2014/05/13 City Council Resolution 2014-040RESOLUTION NO. 2014-040
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK
AUTHORIZING AND APPROVING A TASK ORDER WITH BRELJE AND RACE
CONSULTING CIVIL ENGINEERS FOR DESIGN REVIEW ENGINEERING
SERVICES FOR THE EASTSIDE TRUNK SEWER PHASE III AND SNYDER LANE
WIDENING PROJECT NO. 2014 -01
WHEREAS, The City of Rohnert Park General Plan and Public Facilities Finance Plan
include projects for Eastside Trunk sewer, widening Snyder Lane and widening the Snyder Lane
Bridge at Copeland Creek: and
WHEREAS, the City of Rohnert Park amended a contract with GHD, Inc., to complete
the design of the third phase of the Eastside Trunk Sewer and the Snyder Widening Projects;
WHEREAS, on February 20, 2014, staff issued a Request For Proposals ( "RFP ") for the
Eastside Trunk Sewer Phase III and the Snyder Widening Project No. 2014 -01 ( "Project ") to
identify a qualified consultant that can assist the City with the design review of the Project;
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, consistent with City of Rohnert Park Purchasing Policy Section 3.6.6(D),
the City prepared a Request For Proposals and received four proposals on March 13, 2014; and
WHEREAS, the City project team chose Brelje and Race Consulting Civil Engineers 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.
NOW, THEREFORE, BE IT RESOLVED that the Council of the City of Rohnert Park
authorizes and approves Task Order No. 2014 -03 in the amount of $82,630 by and between
Brelje and Race Consulting Civil Engineers, a California corporation, and the City of Rohnert
Park, a municipal corporation, for design review of the Eastside Trunk Sewer Phase III and
Snyder Lane Widening Project No. 2014 -01.
BE IT FURTHER RESOLVED that the Council further authorizes the Finance
Director to increase appropriations in the amount of $82,630 in account 540 -1401- 400 -9902 and
increase revenue account 540- 0000 - 300 -3990 for the transfer of funds from the funding source
account 165- 0000 - 400 -8100.
BE IT FURTHER RESOLVED that the City Manager is hereby authorized and
directed to execute this Task Order, and take all action necessary to effectuate it, for and on
behalf of the City of Rohnert Park in substantially similar form as shown in Exhibit A, which is
incorporated by this reference, subject to minor modification by the City Manager or City
Attorney.
2014 -040
DULY AND REGULARLY ADOPTED this 13"' day of May, 2014.
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Attachment
CITY OF ROHNERT PARK
Joseph 4. Callinan, Mayor
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2014 -040
ATTACHMENT
BRELJE & RACE TASK ORDER NO. 2014 -03
CITY OF ROHNERT PARK
AND
BRELJE & RACE
AUTHORIZATION FOR ENGINEERING DESIGN REVIEW SERVICES FOR
EASTSIDE TRUNK SEWER PHASE III AND SNYDER LANE WIDENING PROJECT NO. 2014 -01
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 $82,630.
SECTION 4 — TIME OF PERFORMANCE
The work described in SECTION 2 shall be completed on approval of the design documents, 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 22nd day of April, 2014.
CITY OF ROHNERT PARK
Darrin Jenkins, City Manager (Date)
Per Resolution No. 2014- adopted by the Rohnert
Park City Council at its meeting of April 22, 2014.
BRELJE & RACE
By: Name and Title
BRELJE & RACE
By: Name and Title
(Date)
(Date)
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PROJECT WORK PLAN
UNDERSTANDING
f roposal for.Engineering Jervzces
Attachment °A° City of Rohnert Park East Side Trunk Sewer
Page 1 of 3 Phase III and Snyder Lane Widening Project
The project consists of providing Design Review and /or Construction Management services in support of
the City, acting as an adjunct to their staff for every aspect of the project throughout its implementation.
Design Review involves review and commentary of the four design phase submittals from the design
engineer and includes coordination with Rancho Cotati High School to ensure they have opportunity to
voice their desires and concerns. Review will also include attendence at all review meetings. Construction
Management services are to include contract administration, resident engineering and field observation
for contract and permit compliance during construction. Additionally, the construction management
team will provide geotechnical observation and testing services where required. Community outreach and
dissemination of information to the public will be a key component of the construction manager's duties.
