HomeMy WebLinkAboutPW Third Street & Union Street Improvements ServicesAgenda Item No: 5
Meeting Date: May 4, 2009
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Wo
Prepared b� City Manager Approval:
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SUBJECT: Resolution Authorizing the City Manager to amend an Agreement for Professional
Services with Kimley-Horn & Associates, Inc. to expand the scope of work for the Third Street and
Union Street Improvement Project, Project 11025, in the amount of $14,500.
RECOMMENDATION:
Staff recommends adopting the resolution authorizing the City Manager to amend an Agreement for
Professional Services with Kimley-Horn and Associates, Inc. for professional engineering services at the
intersections of Third Street and Union Street.
BACKGROUND:
As part of the routine traffic monitoring, intersection analysis, signal inspection and responding to
requests from citizens, staff has analyzed the above intersection for a traffic signal modification and
intersection improvements consisting of extension of the eastbound and westbound left turn pockets at
the intersection, installation of a new westbound right turn pocket, various utility relocations, AC
pavement dig out repairs and overlay, modifications to the existing drainage system, signing, striping and
street lighting modifications, various ADA enhancements, the installation of landscaping and irrigation
facilities and other corresponding work.
The intersection improvements alternatives were developed and presented to stake holders such
Montecito Area Residents Association (MARA), Whole Foods, and Montecito Shopping Center
representatives, as well as many public hearings pertaining to General Plan 2020, and private
developments such as Village at Lock Lomond Marina in the past four years. A preferred alternative was
selected.
On June 16, 2003 the City Council adopted Resolution number 11340 authorizing the Public Works
Director to enter into an agreement with Kimley-Horn & Associates, Inc. to design the above mentioned
intersection improvements. To date, a total of $122,564 has been designated for Kimley-Horn and
Associates to design the project. Design of the landscaping and irrigation system was completed by City
staff. Final design of the project was completed by Kimley-Horn and Associates, Inc. and City staff in
FOR CITY CLERK
File No.:
Council Meeting:
Disposition:
March of 2009 and the project was advertised. The bid opening was held on April 15, 2009 and the low
bidder was Ghilotti Construction Company, Inc. with a low bid of $718,733.08.
During initial coordination with utility companies, it was determined that the dedication of 2,480 square
feet from the City owned property at Assessor's Parcel Number 014-101-07 was necessary. In order to
dedicate the land, a licensed land surveyor was obtained to prepare a legal description and plat map
describing the land proposed for dedication. This work was coordinated by Kimley-Horn and Associates,
Inc.
The project was advertised in accordance with San Rafael's Municipal code and policies on March 20,
2009 and bids were opened on April 15, 2009 at 2:30 PM. The low bid of $718,733.08 was $482,975.92
below the engineer's estimate of $1,201,709.00. The bid amount falls within the City of San Rafael's
project budget.
Due to the complexity of the project, retention of the design engineer is required for support during the
construction phase of the project. Staff received a proposal from Kimley-Horn & Associates, Inc. for
professional traffic and civil engineering services for the additional scope of work which also includes the
coordination of the documents which were required for the land dedication. The attached proposal is
presented in this City Council report as Exhibit "A".
ANALYSIS:
Staff believes that the additional scope of work and services are necessary to ensure proper support during
the construction phase of the project should any issues or questions on the design of the project arise.
FISCAL IMPACT:
The previously approved design contract authorized was $137,064.00, and the additional work depicted in
Exhibit `A' is $14,500.
At the time of the construction contract award, the City Council approved a total amount of $1,107,640.30
from the traffic mitigation fee fund for the Third Street and Union Street Improvement Project and
$14,500 of this was for Construction Support. We therefore request that Council approve $14,500 from
the project funds for construction support services which will be funded from the following source:
Source Amount Note(s)
Traffic Mitigation Fee Fund $14,500.00
Total Available Funds $14,500.00
ACTION REQUIRED:
Adopt Resolution.
Enclosures (3)
1. Resolution
2. Agreement
3. Exhibit "A"
RESOLUTION NO.
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN
RAFAEL APPROVING AND AUTHORIZING THE CITY MANAGER
TO EXECUTE AN AMENDMENT TO THE JUNE 16, 2003
AGREEMENT WITH KIMLEY-HORN AND ASSOCIATES, INC. TO
EXPAND THE SCOPE OF WORK FOR THE THIRD STREET AND
UNION STREET IMPROVEMENTS PROJECT IN THE AMOUNT OF
14,500, FOR A TOTAL AMOUNT NOT TO EXCEED $137,064.
WHEREAS, the City Council adopted Resolution number 11340 on June
16, 2003 authorizing the Director of Public Works to enter in a professional services
agreement with Kimley-Horn and Associates, Inc. to design the Third and Union Streets
intersection improvements; and
WHEREAS, the City is obligated to pay $122,564 to date to Kimley-Horn
and Associates, Inc. in connection with the design of the Third and Union Streets
intersection improvements; and
WHEREAS, an additional $14,500 is needed for Kimley-Horn and
Associates, hie. to provide construction support for the Third and Union Street intersection
improvements, and has already been allocated from City Traffic Mitigation Fee fund; and
WHEREAS, staff received a proposal from Kimley-Horn and Associates
Inc. for professional traffic and civil engineering services for the additional scope of work
in an amount not to exceed $14,500.00 ( Exhibit "A" to the Amendment); and
WHEREAS, staff has reviewed their proposal and found it to be complete
and within industry standards.
