HomeMy WebLinkAboutStaff Report 11782City of Palo Alto (ID # 11782)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 3/8/2021
City of Palo Alto Page 1
Summary Title: Contract Approval for Design of Advanced Water Purification
System Project at RWQCP
Title: Approval of Contract Number C21178333 With Black & Veatch in an
Amount Not-to-Exceed $3,182,960 to Provide Design Services for the
Advanced Water Puri fication System (AWPS) at the Regional Water Quality
Control Plant - Wastewater Treatment Fund Capital Improvement Program
Project WQ-19003
From: City Manager
Lead Department: Public Works
Recommendation
Staff recommends that Council approve and authorize the City Manager or his designee to
execute the attached contract with Black and Veatch Corporation (Attachment A) in an amount
not to exceed $3,182,960 for the design services for an Advanced Water Purification System
AWPS) funded by the Agreement to Advance Resilient Water Reuse Programs in Santa Clara
County and by the Wastewater Treatment Advanced Water Purification Facility Capital
Improvement Program project (WQ-19003). The contract amount includes $2,893,600 for basic
services and $289,360 for related, additional but unforeseen work that may develop during the
project.
Executive Summary
The City of Palo Alto currently supplies tertiary-treated recycled water to the City of Mountain
View, several City-owned parks and facilities, Caltrans, and a commercial truck-fill standpipe at
the Regional Water Quality Control Plant (RWQCP). To expand the use of recycled water to
include cooling towers and irrigation of salt-sensitive vegetation, it is desirable to reduce the
total dissolved solids (TDS) concentration to approximately 450 parts per million (ppm). To this
end, the City of Palo Alto in collaboration with the City of Mountain View (Mountain View) and
the Santa Clara Valley Water District (Valley Water) prepared a Feasibility Study that identified
an advanced water purification system (AWPS) as the TDS reduction treatment technology
followed by a Preliminary Design Report for a local salt removal facility to be located in the
RWQCP. In December 2019, the three agencies signed an Agreement to Advance Resilient
Water Reuse Programs in Santa Clara County (Funding Agreement) (Staff Report ID#10627).
CITY OF
PALO
ALTO
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One of the key elements of this Funding Agreement is the design and construction of a small
salt removal facility (AWPS) at the RWQCP in Palo Alto. Palo Alto is now moving forward with
the detailed design of this facility. The facility will be an AWPS consisting of micro - or ultra-
filtration followed by reverse osmosis. The AWPS will provide 1.125 million gallons per day
MGD) of low-salt product water that will be blended with current recycled water to provide
enhanced recycled water with a TDS level between 400 and 500 ppm.
Background
The RWQCP treats wastewater from a total of six communities. The RWQCP also supplies
tertiary-treated recycled water to the City of Mountain View, several City-owned parks and
facilities, Caltrans, and a commercial truck-fill standpipe at the RWQCP. The RWQCP produces
approximately 230 million gallons per year of tertiary-treated recycled water.
Following public concerns regarding the irrigation of redwood trees and sensitive species with
recycled water, the City prepared an Environmental Impact Report (EIR) focused on water
quality issues and salinity impacts. On January 25, 2010, Council approved the Recycled Water
Salinity Reduction Policy (Staff Report ID#111:10, Resolution 9035), including a goal of reducing
the recycled water TDS to 600 ppm.
Since that time, the RWQCP and partner agencies have taken steps to reduce salinity intrusion
into the sewer system. Severe drought conditions in the state have raised awareness of the
importance of recycled water. In 2015, the City completed and certified a new EIR (Staff Report
ID#5962) for the proposed recycled water distribution pipeline extension to south Palo Alto,
also referred to as the Phase III expansion project. The Phase III expansion project, identified as
a feasible project in the 2008 Recycled Water Plan, would deliver recycled water to the
Stanford Research Park. The EIR included a mitigation measure to treat and reduce the recycled
water salinity prior to use.
In March 2016, Council approved a contract with MNS Engineers and GHD along with an
Agreement for Palo Alto staff to collaborate with Valley Water and the City of Mountain View
Staff Report ID#6458) on a Feasibility Study that evaluated salt reduction technologies, facility
sizing, siting, and preliminary cost estimates. The Final Advanced Water Purification System
Feasibility Study, completed in May 2017, recommended an advanced water purification
system (AWPS) with micro- or ultra-filtration followed by reverse osmosis as the TDS reduction
treatment technology. To meet short- and long-term recycled water demands, the Feasibility
Study recommended an AWPS Facility that could be constructed in two phases: Phase 1 would
consist of an AWPS sized to provide 1.125 MGD of low-salt product water (the project which is
the subject of this Staff Report) while Phase 2 would expand upon Phase 1 infrastructure to
provide 2.25 MGD of low-salt product water. Product water from Phase 1 and Phase 2 would be
blended with the currently produced recycled water to provide 2 and 4 MGD of enhan ced
recycled water, respectively, that would have TDS concentrations between 400 and 500 ppm. A
Preliminary Conceptual Design Report for the phased AWPS was completed in December 2017.
City of Palo Alto Page 3
In December 2019, the City of Palo Alto, the City of Mountain View , and Valley Water signed an
Agreement to Advance Resilient Water Reuse Programs in Santa Clara County (Staff Report ID#
10627). The first part of the Agreement concerns the funding of a small salt-removal plant (i.e.,
the AWPS) at the RWQCP to upgrade the quality of the current recycled water, mainly used for
irrigation in Mountain View and Palo Alto. The highly treated water would also enable Palo Alto
to expand its non-potable distribution system and/or provide a first step toward small-scale
potable water production for direct or indirect potable reuse in Palo Alto. After the Funding
Agreement was signed, Palo Alto proceeded with a Request for Proposals to design the local
salt removal facility.
Overall, the local salt removal project is anticipated to cost approximately $20 million in 2017
dollars based on the cost estimate presented in the December 2017 Preliminary Design Report.
According to the first section of the funding Agreement for this project, Valley Water will
contribute $16,000,000 (Staff Report ID #10627). Any of the remaining balance will be split
between Palo Alto and Mountain View (25% and 75%, respectively). Based on current
anticipated costs of $20 million, Palo Alto’s anticipated cost share is approximately $1,000,000
and Mountain View’s anticipated cost share is approximately $3,000,000. In addition to the
project cost share, Valley Water will pay $100,000 per year (for up to 10 years) as an effluent
transfer option payment to offset the AWPS operating and maintenance costs as well as an
additional $100,000 per year to compensate other RWQCP partners that commit effluent to a
future transfer.
Discussion
To expand the use of recycled water to include cooling towers and irrigation of salt -sensitive
vegetation, an advanced water purification facility is required to reduce the recycled water TDS
concentration to the City Council goal of 450 +/- 50 ppm. This Project will include the design
and construction of a 1.125 MGD capacity facility plus ancillary infrastructure to accommodate
a future expansion to produce 2.25 MGD of permeate in a subsequent construction phase.
Scope of Services Description
The Consultant will provide engineering services to design the AWPS, and will also provide
construction bid period services, engineering services during construction , and support during
commissioning and start-up.
The work to be performed under this design services contract includes:
Developing a construction bid package containing the detailed design of a 1.125 MGD
permeate AWPS with building space to accommodate future expansion, storage
tank, and blending station;
Developing a construction bid package containing the detailed design of a new odor
control system;
Upon approval of Project Partners, developing a construction bid package for the 2.25
MGD permeate expansion;
Providing permitting support with City, local, and state agencies; and
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Providing engineering services during construction, start-up, and commissioning of the
AWPS and ancillary systems.
Scope of Solicitation Process
On May 7, 2020, the City posted a Request for Proposals (RFP) notice through Planet Bids for
Design Services for an Advanced Water Purification System (CIP WQ-19003). A total of 42
design firms, vendors, and contractors downloaded the RFP documents and attachments
related to the Project through Planet Bids. The solicitation period was 40 days. On June 16,
2020, proposals were received from eight qualified design firms: Black & Veatch Corporation,
Brown and Caldwell, Carollo Engineers, CDM Smith , Kennedy/Jenks Consultants, Stantec
Consulting Services, Trussell Technologies, and West Yost Associates.
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Proposal Title/Number Design Services for an Advanced Water
Purification System (RFP 178333)
Proposed Length of the Project 18 months design services after Notice to
Proceed followed by 2 years for Engineering
Services during Construction
Number of Notices sent to Vendors via City’s
eProcurement system
609
Number of solicitation packages downloaded
by Vendors
51
Total days to submit Proposal 40
Pre-Proposal Meeting 5/20/2020
Number of Company Attendees at Pre-
Proposal Meeting
43 participants – 18 companies
Number of Proposals received 8
Number of Companies interviewed 4
Range of Proposal Amounts $2,070,001 to $4,137,186
Evaluation of Proposals
An evaluation committee consisting of Public Works Department staff was formed to review
the proposals and conduct interviews. The committee carefully reviewed each firm's
qualifications and submittal in response to the criteria identified in the RFP, including quality
and completeness of the proposal, quality and effectiveness of services, experience with
projects of similar scope and complexity, prior record of performance, cost, proposer’s financial
stability, and ability to provide future maintenance and/or services. Additional Public Works
Department staff, the RWQCP CIP Program Manager (Woodard & Curran), and City of Mountain
View staff provided comments about the proposals. These comments were used to shortlist the
finalists for interviews.
After conducting the interviews, staff recommends moving forward with Black & Veatch
because the firm provided a more comprehensive approach to the different aspects of this
project. The firm demonstrated a clear understanding of the project and proposed innovative
solutions to some of the most important challenges described in the RFP. In addition, the firm
has extensive experience in the design of these systems (e.g., the local experience designing the
Silicon Valley Advanced Water Purification Center operated by Valley Water at the San Jose
Water Pollution Control Plant).
The total not to exceed budget amount proposed for this contract is $3,182,960, comprised of
2,893,600 for the basic design services and $289,360 for additional services, as needed.
Timeline
The detailed design tasks are anticipated to begin in March 2021 and be completed in 18
months followed by approximately 6 months for engineering services during a construction
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bidding phase and 18 months for engineering services during construction. Staff will return to
Council to award a separate construction contract for this project.
Resource Impact
Funding for this contract is available in the Advanced Water Purification Facility Capital
Improvement Program project (WQ-19003) in the Wastewater Treatment Fund FY 2021
Adopted Capital Budget. The cost for Black & Veatch design of this project will first be paid for
by the City through the project budget. Subsequently, paid invoices will be submitted to Valley
Water for reimbursement. In FY 2021, a total of $3.0M has been appropriated for WQ-19003
and will be encumbered in the contract. The remaining $0.2M of the contra ct will be
encumbered in FY 2022, subject to the budget process and Council’s appropriation of funds for
FY 2022.
In addition to funding from Valley Water and Mountain View, Palo Alto is pursuing a loan from
the Clean Water State Revolving Fund (Staff Report ID #10734) to spread the cost of the project
over 20 to 30 years. The loan application amount includes reimbursement of staff labor and
planning costs (i.e., the feasibility study and preliminary design). Staff will resubmit the
application for consideration once the design is more than 49% completed per state
requirements.
Because of the City’s budget deficit for FY 2021, COVID-19 shelter-in-place orders, and other
related measures, staff approached Black & Veatch during the scope and fee negotiations about
a potential reduction in their design fee. In the spirit of cooperation and sharing the burden,
Black & Veatch agreed to reduce their fee and removed the hourly labor rate escalation,
keeping their labor rates constant through Calendar Year 2022.
This contract for professional services permits the City to suspend, in whole or in part, or
terminate the Contract for convenience (with or without cause) by providing written notice by
the City Manager. In the event the City finds itself facing a challenging budget situation, and it
is determined that City resources need to be refocused elsewhere, the City can terminate for
convenience. Other options include termination due to non-appropriation of funds or
amending the contract to reduce the cost, for example, by reducing the scope of work.
Policy Implication
Authorization of this Project does not represent a change in existing policies. Expanding the use
of recycled water is consistent with the Sustainability Climate Action Plan Framework (Council
Staff Report #7304), the Sustainability Implementation Plan (Council Staff Report #8487), and
the Council’s support of the Bay Delta Plan.
Stakeholder Engagement
Palo Alto hosted a community meeting on October 23, 2019 to inform the community and
answer questions about the components of the funding Agreement between Palo Alto, Valley
Water, and Mountain View, including partial funding for the AWPS/Local Plant. Members of the
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public approached staff during break-out sessions to get direct answers to questions. Most
comments were focused on the Agreement terms and were overall supportive of the AWPS
facility. Previous public meetings related to this Agreement and the EIR were also held.
With respect to Palo Alto itself, the open meetings on the budget process serve as the mai n
vehicle for engaging the community on both new projects such as this and associated rate
impacts.
Environmental Review
Through adoption of Resolutions 9548 and 9549, the City of Palo Alto City Council acting as lead
agency, certified the Palo Alto Recycled Water Project Environmental Impact Report (EIR) to
include implementation of the City of Palo Alto Recycled Water Project. The Notice of
Determination for the City of Palo Alto Recycled Water Project was filed on October 1, 2015.
The AWPS was identified as a potential mitigation measure in the previously adopted EIR. An
addendum to the EIR was prepared to evaluate the AWPS impacts; the addendum determined
that the AWPS would not result in new or more severe significant impacts than those identified
in the EIR. The addendum was posted to the State Clearing House for public review from
September 19, 2019 to October 3, 2019. The Notice of Determination for the AWPS 1 .125 MGD
Project was filed on November 20, 2019 after Palo Alto determined that the approved Project
does not require either a subsequent EIR or a supplement to the previously certified EIR.
Attachments:
C21178333 B&V Contract_Partially Executed
Professional Services
Contract No. C21178333 Rev. April 23, 2020
1
CITY OF PALO ALTO CONTRACT NO C21178333
AGREEMENT BETWEEN THE CITY OF PALO ALTO AND BLACK & VEATCH CORPORATION
FOR PROFESSIONAL SERVICES
This Agreement is entered into on this 8th day of March 2021, (“Agreement”) by
and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and
Black & Veatch Corporation, a Delaware Corporation, located at 2999 Oak Road, Suite 490,
Walnut Creek, CA 94597 ("CONSULTANT").
RECITALS
The following recitals are a substantive portion of this Agreement.
A. CITY intends to construct an Advanced Water Purification System (“Project”) and desires
to engage a consultant to provide design and engineering services as outlined in Exhibit “A” in
connection with the Project (“Services”).
B. CONSULTANT has represented that it has the necessary professional expertise,
qualifications, and capability, and all required licenses and/or certifications to provide the
Services.
C. CITY in reliance on these representations desires to engage CONSULTANT to provide the
Services as more fully described in Exhibit “A”, attached to and made a part of this Agreement.
NOW, THEREFORE, in consideration of the recitals, covenants, terms, and conditions, in
this Agreement, the parties agree:
AGREEMENT
SECTION 1. SCOPE OF SERVICES. CONSULTANT shall perform the Services described at Exhibit
A” in accordance with the terms and conditions contained in this Agreement. The performance
of all Services shall be to the reasonable satisfaction of CITY.
Optional On-Call Provision (This provision only applies if checked and only applies to on-call
agreements.)
Services will be authorized by CITY, as needed, with a Task Order assigned and approved by CITY’s
Project Manager. Each Task Order shall be in substantially the same form as Exhibit A-1. Each
Task Order shall designate a CITY Project Manager and shall contain a specific scope of work, a
specific schedule of performance and a specific compensation amount. The total price of all Task
Orders issued under this Agreement shall not exceed the amount of Compensation set forth in
Section 4 of this Agreement. CONSULTANT shall only be compensated for work performed under
an authorized Task Order and CITY may elect, but is not required, to authorize work up to the
maximum compensation amount set forth in Section 4.
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Contract No. C21178333 Rev. April 23, 2020
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SECTION 2. TERM.
The term of this Agreement shall be from the date of its full execution through June 30, 2024
unless terminated earlier pursuant to Section 19 of this Agreement.
OR
The term of this Agreement shall be from the date of its full execution through completion of the
services in accordance with the Schedule of Performance attached at Exhibit “B” unless
terminated earlier pursuant to Section 19 of this Agreement.
SECTION 3. SCHEDULE OF PERFORMANCE. Time is of the essence in the performance of Services
under this Agreement. CONSULTANT shall complete the Services within the term of this
Agreement and in accordance with the schedule set forth in Exhibit “B”, attached to and made a
part of this Agreement. Any Services for which times for performance are not specified in this
Agreement shall be commenced and completed by CONSULTANT in a reasonably prompt and
timely manner based upon the circumstances and direction commun icated to the CONSULTANT.
