2012/07/24 City Council Resolution 2012-83RESOLUTION NO. 2012-83
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK
AUTHORIZING AND APPROVING A TASK ORDER FOR THE ADRIAN SEWER
AND WATER REHABILITATION PROJECT NO. 2012-04 WITH BRELJE AND RACE
FOR DESIGN REVIEW AND VALUE ENGINEERING AND
CONSTRUCTION MANAGEMENT SERVICES
WHEREAS, on April 12, 2012, staff issued a Request For Proposals ( "RFP ") for the
Adrian Sewer and Water Rehabilitation Project No. 2012 -04 ( "Project ") to identify a qualified
consultant that can assist the City with the design review and value engineering and construction
management of the project (the "Project ");
WHEREAS, the City received ten proposals on May 29, 2012; and
WHEREAS, the City project team chose Brelje and Race for an award of contract due to
their (1) quality of team and ability to staff the Project, (2) experience and expertise in this
particular type of work, and (3) understanding of the Project as demonstrated in the selection
process.
WHEREAS, the City Council, via Resolution No. 2011 -13, approved a Master
Agreement with Brelje and Race on February 22, 2011;
NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Rohnert
Park authorizes and approves a Task Order by and between Brelje and Race, a California
corporation, and the City of Rohnert Park, a municipal corporation, for design review and value
engineering and construction management and related services for the Adrian Sewer and Water
Rehabilitation Project No. 2012 -04, for a not -to- exceed cost of $226,530.00.
BE IT FURTHER RESOLVED that the City Manager is hereby authorized and
directed to execute this agreement in substantially similar form as shown in Exhibit A, as
approved by the City Attorney, on behalf of the City of Rohnert Park.
DULY AND REGULARLY ADOPTED this date of July 24, 2012.
ATTEST:
Irf, - ,c`/ V � �i J,.An� Si
City Clerk
Mayor
v14N Z,4
AHANOTU:(_ BELFORTE: CALLINAN: STAFFORD: A-�q. MMACKENZIE:
AYES: NOES: ( 0 ) ABSENT: ([ ) ABSTAIN: ( 0 )
Exhibit "A"
BRELJE & RACE TASK ORDER NO. 2011 -06
CITY OF ROHNERT PARK
AND
BRELJE & RACE
AUTHORIZATION FOR DESIGN REVIEW /VALUE ENGINEERING
AND CONSTRUCTION MANAGEMENT SERVICES FOR
ADRIAN SEWER AND WATER REHABILITATION, PROJECT NO. 2012 -04
SECTION 1— PURPOSE
The purpose of this Task Order is to authorize and direct BRELJE & RACE to proceed with the work
specified in Section 2 below in accordance with the provisions of the MASTER AGREEMENT between
the City of Rohnert Park ( "City ") and BRELJE & RACE ( "Consultant ") dated February 25, 2011.
SECTION 2 — SCOPE OF WORK
The items authorized by this Task Order are presented in Attachment "A" - Scope of Services.
SECTION 3 — COMPENSATION AND PAYMENT
Compensation shall be as provided in the MASTER AGREEMENT between the parties hereto referenced
in SECTION 1 above. The total cost for services as set forth in SECTION 2 shall be actual costs (time
and materials) based on Consultants' standard labor charges in accordance with the provisions of the
MASTER AGREEMENT and as shown in Attachment "B" for an amount not -to- exceed $226,530.00.
SECTION 4 — TIME OF PERFORMANCE
The work described in SECTION 2 shall be completed by December 31, 2013, or as extended by the City
Manager.
SECTION 5 — ITEMS AND CONDITIONS
All items and conditions contained in the MASTER AGREEMENT for professional services between
City and Consultant are incorporated by reference.
Approved this day of , 2012.
CITY OF ROHNERT PARK
Gabriel A. Gonzalez, City Manager (Date)
Per Resolution No. 2012- adopted by the Rohnert Park
City Council at its meeting of July 24, 2012.
