HomeMy WebLinkAboutStaff Report 2212-04736.Approve and Authorize the City Manager or Designee to Execute Contract No. C23185369
With Manesco Corporation in an Amount Not-to-Exceed $633,932.24 to Conduct Annual
Walking and Mobile gas Leak Surveys and Annual Resurveys of Existing gas Leaks for a Six-
Year Term to Begin March 2023 Through February 2028; and Approve a 10% Contingency
of $63,393 in Addition to the Contract Amount. The Total Not-to-Exceed Amount is
$697,325.24
Item No. 6. Page 1 of 4
CITY COUNCIL
STAFF REPORT
From: City Manager
Report Type: Action
Lead Department: Utilities
Meeting Date: February 13, 2023
TITLE
Approval of a 6-year Contract with Manesco Corporation in an Amount Not-to-Exceed $697,326
to Conduct Annual Walking and Mobile Gas Leak Surveys and Annual Resurveys of Existing Gas
Leaks to Begin March 2023 ($633,932) and Authorization of Contract Contingency ($63,393);
CEQA status—exempt under CEQA Guidelines sections 15301(c) and 15308.
RECOMMENDATION
Staff recommends that the City Council:
1. Approve and authorize the City Manager or designee to execute Contract No. C23185369
with Manesco Corporation in the amount of $633,933 to conduct annual walking and
mobile gas leak surveys and annual resurveys of existing gas leaks for a six-year term to
begin March 2023 through February 2028; and
2. Approve a 10% contingency of $63,393 in addition to the contract amount.
BACKGROUND
The City of Palo Alto owns and operates five utilities (water, gas, wastewater collection, electric,
and fiber optic) and delivers gas to over 24,000 residential and commercial meters. The Utilities
Department maintains and operates over 210 miles of distribution main and approximately
17,395 individual gas service pipelines. The distribution main pipeline material is comprised of
polyethylene (PE) pipe, coated steel, polyvinyl chloride (PVC), and acrylonitrile butadiene styrene
(ABS).
Maintenance of the gas distribution system includes the annual walking and mobile gas leak
surveys in accordance with federal regulations established by the United States Department of
Transportation (DOT) in Title 49 of the Code of Federal Regulations (CFR) Part 192.723. Federal
regulations require leaks surveys be performed (1) in business districts at intervals not exceeding
15 months, but at least once each calendar year and (2) outside business districts as frequently
as necessary, but at least once every five calendar years at intervals not exceeding 63 months.
Item No. 6. Page 2 of 4
Palo Alto Utilities completes leak surveys in the City’s business districts annually but takes a more
proactive approach to leak identification outside of business districts by surveying the entire
system every two years instead of the DOT-mandated minimum of every five years. The leak
survey enables the City to improve its infrastructure, increase safety, and reduce the inadvertent
discharge of greenhouse gasses. Gas surveying has been contracted out by the Utilities
Department for over the past 20 years due to internal resource constraints and lack of specialized
leak detection equipment for mobile surveys.
DISCUSSION
The gas distribution system is split into a grid system by northern and southern sections. Each
year the annual gas leak survey is performed using four methods: (1) a mobile survey of all gas
mains, northern and southern sections of the distribution system; (2) a walking survey of each
gas service in either the northern or southern section of the City; (3) a walking survey of each of
the City’s business districts; and (4) a re-check of all grade 3 (or non-hazardous leaks) gas leaks
carried over from the previous year.
Each section is leak surveyed annually, for one complete survey of the City every two years. The
fourteen principal business districts throughout the City (consisting of over 1,870 gas services)
are surveyed annually. Lastly, all non-hazardous leaks that were not repaired the previous year
are carried over to the next year for leak surveying. These carry over leaks consist of
approximately 120 annually. Grade 3 leaks are considered as non-hazardous at the time of
detection and can be reasonably expected to remain non-hazardous.
The City’s gas operations division within the Utilities Department conducts an annual mobile
survey that checks every gas main in the City and walks every service line in each of the fourteen
identified business districts. The mobile survey includes tests of the atmosphere near gas mains;
in gas, electric, telephone, sewer, and water system manholes; at cracks in the pavement and
sidewalks; and at other locations offering an opportunity to find gas leaks.
Natural movement in the ground as well as human impacts can cause small leaks in the system
that would not necessarily be identified until they became larger and more hazardous. The
walking leak survey involves a qualified technician carrying gas detection equipment and walking
every gas service line and evaluating every gas meter in the portion of the City being surveyed.
BID PROCESS DISCUSSION
On July 12, 2022 the City posted a notice inviting formal bids (IFB) for the Gas Leak Survey on the
City’s electronic procurement system, PlanetBids. The bidding period was 15 calendar days. The
City received three bids from qualified contractors on July 27, 2022 as listed in Attachment B,
bid summary.
Summary of Solicitation Process
Item No. 6. Page 3 of 4
Proposal Description/Number RFQ #185369
Proposed Length of Project 6 Years
Number of Bid Packages Downloaded by proposers 17
Number of Websites 1 (PlanetBids)
Total Days to Respond to Proposal 15
Number of Proposals Received 3
Base Bid Price Range $ 487,104 to $3,405,342
Public Link to Solicitation PlanetBids Link
Bids
Company Name Address
Heath Consultants Inc 9030 Monroe Rd, Houston, TX 77061
Manesco Corporation 28301 Industrial Blvd. # Q, Hayward, CA 94545
Southern Cross 192 Technology Parkway Suite 500, Peachtree Corners, GA 30071
Staff reviewed the three bids and deemed one of the bids as nonresponsive, due to the
contractors’ errors in the calculations of all the bid in accordance with the requirements of the
invitation for bids. Those contractors were notified that their bids were nonresponsive, and no
bid protests were received. Manesco Corporation was determined to be the lowest responsible
bidder.
TIMELINE, RESOURCE IMPACT, POLICY IMPLICATIONS
Funding for the 2023 gas leak rechecks survey, which is scheduled to begin in March 2023, as well
as the walking and mobile surveys in 2023, is available in the FY 2023 Gas Operating budget.
Funding for contract years two through six are contingent upon Council appropriation and
approval of funds through the annual budget process.
Authorization of this contract does not represent any change to existing policy.
STAKEHOLDER ENGAGEMENT
The City will provide notification of the Gas Leak Survey via the City website and social media
platforms.
ENVIRONMENTAL REVIEW
Council’s approval of this term agreement for gas leak surveys and gas leak rechecks is
categorically exempt from the California Environmental Quality Act (CEQA) under CEQA
Guidelines 15301(c) (operation, repair, maintenance of existing facilities), and 15308 (actions by
regulatory agencies for protection of the environment), thus no environmental review is
required.
Item No. 6. Page 4 of 4
ATTACHMENTS
Attachment A: Manesco Corporation; Contract #C23185369
Attachment B: Gas Leak Survey Summary Bid Table
APPROVED BY:
Dean Batchelor, Director Utilities
Report #: 2212-0473
City of Palo Alto General Services Agreement 1 Rev. March 29, 2018
CITY OF PALO ALTO CONTRACT NO. C23185369
GENERAL SERVICES AGREEMENT
THIS AGREEMENT made and entered into on the 23rd day of January, 2023 by and
between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”),
and MANESCO CORPORATION, a California corporation, located at 28301 Industrial
Blvd., #Q, Hayward, CA 94545, Telephone Number: (510)293-8700 (“CONTRACTOR”). In
consideration of their mutual covenants, the parties hereto agree as follows:
1. SERVICES. CONTRACTOR shall provide or furnish the services (the “Services”)
described in the Scope of Services, attached at Exhibit A.
2. EXHIBITS. The following exhibits are attached to and made a part of this
Agreement:
“A” - Scope of Services
“B” - Schedule of Performance
“C” - Schedule of Fees
“D” - Insurance Requirements
“E” - Gas Meter Leak/AOC Survey Tag
“F” - Gas Leak Survey Ground Leak Report
“G” - Gas Leak Survey Notice of Need for Access
“H” - City of Palo Alto E-Grid Map
CONTRACT IS NOT COMPLETE UNLESS ALL INDICATED EXHIBITS ARE ATTACHED.
3. TERM.
The term of this Agreement is from March 1, 2023 to February 29, 2028 inclusive,
subject to the provisions of Sections R and W of the General Terms and Conditions.
