2008/05/13 City Council Resolution 2008-68RESOLUTION NO. 2008-68
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF ROHNERT PARK AUTHORIZING AND APPROVING
TASK ORDER NO. 2008-03 WITH COASTLAND CIVIL ENGINEERING
FOR ENGINEERING DESIGN SERVICES FOR THE
LANCASTER DRIVE REHABILITATION PROJECT,
CITY PROJECT NO. 2007-14
WHEREAS; the City desires to obtain engineering services for the design of the 2008
Lancaster Drive Rehabilitation Project No. 2007 -14;
WHEREAS, Council approved a Master Agreement with Coastland Civil Engineering
through Resolution No. 2007 -169 adopted by Council on October 9, 2007, to provide
construction management and design services on an as- needed basis; and
WHEREAS, Coastland Civil Engineering submitted a proposal to provide Scoping Study
Services and Design Services for the Lancaster Drive Rehabilitation project and is qualified to
perform such services.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Rohnert
Park that it does hereby authorize and approve Task Order No. 2008 -03 by and between
Coastland Civil Engineering, a California corporation, and the City of Rohnert Park, a municipal
corporation, for engineering design services for the 2008 Lancaster Drive Rehabilitation Project
for a not -to- exceed cost of $87,930.
BE IT FURTHER RESOLVED that the City Manager is hereby authorized and directed
to execute this Task Order in substantially similar form to the attached Task Order for and on
behalf of the City of Rohnert Park and execute any other document or instrument and take any
additional action, including approval of an extension to the Time of Performance of the work set
forth in the Task Order, that does not change the intent of the Task Order or require the
expenditure of City funds as may be necessary to carry out the purpose of the Task Order.
DULY AND REGULARLY ADOPTED this 13th day of May, 2008.
ATTEST:
CITY OF ROHNERT PARK
Mayor
BREEZE: AYE SMITH: AYE STAFFORD: AYE VIDAK- MARTINEZ: ABSTAIN MACKENZIE: AYE
AYES: (4) NOES: (0) ABSENT: (0) ABSTAIN: (1)
COASTLAND CIVIL ENGINEERING TASK ORDER NO. 2008-03
CITY OF ROHNERT PARK
AND
COASTLAND CIVIL ENGINEERING
AUTHORIZATION TO PROVIDE ENGINEERING DESIGN SERVICES FOR THE
2008 LANCASTER DRIVE REHABILITATION PROJECT NO. 2007 -14
SECTION 1— PURPOSE
The purpose of this Task Order is to authorize and direct Coastland Civil Engineering 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 Coastland Civil Engineering ( "Consultant ") hereto dated
October 15, 2007.
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 $87,930.
SECTION 4 — TIME OF PERFORMANCE
The work described in SECTION 2 shall be completed by January 31, 2009, 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 May, 2008.
CITY OF ROHNERT PARK
Stephen R. Donley, City Manager (Date)
Per Resolution No. 2008- adopted by the City Council
at its meeting of May 13, 2008.
COASTLAND CIVIL ENGINEERS
Scott Reynolds, Vice - President (Date)
ATUG'Ht NT 've
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10 01 ' ' 41
The City of Rohnert Park is proposing to rehabilitate approximately*one mile of Lancaster Street, a
major collector, from the City limits south to the cul -de -sac. The City will be applying for 1 B funding to
assist with the costs associated with rehabilitating the road.
The street was originally constructed in 1972 and rehabilitated with an overlay in 1989. The condition
of the street varies along its length. Based on our field review,. the southern section appears to be
structurally sound with only a few cracks, but the surface is raveling- and in very poor condition. The
mid and northerly. sections appear to degrade rapidly as you head north. Growing alligator cracks
and failed subgrade areas plague the mid section and it is difficult to find large areas that are
structurally sound in the north area. We also noticed the existing curb and gutter is in fair condition
along its length and `would only need replacing in specific areas to-accommodate the roadway
rehabilitation improvements.
Based on recent recommendations from the City's pavement management data, the. road section may
include 4 different repair methods. The repair methods are listed as slurry seal, thin and thick
overlays and reconstruction. As noted in the scope of services below,. this data will be used only as
an aid in. determining the actual repair method.
