2017/05/23 City Council Resolution 2017-062RESOLUTION NO. 2017-062
A RESOLUTION AUTHORIZING THE MARTIN REHABILITATION
PROJECT (PROJECT NO. 2017-15) AND RELATED ACTIONS
WHEREAS, the existing section of Martin Avenue is deteriorated and in need of
rehabilitation; and
WHEREAS, undertaking the rehabilitation of Martin Avenue at this time allows for
better coordination with the development activity and improved service to the public, while
reducing the impacts from construction related activity; and
WHEREAS, in accordance with the City's Purchasing Policy, staff has issued request
for Qualifications for engineering design services, evaluated responses and determined that Moe
Engineering is most qualified to provide design services on this project; and
WHEREAS, Moe Engineering has executed a Master Services Agreement with the City
and has appropriate insurance on file; and
WHEREAS, funding for the construction of the Martin Avenue Project is not included
in the City's current capital improvement program.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Rohnert Park does hereby authorize the Martin Avenue Improvement Project with an initial
budget of one hundred and thirty thousand dollars ($130,000) to be funded from the City's
Road Refuse Impact Fee Fund (Fund 125).
BE IT FURTHER RESOLVED, the City Manager is authorized to the execute the
First Amendment to Task Order 2016-03 with Moe Engineering attached hereto as Exhibit
"A" and incorporated herein by reference, subject to minor modifications by the City
Manager or City Attorney.
BE IT FURTHER RESOLVED that the Finance Director is authorized to amend
the budget, make appropriations and transfer funds as necessary to fund the authorized
budget for the project.
DULY AND REGULARLY ADOPTED this 23rd day of May, 2017.
ATTEST:
UlAtme M. Buergler, City
Attachment: Exhibit A
CITY OF ROHNERT PARK
AHANOTU: BELFORTE: ki l CALLINAN: STAFFORD: Alp- MACKENZIE:
AYES: (c5 ) NOES: ( 0 ) ABSENT: ( (D) ABSTAIN: ( & )
(2)
2017-062
Exhibit A to Resolution
FIRST AMENDMENT TO
TASK ORDER NO. 2016-03
CITY OF ROHNERT PARK
AND
MOE ENGINEERING
AUTHORIZATION OF ADDITIONAL ENGINEERING SERVICES
FOR MARTIN AVENUE REHABILITATION PROJECT
SECTION 1— PURPOSE
The purpose of this First Amendment to Task Order 2016-03 ("First Amendment") is to
authorize and direct Moe 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 Moe Engineering ("Consultant") dated April 1, 2016.
SECTION 2 — SCOPE OF WORK
In addition to the work authorized by Task Order 2016-03, the additional items
authorized by this First Amendment 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 $66,425.00.
Total compensation under Task Order 2016-03 and this First Amendment shall not
exceed $80,875.00
SECTION 4 — TIME OF PERFORMANCE
The work described in SECTION 2 of this First Amendment shall be completed by
December 31, 2017 or as extended by the City Engineer or his designee.
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 12017,
CITY OF ROHNERT PARK
Darrin Jenkins, City Manager
Per Resolution No. 2017- adopted by the
Rohnert Park City Council at its meeting
Of 2017,
ATTEST:
MOE ENGINEERING
John Moe, President Date
APPROVED AS TO FORM
City Clerk City Attorney
MOE ENGINEERING TASK ORDER NO. 2016-03 Exhibit A
CITY OF ROHNERT PARK
AND
MOE ENGINEERING
AUTHORIZATION TO PROVIDE FIELD TOPO SURVEY AND UTILITY POTHOLING FOR THE
MARTING AVENUE REHABILITATION PROJECT
SECTION 1— PURPOSE
The purpose of this Task Order is to authorize and direct Moe 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 Moe Engineering ("Consultant") hereto dated April 1, 2016
SECTION 2 — SCOPE OF WORK
The items authorized by this Task Order are presented in Attachment "A" - Scope of Services and
proposal amount.
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 "A" for an amount not -to -exceed $14,450.00.
