HomeMy WebLinkAboutPW Fire Station 54 & 55 Engineering ServicesAGREEMENT FOR PROFESSIONAL SERVICES WITH
BKF ENGINEERS
FOR ENGINEERING SERVICES
This Agreement is made and entered into this JC� day of June , 2019, by and
between the CITY OF SAN RAFAEL (hereinafter "CITY"), and BkF ENGINEERS, a California
corporation (hereinafter "CONSULTANT").
RECITALS
WHEREAS, the CITY has determined that professional engineering services are required to
provide engineering surveying services for the plan development of the CITY's Fire Station 54 and 55
Renovation project; and
WHEREAS, the CONSULTANT has agreed to render such services;
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
PROJECT COORDINATION.
A. CITY'S Project Manager. The Director of Public Works is hereby designated the PROJECT
MANAGER for the CITY, and said PROJECT MANAGER shall supervise all aspects of the progress and
execution of this Agreement.
B. CONSULTANT'S Project Director. CONSULTANT shall assign a single PROJECT
DIRECTOR to have overall responsibility for the progress and execution of this Agreement for
CONSULTANT. Jason Kirchmann is hereby designated as the PROJECT DIRECTOR for CONSULTANT.
Should circumstances or conditions subsequent to the execution of this Agreement require a substitute
PROJECT DIRECTOR, for any reason, the CONSULTANT shall notify the CITY within ten (10) business
days of the substitution.
2. DUTIES OF CONSULTANT.
CONSULTANT shall perform the duties and/or provide the services described in
CONSULTANT'S Proposal dated May 28, 2019, marked as Exhibit "A," attached hereto, and incorporated
herein.
DUTIES OF CITY.
CITY shall compensate CONSULTANT as provided in Paragraph 4, and shall perform the duties
as described in Exhibit "A" attached hereto and incorporated herein.
4. COMPENSATION.
For the full performance of the services described herein by CONSULTANT, CITY shall pay
CONSULTANT on a time and materials basis for services rendered at the hourly rates shown in the
"Professional Personnel Service Fees, January 1, 2019 - December 31, 2019" included in Exhibit "A"
attached hereto, with a total not -to -exceed amount of $23,750.00 for costs and services of CONSULTANT
provided under this Agreement.
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Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices
submitted by CONSULTANT. CONSULTANT shall itemize invoices in a manner approved by the
PROJECT MANAGER.
5. TERM OF AGREEMENT.
The term of this Agreement shall commence upon the date of execution of this Agreement and end on
May 1, 2020, unless the parties agree to extend this Agreement for another 90 days, as approved in writing by
City Manager.
6. TERMINATION.
A. Discretionary. Either party may terminate this Agreement without cause upon thirty (30)
days written notice mailed or personally delivered to the other party.
B. Cause. Either party may terminate this Agreement for cause upon fifteen (15) days written
notice mailed or personally delivered to the other party, and the notified party's failure to cure or correct the
cause of the termination, to the reasonable satisfaction of the party giving such notice, within such fifteen (15)
day time period.
C. Effect of Termination. Upon receipt of notice of termination, neither party shall incur
additional obligations under any provision of this Agreement without the prior written consent of the other.
D. Return of Documents. Upon termination, any and all CITY documents or materials
provided to CONSULTANT and any and all of CONSULTANT's documents and materials prepared for or
relating to the performance of its duties under this Agreement, shall be delivered to CITY as soon as possible,
but not later than thirty (30) days after termination.
7. OWNERSHIP OF DOCUMENTS.
Upon completion of all work under this Agreement, ownership and title to all reports, documents,
plans, specifications, and estimates produced as part of this Agreement will automatically be vested in the
CITY; and no further agreement will be necessary to transfer ownership to the CITY. CONSULTANT shall
furnish to CITY all necessary copies of data needed to complete the review and approval process.
8. INSPECTION AND AUDIT.
Upon reasonable notice, CONSULTANT shall make available to CITY, or its agent, for inspection
and audit, all documents and materials maintained by CONSULTANT in connection with its performance of
its duties under this Agreement. CONSULTANT shall fully cooperate with CITY or its agent in any such
audit or inspection.
9. ASSIGNABILITY.
The parties agree that they shall not assign or transfer any interest in this Agreement nor the
performance of any of their respective obligations hereunder, without the prior written consent of the other
party, and any attempt to so assign this Agreement or any rights, duties or obligations arising hereunder shall
be void and of no effect.
10. INSURANCE.
A. Scope of Coverage. During the tern of this Agreement, CONSULTANT shall maintain, at
no expense to CITY, the following insurance policies:
1. A commercial general liability insurance policy in the minimum amount of one
million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, for death, bodily
injury, personal injury, or property damage.
2. An automobile liability (owned, non -owned, and hired vehicles) insurance policy in
the minimum amount of one million dollars ($1,000,000) dollars per occurrence.
3. If any licensed professional performs any of the services required to be performed
under this Agreement, a professional liability insurance policy in the minimum amount of one million dollars
($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, to cover any claims arising out of the
CONSULTANT's performance of services under this Agreement. Where CONSULTANT is a professional
not required to have a professional license, CITY reserves the right to require CONSULTANT to provide
professional liability insurance pursuant to this section.
