HomeMy WebLinkAboutPW Third Street Rehabilitation - Contract for Construction Management, Inspection, and Material Testing____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: June 21, 2021
Disposition: Resolution 14935
Agenda Item No: 5.g
Meeting Date: June 21, 2021
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: Bill Guerin,
Director of Public Works
City Manager Approval: __________
TOPIC: THIRD STREET REHABILITATION – CONTRACT FOR CONSTRUCTION
MANAGEMENT, INSPECTION, AND MATERIAL TESTING
SUBJECT: A RESOLUTION APPROVING AND AUTHORIZING THE CITY MANAGER TO
EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH COASTLAND
CIVIL ENGINEERING, INC. FOR CONSTRUCTION MANAGEMENT,
INSPECTION, AND MATERIAL TESTING SERVICES ASSOCIATED WITH THE
THIRD STREET REHABILITATION PROJECT, IN AN AMOUNT NOT TO
EXCEED $1,168,300 FUNDED THROUGH GRANTS
RECOMMENDATION:
Adopt a resolution approving and authorizing the City Manager to execute a professional services
agreement with Coastland Engineering, Inc. (Coastland) for construction management,
inspection, and material testing services associated with the Third Street Rehabilitation project,
in an amount not to exceed $1,168,300.
BACKGROUND: In 2004, the Transportation Authority of Marin (TAM) established the Measure
A Expenditure Plan (Plan), a voter-approved sales tax providing funds for major roadway projects
in Marin County. Plan projects were prioritized based on roadway condition, traffic volumes, transit
frequency, and existing bicycle and pedestrian access. Approximately $12.9 million in Measure A
funds has been allocated from TAM for design and construction of the Third Street Rehabilitation
project. The construction funding was authorized by the TAM Board of Commissioners on May
27, 2021, after the City Council adopted a resolution on May 3, 2021 accepting the Third Street
Rehabilitation project and directing staff to request funding.
Third Street, from Miracle Mile to Union Street will have roadway, pedestrian, and bicycle
improvements, including but not limited to, street resurfacing, curb ramps, sidewalk, raised
intersections through the downtown core, storm drains, traffic signal upgrades, bulb-outs for
improved pedestrian visibility, narrowing travel lanes, adding trees, and reconfiguring the roadway
between West Street and Shaver Street to allow room for an eight-foot-wide Class IV cycle track
on the south side of Second Street with a dedicated sidewalk for pedestrians.
In addition, the Rehabilitation project will be a joint effort with Marin Municipal Water District
(MMWD) and San Rafael Sanitation District (SRSD) for pipeline replacement work. Combining
these three projects into one will provide a cost savings for all parties by sharing construction
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
management resources, improving coordination among different types of work, reducing
construction impacts to the public, and consolidating the overall project timeline for residents and
businesses.
More information about the project, including prior meetings, timeline, and design details can be
found on the City of San Rafael website. Key prior City Council meetings included the feasibility
report, presented to the City Council at the June 3, 2019 meeting and an Informational Report
with design updates on November 2, 2020 that reviewed feedback received from the public.
ANALYSIS: On April 29, 2021, Public Works received five proposals from qualified firms.
Proposals were evaluated by City staff based on criteria specified in the RFP including, but not
limited to, understanding of the Scope of Work, previous experience with similar projects, qualified
personnel, and familiarity with City procedures for project delivery.
On May 11, 2021, the five proposing firms were interviewed by panel members consisting of the
City and San Rafael Sanitation District staff as well as the project manager from CSW/Stuber-
Stroeh Engineering Group, Inc, who is the design consultant for the project. The panel members
found Coastland as the most qualified consultant for this project. After successful negotiations,
Coastland submitted a revised scope and fee proposal to perform the construction management,
inspection, and material testing services for a sum of $1,168,300, which was found to be complete
and within industry standards.
FISCAL IMPACT: The consultant’s fee of $1,168,300 is being funded by TAM Measure A/AA
grant funds.
OPTIONS: The City Council has the following options to consider relating to this matter:
1. Adopt a resolution authorizing the City Manager to execute a professional services
agreement with Coastland.
