HomeMy WebLinkAboutPW MCSTOPPP Full Trash Capture Device Project____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: October 19, 2020
Disposition: Resolution 14864
Agenda Item No: 4.d
Meeting Date: October 19, 2020
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: Bill Guerin,
Director of Public Works
City Manager Approval: __________
TOPIC: MCSTOPPP FULL TRASH CAPTURE DEVICE PROJECT
SUBJECT: A RESOLUTION APPROVING AND AUTHORIZING THE CITY MANAGER TO
EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH SCHAAF &
WHEELER CONSULTING CIVIL ENGINEERS, INC. FOR DESIGN AND
ENVIRONMENTAL ENGINEERING SERVICES ASSOCIATED WITH THE
MCSTOPPP FULL TRASH CAPTURE DEVICE PROJECT IN AN AMOUNT
NOT TO EXCEED $135,544.
RECOMMENDATION: Adopt a resolution approving and authorizing the City Manager to
execute a professional services agreement with Schaaf & Wheeler Consulting Civil Engineers,
Inc. (Schaaf & Wheeler) for design and environmental engineering services in an amount not to
exceed $135,544.
BACKGROUND:
In California, the State Water Resources Control Board (Water Board) has broad authority over
water quality control issues. The Water Board is responsible for developing statewide water
quality policy, and exercises the powers delegated to the State by the federal government under
the Clean Water Act.
On April 7, 2015, the Water Board adopted an Amendment to the Water Quality Control Plan for
Ocean Waters of California to Control Trash and Part 1 Trash Provisions of the Water Quality
Control Plan for Inland Surface Waters, Enclosed Bays, and Estuaries of California. Together,
they are collectively referred to as "the Trash Amendments". The Trash Amendments apply to
all surface waters of California and include a land-use based compliance approach to focus
trash controls on areas with high trash generation rates. Areas such as high density residential,
industrial, commercial, mixed urban, and public transportation stations are considered priority
land uses.
In response to these State requirements, the City must install, operate, and maintain a network
of certified full capture systems that capture runoff from priority land uses. Alternatively, the City
may implement a combination of devices, such as filters inside of catch basins, to reduce the
volume of trash draining into the Bay. The City is required to comply with the Trash Amendment
provisions by December 2030.
To assist in meeting the Trash Amendment requirements, the Marin County Stormwater
Pollution Prevention Program (MCSTOPPP), a program managed by the County to protect and
enhance water quality, has funding to subsidize the installation of a full trash capture device.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
Additional details on this funding were presented to the City Council at its June 15, 2020
meeting.
ANALYSIS: City staff desire to understand how to strategically move forward and be in
compliance with the Trash Amendments. To this end, the City released a Request for Proposals
to retain an engineering firm to provide design and environmental engineering services related
to installation of a full trash capture device in the Canal neighborhood, the sector of Marin
County with the largest trash load.
On June 26, 2020, five proposals from qualified firms were received. All were evaluated by City
staff based on criteria specified in the Request for Proposals including, but not limited to,
understanding the Scope of Work, previous experience with similar projects, qualified
personnel, and familiarity with state and federal procedures. After reviewing the proposals, the
top two ranked firms were each invited to participate in a video conference interview with panel
members from MCSTOPPP and City staff. Staff recommends Schaaf & Wheeler as the most
qualified consultant for this project.
FISCAL IMPACT: The consultant’s fee of $135,544 will be paid with $30,000 from the
Stormwater Fund (Fund #205) and $105,544 from the Gas Tax Fund (Fund #206).
Appropriations shall be increased in funds #205 and #206 by $30,000 and $105,544
respectively.
OPTIONS: The City Council has the following options to consider relating to this matter:
1. Adopt a resolution authorizing the City Manager to execute a professional services
agreement with Schaaf & Wheeler.
