HomeMy WebLinkAboutCC Resolution 8378 (Merrydale Overcrossing)as follows:
RESOLUTION NO. 8378
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF SAN RAFAEL AUTHORIZING THE SIGNING OF A
"REQUEST FOR ADDITIONAL AUTHORIZATION AND
COST INCREASES" IN THE MERRYDALE OVERCROS-
SING DESIGN CONTRACT WITH WILSEY & HAM IN
THE AMOUNT OF $77,200.
THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES
The Director of Public Works is authorized to execute, on behalf
of the City of San Rafael, a 'Request for Additional Authorization and Cost
Increases' in the amount of $77,200 with Wilsey & Ham for additional
design services in the Merrydale Overcrossing Project.
I, JEANNE. M. LEONCINI, Clerk of the City of San Rafael,
hereby certify that the foregoing resolution was duly and regularly
introduced and adopted at a regular meeting of the Council of said City on
Monday, the 15th day of April, 1991, by the following vote, to wit:
AYES: COUNCILMEMBERS: Boro , Thayer & Vice -Mayor Brei ner
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: Shippey and Mayor Mul ryan
JE M. LEONC NI, City Clerk
uil q 11 A
1729-03-02
January 9, 1991
Mr. Lloyd Strom
Department of Public Works
City of San Rafael
1400 Fifth Ave.
San Rafael, CA 94915-0060
Re: Merrydale Road Overcrossing
Request for Increased Authorization
Dear Lloyd:
MAI I R "%, _0M as "em 4 1
ENGINEERING A\TD PLANNING SERVICES
Public Improvement. • 1 and Ikcelolnnent • Thamsportation
355 Lakeside Drive, Suite 200
Foster City, California 94404
(415) 349-2151 RECEIVE
Teleeopier: ( 415) 345-4921
PUBLIC WORKS DE
CITY OF PAN RAFT
"Ir,•:iei
As you are aware, the final plans for the Merrydale Overcrossing
project were submitted to Caltrans in mid-December with an ex-
pected approval shortly. As discussed in our November 20 letter
to you, we have performed extra work and have incurred extra
costs above and beyond our most recent amendment due to the rea-
sons set forth below. The work and requests for authorization
are broken down and summarized as follows:
1. Right of Wav Appraisal Map
At the outset of the right-of-way process and throughout the
project, it was agreed to by all parties concerned that a
formal Caltrans right-of-way Appraisal Map would not be
required. Since the State was not acquiring right-of-way,
Caltrans did not require their formal appraisal map format.
During the final stages of the project, the State reversed
it's direction and required a formal appraisal map to be
prepared. This caused a duplication of effort and an in-
crease in costs over and above the contract requirements and
previous direction.
Request for Authorization $ 11,950
Mr. Lloyd Strom
January 10, 1991
Page Two
2. Storm Drain Revisions for PG&E
Because PG&E did not wish to relocate a 2" high pressure gas
transmission line, extensive revisions were made to the
Northbound on-ramp storm drain plans. This incurred added
costs which otherwise would not have been required. This
cost should be back charged to PG&E.
Request for Authorization $ 8.000
3. Survev for Potholina Pac Bell
The survey work was performed for the utility company in the
area of the Civic Center Drive Wall. The utility company
requested and (I assume) paid the City for the work. This
amount, however, was deducted from the contract amount in our
regular billings. This is an error which should be corrected
by returning this amount to the total contract budget.
Request for Authorization $ 3,900
4. Loa of Test Sheet Borinars for Scettrini Drive
An additional requirement was imposed during the final stages
to show the log of test borings for the Scettrini Drive
retaining wall on plan sheet format. This sheet is in addi-
tion to the log of test borings sheet prepared for the bridge
area (discussed in our July 28, 1989 letter to you.) This
resulted in additional coordination with Caltrans and AGS and
the addition of another sheet to the contract plans.
Request for Authorization $ 5,000
5. Survev for MMWD Reclaimed Waterline Proiect
Our survey crew performed survey (including office support
and computer) for the Marin Municipal Water Department who
was planning the construction of a waterline on Merrydale
Road. This survey was to show MMWD where the Merrydale
project utilities are proposed in the field to avoid con-
flicts with their project.
Request for Authorization $ 3,200
Mr. Lloyd Strom
January 9, 1991
Page Three
6. Revision to Las Gallinas Vallev Sanitary Sewer Design
Based on the results of the survey performed for MMWD, the
Water District requested a design revision of the sanitary
sewer to facilitate the placement of their waterline. This
design revision was performed at the direction of the City.
Request for Authorization $ 1,750
7. Revisions to Contract Boilerplate in Specifications for an
Encroachment Permit Job
In June of this year, we were informed by Caltrans that
because this project is not on Intergraph, it would not be
administered by Caltrans. Per direction of the City, we
revised the front end boilerplate contract information for
City administration of the plans. Now the project has been
converted back to Caltrans administered. This has added an
additional cost for coordination and specification prepara-
tion above and beyond our control.
Request for Authorization $ 10,000
8. Separatina Job Estimate into the Overcrossina Costs and the
Northbound On -Ramp Costs
At the beginning of this year, we were requested by Caltrans
to separate all construction costs into the above named cate-
gories. Since the project was estimated together, this
required additional time to segregate all quantities and
prepare two estimates.
Request for Authorization $ 850
9. NBOR Redesian
In our Request for Authorization letter dated July 28, 1989,
our estimate of fees for the redesign of the NBOR was $70,000
prior to beginning design. (See item 11 of that letter).
Now that the design is complete, our costs have amounted to
$79,532 for this redesign.
Request for Authorization $ 9,550
Mr. Lloyd Strom
January 9, 1991
Page Four
10. Utilitv Easements
After completion of documents for the project easements and
right-of-way, we were requested to prepare plats and descrip-
tions of utility easements for PG&E poles, anchors and
trenching. The preparation of these descriptions resulted in
additional costs.
Request for Authorization $ 2.100
11. Additional Utilitv Coordination
Coordination with utilities continues to date. Requests by
PG&E, PacBell and other utilities for computer information
and other backup information as well as checking utility
drawings has cost an additional amount over and above last
authorization.
Request for Authorization $ 5.900
12. Costs Incurred Because of Additional Contract Time
A certain amount of costs are incurred in a contract for
administration simply because of the time involved. These
costs generally are incurred on a monthly basis, and include
such items as billing, maintenance of books and project
files, general (not technical) management of the project,
etc. There are other non -quantifiable costs simply because
of an increase in the time which the project is kept active.
The most obvious of these would be phone calls and other
minutia which detract from other work.
Generally speaking, the addition of the Northbound on-ramp
extended the time of design considerably beyond any normal
expectations. Costs incurred because of delay generally
amount to 1% per month. We feel this has been an added cost
to us and therefore request an additional authorization.
Request for Authorization $ 15,000
We have submitted our final plans to Caltrans for back check on
December 13, 1990. The Caltrans Senior, Helena Culik-Caro
(Lenka), has informed us that they anticipate to have their back
check done by the end of January. At that time, we will bring
the mylars up and go through any last minute items. The plans
will then be sent to Sacramento for approval.
Mr. Lloyd Strom
January 9, 1991
Page Five
At this time, the remaining original contract items consist of:
1.) minor revisions for finalization of plans, and; 2.) prepara-
tion of the Resident Engineers file. For additional work re-
quested above and beyond the original contract items listed
above, we propose to bill the City on a time and materials basis
on a separate account and invoicing.
Examples of extra work now in progress includes:
- Changes to Landscape Plans per Department of Fish and Game
comments.
- Coordination with PG&E on easement questions.
- Placement of SSP's on computer disk.
Based on the foregoing, we request the following:
1. Authorization to increase the project budget by $77,200 to a
new total of $723,200.
2. Approval of our proposed accounting and billing of extra
work performed after December 13, 1990. An interim budget
of $25,000 is requested for the completion of any current or
additional extra work.
We trust that the foregoing is consistent with your records and
understanding of the extra work performed since the last contract
amendment.
Upon approval, please sign and return a copy of this letter for
our files.
Very truly yours, Appr ved, C3� If.Sa n Rafael
WILSEY & HAM By rL ,jyLGL.2
David M. Bernardi
Title Director of Public Works
?Frank C. T esco, P.E.
ice Pres2dent - Transportation
FCT:lm
C:\LYNN\TEDESCO\STROM
Date April 15, 1991
ATTEST: .4' '
e""ne M. Le ncini
City Clerk
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