HomeMy WebLinkAbout0508.092>'1
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November 5, 1992
THE HONORABLE CITY COv~CIL
Palo Alto, california
Attention: Finance Committee
selection of a cor.sultant._for Preparing the rre-dl!'sign/EIR Reports
for the Wastewater Reelamation Program for ~water Oualit.:x:
Control Plant
H~ers of the council:
Report in Brief
The purpose of this report is to request Finance committee approval
of CH2M Hill as project ccnsultant for the wastewater Reclamation
Pre-design/EIR 5tudy.
Background
The. Reclamation program has two major objec'tives. The first
objective is to evaluate the diversion of a portion of the effluent
from the palo Alto Reqional Water Quality Control Plant (RWQCP) to
reduce the wastewater constituent mass emissions t,o South San
Francisco Bay. The second objective is to evaluate reclaimed water
as a dependable supplementary source of water supply to the ~ater
utilities in the study area.
The Reclamation program is a three step program. Under step 1/ the
Master Plan, is designed to evaluate the technical and economic
feasibility and to identify potential reclamation projects. Under
step 2, the Finance/Pre-design/EIR reports will define and resolve
the financial and environmental issues associated with the proposed
projects identified in step 1. Under step )/ design and
construction services -will be provided if the proposed projects: are.
approved. The first twc steps of the program will provide the
information necessary for project imple.mentation. Step 1, the
Master Plan, 'Was completed in April 1992~ The Master Plan ~as
presented to Council in a staff report, dated July 30, 1992
(CMR: 358 :92),
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CMR:508:92
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With the completion of the Master Plan; staff is proceeding ~ith
step 2 of the progr~m~ The proposed contract ~ith CH2M Hill yill
provide 'thF.! errviroru:tental assessment and cost confirmation on the
proposed projects.
Discussion
A Request for-Proposal to perform the Waste .... ater Reclamation
Prede&ign/EIR was issued to nine consultant fi~s, and five
responded. The propos a Is 'Werll;:! reviewed in accordance with the
City's selection procedure for professional services. Three
consultant firms were chosen to be intervie'«leo by the City's
selecti~n committee. The selection committee included personnel
from the City of Mountain View, Stanford University, Palo Alto'~
Planning Department, Utilities Departm9nt and the RWQCP. The three
consultant firms inte.rviewed by the committee were Brown "
Caldwell, CH2M Hill, and John Carollo Engineers. After the
interviews, staff performed reference checks on similar reclamaticn
projects that were listed on each firm's experience list.
Evaluations of the firms 'Were done based on the firms' project
team, approach, communication skill, team experience and
references, and user training programs. CH2K Hill has excellent
endorsements from the City of Santa Barbara and the City of Santa
Rosa for whom CH2M Hill has completed the EIR, design and
construction manage:ment of their reclamation facilities. The
selection committee agreed that CH2M Hill has the most experience
in addressing environmental concerns related to wastewater
reclamation. CH2M Hill has successfully completed many wastewater
reclamation projects in the Bay Area, all within the project
budget. The comroi ttee ranked CH2M Hill as the ! irst choice and
John Carollo Engineers as the second choice.
The attached scope of work covers the consultant tasks to be
accomplished under the Wastewater Reclamation Pre-design/EIR. The
se::.-vices include preparation of an environmental imp2ct report
(EIR} for the Waste .... ·ater Reclamation Master Plan, development of
alternative pipeline routings and reservoir sitings for the
preparation of the EIR, refining the Master Plan project cost
estimate to plus 3Q percent and minus lS percent accuracy. If the
reclamation project is approved, the consultZ'lnt l!iay be requested to
perform the final design and construction management of the stage
1 project. The scope and fee for the final design 'Will be
negotiated at such time.
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CKR:508:92
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Funding
Funds for the wastewater Reclamation P;:;-e-ries ign/EIR are j ncludcd in
the FY 1991-92 Wastewater Treatment operating fund.