The nature of the construction project is such that full time management and observation by multiple staff
persons will be required to provide the necessary oversight and to keep up with the logistical requirements
of such a large and long duration project. Soil stability and deep trench safety concerns are important
issues; therefore, the staff assigned must be trained 111 the proper procedures for these situations. The CM
consultant will act as an extension of City staff and manage the project to completion with consideration of
environmental compliance, public notification, time /schedule management, budget control and oversight,
permit compliance, change order and claims management, and compliance to the contract documents and
City standards. Additionally, the construction manager shall. maintain complete and accurate records, prepare
reports to appraise City staff and the City Council on a routine basis of project status, schedule, progress,
and other issues as warranted.
PROJECT MANAGEMENT
The Brelje & Race team will best provide the complete range of services necessary to successfully manage
the complex nature of this project. We believe that continuity of project personnel throughout the duration
of a project is one of the most important components for success; therefore, our construction manager,
resident engineer, field and support staff will be involved from the project's inception to completion. We
also will be providing experienced and knowledgeable support staff to back -up our main team in the event
of extremely heavy workloads, vacation or other absences, ensuring project management will be smooth and
seamless without ever being a cause of a work slowdown or delay to the project. The following pages list in
detail the specific tasks to be performed by our project team.
DESIGN REVIEW SCOPE OF SERVICES
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 with the intent of
lowering costs, providing a better product and avoiding change order work or construction claims during the
construction phase.
Task 1.01 Project Validation Memorandum Review
A review of the project validation memorandum will be
conducted and will include a critical examination of the
following:
• Design assumptions
• Compliance of design standards
• Environmental compliance
• Regulatory compliance
• Required permit identification
• Cost effectiveness
Page 17 Brelie =CONSULTING CIVIL
• Completeness
• Accuracy
i- roposat,jor .Engineering 3ervaees
Attachment "A" City of Rohnert Park East Side Trunk Sewer
Page 2 of 3 Phase III and Snyder Lane Widening Project
• Application of valid engineering judgment
• Confirmation of utility company contacts
• Definition of any special field conditions or circumstances
• Appropriate use of materials
• Constructability
• Schedule validity
• Coordination with Rancho Cotati High School
• Safety
• Public acceptance
In addition, we will coordinate and incorporate the reviews of our specialty subconsultants in the areas of
traffic engineering, structural engineering and landscape architecture.
Conncurrent with our review of the Project Validation Memorandum, Brelje & Race will conduct a general
field reconnaissance in order to provide an awareness of any special circumstance that may influence the
project intent or potential construction limitations.
Our findings will be summarized in a letter and a meeting conducted to review our comments with the City
and the design engineer. An agenda for the meeting and meeting minutes will be provided.
Task 1.02 Coordination of Rancho Cotati High School Review
Brelje & Race will directly interface with the Rancho Cotati High School to garner their input and desires for
the portions of the project directly affecting the High School. This task will include review of the project
scope with High School staff, develop an understanding of the High School's requirements and limitations,
coordinate schedules with the High School noting restrictions to schedule. This task will continue through
the remaining review steps.
Task 1.03 75% Design Submittal Review
The 75% design submittal needs to present well - formulated design drawings indicating limits roadway
widening, new and abandoned utilities, plan view alignments, traffic signal configurations, landscaping and
irrigation layout and box culvert design. Reference to the appropriate City Standard details should also be
included at this stage.
Brelje & Race will conduct a field review along the roadway alignment and compare the topographic
information included on the drawings to the existing field conditions. Our field review will check for
conflicts with existing utilities and address potential cons tructability issues readily impaired access to critical
facilities, risk of discharge to the adjacent receiving waters, safe traffic flow, and unnecessary risk exposure to
the City. Potentially critical areas of public interface during construction will also be noted.
An oulline of all required specifications will be prepared wills the 750io submittal review letter. Brelje & Race
will cross -check to determine if there is a specification section corresponding to each planned improvement
included on the drawings and comment on their completeness.
Brelje & Race will review the 75% level cost estimate to determine if the full range of work items that are
shown on the drawings are included in the estimate. Unit costs will be compared to recent bid tabulations for
similar projects. A determination regarding items considered to be part of the contractor's indirect project
costs will be made to ensure they are included in the preliminary cost estimate.
Brelje & Race will compare the 75% submittal documents to the Project Validation Memorandum to
determine if all information stated therein was fully incorporated. We will determine whether or not the
submittal meets the City's stated objectives. The status of in progress permits will be determined. A 75%
Page 18 Brel =CONSULTING 111k ce
�tt
Attachment "A" i- roposat jor,Cngineerzng6ervzces
City of Rohnert Park East Side Trunk Sewer
Page 3 of 3 Phase III and Snyder Lane Widening Project
review memorandum will be prepared and distributed to the City and the design engineer and a review
meeting will be held to discuss and reconcile the review comments. Brelje and Race will prepare an agenda
for the meeting and provide written minutes following.
