HomeMy WebLinkAboutPW MCSTOPPP Full Trash Capture Device Project; Second AmendmentSECOND AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH SCHAAF &
WHEELER, INC. FOR DESIGN AND ENVIRONMENTAL ENGINEERING SERVICES FOR THE
MCSTOPPP KERNER PUMP STATION TRASH CAPTURE DEVICE PROJECT
THIS SECOND AMENDMENT to the professional services agreement by and between
the CITY OF SAN RAFAEL (hereinafter "CITY"), and SCHAAF & WHEELER CONSULTING
CIVIL ENGINEERS, INC., (hereinafter "CONSULTANT"), is made and entered into as of the
day of 72.� 2022.
RECITALS
WHEREAS, pursuant to City Council Resolution #14864, on October 30, 2020, the
CITY and CONSULTANT entered into an "Agreement for Professional Services for the
MCSTOPPP Full Trash Capture Device Project", in an amount not to exceed $135,544, for
design and environmental engineering services associated with the MCSTOPPP Kerner Pump
Station Trash Capture Device Project (the "Agreement"); and
WHEREAS, pursuant to City Council Resolution #14905, the CITY and CONSULTANT
entered into a First Amendment to the Agreement dated May 19, 2021, to perform additional
design services for an amount not -to -exceed $50,090, and increasing the total not -to -exceed
amount under the Agreement to $185,634; and
WHEREAS, the CITY requires additional design services to complete the design after
the results of the hydraulics analysis and aquatic mitigation study; and
WHEREAS, staff received a proposal from the CONSULTANT for said services in an
additional amount of $280,832 and staff has reviewed the proposal and found it complete and
within industry standards;
AMENDMENT TO AGREEMENT
NOW, THEREFORE, the parties hereby agree to amend the Agreement as follows:
1. Section 2 of the Agreement, entitled "DUTIES OF CONSULTANT" is hereby
amended to include the additional services set forth in CONSULTANT's proposal entitled
"MCSTOPPP/San Rafael Trash Capture Project Revised Design Scope" dated January 14, 2022,
attached to this Second Amendment as "Exhibit A" and incorporated herein by reference.
2. Section 4 of the Agreement, entitled "COMPENSATION" is hereby amended to
include additional compensation payable to CONSULTANT for the services described in "Exhibit
1
A" to this Second Amendment, on a time and materials basis in accordance with the "Revised
Fee" included in "Exhibit A", in a not -to -exceed amount of $280,832, and to change the total not -
to -exceed amount under the Agreement to $466,466.
3. Except as specifically amended herein, all the other provisions, terms, and
obligations of the Agreement between the parties shall remain valid and shall be in full force.
IN WITNESS WHEREOF, the parties have executed this Second Amendment on the day,
month, and year first above written.
CITY OF SAN RAFAEL
ATTEST:
LINDSAY LARA, City Clerk
APPROVED AS TO FORM
-1
1
�Vy ROBEY F. EPSTEIN, Attorney
N
CONSULTANT:
SCHAAF & WHEELER, INC.
By: geh slick
Name: Benjamin Shick
Title: Vice President, RCE #68813
and
By:
Dan Schaaf
Secretary, RCE #57617
Schaaf G., Wheeler
CONSULTING CIVIL ENGINEERS
870 Market Street, Suite 1278
San Francisco, CA 94102-2906
415-433-4848
FAX 415-433-1029
January 14, 2022
April Miller
Assistant Public Works Director/City Engineer
Department of Public Works
City of San Rafael
(415) 485.3409
April.miller@cityofsanrafael.org
Subject: MCSTOPPP/San Rafael Trash Capture Project Revised Design Scope
Dear Ms. Miller:
Based on work completed under Schaaf & Wheeler's existing contract, the City has elected to pursue
the design of a cast in place trash capture device at the outfall from the Kerner Pump Station. As
such, the existing scoped design tasks are modified herein to provide the services necessary to
complete the design of the device. This scope assumes the inline alternative #2 (MCSTOPPP Full
Trash Capture Feasibility Analysis Memorandum dated 2/2/21) with setback from the Bay as seen in
the image below. It also assumes that the project will be permitted with the adjacent Tiscornia Marsh
project and that trash capture device CEQA will be conducted by the City's consultant, with input
from S&W as scoped herein.