2. Do not accept the proposal from Coastland and provide further direction to staff.
RECOMMENDED ACTION: Adopt a resolution approving and authorizing the City Manager to
execute a professional services agreement with Coastland Engineering, Inc. for construction
management, inspection, and material testing services associated with the Third Street
Rehabilitation project, in an amount not to exceed $1,168,300.
ATTACHMENT:
1. Resolution
2. Draft Agreement with Exhibit A (Proposal)
RESOLUTION NO. 14935
A RESOLUTION OF THE SAN RAFAEL CITY COUNCIL APPROVING AND AUTHORIZING
THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH
COASTLAND CIVIL ENGINEERING, INC. FOR CONSTRUCTION MANAGEMENT,
INSPECTION, AND MATERIAL TESTING SERVICES ASSOCIATED WITH THE THIRD
STREET REHABILITATION PROJECT, IN AN AMOUNT NOT TO EXCEED $1,168,300,
FUNDED THROUGH GRANTS
WHEREAS, the City desires to implement safety improvements along the Third Street
corridor from Miracle Mile to Union Street; and
WHEREAS, the City was allocated Measure A funding through the Transportation
Authority of Marin (TAM) for the Third Street Rehabilitation project; and
WHEREAS, the City has conducted significant public outreach and refined the project
design accordingly; and
WHEREAS, the City requires outside professional assistance for the construction
management, inspection, and material testing services associated with the aforementioned
project; and
WHEREAS, in response to the request for proposals (RFP), the Department of Public
Works received five proposals and conducted team interviews; and
WHEREAS, staff has reviewed the proposal and identified Coastland Engineering, Inc.
to be the most qualified firm; and
WHEREAS, Coastland Engineering, Inc.’s proposal in the amount of $1,168,300 was
found to be complete and within industry standards;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
RESOLVES as follows:
1. The City Council hereby approves and authorizes the City Manager to execute a
Professional Services Agreement with Coastland Engineering, Inc. for construction
management, inspection, and material testing services associated with the Third Street
Rehabilitation Project in the amount not to exceed $1,168,300 in the form attached to the
Staff Report to the City Council for this matter, subject to final approval as to form by the
City Attorney.
2. Funds totaling $1,168,300 will be appropriated for this project from the Measure A
allocation.
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 Monday, the 21st day of June 2021, by the following vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Kertz, Llorens Gulati & Mayor Kate
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: Hill
LINDSAY LARA, City Clerk
AGREEMENT FOR PROFESSIONAL SERVICES
FOR THE THIRD STREET REHABILITATION PROJECT
This Agreement is made and entered into this 04-7 day of ,%LLhL , 20—vY, by
and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and COASTLAND CIVIL
ENGINEERING, INC. (hereinafter "CONSULTANT").
RECITALS
WHEREAS, the CITY has determined that professional construction management,
inspection, and material testing services are required for the Third Street Rehabilitation Project (City
Project No. 11315); 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. Shawn Graf 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. Mike Janet 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 services as outlined in the
CONSULTANT'S proposal dated June 4, 2021, marked as Exhibit A, attached hereto, and
incorporated herein.
3. DUTIES OF CITY.
CITY shall pay the compensation as provided in Paragraph 4, and perform the duties as
described in Exhibit A.
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 in accordance with the rates
shown in Exhibit A, in an amount not to exceed $1,168,300.
Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices
submitted by CONSULTANT.
TERM OF AGREEMENT.
The term of this Agreement shall be for two (2) year(s) and commence upon the date of the
execution of the agreement. Upon mutual agreement of the parties, and subject to the approval of the
City Manager the term of this Agreement may be extended for an additional period of up to two (2)
year(s).
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 tennination, 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 tennination.
7. OWNERSHIP OF DOCUMENTS.
The written documents and materials prepared by the CONSULTANT in connection with
the performance of its duties under this Agreement, shall be the sole property of CITY. CITY may
use said property for any purpose, including projects not contemplated by this Agreement.
