HomeMy WebLinkAboutStaff Report 2601-5850CITY OF PALO ALTO
CITY COUNCIL
Special Meeting
Monday, April 13, 2026
Council Chambers & Hybrid
5:30 PM
Agenda Item
5.Approval of Amendment Number 3 to Contract C21178333 with Black & Veatch, Inc., to
increase the Contract Amount by $963,160 for a revised total not-to-exceed amount of
$4,146,109, and to Extend the Contract Term to December 31, 2028, for the Local
Advanced Water Purification System Project (WQ-19003); CEQA Status - Notice of
Determination Adopted November 18, 2019
City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Public Works
Meeting Date: April 13, 2026
Report #:2601-5850
TITLE
Approval of Amendment Number 3 to Contract C21178333 with Black & Veatch, Inc., to
increase the Contract Amount by $963,160 for a revised total not-to-exceed amount of
$4,146,109, and to Extend the Contract Term to December 31, 2028, for the Local Advanced
Water Purification System Project (WQ-19003); CEQA Status - Notice of Determination Adopted
November 18, 2019
RECOMMENDATION
Staff recommends that the City Council approve and authorize the City Manager or their
designee to execute Amendment No. 3 to Contract C21178333 with Black & Veatch, Inc. to
extend the contract term from December 31, 2027 to December 31, 2028 and to provide
additional engineering services during construction of the Local Advanced Water Purification
System Project (WQ-19003) in the amount of $963,160, including $875,600 for basic services
and $87,560 for additional services. This amendment results in a revised total not-to-exceed
contract amount of $4,146,109.
EXECUTIVE SUMMARY
This report recommends approval of Amendment No. 3 to Contract C21178333 with Black &
Veatch, Inc. (Attachment A), to continue providing engineering services during construction of
Phase I of the Local Advanced Water Purification System project (Local AWPS). The project will
reduce the salinity of the recycled water produced at the Regional Water Quality Control Plant.
The original design contract assumed a construction duration of 18 months and a completion
date of June 2024. However, construction solicitation was delayed due to approval of financing
plans and a planning entitlement. Additionally, several changes to the project’s scope increased
construction duration and, during construction solicitation, the construction duration in the
construction contract was increased based on input from some bidders. Staff recommends that
City Council approve Amendment No. 3 to add funds in the amount of $963,160 to the contract
to address the delayed construction start date, additional construction duration, additional
engineering services during construction associated with a larger volume of construction
documents, and additional project management.
BACKGROUND
1 In the following years, the City and the other
Partner Agencies completed several projects to reduce infiltration in the collection system. The
repairs reduced the salts entering the RWQCP but not by enough to reach the target. In 2016,
City Council approved the Preliminary Conceptual Design Report for a phased Local Salt
Removal Facility (Local Advanced Water Purification System or Local AWPS).2
3 The original contract assumed a design time of 12
months followed by a construction duration of 18 months. The estimated completion date of
the project was June 2024.
4,5 Staff requested a contract extension to
cover construction solicitation and potentially construction phase without amending
compensation because the construction status was still unknown. Amendment No. 1 to the
contract was approved administratively and added hourly rates for 2023 through 2026. In June
2024, City Council approved Amendment No. 2 to extend the term through December 31,
2027.6
1 City Council, January 25, 2010; Agenda Item #9, SR #111:10,
https://www.paloalto.gov/files/assets/public/v/1/agendas-minutes-reports/reports/city-manager-reports-
cmrs/year-archive/2010/cmr-111-10.pdf
2 City Council, May 16, 2016; Agenda Item #6, SR #6458,
3 City Council, March 8, 2021; Agenda Item #3, SR #11782,
4 City Council, October 16, 2023; Agenda Item #10, SR #2308-1863,
5 City Council, May 13, 2024; Agenda Item #11, SR #2404-2760,
6 City Council, June 10, 2024; Agenda Item #8, SR #2404-2881,
(C25193197). The construction notice to proceed was issued on June 18, 2025. At that time,
Black & Veatch started providing engineering services during construction.13
ANALYSIS
Staff recommends extending contract C21178333 to December 31, 2028, and increasing
compensation to Black & Veatch for additional engineering services during construction. The
original contract with Black & Veatch assumed a construction duration of 18 months. During
design and permitting, several changes to the project’s scope increased the construction
duration. During construction solicitation, the construction duration was further increased to
36 months based on input from bidders. The new estimated completion date is May 2028.