4. SCHEDULE OF PERFORMANCE. CONTRACTOR shall complete the Services within
the term of this Agreement in a reasonably prompt and timely manner based upon
the circumstances and direction communicated to CONTRACTOR, and if
applicable, in accordance with the schedule set forth in the Schedule of
Performance, attached at Exhibit B. Time is of the essence in this Agreement.
5. COMPENSATION FOR ORIGINAL TERM. CITY shall pay and CONTRACTOR agrees
to accept as not-to-exceed compensation for the full performance of the Services
and reimbursable expenses, if any:
City of Palo Alto General Services Agreement 2 Rev. March 29, 2018
The total maximum lump sum compensation of dollars ($ );
OR
The sum of dollars ($ ) per hour, not to exceed a total
maximum compensation amount of dollars ($ ); OR
A sum calculated in accordance with the fee schedule set forth at Exhibit
C, not to exceed a total maximum compensation amount of Six Hundred
Thirty-Three Thousand Nine Hundred Thirty-Two dollars and Twenty-Four
cents ($633,932.24).
CONTRACTOR agrees that it can perform the Services for an amount not to exceed
the total maximum compensation set forth above. Any hours worked or services
performed by CONTRACTOR for which payment would result in a total exceeding
the maximum amount of compensation set forth above for performance of the
Services shall be at no cost to CITY.
CITY has set aside the sum of dollars ($ ) for Additional
Services. CONTRACTOR shall provide Additional Services only by
advanced, written authorization from the City Manager or designee.
CONTRACTOR, at the CITY’s request, shall submit a detailed written
proposal including a description of the scope of services, schedule, level of
effort, and CONTRACTOR’s proposed maximum compensation, including
reimbursable expense, for such services. Compensation shall be based on
the hourly rates set forth above or in Exhibit C (whichever is applicable), or
if such rates are not applicable, a negotiated lump sum. CITY shall not
authorize and CONTRACTOR shall not perform any Additional Services for
which payment would exceed the amount set forth above for Additional
Services. Payment for Additional Services is subject to all requirements and
restrictions in this Agreement.
6. COMPENSATION DURING ADDITIONAL TERMS.
CONTRACTOR’S compensation rates for each additional term shall be the
same as the original term; OR
CONTRACTOR’s compensation rates shall be adjusted effective on the
commencement of each Additional Term. The lump sum compensation
amount, hourly rates, or fees, whichever is applicable as set forth in section
5 above, shall be adjusted by a percentage equal to the change in the
Consumer Price Index for Urban Wage Earners and Clerical Workers for the
San Francisco-Oakland- San Jose area, published by the United States
Department of Labor Statistics (CPI) which is published most immediately
preceding the commencement of the applicable Additional Term, which
City of Palo Alto General Services Agreement 3 Rev. March 29, 2018
shall be compared with the CPI published most immediately preceding the
commencement date of the then expiring term. Notwithstanding the
foregoing, in no event shall CONTRACTOR’s compensation rates be
increased by an amount exceeding five percent of the rates effective
during the immediately preceding term. Any adjustment to
CONTRACTOR’s compensation rates shall be reflected in a written
amendment to this Agreement.
7. CLAIMS PROCEDURE FOR “9204 PUBLIC WORKS PROJECTS”. For purposes of
this Section 7, a “9204 Public Works Project” means the erection, construction,
alteration, repair, or improvement of any public structure, building, road, or
other public improvement of any kind. Public Contract Code Section 9204
mandates certain claims procedures for Public Works Projects, which are set
forth in “Appendix __ Claims for Public Contract Code Section 9204 Public Works
Projects”.
This project is a 9204 Public Works Project and is required to comply with
the claims procedures set forth in Appendix __, attached hereto and
incorporated herein.
OR
This project is not a 9204 Public Works Project.
8. INVOICING. Send all invoices to CITY, Attention: Project Manager. The Project
Manager is: Diamond Perkins, Dept.: Utilities, Telephone: (650)838-2838. Invoices
shall be submitted in arrears for Services performed. Invoices shall not be
submitted more frequently than monthly. Invoices shall provide a detailed
statement of Services performed during the invoice period and are subject to
verification by CITY. CITY shall pay the undisputed amount of invoices within 30
days of receipt.
GENERAL TERMS AND CONDITIONS
A. ACCEPTANCE. CONTRACTOR accepts and agrees to all terms and conditions of
this Agreement. This Agreement includes and is limited to the terms and
conditions set forth in sections 1 through 8 above, these general terms and
conditions and the attached exhibits.
B. QUALIFICATIONS. CONTRACTOR represents and warrants that it has the expertise
and qualifications to complete the services described in Section 1 of this
Agreement, entitled “SERVICES,” and that every individual charged with the
performance of the services under this Agreement has sufficient skill and
City of Palo Alto General Services Agreement 4 Rev. March 29, 2018
experience and is duly licensed or certified, to the extent such licensing or
certification is required by law, to perform the Services. CITY expressly relies on
CONTRACTOR’s representations regarding its skills, knowledge, and certifications.
CONTRACTOR shall perform all work in accordance with generally accepted
business practices and performance standards of the industry, including all
federal, state, and local operation and safety regulations.
C. INDEPENDENT CONTRACTOR. It is understood and agreed that in the
performance of this Agreement, CONTRACTOR and any person employed by
CONTRACTOR shall at all times be considered an independent CONTRACTOR and
not an agent or employee of CITY. CONTRACTOR shall be responsible for
employing or engaging all persons necessary to complete the work required under
this Agreement.
D. SUBCONTRACTORS. CONTRACTOR may not use subcontractors to perform any
Services under this Agreement unless CONTRACTOR obtains prior written consent
of CITY. CONTRACTOR shall be solely responsible for directing the work of
approved subcontractors and for any compensation due to subcontractors.
E. TAXES AND CHARGES. CONTRACTOR shall be responsible for payment of all taxes,
fees, contributions or charges applicable to the conduct of CONTRACTOR’s
business.
F. COMPLIANCE WITH LAWS. CONTRACTOR shall in the performance of the Services
comply with all applicable federal, state and local laws, ordinances, regulations,
and orders.
G. PALO ALTO MINIMUM WAGE ORDINANCE. CONTRACTOR shall comply with all
requirements of the Palo Alto Municipal Code Chapter 4.62 (Citywide Minimum
Wage), as it may be amended from time to time. In particular, for any employee
otherwise entitled to the State minimum wage, who performs at least two (2)
hours of work in a calendar week within the geographic boundaries of the City,
CONTRACTOR shall pay such employees no less than the minimum wage set
forth in Palo Alto Municipal Code section 4.62.030 for each hour worked within
the geographic boundaries of the City of Palo Alto. In addition, CONTRACTOR
shall post notices regarding the Palo Alto Minimum Wage Ordinance in
accordance with Palo Alto Municipal Code section 4.62.060.
H. DAMAGE TO PUBLIC OR PRIVATE PROPERTY. CONTRACTOR shall, at its sole
expense, repair in kind, or as the City Manager or designee shall direct, any
damage to public or private property that occurs in connection with
CONTRACTOR’s performance of the Services. CITY may decline to approve and
may withhold payment in whole or in part to such extent as may be necessary to
protect CITY from loss because of defective work not remedied or other damage
City of Palo Alto General Services Agreement 5 Rev. March 29, 2018
to the CITY occurring in connection with CONTRACTOR’s performance of the
Services. CITY shall submit written documentation in support of such withholding
upon CONTRACTOR’s request. When the grounds described above are removed,
payment shall be made for amounts withheld because of them.
I. WARRANTIES. CONTRACTOR expressly warrants that all services provided under
this Agreement shall be performed in a professional and workmanlike manner in
accordance with generally accepted business practices and performance
standards of the industry and the requirements of this Agreement. CONTRACTOR
expressly warrants that all materials, goods and equipment provided by
CONTRACTOR under this Agreement shall be fit for the particular purpose
intended, shall be free from defects, and shall conform to the requirements of this
Agreement. CONTRACTOR agrees to promptly replace or correct any material or
service not in compliance with these warranties, including incomplete, inaccurate,
or defective material or service, at no further cost to CITY. The warranties set
forth in this section shall be in effect for a period of one year from completion of
the Services and shall survive the completion of the Services or termination of this
Agreement.
