HomeMy WebLinkAboutPW San Quentin Pump Station Reconstruction____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: October 21, 2024
Disposition: Authorized the City Manager to enter into a Second Amendment to Professional
Services Agreement with Alpha CM, Inc. for additional construction management, inspection, and
testing services, in an additional amount of $167,247, increasing the total not-to-exceed amount of
the agreement to $950,174.88; and, Authorized the City Manager to enter into a Fourth Amendment
to Professional Services Agreement with CSW/Stuber-Stroeh Engineering Group for additional
construction support services, in an additional amount of $24,273, increasing the total not-to-
exceed amount of the agreement to $548,153
Agenda Item No: 5.h
Meeting Date: October 21, 2024
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: Theo Sanchez, Associate Civil
Engineer
April Miller, Public Works Director
City Manager Approval: ______________
TOPIC: SAN QUENTIN PUMP STATION RECONSTRUCTION
SUBJECT: AUTHORIZE AND AWARD AGREEMENTS FOR SAN QUENTIN PUMP STATION
RECONSTRUCTION PROJECT, INCLUDING:
1.A SECOND AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT WITH
ALPHA CM, INC. FOR ADDITIONAL CONSTRUCTION MANAGEMENT,
INSPECTION, AND TESTING SERVICES, IN AN ADDITIONAL AMOUNT OF
$167,247, INCREASING THE TOTAL NOT-TO-EXCEED AMOUNT OF THE
AGREEMENT TO $950,174.88.
2.A FOURTH AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT WITH
CSW/STUBER-STROEH ENGINEERING GROUP FOR ADDITIONAL
CONSTRUCTION SUPPORT SERVICES, IN AN ADDITIONAL AMOUNT OF
$24,273, INCREASING THE TOTAL NOT-TO-EXCEED AMOUNT OF THE
AGREEMENT TO $548,153.
RECOMMENDATION:
Staff recommends the City Manager be authorized to enter into the following amendments:
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
1.A Second amendment to the Professional Services Agreement with Alpha CM, Inc. for additional
construction management, inspection, and testing services, in an additional amount of $167,247,
increasing the total not-to-exceed amount of the agreement to $950,174.88.
2.A Fourth amendment to the Professional Services Agreement with CSW/Stuber-Stroeh
Engineering Group for additional construction support services, in an additional amount of
$24,273, increasing the total not-to-exceed amount of the agreement to $548,153.
BACKGROUND:
On October 17, 2022, the City Council awarded a construction contract to Thompson Builders
Corporation, a professional services agreement to Alpha CM, Inc. for construction management,
inspections, and testing services, and a second amendment to the professional services agreement with
CSW/Stuber-Stroeh Engineering Group, Inc. for the San Quentin Pump Station Reconstruction Project.
Construction began on April 3, 2023, and was projected to be completed around April 2024.
Due to project delays related to supply chain issues affecting the arrival of electrical components, on
January 16, 2024, the City Council awarded amendments to Alpha CM and CSW/Stuber-Stroeh
Engineering Group for additional construction management and support services, respectively. At the
time of this City Council meeting, the project had a projected completion date of Fall 2024.
ANALYSIS:
Additional delays related to supply chain issues for the electrical components have pushed the project
completion date back to late Spring 2025. The two primary electrical items that have been delayed are
the motor control center and automatic transfer switch. Staff is looking into alternative solutions if further
delays are encountered for these components.
Due to the extended length of this project and unforeseen conditions that have taken more time to resolve,
staff recommend amendments to both the Alpha CM, Inc. and CSW/Stuber-Stroeh Engineering Group,
Inc. to ensure sufficient budget to work through the entirety of the construction duration.
FISCAL IMPACT:
Alpha CM, Inc. has estimated that an additional $167,247 would be needed to ensure construction
management services are provided through May 2025. This would increase their total contract amount
to $950,174.88.
CSW/Stuber-Stroeh Engineering Group, Inc. has estimated that $24,273 would be needed to continue
providing construction support services through May 2025, bringing their total contract amount to
$548,153.
The current FY 2024-25 Budget includes appropriations totaling $8.4 million within the Stormwater Fund
(205) for the San Quentin Pump Station Project.
OPTIONS:
1.Award the agreements as presented.
2.Do not award the agreements and provide further direction to staff.
RECOMMENDED ACTION:
Staff recommends the City Manager be authorized to enter into the following amendments:
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
1.A Second amendment to the Professional Services Agreement with Alpha CM, Inc. for additional
construction management, inspection, and testing services, in an additional amount of $167,247,
increasing the total not-to-exceed amount of the agreement to $950,174.88.
2.A Fourth amendment to the Professional Services Agreement with CSW/Stuber-Stroeh
Engineering Group for additional construction support services, in an additional amount of
$24,273, increasing the total not-to-exceed amount of the agreement to $548,153.
ATTACHMENTS:
1.Second Amendment to Professional Services Agreement with Alpha CM, Inc.
