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2014/07/08 City Council Resolution 2014-076ARESOLUTION NO. 2014 - 076A RESOLUTION OF THE CITY OF ROHNERT PARK AUTHORIZING AND APPROVING THE FIRST AMENDMENT TO THE DESIGN PROFESSIONAL SERVICES AGREEMENT WITH GHD, INC., FOR 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 has contracted with Winzler and Kelly (now GHD Inc.) for studies, design, and phasing of the Eastside Trunk sewer since 2004; and 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 the Purchasing Policy Section 3.6.6(D), the City has awarded contracts to Winzler and Kelly (now GHD) on a sole source basis due to their expertise and extensive knowledge of the Eastside Trunk sewer; and WHEREAS, City and GHD, Inc., are parties to that certain agreement entitled "Design Professional Services Agreement" dated February 11, 2014, ( "Agreement "), for the amount of $377,488.00 authorized per City Resolution 2014 -010. WHEREAS, input from key stakeholders resulted in substantial changes to the scope of the original design, City and Consultant now desire to enter into this First Amendment to provide for additional design services, including new requirements of the School District, undergrounding of utilities, and significant storm drain replacement /LID for the Eastside Trunk Sewer, Phase III (City Project 2014 -01). NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ROHNERT PARK AS FOLLOWS: Section 1. Recitals. That the above recitations are true and correct and material to this Resolution. Section 2. Environmental Clearance. That the adoption of this Resolution and accompanying Amendment are exempt from review under the California Environmental Quality Act because the activity in question is not a project as defined under CEQA Guidelines Section 15378 in that there is no potential that the activity will result in either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment. All phases of the Eastside Trunk Sewer project were reviewed pursuant to CEQA. The project's Mitigated Negative Declaration (State Clearinghouse # 2006042169) was adopted by the City Council on July 11, 2006. An Addendum to this Mitigated Negative Declaration was filed by the City on January 30, 2007, addressing the addition of improvements to the intersection of Rohnert Park Expressway and Snyder Lane to the Eastside Trunk Sewer project. 2014 -076 Section 3. Agreement That the First Amendment to the Agreement between GHD, Inc., and the City of Rohnert Park is hereby authorized and approved in an amount not to exceed an additional One hundred Seventeen Thousand Three Hundred Ninety -two dollars ($117,392.00). Section 4. Authorization. That the City Manager is hereby authorized and directed to take all actions to effectuate the Amendment for and on behalf of the City of Rohnert Park, including execution if necessary, in substantially similar form to the First Amendment attached hereto as Exhibit "A" and incorporated by this reference, subject to minor modifications by the City Manager or City Attorney. DULY AND REGULARLY ADOPTED this 8t" day of July, 2014. 19 ATTEST: CITY OF ROHNERT PARK V01 1,4 RT w ��' - 4 '�'"osep . Callinan, Mayor v> � �T Anne M. Buergler, City Clerk 1 Attachment: Exhibit A -1st Amendment BELFORTE: (M0 MACKENZIE: N+ 6 STAFFORD: n'-!i AHANOTU: A'-1 E CALL,INAN: 4�- AYES: ( = ) NOES: ( C) ) ABSENT: ( Caa) ABSTAIN: ( C� ) 2014 -076 IEXHIBIT "A" FIRST AMENDMENT TO THE DESIGN PROFESSIONAL SERVICES AGREEMENT WITH GHD, INC. FOR THE EASTSIDE TRUNK SEWER, PHASE III, AND SNYDER LANE WIDENING PROJECT NO. 2014-01 This First Amendment to the Agreement between the City of Rohnert Park ( "City ") and GHD, Inc., ( "Consultant ") for additional services ( "First Amendment ") is entered into as of the 8t" day of July, 2014, ( "Effective Date "), by and between City and Consultant. RECITALS A. City and Consultant are parties to that certain Agreement entitled " Professional Services Agreement Re: Eastside Trunk Sewer, Phase III, and Snyder La idening Project No. 2014- 01 " dated February 11, 2014, and authorized through Resolu - " 2014 -010 approved by the City Council on February 11, 2014, for the amount of $377 8.00'F" f� B. City and Consultant now desire to enter into this Firs,,'', for additional work as described below. AGREE NOW THEREFORE in consideration of the followm�1 rrs the parties hb amend the > b j "AaR ., p Y Agreement as follows: 1 1. Scope of Services. In addition to the services provided wldei�e�greement, Consultant shall provide additional services as described�ttached Exhlbrt ��� 2. Compensation. Consultant shall perform t� s�e�es described in �� t Amendment for a total not -to- exceed amount of $117,392.00, thuscrearntotal cost e Agreement to $494,880.00. f 3. Agreement in Effect. Ex amended by tl�r,. st Amendpw it, the Agreement shall remain in a 6;y full force and effect. 