Recommendation
statf recommends that the Finance committee approve the selection
of, and authorize staff to negoti~te an aqreement with, CH2M Hill
to provide consultant sen-i<;:es ~or the Wastewater Reclamation
PredesigTI/EIR. If a reasonablE: cor;;traC't agreement cannot be
reached with CH2M Hill, staff further recommends that the Finance
Committee authorize staff to then negotiate with John Carollo
Engineers.
Respectfully submit~ed,
WrLLIAK Mrr.5
Kanaqer, Water Quality Control Plant
~JtJ{)JL-L_~
DAVID G. ADAKS
Director of ~~lic Works
~~
Interim City Manager
Attachroents~ SCQpe of Services
Re:ated CKRs: 358:92
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CMR:508:92
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EXHIBIT A
SCOpg OF WORK
WASTEWATER RECLAMATION PRE-DESIGN
INTRODUC'I'IO!i
The Palo Alto Regional Water Quality Control Plant (PARWQCP),
operat~d by the City of Palo Alto, provides wastewater tr~atment
and alsposal services for the citias of Palo Alto l Mountain View,
Los Altos, East Palo Alto, the TOw"n of Los Altos Hills, and
stanford University. The PARWQCP is an authorized generator of
reclaimed .... ater for un-restricted u.se. Be-cause the reclaimed 'Water
from the PARWQCP can provide beneficial reuse, and because potable
water supplies are limited, the PARWQCP embarked on a Wastewater
Reclamation Program. 'l'he program is structured in three steps:
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step 1
step 2
Master Plan
Policy & Institutional ar~angements I Finance
I Pre-design
o step 3 --Final Insititutional and Financial
Arrangements I Detailed Design I construction
The PARWQCP has recently completed step 1, the Waste~ater
Reolamation Master Plan. The PARWQCF is now proceeding with step
2 of the program. This project is for Consultant services to
perform the Pre-design tasks of step 2.
BACKGRO~ rNFORMATION
The following are projects or reports that will provide. backgrcund
information for the pre-design:
o The Master Plan recommended the implementation of
reclamation projects in three stages.
o 1ni tial f fnancial planning work is being undertaken
through a separa'te consulting contract administered by
the cit}, of Palo Alto Finance Department. Findings of
the financial plan will be made available to the
consultant..
o The Notice of Preparation (NOP) for the Master Plan and
stage 1 project is beir.g undertaken as part of the Master
Plan project. The Consultant shall revie .... and address
all Cuirlments received during the NOE' pro-::ess. The
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consultant shall also completE additional NOP ~orks as
deemed necessary by the Consultant.
The consultant shall obtain and revie .. ' .3.11 other relevant
information on this project. The relevant existing infcnnation
shall include locations of utilities, City and University policies
and guidelines, aerial photographs, amon'1 otl:ers.
OBJECUVES
In general, the Pre~design consists of compliance with the
California Environmental Quality Act (CEQA)~ stage 1 project
pipeline routing, reservoir siting, and refinerr.ent of project cost
estimates. The extent of the pre-desigr. scope are further
discussed under section "Consultant ServiCES".
CONSULTANT SERVICES
The consultant \iill be responsible for the pre-design work of step
2 of the reclamation program. The Pre-design tasks are outlined
belo ....
Ta§~~~Docurnentation
The primary goal of the PkRWQCP is the production of an objective
and adequate Environmental Impact Report (EIR) for the Reclama~ion
Master Plan as a disclosure document that presents information to
decision-makers. The ErR shall thoroughly describe the impacts of
the reclamation program and projects. The report shall meet the
requirements of CEQA and the State and city guidelines, identify
the approppriate-mitigaticn measures and monitoring methods in
compliance with AB 31~a( and address all environmental concerns
such as the long-tp-rm effect of reclaimed 'Water on plants and
soils.
The Consultant shall prepare an envi["~nmentally responsible and
legally adequate EIRI attend meetings with City staff, and make
presentations at public hearings conce;-ning the ErR before the city
Planning Commission, the Utilities Advisory Committee (UAC), and
the city Council as: r.ecessary.
Step 1/ the Mast~r Plan, of the reclar.J.ation program identifies
several projects to be implemented in three stages. The Consultant
shall prepare the ErR for the Reclamation Master Plan. The EIR
shall provide a prograJr"-level ana lysis for the reclamation program
identified in the Master Plan and a project-lEvel analysis for
stage 1 project of the Master Plan. Stage 1 consists of
implementation, by 1994, of a reclamation project involving several
sites between the PARWQCP and the stanford campus plus irrigated
landscape areas on Stanford University itself.
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The proqr3m level EIR shall address the following:
• The potential short term and long-term effects or
reclaimed water on plants and soils l including but not be
limited to the effects :>f salir,ity, total dissolved
solids, and metals.
• The potential 9ro .... th-inducemer.t impacts.
• The potent5.al geologic and seismic issues, including but
not be limited to the potential reduction in flood
capacit}~ due to installation of pipelines -and tanks,
impacts to surf~ce and ground water, impa=ts on existinq
planned land use.
• The potential impacts to biological resources, including
but not be limited to the impacts on existing habitats.
• Public health and safety issues associated with use of
reclaimed water, including but not be limited to odors,
risks of upsets, and other nuisances~
• The Aesthetic impacts of reclaimed ~ate~ facilities.
• The potential disruptions to traffic, and possible noise
impacts associated 'With the construction of the
reclamation facilities.
• The potential i~pacts on cultural resources includinq a
record search and a field reconnaissance.
• Identify the appropriate mitigation measures.
• Identify and discuss a.lternatives to the Reclamation
Program and stage 1 proj£cts. Alternatives to he
examined include no-prcje::-.t alternative, ne'" project
alternative, and alternative pipelir,es routes and
resp-rvoir locations.
The project level ETR shall provide site specific analyses to
determine the potential impacts listed above and to provid~ site
specific mitigation measures.
The EIR scope shall include the follOwing sub-t.asks:
A-l. Administrative Draft E1R~ The Consultant shall prepare
an Administrative Draft ErR that fully describes and
evaluates all aspects of the Master Plan and stage 1
project. Alternatives to be evaluated shall include the
no-project alternative, alternate pipeline alignments,
and alternative reservoir sites. Other alterna,tives can
he identified by the Consultant. A :mitigation monitoring
program shall be prepared by the Consultant and included
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in t:!'}e EIR. T'.oIenty coples of the Administrative Draft
ErR :$hall be provided to the Pi\RWQCP for r:=vie",'.
A-2. Draft EIR. The Consul t.ant shall revise the
Administ4ative Dreft EIR based on th~ city's comments and
produce a Draft EIR suitable for public release. The
Consultant shall provide one hundre~ copies of the Draft
EIR and technical appendices to the PARWQCP for
distribution.
A-J. Meet~n9S and Re&rinqs~ Throughout. the CEQA compliance
process, the Consultant shall prepare and conduct project
meetings with city staff/ public meetinqs to communicate
with the public, and hearings as required by CEQA
Guidelines.
A-4. Response Document~ The Consultant shall respond to all
oral ;;:md 'Written comments on the Draft ETR and shall
prepare a separate Response Document. TWenty copies of
the draft Response Document shall be sl.1.bmitted to the
P.A.RWQCP for review. The Consultant shall revise the
draft Response Document based on the city com.llents or any
additional comments .. and prepare the final Responso:!.
Document. One hundred copies of the final Response
Document shall be submitted to the PkRWQCP.
A-5. Final EIR. If necessary, the Consultant shall revise the
draft ErR, prepare and submit one hundred copies of the
final EIR to the ~ARWQCP.
Task B: Pineline Routing __ anq _____ Reservoir siting
The Master Plan identified tentatiVe pipeline routes and sites for
two reservoirs for short term (daily) reclaimed water storage. The
pipeline routes in the Master Plan were identified on the basis of
the shortest route and avoj dance of obvious contil cts such as
downtown arEcas ar:d heavily travelE!d streets. Limited discussions
we~e held with City of Palo Alto and City of Mountain View staffs
in determining these routes.
The Pre-design routing ,",ork shall c:>ns ist of preparation of a
detailed reclaimed 'Water pipeline alignment evaluation for the
stage. 1 project identified in the Master Plan. The evaluation
shall be carried out in suff icient detail to permit a pipeline
route to be selected and to permit final design of the pip~line to
be completed in the next step, step 3, of the program. The pre
design routing investigation shall support thE: proj ect level EIR
preparation for the stage 1 project. The pipeline routing
evaluation completed in the Master Plan is expected to be
sufficient for preparation of the program level ErR on the stage 2
and J projects~
The Master Plan identified two reservoir locations to provlde daily
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flow equalization between recla,~ed ~ater productio~ and demand.
Enclosed t"-nk-type reservoirs were identified, orle for the Stanford
University carnpas and one fer Coyote Hill near Stanford Research
Park. The pre-design shall determine the location and type of
reservoir for the Stanford U:11versity Campus {part of stage 1
project) and will fUrther investigate the appropriate location and
type of reservoir for the Stanford Resear-ch far].;:. The Stanford
University campus reservoir, as part of the stage 1 project, must
be evaluated in the project-level portion of the EIR. The stanford
Research Park re~ervoir need only be eV2Iluated on a prcgral1l-Jevel
basis for the £!R.
The routing and Siting investigation 5hall include the following
sub tasks:
B-l. Xnvestiqate Baekqroun4 Data. The Consultant shall
investigate all relevant back.ground data affecting pipe
route and reservoir siting, includinq, without
limitation, clearances from underground utilities and
rights-of-way~ The consultant shall discuss pipeline
alignment and reservoir siting issues with the
appropriate city, railroad authority, Caltrans (HToitY 101
& Elcamino Real), and University personnel. For fee
estimate p'.lrpose, assume that thp.; existing -::ity maps and
apri.al photo are suitable for use, and aerial survey 'Will
not be required under the pre-design task.
B-2. Develop Design criteria. The Consultant shall develop
the appropricte criteria for the design of pipelines and
reservoirs including railroad right-of-way per-mit
process, ;:o,nd regulatory requirements such as separation
of reclaimea ~ater lines from potable water, type of pipe
material, pressure class rating, service connections,
backflo~ requirement, depth of pipe, etc.
B-3~ Develop Alternatives~ For the stage 1 pipeline, three
alterr,<.Jtive routss shall be identified. For-the Stanford
University Cd~pUS reservoir~ three alternatives,
including altprnate loc2lltions ana types of reservoir,
shall be identified.
B-4. Develop Se1ection criteria. The Consultant shall develop
selection criteria for the stage 1 pipeline, the stage 1
reservoir site on the Star'1_ford University campus, and the
stage 2 reservoir near Stanford Research Park. These
criteria are expected to inclUde ( but are not limited to
) costs; constructabll i ty, permit requirements, community
disruption, environment2lll impacts, and traffic impacts~
6-5. select Routinq and Sites. For the stage 1 project,
confirm and select the pipeline alignment and rese~voir
site and type. For stage 2 and 3 of the the program,
determine a reco~~ended site and type and identify any
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additional York necessary to confirm the site selection.
~~ __ ser Agreement and Letter ot I.n~ent
The Consultant shall confirm ~dditio~al users on the pipe route of
the stage 1 project. The Consultant shall assist the City in
developing preliminary user agreements. The consultant shall
outline the user responsibilities including modifications to the
user's facilities, record keeping and reporting, long term
monitoring and management, vegetatio.'1 selection and planting, W'ater
quality~ operation of irrigation facilities.