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
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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 term 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, CONSULTANT shall 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 or worker's compensation
insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers,
agents, employees, and volunteers, as additional insureds (for both ongoing and completed
operations) 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
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"primary and noncontributory" coverage in CONSULTANT'S policies shall be at least as broad as
ISO form CG20 0104 13.
3. Except for professional
insurance, the insurance policies shall include,
contractual liability and personal injury.
liability insurance or worker's compensation
in their text or by endorsement, coverage for
4. By execution of this Agreement, CONSULTANT hereby grants to CITY
a waiver of any right to subrogation which any insurer of CONSULTANT may acquire against
CITY by virtue of the payment of any loss under such insurance. CONSULTANT 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. No representation is made that the minimum
Insurance requirements of this agreement are sufficient to cover the obligations of the
CONSULTANT under this agreement.
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
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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
Revised 112912020
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 and 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 terns 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:
16. INDEPENDENT CONTRACTOR.
Shawn Graf
City of San Rafael
111 Morphew Street
San Rafael, CA 94901
Mike Janet
Coastland Engineer, Inc.
1400 Neotomas Avenue
Santa Rosa, CA 95405
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
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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 terms 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
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(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 by electronic signature and 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
JIM S",- City ana er
ATTEST:
A A&44444.
lk LINDSAY LARA, City Clerk
Revised 1/2912020
CONSULTANT
By:
Name: John Wanger
Title: CEO
[if CONSULTANT is a corporation, add signature of
second corporate officer]
:,
APPROVED AS TO FORM: Name: Paul W. Wade
Title: CFO
l ROBERT F. EPSTEIN, City ttorney
Revised 1/29/2020
EXHIBIT A
C OAS T E L A P S
ND
CIVIL ENGINEERING - CONSTRUCTION MANAGEMT - BUILDING DEERVICES
June 4, 2021
April Miller, Senior Civil Engineer
Public Works Department
City of San Rafael
111 Morphew Street
San Rafael, CA 94901
Re: Proposal for Construction Management, Inspection and Materials Testing Services for the
Third Street Rehabilitation Project
Dear April:
Coastland Civil Engineering (Coastland) is very happy to provide Resident Engineer and Inspection services
for the Third Street Rehabilitation Project (Project).
PROJECT UNDERSTANDING
The Project presents an opportunity to improve the traffic flow capacity and pedestrian safety on one of the
City of San Rafael's (City) most congested roadways. This will require extensive knowledge and experience
of the pavement rehabilitation process; construction impacts to traffic and how this will affect the City and
community. Public outreach will play a key role in ensuring the project progresses smoothly with as little
disruption to the community as possible. The consultant team should be able to offer a cohesive and efficient
approach to the project and serve as the City's representative and advocate. We believe this knowledge,
experience and uncommon partnership can only be presented by a local team with a long-term, positive
track record serving the North Bay that knows the project area and is familiar with existing conditions.
SCOPE OF WORK
Coastland's overall approach to performing Construction Management and Inspection focuses on teaming
with City forces to produce a high quality, cost effective project. We will manage the project in accordance
with Federal requirements and follow the filing method and criteria of the LAPM. Our Resident Engineer and
Inspector will keep the City informed regarding costs, changes, public relations, and construction progress.
We will coordinate closely with the City, MMWD, San Rafael Sanitation District and the property owners for
the entire project duration. From the onset of the project, we will establish the lines of communication and
decision-making roles with all Project stakeholders. Based on our understanding of the Project, our scope
of services is as listed in Attachment A.
PROJECT STAFFING
Matt Vail, PE, will act as the Resident Engineer; DeWayne White, acting as the Inspector; and Mike Janet
will be Principal in charge. Mike can be reached via email (ianet(Qcoastlandcivil.com) or the Santa Rosa
office phone number listed below. We are including as part of our team two subconsultants. RGH Consultants
will provide materials testing and inspection services. AIM Consulting will provide public outreach and
communications services.
WORK ESTIMATE
Based on the Scope of Work as noted above, we have prepared a comprehensive budget that identifies staffing
rates, total hours, costs per task, and direct expenses. Inspector rates are in compliance with current California
General Prevailing Wage Rate Determinations.
