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Home My WebLink AboutPW City Hall Switch Gear____________________________________________________________________________________ FOR CITY CLERK ONLY File No.: 4-3-689D Council Meeting: 4/16/2018 Disposition: Resolution 14495 Agenda Item No: 4.i Meeting Date: April 16, 2018 File No.: 06.01.229 TOPIC: CITY HALL SWITCHGEAR REPLACEMENT SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH ME ENGINEERS, INC. FOR ELECTRICAL ENGINEERING DESIGN SERVICES ASSOCIATED WITH THE CITY HALL SWITCHGEAR REPLACEMENT PROJECT, IN THE AMOUNT OF $16,330 RECOMMENDATION: Adopt the resolution. BACKGROUND: San Rafael’s City Hall was constructed in the 1960’s, at which time the electrical switchgear was built into the basement of the building. The switchgear is an electrical panel that splits the main power into separate subpanels to distribute electricity throughout the building. At 50+ years old, the electrical switchgear is past its usable life and in need of replacement. In addition, the existing PG&E transformer and electrical service to City Hall do not comply with current PG&E standards and will need to be upgraded and possibly relocated as part of this project. The City plans to install solar panels at City Hall following construction of the Public Safety Center. Staff recommended replacement of the switchgear and transformer prior to commencement of the solar project. On January 17, 2017, the San Rafael City Council awarded the professional services contract in the amount of $60,000 to ME Engineers Inc. for designing the replacement of the switchgear system. ANALYSIS: During the course of design, it was determined that the location of the transformer pad will require a retaining wall to accommodate the transformer itself and equipment associated with the new solar panels, which was not originally anticipated. Staff also recommends adding equipment to accommodate future Electric Vehicles charging stations in the City Hall parking area which also requires additional design work. The additional design cost in the amount not to exceed $16,330 was reviewed by staff who found it to be complete and within industry standards (Attachment 3). Staff recommends that the Council authorize the attached amendment to the original agreement (Attachment 2) to include the additional required work and compensation. SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: Bill Guerin, Director of Public Works City Manager Approval: __________ SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 FISCAL IMPACT: The original design fee of $60,000 will be increased by $16,330 to a total design cost of $76,330. The construction costs are currently estimated at $290,000 for this work. The construction cost may increase to accommodate the retaining wall work and the work to accommodate electric vehicle charging stations. OPTIONS: 1. Adopt the resolution accepting an amendment to the contract with ME Engineers, Inc. and authorizing the City Manager to sign a professional services agreement with ME Engineers, Inc. in an amount not to exceed $16,330. 2. Do not accept the proposal from ME Engineers, Inc. and provide further direction to staff. ACTION REQUIRED: 1. Adopt the resolution authorizing the City Manager to execute an amendment to the professional services agreement with ME Engineers, Inc. for additional engineering design services in an amount not to exceed $16,330. ATTACHMENTS: 1. Resolution 2. Exhibit 1 to Resolution: First Amendment to Professional Services Agreement 3. Exhibits A and B to First Amendment, scope of work RESOLUTION NO. 14495 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH ME ENGINEERS, INC. FOR ELECTRICAL ENGINEERING DESIGN SERVICES ASSOCIATED WITH THE CITY HALL SWITCHGEAR REPLACEMENT PROJECT, IN THE AMOUNT OF $16,330 ______________________________________________________________________________ WHEREAS, the City Council approved the City Hall Switchgear Replacement Project in the City’s Capital Improvement Program (CIP) for Fiscal Years 2016/17 through 2018/19 in June 2016; and WHEREAS, on January 17, 2017 the San Rafael City Council authorized the City manager to execute a professional services agreement with ME Engineers, Inc. for electrical Design Services associated with the