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HomeMy WebLinkAboutPW San Quentin Pump Station Reconstruction Project; AlphaCM; First AmendmentFIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH ALPHACM INC. FOR THE SAN QUENTIN PUMP STATION RECONSTRUCTION PROJECT THIS FIRST AMENDMENT to the Professional Services Agreement by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and AlphaCM Inc. (hereinafter "CONSULTANT"), is made and entered into as of RECITALS Feb 1, 2024 WHEREAS, the CITY and CONSULTANT entered into a Professional Services Agreement dated December 8, 2022 to perform professional services in connection with CITY'S San Quentin Pump Station Reconstruction project, for an amount not to exceed $515,715.88 (the "Agreement"); 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: Article II of the Agreement, entitled "DUTIES OF CONSULTANT" is hereby amended to include the additional services set forth in CONSULTANT's proposal dated December 18th, 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 $267,212, and to change the total not -to -exceed amount under the Agreement to $782,927.88. 3. 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 G'istine Ali ic-h (Feb 1, 2024 11:46 PST) CRISTINE ALILOVICH, City Manager ATTEST: Srenna AW,-Mi (ford Brenna Nui mi (For) (Feb 1, 2024 11:54 PST) LINDSAY LARA, City Clerk APPROVED AS TO FORM: ROBERT F. EPSTEIN, City Attorney 2 CONSULTANT EVIa4 A. Zaille � By: Brian A. Dan(ey (Jan 28, 2024 11 PST) Name: Brian A. Danley Title: Vice President [If Contractor is a corporation, second corporate officer signature required] By: Name: David Latona Title: President Exhibit A Alpha CM December 18th, 2023 City of San Rafael San Quentin Pump Station Reconstruction Project Project No. 11334, File No. 08.06.69 Request for Amendment No. 001 Staffing I Billing Rate Total Hours Total Price Project Manager IRE/Inspector $ 210 20 1088 $ - $ 204 $ 221,952 Scheduler $ 196 80I $ 15,680 Subtotal 1188 $ 237,632 Other Direct Costs (ODCs) Billing Rate Total Months Total Price Vehicle RE/Inspector 1 $ 1,800 1 6 $ 10,800 Cell/Data/Computer RE/Inspector 1 $ 130T 6 $ 780 Subsistence RE/Inspector 1 $ 3,000 6 $ 18,000 Subtotal 18 $ 29,580 Grand Total = 267,212 Assumptions 1. Suspension of work between January 21, 2024 thru June 23,2024. 2. Contract completion date of October 12, 2024 (based on TBC's latest unapproved schedule). 3. 98 working days at half time through the suspension period at half time (392 hours). 4. 77 working days at full time June 24,2024 thru October 12, 2024 (616 hours). 5. 80 hours for close out. 6. Level of effort is an estimate only. 7. Each individual cost item is a guide only; total CM cost shall take precedent. 8. With the exception of vehicle/ cell/ data/computer, hourly rates include all direct and indirect overhead normally associated with this type of work. 9. Level of Effort based on current project information as of 12/18/2023. 10. Alpha CM reserves the right to move budget between tasks and staff. First Amendment - AlphaCM - San Quentin Pump Station Reconstruction Project Final Audit Report 2024-01-29 Created: 2024-01-26 By: Jonathan Schellin Qonathans@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABAAx51AQegkdOywoRhTh4z1tJ6_k4imOgSh "First Amendment - AlphaCM - San Quentin Pump Station Reco nstruction Project" History Document created by Jonathan Schellin Qonathans@cityofsanrafael.org) 2024-01-26 - 8:53:58 PM GMT L--"y Document emailed to bdanley@alphacminc.com for signature 2024-01-26 - 8:55:25 PM GMT Email viewed by bdanley@alphacminc.com 2024-01-28 - 7:51:51 PM GMT 4Q Signer bdanley@alphacminc.com entered name at signing as Brian A. Danley 2024-01-28 - 7:52:38 PM GMT do Document e-signed by Brian A. Danley (bdanley@alphacminc.com) Signature Date: 2024-01-28 - 7:52:40 PM GMT - Time Source: server 7-4 Document emailed to David Latona (dlatona@alphacminc.com) for signature 2024-01-28 - 7:52:41 PM GMT Email viewed by David Latona (dlatona@alphacminc.com) 2024-01-29 - 5:18:42 PM GMT 60 Document e-signed by David Latona (dlatona@alphacminc.com) Signature Date: 2024-01-29 - 5:19:29 PM GMT - Time Source: server Agreement completed. 