When the construction contract was awarded, staff expected that an amendment would be
needed to cover the longer construction duration but did not yet have sufficient information to
establish a revised budget. Staff has since received additional information allowing negotiation
of the recommended amendment.
Staff recommends that City Council approve Amendment No. 3 to add funds in the amount of
$963,160 to the contract to address the delayed construction start date, additional
construction duration, and for:
1. Additional design services to reroute an existing sewer line that needed to be relocated
2. Additional bid period services associated with responding to bidder’s questions and
issuing design addenda. During solicitation, 200 questions from prospective bidders
were received, beyond the original budgeted amount.
3. Additional engineering services during construction associated with a larger volume of
construction documents, engineering submittals and resubmittals, and requests for
information from the contractor.
4. Additional project management services associated with the additional duration of the
project.
5. Updated costs, accounting for increases in hourly rates for providing engineering
services during construction for a longer period of time. The consultant agreed to hold
their rates through the end of 2022 to help with the City’s finances during the COVID-19
pandemic. Consultant held the same rates through the end of 2023. With the revised
contract expiration date, most of the engineering services during construction are being
completed between 2025 and 2028 and the corresponding increase in cost has been
significant.
Amendment No. 3 will revise the total contract amount for a not-to-exceed $4,146,109
including $3,769,190 for basic services and $376,919 for additional services.
13 City Council, May 19, 2025; Agenda Item #10, SR #2503-4327,
https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=83405&dbid=0&repo=PaloAlto
FISCAL/RESOURCE IMPACT
Staff will work to limit the
use of construction contingency to stay within the overall approved budget. If the full
construction contingency is ultimately needed, staff will coordinate with the City of Mountain
View and will return to City Council with the required budget amendment.
STAKEHOLDER ENGAGEMENT
15
ENVIRONMENTAL REVIEW
16 17 The Local AWPS was identified as a potential mitigation
measure in the previously adopted EIR.
ATTACHMENTS
APPROVED BY:
15 City Council, May 13, 2024; Agenda Item #11, SR #2404-2760,
16 City Council Resolution 9548; 2015;
17 City Council Resolution 9549; 2015;
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Contract No. C21178333
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AMENDMENT NO. 3 TO CONTRACT NO. C21178333
BETWEEN THE CITY OF PALO ALTO AND
BLACK & VEATCH CORPORATION
This Amendment No. 3 (this “Amendment”) to Contract No. C21178333 (the “Contract” as
defined below) is entered into as of April 6, 2026, by and between the CITY OF PALO ALTO, a
California chartered municipal corporation (“CITY”), and BLACK & VEATCH CORPORATION, a
Delaware Corporation, located at 2550 North First Street, Suite 420, San Jose, CA 95131
(“CONSULTANT”). CITY and CONSULTANT are referred to collectively as the “Parties” in this
Amendment.
R E C I T A L S
A. The Contract (as defined below) was entered into by and between the Parties to
provide design and engineering services for the Advanced Water Purification System , as detailed
therein.
B. The Parties now wish to amend the Contract in order to (1) extend the contract term
by one year, from December 31, 2027 to December 31, 2028; (2) expand the contract scope to
include additional engineering services during construction of the Local Advanced Water
Purification System project; and (3) increase the total not-to-exceed compensation by $963,160,
including $875,600 for basic services and $87,560 for additional services, for a new total not-to-
exceed amount of $4,146,109.
NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of
this Amendment, the Parties agree:
SECTION 1. Definitions. The following definitions shall apply to this Amendment:
a. Contract. The term “Contract” shall mean Contract No. C21178333 between
CONSULTANT and CITY, dated March 8, 2021, as amended by:
Amendment No.1, dated December 20, 2023
Amendment No.2, dated June 3, 2024
b. Other Terms. Capitalized terms used and not defined in this Amendment
shall have the meanings assigned to such terms in the Contract.
SECTION 2. Section 2 “TERM” of the Contract is hereby amended to read as follows:
“The term of this Agreement shall be from the date of its full execution through December 31, 202 8
unless terminated earlier pursuant to Section 19 of this Agreement.”
SECTION 3. Section 4 “NOT TO EXCEED COMPENSATION” of the Contract is hereby amended
to read as follows:
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The compensation to be paid to CONSULTANT for performance of the Services described in
Exhibit “A” (“Basic Services”), and reimbursable expenses, shall not exceed Three Million Seven
Hundred Sixty-Nine Thousand One Hundred Ninety Dollars ($3,769,190.00). 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 Four Million One Hundred Forty-Six Thousand One
Hundred and Nine Dollars ($4,146,109.00). 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 4. The following exhibit(s) to the Contract is/are hereby amended or added, as
indicated below, to read as set forth in the attachment(s) to this Amendment, which is/are hereby
incorporated in full into this Amendment and into the Contract by this reference:
a. Exhibit “A” entitled “SCOPE OF SERVICES, AMENDMENT NO. 3”, AMENDED,
REPLACES PREVIOUS.
b. Exhibit “B” entitled “SCHEDULE OF PERFORMANCE, AMENDMENT NO. 3”,
AMENDED, REPLACES PREVIOUS.
c. Exhibit “C” entitled “COMPENSATION, AMENDMENT NO. 3”, AMENDED,
REPLACES PREVIOUS.
d. Exhibit C-2: “SCHEDULE OF RATES, AMENDMENT NO. 3” (ADDED)
SECTION 5. Legal Effect. Except as modified by this Amendment, all other provisions of the
Contract, including any exhibits thereto, shall remain in full force and effect.
SECTION 6. Incorporation of Recitals. The recitals set forth above are terms of this
Amendment and are fully incorporated herein by this reference.
(SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.)
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SIGNATURES OF THE PARTIES
IN WITNESS WHEREOF, the Parties have by their duly authorized representatives executed
this Amendment effective as of the date first above written.
CITY OF PALO ALTO
City Manager
APPROVED AS TO FORM:
City Attorney or designee
BLACK & VEATCH CORPORATION
Officer 1
By:
Name: Daniel C. Lopez, PE
Title: Associate Vice President
Attachments:
Exhibit A: “SCOPE OF SERVICES, AMENDMENT NO. 3” (AMENDED, REPLACES PREVIOUS)
Exhibit B: “SCHEDULE OF PERFORMANCE, AMENDMENT NO. 3” (AMENDED, REPLACES PREVIOUS)
Exhibit C: “COMPENSATION, AMENDMENT NO. 3” (AMENDED, REPLACES PREVIOUS)
Exhibit C-2: “SCHEDULE OF RATES, AMENDMENT NO. 3” (ADDED)
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EXHIBIT “A”
SCOPE OF SERVICES, AMENDMENT NO. 3
(AMENDED, REPLACED PREVIOUS)
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 1 9 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:
• REVISED Final Advanced Water Purification System Feasibility Study, May 25, 2017
• Advanced Water Purification System Preliminary/Conceptual Design Report, December
15, 2017
• Addendum to the 2015 City of Palo Alto Recycled Water Project Environmental Impact
Report has been prepared for the AWPS project, September 13, 2019
• Membrane Pilot Testing Report, August 2018
• 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:
• 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.
• 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.
• 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:
• Basis of Design Report including 30% Design Drawings and Class 4 OPCC
• Design and Bidding Document Submittals for an Advanced Water Purification System
(AWPS) at 60%, 90% and 100% development.
