2012/07/24 City Council Resolution 2012-91RESOLUTION NO. 2012-91
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK
AUTHORIZING AND APPROVING TASK ORDER 2011 -07
WITH BRELJE & RACE FOR CONSTRUCTION MANAGEMENT
OF TANKS 1, 3,4 & 5 EXTERIOR RECOATING PROJECT NO. 2008-03
WHEREAS, the City of Rohnert Park Municipal Code Title 3 Chapter 3.04 provides that the
city's purchasing functions shall be governed by the city's purchasing policy; and
WHEREAS, in May, 2011, consistent with City of Rohnert Park Purchasing Policy Section
3.6.6D, staff issued a Request For Proposals ( "RFP ") for the Tanks 1, 3, 4 & 5 Exterior Recoating
( "Project ") to identify a qualified consultant /design team that can assist the City with the design,
construction management and inspection of the Project; and
WHEREAS, the City received two proposals on June 21, 2011, and subsequently reviewed
the proposals for work plan and understanding of the Project; and
WHEREAS, the City project team chose Brelje & Race for an award of contract due to their
experience and expertise in this particular type of work as demonstrated in the selection process; and
WHEREAS, the City Council approved a Master Agreement with Brelje & Race through
Resolution No. 2011 -13 adopted on February 22, 2011, to provide construction management and
design services on an as- needed basis; and
WHEREAS, Brelje & Race have specialized expertise and equipment for the construction
management and inspection of the Project and provided a proposal for the same.
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 & Race and the City of Rohnert
Park, a municipal corporation, for construction management and related services for the Tanks 1, 3, 4
& 5 Exterior Recoating Project No. 2008 -03, for a not -to- exceed cost of $147,475.
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.
tlir+a°dr7pJ
CITY OF ROHNE ARK
Mayor
ATTEST: y�bd"
C ty Clerk
AHANOTU: Mt BELFORTE: Me� CALLINAN: i STAFFORD: cMACKENZIE: _
AYES: ( ) NOES: ( 0 ) ABSENT: ( I ) ABSTAIN: ( 0 )
Exhibit "A"
BRELJE & RACE TASK ORDER NO. 2011-07
CITY OF ROHNERT PARK
AND
BRELJE & RACE
AUTHORIZATION FOR CONSTRUCTION MANAGEMENT SERVICES FOR THE TANKS I, 3, 4
& 5 EXTERIOR PAINTING PROJECT NO. 2008 -03
SECTION l —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 I 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 $147,475.
SECTION 4 — TIME OF PERFORMANCE
The work described in SECTION 2 shall be completed by March 4, 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
CITY OF ROHNERT PARK
2012.
BRELJE & RACE
Gabriel A. Gonzalez, City Manager (Date) By: Name and Title (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 (Date)
Attachment "A"
ref , Race Page 1 of 3
.� .,�.r ,ra: utTrnic t3�11a.
REVISED PROPOSAL
CONSTRUCTION MANAGEMENT SERVICES
City of Rohnert Park
WATER STORAGE TANKS 1, 3 4 AND 5 EXTERIOR COATING
Project Number 2008 -03
June 29, 2012
For your consideration, Brelje & Race offers this revised proposal for performing construction
management services for the City's Water Storage Tanks Coating Project which now includes the
interior recoating of Tank 1, which was recently added by change order to the contract with
Olympus Painting.
Background
Brelje & Race originally provided the City with a Proposal for this project which covered
preliminary design, final design, assistance during bidding, and construction management services.
The fee proposed for the first three tasks was $87,700 and the fee for the construction management
services portion alone was $118,985, for a total of $206,685. The contract vas approved and signed
by both parties, however, neither party noticed that the fee amount approved was only $118,985.
The $87,700 fee portion for the other tasks was mistakenly omitted.
The first three tasks have been largely completed, with total fees coming in under the original
budget of $87,700. Construction management services are now getting underway, and the City has
elected to add the recoating of the interior of Tank 1 to the contractor's scope of work under
contract change order. Therefore B &R proposes that the first three tasks be considered to have
been completed under the original contract, and a new contract, based on this revised proposal, be
created to cover the new construction management scope of services, since the interior recoating
was not included originally.
