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HomeMy WebLinkAboutPW Master Services Agreement; Task Order No. 75 Playground ImprovementsCity of San Rafael MASTER CONSULTANT SERVICES AGREEMENT DATED DECEMBER 12, 2019 WITH BKF ENGINEERS TASK ORDER NO. 75 Civil Discipline Sun Valley Park Playground Improvements Contract Amount: $44,325 /�/ THIS TASK ORDER is entered into on ■ 4 20212between the City of San Rafael, a municipal corporation ("City"), and BKF Eng neers, ("Consultant"). RECITALS A. The City and Consultant have entered into a Master Consultant Services Agreement ("Agreement") dated December 12, 2019 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 March 18, 2022, as directed by the City. Jason Kirchmann 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 JC Agcaoili 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 AjZreement terms; Conflicts. Except as expressly otherwise provided herein, all terms of the Agreement shall 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 CITY OF S N RAF L By: Ji Sch tx, City Ma er Contents approved: By: S4& q4"4 Bill Gddrin, Public Works Director Reviewed By LBy. _ Robert F. Epstein, City Att rney CONSULTANT By: Name: Jason Kirchmann Title: Vice President (if Consultant is a corporation, add signature of second corporate officer) Name: Jean Chen Title: Chief Financial Officer Exhibits: -A Scope of work dated March 18, 2022, time of completion, work hours estimate, cost estimate and budget, and fee schedule (Consultant's current hourly rate) 3 Rev, May 2021 Exhibit A February 9, 2022 N Revised March 18, 2022 _ BKF No P20191470-16 JC Agcaoili, Junior Engineer City of San Rafael Public Works Dept. 111 Morphew Street San Rafael, CA 95901 Transmitted Via Email Subject: Sun Valley Park, San Rafael, California Civil Engineering Proposal Dear JC: BKF Engineers welcomes the opportunity to submit this proposal for civil engineering services associated with the redevelopment of Sun Valley Park located in San Rafael, California. To arrive at the estimated effort required by our office for this project, we have outlined a proposed scope of services, identified assumptions, and determined a level of effort fee based on our understanding of the project. I. PROJECT UNDERSTANDING Based on your proposal request, we understand the project as: The project proposes to provide park and site pedestrian improvements to the existing site known as Sun Valley Park. The primary focus of the park improvements will focus on the play structure areas conforming to the concrete paving and basketball courts along Solano Street to the west and the relatively recent concrete site improvements to the northeast. Accessible parking and path of travel from Solono Street will be evaluated and is considered a part of the project however the accessible stall and path of travel into the site from Alpine Street is not a part of this project. The total project budget is limited to approximately $420,000. II. BASIS OF DESIGN Our proposal is based on the following: 1. Concept Plan prepared by Gates + Associates, dated August 2021 2. Phone conversation and email correspondence with Gates + Associates in January/February 2022 III. SCOPE OF SERVICES TASK 1: CONCEPT DESIGN SUPPORT 1. Utility Research: BKF will contact the City and utility (water, sewer, storm, and PG&E) companies that serve the site or have utilities within the adjacent streets. We will gather the available record drawings to depict the record location of the utilities superimposed onto the existing topographic survey. 2. Project Coordination: BKF will coordinate with the Landscape Architect and the City regarding design concepts. BKF ENGINEERS 4040 Civic Center Drive, Suite 530, San Rafael, CA 94903 1415.930.7960 March 18, 2022 3. Stormwater Programming: BKF will work with the project landscape architect to analyze the need for compliance and documentation related to stormwater quality improvements based on the Bay Area Stormwater Management Agencies Association's (BASMAA) January 2019 Post -Construction Manual. If required, BKF will work assist in developing a strategy to achieve local and state stormwater quality compliance. Stormwater treatment facilities will be conceptually programmed into the development and coordinated with the consultant team to confirm general feasibility. Detailed design and documentation of new improvements is not anticipated with this project, but can be provided as an additional service. Site Plan Development: BKF coordinate with the Landscape Architect and City representatives to validate assumptions made in the previous conceptual design/programming efforts. We will provide consultation related to site grading, drainage, accessibility and wet utility improvements. We will coordinate the transfer of electronic files, such as AutoCAD .dwg files for internal use and coordination amongst the project team. 5. Meetings: BKF has budgeted up to a maximum of six (6) combined staff hours to attend virtual meetings and participate in conference calls during this phase 6. Submittals: We do not anticipate any formal submittals during this Task. Our services will be limited to general consultation, coordination and AutoCAD file initialization to develop the site plan for the Construction Document phase described below. TASK 2: CONSTRUCTION DOCUMENTS PHASE Coordination: Based on the consultation and coordination efforts provided during the Concept Design Support phase described above, BKF will prepare documents for construction. We will continue to coordinate utility systems, hardscape, landscape and site grading with the team. BKF will further progress the design to develop backgrounds, utility points of connection and accessible paths of travel are designed and detailed to the level for the City to advertise the project for contractor bid and ultimate construction. 