• Development of construction sequencing requirements
• Development of control strategies
• Development of an O&M Manual for the overall system operation, with detailed process
and control descriptions of the process train
• 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:
• Housekeeping pads for future equipment skids
• Sizing pipe headers large enough to meet the expansion flow requirements
• Accounting for future equipment electrical loads in the MCCs
• Any other items related to accommodate future expansion of the system
• 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 in the design the preservation of the two (2) landfill
gas monitoring wells and associated access.
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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:
• Pre-filtration
• Chemical Storage and feed systems
• UF / MF and R.O. Membrane Skid Assemblies
• Decarbonated
• Break tanks and pumping system
• UF / MF Cleaning system
• Reverse Osmosis (R.O.) Cleaning system
• Blending station to produce enhanced recycled water
• Pilot test bed area & sampling points throughout the process.
• Motor Control Center design
• Fire Protection System design for the building(s)
• Medium Voltage and Low Voltage Power Distribution system design
• Instrumentation and Control system design
• Access platforms and stairs for accessing equipment
• 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 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
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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.
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. CONSULTAN T 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
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Water Purification System Project.
Task 1.3 assumptions:
• 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.
• CONSULTANT will design all pipe supports for piping 14 inches and greater.
• CONTRACTOR will be required to design all pipe supports for piping 12 inches and
smaller, performance specified.
• Design of structural elements for a fall protection system is not included.
• Special Inspections support is not included.
• Tank, foundation, and piles to be designed by tank manufacturer and covered by a
performance specification.
• 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.
• 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.
• 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.
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
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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:
• The control room, inside the electrical building, will be heated and air conditioned
for personnel comfort and to achieve Title 24 compliance.
• The electrical room will be heated with unit heaters and air conditioned by packaged
air conditioning.
• 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.
• Fire pump system or fire water storage tank is not required.
• 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 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
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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:
• 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.
• 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.
• Arc Flash and coordination study will be specified to be included in the CONTRACTOR’s
scope of work.
• It is assumed that meter vaults will not have any lighting.
• 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.
• 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.
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• Design coordination with remote communication by others to the 2.25 mgd expansion
RO permeate tank.
• 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.
• City to provide portable generator information to Consultant for designing the manual
transfer switch.
• 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.
Task 1.6 Assumptions:
• Photometric plans detailing lighting levels are not included. (Lighting will be provided
for basic security in active use areas within the AWPS site only).
• 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 delive rable 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.
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30% Design Deliverable
• 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
• Key Design Decision Small Group Meetings – 5 each.
• Draft BoDR Presentation Workshop (Pre-City and Agency Partner Review)
o Meeting Agenda
o Slide Presentation
o Sign-in sheet, and meeting minutes
• 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:
• 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.
• Chemical storage requirements, storage approach (tanks vs. totes),
addition points, control strategy, access and features for O&M.
• AWPS Overall Layout and selection of canopy vs. partial enclosure or
enclosed building options based on cost and non-cost factors.
• RO permeate storage volume assessment (@1.125 and 2.25 MGD
capacity) and tank location(s) and materials selection.
• Blending station siting, layout, configuration, and control strategy
requirements and blend ratio rangeability and constraints.
• Test Pad Area layout and provisions for future pilot equipment access to
feed water, power, waste, lighting and other required utilities.
• Noise generation and attenuation study
• Landscape Restoration, Trail Realignment, and Pavement Restoration
- General project scope and background references.
- Design criteria, including:
• Flow rates – current and anticipated.
• AWPS feed water quality - physical, chemical and biological.
• RO permeate water quality.
• Applicable codes and standards, including fire and safety codes including
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code review and approval process.
• Local building, planning, and zoning department requirements including
code review and approval process.
• Site considerations, including subsurface conditions, flood elevations,
drainage requirements, etc.
• P&ID and Process Flow Diagrams
• Preliminary site plan, building layouts, and architecture.
• Preliminary hydraulic profile.
