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PW Rotary Manor Improvements ProjectAGREEMENT FOR PROFESSIONAL SERVICES FOR ROTARY MANOR DRAINAGE IMPROVEMENTS PROJECT This Agreement is made and entered into this t 01 day of D ec e -m bU , 20A, by and between the City of San Rafael (hereinafter "CITY"), and Coastland Civil Engineering, Inc. (hereinafter "CONTRACTOR"). RECITALS WHEREAS, the CITY has determined that professional design services and environmental clearance services associated with the Rotary Manor Drainage Improvements project are required; and WHEREAS, the Contractor has agreed to render such services. AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: 1. PROJECT COORDINATION. A. CITY'S Project Manager. Theo Sanchez is hereby designated the PROJECT MANAGER for the CITY, and said PROJECT MANAGER shall supervise all aspects of the progress and execution of this Agreement. B. CONTRACTOR'S Project Director. CONTRACTOR shall assign a single PROJECT DIRECTOR to have overall responsibility for the progress and execution of this Agreement for CONTRACTOR. Heidi Utterback is hereby designated as the PROJECT DIRECTOR for CONTRACTOR. Should circumstances or conditions subsequent to the execution of this Agreement require a substitute PROJECT DIRECTOR, for any reason, the CONTRACTOR shall notify the CITY within ten (10) business days of the substitution. 2. DUTIES OF CONTRACTOR. CONTRACTOR shall perform the duties and/or provide services outlined in the CONTRACTOR'S proposal dated November 1, 2019, marked Exhibit A, attached hereto, and incorporated herein. 3. DUTIES OF CITY. CITY shall pay the compensation as provided in Paragraph 4, and perform the duties as described in Exhibit A, attached hereto and incorporated herein. � -3 -\W4 0 17, � I - �[ PI- �) ff N't 11'. � I 4. COMPENSATION. For the full performance of the services described herein by CONTRACTOR, CITY shall pay CONTRACTOR on a time and materials basis for services rendered in accordance with the rates shown in Exhibit A, attached hereto and incorporated herein, in an amount not to exceed $163,526. Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices submitted by CONTRACTOR. TERM OF AGREEMENT. The term of this Agreement shall be for two years commencing on December 16, 2019 and ending on December 16, 2021. Upon mutual agreement of the parties, and subject to the approval of the City Manager the term of this Agreement may be extended for an additional period of up to one year. 6. TERMINATION. A. Discretionary. Either party may terminate this Agreement without cause upon thirty (30) days written notice mailed or personally delivered to the other patty. B. Cause. Either party may terminate this Agreement for cause upon fifteen (15) days written notice mailed or personally delivered to the other party, and the notified party's failure to cure or correct the cause of the termination, to the reasonable satisfaction of the party giving such notice, within such fifteen (15) day time period. C. Effect of Termination. Upon receipt of notice of termination, neither party shall incur additional obligations under any provision of this Agreement without the prior written consent of the other. D. Return of Documents. Upon termination, any and all CITY documents or materials provided to CONTRACTOR and any and all of CONTRACTOR's documents and materials prepared for or relating to the performance of its duties under this Agreement, shall be delivered to CITY as soon as possible, but not later than thirty (30) days after termination. 7. OWNERSHIP OF DOCUMENTS. The written documents and materials prepared by the CONTRACTOR in connection with the performance of its duties under this Agreement, shall be the sole property of CITY. CITY may use said property for any purpose, including projects not contemplated by this Agreement. INSPECTION AND AUDIT. Upon reasonable notice, CONTRACTOR shall make available to CITY, or its agent, for inspection and audit, all documents and materials maintained by CONTRACTOR in connection with its performance of its duties under this Agreement. CONTRACTOR shall fully cooperate with CITY or its agent in any such audit or inspection. 9. ASSIGNABILITY. The parties agree that they shall not assign or transfer any interest in this Agreement nor the performance of any of their respective obligations hereunder, without the prior written consent of the other party, and any attempt to so assign this Agreement or any rights, duties or obligations arising hereunder shall be void and of no effect. 10. INSURANCE. A. Scope of Coverage. During the term of this Agreement, CONTRACTOR shall maintain, at no expense to CITY, the following insurance policies: 1. A commercial general liability insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, for death, bodily injury, personal injury, or property damage. 2. An automobile liability (owned, non -owned, and hired vehicles) insurance policy in the minimum amount of one million dollars ($1,000,000) dollars per occurrence. 3. If any licensed professional performs any of the services required to be performed under this Agreement, a professional liability insurance policy in the minimum amount of two million dollars ($2,000,000) per occurrence/two million dollars ($2,000,000) aggregate, to cover any claims arising out of the CONTRACTOR's performance of services under this Agreement. Where CONTRACTOR is a professional not required to have a professional license, CITY reserves the right to require CONTRACTOR to provide professional liability insurance pursuant to this section. 