HomeMy WebLinkAboutStaff Report 3573
City of Palo Alto (ID # 3573)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 4/1/2013
City of Palo Alto Page 1
Summary Title: Design of Dual Media Filters Optimization
Title: Approval of Enterprise Wastewater Treatment Fund Contract with
Kennedy/ Jenks Consultants in the Total Amount of $205,430 for the Design
of Dual Media Filters Optimization Project at Regional Water Quality Control
Plant - Capital Improvement Program Project WQ- 80021
From: City Manager
Lead Department: Public Works
Recommendation
Staff recommends that Council:
1. Approve and authorize the City Manager or his designee to execute the
attached contract with Kennedy/Jenks Consultants, Inc. in the total amount
of $205,430 for design of Duel Media Filter Optimization (Attachment A);
and
2. Authorize the City Manager or his designee to negotiate and execute one or
more change orders to the contract with Kennedy/Jenks Consultants, Inc.
for related, additional services as specified in the contract, the total value
of which shall not exceed $20,543.
Discussion
In 1980, the Dual Media Filter (DMF) facility went online to remove additional
solids from the final water discharged to the Bay. A three foot deep bed of filter
media, consisting of sand and anthracite, clogs with small particles on a regular
basis and to remove the clogged condition, the filter media bed is flushed
City of Palo Alto Page 2
(backwashed) with clean final effluent as part of normal daily operation. This
project seeks to optimize the DMF with process enhancements to the filters, the
backwash systems, the filter media, and upstream secondary clarifiers. A key
enhancement will be the addition of an air wash to replace the much less
effective and aging filter media surface wash system. Expected outcomes of the
project will be increasing the mean filter run time between needed backwashes,
shortening the length of the backwash cycle, reducing the quantity of backwash
water required to reduce retreatment costs, improving Plant energy efficiency,
reducing wear-and-tear on DMF equipment, reducing the suspended solids
loading on the DMF, and providing more reliable treatment that meets state and
federal regulations.
This project is consistent the with Plant’s Long Range Facilities Plan (LRFP)
completed October 2012 and accepted by Council July 2, 2012 (staff report ID #
2914). The LRFP identified the need to use ongoing CIP wastewater treatment
projects to reinvest in the DMF and clarifiers, to rehabilitate these facilities, and
to keep these facilities in a state of proper maintenance and operational
readiness. Along with the optimization components described above, the design
of this project will retire the 33-year old DMF surface wash pumps and
rehabilitate ancilliary systems in the DMF and clarifiers consistent with the
recommendations of the LRFP.
Scope of Services Description
The consultant will provide services for design of DMF optimization and
modifications to secondary clarifiers. This includes engineering, control
programming, developing construction documents, provide support during
bidding & construction for the dual media filters air wash system, backwash
system, pilot testing; and design improvements to the secondary clarifiers for
performance optimization.
Summary of Solicitation Process
Proposal Title/Number Design of DMF Performance Optimization at the
Regional Water Quality Control Plant - RFP No.
148081
City of Palo Alto Page 3
Proposed Length of Project 12 months
Number of Solicitations for
Proposal mailed &/or emailed
19
Total Days to Respond to
Proposal
26
Pre-proposal Meeting Date October 30, 2012
Number of Company
Attendees at Pre-proposal
Meeting
4 firms
Number of Proposals
Received:
4
Number of Companies
Interviewed
4
Range of Proposal Amounts
Submitted
$205,430 to $368,163
Evaluation of Proposals
An evaluation committee consisting of staff from the Public Works Department’s
Environmental Services Division (ESD) reviewed the proposals. Four firms were
invited to participate in oral interviews on December 4 and 5, 2012. The
committee carefully reviewed each firm's qualifications and submittal in response
to the criteria identified in the Request for Proposals (RFP). The criteria used to
evaluate the proposing firms included: quality and completeness of proposal;
quality, performance, and effectiveness of the work plan; proposer's experience;
proposer's ability to perform the work within the time specified; cost; proposer's
financial stability; proposer's prior record of performance; and proposer's
compliance with applicable laws and regulations. Kennedy/Jenks Consultants, Inc.
was selected because of its innovations, experienced project staffing,
understanding of project requirements, relevant project experience, and
knowledge of project solutions.
City of Palo Alto Page 4
Resource Impact
Funding is available in the FY 2013 Enterprise Wastewater Treatment Fund Capital
Improvement Program project WQ-80021 Plant Equipment Replacement budget.
Policy Implications
Authorization of this project does not represent a change in existing policies.
Environmental Review
This project is exempt from review under the California Environmental Quality Act
pursuant to CEQA Guidelines Section 15301 (b), which includes repair,
maintenance, and minor alteration of publicly-owned wastewater facilities
involving negligible expansion.
Attachments:
Attachment A: S13148081_Kennedy Jenks_DMF Performance Optimization_Final (PDF)
CITY OF PALO ALTO CONTRACT NO. S13148081
AGREEMENT BETWEEN THE CITY OF PALO ALTO AND
FOR PROFESSIONAL SERVICES
This Agreement is entered into on this 21 st day of February, 2013, ("Agreement") by and
between the CITY OF PALO ALTO, a California chartered municipal corporation ("CITY"), and
KENNEDY/JENKS CONSULTANTS, a California corporation, located at 303 Second Street,
Suite 300, South San Francisco, CA 94107, telephone number (415)243-2150 ("CONSULTANT").
RECITALS
The following recitals are a substantive portion ofthis Agreement.
A. CITY intends to design the air wash system, investigate leakage into mud wells, pilot testing
at DMF, design miscellaneous modifications at the clarifiers ("Project") and desires to engage a
consultant to provide professional services in connection with the Project ("Services").
B. CONSULTANT has represented that it has the necessary professional expertise,
qualifications, and capability, and all required licenses and/or certifications to provide the Services.
C. CITY in reliance on these representations desires to engage CONSULTANT to provide the
Services as more fully described in Exhibit "A", attached to and made a part ofthis Agreement.
NOW, THEREFORE, in consideration ofthe recitals, covenants, terms, and conditions, this
Agreement, the parties agree:
AGREEMENT
SECTION 1. SCOPE OF SERVICES. CONSULTANT shall perform the Services described in
Exhibit "A" in accordance with the terms and conditions contained in this Agreement. The
performance of all Services shall be to the reasonable satisfaction of CITY.
o Optional On-Call Provision (This provision only applies if checked and only applies to on-call
agreements.)
Serviceswill be authorized by the City, as needed, with a Task Order assigned and approved by the
City's Project Manager. Each Task Order shall be in substantially the same form as Exhibit A-I.
Each Task Order shall designate a City Project Manager and shall contain a specific scope of work, a
specific schedule of performance and a specific compensation amount. The total price of all Task
Orders issued under this Agreement shall not exceed the amount of Compensation set forth in
Section 4 of this Agreement. CONSULTANT shall only be compensated for work performed under
an authorized Task Order and the City may elect, but is not required, to authorize work up to the
maximum compensation amount set forth in Section 4.
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Rev. June 2, 2010
SECTION 2. TERM The term of this Agreement shall be from the date of its full execution
through 02/16/2016 unless terminated earlier pursuant to Section 19 of this Agreement.
SECTION 3. SCHEDULE OF PERFORMANCE. Time is ofthe essence in the performance of
Services under this Agreement. CONSULTANT shall complete the Services within the term ofthis
Agreement and in accordance with the schedule set forth in Exhibit "B", attached to and made a part
of this Agreement. Any Services for which times for performance are not specified in this
Agreement shall be commenced and completed by CONSULTANT in a reasonably prompt and
timely manner based upon the circumstances and direction communicated to the CONSULTANT.
CITY's agreement to extend the term or the schedule for performance shall not preclude recovery of
damages for delay if the extension is required due to the fault of CONSULTANT.
SECTION 4. NOT TO EXCEED COMPENSATION. The compensation to be paid to
CONSULTANT for performance ofthe Services described in Exhibit "A", including both payment
for professional services and reimbursable expenses, shall not exceed Two Hundred and Five
Thousand Four Hundred and Thirty Dollars ($205,430). In the event Additional Services are
authorized, the total compensation for services and reimbursable expenses shall not exceed Two
Hundred Twenty five Thousand Nine Hundred and Seventy three Dollars ($225,973). The
applicable rates and schedule of payment are set out in Exhibit "C-1", entitled "HOURL Y RATE
SCHEDULE," which is attached to and made a part of this Agreement.
Additional Services, if any, shall be authorized in accordance with and subject to the provisions of
Exhibit "C". CONSULTANT shall not receive any compensation for Additional Services performed
without the prior written authorization of CITY. Additional Services shall mean any work that is
determined by CITY to be necessary for the proper completion of the Project, but which is not
included within the Scope of Services described in Exhibit "A".