Legend t
— Earthen Levee Potentlalto expand j
Expanded Well and add wetland mitigation j1
Daylighted Channel
Inline Trash Structure
— Storm Drain �•I
e� Daylight channel from
�•3 av device to Bay 6 remove
�:�` existing pipe/autlall
Slrelght Earthen levee
(Tiscamla Marsh ProJecq
Trash Capture Device
Structure In Levee
CJ� Pidleweed Park
Soccvr F,akl
IiL
E
Exhibit A
Santa Clara . San Francisco . Santa Rosa . Salinas
City of San Rafael, Trash Capture Design Revised Sco e January 14, 2022
The following revised scope of services is proposed. Where no change is made the text remains in
black or omitted and noted as unchanged. Changes and additions are indicated in red text for
clarity.
Revised Task 1: Project Management
Quality Control: Schaaf & Wheeler will perform quality control on all deliverables throughout the
project tasks outlined herein. Quality control will be conducted by the project manager, Caitlin
Gilmore, as well as a separate principal engineer within the firm not familiar with the day-to-day
activities of the project to obtain and objective quality assurance analysis.
Monthly Invoicing and Contracting: Schaaf & Wheeler will work with the City and stakeholders to
finalize the scope of work and contract associated with this project. This includes subcontracting
with the design team. Monthly invoices will be submitted to the city in a timely manner, with billing
summaries, project and schedule status and percentage complete. Revised scope assumes an
additional project duration of 1 year, February 2022 -February 2023. This contract specifically
excludes bidding and construction support anticipated in 2023; however, it can be provided for
additional fee.
Coordination with subconsultants and the City: During the duration of the project, Schaaf &
Wheeler will coordinate with the City, stakeholders and subconsultants to monitor timely progress
of the project, to stay on budget, and resolve issues as they arise. Coordination with the Tiscornia
Marsh project Team. This assumes up to 10 virtual meetings of 1 hour in duration and two on-site
meetings. This assumes Schaaf & Wheeler and Hultgren Tillis will be present at all Tiscornia Marsh
coordination meetings, with Finn Design Group present at half of the meetings.
Deliverables:
■ Project schedule updates in MS word
■ Billings summaries for monthly billings, including tasks completed and percent complete
Assumptions:
■ Project meetings, besides those associated with Tiscornia Marsh coordination, have been
included within the tasks below
Task 2: Feasibility Analysis
2.5 - Pump Station Capacity Mitigation Feasibility Analysis
The proposed trash capture device will decrease the Kerner Pump Station Capacity by
approximately 10%. Schaaf & Wheeler and electrical engineering subconsultant, TJC and Associates,
will evaluate alternatives for mitigating the reduction in pump station capacity. Alternatives will
likely require replacing one or more pumps. Depending on the power requirements for the new
pump(s), additional pump station equipment may also need to be replaced and upsized. The pump
station capacity mitigation feasibility analysis will be summarized in a brief memorandum.
Preliminary estimates of probable construction costs will be included for planning purposes.
Deliverables:
■ Pump Station Capacity Mitigation Summary Memorandum
Schaaf 0' Wheeler Page 2
City of San Rafael, Trash Ca tore Design Revised Scope January 14, 2022
Assumptions:
• This scope does not include evaluation of the existing force main, or developing alternatives
to mitigate the pump station capacity by modifying the force main.
Revised Task 3: Design
3.1- Field Investigations
3.1.1- Geotechnical Investigation
Hultgren-Tillis will drill one boring near the planned trash capture device. The boring will be drilled
to a depth of about 80 feet below existing grade or practical refusal with truck -mounted drilling
equipment. We anticipate that mobilization and advancing the boring will take one day of field
work.
A permit from the Marin County Environmental Health Department will be obtained to drill and
grout the boring. If additional permits are required for the boring, we assume that they will be
facilitated by the City. We assume that traffic control will not be required.
Before drilling, Underground Service Alert (USA) will be contacted to have their member firms
locate utilities. The boring could encounter utilities or other buried structures not marked through
USA. The cost to repair damage to utilities or other underground facilities is not included in our
scope of services or fee estimate. The cost to repair damage to such facilities will be an additional fee.
Hultgren-Tillis' field engineer will log the boring and obtain soil samples for further visual
classification and laboratory testing. After drilling is complete, the boring will be backfilled with
grout. Drill cuttings generated from drilling with be collected and disposed. It is assumed that the
drill cuttings are nonhazardous. Selected soil samples will be submitted for laboratory testing. The
laboratory testing program will include moisture content, dry density, Atterberg limits, sieve
analysis, consolidation, unconsolidated undrained (TxUU) triaxial shear strength, and corrosivity
tests.