NOW THEREFORE, BE IT RESOLVED that City Council of the City
of San Rafael hereby approves and authorizes the City Manager to execute an amendment
to the agreement between Kimley-Horn and Associates, Inc. and the City, in the form
attached hereto, expanding the scope of services under the agreement in the amount of
$14,500, for a total cost not to exceed $137,064.00.
I, ESTHER C. BEIRNE, 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 4th day of May, 2009, by the following vote, to wit:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
ESTHER C. BEIRNE, City Clerk
File No.: 18.01.66
AMENDMENT TO AGREEMENT
FOR PROFESSIONAL SERVICES CONTRACT WITH KIMLEY-HORN
AND ASSOCIATES, INC. TO EXPAND THE SCOPE OF WORK FOR THIRD STREET AND
UNION STREET IMPROVEMENT PROJECT FOR AN AMOUNT NOT TO EXCEED $14,500.00.
WHEREAS, KIMLEY-HORN AND ASSOCIATES, INC. ("CONTRACTOR"), a Civil and Traffic Engineering
Consultant, entered into an Agreement (dated June 16, 2003) with the City of San Rafael ("CITY") for civil and traffic
engineering consulting services to design and prepare plans and specifications for intersection and traffic signal
improvements at Third Street and Union Street; and
WHEREAS, due to the complexity of the project, the agreement with CONTRACTOR was amended to increase
the amount of design services and preparation of the plans and specifications for the intersection and traffic signal
improvements at Third Street and Union Street; and
WHEREAS, CITY has determined that the need exists to expand the scope of CONTRACTOR's work under the
original agreement and amendment, in order to provide construction support; and
WHEREAS, CONTRACTOR is willing and able to perform the additional scope of work required by the CITY at
an additional cost; and
WHEREAS, CONTRACTOR and CITY are agreeable to a revision in the existing agreement to increase the
scope of work and perform additional duties; and
NOW THEREFORE, CONTRACTOR and CITY agree to amend their Agreement for Professional Services,
dated June 16, 2003, as follows:
1. Section 5 of the original agreement is amended to read as follows:
"5. COMPENSATION.
For the full performance of the services described herein by CONTRACTOR, CITY shall pay
CONTRACTOR on a time and materials basis for services rendered in accordance with the rates shown
on the current fee schedule as described in Exhibits "A" attached and incorporated herein. The total
payment made for any individual work task will not exceed the amounts shown on the Proposal Budgets,
set out in Exhibit "A".
2. The last sentence of Section 3 of the original agreement is amended to read as follows:
"CONTRACTOR also agrees to perform the additional services specified in a letter dated April 15, 2009,
Exhibit "A", attached hereto and incorporated herein."
3. All other terms and conditions of the original Agreement not otherwise modified by this Amendment shall
remain in full force and effect.
IN WITNESS WHEREOF, the parties have executed this Amendment to Agreement with Kimley-Horn and
Associates, Inc. as of the 4" day of May, 2009.
CITY OF SAN RAFAEL CONTRACTOR
KEN NORDHOFF
CITY MANAGER
ATTEST:
ESTHER C. BEIRNE, City Clerk
APPROVED AS TO FORM:
ROBERT F. EPSTEIN, City Attorney
2
BY:
KIMLEY-HORN ASSOCIATES, INC
ANUSH NEJAD
KlrnlapHom
and Associates, Inc.
April 15, 2009
Mr. Nader Mansourian, P.E.
City Traffic Engineer
City of San Rafael
11 I Morphew Street
San Rafael, CA 94915-1560
RE: Third Street and Union Street Improvements Additional Services for
Construction Support
Dear Nader:
Based on your request, Kimley-Horn and Associates, Inc. (Kimley-Horn) has prepared the
following scope of services and estimated fee for additional services to provide construction
support.
Kimley-Horn team can assist the City with construction support services that include the
following:
Assist in and attend the pre -construction conference
• Attend up to four (4) regular construction progress meetings
• Providing clarification to the contract documents as requested by the City
• Reviewing shop drawings and submittals as required in the special provisions and City
responses to request for information (RFI)
• Reviewing and providing recommendations regarding change order proposals and
requests for additional payment related to design changes
• Preparation of a substantial completion punch list
Construction support services will be provided on a time and materials basis, based on hourly
billing rates, up to the maximum number of hours as indicated in the attached "level of effort"
table. Additional services will be provided if requested by the City, subject to additional fee.
to addition to the above items, Kimley-Horn is requesting compensation for the right-of-way
plat and legal description prepared by Mountain Pacific Surveys and used by the City to
complete the adjustment of right-of-way on Third Street and Union Street.
SERVICES PROVIDED BY THE CITY
The City of San Rafael will be responsible for the following items:
1. Construction staking.
2. Signal timing implementation.
3. Coordination with the property owners and private utility companies.
4. Provide all inspection and construction management services for the project.
5. Preparation of as -build drawings.
6. All other services not specifically included in Kirnley-Horn's scope of services.
555121^ Street
Suite 1230
Oakland, California
94607
® EXHIBIT
TEL 510 625 0712
FAX 510 625 0714
Kimisy-Ham
and Associates, Inc.
Mr. Nader Mansourian
April 15, 2009
Page 2
Please sign below and return the one copy for our file. Upon receipt of your approval, Kimley-
Horn will increase our current project budget by $14,500 to a revised total of $137,000. If you
have any questions or need additional information, please do not hesitate to call me or Anush
Nejad at 510-625-0712.
Sincerely yours,
KIMLEY-HORNANDASSOCLITES, INC.
Daniel Blomquist, P.E.
Project Manager
R.C.E.#65875
Encl: Level of Effort Table
cc: Project Folder
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