City Hall Switchgear Replacement Project; and WHEREAS, City staff determined that additional engineering design services are needed to accommodate a structural pad and retaining wall that will support solar systems, and equipment to support for PV Charging stations for the City Hall; and WHEREAS, staff received a proposal on February 8, 2018 from ME Engineers, Inc. on behalf of their sub-consultant, Sandis, for the design of the concrete wall that supports the proposed switchgear location and additional needed work; and WHEREAS, staff has reviewed the proposal from ME Engineers, Inc. and found it to be complete and within industry standards; and WHEREAS, there are sufficient resources in City Fund #603 for the design of this project; NOW, THEREFORE, BE IT RESOLVED that the Council of the City of San Rafael hereby approves and authorizes the City Manager to execute an amendment to the Professional Services Agreement between ME Engineers, Inc. and the City, in the form attached hereto as Exhibit “1” and incorporated herein by reference, subject to final approval as to form by the City Attorney, in an amount not to exceed $16,330. BE IT FURTHER RESOLVED that the Director of Public Works is hereby authorized to take any and all such actions and make changes as may be necessary to accomplish the purpose of this resolution. I, Lindsay Lara, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City on the 16th day of April 2018, by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None _______________________________ Lindsay Lara, City Clerk FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH ME ENGINEERS, INC. FOR DESIGN SUPPORT SERVICES FOR THE CITY HALL SWITCH GEAR PROJECT THIS FIRST AMENDMENT to the Professional Services Agreement by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and ME ENGINEERS, INC., (hereinafter "CONSULTANT"), is made and entered into as of the ,3 day of , 261$.q RECITALS WHEREAS, pursuant to City Council Resolution No. 14263, the CITY and CONSULTANT entered into a Professional Services Agreement dated January 17, 2017 to design the City Hall Switchgear for an amount not to exceed $60,000 (the "Agreement"); and WHEREAS, the Agreement provided for a one-year term which could be extended by an additional ninety (90) days, and is now set to expire on April 17, 2018; and WHEREAS, CITY requires additional design services to incorporate the design of a retaining wall system that supports the switchgear, solar system transformer and additional electrical systems that support the future Electric Vehicle systems, and the CONSULTANT is willing to provide such services; AMENDMENT TO AGREEMENT NOW, THEREFORE, the parties hereby agree to amend the Agreement as follows: 1. Section 2 of the Agreement, entitled "DUTIES OF CONTRACTOR" is hereby amended to include the additional services set forth in CONSULTANT'S proposals dated October 27, 2017 and December 19, 2017 (Revised February 6, 2018), attached to this First Amendment as Exhibits "A" and "B" respectively, and incorporated herein by reference. 2. Section 4 of the Agreement, entitled "COMPENSATION" is hereby amended to include additional compensation payable to CONSULTANT for the services described in Exhibits "A" and "B" to this First Amendment, for an additional amount not -to -exceed $16,330, and to change the total not -to -exceed amount under the Agreement to $76,330. 3. Section 5 of the Agreement, entitled "TERM OF AGREEMENT" is hereby amended to extend the term by an additional year, to April 17, 2019. � -3 - Lo 3& UMURAL 4. Except as specifically amended herein, all of the other provisions, terins and obligations of the Agreement between the parties shall remain valid and shall be in fill force. IN WITNESS WHEREOF, the parties have executed this First Amendment on the day, month, and year first above written. CITY OF SAN RAFAEL JIMSC IJTZ, City ana =er ATTEST: 1-0(. X A -VI LINDSAY LARA, City Clerk By: APPROVED AS TO FORM: ROBERT . EPSTEIN, Cit A orne Y Y 2 ME Engineering, Inc. B�—-- Name: LQ;'/tctiYt% F,6e-/,0(,115 Title:_ _ le/r IGi Name: Title: and K uii ninsS SAN D I S irFna October 27, 2017 Project No. 217011.999 Audrey Willyounard ME Engineers 755 Sansome Street, Suite 350 San Francisco, CA 94111 Tel: 415.294.1840 RE: CITY OF SAN RAFAEL