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PW Master Services Agreement; Task Order No. 10 Bid & Construction Phase Services Francisco Blvd. WestCity of San Rafael MASTER CONSULTANT SERVICES AGREEMENT DATED DECEMBER 12, 2019 WITII BKF ENGINEEERS TASK ORDER NO. 10 Bid & Construction Phase Services for Francisco Boulevard West One -Way Street Conversion THIS TASK ORDER is entered into on M4Y 61"q"I , 20^etween the City of San Rafael, a municipal corporation ("City"), and BKF En ineers ("Consultant"). RECITALS A. The City and Consultant have entered into a Master Consultant Services Agreement ("Agreement") dated December 12, 2019 under which Consultant has agreed to perform certain professional consulting services for the City; and B. Pursuant to the terms of the Agreement, the City wishes Consultant to perform certain tasks as set forth in this Task Order, which constitute the Project; NOW, THEREFORE, City and Consultant agree as follows: AGREEMENT 1. Scope of services. Consultant shall provide any and all of the services set forth in Attachment A of this Task Order, dated March 17, 2020, as revised May 8, 2020, as directed by the City. Jason Kircllmann shall be the Project Manager for Consultant for this Task Order. Additional professional services may be performed by other Consultant staff with prior notice and approval by City. a. City's duties. The City will: (1) Determine the scope of services, as set forth in Attachment A. (2) Make available the project plans and specifications and other City data related to the project, including full information as to the City's requirements. (3) Designate April Miller as the person at the City responsible for monitoring performance under this Task Order. b. Consultant duties. The Consultant will: (1) Provide and perform tasks identified in Attaclunent A, Scope of Services. (2) Provide miscellaneous consulting and other services related to the Project and not stipulated elsewhere in this Task Order, when requested by the City in writing. A Task Order Amendment is required if these additional services cannot be performed within the Task Order budget. 2. Date of completion; Work hours estimate; Cost estimate and budget; Fee schedule. Rev. May 2013 City of San Rafael :Master Consultant Services Agreement Task Order With regard to each project given to Consultant that is subject to this Task Order, the scope of services, time of completion, work hours estimate, cost estimate and budget and fee schedule are set forth in Attachment A to this Task Order. 3. Authorization to proceed. The City will give Consultant authorization to proceed with the work specified in this Task Order only after Consultant submits updated insurance certificates and endorsements, in accordance with Section 10 of the Agreement. 4. Master Agreement terms; Conflicts. Except as expressly otherwise provided herein, all terms of the Agreement shall apply to Consultant in the performance of work pursuant to this Task Order. If there is a conflict between this Task Order and the Agreement, this Task Order shall control. 5. Amendment of Task Order; Conflicts. Except as provided in Section 1(b)(2) above, this Task Order may not be modified except by an Amended Task Order executed and approved in the same manner as the Task Order. 6. Signatures. The parties have executed this Task Order, as of the date first written above. CITY O AN RAFAEL CONSULTANT By: r- By: r im hutz, C1 , tanager Name: Jason Kirchmann Contents approved: By: ! 1S "`1 ✓ , Bill Guerin, Public Works Director Reviewed By By: Robert F. Epstein,UCity Attorney 2 Rev. Jan 2019 Title: Vice President (if Consultant is a corporation, add signature of second corporate officer) Name: Greg Hurd Title: President I CEO City of San Rafael Master Consultant Services Agreement Task Order Attachments: A Proposal Rev_ Jan 2019 B k F TEAROS� ENGINEERS. SURVEYORS. PLANNERS March 17, 2020 Revised April 17, 2020 & May 1, 2020, May 8, 2020 April Miller City of San Rafael Public Works Department 111 Morphew Street San Rafael, CA 94901 Transmitted Via Email BKF Ref. No. 20169048-29 Subject: Bid & Construction Phase Services for Francisco Boulevard West One - Way Street Conversion - San Rafael, CA April, Pursuant to your request, BKF Engineers (BKF) is pleased to submit this scope of services for bid and construction phase services associated with the Francisco Boulevard West One -Way Street Conversion project in San Rafael. I. SCOPE OF SERVICES TASK 1: CONSTRUCTABILITY ENHANCEMENTS & CLARIFICATIONS As requested by the City of San Rafael, BKF will amend and clarify key elements of the design at the intersections of 2"d Street and Rice Drive with Francisco Boulevard West to enhance constructability and provide greater clarity on the design, including traffic signal modifications at the intersection. Services under this task include time to revise the drawings and supplemental data to incorporate City comments and requested clarifications during this phase. TASK 2: BID PHASE SERVICES Upon completion of the Final Construction Documents described above and prior to bidding, BKF will be available to consult with the City regarding any final questions