HomeMy WebLinkAboutPW Freitas-Las Gallinas Project____________________________________________________________________________________
FOR CITY CLERK ONLY
File No.: 4-3-577 x 4-3-642
Council Meeting: 11/06/2017
Disposition: Resolutions 14411 & 14412
Agenda Item No: 4.k
Meeting Date: November 6, 2017
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: Bill Guerin,
Director of Public Works
City Manager Approval: __________
File No.: 18.01.73
TOPIC: FREITAS/LAS GALLINAS AND FREITAS/LOS GAMOS INTERSECTION IMPROVEMENTS
SUBJECT: ADOPTION OF RESOLUTIONS RELATED TO THE FREITAS/ LAS GALLINAS INTERSECTION
IMPROVEMENTS AND FREITAS AND LOS GAMOS INTERSECTION IMPROVEMENTS
PROJECT, CITY PROJECT NO. 11171:
1. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL APPROVING AND AUTHORIZING
THE CITY MANAGER TO EXECUTE A SECOND AMENDMENT TO THE AGREEMENT WITH
CSW/STUBER-STROEH ENGINEERING GROUP, INC. FOR CONSTRUCTION SUPPORT SERVICES, IN AN
ADDITIONAL AMOUNT NOT TO EXCEED $35,000
2. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL APPROVING AND AUTHORIZING
THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT
WITH COASTLAND CIVIL ENGINEERING, INC. FOR CONSTRUCTION INSPECTION SERVICES FOR THE
FREITAS/LAS GALLINAS AVENUE INTERSECTION IMPROVEMENTS PROJECT, AND THE FREITAS AND
LOS GAMOS INTERSECTION IMPROVEMENTS PROJECT, IN AN AMOUNT NOT TO EXCEED $80,000
RECOMMENDATION: Adopt the resolutions for the Freitas/ Las Gallinas Intersection Improvements
Project, which includes improvements at the Freitas/Los Gamos Intersection.
BACKGROUND: The intersections of Freitas Parkway and Las Gallinas Avenue and Freitas Parkway and
Los Gamos Avenue are currently under construction to make roadway and traffic signal upgrades and
improve circulation through this busy location. Improvements include minor roadway widening,
structural modifications to the bridge over the drainage ditch to allow for concurrent left turns from
Freitas Parkway, closing gaps in the bicycle lanes approaching the intersection, new curb ramps, and
street resurfacing. The work, which is being performed by Ghilotti Brothers, is anticipated to be
completed by the end of the year, weather permitting. Staff has been relying on consultants to perform
certain construction support and inspection services and wishes to amend the agreements with the
consultants to provide additional services that will be needed for completion of the project.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
Construction Support Services-CSW/Stuber-Stroeh Engineering Group, Inc.: CSW/Stuber-Stroeh
Engineering Group (“CSW/Stuber-Stroeh”) performed design services for the project and is currently
providing construction support. During the past several months, many questions related to the design
have been addressed or clarified by CSW/Stuber-Stroeh allowing Ghilotti Brothers to move forward with
construction activities; having the design consultant available through the remaining construction will
expedite the completion of the project. Staff recommends amending the contract with CSW/Stuber-
Stroeh in order to provide continuous design support for the duration of the construction project.
Construction Inspection Services-Coastland Civil Engineering: Inspection services for this project are
performed by Coastland Civil Engineering. Several change orders have been issued during the
construction of this project which has extended the completion date of the project. The most significant
delay occurred due to coordination issues with AT&T because of the need to work around live AT&T
conduits. The project team was required to raise a portion of the bridge to accommodate AT&T, but
had to work extensively with the contractor to make sure these facilities were not damaged. Other
changes included re-evaluation of retaining wall placement and the traffic signal interconnection cable
needed between Las Gallinas and Northgate Drive. In order to provide continuous inspection service by
Coastland Civil Engineering, staff recommends amending the existing inspection services contract
through project completion, including project closeout documentation following completion of work in
the field.
ANALYSIS: Public Works received a proposal from CSW/Stuber-Stroeh on September 6, 2017 in the
amount of $35,000 that will allow the design team to review material submittals, make minor
adjustments to the construction documents, attend meetings, and respond to detailed questions asked
by the general contractor. Staff has reviewed the proposal and found it to be complete and within
industry standards.
Public Works received a proposal from Coastland Civil Engineering on October 13, 2017 in the amount of
$80,000 for additional construction inspection services. Staff has reviewed the proposal and found it to
be complete and within industry standards.