• Process and hydraulic systems.
• Chemical feed and storage.
• Operational monitoring and control systems.
• HVAC systems.
• Electrical systems.
• Structural design criteria.
• Communications systems.
• Miscellaneous support systems.
• Security systems.
• Utility requirements.
o Final BoDR – two (2) hard copy sets, 1 electronic set in pdf format and 1 electronic
copy in MS Word
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)
• 30% drawings set (provide in PDF and two (2) hard copies)
• Project Initial Specification List in CSI 2018 MasterFormat
• Association for the Advancement of Cost Engineering (AACE) Class 4 OPCC accuracy range of
-20% / +30%
• 30% Design Review Workshop
o Meeting Agenda
o Slide Presentation
o Sign-in sheet, and meeting minutes
60% Design Deliverable
• 60% Design Review Workshop
o Meeting Agenda
o Slide Presentation
o Sign-in sheet, and meeting minutes
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• Sole-sourced, Prequalified and Pre-purchased Equipment List with rationale
• Preliminary Construction Schedule with key milestones (presented in MS Project)
• 60% drawings set (provide in PDF and two (2) hardcopies)
• 60% Specifications in CSI 2018 MasterFormat
• RO Projections and RO Normalization Calculations
• Draft process design calculations
• Association for the Advancement of Cost Engineering (AACE) Class 3 OPCC, accuracy range of
-15% / +20%
• 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.
90% Design Deliverable
• 90% Design Review Workshop
o Meeting Agenda
o Slide Presentation
o Sign-in sheet, and meeting minutes
• 90% Construction Schedule with key milestones (presented in MS Project)
• 90% drawings set (provide in PDF and two (2) hard copies)
• 90% Specifications in CSI 2018 MasterFormat
• Final process design calculations
• AACE Class 2 OPCC, accuracy range of -10% / +15%
100% Design Deliverables / Bid Package
• Final Specifications that conform to CSI 2018 MasterFormat (provide in MS Word and
two (2) hard copies)
• 100% drawings set (provide in PDF and two (2) hard copies
• Final R.O. Projections
• Final Process Design Calculations
• Final Construction Schedule
Task 1 - General Assumptions
• 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
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up to two members from the CONSULTANT. All other members will join via conference call.
• B&V standard specifications will be used, except for Division 0.
• Value Engineering study and/or responses not included.
• B&V standard graphics will be used for all drawings.
• All required calculation submittals will be provided in portable document format (PDF).
• Demolition of the existing RW storage tanks not included.
• 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:
• Hydrogen sulfide:
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)
• 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:
• Odor Characterization - including review of data, discussion of O&M’s understanding, and
new grab samples
• 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.
• Technology Alternatives Screening and Selection Workshop with Engineering and O&M (1-
hour duration).
• 30% Design Submittal including Basis of Design Criteria
• 90% Design Submittal and Class 2 OPCC, accuracy range of -10% / +15%
• 100% Bid Document Submittal
Task 2 – Deliverables
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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 delive rable 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 decision s 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
• 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.
• The Basis of Design Report developed in Task 1 will be used for the Odor Control
Replacement design.
• B&V standard specifications will be used, except for Division 0.
• Value Engineering study and/or responses not included.
• B&V standard graphics will be used for all drawings.
• All required calculation submittals will be provided in portable document format (PDF).
• Demolition of the existing biofilter is included in Task 1.
• The Preliminary Drawing list is attached to this Scope of Services.
Task 3 – Detailed Design Expansion for 2.25 MGD Production and Storage (As of Amendment 3, Task
3 is on hold. Accordingly, no funds are currently allocated for this task.)
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:
• Addition of equipment skids onto existing housekeeping pads
• Extension of piping and electrical to the new equipment
• Integration of the new equipment items into the existing system
• 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,
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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:
• Pre-filtration
• UF / MF and R.O. Membrane Skid Assemblies Expansion / Addition
• Motor Control Center modifications
• Integration of new equipment into the Instrumentation and Control system
• 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
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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.