CITY’s agreement to extend the term or the schedule for performance shall not preclude recovery
of damages for delay if the extension is required due to the fault of CONSULTANT.
SECTION 4. NOT TO EXCEED COMPENSATION. The compensation to be paid to CONSULTANT for
performance of the Services described in Exhibit “A” (“Basic Services”), and reimbursable
expenses, shall not exceed Two Million Eight Hundred Ninety-Three Thousand and Six Hundred
Dollars ($2,893,600.00). CONSULTANT agrees to complete all Basic Services, including
reimbursable expenses, within this amount. In the event Additional Services are authorized, the
total compensation for Basic Services, Additional Services and reimbursable expenses shall not
exceed Three Million One Hundred Eighty-Two Thousand Nine Hundred and Sixty Dollars
3,182,960.00). The applicable rates and schedule of payment are set out at Exhibit “C-1”,
entitled “HOURLY RATE SCHEDULE,” which is attached to and made a part of this Agreement.
Any work performed or expenses incurred for which payment would result in a total exceeding
the maximum amount of compensation set forth herein shall be at no cost to the CITY.
Additional Services, if any, shall be authorized in accordance with and subject to the provisions
of Exhibit “C”. CONSULTANT shall not receive any compensation for Additional Services
performed without the prior written authorization of CITY. Additional Services shall mean any
work that is determined by CITY to be necessary for the proper completion of the Project, but
which is not included within the Scope of Services described at Exhibit “A”.
SECTION 5. INVOICES. In order to request payment, CONSULTANT shall submit monthly invoices
to the CITY describing the services performed and the applicable charges (including an
identification of personnel who performed the services, hours worked, hourly rates, and
reimbursable expenses), based upon the CONSULTANT’s billing rates (set forth in Exhibit “C-1”).
If applicable, the invoice shall also describe the percentage of completion of each task. The
information in CONSULTANT’s payment requests shall be subject to verification by CITY.
CONSULTANT shall send all invoices to the City’s project manager at the address specified in
Professional Services
Contract No. C21178333 Rev. April 23, 2020
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Section 13 below. The City will process and pay invoices within thirty (30) days of receipt.
SECTION 6. QUALIFICATIONS/STANDARD OF CARE. All of the Services shall be performed by
CONSULTANT or under CONSULTANT’s supervision. CONSULTANT represents that it possesses
the professional and technical personnel necessary to perform the Services required by this
Agreement and that the personnel have sufficient skill and experience to perform the Services
assigned to them. CONSULTANT represents that it, its employees and subconsultants, if
permitted, have and shall maintain during the term of this Agreement all licenses, permits,
qualifications, insurance and approvals of whatever nature that are legally required to perform
the Services.
All of the services to be furnished by CONSULTANT under this agreement shall meet the
professional standard and quality that prevail among professionals in the same discipline and of
similar knowledge and skill engaged in related work throughout California under the same or
similar circumstances.
SECTION 7. COMPLIANCE WITH LAWS. CONSULTANT shall keep itself informed of and in
compliance with all federal, state and local laws, ordinances, regulations, and orders that may
affect in any manner the Project or the performance of the Services or those engaged to perform
Services under this Agreement. CONSULTANT shall procure all permits and licenses, pay all
charges and fees, and give all notices required by law in the performance of the Services.
SECTION 8. ERRORS/OMISSIONS. CONSULTANT is solely responsible for costs, including, but not
limited to, increases in the cost of Services, arising from or caused by CONSULTANT’s errors and
omissions, including, but not limited to, the costs of corrections such errors and omissions, any
change order markup costs, or costs arising from delay caused by the errors and omissions or
unreasonable delay in correcting the errors and omissions.
SECTION 9. COST ESTIMATES. If this Agreement pertains to the design of a public works project,
CONSULTANT shall submit estimates of probable construction costs at each phase of design
submittal. If the total estimated construction cost at any submittal exceeds the CITY’s stated
construction budget by ten percent (10%) or more, CONSULTANT shall make recommendations
to CITY for aligning the PROJECT design with the budget, incorporate CITY approved
recommendations, and revise the design to meet the Project budget, at no additional cost to
CITY.
SECTION 10. INDEPENDENT CONTRACTOR. It is understood and agreed that in performing the
Services under this Agreement CONSULTANT, and any person employed by or contracted with
CONSULTANT to furnish labor and/or materials under this Agreement, shall act as and be an
independent contractor and not an agent or employee of CITY.
SECTION 11. ASSIGNMENT. The parties agree that the expertise and experience of CONSULT ANT
are material considerations for this Agreement. CONSULTANT shall not assign or transfer any
interest in this Agreement nor the performance of any of CONSULTANT’s obligations hereunder
without the prior written consent of the city manager. Consent to one assignment will not be
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deemed to be consent to any subsequent assignment. Any assignment made without the
approval of the city manager will be void.
SECTION 12. SUBCONTRACTING.
Option A: No Subcontractor: CONSULTANT shall not subcontract any portion of the work to
be performed under this Agreement without the prior written authorization of the city manager
or designee.
Option B: Subcontracts Authorized: Notwithstanding Section 11 above, CITY agrees that
subconsultants may be used to complete the Services. The subconsultants authorized by CITY to
perform work on this Project are:
Siegfried Engineering, Cal Engineering & Geology, Inc., EOA, Inc., and Badger Daylighting
CONSULTANT shall be responsible for directing the work of any subconsultants and for any
compensation due to subconsultants. CITY assumes no responsibility whatsoever concerning
compensation. CONSULTANT shall be fully responsible to CITY for all acts and omissions of a
subconsultant. CONSULTANT shall change or add subconsultants only with the prior approval of
the city manager or his designee.
SECTION 13. PROJECT MANAGEMENT. CONSULTANT will assign Craig Lichty as the project
director to have supervisory responsibility for the performance, progress, and execution of the
Services and Dan Lopez as the project manager to represent CONSULTANT during the day-to-day
work on the Project. If circumstances cause the substitution of the project director, project
coordinator, or any other key personnel for any reason, the appointment of a substitute project
director and the assignment of any key new or replacement personnel will be subject to the prior
written approval of the CITY’s project manager. CONSULTANT, at CITY’s request, shall promptly
remove personnel who CITY finds do not perform the Services in an acceptable manner, are
uncooperative, or present a threat to the adequate or timely completion of the Project or a threat
to the safety of persons or property.
CITY’s project manager is Tom Kapushinski, Public Works Department, Environmental Services
Division, RWQCP 2501 Embarcadero Way, Palo Alto, CA 94303, Telephone: 650-617-3130. The
project manager will be CONSULTANT’s point of contact with respect to performance, progress
and execution of the Services. CITY may designate an alternate project manager from time to
time.
SECTION 14. OWNERSHIP OF MATERIALS. Upon delivery, all work product, including without
limitation, all writings, drawings, plans, reports, specifications, calculations, documents, other
materials and copyright interests developed under this Agreement shall be and remain the
exclusive property of CITY without restriction or limitation upon their use. CONSULTANT agrees
that all copyrights which arise from creation of the work pursuant to this Agreement shall be
vested in CITY, and CONSULTANT waives and relinquishes all claims to copyright or other
intellectual property rights in favor of the CITY. Neither CONSULTANT nor its contractors, if any,
shall make any of such materials available to any individual or organization without the prior
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written approval of the City Manager or designee. CONSULTANT makes no representation of the
suitability of the work product for use in or application to circumstances not contemplated by
the scope of work. Nothing herein shall be construed as limiting or depriving CONSULTANT of its
rights to use its basic knowledge and skills to design or carry out other projects or work for itself
or others, whether or not such other projects or work are similar to the work to be performed
pursuant to this Agreement.
SECTION 15. AUDITS. CONSULTANT will permit CITY to audit, at any reasonable time during the
term of this Agreement and for three (3) years thereafter, CONSULTANT’s records pertaining to
matters covered by this Agreement. CONSULTANT further agrees to maintain and retain such
records for at least three (3) years after the expiration or earlier termination of this Agreement.
SECTION 16. INDEMNITY.
Option A applies to the following design professionals pursuant to Civil Code Section
2782.8: architects; landscape architects; registered professional engineers and licensed
professional land surveyors.] 16.1. To the fullest extent permitted by law, CONSULTANT shall
protect, indemnify, defend and hold harmless CITY, its Council members, officers, employees and
agents (each an “Indemnified Party”) from and against any and all demands, claims, or liability of
any nature, including death or injury to any person, property damage or any other loss, including
all costs and expenses of whatever nature including attorneys fees, experts fees, court costs and
disbursements (“Claims”) that arise out of, pertain to, or relate to the negligence, recklessness,
or willful misconduct of CONSULTANT, its officers, employees, agents or contractors under this
Agreement, regardless of whether or not it is caused in part by an Indemnified Party.
Option B applies to any consultant who does not qualify as a design professional as defined
in Civil Code Section 2782.8.] 16.1. To the fullest extent permitted by law, CONSULTANT shall
protect, indemnify, defend and hold harmless CITY, its Council members, officers, employees and
agents (each an “Indemnified Party”) from and against any and all demands, claims, or liability of
any nature, including death or injury to any person, property damage or any other loss, including
all costs and expenses of whatever nature including attorneys fees, experts fees, court costs and
disbursements (“Claims”) resulting from, arising out of or in any manner related to performance
or nonperformance by CONSULTANT, its officers, employees, agents or contractors under this
Agreement, regardless of whether or not it is caused in part by an Indemnified Party.
16.2. Notwithstanding the above, nothing in this Section 16 shall be construed
to require CONSULTANT to indemnify an Indemnified Party from Claims arising from the active
negligence, sole negligence or willful misconduct of an Indemnified Party.
16.3. The acceptance of CONSULTANT’s services and duties by CITY shall not
operate as a waiver of the right of indemnification. The provisions of this Section 16 shall survive
the expiration or early termination of this Agreement.
SECTION 17. WAIVERS. The waiver by either party of any breach or violation of any
covenant, term, condition or provision of this Agreement, or of the provisions of any ordinance
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or law, will not be deemed to be a waiver of any other term, covenant, condition, provisions,
ordinance or law, or of any subsequent breach or violation of the same or of any other term,
covenant, condition, provision, ordinance or law.
SECTION 18. INSURANCE.
18.1. CONSULTANT, at its sole cost and expense, shall obtain and maintain, in
full force and effect during the term of this Agreement, the insurance coverage described in
Exhibit "D". CONSULTANT and its contractors, if any, shall obtain a policy endorsement naming
CITY as an additional insured under any general liability or automobile policy or policies.
18.2. All insurance coverage required hereunder shall be provided through
carriers with AM Best’s Key Rating Guide ratings of A-:VII or higher which are licensed or
authorized to transact insurance business in the State of California. Any and all contractors of
CONSULTANT retained to perform Services under this Agreement will obtain and maintain, in full
force and effect during the term of this Agreement, identical insurance coverage, naming CITY as
an additional insured under such policies as required above.
18.3. Certificates evidencing such insurance shall be filed with CITY concurrently
with the execution of this Agreement. The certificates will be subject to the approval of CITY’s
Risk Manager and will contain an endorsement stating that the insurance is primary coverage
and will not be canceled, or materially reduced in coverage or limits, by the insurer except after
filing with the Purchasing Manager thirty (30) days' prior written notice of the cancellation or
modification. If the insurer cancels or modifies the insurance and provides less than thirty (30)
days’ notice to CONSULTANT, CONSULTANT shall provide the Purchasing Manager written notice
of the cancellation or modification within two (2) business days of the CONSULTANT’s receipt of
such notice. CONSULTANT shall be responsible for ensuring that current certificates evidencing
the insurance are provided to CITY’s Chief Procurement Officer during the entire term of this
Agreement.
18.4. The procuring of such required policy or policies of insurance will not be
construed to limit CONSULTANT's liability hereunder nor to fulfill the indemnification provisions
of this Agreement. Notwithstanding the policy or policies of insurance, CONSULTANT will be
obligated for the full and total amount of any damage, injury, or loss caused by or directly arising
as a result of the Services performed under this Agreement, including such damage, injury, or
loss arising after the Agreement is terminated or the term has expired.
SECTION 19. TERMINATION OR SUSPENSION OF AGREEMENT OR SERVICES.
19.1. The City Manager may suspend the performance of the Services, in whole
or in part, or terminate this Agreement, with or without cause, by giving ten (10) days prior
written notice thereof to CONSULTANT. Upon receipt of such notice, CONSULTANT will
immediately discontinue its performance of the Services.
19.2. CONSULTANT may terminate this Agreement or suspend its performance
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of the Services by giving thirty (30) days prior written notice thereof to CITY, but only in the event
of a substantial failure of performance by CITY.
19.3. Upon such suspension or termination, CONSULTANT shall deliver to the
City Manager immediately any and all copies of studies, sketches, drawings, computations, and
other data, whether or not completed, prepared by CONSULTANT or its contractors, if any, or
given to CONSULTANT or its contractors, if any, in connection with this Agreement. Such
materials will become the property of CITY.
19.4. Upon such suspension or termination by CITY, CONSULTANT will be paid
for the Services rendered or materials delivered to CITY in accordance with the scope of services
on or before the effective date (i.e., 10 days after giving notice) of suspension or termination;
provided, however, if this Agreement is suspended or terminated on account of a default by
CONSULTANT, CITY will be obligated to compensate CONSULTANT only for that portion of
CONSULTANT’s services which are of direct and immediate benefit to CITY as such determination
may be made by the City Manager acting in the reasonable exercise of his/her discretion. The
following Sections will survive any expiration or termination of this Agreement: 14, 15, 16, 19.4,
20, and 25.
19.5. No payment, partial payment, acceptance, or partial acceptance by CITY
will operate as a waiver on the part of CITY of any of its rights under this Agreement.
SECTION 20. NOTICES.
All notices hereunder will be given in writing and mailed, postage prepaid, by
certified mail, addressed as follows:
To CITY: Office of the City Clerk
City of Palo Alto
Post Office Box 10250
Palo Alto, CA 94303
With a copy to the Purchasing Manager
To CONSULTANT: Attention of the Project Director
at the address of CONSULTANT recited above
SECTION 21. CONFLICT OF INTEREST.
21.1. In accepting this Agreement, CONSULTANT covenants that it presently has
no interest, and will not acquire any interest, direct or indirect, financial or otherwise, which
would conflict in any manner or degree with the performance of the Services.
21.2. CONSULTANT further covenants that, in the performance of this
Agreement, it will not employ subconsultants, contractors or persons having such an interest.
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CONSULTANT certifies that no person who has or will have any financial interest under this
Agreement is an officer or employee of CITY; this provision will be interpreted in accordance with
the applicable provisions of the Palo Alto Municipal Code and the Government Code of the State
of California.
21.3. If the Project Manager determines that CONSULTANT is a “Consultant” as
that term is defined by the Regulations of the Fair Political Practices Commission, CONSULTANT
shall be required and agrees to file the appropriate financial disclosure documents required by
the Palo Alto Municipal Code and the Political Reform Act.
SECTION 22. NONDISCRIMINATION. As set forth in Palo Alto Municipal Code section 2.30.510,
CONSULTANT certifies that in the performance of this Agreement, it shall not discriminate in the
employment of any person due to that person’s race, skin color, gender, gender identity, age,
religion, disability, national origin, ancestry, sexual orientation, pregnancy, genetic information
or condition, housing status, marital status, familial status, weight or height of such person.
CONSULTANT acknowledges that it has read and understands the provisions of Section 2.30.510
of the Palo Alto Municipal Code relating to Nondiscrimination Requirements and the penalties
for violation thereof and agrees to meet all requirements of Section 2.30.510 pertaining to
nondiscrimination in employment.
SECTION 23. ENVIRONMENTALLY PREFERRED PURCHASING AND ZERO WASTE
REQUIREMENTS. CONSULTANT shall comply with the CITY’s Environmentally Preferred
Purchasing policies which are available at CITY’s Purchasing Department, incorporated by
reference and may be amended from time to time. CONSULTANT shall comply with waste
reduction, reuse, recycling and disposal requirements of CITY’s Zero Waste Program. Zero Waste
best practices include first minimizing and reducing waste; second, reusing waste and third,
recycling or composting waste. In particular, CONSULTANT shall comply with the following zero
waste requirements:
a) All printed materials provided by CCONSULTANT 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.
b) Goods purchased by CONSULTANT 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.
c) Reusable/returnable pallets shall be taken back by CONSULTANT, at no additional
cost to CITY, for reuse or recycling. CONSULTANT shall provide documentation
from the facility accepting the pallets to verify that pallets are not being disposed.