4. If it employs any person, CONSULTANTshall maintain worker's compensation
insurance, as required by the State of California, with statutory limits, and employer's liability insurance
with limits of no less than one million dollars ($1,000,000) per accident for bodily injury or disease.
CONSULTANT's worker's compensation insurance shall be specifically endorsed to waive any right of
subrogation against CITY.
B. Other Insurance Requirements. The insurance coverage required of the CONSULTANT in
subparagraph A of this section above shall also meet the following requirements:
1. Except for professional liability insurance and worker's compensation insurance, the
insurance policies shall be specifically endorsed to include the CITY, its officers, agents, employees, and
volunteers, as additional insureds under the policies.
2. The additional insured coverage under CONSULTANT'S insurance policies shall
be "primary and noncontributory" with respect to any insurance or coverage maintained by CITY and shall
not call upon CITY's insurance or self-insurance coverage for any contribution. The "primary and
noncontributory" coverage in CONSULTANT'S policies shall be at least as broad as ISO form CG20 01 04
13.
3. Except for professional liability insurance and worker's compensation insurance, the
insurance policies shall include, in their text or by endorsement, coverage for contractual liability and personal
injury.
4. By execution of this Agreement, CONTRACTOR hereby grants to CITY a
waiver of any right to subrogation which any insurer of CONTRACTOR may acquire against CITY by
virtue of the payment of any loss under such insurance. CONTRACTOR agrees to obtain any endorsement
that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether
or not CITY has received a waiver of subrogation endorsement from the insurer.
5. If the insurance is written on a Claims Made Form, then, following termination of this
Agreement, said insurance coverage shall survive for a period of not less than five years.
6. The insurance policies shall provide for a retroactive date of placement coinciding
with the effective date of this Agreement.
7. The limits of insurance required in this Agreement may be satisfied by a combination of
primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to
contain a provision that such coverage shall also apply on a primary and noncontributory basis for the benefit
of CITY (if agreed to in a written contract or agreement) before CITY'S own insurance or self-insurance shall
be called upon to protect it as a named insured.
8. It shall be a requirement under this Agreement that any available insurance proceeds
broader than or in excess of the specified minimum insurance coverage requirements and/or limits shall be
available to CITY or any other additional insured party. Furthermore, the requirements for coverage and limits
shall be: (1) the minimum coverage and limits specified in this Agreement; or (2) the broader coverage and
maximum limits of coverage of any insurance policy or proceeds available to the named insured; whichever is
greater.
C. Deductibles and SIR'S. Any deductibles or self-insured retentions in CONSULTANT's
insurance policies must be declared to and approved by the PROJECT MANAGER and City Attorney, and
shall not reduce the limits of liability. Policies containing any self-insured retention (SIR) provision shall
provide or be endorsed to provide that the SIR may be satisfied by either the named insured or CITY or other
additional insured party. At CITY's option, the deductibles or self-insured retentions with respect to CITY
shall be reduced or eliminated to CITY's satisfaction, or CONSULTANT shall procure a bond guaranteeing
payment of losses and related investigations, claims administration, attorney's fees and defense expenses.
D. Proof of Insurance. CONSULTANT shall provide to the PROJECT MANAGER or
CITY'S City Attorney all of the following: (1) Certificates of Insurance evidencing the insurance coverage
required in this Agreement; (2) a copy of the policy declaration page and/or endorsement page listing all policy
endorsements for the commercial general liability policy, and (3) excerpts of policy language or specific
endorsements evidencing the other insurance requirements set forth in this Agreement. CITY reserves the
right to obtain a full certified copy of any insurance policy and endorsements from CONSULTANT. Failure
to exercise this right shall not constitute a waiver of the right to exercise it later. The insurance shall be approved
as to form and sufficiency by PROJECT MANAGER and the City Attorney.
11. INDEMNIFICATION.
A. Except as otherwise provided in Paragraph B., CONSULTANT shall, to the fullest extent
permitted by law, indemnify, release, defend with counsel approved by CITY, and hold harmless CITY,
its officers, agents, employees and volunteers (collectively, the "City Indemnitees"), from and against any
claim, demand, suit, judgment, loss, liability or expense of any kind, including but not limited to attorney's
fees, expert fees and all other costs and fees of litigation, (collectively "CLAIMS"), arising out of
CONSULTANT'S performance of its obligations or conduct of its operations under this Agreement. The
CONSULTANT's obligations apply regardless of whether or not a liability is caused or contributed to by
the active or passive negligence of the City Indemnitees. However, to the extent that liability is caused by
the active negligence or willful misconduct of the City Indemnitees, the CONSULTANT's
indemnification obligation shall be reduced in proportion to the City Indemnitees' share of liability for the
active negligence or willful misconduct. In addition, the acceptance or approval of the CONSULTANT's
work or work product by the CITY or any of its directors, officers or employees shall not relieve or reduce
the CONSULTANT's indemnification obligations. In the event the City Indemnitees are made a party to
any action, lawsuit, or other adversarial proceeding arising from CONSULTANT'S performance of or
operations under this Agreement, CONSULTANT shall provide a defense to the City Indemnitees or at
CITY'S option reimburse the City Indemnitees their costs of defense, including reasonable attorneys'
fees, incurred in defense of such claims.
