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HomeMy WebLinkAboutPW Master Services Agreement; Task Order No. 65 Pro Center Parkway Sidewalk Gap ClosureCity of San Rafael MASTER CONSULTANTERV CES AGREEMENT DATED r�— WITH QUINCY 9NGIAEERING, INC. TASK ORDER NO. 65 Civil Discipline Project title: Professional Center Parkway Sidewalk Gap Closure Contract Amount: $42,536.19 THIS TASK ORDER is entered into on 202,gbetween the City of San Rafael, a municipal corporation ("City"), and Quincy trigineering, Inc., ("Consultant"). RECITALS A. The City and Consultant have entered into a Master Consultant Services Agreement ("Agreement") dated September 21, 2021 under which Consultant has agreed to perform certain professional consulting services for the City; and B. Pursuant to the terms of the Agreement, the City wishes Consultant to perform certain tasks as set forth in this Task Order, which constitute the Project; NOW, THEREFORE, City and Consultant agree as follows: AGREEMENT 1. Scope of services. Consultant shall provide any and all of the services set forth in Exhibit A of this Task Order, dated December 3, 2021, as directed by the City. Andrew Mitchell shall be the Project Manager for Consultant for this Task Order. Additional professional services may be performed by other Consultant staff with prior notice and approval by City. a. City's duties. The City will: (1) Determine the scope of services, as set forth in Exhibit A. (2) Make available the project plans and specifications and other City data related to the project, including full information as to the City's requirements. (3) Designate Alysia Reyes as the person at the City responsible for monitoring performance under this Task Order. b.Consultant duties. The Consultant will: (1) Provide and perform tasks identified in Exhibit A, Scope of Services. (2) Provide miscellaneous consulting and other services related to the Project and not stipulated elsewhere in this Task Order, when requested by the City in writing. A Task Order Amendment is required if these additional services cannot be performed within the Task Order budget. Rev. May 2021 City of San Rafael Master Consultant Services Agreement Task Order 2. Date of completion; Work hours estimate: Cost estimate and budget: Fee schedule. With regard to each project given to Consultant that is subject to this Task Order, the time of completion, work hours estimate, cost estimate and budget and fee schedule are set forth in Exhibit A to this Task Order. Authorization to proceed. The City will give Consultant authorization to proceed with the work specified in this Task Order only after Consultant submits updated insurance certificates and endorsements, in accordance with Section 10 of the Agreement. 4. Master Agreement terms; Conflicts. Except as expressly otherwise provided herein, all terms of the Agreement shal l apply to Consultant in the performance of work pursuant to this Task Order. If there is a conflict between this Task Order and the Agreement, this Task Order shall control. Amendment of Task Order: Conflicts. Except as provided in Section 1(b)(2) above, this Task Order may not be modified except by an Amended Task Order executed and approved in the same manner as the Task Order, 5. Signatures. The parties have executed this Task Order, as of the date first written above. 2 Rev. May 2021 City of San Rafael Master Consultant Services Agreement Task Order CIT LM Contents approved: By: �GCQit�.�L Bill uerin, Public Works Director Reviewed By By: L. a 67) Robert F. Epstein, Cio Attorney CONSULTANT By: Name: Title: (if Consultant is a corporation, add signature of second corporate officer) By: Name: Title: Exhibits: A Scope of work dated December 3, 2021, time of completion, work hours estimate, cost estimate and budget, and fee schedule (Consultant's current hourly rate) 3 Rev. May 2021 City of San Rafael Master Consultant Services Agreement Task Order CITY OF SAN RAFAEL Jim Schutz, City Manager Contents approved: Bill Guerin, Public Works Director Reviewed By By: Robert F. Epstein, City Attorney CON ULTAN By Name: Jason Jurrens, PE Title: CA Regional Manager (if Consultant is a corporation, add signature of second corporate officer) By.ter' _�. Name: Shawn Goodpaster Title: Secretary Exhibits: A Scope of work dated December 3, 2021, time of completion, work hours estimate, cost estimate and budget, and fee schedule (Consultant's current hourly rate) 3 Rev. May 2021 rolQUINCY ExhibitA mW ENGINEERING December 3, 2021 April Miller, P.E. Assistant Public Works Director/ City Engineer City of San Rafael Department of Public Works 111 Morphew Street San Rafael, CA 94901 Re: Scope of Work and Fee Proposal for Professional Center Parkway Gap Closure Project Dear April Miller: Thank you for the opportunity to provide this Scope and Budget for the Professional Center Parkway Gap Closure Project. As discussed with