4. If it employs any person, CONTRACTOR shall maintain worker's compensation insurance, as required by the State of California, with statutory limits, and employer's liability insurance with limits of no less than one million dollars ($1,000,000) per accident for bodily injury or disease. CONTRACTOR's worker's compensation insurance shall be specifically endorsed to waive any right of subrogation against CITY. B. Other Insurance Requirements. The insurance coverage required of the CONTRACTOR in subparagraph A of this section above shall also meet the following requirements: 1. Except for professional liability insurance or worker's compensation insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers, agents, employees, and volunteers, as additional insureds (for both ongoing and completed operations) under the policies. 2. The additional insured coverage under CONTRACTOR'S insurance policies shall be "primary and noncontributory" with respect to any insurance or coverage maintained by CITY and shall not call upon CITY's insurance or self-insurance coverage for any contribution. The C "primary and noncontributory" coverage in CONTRACTOR'S policies shall be at least as broad as ISO form CG20 0104 13. 3. Except for professional insurance, the insurance policies shall include, contractual liability and personal injury. liability insurance or worker's compensation in their text or by endorsement, coverage for 4. By execution of this Agreement, CONTRACTOR hereby grants to CITY a waiver of any right to subrogation which any insurer of CONTRACTOR may acquire against CITY by virtue of the payment of any loss under such insurance. CONTRACTOR agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not CITY has received a waiver of subrogation endorsement from the insurer. 5. If the insurance is written on a Claims Made Form, then, following termination of this Agreement, said insurance coverage shall survive for a period of not less than three years. 6. The insurance policies shall provide for a retroactive date of placement coinciding with the effective date of this Agreement. 7. The limits of insurance required in this Agreement may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and noncontributory basis for the benefit of CITY (if agreed to in a written contract or agreement) before CITY'S own insurance or self-insurance shall be called upon to protect it as a named insured. 8. It shall be a requirement under this Agreement that any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or limits shall be available to CITY or any other additional insured party. Furthermore, the requirements for coverage and limits shall be: (1) the minimum coverage and limits specified in this Agreement; or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured; whichever is greater. No representation is made that the minimum Insurance requirements of this agreement are sufficient to cover the obligations of the CONTRACTOR under this agreement. C. Deductibles and SIR's. Any deductibles or self-insured retentions in CONTRACTOR's insurance policies must be declared to and approved by the PROJECT MANAGER and City Attorney, and shall not reduce the limits of liability. Policies containing any self-insured retention (SIR) provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named insured or CITY or other additional insured party. At CITY's option, the deductibles or self-insured retentions with respect to CITY shall be reduced or eliminated to CITY's satisfaction, or CONTRACTOR shall procure a bond guaranteeing payment of losses and related investigations, claims administration, attorney's fees and defense expenses. D. Proof of Insurance. CONTRACTOR shall provide to the PROJECT MANAGER or CITY'S City Attorney all of the following: (1) Certificates of Insurance evidencing the insurance coverage required in this Agreement; (2) a copy of the policy declaration page and/or endorsement page listing all policy endorsements for the commercial general liability policy, and (3) excerpts of policy language or specific endorsements evidencing the other insurance requirements set forth in this Agreement. CITY reserves the right to obtain a full certified copy of any insurance policy and endorsements from CONTRACTOR. Failure to exercise this right shall not constitute a waiver of the right to exercise it later. The insurance shall be approved as to form and sufficiency by PROJECT MANAGER and the City Attorney. 11. INDEMNIFICATION. A. Except as otherwise provided in Paragraph B., CONTRACTOR shall, to the fullest extent permitted by law, indemnify, release, defend with counsel approved by CITY, and hold harmless CITY, its officers, agents, employees and volunteers (collectively, the "City Indemnitees"), from and against any claim, demand, suit, judgment, loss, liability or expense of any kind, including but not limited to attorney's fees, expert fees and all other costs and fees of litigation, (collectively "CLAIMS"), arising out of CONTRACTOR'S performance of its obligations or conduct of its operations under this Agreement. The CONTRACTOR's obligations apply regardless of whether or not a liability is caused or contributed to by the active or passive negligence of the City Indemnitees. However, to the extent that liability is caused by the active negligence or willful misconduct of the City Indemnitees, the CONTRACTOR's indemnification obligation shall be reduced in proportion to the City Indemnitees' share of liability for the active negligence or willful misconduct. In addition, the acceptance or approval of the CONTRACTOR's work or work product by the CITY or any of its directors, officers or employees shall not relieve or reduce the CONTRACTOR's indemnification obligations. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from CONTRACTOR'S performance of or operations under this Agreement, CONTRACTOR shall provide a defense to the City Indemnitees or at CITY'S option reimburse the City Indemnitees their costs of defense, including reasonable attorneys' fees, incurred in defense of such claims. B. Where the services to be provided by CONTRACTOR under this Agreement are design professional services to be performed by a design professional as that term is defined under Civil Code Section 2782.8, then, to the extent permitted by law including without limitation, Civil Code sections 2782, 2782.6 and 2782.8, CONTRACTOR shall indemnify and hold harmless the CITY and its officers, officials, and employees (collectively City Indemnitees) from and against damages, liabilities or costs (including incidental damages. Court costs, reasonable attorney's fees as may be determined by the Court, litigation expenses and fees of expert witnesses incurred in connection therewith and costs of investigation) to the extent they are caused by the negligence, recklessness, or willful misconduct of CONTRACTOR, or any subconsultants, or subcontractor or anyone directly or indirectly employed by them, or anyone for whom they are legally liable (collectively Liabilities). Such obligation to hold harmless and indemnify any indemnity shall not apply to the extent that such Liabilities are caused in part by the negligence or willful misconduct of such City Indemnitee. C. The defense and indemnification obligations of this Agreement are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this Agreement, and shall survive the termination or completion of this Agreement for the full period of time allowed by law. 12. NONDISCRIMINATION. CONTRACTOR shall not discriminate, in any way, against any person on the basis of age, sex, race, color, religion, ancestry, national origin or disability in connection with or related to the performance of its duties and obligations under this Agreement. 13. COMPLIANCE WITH ALL LAWS. CONTRACTOR shall observe and comply with all applicable federal, state and local laws, ordinances, codes and regulations, in the performance of its duties and obligations under this Agreement. CONTRACTOR shall perform all services under this Agreement in accordance with these laws, ordinances, codes and regulations. CONTRACTOR shall release, defend, indemnify and hold harmless CITY, its officers, agents and employees from any and all damages, liabilities, penalties, fines and all other consequences from any noncompliance or violation of any laws, ordinances, codes or regulations. 14. NO THIRD PARTY BENEFICIARIES. CITY and CONTRACTOR do not intend, by any provision of this Agreement, to create in any third party, any benefit or right owed by one party, under the terms and conditions of this Agreement, to the other party. 15. NOTICES. All notices and other communications required or permitted to be given under this Agreement, including any notice of change of address, shall be in writing and given by personal delivery, or deposited with the United States Postal Service, postage prepaid, addressed to the parties intended to be notified. Notice shall be deemed given as of the date of personal delivery, or if mailed, upon the date of deposit with the United States Postal Service. Notice shall be given as follows: TO CITY's Project Manager: TO CONTRACTOR's Project Director: Theo Sanchez City of San Rafael 111 Morphew Street San Rafael, CA 94901 Heidi Utterback Coastland Civil Engineering, Inc. 1400 Neotomas Avenue Santa Rosa, CA 95405 16. INDEPENDENT CONTRACTOR. For the purposes, and for the duration, of this Agreement, CONTRACTOR, its officers, agents and employees shall act in the capacity of an Independent Contractor, and not as employees of the CITY. CONTRACTOR and CITY expressly intend and agree that the status of CONTRACTOR, its officers, agents and employees be that of an Independent Contractor and not that of an employee of CITY. 17. ENTIRE AGREEMENT -- AMENDMENTS. A. The terms and conditions of this Agreement, all exhibits attached, and all documents expressly incorporated by reference, represent the entire Agreement of the parties with respect to the subject matter of this Agreement. B. This written Agreement shall supersede any and all prior agreements, oral or written, regarding the subject matter between the CONTRACTOR and the CITY. C. No other agreement, promise or statement, written or oral, relating to the subject matter of this Agreement, shall be valid or binding, except by way of a written amendment to this Agreement. D. The terms and conditions of this Agreement shall not be altered or modified except by a written amendment to this Agreement signed by the CONTRACTOR and the CITY. E. If any conflicts arise between the terms and conditions of this Agreement, and the terms and conditions of the attached exhibits or the documents expressly incorporated by reference, the terms and conditions of this Agreement shall control. 18. SET-OFF AGAINST DEBTS. CONTRACTOR agrees that CITY may deduct from any payment due to CONTRACTOR under this Agreement, any monies which CONTRACTOR owes CITY under any ordinance, agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or other amounts. 19. WAIVERS. The waiver by either party of any breach or violation of any term, covenant or condition of this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any other term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or violation of the same or other teen, covenant, condition, ordinance, law or regulation. The subsequent acceptance by either party of any fee, performance, or other consideration which may become due or owing under this Agreement, shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term, condition, covenant of this Agreement or any applicable law, ordinance or regulation. 20. COSTS AND ATTORNEY'S FEES. The prevailing party in any action brought to enforce the terms and conditions of this Agreement, or arising out of the performance of this Agreement, may recover its reasonable costs (including claims administration) and attorney's fees expended in connection with such action. 