the project site.
Provide assistance in identifying and contacting CITY employees who may be involved in the
permitting process. ¯
Identify the CiTY staff that need to be involved in reviewing and commenting on the draft
improvement plans (basis of design document). Prepare an invitation list for the preliminary
design review meeting consisting of representatives from operations and engineering. Commit
the time of the CITY staff members.to assist in completing this work in a timely manner. Compile
and tabulate the review comments and resolve any conflicting comments before transmitting to
CONSULTANT.
Identify and commit the time of the CITY staff who should be involved in reviewing the project
environmental documents. Review and comment on an administrative draft Initial Study /
Mitigated Negative Declaration, including the Mitigation Monitoring and Reporting Program.
Compile and tabulate the review comments and resolve any conflicting comments before
¯ transmitting to CONSULTANT.
Identify and commit the time of the CITY staff who should be involved in reviewing the project
preliminary architectural design. Review and comment on the preliminary architectural design
for the proposed pump station. Compile and tabulate the review comments and resolve any
conflicting comments before transmitting to CONSULTANT.
6.’ Provide available as-built drawings of all underground utilities in and around the project site.
Task E2 - Final Design. CONSULTANT shall prepare final design documents for the improvement
alternative selected in Task El.
C:~BACKUP FILES\WPDOCS\CONSULTtCIPIMPLEMENTATIONFY2001-2005~PHASE 1 IMPLEMENTATION~°HASE I CMR&CONTRACTPKG AS OF 4-25-02tPAPHI
7 April 25, 2002
CITY shall: ’
Identify the CITY staffthat need to be involved in reviewing and commenting on the 35 percent
complete, 65 percent complete, and 90 percent complete plans and specifications. Commit the
time of the CITY staff members to assist in completing this work in a timely manner. Compile
and tabulate the review comments and resolve any conflicting comments before transmitting to
CONSULTANT.
Attend one (1) on-site pre-bid conference. Determine which CITY staff should attend the pre-bid
conference and commit their time.
Advertise the bid package to obtain bids from qualified contractors.
Sell and distribute plans, specifications, and addenda to bidding contractors.
EXHIBIT F - OLD QUARRY RESERVOIR
Task F1 .Pre-Design. Under this task, CONSULTANT shall perform the preliminary design work to
develop the basis for the final design efforts.
CITY shall:
Provide the CONSULTANT and its subconsultants access to the project site.
Provide assistance in identifying and contacting CITY employees who may be involved in the
permitting process.
Identify the CITY staff that need to be involved in reviewing and commenting on the draft
improvement plans (basis of design document). Prepare an invitation list for the preliminary
design.review meeting consisting of representatives from operations and engineering. Commit
the time of the CITY staff members to assist in completing this work in a timely manner. Compile
and tabulate the review comments and resolve any conflicting comments before transmitting to
CONSULTANT.
Identify and commit the time of the CITY staff who should be involved in reviewing the project
environmental documents. Review and comment on an administrative draft Initial Study /
Mitigated Negative Declaration, including the Mitigation Monitoring and Reporting Program.
Compile and tabulate the review comments and resolve any conflicting comments before
transmitting to CONSULTANT.
Identify and commit the time bf the CITY staff who should be involved in reviewing the project
preliminary architectural design. Review and comment on the preliminary architectural design
for the proposed pump station..Compile and tabulate the review comments and resolve any
conflicting comments before transmitting to CONSULTANT.
6.Provide available as-built drawings of all underground utilities in and around the project site.
Task F2 - Final Design. CONSULTANT shall prepare final design documents for the improvement
alternative selected in Task F1.
C:~BACKUP FILES\WPDOCS\CONSUL’F~ClPIMPLEMENTATIONF~f2001-200b3PHASE 1 IMP.LEMENTATION~PHASE I CMR&CONTRACTPKG AS OF 4-25-02~PAPHIEXN.DOC 8 April 25, 2002
Identify the CITY
complete, 65 per
time of the CITY
and tabulate the
CONSULTANT.
Attend one (1) o=
conference and,
Advertise the bk
Sell and distribu
EXHIBIT H - GUNN HI(
Task HI Pre-Design. I.
develop the basis for th~
CITY shall:
1.Provide the COl
2.Provide assistar
permitting proce
Identify the
improvement pl~
design review m
the time of the C
and tabulate the
CONSULTANT.
o Identify and con
environmental
Mitigated Negal
Compile and ta
transmitting to
Identify and con
preliminary arcl"
for the propose,
Conflicting comr
6.Provide availab
Task H2 - Final Desig
alternative selected in "1
CITY shall:
CITY shall:
Identify the CITY staffthat need to be involved in revi~
complete, 65 percent complete, and 90 percent compl
time of the CITY staff members to assist in completir
and tabulate the review comments and resolve any co
CONSULTANT.