City staff, the City of San Rafael desires to survey Professional Center Parkway and determine the limits of public right-of-way. Depending on the adequacy of right-of- way, the City would like to construct sidewalk, filling in gaps of the pedestrian infrastructure at five segments along the south side of Professional Center Parkway. Work included in this Scope and Budget would bring potential design to the 30% level. Our Scope of Work is based on the scope we discussed at the meeting with you on October 29, 2021, as well as additional information provided to us prior to the meeting. The cost to complete the Scope items outlined in the attachment shall not exceed $42,536.19 and will be billed on a time and materials basis pursuant to our approved Quincy services agreement with the City of San Rafael. Again, thank you for this opportunity and please let us know if there is anything regarding this Scope and Budget you would like to discuss. Sincerely, Quincy Engineering, Inc. Andrew Mitchell, P.E. Project Manager developing YOUR vision delivering YOUR project rIQUNNCYENGIEERING SCOPE OF WORK GENERAL DESCRIPTION OF WORK the City of San Rafael desires to survey Professional Center Parkway and determine the limits of public right-of-way. Depending on the adequacy of right-of-way, the City would like to construct sidewalk, filling in gaps of the pedestrian infrastructure at five segments along the south side of Professional Center Parkway. Work included in this Scope and Budget would bring potential design to the 30% level. WORK PLAN OUTLINE 1. Project Management & Coordination 1.1 Project Management 1.2 City Coordination and Project Review Meetings 2. Field Surveying - Topographic Mapping 2.1 Survey Project Administration 2.2 Research Recorded Map Documents, Pre -Calc for Search Points 2.3 Coordination of Field Crew - Upload of Field Data 2.4 Field Surveying, Collection of Field Data 2.5 ROW Boundary Resolution of Collected Data 2.6 Draft Topographic Base Mapping 2.7 Lodging, Food, Fuel 3. Prepare 30% Plans 3.1 Prepare 30% Roadway Plans 3.2 Prepare 30% Construction Cost Estimate 3.3 Submit 30% Deliverables to City developing YOUiR vision delivering YOUiR project SCOPE OF WORK TASK 1— Project Management and Coordination 1.1 Project Management Quincy's Project Manager, Andrew Mitchell, will be the primary point of contact for the City and will be responsible for the overall Scope, Schedule, and Budget. Project Management work includes, but is not limited to, the following items: • Administer the project • Clarify tasks, deliverables, and update work plan • Ensure conformance with City standards and requirements • Coordinate with City • Update Project Schedule Deliverables: Monthly progress reports. Monthly schedule updates. 1.2 City Coordination and Project Review Meetings Quincy will organize, schedule, and prepare agenda and meeting minutes for the following meetings: 1. Project Progress/Status meeting with City after submittal of survey deliverables 2. 30% design submittal review with City after submittal of 30% deliverables This Scope -of -Services and corresponding fee provides for up to 2 meetings with the City. TASK 2 — Field Surveying - Topographic Mapping 2.1 Survey Project Administration Quincy's Survey Manager, Seth Irish, will oversee and manage the survey tasks. 2.2 Research Recorded Map Documents, Pre -Calc for Search Points Quincy will perform the following Project Research and Survey Control set-up: Survey Datums and Adjustments — A field control and topographic survey of the project area, utilizing the City of San Rafael or County of Marin, vertical benchmark datum and California State Plane Coordinate System, Zone 3 utilizing Continually Operating Reference Stations (CORS) in the area and placing our own control points to be utilized collecting topographic information, collecting street monument locations and boundary tie-in. • Project Survey Control — For this survey, ground control points will be a combination of the primary control points that will be established and by the existing maps of record and supplemented as needed with additional control for the project. Optional Item — Quincy may utilize additional UAS, drone flight information as necessary to review the area for current / updated site conditions. The Site will be checked first to be sure that there no active restrictions for the area by the FAA. 2.3 Coordination of Field Crew - Upload of Field Data 2.4 Field Surveying, Collection of Field Data 2.5 ROW Boundary Resolution of Collected Data 2.6 Draft Topographic Base Mapping 2.7 Lodging, Food, Fuel The following paragraphs pertain to Tasks 2.3 through 2.7: Quincy will prepare from the Field Topographic Survey, a base topographic map for the project design area. Quincy will be utilizing a variety of software packages to extract survey features from point cloud data that we will utilize to create a