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HomeMy WebLinkAboutPW Third Street Rehabilitation Project; Second AmendmentSECOND AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH COASTLAND CIVIL ENGINEERING, LLP FOR THE THIRD STREET REHABILITATION PROJECT THIS SECOND AMENDMENT to the Professional Services Agreement by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and COASTLAND CIVIL ENGINEERING, LLP (hereinafter "CONSULTANT"), is made and entered into as of the 05/08/2024 RECITALS WHEREAS, the CITY and CONSULTANT entered into a Professional Services Agreement dated June 23, 2021 to perform professional services in connection with CITY'S Third Street Rehabilitation Project, for an amount not to exceed $1,168,300 (the "Agreement"); and WHEREAS, the CITY and CONSULTANT entered into a First Amendment to the Professional Services Agreement dated June 1, 2023 to perform additional professional services in connection with CITY'S Third Street Rehabilitation Project, for an amount not to exceed $380,000 and increasing the total not to exceed under the Agreement to $1,548,300; and WHEREAS, under the terms of the Agreement, the Term of the Agreement was to expire on June 23, 2023; however CITY and CONSULTANT agreed informally that the Term of the Agreement would be extended, and now wish to ratify and memorialize that extension; and WHEREAS, CITY requires additional professional services from the CONSULTANT, and the CONSULTANT is willing to provide such services. AMENDMENT TO AGREEMENT NOW, THEREFORE, the parties hereby agree to amend the Agreement as follows: Article II of the Agreement, entitled "DUTIES OF CONSULTANT" is hereby amended to include the additional services set forth in CONSULTANT's proposal dated December 19, 2023, attached to this Second Amendment as Exhibit A and incorporated herein by reference. 2. Article IV of the Agreement, entitled "COMPENSATION" is hereby amended to include additional compensation payable to CONSULTANT for the services described in Exhibit A to this Second Amendment, on a time and materials basis in accordance with the Exhibit A, in a not -to -exceed amount of $21,280, and to change the total not -to -exceed amount under the Agreement to $1,569,580. 3. Article V of the Agreement, entitled "TERM OF AGREEMENT" is hereby amended, effective as of June 23, 2023, to extend the Agreement term by one year through June 23, 2024. 4. Except as specifically amended herein, all of the other provisions, terms and obligations of the Agreement between the parties shall remain valid and shall be in full force. IN WITNESS WHEREOF, the parties have executed this Second Amendment on the day, month, and year first above written. CITY OF SAN RAFAEL Crisfihe Alilovich Cristine Alilovich (May 8, 202420:58 PDT) CRISTINE ALILOVICH, City Manager ATTEST: SAo*cf, 3L Brenna Nurmi (for) (May 9, 20I4 :56 POT) LINDSAY LARA, City Clerk APPROVED AS TO FORM: GENEVIEVE COYLE, Assistant City Attorney 2 CONSULTANT AlichdeG anet 13y: Michael Janet (Apr 11, 202414:02 PDT) Name:Michael Janet Title: Vice President [If Contractor is a corporation, add signature of second corporate officer] Name: Title: Exhibit A Coastland Civil Engineering - Ccnstruction Management - Building Dept, Services December 19, 2023 April Miller, Director City of San Rafael Department of Public Works 111 Morphew St. San Rafael, CA 94901 Subject: 3rd Street Rehabilitation Project Request for Contract Amendment #2 Dear April: This letter is to request a contract amendment for Coastland's Construction Management and Inspection services for the 3rd Street Rehabilitation Project in the amount of $21,280.00. The reason for the anticipated budget over -run is as follows: 1. The application of pavement striping and markers, traffic signal activation, and change order work impacted the project completion date, for reasons that are neither the City's nor Coastland's fault. With the extended duration of the project we have consumed all of the planned construction management and inspection hours. 2. The required overtime inspection for paving operations exceeded our estimate of the number of overtime hours required. We estimate that from today's date, there will be a total of 20 days construction management effort required to close out the project, and 40 hours of on -site inspection left to complete the remaining contract work. One full time Inspector for remaining contract work: 40 hours @ $165/hour............... $6,600.00 Inspection hours already expended (overbudget) 40 hours @ $165/hour ............... $6,600.00 SubtotalInspection.................................................................................... $13,200.00 We also anticipate the following Construction Management work to Project Close Out: Construction Manager: 40 hours @ $185/hour...................................................