HomeMy WebLinkAboutCC Resolution 14634 (Additional Final Design and Right-of-way services)RESOLUTION NO. 14634
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 MARK THOMAS AND COMPANY,
INC. FOR ADDITIONAL FINAL DESIGN AND RIGHT OF WAY SERVICES, IN AN
ADDITIONAL CONTRACT AMOUNT NOT TO EXCEED $132,777
______________________________________________________________________________
WHEREAS, the City Council adopted Resolution number 14129 on June 6,
2016, authorizing the City Manager to enter into a Professional Services Agreement with Mark
Thomas and Company, Inc. in an amount not to exceed $241,568 for preliminary engineering
and public outreach for the Southern Heights Bridge Replacement Project; and
WHEREAS, the City Council adopted Resolution number 14439 on December
18, 2017, authorizing the City Manager to amend the Professional Services Agreement with
Mark Thomas and Company, Inc. in an amount not to exceed $343,499 for final design and
right of way services; and
WHEREAS, the City requires additional final design and right of way services
to prepare contract documents ready for public advertisement; and
WHEREAS, staff received a proposal from Mark Thomas and Company, Inc.
for said services in a total amount not to exceed $132,777 (Exhibit “A” to the Amendment);
and
WHEREAS, staff has reviewed the proposal and found it to be complete and
within industry standards; and
WHEREAS, the costs for design and right of way services of this project will be
fully funded by the State of California’s Highway Bridge Program with no local match; and
WHEREAS, there is no authorized appropriation for this grant-funded project;
$132,777 will be appropriated in Capital Project Fund 401 pending reimbursement.
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 the Professional Services Agreement with Mark
Thomas and Company, Inc. for additional final design and right of way
services in the amount of $132,777 and a revised total contract value not to
exceed $717,844, 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.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 4th day of February, 2019, by the following vote, to wit:
AYES:
NOES:
ABSENT:
COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips
COUNCILMEMBERS: None
COUNCILMEMBERS: None
_______________________________
LINDSAY LARA, City Clerk
SECOND AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH MARK THOMAS AND COMPANY, INC. FOR PROFESSIONAL SERVICES FOR THE SOUTHERN HEIGHTS BRIDGE REPLACEMENT PROJECT THIS SECOND AMENDMENT to the Professional Services Agreement by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and MARK THOMAS AND COMPANY, INC., (hereinafter "CONSULTANT"), is made and entered into as of the __ _ day of ______ ~ 2019. RECITALS WHEREAS, pursuant to City Council Resolution No. 14129, the CITY and CONSULTANT entered into a Professional Services Agreement dated June 7, 2016 to perform preliminary engineering and public outreach in connection with CITY'S project to reconstruct the Southern Heights Bridge, for an amount not to exceed $241,568 (the "Agreement"); and WHEREAS, pursuant to City Council Resolution No. 14439, the CITY and CONSULTANT entered into a First Amendment to the Professional Services Agreement dated December 26, 2017 to perform final design and right of way services for an amount not to exceed $343,499 and increasing the total not-to-exceed amount under the Agreement to $585,067; and WHEREAS, CITY requires additional final design and right of way services from the CONSULTANT to finalize the design and obtain Right of Way Certification through Caltrans Office of Local Assistance, and the CONSULT ANT is willing to provide such services; AMENDMENT TO AGREEMENT NOW, THEREFORE, the parties hereby agree to amend the Agreement as follows: I. Article II of the Agreement, entitled "STATEMENT OF WORK" is hereby amended to include the additional services set forth in CONSULTANT's proposal entitled "Phase 4 -Additional Design and Right of Way Support" dated January 7, 2019, attached to this Second Amendment as Exhibit "A" and incorporated herein by reference. 2. Atticle V of the Agreement, entitled "ALLOW ABLE COSTS AND PAYMENTS" is hereby amended to include additional compensation payable to CONSULTANT for the services described in Exhibit "A" to this Second Amendment, on a time and materials basis in accordance with the "Cost Proposal 1
for Project Scope" included in Exhibit "A", in a not-to-exceed amount of $132,777 for Phase 4, and to change the total not-to-exceed amount under the Agreement to $717,844.00. 3. Except as specifically amended herein, all of the other provisions, terms and obligations of the Agreement between the patties shall remain valid and shall be in full force. IN WITNESS WHEREOF, the parties have executed this Second Amendment on the day, month, and year first above written. CITY OF SAN RAFAEL JIM SCHUTZ, City Manager ATTEST: LINDSAY LARA, City Clerk APPROVED AS TO FORM: ROBERT F. EPSTEIN, City Attorney 2 CONSULTANT By-~ Name:/4e,,~v-J 5'1 ~I~ he. Title: \(1 e,_e_ £,--e.,C?:, l,,_( ~ ' [If Contractor is a corporation, add signature of second corporate officer] By:{2,@.~ Name: ('n r.,. fr '{_2:;,r '·V!!:]r;.. r Title: $.ec.c:f ¼.a.. f
Scope of Work ‐ Southern Heights Bridge Replacement
City of San Rafael
January 7, 2019
1 OF 3
PHASE 4 – ADDITIONAL DESIGN AND RIGHT OF
WAY SUPPORT
Prior phases for the project included project initiation, surveying and base mapping, geotechnical investigation, public
outreach, preliminary engineering, environmental technical studies, environmental clearance, right of way services and
final design.