DTM in Civil3D. Street features to be collected are: ■ Power poles, streetlights and traffic signals, and major signs. • Trees and major specimen plants, with trunk diameters greater than 4" that are between curb and to the area of the Improved Parcel or outside of the edge of pavement, curb line area and within the 15 feet. ■ Above ground utilities including valves, pull -boxes, meters, vaults, sanitary sewer manholes (rim only), storm drain manholes, and catch basins (which will give flowline elevations). • Spot elevations on hardscape features, curb and gutters, sidewalk, driveways, and handicap ramps. • Pavement areas including the roadway surface, lip of gutter or edge of gutter pan and flow line of gutters and cross gutters. • Roadway surfaces will be surveyed on 33 -foot cross-sections (minimum) or as determined in the field. • Existing Site Improvements for the Parcels indicated on the Southerly of the existing Right of Way by 25 feet. Deliverables: ■ Project Mapping, point information in a comma delineated text format and Survey Control Point information. ■ Civil 3D topographic and digital terrain model (DTM) surface files based In AutoCAD Drawing file Version — 2019. ■ Civil 3D right -of way determination for Professional Center Parkway. TASK 3 — Prepare 30% Plans 3.1 Prepare 30% Roadway Plans Quincy will prepare a 30% design level plan set using the Uniform Construction Standards for All Cities and County of Marin and City of San Rafael standards. An internal review of the plans will be done prior to submittal to the City. The following 30% roadway plan sheets will be submitted: ■ Title Sheet with Location Map (1 Sheet) ■ Typical Sections (1 Sheet) ■ Layouts (showing project area, ROW, property lines) (2 Sheets) ■ Construction Details (showing elevations, potential conflicts, utilities) (5 Sheets) Quincy will create the plan sheets in AutoCAD 3D 2018 format. 3.2 Prepare 30% Construction Cost Estimates Quincy will prepare contract quantities and corresponding construction cost estimates for the 30% submittal. Contract quantities will be developed for each discrete item of work. Caltrans Construction Cost Database or other databases, as directed by the City, will be used to estimate item prices. Project estimates will show individual pay items, quantities, and costs as well as a project cost summary, including appropriate supplemental work items and contingencies. As with the plan set documents, an internal review will be done on the quantities and estimate. 3.3 Submit 30% Deliverables to City The 30% plan will be submitted to the City electronically. Deliverables: • 30% Plans (pdf and dwg format) • 30% estimate (pdf format) ASSUMPTIONS IN SCOPE OF WORK • No right of way acquisition, plats or legal descriptions are required. • City to be responsible for all agreements with other agencies or entities. • City to provide Rights -of -Entry and all Permits for field work. • There are no Federal funds on this project • The 30% plans include the development of a single concept; multiple design alternatives are not anticipated ASSUMED SCHEDULE OF WORK • Notice to Proceed (NTP): January 15th, 2022 • Survey deliverable: March 1st, 2022 (6 weeks from NTP) • 30% plans deliverable: May 1st, 2022 (9 weeks from survey deliverable) U, dw Ll 1111111 Hill 0�MCI 11111111111 11so =MEE Sol 011111 U, dw Ll { ) � E � - � | | ' ` J1,11 ' . | 2,/ $ I � | , _ ■ � \ : : � , |; I � /qE �J. §be - R/4 . fig.! ,\ §ba `" RAPq ` t7 fi ya frs WITH P'�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: Ashley Dohrmann for Alysia Extension: 3352 Contractor Name: Quincy Engineering, Inc. Contractor's Contact: Andrew Mitchell Contact's Email: andrewm@quincyeng.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 ('lick here to ❑ enter a dale. b. Email contract (in Word) and attachments to City 12/15/2021 Attorney c/o Laraine.Gittens@cityofsanrafael.org ®AD 2 City Attorney a. Review, revise, and comment on draft agreement 12/19/2021 © LG and return to Project Manager 12/19/2021 © LG b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor Department Director Approval of final agreement form to send to ❑X BG 3 _ 12/20/2021 contractor 12/20/2021 I] 4 Project Manager Forward three (3) originals of final agreement to 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 Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 Click here to Date of City Council approval enter a date. PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City 1/13/2022 AD Attorney with printed copy of this routing form City Attorney Review and approve hard copy of signed 7 ho) agreement City Attorney Review and approve insurance in PINS, and bonds 8 (for Public Works Contracts) /2012D22 r 9 City Manager/ Mayor Agreement executed by City Council authorized 1 I W- official Attest signatures, retains original agreement and U� 10 City Clerk forwards copies to Project Manager j