HomeMy WebLinkAboutPW Center Street Pavement Rehab ProjectAGREEMENT FOR PROFESSIONAL SERVICES
FOR CENTER STREET PAVEMENT REHABILITATION PROJECT
This Agreement is made and entered into this IS day of Ptp r- i j , 20_1nL, by
and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and Coastland Civil Engineering,
Inc. (hereinafter "CONSULTANT").
RECITALS
WHEREAS, the CITY requires professional engineering design services to rehabilitate
Center Street from K Street to H Street and upgrade and/or install ADA compliant pedestrian ramps
(City project no. 11350); 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. Shawn Graf 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. Heidi Utterback 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 (l 0) business days of the substitution.
2. DUTIES OF CONSULTANT.
CONSULTANT shall perform the duties and/or provide services outlined in
CONSULTANT's proposal dated March 25, 2021, marked as Exhibit A, attached hereto and
incorporated herein.
DUTIES OF CITY.
CITY shall pay the compensation as provided in Paragraph 4, and perform the duties as
outlined in Exhibit A, attached hereto and incorporated herein.
i::
4. COMPENSATION.
For the full performance of the services described herein by CONSULTANT, CITY shall
pay CONSULTANT as outlined in Exhibit A under "Estimated Cost", for a total not -to -exceed
$60,000.
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 be for 1 year commencing upon date of execution of this
agreement. 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 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 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 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 perfonnance 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, CONSULTANT shall make available to CITY, or its agent, for
inspection and audit, all documents and materials maintained by CONSULTANT in connection with
its performance of its duties under this Agreement. CONSULTANT shall fully cooperate with CITY
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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
perfonnance 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:
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
one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, to cover
any claims arising out of the CONSULTANT's perfonnance 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
CITY and shall not call upon CITY's insurance or self-insurance coverage for any contribution. The
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"primary and noncontributory" coverage in CONSULTANT'S policies shall be at least as broad as
ISO fonn CG20 0104 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
or CITY'S City Attorney all of the following: (1) Certificates of Insurance evidencing the insurance
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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 frill 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 pennitted 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 perfonned 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
addition to, and shall not in any way be limited by, the insurance obligations contained in this
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Agreement, and shall survive the termination or completion of this Agreement for the frill period
of time allowed by law.
12. NONDISCRIMINATION.
CONSULTANT shall not discriminate, in any way, against any person on the basis of age,
sea, 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 perfonnance 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: Shawn Graf
City of San Rafael
I l 1 Molphew St
San Rafael, CA 94901
TO CONSULTANT's Project Director: Heidi Utterback
1400 Neotomas Ave
Santa Rosa, CA 95405
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
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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 ten -ns 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. WAVERS.
The waiver by either party of any breach or violation of any tern, 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.
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
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(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 teens of this Agreement that by their nature extend beyond the term (or tennination) 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 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.
IN WITNESS WHEREOF, the patties have executed this Agreement as of the day, month
and year first above written.
CITY OF SAN RAFAEL
JIM S HU Z, City M qaer
ATTEST:
Revised 1/29/2020
CONSULTANT
By: ' l�
Name: ohn Wanger
Title: CEO
[If CONSULTANT is a corporation, add signature of
second corporate officer]
-7)(
.V(O--
LINDS Y LARA, City Clerk
APPROVED AS TO FORM:
Ir 4.
ROBERT F. E STEIN, Ci $, Attorney
Revised 112 912 0 2 0
By: A, lei
Name: Heidi E. Utterback
Title: Corp. Secretary
Exhibit A
COASTLAND
CIVIL ENGINEERING - CONSTRUCTION MANAGEMENT - BUILDING DEPARTMENT SERVICES
March 25, 2021
Mr. Hunter Young
Assistant Public Works Director/City Engineer
City of San Rafael
1400 Fifth Avenue
San Rafael, CA 94901
Via email: hunter.young aacityofsanrafael.org
Dear Hunter:
Per your request, we are pleased to provide this proposal for engineering design services for the City's
Center Street Pavement Rehabilitation Project.
