The URL can be used to link to this page

Home My WebLink AboutPW Rossi Pump Station Rehabilitation ProjectSAN RAFAEL THE CITY WITH A MISSION Agenda Item No: 5.i Meeting Date: January 17, 2017 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works —� Prepared by: Bill Guerin, City Manager Approval: Director of Public Works (SG) File No.: 08.06.62 TOPIC: ROSSI STORMWATER PUMP STATION REHABILITATION PROJECT SUBJECT: ACCEPT COMPLETION OF THE ROSSI STORMWATER PUMP STATION REHABILITATION PROJECT (CITY PROJECT NO. 11191), AUTHORIZE THE CITY CLERK TO FILE THE NOTICE OF COMPLETION, AND ADOPT A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH CONSOLIDATED CM FOR ADDITIONAL INSPECTION SERVICES IN CONNECTION WITH THE ROSSI STORMWATER PUMP STATION REHABILITATION PROJECT AND TO INCREASE THE COMPENSATION BY $15,520, FOR A TOTAL NOT -TO -EXCEED AMOUNT OF $90,520. RECOMMENDATION: Accept completion of the project, authorize the City Clerk to file the Notice of Completion, and adopt the resolution to amend the professional services agreement with Consolidated CM. BACKGROUND: The Rossi Stormwater Pump Station, located adjacent to 555 Francisco Boulevard East, was originally constructed in 1952 by the California Department of Transportation (Caltrans). The 64 year old pump consisting of a concrete structure and three pumps had deteriorated beyond repair. The failure of this pump station could have resulted in significant flooding on Francisco Boulevard East. On December 20, 2010, the City Council authorized the Director of Public Works to enter into an agreement with CSW/Stuber-Stroeh Engineering Group, Inc. to design the Rossi Stormwater Pump Station Rehabilitation project. The project was advertised in accordance with San Rafael's Municipal Code on August 21, 2015, and sealed bids were publicly opened and read aloud on October 6, 2015. On November 16, 2015, the City Council adopted a resolution authorizing the City Manager to enter into an agreement with the low bidder, Valentine Corporation. As part of this project, the existing structure (concrete and supporting beams) and equipment (pumps and electrical) were replaced. In addition, several civil improvements were constructed, including widening the sidewalk in front of the pump station from 4 feet to 6.5 feet. FOR CITY CLERK ONLY File No.: 4-1-673 x 4-1-678 (file full copies in both) Council Meeting: 01/17/2017 Disposition: Resolution 14262 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 On March 7, 2016, the City Council adopted a resolution authorizing the City Manager to enter into a professional services agreement with Consolidated CM to provide inspection services associated with the Rossi Stormwater Rehabilitation Project. Construction commenced on May 6, 2016. The project was completed on November 9, 2016. All work was completed within the number of Working Days allowed. ANALYSIS: Prior to construction, it was anticipated that Consolidated CM would only provide inspection services on a part-time basis (four hours per day). During construction, it was determined that there were a number of days where full-time inspection (eight hours) was necessary. Examples include coffer dam installation and removal, concrete pours, pile drilling, electrical panel installation, pump startup and testing. The proposed resolution authorizes the City Manager to execute an amendment to the existing professional services agreement with Consolidated CM to include an additional $15,520 to the agreement to compensate Consolidated CM for the additional required services, increasing the total contract amount to $90,520. Due to the nature and timing of the construction, it was not practical or cost effective to delay the project to amend the inspection services contract. Additionally, the project finished under the allocated budget amount. Pursuant to Civil Code Section 3093 the City is required to record a Notice of Completion upon acceptance of the improvements by the City. This acceptance initiates a time period during which project subcontractors may file Stop Notices seeking payment from the City from the funds owed to the Contractor for the project work. Staff recommends acceptance of the project and recordation of the Notice of Completion. FISCAL IMPACT: Construction was completed within the original authorized budget of $1,885,392.00. The total project cost, including advertisement, construction, and City staff time are shown in the table below. Funding Source: Project Funding Sources Allocation Notes Stormwater Fund (Fund No. 205) $1,885,392.00 Total Available Funds $1,885,392.00 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paee: 3 Expenses: Design Costs Design Permits Document Reproduction (i.e. Advertisement) Design Subtotal Construction Costs Actual Construction Contract Amount Based on Measured Quantities* Contract Change Orders* Construction Design Support and Electrical Engineering