SECTION 4 — TIME OF PERFORMANCE
The work described in SECTION 2 shall be completed by October 31, 2017 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 6th day of April 13, 2017
CITY OF R07E T PARK
Mary Grace P son, Director of 4/14/17
Development Selvices
Per Purchasing Policy 4 adopted
By Resolution 28;2-3a- JC, i �i -4j I
MOE ENGINEERING
Jo11n oe, President Date 4/14/17
Exhibit B
°� MOE
a
2950 Montecito Avenue
Santa Rosa, CA 95404
(707) 544 - 6274 FAX (707) 544 - 9086
April 25, 2017
Art da Rosa
City of Rohnert Park
Development Services
130 Avram Avenue
Rohnert Park, CA 94928
Subject: Revised Cost Proposal for Design Engineering Services
Martin Ave Rehabilitation
Rohnert Park
Dear Mr. da Rosa:
We are pleased to learn our firm has been selected to provide design engineering
services for the Martin Avenue Rehabilitation project. Thank you for meeting with
Rick Pedroncelli and myself on April 10th. We understand the reduced scope of work
to be from rehabilitating segments of Commerce Blvd, Redwood Drive & Martin
Avenue to only Martin Avenue with the traffic signal modification at the intersection
with Redwood Drive. Also, we understand the City would like the Martin Avenue
rehabilitation construction to occur as soon as possible versus in 2018. Based on our
meeting we understand the revised scope of work to be described as follows:
1. Prepared plans, technical specifications and provide construction estimate for
Full Depth Reclamation (FDR) cement of Martin Avenue between but not
including the intersections of Dowdell Avenue and Redwood Drive.
2. The County of Sonoma Materials Lab will provide geotechnical investigation
and mix design for FDR (Cement) under services secured by the City.
3. Moe Engineering will complete a CEQA Categorical exemption for the Cities
execution and filing.
4. The City desires to avoid Storm Water Low Impact Development (LID)
requirements and triggers that require implementation of LID measures. This
desire appears acceptable as the Santa Rosa Low Impact Development
Manual, Determination Worksheet, Part 2: Project Exemptions, include
projects which are a routine maintenance activity that is being conducted to
maintain original line and grade, hydraulic capacity, and original purpose of
facility such as resurfacing existing roads. If the City is desiring to obtain
Regional Water Quality Board credit for implementing LID measures with this
project tree pods at the two curb inlets near Redwood Drive may be an
affordable item to consider.
Martin Ave Rehabilitation - Proposal for Design Engineering Services
Page 2 of 5
April 25, 2017
5. It is understood that the funding of the project is being made by and through
City funds which do not require any federal or state permits or approvals.
6. A complete field topographic survey will be conducted and drafting of base
mapping of the Martin Avenue segment.
7. All utilities will be researched and identified on the base mapping. Utility
companies, such as PG&E, Comcast, and AT&T will be consulted and
requested to provide utility depths and locations in order to accurately map
them. Moe will hire a contractor to perform potholing of utilities under a city -
issued encroachment permit.
8. Moe Engineering will work collaboratively with the County of Sonoma
Materials Lab per the City request for corings and designing of the FDR mix
design section.
9. Moe is reviewing the private development plans for the Residences at Five
Creek and therefore will coordinate the redesign of the western leg of the
Martin/Dowdell intersection including the southern leg of the intersection
(Ashley Furniture Site) with the private engineer's plans. Moe believes the
private development plans can and should provide for the design.
Additionally, the Residences at Five Creek plans include installation of a 12 -
inch water main in Redwood Drive at the intersection with Martin Avenue.
This work will need to be coordinated with the construction of the Martin Ave
FDR work.
10. Moe will utilize W -trans for developing plans and technical specifications for
the upgrade of the existing traffic signal located at Martin/Redwood
intersection including advance detection system and a 2070 signal controller.
The construction of this signal upgrade is proposed to be solicited separately
from the Martin Avenue construction via an informal bid processes which
would allow the installation to occur prior to the pavement rehab work.
11. Moe will provide engineering design services to prepare plans, specification
and construction cost estimates (60% design, 90% design, and 100% design)
and design/construction schedule for the Project. This work will include:
60% Submittal
60% Plans consists of draft Typical Cross Sections, Layout Plans detailing
existing utilities and work to be done, Striping plans, rudimentary technical
specifications, and construction cost estimate. The submittal will include outline
specifications, 3 sets of preliminary plans and a preliminary estimate of probable
construction costs.
90% Submittal
Moe will meet with the City to review the 60% design comments. Following this
review, Moe will prepare the 90% submittal. The 90% Plan is expected to be
advertisement ready product with all comments from the 60% submittal
Martin Ave Rehabilitation - Proposal for Design Engineering Services
Page 3 of 5
April 25, 2017
implemented. Traffic signal upgrade with advance detection system will need to
be completed with the 90% submittals of plans, specifications, and estimates.
Final Submittal
Following the 90% review meeting with the City, Moe will prepare final bid
documents. An electronic copy of the drawings (in both AutoCAD and pdf) and
specifications will also be provided. Moe will also prepare a design package to
facilitate the construction management personnel, such package will be
equivalent to the RE Folder as described in Caltrans Construction Manual.
