2008/07/22 City Council Resolution 2008-114RESOLUTION NO. 2008-114
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK
AUTHORIZING AND APPROVING TASK ORDER NO. 2008-04 WITH
COASTLAND CIVIL ENGINEERING FOR INSPECTION, CONSTRUCTION
MANAGEMENT, AND PRE- CONSTRUCTION SERVICES FOR THE
CITY CENTER PLAZA PROJECT, CITY PROJECT NO. 2006-02
WHEREAS, the City desires to construct the City Center Plaza, Project No. 2006-
02;
WHEREAS, inspection and construction management services are needed during
construction and constructability review is needed during design;
WHEREAS, Coastland Civil Engineering is qualified and experienced to provide
such services, has submitted a proposal for inspection and construction management
services, and has been selected by Staff as the most appropriate construction manager for
the City Center Plaza; and
WHEREAS, Coastland Civil Engineering entered in a Master Agreement for
Services to provide construction management and design services per Resolution No. 2007-
169.
NOW, THEREFORE BE IT RESOLVED by the City Council of the City of
Rohnert Park that Task Order No. 2008 -04 with Coastland Civil Engineering for inspection
and construction management, and preconstruction services for an amount not to exceed
$322,319 is approved and the City Manager is 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.
DULY AND REGULARLY ADOPTED this 22nd day of July 2008.
ATTEST:
City
CITY OF ROHNERT PARK
BREEZE: AYE SMITH: AYE STAFFORD: AYE VIDAK- MARTINEZ: AYE MACKENZIE: AYE
AYES: (5) NOES: (0) ABSENT: (0) ABSTAIN: (0)
COASTLAND CIVIL ENGINEERING TASK ORDER NO. 2008 -04
CITY OF ROHNERT PARK
AND
COASTLAND CIVIL ENGINEERING
AUTHORIZATION TO PROVIDE CONSTRUCTION MANAGEMENT OF THE CITY CENTER
PLAZA, PROJECT NO. 2006 -02.
SECTION I — 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 $322,319.
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 July, 2008.
CITY OF ROHNERT PARK
Stephen R. Donley, City Manager (Date)
Per Resolution No. 2008 - adopted by the City Council
at its meeting of July 22.2008.
COASTLAN CIVIL ENGINEERS
Ida
Name and Title (Date)
1II5��S
Scope of Work (revised June 26, 2008)
Phase 1 - City Center Plaza
1 Contract Document Review
Coastland will provide Contract Document Review the City Center Plaza. In general, this will include
a review of the contract documents for constructability and to identify any problems that could lead to
schedule delays or change orders during construction. Additionally, we will identify potential cost
saving measures.
Coastland will review the contract documents for the City Center Plaza Project for biddability and
constructability. Coastland is very experienced performing constructability reviews of plans and
specifications to identify any potential cost - savings, improvements, and /or design elements that the
can be eliminated, scaled back, or substituted. Through this review, we will ensure that all of the
required work is clear to avoid claims and change orders from'the Contractor. In general, our
constructability reviews consist of:
➢ Review project specifications and plans.
➢ Identify and track constructability review options, analyze feasibility, and substantiate cost savings
with local contractors.
➢ Prepare a preliminary list of recommended, potential changes with cost impacts for the City's
consideration.
➢ Schedule and conduct meetings with the City and the designer to: 1) review the schedule for
bidding, 2) discuss the constructability review process for design revisions, and 3) determine the
amount of involvement by the design consultants.
➢ Cost budgeting control.
➢ Provide direction to designers and monitor the incorporation of any revisions into the new bid
documents.
➢ Assist with coordination, distribution, and documentation of any revised contract documents, and
assist during the pre -bid phase as needed.
➢ Prepare a final list of changes and cost impacts for the City.
2. Pre - Construction Meeting
Coastland will schedule, prepare an agenda, and take meeting minutes of the pre- construction
meeting. Agenda items include lines of communication, public relations, safety, submittals, change
procedures, payments, progress schedules, contract time, requests for information, and other
applicable items.
All essential project participants will be invited to attend the pre- construction meeting. The
conference will provide all affected entities the opportunity to convey their agendas and concerns.
3. Project Meetings
Coastland will conduct and document weekly progress meetings and other special technical
meetings. We will schedule, prepare an agenda, and take m eeting minutes of each meeting. The
progress meetings will include discussions of progress schedules, any schedule delays, changes, pay
estimates, public relations, safety, utility relocation work, submittals, RFI's and other critical issues.
We will strive to foster honest, open communication at these weekly meetings which helps in timely
resolution of any disputes and /or potential claims.