B. Where the services to be provided by CONSULTANT under this Agreement are design
professional services to be performed by a design professional as that term is defined under Civil Code
Section 2782.8, then, to the extent permitted by law including without limitation, Civil Code sections 2782,
2782.6 and 2782.8, CONSULTANT shall indemnify and hold harmless the CITY and its officers, officials,
and employees (collectively City Indemnitees) from and against damages, liabilities or costs (including
incidental damages. Court costs, reasonable attorney's fees as may be determined by the Court, litigation
expenses and fees of expert witnesses incurred in connection therewith and costs of investigation) to the
extent they are caused by the negligence, recklessness, or willful misconduct of CONSULTANT, or any
subconsultants, or subcontractor or anyone directly or indirectly employed by them, or anyone for whom
they are legally liable (collectively Liabilities). Such obligation to hold harmless and indemnify any
indemnity shall not apply to the extent that such Liabilities are caused in part by the negligence or willful
misconduct of such City Indemnitee.
C. The defense and indemnification obligations of this Agreement are undertaken in addition
to, and shall not in any way be limited by, the insurance obligations contained in this Agreement, and shall
survive the termination or completion of this Agreement for the full period of time allowed by law.
12. NONDISCRIMINATION.
CONSULTANT shall not discriminate, in any way, against any person on the basis of age, sex, race,
color, religion, ancestry, national origin or disability in connection with or related to the performance of its
duties and obligations under this Agreement.
13. COMPLIANCE WITH ALL LAWS.
CONSULTANT shall observe and comply with all applicable federal, state and local laws,
ordinances, codes and regulations, in the performance of its duties and obligations under this Agreement.
CONSULTANT shall perform all services under this Agreement in accordance with these laws, ordinances,
codes and regulations. CONSULTANT shall release, defend, indemnify and hold harmless CITY, its officers,
agents and employees from any arid all damages, liabilities, penalties, fines and all other consequences from
any noncompliance or violation of any laws, ordinances, codes or regulations.
14. NO THIRD -PARTY BENEFICIARIES.
CITY and CONSULTANT do not intend, by any provision of this Agreement, to create in any third
party, any benefit or right owed by one party, under the terms and conditions of this Agreement, to the other
party.
15. NOTICES.
All notices and other communications required or permitted to be given under this Agreement,
including any notice of change of address, shall be in writing and given by personal delivery, or deposited with
the United States Postal Service, postage prepaid, addressed to the parties intended to be notified. Notice shall
be deemed given as of the date of personal delivery, or if mailed, upon the date of deposit with the United States
Postal Service. Notice shall be given as follows:
TO CITY's Project Manager:
TO CONSULTANT's Project Director:
Bill Guerin
Director of Public Works
City of San Rafael
111 Morphew Street
San Rafael, CA 94901
Jason Kirchmann
BkF Engineers, Inc.
4040 Civic Center Drive, Suite 530
San Rafael, CA 3
16. INDEPENDENT CONTRACTOR.
For the purposes, and for the duration, of this Agreement, CONSULTANT, its officers, agents and
employees shall act in the capacity of an Independent Contractor, and not as employees of the CITY.
CONSULTANT and CITY expressly intend and agree that the status of CONSULTANT, its officers, agents
and employees be that of an Independent Contractor and not that of an employee of CITY.
17. ENTIRE AGREEMENT -- AMENDMENTS.
A. The terns and conditions of this Agreement, all exhibits attached, and all documents expressly
incorporated by reference, represent the entire Agreement of the parties with respect to the subject matter of
this Agreement.
B. This written Agreement shall supersede any and all prior agreements, oral or written,
regarding the subject matter between the CONSULTANT and the CITY.
C. No other agreement, promise or statement, written or oral, relating to the subject matter of this
Agreement, shall be valid or binding, except by way of a written amendment to this Agreement.
D. The terms and conditions of this Agreement shall not be altered or modified except by a
written amendment to this Agreement signed by the CONSULTANT and the CITY.
E. If any conflicts arise between the terms and conditions of this Agreement, and the terms and
conditions of the attached exhibits or the documents expressly incorporated by reference, the terms and
conditions of this Agreement shall control.
18. SET-OFF AGAINST DEBTS.
CONSULTANT agrees that CITY may deduct from any payment due to CONSULTANT under this
Agreement, any monies which CONSULTANT owes CITY under any ordinance, agreement, contract or
resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or other amounts.
19. WAIVERS.
The waiver by either party of any breach or violation of any term, covenant or condition of this
Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any other term,
covenant, condition, ordinance, law or regulation, or of any subsequent breach or violation of the same or other
term, covenant, condition, ordinance, law or regulation. The subsequent acceptance by either party of any fee,
performance, or other consideration which may become due or owing under this Agreement, shall not be
deemed to be a waiver of any preceding breach or violation by the other party of any term, condition, covenant
of this Agreement or any applicable law, ordinance or regulation.