SECTION 24. COMPLIANCE WITH PALO ALTO MINIMUM WAGE ORDINANCE. CONSULTANT
shall comply with all requirements of the Palo Alto Municipal Code Chapter 4.62 (Citywide
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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, CONSULTANT 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,
CONSULTANT shall post notices regarding the Palo Alto Minimum Wage Ordinance in accordance
with Palo Alto Municipal Code section 4.62.060.
SECTION 25. NON-APPROPRIATION
25.1. 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.
SECTION 26. PREVAILING WAGES AND DIR REGISTRATION FOR PUBLIC WORKS CONTRACTS
26.1 This Project is not subject to prevailing wages. CONSULTANT is not required
to pay prevailing wages in the performance and implementation of the Project in accordance
with SB 7 if the contract is not a public works contract, if the contract does not include a public
works construction project of more than $25,000, or the contract does not include a public works
alteration, demolition, repair, or maintenance (collectively, ‘improvement’) project of more than
15,000.
OR
26.1 CONSULTANT 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 contract 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. CONSULTANT 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. CONSULTANT 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.
26.2 CONSULTANT shall comply with the requirements of Exhibit “E” for any
contract for public works construction, alteration, demolition, repair or maintenance.
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SECTION 27. MISCELLANEOUS PROVISIONS.
27.1. This Agreement will be governed by the laws of the State of California.
27.2. In the event that an action is brought, the parties agree that trial of such
action will be vested exclusively in the state courts of California in the County of Santa Clara,
State of California.
27.3. The prevailing party in any action brought to enforce the provisions of this
Agreement may recover its reasonable costs and attorneys' fees expended in connection with
that action. The prevailing party shall be entitled to recover an amount equal to the fair market
value of legal services provided by attorneys employed by it as well as any attorneys’ fees paid
to third parties.
27.4. This document represents the entire and integrated agreement between
the parties and supersedes all prior negotiations, representations, and contracts, either written
or oral. This document may be amended only by a written instrument, which is signed by the
parties.
27.5. The covenants, terms, conditions and provisions of this Agreement will
apply to, and will bind, the heirs, successors, executors, administrators, assignees, and
consultants of the parties.
27.6. If a court of competent jurisdiction finds or rules that any provision of this
Agreement or any amendment there to is void or unenforceable, the unaffected provisions of this
Agreement and any amendments thereto will remain in full force and effect.
27.7. All exhibits referred to in this Agreement and any addenda, appendices,
attachments, and schedules to this Agreement which, from time to time, may be referred to in
any duly executed amendment hereto are by such reference incorporated in this Agreement and
will be deemed to be a part of this Agreement.
27.8 In the event of a conflict between the terms of this Agreement and the
exhibits hereto or CONSULTANT’s proposal (if any), the Agreement shall control. In the case of
any conflict between the exhibits hereto and CONSULTANT’s proposal, the exhibits shall control.
27.9 If, pursuant to this contract with CONSULTANT, CITY shares with
CONSULTANT personal information as defined in California Civil Code section 1798.81.5(d) about
a California resident (“Personal Information”), CONSULTANT shall maintain reasonable and
appropriate security procedures to protect that Personal Information, and shall inform City
immediately upon learning that there has been a breach in the security of the system or in the
security of the Personal Information. CONSULTANT shall not use Personal Information for direct
marketing purposes without City’s express written consent.
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27.10 All unchecked boxes do not apply to this Agreement.
27.11 The individuals executing this Agreement represent and warrant that they
have the legal capacity and authority to do so on behalf of their respective legal entities.
27.12 This Agreement may be signed in multiple counterparts, which shall, when
executed by all the parties, constitute a single binding agreement.
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CONTRACT No. C21178333 SIGNATURE PAGE
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
BLACK & VEATCH CORPORATION
Officer 1
By: __________________________________
Name: Craig Lichty_____________________
Title: Vice President, Client Director________
Officer 2 (Required for Corp. or LLC)
By: __________________________________
Name: Angela Hoffman__________________
Title: Chief Financial Officer, Water Americas
Business_________________________
Attachments:
EXHIBIT “A”: SCOPE OF SERVICES
EXHIBIT “B”: SCHEDULE OF PERFORMANCE
EXHIBIT “C”: COMPENSATION
EXHIBIT “C-1”: SCHEDULE OF RATES
EXHIBIT “D”: INSURANCE REQUIREMENTS
EXHIBIT “E”: DIR REGISTRATION FOR PUBLIC WORKS CONTRACTS
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EXHIBIT “A”
SCOPE OF SERVICES
WQ - 19003
I. INTRODUCTION
The City of Palo Alto (City) owns and operates a Regional Water Quality Control Plant (RWQCP)
which treats wastewater from six communities. The RWQCP has a permitted dry weather
capacity of 39 million gallons per day (MGD), annual average treated flow of 19 MGD, and a wet
weather capacity of 80 MGD.
The RWQCP produces approximately 230 million gallons of tertiary-treated recycled water
annually with much of the demand occurring May - August. The City’s objective for this Advanced
Water Purification System (AWPS) project is reducing the total dissolved solids (TDS)
concentration in recycled water from about 810 mg/L to 450 ± 50 mg/L. In 2019, the recycled
water produced at the RWQCP had an average concentration of 810 mg/L TDS.
This Scope of Services is for the detailed design of an AWPS located at the RWQCP to initially
provide 1.125 MGD of permeate, with provisions for future expansion to produce 2.25 MGD of
permeate in a subsequent construction phase. The AWPS will be designed to consist of
Ultrafiltration (UF) or Microfiltration (MF) followed by Reverse Osmosis (RO) treatment processes
as well as all chemical storage / feed systems and ancillary components as defined herein. The
AWPS will be designed to be fed disinfected recycled water from the RWQCP for initial
construction. In the future expansion to 2.25 MGD, it is anticipated that the AWPS will be fed
disinfected final effluent. The produced permeate from the AWPS will be blended at an
appropriate ratio with the existing tertiary-treated recycled water in order to achieve an
instantaneous TDS concentration of 450 ± 50 mg/L. RO concentrate will be blended with RWQCP
final effluent prior to discharge through the RWQCP’s outfall pipeline. In addition, the AWPS
design will include provisions to also serve as a test bed (i.e. pilot skid) to conduct research and
operational studies that would inform future efforts to develop water reuse in Santa Clara
County.
The AWPS Facility will be owned by the City and operated and maintained by the City’s RWQCP
staff. The AWPS Facility will be funded by the City, the City of Mountain View (Mountain View)
and the Santa Clara Valley Water District (Valley Water) (Mountain View and Valley Water are
referred to together as the “Agency Partners”). It is the City’s goal that all public utility
connections to the AWPS Facility will be metered separately and can be isolated physically from
the core infrastructure of the RWCQP. existing infrastructure. A new electrical service will be
established for the AWPS with the City’s Electrical Utility that is sized for the initial 1.125 MGD
project, and the expansion to 2.25 MGD. Flexibility to add an in-pipe type UV reactor for
disinfection will be included in the electrical loads and site plan.
The City, as the lead agency, with participation by Mountain View, Valley Water, and the project
Consultant Black & Veatch, has prepared this Scope of Services that includes all necessary tasks
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for the completion of the design, bidding and engineering services during construction and start-
up of the project.
II. BACKGROUND
Background information for this Scope of Services includes the following:
x REVISED Final Advanced Water Purification System Feasibility Study, May 25, 2017
x Advanced Water Purification System Preliminary/Conceptual Design Report, December
15, 2017
x Addendum to the 2015 City of Palo Alto Recycled Water Project Environmental Impact
Report has been prepared for the AWPS project, September 13, 2019
x Membrane Pilot Testing Report, August 2018
x Reverse Osmosis Concentrate Toxicity Study, December 12, 2018
III. CONSULTANT’S SCOPE OF SERVICES (GENERAL)
This section describes the nature and scope of engineering design and Operations and
Maintenance (O&M) services to be provided for the final design, bidding, construction and start-
up of the AWPS.
The CONSULTANT shall provide engineering services during all phases of the project from
preliminary design, design, bid period services, engineering services during construction, and
support during commissioning and start-up. CONSULTANT shall design the system such that it
can be constructed without interruption to the current treatment operations, except as allowed
under special circumstances, which are expected to entail piping and utility tie-ins.
CONSULTANT shall provide overall coordination of engineering disciplines (including civil,
structural, mechanical, electrical, and instrumentation and controls) and other disciplines
required for the successful development of a consolidated set of detailed design documents
consisting of specifications, drawings and opinion of probable construction cost (OPCC) that will
result in three (3) final construction bid packages:
x The first construction bid package to be issued will contain the detailed design of a new
odor control system for the influent pump station, referred as the New Pumping Plant
NPP). This is covered under Task 2 below.
x The second construction bid package will contain the detailed design of a 1.125 MGD
permeate AWPS with building space provisions to accommodate expansion, covered
under Task 1 below. Design of the demolition to the existing odor control system is
included as part of this bid package.
x The third construction bid package will contain the detailed design of the expansion of
the 1.125 MGD AWPS to produce 2.25 MGD permeate, covered under Task 3 below.
CONSULTANT shall incorporate in the design details and/or specifications provisions for all
necessary equipment including: automatic strainers, isolation valves, flushing connections,
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MF/UF and RO Skids, clean-in-place equipment, pump skids, break tanks, storage tanks, chemical
feed systems, decarbonator, air compressor, air blower and accessories, odor control, building
canopy, test bed, recycled water storage tank, and blending facilities.
This facility is not intended to be a showplace for educational tours, so CONSULTANT is not
required to allocate space to accommodate tour groups design the system with signage and
placards to describe equipment and processes.
For this Project, the City has prepared a planning-level budget but not a stated construction
budget, as described in Section 9 of the Agreement. CONSULTANT shall prepare a cost trending
log during design to show the impact design decisions have on the opinion of probable
construction costs. Following CONSULTANT’s preparation and review of the 30% design
submittal, which will include an opinion of probable construction cost as further detailed below,
the City will establish a stated budget for the Project, taking into account CONSULTANT’s opinion
of probable construction cost and other relevant factors
The main features of scope of design and engineering services shall include the following:
x Basis of Design Report including 30% Design Drawings and Class 4 OPCC
x Design and Bidding Document Submittals for an Advanced Water Purification System
AWPS) at 60%, 90% and 100% development.
x Development of construction sequencing requirements
x Development of control strategies
x Development of an O&M Manual for the overall system operation, with detailed process
and control descriptions of the process train
x Technical support of specific regulatory and resource agency permitting requirements is
provided in Task 4. No specific support for financial coordination, including State
Revolving Fund (SRF) loan and energy efficiency alternative funding applications, or CEQA
document modifications is required from the Consultant. However, deliverable
information prepared under various tasks in this agreement such as project descriptions,
OPCC information, site plans, BIM model images, etc., will be provided for the City’s use
in funding applications.
IV. CONSULTANT SCOPE OF SERVICES (BASIC SERVICES)
CONSULTANT's services shall include the performance of all tasks described in the following
sections. All deliverables including drawings, specifications, graphics, schedules, and reports shall
be provided in hard copy and in their original software version (Excel, Word, AutoCAD 3D,
PowerPoint, etc.) and PDF version.
Task 1 – Detailed Design of 1.125 MGD AWPS and Storage Tank
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For this Task, CONSULTANT shall develop a bid package made up of design documents (including
specifications, expected construction schedule/sequencing, and OPCC) for an Advanced Water
Purification System (AWPS) that produces 1.125 MGD of permeate.
CONSULTANT shall design the 1.125 MGD AWPS such that it can be expanded to produce 2.25
MGD permeate in the future with minimal additional site and yard piping work. The building
footprint shall be large enough to accommodate the future expansion of the system. In addition,
the design must account for the future expansion by including:
x Housekeeping pads for future equipment skids
x Sizing pipe headers large enough to meet the expansion flow requirements
x Accounting for future equipment electrical loads in the MCCs
x Any other items related to accommodate future expansion of the system
x Vendor start-up services
CONSULTANT shall include design documents for all disciplines (civil, structural, mechanical,
electrical, instrumentation and controls, etc.) required for the development of a consolidated
set of detailed design documents consisting of specifications and drawings necessary for the
successful construction and operation of the AWPS. CONSULTANT shall design the facility to
comply with Palo Alto Municipal Code, state and federal regulations, Cal OSHA requirements, and
all other applicable regulations.
CONSULTANT shall design the system such that it can be constructed without interruption to the
current treatment operations. The only planned outages are anticipated only for piping tie-ins
for AWPS feed, blending, and concentrate discharge. CONSULTANT shall specify provisions to
protect membranes to the extent possible, during long-term shutdowns in the O&M manual.
CONSULTANT shall establish a proposed construction sequence in sufficient detail to meet the
RWQCP’s ability to comply with its NPDES Permit, Recycled Water Order 93-160 and future
Recycled Water Regulations such as the Statewide General Order.
1.1 Site Work / Civil Design
CONSULTANT shall research, review and use Planning Phase deliverables as a basis for the
design, as well as to conduct necessary field investigations (i.e. geotechnical, land
surveying, and potholing) to establish a Project Base Map, and prepare reports that will
inform the design. CONSULTANT is responsible for collecting all the data and conducting
all investigation that are needed to complete the final design. NAD83 and NAVD88, are
the respective horizontal and vertical control datums used at the RWQCP.
CONSULTANT shall identify and review the existing site conditions, including existing
utilities and a biofilter bed that requires removal and replacement. CONSULTANT shall
consider utilities relocation for the project including RWQCP water, storm drains,
irrigation, Renzel Marsh pipeline, and low-voltage electrical. CONSULTANT shall include
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in the design the preservation of the two (2) landfill gas monitoring wells and associated
access.
CONSULTANT shall establish the finished floor elevation of the AWPS at 14.0-ft above sea
level. CONSULTANT will verify that this is above the FEMA Base Flood Zone Elevation for
this site and will prepare equipment installations above the flood zone accordingly.
CONSULTANT shall incorporate in the design any additional pertinent requirements from
the City of Palo Alto Sea Level Rise Policy. Incorporating the City Sea Level Rise policy will
require the finished floor elevation to be approximately 14.0 feet NAVD88.
The design shall consider the turning radius for chemical delivery trucks from within the
RWQCP to the AWPS Chemical Storage Area. CONSULTANT shall include a pavement
restoration design for those RWQCP areas impacted by construction. CONSULTANT shall
include in the design repaving around existing facilities at the north end of plant impacted
by excavation and construction. CONSULTANT shall route all stormwater from the site to
the RWQCP’s headworks.
1.2 Process Mechanical Design
Consultant’s process design shall include pre-treatment systems, break tanks, cleaning
and blending systems, including:
x Pre-filtration
x Chemical Storage and feed systems
x UF / MF and R.O. Membrane Skid Assemblies
x Decarbonated
x Break tanks and pumping system
x UF / MF Cleaning system
x Reverse Osmosis (R.O.) Cleaning system
x Blending station to produce enhanced recycled water
x Pilot test bed area & sampling points throughout the process.
x Motor Control Center design
x Fire Protection System design for the building(s)
x Medium Voltage and Low Voltage Power Distribution system design
x Instrumentation and Control system design
x Access platforms and stairs for accessing equipment
x Other required ancillary systems identified in the City’s Preliminary Design Report
CONSULTANT shall confirm the RO permeate storage requirement for the initial 1.125
MGD and for the future AWPS expansion to 2.25 MGD capacity and coordinate with the
City for selection of the tank material.
CONSULTANT shall evaluate needed blending facilities for reverse osmosis permeate and
the existing tertiary-treated recycled water currently produced at the RWQCP under
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initial and future expansion conditions. CONSULTANT shall explore alternatives for
blending facilities including those specified in the Preliminary Design Report as well as
other possible locations and try to avoid the use of underground areas that are highly
congested with existing utilities.
CONSULTANT shall include in its evaluation all facilities (including additional storage and
in-situ automated instrumentation) needed to blend the purified water with the existing
tertiary-treated recycled water. The AWPS PDR blend ratio is based on a 1:1 blending ratio
between these sources; however, in reality this will not work, and the City needs the
ability to vary the blending ratio to meet a much greater turndown ratio. This is especially
true in the wet weather season when recycled water usage typically drops. This critical
design aspect needs CONSULTANT to review the existing controls of the Recycled Water
Reclamation Plant Feed Pumps and hypochlorite dosage control strategy as it relates to
incorporation into the new blending strategy. Consideration should be given to retrofit
the pumps’ constant speed motors with inverter duty motors and VFD controls, and
modification of the hypochlorite injection control and feedback loop. CONSULTANT shall
provide details on automated valves, flow meters, controllers, and other equipment to
provide the City flexibility to operate and increase or decrease the blending ratios
depending on production and demand of enhanced recycled water. CONSULTANT shall
also provide details on the operational aspects of blending and blending percentages,
such as rotating equipment trains, returning permeate to the head of the system, etc.,
such to minimize enhanced recycled water production during those periods of low
demand.