J. MONITORING OF SERVICES. CITY may monitor the Services performed under this
Agreement to determine whether CONTRACTOR’s work is completed in a
satisfactory manner and complies with the provisions of this Agreement.
K. CITY’S PROPERTY. Any reports, information, data or other material (including
copyright interests) developed, collected, assembled, prepared, or caused to be
prepared under this Agreement will become the property of CITY without
restriction or limitation upon their use and will not be made available to any
individual or organization by CONTRACTOR or its subcontractors, if any, without
the prior written approval of the City Manager.
L. AUDITS. CONTRACTOR agrees to permit CITY and its authorized representatives
to audit, at any reasonable time during the term of this Agreement and for three
(3) years from the date of final payment, CONTRACTOR’s records pertaining to
matters covered by this Agreement. CONTRACTOR agrees to maintain accurate
books and records in accordance with generally accepted accounting principles for
at least three (3) following the terms of this Agreement.
M. NO IMPLIED WAIVER. No payment, partial payment, acceptance, or partial
acceptance by CITY shall operate as a waiver on the part of CITY of any of its rights
under this Agreement.
N. INSURANCE. CONTRACTOR, at its sole cost, shall purchase and maintain in full
force during the term of this Agreement, the insurance coverage described at
Exhibit D. Insurance must be provided by companies with a Best’s Key Rating of A-
City of Palo Alto General Services Agreement 6 Rev. March 29, 2018
:VII or higher and which are otherwise acceptable to CITY’s Risk Manager. The Risk
Manager must approve deductibles and self-insured retentions. In addition, all
policies, endorsements, certificates and/or binders are subject to approval by the
Risk Manager as to form and content. CONTRACTOR shall obtain a policy
endorsement naming the City of Palo Alto as an additional insured under any
general liability or automobile policy. CONTRACTOR shall obtain an endorsement
stating that the insurance is primary coverage and will not be canceled or
materially reduced in coverage or limits until after providing 30 days prior written
notice of the cancellation or modification to the Risk Manager. CONTRACTOR shall
provide certificates of such policies or other evidence of coverage satisfactory to
the Risk Manager, together with the required endorsements and evidence of
payment of premiums, to CITY concurrently with the execution of this Agreement
and shall throughout the term of this Agreement provide current certificates
evidencing the required insurance coverages and endorsements to the Risk
Manager. CONTRACTOR shall include all subcontractors as insured under its
policies or shall obtain and provide to CITY separate certificates and endorsements
for each subcontractor that meet all the requirements of this section. The
procuring of such required policies of insurance shall not operate to limit
CONTRACTOR’s liability or obligation to indemnify CITY under this Agreement.
O. HOLD HARMLESS. To the fullest extent permitted by law and without limitation
by the provisions of section N relating to insurance, CONTRACTOR shall indemnify,
defend and hold harmless CITY, its Council members, officers, employees and
agents from and against any and all demands, claims, injuries, losses, or liabilities
of any nature, including death or injury to any person, property damage or any
other loss and including without limitation all damages, penalties, fines and
judgments, associated investigation and administrative expenses and defense
costs, including, but not limited to reasonable attorney’s fees, courts costs and
costs of alternative dispute resolution), arising out of, or resulting in any way from
or in connection with the performance of this Agreement. CONTRACTOR’s
obligations under this Section apply regardless of whether or not a liability is
caused or contributed to by any negligent (passive or active) act or omission of
CITY, except that CONTRACTOR shall not be obligated to indemnify for liability
arising from the sole negligence or willful misconduct of CITY. The acceptance of
the Services by CITY shall not operate as a waiver of the right of indemnification.
The provisions of this Section survive the completion of the Services or
termination of this Agreement.
P. NON-DISCRIMINATION. As set forth in Palo Alto Municipal Code section 2.30.510,
CONTRACTOR 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.
CONTRACTOR acknowledges that it has read and understands the provisions of
City of Palo Alto General Services Agreement 7 Rev. March 29, 2018
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.
Q. WORKERS' COMPENSATION. CONTRACTOR, by executing this Agreement,
certifies that it is aware of the provisions of the Labor Code of the State of Califor-
nia which require every employer to be insured against liability for workers'
compensation or to undertake self-insurance in accordance with the provisions of
that Code, and certifies that it will comply with such provisions, as applicable,
before commencing and during the performance of the Services.
R. TERMINATION. The City Manager may terminate this Agreement without cause
by giving ten (10) days’ prior written notice thereof to CONTRACTOR. If
CONTRACTOR fails to perform any of its material obligations under this
Agreement, in addition to all other remedies provided by law, the City Manager
may terminate this Agreement immediately upon written notice of termination.
Upon receipt of such notice of termination, CONTRACTOR shall immediately
discontinue performance. CITY shall pay CONTRACTOR for services satisfactorily
performed up to the effective date of termination. If the termination is for cause,
CITY may deduct from such payment the amount of actual damage, if any,
sustained by CITY due to CONTRACTOR’s failure to perform its material obligations
under this Agreement. Upon termination, CONTRACTOR shall immediately deliver
to the City Manager any and all copies of studies, sketches, drawings,
computations, and other material or products, whether or not completed,
prepared by CONTRACTOR or given to CONTRACTOR, in connection with this
Agreement. Such materials shall become the property of CITY.
S. ASSIGNMENTS/CHANGES. This Agreement binds the parties and their successors
and assigns to all covenants of this Agreement. This Agreement shall not be
assigned or transferred without the prior written consent of CITY. No
amendments, changes or variations of any kind are authorized without the written
consent of CITY.
T. CONFLICT OF INTEREST. In accepting this Agreement, CONTRACTOR 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 this Agreement. CONTRACTOR further covenants that, in the
performance of this Agreement, it will not employ any person having such an
interest. CONTRACTOR certifies that no CITY officer, employee, or authorized
representative has any financial interest in the business of CONTRACTOR and that
no person associated with CONTRACTOR has any interest, direct or indirect, which
could conflict with the faithful performance of this Agreement. CONTRACTOR
agrees to advise CITY if any conflict arises.
City of Palo Alto General Services Agreement 8 Rev. March 29, 2018
U. GOVERNING LAW. This Agreement shall be governed and interpreted by the laws
of the State of California.
V. ENTIRE AGREEMENT. This Agreement, including all exhibits, represents the entire
agreement between the parties with respect to the services that may be the
subject of this Agreement. Any variance in the exhibits does not affect the validity
of the Agreement and the Agreement itself controls over any conflicting provisions
in the exhibits. This Agreement supersedes all prior agreements, representations,
statements, negotiations and undertakings whether oral or written.
W. NON-APPROPRIATION. This Agreement is subject to the fiscal provisions of the
Charter of the 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.
X. ENVIRONMENTALLY PREFERRED PURCHASING AND ZERO WASTE
REQUIREMENTS. CONTRACTOR shall comply with CITY’s Environmentally
Preferred Purchasing policies which are available at CITY’s Purchasing Division,
which are incorporated by reference and may be amended from time to time.
CONTRACTOR shall comply with waste reduction, reuse, recycling and disposal
requirements of 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, CONTRACTOR shall comply with the following
zero waste requirements:
x All printed materials provided by CONTRACTOR 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 of 30% or greater post-consumer content
paper, unless otherwise approved by CITY’s Project Manager. Any
submitted materials printed by a professional printing company shall be a
minimum of 30% or greater post-consumer material and printed with
vegetable based inks.
x Goods purchased by Contractor on behalf of CITY shall be purchased in
accordance with CITY’s Environmental Purchasing Policy including, but not
limited to, Extended Producer Responsibility requirements for products
and packaging. A copy of this policy is on file at the Purchasing Division’s
office.
x Reusable/returnable pallets shall be taken back by CONTRACTOR, at no
additional cost to CITY, for reuse or recycling. CONTRACTOR shall provide
documentation from the facility accepting the pallets to verify that pallets
City of Palo Alto General Services Agreement 9 Rev. March 29, 2018
are not being disposed.
Y. AUTHORITY. The individual(s) executing this Agreement on behalf of the parties
represent and warrant that they have the legal capacity and authority to do so on
behalf of their respective legal entities.