Scope of Services - Construction Management
The City's original work plan delineated all the construction management services and tasks required
of the consultant in the RFP. Based on that work plan, the scope of services to be performed by
Brelje & Race for the exterior recoating of Tanks 1, 3, 4 and 5 and the interior recoating of Tank 1
will include:
1. Prepare a list of required submittals, provide to the contractor, and keep a log of all
submittals and their review status throughout the project.
2. Conduct a pre - construction meeting, which will include representatives of the City,
contractor, and major subcontractors. Prepare agenda and minutes for the pre - construction
meeting. The preconstruction meeting shall include a discussion of all items which might
jeopardize funding for the project. (Note that this task has already been completed.)
3. Conduct and document progress meetings and other special technical meetings. Prepare
agenda describing key issues, schedule status, potential change orders. Prepare minutes of
the weekly meetings. Contractor to provide 3 -week look -ahead schedule at each meeting.
475 Aviation Blvd., Suite 120- Santa Rosa, CA 95403 • v: 707- 578 -1322
www.brce.com
Attachment "A"
Page 2 of 3
4. Provide schedule management including review contractor's as- planned schedule for
conformance with the specifications and for reasonableness of activity durations and
sequence. Meet with the contractor to discuss and clarify any significant issues. Review
revised schedules as required. Review work progress as compared to the as- planned
schedule and notify contractor of schedule slippage. Analyze schedule to determine 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.
5. Maintain project records including daily logs, inspection reports, compliance testing results,
photos, measurement of quantities, schedules and correspondence.
6. Prepare and submit to the City a monthly progress report including construction progress
summary, construction cash flow and payments, and summary logs for proposed change
orders (PCO's) and change orders. This report will be presented with the monthly request
for progress payment from the Contractor.
7. Evaluate the monthly progress payment requests from the Contractor, negotiate differences
over payment, and recommend payment to the City.
8. Evaluate, coordinate and manage Requests for Information (RFIs) and Requests for
Clarifications (RFCs) and the response process. This includes log, tracking progress, request
response from appropriate persons (City or Engineer), review response, and transmit
response to contractor.
9. Coordinate and manage the requests for Contract Change Order (CCO) and the change
orders process, including log, review in conjunction with 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. (Note that CCO -1 has already
been processed.)
10. Monitor Contractor compliance with construction permits and CEQA mitigation measures.
Recommend course of action to City if required measures are not being met by the
Contractor.
11. Monitor construction record drawings maintained by the Contractor and inspector on a
regular basis.
12. 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 claims response preparation, logging
claims, and tracking claims status.
13. Provide construction observation to monitor the Contractor's work for compliance with the
contract documents. Provide surveillance of environmental conditions during preparation
and painting. Observe cleanliness and preparation of surfaces prior to coating. Provide
testing of coating systems at each coat and the final product. Provide a testing report to the
City. Testing of coating systems will include measurement of dry film thickness (DFT) and
SSPC (Society of Protective Coatings) comparative SP tests for surface preparation if old
coatings are removed. Other tests include field dew point determination, measurement of
Attachment "A"
Page 3 of 3
steel surface temperatures with a laser thermometer and relative humidity using a sling
psychrometer.
14. Prepare video and /or photo documentation of initial site conditions prior to Contractor's
commencement of construction. Provide additional photos of construction progress.
15. Document field changes to the Drawings and Specifications.
16. Prepare and review Daily Inspection Reports, provide to City upon request.
17. Schedule and conduct substantial completion inspections and issue punch lists to
Contractor.
18. 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.
19. Prepare the final pay estimate and balance change orders, prepare the Notice of Completion,
and coordinate retention release.
Schedule
For construction management budgeting purposes Brelle and Race has assumed that the Contractor
will require all the contractually allowed working days to complete the work. The original
construction contract required the Contractor to complete his work within 230 calendar days. With
the addition of the Tank 1 interior coating, our subconsultant, DB Gaya and associates estimate an
additional 30 working days (roughly 40 calendar days) will be required by the contractor to complete
the interior recoating of Tank 1. Therefore the total time which may be required is approximately
270 calendar days.