SECTION 5. INVOICES. In order to request payment, CONSULTANT shall submit monthly
invoices to the CITY describing the services performed and the applicable charges (including an
identification of personnel who performed the services, hours worked, hourly rates, and
reimbursable expenses), based upon the CONSULTANT's billing rates (set forth in Exhibit "C-1 ").
If applicable, the invoice shall also describe the percentage of completion of each task. The
information in CONSULTANT's payment requests shall be subject to verification by CITY.
CONSULTANT shall send all invoices to the City'S project manager at the address specified in
Section 13 below. The City will generally process and pay invoices within thirty (30) days of
receipt.
SECTION 6. QUALIFICATIONS/STANDARD OF CARE. All of the Services shall be
performed by CONSULTANT or under CONSULTANT's supervision. CONSULTANT represents
that it possesses the professional and technical personnel necessary to perform the Services required
by this Agreement and that the personnel have sufficient skill and experience to perform the Services
assigned to them. CONSULTANT represents that it, its employees and subconsultants, if permitted,
have and shall maintain during the term of this Agreement all licenses, permits, qualifications,
insurance and approvals of whatever nature that are legally required to perform the Services.
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All of the services to be furnished by CONSULTANT under this agreement shall meet the
professional standard and quality that prevail among professionals in the same discipline and of
similar knowledge and skill engaged in related work throughout California under the same or similar
circumstances.
SECTION 7. COMPLIANCE WITH LAWS. CONSUL TANTshall keep itself informed of and
in compliance with all federal, state and local laws, ordinances, regulations, and orders that may
affect in any manner the Project or the performance of the Services or those engaged to perform
Services under this Agreement. CONSULTANT shall procure all permits and licenses, pay all
charges and fees, and give all notices required by law in the performance of the Services.
SECTION 8. ERRORS/OMISSIONS. CONSULTANT shall correct, at no cost to CITY, any and
all errors, omissions, or ambiguities in the work product submitted to CITY, provided CITY gives
notice to CONSULTANT. If CONSUL TANT has prepared plans and specifications or other design
documents to construct the Project, CONSULTANT shall be obligated to correct any and all errors,
omissions or ambiguities discovered prior to and during the course of construction of the Project.
This obligation shall survive termination of the Agreement.
SECTION 9. COST ESTIMATES. If this Agreement pertains to the design of a public works
project, CONSULTANT shall submit estimates of probable construction costs at each phase of
design submittal. If the total estimated construction cost at any submittal exceeds ten percent (10%)
of the CITY's stated construction budget, CONSULTANT shall make recommendations to the
CITY for aligning the PROJECT design with the budget, incorporate CITY approved
recommendations, and revise the design to meet the Project budget, at no additional cost to CITY.
SECTION 10. INDEPENDENT CONTRACTOR. It is understood and agreed that in performing
the Services under this Agreement CONSULTANT, and any person employed by or contracted with
CONSULTANT to furnish labor and/or materials under this Agreement, shall act as and be an
independent contractor and not an agent or employee of the CITY.
SECTION 11. ASSIGNMENT. The parties agree that the expertise and experience of
CONSULTANT are material considerations for this Agreement. CONSULTANT shall not assign or
transfer any interest in this Agreement nor the performance of any of CONSULTANT's obligations
hereunder without the prior written consent of the City Manager. Consent to one assignment will
not be deemed to be consent to any subsequent assignment. Any assignment made without the
approval of the City Manager will be void.
SECTION 12. SUBCONTRACTING. No Subcontractor: CONSULTANT shall not subcontract
any portion of the work to be performed under this Agreement without the prior written
authorization of the City Manager or designee.
CONSUL TANT shall be responsible for directing the work of any sub consultants and for any
compensation due to subconsultants. CITY assumes no responsibility whatsoever concerning
compensation. CONSULTANT shall be fully responsible to CITY for all acts and omissions ofa
subconsultant. CONSULTANT shall change or add subconsultants only with the prior approval of
the City Manager or his designee.
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SECTION 13. PROJECT MANAGEMENT. CONSULTANT will assign John Wyckoff as
the Proj ect Manager to have supervisory responsibility for the performance, progress, and execution
of the Services and to represent CONSULTANT during the day-to-day work on the Project. If
circumstances cause the substitution of the project director, project coordinator, or any other key
personnel for any reason, the appointment of a substitute project director and the assignment of any
key new or replacement personnel will be subject to the prior written approval ofthe CITY's project
manager. CONSULTANT, at CITY's request, shall promptly remove personnel who CITY finds do
not perform the Services in an acceptable manner, are uncooperative, or present a threat to the
adequate or timely completion of the Project or a threat to the safety of persons or property.
The City's project manager is Padmakar Chaobal, Public Works Department, Water Quality Control
Plant Division, Telephone: 650-329-2287. The project manager will be CONSULTANT's point of
contact with respect to performance, progress and execution of the Services. The CITY may
designate an alternate project manager from time to time.
SECTION 14. OWNERSHIP OF MATERIALS. Upon delivery, all work product, including
without limitation, all writings, drawings, plans, reports, specifications, calculations, documents,
other materials and copyright interests developed under this Agreement shall be and remain the
exclusive property of CITY without restriction or limitation upon their use. CONSULTANT agrees
that all copyrights which arise from creation ofthe work pursuant to this Agreement shall be vested
in CITY, and CONSULTANT waives and relinquishes all claims to copyright or other intellectual
property rights in favor of the CITY. Neither CONSULTANT nor its contractors, if any, shall make
any of such materials available to any individual or organization without the prior written approval
of the City Manager or designee. CONSULTANT makes no representation of the suitability of the
work product for use in or application to circumstances not contemplated by the scope of work.
SECTION 15. AUDITS. CONSULTANT will permit CITY to audit, at any reasonable time
during the term of this Agreement and for three (3) years thereafter, CONSULTANT's records
pertaining to matters covered by this Agreement. CONSULTANT further agrees to maintain and
retain such records for at least three (3) years after the expiration or earlier termination of this
Agreement.
SECTION 16. INDEMNITY.
16.1. To the fullest extent permitted by law, CONSULTANT shall protect,
indemnify, defend and hold harmless CITY, its Council members, officers, employees and agents
(each an "Indemnified Party") from and against any and all demands, claims, or liability of any
nature, including death or injury to any person, property damage or any other loss, including all
costs and expenses of whatever nature including attorneys fees, experts fees, court costs and
disbursements ("Claims") that arise out of, pertain to, or relate to the negligence, recklessness, or
willful misconduct ofthe CONSULTANT, its officers, employees, agents or contractors under this
Agreement, regardless of whether or not it is caused in part by an Indemnified Party.
16.2. Notwithstanding the above, nothing in this Section 16 shall be construed to
require CONSULTANT to indemnify an Indemnified Party from Claims arising from the active
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negligence, sole negligence or willfu~ misconduct of an Indemnified Party.
16.3. The acceptance of CONSUL TANT' s services and duties by CITY shall not
operate as a waiver of the right of indemnification. The provisions of this Section 16 shall survive
the expiration or early termination of this Agreement.
SECTION 17. WAIVERS. The waiver by either party of any breach or violation of any covenant,
term, condition or provision ofthis Agreement; or of the provisions of any ordinance or law, will not
be deemed to be a waiver of any other term, covenant, condition, provisions, orclinance or law, or of
any subsequent breach or violation ofthe same or of any other term, covenant, condition, provision,
ordinance or law. '
SECTION 18. INSURANCE.
18.1. CONSULTANT, at its sole cost and expense, shall obtain and maintain, in full
force and effect during the term ofthis Agreement, the insurance coverage described in Exhibit "D".
CONSULTANT and its contractors, ifany, shall obtain a policy endorsement naming CITY as an
additional insured under any general liability or automobile policy or policies.
18.2. All insurance coverage required hereunder shall be provided through carriers
with AM Best's Key Rating Guide ratings of A-:VII or higher which are licensed or authorized to
transact insurance business in the State of California. Any and all contractors of CONSULTANT
retained to perform Services under this Agreement will obtain and maintain, in full force and effect
during the term of this Agreement, identical insurance coverage, naming CITY as an additional
insured under such policies as required above.
18.3. Certificates evidencing such insurance shall be filed with CITY concurrently
with the execution ofthis Agreement. 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 materially reduced in coverage or limits, by the insurer except after filing with the
Purchasing Manager thirty (30) days' prior written notice of the cancellation or modification,
CONSULTANT shall be responsible for ensuring that current certificates evidencing the insurance
are provided to CITY's Purchasing Manager during the entire term of this Agreement.
18.4. 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 Agreement. 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 Agreement, including such damage, injury, or loss
arising after the Agreement is terminated or the term has expired.
SECTION 19. TERMINATION OR SUSPENSION OF AGREEMENT OR SERVICES.
