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HomeMy WebLinkAboutPW Windward Way Gas Monitoring Services; First AmendmentFIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH HALEY & ALDRICH, INC. FOR WINDWARD WAY GAS MONITORING THIS FIRST AMENDMENT to the Professional Services Agreement by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and HALEY & ALDRICH, INC. (hereinafter "CONSULTANT"), is made and entered into as of Dec 10, 2024 RFCTTATN WHEREAS, the CITY and CONSULTANT entered into a Professional Services Agreement dated August 26, 2024 to perform professional services in connection with CITY'S Windward Way Gas Monitoring Services, for an amount not to exceed $68,800 (the "Agreement"); 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 November 1, 2024, 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 $77,000, and to change the total not -to -exceed amount under the Agreement to $145,800. 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 First Amendment on the day, month, and year first above written. CITY OF SAN RAFAEL Cu& -id Aliloyich CnstineAli luvich (Dec 10, 202420:48 PST) CRISTINE ALILOVICH, City Manager ATTEST: 8resua4, Nuri Brenna Nurmi (far) (Dec 11, 2024 1:38 PST) LINDSAY LARA, City Clerk APPROVED AS TO FORM: Robort F. Epstein r Epstein (Dec 10,'2024 14:32 PST) ROBERT F. EPSTEIN, City Attorney 2 CONSULTANT ratrlcia Akee By:Patriva McKee (Nov 26.202410:30 PST) Name. Patricia McKee Title: Corporate Secretary [If Consultant is a corporation, add signature of second corporate officer] By: C'Y� 2 V._ Name:Samantha Swedick Title: Assista nt Secretary HALEY & ALDRICH, INC. Exhibit A '�� 2033 Main Street 30 Suite 309 F%MWalnut Creek, CA 94596 925.949.1012 1 November 2024 File No. 0205949-000 City of San Rafael 111 Morphew Street San Rafael, California 94901 Attention: Jonathan Schellin Deputy Director — Admin Services Subject: Request for Additional Funding PSA - Monitoring Agreement Bellam Boulevard Landfill 31 Windward Way San Rafael, California 94901 Ladies and Gentlemen: Haley & Aldrich, Inc. (Haley & Aldrich) is submitting to the City of San Rafael (City) this proposal to request additional funding for our consulting and subcontractor services in connection with the monitoring of the California Code of Regulations (CCR) Title 27 perimeter landfill gas (LFG) monitoring network recently installed at the Bellam Boulevard Landfill located at 31 Windward Way in San Rafael, California (Site). Haley & Aldrich is currently contracted with the City under the following Agreement for Professional Services for Windward Way Gas Monitoring Services (Monitoring PSA), dated 26 August 2024. Due to additional regulatory requirements from the County of Marin Environmental Health Services Division, the California Local Enforcement Agency (LEA), and CalRecycle additional funding is required to complete the scope of services. Haley & Aldrich notes that some of the funding requested in this proposal has already been authorized by the City and incurred by us in order to maintain the Site's compliance with CCR Title 27. Additional Services Haley & Aldrich's additional services for the agreement are described below. MONITORING PSA The following additional services are for monitoring of the Site's perimeter LFG probe monitoring network and regulatory actions stemming from these monitoring activities. www.haieyaldrich.com City of San Rafael 1 November 2024 Page 2 Task 1: LFG Well Monitoring The Monitoring PSA included costs for 6 months of monthly field monitoring and quarterly monitoring including laboratory analysis of the gas samples collected at each LFG well. Given the initial monitoring results, Haley & Aldrich is requesting additional budget to cover 1 year of monthly field monitoring. Additionally, due to the detection of methane above the 5% CCR Title 27 