Telemetry and Programming Materials Testing and Sampling Construction Inspection Construction Inspection PG&E Electrical Services Construction Subtotal* Amount I Notes $158,973.75 CSW/Stuber-Stroeh $2,963.00 Various regulatory permits $4,429.52 $166,366.27 $1,342,869.01 Awarded to Valentine Corporation $54,232.43 Contingency $29,016.24 CSW/Stuber-Stroeh Agreement $28,264.00 Telstar Agreement $3,186.40 Concrete testing and pile drilling observation $75,000.00 Consolidated CM: Previously Authorized $15,520.00 Consolidated CM: Proposed Authorization $56,396.41 Engineering and construction fees $1,604,484.49 Total Project Expense 1 $1,770,850.76 *Includes the 5% retention to be paid 35 days after Notice of Completion is filed. ACTION REQUIRED: Staff recommends that the City Council: 1. Accept completion of the project and authorize the City Clerk to file the Notice of Completion; and 2. Approve the resolution authorizing the City Manager to execute an amendment to the professional services agreement with Consolidated CM, to include additional inspection services and compensation therefore in the amount of $15,520, increasing the total not -to -exceed amount under the agreement to $90,520. ATTACHMENTS: 1. Notice of Completion; and 2. Resolution authorizing the City Manager to execute an amendment to the professional services agreement with Consolidated CM for addition inspection services. RESOLUTION NO. 14262 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH CONSOLIDATED CM FOR ADDITIONAL INSPECTION SERVICES IN CONNECTION WITH THE ROSSI STORMWATER PUMP STATION REHABILITATION PROJECT, AND TO INCREASE THE COMPENSATION BY $15,520 FOR A TOTAL NOT -TO -EXCEED AMOUNT OF $90,520 WHEREAS, the City Council adopted Resolution No. 14076 on March 7, 2016 authorizing the City Manager to enter into a Professional Services Agreement with Consolidated CM to perform construction inspection services for the Rossi Stormwater Pump Station Rehabilitation project for an amount not -to -exceed $75,000 (the "Agreement"); and WHEREAS, the City needed additional construction inspection services during construction of the Rossi Stormwater Pump Station; and WHEREAS, the City received a proposal from Consolidated CM, Inc. for additional inspection services, in an amount not -to -exceed $15,520; and WHEREAS, Funds in the amount of $15,520 will be appropriated from Stormwater Fund 205; WHEREAS, staff has reviewed the proposal and found it to be complete and within industry standards; NOW, THEREFORE, BE IT RESOLVED that the City Council hereby approves and authorizes the City Manager to execute an amendment to the Agreement with Consolidated CM, in the form attached hereto as Exhibit "A" and incorporated herein by reference, subject to final approval as to form by the City Attorney, adding inspection services and increasing the compensation payable, in an additional amount not to exceed $15,520, for a total contract cost not to exceed $90,520. BE IT FURTHER RESOLVED that 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, 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 City Council of said City held on Monday, the 17th day of January, 2017 by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None ESTHER C. BEIRNE, City Clerk File No.: 08.06.62 AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH CONSOLIDATED CM TO PERFORM ADDITIONAL CONSTRUCTION INSPECTION SERVICES AND INCREASE THE COMPENSATION FOR THE ROSSI STORMWATER PUMP STATION REHABILITATION PROJECT This Amendment to the Professional Services Agreement by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and CONSOLIDATED CM, a corporation (hereinafter "CONTRACTOR"), is made and entered into as of the .2[j >.*day of -<L 201 G' 'ECU YED RECITALS OEC 1 2016 PUBLIC WORKS DEPT, CITY OF SAN RAFAEL WHEREAS, pursuant to City Council Resolution No. 14076 adopted on March 7, 2016, the CITY and CONTRACTOR entered into a Professional Services Agreement for construction inspection services for the Rossi Stormwater Pump Station Rehabilitation project for an amount not -to -exceed $75,000 (the "Agreement"); and WHEREAS, CITY now has a need for additional inspection services during construction of the Rossi Stormwater Pump Station, and desires CONTRACTOR to perform this additional work under the Agreement, for an additional contract amount not -to -exceed $15,520; AMENDMENT TO AGREEMENT NOW, THEREFORE, the parties hereby amend the Agreement as follows: 1. Section 2 of the Agreement, entitled "DUTIES OF CONTRACTOR" is hereby amended to include the services set forth in CONTRACTOR's proposal for additional services dated November 2, 2016, attached hereto as Exhibit "1" and incorporated herein by reference. 2. Section 4 of the Agreement, entitled "COMPENSATION" is hereby amended to include an additional amount of compensation to CONTRACTOR in the sum of $15,520 for the services set forth in Exhibit "1" to this Amendment, thereby increasing the total contract compensation to a not -to -exceed amount of $90,520. 