0 0,,, 4. Counterpart Signat 6 This Firl kmendment i,�y be signed in multiple counterparts which, when signed by all par " s " "' �' constit a binding agr&j t. i IN WITNESS THEREOF, t eputed th-i First Amendment as of the date first written above. m s f f a .. <y CITY '� OHNER � ` GHD INC.: B Vii, . � 9 %% ` B y: %, q. Y: Darrin Je �° City Manager (Date Name: (Date) ,; Per Resolution No. adopted by Rohnert Park 'Title: j „.� , City Council at its m ' �� f July 8, 201 �� By: ;. ,;,y ATTEST: % %i.,% ' Name: (Date) Title: JoAnne M. Buergler, City Clerk APPROVED AS TO FORM: City Attorney Updated: 2010 -06 -21 MARP Capital Improvement Projects \2014 Prolecls \2014 -01 ESTS3 & Snrder Widening \Design - GI -I D\ESTS3 Amendment _GHD_14-01 .docx June 9, 2014 Exhibit A to Amendment 1 Ref: 840900458 Mr. Patrick Barnes, PE Deputy City Engineer City of Rohnert Park 130 Avram Avenue Rohnert Park, CA 94928 RE: Eastside Trunk Sewer Phase 3 and Snyder Lane Widening Design Phase — Amendment 1 — Additional Services Dear Pat, GHD performed design and environmental services up to 2007 on the Eastside Trunk Sewer (ESTS) Phase 3 and Snyder Lane Widening Project (the "Snyder Lane Project ") up to a level of approximately 65 %. In February of 2014, the City re- contracted with GHD to complete the design and permitting services on the project assuming that the original design elements would remain and would advance through to construction. The 2014 contract included design phase services, including: utility and road design, environmental review, permitting, and outreach. The contract also included a validation task to confirm the validity of the original project elements and reach out to key stakeholders, Rancho Cotate Unified School District and PG &E. As a result of these collective efforts and further discussions with the City, numerous revisions were identified that have substantially changed the scope of the original design. The major changes in the project scope discovered during the Snyder Lane Project validation effort are related to new requirements of the School District, undergrounding of utilities, and significant storm drain replacement /LID. • School District: The design must address relocation and redesign of the traffic signal /intersection at Rancho Cotate High School based on coordination with the School District. A complete redesign of the campus is pending and the School District requested realignment of the primary access drive to conform to those future master - planned improvements. New efforts also include grading into the school site, parking layout, circulation coordination, revised landscape design, and LID integration. • Utility Undergrounding: The design must be coordinated and revised to integrate undergrounding of existing overhead utilities (PG &E /AT &T /Comcast). To maintain the existing schedule, GHD already provided support services and information to complete the application process with PG &E. GHD also provided exhibits, data and other support to complete a Public Hearing for the Utility Underground District formation which is required for any utility to begin work on the project. This effort will also include relocation of PG &E /utility vault(s) north of Copeland channel. • Storm Drain Utilities /LID: There are three existing 36 -inch storm drains that are parallel and east of Snyder Lane. Once the road widening occurs, these cast -in -place pipe storm drains will be under the travel way, the LID system and street trees. The ability of these pipelines to safely support future loadings is unknown, the lines are heavily sedimented, there is a high likelihood for GHD Inc. 2235 Mercury Way Suite 150 Santa Rosa CA 95407 USA T 1 707 523 1010 F 1 707 527 8679 E santarosa @ghd.com W www.ghd.com erosion around failing joints, and root intrusion. To address this, the City has requested that the lines be replaced and relocated as necessary to coordinate with other project surface and underground improvements. In addition to these supplemental efforts on the Snyder Lane Project and based on efficiencies and proximity, the City identified the need for design and environmental services for the adjacent Community Center Parking