12. Moe will provide complete project advertisement services for both the
informally bid Traffic Signal Modifications and the formally bid Martin Ave.
work. Moe will advertise the project on the City's behalf, respond to RFI's
during advertisement, and recommend the lowest responsible bidder. Moe will
cooperate with the Construction Management Team to provide a complete and
timely project delivery.
13. Moe will respond to RFI's during construction, attend the pre -construction
meeting, review submittals, change order review and As -built preparation.
We offer the following cost proposal for the above-described design services for this
project. Pursuant to our review of the Request for Qualifications and to further
communicate, we propose to provide the following services for developing plans,
technical specifications, estimate, preparation of the bid documents, and construction
support:
Phase 1 — Initial Information Gathering $ 15,850.00
- Project Setup/Coordination/Research
- Meetings
- Field review
- Topographic Survey
- Base Mapping
Phase 2 - 60% Submittal — Plans and Estimate $ 15,000.00
- Rehabilitation design drafting
- Traffic Signal Modifications Design
- Generate City Standard Sheets
- QA/QC review
- Meetings
Phase 3 — 90% Submittal — PS&E $ 18,800.00
- Revisions
- Special Provisions & Technical Specifications
- Meetings
- Geotechnical Supplemental Consultation
Martin Ave Rehabilitation - Proposal for Design Engineering Services
Page 4 of 5
April 25, 2017
Phase 4 - 100% Submittal — PS&E $ 2,600.00
- Provide final electronic format
Project Management — Including Subconsultants $ 7,875.00
Sub -Consultant Design (W -Trans) $ 7,700,00
Estimated Expenses - Mileage & Printing $ 750.00
SUBTOTAL ENGINEERING DESIGN SERVICES $ 68,575.00
Phase 5 — CONTRACT ASSISTANCE
- Solicit Bids (Advertising)
- Respond to bidders' questions
- Attend pre-bid conference
- Review submittals
- Recommend Lowest Bidder
- Site visits, coordination with City CM
- Prepare As-Builts
SUBTOTAL — TIME AND MATERIALS $ 12,300.00
We propose to provide the above ENGINEERING DESIGN SERVICES for a Not -to -
Exceed fee of $68,575.00.
We propose to provide the above CONTRACT ASSISTANCE for a Time and
Materials fee of $12,300.00.
The total proposed fee for Engineering Design__Seryicesand Contract Assistance
is $80,875.00. With the previously authorized amount of $14,450.00 for setting up
the project, field topo survey and potholing the total amount requested for a
Professional Services Agreement is reduced to $66,425.00.
Martin Ave Rehabilitation - Proposal for Design Engineering Services
Page 5 of 5
April 25, 2017
The following items are specifically excluded from this proposal:
• Geotechnical Engineering services
• Structural, traffic analysis, lighting engineering services
• Architectural and landscape architectural services
• Payment of any fees associated with the submittal or completion of this project.
• Redesign of the western leg of the Martin/Dowdell intersection including the
southern leg of the intersection (Ashley Furniture Site)
• Irrigation and landscape design and layout
• Construction Management Services
• Construction Inspection Services
• Right of Way Acquisition services
If you have any questions or would like clarification of the proposed services, please
feel free to call.
Thank you for the opportunity to provide this proposal for engineering services. We
look forward to working with you on this project.
Sincerely,
John L. Moe, PE
President
Moe Engineering, Inc.
City of Rohnert Park Moe Engineering, Inc.
