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HomeMy WebLinkAboutPW Service Level Agreement; Task Order No. 105 Albert Park Fence ReplacementCity of San Rafael SERVICE LEVEL AGREEMENT DATED JUNE 19, 2023 WITH BKF ENGINEERS TASK ORDER NO. 105 Subject title: Albert Park Fence Replacement Task Order Amount: $11,600 THIS TASK ORDER is entered into on 3/22/24 a municipal corporation ("City"), and BKF Engineers, ("Contractor") RECITALS between the City of San Rafael, A. Whereas Master Consultant Services Agreement is hereby renamed Service Level Agreement; and B. The City and Contractor (as may be identified as "Consultant" in the original Agreement) have entered into a Service Level Agreement ("Agreement") dated June 19, 2023 under which Contractor has agreed to perform certain contract services for the City; and C. Pursuant to the terms of the Agreement, the City wishes Contractor to perform certain tasks as set forth in this Task Order, which constitute the Work; NOW, THEREFORE, City and Contractor agree as follows: AGREEMENT 1. Scope of services. Contractor shall provide any and all of the services set forth in Exhibit A of this Task Order, for an amount not to exceed the Task Order Amount, identified above, as directed by the City. Becky Dower shall be the Project Manager for Contractor for this Task Order. Additional contract services may be performed by other Contractor staff with prior notice and approval by City. a. Citv's duties. The City will: (1) Determine the scope of services, as set forth in Exhibit A. (2) Make available work plans and specifications and other City data related to the project, including full information as to the City's requirements. (3) Designate Adeel Shaikh as the person at the City responsible for monitoring performance under this Task Order. b.Contractor duties. The Contractor will: (1) Provide and perform tasks identified in Exhibit A, Scope of Services. (2) Provide miscellaneous services related to the Work and not stipulated elsewhere in this Rev March 2024 City of San Rafael Service Level Agreemeni Task Order Task Order, when requested by the City in writing. A Task Order Amendment is required if these additional services cannot be performed within the Task Order budget. 2. Date of completion: Work hours estimate: Cost estimate and budget; Fee schedule: Costs are not - to -exceed stated Task Order Amount in this Task Order. See Exhibit A for Work and fee schedule details. :Authorization to proceed. The City will give Contractor authorization to proceed with the work specified in this Task Order only after Contractor submits updated insurance certificates and endorsements, in accordance with the Agreement. Service Level Agreement terms: Conflicts. Except as expressly otherwise provided herein, all terms of the Agreement shall apply to Contractor in the performance of work pursuant to this Task Order. If there is a conflict between this Task Order and the Agreement, this Task Order shall control. Amendment of Task Order; Conflicts. Except as provided in Section I(b)(2) above, this Task Order may not be modified except by an Amended Task Order executed and approved in the same manner as the Task Order. Siuynatures. The parties have executed this Task Order, as of the date first written above. 2 Rev March 2024J City of San Rafael Service Level Agreemeni Task Order CITY OF SAN RAFAEL By: Cragine Ahlovich iMar - o PDT: Cristine Alilovich, City Manager Reviewed By By: e'er Genevieve Coyle, Assistant City Attorney Exhibits: A Scope of work 3 Rev. March 2024 CONTRACTOR , ,A[214 kl��iyl6 kil By: Jason Kirchmann (Mar 13, 2024 15:30 PDl Name: Jason Kirchmann Title: Vice President (if Contractor is a corporation, add signature of second corporate officer) By: Name: Jean Chen Title: C F O Exhibit A February 7, 2024 BKF No C20230051-10 Addel Shaikh City of San Rafael 1400 Fifth Avenue, Rm 2023 San Rafael, CA 94901 Transmitted Via Email Subject: San Rafael Albert Park Field Fencing Design Updates Project Civil Engineering Proposal Dear Adeel: BKF Engineers welcomes the opportunity to submit this proposal for civil engineering services associated with the Albert Park Field Fencing Design updates project located in the City of San Rafael, California. BKF had recently provided drawings to the City illustrating the removal and replacement of fencing and sports field netting at the Albert Park field. Subsequently, the City decided to change the scope of the project to reduce costs, and has asked that the new fencing project be developed and tracked separately from the previous sports field netting project. We will utilize the existing mapping and previous work from our sports field netting project, but understand that this project should be a new, stand-alone permit drawing set. To arrive at the estimated effort required by our office for this project, we have outlined a proposed scope of services, identified assumptions, and determined a level of effort fee based on our understanding of the project. I. SCOPE OF SERVICES TASK 1: Fencing Replacement Permit Drawings BKF will support the City with drawings illustrating fencing installation at Albert Park field, for building permit submission, showing the replacement of approximately 80 linear feet of 6-foot fencing with new 16-foot chain link fencing located along the Albert Park baseball field perimeter. BKF Engineers, along with its subconsultant, ZFA Structural Engineers, will