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PW Master Services Agreement; Task Order No. 22 B Street Culvert ProjectCity of San Rafael MASTER CONSULTANT SERVICES AGREEMENT DATED DECEMBER 18, 2019 WITH MARK THOMAS & COMPANY, INC. TASK ORDER NO. 22 Structural Discipline Project title: B Street Culvert Repair Project Management and Design ,Pk THIS TASK ORDER is entered into on�21 , 20tween the City of San Rafael, a municipal corporation ("City"), and Mark T omas & Company, Inc., ("Consultant"). RECITALS A. The City and Consultant have entered into a Master Consultant Services Agreement ("Agreement") dated December 18, 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 August 5, 2020, as directed by the City. Dan Blomquist 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 Theo Sanchez 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. Rev. May 2013 City of San Rafael Haster Consultant Services .-Agreement Task Order Date of completion; Work hours estimate; Cost estimate and budget; Fee schedule. The work hours estimate, cost estimate and budget and fee schedule are set forth in the attachments to this Task Order, as follows: Date of completion: Attachment A Work hours estimate: Attachment A, Cost estimate and budget: Attachment A Fee schedule (Consultant's current hourly rate): Attachment A 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. 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. 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. 2 Rev. Jan 2019 City of San Rafael Master Consultant Services ,4greement Task Order 6. Signatures. The parties have executed this Task Order, as of the date first written above. CITY OF SAN RAFAEL CONSULT By: r— By: Ji Sch tz, City na r Name: Zach Siviglia Contents approved: By: -- Bill Guerin, Public Works Director Reviewedl By By: l Q btn-RobertF. Epstein, Cit Attorney Attachments: Title: Vice President (if Consultant is a corporation, add signature of second corporate officer) Name: R. Matt Brogan Title: Secretary A Scope of work, Time of completion, work hours estimate, cost estimate and budget, Fee schedule (Consultant's current hourly rate) 3 Rev -Jan 2019 Attachment A \d M A R K B Street Culvert Repair THOMAS City of San Rafael August 5. 2020 SCOPE OF WORk TASK 1. PROJECT MANAGEMENT Task 1.1. Project Management Mark Thomas wil provide ongoing general project management throughout the duration of the project. This includes preparing contract paperwork, memos, letters and emails, making phone calls, and tracking project issues/action items/decision. Management activities also include preparation of monthly invoices and progress reports. Billings will be submitted in the form and in sufficient detail to track the project status and contract expenditures as outlined by the City at the beginning of the project. For the scope of work, Mark Thomas assumes a project duration of 4 months, excluding the duration for bidding and construction assistance. Mark Thomas will schedule, prepare for, and attend project meetings with the City to share project information, identify critical issues, make decisions, assign project tasks, and identify items critical to project delivery. It assumed that 4 conference calls will be held to provide regular check ins with City staff. Mark Thomas will prepare and distribute agendas prior to each meeting and prepare meeting minutes with action items within one week after the meeting. Task 1.2. Quality Control Independent QC reviews will be performed at each level of completion by an experienced staff member not directly involved with the project. QC Checklists specific to the discipline involved in creating the deliverable will be used, with comments, responses by the design team, and verification of implementation fully documented. TASK 1 DELIVERABLES: • Meeting Agendas and Minutes • Monthly Invoices and Progress Reports TASK 2. DATA GATHERING AND RESEARCH Task 2.1. Utility Mapping Mark Thomas will be responsible for utility coordination throughout the project development. Coordination with utilities will follow the standard "A, B, C" Utility process, including identifying utility conflicts, facilitating relocation designs; and obtaining commitments for relocation schedules. Mark Thomas will reach out to utility owners with facilities in the project area and to the City of San Rafael Sanitation District to request their latest facility maps and as builts. Mark Thomas will prepare Utility Conflict Maps for utility relocations required for the project. Any utility relocations by outside forces will be included in \A MARK THOMAS B Street Culvert Repair City of San Rafael August 5, 2020 the project construction documents as work by others. It is assumed there will be no facility upgrades or replacements included with the project. TASK 2 DELIVERABLES: ■ Utility "A, B, C" Letters and Coordination Matrx TASK 3. ENGINEERING DESIGN Task 3.1. 