BRELJE & RACE
By: Name and Title
BRELJE & RACE
By: Name and Title
(Date)
(Date)
Attachment "A"
Page I of 7 Proposal, for Engineering Services
City ol'Rohnert Park Ath-h n Sewer awl lYiter Rehabilitation
The City of Rohnert'Park (City) desires to rehabilitate the sever and water facilities along. \drian Drive.
Brelje. & Race's role as the design review and value engineering consultant will be to check the work of the
design engineer and provide recommendations for improvements to the design to lower costs, provide a
better product and avoid construction claims.
Design Review and Value Engineering
Task 1.01 Review of Preliminary Design Memorandum
.A review of the preliminary design memorandumn will be conducted focused on the following:
During the review of the preliminary design memorandum I3relje & Race would conduct a general field
reconnaissance. The reconnaissance will provide an awareness of any special circumstance that 11-lay
influence the. project. intent, potential construction litnitations and circumstances that may have significant
project cost influences. After review and analysis our findings will be summarized in a project memorandum.
A meeting will be held to review I3relje & Race's comments with the City and design engineer. An agenda for
the meeting and follow -up meeting minutes will be provided.
Task 1.02 Review of 60% Design Submittal
Design drawings will be reviewed for limits of utili"I replacement, alignments of piping, type of pipe
rehabilitation; profile information; sewer manhole riser replacements, delineation of sewer lateral
replacements and locations where sewer laterals are to be lowered. The drawings will also be reviewed to
determine if pavement repair locations are delineated and if they are compliant with City Standard trench
details.
Breljc & Race will conduct a field review of the proposed alignment and compare the topographic
information included on the drawings to the existing field conditions. Conflicts between existing utilities
and those that are proposed in the design will be determined. Allowable pipe separation standards defined
by State Public Health will be checked against separations shown on the plans and verified in the field.
Cons tructability issues will be addressed.
Brelje & Race will perform a cross check to determine if, for what is shown on the drawings, there is a
corresponding specification section to address the planned improvement. We will compare the specification
scope and completeness to those that have been commonly used for other successful sewer and water
replacement projects.
Page 9 Bret) e eft 1R.-ace
. ..,:,:.— .,..:..�,..— .�..z. nn�ss n� -:,, ..,a:.,.,.... ,-. . v�Ms.._.. _..,:.. e..,... .zc.ar_ ,,.. s :. �.....,.::_:;•.y...eca�, :�y+,I.._., .,. , -...._ .e..W. COINSWING CIVIL ENGINEERS
Attachment "A"
Page 2 Attachment
7 Proposal far Engineering Services
City of Robnert Park Adrian Seiner and 11 at r Rehabilitation
Brelje & Race will review the cost estimate: to determine if all items of work shown on the drawings are
included in the cost itemization. Unit: costs will be compared
to recent bid tabulations for like projects. 4N critical look will
be taken to determine if items that will be the contractor's
indirect project costs are included in the preliminary cost
estimate.
3.relic & Race will compare the 60% subrittal documents to
the pre- design memorandum to determine if all the stated
information in the rnerno, as well as the comments, included
in the design review memorandum have been incorporated
or crthcn-vise addressed. Inquiry regarding the status of all.
necessary permits will be made. A 60% review memorandum
will be completed and distributed to the City and the design
engineer. .t1 follow -up review meeting will be held between
the design engineer, City and Brelje & Race to discuss and
reconcile the review comments. Brelje and Race will establish the agenda for the meeting and provide
written minutes.
Task 1.03 Review of 90% Design Submittal
Design drawings at the 90% .level will be reviewed for notes and details, ambiguities, conflicts,
constructabi.l.ity, compliance with the City's "Design Consultants Requirements" and biiability. Project
specifications will be checked for accuracy of bid quantities, bid item descriptions, specification
thoroughness, appropriateness of material selections and testing methods and requirements.
The contract documents will be reviewed for their conformance to City Standards and with accepted
standards of professional and technical practices with respect to appropriateness of the design for its
intended use, completeness of the plans and specifications and their suitability for bidding and construction.