$7,400.00 Subtotal Construction Management.................................................................$7,400.00 Vehicle Hours: 40 hours @ $17/hour................................................................. $680.00 Subtotal of additional estimated work............................................................. $21,280.00 1400 Neotomas Ave Santa Rosa, CA 95405 707.571.8005 707.571.8037 Fax 11 B1 O Kemper Road Auburn, CA 95BO3 530.BBB.9929 530.BB9.9979 Fax www.coasr-landcivil.com If you have any questions, please call me at (707) 494-6464. Sincerely, Mike Janet Construction Services Manager cc: John Wanger; Andrea Tidwell 0' 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 Theo Sanchez) Extension: 3353 Contractor Name: Coastland Civil Engineers Contractor's Contact: Matt Vail Contact's Email: vail@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 3/19/2024 Attorney c/o Laraine.Gittens@cityofsanrafael.org a. Review, revise, and comment on draft agreement ©SM 2 City Attorney 3/20/2024 and return to Project Manager 3/20/2024 ❑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 Click or tap contractor to enter a date. 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 5/6/2024 Date of City Council approval PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City Attorney with printed copy of this routing form 7 City Attorney Review and approve hard copy of signed agreement 8 City Attorney Review and approve insurance in PINS, and bonds (for Public Works Contracts) 9 City Manager / Mayor Agreement executed by City Council authorized official Attest signatures, retains original agreement and 10 City Clerk forwards copies to Project Manager 2nd Amendment - Coastland Civil Engineering - Third Street Final Audit Report Created: 2024-05-08 By: Shannon Mackie (shannon.mackle@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABAAEmLIGaRFrIOAmGBhZjfhdM614OS6WJ7c 2024-05-09 "2nd Amendment - Coastland Civil Engineering - Third Street" Hi story Document created by Shannon Mackie (shannon.mackle@cityofsanrafael.org) 2024-05-08 - 0:31:46 AM GMT L-,-"► Document emailed to Laraine Gittens (laraine.gittens@cityofsanrafael.org) for approval 2024-05-08 - 0:35:12 AM GMT Email viewed by Laraine Gittens (laraine.gittens@cityofsanrafael.org) 2024-05-08 - 2:26:25 AM GMT 60 Document approved by Laraine Gittens (laraine.gittens@cityofsanrafael.org) Approval Date: 2024-05-08 - 4:32:30 AM GMT - Time Source: server Po Document emailed to Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) for signature 2024-05-08 - 4:32:32 AM GMT Email viewed by Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) 2024-05-08 - 3:02:48 PM GMT 60 Document e-signed by Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) Signature Date: 2024-05-08 - 3:03:30 PM GMT -Time Source: server E_' Document emailed to city. clerk@cityofsanrafael.org for approval 2024-05-08 - 3:03:32 PM GMT Email viewed by city.clerk@cityofsanrafael.org 2024-05-08 - 3:04:02 PM GMT 6© Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi 2024-05-08 - 3:04:09 PM GMT a Adobe Acrobat Sign tSe Document approved by Brenna Nurmi (city.clerk@cityofsanrafael.org) Approval Date: 2024-05-08 - 3:04:11 PM GMT - Time Source: server C'-. Document emailed to cristine.alilovich@cityofsanrafael.org for signature 2024-05-08 - 3:04:13 PM GMT Email viewed by cristine.alilovich@cityofsanrafael.org 2024-05-09 - 3:58:24 AM GMT 60 Signer cristine.alilovich@cityofsanrafael.org entered name at signing as Cristine Alilovich 2024-05-09 - 3:58:39 AM GMT Oe Document e-signed by Cristine Alilovich (cristine.alilovich@cityofsanrafael.org) Signature Date: 2024-05-09 - 3:58:41 AM GMT - Time Source: server C'. Document emailed to city.clerk@cityofsanrafael.org for signature 2024-05-09 - 3:58:42 AM GMT Email viewed by city.clerk@cityofsanrafael.org 2024-05-09 - 2:56:17 PM GMT GSm Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi (for) 2024-05-09 - 2:56:33 PM GMT 6© Document e-signed by Brenna Nurmi (for)(city.clerk@cityofsanrafael.org) Signature Date: 2024-05-09 - 2:56:35 PM GMT - Time Source: server ® Agreement completed. 2024-05-09 - 2:56:35 PM GMT Q Adobe Acrobat Sign