provide a permit package including structural calculations, site plan, and details for the fence installation and construction Administration review and support. TASK 2: Construction Administration Support BKF and its subconsultant, ZFA, will support the City during construction. Administration support services may include submittal review, Request for Information (RFI) responses, and up to one (1) site visit to clarify design intentions with the Contractor. We have not budgeted time for the preparation of Record Drawings, but could prepare these, if needed, under an amendment to this agreement. II. SCOPE QUALIFICATIONS AND ASSUMPTIONS BKF Engineers' services are limited to those expressly set forth in the scope. We understand that BKF will have no other obligations or responsibilities for the project except as provided in this proposal letter, or as otherwise agreed to in writing. BKF will provide the scope of services consistent with, and limited to, the standard of care applicable to such services. Any participation in non -adversarial procedures, or other right to repair items, is considered as additional services. For the scope of work identified, we have assumed the following: BKF ENGINEERS 4040 Civic Center Drive, Suite 530, San Rafael, CA 94903 1415.930.7960 1) Basis of Design and Site Information a) Topographic Survey: Topographic survey data previously collected by BKF Engineers will be used as the background for our fencing design drawings. b) Potholing: Potholing services are not included in this proposal unless specifically identified. 2) Meetings a) Meetings: Meetings are assumed to be held in the Bay Area or via remote conference. Meeting time requested beyond what we have budgeted is not included in this proposal. 3) Phasing, Delivery and Deliverables a) Phasing: The project will be permitted and constructed in one phase and that construction phasing plan(s), or interim condition plans, will not be required for this project. Proposal does not include preparing and processing split construction permits for demolition, rough grading, backbone utilities, etc. b) Permits: Unless otherwise specifically delineated in the scope of services, permit processing, applications, fees, and submittals to local, state, and federal agencies and utility purveyors will be provided by City staff. BKF will submit to the client delineated scope deliverables for client submission to governing agencies. c) Drawings: All drawings will be prepared in AutoCAD format. We will submit copies of all drawings in both electronic and paper format. d) Building Information Modeling (BIM): We have not included time to convert civil 3D design or existing conditions AutoCAD files into BIM model files. We have assumed all conversions will be by the architect. Ill. SCHEDULE We are ready to commence our services immediately following authorization to do so. IV. COMPENSATION 1. BASE SCOPE OF WORK BKF proposes to provide the services on a time and Expense basis. We will invoice for our services on a percent complete basis per task summarized as follows: Reimbursable expenses are anticipated for reproduction, mileage, express and messenger deliveries, and computer deliverable plots. Reimbursable expenses will be billed on a cost plus 10-percent markup basis. For tasks requested by the owner or architect not defined in this scope of services, BKF will identify them as potential extra work. We can provide a scope and fee for these items or they may be tracked separately as extra work and billed on a time and materials per our attached rate schedule. BKF is prepared to begin providing these services upon receiving a Task Order from The City of San Rafael and receiving your authorization to proceed. Once authorized, BKF will provide our services under the terms and conditions of our existing Master Consultant Services Agreement with The City of San Rafael dated June 19, 2023. Page 2 of 3 BKF ENGINEERS Thank you for the opportunity to present this proposal. We look forward to assisting in developing this project. Please contact me at (415) 930-7964 if you have any questions regarding our scope of services. Respectfully, BKF Engineers Jason Kirchmann, PE, PLS Principal/ Vice President Page 3 of 3 BKF ENGINEERSOF OA- 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: Shannon Mackle (for Adeel Shaikh) Extension: 3353 Contractor Name: BKF Engineers Contractor's Contact: Becky Dower Contact's Email: bdower@bkf.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 3/8/2024 Attorney c/o Laraine.Gittens@cityofsanrafael.org ®SM 2 City Attorney a. Review, revise, and comment on draft agreement 3/8/2024 and return to Project Manager 3/8/2024 ® 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 3/11/2024 ❑X SM contractor 4 Project Manager Forward three (3) originals of final agreement to Click here to ❑ contractor for their signature enter a date. 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 Click here to Date of City Council approval enter a date. PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City Attorney with printed copy of this routing form 7 City Attorney Review and approve hard copy of signed agreement 8 City Attorney Review and approve insurance in PINS , and bonds (for Public Works Contracts) 9 City Manager / Mayor Agreement executed by City Council authorized official Attest signatures, retains original agreement and 10 City Clerk forwards copies to Project Manager