2. Drawings: We anticipate the project package will the following Civil drawings: • Civil Cover Sheet • Notes & Legend • Existing Conditions & Demolition Plan • Grading & Utility Plan • Construction Details • Sedimentation and Erosion Control Plan 3. Calculations: BKF will update the calculations performed during the Design Development phase to reflect the construction level design. 4. Utility Agency Support: BKF will provide conceptual design and support to the Landscape Architect if improvements to public irrigation facilities is required. Our services under this task will be limited to providing informational sketches and general consultation to Marin Municipal Water District as it relates to landscape water service improvements. A separate set of water improvement plans and/or improvements to the sites domestic water, fire water or sewer systems are not anticipated at this time 5. Specifications: BKF will assist with project specific language related to the City's technical specification book. It is assumed the City's typical "boilerplate" specification manual will be utilized with only minimal adjustments or special provisions related to the project. The majority of project specifications will be in Page 2 of 7 BKF ENGINEERS jM March 18, 2022 the form of notes, details or reference to local standard specifications (San Rafael or Caltrans) on the construction drawings rather than develop a new and separate civil specification booklet. 6. Submittals: BKF will provide Construction Document submittals at the 75%, 100% and bid level of completion. 7. Meetings: BKF has budgeted for up to ten (10) hours of combined staff time to attend meetings, correspond and participate in conference calls during this phase. IV. SCHEDULE The scope and fee are based on the understanding that design will be completed and construction will commence during calendar year 2022. V. OPTIONAL SERVICES OPTIONAL TASK 1: CONSTRUCTION SUPPORT Construction Support Services: If requested, BKF can provide support to the Landscape Architect and the City during construction. Based on our previous experience with the City and other similar projects BKF anticipates up to sixty (60) hours of combined staff time to support the Contractor and Design Team during the construction phase of the project. Anticipated services include written response to requests for information (RFIs), submittal reviews, substitution requests, informational bulletins, addendums, attending pre -construction meetings, site visits to provide clarification of the Consultant's design intent for the Contractor, Landscape Architect or Owner, stormwater facility construction observations, punch list walks, and record drawings. OPTIONAL TASK 2: STORMWATER QUALITY DESIGN AND DOCUMENTATION Stormwater Control Plan: If it is determined the site will require stormwater quality improvements and formal documentation of post -construction stormwater management, BKF will develop the methods to meet the BASMAA requirements referenced herein. BKF will work with the project landscape architect to implement the site water quality features. BKF will prepare a Final Storm Water Control Report. This report will show calculations as well as site design features that will serve to treat the site stormwater. The stormwater design elements, such as self-retaining areas or bio -retention areas will be designed and documented on the project drawings. 2. Stormwater O&M Agreement: BKF will prepare an Operations and Maintenance Agreement defining the obligations of the land owner to operate and maintain the stormwater treatment facilities after construction is complete. The agreement will include details for each of the treatment facilities as well as reduced plans for the maintenance staff. We will work with the City and developer's attorney to finalize the negotiated agreement. We have assumed the City will record the final document with the County, VI. SCOPE QUALIFICATIONS AND ASSUMPTIONS BKF Engineers' services are limited to those expressly set forth in the scope. We understand BKF will have no other obligations or responsibilities for the project except as provided in this proposal letter or as otherwise agreed to in writing. BKF will provide the scope of services consistent with, and limited to, the standard of care applicable to such services. Any participation in non -adversarial procedures, or other right to repair items, is considered as additional services. For the scope of work identified, we have assumed the following: Page 3 of 7 BKF ENGINEERSME March 18, 2022 1) Basis of Design and Site Information a) Geotechnical Report: A geotechnical report for the project will be provided. At a minimum, this report should