2018/03/27 City Council Resolution 2018-036RESOLUTION NO. 2018-036
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK
AUTHORIZING THE CITY MANAGER TO EXECUTE TASK ORDER 2018-01 WITH
GREEN VALLEY CONSULTING ENGINEERS FOR CONSTRUCTION
MANAGEMENT AND INSPECTION SERVICES FOR THE UNIVERSITY DISTRICT
PROJECT AND AUTHORIZING THE FINANCE DIRECTOR TO MAKE
APPROPRIATIONS AND INCREASE BUDGETED REVENUE TO ACCOUNT FOR
DEVELOPER REIMBURSEMENTS
WHEREAS, the City entered into a Master Agreement with Green Valley Consulting
Engineers for Design Professional Services on January 26, 2011, pursuant to City Council
Resolution No. 2011-07 adopted on January 25, 2011 after a qualifications -based selection
process;
WHEREAS, under the 2011 agreement, the City entered into a Task Order No. 2014-02
with Green Valley Consulting Engineers for On -Call Construction Management and Inspection
Services for University District Sheet;
WHEREAS, consistent with the Purchasing Policy, the City entered into a new 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;
WHEREAS, under the 2016 agreement the City entered into Task Orders 2016-01 and
2017-01 with Green Valley Consulting Engineers to continue construction management and
inspection work at the University District;
WHEREAS, both Task Order 2016-01 and 2017-01 have reached their respective
funding limits;
WHEREAS, the University District Project is proceeding with additional public
improvements, all of which require city management, inspection and acceptance;
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 Task Order No 2018-01 at its duly noticed
regular meeting of March 27. 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 Task Order No. 2018-01 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
University District Project in an amount not to exceed one million three thousand dollars and no
cents ($1,300,000.00).
BE IT FURTHER RESOLVED that the City Manager is hereby authorized and directed
to take all actions to effectuate the Task Order for and on behalf of the City of Rohnert Park,
including execution, if necessary, in substantially similar form to the Task Order 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 make appropriations and increase budgeted revenue as
necessary to cover the costs of the Task Order.
DULY AND REGULARLY ADOPTED this 27th day of March, 2018.
CITY OF ROHNERT PARK
Pam Stafford, Mayor
ATTEST:
Anne Buergler, City Clerk 13
ATTACHMENT: Exhibit `A'
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2018-036
EXHIBIT A
GREEN VALLEY TASK ORDER NO. 2018-01
CITY OF ROHNERT PARK
AND
GREEN VALLEY CONSULTING ENGINEERS
AUTHORIZATION TO PROVIDE CONSTRUCTION MANAGEMENT AND INSPECTION
SERVICES FOR THE UNIVERSITY DISTRICT
SECTION 1 — PURPOSE
The purpose of this Task Order 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") hereto dated March 1, 2016.
SECTION 2 — SCOPE OF WORK
The items authorized by this Task Order are presented in Exhibit "A" - Scope of Services.
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 Exhibit `B" for an amount not -to -exceed One Million Three
Hundred Thousand Dollars and No Cents $1,300,000.
SECTION 4 — TIME OF PERFORMANCE
The work described in SECTION 2 shall be completed by March 31, 2019, 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 27"', day of March, 2018.
CITY OF ROHNERT PARK GREEN VALLEY CONSULTING ENGINEERS
Darrin Jenkins, City Manager (Date) Liz Ellis, President (Date)
Per Resolution No. 2018- adopted by the
Rohnert Park City Council at its meeting of March 27, 2018
ATTEST:
City Clerk
APPROVED AS TO FORM:
City Attorney
ATTACHMENT "A" TO Task Order 2018-01
SCOPE OF SERVICES
On -Call Construction Management and Inspection Services by
Green Valley Consulting Engineers for the University District Project
Scone of Servigm
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,
Green Valley TO 2018-01
Page 1
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
Green Valley TO 2018-01
Page 2
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