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HomeMy WebLinkAboutPW Rotary Manor Improvements Project; Third AmendmentTHIRD AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH COASTLAND CIVIL ENGINEERING, LLC. FOR ROTARY MANOR DRAINAGE IMPROVEMENTS PROJECT THIS THIRD AMENDMENT to the Professional Services Agreement by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and COASTLAND CIVIL ENGINEERING, LLC. (hereinafter "CONSULTANT"), is made and entered into as of the day of M a r 23, 2023 , 202. RECITALS WHEREAS, the CITY and CONSULTANT entered into a Professional Services Agreement dated December 19, 2019 to perform professional services in connection with CITY'S Rotary Manor Drainage Improvements Project, for an amount not to exceed $163,526 (the "Agreement"); and WHEREAS, the CITY and CONSULTANT entered into a First Amendment to the Professional Services Agreement dated January 14, 2021 to perform professional services in connection with CITY'S Rotary Manor Drainage Improvements Project, for an amount not to exceed $10,340 and increasing the total not to exceed under the Agreement to $173,866; and WHEREAS, the CITY and CONSULTANT entered into a Second Amendment to the Professional Services Agreement dated February 22, 2023 to perform professional services in connection with CITY'S Rotary Manor Drainage Improvements Project, for an amount not to exceed $69,722 and increasing the total not to exceed under the Agreement to $243,588; and WHEREAS, CONSULTANT operated under the name Coastland Civil Engineering, Inc. as a California Corporation. WHEREAS, CITY requires additional professional services from the CONSULTANT, and the CONSULTANT is willing to provide such services. AMENDMENT TO AGREEMENT NOW, THEREFORE, the parties hereby agree to amend the Agreement as follows: 1. Article II of the Agreement, entitled "DUTIES OF CONSULTANT" is hereby amended to include the additional services set forth in CONSULTANT's proposal dated February 23, 2023, attached to this Third Amendment as Exhibit A and incorporated herein by reference. 2. Article IV of the Agreement, entitled "COMPENSATION" is hereby amended to include additional compensation payable to CONSULTANT for the services described in Exhibit A to this Third Amendment, on a time and materials rate basis in accordance with the Exhibit A, in a not -to -exceed amount of $35,680, and to change the total not -to -exceed amount under the Agreement to $279,268. 3. CONSULTANT's name is hereby amended to Coastland Civil Engineering, LLC as a Limited Liability Company. 4. Except as specifically amended herein, all of 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 Third Amendment on the day, month, and year first above written. CITY OF SAN RAFAEL Jim Schutz (Mar 23, 2 Il 20:12 PDT) JIM SCHUTZ, City Manager ATTEST: Brennra Nurrni « or) Brenna Nurmi (for) (Mar24, 2023 07:48 PDT) LINDSAY LARA, City Clerk APPROVED AS TO FORM: ROBERT F. EPSTEIN, City Attorney 2 CONSULTANT By:l Name: Heidi Utterback Title: Corp. Secretary [If Contractor is a corporation, add signature of second corporate officer] Name: Title: ASTLAND Exhibit A February 23, 2023 Mr. Philip Buckley Senior Civil Engineer City of San Rafael 1400 Fifth Avenue San Rafael, CA 94901 Via email: Philip.Buckley@CitvofSanRafael.org am.��... Subject: Proposal for Amendment #3 to Provide Additional Engineering Design Services for the Rotary Manor Culvert Replacement Project Dear Mr. Buckley, At the City's request, we have prepared this amendment proposal to the contract currently in progress for the Rotary Manor Culvert Replacement Project, located at 1821 Fifth Street in San Rafael. The original scope of work consisted of the preparation of construction documents, environmental compliance and permitting clearances for the replacement of a failing corrugated metal culvert and site restoration. This amendment includes the following services: • Complying with additional requests from California Department of Fish and Wildlife (CDFW) including preparation of a dewatering plan and preconstruction surveys for Foothill yellow -legged frog, Western pond turtle, and special -status plants, • Redesign of the precast reinforced concrete box culvert to be a cast -in -place reinforced concrete box