address the required paving structural sections, earthwork and compaction recommendations, soil bearing pressures, surcharge pressures, settlement issues, soil infiltration/percolation rates, groundwater levels, and corrosion recommendations. b) Existing Utilities: Unless otherwise indicated or provided by others, any existing utilities identified on BKF's drawings/plans are based on information obtained by BKF, or provided to BKF, and may not be accurately documented in their horizontal location or vertical profile. Other utilities may be present that were not disclosed. BKF highly recommends critical facilities be underground service alert (USA) located and potholed during design or prior to construction. c) Potholing: Potholing services are not included in this proposal unless specifically identified. d) Existing Utility Capacities: Unless otherwise addressed, existing utilities have adequate capacity to serve the proposed improvements, are adjacent to the site frontage and do not require main extensions, and utility system capacity studies are not required. e) Site Plan: At the completion of the 75% Construction Document phase, the site plan is final and only minor alterations will be made. Any significant changes from the Landscape Architect or City may necessitate additional fees. 2) Responsibilities a) Site Dry Utilities: All electric, gas, communications, and lighting improvements will be designed by others, unless specifically included in the civil scope of work. b) Site Landscape/Irrigation: The Landscape Architect will provide landscape, irrigation design, and layout and details of walks, plazas, trails, entry monuments, walls, and/or fences. The Landscape Architect will lead the design development efforts for the design, grading, and detailing of interior courtyards, plaza areas, hardscape and landscape areas. BKF will utilize the provided design intent and document the site grading and drainage during the Construction Documents phase c) Structural Details: Structural calculations, design, and details for such items as reinforced concrete slabs, foundations, pads, vaults, footings, ramps, stairs, sound/site walls, and/or retaining walls will be provided by others. This includes structural design and detailing for storm water treatment elements that retain ground, parking, or buildings foundations. d) Lighting Design & Photometric Analysis: Lighting design and photometric analysis for the site and public roadways will be provided by others. e) Traffic Signal Design: Design or modification of traffic signals is not currently included in our scope of work. BKF can provide these services if the City conditions these improvements to the project. f) Mapping: We have not included time to prepare additional items not contained in the mapping scope of work. Additional mapping services, such as subdivision maps, private easement documents, quit claims, ALTAs, right of way dedications, etc., not specifically listed in this proposal are not included. g) Cost Estimating: All cost estimating will be provided by a project estimator. BKF will provide an Engineer's Opinion of Probable Construction Costs for general reference. I NO Page 4 of 7 BKF ENGINEERS March 18, 2022 h) Earthwork: Due to the variability in soils properties, existing site conditions, foundation types and preparation, trench, imported material and other factors, no delineation of earthwork quantities or 'site balance' is implied with the scope of work. Any earthwork quantities generated are solely for bonding and permitting of the work with the local agency and must only be used as an approximate guide as to the actual earthwork and site balance. i) CEQA, Entitlement, and Off -Site Improvements/Studies: Services related to CEQA, Planning, Outreach or Off -Site Improvements are not included. 3) Phasing, Delivery and Deliverables a) Phasing: The project will be permitted and constructed in one phase and construction phasing plan(s), or interim condition plans, will not be required for this project. b) Submittals: All submittals, and the coordination thereof, will be facilitated by the lead consultant and/or City representative. c) Permits: Unless otherwise specifically delineated in the scope of services, permit processing, applications, fees, and submittals to local, state, and federal agencies and utility purveyors will be provided by others. BKF will submit to the client delineated scope deliverables for client submission to governing agencies. d) Drawings: All drawings will be prepared in AutoCAD format. We will submit copies of all drawings in both electronic and paper format. Documents signed and sealed by a licensed professional will constitute deliverable instruments of service, AutoCAD and other electronic document formats are provided solely as a courtesy. e) Building Information Modeling (BIM): We have not included time to convert civil 3D design or existing conditions AutoCAD files into BIM model files. We have assumed all conversions will be by the Architect. VII. COMPENSATION 1. BASE SCOPE OF WORK: BKF proposes to provide the services on a lump sum basis. We will invoice for our services on a percent complete basis per task summarized as follows: In addition, please budget $300 for reimbursable expenses. Reimbursable expenses are anticipated for reproduction, mileage, express and messenger deliveries, and computer deliverable plots. Reimbursable expenses will be billed on a cost plus 10 -percent markup basis. 