21. CITY BUSINESS LICENSE / OTHER TAXES. CONTRACTOR shall obtain and maintain during the duration of this Agreement, a CITY business license as required by the San Rafael Municipal Code CONTRACTOR shall pay any and all state and federal taxes and any other applicable taxes. CITY shall not be required to pay for any work performed under this Agreement, until CONTRACTOR has provided CITY with a completed Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and Certification). 22. SURVIVAL OF TERMS. Any terms of this Agreement that by their nature extend beyond the term (or termination) of this Agreement shall remain in effect until fulfilled, and shall apply to both Parties' respective successors and assigns. 23. APPLICABLE LAW. The laws of the State of California shall govern this Agreement. 24. COUNTERPARTS AND ELECTRONIC SIGNATURE. This Agreement may be executed in any number of counterparts, each of which shall be deemed an original, but all of which together shall constitute one document. Counterpart signature pages may be delivered by telecopier, email or other means of electronic transmission. IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL N, - - JiK C Z, City ana er CONTRACTOR By: (/v UU Name: Title: CEO ATTEST: LINDSAY LARA, City Clerk APPROVED AS TO FORM: QCDEA -L, P- ' ,PPF - ROBERT F. EPSTEIN City mey 4 [If Contractor is a corporation, add signature of second corporate officer] By: Name: d/ !� Title: 'GIrle EXHIBIT A C OASTLAN D CIVIL ENGINEERING - CONSTRUCTION MANAGEMENT - BUILDING DEPARTMENT SERVICES November 1, 2019 Mr. Theo Sanchez Associate Civil Engineer City of San Rafael 1400 Fifth Avenue San Rafael, CA 94901 Via email: Theo. Sanchez(cDCityofSanRafael. ora Subject: Proposal for Engineering Design Services for the Revised Rotary Manor Culvert Replacement Project Dear Mr. Sanchez, We are pleased to provide this proposal to assist the City of San Rafael (City) with the preparation of construction contract documents and facilitation of environmental compliance and permitting clearances for the rehabilitation or replacement of a corrugated metal culvert located at Rotary Manor, a senior living community, at 1821 Fifth Street in San Rafael. PROJECT UNDERSTANDING The existing corrugated metal pipe arch culvert is part of an underground section of San Rafael Creek that crosses under Fifth Avenue. Upstream of the pipe arch is a reinforced concrete box (RCB) culvert, approximately 8 feet wide by 6 feet high, of unknown length, in apparently good condition. The pipe arch is connected to the downstream end of the RCB with cast -in-place concrete of unknown dimensions. The pipe arch is approximately 10 feet wide by 6 feet tall, and roughly 50 feet long. The bottom of the culvert has completely corroded away, and the soil beneath the culvert has eroded to a depth of 12-18 inches for the entire length of the pipe. There was water observed in the eroded cavities below the pipe in the month of September, indicating that the creek has perennial flow. At the downstream limits of the pipe arch is a concrete headwall, roughly 20 feet high and 30 feet across in apparent good condition. Downstream of the headwall, San Rafael Creek daylights as a natural creek. The failed pipe arch has created a sinkhole in the southeast yard of Rotary Manor. The source of the sinkhole appears to be the connection point between the pipe arch and the upstream RCB. From within the pipe arch, light can be seen through the top of the culvert at this location. It appears that soil erosion beneath the failed pipe arch has caused the cast -in-place concrete transition (where the pipe arch connects to the RCB) to become undermined and tip away from the RCB. There is currently an approximate three-inch gap between the RCB and pipe arch at the top of pipe. If one reaches a hand into this gap, there is approximately 12 inches of concrete above the pipe arch, and beyond that, highly erodible sandy soil. Above this gap, a roughly 10 -foot by 20 -foot hole has formed like a rectangular cone to a depth of about 12 feet. The sinkhole has exposed a 12- or 15 -inch storm drain above and in line with the culvert. PROJECT APPROACH Options for restoring the Rotary Manor property and culvert include complete removal and replacement or rehabilitation of the pipe arch. Santa Rosa Auburn Pleasant Hill Fairfield 1400 Neotomas Avenue 11641 Blocker Drive, Ste 170 3478 Buskirk Avenue, Ste. 1000 324 Campus Lane Ste. A Santa Rosa, CA 95405 Auburn, CA 95603 Pleasant Hill, CA 94523 Fairfield, CA 94534 Tel: 707 571 8005 Tel: 530.888 9929 Tel: 925.233.5333 Tel 707.702 1961 www.coastiandcivii.com Removal and replacement of the pipe arch would include the following tasks: • Removal of landscaping and improvements, • Excavation and shoring of the entire pipe trench footprint, • Removal of the pipe arch and the cast -in-place concrete at the upstream transition, • Separation of the pipe arch from the downstream headwall, • Installation of a new corrugated metal pipe arch (coated and paved with asphalt or polymer to extend design service life), • Installation of a new concrete transition between the new arch and existing RCB to connect and seal the two structures, • Reconnection of the new pipe arch to the downstream headwall, • Placement of new bedding and backfill, and • Restoration of landscaping and improvements. Rehabilitation of the pipe would include the following tasks: • Excavation and shoring within the approximate boundary of the exiting sinkhole footprint, • Sawcutting of the existing cast -in-place concrete transition (depth to be determined in the field), • Dowelling -in reinforcing bars into the existing RCB (horizontally) and into the cut face of the headwall (vertically), • Forming and pouring new concrete to re -connect the pipe arch and existing RCB to connect and seal the two structures, • Removal of the bottom of the pipe, • Pouring a new pipe bottom with grout, and • Applying a polymer or asphaltic coating to the pipe interior. • Restoration of landscaping and improvements. Other alternatives include replacing the pipe arch with an RCB