20. COSTS AND ATTORNEY'S FEES.
The prevailing party in any action brought to enforce the terms and conditions of this Agreement, or
arising out of the performance of this Agreement, may recover its reasonable costs (including claims
administration) and attorney's fees expended in connection with such action.
21. CITY BUSINESS LICENSE / OTHER TAXES.
CONSULTANT shall obtain and maintain during the duration of this Agreement, a CITY business
license as required by the San Rafael Municipal Code CONSULTANT shall pay any and all state and federal
taxes and any other applicable taxes. CITY shall not be required to pay for any work performed under this
Agreement, until CONSULTANT has provided CITY with a completed Internal Revenue Service Form W-
9 (Request for Taxpayer Identification Number and Certification).
22. SURVIVAL OF TERMS.
Any terms of this Agreement that by their nature extend beyond the term (or termination) of this
Agreement shall remain in effect until fulfilled, and shall apply to both Parties' respective successors and
assigns.
23. APPLICABLE LAW.
The laws of the State of California shall govern this Agreement.
24. COUNTERPARTS AND ELECTRONIC SIGNATURE.
This Agreement may be executed in any number of counterparts, each of which shall be deemed an
original, but all of which together shall constitute one document. Counterpart signature pages may be delivered
by telecopier, email or other means of electronic transmission.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year
first above written.
CITY OF SAN RAFAEL
L
V/
JI HUTZ, City Manager
ATTEST:
LINDSAY LARA, City Clerk
APPROVED AS TO FORM:
L Q fFE
ROBERT F. EPSTEIN, Cily Atto ey
CONTRACTOR
Name: Jason Kirchmann
Title: Vice President
[If Contractor is a corporation, add signature of
second corporate officer]
Name: Geoff Coleman
Title: Vice President
::
� BRF iOoYEARS +
ENGINEERS. SURVEYORS. PLANNERS
May 28, 2019
EXHIBIT A
P k -, (J) P (0-,) S A L
Subject: Land Surveying Services
Fire Station 54 Renovations
Marin County APN 009-191-06
BKF No. P20159023-54
BKF Engineers is pleased to offer this Task Order proposal for surveying services associated with the above
referenced project. Our services are predicated on your initial email request for proposal (RFP) April 17,
2019 and subsequent email correspondence to date. Our understanding is that the architect is requesting
site topography, including street frontages and boundary lines for the planning and ultimate design of
facility improvements to the Fire Station. The limits of the survey are further illustrated below.
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9
Based on this understanding, BKF is offering the following scope of services for your consideration:
SCOPE OF SERVICES
TASK 1: TOPOGRAPHIC BASE MAPPING
➢ BKF will prepare a Topographic Base Map of the project site. The limits will include the subject
property and are delineated on the image shown above.
➢ The mapping will identify visible site features, significant building corners, curbs, concrete gutters,
edges of pavement, walkways, retaining walls, striping, signage, fences, trees larger than 6 -inches
in diameter, driveway cuts and visual utility infrastructure. We will obtain a succession of spot
elevations to define the general terrain of the property.
4040 Civic Center Drive, Suite 530, San Rafael, CA 94903 1415.930.7960
IN:V:n:31r_1
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City of San Rafael DPW
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B K F Fire Station 54
� YEcARs May 28, 2019
ENGINEERS. SURVEYORS. PLANNERS Page 2 of 4
Additionally, location and elevations of the roof peak, overhangs and doors at the apparatus bay
access side of the building will be collected and delineated on the mapping.
➢ Visible utility infrastructure within the mapping limits, including sewer, water valves, hydrants, meter
boxes, storm drain and marked utilities encountered during the course of our field survey will also
be identified.
➢ The mapping is anticipated to be compiled at 1" = 10', and will also indicate individual spot
elevations at various locations throughout the site. BKF will take a series of photographs for future
reference and documentation of current field conditions encountered during the time of our survey.
➢ BKF will produce the mapping in a reproducible hard copy and electronic format. The signed
hardcopy Topographic Map will be an instrument of service. Electronic mapping will be completed
in an AutoCAD format and can be transferred and used by other team consultants for their work,
as a courtesy.
➢ The vertical control for the survey will be referenced to the North American Vertical Datum of 1988
(NAVD88), unless otherwise agreed upon in writing prior to commencement of the survey.
➢ The horizontal location and rotation of the mapping is anticipated to be on an "assumed"
coordinate system otherwise agreed upon in writing prior to commencement of the survey.
➢ Based on a cursory review of readily available public records, the subject parcel appears to be shown
the Map of Bellam Subdivision No. 1, filed in Volume 13 Of Maps at page 3, Marin County Records
and sufficient monumentation exists shown on recent survey to retrace these survey and locate the
lines where shown on the recorded map. BKF will recover monuments shown on maps or in witness
of said monuments to locate the boundary lines shown on said map and place monuments at the
property corners, where missing.
If sufficient existing monumentation is not recovered, if a material discrepancy is discovered, or any
other provisions requiring a Record of Survey as stated in Section 8762 of the Professional Land
Surveyors Act of the State of California are encountered, BKF will prepare a Record of Survey to
fulfill our legal and professional obligation. Should this situation occur, the Record of Survey shall
be performed and associated costs will be borne by the City. Professional fees and plan check fees
to provide a Record of Survey are not included with this proposal.
