HomeMy WebLinkAboutPW Third Street Rehabilitation Project____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: May 6, 2024
Disposition: Authorized the City Manager to enter into the second amendment to the professional
services agreement with Coastland Civil Engineering for construction management and inspection
services associated with the Third Street Rehabilitation Project, in an additional amount of $21,280,
increasing the total not to exceed amount of the agreement to $1,569,580; and Authorized a
supplemental budget appropriation with Gas Tax Funds (#206) in an amount not to exceed $21,280
Agenda Item: 4.g
Meeting Date: May 6, 2024
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: Theo Sanchez, Associate Civil Engineer
April Miller, Public Works Director
City Manager Approval: __________
TOPIC: THIRD STREET REHABILITATION PROJECT
SUBJECT: AUTHORIZE THE CITY MANAGER TO ENTER INTO THE SECOND AMENDMENT TO
THE PROFESSIONAL SERVICES AGREEMENT WITH COASTLAND CIVIL
ENGINEERING FOR CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES
ASSOCIATED WITH THE THIRD STREET REHABILITATION PROJECT, IN AN
ADDITIONAL AMOUNT OF $21,280, INCREASING THE TOTAL NOT-TO-EXCEED
AMOUNT OF THE AGREEMENT TO $1,569,580
RECOMMENDATION:
Staff recommends that the City Council:
1.Authorize the City Manager to enter into the second amendment to the professional services
agreement with Coastland Civil Engineering for construction management and inspection
services associated with the Third Street Rehabilitation Project, in an additional amount of
$21,280, increasing the total not-to-exceed amount of the agreement to $1,569,580.
2.Authorize a supplemental budget appropriation with Gas Tax funds (#206) in an amount not to
exceed $21,280.
BACKGROUND:
The Third Street Rehabilitation Project proposes roadway, pedestrian, and bicycle improvements from
Miracle Mile to Union Street.
SECOND AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH
COASTLAND CIVIL ENGINEERING, LLP FOR THE THIRD STREET
REHABILITATION PROJECT
THIS SECOND 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 the
05/08/2024
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, the CITY and CONSULTANT entered into a First Amendment to the
Professional Services Agreement dated June 1, 2023 to perform additional professional services
in connection with CITY'S Third Street Rehabilitation Project, for an amount not to exceed
$380,000 and increasing the total not to exceed under the Agreement to $1,548,300; and
WHEREAS, under the terms of the Agreement, the Term of the Agreement was to
expire on June 23, 2023; however CITY and CONSULTANT agreed informally that the Term
of the Agreement would be extended, and now wish to ratify and memorialize that extension;
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 19, 2023, attached to this Second 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 Second Amendment, on a time and materials basis in
accordance with the Exhibit A, in a not -to -exceed amount of $21,280, and to change
the total not -to -exceed amount under the Agreement to $1,569,580.
3. Article V of the Agreement, entitled "TERM OF AGREEMENT" is hereby
amended, effective as of June 23, 2023, to extend the Agreement term by one year
through June 23, 2024.
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 Second Amendment on the
day, month, and year first above written.
CITY OF SAN RAFAEL
Crisfihe Alilovich
Cristine Alilovich (May 8, 202420:58 PDT)
CRISTINE ALILOVICH, City Manager
ATTEST:
SAo*cf, 3L
Brenna Nurmi (for) (May 9, 20I4 :56 POT)
LINDSAY LARA, City Clerk
APPROVED AS TO FORM:
GENEVIEVE COYLE, Assistant City Attorney
2
CONSULTANT
AlichdeG anet
13y: Michael Janet (Apr 11, 202414:02 PDT)
Name:Michael Janet
Title: Vice President
[If Contractor is a corporation, add signature of
second corporate officer]
Name:
Title:
Exhibit A
Coastland
Civil Engineering - Ccnstruction Management - Building Dept, Services
December 19, 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 #2
Dear April:
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 $21,280.00.
The reason for the anticipated budget over -run is as follows:
1. The application of pavement striping and markers, traffic signal activation, and
change order work impacted the project completion date, for reasons that are neither
the City's nor Coastland's fault. With the extended duration of the project we have
consumed all of the planned construction management and inspection hours.
2. The required overtime inspection for paving operations exceeded our estimate of the
number of overtime hours required.
We estimate that from today's date, there will be a total of 20 days construction management
effort required to close out the project, and 40 hours of on -site inspection left to complete the
remaining contract work.
One full time Inspector for remaining contract work: 40 hours @ $165/hour............... $6,600.00
Inspection hours already expended (overbudget) 40 hours @ $165/hour ............... $6,600.00
SubtotalInspection.................................................................................... $13,200.00
We also anticipate the following Construction Management work to Project Close Out:
Construction Manager: 40 hours @ $185/hour...................................................$7,400.00
Subtotal Construction Management.................................................................$7,400.00
Vehicle Hours: 40 hours @ $17/hour................................................................. $680.00
Subtotal of additional estimated work............................................................. $21,280.00
1400 Neotomas Ave Santa Rosa, CA 95405 707.571.8005 707.571.8037 Fax
11 B1 O Kemper Road Auburn, CA 95BO3 530.BBB.9929 530.BB9.9979 Fax
www.coasr-landcivil.com
If you have any questions, please call me at (707) 494-6464.
Sincerely,
Mike Janet
Construction Services Manager
cc: John Wanger; Andrea Tidwell
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