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HomeMy WebLinkAboutCC Resolution 14591 (San Quentin Pump Station Reconstruction)RESOLUTION NO. 14591 RESOLUTION OF THE SAN RAFAEL CITY COUNCIL APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE A FIRST AMENDMENT TO THE AGREEMENT WITH CSW/STUBER-STROEH ENGINEERING GROUP, INC. FOR FINAL ENGINEERING DESIGN AND ENVIRONMENTAL CLEARANCE SERVICES ASSOCIATED WITH THE SAN QUENTIN PUMP STATION RECONSTRUCTION PROJECT, IN THE AMOUNT OF $245,979, FOR A TOTAL CONTRACT NOT-TO-EXCEED AMOUNT OF $374,017 ______________________________________________________________________________ WHEREAS, pursuant to City Council Resolution No. 14440, the City of San Rafael entered into a Professional Services Agreement dated December 26, 2017 with CSW/Stuber- Stroeh Engineering Group, Inc. (“CSW/Stuber-Stroeh”), for preliminary engineering design services associated with the San Quentin Pump Station Reconstruction Project (the “Project”) in an amount not-to-exceed $128,038; and WHEREAS, City staff determined that final engineering design and environmental clearance services are required to prepare construction plans/specifications as well as secure all environmental clearance documents and regulatory permits for the Project, and CSW/Stuber- Stroeh has submitted a proposal to provide such services; and WHEREAS, staff has reviewed CSW/Stuber-Stroeh’s proposal and found it to be complete and within industry standards; and WHEREAS, the costs for design and environmental clearance services of this Project will be fully funded through the Storm Water Fund (#205), and additional funds totaling $245,979 shall be appropriated for the Project; 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 First Amendment to the Professional Services Agreement with CSW/Stuber- Stroeh for final engineering design and environmental clearance services in the amount of $245,979 and a revised total contract value not to exceed $374,017, 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.$245,979 shall be appropriated from the Storm Water Fund (#205) to the San Quentin Pump Station Reconstruction Project (Project No. 11334) 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, LINDSAY LARA, 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 1st day of October, 2018, by the following vote, to wit: AYES: NOES: ABSENT: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips COUNCILMEMBERS: None COUNCILMEMBERS: None _______________________________ LINDSAY LARA, City Clerk 1 FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH CSW/STUBER-STROEH ENGINEERING GROUP, INC. FOR FINAL ENGINEERING DESIGN AND ENVIRONMENTAL CLEARANCE SERVICES ASSOCIATED WITH THE SAN QUENTIN PUMP STATION RECONSTRUCTION PROJECT THIS FIRST AMENDMENT to the Professional Services Agreement by and between the CITY OF SAN RAFAEL (hereinafter “CITY”), and CSW/STUBER-STROEH ENGINEERING GROUP, INC., (hereinafter “CONSULTANT”), is made and entered into as of the ______ day of ____________, 2018. RECITALS WHEREAS, pursuant to City Council Resolution No. 14440, the CITY and CONSULTANT entered into a Professional Services Agreement dated December 26, 2017 for preliminary engineering design services associated with the San Quentin Pump Station Reconstruction Project (the “Project”) in an amount not-to-exceed $128,038 (the “Agreement”); and WHEREAS, CITY requires final engineering design and environmental clearance services from the CONSULTANT, and the CONSULTANT is willing to provide such services; AMENDMENT TO AGREEMENT NOW, THEREFORE, the parties hereby agree to amend the Agreement as follows: 1. Paragraph 2 of the Agreement, entitled “DUTIES OF THE CONTRACTOR,” is hereby amended to include the additional services set forth in CONSULTANT’s proposal entitled “Phase 2 – Scope of Work” dated September 12, 2018, attached to this First Amendment as Exhibit “A” and incorporated herein by reference. 2. Paragraph 4 of the Agreement, entitled “COMPENSATION,” is hereby amended to include additional compensation payable to CONSULTANT for the services described in Exhibit “A” to this First Amendment, on a time and materials basis in a not-to-exceed amount of $245,979, and to change the total not-to-exceed amount under the Agreement to $374,017.00. Such additional compensation shall be paid at the hourly rates for CONSULTANT as set forth in Exhibit “A,” attached to this First Amendment and incorporated herein by reference. San Quentin Pump Station Reconstruction Project City of San Rafael – Department of Public Works PHASE 2 –SCOPE OF WORK September 12, 2018 Task 1: Project Management and Coordination a. Monthly Scheduling: CSW|ST2 will present a preliminary project schedule within a week of the contract amendment being fully executed. The