60% PS&E Submittal Mark Thomas will prepare 60% plans for the culvert replacement option utilizing available topographic survey information to be provided by the City in AutoCAD format. Plans will be prepared in accordance with the City of San Rafael design standards using AutoCAD. The plans will be at a level ready for a detailed quality control check and for the utility companies to begin relocation design ("B Plans"). It is anticipated that the following plan sheets will be prepared. Sheet Name Number of Sheets Title Sheet and General Notes (By City) - Layout Plan and Typical Section 1 Drainage Plan and Profile 1 Cu•vert Connection Details 1 Water Pollution Control (By City) - Total Sheets 3 Mark Thomas will develop quantities and prepare construction cost estimates for the repair project. Construction costs will be developed using current bid results from similar projects, Caltrans database information and from Caltrans latest Construction Cost Manual. All estimates will be done in Caltrans BEES format using Microsoft Excel. Mark Thomas will develop project technical specifications using 2018 Caltrans Standard Specifications utilizing the City boilerplate technical specifications to be provided. The special provisions will be prepared using Microsoft Word. It is assumed that the Technical Specifications will be incorporated by the City to the Contract and General Provisions for use in bidding the project for construction. Task 3.2. 90% PS&E Submittal Comments from the City on the 60% submittal will be addressed and incorporated into the 90% PS&E package. Mark Thomas will prepare a Comment Response Matrix listing the comment, source, and proposed resolution. Once the comment resolutions are agreed upon, Mark Thomas will update the PS&E to the 90% design level. The 90% PS&E wi 4 be provided to the City for review and comment. MARK B Street Culvert Repair THOMAS City of San Rafael August 5, 2020 Task 3.3. 100% PS&E Submittal Comments from the City on the 90% submittal will be addressed and incorporated into the 100% (Final) PS&E package. Mark Thomas will prepare a Comment Response Matrix listing the comment, source, and proposed resolution. Once the comment resolutions are agreed upon, Mark Thomas will update the PS&E to the 100% (Final) design level. The 100% (Final) PS&E will be of sufficient detail for the City to use in bidd'ng and constructing the project improvements. . TASK 3 DELIVERABLES: • PS&E at 60%, 90% and 100% (Final) levels • Comment Response Matrix with comments provided by the City on the 60% and 90% PS&E • Final Construction Documents including Plans in AutoCAD, Specifications in MS Word. • All deliverables to be submitted in pd f format PROJECT ASSUMPTIONS This scope of work has been prepared using the following assumptions: • There are no changes to existing drainage patterns or facilities and preparation of a Drainage Analysis Report is not required. • Landscape and irrigation design are not included in this scope of work. • Environmental clearance and regulatory permits are not required. • Geotechnical engineering services are not included. 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TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Public Works Project Manager: TS for Theo Sanchez Extension: 3354 Contractor Name: Mark Thomas Contractor's Contact: Julie Passalacqua Contact's Email: jpassalacqua@markthomas.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 date. b. Email contract (in Word) and attachments to City 8/11/2020 Attorney c/o Laraine.Gittens@cityofsanrafael.org ©TS 2 City Attorney a. Review, revise, and comment on draft agreement 8/11/2020 N LG and return to Project Manager 8/11/2020 ❑x 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 8/12/2020 ❑x 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 enter a date. PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City 8/28/20 TS Attorney with printed copy of this routing form 7 City Attorney Review and approve hard copy of signed Q 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 g-2i2dlc1 City Clerk official 10 Attest signatures, retains original agreement and f �1 forwards copies to Project Manager