HomeMy WebLinkAboutPW Third Street Rehabilitation Project____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: April 3, 2023
Disposition: Authorized the City Manager to Execute a First Amendment to the Professional
Services Agreement with Coastland Civil Engineering, Inc. for Construction Management,
Inspection, and Material Testing Services Associated with the Third Street Rehabilitation Project,
In an Additional Amount Not to Exceed $380,000
Agenda Item No: 4.g
Meeting Date: April 3, 2023
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: April Miller,
Director of Public Works
City Manager Approval: __________
TOPIC: THIRD STREET REHABILITATION PROJECT
SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A FIRST AMENDMENT TO
THE PROFESSIONAL SERVICES AGREEMENT WITH COASTLAND CIVIL
ENGINEERING, INC. FOR CONSTRUCTION MANAGEMENT, INSPECTION,
AND MATERIAL TESTING SERVICES ASSOCIATED WITH THE THIRD
STREET REHABILITATION PROJECT, IN AN ADDITIONAL AMOUNT NOT TO
EXCEED $380,000
RECOMMENDATION:
Authorize the City Manager to execute a first amendment to the agreement with Coastland
Engineering, Inc. (Coastland) for construction management, inspection, and material testing
services associated with the Third Street Rehabilitation project, in an amount not to exceed
$380,000, increasing the total not-to-exceed amount under the agreement to $1,548,300.
BACKGROUND: In 2004, the Transportation Authority of Marin (TAM) established the Measure
A Expenditure Plan (Plan), a voter-approved sales tax providing funds for major roadway projects
in Marin County. Plan projects were prioritized based on roadway condition, traffic volumes, transit
frequency, and existing bicycle and pedestrian access. Approximately $12.9 million in Measure A
funds has been allocated from TAM for design and construction of the Third Street Rehabilitation
project.
Prior to going out to bid, on June 21, 2021 the City Council awarded the construction
management, inspection, and material testing contract to Coastland Civil Engineering, Inc. for
$1,168,300. This allowed Coastland to do a constructability review prior to construction
commencing in March 2022.
On February 7, 2022, the City Manager executed a contract award with Ghilotti Bros. Inc., for their
bid amount of $18,248,707.54 and approved a contract contingency in the amount of
$2,551,292.46 for a total of $20,800,000. The City Manager also executed a reimbursement
agreement between the City of San Rafael and the San Rafael Sanitation District and Marin
Municipal Water District for their pipeline projects, Construction Management and paving
restoration.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
More information about the project, including prior meetings, timeline, and design details can be
found on the City of San Rafael website.
ANALYSIS: Construction Inspection on the project has proved to be challenging with the length
of the project and multiple operations going on in different locations along the project limits. To
continue to stay on schedule with multiple operations happening concurrently, the project has
required multiple inspectors per day. This has resulted in a higher rate of expenditures for the
construction management and inspection contract.
FISCAL IMPACT: The additional cost of $380,000 will be funded cooperatively by the City of San
Rafael and the San Rafael Sanitation District using the available contingency balance for
construction. The contingency amount of $2,551,292.46 shall be reduced to $2,171,292.46 to
allocate $380,000 for additional construction management and inspection.
OPTIONS: The City Council has the following options to consider relating to this matter:
1.Authorize the City Manager to enter into the amended agreement as recommended.
2.Do not authorize the City Manager to enter into the amended agreement and provide
further direction to staff.
RECOMMENDED ACTION: Authorize the City Manager to execute a first amendment to the
agreement with Coastland Engineering, Inc. (Coastland) for construction management,
inspection, and material testing services associated with the Third Street Rehabilitation project,
in an amount not to exceed $380,000, increasing the total not-to-exceed amount under the
agreement to $1,548,300.
ATTACHMENT:
1. Consultant Proposal
1400 Neotomas Ave Santa Rosa, CA 95405 707.571.8005 707.571.8037 Fax
11810 Kemper Road Auburn, CA 95603 530.888.9929 530.889.9979 Fax
www.coastlandcivil.com
December 12, 2022
Revised December 14, 2022
Revised March 6, 2023
Revised March 24, 2023
April Miller
Director
City of San Rafael Department of Public Works
111 Morphew St.
San Rafael, CA 94901
Subject: 3rd Street Rehabilitation Project
Request for Contract Amendment #1
Dear Shawn:
This letter is to request a contract amendment for Coastland’s Construction Management and
Inspection services for the 3rd Street Rehabilitation Project in the amount of $380,000.00.
The reason for the anticipated budget over-run is as follows:
1. The sewer replacement Subcontractor is significantly behind schedule for reasons
that are neither the City’s nor Coastland’s fault. We had anticipated one full time and
one part time inspector in our initial proposal. The sewer replacement work has
required full time inspection plus a full-time inspector to cover the remaining contract
work.
2. The required overtime inspection has already exceeded our estimate of the number
of overtime hours required.
We estimate that from today’s date, there will be a total of 90 days on-site inspection left to
complete the remaining contract work.
One full time Inspector for remaining contract work: 720 hours @ $165/hour......... $118,800.00
One full time Inspector for remaining sewer work: 400 hours @ $165/hour ………... $66,000.00
Inspection Overtime hours : 140 hours @ $247.50/hour ……………………………. $34,650.00
Subtotal Inspection ……………………………………………………………………… $219,450.00
We also anticipate the following Construction Management work to Project Close Out:
Construction Manager: 500 hours @ $185/hour ……………………………………….$92,500.00
Subtotal Construction Management …………………………………………………... $92,500.00
Vehicle Hours: 1,400 hours @ $17/hour ……………………………………………… $23,800.00
Subtotal of additional estimated work………………………………………………… $335,750.00
Budget addition for Material Testing….……………………………….………………. $44,250.00
Total Extra Work…………………………………………………………………………$380,000.00
If you have any questions, please call me at (707) 494-6464.
Sincerely,
Mike Janet
Construction Services Manager
cc: John Wanger; Andrea Tidwell