HomeMy WebLinkAboutPW San Quentin Pump Station Reconstruction; Amendment 4FOURTH AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH
CSW/STUBER-STROEH ENGINEERING GROUP, INC. FOR ENGINEERING DESIGN
SERVICES ASSOCIATED WITH THE
SAN QUENTIN PUMP STATION RECONSTRUCTION PROJECT
THIS FOURTH AMENDMENT to the Professional Services Agreement by and
between the CITY OF SAN RAFAEL (hereinafter "CITY"), and CSW/STUBER-STROEH
ENGINEERING GROUP, INC. (hereinafter "CONSULTANT"), is made and entered into as
of Oct 24, 2024
RECITALS
WHEREAS, the CITY and CONSULTANT entered into a Professional Services
Agreement dated December 26, 2017 to perform professional services in connection with
CITY'S San Quentin Pump Station Reconstruction Project, for an amount not to exceed
$128,038 (the "Agreement"); and
WHEREAS, the CITY and CONSULTANT entered into a First Amendment to
the Professional Services Agreement dated October 1, 2018 to perform additional professional
services for an amount not to exceed $245,979, and increasing the total not to exceed amount
under the Agreement to $374,017; and
WHEREAS, the CITY and CONSULTANT entered into a Second Amendment
to the Professional Services Agreement dated November 5, 2022 to perform additional
professional services for an amount not to exceed $130,550, and increasing the total not to
exceed amount under the Agreement to $504,567; and
WHEREAS, the CITY and CONSULTANT entered into a Third Amendment to
the Professional Services Agreement dated May 2, 2024 to perform additional professional
services for an amount not to exceed $19,313, and increasing the total not to exceed amount
under the Agreement to $523,880; and
WHEREAS, under the terms of the Agreement, the Term of the Agreement was
to expire on December 31, 2021; 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. Paragraph 2 of the Agreement, entitled "DUTIES OF CONTRACTOR" is hereby
amended to include the additional services set forth in CONSULTANT's proposal
dated August 2, 2024, attached to this Fourth Amendment as Exhibit A and
incorporated herein by reference.
2. Paragraph 4 of the Agreement, entitled "COMPENSATION" is hereby amended to
include additional compensation payable to CONSULTANT for the services
described in Exhibit A to this Fourth Amendment, on a time and materials basis in
accordance with the Exhibit A, in a not -to -exceed amount of $24,273, and to change
the total not -to -exceed amount under the Agreement to $548,153.
3. Paragraph 5 of the Agreement, entitled "TERM OF AGREEMENT" is hereby
amended to extend the Agreement term through March 1, 2026.
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.
2
IN WITNESS WHEREOF, the parties have executed this Fourth Amendment on the day,
month, and year first above written.
CITY OF SAN RAFAEL
4za�
C601ne Alilomch (0ct 24. 2024 1928 PDT)
CRISTINE ALILOVICH, City Manager
ATTEST:
Brenna Nurmi Itorl lOct 28. )024IV47 PDT`
LINDSAY LARA, City Clerk
APPROVED AS TO FORM:
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Robert F Epslem (Oct 2 .2024 10.21 PDT
ROBERT F. EPSTEIN, City Attorney
3
CONSULTANT
kbbett STe vans
By: Robert STevens (Oct 14, 2024 09:49 PDT)
Name: Robert STevens
Title: President/CEO
[If Consultant is a corporation, add signature
of second corporate officer]
Lou% Schmzi)
By: Linda Schmid (Oct 14, 202410:01 PDT)
Name: Linda Schmid
Title: Chief Financial Officer
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CSW ST2
CSWIStuber-Stroeh Engineering Group, Inc.
504 Redwood Blvd Ste 310 415.883.9850 Novato
Novato, CA 9494- Fax: 415.883.9835 Petaluma
u,vw cswst2.com Richmond
Pleasanton
Engineers I Land Planners I Surveyors I Landscape Architects
Date: August 2, 2024 �P� RAR,q�
File: 4.1133.02 a, `
Theo Sanchez, P.E. r' WITH I' J\^.
San Rafael DPW
111 Morphew St via email only
San Rafael, CA 94901 Theo.Sanchez@cityofsanrafael.orcI
RE: SAN QUENTIN PUMP STATION — CONSTRUCTION ADMINSTRATION
Dear Bradley,
Thank you for the opportunity to support the City of San Rafael in the replacement of the San Quentin Pump Station.
The CSWIST2 design team finalized the preliminary (Initial Contract Agreement) and final engineering (15t
Amendment) in Summer-2022. Consequently, the CSWIST2 team received a 2nd Amendment for bid and
construction support services in November-2022. Construction completion was anticipated in Fall-2023; however,
due to unforeseen conditions with the existing pump station and excessive long lead items, the Contractor's work
slowly progressed into 2024. Subsequently, the CSWIST2 team received a 3rd amendment to continue providing
construction administration support. For your use, listed below is a summary of budgetary status, expenses to -date,
and budget remaining.
Description
Current Budget
Expenses to
Date
Budget
Remaining
Initial Contract Agreement
$128,038
$128,038
$0
1It Amendment
$245,979
$245,979
$0
2nd Amendment
$130,550
$97,852.83
$32,697.17
3rd Amendment
$19,313
$16,747.32
$2,565.68
Total
$523,880
$488,617.15
$35,262.85
We understand the Contractor will not be able to complete the new pump station installation until Summer-202S
due to the long lead time for the Automatic Transfer Switch (ATS). Consequently, the contractor will install a manual
switch in an effort to make the new pump station operation prior to the wet weather season. Following successfully
testing of the new pump station, the old pump station will be demolished. The manual transfer switch will ultimately
be replaced by the ATS. Additional testing of the electrical system will be required and coordination with the
construction management team is necessary. A description of these additional services includes the following.
2.1a Construction Coordination. CSWIST2 has allocated up to 40-hours to respond to contractor
submittals and requests for information. Additionally, we will respond to the construction management
inquiries. We anticipate coordination will continue to June-2025.
August 2, 2024
CSW ST2
2.1b Structural Support. We anticipate the structural engineer (DLF) will perform up to one (1) site visit,
respond to contractor submittals, requests for information, and continue to support the construction
management team to June-2025.
2.1c Electrical Support. We anticipate the electrical engineer (K&W) will perform up to three (3) site visits,
respond to contractor submittals, requests for information, and continue to support the construction
management team to June-2025.
2.1d Startup Testing Coordination. We anticipate the up to three (3) site visits to review startup testing.
Additionally, we will coordinate with the electrical engineer to provide a startup script for the
contractor. We will attend meetings and coordinate with the construction management team.
2.1e Status Meetings. We anticipate up to eight (8) meetings with the construction management team
to discuss the project status and general inquiries. We will coordinate inquiries with the structural
and electrical engineers.
The following tasks summarize the basis for our request for additional $24,273 in compensation.
Tasks
CSVAST2
Labor
Task
#
Task Description
Project
Manager
Progect
Engineer
Engineer III
Engineer
112
Total
Hours
Total Labor Cos a
$269
$240
$194
$175
Task 1
Final Bid Phase and Bid Phase Support
1,1
Attend Pre -Bid Meeting
Complete
12
Respond to Contractor Inquiries
Complete
1.3
Tabulate Bid Results
Complete
Task 2
Construction Support Services
2.1a
Construction Coordination
40
40
$9,600
2.1b
Structural support (DLF)
$7,500
2.1c
Electrical Support(K&W)
$20,000
2.2
On -Site Meetings
20
$4,800
2.3
Startup Testing Coordination
24
1
24
1 $5,760
2A
Status Meetings & Team Coordination
16
16
$3,840
Task 3
Project Closeout
3.1
Compile Project Records
a
16
24
$5,024
3.2
Punch List
4
8
1 12
$2,512
SubTotal, Task 1-3 =
0
1 112
1 24
1 0
116
1 $59,036
Reimbursibles
$500
Total Cost = $S9,S36
Remaining Budget = $35,263
Additional Service Request = $24,273
Please contact me at 415.533.1864 or rstevens@cswst2.com if you need additional information.
Sincerely,
Robert Stevens, PE, TE
Principal
Page 2
4th Amendment - CSW - SanQuentin Pump
Station Reconstruction
Final Audit Report
Created: 2024-09-30
By: Shannon MacIde (shannon.maclde@cityofsanrafael.org)
Status: Signed
Transaction ID: CBJCHBCAABAA2zXwslNweWQfJz4WZhr7FYIKwKvi9pW
2024-10-14
"4th Amendment - CSW - SanQuentin Pump Station Reconstruc
tion" History
Document created by Shannon Mackie (shannon. mackle@cityofsanrafael.org)
2024-09-30 - 6:54:31 PM GMT- IP address: 199.88.89.34
C'+ Document emailed to rstevens@cswst2.com for signature
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Email viewed by rstevens@cswst2.com
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ZZ Document shared with Theo Sanchez (Theo.Sanchez@cityofsanrafael.org) by Shannon Mackie
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Email viewed by rstevens@cswst2.com
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fS@ Signer rstevens@cswst2.com entered name at signing as Robert STevens
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da Document e-signed by Robert STevens (rstevens@cswst2.com)
Signature Date: 2024-10-14 - 4:49:41 PM GMT - Time Source: server- IP address: 24.130.142.49
P-4 Document emaiied to Ischmid@cswst2.com for signature
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Email viewed by Ischmid@cswst2.com
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&by
SAN RAFAEL I Adobe
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&0 Signer Ischmid@cswst2.com entered name at signing as Linda Schmid
2024-10-14 - 5:01:49 PM GMT- IP address: 99.165.196.121
bQ Document e-signed by Linda Schmid (Ischmid@cswst2.com)
Signature Date: 2024-10-14 - 5:01:51 PM GMT - Time Source: server- IP address: 99.165.196.121
Agreement completed.
2024-10-14 - 5:01:51 PM GMT
,,1f SAN RAFAEL Adobe
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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: CSW / Stuber-Stroeh Engineering Group
Contractor's Contact: Rich Souza Contact's Email: richs@cswst2.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
9/27/2024
Attorney c/o Laraine.Gittens@cityofsanrafael.org
❑X SM
2
City Attorney
a. Review, revise, and comment on draft agreement
9/30/2024
and return to Project Manager
9/30/2024
❑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
9/30/2024
❑X AM
contractor
4
Project Manager
Forward three (3) originals of final agreement to
9/30/2024
❑X
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
Agreements and purchases of goods and services that exceed
Or
$75,000; and for Public Works Contracts that exceed $175,000
10/21/2024
Date of City Council approval
PRINT
CONTINUE ROUTING PROCESS WITH HARD COPY
6
Project Manager
Forward signed original agreements to City
10/23/24
SM
Attorney with printed copy of this routing form
7
City Attorney
Review and approve hard copy of signed
City Attorney
agreement
Review and approve insurance in PINS , and bonds
8
City Manager / Mayor
(for Public Works Contracts)
Agreement executed by City Council authorized
9
official
10
City Clerk
Attest signatures, retains original agreement and
forwards copies to Project Manager
4th Amendment - San Quentin Pump Station
Reconstruction - CSW
Final Audit Report
Created: 2024-10-23
By: Shannon Mackie (shannon.mackle@cityofsanrafael.org)
Status: Signed
Transaction ID: CBJCHBCAABAA Wsf587Fd-BhDexnKVNosR9sKDakkUFz
2024-10-28
"4th Amendment - San Quentin Pump Station Reconstruction -
CSW" History
Document created by Shannon Mackle (shannon.mackle@cityofsanrafael.org)
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4' Signer rob.epstein@cityofsanrafael.org entered name at signing as Robert F. Epstein
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bo Document e-signed by Robert F. Epstein (rob.epstein@cityofsanrafael.org)
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de Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi
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de Document approved by Brenna Nurmi(city.clerk@cityofsanrafael.org)
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