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Home My WebLink AboutPW Construction and Inspection Services; September 2023AGREEMENT FOR PROFESSIONAL SERVICES BY AND BETWEEN THE CITY OF SAN RAFAEL AND COASTLAND CIVIL ENGINEERING LLP FOR CONSTRUCTION MANAGEMENT, INSPECTION AND CONSTRUCTION SUPPORT SERVICES This Agreement is made and entered into as of Aug 29, 2023 (the "Effective Date"), by and between the CITY OF SAN RAFAEL, a chartered California municipal corporation (hereinafter "CITY"), and COASTLAND CIVIL ENGINEERING LLP, a California Limited Liability Partnership (hereinafter "CONSULTANT"). CITY and CONSULTANT may be referred to individually as a "Party" or collectively as the "Parties" or the "Parties to this Agreement." RECITALS A. CITY desires to secure professional services more fully described in this Agreement, at Exhibit A, entitled "SCOPE OF SERVICES"; and B. CONSULTANT represents that it, and its subcontractors, if any, have the professional qualifications, expertise, and necessary licenses and desire to provide certain goods and/or required services of the quality and type which meet objectives and requirements of CITY; and C. The Parties have specified herein the terms and conditions under which such services will be provided and paid for. NOW, THEREFORE, the parties hereby agree as follows: AGREEMENT SERVICES TO BE PROVIDED. Except as otherwise may be expressly specified in this Agreement, CONSULTANT shall furnish all technical and professional services, including labor, material, equipment, transportation, supervision and expertise (collectively referred to as "Services") to satisfactorily complete the work required by CITY at its sole risk and expense. Services to be provided to CITY are more fully described in Exhibit A entitled "SCOPE OF SERVICES." CONSULTANT acknowledges that the execution of this Agreement by CITY is predicated upon representations made by CONSULTANT in that certain proposal, dated July 11, 2023 ("Proposal") set forth in Exhibit A, which constitutes the basis for this Agreement. COMPENSATION. In consideration for CONSULTANT's complete performance of Services, CITY shall pay Rev 08 22 CONSULTANT for all materials provided and services rendered by CONSULTANT at the unit rates and rates per hour for labor, as set forth in Exhibit A, for a total amount not to exceed $335,035. CONSULTANT will bill City on a monthly basis for Services provided by CONSULTANT during the preceding month, subject to verification by CITY. CITY will pay CONSULTANT within thirty (30) days of City's receipt of invoice. TERM OF AGREEMENT Unless otherwise set forth in this Agreement or unless this paragraph is subsequently modified by a written amendment to this Agreement, the term of this Agreement shall begin on the Effective Date of this Agreement and terminate one (1) year from the Effective Date. 4. PROJECT COORDINATION. A. CITY'S Project Manager. Theo Sanchez is hereby designated the PROJECT MANAGER for the CITY and said PROJECT MANAGER shall supervise all aspects of the progress and execution of this Agreement. B. CONSULTANT'S Project Director. CONSULTANT shall assign a single PROJECT DIRECTOR to have overall responsibility for the progress and execution of this Agreement for CONSULTANT. Mike Janet is hereby designated as the PROJECT DIRECTOR for CONSULTANT. Should circumstances or conditions subsequent to the execution of this Agreement require a substitute PROJECT DIRECTOR, for any reason, the CONSULTANT shall notify the CITY within ten (10) business days of the substitution. TERMINATION. A. Discretionary. Either party may terminate this Agreement without cause upon thirty (30) days written notice mailed or personally delivered to the other party. B. Cause. Either party may terminate this Agreement for cause upon fifteen (15) days written notice mailed or personally delivered to the other party, and the notified party's failure to cure or correct the cause of the termination, to the reasonable satisfaction of the party giving such notice, within such fifteen (15) day time period. C. Effect of Termination. Upon receipt of notice of termination, neither party shall incur additional obligations under any provision of this Agreement without the prior written consent of the other. D. Return of Documents. Upon termination, any and all CITY documents or materials provided to CONSULTANT and any and all of CONSULTANT's documents and materials prepared for or relating to the performance of its duties under this Agreement, shall be delivered to CITY as soon as possible, but not later than thirty (30) days after termination. vos22 2 6. OWNERSHIP OF DOCUMENTS. The written documents and materials prepared by the CONSULTANT in connection with the performance of its duties under this Agreement, shall be the sole property of CITY. CITY may use said property for any purpose, including projects not contemplated by this Agreement. 7. INSPECTION AND AUDIT. Upon reasonable notice, CONSULTANT shall make available to CITY, or its agent, for inspection and audit, all documents and materials maintained by CONSULTANT in connection with its performance of its duties under this Agreement. CONSULTANT shall fully cooperate with CITY or its agent in any such audit or inspection. 8. ASSIGNABILITY. The parties agree that they shall not assign or transfer any interest in this Agreement nor the performance of any of their respective obligations hereunder, without the prior written consent of the other party, and any attempt to so assign this Agreement or any rights, duties or obligations arising hereunder shall be void and of no effect. 9. INSURANCE REQUIREMENTS. During the term of this Agreement, and for any time period set forth in Exhibit B, CONSULTANT shall procure and maintain in full force and effect, at no cost to CITY insurance policies with respect to employees and vehicles assigned to the performance of Services under this Agreement with coverage amounts, required endorsements, certificates of insurance, and coverage verifications as defined in Exhibit B. 1111> 10P7"u121Ia[WL•r1[6]0I A. Except as otherwise provided in subparagraph B of this section, CONSULTANT shall, to the fullest extent permitted by law, indemnify, release, defend with counsel approved by CITY, and hold harmless CITY, its officers, agents, employees and volunteers (collectively, the "City Indemnitees"), from and against any claim, demand, suit, judgment, loss, liability or expense of any kind, including but not limited to attorney's fees, expert fees and all other costs and fees of litigation, (collectively "CLAIMS"), arising out of CONSULTANT'S performance of its obligations or conduct of its operations under this Agreement. The CONSULTANT's obligations apply regardless of whether or not a liability is caused or contributed to by the active or passive negligence of the City Indemnitees. However, to the extent that liability is caused by the active negligence or willful misconduct of the City Indemnitees, the CONSULTANT's indemnification obligation shall be reduced in proportion to the City Indemnitees' share of liability for the active negligence or willful misconduct. In addition, the acceptance or approval of the CONSULTANT's work or work product by the CITY or any of its directors, officers or employees shall not relieve or reduce the CONSULTANT's indemnification obligations. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from CONSULTANT'S performance of or operations under this Agreement, v 08 22 CONSULTANT shall provide a defense to the City Indemnitees or at CITY'S option reimburse the City Indemnitees their costs of defense, including reasonable attorneys' fees, incurred in defense of such claims. B. Where the services to be provided by CONSULTANT under this Agreement are design professional services to be performed by a design professional as that term is defined under Civil Code Section 2782.8, then, to the extent permitted by law including without limitation, Civil Code sections 2782, 2782.6 and 2782.8, CONSULTANT shall indemnify and hold harmless the CITY and its officers, officials, and employees (collectively City Indemnitees) from and against damages, liabilities or costs (including incidental damages, Court costs, reasonable attorney's fees as may be determined by the Court, litigation expenses and fees of expert witnesses incurred in connection therewith and costs of investigation) to the extent they are caused by the negligence, recklessness, or willful misconduct of CONSULTANT, or any subconsultants, or subcontractor or anyone directly or indirectly employed by them, or anyone for whom they are legally liable (collectively Liabilities). Such obligation to hold harmless and indemnify any indemnity shall not apply to the extent that such Liabilities are caused in part by the negligence or willful misconduct of such City Indemnitee. C. The defense and indemnification obligations of this Agreement are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this Agreement, and shall survive the termination or completion of this Agreement for the full period of time allowed by law. 11. NONDISCRIMINATION. CONSULTANT shall not discriminate, in any way, against any person on the basis of age, sex, race, color, religion, ancestry, national origin or disability in connection with or related to the performance of its duties and obligations under this Agreement. 12. COMPLIANCE WITH ALL LAWS. CONSULTANT shall observe and comply with all applicable federal, state and local laws, ordinances, codes and regulations, in the perfonnance of its duties and obligations under this Agreement. CONSULTANT shall perform all services under this Agreement in accordance with these laws, ordinances, codes and regulations. CONSULTANT shall release, defend, indemnify and hold harmless CITY, its officers, agents and employees from any and all damages, liabilities, penalties, fines and all other consequences from any noncompliance or violation of any laws, ordinances, codes or regulations. 