2018/01/23 City Council Resolution 2018-007RESOLUTION NO. 2018-007
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK
AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENT 1 TO TASK
ORDER 2017-02 WITH GREEN VALLEY CONSULTING ENGINEERS FOR
CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES FOR THE
SOUTHEAST SPECIFIC PLAN AND RELATED ACTIONS
WHEREAS, consistent with the Purchasing Policy, the City entered into a Master
Agreement with Green Valley Consulting Engineers for Design Professional Services on March
1, 2016, pursuant to City Council Resolution No. 2016-16 adopted on February 23, 2016; and
WHEREAS, under the 2016 agreement the City entered into Task Order 2017-02 with
Green Valley Consulting Engineers for construction management and inspection services at the
Southeast Specific Plan Area; and
WHEREAS, Task Order 2017-02 has reached its funding limits; and
WHEREAS, development within the Southeast Specific Plan Area is proceeding with
additional public improvements, all of which require city management, inspection, and
acceptance; and
WHEREAS, staff requested and has received a proposal from Green Valley Consulting
Engineers for continued construction management and inspection services; and
WHEREAS, the City Council considered Amendment 1 to Task Order No 2017-02 at its
duly noticed regular meeting of January 23, 2018.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Rohnert
Park that it does hereby authorize the City Manager to execute Amendment 1 to Task Order No.
2017-02 by and between Green Valley Consulting Engineers, a California Corporation, and the
City of Rohnert Park, a municipal corporation, for Construction Management and Inspection
Services for the Southeast Specific Plan Area in an amount not to exceed one hundred thousand
dollars and no cents ($100,000.00).
BE IT FURTHER RESOLVED that the City Manager is hereby authorized and directed
to take all actions to effectuate the amended Task Order on behalf of the City of Rohnert Park,
including execution, if necessary, in substantially similar form to the Task Order Amendment
attached hereto and incorporated by this reference as Exhibit "A," subject to minor modifications
by the City Manager or City Attorney.
BE IT FURTHER RESOLVED that upon receipt of developer reimbursements, the
Finance Director is authorized to increase budgeted revenue appropriations as necessary to cover
the costs of the Task Order.
DULY AND REGULARLY ADOPTED this 23`d day of January, 2018.
CITY OF ROHNERT PARK
Pam Stafford, Mayor
ATTEST:
6me M. Buergl&, City Clerk'
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(2)
2018-007
Exhibit A to Resolution
AMENDMENT 1 TO TASK ORDER NO. 2017-02
CITY OF ROHNERT PARK
AND GREEN VALLEY CONSULTING ENGINEERS
AUTHORIZATION OF ADDITIONAL ENGINEERING SERVICES FOR ON CALL
CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES AT THE SOUTHEAST
SPECIFIC PLAN AREA
SECTION 1— PURPOSE
The purpose of this Amendment 1 to Task Order No. 2017-02 ("Amendment") is to authorize
and direct Green Valley Consulting Engineers 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 Green Valley Consulting Engineers ("Consultant") dated March 1,
2016.
SECTION 2 — SCOPE OF WORK
The additional items authorized by this Amendment are presented in Exhibit "A," attached
hereto and incorporated herein.
SECTION 3 — COMPENSATION AND PAYMENT
Compensation shall be as provided in the MASTER AGREEMENT between the parties
referenced in SECTION 1. 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 "A" attached hereto and incorporated herein, for an amount not -to -exceed $100,000.
Total compensation under Task Order No. 2017-02 and this Amendment shall not exceed
$150,000.
SECTION 4 — TIME OF PERFORMANCE
The work described in SECTION 2 shall be completed by December 31, 2018, or as extended by
the City Engineer or her 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 23`d day of January, 2018.
CITY OF ROHNERT PARK GREEN VALLEY CONSULTING
ENGINEERS
Darrin Jenkins, City Manager Elizabeth Ellis, President
Per Resolution No. 2018- adopted by the
Rohnert Park City Council at its meeting of 1/23/18
ATTEST:
APPROVED AS TO FORM:
City Clerk City Attorney
EXHIBIT A TO GREEN VALLEY
TASK ORDER 2017-02 AMEND 1
ATTACHMENT "A" to Task Order No. 2017-02
SCOPE OF SERVICES
On -Call Construction Management and Inspection Services by Green
Valley Consulting Engineers for the Southeast Development Project
Scone of Services
Task No 1 - Pre -Construction and Initial Construction Activities
Green Valley's pre -construction services will include logistics, coordination, and meetings with the
Contractor, City, utility companies, and other project stake holders. It is our understanding that the
Construction Manager will be responsible for leading the meeting. Additional services to be
provided at this stage include:
➢ Pre -construction digital photos of the project site
➢ Set up the project files in accordance with the City's standard formats for administration
➢ Development of written and verbal communication protocol (and associated forms) with the
Construction Manager and City Staff
Task No. 2 — Daily Field Inspection & Documentation
Green Valley will provide daily, on-site inspections of the construction activities to ensure that the
contract work conforms to the contract documents and Governing Construction Standards. The
on-site inspector will provide documentation of the work on daily inspection reports. Daily
inspection reports may be submitted to the City on a weekly basis for the previous week's work.
Green Valley will also document the work in progress with digital photos. Other important tasks of
the on-site inspector include public relations and safety measures, especially traffic control
measures during construction.
If requested, our Inspector will confirm that all design permit requirements are met and will act as
the liaison between the Contractor, Construction Manager, and other stakeholders. Specifically,
we can assist with the following work:
➢ Measurement of work, pay requests, change order support, and related contract issues
➢ Preparation and processing payment recommendations to the City using Microsoft Office
formats
➢ Review of Certified Payroll reports
➢ Coordination of all required testing as specified by the Contract documents
➢ Quality Control/Assurance of construction approach and written communications
We know that documentation and communication is critical to the success of construction projects
and we are committed to keeping the Construction Manager, City staff and other stakeholders
informed regarding critical construction details, progress of the work and costs of the project. We
will document all construction issues with the following reports:
➢ Progress Meeting Minutes
➢ Daily inspection Reports; Weekly statement of Working days
➢ Monthly Status Report
The Monthly Status Report will provide the City with information on construction activities for the
month, change order cost summary, pay estimate cost summary and contract time summary.
Task No. 3 - Requests for Information (RFI)
The Contractor will be required to submit all Requests for Information in writing. The Inspector will
work under the direction of the appointed Construction Manager to follow up as needed with the
Contractor to clarify requests, obtain needed information and provide direction as required to proceed
with the work.
Task No. 4 — Closeout & Record Drawings
We will work with the City and the Contractor to keep a "record set" of drawings to document
changes and as -built conditions of original design plans. Once construction is completed to the
satisfaction of the City, we compile all pertinent files and related information and submit to the
City for their permanent records. We will furnish the City the following:
➢ Record drawings
➢ Project Photos
➢ All contract files and records
➢ Electronic files
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