FISCAL IMPACT: The original project budget was specified at the time of the construction award as
shown in the April 3, 2017; the Freitas and Las Gallinas Intersection Improvements Project and Freitas
and Los Gamos Intersection Improvements Project, City Project 11171 Staff Report and is summarized
below:
Project Budget:
Funding Sources Allocation Notes
Traffic Mitigation Fund (Fund #246) $3,142,893.20 Previous Allocation
Gas Tax Fund (Fund #206) $228,400.00 Previous Allocation
Traffic Mitigation Fund (Fund# 246) $115,000.00 Additional Allocation
Total Available Funds $3,486,293.20
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
Expenses:
Expenses Amount Notes
Other Project Expenses $3,371,293.20 Previous Estimated Expenses
Construction Support Services $35,000.00 CSW/Stuber-Stroeh Contract
Amendment
Construction Inspection Services $80,000.00 Coastland Civil Engineering
Contract Amendment
Total Project Cost $3,486,293.20
OPTIONS:
1. Adopt both resolutions as presented;
2. Adopt only the resolution approving the amendment to the CSW/Stuber-Stroeh agreement for
construction support services, and instruct staff to perform the inspections for the remainder of
the project. This option would impact staff’s ability to perform other work;
3. Adopt only the resolution approving the amendment to the Coastland Civil Engineering
agreement for inspection services, and instruct staff to perform the construction support
services for the remainder of the project. This option would impact staff’s ability to perform
other work and may cause delays in the construction contractor receiving responses to technical
questions on the design while the contractor waits for a response;
4. Reject both resolutions as presented and direct staff to perform both construction support and
inspections services.
ACTION REQUIRED: Staff recommends that the City Council:
1. Adopt the resolution authorizing the City Manager to execute a second amendment to the
professional services agreement with CSW/Stuber-Stroeh for construction support services in an
amount not to exceed $35,000, in a form approved by the City Attorney, increasing the total not
to exceed amount under the agreement with to $287,282.
2. Adopt the resolution authorizing the City Manager to execute an amendment to the
professional services agreement with Coastland Civil Engineering, Inc. for inspection services in
an amount not to exceed $80,000, in a form approved by the City Attorney, increasing the total
not to exceed amount under the agreement to $207,000.
ATTACHMENTS:
1. Resolution Approving Amendment to Agreement with CSW/Stuber-Stroeh
2. Exhibit 1 to CSW/Stuber-Stroeh Resolution (Second Amendment with attached Exhibit A)
3. Resolution Approving Amendment to Agreement with Coastland Civil Engineering
4. Exhibit 1 to Coastland Civil Engineering Resolution (Amendment with attached Exhibit A)
RESOLUTION NO. 14411
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE A SECOND
AMENDMENT TO THE AGREEMENT WITH CSW/STUBER-STROEH
ENGINEERING GROUP, INC. FOR CONSTRUCTION SUPPORT SERVICES, IN AN
ADDITIONAL CONTRACT AMOUNT NOT TO EXCEED $35,000
______________________________________________________________________________
WHEREAS, the City Council adopted Resolution number 13821 on October 6,
2014, authorizing the Director of Public Works to enter into a Professional Services Agreement
with CSW/Stuber-Stroeh Engineering Group, Inc. in an amount not to exceed $245,282 for
design services for improvements to the intersection of Manuel T. Freitas Parkway/Las
Gallinas Avenue; and
WHEREAS, the City Council adopted Resolution number 13908 on April 20,
2015, authorizing the Director of Public Works to amend and expand the scope of services of
the Professional Services Agreement with CSW/Stuber-Stroeh Engineering Group, Inc. in an
amount not to exceed $7,000 for design, and increasing the total not to exceed contract value of
$252,282; and
WHEREAS, on April 27, 2017 the Manuel T. Freitas Parkway/Las Gallinas
Avenue Intersection Improvements project began construction; and
WHEREAS, the City requires construction support services to address
construction related issues in the field and augment City staff through the end of construction;
and
WHEREAS, staff received a proposal from CSW/Stuber-Stroeh Engineering
Group, Inc. for construction support services in an amount not to exceed $35,000 (Exhibit “A”
to the Amendment); and
WHEREAS, staff has reviewed their proposal and found it to be complete and
within industry standards; and
WHEREAS, there are sufficient funds in the Traffic Mitigation Fund (#246) for
these additional expenses.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN
RAFAEL RESOLVES as follows:
1. The Council hereby approves and authorizes the City Manager to execute a
Second Amendment to Professional Services Agreement with CSW/Stuber-
Stroeh Engineering Group, Inc. for additional construction support services in
the amount of $35,000 and a revised total contract value not to exceed
$287,282, in the form attached hereto as Exhibit 1 and incorporated herein by
reference, subject to final approval as to form by the City Attorney.
2. An additional $35,000 shall be appropriated from Traffic Mitigation Fund
(Fund #246) to the Freitas Las Gallinas Intersection Improvements Project
(Project No. 11171) to accommodate this amendment.