13. NO THIRD PARTY BENEFICIARIES. CITY and CONSULTANT do not intend, by any provision of this Agreement, to create in any third party, any benefit or right owed by one party, under the terms and conditions of this Agreement, to the other party. 14. NOTICES. All notices and other communications required or permitted to be given under this Agreement, including any notice of change of address, shall be in writing and given by personal delivery, or deposited with the United States Postal Service, postage prepaid, addressed to the parties intended to be notified. Notice shall be deemed given as of the date of personal delivery, or if mailed, upon the date of deposit with the United States Postal Service. Notice shall be given as follows: To CITY's Project Manager: Theo Sanchez, Associate Civil Engineer 11 I Morphew Street San Rafael, CA 94901 15. INDEPENDENT CONTRACTOR. To CONSULTANT's Project Director: Mike Janet, Construction Services Manager 1400 Neotomas Avenue Santa Rosa, CA 95405 For the purposes, and for the duration, of this Agreement, CONSULTANT, its officers, agents and employees shall act in the capacity of an Independent Contractor, and not as employees of the CITY. CONSULTANT and CITY expressly intend and agree that the status of CONSULTANT, its officers, agents and employees be that of an Independent Contractor and not that of an employee of CITY. 16. ENTIRE AGREEMENT -- AMENDMENTS. A. The terms and conditions of this Agreement, all exhibits attached, and all documents expressly incorporated by reference, represent the entire Agreement of the parties with respect to the subject matter of this Agreement. B. This written Agreement shall supersede any and all prior agreements, oral or written, regarding the subject matter between the CONSULTANT and the CITY. C. No other agreement, promise or statement, written or oral, relating to the subject matter of this Agreement, shall be valid or binding, except by way of a written amendment to this Agreement. D. The terms and conditions of this Agreement shall not be altered or modified except by a written amendment to this Agreement signed by the CONSULTANT and the CITY. E. If any conflicts arise between the terms and conditions of this Agreement, and the terms and conditions of the attached exhibits or the documents expressly incorporated by reference, the terms and conditions of this Agreement shall control. 17. SET-OFF AGAINST DEBTS. CONSULTANT agrees that CITY may deduct from any payment due to CONSULTANT under this Agreement, any monies which CONSULTANT owes CITY under any ordinance, v 08.22 agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or other amounts. 18. WAIVERS. The waiver by either party of any breach or violation of any term, covenant or condition of this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any other term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or violation of the same or other term, covenant, condition, ordinance, law or regulation. The subsequent acceptance by either party of any fee, performance, or other consideration which may become due or owing under this Agreement, shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term, condition, covenant of this Agreement or any applicable law, ordinance or regulation. 19. COSTS AND ATTORNEY'S FEES. The prevailing party in any action brought to enforce the terms and conditions of this Agreement, or arising out of the performance of this Agreement, may recover its reasonable costs (including claims administration) and attorney's fees expended in connection with such action. 20. CITY BUSINESS LICENSE / OTHER TAXES. CONSULTANT shall obtain and maintain during the duration of this Agreement, a CITY business license as required by the San Rafael Municipal Code, and CONSULTANT shall pay any and all state and federal taxes and any other applicable taxes. CITY shall not be required to pay for any work performed under this Agreement, until CONSULTANT has provided CITY with a completed Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and Certification). 21. SURVIVAL OF TERMS. Any terns of this Agreement that by their nature extend beyond the term (or termination) of this Agreement shall remain in effect until fulfilled and shall apply to both Parties' respective successors and assigns. 22. APPLICABLE LAW. The laws of the State of California shall govern this Agreement. 23. COUNTERPARTS AND ELECTRONIC SIGNATURE. This Agreement may be executed by electronic signature and in any number of counterparts, each of which shall be deemed an original, but all of which together shall constitute one document. Counterpart signature pages may be delivered by telecopier, email or other means of electronic transmission. 08.22 [Signatures are on the following page.] �0822 IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL: Cristine Ahlovich (Aug 29, 202319:34 PDT) CRISTINE ALILOVICH, City Manager APPROVED AS TO FORM: Office of the City Attorney I, i By: GENEVIEVE COYLE, Assistant City Attorney ATTEST: City Clerk Brenna nlarnni (for) Bienna Nurmi (for) (Aug 30, 2023 08:03 PDT) LINDSAY LARA, City Clerk 08.22 8 CONSULTANT: �_ dAlor By: Coastland Civil Engineering, LLP Name: John Wanger Title: CEO [If CONSULTANT is a corporation, add signature of second corporate officer] By: Coastland Civil Engineering, LLP Name: Heidi Utterback Title: Corp Secretary EXHIBIT A SCOPE OF SERVICES The Services to be performed for CITY by CONSULTANT under this Agreement are more fully described in CONSULTANT's proposal, which is attached to this Exhibit A. A-1 Proposal to Provide Construction Management, Inspection and Construction Support Services for the: Rotary Manor Culvert Replacement Project August 8, 2023 SERVICES MUNICIPAL ENGINEERING CAPITAL PROJECT DESIGN CONSTRUCTION MANAGEMENT BUILDING & SAFETY FINANCING ASSISTANCE MARKETS TRANSPORTATION ADA COMPLIANCE FLOOD CONTROL & DRAINAGE WATER WASTEWATER PUBLIC FACILITIES & PARKS TABLE OF CONTENTS Cover Letter Experience & Technical Competence.......................................................1 ProjectApproach.......................................................................................4 Project Organization & Key Personnel......................................................7 Coastland I DCCM Team................................................7 Subconsultant.................................................................8 Litigation & Arbitration History ................................................................... 8 "Coastland has been a go - to firm for construction inspection services. Their staff constantly foresee issues before they happen saving both time and taxpayer money. Their in - the -trenches understanding — literally — of how to build projects and partner with contractors has been a benefit to our community." —Hunter Young, PE, Former Asst. Public Works Director/City Engineer, City of San Rafael 94% 31 4 75+ 100+ 24 8epeatClient: Years nBusiness 0=4ices Empiovees Cites,Counties Contract 3_ D;su �cs C. Cistr:ct =en-ed Engineer n2 C ens COASTLAND MCC.-4 Rotary Manor Culvert Replacement Project i T a b l e o f C o n t e n t s C ASTLAND July 11, 2023 Theo Sanchez, Associate Civil Engineer Exhibit A Public Works Department City of San Rafael 111 Morphew Street San Rafael, CA 94901 Subject: Proposal for Construction Management, Inspection and Materials Testing Services for the Rotary Manor Culvert Replacement Project Dear Theo: The Rotary Manor Culvert Replacement Project presents an opportunity replace and upgrade a critical piece of drainage infrastructure that represents one of the upstream branches of the San Rafael Creek. This project will also eliminate and restore the sinkhole at the southern end of the Rotary Manor. Delivery of this project on schedule and within budget will require the attentive coordination of an experienced team. The consultant team should be able to offer a cohesive and efficient approach to the project and serve as the City's representative and advocate. We believe this uncommon partnership can only be presented by a local team with knowledge, experience and a long-term, positive track record serving the North Bay that knows the project area and is familiar with existing conditions. We believe Coastland I DCCM offers just that. We have proudly served the City of San Rafael for many years, and have established a level of trust with the City. Our knowledge of the local conditions, regulatory agencies and existing relationships with our subconsultants will result in rapid response times and fewer demands on City staff time. Our 31-year track record providing municipal engineering, staff augmentation and construction management gives us a clear understanding of what it is like to sit on your side of the counter. We offer a collaborative, involved and practical approach to overcoming difficulties. Our team's knowledge and experience with a variety of project conditions, including each scope item for the Rotary Manor Culvert Replacement project, will provide a framework for effective communication and prompt resolution of issues that may arise during construction. Our proposed team members have extensive experience covering all facets of public works projects, with a very strong background providing construction management and inspection services on capital improvement projects throughout the North Bay. Our relevant experience includes: ✓ Coastland I DCCM provided engineering design services on the Rotary Manor Culvert Replacement project. Our proposed Resident Engineer, Matt Vail, was involved in the preliminary engineering and has an in-depth understanding of the project components and goals. ✓ Our firm has completed construction management and inspection for over 25 pumping facilities and storm drain improvement projects throughout Northern California and Marin County specifically. In most of these projects, coordination with Water Operations and Stormwater Management staff, the affected public, utility and transit agencies and local and State agencies was essential. Our