19.1. The City Manager may suspend the performance ofthe Services, in whole or
in part, or terminate this Agreement, with or without cause, by giving ten (10) days prior written
notice thereofto CONSULTANT. Upon receipt of such notice, CONSULTANT will immediately
discontinue its performance of the Services.
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19 .2. CONSULTANT may terminate this Agreement or suspend its performance of
the Services by giving thirty (30) days prior written notice thereofto CITY, but only in the event of
a substantial failure of performance by CITY.
19.3. Upon such suspension or termination, CONSULTANT shall deliver to the
City Manager immediately any and all copies of studies, sketches, drawings, computations, and
other data, whether or not completed, prepared by CONSULTANT or its contractors, if any, or given
to CONSULTANT or its contractors, if any, in connection with this Agreement. Such materials will
become the property of CITY.
19.4. Upon such suspension or termination by CITY, CONSULTANT will be paid
for the Services rendered or materials delivered to CITY in accordance with the scope of services on
or before the effective date (Le., 10 days after giving notice) of suspension or termination; provided,
however, if this Agreement 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 and1mmediate benefit to CITY as such determination may be made by
the City Manager acting in the reasonable exercise ofhis/her discretion. The following Sections
will survive any expiration or termination of this Agreement: 14, 15, 16, 19.4,20, and 25.
19.5. 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 Agreement.
SECTION 20. NOTICES.
All notices hereunder will be given in writing and mailed, postage prepaid, by
certified mail, addressed as follows:
To CITY: Office ofthe City Clerk
City of Palo Alto
Post Office Box 10250
Palo Alto, CA 94303
With a copy to the Purchasing Manager
To CONSULTANT: Attention of the Project Director
at the address of CONSULTANT recited above
SECTION 21. CONFLICT OF INTEREST.
21.1. In accepting this Agreement, CONSULTANT covenants that it presently has
no interest, andwill not acquire any interest, direct or indirect, financial or otherwise, which would
conflict in any manner or degree with the performance of the Services.
21.2. CONSULTANT further covenants that, in the performance of this Agreement,
it will not employ subconsultants, contractors or persons having such an interest. CONSULTANT
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certifies that no person who has or will have any financial interest under this Agreement is an officer
or employee ofCITY;this provision will be interpreted in accordance with the applicable provisions
ofthe Palo Alto Municipal Code and the Government Code ofthe State of California.
21.3. If the Project Manager determines that CONSULTANT is a "Consultant" as
that term is defined by the Regulations ofthe Fair Political Practices Commission, CONSULTANT
shall be required and agrees to file the appropriate financial disclosure documents required by the
Palo Alto Municipal Code and the Political Reform Act.
SECTION 22. NONDISCRIMINATION. As set forth in Palo Alto Municipal Code section
2.30.510, CONSULTANT certifies that in the performance of this Agreement, it shall not
discriminate in the employment of any person because of the race, skin color, gender, age, religion,
disability, national origin, ancestry, sexual orientation, housing status, marital status, familial status,
weight or height of such person. CONSULTANT acknowledges that it has read and understands the
provisions of Section 2.30.510 of the Palo Alto Municipal Code relating to Nondiscrimination
Requirements and the penalties for violation thereof, and agrees to meet all requirements of Section
2.30.510 pertaining to nondiscrimination in employment.
SECTION 23. ENVIRONMENTALLY PREFERRED PURCHASING AND ZERO WASTE
REQUIREMENTS. CONSULTANT shall comply with the City's Environmentally Preferred
Purchasing policies which are available at the City's Purchasing Department, incorporated by
reference and may be amended from time to time. CONSULTANT shall comply with waste
reduction, reuse, recycling and disposal requirements of the City's Zero Waste Program. Zero
Waste best practices include first minimizing and reducing waste; second, reusing waste and third,
recycling or composting waste. In particular, Consultant shall comply with the following zero waste
requirements:
• All printed materials provided by Consultant to City generated from a personal
computer and printer including but not limited to, proposals, quotes, invoices,
reports, and public education materials, shall be double-sided and printed on a
minimum of30% or greater post-consumer content paper, unless otherwise approved
by the City's Project Manager. Any submitted materials printed by a professional
printing company shall be a minimum of30% or greater post-consumer material and
printed with vegetable based inks.
• Goods purchased by Consultant on behalf of the City shall be purchased in
accordance with the City's Environmental Purchasing Policy including but not
limited to Extended Producer Responsibility requirements for products and
packaging. A copy ofthis policy is on file at the Purchasing Office.
• Reusable/returnable pallets shall be taken back by the Consultant, at no additional
cost to the City, for reuse or recycling. Consultant shall provide documentation from
the facility accepting the pallets to verify that pallets are not being disposed.
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SECTION 24. NON-APPROPRIATION
24.1. This Agreement is subject to the fiscal provisions ofthe Charter ofthe City of
Palo Alto and the Palo Alto Municipal Code. This Agreement 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 Agreement are no longer available. This section shall take
precedence in the event of a conflict with any other covenant, term, condition, or provision of this
Agreement.
SECTION 25. MISCELLANEOUS PROVISIONS.
25.1. This Agreement will be governed by the laws of the State of California.
25.2. 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 in the County of Santa Clara, State of
California.
25.3. The prevailing party in any action brought to enforce the provisions of this
Agreement may recover its reasonable costs and attorneys' fees expended in connection with that
action. The prevailing party shall be entitled to recover an amount equal to the fair market value of
legal services provided by attorneys employed by it as well as any attorneys' fees paid to third
parties.
25.4. This document represents the entire and integrated agreement 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.
25.5. The covenants, terms, conditions and provisions of this Agreement will apply
to, and will bind, the heirs, successors, executors, administrators, assignees, and consultants of the
parties.
25.6. If a court of competent jurisdiction finds or rules that any provision of this
Agreement or any amendment thereto is void or unenforceable, the unaffected provisions of this
Agreement and any amendments thereto will remain in full force and effect.
25.7. All exhibits referred to in this Agreement and any addenda, appendices,
attachments, and schedules to this Agreement which, from time to time, may be referred to in any
duly executed amendment hereto are by such reference incorporated in this Agreement and will be
deemed to be a part of this Agreement.
25.8 If, pursuant to this contract with CONSULTANT, City shares with
CONSULTANT personal information as defined in California Civil Code section 1798.81.5( d)
about a California resident ("Personal Information"), CONSULTANT shall maintain reasonable and
appropriate security procedures to protect that Personal Information, and shall inform City
immediately upon learning that there has been a breach in the security of the system or in the
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security of the Personal Information. CONSULTANT shall not use Personal Information for direct
marketing purposes without City's express written consent.
25.9 All unchecked boxes do not apply to this agreement.
25.10 The individuals executing this Agreement represent and warrant that they
have the legal capacity and authority to do so on behalf of their respective legal entities.
IN WITNESS WHEREOF, the parties hereto have by their duly authorized
representatives executed this Agreement on the date first above written.
CITY OF PALO ALTO KENNEDY/JENKS CONSULTANTS
City Manager
APPROVED AS TO FORM:
Senior Asst. City Attorney
Attachments:
EXHIBIT "A":
EXHIBIT "B":
EXHIBIT "C":
EXHIBIT "C-l":
EXHIBIT "D":
SCOPE OF WORK
SCHEDULE OF PERFORMANCE
COMPENSATION
SCHEDULE OF RATES
INSURANCE REQUIREMENTS
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EXHIBIT" A"
Scope of Services
Design of DMF Performance Optimization
(CIP NUMBER WQ -80021)
DMF Optimization
Professional Services
Rev. June 2, 2010
Scope of Work
DESCRIPTION OF WORK
General description: Provide engineering services for design, control programming, construction
support, startup and testing of a dual media filtration airwash system, blowers, electrical and
control/automation equipment, valves, slide gates, secondary clarifier effluent launder and weir
washer, and miscellaneous modifications to dual media filtration (DMF) filters and secondary
clarifiers. Additionally, design a pilot air scour, underdrain, and filter trough system, in one
IS'x30'x13' (WxLxD) filter tank, for DMF filter optimization testing; Provide design for bench
scale testing in 8-inch columns of varying filter media profiles (media type and layer configuration)
for the pilot filters; oversee construction of pilot filter; and conduct pilot testing over a 6 month
period. City (WQCP) shall perform daily operations and data collection of the bench scale pilot
testing equipment.
Air wash system: Provide engineering services for design, construction support, startup and
performance testing of a new air wash system to replace the surface wash system for 11 of 12
existing DMF filters. Installation is to be phased, with equipment installed on a single filter which
will be performance tested for a period of time (3 months or as recommended) prior to the
installation of air washers for 10 additional filters. The air wash system will include blowers, air
wash piping and appurtenances, and integration with the plant's existing SCADA and PLC system.