Attend one (1) on-site pre-bid conference. Determine\
conference and commit their time.
Advertise the bid package to obtain bids from qualifie
Sell and distribute plans, specifications, and addend~
EXHIBIT G - ESTHER CLARK PARK RESERVOIR
Task GI Pre-Design. Under this task, CONSULTANT shall
develop the basis fo.r the final design efforts.
.CITY shall:
1.Provide the CONSULTANT and its subconsultants ac
Provide assistance in identifying and contacting CITY
permitting process.
Identify the CITY staff that need to be involved in n
improvement plans (basis of design document). Prel:
design review meeting consisting of representatives fn
the time of the CITY staff members to assist in complet
and tabulate the review comments and resolve any cor
CONSULTANT.
Identify and commit the time of the CiTY staff who she
.environmental documents. Review and comment or
Mitigated Negative Declaration, including the Mitigati
Compile and tabulate the review comments and re.,
transmitting to CONSULTANT.
Identify and commit the time of the CITY staff who shc
preliminary architectural design. Review and commen
for the proposed pump station. Compile and tabulate
conflicting comments before transmitting to CONSULt
6.Provide available as-built drawings of all underground
Task G2 - Final Design. CONSULTANT shall prepare final~
alternative selected in Task GI.
CITY shall:
C:\BACKUP FILES\WPDOCS\CONSUL1 C:\BACKUP FILES\WPDOCS\CONSUL’I3CIPIMPLEMENTATIONFY2001.2005~PHASE 1 IMPLEMENTATI¢
EXN.DOC EXN.DOC 9
=
complete, 65 percent complete, and 90 percent complete plans and specifications. Commit the
time of the CITY staff members to assist in completing this work in a timely manner. Compile
and tabulate the review comments and resolve any conflicting comments before transmitting to
CONSULTANT.
Attend one (1) on-site pre-bid conference. Determine which CITY staffshould attend the pre-bid
conference and commit their time.
Advertise the bid package to obtain bids from qualified contractors.
Sell and distribute plans, specifications, and addenda to bidding contractors.
EXHIBIT J - JUANA BRIONES RESERVOIR
Task Jl Pre-Design. Under this task, CONSULTANT shall perform the preliminary design work to
develop the basis for the final design efforts.
CITY shall:
1.Provide the CONSULTANT and its subconsultants access to the project site.
Provide assistance in identifying and contacting CITY employees who may be involved in the
permitting process.
o
Identify the CITY staff that need to be involved in reviewing and commenting on the draft
improvement plans (basis of design document). Prepare an invitation list for the preliminary
design review meeting consisting Of representatives from operations and engineering. Commit
the time of the CITY staff members to assist in completing this work in a timely manner. Compile
and tabulate the review comments and resolve any conflicting comments before transmitting to
CONSULTANT.
Identify and commit the time of.the CITY staff Who should be involved in reviewing the project
environmental documents..Review and comment on an administrative draft Initial Study /
Mitigated Negative Declaration, including the Mitigation Monitoring and Reporting Program.
Compile and tabulate the review comments and resolve any conflicting comments before
transmitting to CONSULTANT.
Identify and commit the time of the CITY staff who should beinvolved in *reviewing the project
preliminary architectural design. Review and comment on the preliminary architectural design
for the proposed pump station. Compile and tabulate the review comments and resolve any
conflicting comments before transmitting to CONSULTANT.
Provide available as-built drawings of all underground utilities in and around the project site.
Task J2 - Final Design. CONSULTANT shall prepare final design documents for the improvement
alternative selected in Task Jl.
CITY shall:
1.Identify the CITY staff that need to be involved in reviewing and commenting on the 35 percent
C:\BACKUP FILES\WPDOCS\CONSULT~CIPIMPLEMENTATIONFY2001-2OO5\PHASE 1 IMPLEMENTATION~PHASE I CMR&CONTRAC’I"PKG AS OF 4-25-O2~PAPHI
EXN,DOC 12 April 25, 2002
o
complete, 65 percent complete, and 90 percent complete plans and specifications. Commit the
time of the CITY staff members to assist in completing this work in a timely manner, Compile
and tabulate the review comments and resolve any conflicting comments before transmitting to
CONSULTANT.
Attend one (1) on-site pre-bid conference. Determine which CITY staffshould attend the pre-bid
conference and commit their time.
Advertise the bid package to obtain bids from qualified contractors.
Sell and distribute plans, specifications, and addenda to bidding contractors.