culvert, or removing the pipe arch and restoring the natural channel. Additional damage to the pipe arch this winter may reduce the feasibility of some alternatives. Coastland will conduct an alternatives analysis to assess up to four culvert rehabilitation and replacement options and present a recommendation to the City. The alternatives analysis will include a conceptual plan/profile for each alternative, and an evaluation of the construction feasibility and order -of -magnitude costs. Based on the City's selected culvert repair/replacement method, Coastland will prepare construction contract documents, including plans, specifications and an engineer's estimate of probable construction. The construction plans will include culvert rehabilitation or replacement plans, planting and irrigation plans, and a plan to rebuild an existing trellis. WRA, our environmental compliance consultant, will provide CEQA documentation for the culvert rehabilitation/replacement. Based on our understanding of the proposed project, the appropriate level of CEQA documentation appears to be a CEQA Categorical Exemption. If the project triggers an exception to a Categorical Exemption finding, additional efforts may be required, including the preparation of a CEQA Initial Study/Mitigated Negative Declaration (MND) and a Cultural Resources Report. Regulatory permits could possibly be required for the rehabilitation/replacement of the culvert. MacNair Landscape Architecture will prepare planting and irrigation plans to restore the landscaping of affected portions of the Rotary Manor property. We understand that the City will provide a conceptual planting layout (prepared by Rotary Manor) as a basis for the landscaping design. MacNair will prepare a draft concept planting plan based on the layout provided by the City, and a final concept plan based on City comments. MacNair will prepare construction documents for planting and irrigation improvements based on the approved concept planting plan. Landscaping improvements will be limited to the southeast side of the main building and areas within 100 feet of the sinkhole. 0 SCOPE OF SERVICES We offer the following scope of services to assist the City with this project. Task 1 — Project Management and Coordination Coastland is committed to providing high-quality coordination and management services to ensure positive and effective communication and project outcomes. Ourwork will include project and contract management, coordination between the City and the design team, management of project schedules and budgets, and scheduling/administering of meetings. Face-to-face meetings are expected at critical project milestones, including the project kick-off meeting, the meeting to review the Alternatives Analysis findings, and to review the City's 30% submittal comments. The 60% and 90% submittal review meetings may be conducted by meeting or by conference call. We have budgeted for up to four meetings and three conference calls. Additionally, we have allotted time for up to two site visits/field meetings, at the City's request. We have also allotted time for public outreach to prepare a mailer, attend a public meeting, or provide similar outreach services at the City's request. Deliverables: • Project schedule and updates • Meeting agendas and minutes for all meetings • Public outreach mailer (as requested by the City) Task 2 — Engineering Design Our engineering design services will include a topographic and boundary survey, an alternatives analysis for culvert repair/replacement options, a conceptual planting plan, preparation of landscape water use calculations for compliance with City of San Rafael Water Efficient Landscape Ordinance, and preparation of construction contract documents suitable for public bid, including plans, specifications, and engineer's estimate of probable construction. These tasks are detailed in the sections below. Task 2.1 — Topographic Survey Our survey subconsultant, Cinquini & Passarino (CPI), will complete a topographic surrey to support the design efforts for this project. The survey will include the southeast side of the Rotary Manor main building and side yard, extending to the middle of Fifth Avenue and include property improvements, landscaping elements, fences, sidewalk, curb and gutter and driveways, edges of pavement, striping and pavement markings, utility poles, meter boxes, valve boxes, overhead wires, driveway locations, trees six (6) inches and larger, sanitary sewer and storm drain facilities including exposed piping in the sinkhole, subsurface utilities marked or found, drainage structures, headwalls, creek flow lines and tops of bank extending 30 feet downstream of the culvert, and any other pertinent information that could apply to the project during design. The finished product will be a map in AutoCAD format showing existing topographic features and utilities along the project reach based on the above described approach. The map will be at a 1 inch = 20 feet scale and provided on an assumed vertical datum unless otherwise requested. Task 2.2 — Boundary Survey CPI will field search for the boundary monumentation shown on the Parcel Map of the Lands of Rotary Manor filed in Book 23 of Parcel Maps at Page 19, Marin County Records. If monuments are located and in conformance with the parcel map, a Record of Survey will not be required. Optional Task 2.2a — Record of Survey If needed, CPI will perform a boundary survey and collect field data in sufficient detail to locate boundaries of the Rotary Manor parcel. 