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, 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 6th day of November, 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
1
RESOLUTION NO. 14412
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE AN
AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH
COASTLAND CIVIL ENGINEERING, INC. FOR CONSTRUCTION INSPECTION
SERVICES FOR THE FREITAS/ LAS GALLINAS AVENUE INTERSECTION
IMPROVEMENTS PROJECT, IN AN AMOUNT NOT TO EXCEED $80,000
______________________________________________________________________________
WHEREAS, on April 4, 2017, the City of San Rafael entered into a
Professional Services Agreement with Coastland Civil Engineering, Inc. (“Coastland”) in an
amount not to exceed $127,000 for inspection services for the Freitas/ Las Gallinas
Intersection Improvements Project (Project No. 11171); and
WHEREAS, on April 27, 2017 the Freitas/ Las Gallinas Intersection
Improvements Project began construction and Coastland has been providing the agreed
inspection services; and
WHEREAS, several change orders issued during construction have extended
the completion date of the project, therefore the City will require additional inspection services
from Coastland to address construction related issues in the field and augment City staff
through the extended construction completion date; and
WHEREAS, staff received a proposal from Coastland for the additional
required inspection services in an amount not to exceed $80,000; and
WHEREAS, staff has reviewed Coastland’s proposal and found it to be complete
and within industry standards; and
WHEREAS, there are sufficient funds in the Traffic Mitigation Fund (#246) for
these additional expenses.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN
RAFAEL RESOLVES as follows:
2
1. The Council hereby approves and authorizes the City Manager to execute an
amendment to Professional Services Agreement with Coastland Civil
Engineering, Inc. for additional inspection services in the amount of $80,000
and a revised total contract value not to exceed $207,000, in the form
attached hereto as Exhibit 1 and incorporated herein by reference, subject to
final approval as to form by the City Attorney.
2. An additional $80,000 shall be appropriated from Traffic Mitigation Fund
(Fund #246) to the Freitas/ Las Gallinas Intersection Improvements Project
(Project No. 11171) to accommodate this amendment..
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, 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 6th day of November, 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
STAFF REPORT APPROVAL
ROUTING SLIP
Staff Report Author: Hunter Young Date of Meeting: 11/06/2017
Department: Public Works
Topic: FREITAS/LAS GALLINAS AND FREITAS/LOS GAMOS INTERSECTION IMPROVEMENTS
Subject: ADOPTION OF RESOLUTIONS RELATED TO THE FREITAS AND LAS GALLINAS INTERSECTION
IMPROVEMENTS PROJECT AND FREITAS AND LOS GAMOS INTERSECTION IMPROVMENTS PROJECT, CITY
PROJECT NO. 11171: 1. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL APPROVING
AND AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE PROFESSIONAL SERVICES
AGREEMENT WITH CSW/STUBER-STROEH ENGINEERING GROUP, INC. FOR CONSTRUCTION SUPPORT
SERVICES OF THE MANUEL T. FREITAS PARKWAY AND LAS GALLINAS AVENUE INTERSECTION
IMPROVEMENTS PROJECT, AND THE FREITAS AND LOS GAMOS INTERSECTION IMPROVEMENTS PROJECT, IN
AN AMOUNT NOT TO EXCEED $35,000.00, IN A FORM APPROVED BY THE CITY ATTORNEY, INCREASING THE
TOTAL NOT TO EXCEED AMOUNT UNDER THE AGREEMENT TO $287,282.00. 2. RESOLUTION OF THE CITY
COUNCIL OF THE CITY OF SAN RAFAEL APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE AN
AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH COASTLAND CIVIL ENGINEERING, INC.
FOR INSPECTION SERVICES OF THE MANUEL T. FREITAS PARKWAY AND LAS GALLINAS AVENUE
INTERSECTION IMPROVEMENTS PROJECT, AND THE FREITAS AND LOS GAMOS INTERSECTION
IMPROVEMENTS PROJECT, IN AN AMOUNT NOT TO EXCEED $80,000.00, IN A FORM APPROVED BY THE CITY
ATTORNEY, INCREASING THE TOTAL NOT TO EXCEED AMOUNT UNDER THE AGREEMENT TO $207,000.00.
Type: (check all that apply) ☒ Consent Calendar ☐ Public Hearing
☐ Discussion Item ☐ Resolution ☐ Ordinance
☐ Professional Services Agreement ☐ Informational Report
*If PSA, City Attorney approval is required prior to start of staff report approval process
Was agenda item publicly noticed? ☐ Yes ☒No Date noticed: ☐Mailed ☐Site posted ☐Marin IJ
Due Date Responsibility Description Completed
Date Initial / Comment
DEPARTMENT REVIEW
FRIDAY
noon
10/20
Director Director approves staff
report is ready for ACM,
City Attorney & Finance
review.
10/20/2017
☒
BG
CONTENT REVIEW
MONDAY
morning
10/23
Assistant City Manager
City Attorney
Finance
ACM, City Attorney &
Finance will review items,
make edits using track
changes and ask questions
using comments. Items will
be returned to the author
by end of day Wednesday.
Click here to
enter a date.
10/30/2017
10/30/2017
☐
☒
LG
☒
Van
DEPARTMENT REVISIONS
FRIDAY
noon
10/27
Author Author revises the report
based on comments
receives and produces a
final version (all track
changes and comments
removed) by Friday at
noon.
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enter a date.
☐
ACM, CITY ATTORNEY, FINANCE FINAL APPROVAL
MONDAY
morning
10/30
Assistant City Manager
City Attorney
Finance
ACM, City Attorney &
Finance will check to see
their comments were
adequately addressed and
sign-off for the City
Manager to conduct the
final review.
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enter a date.
10/31/2017
10/30/2017
☐
☒
LG
☒
Van
TUES
noon
10/31
City Manager Final review and approval 10/31/2017 ☒
JS