HomeMy WebLinkAboutCC Resolution 12429 (Fourth St. West Rehab)RESOLUTION NO. 12429
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AMENDING THE PROFESSIONAL SERVICES AGREEMENT WITH HARRIS &
ASSOCIATES FOR ADDITIONAL DESIGN AND CONSTRUCTION SUPPORT
SERVICES FOR THE 4TH STREET(WEST END VILLAGE REHABILITATION
PROJECT (#11056) BY AN AMOUNT NOT TO EXCEED $164,633, FOR A TOTAL
CONTRACT AMOUNT OF $602,932.
WHEREAS, the City Council adopted Resolution number 11945 on May
1, 2006 authorizing the Director of Public Works to execute a Professional Services
Agreement with Harris & Associates to design and prepare construction drawings for the
4th Street/West End Village Rehabilitation project; and
WHEREAS, staff believes that additional design and construction support
services are necessary due to extensive modifications to the project's original scope and
the need for construction support services; accordingly, the scope of services of the
original agreement must be expanded; and
WHEREAS, at the request of staff, Harris & Associates has provided
services totaling $120,375 for additional design services and will provide construction
management services for an additional $44,258; and
WHEREAS, staff requested and received a proposal from Harris &
Associates for additional design and construction management services in an amount not
to exceed $164,633 (Exhibit "A"); and
WHEREAS, staff has reviewed Harris & Associates' proposal and found it
to be complete and within industry standards.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the
City of San Rafael hereby approves and authorizes the Director of Public Works to amend
the Professional Services Agreement between l larris & Associates and the City, expanding
the scope and cost of the original Professional Services Agreement by $164,633, for a total
amount not to exceed $602,932.
I, ESTHER C. BEIRNE, 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 the 19`h day of February, 2008, by the following vote, to wit:
AYES: COUNCILMEMBERS: Brockbank, Connolly, Miller & Mayor Boro
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: Heller
ESTHER C. BEIRNE, City Clerk
AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT WITH HARRIS &
ASSOCIATES FOR CONSTRUCTION SUPPORT SERVICES FOR THE FOURTH
STREET/WEST END REHABILITATION PROJECT (#11056) FOR A TOTAL AMOUNT
NOT TO EXCEED $602,932.
WHEREAS, HARRIS & ASSOCIATES ("CONTRACTOR"), a civil engineering consulting firm, entered into a
Professional Services Agreement on May 1, 2006 with the City of San Rafael ("CITY") to design and prepare plans and
specifications and construction documents for the 4'h St./West End Village Rehabilitation Project; and
WHEREAS, CITY has determined that the need exists to expand the scope of CONTRACTOR's work under the
original agreement, in order finalize project plans and to provide construction support and possible redesign services during
project construction; and
WHEREAS, CONTRACTOR is willing and able to perform the additional work required by the CITY for a
maximum of $164,633 beyond the original cost of $438,299; and
WHEREAS, CONTRACTOR and CITY agree to revise the existing agreement to increase the scope of work and
perform additional duties;
NOW THEREFORE, CONTRACTOR and CITY agree to amend their original Agreement for Professional
Services, dated May 1, 2006, as follows:
Section 4 (COMPENSATION) of the original agreement is amended to read as follows:
"In consideration of the performance by CONTRACTOR of all the services set forth in this Agreement
and the amendment thereto, CITY agrees to compensate CONTRACTOR in a total amount not to
exceed $602,932."
Section 2 (DUTIES OF CONTRACTOR) of the original agreement is amended to add the following
sentence to the end of the section:
"CONTRACTOR also agrees to perform the additional services specified in the document dated
February 4, 2008, entitled Exhibit "B" attached hereto and incorporated herein."
3. All other terms and conditions of the original Agreement not otherwise modified by this Amendment
shall remain in full force and effect.
IN WITNESS WHEREOF, the parties have executed this Amendment to the Professional Services Agreement
with HARRIS & ASSOCIATES as of the 19°i day of February, 2008.