The construction cost estimate will be reexamined and compared to the 60% submittal to male certain that
items that have been added to the project are included in the 90% estimate..An update on permit status will
be requested.
ik review memorandum will be completed and distributed to the City and the design engineer:. A follow -up
review mecting will be held between Brelje & Race, the design engineer and City to discuss and reconcile the
review cornrnents. Brelje and Race will. establish the agenda for the meeting and provide written minutes.
Task 1.04 Final Submittal Review
A check of the final submittal to determine if ail comments for the 90% review have been incorporated in
the documents will be completed, r1 memorandum confirming bid readiness will. be issued.
Page 10 rel* e & .Race
Attachment "A"
1'rnp
Page 3 of 7 rual /i�r
l;irgircecring Srt•t�iccs
City of Rohuert Parle Adrian Sewer and Mater Rehabilitation
Construction Management
Brelje & Race's work during the construction phase of the project will consist of a cornpt-chensiVe rantyc.
of services to provide the Cite with the highest level of assurance that the project is being conducted in
a manner that is safe, minimizes neighborhood complaints and scr6ce inteistiptiot results in a properly
performing finished product conforming to the construction contnact documents, and minimizes the Citv's
exposure to risk and cost overruns. This comprehensive range of services is understood to include the four
general categories of Contract Administration, Construction
Management, Field Inspection and Geotechnical
(observation and Testing.
Included within the RFP was a 20 -point )listing of
construction phase services desired by the City. We consider
this list to be hell- conceived, covering all of the above listed
general categories, and as such, have included it below as
the basis for our Work Plan. Comments have been inserted
beneath some of the service tasks where merited, and a few
items (numbered 21 through 23) have been added to the end
of the list to more completely convey our understanding of
a full - service approach to construction management.
Task 2.01 Pre - Construction Meeting
Conduct the pre- construction meeting, which will include
the City, the design engineer, contractor, and major
subcontractors. Prepare agenda and m.inutcs for the pre -
construction meeting. The preconstruction meeting shall.
include a discussion of all items which might Jeopardize
funding for the project.
Our approach to o?ganizing pre - construction meetings
is intended to result in all parties to the project being
appropriately represented. Discussions during the meeting
will establish a clear understanding of communication
protocols and each party's responsihilities for the duration of
the project.
Task 2.02 Project Meetings
Conduct and document progress meetings and other special
technical meetings. Prepare agenda describing key- issues,
schedule status, potential change orders. Prepare minutes
of the weekhr meetings.
For this project, weekly progress meetings may most
effectively take place in field, with in-office meetings
scheduled at less frequent intervals and when unforeseen
circumstances warrant.
Task 2.03 Schedule Management
Review contractor's as- planned schedule for conformance
with the specifications and for reasonableness of activity
duration and sequence. Coordinate review continents by the
City and the design engineer and transmit review comments
to the contractor:. Meet with the contractor to discuss and
clarify any significant issues. Review revised schedules as
Page 11 refi e & Race
(W Attachment "A" Proposal for 1'ngineering Services
Page 4 of 7 City of'Rohnert Park. Adrian Server and Water Rehabilitation
required. Review work progress as compared to the as- }.Manned schedule and notify contractor of schedule
slippage. zknalyze schedule to deterin.ine impact of the weather and change orders on the construction
schedule. Review contractor's updates of the construction schedule which incorporates actual progress,
\weather delays, and change order impacts.
Bred e & Race feels it is important to require the Contractor to produce a weekly 3-week "look - ahead " schedule as a
means to keep the overall project schedule current.
Task 2.04 Maintain Project Records
Maintain project records including submittals log, daily logs, inspection reports, compliance testing results,
photos, measurement of quantities, schedules and correspondence.
Task 2.05 Prepare Monthly Reports
Prepare and submit to the City a monthly progress report including construction progress Summary,
construction cash flow and pa yments, and summarl, logs for proposed change orders (1?C<Ts) and change
orders.
It is ourpractice to begin preparing the next monthly report as soon as theprevious one is complete. This ensures that
f equently produced records are incorporated in a timely and accurate manner.
