HomeMy WebLinkAboutStaff Report 2407-3273CITY OF PALO ALTO
CITY COUNCIL
Special Meeting
Monday, September 09, 2024
Council Chambers & Hybrid
5:30 PM
Agenda Item
9.Approval of Contract Amendment No. 4 to Contract Number C19170648 with Salas
O'Brien Engineers, Inc., for Professional Design Services, to Add Services and Increase
Compensation by $99,200 for a New Not-to-Exceed Amount of $659,597, and to Extend
the Schedule for Performance Through December 31, 2026, for the 12kV Electrical
Distribution Network Rehabilitation Project at the Regional Water Quality Control Plant,
Funded by the Plant Repair, Retrofit, and Equipment Replacement Capital Improvement
Program Project (WQ-19002); CEQA Status – Exempt Under Section 15301
City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Public Works
Meeting Date: September 9, 2024
Report #:2407-3273
TITLE
Approval of Contract Amendment No. 4 to Contract Number C19170648 with Salas O'Brien
Engineers, Inc., for Professional Design Services, to Add Services and Increase Compensation by
$99,200 for a New Not-to-Exceed Amount of $659,597, and to Extend the Schedule for
Performance Through December 31, 2026, for the 12kV Electrical Distribution Network
Rehabilitation Project at the Regional Water Quality Control Plant, Funded by the Plant Repair,
Retrofit, and Equipment Replacement Capital Improvement Program Project (WQ-19002);
CEQA Status – Exempt Under Section 15301
RECOMMENDATION
Staff recommends that Council approve and authorize the City Manager or their designee to
execute Contract Amendment No.4 to Contract C19170648 with Salas O’Brien Engineers, Inc.,
to increase the contract compensation by $99,200 and expand the scope of services, update
the hourly rate schedule, and extend the contract term through December 31, 2026. The
revised total contract amount is not-to-exceed $659,597, including $639,320 for basic services
and $20,277 for additional services.
BACKGROUND
The 12,470-Volt (12kV) Electrical Distribution Network (Loop) is the backbone for the Regional
Water Quality Control Plant’s (RWQCP) medium voltage power distribution infrastructure, using
circuit breakers, switches, cabling, conduits, vaults, and transformers to distribute electrical
power to wastewater treatment unit processes (e.g., primary treatment, secondary treatment,
tertiary treatment, disinfection, and solids handling unit processes). Unit processes are critical
to the treatment of wastewater for compliance with federal and state regulations, and reliable
power supply to these unit processes is needed to avoid system disruptions.
The 12kV Loop Rehabilitation Project design scope includes replacement of equipment at or
beyond its design life and upgrades to accommodate future RWQCP capital projects. Following
a formal Request for Proposals, a design contract was awarded to Salas O’Brien Engineers, Inc.
(Salas O’Brien) in October 2018.1
In March 2019, the City adopted the Sea Level Rise Policy2; Amendment No. 13 added funds to
the contract primarily for the structural design effort for elevated structures needed to
incorporate recommendations of the City’s Sea Level Rise Policy and design changes to meet
the requirements of CPAU-Electric for new incoming electrical service switchgear.
During design, a large CIP project (Primary Sedimentation Tanks Rehabilitation and Equipment
Room Electrical Room Upgrade Project) was under construction and another large CIP project
(Secondary Treatment Upgrades Project) was in the design phase. Both projects include 12kV
equipment that needed to be carefully sized, located, and sequenced, and temporarily
powered. Amendment No. 2, in May 2020, added funding for a 3D model, coordination efforts
with on-going construction, and three sets of additional design deliverables.4
Due to long lead times for manufactured electrical switchgear and switchboxes that caused
construction delays, Amendment No. 35 extended the contract term by six months with no
additional compensation.