CONSULTANT shall design blending facilities for RO concentrate into the RWQCP outfall
line. The current RWQCP NPDES Permit (Order R2-2019-0015) authorizes blending up to
0.2 MGD of reverse osmosis concentrate from the planned AWPS with fully treated
effluent prior to discharge, thus slightly increasing the concentration of the discharge.
CONSULTANT shall design a pipe stub out and isolation valve to the plant effluent line for
a future pipeline and pump station that will convey treated effluent to a future regional
recycled water facility, to be located within the City of Palo Alto and owned by Valley
Water. The tie-in point might consist of a valve vault for connections to a pump station,
which would convey the water to the future facilities. Space should be allocated to
locate a future pump station in close proximity to the piping tie-in point.
1.3 Structural Design
CONSULTANT shall provide a structural design that is in accordance with all jurisdictional
requirements including the 2019 California Building Code. Seismic design requirements
shall apply to the building / canopy structure as well as non-structural components.
CONSULTANT shall include field verification of existing infrastructure for design of
proposed structural improvements under this project.
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CONSULTANT shall design the AWPS to be constructed on a concrete slab with canopies
over AWPS filter and membrane equipment.
CONSULTANT shall conduct a geotechnical study at the project site to properly
characterize the soils and groundwater conditions, and develop recommendations
including foundation design for the AWPS, permeate storage tank and ancillary facilities.
CONSULTANT should anticipate that a pile supported slab is required. CONSULTANT shall
evaluate if a pile supported slab foundation is the best option or provide a more suitable
solution provided the detailed geotechnical study. For more details about the preliminary
foundation design refer to the Geotechnical Desk Study – Advanced Water Purification
System Project.
Task 1.3 assumptions:
x Design for seismic liquefaction not included for spread or mat foundations, which will be used
except where noted to use auger-cast piles. Settlement criteria of 1" total and 1/2" differential
will be used.
x CONSULTANT will design all pipe supports for piping 14 inches and greater.
x CONTRACTOR will be required to design all pipe supports for piping 12 inches and smaller,
performance specified.
x Design of structural elements for a fall protection system is not included.
x Special Inspections support is not included.
x Tank, foundation, and piles to be designed by tank manufacturer and covered by a
performance specification.
x Meter Vaults: RW vault is approximately 9' x 8' in plan, and 10' deep, permeate vault is
approximately 11' x 8' in plan, and 10' deep, vaults are CIP concrete, tops are at grade level,
and require no stair access or railing.
x Electrical Building approximate plan dimensions of 40' x 20'’, foundation is slab on grade with
thickened edge around perimeter, structure is assumed to be a pre-engineered building,
performance specified.
x Geotechnical
o Assumed 3 borings and 4 Cone Penetration Tests (CPT)
o Assumed boring depth between 50 and 70 feet
o Assumed CPT depth of 70 feet
o Assumed 2 days of drilling and 1 day for CPT.
o Assumed site is accessible with truck/track mounted rig.
o Soil sampling and penetration testing will be performed at intervals between
3 and 5 feet. 4 samples will be taken and tested in a laboratory for
engineering properties, including natural moisture content, dry density, grain
size analysis, Atterberg limits, unconsolidated-undrained triaxial strength,
consolidation, Resistance (R) – value testing and corrosion analysis.
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1.4 Mechanical Design
CONSULTANT shall design the AWPS to incorporate California Code of Regulations, Title
24 requirements for energy conservation, particularly as it applies to structural,
mechanical, electrical, lighting, and plumbing systems in the building / canopy.
CONSULTANT shall include the development of a performance specification for a
packaged fire sprinkler system, to be purchased and installed by the CONTRACTOR.
CONSULTANT shall design the system to minimize noise generation. A noise generation
study shall be included in the design, as well as design of sound attenuation measures.
CONSULTANT shall develop a noise study with recommendations to minimize noise and
design the structure with sound attenuation measures, as required to reduce sound levels
from the equipment along Embarcadero Road.
Task 1.4 Assumptions:
x The control room, inside the electrical building, will be heated and air conditioned
for personnel comfort and to achieve Title 24 compliance.
x The electrical room will be heated with unit heaters and air conditioned by packaged
air conditioning.
x Adequate water supply is available at the RWQCP with sufficient flow and pressure
for the sprinkler system and other potable and non-potable water requirements.
x Fire pump system or fire water storage tank is not required.
x Meter vaults will not have any type of HVAC.
1.5 Electrical, Instrumentation, and Control Systems
CONSULTANT shall include in the design a new City of Palo Alto Utilities (CPAU) electrical
service connection extending from Embarcadero Road for the AWPS. The new service
shall be designed to meet CPAU standards for new commercial electrical service. Refer to
CPAU Transformer and Transition Cabinet drawing.
CONSULTANT shall develop a design for a new electrical building constructed to the north
of the AWPS and include an operator workstation/control room. The new electrical
building shall comply with City of Palo Alto Municipal Code and other applicable
regulations for fire protection.
CONSULTANT shall design a standalone PLC and SCADA system with a local historian that
is compatible with the RWQCP Process Control Systems Technology Standards (SCADA
Standard). The AWPS SCADA shall follow the equipment standards as well as the
networking standards defined in the SCADA Standard and will provide remote screens,
local and remote alarms and data transfer to the RWQCP Administration Building and
Main Operations Control Room located in the Operations Building. Communication
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Network design required to connect the AWPS SCADA system with the RWQCP SCADA
system shall be coordinated with RWQCP Technology / SCADA Support Staff to define the
connection point. The new network link shall provide fiber optic communications through
a new patch panel to communicate with the RWQCP SCADA and Radio System. All
equipment located at the Administration and Operations Buildings will be integrated by
the contract control system integrator, with assistance from RWQCP Technology / SCADA
support staff. CONSULTANT shall include in the design a telephone line for connection to
the RWQCP telephone system.
CONSULTANT shall propose instrumentation and control equipment that is consistent
with the RWQCP Process Automation Standard and/or is readily available from local
distributors and shall be integrated within City’s existing control system.
CONSULTANT shall propose equipment from manufacturers with at least ten (10) years
of experience with a proven track record in similar environments and duty conditions
within the United States of America; for package systems, these requirements shall be
fulfilled to the extent possible. Due to the sensitive nature of the information contained
in the RWQCP Process Automation Standard, the Standard will be made available to the
CONSULTANT, subject to entering a nondisclosure agreement.
The CONSULTANT shall include in the design a manual transfer switch and space to
accommodate a portable generator with spill containment provisions. The switch shall be
specified to function with a generator sized only to perform a shutdown of the AWPS and
for system monitoring. The City will provide a portable generator on an “as needed” basis.
A dedicated emergency generator is not to be included in the design. The Contractor will
be responsible for testing the switch and a portable generator provided by the City.
CONSULTANT shall include in the design electronic security and safety systems such as:
cameras, allowance for future card readers, addressable fire alarms, night security
lighting, intrusion alarms, motion detectors, and emergency lighting. to comply with
RWQCP Process Automation Standards. The security system features to be integrated
with the existing RWQCP security / surveillance system.
CONSULTANT shall include analytical instrumentation for monitoring and control over the
complete process train. In addition, continuous TDS concentrations monitoring, pH and
chlorine residual of the AWPS permeate tertiary-treated recycled water and blended
recycled water. All instruments shall provide a local readout with a signal output to the
PLC and SCADA control screens.
Task 1.5 Assumptions:
x CONSULTANT’s standard electrical design (one-line diagrams, power plans showing
equipment locations, lighting plans, panel schedules, schematics, and details) will be
performed and standard documents created.
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x Cable tray, large conduit corridors, and 4” and larger conduit will be modeled in 3D
with cable tray shown on drawings. Detailed conduit routing, and cable/conduit
schedules are not part of CONSULTANT’s standard design.
x Arc Flash and coordination study will be specified to be includ ed in the CONTRACTOR’s
scope of work.
x It is assumed that meter vaults will not have any lighting.
x Network configuration performed by CONTRACTOR or City, as required. Backbone
SCADA and PLC network configuration is done by RWQCP SCADA / Technology support
staff, but the MF / UF / RO packaged system vendor may have their own internal
network switches that are specific to their system, in which case the system vendor
will do the configuration.
x New standalone SCADA system for the AWPS based on AB PLCs and iFIX HMI. The
new SCADA system will communicate with the existing RWQCP SCADA system.
Preliminary design included redundant AWPS plant PLCs communicating to 5 RIOs or
Vendor PLCs and ethernet connections to VFDs and power monitoring devices.
x Design coordination with remote communication by others to the 2.25 mgd expansion
RO permeate tank.
x I&C design consists if P&ID drawings, Control System Block Diagram drawings, panel
enclosure layouts, installation detail drawings, and specifications. Additional drawings
for detailed wiring diagrams are not included, i.e. loop diagrams or detailed panel
wiring diagrams are not included.
x City to provide portable generator information to Consultant for designing the manual
transfer switch.
x Task 1.5 will be confirmed based upon review of the RWQCP Process Control Systems
Technology Standards (SCADA Standard)
1.6 Landscape Design
CONSULTANT shall include in the design landscape restoration and public sidewalk
realignment to provide additional buffer and screening between the sidewalk and the
AWPS. CONSULTANT shall include in the design consideration of a 20-foot buffer from the
RWQCP property line to the AWPS building to provide screening between the public and
the AWPS for an aesthetically pleasing facility. CONSULTANT shall include in the design a
landscape irrigation system, and connection of that system to the existing recycled water
irrigation system.
CONSULTANT shall prepare a Tree Protection and Preservation Plan based on existing tree
survey conducted by the City. CONSULTANT shall avoid tree removal when possible and
include identification of trees to be removed in the detailed landscape drawing.
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Task 1.6 Assumptions:
x Photometric plans detailing lighting levels are not included. (Lighting will be provided
for basic security in active use areas within the AWPS site only).
x Phase I Environmental Assessment, Phase II Subsurface Investigation, and asbestos
and lead containing material investigation and report are not included.
Task 1 – Deliverables
CONSULTANT shall provide all deliverables including drawings, graphics, schedules, reports and
technical memoranda in their original software format (e.g., Excel, Word, AutoCAD 3D, etc.) as
well as in PDF and in hard copy when specified in the below deliverable sections. CONSULTANT
shall conduct internal quality assurance and quality control reviews of all deliverables prior to
submitting to the City for review by the City, Mountain View and Valley Water.
CONSULTANT shall provide at least 15 business days for City and Agency Partners’ review of each
deliverable. CONSULTANT shall prepare and conduct Design Review Workshops to be held at
time of deliverable submittal with City and Agency Partner staff to walk them through the 30%,
60% and 90% Draft Design Deliverables, obtain input, and confirm decisions during design
development. City and Agency Partners will provide feedback that CONSULTANT shall
incorporate into subsequent design project deliverables when feasible.
30% Design Deliverable
x Kickoff Meeting
o Meeting Agenda
o Meeting Minutes (draft and final)
o Draft Communication Plan
o Draft Summary of Required Key Design Decisions
o Draft BOD Report Outline
x Key Design Decision Small Group Meetings – 5 each.
x Draft BoDR Presentation Workshop (Pre-City and Agency Partner Review)
o Meeting Agenda
o Slide Presentation
o Sign-in sheet, and meeting minutes
x Basis of Design Report (BoDR) Submittal
o Draft BoDR– two (2) hard copy sets, 1 electronic set in pdf format and 1 electronic
copy in MS Word including:
x Key Design Decisions developed during small-group meetings will be
addressed in the BoDR including: MF/UF and RO membrane technology
and configuration selection, turn-down capability, seasonal and long-
term shutdown recommendations. Assessment of pumping vs. break
tanks between membrane processes. Procurement methodology.
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x Chemical storage requirements, storage approach (tanks vs. totes),
addition points, control strategy, access and features for O&M.
x AWPS Overall Layout and selection of canopy vs. partial enclosure or
enclosed building options based on cost and non-cost factors.
x RO permeate storage volume assessment (@1.125 and 2.25 MGD
capacity) and tank location(s) and materials selection.
x Blending station siting, layout, configuration, and control strategy
requirements and blend ratio rangeability and constraints.
x Test Pad Area layout and provisions for future pilot equipment access to
feed water, power, waste, lighting and other required utilities.
x Noise generation and attenuation study
x Landscape Restoration, Trail Realignment, and Pavement Restoration
General project scope and background references.
Design criteria, including:
x Flow rates – current and anticipated.
x AWPS feed water quality - physical, chemical and biological.
x RO permeate water quality.
x Applicable codes and standards, including fire and safety codes including
code review and approval process.
x Local building, planning, and zoning department requirements including
code review and approval process.
x Site considerations, including subsurface conditions, flood elevations,
drainage requirements, etc.
x P&ID and Process Flow Diagrams
x Preliminary site plan, building layouts, and architecture.
x Preliminary hydraulic profile.
x Process and hydraulic systems.
x Chemical feed and storage.
x Operational monitoring and control systems.
x HVAC systems.
x Electrical systems.
x Structural design criteria.
x Communications systems.
x Miscellaneous support systems.
x Security systems.
x Utility requirements.
o Final BoDR – two (2) hard copy sets, 1 electronic set in pdf format and 1 electronic
copy in MS Word
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o Functional Description summarizing operating strategies and capabilities
o Draft & Final Geotechnical Study/Technical Memorandum
o Topographic Survey
o Potholing Survey
o Preliminary Construction Schedule with key milestones (presented in MS Project)
x 30% drawings set (provide in PDF and two (2) hard copies)
x Project Initial Specification List in CSI 2018 MasterFormat
x Association for the Advancement of Cost Engineering (AACE) Class 4 OPCC accuracy range of
20% / +30%
x 30% Design Review Workshop
o Meeting Agenda
o Slide Presentation
o Sign-in sheet, and meeting minutes
60% Design Deliverable
x 60% Design Review Workshop
o Meeting Agenda
o Slide Presentation
o Sign-in sheet, and meeting minutes
x Sole-sourced, Prequalified and Pre-purchased Equipment List with rationale
x Preliminary Construction Schedule with key milestones (presented in MS Project)
x 60% drawings set (provide in PDF and two (2) hardcopies)
x 60% Specifications in CSI 2018 MasterFormat
x RO Projections and RO Normalization Calculations
x Draft process design calculations
x Association for the Advancement of Cost Engineering (AACE) Class 3 OPCC, accuracy range of
15% / +20%
x Focused Review Workshops (for O&M Staff):
o O&M Process Workshop on the process train and ancillary equipment targeted for
discussion targeted for Operations staff.
o Process Automation (PLCs, HMIs, Fiber Optics communications) Design Review Workshop
targeted for discussion with SCADA/Technology staff.
o Equipment Access and Site Safety Workshop targeted for Operations and Maintenance
staff.
o Chemical Delivery and Safety Workshop targeted for Operations staff.
o Power Distribution (12-kV, MCC’s) Design Workshop targeted for Electrical Maintenance
staff.
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90% Design Deliverable
x 90% Design Review Workshop
o Meeting Agenda
o Slide Presentation
o Sign-in sheet, and meeting minutes
x 90% Construction Schedule with key milestones (presented in MS Project)
x 90% drawings set (provide in PDF and two (2) hard copies)
x 90% Specifications in CSI 2018 MasterFormat
x Final process design calculations
x AACE Class 2 OPCC, accuracy range of -10% / +15%
100% Design Deliverables / Bid Package
x Final Specifications that conform to CSI 2018 MasterFormat (provide in MS Word and
two (2) hard copies)
x 100% drawings set (provide in PDF and two (2) hard copies
x Final R.O. Projections
x Final Process Design Calculations
x Final Construction Schedule
Task 1 - General Assumptions
x Kickoff meeting and workshops will be attended via conference call until health orders
allow in-person meetings. At that time, workshops will be attended virtually or in-person
by up to two members from the CONSULTANT. All other members will join via conference
call.
x B&V standard specifications will be used, except for Division 0.
x Value Engineering study and/or responses not included.
x B&V standard graphics will be used for all drawings.
x All required calculation submittals will be provided in portable document format (PDF).
x Demolition of the existing RW storage tanks not included.
x The Preliminary Drawing list is attached to this Scope of Services.