Z. PREVAILING WAGES
This Project is not subject to prevailing wages. CONTRACTOR is not required to
pay prevailing wages in the performance and implementation of the Project in
accordance with SB 7, if the Agreement is not a public works contract, if
Agreement does not include a public works construction project of more than
$25,000, or the Agreement does not include a public works alteration, demolition,
repair, or maintenance (collectively, ‘improvement’) project of more than
$15,000.
OR
Contractor is required to pay general prevailing wages as defined in Subchapter
3, Title 8 of the California Code of Regulations and Section 16000 et seq. and
Section 1773.1 of the California Labor Code. Pursuant to the provisions of Section
1773 of the Labor Code of the State of California, the City Council has obtained
the general prevailing rate of per diem wages and the general rate for holiday and
overtime work in this locality for each craft, classification, or type of worker
needed to execute the Agreement for this Project from the Director of the
Department of Industrial Relations (“DIR”). Copies of these rates may be obtained
at the Purchasing Division’s office of the City of Palo Alto. Contractor shall provide
a copy of prevailing wage rates to any staff or subcontractor hired, and shall pay
the adopted prevailing wage rates as a minimum. Contractor shall comply with
the provisions of all sections, including, but not limited to, Sections 1775, 1776,
1777.5, 1782, 1810, and 1813, of the Labor Code pertaining to prevailing wages.
AA. DIR REGISTRATION. In regard to any public work construction, alteration,
demolition, repair or maintenance work, CITY will not accept a bid proposal from
or enter into this Agreement with CONTRACTOR without proof that
CONTRACTOR and its listed subcontractors are registered with the California
Department of Industrial Relations (“DIR”) to perform public work, subject to
limited exceptions. City requires CONTRACTOR and its listed subcontractors to
comply with the requirements of SB 854.
CITY provides notice to CONTRACTOR of the requirements of California Labor
Code section 1771.1(a), which reads:
City of Palo Alto General Services Agreement 10 Rev. March 29, 2018
“A contractor or subcontractor shall not be qualified to bid on, be listed in a bid
proposal, subject to the requirements of Section 4104 of the Public Contract
Code, or engage in the performance of any contract for public work, as defined
in this chapter, unless currently registered and qualified to perform public work
pursuant to Section 1725.5. It is not a violation of this section for an
unregistered contractor to submit a bid that is authorized by Section 7029.1 of
the Business and Professions Code or Section 10164 or 20103.5 of the Public
Contract Code, provided the contractor is registered to perform public work
pursuant to Section 1725.5 at the time the Agreement is awarded.”
CITY gives notice to CONTRACTOR and its listed subcontractors that
CONTRACTOR is required to post all job site notices prescribed by law or
regulation and CONTRACTOR is subject to SB 854-compliance monitoring and
enforcement by DIR.
CITY requires CONTRACTOR and its listed subcontractors to comply with the
requirements of Labor Code section 1776, including:
Keep accurate payroll records, showing the name, address, social security
number, work classification, straight time and overtime hours worked each day
and week, and the actual per diem wages paid to each journeyman, apprentice,
worker, or other employee employed by, respectively, CONTRACTOR and its
listed subcontractors, in connection with the Project.
The payroll records shall be verified as true and correct and shall be certified and
made available for inspection at all reasonable hours at the principal office of
CONTRACTOR and its listed subcontractors, respectively.
At the request of CITY, acting by its project manager, CONTRACTOR and its listed
subcontractors shall make the certified payroll records available for inspection or
furnished upon request to the project manager within ten (10) days of receipt of
CITY’s request.
[For state- and federally-funded projects] CITY requests CONTRACTOR
and its listed subcontractors to submit the certified payroll records to the
project manager at the end of each week during the Project.
If the certified payroll records are not produced to the project manager within
the 10-day period, then CONTRACTOR and its listed subcontractors shall be
subject to a penalty of one hundred dollars ($100.00) per calendar day, or
portion thereof, for each worker, and CITY shall withhold the sum total of
penalties from the progress payment(s) then due and payable to CONTRACTOR.
City of Palo Alto General Services Agreement 11 Rev. March 29, 2018
Inform the project manager of the location of CONTRACTOR’s and its listed
subcontractors’ payroll records (street address, city and county) at the
commencement of the Project, and also provide notice to the project manager
within five (5) business days of any change of location of those payroll records.
BB. CONTRACT TERMS. All unchecked boxes do not apply to this Agreement. In the
case of any conflict between the terms of this Agreement and the exhibits hereto
or CONTRACTOR’s proposal (if any), the Agreement shall control. In the case of
any conflict between the exhibits hereto and CONTRACTOR’s proposal, the
exhibits shall control.
City of Palo Alto General Services Agreement 1 Rev. March 29, 2018
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
____________________________
City Manager
APPROVED AS TO FORM:
__________________________
City Attorney or designee
MANESCO CORPORATION
By:__________________________________
Name:_______________________________
Title:________________________________
By:__________________________________
Name:_______________________________
Title:________________________________
City of Palo Alto General Services Agreement 1 Rev. March 29, 2018
EXHIBIT A
SCOPE OF SERVICES
The CONTRACTOR will furnish all professional services necessary to perform as follows:
Qualifications
1. CONTRACTOR will provide a minimum of two Gas Leak Surveyors (GLSs) to
perform leak surveys. At least one GLS will have a minimum of 5-years’
experience and a second GLS will have a minimum of 2-years’ experience
performing natural gas leak surveys and leak grading on gas distribution or
transmission pipelines using flame ionization (FI) and remote methane leak
detector (RMLD) units. GLSs will be experienced and qualified in use of the
approved leak survey equipment.
2. CONTRACTOR will be required to test and will qualify for the following Industrial
Training Services (ITS) Operator Qualification task list:
ITS
Task # Task Name
Re-Qual.
Frequency
Qual.
Method
Span
of
Control
141 Visual Inspection for Atmospheric
Corrosion 3 Years~ K&S 1:0*
191 Measure Atmospheric Corrosion 3 Years~ K&S 1:0*
1241 Outside Gas Leak Investigation 3 Years~ K&S 1:0*
1261 Walking Gas Leak Survey 3 Years~ K&S 1:0*
1271 Mobile Gas Leak Survey: Flame Ionization 3 Years~ K&S 1:0*
1311 Inspect Pipeline Surface Conditions:
Patrol Right of Way or Easement 3 Years~ K&S 1:0*
~ Re-qualification frequency is once every three years, not to exceed 39 months. City reserves the right to reduce
qualification frequency and require CONTRACTOR to qualify on one or more tasks more frequently.
* City will not approve span of control for CONTRACTOR personnel. Each GLS will be required to test and obtain
qualification prior to performing any task listed above.
3. CONTRACTOR’s personnel will be entered and stored into ITS database. City will
upload a maximum of two technicians in City’s ITS database; any additional
technicians will be uploaded into CONTRACTOR’s ITS database. City will be
granted rights to access CONTRACTOR’s ITS database to review and download
qualifications of CONTRACTOR’s personnel performing task for City for duration
of the agreement.
4. CONTRACTOR will maintain qualification records for personnel who perform
covered tasks for a minimum period of 5 years after the individual is no longer
performing them. The City has the right to review and receive such records upon
request, for up to 5 years after the completion of the agreement.
City of Palo Alto General Services Agreement 2 Rev. March 29, 2018
Equipment
1. Prior to beginning the leak survey each year, which is typically done in
March/April, CONTRACTOR will submit an annual inventory list of each FI or
RMLD unit that may be used. The list will identify survey usage (mobile or
walking), model and serial number, CONTRACTOR’s identification number, age of
unit, last calibration date, and next calibration due date.
2. CONTRACTOR will supply industry standard equipment for the duration of the
contract. City reserves the right to accept or reject the equipment. Only units
listed on the annual inventory list will be reviewed for approval by the City for
use on this project.
3. CONTRACTOR will immediately remove from service any unit not calibrated in
the appropriate intervals or not approved by City and replace such units with
approved calibrated units.
4. While performing walking surveys, CONTRACTOR will provide each GLS with a
handheld flame ionization unit or RMLD unit.
5. CONTRACTOR will supply gas canisters for FI units and ensure RMLD units are
operational and fully charged.