ANALYSIS
Construction of the 12kV Loop Rehabilitation Project was designed in seven phases by Salas
O’Brien. 12kV Electrical Power Distribution Loop Rehabilitation Bid Package 1 Project
construction included only Phase 1 of the design and is nearing completion. 12kV Electrical
Power Distribution Loop Rehabilitation Bid Package 2 Project construction was bid in July 2024,
and includes construction of the remaining phases of the design. Salas O’Brien Engineers’
services are needed through the end of both construction projects. Due to long lead times for
1 City Council, October 15, 2018; Agenda Item #4; SR #9274
https://www.cityofpaloalto.org//files/assets/public/v/1/agendas-minutes-reports/reports/city-manager-reports-
cmrs/year-archive/2018/id-9274-design-services-for-wqcp-medium-voltage-electrical-distribution-network-
rehabilitation.pdf
2 City Council, March 18, 2019; Agenda Item #8; SR #9576
https://www.cityofpaloalto.org//files/assets/public/v/1/agendas-minutes-reports/reports/city-manager-reports-
cmrs/year-archive/2019/031819-9576-proposed-draft-sea-level-rise-policy.pdf
3 City Council, May 11, 2020; Agenda Item #3; SR #10969
http://www.cityofpaloalto.org//files/assets/public/v/1/agendas-minutes-reports/reports/city-manager-reports-
cmrs/year-archive/2020/id-10969-approval-to-increase-compensation-extend-term-of-design-contract-for-12kv-
loop-rehab.-at-wqcp.pdf
4 City Council, November 15, 2021; Agenda Item 6#; SR #13690
https://www.cityofpaloalto.org//files/assets/public/v/1/agendas-minutes-reports/reports/city-manager-reports-
cmrs/year-archive/2021/id.-13690-approval-to-increase-compensation-extend-term-of-design-contract-for-12kv-
loop-rehab.-at-wqcp.pdf
5Salas O'Brien Engineers Amendment No. 3 Contract No. C19170648;
https://www.cityofpaloalto.org/files/assets/public/v/1/public-works/water-quality-control-plant/attachment-b-
salas-obrien-contract-c19170648-amendment-no.pdf
electrical switchgear, Salas O’Brien Engineers anticipates 12kV Electrical Power Distribution
Loop Rehabilitation Bid Package 2 Project construction completion in December 2026.
Additional design services in Amendment No. 4 (Attachment A) required to support the project
through the Bid Package 2 construction include contractor submittal reviews, responding to
contractor RFIs, periodic site inspections, periodic witness testing of newly installed equipment,
and updating of record drawings to capture any field changes through the construction period.
FISCAL/RESOURCE IMPACT
Funding required for this contract amendment is available in the Fiscal Year 2025 Adopted
Wastewater Treatment Fund Capital Improvement Program Plant Repair, Retrofit, and
Equipment Replacement Project (WQ-19002). Palo Alto treats the combined wastewater from
Palo Alto, Los Altos, Los Altos Hills, Mountain View, Stanford University, and East Palo Alto
Sanitary District. Palo Alto’s share of this project is approximately 36% and the other five
agencies’ share is approximately 64%, based on volume and strength of wastewater
contribution of each partner. The $99,200 amount for this contract amendment is the
combined cost for all the partners. The Palo Alto Wastewater Collection Fund’s share of this
expense is already budgeted.
STAKEHOLDER ENGAGEMENT
This project is part of the RWQCP’s minor capital improvement program funded by Palo Alto
and its five additional partner agencies. The five partner agencies are regularly updated about
both the need for and the progress on wastewater treatment capital work. Updates are
provided each year at an annual meeting and at other periodic meetings established to inform
partner agency staff about the minor capital improvement program. This project has been part
of that process. Additionally, RWQCP staff has routinely coordinated feedback from Utilities
Department electrical staff via project reviews.
ENVIRONMENTAL REVIEW
The project is exempt from review under the California Environmental Quality Act (CEQA)
pursuant to CEQA Guidelines Section 15301, subsections (b) and (e)(1), Existing Facilities, as it
involves the repair and maintenance of an existing publicly owned utility used to provide
sewerage treatment services with a minor addition to an existing building and no or negligible
expansion of use.
ATTACHMENTS
Attachment A: Salas O’Brien Engineers, Inc. Contract C19170648, Amendment No. 4
APPROVED BY:
Brad Eggleston, Director Public Works/City Engineer
Vers.: Aug. 5, 2019
Page 1 of 18
AMENDMENT NO. 4 TO CONTRACT NO. C19170648
BETWEEN THE CITY OF PALO ALTO AND
SALAS O’BRIEN ENGINEERS, INC.
This Amendment No. 4 (this “Amendment”) to Contract No. C19170648 (the “Contract”
as defined below) is entered into as of August 19, 2024, by and between the CITY OF PALO ALTO,
a California chartered municipal corporation (“CITY”), and SALAS O’BRIEN ENGINEERS, INC., a
California corporation, located at 305 South 11th Street, San Jose, CA 95112 (“CONSULTANT”).
CITY and CONSULTANT are referred to collectively as the “Parties” in this Amendment.