➢ If provided, BKF will review the title report for the subject property. BKF will plot locatable
easements referenced in the report within the project limits. Procurement of title reports is not
included in this scope of service and it is assumed that the title report or.right of way acquisition
data will be provided by the Owner. BKF, through a sub consultant can coordinate and provide a
title report as an additional service, if requested.
BKF is not proposing to conduct subsurface utility exploration as part of this work. Underground information
shown on the base mapping will be identified based on visual observation of surface improvements and
available record data. If record information is non-conclusive, and subsurface utilities become critical to the
design in terms of routing, size or potential construction conflicts, further exploratory methods and services
BKF Engineers 14040 Civic Center Dr, Suite 530 1 San Rafael, CA 194903 1 415.930.7960
EXHIBIT A
'` 100+ City of San Rafael DPW
NO■ Fire Station 54
YEARS May 28 2019
ENGINEERS. SURVEYORS. PLANNERS Page 3 of 4
may become necessary, and can be provided as an additional service. BKF can provide underground
locating and marking as an additional service.
TASK 2: OPTIONAL— 3D SCANNING AND ARCHITECTURAL MODELING
At this time, it is anticipated that the information noted above of the building exterior at the apparatus bay
Will be collected utilizing our P40 Leica high definition scanner. BKF Can provide additional scan data of
the building exterior or interior, including Revit or AutoCAD modelling as an additional service, if
requested.
SCOPE QUALIFICATIONS AND ASSUMPTIONS
BKF's services are limited to those expressly set forth in the scope. BKF shall have no other obligations or
responsibilities for the project except as provided in this proposal letter, or as agreed to in writing. BKF's
services shall be provided consistent with and limited to the standard of care acceptable to such services,
which is that BKF shall provide its services consistent with the professional skill and care ordinarily provided
by consultants practicing in the same or similar locality under the same or similar circumstances. For the
scope of work identified, we have assumed the following:
Additional items not included with our scope of services include:
➢ Additional services beyond the scope of services described above
➢ 3D modeling or building data except as explicitly stated above
➢ Civil Engineering
➢ Delineation of environmentally sensitive areas
➢ Record of Survey
➢ Title Reports and Title company services
➢ Underground Utility Detection
➢ Video inspection of subsurface infrastructure
FEES FOR PROFESSIONAL SERVICE
BKF proposes to provide the services described in Task 1 above on a time and materials basis in accordance
with the attached rate sheet for an amount not to exceed $8,850. We will invoice for our services monthly.
Reimbursable expenses such as mileage, reproduction, mail and 3`d party document services will be invoiced
as a separate line item and are included in the not -to -exceed fee.
For tasks requested by the City or architect not defined in this scope of services, BKF will identify them as
potential extra work. We can provide a scope and fee for these items or they may be tracked separately as
extra work and billed on a time and materials per our attached rate schedule.
SCHEDULE
BKF is able to commence working on this project upon your formal authorization to proceed. It is anticipated
that the topographic base mapping could be completed within two weeks from receipt of authorization to
proceed, weather permitting.
BKF engineers 14040 Civic Center Dr, Suite 530 1 San Rafael, CA 194903 1415.930.7960
EXHIBIT A
,` IYOF-ARS
o+City of San Rafael DPW
01�■Fire Station 54
May 28 2019
ENGINEERS. SURVEYORS. PLANNERS Page 4 of 4
Should you have any questions, or would like additional clarification on any aspect of the scope of work,
please feel free to call me at 415-930-7964.
Sincerely,
BKF Engineers
Jason Kirchmann, PLS, PE, QSD/QSP
Vice President
TASK ORDER ACCEPTANCE
By: City of San Rafael
I hereby state that I am authorized to act on behalf of the City of San Rafael in executing authorization to
proceed with the services and associated fees described above.
Signature:
Print Name:
BKF Engineers 14040 Civic Center Dr, Suite 530 1 San Rafael, CA 1949031415.930.7960
IRf iOEARS o+
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ENGINEERS. SURVEYORS. PLANNERS
May 28, 2019
EXHIBIT
i S 4 iJlT'J l L
Subject: Land Surveying Services
Fire Station 55 Renovations
Marin County APN 185-061-04 & 06
BKF No. P20159023-55
BKF Engineers is pleased to offer this Task Order proposal for surveying services associated with the above
referenced project. Our services are predicated on your initial email request for proposal (RFP) April 17,
2019 and subsequent email correspondence to date. Our understanding is that the architect is requesting
site topography, including street frontages and boundary lines for the planning and ultimate design of
facility improvements to the Fire Station. The limits of the survey are further illustrated below.
Based on this understanding, BKF is offering the following scope of services for your consideration:
SCOPE OF SERVICES
TASK 1: TOPOGRAPHIC BASE MAPPING
➢ BKF will prepare a Topographic Base Map of the project site. The limits will include the subject
property and are delineated on the image shown above.