2. Do not accept the proposal and provide further direction to staff.
ATTACHMENT:
1. Resolution
2. Agreement and corresponding Exhibit A
Page 1 of 2
RESOLUTION NO. 14864
A RESOLUTION OF THE SAN RAFAEL CI TY COUNCIL APPROVING AND AUTHORIZING
THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH
SCHAAF & WHEELER CONSULTING CIVIL ENGINEERS, INC. FOR DESIGN AND
ENVIRONMENTAL ENGINEERING SERVICES ASSOCIATED WITH THE MCSTOPPP FULL
TRASH CAPTURE DEVICE PROJECT IN AN AMOUNT NOT TO EXCEED $135,544
WHEREAS, the State Water Resources Control Board (Water Board) has broad authority
over water quality control issues and policy statewide; and
WHEREAS, on April 7, 2015, the Water Board adopted an Amendment to the Water
Quality Control Plan for Ocean Waters of California to Control Trash and Part 1 Trash Provisions
of the Water Quality Control Plan for Inland Surface Waters, Enclosed Bays, and Estuaries of
California requiring local municipalities to reduce the volume of trash and debris entering the San
Francisco Bay; and
WHEREAS, the City desires to implement a full trash capture device within the Canal
neighborhood as one approach to reducing trash in the Bay; and
WHEREAS, the City requires outside professional assistance for design and
environmental engineering of the project; and
WHEREAS, in response to the request for proposals (RFP), the Department of Public
Works received five proposals and conducted team interviews; and
WHEREAS, staff has reviewed the proposals and identified Schaaf & Wheeler Consulting
Civil Engineers, Inc. to be the most qualified firm.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES
as follows:
1. The City Council hereby approves and authorizes the City Manager to execute a
Professional Services Agreement with Schaaf & Wheeler Consulting Civil Engineers, Inc.
for design and environmental engineering services associated with the MCSTOPPP Full
Trash Capture Device Project in the amount not to exceed $135,544, in the form included
in the Staff Report for this resolution, subject to final approval as to form by the City
Attorney.
Page 2 of 2
2. Funds totaling $30,000 have been appropriated for this project from the Stormwater Fund
(Fund No. 205) and $105,544 from the Gas Tax Fund (Fund No. 206).
3. 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 Council of
said City on Monday, the 19th day of October 2020, by the following vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
__________
LINDSAY LARA, City Clerk
AGREEMENT FOR PROFESSIONAL SERVICES
FOR THE MCSTOPPP FULL TRASH CAPTURE DEVICE PROJECT
This Agreement is made and entered into this �)c) day of OC:A-0be.1( , 2020, by
and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and SCHAAF & WHEELER
CONSULTING ENGINEERS, INC. (hereinafter "CONSULTANT").
RECITALS
WHEREAS, the CITY has determined that professional services are required to design and
provide environmental engineering services for a full trash capture device in the Canal neighborhood;
and
WHEREAS, the CONSULTANT has agreed to render such services;
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
1. PROJECT COORDINATION.
A. CITY'S Project Manager. Hunter Young 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. CONSULTANT'S Project Director. CONSULTANT shall assign a single
PROJECT DIRECTOR to have overall responsibility for the progress and execution of this
Agreement for CONSULTANT. Ben Shick is hereby designated as the PROJECT DIRECTOR for
CONSULTANT. Should circumstances or conditions subsequent to the execution of this Agreement
require a substitute PROJECT DIRECTOR, for any reason, the CONSULTANT shall notify the
CITY within ten (10) business days of the substitution.
2. DUTIES OF CONSULTANT.
CONSULTANT shall perform the duties and/or provide services outlined in the
CONSULTANT'S proposal dated September 23, 2020, marked as Exhibit A, attached hereto and
incorporated herein by reference.
DUTIES OF CITY.
CITY shall pay the compensation as provided in Paragraph 4, and perform the duties as
described in Exhibit A, attached.
4. COMPENSATION.
For the full performance of the services described herein by CONSULTANT, CITY shall
pay CONSULTANT on a time and materials basis for services rendered at the rates shown in Exhibit
A, attached hereto, and incorporated by herein, in a total contract amount not to exceed $135,544.
Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices
submitted by CONSULTANT.
5. TERM OF AGREEMENT.
The term of this Agreement shall commence on the date of execution of this Agreement and
end on December 31, 2024. 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 (1)
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 party.
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 tennination, 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 tennination, any and all CITY documents or materials
provided to CONSULTANT and any and all of CONSULTANT'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 CONSULTANT 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.
8. INSPECTION AND AUDIT.
Upon reasonable notice, CONSULTANT shall make available to CITY, or its agent, for
inspection and audit, all documents and materials maintained by CONSULTANT in connection with
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its performance of its duties under this Agreement. CONSULTANT 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, CONSULTANT shall
maintain, at no expense to CITY, the following insurance policies:
I. 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/four million dollars ($4,000,000) aggregate, to cover
any claims arising out of the CONSULTANT's performance of services under this Agreement.
Where CONSULTANT is a professional not required to have a professional license, CITY reserves
the right to require CONSULTANT to provide professional liability insurance pursuant to this
section.