projects have involved a variety of storm water management and drainage improvements, culvert repairs and replacement, bypass pumping and dewatering Santa Rosa Auburn Pleasant Hill Fairfield 1400 Neotomas Avenue 11641 Blocker Drive S[e 170 3478 BusKirk Avenue, Ste 1000 420 Executive Cour[ North, Ste G Santa Rosa CA 95405 Auburn CA 95603 Pleasant Hill CA 94523 Fairfield CA 94531 Tel 707 571 8005 Tel 530 388 9929 Tel 925 233 5333 Tel: 707 702 1961 www.coastiandcivii.com systems, and the construction of pumping facilities, which included the startup, testing and commissioning of complex mechanical and electrical systems. ✓ Our proposed Resident Engineer, Matt Vail offers over 35 years of construction and engineering experience. Matt spent six years at the Sonoma County Water Agency and has extensive experience with the construction of flood control and drainage channels and culverts, pumping facilities, water transmission, distribution pipelines, and wastewater treatment facilities. He is very familiar with local regulatory requirements and is sensitive to the environmental requirements and public concerns throughout the greater Bay Area. ✓ Based on recent experience serving Marin County and many of its municipalities, including San Rafael, our staff is very knowledgeable and sensitive to the City's local issues, regulations, and social climate. If selected for this project, it will be our priority to work collaboratively with the City, so we can move the project forward smoothly, mitigating local impacts and solving problems proactively with timely input from the project stakeholders. For the entire contract period, we will integrate strong communication and an effective quality control program into the project. Per the RFP requirements, we have reviewed the Professional Services Agreement and Insurance requirements. We take no exceptions to the insurance requirements. Mike Janet will be the main point of contact for responding to the City's needs and coordinating with the available staff. Mike can be reached at (707) 571-8005 or ianet(@coastlandcivil.com if you have any questions regarding this proposal. Sincerely, Coastland Civil Engineering, LLP John Wanger, PE CEO wanger(a)coastlandcivil.com COASTLANO �y Mike Janet Construction Services Manager ianet(8coastlandcivil.com EXPERIENCE &TECHNICAL COMPETENCE Our approach to project delivery involves a partnership with our clients (public entities), the design team and the contractor that is built on collaboration, responsiveness and trust. The following pages present a selection of projects relevant to the Rotary Manor Culvert Replacement project. We would be happy to supply additional project descriptions and references upon request. CITY OF SAN RAFAEL ROTARY MANOR CULVERT REPLACEMENT PROJECT Coastland I DCCM prepared construction documents and conducted Client Contact environmental compliance and permitting for the replacement of a failed Theo Sanchez, Associate Civil section of corrugated metal culvert located at Rota Manor, a senior Engineer 9 Rotary City of San Rafael living community in San Rafael. The culvert failure resulted in a 20-foot- (415) 485-5326 wide sinkhole in the southeastern yard of the property. Under the Theo. sanchez@cityofsanrafael org sinkhole is a short segment of corrugated metal arch culvert that comprises the end section of a long reach of 8-foot by 6-foot reinforced concrete box culvert that conveys San Rafael Creek under Fifth Avenue and the adjacent neighborhood. Coastland I DCCM assessed the existing culvert conditions and made recommendations for its replacement. It was determined that the 50-foot 1J 1 I segment of 10-foot by 6-foot corrugated metal arch culvert had failed due to bed load abrasion of the pipe invert, which accelerated corrosion and pipe deterioration. The ultimate loss of the floor of the culvert resulted in scour and erosion of the bedding and backfill below and around the pipe, which caused the pipe to slump from lack of structural support. The sinkhole was caused by "piping" of soil as water flows through voids in the backfill and out the holes in the culvert floor. Tension cracks along the spring line of the culvert were a further indication that the pipe was no longer firmly supported. Based on the significant pipe deformation and loss of structural support, it was determined that in -place rehabilitation of the culvert was not a cost-effective solution and that the corrugated metal arch pipe should be removed and replaced with the same dimensions and materials as the upstream portion of the culvert, which remains in good condition. Construction will occur adjacent to a natural channel portion of San Rafael Creek. Permit conditions will require protection measures for the creek bed and vegetated banks and dewatering of the perennial creek using cofferdams. The culvert replacement project will also include partial removal and repair of an existing reinforced concrete end wall at the downstream limits of the corrugated metal pipe, replacement of drainage structures and piping, irrigation, landscaping, and reconstruction of fencing and a wooden trellis. COASTLANO Rotary Manor Culvert Replacement Project P a g e 1 THIRD STREET REHABILITATION Coastland I DCCM is providing construction management, inspection and materials testing services on the Third Street Rehabilitation project. The project involves corridor paving and rehabilitation work on Third Street from east of Union Street to Second Street (1.2 miles) and Second Street from Shaver Street to Marquard Avenue (A miles). Other components of the improvements include raised intersections including curb ramps and widened sidewalks, traffic signal and safety lighting upgrades, addition of class IV two -directional bike lane, drainage improvements, storm drain culvert repairs and rehabilitation and landscaping. Coordination with MMWD and SRSD is critical to the project's success. Coastland I DCCM also provided pre -construction services during the design and bidding phases of the project. Construction began in March 2022 with an anticipated duration of 325 days and an estimated completion date of July 2023. The construction costs total $18.7M. COUNTY OF MARIN Client Contact April Miller, Director of Public Works City of San Rafael 111 Morphew Street San Rafael, CA 94901 (415) 485-3409 april.miller@cityofsanrafael.org LUCAS VALLEY ROAD MP 5.08 CURVE REALIGNMENT PROJECT Coastland I DCCM provided construction management and inspection Client Contact: services to Marin County for the Lucas Valley Road Curve Realignment Rachel Calvert, Senior Civil Project. Services consisted of review and comments on the 90% plans, Engineer construction contract administration, quality assurance and inspection, Marin County Department of Public Works material testing, and public outreach. 415-246-5017 rcalvert@marincounty.org The project is located in unincorporated Marin County on Lucas Valley Road at Mile Post 5.08 where there was a sharp hairpin turn with a steep ravine. The project scope included selective demolition, roadway excavation, and the construction of a soldier pile retaining wall with precast concrete lagging. Asphalt repairs were made to the existing roadway and a section of the existing 60-foot RCP culvert was removed and replaced. Other sections of the existing 60-foot culvert were rehabilitated by centrifugally cast coating with high strength grout and the grout injection into several large voids where the culvert wall had failed. A cast -in -place concrete dissipator was constructed below the retaining wall at the culvert outlet. Site restoration included planting to mitigate construction impacts. Activities in support of construction included public outreach, traffic controls, locating existing utilities by potholing, erosion control, and water pollution control. Construction was completed in February 2022 for a construction cost of $1.6 million. COASTLAND ==M Rotary Manor Culvert Replacement Project Page 2 SONOMA COUNTY TRANSPORTATION & PUBLIC WORKS ON -CALL CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES (2015-PRESENT) Coastland I DCCM provides construction management and inspection services to the County of Sonoma Transportation and Public Works Client Contact Department (TPW) for a variety of construction projects throughout the Forrest Corson, Construction Coordinator county. Our firm is the primary contact for the County in communicating Sonoma County Transportation & with the contractor, subcontractors, residents near the jobsite, and the Public Works public. The projects have involved full -depth reclamation and chi seal force 228 5309 P P 1 P P forrest.corson@sonoma-county.org and require close coordination with Caltrans District 4. We have also managed natural disaster response projects requiring compliance with FEMA regulations and processes. Some of the projects include site -specific issues such as environmental mitigation, heavy traffic flows, sensitive wetland habitats, accessibility compliance, impacts from new development, etc. Our construction management and inspection team has partnered with the County to provide open lines of communication and immediate response to concerns and questions from the public and the County. HOT SPRINGS, CHERRY CREEK AND MILL CREEK ROADWAY REPAIRS Coastland I DCCM provided construction management and inspection services to the County on this project that provides roadway improvements and the construction of soldier pile retaining walls at three locations in Sonoma County that have experienced landslides and culvert and roadway failures due to heavy storms in 2017. Improvements restored the roadway grades and alignment and also included new retaining walls and concrete barriers. 