R E C I T A L S
A. The Contract was entered into by and between the Parties hereto for the provision of
design and engineering services for the replacement of the 12kV electrical distribution network
at the Regional Water Quality Control Plant (RWQCP) (the “Project”), as detailed therein.
B. The Parties previously amended the Contract (Amendment No. 1) to: expand the scope
of services to include additional, unanticipated engineering services related to the City’s Sea Level
Rise Policy among other factors; increase compensation by One Hundred Forty-Two Thousand
Nine Hundred Thirty-Nine Dollars ($142,939) from Two Hundred Sixty-Seven Thousand Eight
Hundred Seventy-Two Dollars ($267,872) to a Not to Exceed amount of Four Hundred Ten
Thousand Eight Hundred Eleven Dollars ($410,811); and extend the contract term through
December 31, 2022, as detailed therein.
C. The Parties entered into Amendment No. 2 to expand the scope of services; to increase
compensation by One Hundred Forty-Nine Thousand Five Hundred Eighty-Six Dollars ($149,586)
from Four Hundred Ten Thousand Eight Hundred Eleven Dollars ($410,811) to a new Not to
Exceed amount of Five Hundred Sixty Thousand Three Hundred Ninety-Seven Dollars ($560,397);
extend the contract term through February 29, 2024, and to correct a clerical error to
CONTRACTOR’s name in the Contract and Amendment No. 1, as detailed therein.
D. Due to construction delays, the Parties entered into Amendment No. 3 to extend the
contract term by six months, through August 29, 2024, for the completion of services during
Phase 1 of construction, without any additional compensation payable by the City, as detailed
therein.
E. The Parties now wish to amend the Contract in order to (1) expand the scope of services
to include additional engineering services related to coordinating plans and supporting the
project through the Phase 2 construction; (2) increase compensation by Ninety-Nine Thousand
Two Hundred Dollars ($99,200) from Five Hundred Sixty Thousand Three Hundred Ninety-Seven
Dollars ($560,397) to a new Not to Exceed amount of Six Hundred Fifty-Nine Thousand Five
Hundred Ninety-Seven Dollars ($659,597); (3) update the hourly rate schedule; and (4) extend
the contract term through December 31, 2026, as detailed herein.
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NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions
of this Amendment, the Parties agree:
SECTION 1. Definitions. The following definitions shall apply to this Amendment:
a. Contract. The term “Contract” shall mean Contract No. C19170648
between CONSULTANT and CITY, dated October 1, 2018, as amended by:
Amendment No.1, dated May 11, 2020
Amendment No. 2, dated November 15, 2021
Amendment No. 3, dated January 30, 2024
b. Other Terms. Capitalized terms used and not defined in this Amendment
shall have the meanings assigned to such terms in the Contract.
SECTION 2. Section 2 “TERM” of the Contract is hereby amended to read as follows:
“The term of this Agreement shall be from the date of its full execution through December 31,
2026 , unless terminated earlier pursuant to Section 19 (Termination) of this Agreement.”
SECTION 3. Section 4 “NOT TO EXCEED COMPENSATION” of the Contract is hereby
amended to read as follows:
“The compensation to be paid to CONSULTANT for performance of the Services shall be based
on the compensation structure detailed in Exhibit C, entitled “COMPENSATION,” including any
reimbursable expenses specified therein, and the maximum total compensation shall not exceed
Six Hundred Fifty Nine Thousand Five Hundred Ninety Seven Dollars ($659,597.00). The hourly
schedule of rates, if applicable, is set out in Exhibit C-1, entitled “SCHEDULE OF RATES.” Any work
performed or expenses incurred for which payment would result in a total exceeding the
maximum compensation set forth in this Section 4 shall be at no cost to the CITY.
Optional Additional Services Provision (This provision applies only if checked and a
not-to-exceed compensation amount for Additional Services is allocated below under this
Section 4.)
In addition to the not-to-exceed compensation specified above, CITY has set aside the
not-to-exceed compensation amount of Twenty Thousand Two Hundred Seventy-Seven
Dollars ($20,277) for the performance of Additional Services (as defined below). The total
compensation for performance of the Services, Additional Services and any reimbursable
expenses specified in Exhibit C, shall not exceed Six Hundred Fifty Nine Thousand Five
Hundred Ninety Seven Dollars ($659,597.00), as detailed in Exhibit C.
“Additional Services” means 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 at Exhibit A. CITY may elect to, but is not required to, authorize Additional
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Services up to the maximum amount of compensation set forth for Additional Services in
this Section 4. CONSULTANT shall provide Additional Services only by advanced, written
authorization from CITY as detailed in this Section. Additional Services, if any, shall be
authorized by CITY with a Task Order assigned and authorized by CITY’s Project Manager,
as identified in Section 13 (Project Management). Each Task Order shall be in substantially
the same form as Exhibit A-1, entitled “PROFESSIONAL SERVICES TASK ORDER”. Each Task
Order shall contain a specific scope of services, schedule of performance and maximum
compensation amount, in accordance with the provisions of this Agreement.
Compensation for Additional Services shall be specified by CITY in the Task Order, based
on whichever is lowest: the compensation structure set forth in Exhibit C, the hourly rates
set forth in Exhibit C-1, or a negotiated lump sum.
To accept a Task Order, CONSULTANT shall sign the Task Order and return it to CITY’s
Project Manager within the time specified by the Project Manager, and upon
authorization by CITY (defined as counter-signature by the CITY Project Manager), the
fully executed Task Order shall become part of this Agreement. The cumulative total
compensation to CONSULTANT for all Task Orders authorized under this Agreement shall
not exceed the amount of compensation set forth for Additional Services in this Section
4. CONSULTANT shall only be compensated for Additional Services performed under an
authorized Task Order and only up to the maximum amount of compensation set forth
for Additional Services in this Section 4. Performance of and payment for any Additional
Services are subject to all requirements and restrictions in this Agreement.”
SECTION 4. The following exhibit(s) to the Contract are hereby amended or added, as
indicated below, to read as set forth in the attachment(s) to this Amendment, which are hereby
incorporated in full into this Amendment and into the Contract by this reference:
a. Exhibit “A” entitled ““SCOPE OF SERVICES, AMENDMENT NO. 4”,
AMENDED, REPLACES PREVIOUS.
b. Exhibit “B” entitled “SCHEDULE OF PERFORMANCE, AMENDMENT NO. 4”,
AMENDED, REPLACES PREVIOUS.
c. Exhibit “C” entitled “COMPENSATION, AMENDMENT NO. 4”, AMENDED,
REPLACES PREVIOUS.
d. Exhibit “C-1” entitled “HOURLY RATE SCHEDULE, AMENDMENT NO. 4”,
AMENDED, REPLACES PREVIOUS.
SECTION 5. Legal Effect. Except as modified by this Amendment, all other provisions of
the Contract, including any exhibits thereto, shall remain in full force and effect.
SECTION 6. Incorporation of Recitals. The recitals set forth above are terms of this
Amendment and are fully incorporated herein by this reference.
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(SIGNATURE BLOCK FOLLOWS BELOW.)
SIGNATURES OF THE PARTIES
IN WITNESS WHEREOF, the Parties have by their duly authorized representatives
executed this Amendment effective as of the date first above written.
CITY OF PALO ALTO
___________________________
City Manager or Designee
APPROVED AS TO FORM:
____________________________
City Attorney or Designee
SALAS O’BRIEN ENGINEERS, INC.
Officer 1
By:___________________________
Name:________________________
Title:_________________________
Officer 2
By:___________________________
Name:________________________
Title:__________________________
Attachments:
Exhibit “A” entitled “SCOPE OF SERVICES, AMENDMENT NO. 4” (AMENDED, REPLACES PREVIOUS)
Exhibit “B” entitled “SCHEDULE OF PERFORMANCE, AMENDMNET NO. 4” (AMENDED, REPLACES
PREVIOUS)
Exhibit “C” entitled “COMPENSATION AMENDMENT NO. 4” (AMENDED, REPLACES PREVIOUS)
Exhibit “C-1” entitled “HOURLY RATE SCHEDULE, AMENDMENT NO. 4” (AMENDED, REPLACES
PREVIOUS)
Docusign Envelope ID: EFD84CA6-44C7-4CFC-8A2A-03B1AA2916F1
Jeffry Gosal
Principal
Jeffry Gosal
Principal
Vers.: Aug. 5, 2019
Page 5 of 18
EXHIBIT “A”
SCOPE OF SERVICES - AMENDMENT NO. 4
(AMENDED, REPLACES PREVIOUS)
This section describes the nature and scope of engineering and design services to be provided
for the completion of the Project for the RWQCP engineering and design of the 12kV distribution
network.
The main features of scope of design and engineering services for electrical improvements shall
include, but not be limited to, the following:
1. Replacement of five (5) each, 15kV rated pad-mounted switches.
2. Replacement of load center #3 and #4 (consider replacement in the same location or
potential new location) and load center #7.