Task~: Cost Estimate
Th~ Consultant ,c;;hall refine the cost estimate in the Master Plan
for the stage 1 project ba~ed on the selected pipe routa and
reservoir siting. The revised cost estimates ,design and
construct) shall be within plus t~irty percent ,+30%) and ~inus
fifteen percent (-15%) accuracy.
Task E: project Implementation S!"~,,.p~
The Consultant shall establish a detailed implementation plan tor
the stage 1 p~oject. Plan E"hall include a step-by-step procedure
to inform the public, obtain agreements ~nd approvals for the final
design and construction, etc. It shall also include a list of
agencies having jurisdiction, and a list of &gencies (including th~
environmental groups) that shall be informed of the revie~ and/or
approval of the final design and construction of the r;taqe 1
project.
~ask F: prqgram Moni tQ,,:;:
The Consultant shall identify and monitor all critic~l path items
of the pre-design, and the various tasks in step 2 that ~il1 affect
or be affected b;;' the pre-design effort. The conSUltant shall
ccordinat.e and provide information as n'=.cessary. en a timely
manner, to the other tasks in step 2 of the reclamation proqran..
Task. G: P_erm-1t
The Consultant shall identify all per;nit requirements, the City may
require all or some of the permitting work to be performed by the
consultant as additional ",'ork. (Cal-Trans, Santa clara countYr
railroad authority, State Health Dept.)
PENDING CONSULTANT SERVICES
Upon completion of step 2 of the Reclamation Program, the City
Council will review and mak.e a decision on the reclamation
projects. If the reclamation project is approved, the Consultant
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may al:5:·e,. be requested to perform the final design and construction
management of the stage 1 project. The detailed consultant
services ~il1 he developed u~n completion of the pre-design and
project approval. In general, the consultant will be required to
provide the following tasks:
P-l Final cesiqn. Complete all ~ork not covered under the
pre-design ta5k which are necessary prepar3tions for the
final design task. Prepare all design calculations,
dr.awings, reports, specitications l cost estimates, bid
documents necessary for the bidding and construction of
the stage 1 project based on the pre-design report.
Final design shall be performed with a sot, a 80% and a
99% sUbmittal. All review comments shall be responded or
incorporated in the final submittal.
P-2 Publ ic ConoernB. Attend rn-eetings with environmental
groups and conduct public meetings as needed.
P-3 Permits. Perform all permitting activities.
P-4 Bid Pha.e~ Administer all bidding proce£ses, including
responses to questions, conducting pre-bid meetings, bid
eval~ations, negotiations, and recommendations.
p-s CQnstructicn manaqement. Provide resident construction
~anagement team for on-site inspections and construction
administrative functions, including submittal reviews,
process progress payments; change orders; and
miscellaneous, supervise construction activities and
schedules, respond iJ"l. a timely manner to contractor
requests and questions, testings, and start-up~.
DELrvERABLES
The Consultant shall prepare and submit the ErR as described in
earlier sections.
The Consultant shall prepare and s\;.bmit ten (10) copies of the
draft reports and drawings for each of the remaining tasks.to the
PARWQCP for City review. The consultant shall respond or
incorporate the city review corn1"1en-t.s and t:iubmit twenty copies of
the final version of each of the reports and dra'.ltlings.
The Consultant shall ass~mble all of the final reports for the Pre
design effort and submit forty (40) copies of the assembled reports
and drawings to tne PARWQCP.
PROJECT COORDINATION
The Consultant shall coordinate project activities 'With the various
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other step 2 activities su~h as the ReCiamation Finance Study, the
water Resource Study, ar.d the Reclamation Task Fo~ce activities.
PROJE~ SCHBDULE
A simplified schedule for step 2 activities is included in this
scope of work. The i.ntent of the schedule is tCl provide an
ov.erview of the time line vf the pre-design ar.d the various related
step 2 activities. The Consultant sohall establish a detaileu
schedule prior to ~tart of the project, showing the critical path,
based on the information exchanges that .... i11 be needed ...... i th the
various step 2 activities. The consultant shall update and
maintairl the schedule throughout the project .
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