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Home My WebLink AboutPW Rotary Manor Improvements Project; First AmendmentFIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH COASTLAND CIVIL ENGINEERING, INC. FOR PROFESSIONAL SERVICES FOR THE ROTARY MANOR DRAINAGE IMPROVEMENTS PROJECT THIS FIRST AMENDMENT to the Professional Services Agreement by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and COASTLAND CIVIL ENGINEERING, INC., (hereinafter "CONTRACTOR"), is made and entered into as of the ILI day of, 202/0 RECITALS WHEREAS, pursuant to City Council Resolution No. 14749, the CITY and CONTRACTOR entered into a Professional Services Agreement dated December 19, 2019 to perforin professional design services and environmental clearance services in connection with CITY's project to replace the culvert at Rotary Manor, for an amount not to exceed $163,526 (the "Agreement"); and WHEREAS, the CITY requires geotechnical services from the CONTRACTOR to facilitate replacement of this culvert, and the CONTRACTOR is willing to provide such services; AMENDMENT TO AGREEMENT NOW, THEREFORE, the parties hereby agree to amend the Agreement as follows: 1. Article II of the Agreement, entitled "DUTIES OF CONTRACTOR" is hereby amended to include the additional services set forth in CONTRACTOR's proposal entitled "Rotary Manor Culvert Replacement Project Amendment No,l Proposal, Revised" dated September 22, 2020, attached to this First Amendment as Exhibit A and incorporated herein by reference. 2. Article IV of the Agreement, entitled "COMPENSATION" is hereby amended to include additional compensation payable to CONTRACTOR for the services described in Exhibit A to this First Amendment, on a time and materials basis in accordance with the "Proposed Fee and Design Work Estimate" included in Exhibit A, in a not -to -exceed amount of $10,340, and to change the total not -to - exceed amount under the Agreement to $173,866. I 3. Except as specifically amended herein, all of the other provisions, terns and obligations of the Agreement between the parties shall remain valid and shall be in full force. IN WITNESS WHEREOF, the parties have executed this First Amendment on the day, month, and year first above written. CITY OF SAN RAFAEL CONTRACTOR ATTEST: b • /y�GWLt�r • Ar LINDSAY LARA, City Clerk APPROVED AS TO FORM: Ljjwi-,�, ROBERT F. EPSTEIN, My Attorney 2 By: /'!� !— Name: Paul W. Wade Title: CFO [If Contractor is a corporation, add signature of second corporate officer] By: Ater Name: �'d l IF. Title: o �Y'6 e-kq Exhibit A C OASTLAN � CIVIL ENGINEERING - CONSTRUCTION MANAGEMENT - BUILDING DEPARTMENT SERVICES September 22, 2020 Mr. Theo Sanchez Associate Civil Engineer City of San Rafael 1400 Fifth Avenue San Rafael, CA 94901 Via email: Theo. Sanchez(aD-CityofSanRafael. org Subject: Rotary Manor Culvert Replacement Project Amendment No. 1 Proposal, Revised Dear Mr. Sanchez, We are pleased to provide this amendment proposal for design services currently underway for the Rotary Manor Culvert Replacement Project. This amendment includes recommended geotechnical services to provide data for the asphalt pavement design, trench layback/shoring design data for the culvert replacement, and soil characterization for landfill disposal. Coastland has teamed with Miller Pacific to provide these geotechnical services. We have put together the following scope of work and estimated fee for your consideration. For clarity, the tasks below follow the original scope of work. SCOPE OF SERVICES Task 1 — Project Management and Coordination No additional work under this task. Task 2 — Engineering Design Our design services have been amended to include geotechnical services to provide engineering design data, and engineering services for the preparation of construction contract documents. These tasks are detailed in the sections below. Task 2.5A — Geotechinical Investigation (NEW TASK) Geotechnical services will include: Site reconnaissance to observe and document existing conditions within the project area. Coordinating with Underground Service Alert (USA) to mark underground utilities in areas where we plan to conduct subsurface exploration. Obtaining a drilling permit for subsurface exploration, as required by Marin County Environmental Health Services. Santa Rosa Auburn Pleasant Hill Fairfield 1400 Neotomas Avenue 11641 Blocker Drive. Ste 170 3478 Buskirk Avenue, Ste. 1000 324 Campus Lane, Ste, A Santa Rosa, CA 95405 Auburn, CA 95603 Pleasant Hill, CA 94523 Fairfield, CA 94534 Tel 707.571 8005 Tel 530 888 9929 Tel: 925.233.5333 Tel 707 702 1961 www.coastlandcivil.com • Reviewing published geologic mapping and geotechnical data from our files. • Subsurface exploration using portable- or track -mounted drilling equipment. We will complete two borings to depths of about 15 to 20 feet to characterize the backfill and subgrade soils for the existing culvert. • Geotechnical laboratory testing to characterize subsurface soils and aid in our geotechnical evaluation. • Environmental laboratory testing to screen the existing backfill for potential contamination. This would include compositing one sample of the existing culvert backfill material and testing it for the presence of CAM 17 metals and total petroleum hydrocarbons. • Engineering analyses to develop geotechnical recommendations and design criteria related to foundations, excavation and backfilling, OSHA soil classifications, temporary shoring and dewatering, and other geotechnical