HomeMy WebLinkAboutPW Lincoln Avenue Curb Ramps; Amendment 1____________________________________________________________________________________
FOR CITY CLERK ONLY
File No.: 4-3-700
Council Meeting: 08/05/2019
Disposition: Resolution 14715
Agenda Item No: 4.d
Meeting Date: August 5, 2019
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: Bill Guerin,
Director of Public Works
City Manager Approval: _______
File No.: 16.01.286
TOPIC: LINCOLN AVENUE CURB RAMPS PROJECT ENGINEERING DESIGN
SERVICES
SUBJECT: RESOLUTION APPROVING AND AUTHORIZING THE CITY MANAGER TO
EXECUTE A FIRST AMENDMENT TO THE AGREEMENT WITH BKF
ENGINEERS FOR ENGINEERING DESIGN SERVICES ASSOCIATED WITH
THE LINCOLN AVENUE CURB RAMPS PROJECT, IN THE AMOUNT OF
$56,800, FOR A TOTAL CONTRACT NOT-TO-EXCEED AMOUNT OF
$177,350
RECOMMENDATION: Adopt a resolution authorizing the City Manager to execute a first
amendment to the professional services agreement with BKF Engineers for engineering design
services in conjunction with the Lincoln Avenue Curb Ramps Project in an amount of $56,800,
for a total contract not-to-exceed amount of $177,350.
BACKGROUND: During the summers of 2015 and 2016, the San Rafael Sanitation District
(District) replaced the sewer main on Lincoln Avenue between Mission Avenue and Prospect
Drive. As a condition of approval for the District’s encroachment permit with the City, a micro -
surfacing pavement treatment was required on the roadway following installation of the new
sewer line. Under Americans with Disabilities Act (ADA) law, when a street is resurfaced with
micro-surfacing or asphalt pavement, curb ramps must be installed within the limits of the
resurfacing.
Micro-sealing Lincoln Avenue from Mission Avenue to Prospect Drive will require the
reconstruction of 29 new ADA-compliant curb ramps in addition to minor traffic signal upgrades
at the intersection of Lincoln Avenue/Paloma Avenue. This project will include the micro-
surfacing which will be fully funded by the San Rafael Sanitation District. The curb ramps and
other improvements will be funded by the City of San Rafael.
The Lincoln Avenue Curb Ramps project has been determined to have no significant
environmental effect. A Notice of Exemption was filed at the Marin County Clerk’s Office on
May 2, 2018.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
Due to the magnitude of the projects and limitations on staff resources, staff secured a
professional services agreement for engineering design services in an amount not to exceed
$120,550 on May 21, 2018.
ANALYSIS: This first amendment to the professional services agreement is to amend the
agreement in an amount not to exceed $56,800, for a total not-to-exceed amount of $177,350.
Staff reviewed the scope of work for the original project with BKF in a recent field walk and
identified additional safety improvements that should be incorporated into the project including
traffic calming measures such as several bulb outs and the redesign of the traffic signal at
Paloma Ave and Lincoln Ave. With the curb ramp project in design, this is an opportunity to
incorporate the changes and make this a safer street for pedestrians. Therefore, staff directed
BKF to prepare a proposal to incorporate these additional safety improvements and BKF
responded with a request for $56,800. Staff has reviewed the proposal and have found it
reasonable for the work that is required. The additional $56,800 will be used to perform the
additional surveying and design work to incorporate the changes. The professional services
agreement for engineering design services must be modified to allow to for the additional scope
of work.
FISCAL IMPACT: Funding for this project is available from the Gas Tax Fund (#206). BKF’s
proposal to amend the agreement to develop the plans, specifications, and estimate for the
project is in an amount not to exceed $56,800 for a total contract not-to-exceed amount of
$177,350.
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 BKF Engineers.
2. Do not accept the proposal from BKF Engineers.
RECOMMENDED ACTION: Adopt a resolution authorizing the City Manager to execute a first
amendment to the professional services agreement with BKF Engineers for engineering design
services in conjunction with the Lincoln Avenue Curb Ramps Project in an amount of $56,800,
for a total contract not-to-exceed amount of $177,350.
ATTACHMENT:
1. Resolution authorizing the City Manager to execute a first amendment to the
Professional Services Agreement with BKF Engineers
2. First Amendment to Agreement with attached Exhibit A: Proposal
1
RESOLUTION NO. 14715
RESOLUTION OF THE SAN RAFAEL CITY COUNCIL APPROVING AND
AUTHORIZING THE CITY MANAGER TO EXECUTE A FIRST AMENDMENT
TO THE AGREEMENT WITH BKF ENGINEERS FOR ENGINEERING DESIGN
SERVICES IN ASSOCIATION WITH THE LINCOLN AVENUE CURB RAMPS
PROJECT, IN THE AMOUNT OF $56,800, FOR A TOTAL CONTRACT NOT-TO-
EXCEED AMOUNT OF $177,350
_____________________________________________________________________
WHEREAS, the City of San Rafael entered into a Professional Services
Agreement dated May 21, 2018 with BKF Engineers, for engineering design services in
association with the Lincoln Avenue Curb Ramps Project in an amount not-to-exceed
$120,550; and
WHEREAS, the scope of the Lincoln Avenue Curb Ramps Project has been
expanded to include traffic calming measures such as traffic bulb outs and the redesign of the
traffic signal at Paloma Avenue and Lincoln Avenue, and City staff has determined that
additional engineering design services are needed; and
WHEREAS, BKF Engineers has submitted a proposal to provide the additional
services and staff has found the proposal to be complete and within industry standards;
and
WHEREAS, the costs for engineering design services of this Project will be fully
funded through the Gas Tax Fund (Fund No. 206);
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 BKF Engineers for
additional engineering design services, with additional compensation in the
amount of $56,800 and a revised total contract value not to exceed $177,350, in
a form approved by the City Attorney.
