HomeMy WebLinkAboutPW H St. Roadway Impr. Project; SR and SRSD MOUDepartment: Public Works
Agenda Item No: 4. f
Meeting Date: May 19, 2014
Prepared by: � � Manager Approval A/iCJ .-/ 3,
Director of Public Works
File No.:08.02.245
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RECOMMENDATION: Adopt Resolution
BACKGROUND: Over the last few years the Department of Public Works has presented information to
the City Council regarding the condition of the City's drainage system. H Street is one of the older
sections of San Rafael with a drainage system dating back to the early 1900's.
The existing drainage system, composed of two 30" corrugated metal pipes, has deteriorated significantly.
The bottoms of the culverts have rotted away completely. Sinkholes are appearing in the roadway.
SRSD's sewer main, which services the neighborhoods in the area, is located between these two culverts.
Public Works notified all utilities in October 2013 to examine, and upgrade if necessary, their facilities
prior to the City resurfacing the roadway. The existing sewer main must be relocated to repair the
drainage system. We propose a combined sanitary and drainage project to minimize disruption to the
community and to expedite the reconstruction of the roadway. A Memo of Understanding (MOU)
between the City and the San Rafael Sanitation District is needed move forward with a combined project.
ANALYSIS: This MOU will allow both the City and SRSD to utilize one designer and one contractor.
San Rafael will take the lead in this project. SRSD will reimburse the City for all design and construction
costs associated with installing a new sanitary line and making all necessary connections. Inspection of
SRSD facilities will be performed by their staff.
FISCAL IMPACT: There is no fiscal impact to the City since SRSD will reimburse the City each month
for design and construction expenses.
FOR CITY CLERK ONLY
File No.: ''f —/2- ®/
Council Meeting: S l 14
Disposition:i�fc?
1. The Council can choose to authorize the Director of Public Works Director to sign the
Memorandum of Understanding with the San Rafael Sanitation District;
2. The Council may choose to withhold authorization which will result in delaying the drainage
repairs and roadway reconstruction project.
ACTION REQUIRED: Adopt Resolution authorizing the Public Works Director to sign the
Memorandum of Understanding with San Rafael Sanitation District.
Enclosures:
- Resolution
- Memorandum of Understanding
RESOLUTION NO. 13728
WHEREAS, the City of San Rafael is pursuing the replacement
of the storm drain system on H street from Forbes Avenue to 5"' Avenue and; and
WHEREAS, the City of San Rafael has notified the San Rafael
Sanitation District of this proposed project in October 2013; and
WHEREAS, the San Rafael Sanitation District's sanitary main is
currently located between the two storm drain culverts on this street; and
WHEREAS, both the City of San Rafael and the San Rafael
Sanitation District agree that utilizing one designer and one contractor to
perform the sanitary facility relocation as well as the culvert replacement would
expedite the project and would save money; and
WHEREAS, the City of San Rafael is willing to combine the
relocation of the sanitary main and the drainage and road reconstruction work
into one project.
NOW, THEREFORE, BE IT RESOLVED by the Council of
the City of San Rafael that it approves and authorizes the Public Works Director
to execute the Memorandum of Understanding, as shown in the attached Example
Memorandum of Understanding, in a form approved by the City Attorney with
the San Rafael Sanitation District as stated in the staff report and authorizes the
Public Works Director to take all necessary actions in connection with this
Memorandum of Understanding.
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 19th day of May,
2014, by the following vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Colin, Connolly, McCullough & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
ESTHER C. BEIRNE, City Clerk
File No.: 08.02.245
MEMORANDUM OF UNDERSTANDING BETWEEN THE CIT
OF SAN RAFAEL AND THE SAN RAFAEL SANITATION
DISTRICT ALLOWING A COMBINED PROJECT TO DESIGN
AND CONSTRUCT THE H STRE ET ROADWAY IMPROVEMEN
PROJECT I
This Memorandum of Understanding (hereinafter "Agreement") is made and entered into this
12 day of 2014, by and between the CITY OF SAN RAFAEL
(hereinafter "SAN AFAELU"), and the SAN RAFAEL SANITATION DISTRICT (hereinafter
WHEREAS, SAN RAFAEL notified SRSD of the H Street Roadway Improvement Project in
June 2013, and
WHEREAS, SAN RAFAEL will be replacing the existing drainage culvert system on H Street,
and resurfacing the roadway starting in July 2014; and
WHEREAS, SRSD's sanitary main on H Street is located between San Rafael's culverts; and
WHEREAS, SRSD will need to relocate the existing sanitary main to a location on H Street
which is more accessible for maintenance in the future and does not conflict with the existing drainage
system; and
WHEREAS, the plan for the relocation of the sanitary main includes lateral improvements for
individual properties and will be constructed with the sewer main relocation; and
WHEREAS, SAN RAFAEL and SRSD desire to develop a combined construction project to
install a new sanitary sewer main, replace the existing deteriorated storm drain system and resurface H
Street (hereafter the "H Street Roadway Improvement Project")
affaimm"
I
NOW, THEREFORE, the parties hereby agree as follows:
1. PURPOSE OF AGREEMENT.
The purpose of this Agreement is to expedite the relocation and reconstruction of existing
SRSD facilities and the completion of SAN RAFAEL's H Street drainage and resurfacing
improvements by combining all the work into a single project with coordinated design and construction
work and costs. The parties intend that SAN RAFAEL shall administer the contracts for design and
construction of the H Street Roadway Improvement Project and SRSD shall reimburse SAN RAFAEL
for the costs of those parts of the project attributable to work associated with SRSD's sanitary sewer
improvements.
2. MOU COORDINATION.
A. SRSD. The District Engineer shall be the representative of SRSD for all purposes under this
Agreement and shall supervise all aspects of the execution of this Agreement.
B. SAN RAFAEL. The Public Works Director shall be the representative of SAN RAFAEL for
all purposes under this Agreement and shall supervise all aspects of the execution of this Agreement.
3. DUTIES OF SAN RAFAEL.
A. SAN RAFAEL shall be responsible for bidding and entering into contracts for and managing
the design and construction of the H Street Roadway Improvement Project.
B. SAN RAFAEL shall develop the bid documents for H Street Roadway Improvement Project
such that work to be done in connection with SRSD's sanitary system improvements (hereafter the
"SRSD Improvements") is separated from the work to be done in connection with SAN RAFAEL's
drainage and resurfacing project (hereinafter the "SAN RAFAEL Improvements")
C. SAN RAFAEL shall provide SRSD with a monthly invoice of all charges associated with the
SRSD Improvements.
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D. SAN RAFAEL shall coordinate with and seek approval from SRSD's District Engineer prior to
executing change orders related to the SRSD Improvements.
4. DUTIES OF SRSD.
A. SRSD shall cooperate with SAN RAFAEL staff in their efforts to design and construct the H
Street Roadway Improvement Project.
B. SRSD shall expedite all design review and construction change orders, and shall either approve
or deny them such that there is no delay to the Project H Street Roadway Improvement Project on
account of SRSD's review.
C. SRSD shall approve and sign the plans associated with the SRSD Improvements in a timely
manner prior to bidding.
D. SRSD shall provide inspection oversight of all construction work associated with the
installation of the SRSD Improvements.
E. SRSD agrees to reimburse SAN RAFAEL, within 30 days of receiving an invoice for
construction, and project management fees and expenses associated with the SRSD Improvements in
the H Street Roadway Improvement Project.
F. If requested by SAN RAFAEL, SRSD shall compensate the contractor directly for fees charged
for work on the SRSD Improvements, within 30 days of receiving a monthly invoice from SAN
RAFAEL.
5. INDEMNIFICATION.
A. SAN RAFAEL shall indemnify, release, defend and hold harmless SRSD, its officers, agents,
employees, and volunteers, against any claim, demand, suit, judgment, loss, liability or expense of any
kind, including attorney's fees and administrative costs, arising out of or resulting in any way, in whole
or in part, from any acts or omissions of SAN RAFAEL or SAN RAFAEL's officers, agents and
employees in the performance of their duties and obligations under this Agreement.
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B. SRSD shall indemnify, release, defend and hold harmless SAN RAFAEL, its officers, agents,
employees and volunteers, against any claim, demand, suit, judgment, loss liability or expense of any
kind, including attorney's fees and administrative costs, arising out of or resulting in any way, in whole
or in part, from any acts or omissions of SRSD or SRSD's officers, agents and employees in the
performance of their duties and obligations under this Agreement.