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 delive rable 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
• 90% Design Review Workshop
o Meeting Agenda
o Slide Presentation
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o Sign-in sheet, and meeting minutes
• 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
100% Design Deliverables / Bid Package
• Final Specifications that conform to CSI 2018 MasterFormat (provide in PDF, Microsoft
Word, and two (2) hard copies)
• Final Drawings/Plan Set (provide in PDF, Microsoft Word, AutoCAD 3D and two (2) hard
copies)
• Final Construction Schedule
Task 3 - General Assumptions
• 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.
• All calculations will be completed in Task 1 – it is assumed no new calculations will be
completed in Task 3.
• 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.
• Demolition and modifications of the existing RW storage tanks not included.
• 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.
• It is assumed that all geotechnical work will be completed in Task 1 for the future tank
location.
• It is assumed that specifications will be copied from Task 1 and that minimal edits will be
required.
• Discipline-specific assumptions and general assumptions from Task 1 apply to Task 3.
• 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.
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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.
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)
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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.
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 cont ract, 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 inform al 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:
• Participate in two (2) Electrical Service (Power Feed) Coordination Meeting with PA
Electric Utilities
• Participate in two (2) meetings with City’s Planning Department staff prior to the ARB
study session
• Participate in one (1) study session to gain a recommendation for approval through ARB
• Participate in two Review Meetings with City Planning staff prior Architectural Review
Board (ARB) study session
• Participate in one meeting with the ARB study session
• Participate in one Planning and Transportation Commission meeting
• Participate in the City Council (PACC) Meeting for approval of the Project
• Participate in five (5) meetings with the PAFD regarding the sprinkler system design and
inspections.
• Coordination with DDW is included.
Task 4 - General Assumptions
• It is assumed that the City will provide all necessary information for the secondary
treatment system to incorporate into the Title 22 Engineering report.
• 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.
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
• Notice of Intent
• SWPPP
• Application
Coverage is
obtained after
submittal
BAAQMD
Yes
• ATC permit application
• Odor control permit
application for NPP biofilter
replacement
TBD
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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 • 60 percent design
elevations and site plan
and application
3 months
Planning and Transportation
Commission (PTC) Yes 1 month
City Council Approval Yes • ATC and PTC approval 1 month
Tree Ordinance CIP Approval Yes • Tree Inventory and list of
trees to be removed or
pruned
2 months
Public Works Engineering
FEMA NFIP Flood Elevation
Certificate
Yes
• Final grading plan
and foundation
plan
• Application
• Council Approval
3 months
Grading Permit
Yes
• Final grading plan
• Application
• Council approval
3 months
Building Permit
Yes
• Final plans
• Application
• Council approval
3 months
Encroachment Permit
Yes
• Final plans for construction
phase and permanent
changes
• Application
• Council approval
2 months
Parks and
Recreation
Commission
Maybe • 90 percent site plan 3 months
Baylands Design Guidelines Yes • 90 percent design elevations
• Site plan 3 months
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.
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(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 and the
NPP Odor Control Replacement
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 conference 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, te chniques, 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 36 months, CONSULTANT shall provide the
following services:
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.
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200 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.
150 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.
6 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 rec ord 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.
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, et c. 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:
• MF Feed Pumps
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• Strainers
• MF System
• MF CIP
• RO Booster Pumps
• RO System
• RO CIP
• Decarbonation System
• Miscellaneous Chemical Feed Systems
• Blending System
5.7 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 c ontrol descriptions,
etc. CONSULTANT shall provide one (1) hard copy and one (1) electronic copy in PDF and Microsoft
Word formats to the City.
Task 5 - General Assumptions
• 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.
• 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
This task is now to be combined with Task 5.
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 require ments 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:
• Conduct team meetings within the consulting firm to review progress, coordinate
evaluations and identify information needs
• Disseminate information to the design team
• Prepare design submittals
• Manage the project budget
• Manage the project schedule
• Manage sub-consultants
• 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 d istribute 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
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.