3. Review of other load centers to identify if replacements are required.
4. Review of 15kV primary to 480V secondary distribution transformers to identify if
replacements are required.
5. Replacement of all 15kV rated cable.
6. Replacement of cable terminations, splicing, and grounding equipment as required.
7. Addition of active harmonic filters at Load Centers.
8. Provide a delegated design for a canopy structure for load center #3 and #4, equipped
with lighting and a new Fire Alarm Panel with heat sensor inputs.
9. Implementation of arc energy reduction methods to meet NEC 240.87.
10. Coordinate meetings approved comments from, the City of Palo Alto Utilities
Department (CPAU).
11. Meet or exceed the City’s Sea Level Rise Adaptation Policy, approved by the City Council
on March 18, 2019, including all necessary structural engineering to raise critical
infrastructure above flood levels with sea-level rise estimates. CONSULTANT shall
coordinate with CITY on exact elevations.
12. A Power System Study to include all new infrastructure, including LC3 and LC4.
This scope of services shall be used as a basis for the deliverables required for the project.
• As part of Task 1, CONSULTANT shall prepare and submit for review and approval, a
preliminary design, including single line and detailed drawings at 30% completion.
• As part of Task 2, CONSULTANT shall prepare and submit for review and approval,
drawings and schematics at 60% completion and the final technical bid documents.
• As part of Task 3, CONSULTANT shall provide bid period services.
• As part of Task 4, CONSULTANT shall provide engineering services during construction.
• As part of Task 5, CONSULTANT shall include the design of new harmonic filters into Tasks
1-4 as described above.
Task 1 – Preliminary Design (30% Design)
Predesign activities will include the following:
a. Kickoff meeting with RWQCP and CPAU staff to define project requirements and to
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discuss equipment replacement options
b. Review record drawings and project technical documents
c. Conduct field inspections of the 12kV distribution network. These field inspections will
include inspections of the distribution cabling, pad-mounted switches, capacitor bank(s),
load centers, transformers and all related 12kV electrical equipment.
d. Prepare draft and final preliminary design reports that includes the following content
as a minimum:
i. Results of all field inspections, including estimates of quantities, types, and
costs of replacing electrical equipment (preliminary cost estimate)
ii. Evaluation of options to replace associated electrical equipment (load
centers, transformers, etc.)
iii. Recommendations for other electrical improvements
iv. Preliminary (30% design level) drawings and technical documentation
v. Preliminary (30% design level) list of specifications.
vi. Sequencing of equipment replacement, outages, and other temporary
work- arounds needed to keep the plant operational during construction.
vii. Prioritization and timing of equipment replacement
e. Conduct a review meeting with RWQCP and CPAU upon the submittal of the draft
preliminary design report.
f. Conduct short-circuit, protective device coordination and arc flash hazard analysis
g. Prepare a short-circuit, protective device coordination and arc flash hazard analysis report
that includes the following:
i. Executive Summary including Introduction and Results/Recommendations
ii. Short-Circuit Methodology Analysis Results and Recommendations
iii. Short-Circuit Device Evaluation Table
iv. Protective Device Coordination Methodology Analysis Results and
Recommendations
v. Protective Device Settings Table
vi. Time-Current Coordination Graphs and Recommendations
vii. Arc Flash Hazard Methodology Analysis Results and Recommendations
including the details of the incident energy and flash protection boundary
calculations, along with Arc Flash boundary distances, working distances,
Incident Energy levels and Personal Protection Equipment levels.
viii. One-line system diagram that shall be computer generated and will clearly
identify individual equipment buses, bus numbers used in the short-circuit
analysis, cable and bus connections between the equipment, calculated
maximum short-circuit current at each bus location, device numbers used
in the time-current coordination analysis, and other information pertinent
to the computer analysis.
h. Develop electrical system model with SKM or ETAP or EasyPower.
i. CONSULTANT to determine the extent to which power system harmonics are affecting
the electrical system in the RWQCP through analysis of data that is being recorded by
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various existing power quality instruments
Task 2 – Detailed Design
a. CONSULTANT shall provide engineering services to prepare a final design and to produce
a complete package of single line and layout drawings, detailed drawings, biddable plans,
technical specifications, and other contract documents as required based on the design
concepts and criteria developed with the preliminary design. CONSULTANT shall consider
future designs and current construction efforts in their engineering design.