6. While performing mobile surveys, CONTRACTOR will provide a vehicle, computer
and approved mobile methane leak detector. The vehicle will be equipped with a
multiple intake system of adequate length to obtain samples of air from an area
at least eight (8) feet wide along the path of the survey.
Mobile Survey
1. CONTRACTOR will furnish all labor and equipment necessary to conduct a mobile
gas leak survey of approximately but not limited to Two Hundred Ten (210) miles
of distribution mains, annually, through the City.
2. CONTRACTOR will operate the approved motor vehicle for use in conducting the
survey.
3. CONTRACTOR will conduct the survey at speeds that allow an adequate sample
to be continuously obtained by intakes as the vehicle passes over venting
locations, considering the location of the gas main and any adverse conditions
which may exist. Adverse conditions may include heavy traffic, parked vehicles,
road closures, or other obstacles that may arise on public streets. The GLS will be
accommodate such adverse conditions as the GLS conducts the survey or inform
the Project Manager if additional aid is required.
City of Palo Alto General Services Agreement 3 Rev. March 29, 2018
4.CONTRACTOR will verify all detected all leak indications by a walking survey and
will classify the leak indications in accordance with Table 1 at the end of this
document.
5.CONTRACTOR will establish the spread and concentration of each leak indication,
and enter the ground leak detection details on a ground leak survey report form
(see Exhibit F).
6.CONTRACTOR will enter information on the report that documents:
a.The date and by whom the survey was conducted
b.Each leak will be identified by:
i.Numerical sequence
ii.Address, grade
iii.Percentage (%) or part per million (PPM) gas reading
c.The location of the leak with diagram of property addresses, street
intersections, valve locations, etc....
7.CONTRACTOR will mark all leaks in yellow paint upon verification.
8.CONTRACTOR will take care to prevent overspray or damage to customer
property.
Walking Survey
1.CONTRACTOR will survey the entire gas distribution system in a two (2) year
cycle. In even numbered years CONTRACTOR will conduct the walking survey on
the north side of the City and in odd numbered years CONTRACTOR will conduct
the walking survey on the south side of the City. Contractor’s 2023 walking gas
leak survey (the first year of this contract) will cover the south side of the City
and will include approximately 9,000 commercial and residential gas services.
Maps of both the north and south sides of the City are included in (see Exhibit
H).
2.In addition to either the north or south side of the City, CONTRACTOR will also
include the following fourteen principal business districts in the annual walking
survey:
Business Districts:
1.East Meadow Circle
2.Golf Course
3.St. Francis
City of Palo Alto General Services Agreement 4 Rev. March 29, 2018
4.San Antonio / Fabian
5.Charleston Center
6.Midtown
7.Downtown / Town & Country
8.Alma Center
9.El Camino Real
10.Stanford Shopping Center
11.VA Hospital
12.Bayshore
13.Stanford Industrial Park
14.Palo Alto Country Club
3.CONTRACTOR will be able to recognize and react appropriately according to their
Contractor Operator Qualification certification to Abnormal Operating
Conditions (AOCs) that may indicate a dangerous situation or a condition
exceeding design limit.
4.CONTRACTOR will mark all leaks in yellow paint upon verification.
5.CONTRACTOR will take care to prevent overspray or damage to customer
property.
6.The CONTRACTOR will furnish all professional services necessary to perform the
tasks.
7.Provide a minimum of two technicians to be tested and qualified for performing
leak surveys and completing visual inspections to identify abnormal operating
conditions and atmospheric corrosion per the City’s Operator Qualification Plan.
8.Furnish all labor, equipment, material, travel and all necessary incidentals to
conduct a mobile gas leak survey of all distribution mains.
9.Conduct a mobile survey of all gas distribution mains.
10.Check detection instruments for proper operation and calibrate each instrument
with a known gas sample per the manufacturer’s specifications, before using the
instruments to conduct the surveys. Submit proof of calibration each year to the
Utilities Project before beginning the survey and as requested during the
duration of the survey.
City of Palo Alto General Services Agreement 5 Rev. March 29, 2018
11.Furnish all labor, equipment, material, travel and all necessary incidentals to
conduct a walking gas leak survey of all commercial and residential gas services,
up to and including the meter sets in the fourteen principal business districts and
either the North or South side of the City (in alternating years).
12.Survey each service line from the back of the curb up to and including the meter
set.
13.Use gas detection equipment capable of detecting the concentration of at least
50 PPM of gas in the air at any sampling point. Equipment will analyze for
methane content by using a flame ionization detector. The instrument will be
equipped with a visual display of concentration levels and an audible detection
alarm.
14.Document any Abnormal Operating Conditions (AOCs) found during the survey
on a City-provided form (see Exhibit E), including photographs.
15.Revisit sites as described below on any initially inaccessible service lines and
meter sets.
16.Conduct a recheck of all existing gas leaks identified on the survey maps each
year.
17.Submit all completed forms to the Project Manager no later than 7:30 A.M. on
the next regular business day following the day of the survey.
18.City will provide no carbon required (NCR) forms for all leak documentation (see
Exhibits E & F) and locked gate doorhangers (see Exhibit G).
1.CONTRACTOR will conduct the walking survey every year on alternating sides
(north and south) of the City. Maps of both the north and south sides of the City
are included in (see Exhibit H).
2.CONTRACTOR will survey the entire gas distribution system in a two (2) year
cycle. In even numbered calendar years, CONTRACTOR will conduct the walking
survey on the north side of the City and in odd numbered years, CONTRACTOR
will conduct the walking survey on the south side of the City. The 2023 walking
Walking Survey Details
City of Palo Alto General Services Agreement 6 Rev. March 29, 2018
gas leak survey (the first year of this contract) will cover the south side of the
City and will include approximately 9,000 commercial and residential gas
services.
3.In addition to either the north or south side of the City, the annual walking
survey also includes the following fourteen principal business districts:
Business Districts:
1.East Meadow Circle
2.Golf Course
3.St. Francis
4.San Antonio / Fabian
5.Charleston Center
6.Midtown
7.Downtown / Town & Country
8.Alma Center
9.El Camino Real
10.Stanford Shopping Center
11.VA Hospital
12.Bayshore
13.Stanford Industrial Park
14.Palo Alto Country Club
4.CONTRACTOR will survey each gas service, up to and including the meter set.
5.CONTRACTOR will conduct the survey at walking speeds sufficiently slow to allow
an adequate sample to be continuously obtained by the instrument intake as it
passes over venting locations. In performing the leak survey of gas services,
CONTRACTOR will survey the area to be covered along the route of the service
line from the back of the curb, up to and including the meter set.
6.CONTRACTOR will address any leaks found during the walking survey as
described below:
a.Upon detection, CONTRACTOR will verify all leak indications and classify
them in accordance with Table 1 at the end of this Exhibit. CONTRACTOR will
establish the spread and concentration of each leak indication and enter the
ground leak detection details on a ground leak survey report form (see
Exhibit F). CONTRACTOR will enter information on the report form to
document:
i.When and by whom the survey was conducted
ii.Each leak will be identified by:
i.Numerical sequence
City of Palo Alto General Services Agreement 7 Rev. March 29, 2018
ii.Address
iii.Grade
iv.Percentage (%) or part per million (PPM) gas reading
v.Leak location, including a hand drawn map
b.CONTRACTOR will complete meter leak/AOC forms supplied by the City, or a
City approved equivalent (see Exhibit E), to assess compliance with City’s
utility standards. CONTRACTOR may take the sample through the reading lid
and is not required to remove the lids of curb meter boxes.
i.CONTRACTOR will number the meter leak forms consecutively and
separately from the ground leaks. CONTRACTOR will also conduct a
visual inspection of the gas riser, gas meter and the regulator for
defects, corrosion and illegal grounding by other utilities (including,
but not limited to, telephone and cable companies). CONTRACTOR
will complete a City-provided Abnormal Operating Condition (AOC)
Survey form (see Exhibit E) for each location identified as an AOC.
CONTRACTOR will provide a photograph of all reported AOCs.