CITY OF SAN RAFA�"L �j
ANDRE V PREST
Public Works Director
ATTEST:
ESTHER C. BEIRNE, City Clerk
APPRO AAr.ROB .,RT F. EP
City Attorney
CONTRACTOR
7�a-AA,q��
RUSSELL A. MOORE, Vice President
Harris & Associates
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February 12, 2008
Harri's Associates
�µ
Program Managers
Construction Managers
Karen Chew, P.E. Civil Engineers RECEIVED
City of San Rafael
111 Morphew Street FEB 13 '2008
San Rafael, CA 94901
PUBLIC WORKS DEPT.
RE: Fourth Street West Rehabilitation/West End Village Project CITY OF SAN RAFAEL
Amendment Request
Dear Karen,
We have completed the design for the Fourth Street West Rehabilitation/West End Village Project and
submitted the final bid package on December 20, 2007.
At the start of the project, it was understood that the primary purpose of the project was to (1) replace the
existing sidewalks with ADA compliant sidewalks and curb ramps as they are currently substandard and have
been damaged by tree roots, (2) harvest the existing trees with new sidewalk -friendly trees, and (3) rehabilitate
the aged, cracked street pavement. We started design in May 2006 and during the course of the project, the City
has added several project elements and tasks that were not included in the original scope of work. These tasks
include the following:
1. Bulb -out design
2. Median island design
3. Bulb -in design for ADA parking
4. Cost analysis to reduce construction costs
5. Pavement Rehabilitation Analysis due to MMWD construction
6. Proposed bulb -out removal
7. Mid -block bulb -out design
8. Additional Landscape Architectural services, such as attending community workshops,
performing a tree study, design of site furnishings
9. Right-of-way survey at United Liquor & Cains Tires stores
10. Streetlight relocation
11. Joint trench design for streetlight, twinkle light, up -lights, traffic signal communication, event
power and band power
12. Additional Electrical design for circuitry of uplights, event power and band power
13. Regrading design of Shaver Street
Some of the tasks listed above involved exploring alternatives to strive for an optimal design that would meet
the community's needs, such as improving public safety, addressing their concerns with the removal of the
matured Liquidambar trees, and gathering input on the streetscape aesthetics. The tasks related to public safety
issues include the analysis of adding bulb -outs, medians and bulb -ins, which required several iterations of the
proposed curb alignment and grading design. Landscape architectural services increased by the way of
additional involvement with City staff, merchants and residents to address the tree removal issue and also to
work with the said parties on the streetscape aesthetics. These conceptual designing efforts had absorbed some
of our original budget and also had caused us to get off track with the original schedule. At the beginning of
2007, we adjusted the schedule accordingly to begin focusing on preparation of the construction documents.
120 Mason Circle Concord, California 94520-1214 925.827.4900 FAX 925.827.4982 www.hards-assoc.com
Chew, Karen
Page 2
We submitted 30% plans in January 2007 and 60% plans in June 2007. After receiving City comments on the
60% plans, more out -of -scope work was added to the project, namely items 10 through 13 listed above.
Although the scope of the work had increased, additional design time was not given to complete the project
because the City wanted to proceed with bidding in early January 2008, as originally scheduled, to allow for
construction to begin in spring 2008. Harris recognized the importance of the City's obligation to meet the
deadline and made great efforts to efficiently finalize the package by working extra hours and keeping focused
on the project. As noted earlier, Harris successfully met the schedule by delivering the bid documents by
December 2007.
The growth of the project is reflected in the increase of the design package with 47 sheets added for the new
work as compared to the 71 sheets we originally proposed. Please note that although the project package has
increased by roughly 66%, our fee has only increased by 38%, showing that we have done a decent job in
keeping the design costs for the added work down to a minimum.
As shown on the attached spreadsheet (Exhibit A), which breaks down the costs for extra tasks and hours, the
total cost for the out of scope work is $182,925.60. As you had requested, we are reducing the out of scope
costs by 10%. Therefore, we are requesting an amendment for the amount of $164, 633.04 for compensation of
our out of scope work.
It is important to note that after we receive your approval of the amendment, we will replenish our budget with
$44,258.01 to cover some of the costs for post design services, such as bidding assistance, design services
during constriction and construction staking.
It has been a pleasure working with you on the design of this project and we look forward to seeing this project
through to completion. Please feel free to call me with any questions at (925) 827-4900 ext. 165.
Thank you.
Very truly yours,
HARRIS & ASSOCIATES
Jasmine Cuffee, P.E.
Project Manager
Attachment
cc: Russ Moore, Project Director