C:~BACKUP FILES\WPDOCS\CONSULT~CIPIMPLEMENTATIONFY2001-200~PHASE 1 IMPLEMENTATION~PHASE I CMR&CONTRACTPKG AS OF 4-25-02~PAPHI
13 April 25, 2002
3033 Nodlt 441h St., #101Phoenix AZ 85018
THIS CERTIRCATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND
CONFERS NO.RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIRCATEDOES NOT AMEND, EXTEND OR AL’~R THE COVERAGE AFFORDED BY THE
POUCIES BELOW.
ITHIS IS TO CERTIFY THAT THE POUCIES OF INSURANCE USTED BELOW H VE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POlICy PERIOD
INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POUCIES DESCRII~ED HEREIN IS SUBJECT TOALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POUCIES. UMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
3MF805211-00
EXCLUDI NG
PROFESS ICNAL LIAB
(SEPARATE POL ICY)
CO~CTUAL L lAB
INCLLIOED
3MAB05211-00
E3G03532600
TEXAS AUTCMG61LE
TUU3577243
3BR018520-00
12/31/01
12/31/01
12/31/01
12/31/01
~Xl~Y EXPtRAI~
OA~ (MM~D~0
12/31/02
12/31/02
12/31/02
12/31/02
GENERAL ~
COMMERO, AL GENERAL LIAelUTY
CLAIMS MADE I~-IoccUR.
OWNER’S & CONTRACTOR’S PROT,
PER PROJECT GENERAL
AGGREGATE
ANY AUTO
ALL OWNED AUTOS
SCHEDULED AUTOS ¯
HIRED AUTOS
NON-OWNED AUTOS
GARAGE LIABILITY
Carollo Job #
GENERAL AGGREGATE
PRODUCTS-COMP/OP AGG.
’PERSONAL & ADV. INJURY
EACH OCCURRENCE
FIRE DAMAGE (Any ~ tim)
MED. EXPENSE (Any o~e pemon)
COMBINED SINGLELIMIT
BODILY INJURY
(Per pemo~)
BODILY INJURY
(Per acddenl)
PROPERTY DAMAGE
2F000~000
2,000,000
1,000,000
1,000,000
500,000
20,000
1,000,000
EACH OCCURRENCE I$1,000,000
AGGREGATE~I
~Ix I STATUTORY LIMITS
EACH ACCIDENT I$1,000,000
DISEASE- POLICY LIMIT
J~
1,000,000
DISEASE- EACH EMPLOYEE 1,000,000
EX~SS ~
UMBRELLA FORM
OTHER THAN UMBRELLA FORM
WOR~R’S COMPENSATION
OTHER
N~tber #0384412 .
~: uap=zat improvements vrolecteverability of Interests is part of the policy conditionsddjtional lnsured per the attached,endorsement
ADDITICf~,L INSURED
DOES NOT APPLY TO
WGRKERS O~MPENSATICN
Not Yet Assigned
I SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE[] EXPIRATION DATE THEREOF, THE ISSUING COMPANY WILL EN~
[] MAIL ~0 *DAYS WR~TEN NOTICE TO THE CERTIFICATE HOI ~ER NAMED TO THE[] B.~(](
I°EXCEPT I0 DAYS
~D REPRESF.~A]~IE ~ / ’ .
POLICY NUMBER: 3MF805211-00
Carollo Engineers, P.C.
COMMERCIAL GENERAL LIABILITY
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
ADDITIONAL INSURED - OWNERS, ’LESSEES OR
CONTRACTORS (FORM B)
This endorsement modifies insurance provided under the following:
COMMERCIAL GENERAL LIABILITY COVERAGE PART.
SCHEDULE
Name of Person or Organization:
The City of Palo Alto, its council members, officers, agents,and employees
(If no entry appears above, information required to complete this endorsement will be shown in the
Declarations as applicable to this endorsement.)
WHO IS AN INSURED (Section II) is amended to include as an insured the person or organization
shown in the Schedule, but only with respect to liability arising out of your ongoing operations
performed for that insured.
This insurance is primary with respect to the additional insureds. Any other insurance available to that
person or organization is excess and non-contributing.
Signature of Authorized Representative
CG 20 10 10 93 Copyright, Insurance Services Office, Inc., 1984
Policy #. 3MA805211-00 Carollo Engineers, P.C.
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
ADDITIONAL INSURED
This endorsement modifies insurance provided under the following:
BUSINESS AUTOMOBILE COVERAGE FORM
GARAGE COVERAGE FORM
TRUCKERS COVERAGE FORM
SCHEDULE
Name of Person
or Organization
The City of Palo Alto, its council members, officers, agents, and employees
WHO IS AN INSURED (Section 11) is amended to include as an "insured" the person(s) ’
or organization(s) shown in the schedule but only with respect to their liability arising out
of:
a)your work for the additional insured(s) at the location designated, or
b)acts or omissions of the additional insured(s) in connection with their general
supervision of your work at the location shown in the schedule for claims arising
out of the operation, maintenance, or use of a covered "auto".