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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
• Monthly construction meetings will have one member from the CONSULTANT virtually or in
person. All other attendees will be via conference call.
• 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 timeli ne of
50 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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EXHIBIT “B”
SCHEDULE OF PERFORMANCE, AMENDMENT NO. 3
(AMENDED, REPLACES PREVIOUS)
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. 100% design of Phase 1 AWPS (1.125 MGD) (Task 1)
186
5. Services during Bidding of Odor Control System (Task 6)
209
6. Services during Bidding of Phase 1 AWPS (Task 5) 209
7. Services during Construction of Odor Control System
(Task 6)
407
8. Services during Construction of Phase 1 AWPS (Task 5)
407
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.
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
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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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EXHIBIT “C”
COMPENSATION, AMENDMENT NO. 3
(AMENDED, REPLACED PREVIOUS)
The CITY agrees to compensate the CONSULTANT for professional services performed in
accordance with the terms and conditions of this Agreement, and as set forth in the budget
schedule below. Compensation shall be calculated based on the hourly rate schedule
attached as exhibit C-1 up to the not to exceed budget amount for each task set forth
below.
CONSULTANT shall perform the tasks and categories of work as outlined and budgeted
below. The CITY’s Project Manager may approve in writing the transfer of budget amounts
between any of the tasks or categories listed below provided the total compensation for
Basic Services, including reimbursable expenses, and the total compensation for Additional
Services do not exceed the amounts set forth in Section 4 of this Agreement.
BUDGET SCHEDULE NOT TO
EXCEED
AMOUNT
Task 1 – (Detailed Design of 1.125 MGD AWPS and Storage Tank) $1,748,290
Task 2 – (Detailed Design of Odor Control System for the New $116,490
Pumping Plant)
Task 3 – (Detailed Design Expansion for 2.25 MGD Production $0
and Storage)*
Task 4 – (Permitting for 1.125 MGD AWPS) $294,229
Task 5 – (Engineering Services during Solicitation and Construction of
the 1.125 MGD AWPS)
$1,353,201
Task 6 – (Engineering Services during Solicitation and Construction of
the NPP Odor Control Replacement) (now combined with Task 5)
$0
Task 7 – (Project Management) $256,980
Total Basic Services $3,769,190
Additional Services (Not to Exceed) $376,919
Maximum Total Compensation $4,146,109
* As of Amendment 3, Task 3 is on hold. Accordingly, no funds are allocated for this task. See note
in Exhibit A.
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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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
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EXHIBIT “C-2”
SCHEDULE OF RATES, AMENDMENT NO. 3
(ADDED)
Black & Veatch 2026 Bill Rates applicable from January through December 2026:
Classification 2026 Billing Rate
Project Coordinator $155.00
Black & Veatch 2027 Bill Rates applicable from January through December 2027:
Classification 2027 Billing Rate
Project Coordinator $160.00
Black & Veatch 2028 Bill Rates applicable from January through December 2028:
Black & Veatch Classification 2028 Billing
Rates
Client Director, Sr. Project Manager, Sr. Quality Manager (Grade 9) $364.00
Project Manager, Sr. Engineer (Grade 8) $344.00
Project Manager, Sr. Engineer (Grade 7) $322.00
Engineer/Scientist (Grade 6) $298.00
Engineer/Scientist (Grade 5), BIM Manager (Tech 8) $269.00
Engineer/Scientist (Grade 4), Sr. BIM (Tech 7) $255.00
Engineer/Scientist (Grade 3), BIM Lead (Tech 6) $228.00
Engineer/Scientist (Grade 2), BIM (Tech 5) $190.00
Engineer/Scientist (Grade 1), BIM (Tech 4) $177.00
Project Coordinator $165.00
BIM/CAD (Tech 3) $156.00
CAD (Tech 2), Administrative Assistant $144.00
CAD (Tech 1), Engineering Intern $135.00
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