2019 FLOOD WINTERIZATION OF 7 SITES During the winter Storms of 2019 there were a significant number of landslides that damaged Sonoma County roads. This project focused on repairing a slide on Coleman Valley Road just west of Occidental, clearing a culvert crossing on Moscow Road and stabilizing five separate slides on King Ridge Road north of Cazadero. Coastland DCCM provided construction management and inspection services for the project. The County sought cost reimbursement from FEMA. Coastland I DCCM developed a detailed record keeping and work tracking database as needed to satisfy the FEMA Debris Management record keeping requirements. The project scope involved the cleanup of slips out and slides at seven sites and construction of stabilization and winterization measures to mitigate further slides on Coleman Valley Road, Moscow Road and five sites on King Ridge Road. The cleanup and construction included clearing and grubbing, excavating, removing and disposing of slide materials, k-rails and other debris, abandoning damaged underground utilities, cleaning and replacing culverts, placing subdrains and drain rock, placing fill materials, placing rock slope protection, crack sealing, asphalt concrete paving, the construction of soldier pipe and lagging retaining walls, and traffic striping. The winterization activities also included support services, the placement of PCMS, traffic controls and flagging, water pollution controls, and temporary erosion controls. Due to a number of design revisions during construction this project was completed on time but significantly over budget. COASTLANO Rotary Manor Culvert Replacement Project ' Page 3 PROJECT APPROACH The City of San Rafael is seeking a qualified consultant to provide construction management services for the Rotary Manor Culvert Replacement Project (Project). Among other items, the Project scope of work consists of the following elements: Removal of an existing arch CMP culvert on the Rotary Manor property Construction of a new cast -in -place reinforced concrete box culvert Restoration of the affected property grounds • Compliance with regulatory permits concerning construction within the creek A City -maintained storm drain, representing one of the upstream branches of the San Rafael Creek, goes through the Rotary Manor property. Most of this drainage line within the property is an 8-foot wide by 6-foot high reinforced concrete box (RCB) culvert, however the 50-foot reach that is not underneath the Rotary Manor structure is an arch corrugated metal pipe (CMP). This CMP portion needs to be removed and will be replaced with an RCB of same dimension as the existing upstream RCB. Since construction activities will be adjacent to a section of open creek there are several environmental conditions imposed. Coastland I DCCM has teamed with an environmental consultant to assist with regulatory permit compliance. The Coastland I DCCM construction management team will closely coordinate the environmental consultant's monitoring requirements with the contractor's construction activities. Our entire team understands the importance of open and frequent communication with project stakeholders. These stakeholders include the San Rafael Department of Public Works and other agencies, and the businesses and residents in the project area. We understand the critical importance of adhering to the City's Quality Assurance Program. Our Resident Engineer will be responsible for the day-to-day management of quality assurance, testing and record keeping, documentation and resolution of non -conforming work, submittal review, assistance in responding to RFIs, contractor safety, coordination of material testing, and all requisite reporting requirements. The project will have a duration of approximately 90 working days, with a projected start date in August 2023 and completion in December 2023. The construction costs are estimated at $600,000. Coastland I DCCM will serve as an extension of City staff to be fully responsible for the management and inspection of the project. We foresee several critical issues on the project that will require particular attention: ISSUE SOLUTION • Maintaining storm water • Close communication with City staff regarding ongoing pumping utilizing temporary operations bypass • Maintain access to existing stormwater facility • Maintain a fully functional bypass system to manage the existing stormwater discharge requirements • Traffic Controls and Public • Mobilization of construction equipment in the residential Outreach area will require a well thought out traffic control plan • The neighboring residents must be kept informed of traffic disruption related to material and equipment delivery • When necessary, posting of "No Parking" signage will be coordinated and planned in advance COASTLAND OCC.'.: Rotary Manor Culvert Replacement Project Page 4 • Excavation Safety • Careful review of the contractor's shoring plan will be the first order of work • Worker training regarding entering excavation will be emphasized from the beginning of the work • Confined Space Permitting will be critical during the construction of the box culvert • Pre -construction structure settlement survey will be critical and frequent monitoring must be conducted during construction to protect the adjacent structure • Environmental monitoring and • Coordinate Pre -Construction Biological Monitoring and the protection of listed species installation of all required mitigation measures and waterways • Acceptance of the Contractor's Water Pollution Control Program (WPCP) will be one of the first tasks • Ensure BMPs are installed per the accepted WPCP, and that BMPs are maintained throughout construction • Monitor both the operations and maintenance of the Contractor's ground water management and treatment system PROJECT APPROACH Identifying project goals, constraints and concerns at the project onset is key to successful project delivery. This project will include many challenges such as stormwater bypass, dewatering, environmentally sensitive areas adjacent to the project, potential impacts to the residential facility adjacent to the work zone, settlement monitoring of the adjacent structures, and coordination with the many stakeholders. These and further project challenges will all need sound, practical and cost-efficient solutions, which we can provide based on 31 years of relevant experience. Our skill at planning, designing, and managing construction of public projects in the North Bay Area provides us with the ability to anticipate and overcome project challenges. Our team will devote themselves to applying a successful track record of resolving these issues to develop innovative solutions for the City of San Rafael. PROJECT STAKEHOLDERS: Stakeholders include the City of San Rafael staff, the Rotary Manor staff, the residents in the surrounding neighborhood and other regulatory agencies. Coastland I DCCM understands that one of the keys to delivering a successful project is the stakeholder experience. We see the stakeholders as partners, as much as the City, the design team and the contractor. This team building approach is one of the tools we use to successfully deliver projects on schedule and budget. BIOLOGICAL AND ENVIRONMENTAL MONITORING: A branch of San Rafael Creek flows through the culvert that will be rehabilitated with this project. This sensitive habitat will be monitored by WRA, our environmental consultant, while Coastland I DCCM will be actively involved in coordinating construction activities and the monitoring and mitigation requirements. Along with oversight from WRA's biologist we will monitor contractor activities and coordinate all required on -site monitoring and training activities, including the installation of the exclusionary fence and worker training. PARTNERING: Our firm has recent project experience with most of the major engineering contractors in the greater Bay Area. We have established working relationships with their management and project level personnel. Coastland I DCCM has engaged in formal and informal partnering on all recent projects, working with contractors on value engineering, project sequencing, public outreach, the timely identification of potential impacts and the resolution of those issues. We will utilize this experience to successfully partner with the contractor on this project. COASTLAND .:.CC.'.: Rotary Manor Culvert Replacement Project Page 5 PROJECT SCOPE, QUALITY, SCHEDULE AND BUDGET MANAGEMENT: Our firm understands the fiduciary responsibilities for managing major public projects and the four major performance metrics. These project elements are all interrelated and can affect the project outcome. - Our approach includes constructability review and complete understanding of the project documents and referenced standards and specifications. With this knowledge we can be proactive in responding to contractor questions and mitigating scope creep, which impacts both schedule performance and budget. - _ = Our complete understanding of the scope of work allows our team to work out in front of the contractor, pointing out quality assurance issues before they become defective work. Remedial work will impact both the schedule and budget for the contractor and project team. If the contractor is feeling financial strain, it will be reflected in their scope changes (change orders), and rework causes schedule delays. Our Resident Engineer, Matt Vail, will be responsible for the management of the QAP administration, documentation control protocol, and public outreach. _ - _ - - _ _ ` ; ` , ` - .i = , ` Our Resident Engineer, Matt Vail, is an expert in project critical path scheduling. While the contractor is responsible for the sequencing, our detailed review and understanding of the contractor plan will lead to efficiencies in our team and stakeholder coordination, avoiding owner -caused delays. Delay to the project will affect both the construction costs and quality (time pressure). Effective management of the project budget requires the ability to not only verify earned value (current state), but it also requires a look backward (cost trends/potential overages) and forward (forecasting). Coastland I DCCM takes this wholistic approach to budget management. Budget