The City has asked that our services be separated into two phases including a Scoping Study Phase
and a Design and PS &E Phase. The scope of services provided below identifies the tasks we
propose for each of these phases.
In an effort to provide the City with a comprehensive Scoping Study, we believe it would be valuable
to obtain a second .opinion on our recommended repair methods from a third party. We propose to
team with Kleinfelder who will work with us on identifying the preferred rehabilitation methods for the
various road sections. They will also provide recommendations on the design of the reconstruction
section with a focus on the weak subgrade. In addition, we will collaborate with them and the City on
various construction methods that can be used to preserve the weak subgrade during construction.
We have extensive experience working with the City of Santa Rosa on roadway reconstruction
projects which have similar subgrade qualities and Kleinfelder has similar experience with other
jurisdictions in the area, including the County of Sonoma. We believe together we can provide the
City with a quality project that meets the City's expectations and concerns regarding the subgrade
conditions.
As requested, all pedestrian ramps within the project area. will be fitted with detectable warning
surfaces and all sewer manhole grade rings and frame and.covers will be replaced. In addition, we
will include bicycle striping and signage along the length of the repaired roadway.
We believe the surface repairs, including overlays and seals can. be designed on City base maps.
This will reduce costs associated with survey efforts. For surface repairs, all pertinent information on
striping, typical cross sections, conforms, sewer manhole improvements and other surface utilities will
be clearly shown on the base maps. The reconstruction section, however, will require topographic
data. to assure proper grades and existing conforms are met. To complete the survey we will be
teaming with Cinquini & Passarino.
COASTLAND i CTTY OF RomERT PARK .
SCOPE OF SERVICES
Phase [ — Scopin - Study
TASK Z - MEETINGS WITH CITY REPRESENTATIVES
We propose to meet with City staff to discuss project details, establish goals, review the project
schedule and coordinate efforts. Included will be a meeting for project kick -off.
TASK 2. - BACKGROUND INFORMATION
We will assemble all of the available City information pertaining to the project including as -built
drawings, benchmark information, utility information, base maps and any additional pertinent
information for the project. As mentioned above, we will use the City Base Maps or aerial maps as
our background for all paving improvements except for reconstruction areas. We will also obtain
pavement management data and. past soil reports within the project area. This data will assist us in
determining what pavement repair measures may be necessary.
Lastly, we will take digital photos of the site and observe existing conditions in the field so we will be
able to identify any unusual or special condition that may affect the project design or construction.
During our field review we will also review the pavement to identify potential digout repair areas,
overlay conform locations and utility manholes or boxes that will need to be adjusted to grade.
TASK 3 EVALUATION OF PAVEMENT REPAIR OPTIONS
Once we have compiled all the-.available background data, including field review findings we will meet
with Kleinfelder to discuss paving repair alternatives. All possible options will be considered,
including the following:
➢ Conventional (HMAC) pavement deep lift sections and overlays
➢ Rubberized asphalt concrete (RAC) overlays
➢ Rubberized asphalt concrete (RAG) seals
➢ Alternative reconstruction methods (in -place recycling, mill & fill, etc.)
Use of pavement reinforcing fabrics and crack sealants
➢ Locations and treatments of failed pavement sections (base repairs)
➢ Full -width and wedge grinding requirements (based on existing cross slope)
➢ Surface seal treatments
Design alternatives will include an evaluation of the design service life. A service life of 20 years will
be the goal for structural repair areas. The goal for surface treatments includes a 10 to 15 year
service life. New pavement structural sections, where appropriate, will be developed using the design
methods in Caltrans Highway Design Manual. Kleinfelder will assist in designing appropriate roadway
repair sections; including reconstruction sections.
Recommended repair methods will be identified for the entire length of roadway. Mapping will be
prepared to illustrate the approximate limits of each of the repair sections. A typical repair detail will
be provided for each repair section.
Construction cost estimates will be prepared for each roadway repair section. If more than one repair
alternative is found to be viable for a section, an estimate will be prepared for each alternative.
