HomeMy WebLinkAboutPW 2017 Storm Damage Engineering ServicesAgenda Item No: 4.i
Meeting Date: January 22, 2018
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: Bill Guerin,
Director of Public Works
City Manager Approval: _______
File No.: 16.11.46
TOPIC: ENGINEERING SERVICES ASSOCIATED WITH 2017 STORM DAMAGE
REPAIRS
SUBJECT: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE A
FIRST AMENDMENT TO THE AGREEMENT WITH PARK ENGINEERING FOR
ENGINEERING ASSISTANCE ASSOCIATED WITH THE 2017 STORM
DAMAGE REPAIRS PROJECT, IN THE AMOUNT OF $62,634.48, FOR A
TOTAL CONTRACT NOT-TO-EXCEED AMOUNT OF $136,689.98.
RECOMMENDATION: Adopt the resolution.
BACKGROUND: In January 2017, the City of San Rafael as well as other communities
throughout California experienced a significant storm event. On February 14, 2017, the
President declared a major disaster, making federal disaster aid available to 34 counties,
including Marin County. This disaster caused significant damage to City roadway including three
slipouts (or landslides).
The City has applied for Federal Emergency Management Agency (FEMA) assistance for this
federally declared disaster and on April 12, 2018, the City received approval to move forward
with the design and construction of the repair at the three locations. Miller Pacific Engineering
Group was hired by the City in July 2017 to provide recommendations for the repair. Our Public
Works Engineering Division utilized the report provided by Miller Pacific Engineering Group to
design repairs for the various sites including placing concrete soldier pile wall systems with
tiebacks.
On August 13, 2018 the City Manager approved a professional services contract with Park
Engineering, Inc. in an amount of $74,055.50 to provide construction inspection services for the
permanent restoration locations.
ANALYSIS: Repairs to #21 San Pablo and #80 Upper Toyon are completed; however,
significant construction remains to be completed at #70 Irwin Street. #70 Irwin street has
encountered several unforeseen conditions such as extending one of the three retaining wall
____________________________________________________________________________________
FOR CITY CLERK ONLY
File No.: 4-3-741A
Council Meeting: 01/22/2019
Disposition: Resolution 14625
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
systems and encountering harder material which has extended the time to complete this project.
As a consequence, services to perform the construction inspection at this location also needs to
be extended. This first amendment to the professional services agreement exceeds the City
Manager’s authorization limit and as such staff is recommending that City Council authorize the
City Manager to amend the agreement in an amount not to exceed $62,634.48 for a total not-to-
exceed amount of $136,689.98.
FISCAL IMPACT: The 2017 storm damage repairs are on the 2017/2018 CIP and are partially
reimbursable by Federal Emergency Management Agency (FEMA) and the California Office of
Emergency Services (CalOES). Funds to support this amendment are available in the Gas Tax
Fund #206.
OPTIONS: The City Council has the following options to consider relating to this matter:
1.Adopt the resolution authorizing the City Manager to execute a first amendment to the
professional services agreement with Park Engineering.
2.Do not accept the proposal from Park Engineering.
RECOMMENDED ACTION: Adopt the resolution authorizing the City Manager to execute a
first amendment to the professional services agreement with Park Engineering for engineering
support services in conjunction with the 2017 Storm Damage repairs in an amount of
$62,634.48 for a total contract not-to-exceed amount of $136,689.98.
ATTACHMENT:
1.Resolution Amending the Professional Services Agreement with Park Engineering
2.Exhibit 1 to Resolution: Amendment with attached Exhibit A
RESOLUTION NO. 14625
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE A FIRST
AMENDMENT TO THE AGREEMENT WITH PARK ENGINEERING INC. FOR
ENGINEERING SUPPORT IN ASSOCIATION WITH THE 2017 STORM DAMAGE
REPAIRS, IN THE AMOUNT OF $62,634.48, FOR A TOTAL CONTRACT NOT-TO-
EXCEED AMOUNT OF $136,689.98.
______________________________________________________________________________
WHEREAS, the City of San Rafael entered into a Professional Services Agreement
dated August 13, 2018 with Park Engineering, Inc. for engineering support services in
association with the 2017 Storm Damage Repair Projects (“Project”) in an amount not-to-exceed
$74,055.50; and
WHEREAS, due to delays in completion of the Project, City staff has determined that
additional inspection and construction support services from Park Engineering, Inc. are needed
through Project completion; and
WHEREAS, the costs for engineering support services of the Project will be fully funded
through the Gas Tax Fund (Fund No. 206), and a portion of such is reimbursable by the Federal
Emergency Management Agency (FEMA) and the California Office of Emergency Services
(CalOES);
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
RESOLVES as follows:
1.The Council hereby approves and authorizes the City Manager to execute a
First Amendment to the Professional Services Agreement with Park
Engineering for engineering support services to provide for additional
compensation for services in the amount of $62,634.48 for a revised total
contract value not to exceed $136,689.98, in the form attached hereto as
Exhibit 1 and incorporated herein by reference, subject to final approval as to
form by the City Attorney.
2.The Director of Public Works is hereby authorized to take any and all such
actions and make changes as may be necessary to accomplish the purpose of
this resolution.