Task 2.06 Review Monthly Progress Payments
Evaluate the monthly progress payment requests from the Contractor, negotiate differences over payment,
and recommend payment to the City.
At the beginning of the project, Bre#e e, Race will review the Contractor's .Initial Gost Breakdown for accuracy;
which is then used to establish the firm of Progress Payment Requests. We also establish rt standard day of the month
by which the Contractor is required to submit progress payment request to our construction manager. We work with
both the City and contractor to establish a date that is mutually agreeable to all parties with the goal of dovetailing
the review and finalizing of progress payment requests tvith the City's normal accounts payable process.
Task 2.07 Requests for Information (RFIs) and Requests for Clarifications (RFCs)
Coordinate and manage the RI,I and RFC evaluation and response process. This includes log, transmit to the
design engineer for response, coordinate with design engineer on field status, track progress, review response,
and transmit response to contractor,
Task 2.08 Potential Change Orders (PCOs) and Change Orders
Coordinate and manage the change orders process, including log, review in conjunction with design engineer
and City, assist with determination of changed conditions and scope definition as needed, assist with
negotiation, and incorporate change orders .into the construction contract.
It is vital that PC;O, Change Orders and rorice Account work are evaluated, negotiated, tracked and finalized in
such manners that result in prompt and accurate determination of the costs involved
Task 2,09 Coordinate Submittal and Shop Drawing Review Process
Coordinate and manage the submittal /shop drawing review process. This work includes log, transmit to
design engineer for response, coordinate with design engineer on field status, track progress, review response,
and transmit response to contractor.
Task 2.10 Permits Compliance
Monitor Contractor compliance with construction permits and CEQA mitigation measures. Coordinate with
design engineer for compliance. Recommend course of action to City if required. measures are not being met
by the Contractor.
Page 12 reli a Nsuu rocD cNCc:e
Attachment "A" Proposal fim Errgirnrcrirrg Scrtices
Page 5 of 7 City of 'Rohnert Park Adrian Seater and biter Rehabilitation
Task 2.11 Monitor Construction Record Drawings
Nionito.r construction record drawings maintained by t:hc Contractor and inspector on a regular basis.
Task 2.12 Claims Management
:Analyze potential claims for additional compensation that are submitted during the construction period
and make recommendations to resolve them. Perform claims administration, including coordination and
monitoring clamis response preparation, logging claims, and tracking claims status.
Task 2.13 Field Inspection
Provide construction .inspection to monitor the Contractor's work for compliance with the contract
documents.
Task 2.14 Photograph or Video Documentation
Prepare a video or photo documentation of initial site conditions prior to Contractor's commencement of
construction. Provide additional photos of construction progress.
Construction progress photos will carry elate stamps fir easy cross - reference with daily inspection reports.
Task 2.15 Field Changes
Document field changes to the Drawings and Specifications.
Task 2.16 Inspection Reports
Prepare and review Daily Inspection Reports.
Bre ie & Race utilizes standardized in- hoarse developed forms for Daily Inspection Reports and Weekly Working
Days Statements to aid efficient recordkeeping.
Task 2.17 Geotechnical Observation:
Brelje & Race will subcontract with RGH, Inc. for geotechnica.l observation and testing and materials testing
services.
Task 2.18 Substantial Completion and Punch List
Schedule with City and the design engineer, conduct substantial completion inspections and issue punch lists.
Task 2.19 Project Documents
Provide the City with a complete set of all records of the project, .indexed and properly filed, and a listing of
warranties provided under the project including the items covered and the warranty duration.
Brel e d- Race will prepare Record Drawings for the project if requested by the City. Options for transfer of as-
built information to a permanent record for the City include inking on the original rnylar drawings, electronically
markingpdf's of the original drawings or simplypreparing a set of frrsh redline plans that consolidates field set
mark-ups.
Task 2.20 Notice of Completion
Prepare the final pay estimate and balance change orders, prepare the Notice of Completion, and coordinate
retention release.