We propose to provide our services on a time -and -materials basis with a not -to -exceed amount. Our proposal
is based on a project duration of 300 working days and part-time Resident Engineer as outlined in our work
estimate. We are providing full-time inspection at 40 hours per week and estimating inspector overtime at 150
hours for typical overrun.
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.coastiandcivii.com
Our proposal also includes attending meetings, project closeout, and vehicle costs. Based on these items, we
estimate the not -to -exceed fee to be $1,168,300 (see attached Work Estimate). If the contract time extends
beyond 300 working days, or the scope or level of services change, our costs may also increase. Similarly, if
the contract time is reduced, charges will decrease accordingly.
Coastland is registered as a contractor with the Department of Industrial Relations and abides by all prevailing
wage requirements.
Our team is enthusiastic about working with the City on this project. As CEO of Coastland, I am authorized to
sign contracts on behalf of the company. We accept the City's standard Professional Services Agreement form.
I can be reached at wanger(@coastlandcivil.com or the phone number listed below. This proposal shall remain
a firm offer for 90 days. We look forward to hearing from you.
Sincerely,
John Wanger, PE
Principal
Mike Janet
Construction Services Manager
ATTACHMENT A
Pre -Construction
Task 1 — Constructability Review
Coastland's Construction Manager (CM), Resident Engineer (RE) and the Lead
Inspector will review the 100% Design drawings. The review will look for missing
information, conflicting details, and the overall constructability of the design documents.
Coastland will also look for construction sequencing and schedule opportunities and will
review and comment on the work constraints.
Task 2 — Project Bidding
Coastland will conduct a pre-bid site visit for the bidders, assist in preparing responses
to bidder's questions and the issuance of addendum, and participate in the bid opening
process. Coastland will assist the City in reviewing the bids, create a bid tabulation,
review bids for completeness and provide recommendation for award to the responsive
and responsible low bidder.
Construction Phase
Task 1 — Pre -Construction Meeting
Immediately following the Notice to Proceed, our Construction Manager will schedule
and administer the pre -construction meeting. During this meeting we will establish lines
of communication and decision-making roles with all project stakeholders. We will also
discuss safety requirements, responsibilities of the project team members, working
hours, quality control procedures, submittal requirements, project schedule, change
order and potential claim procedures, and safety procedures.
Coastland will be responsible for generating pre -construction meeting invitations
including the meeting agenda. Agenda items include lines of communication, public
relations, safety, submittals, change procedures, payments, progress schedules,
contract time, requests for information, and other applicable items. Coastland will
prepare and distribute meeting minutes to all parties.
Following the pre -construction meeting, Coastland will continue to work with the City
team, contractor, and Coastland's design team to ensure that all project issues are
addressed promptly and that the City's best interests are considered at all times.
Task 2 — Pre -Construction Site Visit and Documentation
Coastland will take pre -construction digital photos of the construction site with special
attention given to sensitive areas including any private residences and businesses
adjacent to the project. Documenting the site prior to construction will help mitigate
possible disputes between the City, contractor, and property owners within or adjacent
to the project limits. These photos will be logged and filed with the project files.
Task 3 — Project Start -Up
Coastland will assemble project files in accordance with the City's standard format.
Coastland utilizes a centralized system for document control to create, store, organize,
track, and link all project information. Our digital record-keeping will ensure the
constant flow of documentation to a form that quickly and easily identifies trends and
critical issues and will help keep the project moving as it helps document the work.
Task 4 - Daily Field Inspections and Documentation
A critical aspect of our services is maintaining close communication with City staff to
ensure scheduling goals are met. To help maintain close communication, Coastland's
inspector will be accessible to the City at all times at the project site and through the use
of email and cellular phones. Coastland's on-site inspector will examine all construction
activities to ensure that the contract work adheres to the contract documents, City
standards and the established schedule.
