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HomeMy WebLinkAboutPW Service Level Agreement; Task Order No. 146; Citywide Park Project Cost Estimation Rev. March 2024 City of San Rafael SERVICE LEVEL AGREEMENT DATED JULY 8, 2024 WITH DAVID L. GATES & ASSOCIATES, INC. TASK ORDER NO. 146 Subject title: Citywide Park Project Cost Estimation Task Order Amount: $10,000 THIS TASK ORDER is entered into on ____________________ between the City of San Rafael, a municipal corporation ("City"), and David L. Gates & Associates, Inc., ("Contractor"). RECITALS A. The City and Contractor (as may be identified as “Consultant” in the original Agreement) have entered into a Service Level Agreement ("Agreement") dated July 8, 2024 under which Contractor has agreed to perform certain contract services for the City; and B. Pursuant to the terms of the Agreement, the City wishes Contractor to perform certain tasks as set forth in this Task Order, which constitute the Work; NOW, THEREFORE, City and Contractor agree as follows: AGREEMENT 1. Scope of services. Contractor shall provide any and all of the services set forth in Exhibit A of this Task Order, for an amount not to exceed the Task Order Amount, identified above, as directed by the City. Melonie Reynolds shall be the Project Manager for Contractor for this Task Order. Additional contract services may be performed by other Contractor staff with prior notice and approval by City. a. City's duties. The City will: (1) Determine the scope of services, as set forth in Exhibit A. (2) Make available work plans and specifications and other City data related to the project, including full information as to the City's requirements. (3) Designate Catherine Quffa, or their designee as the person at the City responsible for monitoring performance under this Task Order. b. Contractor duties. The Contractor will: (1) Provide and perform tasks identified in Exhibit A, Scope of Services. (2) Provide miscellaneous services related to the Work and not stipulated elsewhere in this Task Order, when requested by the City in writing. A Task Order Amendment is required if these additional services cannot be performed within the Task Order budget. 2. Date of completion; Work hours estimate; Cost estimate and budget; Fee schedule: Costs are not- Feb 18, 2025 City of San Rafael Service Level Agreement Task Order Rev. March 2024 to-exceed stated Task Order Amount in this Task Order. See Exhibit A for Work and fee schedule details. 3. Authorization to proceed. The City will give Contractor authorization to proceed with the work specified in this Task Order only after Contractor submits updated insurance certificates and endorsements, in accordance with the Agreement. 4. Service Level Agreement terms; Conflicts. Except as expressly otherwise provided herein, all terms of the Agreement shall apply to Contractor in the performance of work pursuant to this Task Order. If there is a conflict between this Task Order and the Agreement, this Task Order shall control. 5. Amendment of Task Order; Conflicts. Except as provided in Section 1(b)(2) above, this Task Order may not be modified except by an Amended Task Order executed and approved in the same manner as the Task Order. 6. Signatures. The parties have executed this Task Order, as of the date first written above. City of San Rafael Service Level Agreement Task Order Rev. March 2024 CITY OF SAN RAFAEL By: _____________________________ April Miller, Public Works Director Reviewed By By: ______________________________ Andrea Visveshwara, Chief Assistant City Attorney CONTRACTOR By: __________________________ Name: ________________________ Title: _________________________ (if Contractor is a corporation, add signature of second corporate officer) By: __________________________ Name: ________________________ Title: _________________________ Exhibits: A Scope of work Casey Case (Feb 18, 2025 09:54 PST) Casey Case President ndrea is1es#2ara (Feb 18, 2025 14:24 PST) Andrea Visveshwara EXHIBIT A Scope of Work: Contractor will provide cost estimating for park projects and upgrades at the following locations: • Albert Park • Beach Park • Boyd memorial Park • Canal Community Garden • Falkirk Cultural Center • Freitas Park • Gerstle Park • Jean and John Starkweather Park • Oleander Park • Oliver Hartzell Park • Peacock Gap Park • Riviera Park • Santa Margarita Park • Terra Linda Community Garden Proposed upgrades include but are not limited to: Pathway and pavement improvements, playground replacements, sport court repair/upgrades, irrigation repair and upgrades, and minor amenity replacement (water fountains, benches, picnic tables, etc.). City will provide a spreadsheet to the Contractor to document the estimates. Work will be completed on a time and materials basis not to exceed $10,000. WORK AUTHORIZATION Date: February 10, 2025 Project Title: City-wide Park Estimating To: Catherine Quffa Company: City of San Rafael Catherine.Quffa@cityofsanrafael.org SCOPE OF WORK: Provide current and future cost estimating for various park upgrades, as outlined by the City. -Park locations and amenities as outlined in City provided spreadsheet -Gates to utilize Google Earth and any record documentation City can provide as bases for quantities 2-3 week turnaround time. Gates to use spreadsheet provided by City Site Visits not included. FEES FOR WORK: T&M Not to Exceed $10,000 Please return one signed copy of this work authorization to Gates + Associates as soon as possible. If you have questions or comments regarding this matter, please contact us at your earliest convenience. ISSUED: AUTHORIZATION CONFIRMED: BY: .............................................. DATE: ................... BY: .................................................. DATE: ..................... MELONIE REYNOLDS, ASSOCIATED PRINCIPAL HOURLY FEES FOR SERVICES OF: Partner Principal Associate Principal Senior Associate Job Captain Sr. Irrigation Designer Community Outreach Facilitator Marketing Coordinator Administrative/Drafter RATE PER HOUR: $235.00 - $250.00 $220.00 - $235.00 $205.00 - $220.00 $185.00 - $205.00 $165.00 - $185.00 $200.00 - $210.00 $185.00 - $210.00 $135.00 - $185.00 $135.00 - $155.00 I. HOURLY FEES A. Consultants at approximately the same rates indicated above or on consultant fee schedules. B. Other direct expenses at cost which may include: 1. Printing and reproduction costs. 