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PW Master Services Agreement; Task Order No. 15 Construction Inspection ServicesCity of San Rafael MASTER CONSULTANT SERVICES AGREEMENT DATED DECEMBER 17, 2020 WITH COASTLAND CIVIL ENGINEERING, INC. TASK ORDER NO. 15 Construction Inspection Services for the Francisco Boulevard West Rice Drive to Second Street THIS TASK ORDER is entered into on T HIL, 20a-Atween the City of San Rafael, a municipal corporation ("City"), and Coastland Civil Engineering, Inc. ("Consultant"). RECITALS A. The City and Consultant have entered into a Master Consultant Services Agreement ("Agreement") dated December 17, 2020 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 June 9, 2020 as directed by the City. Mike Janet 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 Attachment 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 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 OF S CONSULTANT By: By: ,, Jim Schutz, Ci anager Name: John Wanger Contents approved: LIN Bill Guerin, Public Works Director Reviewed By By: _ a Robert F. Epstein, Ci Attorney VX 2 Rev. Jan 2019 Title: CEO (if Consultant is a corporation, add signature of second corporate officer) By: Name: Title: Ciq� of San Rafael Amsler Consultant Services Agreement Task Order With regard to each project given to Consultant that is subject to this Task Order, the 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. Tile 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. d. 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 I (b)(2) above, this Task Order play 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 OF SAN RAFAEL CONSULTANT la .IIIA SCIlutZ, City Manager Contents approved: If By: Bill Guerin, Public Works Director Reviewed By By: 1--.- Robert F. Epstein, City Attorney 2 Rev. Jan 2019 By: Name: Title: (if Consultant is a corporation, add signature of second corporate officer) By: Name: Title: City of San Rafael Master Consultant Services Agreement Task Order Attachments: A Scope of work, time of completion, work hours estimate, cost estimate and budget Rev. Jan 2019 Attachment A COASTLAND CIVIL ENGINEERING - CONSTRUCTION MANAGEMENT - BUILDING DEPARTMENT SERVICES June 9, 2020 Ms. April Miller Public Works Department City of San Rafael 111 Morphew Street San Rafael, CA 94901 Re: Proposal for Construction Inspection Services for the Francisco Blvd. West Rice Drive to Second Street Project Dear April: The Francisco Blvd. West Project presents an opportunity to enhance bicycle and pedestrian safety in a heavily traveled area in central San Rafael. To meet the schedule, funding requirements and other project goals, this project will require a local inspection team with extensive Caltrans experience to partner with the City. We believe Coastland offers just that. We have proudly served Sonoma and Marin counties for over 25 years and have inspected over one hundred similar roadway improvements in high -traffic areas. On each of these projects our team makes a point to become a true extension of our clients' staff. We coordinate closely with Caltrans, the affected public, utility companies, and local and state agencies. Our approach results in rapid response times and fewer demands on City staff time. Please consider the benefits of the Coastland inspection team: ✓ We will serve as your representative and become a true extension of San Rafael's staff. A number of our construction inspection projects have involved a City or third -party resident engineer or construction manager and our inspectors have worked seamlessly as a representative of the public agency. ✓ Based on our previous experience within Marin County and its municipalities, our staff is very knowledgeable and sensitive to the local issues and regulations and know the County of Marin Uniform Construction Standards. ✓ All of our inspection staff know how to read and interpret plans and specifications and are familiar with the current Caltrans Standard Plans and Standard Specifications. They are equipped with smartphones, tablets or laptops which enable them to prepare and submit daily reports, including photo logs, on-site. They are also provided with all necessary safety equipment. We understand the scope of inspection services to include: Construction Inspection Coastland will have a part time Inspector on the project site to periodically observe the demolition of existing surface improvements, concrete structures and a box culvert, and the removal of pavement striping and markers and signs. Coastland will monitor the contactors construction of the new curbs, gutters and sidewalks; installation of underground utilities; placement of centerline bollards; driving of sheet piles and pouring reinforced concrete structures as part of the channel reconfiguration; placement and compaction fill materials; asphalt paving; construction of chain link fencing; site restoration, hydroseeding, tree planting, landscaping and irrigations; application of new pavement markers and striping; and the installation of new traffic signals. Coastland's Inspectors will prepare daily reports noting work performed, labor, equipment and material utilizations, and critical construction issues. We anticipate some administrative tasks will be performed by a Coastland Construction Manager. Settlement Monitorinq Coastland will perform at least daily visual inspections of the perimeter of the excavation to identify any signs of excessive settlement or movement. The results from visual inspections shall be recorded with a daily log. 