➢ The mapping will identify visible site features, significant building corners, curbs, concrete gutters,
edges of pavement, walkways, retaining walls, striping, signage, fences, trees larger than 6 -inches
4040 Civic Center Drive, Suite 530, San Rafael, CA 94903 1415.930.7960
1�:/:1131r_1
I
+ City of San Rafael DPW
B k F IYOMAJOR
S Fire Station 55
May 28, 2019
ENGINEERS. SURVEYORS. PLANNERS Page 2 of 5
in diameter, driveway cuts and visual utility infrastructure. We will obtain a succession of spot
elevations to define the general terrain of the property.
Additionally, location and elevations of the roof peak, overhangs and doors at the apparatus bay
access side of the building will be collected and delineated on the mapping.
➢ Visible utility infrastructure within the mapping limits, including sewer, water valves, hydrants, meter
boxes, storm drain and marked utilities encountered during the course of our field survey will also
be identified.
➢ The mapping is anticipated to be compiled at 1" = 10', and will also indicate individual spot
elevations at various locations throughout the site. BKF will take a series of photographs for future
reference and documentation of current field conditions encountered during the time of our survey.
➢ BKF will produce the mapping in a reproducible hard copy and electronic format. The signed
hardcopy Topographic Map will be an instrument of service. Electronic mapping will be completed
in an AutoCAD format and can be transferred and used by other team consultants for their work,
as a courtesy.
➢ The vertical control for the survey will be referenced to the North American Vertical Datum of 1988
(NAVD88), unless otherwise agreed upon in writing prior to commencement of the survey.
➢ The horizontal location and rotation of the mapping is anticipated to be on an "assumed"
coordinate system otherwise agreed upon in writing prior to commencement of the survey.
BKF is not proposing to conduct subsurface utility exploration as part of this work. Underground information
shown on the base mapping will be identified based on visual observation of surface improvements and
available record data. If record information is non-conclusive, and subsurface utilities become critical to the
design in terms of routing, size or potential construction conflicts, further exploratory methods and services
may become necessary, and can be provided as an additional service. BKF can provide underground
locating and marking as an additional service.
TASK 2: BOUNDARY ANALYSIS AND SURVEY
➢ Existing Condition of Parcel Records - Based on a preliminary analysis of the records, it appears that
the subject parcel(s) do not appear to be shown on an official map or survey map of public record.
In order to provide a survey of the property boundaries, we will also be required to file a Record of
Survey to the County Surveyor in accordance with section 8792 of the California Professional Land
Surveyor's Act.
➢ Title Report and Easements —If provided, BKF will review the title report and right of way acquisition
documentation, for the project limits and plot locatable easements referenced in the report within
the project limits. Procurement of title reports is not included in this scope of service and it is
assumed that the title report or right of way acquisition data will be provided by the Owner. BKF,
through a sub consultant can coordinate and provide a title report as an additional service, if
requested.
BKF Engineers 14040 Civic Center Dr, Suite 530 1 San Rafael, CA 194903 1 415.930.7960
EXHIBIT A
,` 100+ City of San Rafael DPW
so■BKF Fire Station 55
YEARS May 28 2019
ENGINEERS . SURVEYORS . PLANNERS Page 3 of 5
➢ Public Records Research — BKF will obtain and assemble the available maps and deeds for the
subject property and its adjoining property owners. We may consult with the Marin County
Surveyor's Office to review any existing or pending records that may be available. Additionally,
BKF will review unrecorded survey notes and maps located in the "Oglesby Archive" which is
maintained by the Marin County Free Library
➢ Private Records Research — BKF will obtain private unrecorded survey maps and field notes for the
subject property and surrounding areas as necessary to perform the formal boundary analysis.
Monuments which are not "of record" have been shown on surrounding recorded surveys indicating
that at least one private archive will need to be accessed. Custodians of these private archives
charge an access and research fee for this information which will be invoiced separately from the
fees for professional services herein.
➢ Reconnaissance — BKF will conduct field research for primary monumentation to establish boundary
resolution, including survey markers, public agency monuments, boundary trees, fences, lines of
occupation and other relevant information recovered during the course of the field survey.
➢ Boundary Determination — Once the research and field reconnaissance has been completed, BKF
will perform a final boundary determination, which includes an analysis of the assembled evidence
with respect to its relationship to the Title and other documentary evidence.
TASK 3: RECORD OF SURVEY
Based on the requirements of Section 8762 of the PLS Act, BKF will prepare a Record of Survey to fulfill our
legal and professional obligation. The Survey will be prepared in accordance with the requirements of the
PLS Act. The Record of Survey will be submitted to the Marin County Surveyor for checking and ultimate
recording. The Record of Survey will be prepared simultaneously to preparing the Topographic survey.
The Marin County Surveyor's office charges a fee to review and recording of the Record of Survey Map. It
is anticipated that these fees will be paid directly by the City of San Rafael and are not included in this scope
of services.
TASK 4: PRIVATE ARCHIVE FEES
Custodians of these private archives noted in Task 2 above charge an access and research fee for this
information which will be invoiced separately from the fees for professional services herein. These fees can
be provided directly by the owner to the archive holders, however for processing and access expediency,
BKF can provide these fees as a reimbursable expense. We have provided a reimbursable budget range in
the fee schedule below for your consideration.