Lot. This City - programmed CIP project has a total budget of $1.5M and includes pavement grinding, limited dig -outs, paving, striping, and ADA ramps adjacent to new paving. At the City's request, GHD will be performing survey, geotechnical investigation, pavement design, grading, and environmental compliance services to complete this additional project work. To address the additional elements and project work noted above, the following tasks from the original scope of services have been updated to incorporate supplemental scope language. The associated effort and fee is provided in Attachment 1. Basic Scope of Services Task 2 — Environmental Compliance and Permitting Task 2.1 Permitting The additional project area and construction activities related to the pavement rehabilitation of the adjacent Community Center parking lot will be reviewed to determine the appropriate and adequate type of CEQA compliance for this activity. Based on the conceptual information provided thus far, CEQA compliance could consist of a Categorical Exemption or an addendum to the Mitigated Negative Declaration previously adopted by the City for the Eastside Trunk Sewer and Snyder Lane Widening projects. The attached fee estimate covers either option. Upon review of more detailed project plans, if it is determined that the pavement rehabilitation would not qualify for either option of CEQA compliance, GHD will provide the City a memorandum presenting its determination and rationale, as well as an amended scope of work and fee estimate to conduct the alternate appropriate CEQA analysis for this activity (e.g., independent Mitigated Negative Declaration, Environmental Impact Report). This scope assumes that this rehabilitation project would require no resource permits from — or consultation with — local, state, or federal agencies having jurisdiction over environmental resources. Task 3 — Geotechnical Engineering Task 3.2 Pavement and Bridge Design Additional geotechnical investigation and design related to the pavement rehabilitation of the adjacent Community Center parking lot will be required. Consultant will retain the services of RGH Consultants to perform supplemental geotechnical investigations for the proposed parking lot rehabilitation project. The geotechnical investigation will include up to 3 soil borings and recommendations regarding pavement overlay strategies and R- values for pavement design. Task 5 — Supplemental Surveys Consultant will prepare supplemental field surveys to support preparation of the contract drawings. It is assumed that up to 3 days in the field will be required to address the additional parking lot area. It is anticipated that the parking lot rehabilitation will be limited to the asphalt concrete surface areas and replacement of a portion of the existing ADA ramps within the Community Center parking lot area. 2 Task 6 — Preparation of Plans, Specifications, and Estimates Scope of work for this task is the same, however there is additional effort required to complete the elements above. Task 7 — Project Management and QAQC Scope of work for this task is the same, however there is additional effort required to complete the elements above. Task 8 — Outreach and Coordination Scope of work for this task is the same, however there is additional effort required to complete the elements above. Assumptions and Exclusions Assumptions and Exclusions noted in the original scope of work apply to this amendment. Project Schedule The estimated project schedule is shown on the following page. Due to the tight schedule, GHD is continuing to work toward project completion and will provide a Validation Technical Memorandum with exhibits by June 13, 2014. Notice to proceed for this contract amendment is anticipated by July 8, 2014 (City Council). Construction could take about 12 months, so two construction seasons or a mid - construction shutdown might be considered. Activity/Task Date Validation Tech Memo June 13, 2014 75% Design Complete August 15, 2014 City Staff Review (2 weeks) August 29, 2014 90% Design Complete (8 weeks) October 24, 2014 City Staff Review (2 weeks) November 7, 2014 Permits Received Late December 2014 Final Design Complete (6 weeks) December 21, 2014 Bid Advertisement /Opening January - February 2015 Award Contract March 2015 Construction NTP (preliminary estimate) March 2015 Construction Submittal Review March /April 2015 Construction Begins April 2015 * Project Team The following GHD personnel are assigned as project or technical leads for