schedule will be prepared using Microsoft Projects. We will include a table of tasks with percent completion, deliverable dates, regular design meetings, monthly meetings, and milestones. The schedule will be updated monthly and presented at each monthly meeting. As the design progresses and we monitor the schedule, we will present status reports to the City. b. Monthly Meetings: Our proposal includes up to four (4) regular design meetings. We will coordinate and prepare an agenda and updated schedule for each meeting. Following each meeting, we will generate a set of minutes outlining the issues discussed, identifying questions to be answered and whose court the ball to answer the question lies (action items) as well as a target date for completing. Since we are a local firm, we anticipate face-to-face meetings at the City office. If necessary, we can meet in our office or on- site to discuss or review specific items of concern. c. Stakeholder Meetings: We will assist the City to set up three (3) outreach meetings to present details of the project, identify construction hours, discuss access for local business’ during construction and walk through the construction schedule and project duration. We will generate draft and final presentation materials for the City to review and comment. Following each meeting, we will provide meeting minutes. d. Utility Coordination: CSW|ST2 team will contact PG&E (gas/electric), to verify the extent of their existing facilities. We will work with the company to develop, to the extent possible, the capacity and (if necessary) extend their existing facilities. As requested by the City, we will send copies of the phased design plans. Copies of all written correspondence with the utility companies will be provided to the City. Deliverables: Monthly Project Schedules and Agenda (PDF) Meeting Minutes (Word or PDF) Correspondence with Utility Companies Task 2: Design - Plans, Specifications and Estimate (PS&E) During the course of the project, CSW|ST2 along with Cammisa + Wipf and DLF Consultants will provide the City a 65%, 95%, and 100% submittals for a complete project (plans and specifications) ready for bidding and construction. a. Construction Plans: CSW|ST2 and Cammisa + WIPF Consultants will prepare construction plans which will include: • Existing Conditions Plan: CSW|ST2 will prepare an existing conditions plan showing existing right of ways, easement lines, and topographic information. • Demolition Plan: CSW|ST2 will prepare a demolition plan showing paving, utilities, and other existing site features to be removed. The demolition plan will show a profile view of the existing pump station and the existing facilities to be salvaged, if any, by the Contractor for the City. • Pump Station Layout Plan: CSW|ST2 will prepare a pump station layout plan which will show storm drain alignments, point coordinates for drainage improvements, dimensions, and distances to set control points in the field survey. The layout plan will be prepared for the 95% and 100% phases. San Quentin Pump Station Reconstruction Project City of San Rafael – Department of Public Works PHASE 2 –SCOPE OF WORK September 12, 2018 • Pump Station Site Improvement Plan: CSW|ST2 will prepare a pump station site improvement plan which will be supported by design criteria in the basis of design. The plan will reference details and section views shown in the Detail Sheet. • Grading & Drainage Plan: CSW|ST2 will prepare a grading and drainage plan to show proposed finished spot elevations, conform areas, and section details. We will also identify location of storm drain pipes and related drainage structures. The plan will include the project cut and fill earthwork quantities. • Electrical Plans: Cammisa & Wipf will prepare electrical plan will include layout, diagrams, and details of the proposed electrical improvements. • Structural Plans: DFL will prepare structural plans for the proposed pump station improvements. • Detail Sheet: CSW|ST2 will provide typical details, notes, section views, profile views, and other design information. • Erosion Control Plan: CSW|ST2 will prepare an erosion control plan which will depict the use of Best Management Practices (BMP's) to reduce the effects of erosion and sediment control for this project. This plan will be prepared for the 95% and 100% phases. b. Technical Specifications: CSW|ST2 will prepare the civil technical specifications. Technical specifications will be prepared in CSI format (as approved by the City) for assembly by the City into a complete book of specifications for the project. c. Opinion of Probable Construction Cost: CSW|ST2 will provide a line item Opinion of Probable Cost for each of the phased improvements. d. Final Geotechnical