CONTRACTOR will ensure the address of the location will be visible in
the photograph.
c.CONTRACTOR will describe all ground leaks and meter leaks and note them
on the City-provided Map at the appropriate address. CONTRACTOR’s notes
will include leak number, leak concentration, leak location and Palo Alto
Meter # from the meter, if applicable. CONTRACTOR will verify all addresses
where leaks are found by checking the physical address on the building.
i.In cases where there are inconsistencies between the physical
addresses and the address in the Map, CONTRACTOR will consider the
address on the building correct and note that on the Map and on the
Survey Report Form.
d.CONTRACTOR will mark each service with a red check ( ) on the Map and
enter each service on the City-provided reporting format (spreadsheet or
database) to report the data electronically.
e.Any service not checked will be considered not surveyed and CONTRACTOR
must be re-survey in order to adequately perform the tasks required in this
Agreement (see subsection “f” immediately below for additional information
on completing surveys).
f.A location is considered completed/surveyed by CONTRACTOR only when
CONTRACTOR’s GLS has leak tested the service line and meter set for gas
leaks, and verified, classified and documented the findings.
City of Palo Alto General Services Agreement 8 Rev. March 29, 2018
g.CONTRACTOR will make every reasonable effort to complete the survey upon
the initial site visit. If the GLS is unable to conduct or complete the survey at
any location because of an inability to access the premise, CONTRACTOR will
take the following actions:
i.Complete the “Special Instructions” section of the Gas Meter
Leak/AOC Survey Tag (see Exhibit E). CONTRACTOR’s GLS will indicate
on the form the reason the survey was not completed at the location
(locked gate, dog, etc.).
ii.A City-provided door hanger (see Exhibit G) will be attached to the
door. The door hanger will advise the resident to contact the City to
schedule a date/time for the survey to be conducted on the
service/meter.
iii.If CONTRACTOR’s GLS is unable to access a location to conduct a
complete survey, CONTRACTOR will make up to two additional
attempts. The Project Manager may assist in setting up appointments
with residents for the two additional attempts. CONTRACTOR’s GLS
will be courteous and on time for appointments.
iv.CONTRACTOR’s GLS will be available at the conclusion of each survey
to work with the City’s meter reading group to access any locations
where the GLS was unable to complete the survey due to
inaccessibility or any other reason.
v.If, after an initial visit and two additional visits as arranged by the
Project Manager the site is still inaccessible, the City will consider the
contractor’s obligation fulfilled and eligible for payment.
Re-survey of Existing 3 Gas Leaks
A list of existing Grade 3 Gas Leaks will be provided to the CONTRACTOR’s GLS each
year.
CONTRACTOR will re-survey leaks and reassess them annually and provide a revised
Leak Survey form (see Exhibit F) to the Project Manager. Leak resurveying is a time
sensitive task and CONTRACTOR will observe department implemented timelines.
As of December 2021 there were 115 existing gas leaks (Grade 3) identified in the gas
distribution system. Known leaks are located throughout the City and are identified on
the Maps with a red colored asterisk (*). The specific locations of existing leaks will be
provided upon award of the contract.
City of Palo Alto General Services Agreement 9 Rev. March 29, 2018
Work Hours
CONTRACTOR will not conduct overtime, weekend or holiday work, unless receiving
prior approval by City. The workday is M-TH 7:30 AM and 4:00 PM.
1.CONTRACTOR’s GLS will immediately report all leaks of a hazardous nature
(Grade 1) to Utility Dispatch at (650) 329-2579, to have the leak recorded in the
dispatch log and to dispatch a Utility Field Services Representative to the
location. The GLS will remain on site until Utility staff arrives. All houseline leaks
discovered are considered grade 1 and CONTRACTOR will call them into
dispatch. The GLS will wait on scene until a Field Service Representative or
other City representative arrives and will communicate findings.
2.CONTRACTOR will deliver completed Survey Report forms, Gas Meter Leak / AOC
Survey forms, and Maps to the City no later than 7:30 A.M. on the next regular
workday following the survey, unless other arrangements are specifically
identified by the City.
CONTRACTOR’s employees who perform operating, maintenance, or emergency
response functions on natural gas pipelines are subject to the provisions of Title 49 CFR
Part 199, “Drug and Alcohol Testing”, including the requirements for drug testing,
record keeping, education, and training. CONTRACTOR will ensure that its affected
employees are given drug testing in accordance with the regulations.
CONTRACTOR will submit a copy of its “Drug and Alcohol Testing Policy” before
performing any work under this Agreement.
Final Report
CONTRACTOR will prepare a final report, which provides documentation of the entire
survey and the results of such survey. One (1) hard copy of the report submitted to the
City within thirty (30) days of the survey completion date. CONTRACTOR will provide an
electronic copy of the report if available.
See next page for Table 1 – Identification of Leak Grades
General Reporting Requirements
Drug Testing Requirements
City of Palo Alto General Services Agreement 10 Rev. March 29, 2018
Table 1
Grading and Identification of Gas Leaks
Grade Definition Priority of Leak Repair Examples
3 Non-Hazardous –
Leaks that are non-
hazardous at the
time of detection
and can
reasonably be
expected to
remain non-
hazardous.
Leaks will be scheduled for re-
evaluation during the next scheduled
leakage survey or within 15 calendar
months of detection, whichever
occurs first, until the leak is re-graded
or no longer results in a reading.
Grade 3 leaks may include, but are not limited to:
1. A leak that naturally vents to the atmosphere.
2. Any indication of gas < 4% gas-in-air (80% Low
Explosive Level LEL) in small gas associated
substructures such as valve boxes.
3.A leak with minimal migration.
4.Any indication of gas <1% gas-in-air (20% LEL) in a
confined space.
2 Intermediate -
Leaks that are not
hazardous at the
time of detection,
justify scheduled
repair based on
probable future
hazard.
Leaks should be repaired within one
year but no later than 15 months from
the date reported. In determining the
repair priority, criteria such as the
following should be considered:
1.Amount of and migration of gas.
2.Proximity of gas to buildings and
subsurface structures.
3. Extent of pavement.
4. Any leak, which in the judgment of
company personnel at the scene, is of
sufficient magnitude to justify
schedule repair
Grade 2 leaks may include, but are not limited to:
1.Any leak requiring action prior to any adverse
changes in venting conditions.
2.Any leak that would likely migrate into or under
buildings.
3.Any indication of gas > 2% gas-in-air (40% LEL)
under a sidewalk in a wall-to-wall paved area that is
not a Grade 1 leak.
4.Any indication of gas > 5% gas-in-air (100% LEL)
under a street in a wall-to-wall paved area.
5.Any indication of gas < 4% gas-in-air (80% LEL) in
small substructures associated with gas facilities that
would likely migrate creating a probable future
hazard.
6.Any indication of gas between 1% and 4% gas-in-
air (20% - 80% LEL) in a confined space.
1 Hazardous - Leaks
that pose an
immediate hazard
to persons or
property and
requires
continuous action
until conditions
are no longer
hazardous.
Prompt remedial action must be
undertaken for leaks classified as
hazardous. Prompt remedial action
may include, but not be limited to the
following:
1. Implementation of the CPAU
Emergency Operating Plan.
2.Evacuation of buildings.
3.Blocking off/barricading an area.
4.Rerouting traffic.
5.Eliminating ignition sources.
6.Venting the area and/or buildings.
7.Stopping the flow of gas by closing
valves or other means.
8.Notifying Fire, Police and/or other
emergency responders.
Grade 1 leaks may include, but are not limited to:
1.Any gas leak that can be seen, heard, or felt.
2.Any leak which, in the judgment of company
personnel at the scene, is considered as an immediate
hazard.
3.Escaping gas that has ignited.
4.Any indication of gas that has migrated into or
under a building.
5.Any indication of gas at the outside wall or where
gas would likely migrate to an outside wall due to
surface conditions or cover and/or subsurface
structures or a building.
6.Any indication of gas > 4% gas-in-air (80% LEL) in a
confined space.
7.Any indication of gas > 4% gas-in-air (80% LEL) in
small substructures not associated with gas facilities
where gas would likely migrate to the outside wall of
a building.
8.All leaks inside a building(s)
9. All leaks inside enclosures containing electrical
equipment.
10. All houseline leaks
City of Palo Alto General Services Agreement 11 Rev. March 29, 2018
EXHIBIT B
SCHEDULE OF PERFORMANCE
CONTRACTOR shall perform the Services according to the following schedule, with
clarifications by the Project Manager where needed:
1. Re-survey of all existing grade 3 leaks to be completed before their annual review
date (between April 6th and May 15th of each year).
