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Home My WebLink AboutPW Master Services Agreement; Task Order No. 22.1 B Street Culvert Repair ProjectCity of San Rafael MASTER CONSULTANT SERVICES AGREEMENT DATED DECEMBER 18, 2019 WITH MARK THOMAS & COMPANY, INC. TASK ORDER NO. 22.1 (Amendment to Task Order No. 22) Structural Discipline B Street Culvert Repair Project Management and Design Contract Amount: $24,640 L THIS AMENDMENT TO TASK ORDER No. 22 is entered into on 6d4-�v el- ey , 20_OL/ between the City of San Rafael, a municipal corporation ("City"), and Mark Thomas & Company, Inc., ("Consultant"). RECITALS A. The City and Consultant have entered into a Master Consultant Services Agreement ("Agreement") dated December 18, 2019 under which Consultant has agreed to perform professional Structural services for the City. B. Pursuant to the Agreement, on August 31, 2020, the City and Consultant entered into "Task Order No. 22" under which Consultant agreed to perform Structural services in connection with City's B Street Culvert Repair project (the "Project"), as specified in Exhibit A attached to and included in Task Order No. 22, for a total not to exceed $31,934. C. City now requires project management, bid support, construction management, and record drawings services for the Project, and the Consultant is willing to provide such services. NOW, THEREFORE, City and Consultant agree to amend Task Order No. 22 as follows: AGREEMENT TO AMEND TASK ORDER NO. 22 1. Section I of Task Order No. 22, entitled "Scope of Services," is hereby amended to include the additional services set forth in Consultant's proposal dated August 10, 2021, attached to this Amendment to Task Order No. 22 as Exhibit A and incorporated herein by reference. 2. Section 2 of Task Order No. 22, entitled "Date of completion; Work hours estimate; Cost estimate and budget; Fee schedule" is hereby amended to include the additional services, work hours estimate, cost estimate and budget set forth in Consultant's proposal dated August 10, 2021, attached to this Amendment to Task Order No. 22 as Exhibit A, for an amount of $24,640, changing the total not to exceed to $56,574. 3. Except as specifically amended herein, all of the other provisions, terns and obligations of Task Order No. 22 dated August 31, 2020 shall remain valid and shall be in full force. Rev. May 2013 City of San Rafael Haster Consultant Services Agreement Task Order 4. Signatures. The parties have executed this Amendment to Task Order No. 22, as of the date first written above. CIT Contents approved: By: Bill Guerin, Public Works Director Reviewed By By: Robert F. Epstein, Cit Attorney Exhibits: CONSULTANT By: Name: Zach SiviRlia Title: President (if Consultant is a corporation, add signature of second corporate officer) Name: R. Matt Brogan Title: Secretary A -- B Street Culvert Repair Contract Amendment - Scope of Work dated August 10, 2021 2 Rev. Jan 2019 LA MARK Exhibit A B Street Culvert Repair ❑ THOMAS City of San Rafael August 10, 2021 CONTRACT AMENDMENT- SCOPE OF WORK Prior phases for the project included project management, data gathering and research, and engineering design. The scope of this amendment request includes: • Continued Project Management • Bid Support • Construction Support • Record Drawings The detailed scope of work for the proposed additional tasks is provided below. A cost proposal for the proposed scope of work is provided as an attachment. TASK 1.0 PROJECT MANANAGEMENT 1.1 Project Management and Meetings Mark Thomas will provide ongoing general project management throughout the duration of the project. This includes preparing contract paperwork, memos, letters and emails, making phone calls, and tracking project issues/action items/decision. Management activities also include preparation of the monthly invoices and progress reports. Billings will be submitted in the form and in sufficient detail to track the project status and contract expenditures as outlined by the City at the beginning of the project. Mark Thomas will attend up to four (4) monthly project coordination meetings via conference call with the City. For the scope of work, Mark Thomas assumes a project duration of 4 months. Task 1 Deliverables.