Project Background and Understanding
The City wishes to rehabilitate Center Street from K Street to H Street, approximately 2400 feet in
length, as well as upgrade and/or install ADA compliant pedestrian ramps. The existing roadway section
is 2-3" of asphalt concrete over concrete. The anticipated roadway rehabilitation will include a full width
grind of the existing asphalt concrete and repave with new asphalt concrete (2-3" thick). To match how
the roadway was previously paved, the new asphalt paving will be rolled off at the lip of gutter so as not
to fill the gutter pan area. We have assumed there will be up to a total of 12 new/upgraded ADA ramps
as follows:
H Street (2 total - NE and SE corners)
J Street (4 total - all corners)
Eye Street (4 total - all corners)
Pine Street (2 total -SW and SE corner)
The SW ramp at Pine Street was upgraded in 2011. We will review the slopes and dimensions of this
ramp to confirm whether it meets current ADA standards. If required, we will include ramp upgrades
for this ramp in our improvement plans. We will provide directional ramps where feasible. Based on our
preliminary review of the project area there will likely be some areas where directional ramps won't be
practical due to the tight curb returns and street alignment. All ramps (directional or non -directional) will
be designed to meet current ADA standards.
The rehabilitation improvements could also include some replacement of the curb and gutter in areas
of significant tree lift and/or ponding areas. We will field review and coordinate with the City on the
limits of possible curb and gutter replacement areas.
The City had a consultant, "Construction Survey Inc." survey the project area in June 2018 and has
provided us with the CAD files to use in our design of the roadway and ramp improvements. No
additional topographic survey is anticipated to be needed.
It is assumed that all of the work will occur within the City's existing rights-of-way and no right-of-way
acquisition is necessary for this project. We also understand the City will provide any environmental
clearances if required.
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
The project will be using local City funds. Depending on estimated construction costs, the City may
split the improvements into 2 phases.
Based on the above understanding of the project, we have put together the following scope of work and
estimated fee for your consideration:
SCOPE OF WORK
TASK 1 — MEETINGS, BACKGROUND RESEARCH, FIELD REVIEW
Meetings with City Representatives
We propose to meet with City staff to discuss project details, establish goals, review the project schedule
and coordinate efforts. Meetings would occur at the project kick-off, 75% submittal, and final submittal.
The kick-off meeting will be important to finalize the project scope, budget constraints, and schedule.
We will also attend a field site walk/meeting with the City if required.
Background Information
We will assemble available City information pertaining to the project including as -built drawings,
topographic survey CAD files, utility information, base maps, and additional pertinent information for the
project. The City has already consolidated some of the existing utilities into the CAD files which we will
review and update if required.
Field Review
We will take digital photos of the site and observe existing conditions in the field so we may be able to
identify any unusual or special conditions that may affect the project design or construction. We will also
identify areas of curb and gutter replacement where there is severe tree uplift and/or significant ponding.
Coordination with Utility Companies
We propose to coordinate with outside utility companies to ensure that existing facilities, both
underground and overhead, are identified accurately during the design phase. We will prepare letters
to PG&E, AT&T, and Comcast informing them of the project and requesting their facility drawings. After
reviewing the utility maps and evaluating the initial project design, we will advise the City where existing
utilities may present issues during construction. Since the improvements include a full width asphalt
concrete grind and overlay and pedestrian ramp upgrades, we don't anticipate major impacts to outside
utility facilities.
TASK 2 — 75% PS&E
Following our background research, including documentation gathering, utility coordination, and field
review, we will prepare a 75% submittal, which will include 75% drawings, preliminary engineer's
estimate, and technical specifications. The drawings will include the proposed plan -view alignment of
the roadway rehabilitation and traffic striping improvements. Additionally, grading detail sheets will be
included for the curb ramps improvements. It is our understanding the City will prepare the front end
specifications.
Although no environmental or right-of-way concerns are anticipated, we will identify any issues if they
arise at this time.