We will maintain records and provide documentation of the work in the form of daily
reports, weekly summary of construction activities, deficiency lists, and progress
photographs of construction activities. Daily reports will describe the contractor's level
of effort, specific work being done, started, or finished, and relevant points raised by the
contractor that may require consideration and response. We also document proposed
change orders and claims, important conversations, safety issues or accidents, extra
work in progress, materials testing performed, information for "as -built" drawings,
quantities for progress payments, environmental concerns, and hazardous materials.
Coastland will provide a digital photo logbook of construction activities, progress, and
areas of concern or interest. The photo log will be compiled on a portable storage
device (USB drive) and will identify the location and date of each photo. The log will be
maintained through the duration of the project to assure continuity from one week to the
next and will be submitted to the City at the close of the project.
Coastland will continually review the specifications and plans to ensure the work is of
good quality and meets the requirements of the contract documents. Coastland will
immediately report any deviation from the approved contract documents.
Our inspector will identify actual and potential problems and provide solutions. We will
maintain daily documentation and resolve issues by proposing field changes and avoid
any delays.
Our inspector will review the Contractor's traffic control plan to make certain that access
is maintained during construction.
In summary, our Inspector's responsibilities include:
Represent the City in ensuring that the terms of the construction contract are
followed throughout the term of the project.
Participate in regular meetings called by the Construction Manager.
Protect the interest of the City.
Daily inspection of the contractor's work for conformance to the contract documents,
codes, regulations, and City standards.
Prepare and submit daily inspection reports that document all job site activities.
Serve as a daily contact for the contractor as to performance of the construction.
Respond promptly to City requests.
13 Verify construction material quantities.
13 Monitor traffic control procedures.
11 Distribute notifications to impacted public regarding the status of construction.
13 Document construction activities with photographs and maintain a photo log.
Respond to calls from the public promptly and log any complaints in a timely
manner.
Work overtime as needed to assure presence on site during all construction
activities.
n Document and maintain complete field files containing construction period
correspondences, changes, discussions with contractor, memos, reports, and other
pertinent items.
Task 41b — Special Inspection and Material Testing
Coastland will partner with RGH Consultants to provide material testing services.
• Asphalt Pavement Section Testing:
RGH will perform intermittent site visits to test compaction of exposed aggregate
base rock and new asphalt placed. Additionally, we anticipate the work will take
place during the evening hours when traffic loads are light.
• Asphalt Laboratory Testing:
RGH will collect samples of the asphalt utilized during construction to perform
laboratory testing. Laboratory tests will include specific gravity, CT 309;
stabilometer value (S -value), CT 366; asphalt content, CT 382; and sieve
analysis, CT 202. We anticipate performing a suite of tests per day of asphalt
placement.
• Concrete Sampling and Testing:
RGH will collect concrete samples (cylinders) and perform compressive strength
tests.
• Other geotechnical items as needed.
Task 5 — Progress Meetings
Coastland will conduct weekly coordination and progress meetings to focus on
completed and upcoming work, any construction delays, schedule updates, proposed
changes, change orders, contractor's questions, public relations, safety, and other
concerns that are identified by a project team member. We will work to foster honest,
open communication at these weekly meetings which will help in timely resolution of any
disputes and/or potential claims.
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Task 6 — Status Reports and Documentation
Task 6a — Reports
Complete and accurate record keeping will be an essential component of this project.
We will ensure project documents and certified payroll are complete and correct sub-
contractors are used. We will keep the City informed and document all construction
issues with the following:
13 Weekly Statement of Working Days
13 Progress Meeting Minutes
13 Field Directive Log
13 Change order tracking
13 Regular phone calls and e-mails
Task 6b — Submittal Management
Coastland will coordinate all submittals and monitor the status of the submittals to
assure the contractor provides timely response. At the pre -construction conference, we
will provide the contractor with a log of all required submittals and due dates.
Submittals will be stamped, logged, and distributed to the designer for complete review
and approval. Submittals will be filed numerically, and approved copies will be
distributed to the City, project members, and the contractor.
Task 6c — Requests for Information (RFI)
Coastland will receive and log all Requests for Information (RFI's) from the contractor
and forward the RFI to the designer. Coastland will track the status of all RFI's by
generating a weekly RFI log that lists the "Balkin-court" status, description, and if an RFI
results in a potential change order.
