2015/01/13 City Council Resolution 2015-008RESOLUTION NO. 2015 -008
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK
AUTHORIZING AND APPROVING THE SECOND AMENDMENT TO TASK ORDER
2011 -06 WITH BRELJE & RACE CONSULTING CIVIL ENGINEERS FOR DESIGN
REVIEW/VALUE ENGINEERING AND CONSTRUCTION MANAGEMENT SERVICES
FOR ADRIAN DRIVE SEWER AND WATER REHABILITATION PROJECT NO. 2012-
04
WHEREAS, the City entered into a Master Agreement with Brelje & Race Consulting Civil
Engineers for Design Professional Services on February 25, 2011 pursuant to City Council
Resolution No. 2011 -13 adopted on February 22, 2011; and
WHEREAS, pursuant to City Council Resolution No. 2012 -083 adopted on July 24, 2014,
the City entered into a Task Order No. 2011 -06 with Brelje & Race Consulting Civil Engineers for
Design Review /Value Engineering and Construction Management for the Adrian Drive Sewer and
Water Rehabilitation Project No. 2012 -04 on July 24, 2012 for the Adrian Drive Water and Sewer
Project Phase 1 (Arlen to Santa Barbara) ill an amount not to exceed $226,530; and
WHEREAS, pursuant to City Council Resolution No. 2014 -039 adopted on May 13, 2014,
the City amended Task Order No. 2011 -06 with Brelje & Race Consulting Civil Engineers and
authorized Brelje &Race to continue their work for Phase 2 of the Adrian Drive Water and Sewer
Project (Santa Barbara to East Cotati) for an amount not to exceed $195,020; and
WHEREAS, the funding limit of $421,550 for Task Order No. 2011 -06 is being
approached; and
WHEREAS, Phase 2 of the Adrian Drive Sewer and Water Rehabilitation Project has
experienced a delay related to the unanticipated relocation of a Pacific Gas & Electric Company gas
line that will extend the contract time for approximately 30 days; and
WHEREAS, the cost of construction inspection and management services is directly related
to the contract time; and
WHEREAS, to retain continuity of inspection services and project understanding, staff
requested a proposal for retaining Brelje & Race Consulting Civil Engineers;
WHEREAS, a proposal to amend Task Order No. 2011 -06 for a not to exceed an
additional Forty -eight Thousand Dollars ($48,000.00) has been submitted by Brelje & Race
Consulting Civil Engineers; and
WHEREAS, the City Council considered the amendment of Task Order No 2011 -06 at its
duly noticed regular meeting of January 13, 2015;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Rohnert
Park that it does hereby authorize and approve the Second Amendment to Task Order No. 2011 -06
by and between Brelje & Race Consulting Civil Engineers, a California Corporation, and the City of
Rohnert Park, a municipal corporation, for Design Review /Value Engineering and Construction
Management Services for the Adrian Drive Sewer and Water Rehabilitation Project No 2012 -04.
BE IT FURTHER RESOLVED that the City Manager is hereby authorized and directed
to take all actions to effectuate this the Second Amendment to Task Order No. 2011 -06 for and on
behalf of the City of Rohnert Park, including execution, if necessary, in substantially similar form to
the Second Amendment attached hereto and incorporated by this reference as Exhibit "A," subject
to minor modifications by the City Manager or City Attorney.
DULY AND REGULARLY ADOPTED this 13111 day of January, 2015.
}
JoAnne M. Buergler, City Cl rk
Attachment: Exhibit A
CITY OF ROHNERT PARK
�1
Amy O. Ahanotu, Mayor
CALLINAN: (M to MACKENZIE: STAFFORD: P, t G BELFORTE: AHANOTU:_t--\`1!Z-
f��l <_)
2015 -008
Exhibit A
AMENDMENT 2 TO
TASK ORDER NO. 2011 -06
CITY OF ROHNERT PARK AND
BREJE & RACE CONSULTING CIVIL ENGINEERS
AUTHORIZATION FOR DESIGN REVIEW /VALUE ENGINEERING AND
CONSTRUCTION MANAGEMENT SERVICES FOR THE ADRIAN DRIVE SEWER
AND WATER REHABILITATION PROJECT NO. 2012-04
This Second Amendment to Task Order No. 2011 -06 ( "Second Amendment ") between the City
of Rohnert Park ( "City ") and BRELJE & RACE CONSULTING CIVIL ENGINEERS
( "Consultant ") for certain additional design review /value engineering and construction
management services is entered into as of the day of , 2015 ( "Effective
Date ") by and between City and Consultant on the following terms and conditions:
SECTION 1— RECITALS
On February 25, 2011, 2011, City and Consultant entered into a MASTER AGREEMENT for
professional services authorized through Resolution 2011 -13.