2.Fourth Amendment to Professional Services Agreement with CSW/Stuber-Stroeh Engineering
Group
SECOND AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH
ALPHACM INC. FOR THE SAN QUENTIN PUMP STATION RECONSTRUCTION
PROJECT
THIS SECOND AMENDMENT to the Professional Services Agreement by and
between the CITY OF SAN RAFAEL (hereinafter "CITY"), and A1phaCM Inc. (hereinafter
"CONSULTANT"), is made and entered into as of Oct 24, 2024
RF.f iT A1.0
WHEREAS, the CITY and CONSULTANT entered into a Professional Services
Agreement dated December 8, 2022 to perform professional services in connection with CITY'S
San Quentin Pump Station Reconstruction project, for an amount not to exceed $515,715.88 (the
"Agreement"); and
WHEREAS, the CITY and CONSULTANT entered into a First Amendment to the
Professional Services Agreement dated February 1, 2024 to perform additional professional
services for an amount not to exceed $267,212, and increasing the total not to exceed amount
under the Agreement to $782,927.88; 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 August 5, 2024, 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 $167,247, and to
change the total not -to -exceed amount under the Agreement to $950,174.88.
1
3. 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
Cristine Alilovich (Oct 24, 202419:27 PDT)
CRISTINE ALILOVICH, City Manager
ATTEST:
Brenna Nurmr (for) (Oct 28, 202 :48 PDT)
LINDSAY LARA, City Clerk
APPROVED AS TO FORM:
Ro�der� � �asFerr�
Robert F Epstein (Oct 2. , 2024 ? 0 46 PDT)
ROBERT F. EPSTEIN, City Attorney
OA
CONSULTANT
By: Bri a nA. anley (Sep 30, 202411:18 PDT I
Name: Brian A. Danley
Title: Vice president
[If Consultant is a corporation, second
corporate officer signature required]
By:
Name: David Latona
Title: President
Exhibit A
Alpha CM
8/5/24
Project Manager
City of San Rafael
San Quentin Pump Station Reconstruction Project
Project No. 11334, File No. 08.06.69
Request for Amendment No. 002
Billing Rate
$ -
Total Hours
20 $
Total Price
-
RE/Inspector
$ 204
668
$
136,272
Scheduler
$ 196
70
$
13,720
Subtotal
768
$
149,992
Osts (ODCs)lq Billing Rate
Total Months
Total Price
Vehicle
RE/Inspector
1 $ 1,8001
3.5
$
6,300
Cell/Data/Computer
RE/Inspector
1 $ 1301
3.5
$
455
Subsistence
RE/Inspector
1 $ 3,000
3.5
$
10,500
Subtotal
11
$
17,35
Assumptions
1. Full-time on -site work resumes in September 2024. Substantial completion is 90 working days after resuming
work. Work will suspend again after substantial completion until ATS is delivered.15 working days are allotted
for ATS installation, commissioning, and final completion.
2. At historic burn rate, Alpha CM will require an amendment for 3.5 months (equivalent) of effort to complete the
project.
3. Level of effort is an estimate only.
4. Each individual cost item is a guide only; total CM cost shall take precedent.
5. Level of effort based on current project information as of August 5, 2024.
6. Alpha CM reserves the right to move budget between tasks and staff
Second Amendment - AlphaCM - San Quentin
Pump Station Reconstruction Project
Final Audit Report
Created: 2024-09-30
By: Shannon Mackie (shannon.mackle@cityofsanrafael.org)
Status: Signed
Transaction ID: CBJCHBCAABAAJt5YBLRoIAOEkWrXPoQWis6KCIcOzFaO
2024-09-30
"Second Amendment - AlphaCM - San Quentin Pump Station R
econstruction Project" History
Document created by Shannon Mackie (shannon.mackle@cityofsanrafael.org)
2024-09-30 - 5:09:20 PM GMT- IP address: 199.88.89.34
► Document emailed to bdanley@alphacminc.com for signature
2024-09-30 - 5:10:27 PM GMT
Email viewed by bdanley@alphacminc.com
2024-09-30 - 5:42:22 PM GMT- IP address: 104.28.124.107
dp Signer bdanley@alphacminc.com entered name at signing as Brian A. Danley
2024-09-30 - 6:18:45 PM GMT- IP address: 104.28.123.179
6c Document e-signed by Brian A. Danley (bdanley@alphacminc.com)
Signature Date: 2024-09-30 - 6:18:47 PM GMT - Time Source: server- IP address: 104.28.123.179
E41 Document emailed to David Latona (diatona@alphacminc.com) for signature
2024-09-30 - 6:18:49 PM GMT
Email viewed by David Latona (dlatona@alphacminc.com)
2024-09-30 - 6:36:56 PM GMT- IP address: 71.202.68.146
o Document e-signed by David Latona (diatona@alphacminc.com)
Signature Date: 2024-09-30 - 6:37:38 PM GMT - Time Source: server- IP address: 71.202.68.146
Agreement completed.
2024-09-30 - 6:37:38 PM GMT
SAN RAFAEL I Adobe
"'' " Acrobat Sign
FOURTH 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:
ge&rf P. CAE&fk
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
txmlt A
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)
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ZZ Document shared with Theo Sanchez (Theo.Sanchez@cityofsanrafael.org) by Shannon Mackie
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da Document e-signed by Robert STevens (rstevens@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
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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
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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
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