Based upon the results of the field exploration and laboratory testing, a geotechnical engineering
analysis will be performed to develop conclusions and recommendations regarding the following:
1. Subsurface conditions;
2. Site preparation and grading;
3. Potential for liquefaction;
4. Site Class and mapped acceleration parameters in accordance with 2019 California Building
Code (we assume a site-specific seismic study will not be required);
5. Suitable type(s) and depth(s) of foundations;
6. Geotechnical criteria for deep foundation design including minimum embedment depth,
axial pile resistance, and lateral load -moment -deflection relationships;
7. Geotechnical criteria for bedding and backfill;
8. Geotechnical criteria for seepage cutoff; and
9. Estimated total and differential settlement.
The results of the investigation will be summarized and submitted in a report along with a site plan
and log of boring.
3.1.2 - Topographic Survey and Boundary Research
No revision to the original scope proposed.
Schaaf 0- Wheeler Page 3
City of San Rafael, Trash Ca tore Des!E Revised Scope January 14, 2022
3.1.3 - Utility Locating
Both USA and private underground utility locating will be performed at the selected project site
prior to geotechnical boring and site survey. This includes potholing up to five (5) underground
utilities adjacent to the proposed device to determine exact location, depth and size. It is assumed
one of the potholes will be to expose the top of the existing CMP force main to determine exterior
condition. This includes pothole backfilling per local standards. This excludes traffic control and
encroachment permits as it is assumed the potholes will be located off the city roadway right-of-
way.
3.2 - Design Documents
3.2.1- 65% Design Documents
Design plans will be developed on 22"x34" titleblock provided by the city. A technical specification
outline will be developed following Caltrans standards. A construction cost estimate will be
developed. This includes development of a draft design report which includes hydraulic and device
sizing calculations, as well as the design of the system for dewatering for maintenance as necessary.
Includes design of the device for future FEMA levee certification and connection to the adjacent
proposed Tiscornia Marsh levee. Includes the design of removal of the existing CMP outfall.
Includes daylighting the existing culvert downstream of the trash capture device. Structural details
will not be provided at 65% design. Structural input on the design, foundation and cost will be
provided as well as a structural report. This task includes the development of a report detailing the
proposed dewatering plan.
This includes the following construction sheets:
• Title Sheet
• Notes
• Demolition and outfall removal plan
• Dewatering Plan
• Plan and Profile
• Construction Details
• Erosion Control
■ Traffic Control (includes pedestrian and bike trail detour)
3.2.2 - 95% Design Documents
95% design plans will be developed, including comments by stakeholders on the 65% plans.
Includes written response to comments. The geotechnical study recommendations will be
incorporated as well as potholing data. This includes development of 95% specifications per
Caltrans standards as provided by the City. The design report and cost estimate will be updated.
Structural design, details and structural calculations will be included.
3.2.3 -100% Design Documents
Design plans will be developed, including comments by stakeholders on the 95% plans. Includes
written response to comments. This includes development of 100% specifications and schedule of
bid items and quantities. Includes review of the design by geotechnical engineer. The design report
Schaaf &' Wheeler Page 4
City of San Rafael, Trash Capture Design Revised Scope Januar
14, 2022
and cost estimate will be updated. Includes written response to comments. Structural design and
structural calculations will be updated.
3.2.4 - Bid Set
Final bid set will be developed, incorporating all comments on the 100% set.
FEMA levee certification and accompanying documents will be prepared for future levee
accreditation.
Assumptions:
■ City will provide the condition of the existing 54" force main at the proposed trash capture
device location. Design of force main repairs beyond the connection point of the trash
capture device is not included within this scope of services.
■ FEMA applications and coordination are not included in this scope of services.
• Excludes development of a SWPPP. Assumed to be included as a front-end specification
requirement for the contractor.
■ Excludes post construction water quality treatment as it is assumed not to be needed
.■ Excludes development of the front-end specification which is assumed to be completed by
the City except for the schedule of bid items.
• Assumes the City will be responsible for coordinating any necessary utility relocation
■ Does not include a boundary survey.
• Excludes shoring design, which is assumed to be completed by the contractor. Shoring
recommendations and specifications are included in this scope.