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: 925233.5333 Tel: 707.702.1961 www.coastlandcivii.com Any area that appears to be excessively deformed or damaged shall immediately be brought to the attention of the engineer and be corrected. Vibration Monitoring Coastland will immediately notify the engineer and contractor of any vibration levels exceeding the threshold and resolve the problem using methods defined in the contractor's contingency plans or other reasonable methods. Coastland will retain a qualified professional to evaluate the existing building and provide suitable threshold vibration levels for approval by the engineer. Threshold vibration levels shall be set to a maximum peak particle velocity (PPV) of 0.25 inches/s at less than 10 Hz and 0.5 inch /s above 10 Hz unless alternative vibration threshold levels have been accepted by the engineer. Coastland will maintain copies of all vibration monitoring data. A copy shall be sent to the engineer on a weekly basis. At the completion of the monitoring campaign, Coastland will provide a copy of all vibration monitoring data. Coastland will perform at least daily visual inspections of the perimeter of the excavation to identify any signs of excessive vibration. The results from visual inspections shall be recorded with the daily log. Any area that appears to be excessively deformed or damaged shall immediately be brought to the attention of the engineer and be corrected. Our proposal is based on 100 working days. Our proposal includes factors such as attending meetings, construction management, daily inspections and reporting, project closeout and vehicle costs. Based on these items, we estimate 60 hours of Construction Management time at $165/hour; 360 hours of Inspection time at $155/hour, 20 hours of Inspection Overtime at $203/hour and direct expenses of $5,235.00, with a not -to -exceed fee to be $74,995.00. Should the scope of services change, or the contract time be less or exceed the estimate, our charges will be adjusted accordingly. Mike Janet will be principal in charge and the City's contact for inspection coordination. Mike can be reached via email (ianet(aDcoastlandcivil.com) or by phone at (707) 571-8005. Coastland is registered as a contractorwith the Departmentof Industrial Relations and abides by all prevailing wage requirements. Our team is enthusiastic about working with the City on this project. As CEO of Coastland I am authorized to sign contracts on behalf of the company. We accept the City's standard Professional Services Agreement form. I can be reached at wanger(@coastiandcivil.com or the phone number listed below. This proposal shall remain a firm offer for 90 days. We look forward to hearing from you. Sincerely, r i John Wanger, P.E Principal Mike Janet Construction Services Manager RAPq-6!` f;kl s 2 yo /Ty VVITH t' 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: Coastland Civil Engineering, Inc. Contractor's Contact: Mike Janet Contact's Email: janet@coastlandcivil.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT DATE Check/Initial Project Manager _ a. Email PINS Introductory Notice to Contractor Click here to ❑ 1 enter a date. b. Email contract (in Word) and attachments to City 6/15/2020 Attorney c/o Laraine.Gittens@cityofsanrafael.org 6/16/2020 ®IKK ® LG 2 City Attorney a. Review, revise, and comment on draft agreement and return to Project Manager 6/16/2020 ® LG b. Confirm insurance requirements, create Job on Department Director PINS, send PINS insurance notice to contractor 6/16/2020 ® BG 3 } Approval of final agreement form to send to Project Manager contractor 4 Forward three (3) originals of final agreement to 6/16/2020 M IKK contractor for their signature When necessary, contractor -signed agreement ® N/A 5 Project Manager agendized for City Council approval * *City Council approval required for Professional Services ® IKK Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 Click here to _ PRINT Project Manager Date of City Council approval enter a date CONTINUE ROUTING PROCESS WITH HARD COPY 6 Forward signed original agreements to City 8/18/2020 _ City Attorney Attorney with printed copy of this routing form 7 Review and approve hard copy of signed 912D �iory agreement 8 City Attorney Review and approve insurance in PINS, and bonds Public Works Contracts) /4)'Z, -(for 0 p� 2.,0 9 City Manager/ Mayor Agreement executed by City Council authorized�ULG 01,� official 10 City Clerk Attest signatures, retains original agreement and 0 t lal6le-11 gD 1 forwards copies to Project Manager