culvert, and • Preparation of an additional submittal (95%) of Project Plans, Specifications, and Cost Estimate to allow for City review prior to finalizing the project bid documents. The purpose of the redesign of the culvert construction method is to avoid the lengthy procurement process for the precast box culvert. This change was requested by the City as the best option for completing construction in 2023. We have prepared the following scope of work and estimated fee for your consideration. SCOPE OF SERVICES Task 1— Project Management and Coordination Santa Rosa Auburn Pleasant Hill Fairfield 1400 Neotomas Avenue 11641 Blocker Drive, Ste. 170 3478 Buskirk Avenue, Ste 1000 420 Executive Court North, Ste G Santa Rosa, CA 95405 Auburn, CA 95603 Pleasant Hill, CA 94523 Fairfield, CA 94534 Tel 707 571.8005 Tel: 530.888.9929 Tel: 925.233,5333 Tel: 707,702.1961 www.coastiandcivii.com February 23, 2023 Mr Philip Buckley, City of San Rafael This task includes project and contract management, coordination between the City and the design team, management of project schedules and budgets, and scheduling/administering of meetings. Task 2 — Responding to Permitting Agencies' Additional Requests This task includes work required to finalize the permitting process and to comply with additional requests from CDFW including preparation of a dewatering plan and preconstruction surveys for Foothill yellow - legged frog, Western pond turtle, and special -status plants. Deliverables: • CDFW Lake and Streambed Alteration Agreement Task 3 — Project Redesign This task includes redesign of the project to change the culvert from a precast concrete structure to a cast - in -place concrete structure. The culvert design will comply with Caltrans standards. Task 4 — Prepare 95% Submittal of Bid Documents This task is for the preparation of a 95% submittal of project plans, specifications and cost estimate for City review. The 95% submittal will essentially be a complete set of bid documents for City review prior to preparing the final set of bid documents that is ready for bidding. Amendment #2 provided the scope of work for preparing the final bid documents. Deliverables: • 95% submittal of Plans, Specifications, and Cost Estimate for the Rotary Manor Culvert Replacement Project ASSUMPTIONS / EXCLUSIONS In the development of this project approach and design estimate, we have made the following assumptions and exclusions: • Coordination with property owners is excluded. • Representation on behalf of the City for legal matters associated with this project is excluded. • Design and permitting tasks are completed by June 2023. PROPOSED FEE Based on our scope of work and our estimated time, we propose that the additional services associated with the project be completed for a not -to -exceed amount of $35,680. The amount quoted assumes that all of the work for these additional items will fall under the scope of services as described above. We greatly appreciate the opportunity to assist the City of San Rafael with completion of this important project. Please feel free to contact Jennifer Melman or me at (707) 571-8005 if you have any questions or need any additional information. COASTLANO February 23, 2023 Mr Philip Buckley, City of San Rafael Sincerely, Al dl, _iEV� Heidi Utterback, PE Jennifer Melman, PE Principal Senior Engineer DESIGN WORK ESTIMATE Rotary Manor Culvert Replacement Project Engineering Design City of San Rafael Amendment #3 Services Task Information Billing Classification & Rate Subconsultants Hours & Cost Principal Structural Senior Assistant Construction Miller Engineer Engineer Engineer Engineer Manager Pacific WRA TOTAL TOTAL Geolech Permits HOURS FEE $215 $180 $185 $160 $180 1 Project Management Project Management (also in Task of Amendment#2) 2 _ 10 12 $2,280 Subtotal 12 $2,280 2 Responding to Permitting Agencies' Additional Requests Preconstruction surveys (Foothill yellow -legged frog, Western pond turtle. and special -status plantsurveys� _ $11, 500 0 _ $11,500 Finalizing permitapplication process $5,750 0 $5,750 Prepare Dewatering Plan (in Task4 of Amendment#2 0 $0 0 Subtotal $17,250 3 Project Redesign Redesign Projectfor Cast -in -Place Box Culvert 4 4 16 24 6 $1,150 54 $10.610 Subtotal 54 $10,610 4 Prepare 95 % and Final Submittals Prepare PS&E 95%Submittal 2 2 12 12 2 30 $5,290 Prepare PS&E Final Submittal (in Task 5 of Amendment#2) 0 $0 Subtotal 30 $5,290 CCE Direct Costs (repro, mileage, etc.) $250 t S 17.250 96 $35.680 COASTLANO .,, =1 . RAP 4&f1111<e,1 �P� i= 0 � WITH F' 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: Nataly Torres (for Philip B./Theo S.) Extension: 3353 Contractor Name: Coastland Civil Engineering, LLC Contractor's Contact: Jenny Melman Contact's Email: melman@coastlandcivil.