COASTLAND CITY OF ROHNERT PARK
Construction Management & inspection for
City Center Plaza & Public Safety Main Station improvements
4. Schedule Management
Once Coastland receives the initial construction schedule from the contractor, it will be reviewed for
accuracy, reasonableness, and verification that it meets time lines, order of work, and contract
requirements in the Special Provisions. Progress schedules are reviewed weekly to ensure the
contractor. is meeting the critical dates and determine any weather or change order impacts. If the
contractor fails to meet critical dates, it will be immediately brought to his attention and remedies to
get back on schedule are dis cussed. Schedule updates m ay be required once a month or more. As
indicated in the RFP, we will coordinate review comments by the City and their design engineer and
transmit review comments to the contractor. Weekly Statements of Working Days will be issued with
care determining the "Controlling Item of Work ". We will negotiate any time extensions for the
contractor due to change orders, weather, or other delays. Coastland also maintains an as -built
progress schedule.
5. Maintain Project Records
Project records will be maintained including daily logs, daily inspection reports, progress meeting
minutes, monthly status reports, compliance testing results, photo logs, quantities, schedules and
correspondence.
Prepare Monthly Reports
It will be important to keep the City informed of the project status during the construction period. The
Monthly Status Report will provide the City with information on construction activities for the month,
change order cost summary, pay estimate cost summary, contract time summary and other
information necessary for the City to have an understanding of the construction project.
7. Review Monthly Progress Payments
Coastland's Construction Manager will request from the contractor a breakdown of lump sum items as
required. We check the Special Provisions regarding maximum bid amounts for certain lump sum
items and the requirements regarding payment for materials on hand.
Coastland's inspector will field measure and record quantities of work and materials; change order
pay records will be maintained. On a monthly basis, Coastland will check quantities and prepare and
process payment recommendations to the City. Payment for materials testing is in accordance with
the Contract Provisions. Coastland will negotiate any differences over payment, and recommend
payment to the City. Reimbursement submittal requests will be prepared, submitted and processed
through the City for signature and submittal to Caltrans.
Requests for Information (RFI's) and Requests for Clarifications (RFC's)
The contractor will be required to submit all Requests for Information (RFI) regarding the project in
writing. Using Expedition software, Coastland's Construction Manager will generate the RFI form that
has the request on the top of the form and eventually the answer on the bottom. If the RFI results in a
change order, it is linked into the change order log using this software. In the case that the
Construction Manager cannot answer the RFI himself, he will forward it on to the architect/designer.
The Construction Manager will ensure that the architect/designer responds to the RF I in a timely
manner and he will generate a weekly RFI log that lists the "Balkin- court" status and description.
COASTLAND CITY OF ROHNERT PARK
Construction; Management & lnst;e;clion for
City Center. P!az i & PLIMC Safety Alain Station Improvennents
9. Potential Change Orders (PCO's) and Change Orders
To determine if a Change Order (CO) is warranted, our Construction Manager will review the
construction documents and field conditions, use RFI Logs, Field Directive Logs, Potential Change
Order Logs, meeting minutes, and discussions with the City representatives. If a change order is
warranted, our Construction Manager will negotiate with the contractor (with the City's approval) to
produce the best construction method for the change at the lowest cost. If a change order requires
input from the architect or design engineer, our Construction Manager will coordinate with them to
ensure it is reviewed.
Unless the City desires its own format, the Change Order is generated with our Construction
Management software with the appropriate City, Contractor and Coastland signature lines. A Change
Order Log will be created that shows Change Order number, description, status, approved date, start
and completion dates `and cost.
Our change order process will provide the City with assurance the contractor is not presenting
unjustified requests for extra work and that the extra work costs and time extension requests are fair
and reasonable to both the City and the contractor.
10. Coordinate Submittal and Shop Drawing Review Process
At the pre- construction conference we will provide the contractor with a Submittal Log of all required
submittals and due dates. Submittals will be stamped, logged and distributed to the proper design
consultants for examination. We will review submittals for conformance with the contract documents.
Expedition software will generate a submittal log that tracks the status, time lines, approvals, re-
submittals and "ball in court" status at various times during the review process. Submittals will be
forwarded to the designer when appropriate. Submittals will be filed by submittal number and
approved copies will be distributed to the City, project members, and the contractor.
11. Permits Compliance
Coastland will monitor the contractor's compliance with construction permits and CEQA mitigation
measures. We will recommend a course of action to the City if required measures are not being met
by the contractor.
12. Monitor Construction Record Drawing
Coastland will monitor construction record drawings maintained by the contractor and inspector on a
monthly basis. We will provide the City with record drawings reflecting changes for the construction
at the end of the project.
13. Claims Management
Coastland has a standard procedure to prevent claims from being filed and resolve conflicts during
construction in order to keep the additional costs down and to minimize City staff involvement in the
project.