3. Except as specifically amended herein, all of the other provisions, terms and obligations of the Agreement between the parties shall remain valid and shall be in force after this amendment. IN WITNESS WHEREOF, the parties have executed this Amendment of the day, month, and year first above written. CITY OF SAN RAFAEL JI S HUTZ, City a ager ATTEST: ESTHER C. BEIRNE, City Clerk APPROVED AS TO FORM: CONSOLIDATED CM � 1 Name: Scott Ritter Title: Sr. Vice President La-j,jjL,( nom- ROBERT F. EPSTEIN, Qity Attey 2 November 2,20 16 City of San Rafael I I I Morphew Street P.O. Box ISI 560 San Rafael, CA 949I5 -I560 Attn: Ms. Stephanie Gindlesperger P.E. Subject Inspection Services for the Rossi Pump Station Augmentation Request Rev. I Dear Ms. Gindlesperger, -1 CON�OL1D�TED J _. J Professional Construction Management Exhibit 1 Thank you for the opportunity to work with you on the Rossi Pump Station. As you know Consolidated CM has been providing inspection services on this pump station project and we are now nearing completion, however our budget is nearly expired and it appears the project will not finish up until about the first week of November. We had initially planned on approximately half time support for this project, and after reviewing records it appears that for the most part this was accomplished, however there were some periods of time where eight hours a day rather than four were required to support the project. This request for budget augmentation is based on the understanding that any additional hours utilized for inspection were provided at your request, if that was not the case and these hours expended were not authorized, please let me know and we will reduce this request according. Augmentation Request As of this date Consolidated CM has expended the base budget amount for our inspection services. As of this date the project is nearly complete and should require only 3 or 4 more days of inspection. We have expended and additional 82 hours through October 28, 20I6 and we estimate that an additional 40 hours will be utilized to complete the project. This equates to I22 hours at $I25/hour for a total augmentation request of $I5,250. Please feel free to contact me at our Oakland office 5I0.208.I720 ext. I06 or on my cell 5I0.9I0.2402. Very truly yours, Consolidated CMInG Scott Ritter Sr. Vice President 180 Grand Avenue, Suite 1520, Oakland, CA 94612 ccm@consolidatedcm.com Phone: 510.208.1720 - www.consolidatedcm.com Fax: 510.208.1721 Page 1 of 2 November 2, 20I6 City of San Rafael I I I Morphew Street P.O. Box IS 1560 San Rafael, CA 949I5 -I560 Attn: Ms. Stephanie Gindlesperger P.E. Subject: Inspection Services for the Rossi Pump Station Augmentation Request Rev. I Dear Ms. Gindlesperger, C040L4)�TED .X a� Professional Construction Management Exhibit 1 Thank you for the opporrunity to work with you on the Rossi Pump Station. As you know Consolidated CM has been providing inspection services on this pump station project and we are now nearing completion, however our budget is nearly expired and it appears the project will not finish up until about the first week of November. We had initially planned on approximately half time support for this project, and after reviewing records it appears that for the most part this was accomplished, however there were some periods of time where eight hours a day rather than four were required to support the project. This request for budget augmentation is based on the understanding that any additional hours utilized for inspection were provided at your request, if that was not the case and these hours expended were not authorized, please let me know and we will reduce this request according. Augmentation Request As of this date Consolidated CM has expended the base budget amount for our inspection services. As of this date the project is nearly complete and should require only 3 or 4 more days of inspection. We have expended and additional 82 hours through October 28, 20I6 and we estimate that an additional 40 hours will be utilized to complete the project. This equates to I22 hours at $I25/hour for a total augmentation request of $I5,250. Please feel free to contact me at our Oakland office 510.208.1720 ext. I06 or on my cell S I0.9I0.2402. Very truly yours, Consolidated CM-Lnc ,J Scout Ritter Sr. Vice President 180 Grand Avenue, Suite 1520, Oakland, CA 94612 ccm@con5otidatedcm.com Phone: 510.208.1720 - www.consotidaLedcm.com Fax: 510.208.1721 Page 1 of 2 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: Stephanie Gindlesperger Extension: 3454 Contractor Name: Consolidated CM Contractor's Contact: Scott Ritter Contact's Email: ritter@consolidatedcm.