on/or interpretations of the design (pre-bid contractor RFI's). Services under this task include adjusting the engineer's opinion of probable cost when requested by the City to further align with the bid items list and specifications prepared by the City. We will also be available to provide the following services, if requested: attend a pre-bid meeting; provide responses to bidders' questions; review and evaluate the responsiveness, validity and completeness of the bid; provide recommendations to award the project to the most responsive bidder; and if needed prepare bidding addenda. TASK 3: CONSTRUCTION PHASE SERVICES During the Construction Phase and to the extent requested, BKF can provide construction -related services to assist the City and their designated representatives in overseeing the construction aspects of the project. BKF's services will be limited to providing support and observation services only. 4040 Civic Center Drive, Suite 530, San Rafael, CA 94903 1 415.930.7960 Francisco Boulevard West Bid & Construction Phase Services 0B k F 00+ City of San Rafael m YEARS March 17, 2020 ENGINEERS SURVEYORS . PLANNERS Page 2 of 4 1. Construction Meetings: BKF has budgeted for up to three (3) site meetings with the contractor during construction, including the pre -construction meeting, to clarify design intent as needed. BKF will prepare meeting minutes that will be distributed within two business days after the meeting(s). 2. Review and Respond to Construction Submittals: BKF will review and respond to construction submittals received from the contractor during construction. Fees associated with submittal review assumes that the number of submittal reviews is limited to ten (10). 3. Review and Respond to Requests for Information: BKF will review and respond to requests for information (RFI's) and provide interpretation of the Improvement Drawings during construction. Fees associated with RFI review assumes that the number of RFI reviews is limited to five (5). 4. Assist City with the preparation of Contract Change Orders: BKF will review contractor change order requests and provide feedback to the City as it relates to design element adjustments. It is assumed that the City will author and be responsible for final negotiation of change orders. 5. Final Site Walk and Engineer's Punch List: BKF will participate in the final walk-through of the constructed project and assist in the preparation of "punch list" items in need of work. 6. Record Drawings: BKF will prepare Record Drawings for the improvements from information that we acquire in the field and from information that the Contractor provides through the City. BKF will submit Record Drawings to the City for review and address one round of comments before providing final Record Drawings to the City electronically in PDF format upon their completion. Digital files of the final drawings provided in AutoCAD format, pursuant to BKF standards, will be provided only as a courtesy. TASK 4: SURVEY MONITORING BKF will perform monitoring of the two buildings in the immediate vicinity of the existing box culvert to be removed. BKF will provide settlement monitoring by establishing a measurement control line, baseline pre -construction measurements to fixed targets, weekly measurements during wall construction and culvert removal activities and one measurement one week after the completion of said construction/demolition activities. A report of all the monitoring measurements will be provided at the completion of the monitoring period. Should tolerances exceed the project specifications, BKF will notify the City immediately upon discovery of any tolerance exceedances. Additionally, BKF will place a vibration monitoring sensor, equipped with cell phone attachments, on each building. The sensors will be monitored actively via cellular data transmission. The sensors will measure peak particle velocity. Weekly summary reports of the sensor readings will be provided. Additionally, specific Event Reports will be provided if equipment has readings exceeding the specified tolerances. Services under this task assume that the total working period of 3 weeks. Should more frequent or extended monitoring be required, these will be provided as an additional service. Permission to enter and physical access to the buildings will be provided by the City. BKF Engineers 14040 Civic Center Drive, Suite 530 1 San Rafael, CA 194903 1415.930.7960 UFrancisco Boulevard West Bid & Construction Phase Services ' k f 100+ City of San Rafael YEARS March 17, 2020 ENGINEERS SURVEYORS . PLANNERS Page 3 of 4 II. SCOPE QUALIFICATIONS AND ASSUMPTIONS BKF Engineers' services are limited to those expressly set forth above. BKF will have no other obligations or responsibilities for the project except as provided in this proposal letter, or as otherwise agreed to in writing. BKF will provide the scope of services consistent with, and limited to, the standard of care ordinarily provided by consultants practicing in the same or similar locality under the same or similar circumstances. At this time, BKF has specifically excluded the following items and/or services: ➢ Additional services