0 Task 2.3 — Drainage Easement Legal Description and Plat CPI will prepare a legal description and plat of a drainage easement. Task 2.4 — Background Information Coastland will assemble all the available City information pertaining to the project including as -built drawings, utility information, property data and additional pertinent information for the project. Additionally, we will contact utility companies that have facilities in the project area to obtain any record maps indicating the type and size of facilities for inclusion on the plans. Task 2.5 — Culvert Alternatives Analysis Following our site review and survey, we will prepare an alternatives analysis for up to four culvert rehabilitation/replacement alternatives approved by the City. We will prepare a concept -level plan and profile for each alternative. The analysis will assess and compare the construction feasibility, expected lifespan and order of magnitude costs. Based on these factors, Coastland will recommend a preferred alternative for the City's consideration. Task 2.6 — Conceptual Planting Plan Based on the City -provided conceptual planting layout, we will prepare a conceptual planting plan of affected areas of the Rotary Manor side yard within 100 feet of the sinkhole. We will finalize the conceptual planting plan after incorporating City comments. Task 2.7 - 30% Submittal Based on the City's selected alternative for repairing/replacing the culvert, Coastland will begin preparation of plans and specifications. Our 30% submittal will include a culvert repair/replacement plan and profile, typical culvert sections, planting plan, and a preliminary engineer's estimate of probable construction costs. We will provide the City PDF and AutoCAD -Civil 3D 2018 files of the 30% plans and an Excel file of the preliminary engineer's estimate for review and comment. Task 2.8 - 60% Submittal Following the City's review of the 30% submittal, we will prepare the 60% submittal, which will incorporate all comments from the previous submittal. The 60% plans will include a cover sheet, abbreviations sheet, culvert plan/profile plans, sections, planting and irrigation plans, trellis plans, and miscellaneous construction details. Specifications will be prepared in the format of the Caltrans Standard Specifications, in conformance with the template provided by the City. The 60% submittal will include digital copies of the plans, specifications, an updated engineer's cost estimate and a letter report summarizing the 30% review comments and their resolution. All files will be delivered in PDF, AutoCAD -Civil 3D 2018, Word and Excel format as applicable. Task 2.9 - 90% Submittal Following the City's review of the 60% submittal, we will prepare the 90% submittal documents. The 90% submittal will address all comments from the previous submittal and will be a comprehensive design package. The 90% submittal will be delivered as electronic plans, specifications, engineer's cost estimate, a letter report summarizing the 60% review comments and their resolution, and landscape water use calculations for WELO compliance. All documents will be submitted in PDF, AutoCAD -Civil 3D 2018, Word and Excel format as applicable and as requested by the City. 0 Task 2.10 - Final Submittal Following the review of the 90% submittal, Coastland will prepare the final construction drawings, specifications and estimate, signed by a California registered Civil Engineer. We will provide a final electronic submittal to the District for a final review to verify comments have been addressed prior to producing the final bid documents. Upon final District review, we will provide full-size drawings and documents in electronic format (PDF, AutoCAD, Word, and Excel). Deliverables: • Boundary Lines for the subject parcel • Legal Description and Plat • Alternative Analysis Technical Memorandum • Conceptual Planting Plan • 30%, 60%, 90%, and final PS&E submittals in electronic format • Landscape Water Use Calculations for WELO Compliance • A letter report summarizing review comments and the resolution of the review comments • Final bid documents in electronic format Task 3 — Environmental Compliance and Permitting WRA will prepare California Environmental Quality Act (CEQA) documentation for the Rotary Manor Culvert Replacement Project as well as obtain regulatory permit approval from the U.S. Army Corps of Engineers (Corps), Regional Water Quality Control Board (RWQCB), and California Department of Fish and Wildlife (CDFW). Based on WRA's understanding of the proposed project and communication with the City of San Rafael, the appropriate level of CEQA documentation for the project is a, Initial Study/Mitigated Negative Declaration, including a Cultural Resources Report. This Scope of Work also includes the preparation of Corps, RWQCB, and CDFW regulatory permit applications and coordination with each of these agencies. Task 3.1 — Kick-off Meetin4, Information Review, and Project Description WRA proposes to kick-off the environmental review process with the team by: 1) collecting all relevant reports and drawings (or identify relevant documents for copying); 2) discussing the proposed project; 3) resolving issues regarding overall assumptions; 4) identifying other key City contacts; and 5) discussing overall communication protocols. WRA will prepare a draft Project Description for the Initial Study/MND which will include discussions of the following: 1) project area regional and local location; 2) project objectives and goals; 3) project characteristics; and 4) a list of required approvals and regulatory permits. Task 3.2 — Prepare CEQA Administrative Draft Initial Study WRA will prepare an Administrative Draft Initial Study that will include a completed environmental checklist form, including project description; an evaluation of impacts following the outline established in the checklist. including analysis of each issue; and mitigation measures. WRA has also retained Alta Archaeological Consulting (ALTA) to assist with Cultural Resources for the Initial Study. Task 3.2a - Cultural Resources Desktop Review, Records Search, and Literature Review ALTA will perform a records search at the California Historical Resources Information System, Northwest