We will provide two (2) hard copies of the plans, specifications and estimate for City review and
comment. Electronic copies (PDF) of all submittal documents will also be provided.
TASK 3- FINAL SUBMITTAL
Following the City's review of the 75% PS&E documents, we will meet to discuss the City's comments
and if the plans will need to be phased due to budget constraints. Efforts for the review meeting are
covered until Task 1. We will address City comments on the 75% submittal and provide the City with
two (2) hard copies of the final (pre -check) drawings, engineer's estimate, and technical specifications
for a final review to verify all comments have been addressed. Following the City's final review, we will
prepare final bid documents, including stamped and signed drawings (as required) and camera-ready
technical specifications. We will provide the final approved drawings in electronic AutoCAD format, and
all related files in MS Word, MS Excel, and PDF formats as appropriate.
TASK 4 — BID SUPPORT
During the bidding process, we will provide bid assistance to the City to answer questions that may
arise during the bidding phase. This will include assisting the City in preparing up to two (2) addendums
that may be necessary.
Please note that the time associated with this task does not include any time necessary for bid protests.
If a bid protest is issued by any of the other bidders, we can provide this as extra service on a time and
materials basis, as the time necessary to process the protest is unknown.
TASK 5 — PHASE 2 FINAL PS&E AND BID SUPPORT -OPTIONAL TASK
If the City decides to split the project into two phases, we will split out the second phase improvements
into a separate set of 100% PS&E documents. This task includes the additional efforts associated with
taking the final designed documents and splitting them out into two separate sets of bid documents
(plans, engineer's estimate and technical specifications). We will provide the final approved drawings
in electronic AutoCAD format, and all related files in MS Word, MS Excel, and PDF formats as
appropriate.
During the bidding process, we will provide bid assistance to the City to answer questions that may
arise during the bidding phase of Phase 2. This will include assisting the City in preparing up to two (2)
addendums that may be necessary.
Please note that the time associated with this task does not include any time necessary for bid protests.
If a bid protest is issued by any of the other bidders, we can provide this as extra service on a time and
materials basis, as the time necessary to process the protest is unknown.
Exceptions to Scope of Services
The following work is not included in our proposal. However, Coastland would be pleased to provide
these services if the City desires:
C3 Meetings beyond those noted above
13 Environmental permitting/clearances
o Geotechnical Investigation or pavement cores
13 Topographic Survey and right of way mapping
■ Public Participation Efforts
1111 Bid Assistance beyond that noted above
13 Bid protest review and processing
o Construction design support services
D Construction management or inspection services
Schedule
We understand the City would like to have bid documents ready as soon as possible so construction
can take place this summer (before it's too cold for paving). We have prepared a preliminary design
schedule that assumes a written Notice to Proceed is given by April 5th, 2021. Assuming a two week
turn around for City reviews of the 75% and final PS&E submittals we anticipate the construction
documents will be ready for bidding by the first week of July 2021.
Estimated Cost
Based on our scope of work, we are proposing that the services associated with this project be
completed for a not -to -exceed amount of $60,000. The amount quoted is assuming that all of the work
for this project will fall under the scope of work as previously described. If additional work is necessary
that falls outside of this scope of work, we can either re -negotiate a new scope of work or provide these
services on a time and materials basis per our adopted schedule of hourly rates.
We appreciate the opportunity to propose on this work for the City of San Rafael. Please review this
information and let me know if you have questions.
Sincerely,
Heidi Utterback, P.E.
Principal
Attachments: Work Estimate
Cc: John Wanger
File
.-
Center Street- Design Schedule
Notice to Proceed
4/5/2021 ■ i
III
i 1
Meetings with City
ongoing ■ ■ . I `
Background Information/Field
1
Review
2 weeks
2
75% Submittal
4weeks
—
City Review
I f
2 weeks {
t
3
Final Submittal (Pre -Check)
3 weeks
—
City Review
2weeks ! I
3
Final Bid Documents
1 week
4
Bidding Support
4 weeks
I
Estimated Cost
Based on our scope of work, we are proposing that the services associated with this project be
completed for a not -to -exceed amount of $60,000. The amount quoted is assuming that all of the work
for this project will fall under the scope of work as previously described. If additional work is necessary
that falls outside of this scope of work, we can either re -negotiate a new scope of work or provide these
services on a time and materials basis per our adopted schedule of hourly rates.