COASTLAND CITY OF ROHNERT PARK
Construction Manaaement & Inspection for
City ;;enter Plaza & Public Safety Main Station Irriprovernents
The starting point for avoiding conflicts or notices of potential claims is a clear, biddable set of plans
and specifications. As noted in Task 1, this review will be done prior to bidding and issues will be
noted and brought to the City's and the designer's attention.
We can resolve conflicts quickly by keeping the lines of communication open, and by being open and
responsive with the contractor. In Coastland's opinion, the most important meeting to foster
communications and to resolve conflicts quickly is the progress meeting. We have found that m ost
conflicts (or just RFI's) can be thoroughly discussed and defused at these m eetings. The key is to
foster a good, working rapport with the contractor and convince him that we can be trusted and will be
honest and professional in these negotiations with him.
In order to be effective in conflict resolution, the Construction Manager and Inspector must be intimately
familiar with the project plans, specifications, the City's construction Standards, and any nuances
specific to the project. Coastland maintains consistent inspection and thorough documentation of the
contractor's field activities so that we know exactly what, when, where and why an issue or conflict
occurred and not have to rely on memory or the contractor's version of what happened.
These tasks help reduce the likelihood of change orders during construction or post- construction
claims from the contractor, however; if claims are filed at the completion of the project, we will have
the documentation to assist in any negotiations.
If we cannot negotiate a resolution of a dispute and receive a Notice of Potential Claim from the
contractor, we will be ready to support the City's position. Coastland maintains accurate and
thoroughly documented project information as backup for claim resolution. Coastland will continue
negotiations while tracking and logging all correspondence, as -built progress schedules, and other
backup documentation.
14. Field Inspection
Coastland will provide daily, on -site inspections of the construction activities at the City Center Plaza
to ensure that the contract work conforms to the contract documents and the City's construction
Standards.
We will also document proposed change orders and claims, important conversations, safety and
issues or accidents, extra work in progress, materials testing performed, information for "as- built"
drawings, quantities for progress payments, environmental concerns and hazardous materials.
15. Photograph of Video Documentation
Our team will provide documentation of the work in the form of daily reports and progress
photographs of construction activities. We will provide photo documentation of site conditions before,
during and after construction of the project. Progress photographs will be annotated and delivered to
the City. Photos and videos can be submitted to the City on a monthly basis, or at the end of the
project.
16. Field Changes
Our team will document field changes to the Drawing and Specifications and coordinate with the
contractor to ensure they are documented on the record set of plans.
COASTLAND CITY OF ROHNERT PARK
Construction Management & Inspection for
City Center Plana & Public Safety Main Station Improvements
17. Inspection Reports
Our team will prepare and review Daily Inspection Reports and prepare a summary Weekly
Inspection Report.
18. Geotechnical Observation, Materials Testing and Specialty Inspection
Through Kleinfelder, our team will provide geotechnical observation, materials testing and specialty
inspection services for this project.
For the Plaza Project, Kleinfelder anticipates the materials involved with construction requiring
observation, special inspection and laboratory testing will include: grading activities to support new
structures, utility trench backfill compaction testing, reinforced concrete foundations and slabs on
grade, shop and field welding, load testing of embedded anchors and witness of epoxied anchors.
Throughout the life of the construction project, our team's special inspectors will act as an objective
observer to guide construction toward conformance with project plans and specifications.
Experienced with the provisions of the California Building Code and the quality assurance /quality
control specifications of state departments of transportation and many other public agencies
throughout the western United States, our inspectors are responsible for daily, weekly (if required),
:and final reporting of the work performed on your project. In addition, the special inspector will
conduct a careful review of plans and specifications in order to act effectively as the City's
representative on the job site.
19. Field Survey (Prevailing Wage)
Through Cinquini and Passarino, our team will provide a field survey crew to confirm elevations at
critical locations.
20. Office Survey
Through Cinquini and Passarino, our team will perform office survey calculations to support the field
crew surveys.
21. Substantial Completion and Punch List
Substantial completion inspections and punch lists will be provided. Our Inspectors will keep "record
set" drawings to document changes from original design plans.
22. Project Documents
Once construction is completed to the satisfaction of the City, we compile all pertinent files and
related information for permanent record for the City, including logs, operations and maintenance
manuals, and start -up documentation. We furnish the City with the following:
➢ Record drawings on mylar
➢ All contract files and records (hard file)
➢ Electronic files in CD format
➢ Annotated journal of photos
➢ As -built progress schedule
➢ CD of digital photos
COASTLAND CITY OF ROHNERT PARK
Constn;ction Mana errient & inspection for
City Center Plaza & PubliC Safety Main Station improvements
23. Notice of Completion
We will prepare the final pay estimate and balance change orders and prepare the official Notice of
Completion for the City's signature and recording.
