HomeMy WebLinkAboutPW Master Services Agreement; Task Order No. 83 Pickleweed Park Field Renovation DesignCity of San Rafael
MASTER CONSULTANT SERVICES AGREEMENT
DATED DECEMBER 19, 2019
WITH BKF ENGINEERS
TASK ORDER NO. 83
Civil Discipline
Project title: Pickleweed Park Field Renovation: Design
Contract Amount: $74,622
THIS TASK ORDER is entered into on ! 1 2024 between the City of San
Rafael, a municipal corporation ("City"), and BKF En%ineers, ("Consul taut").
RECITALS
A. The City and Consultant have entered into a Master Consultant Services Agreement
("Agreement") dated December 12, 2019 under which Consultant has agreed to perform certain
professional consulting services for the City; and
B. Pursuant to the terms of the Agreement, the City wishes Consultant to perform certain
tasks as set forth in this Task Order, which constitute the Project;
NOW, THEREFORE, City and Consultant agree as follows:
AGREEMENT
1. Scope of services. Consultant shall provide any and all of the services set forth in Exhibit A of
this Task Order, dated June 2, 2022, as directed by the City.
Jason Kirchmann 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 Exhibit 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 Joanna Kwok 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 Exhibit 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 2021
City of San Rafael Master Consultant Services Agreement
Task Order
2. Date of completion, Wort: hours estimate,• Cost estimate and bud et Fee schedule.
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 Exhibit A to this Task Order.
Authorization to l2roceed.
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.
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.
5. Signatures. The parties have executed this Task Order, as of the date first written above.
2
Rev. May 2021
City of San Rafael Master Consultant Services Agreement
Task Order
CIT
ConLenLs approvveu;
By: 7� _ *�
April Miller, Public Works Director
Review e -By
By:
R bell F. Epstein, City Attorney
CONSULTANT
By:
Name: Jason Kirchmann
Title: Vice President
(if Consultant is a corporation, add signature
of second corporate officer)
By:
Name: Jean Chen
Title: Chief Financial Officer
Exhibits:
A Scope of work dated June 2, 2022, time of completion, work hours estimate, cost estimate
and budget, and fee schedule (Consultant's current hourly rate)
3
Rev. May 2021
May 26, 2022, Revised June 2, 2022 r
BKF No P20191470-15
April Miller, Assistant Director
City of San Rafael Public Works Dept.
111 Morphew Street
San Rafael, CA 95901
Transmitted Via Email
Subject: Civil Engineering, Land Surveying & Consulting Proposal
Pickleweed Park Enhancement Project
50 Canal Street, San Rafael
Dear April:
BKF Engineers welcomes the opportunity to submit this proposal for civil engineering, land surveying and
consulting services associated with the Pickleweed Park Synthetic Field Project located in San Rafael, California
(City). To arrive at the estimated effort required by our office for this project, we have outlined a proposed scope
of services, identified assumptions, and determined a level of effort fee based on our understanding of the
project.
I. PROJECT UNDERSTANDING
Based on your proposal request, we understand the project as:
The City plans to construct a multi -use synthetic turf field project including perimeter fencing,
walkways, perimeter landscaping, stormwater treatment, [and] utility improvements on the existing
grass field behind the Albert J. Boro Community Center at 50 Canal Street, San Rafael.
II. BASIS OF DESIGN
Our proposal is based on correspondence with the City commencing on January 21, 2022 and the Concept Plan
prepared by Gates + Associates, dated March 3, 2022.
III. SCOPE OF SERVICES
TASK 1: PROJECT MANAGEMENT
A. Kick -Off Meeting: BKF will participate in a virtual kick-off meeting with City staff and the Project Team in
order to:
Review project goals & existing base information
Discuss roles & communication protocols between team & City
Develop & maintain baseline schedule for project
Review budget
)- Identify project challenges & constraints
B. Site Walk: BKF will prepare for and attend one (1) site walk with the Project Team and City staff.
BKF ENGINEERS
4040 Civic Center Drive, Suite 530, San Rafael, CA 94903 1415.930.7960
May 26, 2022
TASK 2: CONCEPT DESIGN SUPPORT
A. Base Development: BKF will coordinate with the Design Team and City to develop a draft site plan based
on the masterplan, integrating conceptual stormwater solutions, conceptual grading intent, and limit of
work.
B. Site Plan Development: BKF coordinate with the Project Team and City representatives to validate
assumptions made in the previous conceptual design/programming efforts in order to develop a detailed
design plan, based upon the approved Master Plan in order to align with the project budget. We will
provide consultation related to site grading, drainage, accessibility and wet utility improvements. We will
coordinate the transfer of electronic files, such as AutoCAD .dwg files for internal use and coordination
amongst the project team. Said detailed design plan will include the following items:
1. Preliminary Grading & Drainage Plan
2. Preliminary Permeable Base Options for Synthetic Fields
3. Preliminary Utility Plan
4. Preliminary details for paving materials, utilities & synthetic field section
Based on budget review, BKF will prepare a design development package to a 100% level.