b. The design shall be based on consultation with RWQCP and CPAU staff and the
Preliminary Design Report, and shall result in detailed requirements for project
construction. The design shall sequence construction such that plant operations are
maintained on a continuous basis. A construction sequence shall be established in
sufficient detail which meets the RWQCP’s ability to continuously meet the needs of the
plant and its customers. RWQCP shut downs shall be kept to a minimum or not permitted.
c. Electrical Design – The electrical design shall include the determination of power
requirements for electrical equipment including; transformer sizing, load center sizing,
pad-mounted switch sizing, and all cable and conduit sizing required. Design for new load
centers shall also include layout and modifications or additions. Existing conditions shall
be field verified during the Preliminary Design (Task 1).
d. CONSULTANT shall conduct design review meetings upon submission of deliverables as
described below.
e. CONSULTANT shall assist RWQCP in preparation of construction bid package. RWQCP will
issue the bid package via Planet Bids.
f. CONSULTANT shall assist RWQCP in preparing documents for the staff level review of the
project by CITY’s Planning Department. The documents shall at the least include drawings,
renderings and brief project description.
g. CONSULTANT shall create Revit model to illustrate the conduit routing for clash detection,
interproject equipment coordination and avoidance of newly proposed facilities,
undefined at the project’s initial scoping.
i. The model shall include multiple elevations, sections, and perspective
views of Load Centers LC 3 and LC4 area and CPAU Cabinet, both to provide
details to the other major CIP project designers and contractors and for
the future 12kV Loop Rehabilitation project contractor.
ii. Consolidate Plant’s original construction, previous CIPs, CIPs currently
being designed and updates from the Secondary Treatment Upgrade (STU)
project into the 3D model.
h. CONSULTANT shall coordinate with another on-going project(s).
i. Review STU and Primary Sedimentation Tanks Rehabilitation (PST) project
drawings for compatibility with the 12kV Loop Rehabilitation Project.
Allow up to four (4) coordination reviews meetings specific to electrical
work at the Plant.
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ii. Modify the 12kV Loop Rehabilitation project equipment to accommodate
STU’s temporary and permanent power needs such as for temporary
blower skids during STU construction and remove and replace a medium
voltage vault in the 12kV Loop Rehabilitation Project as the existing vault’s
position will conflict with the STU’s standby power/new generator design.
iii. Revise design drawings to accommodate the STU project’s construction
and operation clearances, related to SLR Policy, for the blower room
louvers and new standby power generator. Redesign to include relocation
of stairways into the planned platform for LC3 and LC4. Endeavor to reduce
the size of the platform and shifting the equipment and its infrastructure
to provide clearances as requested for the STU project. Work includes all
engineering discipline services required to meet STU project defined
clearances.
i. Prepare Additional (interim) design packages
i. Provide interim design to the City and other consultants that align with STU
project milestones to facilitate a complete STU project review.
j. Additional Project Management and Administrative Services
i. Provide Project Management and Administration services needed for the
increased scope of work and associated time.
Task 3 – Services during Bidding
a. CONSULTANT shall respond to the request for clarification and/or information from
prospective bidders.
b. CONSULTANT shall assist RWQCP with preparation of Project addenda and furnish the
originals required for said addenda.
c. CONSULTANT shall attend and assist RWQCP at the pre-bid conference and the walk
through.
Task 4 –Services during Construction
a. CONSULTANT shall review submittals from the contractor for conformance with the
Contract Documents. CONSULTANT shall review and return the submittal comments to
the City within fourteen calendar days.
b. CONSULTANT shall prepare written response to the Request for Information (RFI)
submitted by the contractor. CONSULTANT shall review, comment and return the RFI
responses within seven calendar days.
c. CONSULTANT shall review and validate the Contract Change Order requests submitted
by the Contractor for accuracy and correctness, as requested by the City.
d. As requested, CONSULTANT shall attend periodic Project Progress Meetings with the
Contractor. Please allow for one meeting per month, at the minimum, during the
construction phase.
e. CONSULTANT shall provide the technical support to the City during start up and
commissioning of the new equipment including; pad mounted switches, transformers,
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load centers etc. CONSULTANT shall work with Contractor and equipment
manufacturer’s representatives, as requested by the City.
f. CONSULTANT shall assist the City in monitoring, documenting, and/or validating any
testing required by the permitting agencies.
g. CONSULTANT shall review the “as-built” or “red-line” drawings and documents
maintained by the Contractor during construction. Upon construction completion,
CONSULTANT shall prepare record drawings. The record drawings shall consist of
annotated contract drawings and electronic files showing changes in design and
construction.