2024-01-29 - 5:19:29 PM GMT Q Adobe Acrobat Sign SAN RAFAEL THE CITY WITH A MISSION Agenda Item No: 4.f Meeting Date: January 16, 2024 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works April Miller, Public Works Director +fi I� Prepared by: Theo Sanchez, Associate Civil Engineer City Manager Approval: TOPIC: SAN QUENTIN PUMP STATION RECONSTRUCTION SUBJECT: AMENDMENTS TO PROFESSIONAL SERVICE AGREEMENTS WITH ALPHACM, INC., CSW/ST-STROEH ENGINEERING GROUP, AND AUTHORIZATION OF SUPPLEMENTAL BUDGET APPROPRIATION RECOMMENDATION: Staff recommends that the City Council authorize the three actions described below AUTHORIZE THE CITY MANAGER TO EXECUTE A FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH ALPHACM, INC. FOR ADDITIONAL CONSTRUCTION MANAGEMENT, INSPECTION, AND TESTING SERVICES, IN THE AMOUNT NOT TO EXCEED $267,212, FOR A TOTAL NOT -TO -EXCEED CONTRACT AMOUNT OF $782,928. • AUTHORIZE THE CITY MANAGER TO EXECUTE A FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH CSW/STUBER-STROEH ENGINEERING GROUP FOR ADDITIONAL CONSTRUCTION SUPPORT SERVICES IN THE AMOUNT NOT TO EXCEED $19,313 FOR A TOTAL NOT -TO -EXCEED CONTRACT AMOUNT OF $523,880. • AUTHORIZE SUPPLEMENTAL BUDGET APPROPRIATION OF $286,525 TO AUGMENT THE EXISTING BUDGET FOR THE SAN QUENTIN PUMP STATION PROJECT WITHIN THE STORMWATER FUND (FUND 205) VIA A TRANSFER FROM AVAILABLE GENERAL FUND FUND BALANCE SET -ASIDE FOR PRIORITY CAPITAL PROJECTS. BACKGROUND: On October 17th, 2022, the City Council awarded a construction contract to Thompson Builders Corporation, a professional services agreement to AlphaCM, Inc. for construction management, inspections, and testing services, and a second amendment to the professional services agreement with FOR CITY CLERK ONLY Council Meeting: January 16, 2024 Disposition: Authorized the City Manager to Execute Amendments to Professional Service Agreements with AlphaCM, Inc., CSW/St-Stroeh Engineering Group, and Authorized Supplemental Budget Appropriation SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 CSW/Stuber-Stroeh Engineering Group, Inc. for the San Quentin Pump Station Reconstruction Project. Construction began on April 3rd, 2023, and had a projected completion date around April 2024. ANALYSIS: Several delays have pushed the project end date back significantly, including supply chain issues that currently anticipate the arrival of electrical components arriving in Summer 2024. Given this, project completion is currently estimated for Fall 2024. Due to the extended length of this project and unforeseen conditions that took more time to resolve, staff recommend amendments to both the AlphaCM, Inc. and CSW/Stuber-Stroeh Engineering Group, Inc. to ensure sufficient budget to work through the entirety of the construction duration. FISCAL IMPACT: The current FY 2023-24 budget includes appropriations totaling $8.0 million within the Stormwater Fund (205) for the San Quentin Pump Station Project. AlphaCM, Inc. has estimated that an additional $267,212 would be needed to ensure construction management services are provided through Fall 2024. This would increase their total contract amount to $782,928. CSW/Stuber-Stroeh Engineering Group, Inc. has estimated that $19,313 would be needed to continue to provide construction support services through Fall 2024. This would increase their total contract amount to $523,880. While funding to support the original contracts has been provided through existing appropriations, a supplemental budget appropriation in the amount of $286,525 is required to cover both contract amendments, as described. Funding to support this budget augmentation is available through General Fund resources (fund balance) set -aside for high priority capital projects. OPTIONS: The City Council has the following options to consider on this matter: 1. Authorize the City Manager to enter into the agreement and allow supplemental budget appropriations as recommended. 