shortage will impact both scope (reductions) and quantity (substandard work). Municipal engineering and construction management services are the core of our business. Having provided day-to-day construction management and inspection services to many municipalities throughout Northern California, especially within Marin County, our team can provide insight to problems or issues that other consultants may not have had hands-on, practical experience with. If selected for these services, we will build upon our existing knowledge of San Rafael and apply our extensive construction inspection experience to add to the City's success. This will result in effective communication and positive project progress. We are excited about this opportunity, and we look forward to continuing to work with the City's Department of Public Works and Engineering staff. CONSTRUCTION SUPPORT SERVICES: Coastland I DCCM will also provide engineering services during construction from our design team including: These services will include the attendance of the design engineer at project meetings and/or teleconference calls, submittal review, and responding to Contractor's questions. - - Our geotechnical subconsultant, Miller Pacific, provided geotechnical recommendations for the project as part of our report dated April 12, 2021, and revised on June 2, 2023. The purpose of the proposed geotechnical services during construction is to observe and/or test geotechnical portions of the work to form an opinion regarding the Contractor's conformance with the intent of the geotechnical recommendations, the project plans and generally accepted construction practices. Miller Pacific will also work with the project team to provide geotechnical consultation and to address changes to the project plans, unanticipated conditions or other geotechnical issues that arise throughout construction. COASTLANO OCCC. Rotary Manor Culvert Replacement Project Page 6 =: The environmental compliance services are related to fulfilling the terms and conditions of: 1) a pending California Department of Fish and Wildlife (CDFW) Lake and Streambed Alteration Agreement (LSAA); 2) the California Environmental Quality Act (CEQA) CEQA Initial Study/Mitigated Negative Declaration (IS/MND); and 3) the Regional Water Quality Control Board (RWQCB) Notice or Applicability of the Project under General Certification WQ 2021-0048-DWQ. The environmental compliance services include: Permitting Agency submittals o Species capture and relocation plan o Foothill Yellow Legged Frog (FYLF) survey protocol o Qualified Biologist Resumes ■ Worker Environmental Awareness Training Native Seed List Dewatering Monitoring Pre -construction Reptile and Amphibian Survey Pre -construction Nesting Bird Survey Biological Monitoring Annual Culvert Monitoring Agency Reporting o Wildlife survey results letter report o CDFW work window variance requests o RWQCB Notice of Project Complete Letter (NOC) A detailed description of the scope of work for Construction Support Services is included as Appendix A. COABTLANO O='_1 Rotary Manor Culvert Replacement Project 11 Page 7 PROJECT ORGANIZATION &KEY PERSONNEL COASTLAND I DCCM TEAM You can be confident knowing our team has the proven expertise to assist the City on a variety of levels. Our team is flexible and dedicated to meeting the needs of the City and will work closely with you to share our experience gained from similar projects and serving public agencies. We will not replace any proposed personnel without prior approval of the City. Due to page limitations we have not included full resumes but are happy to provide this information upon request. MIKE JANET CONSTRUCTION / PROJECT MANAGER Certification: Qualified SWPPP OSHA's 10-hour Training CPR Certified Years of Experience: 25 Bio: Michael Janet, Principal and Construction Services Manager, has strong skills in managing diverse projects and coordinating with all project stakeholders. He has served many public agencies within Marin County (including the cities of San Rafael, Sausalito and Mill Valley and the towns of Corte Madera, San Anselmo, and Tiburon) and is very familiar with the local requirements and public outreach expectations. Selected Experience Overview: City of San Rafael • Third Street Rehabilitation Project • Grand Avenue Pathway Connector • Freitas & Las Gallinas Intersection Bridge City of Cotati • P-1 Pipeline Sanitary Sewer Capacity Upgrade City of Cloverdale • 411 Street Reconstruction County of Marin • Sir Francis Drake Blvd. Corridor Rehabilitation City of Mill Valley • E Blithedale Ave. Rehabilitation City of Santa Rosa • 60+ Sewer, Water, and Storm Drain Improvement Projects County of Sonoma • 2015-2020 Pavement Preservation Program — Chip Seals and Overlays • 2018 Storm Damage Overlay Town of Tiburon • Hawthorne Utility District Undergrounding MATT VAIL, PE RESIDENT ENGINEER Education: B.S., Civil Engineering California State University Chico Years of Experience: 35 License: Civil Engineer, CA 53724 Bio: Matt Vail's professional career includes work as a Civil Engineer, Capital Projects Manager, Principal Engineer, Project Manager, Construction Manager, and General Engineering Contractor on a multitude of transportation, water and sewer improvement projects. Matt spent six years at the Sonoma County Water Agency and has extensive experience with the construction of pumping facilities, storm water management, pipeline replacement and repair, water transmission and distribution pipelines, complex mechanical, electrical and control systems. He is very familiar with local regulatory requirements and is sensitive to the environmental requirements and public concerns throughout the greater Bay Area Selected Experience Overview: City of San Rafael • Third Street Rehabilitation • Grand Avenue Pathway Connector City of Cotati • Cotati P-1 Sewer Pipeline County of Marin • Sir Francis Drake Blvd. Corridor Rehabilitation • Southern Region Rd Rehabilitation Project Ph 2 • Central Region Rd. Rehabilitation Project City of Mill Valley • E. Blithedale Ave Rehabilitation City of Santa Rosa • Sewer Main Lining, Manhole & Lateral Rehab County of Sonoma • 2015-2020 Pavement Preservation Program — Chip Seals and Overlays • 2018 Storm Damage Overlay Town of Windsor • 2017 Pavement Preservation COASTLAND ..MCA'. Rotary Manor Culvert Replacement Project Page 8 CLARK STAUFFER, EIT, QSP ASSISTANT CM / PROJECT ENGINEER Education: M S., Structural Engineering, =: California State University, Sacramento B.S., Civil Engineering, University of California, Davis Years of Experience: 17 License: EIT Bio: Clark Stauffer has 17 years of experience in the construction and engineering fields His experience includes a variety of engineering and construction management responsibilities including submittal review, RFI response, contract administration, processing progress payments and project budget management, reviewing schedules, preparing WSWD reports, and leading project meetings. Selected Experience Overview: City of San Rafael • Third Street Rehabilitation City of Burlingame • S. El Camino Real Water Main City of Cloverdale • Vh Street Reconstruction County of Marin • Sir Francis Drake Blvd Corridor Rehabilitation City of Rohnert Park • A Section / Commerce Blvd. Sewer Line Replacement • State Farm Dr./Commerce Blvd. Water Line Replacement County of Sonoma • Hot Spring, Cherry and Mill Creek Roadway Repairs SUBCONSULTANT TEAM IVAN AYRES CONSTRUCTION INSPECTOR Education: Construction Management Certificate, Sonoma State University, a < School of Extended Education Years of Experience: 6 Bio: Ivan Ayres provides construction inspection services out of our Santa Rosa office. Ivan has served as a Laborer and Operator at Serres Corporation where he was responsible for various underground and surface construction projects and traffic control. Ivan has demonstrated his communication and conflict resolution skills on a variety of construction projects As a Construction Inspector Ivan is involved in the Third Street Rehabilitation Project in San Rafael and the East Blithedale Rehabilitation Project in Mill Valley. Selected Experience Overview: City of San Rafael • Third Street Rehabilitation City of Burlingame • S. El Camino Real Water Main City of Mill Valley • E. Blithedale Ave. Rehabilitation We have included Miller Pacific to provide materials testing. Miller Pacific will also observe and/ortest geotechnical portions of the workto form an opinion regarding the Contractor's conformance with the intent of the geotechnical recommendations, the project plans and generally accepted construction practices. Miller Pacific offers complete Geo-Civil Engineering services. Their services include site investigation, engineering evaluation, design plans, specifications, cost estimates, bidding and construction management. With a staff of registered professional engineers, geologists, and experienced technicians, Miller Pacific serves private and government clients on public, commercial, industrial, and residential projects. wra We have included WRA to provide environmental compliance services. Environmental WRA has assisted the City and stakeholder regulatory agencies in the Consultants preparation of environmental permits for the project. WRA offers continuing environmental compliance services to support Project implementation with COASTLANO OC ... Rotary Manor Culvert Replacement Project 1 Page 9 pre -construction approvals, wildlife surveys, agency coordination and post -construction reporting. LITIGATION Coastland I DCCM has no disputes resolved through mediation, arbitration or litigation arising over the past five years from any public works or other construction project we any related business entity has been involved in. COASTLAND ==, Rotary Manor Culvert Replacement Project j Page 1 0 APPENDIX A: SCOPE OF WORK FOR CONSTRUCTION SUPPORT SERVICES Task 1 - Project Management and Coordination 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 - Engineering Services during