The notice to proceed was given to the Contractor on June 7"', therefore, the completion date
should be on or before March 4"', 2013.
Fee
Our fees for this work will be billed monthly on an actual time and expense basis. The original fee
proposed for performing CM services for the exterior coatings work remains unchanged at
$118,985. With the addition of the Tank 1 interior recoating work, an additional budgetary
allowance of $28,490 is estimated, bringing the total fee for Construction Management services to
$147,475. Please refer to the attached Task, Work Hour and Cost Tabulation worksheet for a
breakdown of the tasks and hours estimated to arrive at this budgetary fee amount.
MUMM
Attachment "Btt
Page 1 of 1
ORIGINAL PROPOSAL
TASK, WORK HOUR AND COST TABULATION
CITY OF ROHNERT PARK TANKS 1, 3, 4, AND 5 EXTERIOR RECOATING PROJECT
PROFESSIONAL_ ENGINEERING SERVICES FOR CONSTRUCTION MANAGEMENT
Brelje & Race Consulting Engineers
June 28, 2012
TASKS
�!'ORK HOURS
Principal
En gineer
Associate
Principal
pa
Senior
En er
gine
Clerical
Misc. Ex <s
pens
CONSTRUCTION MANAGEMENT
Contact Administration
4
20
6
1.01
Review contract doc a cents prior to bid
Field Observation and Quality Control
-
-- 20
210
-
1.02
Develop submittal list; provide to conurctor
4
40
8
6
1.03
Coordinate Preconstniction \fectin *, a enda, minutes, funding issue:
1
4
M
$ 700
$ 5,200
1.04
Coordinate progrress & technical project meetings
$ 1,200
Budget Estimate $ 28,490
10
-1
1 A5
Coordinate & manage project schedule with Contnctor
1
1
12
2
1.06
\lnintnin project records: daily toes, testing reports, correspondence
20
4
1.117
llireparcirionthIV report.,: progicsi,cjh Flom, ehan ge orders
8
20
1.08
Review pro press payments: nc onatc•, recommend pavrrient
1
4
40
1.09
\linage and track RFI.i and Rl'C.,, coordinate r'es onses
1.10
Coordinate & mina ge Change Orders & Potennil Change Orders
2
4
20
2
1.11
Coordinate Submittal /Sbo p Drap in g Review Process
1.12
\lonitor Contractor conifiliance with etnunvction permits
4
1.13
\lonitor Construction Record Drawings
1.14
Administer & conduct construction clauns niana +ement
2
4
12
1.15
Provide field sun cillance of contractors work for tom pliance
8
640
1.16
Provide photo & video documentation of tank sites & work
16
2
1.17
Document field changes to Plans & Specifications
16
1.18
Provide daily reports of contractor's work
1.19
Conduct substantial cons pletion inspection; issue Punch List
2
16
1.20
Or �a c & provide indexed project document files, warranties
16
12
1.21
Pre arc Notice of Coin tenon & final pav estimate
2
6
diileage• /miscellaneous expenses
S 2,000
SUBTOTALS
HOURLY RATE
SUBTOTAL COSTS
7
40
872
26
S 2,000
$ 175
$ 130
$ 125
$ 60
$ 1,225
$ 5,200
$ 109,000
$ 1,560
$ 2,000
Other Costs
P—wq .f7d, Cne...Aaw S 3,500
Budget Estimate $ 118,985
ADDITIONAL SCOPE
TANK I INTERIOR RECOATING
TASKS
WORK HOURS
Principal
Senior
Engineer
Inspcetor
Clerical
Expenses
L
Contact Administration
4
20
6
2.
Field Observation and Quality Control
-
-- 20
210
-
Sl 200
Engineering Services Total Hours
Hourly Rate
Subtotals
4
40
210
6
$ 175
S 130
$ 100
$ 65
$ 700
$ 5,200
$ 21,000
$ 390
$ 1,200
Budget Estimate $ 28,490
Total Budget Estimate $ 147,475