Task 6d — Change Order Management
In the event that a change order is required, Coastland will negotiate the changes with
the contractor and prepare documentation. All changes will be approved by the
contractor, Coastland, and the City prior to starting work on the change. With the City's
approval, Coastland can negotiate with the contractor to produce the best construction
method for the change at the lowest cost. If a change order requires input from the
design engineer, our Construction Manager will coordinate with them to ensure it is
reviewed. A Change Order Log will be created that will show Change Order number,
description, status, approved date, start and completion dates and cost.
Task 7 — Construction Engineering/Management
Our goal is to ensure that construction and contract administration are performed in
compliance with City requirements and standards, and the project plans and
specifications. To accomplish this goal, our Construction Manager will manage the day-
to-day construction activities with the contractor. He will be accessible to the City at all
times. The Construction Manager will be responsible for keeping the City informed of
the progress of the project, changes that may be needed, pay estimate input and
releasing information to the public. In addition, our Construction Manager will complete
all contract administration documentation in a timely, accurate and orderly fashion.
In summary, our Construction Manager's responsibilities include:
Continuous communication and coordination with the contractor through regular
progress meetings.
Review and routing of project submittals and RFIs.
a Prepare project pay estimates and maintain records associated with the project's
federal funding requirements.
Accept work performed or, if work is rejected, work with contractor to correct
construction errors.
Prepare and approve Contract Change Orders.
Provide claims management.
Monitor permit and environmental compliance.
Confirm labor compliance.
Develop a project punch list and make recommendations for project acceptance.
13 Prepare As -Built plans.
13 Maintain an up-to-date construction file containing all records associated with the
construction of the project.
Task 8 — Cost and Schedule Management
Coastland will continually review the construction progress and perform field
measurements and quantity calculations. Each month, Coastland will provide accurate
calculations for all work items completed and accepted to provide progress payment
recommendations to the City. Coastland will review the contractor's progress pay
estimate request and schedule of values to assess if they are reasonable and will
compare this to the field measurements and quantity calculations. We will continually
monitor project costs and keep the City informed regularly.
Coastland will review the contractor's construction schedule for accuracy,
reasonableness, and will verify that it meets the project schedule, order of work, and
contract requirements. Progress schedules will be reviewed weekly to ensure the
contractor is meeting the critical dates. If the contractor fails to meet critical dates, it will
immediately be brought to his attention and remedies to get back on schedule will be
accomplished. Schedule updates may be required once a month or more. We will
negotiate any time extensions for the contractor due to change orders, weather, or other
delays. Coastland will also maintain an as -built progress schedule.
Task 9 - Public Relations and Notifications
Coastland will ensure every effort is made to keep residents and businesses informed of
construction progress and minimize disruptions due to limited access and excessive
noise. Our Construction Manager will proactively meet with property owners prior to
and during construction to address any concerns from those affected by the project.
We will monitor traffic control and flagging procedures to ensure construction proceeds
smoothly and public impact is minimized. There may be traffic delays during peak traffic
periods. Accordingly, we will keep all residents and businesses informed on
construction status and impacts through the use of message boards and notification
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letters. Our Construction Manager will also make introductions to the affected
properties and provide his 24-hour contact phone number as appropriate. Coastland
will ensure that Contractor provides advanced notice to residents and businesses, as
required by the specifications, regarding roadwork and lane closures.
Coastland will log and respond to questions and concerns from the public in a timely
manner and will record the contractor's activities as they relate to public safety and
public convenience.
Additionally, our inspector will accurately document pre -construction conditions with a
photo log to verify the project area is restored to its original form following construction.
Our subconsultant AIM will also provide public outreach services including developing
and maintaining a stakeholder database throughout the project's duration. Other
deliverables will include:
• Project Hotline and Email
• Webpage Development and Update
• Communication Collateral and Handouts
• Public Information and Direct Mail Notifications
Task 11 — Utility Coordination
Coastland will focus on coordinating with the contractor and utility owners to identify and
resolve potential utility conflict in advance of the work.