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION DEPARTMENT 1 Project Manager a. Email PINS Introductory Notice to Contractor 2 City Attorney 3 Project Manager 4 Project Manager PRINT 5 Project Manager 6 City Attorney 7 City Attorney 8 City Manager/ Mayor 9 City Clerk b. Email contract (in Word) & attachments to City Atty c/o Laraine.Gittens@cityofsanrafael.org a. Review, revise, and comment on draft agreement and return to Project Manager b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor Forward at least two originals of final agreement to contractor for their signature When necessary, * contractor -sinned agreement agendized for Council approval *PSA > $20,000; or Purchase > $35,000; or Public Works Contract > $125,000 COMPLETED DATE N/A 12/9/2016 12/9/2016 12/9/2016 12/9/2016 ❑ N/A Or Attest signatures, retains original agreement and forwards copies to Project Manager REVIEWER Check/Initial ® SG ® SG ® LAG l� LAG 70 /'� 1/17/2017 Date of Council approval CONTINUE ROUTING PROCESS WITH HARD COPY Forward signed original agreements to City 1/10/2017 Attorney with printed copy of this routing form Review and approve hard copy of signed l /7 agreement Review and approve insurance in PINS a0d , and bonds (for Public Works Contracts)f Agreement executed by Council authorized official Attest signatures, retains original agreement and forwards copies to Project Manager REVIEWER Check/Initial ® SG ® SG ® LAG l� LAG 70 /'� Record Without Fee, Per GC 27333 and When recorded mail to: City of San Rafael Esther C. Beirne, City Clerk 1400 Fifth Avenue P. O. Box 151560 San Rafael, CA 94915-1560 2017-0002614 Recorded I REC FEE Official Records I County of I Harin I RICHARD 11. BENSON I Assessor -Recorder I County Clerk I I 11:46A11 19 -Jan -2017 I Page 1 of 2 SPACE ABOVE THIS LINE FOR RECORDER'S USE CITY OF SAN RAFAEL NOTICE OF COMPLETION OF IMPROVEMENT TO ALL PERSONS WHOM IT MAY CONCERN: NOTICE IS HEREBY GIVEN for and on behalf of the City of San Rafael, County of Marin, State of California, that there has been a cessation of labor upon the work or improvement and that said work or improvement was completed upon the 9th day of November, 2016 and accepted the 17t1i day of January, 2017; that the name, address and nature of the title of the party giving this notice is as follows: The City of San Rafael, 1400 Fifth Avenue, San Rafael, California, 94901, a municipal corporation, in the County of Marin, State of California, within the boundaries of which said work or improvement was made upon land owned by said City and/or over which said City has an easement; that said work or improvement is described as follows: ROSSI STORMWATER PUMP STATION REHABILITATION PROJECT CITY PROJECT NO. 11191 and reference is hereby made for a further description thereof to the plans and specifications approved for said work or improvements now on file in the office of the City Clerk of said City, and said plans and specifications are hereby incorporated herein by reference thereto; and that the name of the Contractor who contracted to perform said work and make such improvement is Valentine Corporation I declare under penalty of perjury that the foregoing is true and correct. Executed at San Rafael, California, on 14tj DA All it , 20 M . CITY OF SAN RAFAEL A Municipal Corporation By /-X12. X L'/ BILL GUERIN Director of Public Works 0.00 A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. STATE OF CALIFORNIA COUNTY OF MARIN Subscribed and sworn to (or affirmed) before me on this /fir" day of '� M uuOC-41 20rj, by Bill Guerin, proved to me on the basis of satisfactory evidence to be the persons j who appeared before me. WITNESS my hand and official seal. Signature :- , ESTHER C. BEIRNE San Rafael City Clerk File: 08.06.62 k ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval by the City Council. Save staff report (including this cover sheet) along with all related attachments in the Team Drive (T:) 4 CITY COUNCIL AGENDA ITEMS --> AGENDA ITEM APPROVAL PROCESS 4 [DEPT - AGENDA TOPIC] Agenda Item # Date of Meeting: 1/17/2017 From: Bill Guerin Department: Public Works Date: 12/29/2016 Topic: Rossi Stormwater Pump Station Rehabilitation Project. Subject: ACCEPT COMPLETION OF THE ROSSI STORMWATER PUMP STATION REHABILITATION PROJECT (CITY PROJECT NO. 11191), AUTHORIZE THE CITY CLERK TO FILE THE NOTICE OF COMPLETION, AND ADOPT A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH CONSOLIDATED CM FOR ADDITIONAL INSPECTION SERVICES IN CONNECTION WITH THE ROSSI STORMWATER PUMP STATION REHABILITATION PROJECT AND TO INCREASE THE COMPENSATION BY $15,520, FOR A TOTAL NOT -TO -EXCEED AMOUNT OF $90,520. Type: ® Resolution ❑ Ordinance ❑ Professional Services Agreement ❑ Other: APPROVALS ® Finance Director Remarks: MM - 12/30/16: approved subject to resolving the question I have in the Fiscal Impact section. ® City Attorney Remarks: LG -Approved 1/3/17. M Author, review and accept City Attorney / Finance changes Remarks: SG - Accepted 1/6/2017 ® City Manager Remarks: FOR CITY CLERK ONLY File No.: Council Meeting: Disposition: