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HomeMy WebLinkAboutPW City Surveyor Services; First AmendmentFIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH BKF ENGINEERS FOR CITY SURVEYOR SERVICES THIS FIRST AMENDMENT to the Professional Services Agreement by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and BKF ENGINEERS (hereinafter "CONSULTANT"), is made and entered into as of 04/22/2024 RECITALS WHEREAS, the CITY and CONSULTANT entered into a Professional Services Agreement dated September 30, 2022 to perform professional services in connection with CITY'S Surveyor Services for an amount not to exceed $25,000 (the "Agreement"); and WHEREAS, under the terms of the Agreement, the Term of the Agreement was to expire on September 30, 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: 1. Article II of the Agreement, entitled "DUTIES OF CONSULTANT" is hereby amended to include the additional services set forth in CONSULTANT's proposal dated November 13, 2023 attached to this First Amendment as Exhibit A and incorporated herein by reference. 2. Article IV of the Agreement, entitled "COMPENSATION" is hereby amended to include additional compensation payable to CONSULTANT for the services described in Exhibit A to this First Amendment, on a time and materials basis in accordance with the Exhibit A, in a not -to -exceed amount of $25,000 and to change the total not -to -exceed amount under the Agreement to $50,000. 3. Article V of the Agreement, entitled "TERM OF AGREEMENT" is hereby amended, effective as of September 30, 2023, to extend the Agreement term by one year, through September 30, 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 First Amendment on the day, month, and year first above written. CITY OF SAN RAFAEL Cris tine i oach jApr 22., 2024 12:S8 EDT) CRISTINE ALILOVICH, City Manager ATTEST: Brenna Nurmt (for( (Apr 22, 202 :14 PDT) LINDSAY LARA, City Clerk APPROVED AS TO FORM: ?�'�A GENEVIEVE COYLE, Assistant City Attorney 2 CONSULTANT L7 2', fClYGG112 anll By:Jason Kirchmail n (Apr 17, 202415:40 PDT) Name: Jason Kirchmann Title: Vice President [If Contractor is a corporation, add signature of second corporate officer] By: Name: Jean Chen Title: C F 0 Matthew Pepin Exhibit A From: Jason Kirchmann <jkirchmann@bkf.com> Sent: Monday, November 13, 2023 9:20 AM To: Joanna Kwok Cc: April Miller Subject: RE: Plan Check Services Joanna, BKF Engineers (BKF) welcomes the opportunity to submit this additional services request proposal to continue to proide plan check services and City Surveyor services. Based on our conversations and our recent conversation, we understand that the City of San Rafael (City) would like to continue to have BKF provide plan check services related to surveying components of private Department of Public Works(DPW) submittals as well as have me, Jason Kirchmann, serve as the City Surveyor. Below is our anticipated scope of services we will continue to provide under this engagement based on our previous experience providing these services to the City. I. SCOPE OF SERVICES Provide plan check and City Surveyor services. Services may include, but are not limited to: • Review and respond to general questions from DPW staff • Provide review of submitted survey documents, provided to BKF by the City, for technical correctness • Provide comments on submitted documents referenced herein • Provide "redline" markups on submitted documents referenced herein • Approve survey maps (Parcel Maps and Final Maps) submitted to DPW and provided to BKF • Other survey related support services requested by DPW or their representatives. II. SCOPE QUALIFICATIONS AND ASSUMPTIONS BKF Engineers' services are limited to those expressly set forth in the scope. BKF shall have no other obligations or responsibilities for the project except as provided in this proposal letter, or as agreed to in writing. BKF will provide the scope of services consistent with, and limited to, the standard of care applicable to such services. Ill. COMPENSATION BKF will provide services described herein on a time and materials basis in accordance with our rate schedule. We have attached our rate schedule for calendar year 2024. Rates are subject to increase for inflation and cost of living adjustments on an annual basis. At this time, we are requesting an increase of our initial budget of $25,000 by an additional $25,000. Fees will accrue based on the actual level of effort provided by our staff. Should we approach this initial budget, we will contact the City to discuss steps for further services. Please let us know if you have any questions or would like to see any adjustments to the scope of services. Jason Kirchmann, PE, PLS, QSD/P Principal / Vice President BKF ENGINEERS Delivering Inspired Infrastructure@ ' 4040 Civic Center Drive, Suite 530, San Rafael, CA 94903 200 *h Street, Suite 300, Santa Rosa, CA 95401 d 415.930.7964 kirchmann((d)bkf.com BKF com 1 BKF ENGINEERS PROFESSIONAL SERVICES RATE SCHEDULE EFFECTIVE JANUARY 1, 2024 CLASSIFICATION HOURLY RATE PROJECT MANAGEMENT Principal $302.00 Senior Associate Principal $280.00 Associate Principal $273.00 Senior Project Manager I Senior Technical Manager $265.00 Project Manager I Technical Manager $260.00 Engineering Manager I Surveying Manager I Planning Manager $239.00 TECHNICAL STAFF Senior Project Engineer I Senior Project Surveyor I Senior Project Planner $222.00 Project Engineer I Project Surveyor I Project Planner $195.00 Design Engineer I Staff Surveyor I Staff Planner $170.00 BIM Specialist I, II, III $170.00 - $195.00 - $222.00 Technician I, II, III, IV $162.00 - $172.00 - $189.00 - $203.00 Drafter I, II, III, IV $127.00 - $139.00 - $150.00 - $167.00 Engineering Assistant I Surveying Assistant I Planning Assistant $106.00 FIELD SURVEYING Survey Party Chief $222.00 Instrument Person $190.00 Survey Chainperson $143.00 Utility Locator I, II, III, IV $116.00 - $164.00 - $197.00 - $224.00 Apprentice I, II, III, IV $88.00 - $118.00 - $130.00 - $138.00 CONSTRUCTION ADMINISTRATION Senior Consultant $290.00 Senior Construction Administrator $253.00 Resident Engineer $188.00 Field Engineer I, II, III $170.00 - $195.00 - $222.00 FUNDING & GRANT MANAGEMENT Director of Funding Strategies Funding Strategies Manager Funding/Research Analyst I, II, III, IV PROJECT ADMINISTRATION Project Coordinator Senior Project Assistant Project Assistant Clerical I Administrative Assistant Expert witness rates are available upon request. Subject to the terms of a services agreement: $208.00 $190.00 $130.00 - $150.00 - $160.00 - $176.00 $142.00 $122.00 $108.00 $90.00 • Charges for outside services, equipment, materials, and facilities not furnished directly by BKF Engineers will be billed as reimbursable expenses at cost plus 10%. Such charges may include, but shall not be limited to: printing and reproduction services; shipping, delivery, and courier charges; subconsultant fees and expenses; agency fees; insurance; transportation on public carriers; meals and lodging; and consumable materials. • Allowable mileage will be charged at the prevailing IRS rate per mile. • Monthly invoices are due within 30 days from invoice date. Interest will be charged at 1.5% per month on past due accounts. • The rates shown are subject to periodic increases, including January 1st of each year. BKF ENGINEERS M 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 Matthew Pepin) Extension: 3353 Contractor Name: BKF Engineers Contractors Contact: Jason Kirchmann Contact's Email: jkirchmann@bkf.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 ®SM 2 City Attorney a. Review, revise, and comment on draft agreement 3/29/2024 and return to Project Manager 3/29/2024 ® 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 4/9/2024 ❑X AM 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 City Attorney agreement 8 Review and approve insurance in PINS , and bonds (for Public Works Contracts) 9 City Manager / Mayor Agreement executed by City Council authorized official 10 City Clerk Attest signatures, retains original agreement and forwards copies to Project Manager Amendment Final Audit Report - BKF - City Surveyor Services 2024-04-22 Created: 2024-04-09 By: Shannon Mackie (shannon.mackle@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABAAo9nskSo-lK2puUBr-T54JKxHPngkg79M "Amendment - BKF - City Surveyor Services" History Document created by Shannon Mackie (shannon.mackle@cityofsanrafael.org) 2024-04-09 - 9:07:28 PM GMT E'+ Document emaiied to Jason Kirchmann Qkirchmann@bkf.com) for signature 2024-04-09 - 9:07:34 PM GMT 11• Document shared with Jonathan Schellin Qonathans@cityofsanrafael.org) by Shannon Mackie (shannon.mackie@cityofsanrafael.org) 2024-04-09 - 9:07:46 PM GMT Email viewed by Jason Kirchmann Okirchmann@bkf.com) 2024-04-17 - 10:39:01 PM GMT &a Document e-signed by Jason Kirchmann akirchmann@bkf.com) Signature Date: 2024-04-17 - 10:40:14 PM GMT - Time Source: server P'+ Document emaiied to Jean Chen Ochen@bkf.com) for signature 2024-04-17 - 10:40:15 PM GMT Email viewed by Jean Chen achen@bkf.com) 2024-04-17 - 10:45:27 PM GMT 6o Document e-signed by Jean Chen achen@bkf.com) Signature Date: 2024-04-18 - 7:28:29 PM GMT - Time Source: server C'y Document emailed to Laraine Gittens (laraine.gittens@cityofsanrafael.org) for approval 2024-04-18 - 7:28:31 PM GMT Email viewed by Laraine Gittens (laraine.gittens@cityofsanrafael.org) 2024-04-18 - 7:42:08 PM GMT 6© Document approved by Laraine Gittens (laraine.gittens@cityofsanrafael.org) Approval Date: 2024-04-18 - 7:44:17 PM GMT - Time Source: server Q Adobe Acrobat Sign �'y Document emailed to Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) for signature 2024-04-18 - 7:44:19 PM GMT Email viewed by Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) 2024-04-18 - 7:48:49 PM GMT 4 Document e-signed by Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) Signature Date: 2024-04-18 - 7:49:08 PM GMT - Time Source: server C'y Document emailed to city.clerk@cityofsanrafael.org for approval 2024-04-18 - 7:49:10 PM GMT Email viewed by city.clerk@cityofsanrafael.org 2024-04-18 - 8:03:10 PM GMT 6© Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi 2024-04-18 - 8:03:20 PM GMT 6o Document approved by Brenna Nurmi (city.clerk@cityofsanrafael.org) Approval Date: 2024-04-18 - 8:03:22 PM GMT - Time Source: server C'4 Document emailed to Cristine Alilovich (cristine.alilovich@cityofsanrafael.org) for signature 2024-04-18 - 8:03:24 PM GMT Email viewed by Cristine Alilovich (cristine.alilovich@cityofsanrafael.org) 2024-04-22-4:58:26 PM GMT do Document e-signed by Cristine Alilovich (cristine.alilovich@cityofsanrafael.org) Signature Date: 2024-04-22 - 4:58:38 PM GMT - Time Source: server E4'' Document emailed to city.clerk@cityofsanrafael.org for signature 2024-04-22 - 4:58:40 PM GMT Email viewed by city.clerk@cityofsanrafael.org 2024-04-22 - 5:14:03 PM GMT 40 Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi (for) 2024-04-22 - 5:14:15 PM GMT &o Document e-signed by Brenna Nurmi (for)(city.clerk@cityofsanrafael.org) Signature Date: 2024-04-22 - 5:14:17 PM GMT - Time Source: server C'd Agreement completed. 2024-04-22 - 5:14:17 PM GMT Q Adobe Acrobat Sign