Task 2 – Detailed Design of Odor Control System for the New Pumping Plant
CONSULTANT shall design a replacement odor control system to be located adjacent to the
influent pump station known as the New Pumping Plant (NPP) to treat foul air from the NPP. The
demolition of the existing biofilter bed located on the project site will be included in Task 1.
CONSULTANT shall design the replacement system to treat approximately 6,000 standard cubic
feet per minute of exhaust air from the NPP and remove hydrogen sulfide and ammonia as
follows:
x Hydrogen sulfide:
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o 99% removal for inlet concentrations above 10 parts per million by volume (ppmv)
o For inlet concentrations less than 10 ppmv, maximum outlet concentration of 100 parts
per billion by volume (ppbv)
x Ammonia
o 90% removal for inlet concentrations above 50 ppmv
o For inlet concentrations less than 50 ppmv, maximum outlet concentration of 5 ppmv
CONSULTANT shall verify these pollutant criteria for sizing equipment accordingly and perform
data review of air quality data and perform a grab sample to confirm odor characterization for
design. CONSULTANT shall determine appropriate odor control technology and equipment sizing
for this application. As described in more detail in the Permitting task below, CONSULTANT shall
provide air permitting support, submit and secure a BAAQMD Permits to Construct and Operate.
The workflow for this task includes the following procedural steps:
x Odor Characterization - including review of data, discussion of O&M’s understanding, and
new grab samples
x Preliminary Technology Assessment, including general advantages and disadvantages.
PowerPoint slides summarizing the assessment will be provided to City three business
days before the following workshop.
x Technology Alternatives Screening and Selection Workshop with Engineering and O&M
1-hour duration).
x 30% Design Submittal including Basis of Design Criteria
x 90% Design Submittal and Class 2 OPCC, accuracy range of -10% / +15%
x 100% Bid Document Submittal
Task 2 – Deliverables
CONSULTANT shall provide all deliverables including drawings, graphics, schedules, reports and
technical memoranda in their original software format (e.g., Excel, Word, AutoCAD 3D, etc.) as
well as in PDF and in hard copy when specified in the below deliverable sections. CONSULTANT
shall conduct internal quality assurance and quality control reviews of all deliverables prior to
submitting to the City for review by the City, Mountain View and Valley Water.
CONSULTANT shall provide at least 15 business days for City and Agency Partners’ review of each
deliverable. CONSULTANT shall prepare and conduct Design Review Workshops to be held at
time of deliverable submittal with City and Agency Partner staff to walk them through the 30%
and 90% Draft Design Deliverables, obtain input, and confirm decisions during design
development. City and Agency Partners will provide feedback that CONSULTANT shall
incorporate into subsequent design project deliverables when feasible.
Task 2 – General Assumptions
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x Workshops will be attended via conference call until health orders allow in-person
meetings. At that time, workshops will be attended virtually or in-person by up to two
members from the CONSULTANT. All other members will join via conference call.
x The Basis of Design Report developed in Task 1 will be used for the Odor Control
Replacement design.
x B&V standard specifications will be used, except for Division 0.
x Value Engineering study and/or responses not included.
x B&V standard graphics will be used for all drawings.
x All required calculation submittals will be provided in portable document format (PDF).
x Demolition of the existing biofilter is included in Task 1.
x The Preliminary Drawing list is attached to this Scope of Services.
Task 3 – Detailed Design Expansion for 2.25 MGD Production and Storage
For this Task, CONSULTANT shall develop a bid package made up of design documents to go
directly to a 90% design deliverable, (including plans, specifications, expected construction
schedule/sequencing, and OPCC) for an expansion of the 1.125 MGD AWPS to produce 2.25 MGD
permeate with minimal additional site work and piping. With most of the infrastructure in place
from the design of the 1.125 MGD facility, the design for the expansion is assumed to include the
following items:
x Addition of equipment skids onto existing housekeeping pads
x Extension of piping and electrical to the new equipment
x Integration of the new equipment items into the existing system
x Vendor start-up services
CONSULTANT shall include design documents for all disciplines necessary for successful
construction and operation of the expanded AWPS, including civil, structural, mechanical,
electrical, instrumentation and controls, and other disciplines as required. CONSULTANT shall
design the facility to comply with Palo Alto Municipal Code, state and federal regulations, Cal
OSHA requirements, and all other applicable laws and regulations.
CONSULTANT shall sequence construction such that the current recycled water and enhanced
recycled water production performance and operations are maintained on a continuous basis as
much as possible. CONSULTANT shall establish a proposed construction sequence in sufficient
detail which meets the RWQCP’s ability to comply with its NPDES Permit and Recycled Water
Order 93-160 as well as by the requirements set by the Statewide General Order when applicable.
3.1 Process Mechanical Design
The process design shall include all necessary components to process the increased flow
through the system, including:
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x Pre-filtration
x UF / MF and R.O. Membrane Skid Assemblies Expansion / Addition
x Motor Control Center modifications
x Integration of new equipment into the Instrumentation and Control system
x Other required ancillary systems
Assuming additional storage is needed per the RO permeate storage tank evaluation developed
in Task 1, CONSULTANT shall design a second reverse osmosis permeate storage tank for a future
AWPS expansion to 2.25 MGD. The location of the second RO permeates storage tank, if
necessary, will be confirmed in the RO permeate storage tank evaluation in Task 1.
3.2 Structural Design
CONSULTANT shall provide a structural design that is in accordance with all jurisdictional
requirements including the 2019 California Building Code. CONSULTANT shall include field
verification of existing infrastructure for design of proposed structural improvements under this
project.
CONSULTANT should anticipate that a pile supported slab is required to support a new storage
tank, if necessary. CONSULTANT shall evaluate if a pile supported slab foundation for the storage
tank is the best option or provide a more suitable solution provided the detailed geotechnical
study performed in Task 1.
3.3 Electrical, Instrumentation, and Control Systems
CONSULTANT shall integrate the new equipment components into the existing PLC and SCADA
System. The design is to be compatible with the RWQCP Process Control Systems Technology
Standards (SCADA Standard). This will require PLC program and SCADA program modifications,
possibly the development of new SCADA screens, and testing of newly integrated components
with the existing control system. The new equipment components shall communicate with the
RWQCP SCADA and Radio System. All equipment will be integrated by the contract control system
integrator, with assistance from RWQCP Technology / SCADA support staff.
CONSULTANT shall propose all new instrumentation and control equipment that is consistent
with the RWQCP Process Automation Standard and/or is readily available from local distributors
and shall be integrated within City’s existing control system. CONSULTANT shall propose
equipment from manufacturers with at least ten (10) years of experience with a proven track
record in similar environments and duty conditions within the United States of America; for
package systems, these requirements shall be fulfilled to the extent possible. Due to the sensitive
nature of the information contained in the RWQCP Process Automation Standard, the Standard
will be made available to the successful CONSULTANT, subject to entering a nondisclosure
agreement.
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3.4 Landscape Design
CONSULTANT shall include in the design landscape restoration at the area of the new storage
tank, if a new storage tank is necessary. Restoration includes public sidewalk realignment to
provide additional buffer and screening. CONSULTANT shall include in the design consideration
of a 20-foot buffer from the RWQCP property line to the new tank to provide screening for an
aesthetically pleasing facility.
CONSULTANT shall prepare a Tree Protection and Preservation Plan based on existing tree survey
conducted by the City. CONSULTANT shall avoid tree removal when possible and include
identification of trees to be removed in the detailed landscape drawing.
Task 3 – Deliverables
CONSULTANT shall provide all deliverables including drawings, graphics, schedules, reports and
technical memoranda in their original software format (e.g., Excel, Word, AutoCAD 3D, etc.) as
well as in PDF and in hard copy when specified in the below deliverable sections. CONSULTANT
shall conduct internal quality assurance and quality control reviews of all deliverables prior to
submitting to City and Agency Partners for review.
CONSULTANT shall provide at least 15 business days for City and Agency Partners’ review of all
deliverables. CONSULTANT shall prepare and conduct Design Review Workshops to be held at
time of deliverable submittal with City and Agency Partners staff to walk them through the 90%
Draft Design Deliverables, obtain input, and confirm decisions during design development. City
and Agency Partners will provide feedback that the CONSULTANT shall incorporate into the 100%
project deliverable when feasible.
90% Design Deliverables
x 90% Design Review Workshop
o Meeting Agenda
o Slide Presentation
o Sign-in sheet, and meeting minutes
x 90% Construction Schedule with key milestones (presented in MS Project)
o 90% drawings set (provide in PDF and two (2) hard copies)
o 90% Specifications in CSI 2018 MasterFormat
o Final process design calculations
o AACE Class 2 OPCC, accuracy range of -10% / +15%
o Final RO Projections
o 90% Construction Schedule
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100% Design Deliverables / Bid Package
x Final Specifications that conform to CSI 2018 MasterFormat (provide in PDF, Microsoft
Word, and two (2) hard copies)
x Final Drawings/Plan Set (provide in PDF, Microsoft Word, AutoCAD 3D and two (2) hard
copies)
x Final Construction Schedule
Task 3 - General Assumptions
x It is assumed that the workshop listed in Task 3 will be attended via conference call until
health orders allow in-person meetings. At that time, workshops will be attended virtually
or in person by up to two members from the CONSULTANT. All other members will join
via conference call.
x All calculations will be completed in Task 1 – it is assumed no new calculations will be
completed in Task 3.
x It is assumed that the future tank, if necessary, will be located as indicated in the
Addendum to the EIR for the City of Palo Alto Recycled Water Project.
x Demolition and modifications of the existing RW storage tanks not included.
x It is assumed that technical evaluations and the Basis of Design Report will include
requirements for expansion to 2.25 MGD and will not be updated.
x It is assumed that all geotechnical work will be completed in Task 1 for the future tank
location.
x It is assumed that specifications will be copied from Task 1 and that minimal edits will be
required.
x Discipline-specific assumptions and general assumptions from Task 1 apply to Task 3.
x The Preliminary Drawing list is attached to this Scope of Services.
Task 4 – Permitting for 1.125 MGD AWPS
CONSULTANT shall investigate what permits are necessary for the project and assist the City in
obtaining all permits and approvals for the 1.125 MGD AWPS facility. An Addendum has been
completed to the 2015 Environmental Impact Report for the City of Palo Alto Recycled Water
Project (Phase III Pipeline) to account for the AWPS.
CONSULTANT shall prepare submittal packages for permit approval, answer questions from
permitting agencies/stakeholders, and attend various in-person or virtual meetings with
permitting agencies. Table 7-1 from the Preliminary Design Report copied below, lists permits
and approvals that may be required for the AWPS, estimated permit application requirements,
and estimated schedules. Table 7-1 is not all inclusive and does not contain all agency permits
required for construction of this project. City shall pay all fees associated with permitting payable
to permitting agencies.
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4.1 Sprinkler System Permit
CONSULTANT shall ensure that the fire sprinkler design developed in Task 1, including the fire
sprinkler and hazardous materials storage systems, complies with Palo Alto Fire Department
PAFD) requirements, and support the permitting process. Include five (5) meetings with Fire
Department personnel for review and inspections of sprinkler system with Contractor and
Supplier. The requirements are significant, and the CONSULTANT shall adequately plan to cover
the costs and time to prepare for this approval.
CONSULTANT shall respond to review comments from PAFD regarding sprinkler design,
hazardous chemical storage areas, or other pertinent matters. CONSULTANT shall include an
allowance of one hundred and twenty (120) hours of response time to respond to PAFD
comments about the Project.
4.2 Zoning and Noise Compliance
The RWQCP is in the Public / Quasi-Public Facility zoning district and is a permitted use in the
district under the Palo Alto Municipal Code (PAMC) and zoning map. CONSULTANT shall ensure
that design complies with zoning code requirements, as well as the City’s noise ordinance in
PAMC Chapter 9.10 and Palo Alto Comprehensive Plan Goal N-8, regarding noise. CONSULTANT
shall conduct a noise study identified in Task 1, as necessary to comply with the PAMC and
Comprehensive Plan goal.
4.3 Lease Amendment
The RWQCP lease is held by the California State Lands Commission (CSLC) and may require a lease
amendment prior to any construction activities associated with the AWPS. CONSULTANT shall
include eighty (80) hours of time to respond to CSLC comments about the Project.
4.4 City of Palo Alto Advisory Bodies and City Council Approvals
The Project will require public hearings and approvals (or recommendations) by the City’s
Architectural Review Board (ARB), Planning and Transportation Commission (PTC), and City
Council.
CONSULTANT shall design all facilities to achieve a recommendation for approval by the ARB for
a major design review and implement ARB recommendations (subject to City staff direction). The
requirements are significant, and the CONSULTANT shall adequately plan to cover the costs and
time to prepare for the ARB hearing or hearings. CONSULTANT shall assume at least one (1) study
session and up to three (3) follow-up public hearings to gain a recommendation for approval
through ARB. In addition, CONSULTANT and its landscape design subconsultant shall be required
to attend at least two (2) meetings with City’s Planning Department staff prior to the ARB study
session, one (1) Planning and Transportation Commission meeting, and one (1) City Council
meeting. City will be responsible for any fees charged by the City’s Planning Department.
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4.5 NPDES Permit
City staff has coordinated NPDES permit changes through the San Francisco Bay Regional Water
Quality Control Board; however, the CONSULTANT shall provide technical support as needed
for up to twenty (20) hours.
4.6 BAAQMD Permit
CONSULTANT shall provide air permitting support and secure an Authority to Construct (ATC)
permit for new AWPS which includes preparation and submittal of application.
CONSULTANT shall prepare and submit a control permit application and secure permit approval
to modify BAAQMD Permit to Operate Source 110 Abatement Device A-11 for NPP biofilter
replacement with specified pollutant percent removal, as well as for the AWPS Decarbonator.
4.7 Title 22 Report
CONSULTANT shall prepare and stamp a Title 22 Engineering Report that includes all required
elements for production, distribution and end use for submittal to the Division of Drinking Water.
CONSULTANT shall ensure the Title 22 Engineering Report is consistent with the State’s 2001
Guidelines for the Preparation of an Engineering Report for the Production, Distribution and Use
of Recycled Water. Since the RWQCP’s recycled water system was authorized by the Regional
Board prior to 2001, a Title 22 Engineering Report for the current system was never prepared in
the currently required format.
CONSULTANT shall develop tables and figures describing regulatory requirements, raw
wastewater, treatment processes, plant reliability features, supplemental water supply,
monitoring & reporting, and contingency plan (i.e., Section 2 of the 2001 guidance document).
These descriptions must encompass relevant aspects of the existing secondary treatment system,
existing tertiary system, and the designed AWPS. Since there is not an approved Title 22
Engineering Report for the existing tertiary treatment system, sections of this Report will need
to be developed by the CONSULTANT retroactively based on other reference documents, such as
the 1992 Recycled Water Master Plan, to be provided by the City.
CONSULTANT shall provide a draft Title 22 Engineering Report for the City to review and then
incorporate comments to submit a final deliverable to the Division of Drinking Water for
approval. CONSULTANT shall support the City in answering DDW questions or requested revisions
of the report.
The RWQCP is expected to be enrolled in the Statewide General Order on or before April 2022;
if this occurs before completion of the AWPS design, a separate Title 22 Engineering Report
covering the existing facilities will be produced under a separate contract, in which case
CONSULTANT shall be responsible for a Title 22 Engineering Report covering only the new AWPS
facility.
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CONSULTANT shall also participate in all Project Meetings with City and other parties as listed
under Meetings below. CONSULTANT will provide an agenda three calendar days in advance of
the date of the meeting. CONSULTANT will compile and distribute informal meeting minutes
following Project Progress Meetings no later than seven calendar days from the date of the
meeting.
CONSULTANT shall attend / participate in the following meetings:
x Participate in two (2) Electrical Service (Power Feed) Coordination Meeting with PA
Electric Utilities
x Participate in two (2) meetings with City’s Planning Department staff prior to the ARB
study session
x Participate in one (1) study session to gain a recommendation for approval through ARB
x Participate in two Review Meetings with City Planning staff prior Architectural Review
Board (ARB) study session
x Participate in one meeting with the ARB study session
x Participate in one Planning and Transportation Commission meeting
x Participate in the City Council (PACC) Meeting for approval of the Project
x Participate in five (5) meetings with the PAFD regarding the sprinkler system design and
inspections.
x Coordination with DDW is included.