2. $56,800 shall be appropriated from the Gas Tax Fund (#206) to the Lincoln
Avenue Curb Ramps Project 11344.
2
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 5th day of August 2019, by the following vote,
to wit:
AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: McCullough
LINDSAY LARA, City Clerk
FIRST AMENDMENT TO THE AGREEMENT WITH BKF ENGINEERS FOR
ENGINEERING DESIGN SERVICES IN ASSOCIATION WITH THE LINCOLN
AVENUE CURB RAMPS PROJECT
THIS FIRST AMENDMENT to the Professional Services Agreement by and between
the CITY OF SAN RAFAEL (hereinafter "CITY"), and BKF ENGINEERS, (hereinafter
"CONSULTANT"), is made and entered into as of the _ I!- day of , 2019.
RECITALS
WHEREAS, the CITY and CONSULTANT entered into a Professional Services
Agreement dated May 21, 2018 for engineering design services associated with the Lincoln
Avenue Curb Ramps Project (the "Project") in an amount not -to -exceed $120,550 (the
"Agreement"); and
WHEREAS, CITY requires final engineering design 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:
Paragraph 2 of the Agreement, entitled "DUTIES OF THE CONTRACTOR," is
hereby amended to include the additional services set forth in CONSULTANT's
proposal entitled "Amendment#l" dated June 12, 2019, attached to this First
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 First Amendment, on a time and materials basis
in a not -to -exceed amount of $56,800, and to change the total not -to -exceed
amount under the Agreement to $177,350. Such additional compensation shall be
paid at the hourly rates for CONSULTANT as set forth in Exhibit "A," to the
Agreement and incorporated herein by reference.
3. Except as specifically amended herein, all of the other provisions, terms and
obligations of the Agreement between the parties shall remain valid and shall be
in full force.
`A -3--1o0
IN WITNESS WHEREOF, the parties have executed this First Amendment on the day,
month, and year first above written.
CITY OF SAN RAFAEL
AM SC UTZ, City 4
1
ger
ATTEST:
LINDSAY LARA, City Clerk
APPROVED AS TO FORM:
RE
ROBERT F. EPSTEIN, ity Att ey
2
BKF ENGINEERS
Name: Jason Kirchmann
Title of Corporate Officer: Vice President
and
I F2A ..1�
Name: Geoff Coleman
Title of Corporate Officer: Vice President
N
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:
B k F YEARS
ENGINEERS
SURVEYORS PLANNERS
Amendment #1
Lincoln Avenue Curb Ramps
BKF Job No. 20180778-10
June 12, 2019
Client: City of San Rafael Consultant: BKF Engineers
Public Works Department 4040 Civic Center Drive, Suite 530
111 Morphew Street San Rafael, CA 94903
San Rafael, CA 94901 Contact: Jason Kirchmann
This contract amendment is attached to the contract between BKF Engineers and the City of San Rafael dated May
29, 2018 and is governed by the terms and conditions therein.
4040 Civic Center Drive, Suite 530, San Rafael, CA 94903 1415.930.7960
Exhibit A
DESCRIPTION:
BKF Engineers (BKF) will perform the following additional services as requested
by the City of San Rafael:
• Obtain additional topographic mapping data for the existing public
improvements at the intersections of Lincoln Avenue with Wilson
Court and Brookdale Avenue to facilitate additional design services to
accommodate bulb -outs [$ 5,700]
• Modify previously prepared designs for the intersections of Lincoln
Avenue with Wilson Court and Brookdale Avenue to accommodate
bulb -outs ($ 9,9001
• Prepare designs and Improvement Drawings sheets for curb ramps
along Lincoln Avenue that were previously surveyed but not included
in the original design scope:
o Grand Avenue (1 ramp at northwest corner) [$ 2,600]
o Prospect Drive South (2 ramps) ($ 3,1001
TASK(S):
o Laurel Place (4 ramps) [$ 9,300]
o Mission Avenue (1 ramp at northeast corner) [$ 3,100]
• Expand on Task 2.6 from the original letter proposal dated April 26,
2018 to prepare a traffic signal design (including a video system and
new traffic signal poles) for the intersection of Lincoln Avenue and
Paloma Avenue [$15,300 additional]
• Participate in one (1) additional meeting with the City of San Rafael to
discuss alternative design revisions contemplated by the City and
prepare preliminary cost estimates for design alternatives ($ 4,6001
• Address additional City comments due to design revisions [$ 3,200]
Exclusions and Assumptions from any previous contract scope of work still
apply. Major revisions or addenda to the Improvement Drawings, requests for
additional data, or deviations from the initial City submittal of the 100%
Improvement Drawings and City requested changes will be considered as
additional services, and will be billed in accordance with our hourly rate
schedule unless otherwise negotiated.
SERVICES TO BEGIN:
Upon receipt of written authorization.
4040 Civic Center Drive, Suite 530, San Rafael, CA 94903 1415.930.7960
Exhibit A
B k f ioo+
� YEARS
ENGINEERS. SURVEYORS. PLANNERS
City of San Rafael Public Works Department
111 Morphew Street
June 12, 2019
Page 2 of 2
DELIVERABLES:
Revised Improvement Drawings, Supporting Documents, Additional Support
Services and Meetings
ORIGINAL CONTRACT VALUE:
$120,550 (time and materials basis, not to exceed)
PREVIOUS AMENDMENT VALUE(S):
N/A
CURRENT AMENDMENT VALUE:
$56,800 (time and materials basis, not to exceed)
NEW TOTAL:
$177,350 (time and materials basis, not to exceed)
PROJECT MANAGER:
DATE: 06/12/2019
(Signature)
CLIENT:
DATE:
(Signature)