2. OPTIONAL SERVICES: At your request, BKF can provide the following optional services on a time and materials not to exceed basis in accordance with the attached rate schedule. OPTIONAL Optional Task 1 — Stormwater Control Plan $ 6,000 Optional Task 2 — Bid & Construction Support $12,000 Page 5 of 7 BKF ENGINEERS March 18, 2022 For tasks requested by the Owner or Landscape Architect not defined in this scope of services, BKF will identify them as potential extra work. We can provide a scope and fee for these items or they may be tracked separately as extra work and billed on a time and materials per our attached rate schedule. BKF is prepared to begin providing these services upon receiving a Task Order from Public Works and receiving your authorization to proceed. Once authorized, BKF will provide our services under the terms and conditions of our existing master services agreement with our Master Consulting Services Agreement with the City of San Rafael dated December 12, 2019. Thank you for the opportunity to present this proposal. We look forward to assisting in developing this project. Please contact me at 415-930-7964 if you have any questions regarding our scope of services. Respectfully, BKF Engineers Jason Kirchmann, PE, PLS, QSD/P Vice President PR Page 6 of 7 BKF ENGINEERS March 18, 2022 BKF ENGINEERS PROFESSIONAL SERVICES RATE SCHEDULE JANUARY 1, 2022 - DECEMBER 31, 2022 CLASSIFICATION HOURLY RATE PROJECT MANAGEMENT Principal/Vice President $264.00 SeniorAssociate/Vice President $237.00 Associate $230.00 Senior Project Manager I Senior Technical Manager $230.00 Project Manager I Technical Manager $224.00 Engineering Manager I Surveying Manager I Planning Manager $207.00 TECHNICAL STAFF Senior Project Engineer I Senior Project Surveyor I Senior Project Planner $192.00 Project Engineer I Project Surveyor I Project Planner $169.00 Design Engineer I Staff Surveyor I Staff Planner $147.00 BIM Specialist I, II, III $147.00 - $169.00 - $192.00 Technician I, II, III, IV $140.00 - $149.00 - $163.00 - $176.00 Drafter I, II, III, IV $110.00 - $120.00 - $130.00 - $145.00 Engineering Assistant I Surveying Assistant Planning Assistant $91.00 FIELD SURVEYING Survey Party Chief $192.00 Instrument Person $165.00 Survey Chainperson $123.00 Utility Locator I, II, III, IV $100.00 - $142.00 - $170.00 - $193.00 Apprentice I, II, III, IV $76.00 - $102.00 - $113.00 - $119.00 CONSTRUCTION ADMINISTRATION Senior Consultant $251.00 Senior Construction Administrator $218.00 Resident Engineer $162.00 Field Engineer I, II, III $147.00 - $169.00 - $192.00 PROJECT ADMINISTRATION Project Coordinator $122.00 Senior Project Assistant $106.00 Project Assistant $93.00 Clerical I Administrative Assistant $79.00 Expert witness rates are available upon request. Subject to the terms of a services agreement: • Charges for outside services, equipment, materials, and facilities not furnished directly by BKF Engineers will be billed as reimbursable expenses at cost plus 10%. Such charges may include, but shall not be limited to: printing and reproduction services; shipping, delivery, and courier charges; subconsultant fees and expenses; agency fees; insurance; transportation on public carriers; meals and lodging; and consumable materials. • Allowable mileage will be charged at the prevailing IRS rate per mile. • Monthly invoices are due within 30 days from invoice date. Interest will be charged at 1.5% per month on past due accounts. Page 7 of 7 BKF ENGINEERSPRO RAFq�` 7 � 2 s F �o JTr 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: Ashley Dohrmann (for JC) Extension: 3352 Contractor Name: BKF Engineers Contractor's Contact: Jason Kirchmann Contact's Email: jkirchmann@bkf.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DEPARTMENT 1 1 Project Manager 2 1 City Attorney 3 I Department Director 4 J Project Manager 5 Project Manager PRINT 6 Project Manager 7 City Attorney 8 1 City Attorney DESCRIPTION a. Email PINS Introductory Notice to Contractor b. Email contract (in Word) and attachments to City Attorney c/o Laraine.Gittens@cityofsanrafael.org a. Review, revise, and comment on draft agreement and return to Project Manager b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor Approval of final agreement form to send to contractor Forward three (3) originals of final agreement to contractor for their signature When necessary, contractor -signed agreement agendized for City Council approval * *City Council approval required for Professional Services Agreements and purchases of goods and services that exceed $75,000; and for Public Works Contracts that exceed $175,000 Date of City Council approval CONTINUE ROUTING PROCESS WITH HARD COPY Forward signed original agreements to City Attorney with printed copy of this routing form Review and approve hard copy of signed agreement 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 COMPLETED DATE REVIEWER Check/Initial Click here to ❑ enter a date. 3/22/2022 DAD 3/25/2022 ® LG 3/25/2022 ® LG 4/14/2022 ® BG 4/15/2022 0 N/A Or Click here to enter a date. 5/3/2022 AD Z- ©ROMMI_M IN= NFAM