4. If it employs any person, CONSULTANT 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. CONSULTANT'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
CONSULTANT 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 CONSULTANT'S insurance policies
shall be "primary and noncontributory" with respect to any insurance or coverage maintained by
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CITY and shall not call upon CITY's insurance or self-insurance coverage for any contribution. The
"primary and noncontributory" coverage in CONSULTANT'S policies shall be at least as broad as
ISO form CG20 01 04 13.
3. Except for professional liability insurance or worker's compensation
insurance, the insurance policies shall include, in their text or by endorsement, coverage for
contractual liability and personal injury.
4. By execution of this Agreement, CONSULTANT hereby grants to CITY
a waiver of any right to subrogation which any insurer of CONSULTANT may acquire against
CITY by virtue of the payment of any loss under such insurance. CONSULTANT 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 five 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
CONSULTANT under this agreement.
C. Deductibles and SIR's. Any deductibles or self-insured retentions in
CONSULTANT'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 CONSULTANT shall procure a bond guaranteeing payment of losses and
related investigations, claims administration, attorney's fees and defense expenses.
D. Proof of Insurance. CONSULTANT shall provide to the PROJECT MANAGER
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or CITY'S City Attorney all of the following: (l) 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 CONSULTANT. 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., CONSULTANT 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 CONSULTANT'S performance of its
obligations or conduct of its operations under this Agreement. The CONSULTANT'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 CONSULTANT'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
CONSULTANT's work or work product by the CITY or any of its directors, officers or
employees shall not relieve or reduce the CONSULTANT's indemnification obligations. In the
event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding
arising from CONSULTANT'S performance of or operations under this Agreement,
CONSULTANT 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 CONSULTANT 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, CONSULTANT 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 CONSULTANT, 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
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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.
CONSULTANT 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.
CONSULTANT 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. CONSULTANT shall perform all services under this Agreement in accordance with
these laws, ordinances, codes and regulations. CONSULTANT 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 CONSULTANT 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: Hunter Young
City of San Rafael
111 Morphew Street
San Rafael, CA 94901
TO CONSULTANT's Project Director: Ben Shick
Schaaf & Wheeler Consulting Civil Engineers
2200 Range Avenue, Suite 201
Santa Rosa, CA 95403
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16. INDEPENDENT CONTRACTOR.
For the purposes, and for the duration, of this Agreement, CONSULTANT, its officers,
agents and employees shall act in the capacity of an Independent Contractor, and not as employees of
the CITY. CONSULTANT and CITY expressly intend and agree that the status of
CONSULTANT, 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 CONSULTANT 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 CONSULTANT and the CITY.
E. If any conflicts arise between the teens 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.
CONSULTANT agrees that CITY may deduct from any payment due to CONSULTANT
under this Agreement, any monies which CONSULTANT 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 term, 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.
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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.
CONSULTANT shall obtain and maintain during the duration of this Agreement, a CITY
business license as required by the San Rafael Municipal Code CONSULTANT 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 CONSULTANT 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 Cali fornia shall govern this Agreement.
24. COUNTERPARTS AND ELECTRONIC SIGNATURE.
This Agreement may be executed by electronic signature and 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.
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IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month
and year first above written.
CITY OF SAN RAFAEL
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ATTEST:
LINDSAY LARA, City Clerk
APPROVED AS TO FORM:
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ROBERT F. EPSTEIN, CIty Attorney
Revised 1/292020
CONSULTANT
By:
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EXHIBIT A
Scope for Design and Environmental Services for City of San Rafael/MCSTOPPP
Full Trash Capture Device Project
Task 1: Project Management
Quality Control: Schaaf & Wheeler will perform quality control on all deliverables throughout the project tasks outlined
herein. Quality control will be conducted by the project manager, Caitlin Gilmore, as well as a separate principal
engineer within the firm not familiar with the day-to-day activities of the project to obtain and objective quality assurance
analysis.
Monthly Invoicing and Contracting: Schaaf & Wheeler will work with the City and stakeholders to finalize the scope
of work and contract associated with this project. This includes subcontracting with the design team, Monthly invoices
will be submitted to the City in a timely manner, with billing summaries, project and schedule status and percentage
complete.
Coordination with subconsultants and the City: During the duration of the project, Schaaf & Wheeler will coordinate
with the City, stakeholders and subconsultants to monitor timely progress of the project, to stay on budget, and resolve
issues as they arise.
Deliverables:
■ Project schedule updates in MS zvord
■ Billings suniniaries for monthhy billings, including tasks coinpleted and percent complete
■ Project meetings have been included within the tasks below
Task 2: Feasibilitv Analvsis
The project team will visit both project sites to evaluate the potential device location. The sites will be evaluated for
constructability, right of way, utility conflicts, construction accessibility, maintainability, resource impacts, and
permitting requirements.