Report: Miller Pacific will review and comment on the design plans. Additionally, MP will refine the draft geotechnical report prepared during the previous phase. Deliverables: One (1) PDF 24x36 copy of 65%, 95%, and100% Construction Plan Set, Technical Specifications, and Opinion of Probable Construction Cost One (1) Construction Plan Set in AutoCAD dwg format One (1) PDF copy of Plans, Technical Specifications, Opinion of Probable Construction Cost Response to Bidder Inquiries in Word Task 3: Environmental Compliance and Permitting a. Initial Study/Mitigated Negative Declaration (IS/MND): WRA will prepare an Administrative Draft Initial Study for the proposed project utilizing the Appendix G Thresholds of Significance from the current version of the State CEQA Guidelines, as well as any City-approved Thresholds of Significance. The Initial Study will evaluate the potentially significant impacts of the proposed project as the project relates to the 18 environmental topics in the Environmental Checklist Form of the State CEQA Guidelines. Based on the conclusions of the Initial Study, it is anticipated the project will qualify for a Mitigated Negative Declaration (MND) and that an Environmental Impact Report (EIR) will not be required. WRA will submit three (3) copies of the Administrative Draft Initial Study to the City for first review and comment. WRA has also retained BASELINE and Alta Archaeological Consulting to assist with Hazards and Hazardous Materials and Cultural Resources, respectively. WRA will be responsible for the San Quentin Pump Station Reconstruction Project City of San Rafael – Department of Public Works PHASE 2 –SCOPE OF WORK September 12, 2018 preparation of the Biological Resources technical analysis to support the Initial Study/Mitigated Negative Declaration. The scope of works for each of these technical reports for the Initial Study/Mitigated Negative Declaration are described below. After providing the Administrative Draft Initial Study to the City for review, WRA will address all of the City’s comments. It is assumed that the comments from the City will be consolidated into one set, which will aid the team in completing the documents in the most timely and efficient manner. WRA will prepare one copy of a Screencheck Draft Initial Study//Mitigated Negative Declaration that the City can review to confirm that all comments have been addressed. Following completion of the 30-day public review period, WRA will respond to agency and public comments submitted on the Initial Study/Mitigated Negative Declaration. The extent of work necessary to complete the Final Initial Study/Mitigated Negative Declaration is contingent upon the number and nature of public comments received after the Draft Initial Study/Mitigated Negative Declaration is circulated. For the purposes of this proposal is it assumed that up to 16 hours will be required to respond to comments on the Draft Initial Study/Mitigated Negative Declaration. It is assumed that City staff will assist in preparing the public mailer to be sent to nearby property owners as well as publishing said mailer in the Marin IJ and on the City’s website informing the public of the 30-day public review period. b. Corps of Engineers and Regional Water Quality Control Board Regulatory Permit Applications (including “not likely to adversely affect” letter): WRA will prepare a permit application package for submission to the Corps and RWQCB based on information developed by the project engineers. It is assumed for the purposes of this scope of work that the Project will qualify under the Corps’ Nationwide Permit (NWP) program, and that the project will not require more than ½ acre of impacts to wetlands and unvegetated waters abutting the project location (including conversion from wetland to unvegetated waters). The permit application package will address potential impacts to Corps and RWQCB jurisdiction and the necessary permit requirements, including: • Basic notification requirements as to site location; project description; and type and amount of fill in potentially jurisdictional areas; • Appropriate plan and cross sectional view figures that show proposed impacts to jurisdictional areas; • Information to support a determination that the project will not affect cultural resources, based on the cultural resources report prepared for CEQA • Information to support an informal consultation with the U.S. Fish and Wildlife Service, or if supported by substantial evidence, determination that the project will have no effect on endangered species • Section 404 delineation map based on a site visit conducted by WRA staff • Proposed compensatory mitigation for any permanent loss or type conversion of jurisdictional areas • Anticipated