We appreciate the opportunity to propose on this work for the City of San Rafael. Please review this
information and let me know if you have questions.
Sincerely,
Heidi Utterback, P.E.
Principal
Attachments: Work Estimate
Cc: John Wanger
File
xstj DESIGN
Center Street Pavement Rehabilitation
WORK
EngineeringDesi n Services
City of San Rafael
Task Information
Billing Classification & Rate
Hours & Cost
TASK
Supervising
Engineer
Senior
Engineer
Assistant
Engineer
Sr
Engineering
Engineering
Advin
Construction
Manager
TOTAL
HOURS
TOTAL FEE
$195
5160
$140
1 $145
$90
5165
1 MEETINGS, BACKGROUND RESEARCH AND FIELD REVIEW
Meetings: One (1) project kickoff, two (2) design review meetings.
6
6
1
1 2
14
$2,310
Field Meeting
4
4
_
2
10
$1,600
Background Information
2
4
6
12
$1,750
Field Review
6
6
12
52,130
Utility Coordination
2
4
4
10
$1,460
Subtotal
58
$9,250
2 76%PS&E
hrproverrent Plans -paving rehab
4
8
6 1
32
50
$7,540
Irrprovernant Plans -rang grading detail plans
4
8
6
56
74
$11,020
Technical Specifications
2
4
8
14
$2,150
Cost Estivate
2
2
4
2
10
51,560
OA/QCReview
4
4
6
$1,440
Subtotal
156
$23,710
3 RNALSUBMITTAL
Ivprovevent Plans - paving rehab
2
4
4 1
24
34
$5,070
laprovevent Plans -rave grading detail plans
2
2
4
40
48
$7,070
Technical Specdications
1
2
6
2
11
51,535
Cost Estirrete
1
2
4
2
9
$1,365
OA/QCReview
Subtotal
4
4
8
$1,440
110
$16,480
4 BID SUPPORT
Bid Assistance
Subtotal
4
4
2
4 2
2
18
$2,790
18
$2,790
5 PHASE 2 FINAL PS&E AND BID SUPPORT -OPTIONAL TASK
FnalFS&EDocuvenls
Bid Assistance
Subtotal
2
4
6
12 2
26
18
$3,790
$2,790
4 4 2 4 2 2
44
$6,580
Direct Costs (repro, rileage, etc.)
$1,190
Total Cost
52
64
r
186 12
12
386
$60,000
P,tx RAF,q�
iIc
2
yo
iTy WITH P!1`h
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 SG Extension: 3352
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
Clicl: here to
❑
enter a date.
b. Email contract (in Word) and attachments to City
4/1/2021
Attorney c/o Laraine.Gittens@cityofsanrafael.org
❑X IKK
2
City Attorney
a. Review, revise, and comment on draft agreement
4/8/2021
❑X LG
and return to Project Manager
4/8/2021
❑X LG
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
❑x BG
3
Department Director
Approval of final agreement form to send to
4/9/2021
contractor
4
Project Manager
Forward three (3) originals of final agreement to
4/12/2021
❑x I K K
contractor for their signature
5
Project Manager
When necessary, contractor -signed agreement
❑X N/A
agendized for City Council approval *
*City Council approval required for Professional Services
❑x 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
Date of City Council approval
enter a date.
PRINT
CONTINUE ROUTING PROCESS WITH HARD COPY
6
Project Manager
Forward signed original agreements to City
4/14/2021
IKK
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
IS�
(for Public Works Contracts)
9
City Manager/ Mayor
Agreement executed by City Council authorized
official
10
City Clerk
Attest signatures, retains original agreement and
Li I LP 121
forwards copies to Project Manager