DMF pilot testing: The remaining filter will be used for pilot testing of improvements to optimize
performance of the existing DMF filtration system. The results of pilot testing will form the basis for
future upgrades. The Consultant will recommend equipment for the pilot testing, including a new air
scour, low profile underdrain, effluent trough and filter media system for future filter upgrades;
observe and facilitate bench testing by City, using 8-inch columns, differing media profiles (media
type and layering) to optimize for longest filter run time; prepare documents for construction of the
pilot test filter; provide engineering services for construction support, startup and performance
testing; conduct pilot testing for 6 months, after which the Plant will continue to operate the filter.
DMF backwash system: Investigate source of leakage of backwash water into mud wells. Design
replacement valves and actuators. Investigate and recommend control programming to automate
initiation of backwashing based on filter headloss. R WQCP staff will implement control
programming.
Secondary Clarifiers: Design improvements to existing secondary clarifiers, including a weir washer
and launder cleaning system; automation of an existing round pipe surface scum removal trough
with integration into PLC and SCADA HMI screens; modifications to an existing scum removal box
and pump system in the secondary effluent channel; replacement of v-notch weir plates; fill-in of
corners of square clarifiers, with removal of clarifier mechanism corner sweeps; upto 16 new slide
gates in effluent lalJllders to isolate individual clarifiers.
BACKGROUND
Palo Alto Regional Water Quality Control Plant
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The Palo Alto Regional Water Quality Control Plant (RWQCP or Plant) treats domestic,
commercial, and industrial wastewater from the cities of Mountain View, Palo Alto and Los Altos,
the Town of Los Altos Hills, East Palo Alto Sanitary District and Stanford University. The service
area has a residential population of approximately 217,000 people. The Plant has an average influent
flow of21 mgd, a permitted design capacity of39 mgd, and a peak wet weather flow capacity of80
mgd. Plant facilities include the headworks, primary, secondary and tertiary treatment, disinfection,
recycled water, and biosolids treatment facilities.
The most of the major facilities of the R WQCP were built in 1972 with the construction of an
activated sludge secondary treatment facility. Process facilities built in 1972 include an influent
pump station, primary sedimentation tanks, activated sludge tanks, square shape secondary clarifiers,
chlorine disinfection facilities and biosolids incineration facilities. The plant was upgraded to
tertiary treatment in 1979 with the addition of dual media filtration and fixed film reactors (trickling
filters). In 1988 the plant was expanded to its current capacity with modifications to various existing
facilities, and the addition of two new circular secondary clarifiers, which operate in parallel with
the existing square shaped clarifiers. An ultraviolet disinfection facility was added in 2010 to replace
chlorination for effluent disinfection. Plant layout and process flow diagrams are attached to this
scope of work.
Attachments
• Existing facilities layout
• Process flow diagram
Secondary Clarifiers
The Plant has 6 secondary clarifiers, of which four are a square shape and two are circular in shape.
The square clarifiers were constructed in 1972 and are 120' square in shape. Scum is collected by a
fixed elevation stainless steel weirlbox in the secondary effluent channel and pumped to the primary
sedimentation tanks. The circular clarifiers were constructed in 1988 and are 120' in diameter. The
circular clarifiers have a round-pipe surface scum removal trough. By rotating as tank water level
changes the scum trough can maintain a constant flow through slots in the pipe. Currently the system
is rotated manually on a periodic basis. Automating the scum trough would capture scum better and
should reduce the amount of water needed for scum removal.
Attachments
• Clarifier, DMF design summary
• Circular clarifier plan view (Clarifiers 5 and 6)
• Circular clarifier typical section
• Square clarifier plan view (Clarifiers 1,2,3,4)
• Square clarifier typical section
Dual Media Filtration (DMF) Facility
The final treatment process before UV disinfection and discharge to the San Francisco Bay is dual
media filtration tertiary treatment. Although the filters are effective at maintaining low effluent TSS,
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filter backwash frequency is too high. Time between backwash cycles is limited by buildup of
organic matter o~ the surface ofthe filters. The DMF system is described further in Task 3.
Attachments
• DMF isometric drawing
TASKS
Task 1-Clarifiers 5 & 6 (round clarifiers)
1.1 Design a weir washer and launder cleaning system (e.g., Gill Trading Company) using plant
recycle water (W4). If attached to the clarifier mechanism the cleaning system should be
articulated to "dive" under the clarifier's fixed scum trough as it passes by.
1.2 Consider either modification of existing scum removal system or installation of scum beach
system and provide advice on both systems. Design automation of system selected by City;
automation of round pipe surface scum trough draining, integrated ~nto PLC and SCADA HMI
screens or installation of beach system.
Task 2 -Clarifiers 1,2,3, & 4 (square clarifiers)
2.1 Design replacement effluent weirs to balance of flow over weirs in radial pattern so that
disproportionate flows are not directed to comers of square clarifier. Provide detailed
fabrication drawing ofFRP launder weir. The goal is to reduce carryover of pin floc and solids
due to unequal overflow conditions due to non-round conditions. Additional solids sent to the
Dual Media Filtration facility increases run times and energy use.
2.2 Design changes to secondary effluent channel scum trough and pumping system. The removal
of accumulated scum in the secondary effluent channel needs to be automated. The current
system needs minor modifications to effectively remove scum. A large scum blanket has been
responsible for carryover into the Dual Media Filtration facility causing blinding ofthe media,
reducing filter run times, increasing energy use, and encouraging media loss from scum
attached to anthracite coal.
2.3 Design comer fill-in for each clarifier with lightweight structural material (Le., matching water)
to eliminate comer sweep mechanisms. Comer sweep mechanism has a "kick" when wheel is
released or retracted. This kick and stop motion stirs up settled sludge in the comers and
throughout the clarifier from a slight jerking motion on the clarifier arms. The comer sweeps
are a notorious mechanical problem for maintenance crews.
2.4 Design for the installation of up to 16 slide gates so that secondary clarifier launders can be
isolated when specific clarifiers are out of service (typically any 2 of the 4 clarifiers).
Task 3 -DMF Backwash Waste Valve Replacement
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3.1 Detennine source of leaking water into mud wells. This includes checking for leaking mud
well valves and verifying that no water is leaking into the mud wells via the mud well spray
system. Pinpoint the Backwash Waste Valves that need replacing. Operations staff can assist.
Protocols to be reviewed by City staff.
3.2 Design replacement backwash waste valve and actuators for up to 9 ofthe filters 12 backwash
waste valves. Valves and actuators will be replaced in kind. An additional flanged coupling
adapter is necessary to aid construction. Existing repair drawings and specifications from 2003
project for 3 of the 12 backwash waste valves are available for review. These repairs will
reduce the wasting of flow into mudwells, reduce energy use, and reduce recycle flows.
Task 4 -Dual Media Filtration (DMF) Facility Filter Airwash System
Problem Statement:
The DMF filters have a problem involving surface clogging. Surface clogging ofthe filter media is
usually caused by rapid accumulation of solids on the top surface of the fine media. Surface clogging
is usually not a problem in dual media filters because of the greater porosity of the coal layer as
compared with single media sand filters; however there are portions of the top media (e.g., comers)
that are not washed as effectively and willencourage media loss during backwashes. Solids collect
throughout the depth of the coal media rather than mostly at the surface. "Mudding" in the poorly
washed surface areas of the comers and mid-section causes problems. The mudding tends to migrate
throughout the media bed, causes media mixing at the dual media interface, reduces hydraulic
throughput in the comers and mid-section, and significantly reduces filter run times through a less
efficient cleaning process (e.g., compared to airwash systems). The City desires to replace the
surface wash system with an airwash system to increase filter runtimes, decrease backwash flows
through the plant, save on energy, extend the life of the filter equipment by reducing its nonnal wear
and tear, and (potentially) eliminate the sodium hypochlorite backwashes that are currently needed
to reduce mudding.
Method of Operation:
Whether the control is automatic or manual, the sequence is the same for backwashing any filter,
as follows:
1. Close influent valve:
2. Filter level drawdown: Because effluent valve is still open, the filter level drops to six
inches above the surface wash anns (approximately 3.4 feet on the filter level indicator) and
then reports ready condition to PLC.
3. Close effluent valve: At the drawdown level, the PLC closes the effluent valve.
4. Start backwash pump
5. Open five air relief valves
6. Open backwash rate valve 30% for air bleeding in two minutes
7. Close air relief valves
8. Close backwash rate controller valve
9. Open backwash waste drain valve
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10. Start the surface wash pump
11. Open the filter backwash valve: If drain valve is open and backwash pump at pressure, the
PLC opens the backwash supply inlet valve.
12. Open and close the surface wash valve: When the drain valve is full open, backwash pump
running, and surface wash pump running, the PLC opens the surface wash valve. After a
preselected time, the PLC closes the surface wash valve and stops the surface wash pump.
13. Operate the backwash rate controller and valve: When backwash valve reports OPEN, the
PLC will sequence the backwash supply through the backwash rate controller at set times and
flows. The rate controller will then control the backwash rate valve according to the backwash
rates and times schedule normally set into the DMF SCADA screen by Operations. If the
Operator does not load the desired rates and times into the DMF SCADA screen, the PLC will
automatically start the backwash at the rates and times approximately as follows:
Time Sequence Rate (gpm) Duration (min)
TJ From 0 increase to 3,960 gpm (40%) 1 (min)
T2 Steady at 3,960 gpm (40%) 2 Yz (min)
T3 From 3,960 gpm increase to 7,920 gpm (80%) 1 (min)
T4 Steady at 7,920 gpm (80%) 5 (min)
Ts From 7,920 gpm decrease to 1,980 gpm (20%) 1 (min)
T6 Surface wash time interval (Tl to 2 min ofT4) 6 Yz (min)
The surface wash will automatically start at time T 1 and stop 2 minutes after T 4 start. The
surface wash operates at a constant flow rate of about 300 gpm.
14. Close the backwash valve and stop the backwash pump: After completion ofTs, the PLC
fills the filter with backwash supply water until the filter level reaches 6 feet then stops the
backwash supply pump. At the same time, the PLC will close the backwash supply inlet
valve.
15. Open the influent valve: When the drain valve is closed, the PLC opens the filter influent
valve.
16. Open the effluent valve: When the filter is at operating level, the PLC opens the effluent
valve to open to the set rate. The backwash for this filter is now complete and the system
will resume scanning for other filters requiring backwash.
Each step in the backwash sequence is checked for completion before the next step proceeds. If any
step fails to verify within the period the sequence failure times out, the PLC will restore all valves to
normal filtering position. Also, the PLC will not start the backwash unless (1) mud well level is
sufficiently low (Le. A level of 17 feet) to accept the backwash waste, (2) clear well water level is
sufficiently high (Le. A level of 5 feet) to supply the backwash water required, and (3) no other
filter is being backwashed.
Assuming that the following time sequence and rates were selected and entered into the Filter
Control Panel by the Operator, the quantity of water (filtered effluent) used in backwashing one
filter can be computed as shown below:
Average Rate (gpm)
Time Sequence Rate (f;!;pm) (multiDlv bv time)
TJ o to 3,960 1,980
T2 3,960 3,960
Time (min)
1
2.5
(f;!;al)
1,980
9,900
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T3 3,960 to 7,920 5,940 1 5,940
T4 7,920 7,920 5 39,600
Ts 7,920 tol,980 4,950 1 4,950
T6 (surface wash) 300 300 6.5 1,800
Total Water 64,170 gallons
The 12 filters are reinforced concrete structures, each measuring 30 feet x 15 feet x 13 feet deep. The
bottom of each filter has six 6-inch wide by 8-inch high sills running longitudinally the full length of
the filter. These sill support precast media support blocks (i.e. Robertson Filter Group Wheeler
under drain) and form the under drain channels for passage offilter effluent and backwash influent.
The 5-inch deep media support blocks form a false filter bottom, which consists of a regular pattern
of inverted, pyramidal-shaped depressions, with a 5/8-inch orifice and four 1-3/8 inches in diameter,
which form a support structure for the media and prevent escape of media through the orifices while
allowing passage of filter effluent and backwash water.
Filter media consists, from top to bottom, of a 24-inch layer of anthracite coal (ES 1.2-1.4, UC
<1.5), 12-inches of sand (ES 0.4 -0.6, UC <1.7), and a four 3-inch graded layers of gravel, ranging
from #10 mesh to I-inch size.
Each filter is equipped with two rotary-type "surface wash" distributors for use during part of the
filter backwash cycle to assure turbulent mixing of media grains so as to maximize cleansing. These
rotosweep units employ several water jet nozzles directed at an angle slightly below horizontal
position. The nozzles deliver clear well storage water at 60 psi and use the eductor principle to draw
water into their flow stream to increase turbulence. The air supply tube is open to atmosphere
through the rotary axis ofthe unit above the maximum water level in the filter. For proper operation,
each rotosweep unit requires 126 gpm at 60 psi. The rotating arms are mounted about 2-1/2 inches
above the top surface of the coal layer, so that they do not interfere with the media during normal
filtering. When the media bed is expanded during backwashing, the arms rotate, by the force of the
water nozzles, in the midst ofthe turbuleQ.t media cloud created by the main backwash flow.
Surface wash pumps are each 300 gpm, 185-foot TDH, end-suction, centrifugal units, each driven by
a 25 hp, 3,525 rpm, 460 volt, 3-phase, constant speed motor. The pumps are Aurora, Mode1411, 2 x
2-1/2 x 10 units.
Operation of the surface wash pumps is normally controlled automatically by the filter backwash
PLC for the preset period at the beginning of each backwash cycle. Surface wash flow should stop
about 60 seconds before the end of the high rate backwash cycle to allow the media to re-stratify.
Pumps can also be run manually from their H-O-A selector switches at the Filter Control Panel. Air
is bled from the surface wash lines into the odd DMF filter influent channel to avoid water hammer.
Only one of the two pumps operates at a time.
Attachments
• Existing media specs
Tasks:
4.1 Design an air scour system to replace the surface wash system at the DMF.
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Approximate design basis (verify with manufacturer):
• 1125 to 1350 cfm blower, depending on system requirements
• 6 to 10 psi operating setpoint, depending on selected air distribution system
• 2.5 to 3 cfm of air per square foot of media on each ofthe DMF's 12 15'x30' filters,
depending on system requirements
Provide a pre-design Technical Memorandum to make recommendation for specific
products including:
• Roberts Filter Group (Aries Managed Air System)
Anticipated equipment for this design includes (recommendations below are to be
verified or modified during're-design'):
• Blower Package
2ea -50 hp positive displacement or rotary blowers, 480V power, 1 duty and 1 standby
2ea -blower packages with blower, motor, mounting, OSHA equipment, relief valve,
inlet filter and silencer, discharge silencer, spool type flexible connectors, check
valve, pressure gauge, and sound enclosure, all located inside the DMF building.
• Air Piping System
12ea -120V airwash wafer style, butterfly control valves; located outdoors; 1 unit per
DMF filter (Note: the existing power wiring, control wiring, and pneumatic air
supply used by the existing surface wash control valves can be reused for the new
airwash valves to reduce costs)
lea -in-filter stainless steel airwash supply and drop piping system
1 ea -out-of-filter carbon steel airwash piping system
3ea -air isolation valves at blowers, manually operated
1 ea -air pressure indicator and transmitter tied into plant SCADA
• SCADA and PLC Integration
lea -HMI -the plant's remote HMI is an existing SCADA node; it is standardized on
GE Fanuc iFix 4.5; the following data shall be tied into the Plant's DMF SCADA
node via existing Ethernet from the Plant's Allen Bradley PLC5 at the DMF:
• Air blower run/stop status, fail status, PLC/local status (discrete)
• Air control valve open/close status (discrete)
• Air blower pressure output (analog)
DMF HMI changes will be by plant staff. A complete I/O list will be needed.
lea -The air scour system will be controlled by the Plant's PLC via the DMF's existing
Allen Bradley PLC5 computer, which has an identical filter backwash program for
each filter. The DMF' s PLC5 will control the new air scour blowers and new airwash
control valves. Initially, only 1 ofthe 12 backwash programs will be modified until
completion ofthe filter performance test; after performance testing the remaining 11
programs will be modified
Note 1: For programming support--prior to facility startup--plant staffwill need to be provided with
a complete I/O list; plant electricians will then modify 1 ofthe 12 existing PLC5 backwash
programs; as a service during construction, the Consultant will see that plant staff are
properly informed and advised of the recommended changes to the existing backwash
control program (e.g., change to backwash sequence timing based on flock retention
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analysis, turbidity analysis during backwash, as well as startup and performance testing
lessons)
Note 2: Based on recent filter surveillance by ERS Industrial Services on April 4, 2012, the
existing media does not need replacemerit.
Deliverables
• Pre-design Technical Memorandum, air scour (air wash) system (Task 4)
10 hardcopies and 1 DVD with Word and pdf copies (downloadable files OK)
o Recommendations for equipment and system design, following review and discussion
of preliminary selections of equipment and installation sites with Plant staff.
o Advantages, disadvantages and costs for equipment options or equipment alternatives.
o Product specifications and cut sheets for recommended equipment, including
equipment options
o Narrative (can be list format) operation and control strategy, with P&ID for air scour
system, and integration with SCADA and PLC systems
o Construction procedure and installation plan. Among other items, include:
• Procedures for keeping the DMF facility in operation during demolition and
installation.