C. Engineer's Opinion of Probable Construction Cost: Our Team will also provide an opinion of probable
construction cost (Estimate) for the anticipated sitework improvements we design. BKF's opinion of costs
will be made on the basis of our professional judgment and experience. BKF does not have control over
the cost or availability of labor, equipment, materials, market conditions or the Contractor's method of
pricing. Therefore, BKF makes no warranty, express or implied, that the bids for work associated with this
project will not vary from our opinion of probable construction cost.
D. Meetings, Management & Coordination: BKF has budgeted up to a maximum of twenty (20)
combined staff hours to internally manage the project, attend meetings, correspond and participate in
conference calls during this phase.
TASK 3: CONSTRUCTION DOCUMENTS
Based on the consultation and coordination efforts provided during the Concept Design Support phase described
above, BKF will prepare documents for construction. We will continue to coordinate utility systems, hardscape,
landscape, site grading, plan specifications, bid items and measurements with the team as well as conduct internal
quality control. BKF will further progress the design to develop backgrounds, utility points of connection and
accessible paths of travel that are drafted and detailed to an appropriate level for the City to advertise the project
for contractor bid and ultimate construction.
A. Drawings: We anticipate the project package will include the following Civil drawings:
• Civil Cover Sheet
• Notes & Legend
• Existing Conditions Plan
• Site Plan
• Demolition Plan
• Sedimentation and Erosion Control Plan
• Horizontal Control Plan
• Grading & Drainage Plan
• Preliminary Stormwater Control Plan
• Utility Plans
• Construction Details
Page 2 of 6 BKF ENGINEERS g"
May 26, 2022
BKF will provide Construction Document submittals at the 95%, and 100% levels of completion.
B. Utility Agency Support: BKF will provide conceptual design and support to the Landscape Architect if
improvements to public irrigation facilities is required. Our services under this task will be limited to
providing informational sketches and general consultation to Marin Municipal Water District as it relates
to landscape water service improvements. A separate set of water improvement plans and/or
improvements to the site's domestic water, fire water or sewer systems are not anticipated at this time.
C. Specifications: BKF will assist with project specific language related to the City's technical specification
book. It is assumed the City's typical "boilerplate" specification manual will be utilized with only minimal
adjustments or special provisions related to the project. The majority of project specifications will be in
the form of notes, details or references to local standard specifications (San Rafael or Caltrans) on the
construction drawings rather than develop a new and separate civil specification booklet.
D. Engineer's Opinion of Probable Construction Cost: Our Team will also provide an opinion of probable
construction cost (Estimate) for the anticipated sitework improvements we design. BKF's opinion of costs
will be made on the basis of our professional judgment and experience. BKF does not have control over
the cost or availability of labor, equipment, materials, market conditions or the Contractor's method of
pricing. Therefore, BKF makes no warranty, express or implied, that the bids for work associated with this
project will not vary from our opinion of probable construction cost. An Estimate will be prepared based
upon 95% plans and specifications and again as a Final Engineer's Opinion bid list with line item
descriptions.
E. Stormwater Control Plan: As part of the 90% PS&E, BKF will design stormwater quality improvements
and draft formal documentation of post -construction stormwater management. We will also develop the
methods to meet the BASMAA requirements referenced herein. BKF will work with the project landscape
architect to implement the site water quality features and prepare a Final Storm Water Control Report.
This report will show calculations as well as site design features that will serve to treat the site stormwater.
The stormwater design elements, such as self-retaining areas or bio -retention areas, will be designed and
documented on the project drawings.
Lastly, BKF will prepare an Operations and Maintenance Agreement defining the obligations of the land
owner to operate and maintain the stormwater treatment facilities after construction is complete. The
agreement will include details for each of the treatment facilities as well as reduced plans for the
maintenance staff. We will work with the City and their attorney to finalize the negotiated agreement.
We have assumed the City will record the final document with the County.
Respond to Comments: BKF will respond to City comments and update the PS&E package to address
minor comments the City may have. Once complete, BKF will provide the updated PS&E documents to the
City in PDF for review. This service will be provided for the, 95%, and 100% PS&E documents.
G. Meetings, Management & Coordination: BKF has budgeted for up to twenty-four (24) hours of
combined staff time to internally manage the project, attend meetings, correspond and participate in
conference calls during this phase.
IV. SCHEDULE
The scope and fee are based on the understanding that design will be completed and construction will commence
September 1, 2022.