TASK 5: OPTIONAL— 3D SCANNING AND ARCHITECTURAL MODELING
At this time, it is anticipated that the information noted above of the building exterior at the apparatus bay
Will be collected utilizing our P40 Leica high definition scanner. BKF Can provide additional scan data of
the building exterior or interior, including Revit or AutoCAD modelling as an additional service, if requested.
BKF Engineers 14040 Civic Center Dr, Suite 530 1 San Rafael, CA 194903 1415.930.7960
EXHIBIT A
,. loo+ City of San Rafael DPW
■ Fire Station 55
Za YEARS
May 28, 2019
ENGINEERS. SURVEYORS. PLANNERS Page 4 of 5
SCOPE QUALIFICATIONS AND ASSUMPTIONS
BKF's services are limited to those expressly set forth in the scope. BKF shall have no other obligations or
responsibilities for the project except as provided in this proposal letter, or as agreed to in writing. BKF's
services shall be provided consistent with and limited to the standard of care acceptable to such services,
which is that BKF shall provide its services consistent with the professional skill and care ordinarily provided
by consultants practicing in the same or similar locality under the same or similar circumstances. For the
scope of work identified, we have assumed the following:
Additional items not included with our scope of services include:
➢ Additional services beyond the scope of services described above
➢ 3D modeling or building data except as explicitly stated above
➢ Civil Engineering
➢ Delineation of environmentally sensitive areas
➢ Title Reports and Title company services
➢ Underground Utility Detection
➢ Video inspection of subsurface infrastructure
FEES FOR PROFESSIONAL SERVICE
BKF proposes to provide the services described above on a time and materials basis in accordance with the
attached rate sheet for an amount not to exceed $14,900. We will invoice for our services monthly.
Reimbursable expenses such as mileage, reproduction, mail and 3'd party document services will be invoiced
as a separate line item and are included in the not -to -exceed fee.
ilk
Tas
Description
Fee
1
Partial Topographic Map with Boundary Survey
$ 4,200
2
Boundary Analysis and Survey
$ 6,700
3
Record of Survey
$ 2,800
LaborTotal
00
4
Private Archive Access Fees (Reimbursable Budget)
$1,200
5
3D Scan and Architectural Modeling IT&M
For tasks requested by the City or architect not defined in this scope of services, BKF will identify them as
potential extra work. We can provide a scope and fee for these items or they may be tracked separately as
extra work and billed on a time and materials per our attached rate schedule.
SCHEDULE
BKF is able to commence working on this project upon your formal authorization to proceed. It is anticipated
that the topographic base mapping could be completed within three weeks from receipt of authorization
to proceed, weather permitting.
BKF Engineers 14040 Civic Center Dr, Suite 530 1 San Rafael, CA 194903 1415.930.7960
EXHIBIT A
,`
��■ IYOFARS
o+City of San Rafael DPW
Fire Station 55
B May 28 2019
ENGINEERS. SURVEYORS. PLANNERS Page 5 of 5
Should you have any questions, or would like additional clarification on any aspect of the scope of work,
please feel free to call me at 415 930-7964.
Sincerely,
BKF Engineers
Jason Kirchmann, PLS, PE, QSD/QSP
Vice President
TASK ORDER ACCEPTANCE
By: City of San Rafael
I hereby state that I am authorized to act on behalf of the City of San Rafael in executing authorization to
proceed with the services and associated fees described above.
Signature:
Print Name:
BKF Engineers 14040 Civic Center Dr, Suite 530 1 San Rafael, CA 194903 1415.930.7960
EXHIBIT A
B k F ioo+
� YEARS
ENGINEERS. SURVEYORS. PLANNERS
PROFESSIONAL PERSONNEL SERVICE FEES
JANUARY 1, 2019 - DECEMBER 31, 2019
PERSONNEL
ENGINEERING
Senior Associate
Associate
Project Manager
Engineer IV
Engineer I, II, III
Engineering Assistant
Junior Engineer
PLANNING
Planner I, II, III, IV
SURVEYING
Senior Associate
Associate
Project Manager
Surveyor I, II, III, IV
Survey Party Chief
Survey Chainman
Apprentice I, II, III, IV
Instrumentman
Surveying Assistant
Junior Surveyor
Utility Locating Superintendent
Utility Locator I, II, III
BIM Specialist I, U, III
DESIGN AND DRAFTING
Technician I, II, III, IV
Drafter I, II, III, IV
CONSTRUCTION ADMINISTRATION/QSP-QSD
Senior Construction Administrator
Resident Engineer
Field Engineer I, II, III
Senior Consultant
SERVICES AND EXPENSES
Project Assistant
Clerical/Administrative Assistant
Principals' time on projects is chargeable at $246.00 per hour.