Information Center (NWIC). Site locations and previous survey data will be digitized using ArcMap into individual shapefiles and placed within a GIS file geodatabase. Native American Consultation ALTA will work closely with the City and assist with consultation to satisfy CEQA and AB 52 as needed. This may include preparing the AB 52 Consultation Notice and consulting with the NAHC to request a CM review the Sacred Lands Files for any resources that may be present within the Project areas and to provide a list of local Native American tribes. The Project Team will use certified mail to contact in writing Native American groups or individuals identified by the NAHC to inform them of the project and to solicit their concerns about the undertaking. Follow up phone calls will be made to ensure that consultation letters were received and to discuss any potential concerns with the project. Field Inventory The project area will be intensively examined for cultural resources by ALTA. In accordance with established standards, field reconnaissance will be conducted using transects spaced no more than 10 meters apart. No artifacts will be collected as part of this reconnaissance. The field crew will maintain daily field notes and the findings will be made available immediately following the field investigation. Any archaeological resources identified within the project area will be recorded using the standard State of California Department of Parks and Recreation Archaeological Site Forms. If cultural resources are located during the survey, approximate boundaries will be delineated and the location of the resource plotted on topographic maps. Project Reporting ALTA will prepare an Archaeological Survey Report (ASR). The archaeological survey report will be sufficient to satisfy state requirements defined in CEQA. The ASR will include a summary of the identification efforts undertaken in the study, consultation with agencies and local governments, provide a summary of archaeological methods and findings, and make preliminary recommendations for appropriate treatment and/or evaluation of resources. Task 3.3 - Prepare Draft Initial Study/MND per City's Comments After providing the Administrative Draft Initial Study to the City for review, WRA will address all of the City's comments. WRA will prepare one copy of a Screencheck Draft Initial Study//MND that the City can review to confirm that all comments have been addressed. Task 3.4 — Publication of the Draft Initial Study/MND Upon approval of the Screencheck Draft Initial Study/MND, WRA will reproduce additional copies of the Draft Initial Study/MND for the City's use during the 30 -day public review period. Additionally, WRA will coordinate with the City in providing web -ready documents for publication on the City's website. WRA will also produce and circulate the Notice of Intent (NOI), as well as any other CEQA noticing requirements, including the Notice of Completion (NOC) and Notice of Determination (NOD) to the State Clearinghouse. Task 3.5 - Prepare Final Initial Study/MND per City's Comments Following completion of the 30 -day public review period, WRA will respond to agency and public comments submitted on the Draft Initial Study/MND. The extent of work necessary to complete the Final Initial Study/MND is contingent upon the number and nature of public comments received after the Draft Initial Study/MND is circulated. In addition to the kick-off meeting, this scope of work includes attendance at up to one public hearing. Task 3.6 — Regulatory Permitting Following completion of the 30 -day public review period, WRA will respond to agency and public comments submitted on the Draft Initial Study/MND. The extent of work necessary to complete the Final Initial Study/MND is contingent upon the number and nature of public comments received after the Draft Initial Study/MND is circulated. In addition to the kick-off meeting, this scope of work includes attendance at up to one public hearing. WRA will assist the City with obtaining the required resource agency permits for the project. It is assumed that permit applications for Corps Section 404 Nationwide Permit, RWQCB Water Quality Certification, and CDFW Streambed Alteration Agreement will be necessary. Permit applications will be prepared for the project. WRA will prepare a draft version of the permit applications for the project for one review by the City and revise and finalize the draft plans once based on the comments received and provided by the City. 0 WRA will submit the permit applications to the agencies and act as the authorized agent on behalf of the City. Task 3.6a - Section 404 of the Clean Water Act (CWA) Permit. WRA will prepare one Pre -Construction Notification (PCN) for the Corps authorization for the project and. It is assumed that the project will be covered by the Corps' Nationwide Permit Program, and this Scope of Work assumes preparation of application materials to the level of detail required for a Nationwide Permit. The Corps does not require a permit application fee for Nationwide Permits. Task 3.6b - Section 401 Water Quality Certification A Section 401 Water Quality Certification application package, submitted to the RWQCB for the project, will be prepared for the project. The RWQCB package will be submitted concurrently with the Corps Section 404 permit application as part of a PCN. The Water Quality Certification application will utilize the same project description as for the Corps Section 404 application package. Application fees for RWQCB permits are based on the project impacts. As requested by the RFP, an estimated RWQCB permit application fee of $1,500 is included in the budget for this task. Task 3.6c - Section 1602 CDFW Streambed Alteration Agreement WRA will prepare a Notification of Lake or Streambed Alteration Agreement application package for the project, to be sent