Task 5 – Active Harmonic Filter Assessment and Design
CONSULTANT to determine the extent to which power system harmonics are affecting the
electrical system in the RWQCP through analysis of data that is being recorded by various existing
power quality instruments as part of Task 1. If CONSULTANT finds through its analysis of this data
that harmonics are not impairing the operation of or cause damage to RWQCP equipment, this
task of an extensive harmonics study shall be deleted from the Scope of Services.
If CONSULTANT finds through its analysis of this data that such as study is needed, it will utilize
the services of a 3rd party vendor which will specify filters that will reduce harmonics in the
RWQCP electrical system to levels specified in IEEE Standard 519.
IV. DELIVERABLES
Task 1 – Preliminary Design (30% Design)
a. Draft Preliminary Design Report with Recommendations (including 30% Design drawings
and list of Specifications) – 4 hard copy sets, 1 electronic set (in pdf format), and 1
electronic set (in MS Word)
b. Final Preliminary Design Report with Recommendations (including 30% Design drawings
and list of Specifications) – 4 hard copy sets, 1 electronic set (in pdf format), and 1
electronic set (in MS Word)
c. Preliminary Cost Estimate – 1 hard copy set and 1 electronic set (in pdf format)
d. Responses to City Comments
e. Preliminary Design Workshop agenda, handouts, and meeting notes.
f. Short-Circuit, Protective Device Coordination and Arc Flash Hazard Analysis Report (i.e.
Power System Study)
Electrical system model and TM documenting basis of model.
The Study will incorporate either actual data when available and
assumptions when data isn’t available for existing equipment
The Study will incorporate detailed information from the CONSULTANT for
all new/proposed equipment.
The City will purchase, if necessary, software for the model provided.
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Task 2 – Detailed Design
a. 60% Design
60% Design Documents including half size drawings and specifications – 4 hard copy sets, 1
electronic set (in pdf format), and 1 electronic set (in MS Word format for specifications
only). Specifications shall follow the CSI 2016 MasterFormat.
• 60% Cost Estimate – 1 hard copy set and 1 electronic set (in pdf format)
• 60% Construction Schedule - 1 hard copy set and 1 electronic set (in pdf format)
• Responses to City Comments
• 60% Design Workshop agenda, handouts, and meeting notes.
b. Interim Design
Interim Design Documents including half size drawings – 3 hard copy sets, 1 electronic set
(in pdf format).
• Responses to City Comments
• Interim Design Workshops, agenda, handouts, and meeting notes.
c. Final Design
Final Design Documents including:
• Final specifications – 2 hard copies, 1 electronic copy in PDF format, and 1 electronic copy
in MS Word format
• Final design calculations stamped by registered engineer – 2 hard copies, 1 electronic
copy in PDF format
• Final drawings – 2 hard copies, 1 electronic copy in PDF format
• Final Cost Estimate – 1 hard copy and 1 electronic copy in PDF format
• Final Construction Schedule - 1 hard copy and 1 electronic copy in PDF format
• Expanded coordination with CPAU and CITY shall be documented in agendas and meeting
minutes, prepared by the Consultant and submitted to the CITY.
• Incorporate Sea Level Adaptation Policy design guidelines and expanded Power Study
data into the Final Design Documents.
d. Bid Documents
Bid Documents (Technical) including:
• Bid Specifications – 2 hard copies, 1 electronic copy in PDF format, and 1 electronic copy
in MS Word format
• Bid Drawings – 2 hard copies, 1 electronic copy in PDF format
Task 3 –Services during Bidding
• Respond to Requests for Clarification
• Prepare Addenda, if required
• Conformed Design Documents including:
o Conformed specifications – 2 hard copies, 1 electronic copy in PDF format, and
electronic copy in MS Word format
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o Conformed drawings – 2 hard copies, 1 electronic copy in PDF format, and 1
electronic copy in AutoCAD format
Task 4 – Services during Construction
• Submittal review comments
• RFI responses
• Contract change order review comments, as needed
• Record Drawings – 1 digital copy in PDF format and 1 copy in AutoCAD format
Task 5 – Active Harmonic Filter Assessment and Design
• Specifications for the Filter
• Installation drawings
• Assistance in commissioning and start up
Assumptions
RWQCP has standard front-end specifications that will be used for this project. Consultant shall
review front-end specifications and provide project specific comments for RWQCP consideration.