COASTLAND 2 CITY OF ROHNERT PARK
TASK 4 - SCOPING STUDY REPORT,
Following the evaluation of pavement repair options, we will prepare a .Scoping Study Report. The
report will then summarize recommendations, which at a minimum, will include the following:
➢ Description of analysis performed for the project including mapping illustrating repair
cross sections and limits
➢ Recommended alternatives for pavement rehabilitation including cost comparisons
➢ . Recommendations for rehabilitation of any excessive pavement damage, defects, poor
sub -base, and/or steep cross slopes
➢ Preliminary. construction cost estimates based on overall pavement design
recommendations
Under this task we- propose to meet with the City and Kleinfelder to review the report and associated
findings.
Phase -11 '- Design and RS &E
Based. on the City's direction following the ' scoping study report meeting, we will proceed with
designing and preparing PS &E documents for the preferred alternatives. Please note that in an effort
to provide. the City with .a comprehensive design proposal, the following scope of services assumes
the preferred alternatives will be similar to the City's pavement management condition survey as
provided by e-mail from the City on March 7, 2008. Based on this data, the reconstruction limits will
be between Liman Street and the City Limits. 'If the reconstruction area -is found to deviate from these
limits we will notify the City and provide a revised scope and fee as necessary.
TASK 1- .COORDINATION WITH UTILITY COMPANIES AND REGIONAL BOARD COORDINATION
We propose to coordinate with outside utility companies to ensure that all existing facilities, both
underground and overhead, are identified accurately during the design phase. This task will include
Writing letters to PG &E,.AT &T and Comcast informing them of the project and requesting .their facility
drawings: In an effort to accurately locate utilities on the design drawings, we will also request that
they field locate their facilities. We will also request that the City mark out storm drain, sewer and
water facilities. Our goal will be to identify all utilities that will be impacted by construction and who is
responsible for relocating'.
Under this task we will prepare submittal packages to each of the utility companies so they can verify
the accuracy of their facilities and the need for relocation.
We will also coordinate our efforts with the Regional Water Quality Control Board to find if the area of
work is within a contaminated zone. We will provide the City with the Boards findings. if the Board
finds that the site has a potential to be contaminated, we will review the results with the City. Due to
the minor underground work associated with this project (reconstruction and sewer manhole work), it
is unlikely contaminated soil will require additional effort. If additional effort is found to be necessary
we would be happy to provide the City with a scope and fee to provide such services for
consideration.
COASTLAND 3 CITY OF ROHNERT PARK
TASK 2 - SURVEYING
Cinquini and Passarino (C &P) will be. preparing the topographic survey for the reconstruction repair
:work associated with this project. Under this task we have included time to coordinate with C &P and
to develop background design drawings-from the survey files.
TASK 3 - 50% SUBMITTAL
Following obtaining City base maps or aerial mapping, .utility coordination and topographic survey we
will begin preparing the 50% submittal. While the survey is being prepared we will focus our efforts
on roadway- sections requiring surface treatments such as overlays and slurry seals. As mentioned,
this design will be illustrated on City base maps, which are assumed to be available in ACAD format.
The base maps will be developed into design drawings which will clearly illustrate limits of pavement
repair, type of repair,'striping, bicycle signage, location of detectable warning-surfaces, sewer
manhole.riser replacements, utilities to be raised to grade, curb replacement areas and other items
necessary for pavement repair.
Upon.completion'of the topographic survey for the reconstruction area, we will develop background
data and prepare design drawings. Conform areas will be identified and necessary cross slopes will
be illustrated. We will attempt to achieve a 2% cross slope on al{ reconstructed roadways.
Under this task we will also coordinate with Kleinfelder on possible construction methods to allow
reconstruction of the roadway while not impacting the subgrade. With our combined experience in
repairing roads.with weak subgrade materials, we believe we'can provide the City with a specification
that will mitigate concerns and issues during construction.
We-wiil also work with the City under this task to confirm all necessary 1 B funding requirements are
provided in the specifications.
The submittal will include outline specifications, 3 sets of preliminary plans and a preliminary estimate
of probable. construction costs.