Task 2.21 Worksite Safety and Liability Awareness
Brelje & Race has an Injury and Illness Prevention Program in place that, in part, establishes clear, procedures
for maintaining awareness of the risks and liabilities associated with worksite safehr practices. ,although the
Contractor is solely responsible for Worksite and worker safety, our field personnel are trained to recognize
imminent and flagrant threats to life or safety and, consistent with normal standard professional care, will
promptly notify the Contractor and the City when such conditions are recognized.
Page 13 Breli e & Race
(W Attachment "A" Prolmsal fiar F.7igirreeri7ig ,5ir•vices
Page 6 of 7 City of'Robnert Park Adrian Seurer and Witer Rehabilitation
Task 2.22 Water Sampling for Bacteriological Clearance
13relje & Race will perform or observe water satnpling; for bacteriological clearance following; installation and
disinfection of water d.istribtition piping.
Task 2.23 Public Outreach and Communications
Initial notifications to locally affected homes and btisinesses shall be prepared and delivered by l3relje & Race.
All notifications shall receive review and approval. by City Staff prior to delivery.
late will also ensure that Contractor provides required public notifications of construction activity. l3relje
& Race will act as the primary contact for the public durii:ig; construction, maintain a log of complaints
including; the name and address of the person complaining, date and nature of complaint, date the
Contractor was notified and the action taken (with elate) to resolve the complaint.
Page 14 Brelle & Dace
CONSULi1NG CIVIL ENGINEERS
Attachment "A"
Proposal for Engineering Services
Page 7 of 7 o I'Rohnert Park Adrian Sewer and Water Rehabilitation
SCHEDULE
The request for proposals indicates that ,in anticipated work schedule for the project be pro'ildc(l by the
consultant. With respect to the Design Reiiew/Viluc.f.,,ngiiiecring part of the project, the schedule, for.
this work will be highly dependent upon the schedule under which the selected Design Consultant will
be proceeding. Understanding that submittal of final bid documents is targeted for February 1, 2013, we
are prepared to fully support any Schedule that is developed for completion of the various design phase
submittals. We propose to establish and con-in-,it to meeting goal of taki.tig no more than one (1) week
for clesi
g i concept review and two (2) weeks to complete all tasks designated for each incremental Design
Review effort — 60% and 90% - including all coordination and meetings with City stiff and the Design
F-'Ingineer. The Final Submittal review will be accomplished in 3 days or fewer.
For the Construction Management portion, we anticipate that these activities would begin approximately
10 to 12 weeks following the initial advertisement for bids for the project, which allows for receipt of bids,
evaluation and ' award, contract, insurance and bond processing and issuance of a notice to proceed. With
a due date of February 1, 2013 for final bid documents and an assumed 150 working day allowance for
construction, we would therefore anticipate project completion by .November 30, 2013.
Page 1.5 Brefie & TIN Rxa-ce
NSUIG CIVIL ENGINEERS
Attachment "B" Proposal fin F'nirteer ixg Siavrices
Page 1 of 4 City of liohnert 1'.rrlr A.1riana Seiner and bluer Rebabilitrttion
_rEE INFORMATION
RATE'. SCI IFDUI.E
The following details Breljc & Race's 2012 fee schedule For each position classification. required to provide
the services described in the proposal and all reIrnbursable fees and expenses. please note this fee schedule
was effective 'March 1, 2012.
PROFESSIONAL SERVICES
Senior Principal .............................................. S175.00 /hour
Associate Principal .................. ........................$140.00
/hour
Associate ............... .........................105.00
to 130.00 /hour
Senior Engineer ..... .........................120.00
to 130.00 /hour
Engineer ................ .........................100.00
to 120.00 /hour
EngineeringUchnician ....................85.00
to 100.00 /hour
Senior Planner ....... .........................100.00
to 130.00 /hour
Planner ................... ..........................85.00
to 1.00.00 /hour
Senior Surveyor ...... ........................110.00
to 120.00 /hour
Surveyor ................. ........................100.00
to I_10.00 /hour
Survey Technician .. ..........................85.00
to I00.00 /hour
CAD Technician ..............................
to 100.00 /hour
Construction'rechnician ..................85.00
to 100.00 /hour
EXPERT WITNESS & MEDIATION SERVICES ................$300.00 /hour
FIELD SURVEYING
One -man Party ............................. ..................$150.00 /hOLlr
(Including Survey Equipment & Vehicle)
`Rvo -man Party ...............................................