Schaaf & Wheeler will obtain available as-builts, right of way, GIS data, historical flooding and storm drain modeling
information from the City and County as applicable. Pump station as-builts and data will be reviewed for capacity
constraints and operational deficiencies. This assumes coordination with the City's public works and maintenance
department. This includes analyzing the pump stations for potential impacts of Full Capture System (FCS) locations,
such as head loss upstream of the pumps and potential pump cycling. Analysis of high tide elevations and sea level
rise estimates, along with their potential impact to the system, will be considered from the perspective of pump station
operations and for environmental permitting.
If a storm drain model is available, Schaaf & Wheeler will review the model for capacity limitations within each storm
drain system, The 1 -year 1 -hour storm event will be developed within the existing model to determine trash flow rates.
If no modeling is available, Schaaf & Wheeler will conduct a simple, rational equation based hydraulic analysis of each
watershed to develop bypass (ex, 10 -year) and 1 -year flow rates at the FCS locations. These flow rates, in addition to
the as -built or GIS information at the potential project sites will be used to determine deficiencies (hydraulic grade) in
the storm drain pipe or channel at the FCS location during the bypass event.
A brief environmental constraints analysis will be conducted for each FCS site as part of the Feasibility Study. This
will include initial desk top evaluations and a reconnaissance level site visit to assess presence/absence of cultural,
aquatic, biological, drainage, solid waste disposal/access, land use, scenic, and other potential environmental
constraints. Performing this work as part of the feasibility study ensures the selected site and final design have
considered environmental resources and included practical avoidance, minimization, or mitigation measures to
streamline environmental documentation or permits should they be required.
Coordination with state approved FCS device manufacturers will occur for both locations to develop a range of up to
four (4) device types for each location. This includes obtaining device sizes, maintenance information, head loss, tidal
Schaaf & Wheeler
MCSTOPPP/San Rafael Trash Design Scope September 23, 2020
impacts due to tailwater, local examples of installations, and costs. Consideration will be given to dewatering necessary
for maintenance. A preliminary engineering cost estimate will be prepared for up to four (4) device options at each
project location.
Up to two (2) 35% schematic design drawings will be prepared for the most highly recommended device types and
locations. The schematic design and all above information will be summarized in a draft feasibility study.
A meeting will be held with the City to discuss the draft feasibility study: FCS device options and locations, including
hydraulics, ease of maintenance, environmental impacts, proven installations, and cost. Schaaf & Wheeler will
recommend a device and location per the 35% schematic drawings, but all feasible options will be presented to assist
the City in selecting a preferred device location and type.
A Final Feasibility Analysis memorandum with selected project location and type identified will be developed based on
one set of compiled comments from the stakeholders.
Deliverables:
■ One (1) project kick-off mid scoping ineeting; including ineeting agenda mud minutes
• One (1) in-person field visit to both project locations
• Draft Feasibility Analysis memorandian
One (1) ineeting to discuss the draft feasibility study; including meeting agenda and minutes
■ Final Feasibility Anahysis memormidum
ASsitiitptions aiitl EXClitsioiis:
• Excludes pionp station condition assessment
• Assumes existing storm drain niodeling is available on a publicly available platforin, or other
platform that does not incur cost associated zvith a nezv license. If not available, this scope excludes
the development of system-zvide storm drain modeling. This is available to be scoped separately
should the project location zvarrant the effort due to pump station impacts and/or impacts to a
deficient upstream systenz.
Task 3: Design
3.1 Field Investigations
Geotechnical Investigation: One (1) geotechnical boring will be completed at the selected site of the FCS. The boring
will be advanced at least 5' below the bottom of the proposed device to a maximum depth of 35 feet. This task includes
required local drilling permits and bore hole backfilling per local standards. Based on preliminary locations, an
encroachment permit and traffic control are not anticipated. Geotechnical design recommendations will be provided,
including bedding, anchoring, and backfilling the device, as well as recommendations for temporary shoring. The
geotechnical investigation report will include a description of site soils and regional geology necessary to support permit
applications in Task 4.
Topographic Survey and Boundary Research: A topographic survey will be conducted at the project site to determine
ground surface information. Manholes will be dipped, and wet and dry utilities will be mapped based on research
requests and USA markings. Utility research will be performed, local agencies will be coordinated with to confirm
available utility information to be included in the base map. Property line research will be performed, and title report
will be obtained. The resulting right-of-way and easement information will be located on the topographic survey.
Topographic survey will be performed on a known datum.
