2015/04/14 City Council Resolution 2015-061RESOLUTION NO. 2015 -061
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK
AUTHORIZING AND APPROVING AMENDMENT I TO TASK ORDER 2014 -03 WITH
BRELJE & RACE CONSULTING ENGINEERS FOR DESIGN REVIEW
ENGINEERING SERVICES FOR THE EAST SIDE TRUNK SEWER PHASE III AND
SNYDER LANE WIDENING PROJECT NUMBER 2014 -01
WHEREAS, the City of Rohnert Park (City) General Plan and Public Facilities Finance
Plan include projects for East Side Trunk Sewer, widening Snyder Lane and widening the Snyder
Lane Bridge at Copeland Creek; and
WHEREAS, City has approved Task Order 2014 -03 with Brelje & Race Consulting
Engineers (Consultant) by Resolution No. 2014 -03, dated May 13, 2014 for design review
engineering services for the East Side Trunk Sewer Phase III and Snyder Lane Widening Project;
and
WHEREAS, City has requested that Consultant perform additional work beyond the
scope of the original agreement, specifically the review of one additional submittal package; and
WHEREAS, Consultant has submitted a proposal to amend the existing Task Order.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Rohnert
Park that it does hereby authorize and approve the Amendment 1 to Task Order 2014 -03 with
Brelje & Race Consulting Engineers.
BE IT FURTHER RESOLVED that the City Manager is hereby authorized and directed
to take all actions to effectuate this amendment for and on behalf of the City of Rohnert Park,
including execution, if necessary, in substantially similar form to the amendment attached hereto
as Exhibit "A," subject to minor modifications by the City Manager or City Attorney.
DULY AND REGULARLY ADOPTED this 14th day of April, 2015.
CITY OE RO>f INERT PARK
ATTEST:
IoAnne M. Buergler, Cit Clerk
CALLINAN: J-Vi MACKENZIE: ( -4J-� STAFFORD: BELFORTE: Age, AHANOTU: 1_1r)c''
AYES: ( ) NOES: ( 0 ) ABSENT: ( 1 ) ABSTAIN: (6 )
AMENDMENT 1 TO
TASK ORDER NO. 2014 -03
CITY OF ROHNERT PARK
AND
BRELJE & RACE
AUTHORIZATION OF ADDITIONAL ENGINEERING 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 additional items authorized by this Task Order are presented in Exhibit "A ".
SECTION 3 — COMPENSATION AND PAYMENT
Compensation shall be as provided in the MASTER AGREEMENT between the parties
hereto referenced in SECTION 1 above. The additional cost for the additional 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
Exhibit "B" for an amount not -to- exceed $14,450.00.
Total compensation under this Task Order with this Amendment shall not exceed
$97,080.00.
SECTION 4 — TIME OF PERFORMANCE
The work described in SECTION 2 shall be completed with twelve months of the
approval date of this Amendment, as set forth below.
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 )2015.
CITY OF ROHNERT PARK
Darrin Jenkins, City Manager
Per Resolution No. 2015- adopted by the
Rohnert Park City Council at its meeting of 4/14/15
BRELJE & RACE
John S. Locey, President
Exhibit A
March 6, 2015
Mary Grace Pawson
City of Rohnert Park
130 Avrain Avenue
Rohnert Park, CA 94928
Subject: ESTS Ph. III & Snyder Lane Widening Project — Revised Request for
Amendment to Task Order No. 2014 -03; City Project No. 2014 -01
B &R File No. 3891.01
Dear Mary Grace:
For your consideration, Brelje & Race respectfully requests amending Task Order No. 2014 -03 to
account for the extra hours required to date, and hours still anticipated necessary to adequately
complete the peer review work. The extra hours have resulted from additional, out -of -scope services
performed (or to be performed), services that were unanticipated due to the complexity of the project
and /or changes within the design scope, and missing or ornitted information at each review stage that
required more extensive review at later stages of the design.
The original contract budget amount of $82,630 has been exceeded as of our current billing cycle.
Additionally, Brelje & Race has been requested to attend an on -site meeting and to review the signed
plans and specifications after bid advertising commences and after the first addendum is completed
in order to ensure comments from the 100% review have been adequately and frilly incorporated. Any
comments generated at that point would be addressed by a second addendum to be distributed ahead
of the bid opening. This last review was not included in our original scope of services, however it is
strongly recommended that Brelje & Race perform a final check since there were still sevelal 101111dred
comments generated in the 100% review, and some of the comments (and the pending site meeting)
deal with substantial constructability issues including conflicting design information or completely
missing information.
Some services originally anticipated were not performed, such as meetings and coordination with the
High School, however the hours for those tasks were small and absorbed by other tasks. The
unanticipated work items that were either outside of the original scope of services or were due to
changes in the design scope are outlined below:
1. Additional length was added to the project roadway work and paving of the adjacent parking
lots at the Spreckles Center were added requiring extra time for review and comment.
2. Due to missing information at the 75% review, a substantial increase in time was necessary to
complete the 90% review. (40+ sheets were added between submittals — this is where the
largest increase in review time was noticed).
470 Aviation Blvd, Suite 120 � Santa Rosa, CA 05403 v, 707 - 670,1322
wwwbron,corn
Mary Grace Pawson
March 6, 2015
Page 2 of 2
At the 100% review, no 90% review comment responses were provided, requiring additional
time to hunt for the changed (and unchanged) items within the plans and the specifications.
Plus, there was a substantial amount of new information added between the 90% and 100%
reviews that required a first review, rather than simply checking that the recommendations of
the previous review were followed. Time to review new information at the 100% review level
was not originally anticipated.
4. Several meetings were added during the design and attended by various members of the B&R
team.
Attached is the original Task, Work Hour and Cost Tabulation worksheet which estimated the time
to complete each task and an Actual Work Hour and Cost Tabulation worksheet which shows the
actual hours spent by our team on each of the planned tasks, plus an estimate of the time necessary
to perform the review of the final bid documents and addendum. It can be seen by comparing the
spreadsheets that we were under budget through the 75% review, but due to a fair amount of missing
information at the 75% review, the budget was exceeded at the 90% and 100% review periods. At
each of the final review stages, there was a substantial amount of new information that had not been
reviewed previously, requiring extra time to complete.
AMENDED FEE
Our current billing through the end of last month and which will be sent to the City shortly indicates
that the budget has been exceeded by $6,850.00 to date, which is requested to be added to the budget.
Additionally, a fee of $7,600 has been estimated for performing the requested review of the final
contract documents and to attend the planned site meeting. The total amended fee request is $14,450.
Our fees will continue to be billed on a time and materials basis, and will not exceed the requested
amount without prior written approval.
Please contact me should you have any questions or should you care to discuss any of the items within
this amendment request.
Very truly yours,
BRELJE & RACE
M. Sean Jeane
enclosures
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