threshold during the first monthly monitoring event completed in September 2024, additional monitoring was performed by Haley & Aldrich as required by the LEA which required expedited laboratory analysis. This task also includes the increased laboratory fee associated with the expedited analysis. Task 2: As -Needed Consulting Services Under this task, Haley & Aldrich will provide the City as -needed consulting services associated with the Site's regulatory oversight provided by the LEA and CalRecycle. Services will include, but are not limited to, responding to LEA and/or CalRecycle requests and attending meetings with these regulatory agencies. Additionally, under this task we will be available to meet with the City and their counsel as needed. Haley & Aldrich is requesting a budget of $20,000 for this task, which will be tracked on a time and materials basis. We will notify the City should additional funding become necessary. Additional Estimated Fee Haley & Aldrich will perform the above services on a time and materials basis in accordance with the Monitoring PSA. Our total requested additional fee is $77,000 as detailed in the table below, thereby increasing our total contracted fee from $68,000 to $145,000. Contract Initial Budget Budget Increase/Request Total Monitoring PSA Task 1: LFG Well Monitoring Monitoring PSA Task 2: As -Needed Consulting Services $68,000 $57,000 $125,000 Labor -$27,590 Expenses -$29,410 $20,000 $20,000 TOTAL $68,000 $77,000 $145,000 Authorization If the above arrangements are satisfactory to you, we understand the City will issue an Agreement for Professional Services that references this proposal. When accepted by Haley & Aldrich, this Agreement for Professional Services together with this proposal will constitute our Agreement. '_'_A'LDRICH City of San Rafael 1 November 2024 Page 3 Closing We appreciate the opportunity to submit this proposal and look forward to our association with you on this project. Please contact the undersigned if you wish to discuss this proposal or any aspect of the project. Sincerely yours, HALEY & ALDRICH, INC. Michael FI agan Environ ental Scientist ^Grant,CA) Program Manager \\haleyaldrich.cam\share\CF\Projects\0205949\Proposal\2024-10_PSA Additional monitoring\2024-1101-HAI-Request for Additional Funding PSA Monitoring agreement.docx ��RICH XA RAFI i 2 �, y0 WITH Pr`s 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 Ryan Montes) Extension: 3353 Contractor Name: Haley & Aldrich, Inc. Contractor's Contact: Michael Flanagan Contact's Email: mflanagan@haleyaldrich.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 10/23/2024 Attorney c/o Laraine.Gittens@cityofsanrafael.org 10/31/2024 MSM 2 City Attorney a. Review, revise, and comment on draft agreement and return to Project Manager 10/31/2024 ❑X 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 11/4/2024 ❑X AM contractor 4 Project Manager Forward three (3) originals of final agreement to 11/4/2024 (X7 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 11/18/2024 Date of City Council approval PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City 11/26/24 SM Attorney with printed copy of this routing form Review and approve hard copy of signed 7 City Attorney agreement 8 City Attorney Review and approve insurance in PINS, and bonds (for Public Works Contracts) Agreement executed by City Council authorized 9 City Manager/ Mayor official 10 City Clerk Attest signatures, retains original agreement and forwards copies to Project Manager PSA Amendment - Windward Way Gas Monitoring Final Audit Report Created: 2024-11-26 By: Shannon Mackie (Shannon.mackle@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABAAo6jU15HsuxvbECGLkwvJ4KzWipXy8Eum 2024-12-11 TSA Amendment - Windward Way Gas Monitoring" History Document created by Shannon Mackie (shannon.mackle@cityofsanrafael.org) 2024-11-26 - 5:57:54 PM GMT- IP address: 199.88.113.8 El Document emailed to Patricia McKee (pmckee@haleyaldrich.com) for signature 2024-11-26 - 6:00:17 PM GMT XL Document shared with Jonathan Schellin Qonathans@cityofsanrafael.org) by Shannon Mackie (shannon.mackle@cityofsanrafael.org) 2024-11-26 - 6:00:34 PM GMT- IP address: 199.88.113.8 Email viewed by Patricia McKee (pmckee@haleyaidrich.com) 2024-11-26 - 6:29:59 PM GMT- IP address: 206.204.53.123 6So Document e -signed by Patricia McKee (pmckee@haleyaldrich.com) Signature Date: 2024-11-26 - 6:30:45 PM GMT - Time Source: server- IP address: 23.93.177.208 Fy Document emailed to Samantha Swedick (sswedick@haleyaldrich.com) for signature 2024-11-26 - 6:30:47 PM GMT Email viewed by Samantha Swedick (sswedick@haleyaldrich.com) 2024-11-27 - 6:19:06 PM GMT- IP address: 73.123.174.37 New document URL requested by Samantha Swedick (SSwedick@haleyaldrich.com) 2024-12-10 - 7:03:53 PM GMT- IP address: 65.192.49.194 Email viewed by Samantha Swedick (sswedick@haleyaldrich.com) 2024-12-10 - 7:04:43 PM GMT- IP address: 40.71.228.40 bQ Document e -signed by Samantha Swedick (sswedick@haleyaldrich.com) Signature Date: 2024-12-10 - 7:13:25 PM GMT - Time Source: server- IP address: 65.192.49.194 J�R,`, SAN RAFAEL Adobe �� Acrobat Sign E_4 Document emailed to Laraine Gittens (laraine.gittens@cityofsanrafael.org) for approval 2024-12-10 - 7:13:27 PM GMT Email viewed by Laraine Gittens (laraine.gittens@cityofsanrafael.org) 2024-12-10 - 7:15:39 PM GMT- IP address: 104.47.65.254 b0 Document approved by Laraine Gittens(laraine.gittens@cityofsanrafael.org) Approval Date: 2024-12-10 - 7:18:07 PM GMT - Time Source: server- IP address: 199.88.113.8 P-► Document emailed to rob.epstein@cityofsanrafael.org for signature 2024-12-10 - 7:18:09 PM GMT Email viewed by rob.epstein@cityofsanrafael.org 2024-12-10 - 10:32:30 PM GMT- IP address: 24.5.134.43 b© Signer rob.epstein@cityofsanrafael.org entered name at signing as Robert F. Epstein 2024-12-10 -10:32:54 PM GMT- IP address: 24.5.134.43 bm Document e -signed by Robert F. Epstein(rob.epstein@cityofsanrafael.org) Signature Date: 2024-12-10 -10:32:56 PM GMT - Time Source: server- IP address: 24.5.134.43 �'► Document emailed to city.clerk@cityofsanrafael.org for approval 2024-12-10 -10:32:58 PM GMT Email viewed by city.clerk@cityofsanrafael.org 2024-12-10 - 11:12:01 PM GMT- IP address: 104.47.64.254 b© Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi 2024-12-10 -11:12:10 PM GMT- IP address: 199.88.113.8 bm Document approved by Brenna Nurmi (city.clerk@cityofsanrafael.org) Approval Date: 2024-12-10 -11:12:12 PM GMT -Time Source: server- IP address: 199.88.113.8 P4 Document emailed to cristine.alilovich@cityofsanrafael.org for signature 2024-12-10 - 11:12:14 PM GMT Email viewed by cristine.alilovich@cityofsanrafael.org 2024-12-11 - 4:48:00 AM GMT- IP address: 104.47.64.254 6© Signer cristine.alilovich@cityofsanrafael.org entered name at signing as Cristine Alilovich 2024-12-11 - 4:48:16 AM GMT- IP address: 71.198.110.147 b© Document e -signed by Cristine Alilovich (cristine.alilovich@cityofsanrafael.org) Signature Date: 2024-12-11 - 4:48:18 AM GMT - Time Source: server- IP address: 71.198.110.147 C'. Document emailed to city.clerk@cityofsanrafael.org for signature 2024-12-11 - 4:48:20 AM GMT SAN RAFAEL Powered by I�I�y Adobe Email viewed by city.clerk@cityofsanrafael.org 2024-12-11 - 3:37:48 PM GMT- IP address: 104.47.65.254 d© Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi (for) 2024-12-11 - 3:38:00 PM GMT- IP address: 199.88.113.8 do Document e -signed by Brenna Nurmi (for) (city.clerk@cityofsanrafael.org) Signature Date: 2024-12-11 - 3:38:02 PM GMT - Time Source: server- IP address: 199.88.113.8 J Agreement completed. 2024-12-11 - 3:38:02 PM GMT d�'• SAN RAFAEL Adobey Acrobat Sign