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HomeMy WebLinkAboutPW Third Street Rehabilitation Project; First AmendmentFIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH COASTLAND CIVIL ENGINEERING, LLP FOR THE THIRD STREET REHABILITATION PROJECT THIS FIRST AMENDMENT to the Professional Services Agreement by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and COASTLAND CIVIL ENGINEERING, LLP (hereinafter "CONSULTANT"), is made and entered into as of Jun 1, 2023 RECITALS WHEREAS, the CITY and CONSULTANT entered into a Professional Services Agreement dated June 23, 2021 to perform professional services in connection with CITY'S Third Street Rehabilitation Project, for an amount not to exceed $1,168,300 (the "Agreement"); and WHEREAS, CONSULTANT operated under the name Coastland Civil Engineering, Inc. as a California Corporation; and 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 March 24, 2023, attached to this First 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 First Amendment, on a time and materials basis in accordance with the Exhibit A, in a not -to -exceed amount of $380,000, and to change the total not -to -exceed amount under the Agreement to $1,548,300. 3. CONSULTANT's name is hereby amended to Coastland Civil Engineering, LLP as a Limited Liability Partnership. 1 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 First Amendment on the day, month, and year first above written. CITY OF SAN RAFAEL .toe Ahlov+ch for JS Quo ., 20,)VI 01) Por, JIM SCHUTZ, City Manager ATTEST: 91-2nma Nwwi (fod) Brenna Nurmi (for) (Jun 2, 2023 7:45 DT) LINDSAY LARA, City Clerk CONSULTANT Michad an et By: hfidiael im m , May 3o, 2u23 11:18 PDT) Name: Michael Janet Title:Vice President [If Contractor is a corporation, add signature of second corporate officer] By: APPROVED AS TO FORM: Name: Title: ROBERT F. EPSTEIN, City Attorney Oa Exhibit A CIL- 1= C3 =--I CB it 1 C-3 CM1 Engineering - Ccns-ruction Management - Building Dept. Services 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 3d 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 1400 Neotomas Ave Santa Rosa, CA 95405 707.571.8005 707.571.8037 Fax 11810 Kemper Road Auburn, CA 95603 530.8B8.9929 530.889.9979 Fax www.coastlandcivil.com 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 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 April Miller) Extension: 3353 Contractor Name: Coastland Civil Engineering, LLP. Contractor's Contact: Mike Janet Contact's Email: janet@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 171 enter a date. b. Email contract (in Word) and attachments to City 4/21/2023 Attorney c/o Laraine.Gittens@cityofsanrafael.org a. Review, revise, and comment on draft agreement MINT 2 City Attorney 4/21/2023 and return to Project Manager 4/21/2023 © NT b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor ❑X NIT 3 Department Director Approval of final agreement form to send to 4/21/2023 ® AM contractor 4 Project Manager Forward three (3) originals of final agreement to 5/30/2023 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 4/3/2023 Date of City Council approval 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 official Attest signatures, retains original agreement and 10 City Clerk forwards copies to Project Manager 1st Amendment - Coastland Civil Engineering - Third Street Rehabilitation Project Final Audit Report 2023-06-02 Created: 2023-05-30 By: Nataly Torres (nataly.torres@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABAAsnMkrorgK2SGNIGcCkiVKK3LhJb6bfls "1st Amendment - Coastland Civil Engineering - Third Street Re habilitation Project" History Document created by Nataly Torres (nataly.torres@cityofsanrafael.org) 2023-05-30 - 6:11:17 PM GMT C'. Document emailed to janet@coastlandcivil.com for signature 2023-05-30 - 6:13:58 PM GMT Email viewed by janet@coastlandcivil.com 2023-05-30 - 6:16:37 PM GMT 60 Signerjanet@coastlandcivil.com entered name at signing as Michael Janet 2023-05-30 - 6:18:18 PM GMT 65e Document e-signed by Michael Janet Qanet@coastlandcivil.com) Signature Date: 2023-05-30 - 6:18:20 PM GMT - Time Source: server Ey Document emailed to Laraine Gittens (laraine.gittens@cityofsanrafael.org) for approval 2023-05-30 - 6:18:21 PM GMT Email viewed by Laraine Gittens (laraine.gittens@cityofsanrafael.org) 2023-05-30 - 6:35:16 PM GMT b© Document approved by Laraine Gittens(laraine.gttens@cityofsanrafael.org) Approval Date: 2023-05-30 - 6:37:24 PM GMT - Time Source: server L Document emailed to Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) for signature 2023-05-30 - 6:37:26 PM GMT Email viewed by Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) 2023-05-31 - 2:56:43 AM GMT SAN RAFAEL Powered by Adobe ��t� Adobe ""—Y".ITI MiSION Acrobat Sign 60 Document e-signed by Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) Signature Date: 2023-05-31 - 3:02:09 AM GMT - Time Source: server C'► Document emailed to city.clerk@cityofsanrafael.org for approval 2023-05-31 - 3:02:10 AM GMT Email viewed by city.clerk@cityofsanrafael.org 2023-05-31 - 2:38:30 PM GMT 60 Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi 2023-05-31 - 2:38:47 PM GMT 60 Document approved by Brenna Nurmi(city.clerk@cityofsanrafael.org) Approval Date: 2023-05-31 - 2:38:49 PM GMT - Time Source: server 1-7'y Document emailed to cristine.alilovich@cityofsanrafael.org for signature 2023-05-31 - 2:38:51 PM GMT Email viewed by cristine.alilovich@cityofsanrafael.org 2023-06-02 - 4:08:20 AM GMT 60 Signer cristine.alilovich@cityofsanrafael.org entered name at signing as Cristine Alilovich for JS 2023-06-02 - 4:09:29 AM GMT 60 Document e-signed by Cristine Alilovich for JS (cristine.alilovich@cityofsanrafael.org) Signature Date: 2023-06-02 - 4:09:31 AM GMT - Time Source: server C'y Document emailed to city.clerk@cityofsanrafael.org for signature 2023-06-02 - 4:09:33 AM GMT Email viewed by city.clerk@cityofsanrafael.org 2023-06-02 - 2:44:49 PM GMT 60 Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi (for) 2023-06-02 - 2:45:18 PM GMT 60 Document e-signed by Brenna Nurmi (for)(city.clerk@cityofsanrafael.org) Signature Date: 2023-06-02 - 2:45:20 PM GMT - Time Source: server Agreement completed. 2023-06-02 - 2:45:20 PM GMT SAN RAFAEL Adobe by 6 - 117"Adobe -'"'ss °" I Acrobat Sign