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PW Master Services Agreement; Task Order No. 51 Francisco Blvd East ResurfacingCity of San Rafael MASTER CONSULTANT SERVICES AGREEMENT DATED JANUARY 22, 2020 WITH BELLECCI & ASSOCIATES, INC. TASK ORDER NO. 51 Inspection and Construction Management Services for the Francisco Boulevard East Resurfacing Contract Amount: $45,638 o1 d ,�L/ BN THIS TASK ORDER is entered into on//1between the City of San Rafael, a municipal corporation ("City"), and Belleccl & Associates, Inc. ("Consultant"). RECITALS A. The City and Consultant have entered into a Master Consultant Services Agreement ("Agreement") dated January 22, 2020 under which Consultant has agreed to perform certain professional consulting services for the City; and B. Pursuant to the terms of the Agreement, the City wishes Consultant to perform certain tasks as set forth in this Task Order, which constitute the Project; NOW, THEREFORE, City and Consultant agree as follows: AGREEMENT 1. Scope of services. Consultant shall provide any and all of the services set forth in Exhibit A of this Task Order, titled "Proposal to provide Construction Inspection Services for: the 2021 Francisco Boulevard East Pavement Resurfacing Project", as directed by the City. Mike Schaaf shall be the Project Manager for Consultant for this Task Order. Additional professional services may be performed by other Consultant 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 the project plans and specifications and other City data related to the project, including full information as to the City's requirements. (3) Designate Shawn Graf as the person at the City responsible for monitoring performance under this Task Order. b. Consultant duties. The Consultant will: (1) Provide and perform tasks identified in Exhibit A, Scope of Services. (2) Provide miscellaneous consulting and other services related to the Project 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. Rev. May 2021 City of San Rafael Haster Consullant Seridces Agreement Task Order Date of completion; Work hours estimate; Cost estimate and budget; Fee schedule. With regard to each project given to Consultant that is subject to this Task Order, the time of completion, work hours estimate, cost estimate and budget and fee schedule are set forth in Exhibit A to this Task Order. Authorization to proceed. The City will give Consultant authorization to proceed with the work specified in this Task Order only after Consultant submits updated insurance certificates and endorsements, in accordance with Section 10 of the Agreement. 4. Master Agreement terns; Conflicts. Except as expressly otherwise provided herein, all terms of the Agreement shall apply to Consultant 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. 4. 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. 5. Signatures. The parties have executed this Task Order, as of the date first written above. CITY OF SAN RAFAEL CONS ANT Jim Schutz, City Manager r / Name: l . bp -e-" /:J/qor.S .f l Contents approved: By: Bill Guerin, Public Works Director Reviewed By n By: a VA� Robert F. Epstein, Ci Attorney 2 Rev. May 2021 Title: V c_.e //fie S �eti (if Consultant is a corporation, add signature of second corporate officer) By: �+ Name: S�A�Y ov✓1 Cite of San Rafael Hasler Consultant Ser vices Agreement Task Order Exhibits: A Scope of work titled "Proposal to provide Construction Inspection Services for: the 2021 Francisco Boulevard East Pavement Resurfacing Project", time of completion, work hours estimate, cost estimate and budget, and fee schedule (Consultant's current hourly rate) Rev. May 2021 Exhibit A ®Bellecci &Associates July 22, 2021 August 3, 2021 (rev 1) Sean Graf, EIT, LSIT Public Works Department City of San Rafael 111 Morphew Street San Rafael, CA 94901 Regarding: Proposal to provide Construction Inspection Services for: the 2021 Francisco Boulevard East Pavement Resurfacing Project Dear Mr. Graf- Bellecci & Associates appreciates the opportunity to work with the City of San Rafael. Per an email as received from Sean Graf on July 8, 2021, and as requested to reduce costs via subsequent email August 2, 2021, Bellecci & Associates Inc. proposes to provide construction inspection support services for 15 working days (nights) to the City of San Rafael for the above project as requested and adjusted. Attached for your review is our adjusted proposed scope of services as requested (Exhibit 1) and a copy of our proposed budget to provide the requested support work (Exhibit 2). Of note, we have included a materials testing/special inspections allowance as an optional cost should the City elect not to subcontract this specific task out (14,e would propose to tise Miller -Pacific if so requested or needed). Bellecci & Associates, Inc proposes to provide the requested services as outlined in this letter proposal for an adjusted estimated fee of $45,638 (night work at approx. 