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 2/24/2023 Attorney c/o Laraine.Gittens@cityofsanrafael.org QNT 2 City Attorney a. Review, revise, and comment on draft agreement 3/23/2023 and return to Project Manager 3/23/2023 71 NT b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor Approval of final agreement form to send to Z NT 3 Department Director 3/23/2023 ® AM contractor 4 Project Manager Forward three (3) originals of final agreement to 3/23/2023 contractor for their signature When necessary, contractor -signed agreement 5 Project Manager ® 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 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 City Clerk official 10 Attest signatures, retains original agreement and forwards copies to Project Manager Third Amendment - Coastland Civil - Rotary Manor Final Audit Report 2023-03-24 Created: 2023-03-23 By: Nataly Torres (nataly.torres@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABANkUzgnifrfltrRuTe2-fhdTfd01sMmtZ "Third Amendment - Coastland Civil - Rotary Manor" History Document created by Nataly Torres(nataly.torres@cityofsanrafael.org) 2023-03-23 - 8:39:46 PM GMT C'► Document emailed to Heidi Utterback (utterback@coastlandcivil.com) for signature 2023-03-23 - 8:44:33 PM GMT Email viewed by Heidi Utterback (utterback@coastlandcivil.com) 2023-03-23 - 8:56:06 PM GMT 6© Document e-signed by Heidi Utterback (utterback@coastlandcivil.com) Signature Date: 2023-03-23 - 9:00:18 PM GMT - Time Source: server Document emailed to Laraine Gittens (laraine.gittens@cityofsanrafael.org) for approval 2023-03-23 - 9:00:20 PM GMT Email viewed by Laraine Gittens (laraine.gittens@cityofsanrafael.org) 2023-03-23 - 9:50:34 PM GMT 6© Document approved by Laraine Gittens (laraine.gittens@cityofsanrafael.org) Approval Date: 2023-03-23 - 9:52:57 PM GMT - Time Source: server 'y Document emailed to Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) for signature 2023-03-23 - 9:52:58 PM GMT Email viewed by Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) 2023-03-23 - 9:59:35 PM GMT b© Document e-signed by Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) Signature Date: 2023-03-23 - 9:59:44 PM GMT - Time Source: server Powered ( �IASAN RAFAEL Adob by� I Adobe ie. u-v wim A I -AI —ON Acrobat Sign El Document emailed to city.clerk@cityofsanrafael.org for approval 2023-03-23 - 9:59:45 PM GMT Email viewed by city.clerk@cityofsanrafael.org 2023-03-23 - 10:04:42 PM GMT 6© Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi 2023-03-23 - 10:04:56 PM GMT 6© Document approved by Brenna Nurmi (city. clerk@cityofsanrafael.org) Approval Date: 2023-03-23 - 10:04:58 PM GMT - Time Source: server Cl Document emailed to jim.schutz@cityofsanrafael.org for signature 2023-03-23 - 10:04:59 PM GMT Email viewed by jim.schutz@cityofsanrafael.org 2023-03-24 - 3:12:05 AM GMT 6© Signer jim.schutz@cityofsanrafael.org entered name at signing as Jim Schutz 2023-03-24 - 3:12:42 AM GMT GS© Document e-signed by Jim Schutz aim.schutz@cityofsanrafael.org) Signature Date: 2023-03-24 - 3:12:44 AM GMT - Time Source: server C'y Document emailed to city.clerk@cityofsanrafael.org for signature 2023-03-24 - 3:12:45 AM GMT Email viewed by city.clerk@cityofsanrafael.org 2023-03-24 - 2:48:07 PM GMT fS0 Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi (for) 2023-03-24 - 2:48:29 PM GMT &o Document e-signed by Brenna Nurmi (for) (city.clerk@cityofsanrafael.org) Signature Date: 2023-03-24 - 2:48:31 PM GMT - Time Source: server 1�) Agreement completed. 2023-03-24 - 2:48:31 PM GMT Names and email addresses are entered into the Acrobat Sign service by Acrobat Sign users and are unverified unless otherwise noted. 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