Task 1.04 90% Design Submittal Review
Breljc & Race will review at the 90% level design drawings specifically looking at notes and details,
ambiguities, conflicts, issues with cons tructability, compliance with the City's "Design Consultants
Requirements" and bidability. The project specifications will be checked for accuracy of bid quantities, bid
item descriptions, specification thoroughness, material selections and testing methods and requirements.
The contract documents will also be reviewed regarding their conformance to City Standards and with
accepted standards of professional and technical practices regarding 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 75% submittal. An update on
permit status will be requested. All permits and their conditions will be checked to ensure they have been
incorporated in the specifications and all contract work related to the permits has been included in the
description of work, bid items and methods of payment.
A review memorandum will be prepared and distributed to the City and the design engineer with a follow -up
meeting held to discuss and reconcile the review comments. Brelje and Race will prepare the agenda for the
meeting and provide written minutes.
Task 1.05 Final Submittal Review
A check of the final submittal will determine if all comments from the 90% review have been incorporated
in the documents. A brief memorandum confirming bid readiness will be prepared and sent to the City.
Construction Management Scope of Services
The City provided a well- conceived work plan including nearly all the services and tasks required of the
consultant in the RFR We have included all of those items largely unchanged in our proposal, and have
added additional task items as necessary or combined similar task items into one heading. We have provided
additional commentary beneath the tasks as appropriate.
1. Project Review: Review and familiarize ourselves with the project plans, specifications and other
contractual requirements prior to bid award and Notice to Proceed.
Each project team member will spend the necessary time to come to full speed on all aspects
of the project and the contractor's requirements. The key team members will be already be well
versed in the project due to their involvement in the design review process.
2. Project Coordination/ Staff Adjunct: Coordinate preliminary and ongoing meetings and
communications with City staff to include kick -off meeting to discuss details, goals of project, lines of
communication and responsibility, and project protocols; Preparation of weekly progress update reports
and project updates; preparation of look -ahead schedules, and; quarterly preparation of project update
memo for inclusion in City Council Packets.
3. Pre- Construction Meeting: Construction Manager will conduct the pre - construction meeting, which
will include the City, resident engineer, contractor, and major subcontractors, geotechnical engineer,
design engineer and other utility representatives as appropriate. 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.
Brelje & Race would distribute minutes and attendance list to all parties in attendance, and
send invitations to PG &E and other utilities that may have assets along the project.
4. Project Contacts: Collect names and contact information for key project personnel and provide to
project team and emergency service providers in the vicinity. Maintain list and redistribute as necessary
throughout project duration.
Page 19 B "" fle LAS ING CIVIL ce
Proposal for Engineering Services
Attachment °B" City ofRohnert Park East Side Trunk Sewer
Page 1 of 2 Phase III and Snyder Lane Widening Project
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F3
SERVICES RATE SCHEDULE
Proposalfor Engineering Services
Attachment °B° City of Rohnert Park East Side Trunk Sewer
Page 2 of 2 Phase III and Snyder Lane Widening Project
PROFESSIONAL SERVICES
Senior Principal ............... ...............................
$190.00 /hour
Associate Principal .......................
50.00 /hour
Associate ...
.. ... ..............140.00 /hour
Senior Engineer ................
... ,........,,..........140.00 /hour
Engineer .............................................
......... .....130.00 /hour
Engineering Technician ...........
.........................110,00 /hour
Senior Planner ............................
...................1'30.00 /hour
Planner......... ...............................
.................100.00 /hour
Senior Surveyor ........................
........................130.00 /hour
Surveyor... ...............................
.........................115.00 /hour
Survey Technician ...................
.........................105.00 /hour
CAD Technician ...............
>.. >., .,......,........,.......105.00 /hour
Construction Engineer ............ .........................130.00 /hour
Construction Technician 2
............................... our
Construction Technician 1
................................. our
E %PERT WITNESS & MEDIATION SERVICES ................$300.00 /hour
FIELD SURVEYING
One -man Party ............................ ...................$160.00 /hour
(Including Survey Equipment & Vehicle)
Two -man Party ....................... ........................$220.00 /hour
(Including Survey Equipment & Vehicle)
Three -man Party ......................... ...................$270.00 /hour
(Including Survey Equipment & Vehicle)
TYPING AND CLERICAL...,.. ...._. _ ... .......... .......$65.00 /hour
OutsideConsultants ............................. ...........................Cost + 5%
Outside Reproduction/ Plotting ............ ...........................Cost + 5%
Our en
gineerr and inspectors turn
difficult projects into success stories.
Note Hourly 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 equipment costs.
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