Task 4 - General Assumptions
x It is assumed that the City will provide all necessary information for the secondary
treatment system to incorporate into the Title 22 Engineering report.
x All meetings listed in this task will have up to two members from the CONSULTANT in
person when health orders allow in-person meetings. All other attendees will be via
conference call.
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Table 7-1: Land Use and Resource Agency Permits and Approvals Potentially Required
Resource Agency Permits
Permit
Required
Submittal Requirement
Estimated
Duration after
Submittal
SFBRWQCP – NPDES permit
review or update
Yes
Already occurred when the City applied for its NPDES
Permit Renewal in 2019
State WRCB – NPDES
Construction General Permit
Yes
x Notice of Intent
x SWPPP
x Application
Coverage is
obtained after
submittal
BAAQMD Yes
x ATC permit application
x Odor control permit application
for NPP biofilter replacement
TBD
DDW - Title 22 Engineering
Report
Yes
Refer to Guidelines for the
Preparation of an Engineering
Report for the Production,
Distribution and Use of Recycled
Water
TBD
USFWS Section 7 No1
NHPA Section 106 No2
City Permits and Approvals
Architectural Review Board
ARB)
Yes
x 60 percent design elevations
and site plan and application
3 months
Planning and Transportation
Commission (PTC)
Yes 1 month
City Council Approval Yes x ATC and PTC approval 1 month
Tree Ordinance CIP Approval Yes
x Tree Inventory and list of trees
to be removed or pruned
2 months
Public Works Engineering FEMA
NFIP Flood Elevation Certificate
Yes
x Final grading plan and
foundation plan
x Application
x Council Approval
3 months
Grading Permit Yes
x Final grading plan
x Application
x Council approval
3 months
Building Permit Yes
x Final plans
x Application
x Council approval
3 months
Encroachment Permit Yes
x Final plans for construction
phase and permanent changes
x Application
x Council approval
2 months
Parks and Recreation
Commission
Maybe
x 90 percent site plan
3 months
Baylands Design Guidelines Yes
x 90 percent design elevations
x Site plan
3 months
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Notes: (1) As noted in the Recycled Water Project EIR Mitigation Monitoring Program, any construction that occurs
within 500 feet of marsh areas would be subject to Mitigation Measure BIO-7 and subject to restrictions for the
protection of California clapper rail. Nevertheless, a Section 7 consultation under the federal Endangered Species
Act would not be necessary, so long as Mitigation Measure BIO-7 is implemented resulting in avoidance of impacts
to the California clapper rail.
2) No cultural resources have been identified at the RWQCP site (William Self Associates 2007). However, if federal
funding is being sought, the City should inquire whether Section 106 clearance will be required
Task 5 – Engineering Services During Solicitation and Construction of the 1.125 MGD AWPS
The City will assemble and issue the bid packages for solicitation for a construction contractor.
Assume a 6–month duration between the 100% Design Deliverable to award of the Construction
Contract. The City has standard front-end specifications that will be issued as part of the
construction bid package. CONSULTANT will review the front-end specifications to ensure that
there are no conflicts between the front-end specifications and technical specifications from Task
1.
During solicitation, estimated to take up to 2 months, CONSULTANT shall provide the following
services:
CONSULTANT shall provide responses to Requests for Clarification (RFCs) from
prospective bidders.
CONSULTANT shall attend and assist the City at the pre-bid conf erence and walk through.
CONSULTANT shall provide electronic and (3) three hard copies of the conformed design
package (drawings and specifications) incorporating information issued as addenda and
RFCs during the bid period.
CONSULTANT shall develop specifications for the General Contractor to include CM
construction trailer: location, specifications and hookup drawings. Hookups to the trailer
may involve trenching to other areas of the RWQCP. Include design for laydown area for
General Contractor.
CONSULTANT will perform services during the construction phase of the project. By performing
these services, CONSULTANT shall not have authority or responsibility to supervise, direct, or
control the Contractor's work or the Contractor's means, methods, techniques, sequences, or
procedures of construction. CONSULTANT shall not have authority or responsibility for safety
precautions and programs incident to the Contractor's work or for any failure of the Contractor
to comply with laws, regulations, rules, ordinances, codes, or orders applicable to the Contractor
furnishing and performing the work.
During construction phase, estimated to take up to 18 months, CONSULTANT shall provide the
following services:
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5.1 Submittal Reviews
CONSULTANT shall review submittals from the construction contractor for conformance with the
construction contract documents. In general, the CONSULTANT shall review and return the
submittal comments to the City within fourteen (14) calendar days. For large submittals that
require more review time, the CONSULTANT may return submittal comments to the City with
twenty-one (21) calendar days.
125 submittals, including resubmittals, are anticipated to be reviewed by the CONSULTANT.
5.2 RFI Responses
CONSULTANT will prepare written responses to Requests for Information (RFIs) submitted by the
contractor. The CONSULTANT shall review, comment, and return the RFI responses within seven
7) calendar days.
100 RFIs are anticipated to be reviewed and responded to by the CONSULTANT.
5.3 Change Order Reviews
CONSULTANT will review and validate the Contract Change Order requests submitted by the
contractor for accuracy and correctness, as requested by the City.
3 change order reviews are anticipated to be reviewed by the CONSULTANT.
5.4 Start-Up Assistance
The CONSULTANT shall provide technical support during testing, start-up and commissioning of
the AWPS. The CONSULTANT shall assist the City in monitoring, documenting, and/or validating
any testing required by permitting agencies. CONSULTANT shall indicate the total number hours
for technical field services during testing and start-up.
5.5 As-Built Review / Record Drawings
CONSULTANT shall review once a month as-built or marked-up drawings and documents
maintained by the contractor during construction. Upon construction completion, the
CONSULTANT shall prepare consolidated record drawings and submit them to the City. The
record drawings shall consist of annotated contract drawings and electronic files showing
changes in design and construction. CONSULTANT shall provide two (2) hard copies (one full size
and one half-size), one (1) electronic copy in PDF format, and one (1) electronic copy in AutoCAD
3D format to the City.
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5.6 AWPS O&M Manual
CONSULTANT shall prepare the Operations and Maintenance (O&M) Manual and Standard
Operating Procedures (SOPs) Manual to reflect the changes to the normal and abnormal modes
of operations, equipment and process descriptions, process control descriptions, etc.
CONSULTANT shall provide one (1) hard copy and one (1) electronic copy in PDF and Microsoft
Word formats to the City.
O&M and SOP Manuals will be combined into one document with the following chapters:
x MF Feed Pumps
x Strainers
x MF System
x MF CIP
x RO Booster Pumps
x RO System
x RO CIP
x Decarbonation System
x Miscellaneous Chemical Feed Systems
x Blending System
Task 5 - General Assumptions
x For the purposes of the scope and fee for Engineering Services during Construction (ESDC’s),
the information included in the various subtasks are assumed based on the preliminary design
drawings and specifications list.
x The level of effort for Task 5 services is as-needed, dependent on number of Requests for
Clarification (RFCs) from prospective bidders, number and quality of construction related
submittals from the CONTRACTOR requiring CONSULANT’s review, and City’s needs for start-
up assistance.
Task 6 – Engineering Services During Solicitation and Construction of the NPP Odor Control
Replacement
The City will assemble and issue the bid packages for solicitation for a construction contractor.
Assume a 4–month duration between the 100% Design Deliverable to award of the Construction
Contract. The City has standard front-end specifications that will be issued as part of the
construction bid package. CONSULTANT will review the front-end specifications to ensure that
there are no conflicts between the front-end specifications and technical specifications from Task
2.
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During solicitation, estimated to take up to 4 weeks, CONSULTANT shall provide the following
services:
CONSULTANT shall provide responses to Requests for Clarification (RFCs) from
prospective bidders.
CONSULTANT shall attend and assist the City at the pre-bid conf erence and walk through.
CONSULTANT shall provide electronic and (3) three hard copies of the conformed design
package (drawings and specifications) incorporating information issued as addenda and
RFCs during the bid period.
CONSULTANT will perform services during the construction phase of the project. By performing
these services, CONSULTANT shall not have authority or responsibility to supervise, direct, or
control the Contractor's work or the Contractor's means, methods, techniques, sequences, or
procedures of construction. CONSULTANT shall not have authority or responsibility for safety
precautions and programs incident to the Contractor's work or for any failure of the Contractor
to comply with laws, regulations, rules, ordinances, codes, or orders applicable to the Contractor
furnishing and performing the work.
During construction phase, estimated to take up to 10 months, CONSULTANT shall provide the
following services:
6.1 Submittal Reviews
CONSULTANT shall review submittals from the construction contractor for conformance with the
construction contract documents. In general, the CONSULTANT shall review and return the
submittal comments to the City within fourteen (14) calendar days. For large submittals that
require more review time, the CONSULTANT may return submittal comments to the City with
twenty-one (21) calendar days.
10 submittals, including resubmittals, are anticipated to be reviewed by the CONSULTANT.
4.1 6.2 RFI Responses
CONSULTANT will prepare written responses to Requests for Information (RFIs) submitted by the
contractor. The CONSULTANT shall review, comment, and return the RFI responses within seven
7) calendar days.
10 RFIs are anticipated to be reviewed and responded to by the CONSULTANT.
6.3 Change Order Reviews
CONSULTANT will review and validate the Contract Change Order requests submitted by the
contractor for accuracy and correctness, as requested by the City.
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1 change order review is anticipated to be reviewed by the CONSULTANT.
6.4 Start-Up Assistance
The CONSULTANT shall provide technical support during testing, start-up and commissioning of
the AWPS. The CONSULTANT shall assist the City in monitoring, documenting, and/or validating
any testing required by permitting agencies. CONSULTANT shall indicate the total number hours
for technical field services during testing and start-up.
6.5 As-Built Review / Record Drawings
CONSULTANT shall review once a month as-built or marked-up drawings and documents
maintained by the contractor during construction. Upon construction completion, the
CONSULTANT shall prepare consolidated record drawings and submit them to the City. The
record drawings shall consist of annotated contract drawings and electronic files showing
changes in design and construction. CONSULTANT shall provide two (2) hardcopies (one full size
and one half-size), one (1) electronic copy in PDF format, and one (1) electronic copy in AutoCAD
3D format to the City.
6.6 NPP Odor Control System O&M Manual
CONSULTANT shall prepare the Operations and Maintenance (O&M) and Standard Operating
Procedure (SOP) Manual for the new Odor Control System to reflect the changes to the normal
and abnormal modes of operations, equipment and process descriptions, process control
descriptions, etc. CONSULTANT shall provide one (1) hard copy and one (1) electronic copy in PDF
and Microsoft Word formats to the City.
Task 6 - General Assumptions
x For the purposes of the scope and fee for ESDC, the information included in the various
subtasks are assumed based on the preliminary design drawings and specifications list.
x The level of effort for Task 6 services is as-needed, dependent on number of RFCs from
prospective bidders, number and quality of construction related submittals from the
CONTRACTOR requiring CONSULANT’s review, and City’s needs for start-up assistance.
Task 7 – Project Management
7.1 Project Controls
CONSULTANT shall provide all necessary administration, project controls, quality assurance and
professional oversight of the project to ensure that the project remains on schedule, within
budget, ensures continuity of information, and satisfies the requirements of the CONTRACT.
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CONSULTANT shall prepare and distribute a Project Management Plan to include schedule,
budget, roles, contracts and procedures.
CONSULTANT shall prepare and submit monthly invoice packages to the City. The City prefers
processing CONSULTANT invoices that cover one calendar month. Monthly invoice packages are
to include a progress report documenting progress. The report shall include the progress by each
task, the budget status (authorized amount, current billing, billed to date, previously billed,
amount remaining, and percent spent), outstanding issues, potential changes, project schedule
and schedule impacts. CONSULTANT shall identify and mitigate potential budget overruns. If
State Revolving Fund (SRF) funding is used, progress reports shall include a summary of SRF
eligible costs per month.
CONSULTANT shall prepare, maintain and update project schedule for City’s review and
comments, at least on a monthly basis. CONSULTANT shall perform the following on an ongoing
basis:
x Conduct team meetings within the consulting firm to review progress, coordinate
evaluations and identify information needs
x Disseminate information to the design team
x Prepare design submittals
x Manage the project budget
x Manage the project schedule
x Manage sub-consultants
x Manage QA / QC team
7.2 Project Meetings
CONSULTANT shall hold a meeting at the initiation of the Project (Kick-Off Meeting), with the City
Project Manager and Agency Partners to discuss overall project coordination, data collection, and
project schedule. CONSULTANT shall provide meeting attendees with an agenda seven (7)
calendar days in advance of the date of the meeting. CONSULTANT shall provide meeting
attendees with summary minutes and electronic copies of any supplemental materials used
during the Kick-Off Meeting no later than fourteen (14) calendar days from the date of the
meeting.
CONSULTANT shall conduct design review meetings at the 30%, 60%, and 90% design points as
noted under Tasks 2 and 3 Deliverables. CONSULTANT will provide an agenda three (3) calendar
days in advance of the date of the meeting. CONSULTANT will compile and distribute informal
meeting minutes following Project Progress Meetings no later than seven (7) calendar days from
the date of the meeting.
CONSULTANT shall conduct remote (via phone or web conference services) Project Progress
Meetings with City once a month. The frequency of Project Progress Meetings can be decreased
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subject to City approval. CONSULTANT will provide an agenda three (3) calendar days in advance
of the date of the meeting. CONSULTANT will compile and distribute informal meeting minutes
following Project Progress Meetings no later than seven (7) calendar days from the date of the
meeting.
CONSULTANT shall attend in-person Construction Progress Meetings with City once a month.
CONSULTANT will compile and distribute informal meeting minutes following Construction
Progress Meetings no later than seven (7) calendar days from the date of the meeting.
Task 7 - General Assumptions
x Monthly construction meetings will have one member from the CONSULTANT virtually or in
person. All other attendees will be via conference call.
x All other meetings listed in this task will have one member from the CONSULTANT virtually
or in person. All other attendees will be via conference call.
V. TIME OF COMPLETION
The project is budgeted for an estimated start date in Q1 2021, with a design duration timeline
of 18 months followed by the Construction phase Engineering Services during Construction
ESDC).
The construction funding source may be a CA SRF Loan. The SRF Loan process could potentially
delay the start of the construction contract. Depending upon the funding sources, the
construction of the project could be delayed or temporarily halted, affecting the engineering
services during construction timetable.
END OF SCOPE OF SERVICES
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Task 1 - 1.125 MGD AWPS and Storage Tank - Preliminary Drawing List
Sheet No. Discipline Drawing Title
1 General Cover Sheet
2 General List of Drawings
3 General Legends - 1
4 General Abbreviations
5 General Process Flow Diagram
6 General Hydraulic Profiles
7 General Code Classification Table
8 General General Notes 1
9 Civil General Notes and Legend
10 Civil Demolition Plan
11 Civil Site Plan
12 Civil Grading and Paving Plan 1
13 Civil Grading and Paving Plan 2
14 Civil Yard Piping Plan 1
15 Civil Yard Piping Plan 2
16 Civil Yard Piping Section and Details
17 Civil Miscellaneous Details 1
18 Civil Miscellaneous Details 2
19 Landscape ***Placeholder***
20 Landscape ***Placeholder***
21 Landscape ***Placeholder***
22 Landscape ***Placeholder***
23 Landscape ***Placeholder***
24 Landscape ***Placeholder***
25 Landscape ***Placeholder***
26 Demo Blending Facilities Demolition Plan, Sections and Details
27 Demo Biofilter Demolition Plan, Sections and Details
28 Mechanical Process Mechanical - Legend and Abbreviations
29 Mechanical Miscellaneous Details 1
30 Mechanical Miscellaneous Details 2
31 Mechanical Miscellaneous Details 3
32 Mechanical Miscellaneous Details 4
33 Mechanical AWPS Overall Plan
34 Mechanical AWPS Overall Sections
35 Mechanical AWPS Overall Perspectives
36 Mechanical UV Disinfection Diversion Plan, Sections, And Details
37 Mechanical MF Feed Pump Station and Auto Strainers Plan
38 Mechanical MF Feed Pump Station and Auto Strainers Section
39 Mechanical MF System Overall; Operating Level Plan
40 Mechanical MF System Sections and Details 1
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Task 1 (cont.)