CITY HALL SWITCHGEAR REPLACEMENT ADDITIONAL SERVICE REQUEST Dear Audrey, This letter is our amendment to the original proposal dated December 20, 2016 for the above referenced project. The following scope of work is included in this amendment: STRUCTURAL DESIGN $10,580 Contract with Rinne & Peterson, Inc. to provide the structural support as listed in the attached proposal. C Provide responses to questions and project information needed for the structural design. c Coordinate necessary documents and permit submittals to obtain a construction permit. Coordinate support during construction regarding structural portion of construction. Our services will be provided for the amount listed above and will be performed under the provisions of our current agreement. Our additional services will be provided for the amounts listed above and will be performed under the provisions of our current contract. If this proposal meets with your approval please return one signed copy of this letter to our Campbell office as your authorization to proceed. Very truly yours Approved SAN_ P I S ME ENGINEERS Nate Dickinson, PE By: 1 --&ruled Project Manager Title: f/%/N h _ Chad Browning, P.E. Date:// X7 - Associate Principal Attachment: Rinne Peterson Proposal SY/beh EXHIBIT A 1700 S. Winchester Boulevard I Campbell, CA 95008 I P.408.636.0900 I vmv.sandis.net OSILICN VALLEY iSACRAMENTO EASTn ® S A N® I S PLAN IIE'nSS EEnS Revised February 6, 2018 December 19, 2017 Project No. 217011.999 Audrey Willyounard ME Engineers 14143 Denver West Pkwy, Suite 300 Golden, CO 80401 Tel: 303.421.6655 RE: CITY OF SAN RAFAEL CITY HALL SWITCHGEAR REPLACEMENT ADDITIONAL SERVICE REQUEST Dear Audrey, This letter is our revised amendment to the original proposal dated December 20, 2016 for the above referenced project. The following scope of work is included in this amendment: STRUCTURAL DESIGN $5,750 • Increase the size of the equipment pad from 250 to 620 sf. • Increase the length of retaining walls and footings, to accommodate the larger equipment pad. • Increase the number of pieces of equipment to be anchored from one to three or four pieces (the anchorage of the PGE transformer is by others and is not included in this project). Our services will be provided for the amount listed above and will be performed under the provisions of our current agreement. If this proposal meets with your approval, please return one signed copy of this letter to our Campbell office as your authorization to proceed. Very truly yours Approved S A N D I S ME ENGINEERS Nate Dickinson PE By: Project Manager Title Principal Chad Browning, P.E. Date: February 8, 2018 Associate Principal SY/beh 1700 S. Winchester Boulevard I Campbell, CA 95008 I P. 408.636.0900 i www.sandis.net SILICONRARA MENTO EAST C' CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Public Works Project Manager: Shawn Graf Extension: 5347 Contractor Name: ME Engineers Contractor's Contact: Anjali Wale Contact's Email: Anjali.wale@me-engineers.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT Project Manager a. Email PINS Introductory Notice to Contractor DATE 12/23/2016 Check/Initial 1 NSG 12/23/2016 b. Email contract (in Word) & attachments to City N SG Atty c/o Laraine.Gittens@cityofsanrafael.org 2 City Attorney a. Review, revise, and comment on draft agreement Click here to N and return to Project Manager enter a date. N b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor Forward at least two originals of final agreement to 3 Project Manager 5/2/2019 N contractor for their signature 4 Project Manager When necessary, * contractor -signed agreement --1 N/A agendized for Council approval *PSA > $20,000; or Purchase > $35,000; or Or ❑ Public Works Contract > $125,000 3/22/2018 Date of Council approval PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 5 Project Manager Forward signed original agreements to City 5/2/2019 N SG Attorney with printed copy of this routing form 6 City Attorney Review and approve hard copy of signed sA-z, Q'I agreement q 7 City Attorney Review and approve insurance in PINS and bonds (for Public Works Contracts) 7 8 City Manager/ Mayor City Clerk Agreement executed by Council authorize official Attest signatures, retains original agreement and 9 forwards copies to Project Manager