to CDFW. CDFW procedures for processing these applications, reflected in its applications, differ from those of the Corps and RWQCB. Application fees for CDFW permits are based on the project cost. As requested by the RFP, an estimated CDFW permit application fee of $5,000 is included in the budget for this task. Deliverables: • Project descriptions • Preliminary and final CEQA documentation • Cultural Resources Report • Corps, RWQCB, CDFW regulatory permit applications Task 4 — Final Bid Phase and Bid Support Coastland will provide bid support to the City by answering questions that may arise during the bidding process and maintaining a phone log of inquiries. We will prepare up to two (2) contract addenda, if necessary. Deliverables: • Contract addenda, if required • Answers to bidder's questions ASSUMPTIONS / EXCLUSIONS In the development of this project approach and design estimate, we have made the following assumptions: • The existing pipe arch culvert is sized adequately for hydraulic conditions. No hydraulic calculations are necessary for the design. • Coordination with the property owners is not part of our scope. • Geotechnical engineering is not required. If the selected alternative requires geotechnical consultation or investigation, Coastland can provide a scope and fee for that service. • Structural engineering is not required. If the selected alternative requires structural engineering services, Coastland can provide a scope fee for that service. • Site planning and master planning. • Access will be granted to all portions of the project area as needed. • This scope of work does not include any specific species surveys. 0 • Project description maps and related information will be provided by the project team prior to initiation of the CEQA analysis and regulatory permit applications. • Changes to the Project Description and/or Project Boundaries may require additional budget to update the environmental analysis. • Grading or building permit applications • This task does not include representation on behalf of the City for legal matters associated with this project. PROPOSED FEE Based on our scope of work and our estimated time, we propose that the services associated with the project be completed for a not -to -exceed amount of $163,526. The amount quoted assumes that all of the work for this project will fall under the scope of services as previously described. We have made our best efforts to provide a scope of services that serves the City's needs for this project. If we've missed the mark, we are happy to modify the scope and fee, or provide additional services on a time and materials basis per our adopted schedule of hourly rates. We greatly appreciate the opportunity to assist the City of San Rafael with this important project. Please feel free to contact Jennifer Melman or me at (707) 571-8005 if you have any questions or need any additional information. Sincerely, A(e / -I- GG-U�ac,� �1 Heidi Utterback, PE Jennifer Melman, PE Principal 0 d l f0 ar N J Q W F W W0 o m m N o m m m A o m t7 m P o o m �n n n N n n n m P m m o �n n n n rryn �n in o I O L F N !O _ y� n N m m N P m P Oi P P P C m fU 0 0 0 0 N n n C yU y W i � N W p 7 J N a o m P o M n NI m N U H ul N O U WZ N N P m m P CNl N N N D m of c 0 « N ¢E 3 0 41 N N h N IN/1 N N W Vw,I V C W C u � O1 N 5 C m N A N N ry .,w Y� O U 1 0 rn N • vI c � •L ���y/ u F � � C W r 1 10 � c o C .~ in W N ¢W U IL � C a ° `m o o a, N N W U m Q C N Of m P N t7 N Q C W m d C � Nw � v d �O o CL U C C y w � m ❑ .n .n `c � y ❑ Z c ) a to CL mC C N C G N C c n Z U d A y d N E Y a a °on o a g m U T a u v W Q C U u c N a C a v W a CL d « v U E a v❑ .N m> v m j o a u 3 T a N o U N l0 m m a c s w l v v m Jm c a m c a u o u U U IO O c m E c tm m u E N m i E E N .- '-' c ai m o c a' Q > c' o ❑❑❑❑ c c c c E o E 5 a a j❑ j m❑ s c ? '�%' m m m w 2 2 m u uc¢ V¢ o '_ v ._ `0 3 N $ € y c v U • N c a o o m m c m u m m w e ?+ c y W P c P P t� m m a° m c¢ a o 0 0 0 E v m a¢ y c G U m a> u m m o u� Y u U U U U CO o n= n u 2 a m d m c m U • d 3 o d a` a` W in _ : U a C I o O m d a' ❑ N m U O U o Pl O m O m C iLL m u v U x a N d d N V1 (n m a` m a` ¢ y m 'm U a` w w u a` N Ci V N N N P N m n m QI C) N .- N N th P tG N N N N N N N N N N NM N m tp tp f+7 t7 t'l t7 P) t7 t'1 Q Y 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: Theo Sanchez Extension: 5326 Contractor Name: Coastland Civil Engineering, Inc. Contractor's Contact: Heidi Utterback Contact's Email: utterback@coastlandcivil.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT DATE Check/Initial 1 Project Manager a. Email PINS Introductory Notice to Contractor Click here to ❑ enter a dale. b. Email contract (in Word) and attachments to City 12/2/2019 Attorney c/o Laraine.Gittens@cityofsanrafael.org N IK 2 City Attorney a. Review, revise, and comment on draft agreement 12/2/2019 N LG and return to Project Manager 12/2/2019 N LG b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor 3 Department Director Approval of final agreement form to send to 12/5/2019 N BG contractor 4 Project Manager Forward three (3) originals of final agreement to Click here to ❑ contractor for their signature enter a date. 5 Project Manager When necessary, contractor -signed agreement ❑ N/A agendized for City Council approval * *City Council approval required for Professional Services Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 Click here to Date of City Council approval e1rla��� PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City Attorney with printed copy of this routing form 7 City Attorney Review and approve hard copy of signed agreement 8 City Attorney Review and approve insurance in PINS, and bonds (for Public Works Contracts) 9 City Manager/ Mayor Agreement executed by City Council authorized '� official I 10 City Clerk Attest signatures, retains original agreement and -�- forwards copies to Project Manager r h