• Number of filters that can be out of service at one time.
• Provision to supply air to one filter for extended period testing, and incrementally
bringing additional filters online
o Layout diagrams for equipment, including in-tank and exterior air piping systems and
blower equipment
o Electrical single line diagrams with tie-in to existing plant power equipment
o Electrical service requirements (power)
o Electrical load calculations
o Preliminary cost estimate
o Performance Testing Plan for single filter extended period (e.g. 3 month) testing
(Task 4):
• Explanation of desired outcomes including verification of anticipated performance,
identification of improvements to design or installation, and cost to implement
changes
• Description of startup and performance test procedures and equipment, with
identification of consultant activities, Plant support, manufacturer and/or contractor
involvement
• Means of supplying air to only one filter during the test period if new blower tum
down is insufficient to reduce air supply: Temporary blower? New blower with
system modifications?
• Schedule for startup and performance testing
• Requirements, work, and duties of contractor and/or equipment vendor
• Coordination with Consultant test personnel and/or Plant staff during startup and
testing. For any involvement of Plant Operations staff: Provide instructions to plant
operators, with blank forms (as needed) for recording field observations/data.
• Plant lab analysis and any other requirements for performing testing
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• Preliminary Design Drawings (30%) [for Tasks 1,2,3,4]
Preliminary design shall be developed to the level of detail that is adequate for the R WQCP
to make final decisions so that Consultant may proceed with the final design.
One full size and 10 half size sets, plus one D VD of AutoCAD and pdf files
4.2 90% Design Documents
Design shall include sufficient construction details and clarity that would result in minimal
questions by contractors, timely equipment purchases, minimal change orders, and timely
completion of construction.
Deliverables -90% design
• 90% Construction Plans, complete and fully detailed
Include demolition plans, P&ID, SCADA and PLC integration
One full size and 10 half size sets, plus AutoCAD and pdf versions on DVD
• 90% Construction Specifications, Division 1 General Requirements & Technical Sections.
Specifications to include,
o Measures to minimize disruptions to plant operation, such as:
• Conwuc¥pn sequencing plan
• Construction procedures, including guidelines for shutdown work if necessary
5 hardcopies, plus Word and pdf versions on DVD
• Separate document, bound or stapled:
o Final service requirements, electric load calculations, design criteria, and equipment
data
o Updated cost estimate
o Estimated construction schedule
5 hardcopies, plus Word and pdf versions on DVD
4.3 Final Design Documents
Consultant shall incorporate all comments, finalize calculations, and prepare bid package for
the project. Design shall include sufficient construction details and clarity that would result
in minimal questions by contractors, timely equipment purchases, minimal change orders,
and timely completion of construction.
Deliverables -Final design
• Final plans, stamped
o 1 full size set
o Two DVDs with files in A uta CAD, and half size (llx17) in PDF
• Final specifications, stamped
o One bound hardcopy
o Two DVDs with files in Word and in PDF·
• Separate document, bound, containing:
o Final service requirements, electric load calculations, design criteria, and equipment
data
o Updated cost estimate
o Estimated construction schedule
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• Five hardcopies
• Electronicfiles in Word and in PDF
4.4 Initial, Single Filter, Perfonnance Test: The city desires to install an airwash system for 11 of
the 12 filters at this time. The Consultant will provide engineering documents that provide for a
perfonnance test on a single filter for a period of time (e.g., 3 months). After successful
completion of the startup and perfonnance test, the installation contractor will be authorized to
install an airwash in the remaining 10 filters, staff will reprogram the relevant PLC programs,
and the contractor will demo the existing surface wash system pumps, valves, surface sweeps,
etc. The Consultant is to recommend and oversee proper startup and perfonnance testing of
airwash system including filter observations, filter runtime results, proper backwash sequence
and timing, airwash distribution, flock retention analysis plotted against filter depth, backwash
turbidity analysis plotted against backwash time, etc. The Plant lab can assist with turbidity
analysis.
Deliverables
• Provide a summary of findings from the single filter performance test, any data collected, and
summary of recommended modifications for installation of the remaining 10 filters and for
operation of the installed airwash system.
Task 5 -Services during Bid
Consultant engineering services during bid is heavily dependent on sufficiency and clarity of the
plans and specifications that are prepared by the Consultant. The R WQCP acknowledges that there
are circumstances when bidders may have unusually high amount of questions. In preparing the fee
estimate for this task, Consultant should review the company project history and typical fee data for
in-house designs, then provide a fee estimate for assisting the RWQCP with the following tasks:
• Attend pre-bid meeting and walk through
• Respond to bidder questions, requests for clarification and/or infonnation
• Prepare addenda
• Review bid results and provide explanation if necessary
Task 6 --Services during Construction
R WQCP staffwill be the construction manager for the project and will provide day to day on-site
inspection and coordination. Consultant engineering services during construction is heavily
dependent on the sufficiency and clarity of the plans and specifications that are prepared by the
Consultant. The RWQCP acknowledges that there are circumstances when contractor may have
unusually high amount of questions. In preparing the fee estimate for this task, Consultant should
review the company project history and typical fee data for in-house designs, then provide a fee
estimate for assisting the RWQCP with the following tasks:
• Attend pre-construction meeting and monthly meetings
• Review submittals and respond in a timely manner (generally within 7 days)
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• Review Requests for Information (RFIs) and prepare responses in a timely manner (generally
within 7 days)
• Conduct periodic site inspections, monthly at a minimum, and as requested by the R WQCP
construction manager (assume one request per month for purpose of fee information)
• Review, evaluate and provide justification for change order requests from contractor
• Provide technical support and resolution to field problems expeditiously
• Periodically review contractor's red-line drawings
• Assist with equipment start-up and performance testing
• Training
Assist contractor & and equipment vendors with training of pi ant staff. Provide supplemental
training as necessary.
• Prepare record drawings. Provide one full size set and 5 half size sets of record drawings; and
one DVD of record drawings in AutoCAD and pdf
• Consolidated O&M Manual:
Prepare a comprehensive, organized O&M manual for the airwash system (Task 3 airwash
piping, blowers, controls and auxiliary equipment) and for the Pilot DMF Filter Optimization
system (Task 4), containing:
o Table of contents
o Tabbed dividers
o Text prepared by Consultant to give an overview and context:
• Concise explanation of Project purpose and elements of the work.
• Explanation of the systems and equipment installed.
• Explanation ofthe Pilot DMF Optimization Filter (Task 4), including,
• Purpose, materials & equipment, tests & test equipment used
• Optimization methods/options tried
• Optimized filter materials, equipment
• Testing results & expected performance
• Equipment settings and operation procedures for optimum performance
• Forms for operators to log (daily, weekly) equipment checks, operating
settings and readings, observations
o Manufacturer's O&M manuals -airwash system, blowers, etc. (5 sets)
o Factory service startup support (1 ea.)
o Drawings as applicable
Task 7 -Backwash Initiation Automation
7.1 Investigate control programming to automate initiation of DMF filter backwashes based on
head loss. Current backwash initiation is done manually by evaluating head loss values and
filter run times. Recommend any new equipment needed. Convey elements of programming for
backwash initiation to RWQCP staffwho will implement control programming.
Task 8 -Dual Media Filtration Facility Filter Optimization Pilot
Building on the background of Task 3, the City desires to study potential optimization benefits in a
pilot test of a single filter. This pilot will provide a long-term basis for future upgrades ofthe DMF.
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The extent ofthe pilot will depend on project economics and operational considerations.