(Including Survey Equipment & Vehicle)
Three -man Party ... ............. ........................$260.00 /hour
(Including Survey Equipment & Vehicle)
TYPING AND CLERICAL...... . ... _.. _ ............................... . ......: . .$65.00/hour
OUTSIDE C ONSULTANTS ....................... ...........................Cost + 5%
OUTSIDE REPRODUCTION/ PLOTTING ... ...........................Cost + 5%
Our rn;ineer:r rurd irtfpecttrrt tarn
rlijfirult projecls into sarnus .rtoriee.
Note Ilourly rates are inclusive of nearly all expenses. Brelje & Race does not charge separately for expenses
that are traditionally recouped from the Client as "reimburseable ", such as mileage, surveying materials,
copies of recorded documents, and in -house reproduction and computer eclulpnlent costs.
Page 16 Brefie tit Race
NSllUING CPAL ENGINEERS
Attachment "B"
Page 2 of 4 Proposal, for Eugineering Services
City o /'Rolmert Park Adruau Seaver <and Water Rehabilitation
COST ASSUMPTIONS AND 11MITATIONS
Construction Management
The budgeting for construction ianagement services 1S Sig111fiC',t1ltlV illfltlencf d by the time allowed In
the. contract for the contractor to complete the. work. Definition o£ the time allowed for completion for
this project will be influenced by two prunary decisions that will be made during the design phase of the
project — whether or not t.rench.less technologies (e.g. lining will be utilized for some or all of the sewer
rehabilitation work and the approach taken with respect to the pavement rehabilitation (trench patch, overlay
or, full reconstruct). And as indicated in the RIT, potentially splitting; the project into two separate projects or
extending; across two seasons wrnikl affect: construction management services costs.
.1 "o.r construction management budgeting purposes Brelle and Race has assumed that, based Upon prior
experience with si.nli.lar projects, 150 working days will. be allowed to complete construction. Since the City
is targeting; February 1, 2013 for submittal of final bid doctlnlents, it would appear that project construction
could be accomplished during; summer /fall seasons of 2013, with completion approximately end of
November.
Of the 150 working days allowed for completion, we have assumed that, a field inspector would need to be
oII -site for 120 full days and 20 half -days. The remaining 10 days would be dedicated to mobilization, shop
drawing; approvals and project close -out activities, which require little, if ally, field tune.
With respect to geotechnical subconsultant involvement, we have included the following range of services
and assumptions in our budget:
All of the above assumptions are subject to alteration and negotiation following completion of the
improvement plans and specifications. Brelje & Race will be glad to work with the City of Rohnert Parr
to develop the most cost - effective range of field inspection coverage that will ensure that the project is
constructed in conformance with the contract documents.
Page I% Dre NS+N6JLX0 e
(W Attachment "B"
Page 3 of 4
Proposal Iv' r 13ugi�reerizzg .Servr'res
City of Bohn rt Park Adrian Server and Writer Rehabilitation
DESIGN REVIEW - VALUE ENGINEERING
'I'ASK, WORK HOUR AND COST TABULATION
ADRIAN DRIVE SEWER AND WATER REHABILITATION
CITY OF ROHNERT PARK
Page 18 relie & Race
.� ...ecensuumc ciwL eNCiraeerIs
Attachment "B"
Page 4 of 4 Awposalfir Engineering Services
(W City of Rohnerl.11-irle Adriizu Sewer and Water Rehabilitation
CONSTRUCTION MANAGEMENT
TASK, WORK HOUR AND COST TABULXI'lON
ADRIAN DRIVE SEWER AND WATER REHABILITATION
CITY OF ROHNERT PARK
Page 19 & D-C
Brefie lxq e
NSULTING OWL ENGINEERS