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HomeMy WebLinkAboutPW Third Street Rehabilitation ProjectAGREEMENT 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 Revised 1/29/2020 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 Revised 1/29/2020 "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 Revised 1/29/2020 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 Revised 1/29/2020 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 Revised 1/29/2020 (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. 0 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 0 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. 0 �pXA RAFq�! 1 A 2 �'T Y WITH t' 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 SG Extension: 3352 Contractor Name: Coastland Civil Engineering, Inc. Contractor's Contact: Mike Janet Contact's Email: janet@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 6/8/2021 Attorney c/o Laraine.Gittens@cityofsanrafael.org ©IKK 2 City Attorney a. Review, revise, and comment on draft agreement 6/9/2021 ❑x LG and return to Project Manager 6/9/2021 ❑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 6/9/2021 ❑x BG contractor 4 Project Manager Forward three (3) originals of final agreement to 6/9/2021 ❑X IKK contractor for their signature 5 Project Manager When necessary, contractor -signed agreement ❑ 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 6/21/2021 Date of City Council approval PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City 6/22/2021 IKK Attorney with printed copy of this routing form 7 City Attorney Review and approve hard copy of signed agreement 8 City Attorney Review and approve insurance in PINS, and bonds (for Public Works Contracts) 9 City Manager/ Mayor Agreement executed by City Council authorized U official 2 1 , 10 City Clerk Attest signatures, retains original agreement and/ V y forwards copies to Project Manager b