TASK 4 - 70% SUBMITTAL
We propose to meet with the City to review the 50% design comments. Following the review of the
50% submittal, we will prepare a 70% submittal including 3 sets of full size plans, 3 copies of draft
technical specifications and 3 copies of the engineer's estimate. The submittal will address all
comments on the 50% submittal..
The 70% design will include all typical roadway repair structural sections and all necessary details.
Also for the reconstruction section this submittal will include roadway sections at every 25 feet as well
as all finish grade elevations.
TASK 5 - 90% SUBMITTAL
Again, we propose to meet with the City to review the 70% design comments. Following this review
we will prepare the 900/6 submittal. The project design will essentially be complete for this submittal.
All comments from the 70% submittal review will be addressed. We will also address all relevant
items in the City's Exhibit D "Design Consultant Requirements ".
COASTLAND 4 CITY of RoE NERT PARK
Included in the submittal will be 3 sets of plans, 2 copies of the specifications and 2 copies of the
engineer's estimate.
TASK 6 -FINAL SUBwrTAL
Following the 90% review meeting with the City, we. will prepare final.bid documents, including
stamped and signed mylar drawings and camera ready technical specifications with a stamped.and
signed cover. An electronic copy of the drawings and specifications will also be provided.
TASK '7 - BID, CONTRACT AND CONSTRUCTION ASSISTANCE
Under this task we will provide services on all relevant items outlined in'the City's Exhibit D "Design
Consultant Requirements ".
Exceptions to Scope of Services
The following work is not included in our proposal. However, Coastland would be pleased to provide
these services.if the City desires:
• Environmentalassistance /soil contamination.
■ Geotechnical evaluation.
■ Right -of -way determination or preparation of associated documents:
■ Public participation effort.
Construction assistance beyond those services mentioned above (excludes Design During
Construction Assistance)
• Meetings beyond those noted above.
• Council presentations or other staff presentations.
Coordinating with more than one City Department.
Project Schedule
We understand the City will be awarding the project in early "May. Following award the City would like
the scoping study to be complete by June 30, 2008 and the final PS &E delivered by January 31,
2009. We will focus our efforts and work with the City to meet these desired completion goals.
COASTLAND 6 CITY OF ROHNERT PARK
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. ATTACl1ME1]T :irBv .
Coa .Ilawl s current.Schedute of Houdy Rates is below. It is our understanding that the exact Scopes of
Work and associated fees WWII-be determined upon assignment of proiects_ This fee schedule includes
each position classification .required, and all reimbuisabte fees and expenses.
SCHEDULE OF- -OUi2L RASES
July 01,2007 through June 30, 2008
PR0FESSI(3NAL SERVICES
.Principal Engineer-
$1,55- 175/hour
Supervising Engineer.
$130- 145/hour
Senior .Engineer
$100- 1351hour
Associate Engineer
$90 -110 /hour
Assistant Engineer
$75 -95 /hour
Junior Engineer,
$7 0- 851hour
Principal-Designer r
$90- 130/hour
Engineering Assistart
$90-1 15/hour
Senior Engineering Technician
$80- 951hour.
Engineering Technician
$70 85/hour
Engineering Aide
$50- 70/hour
Resident Engineer
$100- 140/hour
-Construction Manager
$100.1351hour
Construction inspector*..
$85- 110/hour
1301ding Offidal
$110- 135/hour
Building Plan Check Engineer
$100- 135/hour
Building-Inspector
$80- 95/hour
'Plans Examiner
$85 -1 101hour
Building Technician
$65 80/hour
2 -Man Survey Crew
$180- 200/hour
CLERICAL
VEHICLE
$50- 7$50-70/hour
MILEAGE
$10- 14/hour
OUTSIDE SERVICES
$0 - 60 /mite
MATERIALS
Cost t 15%
Cost f 15%
Computer time is included in the hourly rates used above.
Consultation in connection with litigation and court appearances wits be quoted separately.
Additional billing cfassifrcations may be added to the above
are created:
fisting during the year as new positions
Includes services sub-pct to prevailing wage rates.