HOURLY RATES
$220.00
$214.00
$204.00 - $210.00
$189.00
$134.00 $154.00 - $174.00
$82.00
$70.00
$134.00 - $154.00 - $174.00 - $189.00
$128.00 - $136.00 $148.00 - $161.00
$100.00 - $110.00 $118.00 - $132.00
$198.00
$147.00
$134.00 $154.00 $174.00
$229.00
$82.00
$70.00
Charges for outside services, equipment, and facilities not furnished directly by BKF Engineers will be billed at
cost plus 10%. Such charges may include, but shall not be limited to printing and reproduction services;
shipping, delivery, and courier charges; subconsultant fees and expenses; special fees, permits, and insurance;
transportation on public carriers, meals, and lodging; and consumable materials. Mileage will be charged at
the prevailing IRS rate per mile. Monthly invoices are due within 30 days from invoice date. Interest will be
charged at 0.833% per month on past due accounts. Expert witness/litigation rates are available upon request.
$220.00
$214.00
$204.00
- $210.00
$134.00 - $154.00
- $174.00
- $189.00
$175.00
$113.00
$70.00 - $93.00
- $103.00
- $109.00
$150.00
$82.00
$70.00
$176.00
$91.00
$129.00 -
$155.00
$134.00
$154.00 -
$174.00
$128.00 - $136.00 $148.00 - $161.00
$100.00 - $110.00 $118.00 - $132.00
$198.00
$147.00
$134.00 $154.00 $174.00
$229.00
$82.00
$70.00
Charges for outside services, equipment, and facilities not furnished directly by BKF Engineers will be billed at
cost plus 10%. Such charges may include, but shall not be limited to printing and reproduction services;
shipping, delivery, and courier charges; subconsultant fees and expenses; special fees, permits, and insurance;
transportation on public carriers, meals, and lodging; and consumable materials. Mileage will be charged at
the prevailing IRS rate per mile. Monthly invoices are due within 30 days from invoice date. Interest will be
charged at 0.833% per month on past due accounts. Expert witness/litigation rates are available upon request.
B k F TEAROS+
�
ENGINEERS. SURVEYORS. PLANNERS
TO: City of San Rafael Public Works
111 Morphew Street
San Rafael, CA 94901
DATE 6/12/2019 1 JOB NO. C20159023-54
ATTENTION Kevin McGowan
RE: Fire Station 55 and 54
We are sending you: ❑ Drawings ❑ Specifications
Via: ❑ Overnight ® Regular mail
Purpose: ®For signature ❑ For review/comment ❑ For approval
❑ Reports ® Other
❑ Will Call ❑ Hand Delivery
❑ For your file ❑ At your request
NUMBER NUMBER
DATE DESCRIPTION
OF COPIES OF PAGES
3 - 7 Agreement for Professional Services with BKF Engineers
REMARKS:
Kevin,
Attached please find the requested three (3) signed copies of the Agreement for Professional Services for the Fire Station 54 and 55
Renovation project. Upon execution, please return to us one (1) copy for our records. If you need anything further at this time, please
let us know and we are happy to assist.
PUBLIC WORKS
JUN 15 2019
CITY OF SAN RAFAEL
COPY TO: ATTACHMENTS: SIGNED:
;gg
Hayley Hicks
Project Assistant
200 Fourth Street, Suite 300, Santa Rosa, CA 95401 707.583.8500
If enclosures are not as noted, kindly notify us at once.
159023-54 Kevin McGowan.docx
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: Fabiola Guillen/Kevin McGowan
Extension: 3435
Project Name: Fire Station 54 & 55 Renovation_
Contractor's Contact: BKF Engineers _
Contact's Email: ikirchmann@bkf.com
RESPONSIBLE
STEP
DEPARTMENT
DESCRIPTION ...:..................
COMPLETED DATE
REVIEWER (Initials)
a. Email PINS Introductory Notice to Contractor
On file
b. Email Contract (in Word) & attachments to City Attorney c/o
1
Project Manager
Laraine.Gittens@cityofsanrafael.org
a. Review, revise and comment on draft agreement and return to Project
5/29/2019
KM
Manager
6/10/2019
LG
b. Confirm insurance requirements, create Job on PINS, send PINS
2 _
City Attorney
insurance notice to contractor.
6/10/2019
LG
Approval of final agreement form to send to contractor. (Provide Dept.
3
Department Director
Director Financial Suntnary ii/Agreement)
Forward three (3) originals of final agreement to contractor for their
6/10/2019
BG
4
Project Manager
signature.
6/10/2019
KM
When necessary, contractor -signed agreement agendized for Council
approval
City Council approval required for Professional Services Agreements and
purchases ofgoods and services than exceed 575,000 and for Public Works
5
Project Manager
Contracts that exceed S175,000 (Enter date of Council Meeting)
CONTINUE ROUTING PROCESS WITH HARD COPY
PRINT
Forward signed original agreement to City Attorney with printed copy of
6
Project Manager
this routing form
6/17/2019
KM/FG
7
City Attorney
Review and approve hard copy of signed agreement
4
Review and approve insurance in PINS, and bonds (for public works
/ f
8 _
City Attorney
contracts)
I
(0' ('q_
City
9
Manager/Mayor
Agreement executed by Council authorized official
10
City Clerk
Attest signatures, retains original agreement and forwards copies to project
manager
'A
11
Project Manager
Forward Final Copy to Contractor
r