■ Assumes the site will be on publicly owned property, property acquisition excluded
■ Traffic control plans and encroachment permits are excluded
■ Environmental sampling of soils excluded
• Excludes mitigation design and planting plans which are assumed to be completed by the
Tiscornia Marsh project team as part of permitting process
■ Excludes bidding and construction support services
Deliverables:
• 65%,95%, 100% Design Documents (CAD, PDF, word, excel)
• Stamped and Signed Bid Documents in electronic format
• Basis of Design Report
• Topographic ground survey (CAD and PDF)
■ Boundary Research and property line delineation based on research in CAD and PDF format
• Utility research results and coordination letters
• Geotechnical Investigation report including boring logs
• Potholing report
• Dewatering report
Schaaf 0' Wheeler Page 5
City of San Rafael, Trash Capture Design Revised Scope January 14, 2022
• Structural Report
■ Structural Calculations
• FEMA levee certification documents (geotechnical and structural)
Task 4: Environmental Documentation
No revision proposed. Task is complete.
Task 5: Feasibility Analysis
No revision proposed.
Additional Task 6: Permitting & CEQA Support
This added task includes providing support services during the project permitting and CEQA
process.
Task 6.1. Permitting Support
This scope includes supporting the Tiscornia Marsh Team in developing environmental permits
which include the trash capture device design scoped herein. This includes up to 4 virtual
meetings with permit agencies. This includes providing figures, project description and
maintenance description. Scope includes reviewing up to two draft permit application packages
and assisting in responding to one round of comments. This assumes one set of compiled
comments will be provided for each application.
Task 6.2 CEQA Support
This scope includes supporting the City's CEQA consultant to prepare CEQA documentation. This
includes providing a project description, maintenance description, figures, and impact areas. This
includes reviewing CEQA documents and providing comment on up to two drafts. This scope
includes responding to one set of compiled public comment on the CEQA documents.
Additional Task 7: Pump Station Capacity Mitigation Design
This added task includes providing design services to mitigate the pump station capacity reduction
as described in Task 2.5 above. The extents of pump station modifications are not known at this
time; therefore, this scope assumes the following:
• Pump station modification will be limited to the replacement of one pump/motor, pump
tube, and associated electrical equipment within the existing motor control center (MCC).
• Pump and tube replacement will not require structural modifications to the existing pump
station.
• Existing electrical service will not need to be modified or upsized.
■ Existing generator has adequate capacity and will not need to be replaced
• Existing MCC, and "Floatrol" pump controller will be reused. Remote monitoring and
alarms will be replaced in-kind where necessary.
■ Preparation of P&IDs is not required.
• Design submittals will be provided at the 65% (excluding electrical drawings), 95%, 100%
draft, and final bid documents.
Schaaf 6' Wheeler Page 6
City of San Rafael, Trash Capture Design Revised Scope January 14, 2022
Evaluation of the existing force main and potential impacts to the existing force main due to
the increased operating pressure are not included within this scope of services; however,
they may need to be evaluated by others prior to construction.
■ This scope does not include bid or construction support services.
The revised total budget for the scope of services is based on time and materials not to exceed
$466,466 per the attached fee table with charge rates based on the original contract. This total fee
includes previously completed and invoiced work. The original contract fee of $135,544 was
amended in March 2021 by a $50,090 increase for a total contract fee of $185,634. This scope revision
represents a $280,832 increase from the previously authorized fee.
If you have any questions, or require additional information, please contact me.
Sincerely,
Schaaf 0' Wheeler
Ben Shick, PE
Vice President
RCE#68813
Schaaf 0- Wheeler Page 7
Schedule of Hours and Rates by
Task
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Task
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Hourly Rate
$240
$225
$190 1
$175
Task 1 Project management
34
54
7 1
D
521.640
$1,125.0
$o
$4,000
So
48,1ZD
50
$313
I Coordination & Protect Management
14
34
$11,010
$1,125.00
$2,000
$1,960
SSM
$16,604
2 'rhree 13) Progress Meefir,s
6
6
$2,790i7
$2,790
3 Tiscomia Marsh Coordination Meetings
14
14
7
$7840
$2.000
$6,160
5816
$16,816
Task2 Fewitilily Anld sls
26
t8
s8
32
524.410 SL1:4a&oo'
Sa:ooa
So
30
so.