this project: • Project Director — Matt Winkelman, PE • Project Manager (Traffic/Transportation) — Bill Silva, PE • Senior Engineer (Traffic/Transportation) — Bill Silva, PE 3 0 • Senior Engineer (Utilities) — Matt Winkelman, PE • Permitting — Dave Davis, AICP • Project Coordinator — Terrie Zwillinger • QA /QC Lead — Alex Culick, PE • Geotechnical Engineer (road section) — RGH Consultants • Landscape Architect — Quadriga Fee Estimate The estimated fee for the additional professional services described above is $149,892. Since the original contract provided for $32,500 in contingency and it is understood that this contingency will now be applied, the fee for the Basic Scope of Services included in Amendment No. 1 is $117,392. See attachment for breakdown of the estimated fee. Closing Please don't hesitate to contact me if you have any questions regarding the scope of work. I can be reached at (707) 523 -1010. Thank you for the opportunity to serve the City of Rohnert Park. Sincerely, GHD Inc. *411 Z Project Director (707) 523 -1010 Attachment: Fee Estimate Spreadsheet 4 Project Name: Prepared by: Reviewed by: Job Number: Eastside Trunk Sewer Phase 3 and Snyder Lane Wideni Bill Silva Matt Winkelman 840900458 Exhibit B to Amendment 1 ATTACHMENT 1 - IG SHEET Client: City of Rohnert Park Date: June 6, 2014 *OTHER DIRECT COSTS include telephone, mileage, printing, photocopies and other miscellaneous direct expenses. 6/9/2014 Page 1 LABOR COSTS FEE COMPUTATION LABOR CATEGORY > Constr. Project Sr. Proj. Proj. Public Snr Struct. Staff Eng Staff Eng Senior Senior Planner/ 2- Person Adminl TOTAL OTHER SUB SUB SUB SUB SUe PD QA /QC Review Manager Engr. Engr. Outreach Traffic Eng II 1 Geologist Planner Scientist LLS Crew CAD Graphics HOURS DIRECT Valerius / North Bay Jacobs RGH Quadriga TOTAL FEE RATE > $185 $225 $190 $210 $185 $145 $125 $185 $155 $130 $115 $155 1 $115 $140 $280 $125 $95 COSTS Tatarian ROW Associates Task Item /Hr /Hr /Hr IHr /Hr /Hr /Hr /Hr /Hr /Hr /Hr /Hr IHr /Hr /Hr /Hr /Hr /Hr Env. Esmts Geotech Geotech LA TASK 1 Project Validation 1.1 Project Validation - Environmental Resources 0 $0 $0 1.2 "$ct Validation -Base Mapping and Design 0 $01 $0 SUBTOTALTASK11 01 01 01 01 01 01 01 01 01 01 01 01 01 01 01 01 01 01 0 $0 $0 $0 $D $0 $01 $0 TASK 2 Environmental Compliance and Permitting 2.1 Permitting 404, 401, 1600 161 161 1 1 0 $2401 $5,160 2.2 Specification Review 0 $0 i $0 i 2.3 SWPPP Preparation 0 $0 $0 SUBTOTAL TASK 2 0 0 0 0 0 0 0 0 0 0 0 0 16 16 0 0 0 8 40 $240 $0 $0 $0 $0 $0 $5,160 TASK 3 Geotechnical Engineering 3.1 Utility Design 0 $0 $0 3.2 Pavement and Bridge Desi n 2 2 4 $24 $3,600 $4,334 SUBTOTAL TASK 31 01 01 01 21 01 21 01 01 01 01 01 0 01 01 01 01 0 4 $24 $0 $0 $0 $3,600 $0 $4,334 TASK 4 Easements 4.1 Easement Pre aration 0 $0 $0 4.2 A raisal and Acquisition I 1 0 $750 $750 SUBTOTAL TASK 41 01 01 01 01 01 01 01 01 01 01 01 01 01 01 01 01 01 01 0 $750 $0 $0 $0 $0 $0 $750 TASK 5 Supplemental Surveys 5.1 Supplemental Surveys I 1 1 241 241 16 64 $9601 1 1 1 1 $13,040 SUBTOTAL TASK 61 01 01 01 01 0 01 01 01 01 01 01 161 241 161 0 64 $960 $0 $0 $0 $0 $0 $13,040 TASK 6 Preparation of Plans, Specifications, and Estimates 6.1 Prepare 75% PS &E 61 30 100 30 20 60 16 262 $2,572 $4,0001 $45,352 6.2 Prepare 90% PS &E 6 24 70 16 16 40 12 184 $2,104 $3,000 $32,344 6.3 Prepare Final PS &E 7 16 40 4 8 20 8 103 $1,618 $2,000 $18,993 6.4 Submittal Review Meetings 21 1 2 1 2 1 6 $36 $150 $1,266 SUBTOTAL TASK 6 211 01 0 72 0 212 0 50 0 0 44 0 0 0 0 0 120 36 555 $6,330 $0 $0 $0 $0 $9,150 $97,955 TASK 7 Project Management and QAQC 7.1 Project Management and QAQC 1 41 81 1 401 41 41 1 1 81 8 76 $456 1 $2001 $14,676 SUBTOTAL TASK 7 4 8 0 40 4 41 01 01 01 01 0 1i 01 01 01 0 0 8 8 76 $456 $01 $0 $0 $0 $2001 $14,676 TASK 8 Outreach and Coordination 8.1 School District Coordination i 81 1 1 16 4 4 2 34 $204 $6,314 8.2 PG &E and Utilities Coordination 16 4 121 11 33 $198 $5,733 8.3 Adjacent Owner Outreach 1 41 1 1 41 1 2 1 1 1 1 1 1 1 1 1 1 1 10 $60 $1,930 SUBTOTAL TASK 81 12 01 al 361 01 101 01 01 01 01 01 01--- 01 01 01 01 161 31 77 $462 $0 $0 $0 $0 $0 $13,977 TASK 9 Project Re -Sco in 0 $0 $0 9.1 CEQA Documentation 9.2 Base Ma in and Design 0 $0 $0 SUBTOTAL TASK 9 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 $0 $0 $0 $0 $0 $0 $0 PROJECT TOTALS 37 8 0 150 4 228 0 50 0 0 44 0 16 16 16 24 160 55 816 $ 9,222 $ $ $ $ 3,600 $ 9,350 $ 149,892 *OTHER DIRECT COSTS include telephone, mileage, printing, photocopies and other miscellaneous direct expenses. 6/9/2014 Page 1