I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the foregoing
resolution was duly and regularly introduced and adopted at a regular meeting of the Council of
said City on the 22nd day of January, 2019, by the following vote, to wit:
AYES:
NOES:
ABSENT:
COUNCILMEMBERS: Bushey, Colin, Gamblin & Mayor Phillips
COUNCILMEMBERS: None
COUNCILMEMBERS: McCullough
_______________________________
LINDSAY LARA, City Clerk
FIRST AMENDMENT TO THE AGREEMENT WITH PARK ENGINEERING INC.
FOR ENGINEERING SUPPORT IN ASSOCIATION WITH THE 2017 STORM
DAMAGE REPAIRS.
THIS FIRST AMENDMENT to the Professional Services Agreement by and between
the CITY OF SAN RAFAEL (hereinafter "CITY"), and PARK ENGINEERING, INC.
(hereinafter "CONSULTANT"), is made and entered into this 22 day of J ,
2019.
RECITALS
WHEREAS, the CITY and CONSULTANT entered into a Professional Services
Agreement dated August 13, 2018 for engineering support services associated with the 2017
Storm Damage Repairs Projects (the "Projects") in an amount not -to -exceed $74,055.50 (the
"Agreement"); and
WHEREAS, unforeseen conditions have delayed completion of the Projects and
therefore require more engineering support services than anticipated at the commencement of the
Agreement;
AMENDMENT TO AGREEMENT
NOW, THEREFORE, the parties hereby agree to amend the Agreement as follows:
1. Paragraph 4 of the Agreement, entitled "COMPENSATION," is hereby amended
to include additional compensation payable to CONSULTANT for the services
described in the Agreement, on a time and materials basis in a not -to -exceed
amount of $62,634.48 as particularly described in the "ADDITIONAL Cost
Proposal for Construction Inspection Services" attached to this First Amendment
as Exhibit "A" and incorporated herein by reference, and to change the total not -
to -exceed amount under the Agreement to $136,689.98.
2. Except as specifically amended herein, all of the other provisions, terms and
obligations of the Agreement between the parties shall remain valid and shall be
in full force.
IN WITNESS WHEREOF, the parties have executed this First Amendment on the day,
month, and year first above written.
nRIy NAL
CITY OF SAN RAFAEL
N-,,� ��
JIM HU Z, City "r
ATTEST:
'**'-� "-�f CCI -01
LINDSAY LARA, City Clerk
APPROVED AS TO FORM:
q1-
-k
ROBERT F. EPSTEIN, Ci Attorh&�
2
CONSULTANT, PARK ENGINEERING,
INC.
By:
Name: A ?�
Title
of Corporate Officer: ?V�iverr/cf—v
and
A M
Name:p��� --?AzMtaw.�
Title of Corporate Officer: '� --ct7Aeq.ra&ai
Base Rate
Regular
Loaded
Rate
Overtime
Rate
80 Upper
Toyon 21 San Pablo 70 Irwin
James Beauchamp
Assistant Resident Engineer 58.00$ 125.52$ 188.28$ 56 56 0 7,029.12$
James Beauchamp
Assistant Resident Engineer 58.00$ 125.52$ 188.28$ 8 8 0 1,004.16$
James Beauchamp
Assistant Resident Engineer 58.00$ 125.52$ 188.28$ 360 360 40 52,718.40$
TOTALS
James Beauchamp
Assistant Resident Engineer 58.00$ 125.52$ 188.28$ 56 8 360 424 50 62,634.48$
62,634.48$
2. Based on approximate half-time inspection effort for 3 months with 5 Saturday shifts to complet 70 Irwin Slide Location
Cost
Total =
1. Rate includes vehicle, mobile phone, laptop and all equipment required to perform required duties.
City of San Rafael
2017 Storm Damage Repair Projects
ADDITIONAL Cost Proposal for Construction Inspection Services
Name/Classification
Rates Construction Hours
Total
Regular
Hours
Total
Overtime
Hours
RAF,,
s 2
,ry WITH I'
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: Shawn Graf
Extension: 5347
Contractor Name: Park Engineering
Contractor's Contact: Steve Patterson
Contact's Email: spatterson@park-eng.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) & attachments to City
1/14/2019
Atty c/o Laraine.Gittens@cityofsanrafael.org
NSG
2
City Attorney
a. Review, revise, and comment on draft agreement
2/7/2019
❑X LG
and return to Project Manager
b. Confirm insurance requirements, create Job on
2/7/2019
❑x LG
Project Manager
PINS, send PINS insurance notice to contractor
❑X
3
Forward three (3) originals of final agreement to
2/11/2019
contractor for their signature
4
Project Manager
When necessary, * contractor -signed agreement
❑ N/A
agendized for Council approval
*PSA > $20,000; or Purchase > $35,000; or
Or
❑X
Public Works Contract > $125,000
1/22/2019
Date of Council approval
PRINT
CONTINUE ROUTING PROCESS WITH HARD COPY
5
Project Manager
Forward signed original agreements to City
2/19/2018
Attorney with printed copy of this routing form
a
I
15—Q
_i
SG
6
City Attorney
Review and approve hard copy of signed
agreement
J' !
3 J J4
Q ��
1'l�Cf
7
City Attorney
Review and approve insurance in PINS, and bonds
City Manager/ Mayor
City Clerk
for Public Works Contracts)l
Agreement executed by Council authorized official
Attest signatures, retains original agreement and
8
Z_ �1
9
forwards copies to Project Manager
q.--3 - -► `4 I A