2. Walking Survey to be completed by December of each year, start date to be
determined each year usually around June, dependent on the completion of the
resurveying leak survey.
3. Mobile Survey to be performed during October/November each year.
4. The complete gas survey to be completed by December 31 of each year.
City of Palo Alto General Services Agreement 12 Rev. March 29, 2018
EXHIBIT C
SCHEDULE OF FEES
CITY shall pay CONTRACTOR according to the following rate schedule. The maximum amount of
compensation to be paid to CONTRACTOR, including both payment for services and reimbursable expenses,
shall not exceed the amounts set forth in Sections 5 and 6 of the Agreement. Any services provided or
hours worked for which payment would result in a total exceeding the maximum amount of compensation
set forth herein shall be at no cost to CITY.
DETAILED RATE SCHEDULE
Year 1 (2023)
Description Cost Qty. Total
Walking Gas Survey $ 6.15
9,000 $ 55,350.00
Mobile Gas Survey $ 34,944.00 1 $ 34,944.00
Gas Resurvey $ 26.00 120 $ 3,120.00
Grand Total $ 93,414.00
Year 2 (2024)
Description Cost Qty. Total
Walking Gas Survey $ 6.39
9,000 $ 57,510.00
Mobile Gas Survey $ 36,341.75 1 $ 36,341.75
Gas Resurvey $ 27.04 120 $ 3,244.80
Grand Total $ 97,096.55
Year 3 (2025)
Description Cost Qty. Total
Walking Gas Survey $ 6.70
9,000 $ 60,300.00
Mobile Gas Survey $ 38,158.83 1 $ 38,158.83
Gas Resurvey $ 28.49 120 $ 3,418.80
Grand Total $ 101,877.63
Year 4 (2026)
Description Cost Qty. Total
Walking Gas Survey $ 7.03
9,000 $ 63,270.00
Mobile Gas Survey $ 40,066.77 1 $ 40,066.77
Gas Resurvey $ 29.91 120 $ 3,589.20
Grand Total $ 106,925.97
City of Palo Alto General Services Agreement 13 Rev. March 29, 2018
Year 5 (2027)
Description Cost Qty. Total
Walking Gas Survey $ 7.45
9,000 $ 67,050.00
Mobile Gas Survey $ 42,470.77 1 $ 42,470.77
Gas Resurvey $ 31.70 120 $ 3,804.00
Grand Total $ 113,324.77
Year 6 (2028)
Description Cost Qty. Total
Walking Gas Survey $ 7.97
9,000 $ 71,730.00
Mobile Gas Survey $ 45,443.72 1 $ 45,443.72
Gas Resurvey $ 34.33 120 $ 4,119.60
Grand Total $ 121,293.32
City of Palo Alto General Services Agreement 14 Rev. March 29, 2018
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 WITH AM BEST’S KEY RATING OF A-:VII, OR
HIGHER, LICENSED OR AUTHORIZED TO TRANSACT INSURANCE BUSINESS IN THE STATE OF
CALIFORNIA.
AWARD IS CONTINGENT ON COMPLIANCE WITH CITY’S INSURANCE REQUIREMENTS, AS SPECIFIED,
BELOW:
REQUIRED TYPE OF COVERAGE REQUIREMENT
MINIMUM LIMITS
EACH
OCCURRENCE AGGREGATE
YES
YES
WORKER’S COMPENSATION
EMPLOYER’S LIABILITY
STATUTORY
STATUTORY
YES
GENERAL LIABILITY, INCLUDING
PERSONAL INJURY, BROAD FORM
PROPERTY DAMAGE BLANKET
CONTRACTUAL, AND FIRE LEGAL
LIABILITY
BODILY INJURY
PROPERTY DAMAGE
BODILY INJURY & PROPERTY
DAMAGE COMBINED.
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
YES AUTOMOBILE LIABILITY,
INCLUDING ALL OWNED, HIRED,
NON-OWNED
BODILY INJURY
- EACH PERSON
- EACH OCCURRENCE
PROPERTY DAMAGE
BODILY INJURY AND PROPERTY
DAMAGE, COMBINED
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
NO
PROFESSIONAL LIABILITY,
INCLUDING, ERRORS AND
OMISSIONS, MALPRACTICE (WHEN
APPLICABLE), AND NEGLIGENT
PERFORMANCE
ALL DAMAGES $1,000,000
YES 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 SUBCONTRACTORS, 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”
City of Palo Alto General Services Agreement 15 Rev. March 29, 2018
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.
B. CROSS LIABILITY
THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CORPORATION AS INSUREDS UNDER THE
POLICY SHALL NOT, FOR THAT 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
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REPAIR INFORMATION (FOR GAS SHOP PERSONNEL ONLY)
Connection Object Device Location Route #
Equipment Used
FI Gas Det.Soap
UG Sample
____________
Leak Found At:
Level
PPM
LEL
GAS _____________
Corrosion Leak:
Yes No
Field Action Taken RME TTR RUS RUC RRE NLF RTO RME=Req. Meter Exchange TTR=Tightened to Repair
RUS=Rebuilt to Utility Standard RRE=Req. Reg. Exchange
NLF=No Leak Found RTO=Referred to Ops
Meter Read Install Date Multiplier Meter Type
Performed by Call Sign Time Arrived Time Departed
Resolved Date Comments
Entered into GIS/AVEC Closed in GIS/AVEC
(;+,%,7(
2017
Map
2022 Date/Time
Weather:
Test
Equipment:FI CG Soap Other
Walking Mobile
Performed by:
Leak #Grade Reading Location
Recheck Log
Date Grade Reading Technician Initials
Technician Signature:
City of Palo Alto Gas Leak Survey
Ground Leak Report
Emergency Dispatch: 650-329-2579
Work Order #
(;+,%,7)
Gas Leak Survey
Notice of Need for Access
Gas Leak Survey
Notice of Need for Access
Gas Leak Survey
Notice of Need for Access
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IMPORTANT NOTICE IMPORTANT NOTICE
Questions?
Please call (650) 496-6982
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Questions?