schedule for project construction Based on the potential presence of salt marsh harvest mouse in the wetlands adjacent to the project area, it is anticipated that the Corps of Engineers will require consultation with the U.S. Fish and Wildlife Service (USFWS) under Section 7 of the Endangered Species Act. Based on San Quentin Pump Station Reconstruction Project City of San Rafael – Department of Public Works PHASE 2 –SCOPE OF WORK September 12, 2018 the minimal level of impacts anticipated from project construction, it is anticipated that a letter report with a determination that the project is “not likely to adversely affect” salt marsh harvest mouse will be sufficient documentation to support the project. The letter report will include a basic evaluation of the species with a description of commonly implemented avoidance measure for projects completed in salt marsh harvest mouse habitat. The report will be included as an attachment to the permit application package WRA will act as the agent during the permitting process and will attend a delineation verification site visit with the Corps. Typically the Corps may request a site visit to discuss the proposed Project and potential impacts on areas within their jurisdiction. c. Coordination with Regulatory Agencies: This task includes coordination with the prime consulting engineer and/or City to regarding project timing and schedules, as well as coordination required with regulatory agencies for processing permits and various elements (such as specific details on preliminary project construction drawings) that are required in order to submit permit applications. If deemed necessary by the City, the design team will present the project in a Marin Project Coordination Meeting to solicit feedback from regulatory agencies prior to formally submitting applications to said agencies. Deliverables: CEQA and Permitting documents FEES CSW|ST2 agrees to provide the services described above on a time and expense basis, in accordance with our current Hourly Rates and Billing Policy, a copy of which is enclosed. Invoices for services rendered will be issued on a monthly basis. We suggest you allow the following initial budgets: Task 1: Project Management and Coordination a. Monthly Scheduling $ 2,000 b. Monthly Meetings $ 9,900 c. Stakeholder Meetings $ 4,500 d. Utility Coordination $ 3,500 Sub Total, Task 1 $ 19,900 Task 2: Design - Plans, Specifications and Estimate (PS&E) a. 65% PS&E $ 68,153 b. 95% PS&E $ 75,183 c. 100% PS&E - Bid Set $ 31,243 d. Final Geotechnical Report $ 9,500 Sub Total, Task 2 $ 184,079 Task 3: Environmental Compliance and Permitting a. Initial Study/MND $ 21,810 b. COE and RWQCB Permit Applications $ 10,340 c. Coordination with Regulatory Agencies $ 9,850 Sub Total, Task 3 $ 42,000 TOTAL, TASKS 1-3 $ 245,979 Client Initials Consultant Initials 45 Leveroni Court Novato, CA 94949 www.cswst2.com 415.883.9850 Fax: 415.883.9835 Novato Berkeley Petaluma Sacramento Redwood City CSW/Stuber-Stroeh Engineering Group, Inc. Engineers │ Land Planners │ Surveyors PROJECT NO.: HOURLY RATES AND BILLING POLICY Effective May 1, 2018 the following hourly rates will be charged for services rendered. (Rates subject to change): CIVIL ENGINEERING HOURLY RATES Principal $ 235.00 Engineer Manager $ 235.00 Project Engineer V $ 205.00 Project Engineer IV $ 193.00 Project Engineer III $ 175.00 Project Engineer II $ 158.00 Project Engineer I $ 152.00 Senior Engineer $ 211.00 , $ 222.00 Engineer V $ 163.00 Engineer IV $ 140.00 Engineer III $ 128.00 Engineer II $ 110.00 Engineer I $ 100.00 Senior Designer $ 186.00 Designer V $ 153.00 Designer IV $ 141.00 Designer III $ 128.00 Designer II $ 116.00 Designer I $ 110.00 Technician IV $ 110.00 Technician III $ 106.00 Technician II $ 100.00 Technician I $ 85.00 Project Coordinator/Office Manager $ 120.00 Project Assistant II $ 88.00 Project Assistant I $ 77.00 SURVEYING HOURLY RATES Survey Supervisor $ 198.00 Project Surveyor $ 175.00 Land Surveyor $ 153.00 Survey Technician $ 116.00 Two,Man Survey Party $ 275.00 Expert Witness / Arbitration Services are available at a negotiated rate. All expenses for transportation will be charged at cost plus service charges at the rate of 10%. Filing fees, checking fees, prints, and other outside costs (such as agency submittal/permit fees etc.) will be charged at cost, plus service charges at the rate of 10%. Billing will be monthly. Invoices are due and payable upon presentation. Interest at the rate of 1.5% per month commencing thirty (30) days after invoice date will be charged on delinquent accounts. CSW/Stuber,Stroeh Engineering Group, Inc. reserves the right to suspend work on any project when invoices have not been paid within thirty (30) days after having been rendered.