2. Mileage and travel costs. 3. Miscellaneous Hourly rates may be adjusted annually and shall apply for any services rendered after that date. These adjustments are not limited to the rate per hour ranges listed above, and will not affect the total amount of compensation for services. II. EXPENSES (REIMBURSABLES) RATE SCHEDULE EFFECTIVE THROUGH DECEMBER 2025 CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. Step RESPONSIBLE DEPARTMENT DESCRIPTION COMPLETED DATE REVIEWER Check/Initial 1 Project Manager a. Email PINS Introductory Notice to Contractor b. Email contract (in Word) and attachments to City Attorney c/o Laraine.Gittens@cityofsanrafael.org N/A 2/10/2025 ☒ ☒SM 2 City Attorney a. Review, revise, and comment on draft agreement and return to Project Manager b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor 2/11/2025 2/11/2025 ☒ NT ☒ NT 3 Department Director Approval of final agreement form to send to contractor 2/11/2025 ☒ AM 4 Project Manager Forward three (3) originals of final agreement to contractor for their signature 2/11/2025 ☒ 5 Project Manager When necessary, contractor-signed agreement agendized for City Council approval * *City Council approval required for Professional Services Agreements and purchases of goods and services that exceed $75,000; and for Public Works Contracts that exceed $175,000 Date of City Council approval ☒ N/A Or Click here to 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 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 10 City Clerk Attest signatures, retains original agreement and forwards copies to Project Manager TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Public Works Project Manager: Shannon Mackle (for Catherine Quffa) Extension: 3353 Contractor Name: Gates & Associates Contractor’s Contact: Melonie Reynolds Contact’s Email: melonie@dgates.com ☐ FPPC: Check if Contractor/Consultant must file Form 700 Task Order 146 - Citywide Park Project Cost Estimation Final Audit Report 2025-02-18 Created:2025-02-12 By:Shannon Mackle (shannon.mackle@cityofsanrafael.org) Status:Signed Transaction ID:CBJCHBCAABAAGGIoGGAuI5tZlAxOlbrmlKGZ9oUat5uH "Task Order 146 - Citywide Park Project Cost Estimation" Histor y Document created by Shannon Mackle (shannon.mackle@cityofsanrafael.org) 2025-02-12 - 11:40:02 PM GMT- IP address: 69.181.69.46 Document emailed to Casey Case (casey@dgates.com) for signature 2025-02-12 - 11:41:28 PM GMT Document shared with Jonathan Schellin (jonathans@cityofsanrafael.org) by Shannon Mackle (shannon.mackle@cityofsanrafael.org) 2025-02-12 - 11:42:11 PM GMT- IP address: 69.181.69.46 Document shared with Catherine Quffa (Catherine.Quffa@cityofsanrafael.org) by Shannon Mackle (shannon.mackle@cityofsanrafael.org) 2025-02-12 - 11:42:12 PM GMT- IP address: 69.181.69.46 Email viewed by Casey Case (casey@dgates.com) 2025-02-18 - 5:54:17 PM GMT- IP address: 104.47.73.254 Document e-signed by Casey Case (casey@dgates.com) Signature Date: 2025-02-18 - 5:54:29 PM GMT - Time Source: server- IP address: 64.21.203.66 Document emailed to Laraine Gittens (laraine.gittens@cityofsanrafael.org) for approval 2025-02-18 - 5:54:34 PM GMT Email viewed by Laraine Gittens (laraine.gittens@cityofsanrafael.org) 2025-02-18 - 7:37:54 PM GMT- IP address: 104.47.64.254 Document approved by Laraine Gittens (laraine.gittens@cityofsanrafael.org) Approval Date: 2025-02-18 - 7:49:46 PM GMT - Time Source: server- IP address: 199.88.113.8 Document emailed to andrea.visveshwara@cityofsanrafael.org for signature 2025-02-18 - 7:49:48 PM GMT Email viewed by andrea.visveshwara@cityofsanrafael.org 2025-02-18 - 10:22:58 PM GMT- IP address: 104.47.64.254 Signer andrea.visveshwara@cityofsanrafael.org entered name at signing as Andrea Visveshwara 2025-02-18 - 10:24:45 PM GMT- IP address: 199.88.113.8 Document e-signed by Andrea Visveshwara (andrea.visveshwara@cityofsanrafael.org) Signature Date: 2025-02-18 - 10:24:47 PM GMT - Time Source: server- IP address: 199.88.113.8 Document emailed to city.clerk@cityofsanrafael.org for approval 2025-02-18 - 10:24:49 PM GMT Email viewed by city.clerk@cityofsanrafael.org 2025-02-18 - 10:39:16 PM GMT- IP address: 199.88.113.8 Signer city.clerk@cityofsanrafael.org entered name at signing as Lindsay Lara 2025-02-18 - 10:39:38 PM GMT- IP address: 199.88.113.8 Document approved by Lindsay Lara (city.clerk@cityofsanrafael.org) Approval Date: 2025-02-18 - 10:39:40 PM GMT - Time Source: server- IP address: 199.88.113.8 Document emailed to APRIL MILLER (april.miller@cityofsanrafael.org) for signature 2025-02-18 - 10:39:42 PM GMT Email viewed by APRIL MILLER (april.miller@cityofsanrafael.org) 2025-02-18 - 10:48:50 PM GMT- IP address: 104.47.65.254 Document e-signed by APRIL MILLER (april.miller@cityofsanrafael.org) Signature Date: 2025-02-18 - 10:49:57 PM GMT - Time Source: server- IP address: 199.88.89.34 Agreement completed. 2025-02-18 - 10:49:57 PM GMT