Construction The proposed engineering services during construction will include: • Attending project meetings and teleconference calls (up to 3 in -person meetings), • Submittal review, and • Responding to Contractor requests for information (up to 6 RFls). Deliverables: • Submittal review responses and Contractor RFI responses sk 3 - Geotechnical Services durina Construction The proposed geotechnical services include: • Attending project meetings and/or teleconference calls when requested. • Observing foundation excavations for the new culvert to confirm soil conditions are consistent with the recommended geotechnical design criteria. • Observing placement of drainage materials during culvert construction. • General project management and administration including, coordinating and scheduling site visits, reviewing the results of field density testing performed during compaction of wall backfill and subgrade and aggregate base, preparation of reports which summarize the results of the observations and other items as required. Upon satisfactory completion of the project, Miller Pacific will prepare a letter report which summarizes the results of their observations and testing. Miller Pacific will also present their opinion regarding Contractor compliance with the geotechnical portion of the approved design plans and specifications. Deliverables: • Letter report of Geotechnical observations and testing • Email statement of opinion regarding Contractor compliance geotechnical portion of the approved design plans and specifications Task 4 - Environmental Compliance Services during Construction The environmental compliance services include: • Species capture and relocation plan • Foothill Yellow Legged Frog (FYLF) survey protocol • Qualified Biologist resumes in CDFW format • Native seed list COASTLANO Rotary Manor Culvert Replacement Project Page 11 • Wildlife survey results letter report • CDFW work window variance requests • RWQCB Notice of Project Complete Letter (NOC) These tasks, detailed below, are proposed to support the implementation of the Project with pre - construction approvals, wildlife surveys, agency coordination and post -construction reporting. Task 4.1 - Permitting Agency Submittals WRA will assist in the preparation and submission of certain permit -required documents for agency approval prior to construction. WRA will prepare the following documents for CDFW approval: • Species Capture and Relocation Plan • Foothill yellow -legged frog survey methodology • Qualified biologist resumes The Species Capture and Relocation Plan will be submitted with Coastland's draft Dewatering plan as an attachment. WRA will submit a list of cement curing/sealing agents as provided by the construction contractor, to CDFW and RWQCB for approval. WRA will coordinate with the agencies on their approval of the documents. WRA has included up to 15 hours to answer questions and provide edits on the submitted documents. If any additional Agency negotiation is required, the costs incurred will be covered under a subsequent amendment proposal. Deliverables: • CDFW Lake and Streambed Alteration Agreement, Species Capture and Relocation Plan, Request to approve cement curing/sealing agents, FYLF survey protocol, Qualified Biologist resumes Task 4.2 — Worker Environmental Awareness Training and Dewatering Monitoring Prior to the initiation of work, a biological education program will be provided by a Qualified Biologist/Biological Monitor (WRA biologist) to all personnel that will be present at the site during round disturbance and related construction activities within the creek channel. The on -site biologist will provide up to four (4) follow-up trainings as needed throughout the duration of the project. The worker education program will include information regarding the identification of western pond turtle, foothill yellow -legged frog, and nesting birds (including photographs), the potential for occurrence within work areas, and specific measures being implemented to avoid impacts. Measure 2.39 in the LSAA requires a Qualified Biologist to monitor dewatering activities and relocate aquatic wildlife if necessary. WRA proposes three 2-person days for aquatic species rescue and relocation during dewatering. This task also includes additional time to coordinate with the Client on implementing the CDFW and RWQCB permit protective measures. This task does not include time for additional Agency coordination or communication. In summary, this task includes time to: • Prepare the training program materials; • Two (2) biologists present for three (3) days during dewatering and aquatic wildlife relocation efforts; and • Four (4) hours of Client and construction contractor coordination. Deliverables: • Worker environmental awareness training materials • Daily construction monitoring logs Task 4.3 — Pre -construction Reptile and Amphibian Survey COASTLAND Rotary Manor Culvert Replacement Project Page 12 This task proposes two surveys required by the Draft LSAA and CEQA review documentation: 1) a habitat assessment survey for California red -legged frog and 2) a presence/absence survey for reptiles and amphibians. The habitat assessment and survey for California red -legged frog will be conducted no more than 2 weeks prior to ground -disturbance activities as required by Draft LSAA Measure 2.17. A presence/absence survey for reptiles and amphibians will be also conducted by a qualified WRA biologist within 48 hours of start of construction. The focal species for the surveys will be western pond turtle, and the foothill yellow -legged frog. Foothill yellow -legged frog surveys will be conducted according to the survey methodology approved by CDFW in Task 4.1. Adult turtles found within the work areas may be relocated to suitable off -site habitat as per Measure 2.20 of the Draft LSAA. Any turtle nest sites discovered during the preconstruction survey or anytime during construction will be avoided until vacated, as determined by a qualified biologist. Industry standards for disinfection of equipment (boots, waders, etc.) will be followed to prevent the spread of disease to or from the survey area of study. Deliverables: • None. A report will be prepared under Task 4.8 that presents Task 4.3 and 4.4 survey results. Task 4.4— Pre -construction Nesting Bird Survey If work is scheduled between February 1 through August 31, pre -construction nesting surveys are required to ensure that no impacts occur to active nests during ground disturbance activities and tree and vegetation removal. A qualified WRA wildlife biologist will conduct a site visit to determine the presence and location of active bird nests on and within 200 feet of the proposed culvert work. The Client will provide the date of expected construction. This task covers one pre -construction survey effort. If an additional survey is required due to schedule changes, these effort(s) will be covered under a subsequent proposal. The site visit will be performed between the hours of dawn and 10:30 am, during the period when birds are most active. If an active nest is found, a protective exclusion buffer would be set up around the active nest. In accordance with the typical active nest protection measures, the exclusion zone will remain in place and no initial construction work can be conducted in the area until all young have fledged. The Client will be advised of the nest locations and follow-up actions that may be required prior to construction being initiated in these areas. If allowed, exceptions to the exclusion zones may be made with the approval of CDFW. Deliverables: • None. A report will be prepared under Task 4.8 that presents Task 4.3 and 4.4 survey results. Task 4.5 — Biological Monitoring As per Measure 2.8 of the DRAFT LSAA, a WRA biologist shall be on -site daily for the duration of the construction activities within the creek corridor to monitor and ensure compliance with permits. In addition, if additional dewatering is needed beyond the proposed monitoring in Task 4.2, the WRA biologist will monitor the creek work area for stranded aquatic life as the water level in the dewatering area drops, and until dewatering equipment is removed from the creek work area. The WRA biologist will relocate any stranded aquatic life according to the CDFW-approved Species Capture and Relocation Plan. This task assumes 10-hour days attended by an CDFW-approved biologist. Deliverables: • Daily construction monitoring logs Task 4.6 — Optional Active Nest Monitoring This optional task is provided if CDFW approves the waiver of a biological monitor during all construction. If active nests are discovered within the surveyed area, a biological monitor will monitor an active nest during construction that encroaches on an established work exclusion buffer. The biological monitor will stop work if a nesting bird shows signs of agitation. The biological monitor will also determine the status of the nest and determine the point at which the nest becomes inactive and no -work buffers can be removed. This task also includes an update to the survey letter produced in Task 4.4 to indicate the final status of any active nests. This task assumes one biologist on -site for one 10-hour workday at a daily rate. Deliverables: COASTLANO =... Rotary Manor Culvert Replacement Project P a g e 1 3 • Update to Task 4.8 survey results report with final status of active nests Task 4.7 — Annual Culvert Monitoring This will be a 5-year monitoring effort, with a single annual visit and coordination with on -site staff at Rotary Manor. Visual inspections of the culvert inlet and outlet will be conducted to ensure that the culvert is functioning as intended and is not creating debris jams or excessive erosion downstream of the culvert. One site visit per year is assumed for this task. This task will be billed on a not -to -exceed basis, unless prior written approval is given. Deliverables: • None. Annual reports will be prepared under Task 4.8 that presents Task 4.7 survey