The purpose of the MASTER AGREEMENT is to provide the City with access to qualified
municipal engineering service providers to augment staff resources as needed.
On August 24, 2012, the City Council of the City of Rohnert Park it Resolution No. 2012 -083
retaining Consultant to provide design review /value engineering and construction management
services for the Adrian Drive Sewer and Water Rehabilitation Project Phase 1 for an amount not
to exceed $ 226,530.
On May 13, 2014, the City Council of the City of Rohnert Park it Resolution No. 2014 -039
amending the Task Order to include services for the Adrian Drive Sewer and Water
Rehabilitation Project Phase 2 for an amount not to exceed $ 195,020 and bringing the total
value of services authorized by the Task Order to $421,550.
During the construction of the Phase 2 Project, the contractor encountered a very shallow gas
line, necessitating relocation by Pacific Gas and Electric Company and requiring that additional
time be added to the contract. The addition of contract time necessitates additional inspection
and construction management services. Consultant is uniquely qualified to continue to provide
inspection services because of its history and familiarity with the project and its design.
SECTION 2 — SCOPE OF WORK
Consultant shall provide additional daily inspection and construction management services for
the Adrian Drive Sewer and Water Rehabilitation Project Phase 2 as more specifically outlined
in the attached Exhibit "A ".
SECTION 3 — COMPENSATION AND PAYMENT
The Consultant shall provide the additional work described in SECTION 2 and Exhibit "A: on a
time and materials basis for an amount not to exceed $48,000 as also outlined in Exhibit "A ".
Total compensation under Task Order 2011 -06, with this second Amendment shall, not exceed
$469,550.00. Payment provisions shall be in accordance with the MASTER AGREEMENT for
professional services between City and Consultant.
SECTION 4 — TIME OF PERFORMANCE
The work described in SECTION 2 shall be completed during Fiscal Year 2014/15 or as may be
extended in writing by the City Engineer or his /her designee.
SECTION 5 — AGREEMENT IN EFFECT
Except as expressly modified by this Second Amendment, all terms and conditions contained in
(a) the MASTER AGREEMENT and (b) Task Order No. 2011 -06 shall remain in full force and
effect and binding on the parties.
SECTION 6 — COUNTERPART SIGNATURES
This Second Amendment may be signed in multiple counterparts, which when signed by all
parties, shall constitute a binding amendment.
SECTION 7 — EFFECTIVE DATE.
This Second Amendment shall not become effective until the date it has been formally approved
by the City Council and executed by the appropriate authorities of the City and Consultant.
Approved this 13th day of January, 2015.
CITY OF ROHNERT PARK BRELJE & RACE
CONSULTING CIVIL ENGINEERS
Darrin Jenkins, City Manager John S. Locey, President
Per Resolution No. adopted by the
Rohnert Park City Council at its meeting of January 13, 2015
Attest:
City Clerk
UP-
PROPOSAL
Amendment to Task Order No. 2011 -06
City of Rohnert Park
ADDITIONAL CONSTRUCTION SERVICES
FOR
ADRIAN DRIVE SEWER & WATER REHABILITATION — PHASE II
Project Number 2012 -04
November 7, 2014
For your consideration, Brelje & Race requests amending Task Order No. 2011 -06 to account for out -of -scope
construction related services performed, and additional services necessary to reach the altered completion date for
the Adrian Drive Project. An earlier amendment to the original (Phase I) contract in the amount of $195,020
provided for our current (Phase Il) budget. The total project budget for this Task Order to date, with the
previously approved amendment is $421,550. We anticipate the current budget will be exhausted before the
Contractor has completed all work, prompting this request for another amendment that will allow us to continue
through the projected completion date.