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EXHIBIT “B”
SCHEDULE OF PERFORMANCE AMENDMENT NO. 4
(AMENDED, REPLACES PREVIOUS)
CONSULTANT shall perform the Services so as to complete each milestone within the number of
weeks specified below. The time to complete each milestone may be increased or decreased by
mutual written agreement of the project managers for CONSULTANT and CITY so long as all work
is completed within the term of the Agreement. CONSULTANT shall provide a detailed schedule
of work consistent with the schedule below within 2 weeks of receipt of the notice to proceed.
Completion in Weeks Following issuance of
Milestones NTP (10/25/2018)
1. Preliminary Design (30% Design) (Complete)
2. Detailed Design 175
3. Services during Bidding 203
4. Services during Construction 430
5. Active Harmonic Filter Assessment and Design (Complete)
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EXHIBIT“C”
COMPENSATION AMENDMENT NO. 4
(AMENDED, REPLACES PREVIOUS)
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-1 up to the not to exceed budget amount for each task set forth below.
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
of the tasks or categories listed below provided the total compensation for Basic Services,
including reimbursable expenses, and the total compensation for Additional Services do not
exceed the amounts set forth in Section 4 of this Agreement.
BUDGET SCHEDULE NOT TO EXCEED AMOUNT
Task 1 (Preliminary Design) $65,360
Task 2 (Detailed Design) $406,388
Task 3 (Services during Bidding) $11,020
Task 4 (Services during Construction) $141,675
Task 5 (Active Harmonic Filter Assessment, Design) $14,877
Sub-total Basic Services $639,320
Reimbursable Expenses $0
Total Basic Services and Reimbursable expenses $639,320
Additional Services (per Section 4) (Not to Exceed) $20,277
Maximum Total Compensation $659,597
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: Per rate schedule, Exhibit “C-1.”
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EXHIBIT“C-1”
HOURLY RATE SCHEDULE, AMENDMENT NO. 4
(AMENDED, REPLACES PREVIOUS)
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Salas O’Brien 2024 Rate Schedule
LABOR CATEGORY RATES 2024
Principal $290
Sr. Vice President $280
Vice President / Associate Vice President / Director / Associate / Sr. Project Manager $255
Professional Engineer /Telecom Engineer / Sr. Structural Engineer $215
Design Engineer / Project Engineer $205
Construction Project Manager $210
Design Manager / Program Manager / Drafting Manager (CADD) $190
Staff Engineer $175
Field Technician / Program Specialist / Coordinator / Drafter (CAD) $150
Program / Project Assistant $115
Roofing and Waterproofing Expert Services $450
Court Testimony / Deposition $570
Senior Consultant $355
Senior Telecommunications Consultant $350
Energy Consultant $240
Instruction / Seminar / Training $230
Moisture Surveys Special Quote
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Salas O’Brien 2025 Rate Schedule
LABOR CATEGORY RATES 2025
Principal $305
Sr. Vice President $295
Vice President / Associate Vice President / Director / Associate / Sr. Project Manager $270
Professional Engineer /Telecom Engineer / Sr. Structural Engineer $225
Design Engineer / Project Engineer $215
Construction Project Manager $220
Design Manager / Program Manager / Drafting Manager (CADD) $200
Staff Engineer $185
Field Technician / Program Specialist / Coordinator / Drafter (CAD) $160
Program / Project Assistant $120
Roofing and Waterproofing Expert Services $455
Court Testimony / Deposition $575
Senior Consultant $375
Senior Telecommunications Consultant $370
Energy Consultant $250
Instruction / Seminar / Training $240
Moisture Surveys Special Quote
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Salas O’Brien 2026 Rate Schedule
LABOR CATEGORY RATES 2026
Principal $320
Sr. Vice President $310
Vice President / Associate Vice President / Director / Associate / Sr. Project Manager $285
Professional Engineer /Telecom Engineer / Sr. Structural Engineer $235
Design Engineer / Project Engineer $225
Construction Project Manager $230
Design Manager / Program Manager / Drafting Manager (CADD) $210
Staff Engineer $195
Field Technician / Program Specialist / Coordinator / Drafter (CAD) $170
Program / Project Assistant $125
Roofing and Waterproofing Expert Services $460
Court Testimony / Deposition $580
Senior Consultant $395
Senior Telecommunications Consultant $390
Energy Consultant $265
Instruction / Seminar / Training $250
Moisture Surveys Special Quote
All rates are based on office to project site with a minimum of four hours for any engagement, unless otherwise arranged.
Payment terms are net 30 days. Note: Charge rates are subject to change without notice.
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