24. Caltrans Funding Document Management
Coastland's services will also include processing required documentation for submittal to Caltrans
through project completion.
In our role of representing other jurisdictions in the Bay Area and Northern California, we have
processed many state and federally projects through Caltrans District Offices. We are familiar with
the required procedures contained in the Local Assistance Procedures Manual (LAPM) and as a
result of that experience, we have established strong working relationships with the local assistance
engineers.
COASTLAND CITY OF ROHNERT PARK
Construction Managerneot & Inspection for
City Center Plaza & Public Safety Main Station Improvements
LC—N-In=�h6
Cvasitz-lar-„c/
SCHEDULE OF HOURLY RATES
July 01, 2008 through June 30, 2009
PROFESSIONAL SERVICES
Principal Engineer $
$155 -175 /hour
Supervising Engineer $
$130 -150 /hour
Senior Engineer $
$100- 135 /hour
Associate Engineer $
$90-11 0/hOLir
Assistant Engineer $
$75- 95/hour
Junior Engineer $
$70 -85 /hour.
Principal Designer $
$90 -130 /hour
Senior Designer $
$80 -$120 /hour
Engineering Assistant $
$90-115/hour
Senior Engineering Technician $
$80 -95 /hour
Engineering Technician $
$70 -85 /hour
Engineering Aide $
$50 -70 /hour
Resident Engineer $
$100 -140 /hour
Construction Manager $
$100- 135/hour
Construction Inspector* $
$85- 115 /hour
Building Official $
$110-135/hour
Building Plan Check Engineer $
$100 -135 /hour
Building Inspector $
$80 -100 /hour
Plans Examiner $
$85-11 0/hour
Building Technician $
$65 -80 /hour
2 -Man Survey Crew $
$180- 200 /hour
CLERICAL $
$50 -70 /hour
VEHICLE $
$12 -15 /hour
MILEAGE $
$0.65 /mile **
OUTSIDE SERVICES C
Cost + 15%
MATERIALS C
Cost + 15%
Computer time is included in the hourly rates used above.
• Consultation in connection with litigation and court appearances will be quoted separately.
• Additional billing classifications may be added to the above listing during the year as new positions are created.
* Includes services subject to prevailing wage rates.
** N Iileagc rates are subject to change based on fuel cost increases
a
cc
m
W
m
3
cr
m
CL
E
of
-•
o
o
0
o
o
_
o
c
m
.S
v_
�.
m
m
m
m
Iw
u
O
3�
'
D U
w
N
N
TW L
S O Z Z
. tN
Uf
F
rr
>
a�2
iZ;
0
0
"�
N
N
A
Q
C• C
w
N
P
LL
Y
tl
A
A
tl
N
�
r:
o
m..,
=.
U
C `M
V
r.
O C O
o S
m
uCi
Ci
M
F
0
I
_
c
°
R
N
c
a
�
`A
CL
o
•
�
o
o
�
c
�
S
�
w
z~
+
IL
€
o
r
b
E
°
0
�
Os
r
o
fY
a
N
tx
e
a
b
Y
s
n
p
o
�'
a
a
a
oc
i'
L
o
c
Ci
d
W.
D
K
,
U
a
It
a
a
U
101
1.1
V
m
Qo
O C �
Z m m
O
fV
Q
N
v
Q
O
�{
O
p
O
O
O
O
O
O
F-
U
J
U
F o
Estimated Cost
Phase 1 — City Center Plaza
For the City Center Plaza, we propose to provide our services on a time - and - materials basis with a
not -to- exceed amount. Our proposal is based on a project duration of 191 working days, with
inspection time of 40 hours per week and construction management time of 15 hours per week. We
have estimated overtime inspection at 2 hours a week. Our proposal also includes factors such as
attending meetings, project closeout and vehicle costs. It also includes an approximate cost for
geotechnical investigation, materials testing and special inspection to be provided by Kleinfelder, and
the City's allowance of $5,000 for surveying. Based on these items, we estimate the fee to be
$322,319 (see Work Estimate on following page). If the contract time extends beyond 191 working
days, or the scope or level of services change, our costs may also increase. Similarly, if the contract
time is reduced, charges will decrease accordingly.
Phase 2 — Fire Station Pre - Construction
For phase two, we have estimated the fee to be $9,166. This fee includes the costs for the contract
review and pre- construction meeting.
COASTLAND CITY OF ROHNERT PARK
Construction Management & inspectlon `or
(sty ,enter Plaza & Public Safety Main Station lmprovem&r [Its