The scope of this amendment request includes:
Analyzing stormwater flows for the proposed storm drains.
Preparation of additional design plans, specifications and estimates (PS&E) to revise the design to address site
restoration requirements associated with agreements in process for the Temporary Construction Easements
(TCE) and requested redesign of the bridge abutment on the north side for the project due to failing retaining
walls in the public right of way along the properties of 122 and 126 Southern Heights Boulevard.
Revising TCE exhibits and descriptions for 4 properties based on comments received from the property owners,
conducting pre and post‐construction surveys to reference corner records.
The detailed scope of work for the proposed additional tasks is provided below. A cost proposal for the proposed scope
of work is provided as an attachment.
TASK 1.0 FINAL DESIGN
1.1 Drainage Analysis and Memo
Mark Thomas will develop a drainage analysis technical memorandum using the Rational Method and HEC‐RAS to analyze
the existing drainage facilities and drainage patterns in the area of the Southern Heights Bridge Replacement Project to
determine the proposed facilities needed to effectively manage roadway and hillside storm water runoff and to
accommodate the proposed improvements. Mark Thomas will map the existing storm drainage system from surveys and
City information. Drainage shed areas will be estimated from supplemental topography and field reviews for detailed
drainage to be conducted in the project area. Tributary areas will be defined, and flow rates calculated for concrete
ditches and pipelines. The calculations will define pipe/culvert lengths, sizes, peak flow velocities, and hydraulic grade
lines.
A Draft and Final Drainage Memo will be prepared to outline existing and proposed storm drain conditions. Mark Thomas
will use the hydraulic analysis and pipe sizing calculations performed as part of the drainage study to design new drainage
systems required for the project. It is assumed there will be no changes to the existing drainage patterns or upgrades to
drainage facilities away from the site. It is also assumed that no additional geotechnical analysis will be required.
1.2 Additional PS&E
Mark Thomas will prepare plans, specifications and estimates (PS&E) for the following items:
Replace trees on the west side of Southern Heights Boulevard and restoration of vegetation on slopes beneath
and on the west side of the bridge,
~MARK
■■THOMAS
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Scope of Work ‐ Southern Heights Bridge Replacement
City of San Rafael
January 7, 2019
2 OF 3
Install a temporary irrigation system to water the new trees during two‐year establishment and maintenance
period,
Install lights in the bridge railing,
Rehabilitate roadway pavement on Meyer Road west of Southern Heights Boulevard,
Prepare temporary construction staging plan for widening Southern Heights Boulevard to maintain access to the
driveway at 116 Southern Heights Boulevard during construction,
Redesign the bridge abutment and wing walls on the north side of the bridge to replace the failing retaining walls
in the public right of way in front of 122 and 126 Southern Heights Boulevard,
Prepare details for installation of geofoam backfill for the bridge abutments, and
Redesign the wing wall and retaining wall on the south side of the bridge to lessen construction activities that are
anticipated within the public right of way but that would restrict residential access for the owners of 116 Southern
Heights Boulevard.
Mark Thomas will coordinate directly with the City for direction on the plans. Tree replacements will be based on
recommended tree species and sizes to be provided by the City. The tree planing plan will address Wildland Urban
Interface requirements for the City of San Rafael and County of Marin. Prior to preparation of the plans, Mark Thomas
will conduct one field visit to confirm the limits of the additional design and coordinate with the City staff to obtain copies
of available record maps and as‐built drawings.
Quincy Engineering, Inc. (QEI) will assist Mark Thomas in preparing a detailed project construction schedule with
estimated sequencing of project activities and timelines for completion. In addition to the 95% PS&E Constructability
Review scoped in Phase 2, QEI will assist Mark Thomas in developing technical specifications that provide restrictions to
construction activities with the intent of minimizing impacts to residents.
The draft PS&E will be included with the 90% PS&E submittal for the Southern Heights Boulevard Bridge Replacement
Project and submitted to the City for review and comment. We assume there will be one round of comments on the draft
plans after the submittal. Mark Thomas will incorporate review comments by the City on the draft PS&E and resubmit
the Final (signed) PS&E along with any plan red lines to respond and verify the changes have been made and for City use
in bidding and construction.