related items. Task 3 — Environmental Compliance and Permitting No additional work under this task. Task 4 — Final Bid Phase and Bid Support No additional work under this task. ASSUMPTIONS / EXCLUSIONS In the development of this project approach and design estimate, we have made the following assumptions: • Coordination with the property owners is not part of our scope. • Access will be granted to all portions of the project area as needed. • This task does not include representation on behalf of the City for legal matters associated with this project. PROPOSEDFEE Based on our scope of work and our estimated time, we propose that the services associated with the project be completed for a not -to -exceed amount of $10,340. The amount quoted assumes that all of the work for this project will fall under the scope of services as previously described. We have made our best efforts to provide a scope of services that serves the City's needs for this project. If we've missed the mark, we are happy to modify the scope and fee, or provide additional services on a time and materials basis per our adopted schedule of hourly rates. We greatly appreciate the opportunity to assist the City of San Rafael with this project. Please feel free to contact Jennifer Melman or me at (707) 571-8005 if you have any questions or need any additional information. rm Sincerely, Heidi Utterback, PE Jennifer Melman, PE Principal Senior Engineer to DESIGN WORK ESTIMATE Rotary Manor Culvert Replacement Project Geotechnical Amendment Engineering Design Services City of San Rafael Task Information Billing Classification & Rate Sub - consultan t Costs Hours & Cost TASK Supry Engineer QA/QC Sen or Assistant Sr Engr. Eng'neer Engr, PM Engineer Tech Miller Pacific Geotechnical TOTAL TOTAL HOURS FEE $195 $195 $160 1 $140 $160 Engineers 1 Project Management and Coordination 1.1 Project Management and City Coordination 1.2 Prepare Project Schedule0 -;----- -- __ _.._ __ . 1.3 ; Site Visit and Field Meeting 0 $0 $0 ---- 0 $0 1.4 City Meetings (assumes 4 meetings and 3 conf. calls) 0 $0 1.5 Public Outreach (1 meeting) Subtotal ! 0 $0 - - 0 $0 2 Engineering Design 2.1 i Topographic Survey :------------.._ ---- ,-------- - - .------- 2.2 j Boundary Survey 2.2a I Record of Survey (if needed) ------ ---- _ _ � ;_ 0 $0 ----------- --- ._ 0 $0 0 $0 2.3 i Drainage Easement Legal Description and Plat 0 $0 2.4 Background Information -:- -----------------.... ------------ --------- 2.5 I Culvert Alternatives Analysis 0 $0 0 $0 2.5AIGeotechnical Investigation 1 2 $9,775 3 $10,290 2.6 i Conceptual PlantingPlan ............. -----------••---- . 2.6A 1: Preliminary Parking Plan - ------ - -- - __ r 2.6 60% Construction Documents --------- --------------= -- - _ 0 $0 0 $0 0 $0 2.9 ! 90% Construction Documents 0 $0 2.9A1 Prepare City Building Perm -.t Application 0 $0 2.10' Fina! Construction Documents0 __,..-- - ........._..... - Subtotal ---- - ---- ---- -- $0 3 $10,29 0 3 Environmental Compliance and Permitting 3.1 i Kick-off Meeting, Information Review, and Project Desc. 0 $0 3.2 Prepare CEQA Administrative Draft Initial Study/MND 3.2a'; Cultural Resources0 0 $0 $0 3.3 3 Prepare Draft Initial Study/MND per City's Comments 3.4 i Publication of the Draft Initial Study1MND 3.5 Prepare Final Initial Study/MND per City's Comments 3.6 ! Regulatory Permitting 3.6a Section 404 of the Clean Water Act (CWA) Permit i 3.6b! Section 401 Water Quality Certification 3.6ci Section 1602 CDFW Streambed Alterations Agreement ! i 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 I Subtotal 0 $0 4 Final Bid Phase and Bid Support 4.141 Bidding Assistance 4.2 1 Prepare Addenda (up to 2) Subtotal i 0 $0 0 — $0 0 $0 i CCE Direct Costs (repro, mileage, etc.) I $50 TOTAL• 0 2 0 0 $9,775 3 $10,340 cm RAFq�` 1 �o ,�YWITH Pah 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: Iman Kayani for Theo S Extension: 3352 Contractor Name: Coastland Civil Engineering, Inc. Contractor's Contact: Heidi Utterback Contact's Email: utterback@coastlandcivil.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT DATE Check/Initial 1 Project Manager a. Email PINS Introductory Notice to Contractor Click here to ❑ enter a date. b. Email contract (in Word) and attachments to City 12/17/2020 Attorney c/o Laraine.Gittens@cityofsanrafael.org ❑X IKK 2 City Attorney a. Review, revise, and comment on draft agreement 12/17/2020 ❑X LG and return to Project Manager 12/17/2020 ❑X LG b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor 3 Department Director Approval of final agreement form to send to 12/22/2020 ❑X BG contractor 4 Project Manager Forward three (3) originals of final agreement to 1/4/2021 ❑X IKK contractor for their signature 5 Project Manager When necessary, contractor -signed agreement ❑X N/A agendized for City Council approval * *City Council approval required for Professional Services ❑X IKK Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 Click here to Date of City Council approval enter a date. PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City 1/7/2021 IKK Attorney with printed copy of this routing form 7 City Attorney Review and approve hard copy of signed (`�3%Z� 6 agreement I 8 City Attorney Review and approve insurance in PINS , and bonds n / j(J� (for Public Works Contracts)/!13/ZOZI 9 City Manager/ Mayor Agreement executed by City Council authorized l // Y/ City Clerk official 10 Attest signatures, retains original agreement and forwards copies to Project Manager ��