Our billings through the end of October indicate that we have $22, 260 remaining in our budget, and our billings
have been averaging approximately $30,000 per month during the course of the project. The amount remaining in
the budget would nearly take us to the original finish date of November 10111, however, based on the contractor's
current schedule, and the contract time extensions, the contract period will extend through at least December 13111,
or 33 days beyond the original contract end date. Additionally, there have been several `out of scope' tasks
performed that were unforeseen in our original proposal that have eroded our budget further.
Work tasks outside of the original scope of services are outlined below:
EXTRA SERVICES
The scope of services for this project were expanded to include the following:
1. Assist the City with coordinating repaving efforts associated with failed pavement (potholes) in the Phase
I portion of the project. (Value -= $3,000)
2. Provide construction staking for water and sewer main facilities. (This work was proposed as a $3,800
amendment originally, however, B &R was requested to do the work under our existing budget, with the
expectation that additional funding would be provided if needed.)
3. Weekly progress meetings. (Original budget assumed 16 hours for bi- weekly meetings —Added value to
date z $2,500)
4. Assist the City with coordinating PG &E work to lower the existing gas main and services along a portion
of the project. (Value -= $1,800)
Work tasks remaining that were included in the original scope of services but that still remain due to the time
extension include the following:
1. Daily field observations and office CM services extending 25 additional working days, plus closeout
related services that have yet to be performed. ($30,000)
2. Geotechnical QC services related to street paving, which has also been expanded in scope. ($15,000)
3. Preparation of Record Drawings at completion of project. ($3,000)
4. Other miscellaneous tasks including increased time to assist the Contractor with various work tasks,
paperwork, notifications, etc.
5670 Skylane Blvd. • Santa Rasa, CA 96403 - v. 707-576-1322 =f: 707 - 676 -0469
AMENDED FEE
Based on the time remaining, services of the Geotechnical consultant and other office related tasks that remain to
be performed, including the preparation of the record drawings, a fee of $48,000 is requested to be added to the
budget. A Task and Work Hours tabulation worksheet has been prepared indicating the tasks that will be
remaining after the end of the original contract date. Our fees for this work will continue to be billed on a time
and materials basis, and will not exceed the requested amount without prior written approval. Tabulated fees are
based on our 2014 schedule of rates and services (previously provided).
Respectfully Submitted,
BRELJE & RACE
Associate Principal
Page 2 of 2
CONSTRUCTION MANAGEMENT
TASK, WORK HOUR AND COST TABULATION
ADRIAN DRIVE SEWER AND WATER REHABILITATION - PHASE II
CITY OF ROHNERT PARK
CONSTRUCTION MANAGEMENT
Photograph or Video Documentation�3)
2.01
Pre - Construction Meeting
Field Changes (2)
2.02
Project Meetin s«
12
2
2.03
Schedule Management (2)
Geotechnical Observation & QA Testing
2.04
Maintain Project Records( ")
4
2
16
2.05
Prepare Bi- Weekly Reports
Project Documents
2
8
8
2.06
Review Monthly Progress Payments (2)
4
1
2
2.07
Requests for Information U1 ('-)
Worksite Safety and Liability Awareness(l)
2.08
Potential Change Orders COs and Change Orders
Water Sampling for Bacteriological Clearance«1�41
2.09
Coordinate Submittal and Shop Drawing Review Process
JPubhc Relationst �1
2
2.10
Permits Compliance(2)
2.11
Monitor Construction Record Drawings (2)
4
8
2.12
Claims Management
2.13
Field Inspection(i)
200
2.14
Photograph or Video Documentation�3)
2.15
Field Changes (2)
2.16
Inspection Reports(2)
2
2.17
Geotechnical Observation & QA Testing
15,000
2.18
Substantial Completion and Punch List
2
16
2.19
Project Documents
2
8
8
220
Notice of Com letion
1
2
2.21
Worksite Safety and Liability Awareness(l)
2.22
Water Sampling for Bacteriological Clearance«1�41
2.23
JPubhc Relationst �1
2