6. NOTICES.
All notices and other communications required or permitted to be given under this Agreement,
including any notice of change or address, shall be in writing and given by personal delivery, or
deposited with the United States Postal Service, postage prepaid, addressed to the parties intended to
be notified. Notice shall be deemed given as of the date of personal delivery, or if mailed, upon the
date of deposit with the United States Postal Service. Notice shall be given as follows:
TO SRSD: San Rafael Sanitation District
Doris Toy, District ManagerlDistrict Engineer
111 Mozphew Street
San Rafael, CA 94901
TO SAN RAFAEL: City of San Rafael
Nader Mansourian, Public Works Director
111 Morphew Street
San Rafael, CA 94901
7. ENTIRE AGREEMENT — AMENDMENTS.
The terms and conditions of this Agreement represent the entire Agreement of the parties with
respect to the subject matter of this Agreement. The terms and conditions of this Agreement shall not
be altered or modified except by a written amendment to this Agreement signed by SRSD and SAN
APPLICABLE8.
The laws of the State of California shall govern this Agreement.
M
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and
year first above written.
DORIS TOY
District Manager/District Engineer
ATTEST:
'-Inez-
CYYFHIA HERNANDEZ. District Secretary
VED AS TO FORM:
F. GOVI, Assistant County Counsel
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NADER MANSOURIAN
Public Works Director
ATTEST:
ESTHER C. BEIRNE, City Clerk
APPROVED AS TO FORM:
ROBERT F. EPSTEIN,(City Ajo-rney
PROFESSIONAL SERVICES AGREEMENT/CONTRACT
COMPLETION CHECKLIST AND ROUTING SLIP
Below is the process for getting your professional services agreements/contracts finalized and
executed. Please attach this "Completion Checklist and Routing Slip" to the front of your
contract as you circulate it for review and signatures. Please use this form for all professional
services agreements/contracts (not just those requiring City Council approval).
This process should occur in the order presented below.
Step
Responsible
Description
Completion
Department
Date
1
City Attorney
Review, revise, and comment on draft
agreement.
2
Contracting Department
Forward final agreement to contractor for
their signature. Obtain at least two signed
originals from contractor.
3
Contracting Department
Agendize contractor -signed agreement for
Council approval, if Council approval
necessary (as defined by City Attorney/City
Ordinance*).
4
City Attorney
Review and approve form of agreement;
bonds, and insurance certificates and
l
endorsements.
5
City Manager / Mayor / or
Agreement executed by Council authorized
Department Head
official.
6e
City Clerk
City Clerk attests signatures, retains original
agreement and forwards copies to the
contracting department.
To be completed by Contracting Department:
Project Manager: u-Orl Project Name:Ltj
Agendized for City Council Meeting of (if necessary):
If you have questions on this process, please contact the City Attorney's Office at 485-3080.
* Council approval is required if contract is over $20,000 on a cumulative basis.
CITY OF SAN RAFAEL
INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT,
ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY.
SRCC AGENDA ITEM NO. L4 e'
DATE OF MEETING: May 19, 2014
FROM: Nader Mansourian
DEPARTMENT: Public Works
DATE: May 5, 2014
FILE NO.: 08.02.245
TITLE OF DOCUMENT: A RESOLUTION AUTHORIZING THE PUBLIC WORKS DIRECTOR TO SIGN
THE MEMORANDUM OF UNDERSTANDING WITH SAN RAFEAL SANITATION DISTRICT ALLOWING
A COMBINED PROJECT TO DESIGN AND CONSTRUCT OF THE H STREET ROADWAY
IMPROVEMENT PROJECT.
Department Head (signature)
APPROVED AS COUNCIL AGENCY
AGENDA ITEM:
City Manager (signature)
on a TA M.0
F -Al No 00,101TA 211 OIM ][*am*] 004 ITI I
City Attorney (signature) U
CITY OF SAN RAFAEL
11i'll zvevol 11,
INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT,
ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY.
SRCC AGENDA ITEM NO.
FROM: Nader Mansourian
W -Al mela I kh I ; a ilk I M '_• 114 P Us=
DATE: May 5, 2014
DATE OF MEETING: May 19, 2014
FILE NO.: 08.02.245
TITLE OF DOCUMENT: MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF SAN
RAFAEL AND THE SAN RAFAEL SANITATION DISTRICT ALLOWING A COMBINED
PROJECT TO DESIGN AND CONSTRUCT THE H STREET ROADWAY IMPROVEMENT
PROJECT
Department Head (signature)
(LOWER HALF OF FORM FOR APPROVALS ONLY)
APPROVED AS COUNCIL AGENCY
AGENDA ITEM:
City Manager (signature)
APPROVED AS TO FORM:
City Attorney (signature)