Task 12 — Post -Construction Meeting
Following completion of the work, Coastland will organize and conduct the post -
construction meeting. The meeting will document all requirements necessary for final
closeout and payment and confirm all contract obligations have been met.
Recommendations for improvement will be made and incorporated into future projects.
The results of the meeting will be summarized in meeting minutes.
Task 13 — Project Closeout
Coastland will verify completion of punch list items, issue notice of completion, prepare
recommendations for final acceptance of the project, review as-builts for accuracy and
completeness, prepare and recommend final payment, and transmit all construction
documentation to the City. At the completion of the project, we will provide the City with
the following:
• All contract files and records (hard & electronic files)
Annotated journal of photos and CD of digital photos
As -built project schedule
OPTIONAL TASKS
If requested by the City, conflict resolution & claim management can be added under an
amendment on a Time & Materials basis.
rM
WORK ESTIMATE
Third Street Rehabilitation Project
PROPOSAL FOR CM
& INSPECTION SERVICES
City of San Rafael
TASK INFORMATION
HOURS AND COST'INFORMATION
Task No.cM
(0-11a,d Task Information
mde
$/70
teed Inspector Inspector
Inspect OT
$145 $145 $2M
Admin
$as
Direct
cans
Total
Hours
Total Costs
Comments
Pre-Constir on Phase
1
Constructability,Review
60
40
100
518,000
90%Design Renew
2
Project Bidding
20
10
30
S4,850
Bidders Questions and Bid E%duat on
Construction Phase
1
Pre -Construction Meeting
8
4
4
16
52180
Agendas I conduct meet ng
2
Site Visit & Documentation
6
20
a
36
54,940
Job walk I photosweet with City
3
Project Start -Up
24
8
10
42
56,090
Assemble filing I C1.1 program
4
Daily Field inspections & Documentation
1,800 1,200
180
3,180
$450,300
Based on 300 waking days
4a
Overtime Inspection
150
150
530,450
Typical -mms for paring project
4b
Special Inspection
230,000
5230.000
RGH Consulting
5
Progress Meetings/Other Mtgs
120
60
120
300
539,300
Assume attendance C 60 mtgs (CM & Inspector)
6
Status Reports & Documentation
120
60
40
220
532,500
Raniew progress/documentation
6a
Reports
48
48
24
120
517,160
Status /Daly Updates to City
6b
Submittal Management
80
40
60
200
526,200
Based on 40 submittals
6c
Requests For Information
BO
40
80
200
526,200
Based on 40 RFre
6d
Change Order Management
48
24
24
96
513,680
Based on 12 change ceders
7
Construction Management
350
120
470
569,700
8
Cost and Schedule Management
48
24
32
104
$14,360
Based on to monthly payments & CPM updates
9
Public Relations & Outreach
120
120
200
528,750
440
583,550
Notices/meeting/caordination etc
10
Conflict Resolution & Claim Management
0
Prodded on a time and materials bass r required
11
Utility Coordination
40
80
24
144
520,440
Coodinalion/spdinspecton
12
Post Construction Meeting
6
2
6
14
51,820
walk through
13
Project Closeout
20
20
8
48
56,980
Astullts I Bes
Photographs & video
5100
5100
Vehicle/Equipment expenses
571,400
S71,400
4200 hours k S17/hr- $71,400
Total Hours
1200
2,400 1200 150
960
5,910
TOTAL
5204,000
5348,000 5174,000 530,450
581,600
5330,250
$1,168,300
NOTES: Coastland reserves the right to adjust estimated hours should the Contractor schedule additional crews or overtime work.
1 Based on 300 working days for Cosbuction
2 Based on 411 tine inspection at 40 haus per week and 20 hours a week for a second inspector. 150 hours (0.5 hours per day) of rnertime have been included br typical mertuns
3 Based on part Bme Resident Engineer a121) hours perweek. Project Administration at 16 hours per week.
4 Based on an estMated number of RFrs. change orders and submittals shone abote.
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