In addition, Mark Thomas will coordinate with PG&E to identify an electrical service point for the bridge lighting.
Task 1 Deliverables:
Draft/Final Drainage Analysis Memo
Draft (90%) and Final (100%) PS&E for:
o Tree Planting and Restoration
o Temporary Irrigation
o Bridge Lighting
o Meyer Road Pavement Rehabilitation
o Construction Staging Plan for 118 Southern Heights Blvd.
o Bridge abutment and wing wall redesign (north side)
o Geofoam Backfill Details
o Wing wall/retaining wall redesign (south side)
PG&E Electrical Service Application
~MARK
■■THOMAS
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Scope of Work ‐ Southern Heights Bridge Replacement
City of San Rafael
January 7, 2019
3 OF 3
TASK 2.0 ADDITIONAL RIGHT OF WAY SERVICES
Additional right of way support services will be provided by Mark Thomas to update up to four (4) Temporary Construction
Easements (TCEs) for the project based on direction received from the City. Hamner Jewell Associates (HJA) will provide
additional support to coordinate with property owners for changes to the TCE areas, restoration requirements and offers
packages.
2.1 Temporary Construction Easements Exhibits and Descriptions
Mark Thomas will draft up to four (4) TCE exhibits and legal descriptions to modify the TCE areas along the proposed
improvements for the properties located at 65 Pleasant Lane, 75 Pleasant Lane, 95 Pleasant Lane, and 122 Southern
Heights Boulevard. A draft of the revised TCE exhibits and legal descriptions will be submitted to the City for review and
approval before stamped and signed by a licensed Land Surveyor.
Task 2 Deliverables:
Four (4) signed legal descriptions with 8‐1/12” x 11” plats
Four (4) TCE Exhibits (8 1/12” x 11”)
Revised Offer Packages (Up to 4)
~MARK
■■THOMAS
-
Engineering ManagerProject ManagerProject EngineerDesign Engineer IIDesign Engineer ITechnicianSurvey ManagerProject SurveyorSurvey TechnicianLAUD Project ManagerProject Landscape ArchitectLandscape DesignerProject AccountantProject CoordinatorHammer Jewell AssociatesQuincyY&C$247 $172 $125 $111 $90 $77 $185 $145 $90 $147 $96 $75 $90 $86Non‐DBE Non‐DBEDBEPHASE 4 ‐ DESIGN FOR DRAINAGE, LANDSCAPE AND LIGHTING1.0 FINAL DESIGN1.1 Drainage Analysis and Memo2 8248 8 50 $5,942 ‐ ‐ ‐ $5,9421.2 Additional PS&E 1.2.1 Tree Planting & Landscape Restoration1624 824 60 40172 $18,424 ‐ ‐ ‐ $18,424 1.2.2 Bridge Lighting & Electrical Details4 24 16244 162 2 92 $9,788‐ ‐ 9,000 $18,788 1.2.3 Meyer Road Pavement Rehab & Tree Removals420 204 856 $6,064‐ ‐ $6,064 1.2.4 Bridge Abutment Redesign (For 126/122 SHB) 1248 4860168 $18,912 ‐ ‐ ‐ $18,912 1.2.5 116 SHB Temp Access Plan8 4 16 24 2072 $9,128 ‐ ‐ ‐ $9,128 1.2.6 Geofoam Backfill Details44020 60124 $12,408 ‐ ‐ ‐ $12,408 1.2.7 Wingwall/Retaining Wall Redesign (For 116 SHB)4402060124 $12,408 ‐ 5,810 ‐ $18,218Subtotal Task 13036168156882040003284401010858$93,074 $0$5,810$9,000 $107,884PHASE 4 ‐ ADDITIONAL RIGHT OF WAY SUPPORT2.0 ADDITIONAL RIGHT OF WAY SERVICES2.1Revised TCE Exhibits and Descriptions816 88 32 604 4 140 $16,096 8,000 ‐ ‐ $24,096Subtotal Task 208016808326000044140$16,096$8,000 $0 $0$24,096TOTAL HOURS304416817296204 832603284401414998OTHER DIRECT COSTS$797 $0$0 $797TOTAL COST$7,410 $7,568 $21,000 $19,092 $8,640 $15,708 $1,480 $4,640 $5,400 $4,704 $8,064 $3,000 $1,260 $1,204$109,967 $8,000 $5,810 $9,000 $132,777COST PROPOSAL FOR PROJECT SCOPE: Southern Heights Bridge ‐ PHASE 4 ‐ FINAL DESIGN AND RIGHT OF WAY SUPPORTMark ThomasTOTAL COSTSubconsultantsTotal HoursTotal MT Cost1/7/2019~~ MARK ■■THOMAS