Utility Locating: Both USA and private underground utility locating will be performed at the selected project site. This
includes potholing up to five (5) underground utilities adjacent to the proposed device to determine exact location,
depth and size. This includes pothole backfilling per local standards. This excludes traffic control and encroachment
Schaaf & Wheeler 2
MCSTOPPP/San Rafael Trash Design Scope September 23, 2020
permits as it is assumed the potholes will be located off of the City roadway right-of-way. Private underground utility
locating will be performed prior to geotechnical boring and site survey.
Deliverables:
■ Topographic ground surveil in CAD and PDF format
■ Boundary Research and property line delineation based on research in CAD and PDF format
• Utility research results and coordination letters
■ Geotechnical Investigation report including boring logs
• Potholing report
Asstuttptions aiid Exclusions:
■ Does not include a boundary surveil.
• Excludes shoring design, zohich is assumed to be completed by the contractor. Shoring
recommendations and specifications are included in this scope.
■ Assumes the site zoill be on publicly ozoned property, property acquisition excluded
■ Traffic control plans and encroachment permits
■ Environmental sampling of soils excluded
3.2 Design Documents
A site visit will be conducted at the selected location after the topographic survey and right of way research to review
the location for utility conflicts, drainage, dewatering and/or access for maintenance, accessibility, potential
environmental impacts, and constructability.
65% Design: design plans will be developed on 22"x34" titleblock provided by the City. This will include the topographic
survey. A technical specification outline will be developed following Caltrans standards. A construction cost estimate
will be developed. This includes development of a draft design report which includes hydraulic and device sizing
calculations, as well as the design of the system for dewatering for maintenance as necessary.
This includes the following construction sheets:
■ Title Sheet
■ Notes
■ Plan and Profile
• Details
■ Erosion Control
■ Traffic Control
95% Design: design plans will be developed, including comments by stakeholders on the 65% plans. Includes written
response to comments. The geotechnical study recommendations will be incorporated as well as potholing data. This
includes development of 95% specifications per Caltrans standards as provided by the City. The design report and
cost estimate will be updated.
100% Design: design plans will be developed, including comments by stakeholders on the 95% plans. Includes written
response to comments. This includes development of 100% specifications and schedule of bid items and quantities.
Includes review of the design by geotechnical engineer. The design report and cost estimate will be updated. Includes
written response to comments.
Bid Set: Final bid set will be developed, incorporating all comments on the 100% set.
Deliverables
■ One (1) site visit zoith Citj
■ 65%,95%, 100% Design documents (CAD, PDF, zvord, excel)
Schaaf & Wheeler 3
MCSTOPPP/San Rafael Trash Design Scope September 23, 2020
• Stamped attd Signed Bid Documents in electronic format
Assumptions and Exclusions:
■ Excludes development of a SWPPP. Assumed to be included as a fi•ont-end specification
requirement for the contractor.
Excludes post construction water quality treatment as it is assumed trot to be needed
• Excludes development of the front-ettd specification zvhich is assumed to be completed by the City
except for the schedule of bid items.
■ Assumes the City zvill be responsible for coordinating my necessary tttilihl relocation
■ Assumes the device zvill be pre -cast and no structural engineering consultant services are needed
Task 4: Environmental Documentation
Based on the results of Tasks 1-3, the consultant will work with the City to determine what federal, state, and local
permits are specifically required for the proposed project, and if further technical studies are required (such as an
aquatic resources delineation) to support such permits, and if the Project is excluded from using a Categorical
Exemption (CE) per CEQA Guidelines Section 15300.2. If additional technical studies, CEQA analysis (Initial
Study/Mitigated Negative Declaration, IS/MND) and permits cannot be avoided, any additional work will be scoped at
this time.
For the purposes of developing this scope of work it is assumed the Project will qualify for one or more categorical
exemptions per CEQA Guidelines Sections 16301, 15302, 15303, and/or 15304, and no permits will be required.
NCE can provide noticing, filing, and assistance with staff reports and resolutions as needed by the City.The consultant
will prepare for and assist the City with a presentation at one Marin Project Coordination meeting, if needed.
Deliverables:
■ Notice of Exemption attd Administrative Record
• Depending on the extent of envirommental issues at the preferred location, optional attendance mtd
presentation at one Marini Project Coordination nteetittg
Assumptions and Exclusions:
■ Excludes NEPA documentation, available at request of the City to be scoped separately
■ The CEQA Environmental Document zvill be a CE. If site resources or project impacts require a
higher level of CEQA compliance, see Task 8 (optional)
Schaaf & Wheeler 4
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