Page 3 of 6 BKF ENGINEERSOR
May 26, 2022
V. SCOPE QUALIFICATIONS AND ASSUMPTIONS
BKF Engineers' services are limited to those expressly set forth in the scope. We understand BKF will have no
other obligations or responsibilities for the project except as provided in this proposal or as otherwise agreed to
in writing. BKF will provide the scope of services consistent with, and limited to, the standard of care applicable to
such services. Any participation in non -adversarial procedures, or other right to repair items, is considered as
additional services. For the scope of work identified, we have assumed the following:
1) Basis of Design and Site Information
a) Geotechnical Report: A geotechnical report for the project will be provided by the City. At a minimum,
this report should address the required paving structural sections, earthwork and compaction
recommendations, soil bearing pressures, surcharge pressures, settlement issues, soil
infiltration/percolation rates, groundwater levels, and corrosion recommendations.
b) Existing Utilities: Unless otherwise indicated or provided by others, any existing utilities identified on
BKF's drawings/plans are based on information obtained by BKF, or provided to BKF, and may not be
accurately documented in their horizontal location or vertical profile. Other utilities may be present that
were not disclosed. BKF highly recommends critical facilities be underground service alert (USA) located
and potholed during design or prior to construction. It is our understanding the City will provide above
ground and underground utility information to BKF prior to design development.
c) Potholing: Potholing services are not included in this proposal unless specifically identified.
d) Existing Utility Capacities: Unless otherwise addressed, existing utilities have adequate capacity to serve
the proposed improvements, are adjacent to the site frontage and do not require main extensions, and
utility system capacity studies are not required.
e) Site Plan: At the completion of the Concept Design phase, the site plan is final and only minor alterations
will be made. Any significant changes from the Landscape Architect or City may necessitate additional
fees.
2) Responsibilities
a) Site Dry Utilities: All electric, gas, communications, and lighting improvements will be designed by
others, unless specifically included in the civil scope of work.
b) Site Landscape/Irrigation: The Landscape Architect will provide landscape, irrigation design, and layout
and details of walks, plazas, trails, entry monuments, walls, and/or fences. The Landscape Architect will
lead the design development efforts for the design, grading, and detailing of interior courtyards, plaza
areas, hardscape and landscape areas. BKF will utilize the provided design intent and document the site
grading and drainage during the Construction Documents phase.
c) Structural Details: Structural calculations, design, and details for such items as reinforced concrete slabs,
foundations, pads, vaults, footings, ramps, stairs, sound/site walls, and/or retaining walls will be provided
by others. This includes structural design and detailing for stormwater treatment elements that retain
ground, parking, or buildings foundations.
d) Lighting Design & Photometric Analysis: Lighting design and photometric analysis for the site and
public roadways will be provided by others.
e) Traffic Signal Design: Design or modification of traffic signals is not currently included in our scope of
work. BKF can provide these services if the City conditions these improvements to the project.
PIR
Page 4 of 6 BKF ENGINEERS
May 26, 2022
f) Mapping: We have not included time to prepare additional items not contained in the mapping scope of
work. Additional mapping services, such as subdivision maps, private easement documents, quit claims,
ALTAs, right of way dedications, etc., not specifically listed in this proposal are not included.
g) Cost Estimating: All cost estimating will be provided by a project estimator. BKF will provide an
Engineer's Opinion of Probable Construction Costs for general reference.
h) Earthwork: Due to the variability in soils properties, existing site conditions, foundation types and
preparation, trench, imported material and other factors, no delineation of earthwork quantities or 'site
balance' is implied with the scope of work. Any earthwork quantities generated are solely for bonding
and permitting of the work with the local agency and must only be used as an approximate guide as to
the actual earthwork and site balance.
i) CEQA, Entitlement, and Off -Site Improvements/Studies: Services related to CEQA, Planning, Outreach
or Off -Site Improvements are not included.
3) Phasing, Delivery and Deliverables
a) Phasing: The project will be permitted and constructed in one phase and construction phasing plan(s), or
interim condition plans, will not be required for this project.
b) Submittals: All submittals, and the coordination thereof, will be facilitated by the lead consultant and/or
City representative.
c) Permits: Unless otherwise specifically delineated in the scope of services, permit processing, applications,
fees, and submittals to local, state, and federal agencies and utility purveyors will be provided by others.
BKF will submit to the Client delineated scope deliverables for Client submission to governing agencies.
d) Drawings: All drawings will be prepared in AutoCAD format. We will submit copies of all drawings in
both electronic and paper format. Documents signed and sealed by a licensed professional will constitute
deliverable instruments of service, AutoCAD and other electronic document formats are provided solely as
a courtesy.
e) Building Information Modeling (BIM): We have not included time to convert civil 3D design or existing
conditions AutoCAD files into BIM model files. We have assumed all conversions will be by the Architect.