results. Task 4.8 — Agency Reporting Pre -construction survey report A brief report will be prepared discussing the methods and results of the Task 4.3 and 4.4 surveys. The survey results report will be in a format compliant with permit requirements to facilitate agency approval to proceed with construction. A brief email will also be sent to report the California red -legged frog habitat assessment to CDFW prior to construction start. If special -status species are discovered, WRA will prepare a CNDDB occurrence report under a subsequent proposal. Work Window Extensions The current construction schedule indicates that work in the creek will likely be conducted as late as November 2023. As Project in -creek construction proceeds up to and past the CDFW LSAA October 15 permit work window, work window extension requests to CDFW will be required to continue with construction. As Project in -creek construction proceeds up to and past the RWQCB permit October 30 permit work window, work window extension requests to RWQCB will be also required to continue with construction. WRA will work with CDFW and RWQCB representatives to modify the work window and extend construction on a week to week basis. WRA will prepare complete weekly extension requests as needed. The requests for a work period extension will describe the extent of work already completed; detail the activities that remain to be completed; detail the time required to complete each of the remaining activities; provide photographs (taken by others) of both the current work completed and the proposed site for continued work; and include an assessment of additional biological impacts as a result of the work extension. This task assumes 6 extension requests will be prepared and submitted. RWQCB Notice of Completion WRA will prepare a Notice of Project Completion Letter as required by the RWQCB and CDFW at Project construction completion. The Notice of Project Completion Letter will summarize the Project and include photographs that demonstrate the work was completed as required by the terms and conditions of the permit. The Project Completion Report will be submitted to agencies within 30 days of Project conclusion. Culvert Reporting and Annual Status Report WRA will send CDFW a status report email following culvert inspections in the event of any excessive stream erosion or debris jams observed within and around the culvert to determine appropriate remediation measures. At a minimum, there will be one email by January 31 to summarize findings, with photos to document existing conditions. At the discretion of CDFW, implementation of measures to address excessive erosion may require an amendment to the existing agreement. Additional coordination time needed for the amendment is not covered under this task; additional time needed may be covered under another change order and with written approval from the client. COASTLANO Rotary Manor Culvert Replacement Project Page 14 Deliverables: • California red -legged frog habitat assessment email • Pre -construction Survey Report • Six (6) Work Window Extension Requests • Notice of Project Completion Letter • Five (5) Culvert Monitoring Annual Status Report emails ASSUMPTIONS / EXCLUSIONS The following assumptions have been made in the preparation of this Amendment Proposal, and are in addition to the assumptions made in WRA's original Scope of Work: • Any biological survey, assessment, or other reconnaissance is dependent on current conditions, and the data obtained may not be accurate or applicable in subsequent years. • The surveys do not constitute a protocol level survey for any species. • The Client will provide time of construction initiation. • Task 4.3 Pre -construction Reptile and Amphibian Survey assumes no regulated species will be observed in the work area. If regulated species are found, WRA and the Client will contact CDFW and take appropriate steps as approved by CDFW, under the terms of a separate change order. • Daily biological monitoring for in -creek work will not exceed forty (40) working days, at ten (10) hours per day. • As described in Task 4.8, coordination time needed for an LSAA amendment is not covered under this task. • The WEAP will not be translated into any other language. • The WEAP will be presented in a PDF format by the on -site biologist. No additional site visit or PowerPoint will be required. • This proposal assumes all tasks but the 5-year monitoring will be conducted in 2023. If work occurs in 2024, an additional amendment may be required. COASTLANO Rotary Manor Culvert Replacement Project P a g e 1 5 y i 1 COASTLAND Y�■. `ICI SANTA ROSA 1400 Neotomas Avenue Santa Rosa, CA 95404 (707) 571-8005 AUBURN 11641 Blocker Drive Suite 170 Auburn, CA 95603 (530) 888-9929 FAI RFI ELD 420 Executive Court North, Suite G Fairfield, CA 94534 (707) 702-1961 PLEASANT HILL 3478 Buskirk Avenue Suite 1000 Pleasant Hill, CA 94523 (925) 233-5333 (800) 409-2435 toll free info@coastlandcivil.com Municipal Engineering I Capital Project Design I Consi. uction Management I Building & Safety I Financing Assistance i ^ - - �• - r� 4Ad 3 a�1 SERVICES MUNICIPAL ENGINEERING CAPITAL PROJECT DESIGN CONSTRUCTION MANAGEMENT BUILDING & SAFETY FINANCING ASSISTANCE MARKETS TRANSPORTATION ADA COMPLIANCE FLOOD CONTROL & DRAINAGE WATER WASTEWATER PUBLIC FACILITIES & PARKS WORK ESTIMATE Manor Culvert Replacement PROPOSAL FOR CM INSPECTION SERVICES 7-8, City of San Rafael o Taek No Cede) •- • PM/CM RE Inspector poC1OProject Enq Task Information n,or S190 5190 S175 3155 Direct(C_rua costs Comments 7Agen!/mn0o,.c.tmeeLng 1 Pre -Construction Meeting 1 2 2 4 7S1,540 2 Site Visit & Documentation 2 B 4 /Meet with City 3 Project Start -Up 0 2 4 4 10 S1,700 Assemble riling 4 Daily Field Inspections & Documentation B 337 345 $60,495 Based on 90 working days 4a Overtime Inspection 60 60 $15,720 4b Materials Testing Services S15,525 0 $15,525 Miller Pacific to provide Materiels Testing seroces 5 Progress Meetings/Other Mtgs 18 18 18 36 90 S151570 Assume attendance @ 18 mtgs (CM & Inspector) 6 Status Reports& Documentation 18 36 36 90 $15,300 Revew progress/documentation 6a Reports 10 36 18 64 S10,990 St/Daily Updates to City 61, Submittal Management 0 30 30 60 120 $20,250 Based on 30 submittals 6c Requeats For Inform illon 10 20 20 35 S14,625 Based on 20 RFI's i Change Order Management 15 15 15 k426 S7,800 Bated on 5 Chonge order 7 Construction Management 35 35 36 518,am 8 Cost and Schedule Management 14 14 14 57.280 Saud on 7 moni ps me & CpMvpeki 9 Public Relations & Outreach 10 20 30 $5,400 Notices/meeling/coordination etc 10 Conflict Resolution & Claim Management 0 s0 raw NW 1r10or" Ifrtuded 11 Utility Coordination 0 40 56 $9.920 Coordinationfspol inspection 12 Post Construction Meeting 4 4 4 4 16 $2,840 Walk through 13 Project Closeout 2 4 8 4 18 S3,160 As-buillsrfiles Photographs & video $100 $100 Vehicle/Equipment expenses S11,400 $11,400 760 hours x S15/i S11,400 Total Houral 100 1 170 600 60 270 1,200 Subtotal. CM and Inspection Services I S19.000 I S32.300 S105.000 S15.720 S41 850 $27 025 $240,895 NOTES: Coastland I DCCM reserves the right to adjust estimated hours should the Contractor schedule additional crews or overtime work. 1 Based on 90 working days 2 Based on full lime inspection at 40 hours per week during construction - estimated to be 60 WDs 60 hours or overtime have been included for typical over- 3 Based on a part time CM and Project Engineer Inspector is part time prior to start of site construction 4 Based on an estimated number or RFI's, change orders and submittals shown above Rotary Manor Culvert Replacement TASK INFORMA�TION PROPOSAL FOR CONSTRUCTION SUPPORT SERVICES City of San Rafael HOURS• Task No. (C-tans Csael Task Information Principal Engineer Struciuml Engineer Senior Engineer senior CAD Designer Constructiop Manager Direct Costs Total Hours Total Costs Comments s235 sleo $zoo also $190 1 Project Management & Coordination 2 8 10 52 070 2 Engineering Services During Construction Projecl Meetings and Conference Calls (up to 3 in person meetings) 9 1B 9 36 $7,425 Submittal Review 2 10 2 34 $5,750 Respond to RFls (up to 6) 2 10 3 25 S4,490 3 Geotechnical Services During Construction 2 $3,450 2 $3,B50 Miller Pacific 4 Environmental Compliance Services During Construction Permitting Agency Approvals 4 $15,525 4 $16,325 WRA Worker Environmental Awareness Training and Dewatenng Monitoring 4 S16,560 4 S17,360 WRA Pre -construction Reptile & Amphibian Survey 1 S4,255 1 S4,455 WRA Pre -construction Nesting Bird Survey 1 $1,495 1 $1,695 WRA Biological Monitoring - Dap Role 1 $1,725 1 $11925 WRA Optional Active Nest Monitoring - Daily Rate 1 S1,725 1 $1,925 WRA Annual Culvert Monitoring 5 S4,485 5 $5,485 WRA Agency Reporting 4 $20,5B5 4 521,3B5 WRA Subtotal, Construction Support Services 15 0 69 0 14 S6g,805 128 S94,140 TOTAL. All Services 11 i i 1 $335.035 F W,opmaMUGl,c\San RaraelViolary Manw Culwrl CIA- Cons l pasgn supparl_WwN Estimate xlsx& 11 EXHIBIT B INSURANCE REQUIREMENTS During the term of this Agreement, and for any time period set forth below, CONSULTANT shall procure and maintain in full force and effect, at no cost to CITY insurance policies with respect to employees and vehicles assigned to the performance of Services under this Agreement with coverage amounts, required endorsements, certificates of insurance, and coverage verifications as defined in this Exhibit B. A. Scope of Coverage. During the term of this Agreement, CONSULTANT shall maintain, at no expense to CITY, the following insurance policies: 1. Commercial general liability. A commercial general liability insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, for death, bodily injury, personal injury, or property damage. 