Please call (650) 496-6982
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Address
Date Time
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Please call the number below
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to schedule a time for to return
to complete the gas leak survey:
(XXX) XXX-XXXX
Address
Date Time
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Please call the number below
between 7am and 3pm, Monday through Friday
to schedule a time for to return
to complete the gas leak survey:
(XXX) XXX-XXXX
(;+,%,7*
SealePark
Ga
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b
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Ga
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Alma Parkette
Byxbee Park
Duncan Well
Lot T
Vacant
The Bow
l
Het
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Het
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R
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f
Way
CommonArea "B"
Timothy Hopkins Park
Timothy Hopkin s Park
MALONEY FIELD
PAMF CLARK
BUILDI
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KORETPARK
Calif StateLand
Barron ParkElementary School
Taxi Way
Greer Park
Lot CC
LASUEN GROVE
Bryant / LyttonParking Garage
TowleCampground
Flood Control Basin
Arrillaga Property
A
Adobe CreekPump Statio
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Kehillah JewishHigh School
Common Ar
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a
Lot K
REGION 12
Municipal Golf Course
CompostingArea
ANGELLFIELD
ARBORETUM GROVE
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Sunset Magazine
Common Area "A"
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POOL
VARSITY TENNISCOURTS
John Boulware Park
Eleanor Pardee Park
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Bowman Int.School
JacarandaCourtyard
Lot C
SHOPS DININGROOM
HanoverSubstation
Faber Laumeis
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Tract
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Ravine
Timothy Hopkins Park
THEOVAL
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JORDANQUAD
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Palo VerdeElementarySchool
CASPERQUAD
Esther Clark Park
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Monte BelloOpen Space Preserve
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STANFORD ATHLETICSSAND HILL FIELDS
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Oak CourtApartments
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Los TrancosOpen Space Preserve
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Monte BelloOpen Space Preserve
Hewlett Packard
Hooks Point
DuveneckElementarySchool
Monroe Park
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C of CJan 25, 1999
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Kellogg Park
Lot A
C of C- 1206Feb 4, 1992
Lot WC
REGION 2
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Hewlett Packard
Fletcher Middle School
POLICE
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Williams Park
Jerry BowdenPark
Scott Street
Mi
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P
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Tenn
i
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Las Trampas Valley
GATE 13
El CarmeloElementarySchool
FOUNTAIN
STABLESandBARNS
Union Bank
LotC-2
PKG
MUNGER GRADUATERESIDENCE COMPLEX
Parket
t
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C of COct 31, 2001
UTILITY SHAFT
CHUCKTAYLORGROVE
Stanford Palo AltoPlaying Fields
Tract No. 5447
16-640ENVIRONMENTALSAFETYFACILITY(ESF)
MEMORIALAUDITORIUM
Gunn
Hi
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S
c
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Sterli
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Canal
Juana BrionesElementarySchool
EL CAMINO GROVE
Mitchell Park
REGION 10
Scott ParkHeritage Park
LotC-9
TennisCourt
TUNNELACCESS
LAGUNITA
GATE 10
PM 7919
DAN ELLIOTTPRACTICE FIELD
CROWNQUAD
C of C- 1206Feb 4, 1992
Arastradero Preserve
Channing House
B
PAC-10PLAZA
58- LD- 371-8-1959
Lot G
GATE 5
Parcel lines approximate.See SCC Assessor maps
C of C
WHITEMEMORIALPLAZA
KEYS SCHOOLMIDDLE CAMPUS
We
l
come
FORDPLAZA
Hansen Way
TAUBESOUTH
FIRE
14-300RESIDENCES
Lot C-3ParkingGarage
Sailing Station
Los TrancosOpen Space Preserve
CARNEGIEINSTITUTION
Parking
CANTORRODINSCULPTUREGARDEN
Al
t
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s
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Memorial Par
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Castilleja School
Arastradero Preserve Parking
LotC-1
Record OverlapResearched 2-10-1976
Easeme nt 1023E91-016Docume nt 11176071Mayfie ld Reservoir
POOL
Duck Pond
Lot S
H7
H5
B6
C5
F4
H6
E9
F17
E5A5
E12
G10F10A10
D9A9
F15D15
F14D14
E13
J20
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H20
H19
H18G18
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E10
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E15
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CPAU GAS LEAK SURVEY BID TABLE
3%3.75%3.75%3.75%3.75%3.75%
Bid Schedule A: Walking Gas (Methane) Leak Survey
Cost Per
Service
Surveyed Year
1
Cost Per
Service
Surveyed
Year 2
Cost Per Service
Surveyed Year
3
Cost Per Service
Surveyed Year
4
Cost Per
Service
Surveyed
Year 5
Cost Per
Service
Surveyed
Year 6
Bid Schedule A
Total - Years 1
through 6
Cost Per Service
Surveyed Year 1
Cost Per Service
Surveyed Year
2
Cost Per
Service
Surveyed
Year 3
Cost Per Service
Surveyed Year
4
Cost Per Service
Surveyed Year
5
Cost Per
Service
Surveyed
Year 6
Bid Schedule A
Total - Years 1
through 6
Cost Per Service
Surveyed Year 1
Cost Per
Service
Surveyed
Year 2
Cost Per
Service
Surveyed
Year 3
Cost Per
Service
Surveyed
Year 4
Cost Per
Service
Surveyed
Year 5
Cost Per
Service
Surveyed
Year 6
Bid Schedule A
Total - Years 1
through 6
Walking Gas Leak Survey. All labor, equipment,
material, travel and all necessary incidentals to
conduct an annual walking gas leak survey of
approximately 9,000 residential & commercial gas
services, up to and including the meter set including
appropriate documentation and repeat visits when
neccesary. The walking gas leak survey also consists of
other gas distribution system facilities that may not be
surveyed via mobile and the survey of 14 business
districts including appropriate documentation.
55,350.00$ 57,510.00$ 60,300.00$ 63,270.00$ 67,050.00$ 71,730.00$ $ 375,210.00 362,970.00$ 396,090.00$ 432,720.00$ 468,540.00$ 518,580.00$ 568,710.00$ $ 2,747,610.00 123.17$ 127.79$ 132.58$ 137.55$ 142.70$ 148.05$ $ 349,091.20
Bid Schedule B: Mobile Gas (Methane) Leak Survey
Mobile Survey
W/ Business
Districts
Year 1
Mobile Survey
W/ Business
Districts
Year 2
Mobile Survey
W/ Business
Districts
Year 3
Mobile Survey
W/ Business
Districts
Year 4
Mobile Survey
W/ Business
Districts
Year 5
Mobile Survey
W/ Business
Districts
Year 6
Bid Schedule B
Total- Years 1
through 6
Mobile Survey
W/ Business
Districts
Year 1
Mobile Survey
W/ Business
Districts
Year 2
Mobile Survey
W/ Business
Districts
Year 3
Mobile Survey
W/ Business
Districts
Year 4
Mobile Survey
W/ Business
Districts
Year 5
Mobile Survey
W/ Business
Districts
Year 6
Bid Schedule B
Total- Years 1
through 6
Mobile Survey
W/ Business
Districts
Year 1
Mobile Survey
W/ Business
Districts
Year 2
Mobile Survey
W/ Business
Districts
Year 3
Mobile Survey
W/ Business
Districts
Year 4
Mobile
Survey W/
Business
Districts
Year 5
Mobile
Survey W/
Business
Districts
Year 6
Bid Schedule B
Total- Years 1
through 6
Mobile Gas Leak Survey. All labor, equipment,
material, travel and all necessary incidentals to
conduct a mobile gas leak survey of the City's gas
distribution system mains including appropriate
documentation.
34,944.00$ 36,341.75$ 38,158.83$ 40,066.77$ 42,470.77$ 45,443.72$ $ 237,425.84 31,460.10$ 34,326.60$ 37,501.80$ 41,027.70$ 44,940.00$ 49,291.20$ $ 238,547.40 123.17$ 127.79$ 132.58$ 137.55$ 142.70$ 148.05$ $ 97,420.80
Bid Schedule C: Gas Leak Resurvey - Citywide.
Cost Per
Service
Resurveyed
Year 1
Cost Per
Service
Resurveyed
Year 2
Cost Per Service
Resurveyed
Year 3
Cost Per Service
Resurveyed
Year 4
Cost Per
Service
Resurveyed
Year 5
Cost Per
Service
Resurveyed
Year 6
Bid Schedule C
Total - Years 1
through 6
Cost Per Service
Resurveyed Year
1
Cost Per Service
Resurveyed
Year 2
Cost Per
Service
Resurveyed
Year 3
Cost Per Service
Resurveyed
Year 4
Cost Per Service
Resurveyed
Year 5
Cost Per
Service
Resurveyed
Year 6
Bid Schedule C
Total - Years 1
through 6
Cost Per Service
Resurveyed Year
1
Cost Per
Service
Resurveyed
Year 2
Cost Per
Service
Resurveyed
Year 3
Cost Per
Service
Resurveyed
Year 4
Cost Per
Service
Resurveyed
Year 5
Cost Per
Service
Resurveyed
Year 6
Bid Schedule C
Total - Years 1
through 6
All labor, equipment, material, travel and all necessary
incidentals to resurvey approximately 120 existing gas
leaks, up to and including the meter set including
appropriate documentation.
3,120.00$ 3,244.80$ 3,418.80$ 3,589.20$ 3,804.00$ 4,119.60$ $ 21,296.40 15,729.60$ 17,163.60$ 18,752.40$ 20,514.00$ 22,470.00$ 24,645.60$ $ 119,275.20 123.17$ 127.79$ 132.58$ 137.55$ 142.70$ 148.05$ $40,592.00
Total 93,414.00$ 97,096.55$ 101,877.63$ 106,925.97$ 113,324.77$ 121,293.32$ $ 633,932.24 409,538.36$ 446,861.95$ 488,210.14$ 534,074.33$ 585,010.38$ 641,647.42$ $ 3,405,342.58 73,902.00$ 76,674.00$ 79,548.00$ 82,530.00$ 85,620.00$ 88,830.00$ $ 487,104.00
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total 6 Years Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total 6 Years Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total 6 Years
HEATH CONSULTANTS INC.MANESCO CORPORATION SOUTHERN CROSS