beyond the scope of services described above ➢ Boundary surveys or the determination of property lines ➢ Construction staking ➢ Environmental studies or services ➢ Land Surveying services ➢ Structural, electrical and mechanical engineering services ➢ Title company services or resolution of title issues ➢ Transportation/traffic engineering The services described herein, as well as services outside of this scope will only be performed if authorized by the City. Fees for additional services will be billed on a Time and Materials basis in accordance with our rate schedule, unless otherwise agreed upon. III. SCHEDULE We understand that the bid phase will commence in spring 2020 and construction will commence in summer 2020 and will be completed within one year. BKF Engineers 14040 Civic Center Drive, Suite 530 I San Rafael, CA 194903 1415.930.7960 IV. COMPENSATION Francisco Boulevard West Bid & Construction Phase Services City of San Rafael March 17, 2020 Page 4 of 4 BKF proposes to provide the services described in this Proposal on a time and materials basis in accordance with our current rate schedule with a not -to -exceed limit of $53,000. We have provided the table below to demonstrate the approximate level of effort for each task. Fees will ultimately depend on the actual amount of time it takes to complete the described and/or requested services. BKF will have the ability to re -allocate individual task estimates below, at its sole discretion, to provide the services described herein, however the total not -to -exceed amount will not be modified without written approval from the City of San Rafael. The fees will be invoiced monthly. The invoice will identify the professional category and associated hourly rate, and include a brief description of the services performed during that particular billing cycle. TASK 1 ioo+ FEE $21,250 B k f YEARS ENGINEERS SURVEYORS. PLANNERS IV. COMPENSATION Francisco Boulevard West Bid & Construction Phase Services City of San Rafael March 17, 2020 Page 4 of 4 BKF proposes to provide the services described in this Proposal on a time and materials basis in accordance with our current rate schedule with a not -to -exceed limit of $53,000. We have provided the table below to demonstrate the approximate level of effort for each task. Fees will ultimately depend on the actual amount of time it takes to complete the described and/or requested services. BKF will have the ability to re -allocate individual task estimates below, at its sole discretion, to provide the services described herein, however the total not -to -exceed amount will not be modified without written approval from the City of San Rafael. The fees will be invoiced monthly. The invoice will identify the professional category and associated hourly rate, and include a brief description of the services performed during that particular billing cycle. TASK 1 DESCRIPTION CONSTRUCTABILITY ENHANCEMENTS & CLARIFICATIONS FEE $21,250 2 BID PHASE SERVICES $5,150 2.1 Pre -Bid Assistance and Respond to RFI's 3,700 2.2 Attend Pre -Bid Meeting 800 2.3 Review Construction Bids and Make Recommendation to City 650 3 3.1 CONSTRUCTION PHASE SERVICES Construction Meetings $16,600 3,900 3.2 Review and Respond to Construction Submittals 2,900 3.3 Review and Respond to Requests for Information (RFI's) 3,350 3.5 Assist City with the preparation of Contract Change Orders 2,000 3.6 Final Site Walk and Engineer's Punch List 1,950 3.7 Record Drawings 2,500 4 SURVEY MONITORING $10,000 The cost of materials and other reimbursable expenses such as printing, reproduction, mileage, express and messenger deliveries, and computer deliverable plots are included in the fees above. Respectfully, BKF Engineers Jason Kirchmann, PE, PLS, QSD/P Vice President BKF Engineers 14040 Civic Center Drive, Suite S30 I San Rafael, CA 194903 1 415.930.7960 1 A z fi ya C,iT)I WITH P` 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: Iman Kayani for AM Extension: 3352 Contractor Name: BKF Engineers Contractor's Contact: Jason Kirchmann Contact's Email: ikirchmarin@bkf.corn ❑ 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 ❑ b. Email contract (in Word) and attachments to City 5/6/2020 Attorney c/o Laraine.Gittens@cityofsanrafael.org ❑x IK 2 City Attorney a. Review, revise, and comment on draft agreement 5/8/2020 ❑x LG and return to Project Manager 5/8/2020 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 5/11/2020x❑ BG contractor 4 Project Manager Forward three (3) originals of final agreement to 5/12/2020 ❑x IK contractor for their signature 5 Project Manager When necessary, contractor -signed agreement N/A agendized for City Council approval * *City Council approval required for Professional Services © IK Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 Date of City Council approval PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City 5/20/2020 IK 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 S/2Z 70 26. (for Public Works Contracts) 9 City Manager/ Mayor Agreement executed by City Council authorized S �� �t'1 official 10 City Clerk Attest signatures, retains original agreement and (/� forwards copies to Project Manager