15 working days and inclusive of a materials testing allowance) as acceptable to the City and is to be invoiced monthly on an hourly basis. 97e will not exceed this fee without prior Written approval fi-oln the City. We are excited about the opportunity to assist the City with another project. If you have any questions, please feel free to call me at 925-685-4569, or our Construction Manager, Mike Schaaf, PE at (925) 681-4885 or (25) 548-0895 cell or via email at: mschaaf@bellecci.com. Sincerely, BELLE CCI & ASSOCIATES, INC ffam � Robert Broestl, PE Principal Cc: City Engineer Mike Schaaf, PE — Construction Manager (BA) CONCORD PLEASANTON 2290 Diamond Blvd. Suite 100 7077 Koll Center Parkway, Suite 210 Concord, CA 94520-5744 Pleasanton, CA 94566-3128 Civil Engineering Land Surveying Tel. 925.685.4569 Tel. 925.681.4885 Construction Management Exhibit 1 City of San Rafael — rev1 8-2-21 2021 Francisco Boulevard East Pavement Resurfacing Project Project Understanding Bellecci & Associates understands that the City of San Rafael is looking for a Construction Management firm experienced in providing construction management / inspection support services. Of note, City is only requesting that we provide construction inspection services for the Francisco Boulevard East Pavement Resurfacing Project. Upon request by the City, construction management services can be added to the contract. Project Approach Bellecci & Associates is proposing an experienced CM/Inspection team consisting of highly qualified personnel with extensive prior Construction Management, Administration and Inspection Support services experience. We anticipate that the requested inspection services our team and/or the City, where noted, will include, but not be limited to the following: A. Pre -construction Phase • Set-up the project files to City standards (by City) • City's PM/CM to review the Contractor's submittals with the design team and as responded by the City assigned CM. • Attendance at the pre -construction meeting with the Contractor, City and project stakeholders • Assist the City with respect to the Contractor's Request for Information (RFI) with the City's assigned RE/CM • City personnel to review the Contractor's construction schedule per the City's assigned RE/CM. • City assigned PM/CM to review and coordinate traffic control plans with internal City Staff • Perform a pre -construction site inspection of the project site to document existing site conditions prior to the construction effort • Assist the assigned City's RE/CM with public relations & public outreach regarding the project — City to oversee all public relations/notification matters. B. Construction Phase (Construction Contract 15 Working Days) • Provide full-time inspection (night) services as requested for the duration of the construction of the project to ensure that provisions of the contract documents are being fulfilled and as requested by the City • Prepare daily inspection reports documenting observed construction activities and provide to the assigned City PM/CM • Take digital photographs providing documentation of construction • Document changes in the field in effort to compare to the Contractor record drawing markups • Measure and verify quantities of items constructed respective to the pending progress payment application(s) by the contractor to the City (City to prepare, and to approve/distribute) Exhibit 1 City of San Rafael —rev 1 8-2-21 2021 Francisco Boulevard East Pavement Resurfacing Proiect • Attendance at weekly project meetings (as -needed) • Coordinate with appropriate City staff to discuss project issues • Assist the City with public relations with affected residents and businesses impacted by construction along the corridor • Provide the City with copies of inspection documentation • Review the Contractor's schedule with the City's assigned PM/CM(as needed) and notify the assigned City PM/CM of changes that may affect the on-time completion of the project • Assist the City in the negotiation of change orders — City to prepare, approve, and provide to contractor • Assist the assigned City PM/CM in the review /responses to requests for information (RFI) • Monitor and enforce Construction Contractor's compliance with SWPPP/BMPs • Help the City's assigned PM/CM in the coordination of pending conflicts with the City, the applicable utilities and/or the Construction Contractor • Coordinate final project inspection C. Quality Assurance • Coordinate and oversee the testing and assurance of materials testing to verify compliance of the work with the contract documents • (Of note, we have added the above as an optional materials testing /special inspection — we would propose to use the services