Attachments
• Filter O&M Manual section, filter photos, filter design / shop drawings
Background:
Upstream process: primary treatment, trickling filter over plastic media, activated sludge, secondary
clarification
Downstream process: UV disinfection with Trojan 3000+ system
Filter Influent Turbidity: 4-7 NTU, typical; > 10 NTU typical during maintenance operations and
upstream upsets
Filter Influent -see chart below; values above 30 mg/L in winter 2012 were due to partial
nitrification and are not expected to be repeated
TSS for Secondary Effluent C24
70.0
60.0
50.0
40.0
30.0
20.0
10.0
0.0
~"" ~"" ,.::;,," ~"" ~"" i" ~,,'), ~,,'), ~,,'), ~,,'), ~,,'), ~ $ ~ $ ~ ~ ~ ~ ~ $ ~
Date
Permit limits -
2 NTU (typical filter effluent is 0.8 NTU)
10 mg/L TSS monthly average limit (typical filter effluent is 1.0 mg/L)
20 mg/L TSS daily maximum
Chronic toxicity species -water flea (ceriodaphnia dubia)
Acute toxicity species -rainbow trout
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8.1 Recommended pilot test equipment for a new air scour system, underdrain, and filter trough
system. The Consultant will advise in a technical memorandum on the relative cost and technical
merits of the following filtration optimization equipment from A WI, Ovivo EWT, Roberts Filter
Group, or equal:
New low profile underdrain to provide (A WI, Roberts Filter Infinity, Ovivo EWT, or equal):
Gravel-less media support
Improved flow distribution for backwash water
Improved filter influent hydraulics
Elimination of Wheeler Bottom underdrain and gravel
Elimination of surface wash
Improved backwash cleaning
Airwash distribution system (separate air piping system (e.g., Roberts Filter Group Aries Managed
Air) or J-tube style (AWl or Ovivo EWT)
New media bed (per Task 4.2) (e.g., different effective size, monomedia, etc.) to improve filter
runtime between backwashes without a loss in filter effluent water quality
Deeper media bed, if warranted, to improve filter runtime between backwashes without a loss in
filter effluent water quality
The sand layer and anthracite coal layers in the 12 dual media filters may not be optimized for the
longest filter run times at equivalent filter effluent turbidity and TSS. The Consultant is to
recommend 8-inch tube field bench-scale. tests of differing filter media profiles, based on
Consultant's expertise, for consideration as pilot media for Task 4.1 in 1 of the 12 filters.
Alternatively, manufacturer provided pilot assemblies will be considered and coordinated by
Consultant. The City will be responsible for construction and operation of the bench-scale pilot
plant.
8.2a Following completion of Task 8.2, Consultant shall calibrate and run granular medium filtration
computer model. Model shall be utilized to determine optimum granular medium properties for
media specification for optimization study.
Deliverables -Tasks 8.1 & 8.2
Pre-design technical memorandum containing:
Explanation of desired outcomes of pilot testing including potential benefits of upgrading all of the
DMF filters for optimized performance, anticipated performance including energy usage, estimated
cost for upgrading, recommendations for design elements/criteria and operation of the upgraded
DMF facility, and preliminary plan for construction.
Recommended equipment and materials to be installed in the pilot filter
Procedures for construction and startup of pilot filter.
Pilot testing plan
Test equipment and analyses
Description of tests and test procedures
Schedule for construction, startup and performance testing
Identification of Consultant activities, plant staff and lab support, manufacturer and/or contractor
involvement during 6 month performance testing period.
Coordination between Consultant testing personnel and plant staff during startup and testing. For
any involvement of plant Operations staff, provide instructions to plant operators, with blank forms
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(if needed) for recording field observations/data.
Plant lab analysis and any other requirements for performing testing
8.3 Prepare plans and technical specifications for construction ofthe pilot test filter.
8.4 Provide engineering services for technical support during construction and startup.
8.5 Facilitate Performance Testing and Optimization Study
A. Before beginning pilot testing, Consultant's testing staff shall,
1. Become familiar with the DMF facility, the filtration equipment and the operating
procedures, including written procedures and those learned from discussion with Plant
Operators about what they do.
2. Meet with Operations Supervisors and other designated staff to discuss the
characteristics ofthe incoming waste stream, problems that have been encountered in
the past and may occur during testing, downstream processes and sensitivities to
filtered wastewater quality, and target parameters, effluent discharge limits, recycled
water quality requirements, or any other objectives or requirements of the filtration
process.
3. Provide instruction to plant Operators on how to operate the new equipment.
B. Working with assistance from Plant Operators, facilitate operation of the pilot filter for
approximately six months and suggest changes to operation to optimize filter performance
and document the results.
1. Plant Operators will perform the daily operating procedures based on instructions
from the Consultant.
c. Upon completion of pilot testing, prepare a post testing technical memorandum to
document the Study.
Deliverable -Task 8.5
• Post testing Technical Memorandum shall include,
o Summary of work done and testing procedures
o Data collected and recorded
o Findings and results of 6 month performance testing
o Potential benefits of upgrading all of the DMF filters for optimized performance
o Anticipated performance including energy usage
o Estimated cost for upgrading all of the filters
o Recommendations for design elements/criteria and preliminary plan for construction
o Recommendations for operation and monitoring (including lab testing) of the upgraded
DMF facility
8.6 Provide training to plant staff on continued operation and monitoring of pilot filter after test
period is completed.
Professional Services
Rev. June 2,2010
Task 9 -Project Management
Project management shall be an integral part of the Consultant services. The Consultant shall
monitor all activities, schedule, and budgets of the project. All activities shall be coordinated
through the City Project Manager.
9.1 Budget and Schedule Tracking
Consultant shall provide budget and schedule tracking of the project. Provide summaries
of project status, budget and schedule status on a monthly basis.
9.2 Project Meetings
Consultant shall coordinate and attend project meetings, and shall update RWQCP project
manager on schedule and budget status.
9.3 Invoices and Payment
Progress payments for consultant services shall reflect the amount of effort and percent
completion. The cumulative payment shall not exceed the completed percent of the total
project fee based on the completed tasks or deliverables.
ADDITIONAL SERVICES
Consultant may be required to perform additional services listed below. Consultant shall perform the
additional services upon written authorization by the City. Payment for the additional services shall
be time and expense based on the schedule of charges but not to exceed a pre-negotiated maximum.
The maximum limit for each additional task shall be negotiated and agreed upon prior to providing
the service. Consultant shall provide a schedule of charges with the fee information. Additional
services may include:
AI. Attend/conduct additional meetings that are not including in the basic scope of services
A2. Attend/conduct additional field inspection that are not including in the basic scope of
services
A3. Excessive amount of submittals beyond normal as justified by Consultant and accepted by
R WQCP construction manager
A4. Excessive amount of RFIs beyond normal as justified by Consultant and accepted by
R WQCP construction manager
GENERAL NOTE ON TECHNICAL MEMORANDA
Expectations for technical memoranda prepared for this project:
• Clarity, thoroughness of analysis, content completeness and concise wording are what
matters most. Simple diagrams and graphics can help with clarity.
Professional Services
Rev. June 2, 2010
• Formal formatting, pretty graphics, and the like are not important. The technical memoranda
are not supposed to be formal reports; they are only for conveyance of information.
• Completeness does not mean you include extra information on whatever you think the client
might want or like. Just meet the need.
Professional Services
Rev. June 2, 2010
EXHIBIT "B"
SCHEDULE OF PERFORMANCE
CONSULTANT shall perform the Services so as to complete each milestone within the number of
days/weeks specified below. The time to complete each milestone may be increased or decreased by
mutual written agreement ofthe project managers for CONSULTANT and CITY so long as all work
is completed within the term ofthe Agreement. CONSULTANT shall provide a detailed schedule of
work consistent with the schedule below within 2 weeks of receipt of the notice to proceed.
Milestones
1. Pre-design memo and 30% design
2. 90% design
3. Final design
4. Services During Bidding
5. Services During Construction
6. DMF Optimization -Pilot
Completion
No.ofJ)ays/Weeks
FromNTP
7
15
20
TBD
TBD
TBD
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Rev. June 2, 2010
EXHIBIT "C"
COMPENSATION
The CITY agrees to compensate the CONSULTANT for professional services performed in
accordance with the terms and conditions of this Agreement, and as set forth in the budget
schedule below. Compensation shall be calculated based on the hourly rate schedule attached
as exhibit C-l up to the not to exceed budget amount for each task set forth below.
The compensation to be paid to CONSULTANT under this Agreement for all services
described in Exhibit "A" ("Basic Services") and reimbursable expenses shall not exceed
$205,430.00. CONSULTANT agrees to complete all Basic Services, including reimbursable
expenses, within this amount. In the event CITY authorizes any Additional Services, the
maximum compensation shall not exceed $225,973.00.Any work performed or expenses
incurred for which payment would result in a total exceeding the maximum amount of
compensation set forth herein shall be at no cost to the CITY.
CONSULTANT shall perform the tasks and categories of work as outlined and budgeted
below. The CITY's project manager may approve in writing the transfer of budget amounts
between any ofthe tasks or categories listed below provided the total compensation for Basic
Services, including reimbursable expenses, does not exceed $205,430.00 and the total
compensation for Additional Services does not exceed $20,543.00.