Sheet No. Discipline Drawing Title
41 Mechanical MF System Sections and Details 2
42 Mechanical MF Backwash Pumps: Plan, Sections, And Details
43 Mechanical RO Feed Tank; Plan, Sections, And Details
44 Mechanical RO System Overall; Operating Level Plan
45 Mechanical RO System Overall; Sections
46 Mechanical RO System Sections and Details 1
47 Mechanical RO System Sections and Details 2
48 Mechanical Decarbonator/Post Treatment Plan, Sections and Details
49 Mechanical Product Water Storage Tank Plan
50 Mechanical Product Water Storage Tank Sections and Details
51 Mechanical Blended Facilities Plan, Sections, And Details
52 Mechanical Chemical Storage Area Overall 3D Views
53 Mechanical Chemical Storage Area Overall Plan
54 Mechanical Chemical Storage Area Sections and Details 1
55 Mechanical Chemical Storage Area Sections and Details 2
56 HVAC Legend, Abbreviations and General Notes
57 HVAC Details, Schedules & Sequence of Operations
58 HVAC Electrical Room Floor Plan
59 Plumbing Legend, Abbreviations and General Notes
60 Plumbing Details
61 Plumbing Schedules
62 Plumbing Overall Plumbing Plan
63
Fire
Protection
Electrical Room Fire Protection Plan
64
Fire
Protection
Electrical Room Fire Protection Schematic
65
Fire
Protection
Canopy Fire Protection Plan
66
Fire
Protection
Canopy Fire Protection Schematic
67 Architectural Electrical Building
68 Architectural Electrical Building
69 Architectural Electrical Building
70 Architectural Electrical Building
71 Architectural Electrical Building
72 Architectural Electrical Building
73 Architectural Electrical Building
74 Architectural AWPS Canopy
75 Architectural AWPS Canopy
76 Architectural AWPS Canopy
77 Structural AWPS Overall Foundation Plan
78 Structural AWPS Foundation Sections and Details
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Task 1 (cont.)
Sheet No. Discipline Drawing Title
79 Structural AWPS Foundation Sections and Details
80 Structural AWPS Foundation Sections and Details
81 Structural Clearwell Foundation and Top Plans
82 Structural Clearwell Sections and Details
83 Structural Chemical Storage Foundation Plan
84 Structural Chemical Storage Foundation Sections and Details
85 Structural Chemical Storage Foundation Sections and Details
86 Structural Electrical Building Foundation and Roof Plans
87 Structural Electrical Building Sections and Details
88 Structural Structural Notes
89 Structural Structural Loading Criteria
90 Structural Structural Legends and Abbreviations
91 Structural Typical Pile Details and Schedule
92 Structural Std Concrete Joint Details
93 Structural Std Concrete Rein Details
94 Structural Typ Masonry Wall Reinf Details
95 Structural Typ Masonry Lintel & Jamb Details
96 Structural Steel Decking Schedule
97 Structural Steel Roof to Masonry Wall Connection Details
98 Structural Guardrail & Handrailing Details
99 Structural Typical Stair and Ladder Details
100 Structural Pipe Support Details (1 of 2)
101 Structural Pipe Support Details (2 of 2)
102 Electrical Legend
103 Electrical Abbreviations and Notes
104 Electrical Site Plan
105 Electrical Ductbank Sections and Schedules
106 Electrical Power Distribution Functional Diagram
107 Electrical MCC One-Line Diagrams
108 Electrical MCC One-Line Diagrams
109 Electrical MCC One-Line Diagrams
110 Electrical PLC One-Line Diagrams
111 Electrical PLC One-Line Diagrams
112 Electrical Chemical Feed One-Line Diagrams
113 Electrical Miscellaneous One-Line Diagrams
114 Electrical Schematics
115 Electrical Schematics
116 Electrical Electrical Building Power and Lighting Plans
117 Electrical Treatment Facility Power and Lighting Plan 1
118 Electrical Treatment Facility Power and Lighting Plan 2
119 Electrical Treatment Facility Power and Lighting Plan 3
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Task 1 (cont.)
Sheet No. Discipline Drawing Title
120 Electrical Treatment Facility Power and Lighting Plan 4
121 Electrical Lighting Fixture and Panelboard Schedules
122 Electrical Details
123 Electrical Details
124 Electrical Title 24
125 Electrical Title 24
126 Instrumentation Legend & Abbreviations - Sheet 1 Of 3
127 Instrumentation Legend & Abbreviations - Sheet 2 Of 3
128 Instrumentation Legend & Abbreviations - Sheet 3 Of 3
129 Instrumentation Overall Control Network Diagram
130 Instrumentation AWPS Instrumentation Installation Details Sheet 1 Of 2
131 Instrumentation AWPS Instrumentation Installation Details Sheet 2 Of 2
132 Instrumentation AWPS Panel Details
133 Instrumentation AWPS Panel Details
134 Instrumentation AWPS Control Network Diagram
135 Instrumentation AWPS Security System Diagram
136 Instrumentation P&ID MF Feed Pumps and Strainers
137 Instrumentation P&ID MF Unit 1
138 Instrumentation P&ID MF Unit 2
139 Instrumentation P&ID MF Unit 3
140 Instrumentation P&ID MF Air Scour Blowers
141 Instrumentation P&ID MF Backwash Tank and Pumps
142 Instrumentation P&ID MF CIP
143 Instrumentation P&ID RO Feed Tank and Booster Pumps
144 Instrumentation P&ID RO Feed Pumps and Cartridge Filters
145 Instrumentation P&ID RO Unit 1
146 Instrumentation P&ID RO Unit 2
147 Instrumentation P&ID RO Flush System
148 Instrumentation P&ID RO CIP
149 Instrumentation P&ID RO Concentrate Pump
150 Instrumentation P&ID Decarbonators
151 Instrumentation P&ID RO Permeate Tank, Blending Facilities, & Product Water
152 Instrumentation P&ID MF Air Compressor
153 Instrumentation P&ID Aqueous Ammonia Storage and Feed System
154 Instrumentation P&ID Sodium Hypochlorite Storage System
155 Instrumentation P&ID Sodium Hypochlorite Feed System
156 Instrumentation P&ID Coagulant Storage and Feed System
157 Instrumentation P&ID Sodium Hydroxide Storage System
158 Instrumentation P&ID Sodium Hydroxide Feed System
159 Instrumentation P&ID Citric Acid Storage and Feed System
160 Instrumentation P&ID Sulfuric Acid Storage and Feed System
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Task 1 (cont.)
Sheet No. Discipline Drawing Title
161 Instrumentation P&ID Sodium Bisulfite Storage and Feed System
162 Instrumentation P&ID Antiscalant Storage System
Task 2 – NPP Odor Control System Replacement - Preliminary Drawing List
Sheet No. Discipline Drawing Title
1 General Cover Sheet
2 General List of Drawings
3 General Legends, Abbreviations, General Notes
4 Civil General Notes and Legend
5 Civil Site Plan and Details
6 Mechanical Process Mechanical - Legend and Abbreviations
7 Mechanical Odor Control System Plan, Sections, and Details
8 Structural Structural Notes, Legends, and Abbreviations
9 Structural
Odor Control System Foundation Plan, Sections, and
Details
10 Electrical Legend
11 Electrical Abbreviations and Notes
12 Electrical Odor Control Power and Lighting Plan
13 Electrical One-Line Diagrams
14 Instrumentation Legend & Abbreviations
15 Instrumentation P&ID Odor Control System
Task 3 - Expansion of AWPS to 2.25 MGD - Preliminary Drawing List
Sheet No. Discipline Drawing Title
1 General Cover Sheet
2 General List of Drawings
3 General Legends - 1
4 General Abbreviations
5 General Process Flow Diagram
6 General Hydraulic Profiles
7 General General Notes 1
8 Civil General Notes and Legend
9 Civil Demolition Plan
10 Civil Site Plan
11 Civil Grading and Paving Plan 1
12 Civil Yard Piping Plan 1
13 Civil Yard Piping Plan 2
14 Civil Yard Piping Section and Details
15 Civil Miscellaneous Details 1
16 Civil Miscellaneous Details 2
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Task 3
cont.)
Sheet No. Discipline Drawing Title
17 Landscape ***Placeholder***
18 Landscape ***Placeholder***
19 Landscape ***Placeholder***
20 Demo ***Placeholder***
21 Demo ***Placeholder***
22 Mechanical Process Mechanical - Legend And Abbreviations
23 Mechanical Miscellaneous Details 1
24 Mechanical Miscellaneous Details 2
25 Mechanical Miscellaneous Details 3
26 Mechanical Miscellaneous Details 4
27 Mechanical AWPS Overall Plan
28 Mechanical AWPS Overall Sections
29 Mechanical AWPS Overall Perspectives
30 Mechanical MF Feed Pump Station and Auto Strainers Plan
31 Mechanical MF Feed Pump Station and Auto Strainers Section
32 Mechanical MF System Overall; Operating Level Plan
33 Mechanical MF System Sections and Details 1
34 Mechanical MF System Sections and Details 2
35 Mechanical RO System Overall; Operating Level Plan
36 Mechanical RO System Overall; Sections
37 Mechanical RO System Sections and Details 1
38 Mechanical RO System Sections and Details 2
39 Mechanical Decarbonator/Post Treatment Plan, Sections and
40 Mechanical Product Water Storage Tank Plan
41 Mechanical Product Water Storage Tank Sections and Details
42 Mechanical Blending Facilities Plan, Sections, And Details
43 Mechanical Chemical Storage Area Overall 3D Views
44 Mechanical Chemical Storage Area Overall Plan
45 Mechanical Chemical Storage Area Sections And Details 1
46 Architectural New Storage Tank
47 Structural Structural Notes
48 Structural Structural Loading Criteria
49 Structural Structural Legends and Abbreviations
50 Structural Clearwell Foundation and Top Plans
51 Structural Clearwell Sections and Details
52 Structural Typical Pile Details and Schedule
53 Structural Std Concrete Reinf Details
54 Structural Guardrail & Handrailing Details
55 Structural Pipe Support Details
56 Electrical Legend
57 Electrical Abbreviations and Notes
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Task 3
cont.).
Sheet No. Discipline Drawing Title
58 Electrical Site Plan and Ductbank Sections
59 Electrical MCC One-Line Diagrams
60 Electrical PLC and Chemical Feed One-Line Diagrams
61 Electrical Miscellaneous One-Lines and Schematics
62 Electrical Electrical Building Power Plan
63 Electrical Treatment Facility Power Plan - AWPS
64 Electrical Treatment Facility Power Plan - Chemical
65 Electrical Treatment Facility Power and Lighting Plan - Tank
66 Electrical Miscellaneous Power Plans
67 Electrical Schedules and Details
68 Instrumentation Legend & Abbreviations - Sheet 1 Of 3
69 Instrumentation Legend & Abbreviations - Sheet 2 Of 3
70 Instrumentation Legend & Abbreviations - Sheet 3 Of 3
71 Instrumentation Overall Control Network Diagram
72 Instrumentation AWPS Instrumentation Installation Details Sheet
73 Instrumentation AWPS Panel Details
74 Instrumentation AWPS Control Network Diagram
75 Instrumentation P&ID MF Feed Pumps and Strainers
76 Instrumentation P&ID MF Unit 4
77 Instrumentation P&ID MF Unit 5
78 Instrumentation P&ID MF Air Scour Blowers
79 Instrumentation P&ID MF Backwash Tank and Pumps
80 Instrumentation P&ID MF CIP
81 Instrumentation P&ID RO Feed Tank and Booster Pumps
82 Instrumentation P&ID RO Feed Pumps and Cartridge Filters
83 Instrumentation P&ID RO Unit 3
84 Instrumentation P&ID RO Unit 4
85 Instrumentation P&ID RO Flush System
86 Instrumentation P&ID RO Concentrate Pumps
87 Instrumentation P&ID Decarbonators
88 Instrumentation P&ID RO Permeate Tank
89 Instrumentation P&ID Sodium Hydroxide Storage and Feed System
90 Instrumentation P&ID Citric Acid Storage and Feed System
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EXHIBIT “B”
SCHEDULE OF PERFORMANCE
CONSULTANT shall perform the Services so as to complete each milestone within the number of
days/weeks specified below. The time to complete each milestone may be increased or
decreased by mutual written agreement 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.
Milestones Completion
No. of Weeks
From NTP
1. Kickoff Meeting 01
2. 100% design of Odor Control System (Task 2) 32
3. 60% design of Phase 1 AWPS (1.125 MGD) (Task 1) 43
4. Services during Bidding of Odor Control System (Task 6) 56
5. 100% design of Phase 1 AWPS (1.125 MGD) (Task 1) 71
6. 100% design of Phase 2 AWPS (2.25 MGD) (Task 3) 84
7. Services during Construction of Odor Control System
Task 6)
97
8. Services during Bidding of Phase 1 AWPS (Task 5) 101
9. Services during Construction of Phase 1 AWPS (Task 5) 174
The Parties acknowledge that this Agreement is being entered into in the context of a pandemic
known as the COVID-19 pandemic), which has the potential to cause disruptions and delays to
the work beyond the Parties’ reasonable control. The Parties agree that an actual delay directly
required by compliance with COVID-19 governmental orders or regulations, and not due to fault
or negligence of the CONSULTANT, may be considered an excusable delay (as below) in
accordance with this section. CONSULTANT may be entitled to an equitable adjustment in
schedule in the event such COVID-19-related delays occur, but only to the extent reasonably
required based upon the circumstances, as agreed in writing by the CITY’s Project Manager.
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A COVID-19-related excusable delay will not be a default or a ground for termination for cause of
the Agreement, provided that the CONSULTANT provides the CITY with prompt and detailed
notice of the COVID-19-related delay as soon as is reasonably feasible under the circumstances
and uses reasonable efforts to overcome the effects of such delay as promptly as reasonably
feasible under the circumstances. Notwithstanding the above provisions of this Section, in the
event of a period of nonperformance by CONSULTANT lasting more than thirty (30) days due to
a COVID-19-related delay, CITY may elect to terminate this Agreement pursuant to Section 19
Termination) herein.
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53
EXHIBIT “C”
COMPENSATION
The CITY agrees to compensate the CONSULTANT for professional services performed in
accordance with the terms and conditions of this Agreement, and as set forth in the budget
schedule below. Compensation shall be calculated based on the hourly rate schedule
attached as exhibit C-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 – (Detailed Design of 1.125 MGD AWPS and Storage Tank) $1,748,290
Task 2 – (Detailed Design of Odor Control System for the New
Pumping Plant)
116,490
Task 3 – (Detailed Design Expansion for 2.25 MGD Production
and Storage)
233,890
Task 4 – (Permitting for 1.125 MGD AWPS) $198,370
Task 5 – (Engineering Services during Solicitation and
Construction of the 1.125 MGD AWPS)
412,060
Task 6 – (Engineering Services during Solicitation and
Construction of the NPP Odor Control Replacement)
47,510
Task 7 – (Project Management) $136,980
Total Basic Services $2,893,600
Additional Services (Not to Exceed) 289,360
Maximum Total Compensation $3,182,960
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:
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Contract No. C21178333 Rev. April 23, 2020
54
A. Travel outside the San Francisco Bay area, including transportation and meals, will be
reimbursed at actual cost subject to the City of Palo Alto’s policy for reimbursement of
travel and meal expenses for City of Palo Alto employees.
B. Long distance telephone service charges, cellular phone service charges, facsimile
transmission and postage charges are reimbursable at actual cost.
All requests for payment of expenses shall be accompanied by appropriate backup
information. Any expense anticipated to be more than $1,000 shall be approved in advance
by the CITY’s project manager.
ADDITIONAL SERVICES
The CONSULTANT shall provide additional services only by advanced, written authorization
from the CITY. The CONSULTANT, at the CITY’s project manager’s request, shall submit a
detailed written proposal including a description of the scope of services, schedule, level
of effort, and CONSULTANT’s proposed maximum compensation, including reimbursable
expense, for such services based on the rates set forth in Exhibit C-1.