ofMiller-Pacific should the City request, otherwise it is -understood that the City will subcontract this specific item separately) • Compare Certificates of Compliance or source release tags with the applicable delivered materials at the project site D. Post -Construction Phase • Prepare initial deficiency / punch list and consolidate comments into a final punch list to the designated City RE/PM • Perform final project inspection with the City's PM/CM and Contractor • Assistance to the City with the final progress payment for the project including the costs all bid items constructed and approved change orders • Assist in the completion of record drawing ("as -built") by the contractor — final records by the City • Transmit any project files and record drawing to the City for archiving purposes We anticipate that we are being retained to only provide Construction Inspection services to the City of San Rafael and that the City will provide the construction management of the project. It is our understanding that the City is to provide the resident engineer and/or project -construction manager, with responsibility to conduct and provide the services necessary to ensure successful, timely completion of the planned construction activities. Of note, we have minimally added sonne hours for internal project management support. i 4 W J Q 0 a 0 IL i- O U O m w W O a 0 m IL I y m N rwmwCX) 0 0 0 m mva O m��.-�nr $ ny c E N N O m lg.8� m Ovw�n 0 0 0 m m 0 7 mmv 0 0 0 C3 (n m M J wW O Q LL �n U)Z m W — Z N N TW O cpm. $oto Nw �m °Q 5 yU w•a1, j}Wz p F -O or xU W. 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LL U y f/7 C w O�ui�c U c m n, Zx~ t°o A LL �- CL No O Op-� Z = m$ Y¢O W Wt'❑w m y� m C_ al ,C m mF- u € E _� lil N F - i v."o zo¢H FEE SCHEDULE - 2021 The Schedule of Fees are shown below. The rates are effective from March 1, 2021 through December 31, 2021. Overtime, or after hours time, will be charged at 135% minimum of the standard hourly rates — however, no overtime or after hours rate will be charged by Bellecci without prior authorization from the client. We Implement annual rate Increases of 30,6 on January, l st each year. Personnel Description ax,, urly Rate Principal $240 Project Manager $206 Professional Engineer $198 Senior Engineer $174 Design Engineer/Associate Engineer/ Project Engineer $156 Assistant Engineer $146 Construction Manager $206 Resident Engineer $198 Senior PW Inspector $150 PW Inspector / Nightwork $138-$186 Professional Land Surveyor $206 Survey Coordinator $170 Survey Technician $138 Flag Person $94 1 -Man Field Survey Crew $t98 2 -Man Field Survey Crew $278 3 -Man Field Survey Crew $358 Legal/Expert Witness $325 Clerical Reimbursablefollowing: $74 In House Printing Bond $0.25 / sf Mylar $5.00 / sf Large Format Color Presentation $2.50/sf Color Copies — 8.5 x 11" $1.00/ ea Color Copies — I I x 17" $1.90 / ea Other Direct Project Expenses cost + 1096 Subcontractors cost + 1096 Outside Printing & Delivery Service cost + 1096 Overtime work will be charged at 13596 of the standard hourly rates, however, no overtime will be charged without prior authorization by the client. All current rates include insurance, vehicle rental, laptop usage, etc. Future rates beyond 2021 are escalated at +396 per the current CPI. �bBellecci & Associates M �p-NA RAFq�� 1 i 2 ho iTy K'1TH P!1 5 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: Iman Kayani for SG Extension: 3352 Contractor Name: Bellecci and Associates, Inc. Contractor's Contact: Mike Schaaf Contact's Email: mschaaf@bellecci.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 8/9/2021 Attorney c/o Laraine.Gittens@cityofsanrafael.org ❑X IKK 2 City Attorney a. Review, revise, and comment on draft agreement 8/9/2021 and return to Project Manager 8/9/2021 ❑x LG b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor ❑x LG 3 Department Director Approval of final agreement form to send to 8/9/2021 ❑x BG contractor 4 Project Manager Forward three (3) originals of final agreement to 8/10/2021 N IKK contractor for their signature 5 Project Manager When necessary, contractor -signed agreement ❑x N/A agendized for City Council approval * *City Council approval required for Professional Services ❑X IKK Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 Click here to Date of City Council approval enter a date. PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City 8/16/2021 IKK Attorney with printed copy of this routing form 7 City Attorney Review and approve hard copy of signed I 11 �oLl LC - agreement t 8 City Attorney Review and approve insurance in PINS, and bonds T1 171c2 02,1 L.. (for Public Works Contracts) 9 City Manager/ Mayor Agreement executed by City Council authorized City Clerk official 10 Attest signatures, retains original agreement and D forwards copies to Project Manager