BUDGET SCHEDULE
Task 1
(Design, Clarifiers 5 & 6)
Task 2
(Design, Clarifiers 1,2,3 & 4)
Task 3
(DMF Backwash Waste Valve Replacement)
Task 4
(DMF Facility Filter Airwash System)
Task 5
(Services During Bid)
Task 6
(Services During Construction)
Task 7
(Backwash Initiation Automation)
NOT TO EXCEED AMOUNT
$11,140
$20,850
$6,880
$54,490
$6,360
$49,080
$5,680
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Rev. June 2, 2010
Task 8 $36,080
(DMF Filter Facility Filter Optimization Pilot)
Task 9 $13,870
(Project Management)
Sub-total Basic Services (NTE) $204,430
Reimbursable Expenses $1,000
Total Basic Services and Reimbursable expenses $205,430
Additional Services (Not to Exceed) $20,543
Maximum Total Compensation $225,973
REIMBURSABLE EXPENSES
The administrative, overhead, secretarial time or secretarial overtime, word processing,
photocopying, in-house printing, insurance and other ordinary business expenses are included
within the scope of payment for services and are not reimbursable expenses. CITY shall
reimburse CONSULTANT for the following reimbursable expenses at cost. Expenses for
which CONSULTANT shall be reimbursed are:
A. Travel outside the San Francisco Bay area, including transportation and meals, will be
reimbursed at actual cost subject to the City of Palo Alto's policy for reimbursement oftravel
and meal expenses for City of Palo Alto employees.
B. Long distance telephone service charges, cellular phone service charges, facsimile
transmission and postage charges are reimbursable at actual cost.
C. Third party reproduction services.
All requests for payment of expenses shall be accompanied by appropriate backup
information. Any expense anticipated to be more than $1,000 shall be approved in advance by
the CITY's project manager.
ADDITIONAL SERVICES
Professional Services
Rev. June 2, 2010
The CONSULTANT shall provide additional services only by advanced, written
authorization from the CITY. The CONSULTANT, at the CITY's project manager's request,
shall submit a detailed written proposal including a description of the scope of services,
schedule, level of effort, and CONSULTANT's proposed maximum compensation, including
reimbursable expense, for such services based on the rates set forth in Exhibit C-l. The
additional services scope, schedule and maximum compensation shall be negotiated and
agreed to in writing by the CITY's project manager and CONSULTANT prior to
commencement of the services. Payment for additional services is subject to all requirements
and restrictions in this Agreement
Wark required because the following conditions are not satisfied or are exceeded shall be
considered as additional services:
• Attending more than 12 project progress meetings with City during design.
• Attending more than 10 periodic construction meetings.
• Reviewing more than 30 submittals during construction.
• Reviewing & responding to, more than 30 Requests For Information (RFI) during
construction.
• Evaluation of electrical capacity at existing DMF facility.
• Field sampling and laboratory analysis. (check)
• Conducting more than 12 periodic site inspections during construction.
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Rev. June 2, 2010
EXHIBIT "C-l"
HOURLY RATE SCHEDULE
Classification Hourly Rate
CAD-Technician ......................................................................... $95
Designer-Senior Technician .................................................. : ....... $105
Engineer-Scientist-Specialist 2 .............................................. : ........ $115
Engineer-Scientist-Specialist 3 .......... " .... '; ...................................... $125
Engineer-Scientist-Specialist 4 ....................................................... $140
Engineer-Scientist-Specialist 5 ....................................................... $165
Engineer-Scientist-Specialist 6 ....................................................... $185
Engineer-Scientist-Specialist 7 ................................................. " .... $195
Engineer-Scientist-Specialist 8 ....................................................... $215
Engineer-Scientist-Specialist 9 ....................................................... $220
Project Administrator ....... , ........................................................... $90
Administrative Assistant. ............................................................... $75
Aid .......................................................................................... $60
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Rev June 2, 2010
EXHIBIT "D"
INSURANCE REQUIREMENTS
CONTRACTORS TO THE CITY OF PALO ALTO (CITY), AT THEIR SOLE EXPENSE, SHALL FOR THE TERM OF THE CONTRACT
OBTAIN AND MAINTAIN INSURANCE IN THE AMOUNTS FOR THE COVERAGE SPECIFIED BELOW, AFFORDED BY COMPANIES
WITHAMBEST'SKEYRATINGOFA-:VII,ORHIGHER,LICENSEDORAUTHORIZEDTOTRANSACTINSURANCE BUSINESS IN
THE STATE OF CALIFORNIA.
AWARD IS CONTINGENT ON COMPLIANCE WITH CITY'S INSURANCE REQUIREMENTS, AS SPECIFIED, BELOW:
MINIMUM LIMITS
REQUIRED TYPE OF COVERAGE REQUIREMENT EACH
YES
YES
YES
YES
YES
YES
OCCURRENCE AGGREGATE
WORKER'S COMPENSATION STATUTORY
EMPLOYER'S LIABILITY STATUTORY
BODILY INJURY $1,000,000 $1,000,000
GENERAL LIABILITY, INCLUDING
PERSONAL INJURY, BROAD FORM PROPERTY DAMAGE $1,000,000 $1,000,000
PROPERTY DAMAGE BLANKET
CONTRACTUAL, AND FIRE LEGAL BODILY INJURY & PROPERTY DAMAGE $1,000,000 $1,000,000
LIABILITY COMBINED.
BODILY INJURY $1,000,000 $1,000,000 -EACH PERSON . $1,000,000 $1,000,000 -EACH OCCURRENCE $1,000,000 $1,000,000
AUTOMOBILE LIABILITY, INCLUDING
ALL OWNED, HIRED, NON-OWNED PROPERTY DAMAGE $1,000,000 $1,000,000
BODILY INJURY AND PROPERTY $1,000,000 $1,000,000
DAMAGE, COMBINED
PROFESSIONAL LIABILITY, INCLUDING,
ERRORS AND OMISSIONS,
MALPRACTICE (WHEN APPLICABLE),
AND NEGLIGENT PERFORMANCE ALL DAMAGES $1,000,000
THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED: CONTRACTOR, AT ITS SOLE COST AND EXPENSE,
SHALL OBTAIN AND MAINTAIN, IN FULL FORCE AND EFFECT THROUGHOUT THE ENTIRE TERM OF ANY RESULTANT
AGREEMENT, THE INSURANCE COVERAGE HEREIN DESCRIBED, INSURING NOT ONLY CONTRACTOR AND ITS SUBCONSULTANTS,
IF ANY, BUT ALSO, WITH THE EXCEPTION OF WORKERS' COMPENSATION, EMPLOYER'S LIABILITY AND PROFESSIONAL
INSURANCE, NAMING AS ADDITIONAL INSUREDS CITY, ITS COUNCIL MEMBERS, OFFICERS, AGENTS, AND EMPLOYEES. ,
I. INSURANCE COVERAGE MUST INCLUDE:
A. A PROVISION FOR A WRITTEN THIRTY DAY ADVANCE NOTICE TO CITY OF CHANGE IN
COVERAGE OR OF COVERAGE CANCELLATION; AND
B. A CONTRACTUAL LIABILITY ENDORSEMENT PROVIDING INSURANCE COVERAGE FOR
CONTRACTOR'S AGREEMENT TO INDEMNIFY CITY.
C. DEDUCTIBLE AMOUNTS IN EXCESS OF $5,000 REQUIRE CITY'S PRIOR APPROVAL.
II. CONTACTOR MUST SUBMIT CERTIFICATES(S) OF INSURANCE EVIDENCING REQUIRED COVERAGE.
III. ENDORSEMENT PROVISIONS, WITH RESPECT TO THE INSURANCE AFFORDED TO "ADDITIONAL
INSUREDS"
A. PRIMARY COVERAGE
WITH RESPECT TO CLAIMS ARISING OUT OF THE OPERATIONS OF THE NAMED INSURED, INSURANCE AS
AFFORDED BY THIS POLICY IS PRIMARY AND IS NOT ADDITIONAL TO OR CONTRIBUTING WITH ANY OTHER
INSURANCE CARRIED BY OR FOR THE BENEFIT OF THE ADDITIONAL INSUREDS.
Professional Services
Rev June 2, 2010
B. CROSS LIABILITY
THE NAMING OF MORE IRAN ONE PERSON, FIRM, OR CORPORATION AS INSUREDS UNDER THE POLICY SHALL
NOT, FOR IRAT REASON ALONE, EXTINGUISH ANY RIGHTS OF THE INSURED AGAINST ANOTHER, BUT THIS
ENDORSEMENT, AND THE NAMING OF MULTIPLE INSUREDS, SHALL NOT INCREASE THE TOTAL LIABILITY OF
THE COMPANY UNDER THIS POLICY.
C. NOTICE OF CANCELLATION
1. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR ANY REASON OTHER
THAN THE NON-PAYMENT OF PREMIUM, THE ISSUING COMPANY SHALL PROVIDE CITY
AT LEAST A THIRTY (30) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF
CANCELLATION.
2. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR THE NON-PAYMENT
OF PREMIUM, THE ISSUING COMPANY SHALL PROVIDE CITY AT LEAST A TEN (10) DAY
WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION.
NOTICES SHALL BE MAILED TO:
PURCHASING AND CONTRACT ADMINISTRATION
CITY OF PALO ALTO
P.O. BOX 10250
PALO ALTO, CA 94303
Professional Services
Rev June 2,2010