This insurance is primary with respect to the additional insured. Any other insurance
available to that person or organizations excess and ngncontributing.
u-c A- 192-A ad ffnu ’d" ~epre~e~’~ive
11/10/89
THIS CERTIROATE IS ISSUED AS A MATTER OF INFORMATION ONLY
Bmwn & Brown beorance of AZ
4041 N. Central A~nue
$.lb 1~0Phoen/x AZ 85012
~7. 85018
CONFERS NO RI(~H1~ UPON THE CERTIRCATE HOLDER, THIS CERTIRCATEDOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE
POUCIES BELOW.
COMPANIES AFFORDING COVERAGE
L~RCO"~ANY AContlm=l ~
COMPANY B %Vi=0r ~ & Co.LEfTER .
COMPANY D
LEITER
LE~ER
PERIOD
INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WiTH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POUCIES, UMITS SHOWN MAY HAVE BEEN REDUCED BY PAll
GENF.R~. ~
~O~w~IERCIAL GENERAL LIABILITYCLAIMS MADE ~OCCUR.
It’S & CONTRACTOR~3 PROT.
CAL IFGRNIA AGENTS
L ICENSE NLMBER
#0364412
ANY AUTO
ALL OWNED AUTO.~
SCHEDULED AUTOS
HIRED AUTOS
NON-OWNED AUTOS
~ ~ GARAGE UABILrTY
~UMBRELLA FORM
OTHER TITAN UMBRELLA FORM
WORI<~R’S COMPENSA’IION
PROFESSIONAL LIABILITY
CLAIMS MADE.RETROAGllVE
DATE UNUMI’I’ED
AEE113854459
~F~OFOPlg~TION~LOCKI1ON,~/EHIOZ=8~PECI~LITEM8Capital Improvements Project
Severability of Interests is part of the policy conditions
Pou~ EFI=~’IlWDM~
07/04/00
CLAIMS,
DAT£ (MIRDD/YY)
GENERAL AGGREGATE $
PRODUCTS-COMPiOP AGG.$
PERSONAL & ADV. INJURY $
EACH OCCURRENCE $
FIRE DAMAGE (Any ofle fimi $
MED. EXPENSE (Any o~e person) $
COMBINED SINGLE
UMIT $
BODILY INJURY
(Per person)
BODILY INJURY
(Per accident)!$
PROPERTY DAMAGE $
EACH O~URRENCE
"AQ(~REGATE
07/04/02
I STATUTORY UMITS
EACH ACCIDENT
"DISF-.~SE - POUCY LIMIT
[)ISEASE - EACH EMPLOYEE
$
$
PER CLAIM 1,000,000AGGREGATE1,000,000DEDUCTIBLE500,000
Carollo Job # Not Yet Assigned
~ of Pldo Alto’Atl~: Rowel Antonio
1007 ~ Coud
Paid Alto
TH~
EXPIRATION DATE THEREOF, THE ISSUING COMPANY WILL EN[X~C~,XXXXXXXX
MAIL ~0 *DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE
LEFT,
, X~QI~R~X.~y~N)~R XXXXXXXXXXXX~EXCEPT 10 DAYS ~
CERTIFICATION OF NONDISCRIMINATION SECTION 410
Certification of Nondiscrimination
As suppliers of goods or services to the City of Palo Alto, the firm and individuals listed below
hereby certify:
a)that they are currently in compliance with all federal and state of California laws
covering nondiscrimination in employment; and
b)that, if awarded the contract, the proposer will not discriminate in employment of any
person under the contract because of race, color, national origin or ancestry, religion,
disability, gender or marital status of such person.
THE INFORMATION HEREIN IS CERTIFIED CORRECT BY SIGNATURE(S) BELOW.
Firm:
Signature:
Name:
Signature:
Name:
Note:
(PRINT OR TYPE NAME)
(PRINT OR TYPE NAME)
California Corporations Code Section 313 requires two corporate officers to execute
contracts.
*The signature of First Officer* must be one of the following: Chairman of the
Board; President; or Vice President.
**The signature of the Second Officer** must be one of the following: Secretary;
Assistant Secretary; Chief Financial Officer," or Assistant Treasurer.
(In the alternative, a certified corporate resolution attesting to the signatory
authority of the individuals signing in their respective capacities is acceptable)
CITY OF PALO ALTO RFP NO 142430 PAGE 1 OF 1