MARTIN AVE REHABILITATION Date: 4/25/2017
Job No. 2017-032
Estimated Level of Effort
Labor Cost
Category Principal I Sr. Eng. /LS Assist. Eng. Eng. Tech Task Project
Rate S 200.00 $ 175..00 5 135.00 5 125.00 1 Amount Total
PHASE 1 - INITIAL INFORMATION GATHERING
1.1
Project Setup / Coordination J Research
(Hours
2
2
12
4
32
Amount
$ 400.00
$ 350.00
$ - $
500.00
$ 1,250.00
1.2
Meetings - up to 2 each
Hours
4
6
$
4.00
$ 8.00
$
16.00
Amount
$ 800.00
$ 1,050.00
$ $
$
$ 1,850.00
1.3
(Field review
IHours
2
2
Generate City Standard Sheets
Hours
4
6
.Amount
$ 400.00
$ 350.00
$ $
$ 750.00
1.4
Topographic Survey
Hours
$ - 5
9
$ 1,000-00
9
QA/QC review
IHours
Amount
$ -
5 1.575..00
5 - $
1.125.00
$ 2,700.00
1.5
(Base mapping
Hours
400.00
4
$ $
16
$ 1,450.00
2.5
meetings - up to 2 each
.Amount
$
$ 700.00
$ $
2,000.00
$ 2,700.00
,Amount
$
400.00
$ 1,050.00
$ $
$ 1,450.00
Subtota4
5 9.250.00
SUBCONSULTANTS
1.6
Potholing utilities
$ 5,200.00
estimated 2 days, vacuum excavator+2 man crew, $2,600/day
Subtotal authorized under Task Order 2016.03
$ 14,450.00
1.7 Coordination of Potholing work lHours 1 1 8 1 1 1
Amount 1 $ - 1 $ 1,400.00 1 $ - 1 $ - $ 1,400.00
Subtotal Phase 1
PHASE 2 - 60% SUBMITTAL - PLANS & ESTIMATE
$ 15,850.00
2.1
Rehabilitation design drafting
Hours
4
12
32
Amount
$
800.00
5 2,100.00
S $
4.000.00
$ 6,900.00
22
Traffic Signal Mods Design coordination
Hours
$
4.00
$ 8.00
$
16.00
1
Amount
$
800.00
$ 1,400.00
$ $
2,000.00
$ 4,200.00
2.3
Generate City Standard Sheets
Hours
4
6
8
,Amount
$
-
5 -
$ - 5
1,00uo
$ 1,000-00
2.4
QA/QC review
IHours
2
6
2
Amount
$
400.00
$ 1,050.00
$ $
250.00
$ 1,450.00
2.5
meetings - up to 2 each
IHours
2
6
,Amount
$
400.00
$ 1,050.00
$ $
$ 1,450.00
Subtotal Phase 2
PHASE 3 -90% SUBMITTAL - PS&E
$ 15,000.00
3.1
IRevisions
Hours
4
16
24
,Amount
$
800.00.
$ 2,800.00
$ $
3,000.00
$ 6,600.00
3.2
Special Provisions & Technical Specifications
Hours
4
24
24
_
,Amount
S
800.00
S 4,200.00
S $
3.000.00
$ 8,000.00
3.3
Meetings - up to 2 each
Hours
4
6
2
,Amount
$
800.00
$ 1,050.00
$ $
250.00
$ 2,100.00
3.4
Coordinate County Materails Lab Design
Hours
4
6
2
.Amount
1 $
800.00 15
1,050.00 1
$ $
250.00
$ 2,100.00
Subtotal Phase 3
PHASE 4 . 100% SUBMITTAL - PS&E
4.1 (Provide final electronic format Hours 2 4 12
Amount 1 $ 400.00 1 $ 700.00 1$ 1,500.00 1 $ 2,600.00
Subtotal Phase 4
$ 18,800.00
$ 2,600.00
Estimated Level of Effort -Martin Rehabilitation 4/25/2017
PROJECT MANAGEMENT
Including subconsultants Hours 45
Amount 1 $ $ 7,875.00 1 $ $ $ 7,875.00
Subtotal Project Management
$ 7,875.00
Sub -Consultant Design (W -Trans) $ 7,700.00
Estimated Expenses - Mileage and printing $ 750.00
Subtotal Design - Not To Exceed $ 68,575.00
PHASE 5 - CONTRACT ASSISTANCE
6.1
Solicit Bids (Advertising)
iHours
2
4
4
Amount
$
400.00
$ 700.00
$ $
500.00
$ 1,600.00
6.2
(Respond to bidders' questions
Hours
2
8
2
Amount
$
400.00
$ 1,400.00
$ $
250.00
$ 2,050.00
6.3
,Attend pre-bid conference
Hours
2
4
Amount
$
400.00
$ 700-00
$ $
-
$ 1,100.00
6.4
Review Submittals
Hours
2
6
,Amount
$
400.00
S 1,050.00
$ $
$ 1.450.00
6.5
Recommend Lowest Bidder
Hours
1
2
2
Amount
$
200.00
$ 35000
$ $
250.00
$ 800.00
6.6
Site visits; coordinate with City CM
Hours
4
8
8
Amount
$
800.00
S 1,400.00
$ $
1,000.00
$ 3,200.00
6.7
Prepare As-Builts
Hours
2
4
8
Amount
$
400.00
$ 700.00
$ $
1,000.00
$ 2,100.00
Subtotal - Contract Assistance
$ 12,300.00
Total - Design, Contract Assistance $ 80,875.00
Minus Subtotal authorized under Task Order 2016-031 14,450.00
Total Professional Services Agreement amount $ 66,425.00
Estimated Level of Effort -Martin Rehabilitation 4/25/2017