- Monthly eliverables: Monthly Invoices and Progress Reports • Monthly Project Coordination Meetings (Up to 4) TASK 2.0 BID SUPPORT 2.1 Bid Support Mark Thomas will incorporate the City's comments on the 90% submittal into the 100% bid ready plans, project specifications and estimate (PS&E). Mark Thomas will submit the 100% PS&E for the City to use in advertising and constructing the project. We assume the City will be responsible for plan reproduction for bidding and construction. Mark Thomas will assist the City during the bidding process. The work may include answering bid inquiries from prospective bidders, attending pre-bid meetings, and preparing addenda to the PS&E documents during the advertisement period. Task 2 Deliverables.- 100% eliverables: 100% Bid ready Plans, Project Specifications, and Estimate • Plans in AutoCAD and specs in MS Word LIZ MARK THOMAS TASK 3.0 CONSTRUCTION SUPPORT SERVICES B Street Culvert Repair City of San Rafael August 10, 2021 3.1 Construction Support This task assumes that the City will perform the construction management in- house with construction managers possessing qualifications that include past experience with public works projects. The construction manager will be responsible for managing the project through construction including overseeing the Contractor and day- to- day construction activities and inspection. During the construction phase, Mark Thomas will work with the Resident Engineer (RE) that is provided by the City to assist and advise the RE in order to minimize construction conflicts and to expedite project completion. Mark Thomas will prepare Contract Change Order (CCO) plans, respond to Request for Information (RFIs) and review shop drawings, if necessary. For this scope of work, a budget has been specified. After the budget is exhausted, the assistance will be on a time and materials basis. TASK 4.0 RECORD DRAWINGS 4.1 Record Drawings Mark Thomas will prepare record drawings based on the red -lined as -built drawings submitted by the construction manager after completion of construction. Task 4 Deliverables: Record Drawings COMPENSATION Based on the attached Fee Proposal, the total contract budget will be increased by $24,640 from $31,934 to $56,574. Budgets for design tasks may be redistributed as needed. Invoices will be submitted monthly on a time and materials basis. EXCLUSIONS AND CONDITIONS Unless specifically described above, additional task may be completed for an additional fee to be negotiated upon receipt of written approval from the City. Optional tasks that may be included in the scope of work include: • Preparation of an RE file. Conducting construction surveys and providing construction staking. • Geotechnical services during construction. C9�� COST PROPOSAL FOR PROJECT SCOPE: San Rafael- B Street Culvert Repair (Bid/Construction Support) 8/10/2021 L��A MARK THOMAS C C iv _ ` C ► 2 'O 0 c W0 Total a 0 Wani at, Hours $242 $200 $147 $147 $165 $154 Total MT Cost 1.0 PROJECT MANAGEMENT 1.1 Project Management 6 4 4 6 20 $3,836 Subtotal Phase 1 6 4 0 0 4 6 20 $3,836 2.0 BID SUPPORT 2.1 Bid Support 4 24 16 44 $8,120 Subtotal Phase 2 4 24 16 0 0 0 44 $8,120 3.0 CONSTRUCTION SUPPORT SERVICES 3.1 Construction Support 4 36 12 52 $9,932 Subtotal Phase 3 4 36 12 0 0 0 52 $9,932 4.0 RECORD DRAWINGS 4.1 Record Drawings 2 4 12 18 $2,752 Subtotal Phase 4 0 2 41 12 01 01 18 $2,752 TOTAL HOURS 141 661 321 121 41 61 134 OTHER DIRECT COSTS I I I I I I I$0 TOTAL COST 1 $3,3881 $13,2001 $4,7041 $1,764 $660 $92 $24,640 8/10/2021 50' RAFq�I �1 y 2 � �O C,rrVVITH p`l`y 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 AR Extension: 3352 Contractor Name: Mark Thomas & Company, Inc. Contractor's Contact: Victor Sherby Contact's Email: vsherby@markthomas.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 8/18/2021 Attorney c/o Laraine.Gittens@cityofsanrafael.org Nx IKK 2 City Attorney a. Review, revise, and comment on draft agreement 8/19/2021 ❑X LG and return to Project Manager 8/19/2021 Nx 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 8/23/2021 NRR contractor 4 Project Manager Forward three (3) originals of final agreement to 8/23/2021 Nx IKK contractor for their signature 5 Project Manager When necessary, contractor -signed agreement ❑x N/A agendized for City Council approval * *City Council approval required for Professional Services ❑X IKK Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 Click here to Date of City Council approval enter a date. PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City 8/31/2021 IKK Attorney with printed copy of this routing form 7 City Attorney Review and approve hard copy of signed % g/30/2DU agreement 8 City Attorney Review and approve insurance in PINS, and bonds (for Public Works Contracts) Is 9 City Manager/ Mayor Agreement executed by City Council authorized t U 0 ' e v� � L"/ L" City Clerk official 10 Attest signatures, retains original agreement and / forwards copies to Project Manager (0 6