The additional services scope, schedule and maximum compensation shall be negotiated
and agreed to in writing by the CITY’s project manager and CONSULTANT prior to
commencement of the services. Payment for additional services is subject to all
requirements and restrictions in this Agreement
Professional Services
Contract No. C21178333 Rev. April 23, 2020
55
EXHIBIT “C-1”
SCHEDULE OF RATES
PAGE 1 OF 3)
IBLACK & VIEATCH
1B 11 i ld 'ng wor ld o·r di ·e.ren:0 ,•
Billing Rat e Sc he dulles
City of Palo Allt.o
Advanced Water IPurifiication S,ys tem Proj ec t
Bl ack & V eat ch Classiifica.tiion
C lien t Diiredor, SL P roject Ma nag1e r, S r. Qua lity rv1a nager (Gra de 9)
Proj ect Ma n ager, S r.. En g ineer (G ra de 8)
Proj ect rv1a n ager, S r.. En g ineer {G ra de 7 )
E ng in ee r/Sc ie 1 ist (G rade 6)
E ng iin ee r/Sc ie 1 is (Grade 5), BIM !Manager (Tech 8),
E ng iin ee r/Sc ien is (G ra de 4), S r .. B IIIM (Tec h 7),
E ng iin ee r/Sc ien ist (G ra de 3), BIM L ead (Tech 6)
E ng in ee r/Sc ien is (G ra de 2 ), BIM (Tech 5),
E ng iin ee r/S c ien is (G rade 1 ), BIM (Tech 4 ),
B IIIM /CAD (Tech 3)
CAD (Tech 2 ), Ad ministrat ive Ass is tant
CAD (Tech 1 ), En gi n eerin g Inte rn
2020 BilIing Rates held co nstant with no ,escalat io 1 thro u • h Dece mber 2022. g
Oct ober n 202 0
Bill li n g Rates
27 1.34
257 .54
239 .. 14
2 111 .. 55
183.96
160 .96
137 .. 97
1 2 8 .77
1119 .57
105 .78
96.58
9 '1 .. 98
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Contract No. C21178333 Rev. April 23, 2020
56
EXHIBIT “C-1”
SCHEDULE OF RATES
PAGE 2 OF 3)
IBLACK&VEA:TCH
IB 1c1 1n 51 wo lld "' dlff,e ,"'ooe-:
Billing Rate Sclh edu1l1e.s
City o,f Pa lo A lt o
Advan ce d W ate r Pu ri fi cat ion S,yste mi Proj ect
Si,eg h-1i.ed Clllassiiffii cat i 011
Ma nag ing1Pr ino ipal
Principa l
Senior Assoo ia te
Assoc ·are
Proj ecit Eng,ineer
Eng in.eer 11
Eng in.eer I
Oler ica l
Sentor I echllil ician
T ech11 ioia ii 111
T ech11ioie1 ii 11
T ech11ioia ii I
I il stru mentrnan (DI R"")
01 aililman (DI R"'"')
Proj ecit Surveyor
Surveyor II
Su rveyor I
Proj ecit Landscap e Architeci
Landscap e Archite ct II
Landscap e Architect I
2 020 IB i'lli:ng Rates heild con,st.ml:. To o escs'l at ior11, ttlmugh Oe c e m be r ·20 22.
Octob:e r-13, 20 20,
B lli ng Rates
298 .48
263 .36
237.03
1194.89
168.55
151.00
1133.44
7725
129_93
11119.39
1105 .35
87.79
242.JO
1182 .00
168 .55
1I5·1.oo
133 .44
1158.02
1 0.46
1133.44
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57
EXHIBIT “C-1”
SCHEDULE OF RATES
PAGE 3 OF 3)
B ILACK&VEATCH
n li:tln 51 a wo tld or dlflii!RM..,.
B illin g R.at:e Sched u l,es
City o,f Pa lo Alto
Advanced Wa ter !Pu rifi cation System Proj ect
EDA. (Jilissifiicati 0111
Princ i pa l
Proj ect Mania,g,er 111
Assoc l e II
Adm imslra tive Assi stant
2020 B i'll r_n g Ra· s h~d con-s-ta111 t. "ti, o escalaiio 111, throu gh D e ce mber 2il22.
Cal Engilllleer illll g &. Geo1~ogy Cl ass ificatiion
Prin ci pa l
Asso ciate
Senior IEng,i neer
Proj ect Eng,ineer
Staff Eng,i 11eer
Senior G ISI CADD Speci list
Proj ecit Ass · stant
2020 B i'll in g Ra·es h~d con-s-ta111 "ti, o escalaiio ni, throu gh D e ce mber 2il22.
Badger Day'llighti ng Classification
Hydro vac -R!e,g;u1ar Ti me ( 11operator)
Hydrovac -Ov erti me (1 operator)
Assume o:n e 12-tmur d a y for polnolin g .
Oct,ober 13, 2 0 20
Bi lli ng Rates
287 .00
279.00
1175 .00
a2.m1
Bi lli ng Rates
24[l00
215.00
20 0.00
160.00
11 5.00
140.00
85.00
Bii lli ng Rates
295 .00
345 .00
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Contract No. C21178333 Rev. April 23, 2020
58
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:
REQUIR
ED
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
YES PROFESSIONAL LIABILITY,
INCLUDING, ERRORS AND
OMISSIONS, MALPRACTICE
WHEN APPLICABLE), AND
NEGLIGENT PERFORMANCE ALL DAMAGES $2,000,000
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 SUBCONSULTANTS, IF ANY, BUT
ALSO, WITH THE EXCEPTION OF WORKERS’ COMPENSATION, EMPLOYER’S LIABILITY AND
PROFESSIONAL INSURANCE, NAMING AS ADDITIONAL INSUREDS CITY, ITS COUNCIL MEMBERS,
OFFICERS, AGENTS, AND EMPLOYEES.
I. INSURANCE COVERAGE MUST INCLUDE:
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Contract No. C21178333 Rev. April 23, 2020
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A. A CONTRACTUAL LIABILITY ENDORSEMENT PROVIDING INSURANCE COVERAGE
FOR CONTRACTOR’S AGREEMENT TO INDEMNIFY CITY.
II. CONTACTOR MUST SUBMIT CERTIFICATES(S) OF INSURANCE EVIDENCING REQUIRED
COVERAGE AT THE FOLLOWING URL:
https://www.planetbids.com/portal/portal.cfm?CompanyID=25569.
III. ENDORSEMENT PROVISIONS, WITH RESPECT TO THE INSURANCE AFFORDED TO
ADDITIONAL INSUREDS”
A. PRIMARY COVERAGE
WITH RESPECT TO CLAIMS ARISING OUT OF THE OPERATIONS OF THE NAMED
INSURED, INSURANCE AS AFFORDED BY THIS POLICY IS PRIMARY AND IS NOT
ADDITIONAL TO OR CONTRIBUTING WITH ANY OTHER INSURANCE CARRIED BY OR
FOR THE BENEFIT OF THE ADDITIONAL INSUREDS.
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
CONSULTANT 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 CONSULTANT SHALL PROVIDE CITY AT LEAST
A TEN (10) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF
CANCELLATION.
VENDORS ARE REQUIRED TO FILE THEIR EVIDENCE OF INSURANCE AND
ANY OTHER RELATED NOTICES WITH THE CITY OF PALO ALTO AT THE
FOLLOWING URL:
HTTPS://WWW.PLANETBIDS.COM/PORTAL/PORTAL.CFM?COMPANYID=25569
OR
HTTP://WWW.CITYOFPALOALTO.ORG/GOV/DEPTS/ASD/PLANET_BIDS_HOW_TO.ASP
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60
EXHIBIT “E”
DIR REGISTRATION FOR PUBLIC WORKS CONTRACTS
This Exhibit shall apply only to a contract for public works construction, alteration, demolition,
repair or maintenance work, CITY will not accept a bid proposal from or enter into this Agreement
with CONSULTANT without proof that CONSULTANT and its listed subcontractors are registered
with the California Department of Industrial Relations (“DIR”) to perform public work, subject to
limited exceptions. City requires CONSULTANT and its listed subcontractors to comply with the
requirements of SB 854.
CITY provides notice to CONSULTANT of the requirements of California Labor Code section
1771.1(a), which reads:
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
contract is awarded.”
CITY gives notice to CONSULTANT and its listed subcontractors that CONSULTANT is required to
post all job site notices prescribed by law or regulation and CONSULTANT is subject to SB 854-
compliance monitoring and enforcement by DIR.
CITY requires CONSULTANT 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, CONSULTANT 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 CONSULTANT and its listed
subcontractors, respectively.
At the request of CITY, acting by its project manager, CONSULTANT 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.
CITY requests CONSULTANT and its listed subcontractors to submit the certified
payroll records to the project manager at the end of each week during the Project.
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If the certified payroll records are not produced to the project manager within the 10-day period,
then CONSULTANT 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 CONSULTANT.
Inform the project manager of the location of CONSULTANT’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.
1
Minor, Beth
From:Shikada, Ed
Sent:Friday, March 5, 2021 7:17 PM
To:Council, City
Cc:Executive Leadership Team; Brettle, Jessica
Subject:Council Agenda Consent Questions for March 8, Items 3, 4, 5
Dear Mayor and Council Members:
On behalf of City Manager Ed Shikada,please find below the staff responses to inquiries
made by Council Member Tanaka in regard to the March 8,2021 Council Meeting
agenda.
Item 3:Contract Approval for Design of Advanced Water Purification System
Project at RWQCP
Item 4:Amendment to Extend Term with SAP for Five Years
Item 5:Ramos Park Park Improvement Ordinance
Item 3:Contract Approval for Design of Advanced Water Purification System Project
at RWQCP
1. The relatively high costs of the required infrastructure specifically the distribution
infrastructure)are major financial constraints to the implementation of water
reuse.Where does staff see fit to make a budget tradeoff to pay for this?With
education,rent relief to renters/businesses,transportation,staffing,etc.?Especially
if the project requires additional funding
Distribution infrastructure is typically a high cost barrier for implementation of recycled
water systems.In our case,the basic distribution lines and laterals are already
established in Palo Alto on Embarcadero Road and East Bayshore Road and in Mountain
View in the North Bayshore area.The Advanced Water Purification System AWPS)
facility will improve the recycled water quality for current and future customers.The
City of Mountain View,our partner agency,supports this project.Mountain View has 60
current potable water customers waiting for improved recycled water quality to
connect to the existing recycled water piping distribution system.
Design fees are reimbursed by Valley Water per the Partnership Agreement approved
by Council in December 2019 See SR#10627 with link in the Staff Report).Valley Water
agreed to pay 16 million dollars towards the design and construction of the local AWPS
facility.Any costs in excess of 16 million will be paid 75%by Mountain View and 25%
by Palo Alto and partner agencies,through wastewater rates.Wastewater collection
and treatment funds cannot be used to pay for unrelated services such as those
included in the question,and the reference to budget tradeoffs is therefore not
applicable.
2
2. If approved,how will it be ensured that all community members equally receive
water distribution and benefit,especially in harder to reach areas?
Recycled water reduces the need for imported potable water,which benefits all
community members.Our recycled water system,like others,is cost effective by having
a limited distribution system delivering recycled water to those sites that have adequate
usage to justify the high initial capital cost of the distribution pipeline e.g.,golf courses,
parks,business parks,etc.).Those without connections to the distribution system can
be permitted to fill up a truck of recycled water using the truck fill standpipe at the
RWQCP or can hire a hauling company to utilize recycled water.
3. Is this genuinely urgent?Or can the city prioritize more pressing needs,especially
pandemic related needs,rather than investing in a project that is not going to solve
something life threatening and only serve the purpose of just quality?
As described in the response to Question 2,this project reduces reliance on imported
water,which is a basic resource for the community.Drought mitigation is an urgent
matter statewide.The funds to be used for the design and construction of the AWPS
cannot be used for pandemic related needs or other pressing needs outside of the
scope of the terms of the Partnership Agreement between Valley Water,Mountain
View,and Palo Alto.
Item 4:Amendment to Extend Term with SAP for Five Years
1. When do you expect for phase 2 of the business functionality program to be
presented to council?
Staff is expecting to bring Phase 2 to council early calendar year 2022.
2. In 2007 2013 new contracts were signed with SAP,but 2015 onward,extensions
were made.What instigated the change in extension structures?
Upon review in collaboration with our legal counsel,it was determined that creating
amendments to extend and negotiate these amendments with SAP would be a more
appropriate path to ensured that all elements of the agreement are incorporated and
document the overall relationship with the service provider.
3. Is the contract seeking to renew licensing for the integral software or is it simply a
tech support service?
This contract is to renew the agreement with the software provider,SAP,for
maintenance,technical support,and technical support services in order to maintain the
software license the City owns.This contract allows the City to apply the latest security,
technical such as issuance of support packs for compliance reasons),and business
related software fixes released by SAP.The City staff also leverage SAP’s Enterprise
technical)support for software related issues that arise during day to day business
processes.
4. What are the alternatives to SAP?
The memorandum articulates the alternatives,including the option to procure and
entirely new system with the solicitation through RFP issued in August of 2017.The city
3
received thirteen proposals and through a competitive proposal evaluation process,
three vendors were shortlisted.After a rigorous bid evaluation process and additional
due diligence performed by city staff,it was identified that the cost to procure and
implement a new ERP was much higher than anticipated.Executive staff reviewed the
findings and determined that,considering the costs of implementation and ongoing
costs,a new ERP was not fiscally prudent.The RFP was cancelled on November 14,
2018,and the vendors were notified of the cancellation.Rather than adopting a new
ERP,the City opted to upgrade its legacy SAP ERP system which reached its end of life.
The upgraded version,SAP’s ERP Suite on HANA ensures the city remains on a support
version including maintenance and security patches from the service provider.Should
Council wish to immediately pursue an alternative to SAP,this direction could
appropriately be made as part of budget actions for the upcoming fiscal year.
5. Is it essential to upgrade the software in the middle of a budget crisis?
The recommended action is for support,not an upgrade.Nonetheless,the City’s legacy
system,that reached its end of life was approved to be upgraded by the City Council
and work started in 2019 before the pandemic began.Had the City chosen to halt work
on the upgrade,it would remain on a system no longer supported by the provider,
leaving the City at risk to security vulnerabilities as well as instability of the application.
The upgraded system ensures the City remain on a currently supported software
version for support and security purposes.
6. What are the main services of SAP?What features will we lose access to if we do
not renew the contract?
As outlined in page 3 of the staff report,SAP supports core business processes in
Finance accounting,biweekly payroll,accounts payable/receivable,budget),
procurement,human resources management,capital project management,and
Utilities’operations meter read,billing,payment,collection,and workorders).Should
this contract not be approved,the City would no longer have support or access to
security patches and software patches,nor would staff have support should daily
operations be impeded by software related bugs or issues.
Item 5:Ramos Park Park Improvement Ordinance
1. Since the survey for the renovation project only had 198 responses,is there an
urgency to complete this project soon or can it wait?
The survey was intended to supplement the previous community outreach meetings
about the Capital improvement Program CIP)project for Ramos Park.The urgency to
complete the project is primarily driven by the age and condition of the infrastructure
that will be replaced with the project.The Ramos Playground was built in 1994.
Playgrounds are typically replaced every 15 to 20 years.Playgrounds that have
exceeded the typical replacement age are more costly and challenging to repair due to
the lack of available replacement parts and the requirements to bring other playground
parts or elements into compliance with current playground safety standards.As with all
older playgrounds,it is difficult to predict when parts will need repair or replacement,
but the need for costly repairs increases as the playgrounds exceed 20 years old.
2. What were the questions asked in the survey?
4
There were seven questions in the survey.The survey questions and results can be
found here:https://www.cityofpaloalto.org/civicax/filebank/documents/80488
3. Since you said the response from the survey was positive and supportive”,what
questions were the responses positive and supportive?Additionally,were all
responses positive,if not,what is the ratio of positive and negative responses?
A majority of the survey respondents supported a fenced dog park,security lighting,
basketball court striping on the large paved area currently no striping),the addition of
play equipment for older children 5 12)at the existing playground currently only for 2
5 year olds),native/habitat planting,and the extension of the walkway.These items
were all supported by 59%or more of the 198 respondents to the survey.Support for
the restroom was approximately a 50/50 split,with 97 in favor and 100 opposed.The
Parks and Recreation Commission considered the survey information and other
community input in its review of the project,and recommends including the restroom.
4. How much will the renovation cost including the installation of the restroom?
The CIP project for Ramos Park PG 14000)has funding of 271,000 for the replacement
of the playground equipment;replacement of benches,trash receptacles,and the
drinking fountain;and accessibility improvements.As part of the City’s continued effort
to provide restroom facilities in parks,Ramos Park was identified in the Parks Master
Plan 2017)as one of six parks at which the City would actively pursue installing a
restroom.CIP project PG 19000,Parks Restroom Installation,will provide funding of
350,000 for installation of the new restroom facility.This funding comes from Park
Development Impact Fees.The total project cost is 621,000.
5. Does it make sense to be renovating the bathrooms especially since they can’t be
used at the moment?
The recommended plan includes a new restroom,not a renovation.All park and open
space restrooms are open and have been open since late March 2020.
Thank you.
Ed Shikada
City Manager
250 Hamilton Avenue
Palo Alto,CA 94301
650)329 2280
ed.shikada@cityofpaloalto.org