VI. COMPENSATION
BKF proposes to provide the above services for a lump sum fee as summarized in Exhibit A, attached herein,
Professional service fees will be invoiced on a percent complete basis per task in proportion to the services
we provide. Invoices will include a brief description of the services performed during that particular billing
cycle.
As shown on Exhibit A, reimbursable expenses are anticipated for reproduction, mileage, express and
messenger deliveries, computer deliverable plots, and the Title Reports discussed earlier in this proposal.
Mileage will be billed at the standard IRS rate while remaining expenses will be billed at cost plus 10% to
help cover our costs to carry and process expenses. Reimbursables will be identified as a separate line item
on our monthly invoice.
Page 5 of 6 BKF ENGINEERS
May 26, 2022
For tasks requested by the Client or Landscape Architect not defined in this scope of services, BKF will identify
them as potential extra work. We can provide a scope and fee for these items or they may be tracked separately
as extra work and billed on a time and materials per our attached rate schedule.
BKF is prepared to begin providing these services upon receiving a Task Order from Public Works and receiving
your authorization to proceed. Once authorized, BKF will provide our services under the terms and conditions of
our existing master services agreement with our Master Consulting Services Agreement with the City of San Rafael
dated December 12, 2019.
Thank you for the opportunity to present this proposal. We look forward to assisting in developing this project.
Please contact me at 415-930-7964 if you have any questions regarding our scope of services.
Respectfully,
BKF Engineers
Jason Kirchmann, PE, PLS, QSD/P
Vice President
Page 6 of 6 BKF ENGINEERS g"
EXHIBIT A
[Concept Design Support
14 1 1 53 1 1 86 1 104 1 135
394 $
74,751
BKF Reimbursables
(Estimated at 0-5%of total project cost)
$
Base Development
95%PS&E
1 2
2 8
13
32
!Site Plan Development
12,156
4 8
16 40
68
16
Engineers Opinion of Probable Construction Cost
$
4
6 1
11
E$i
Meetings, Management & Coordination
4
10 8
2,712
22
6
4
Sub -Total
4
15 22
24 49
114
Stormwater Control Plan
Construction Documents
14 1 1 53 1 1 86 1 104 1 135
394 $
74,751
BKF Reimbursables
(Estimated at 0-5%of total project cost)
$
371
95%PS&E
4
12
20
32
68
$
12,156
JOOY PS&E
4
12
16
30
62
$
11,124
IJ till Ly Agency Support
4
1;
16
$
2,712
Specifications
Engineer's Opinion of Probable Construction Cost
6
4
16
8
8--
16
_ _
4
30
32
$ _ _
$
5,946
S,964
Stormwater Control Plan
2
8 1
12
8
30
$
5,478
Meetings, Management & Coordination 8
12
1 10 1
30
$
6,928
Sub -Total 8
32
66
76 1
86
268
$
50,308
Sub -total (Hours and Base Fee)
14 1 1 53 1 1 86 1 104 1 135
394 $
74,751
BKF Reimbursables
(Estimated at 0-5%of total project cost)
$
371
Total Not to Exceed Fee
$
74,622
K:\2019\191470 San_Ratael_MSA\DOCS\02-Contracts\A-Contracts_Scope oF_Work_Addendums\-15 Plckleweed Park Synthetic Field Reno\191470-15_PlckleweedPark(Est 1a).c1sx
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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: Ashley Dohrmann (for Joanna) Extension: 3352
Contractor Name: BKF Engineers
Contractor's Contact: Jason Kurchmann Contact's Email: jkirchmann@bkf.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
7/18/2022
Attorney c/o Laraine.Gittens@cityofsanrafael.org
❑X AD
2
City Attorney
a. Review, revise, and comment on draft agreement
7/22/2022
and return to Project Manager
7/22/2022
® GC
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
0 GC
3
Department Director
Approval of final agreement form to send to
7/27/2022
0 AM
contractor
4
Project Manager
Forward three (3) originals of final agreement to
7/27/2022
EXI
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
D
Agreements and purchases of goods and services that exceed
Or
$75,000; and for Public Works Contracts that exceed $175,000
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Date of City Council approval
enter a date.
PRINT
CONTINUE ROUTING PROCESS WITH HARD COPY
6 Project Manager
Forward signed original agreements to City
8/24/2022
AD
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
�n ZQ
(for Public Works Contracts)
X / 1(
�✓
9
City Manager/ Mayor
Agreement executed by City Council authorized
official
Attest signatures, retains original agreement and
/rIIN
10
City Clerk
f Al �
W/4
forwards copies to Project Manager