:$a
$1,147
1 :Site Visits & Data Base Searches
2
2
$830
$4,870.00
3-s87
$4187
2 35% Schematic Drawin s
4
32
$6.500
f.0
$6.500
3 IDraH Feasibility Study
1
8
12
$4,320
$5,335.00
$cv
$10,189
4 IFinal FeasibliN Study
1
4
4
$1,900
$1,260.00
S12Z
$3,286
5 (Pump Station Mitigation Feasibility
24
40
$13360
$6.000
;600
$19,960
Tosk3 Do n OavelO men!
16
80
26 0
106
S".7Ta
54.00
50
541.000
S)5,140
354.GW0 1 57:100
$4.7110
1.1Geotechnical Investigation
4
4
$1,860
$51.100 81.400
55,290
$59,610
7o h' Live and Bound Rese r h
2
12360
1.236
$14.046
1.3 Utility Locating
2
8
$1.970
$2.780
$7.700
$4-OQ
$13.498
21 •65% Design Documents
4
24
112
50
$36.390
$10.000
S1,000
$47,390
2.2 '95%Design Documents
4
24
60
24
$21,960
$22,000
52200
$46,160
2.3 100%Desi nDocuments
2
16
48
16
$16,000
$6,000
$4,900
$;:830
$27,990
24 Bid Plans, Eslima le a nd ipecftalions
2
6
32 1
15
I Si 1,160
59.0(1=
5300$14,460
Task4 Erlrkonmented Doc umonfaHon
0
2
0
D
$aid
55:.00
$0
50
So
Sa
w
3306
1 CEQA CE and no permits
2
$450
$4.055.00
34%
$4.911
Tasks Feasibl' Analysis
1
14
14
32
S24,240
$0
54
$0
s0
$0
5%330
1 Hydraulic eling
4
32
$16,160
10
$16.160
2 .Aquatic Resources Analysis
2
2
$930
$23,500.00
5-.350
$26,780
3 Coordination
1
8
12
$7,150
iD
$7,150
Task 6 Permitting. a CEQA suepat,
16
24
24
0
$13.800
$OHO
so
SO
S0:
50
:so
sa
I Permittina $U Dort
10
12
12
$7,380
K
$7.380
2 CEQA Su000rt
6
12
12 1
$4420
S)
36,420
Task 7 Pump Station Capacity Mitigation Design
40
0
104
172
$61,380
50.00
Sa X0
so
40
so
so
52.840
1 65% Design Documents
12
16
32
$11,520
$7,000
S7L'0
$19,220
2 '95% Design Documents
16
40
60
$21.940
$10,000
$1.000
$32990
3 100%Design Documents
12
32
48
$17.360
$7,000
5700
$25.060
4 Bid Plans. Estimate and Specifications
8
16
32
$10.560
$4,000
s w
$14,960
TOTAL
141
192
467
342
$238.210 ID,TL ;OD' tM,&O
545.030
31!,1M
$[4,120 59.I Do
$1 I,S94
a �
"he
QTY WITH Ply
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 JCA Extension: 3352
Contractor Name: SCHAAF & WHEELER, CONSULTING CIVIL ENGINEERS
Contractor's Contact: Ben Shick Contact's Email: bshick@swsv.com
❑ FPPC: Check if Contractor/Consultant must file Form 700
Step RESPONSIBLE
DESCRIPTION
COMPLETED
REVIEWER
DEPARTMENT
a. Email PINS Introductory Notice to Contractor
DATE
Check/Initial
❑
1
Project Manager
Click here to
enter a date.
b. Email contract (in Word) and attachments to City
4/11/2022
Attorney c/o Laraine.Gittens@cityofsanrafael.org
❑X IKK
2
City Attorney a. Review, revise, and comment on draft agreement
4/11/2022
® LG
and return to Project Manager
4/14/2022
® 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
3
4/14/2022
MBG
contractor
4
Project Manager Forward three (3) originals of final agreement to
4/19/2022
OIKK
for their signature
5
Project Manager
_contractor
When necessary, contractor -signed agreement
❑ N/A
agendized for City Council approval *
*City Council approval required for Professional Services
OIKK
Agreements and purchases of goods and services that exceed
Or
$75,000; and for Public Works Contracts that exceed $175,000
4/18/2022
Date of City Council approval
CONTINUE ROUTING PROCESS WITH HARD COPY
6
Project Manager
Forward signed original agreements to City
6/13/2022
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
official
10
City Clerk
Attest signatures, retains original agreement and
forwards copies to Project Manager