2. Automobile liability. An automobile liability (owned, non -owned, and hired vehicles) insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence. 3. Professional liability. If any licensed professional performs any of the services required to be performed under this Agreement, a professional liability insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, to cover any claims arising out of the CONSULTANT's performance of services under this Agreement. Where CONSULTANT is a professional not required to have a professional license, CITY reserves the right to require CONSULTANT to provide professional liability insurance pursuant to this section. 4. Workers' compensation. If it employs any person, CONSULTANT shall maintain workers' compensation insurance, as required by the State of California, with statutory limits, and employer's liability insurance with limits of no less than one million dollars ($1,000,000) per accident for bodily injury or disease. CONSULTANT's workers' compensation insurance shall be specifically endorsed to waive any right of subrogation against CITY. B. Other Insurance Requirements. The insurance coverage required of the CONSULTANT in subparagraph A of this section above shall also meet the following requirements: 1. Except for professional liability insurance or workers' compensation insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers, agents, employees, and volunteers, as additional insureds (for both ongoing and completed operations) under the policies. 2. The additional insured coverage under CONSULTANT's insurance policies shall be "primary and noncontributory" with respect to any insurance or coverage maintained by CITY and shall not call upon CITY's insurance or self-insurance coverage for any contribution. The "primary and noncontributory" coverage in CONSULTANT'S policies shall be at least as broad as Rev 0822 B-1 ISO form CG20 01 04 13. 3. Except for professional liability insurance or workers' compensation insurance, the insurance policies shall include, in their text or by endorsement, coverage for contractual liability and personal injury. 4. By execution of this Agreement, CONSULTANT hereby grants to CITY a waiver of any right to subrogation which any insurer of CONSULTANT may acquire against CITY by virtue of the payment of any loss under such insurance. CONSULTANT agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not CITY has received a waiver of subrogation endorsement from the insurer. 5. If the insurance is written on a Claims Made Form, then, following termination of this Agreement, said insurance coverage shall survive for a period of not less than five years. 6. The insurance policies shall provide for a retroactive date of placement coinciding with the Effective Date of this Agreement. 7. The limits of insurance required in this Agreement may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and noncontributory basis for the benefit of CITY (if agreed to in a written contract or agreement) before CITY'S own insurance or self-insurance shall be called upon to protect it as a named insured. 8. It shall be a requirement under this Agreement that any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or limits shall be available to CITY or any other additional insured party. Furthermore, the requirements for coverage and limits shall be: (1) the minimum coverage and limits specified in this Agreement; or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured; whichever is greater. No representation is made that the minimum insurance requirements of this Agreement are sufficient to cover the obligations of the CONSULTANT under this Agreement. 9. CONSULTANT agrees to ensure that subcontractors, and any other party involved with the Services, who is brought onto or involved in the performance of the Services by CONSULTANT, provide the same minimum insurance coverage required of CONSULTANT, except as with respect to limits. CONSULTANT agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this Agreement. CONSUTLANT agrees that upon request by CITY, all agreements with, and insurance compliance documents provided by, such subcontractors and others engaged in the performance of Services will be submitted to CITY for review. 10. CONSULTANT agrees to be responsible for ensuring that no contract used by any party involved in any way with the Services reserves the right to charge CITY or CONSULTANT for the cost of additional insurance coverage required by this Agreement. Any v 08 22 B-2 such provisions are to be deleted with reference to CITY. It is not the intent of CITY to reimburse any third party for the cost of complying with these requirements. There shall be no recourse against CITY for payment of premiums or other amounts with respect thereto. C. Deductibles and SIR's. Any deductibles or self -insured retentions in CONSULTANT's insurance policies must be declared to and approved by the CITY and shall not reduce the limits of liability. Policies containing any self -insured retention (SIR) provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named insured or CITY or other additional insured party. At CITY's option, the deductibles or self -insured retentions with respect to CITY shall be reduced or eliminated to CITY's satisfaction, or CONSULTANT shall procure a bond guaranteeing payment of losses and related investigations, claims administration, attorney's fees and defense expenses. D. Proof of Insurance. CONSULTANT shall provide to the PROJECT MANAGER all of the following: (1) Certificates of Insurance evidencing the insurance coverage required in this Agreement; (2) a copy of the policy declaration page and/or endorsement page listing all policy endorsements for the commercial general liability policy, and (3) excerpts of policy language or specific endorsements evidencing the other insurance requirements set forth in this Agreement. CITY reserves the right to obtain a full certified copy of any insurance policy and endorsements from CONSULTANT. Failure to exercise this right shall not constitute a waiver of the right to exercise it later. The insurance shall be approved as to form and sufficiency by the CITY. 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 Theo Sanchez) 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 a. Email PINS Introductory Notice to Contractor DATE Check/Initial 1 Project Manager Click here to ❑ enter a date. b. Email contract (in Word) and attachments to City 8/22/2023 City Attorney Attorney c/o Laraine.Gittens@cityofsanrafael.org ENT 2 a. Review, revise, and comment on draft agreement 8/22/2023 and return to Project Manager 8/22/2023 ❑X NT b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor ❑X NT 3 Department Director Approval of final agreement form to send to 8/22/2023 ❑X AM contractor 4 Project Manager Forward three (3) originals of final agreement to 8/22/2023 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 EXI Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 8/21/2023 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 PSA - Coastland Civil Engineering - CM, Inspection and Construction support Final Audit Report 2023-08-30 Created: 2023-08-22 By: Nataly Torres (nataly.torres@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABAARiY1csR4rkxA6EZR7NdjmQBXvnW-LghX "PSA - Coastland Civil Engineering - CM, Inspection and Constr uction support" History Document created by Nataly Torres (nataly.tares@cityofsanrafael.org) 2023-08-22 - 11:16:14 PM GMT E-'. Document emailed to John Wanger (wanger@coastlandcivil.com) for signature 2023-08-22 - 11:22:46 PM GMT Email viewed by John Wanger (wanger@coastlandcivii.com) 2023-08-23 - 2:35:39 AM GMT 4S0 Document e-signed by John Wanger (wanger@coastiandcivil.com) Signature Date: 2023-08-24 - 5:49:30 PM GMT - Time Source: server E,14 Document emailed to Heidi Utterback (utterback@coastlandcivil.com) for signature 2023-08-24 - 5:49:34 PM GMT Email viewed by Heidi Utterback (utterback@coastlandcivil.com) 2023-08-25 - 5:03:21 AM GMT �© Document e-signed by Heidi Utterback (utterback@coastiandcivil.com) Signature Date: 2023-08-25 - 3:52:57 PM GMT - Time Source: server E7* Document emailed to Laraine Gittens (laraine.gittens@cityofsanrafael.org) for approval 2023-08-25 - 3:53:01 PM GMT Email viewed by Laraine Gittens (laraine.gittens@cityofsanrafael.org) 2023-08-25 - 4:42:13 PM GMT 60 Document approved by Laraine Gittens (laraine.gittens@cityofsanrafael.org) Approval Date: 2023-08-29 - 7:30:29 PM GMT - Time Source: server Powered by ,Olfjt; SAN 12AFAEL Adobe `� Acrobat Sign C'Y Document emailed to Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) for signature 2023-08-29 - 7:30:33 PM GMT Email viewed by Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) 2023-08-29 - 7:32:57 PM GMT 6o Document e-signed by Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) Signature Date: 2023-08-29 - 7:33:53 PM GMT - Time Source: server E-1 Document emailed to city.clerk@cityofsanrafael.org for approval 2023-08-29 - 7:33:57 PM GMT Email viewed by city.clerk@cityofsanrafael.org 2023-08-29 - 8:04:52 PM GMT 6© Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi 2023-08-29 - 8:05:07 PM GMT 6© Document approved by Brenna Nurmi(city.clerk@cityofsanrafael.org) Approval Date: 2023-08-29 - 8:05:09 PM GMT - Time Source: server E"y Document emailed to cristine.alilovich@cityofsanrafael.org for signature 2023-08-29 - 8:05:13 PM GMT Email viewed by cristine.alilovich@cityofsanrafael.org 2023-08-30 - 2:33:36 AM GMT 6© Signer cristine.alilovich@cityofsanrafael.org entered name at signing as Cristine Alilovich 2023-08-30 - 2:34:36 AM GMT 4 Document e-signed by Cristine Alilovich (cristine.alilovich@cityofsanrafael.org) Signature Date: 2023-08-30 - 2:34:38 AM GMT - Time Source: server C'► Document emailed to city.clerk@cityofsanrafael.org for signature 2023-08-30 - 2:34:42 AM GMT Email viewed by city.clerk@cityofsanrafael.org 2023-08-30 - 3:02:59 PM GMT iJo Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi (for) 2023-08-30 - 3:03:13 PM GMT d© Document e-signed by Brenna Nurmi (for)(city.clerk@cityofsanrafael.org) Signature Date: 2023-08-30 - 3:03:15 PM GMT - Time Source: server Agreement completed. 2023-08-30 - 3:03:15 PM GMT SAN RAFAEL I Pow-eAdobe ""-'-Y',IT,11 -"`°" Acrobat Sign