2. Do not authorize the City Manager to enter into the agreement nor allow supplemental budget appropriations and provide further direction to staff. RECOMMENDED ACTION: Staff recommends that the City Council: • Authorize the City Manager to execute a first amendment to the professional services agreement with AlphaCM, inc. For additional construction management, inspection, and testing services, in the amount not to exceed $267,212, for a total not -to -exceed contract amount of $782,928. • Authorize the City Manager to execute a first amendment to the professional services agreement with CSW/Stuber-Stroeh engineering group for additional construction support services in the amount not to exceed $19,313 for a total not -to -exceed contract amount of $523,880. • Authorize supplemental budget appropriation of $286,525 to augment the existing budget for the San Quentin Pump Station project within the stormwater fund (fund 205) via a transfer from SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3 available General Fund fund balance set -aside for priority capital projects to support these increased project costs. ATTACHMENTS: N/A 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: Jonathan Schellin (for Theo Sanchez) Extension: Teams Contractor Name: Alpha CM Contractor's Contact: Brian Danley Contact's Email: bdanley@alphacminc.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 1/25/2024 X❑JS Attorney c/o Laraine.Gittens@cityofsanrafael.org 2 City Attorney a. Review, revise, and comment on draft agreement 1/25/2024 and return to Project Manager 1/25/2024 ❑X NT b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor ® NT 3 Department Director Approval of final agreement form to send to 1/25/2024 ® AM contractor 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 1/16/2024 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 Alpha CM 1st Amendment San Quentin Pump Station Final Audit Report 2024-02-01 Created: 2024-01-29 By: Jonathan Schellin Oonathans@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABAAwoumNbCfTb1Og5sQKweBd67ojarxiOgW "Alpha CM 1 st Amendment San Quentin Pump Station" History Document created by Jonathan Schellin Qonathans@cityofsanrafael.org) 2024-01-29-11:30:29 PM GMT 7-4 Document emailed to Laraine Gittens (laraine.gittens@cityofsanrafael.org) for approval 2024-01-29-11:32:20 PM GMT Email viewed by Laraine Gittens (laraine.gittens@cityofsanrafael.org) 2024-01-30 - 5:31:43 PM GMT GS© Document approved by Laraine Gittens (laraine.gittens@cityofsanrafael.org) Approval Date: 2024-01-30 - 5:32:22 PM GMT - Time Source: server C'► Document emailed to Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) for signature 2024-01-30 - 5:32:23 PM GMT Email viewed by Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) 2024-01-30 - 8:05:10 PM GMT FSo Document e-signed by Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) Signature Date: 2024-01-30 - 8:06:34 PM GMT - Time Source: server C'y Document emailed to city.clerk@cityofsanrafael.org for approval 2024-01-30 - 8:06:39 PM GMT Email viewed by city.clerk@cityofsanrafael.org 2024-01-30 - 9:27:57 PM GMT 6o Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi 2024-01-30 - 9:28:08 PM GMT J�R SAN RAFAEL Adobe Acrobat Sign 6o Document approved by Brenna Nurmi(city.clerk@cityofsanrafael.org) Approval Date: 2024-01-30 - 9:28:10 PM GMT - Time Source: server '► Document emailed to cristine.alilovich@cityofsanrafael.org for signature 2024-01-30 - 9:28:11 PM GMT Email viewed by cristine.alilovich@cityofsanrafael.org 2024-02-01 - 7:45:44 PM GMT bo Signer cristine.alilovich@cityofsanrafael.org entered name at signing as Cristine Alilovich 2024-02-01 - 7:46:25 PM GMT bo Document e-signed by Cristine Alilovich (cristine.alilovich@cityofsanrafael.org) Signature Date: 2024-02-01 - 7:46:27 PM GMT - Time Source: server 17� Document emailed to city.clerk@cityofsanrafael.org for signature 2024-02-01 - 7:46:28 PM GMT Email viewed by city.clerk@cityofsanrafael.org 2024-02-01 - 7:54:38 PM GMT bo Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi (for) 2024-02-01 - 7:54:53 PM GMT i bo Document e-signed by Brenna Nurmi (for)(city.clerk@cityofsanrafael.org) Signature Date: 2024-02-01 - 7:54:55 PM GMT - Time Source: server Agreement completed. 2024-02-01 - 7:54:55 PM GMT u l �Q ` SAN RAFAEL PO1N1"`� 'Y ,, Adobe Acrobat Sign