2021/02/09 City Council Resolution 2021-014 RESOLUTION NO. 2021-014
RESOLUTION FINDING THE STATE FARM DRIVE & COMMERCE BOULEVARD
WATER LINE REPLACEMENT PROJECT (PROJECT 2019-29), EXEMPT FROM
THE CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) UNDER PUBLIC
RESOURCE CODE SECTION 21080.21,APPROVING THE PLANS AND
SPECIFICATIONS,AWARDING THE CONSTRUCTION CONTRACT TO MICHAEL
PAUL COMPANY, INC. IN THE AMOUNT OF $986,593.00, AND APPROVING TASK
ORDER 2020-04 FOR CONSTRUCTION SERVICES FOR COASTLAND CIVIL
ENGINEERING, INC.
WHEREAS, on June 23, 2020, the City Council approved the Capital Improvement Program
(Program) Fiscal Year 2020-2021, which includes a project titled Commerce Water Line
Replacement (Project 2019-29);
WHEREAS,the scope of work includes replacing the existing water line, replacing
backflow devices, replacing fire hydrants, and replacing service connections; and
WHEREAS, plans and specifications for the water line replacement of the State Farm
Drive/Commerce Boulevard Water Line Replacement were prepared by Coastland Civil Engineers,
Inc. and approved by the Deputy City Engineer; and
WHEREAS, consistent with the Public Contract Code, an invitation for bids was posted and
published on December 11, 2020 and December 18, 2020, for the Project; and
WHEREAS, 10 sealed bids were received on the bid opening date of January 14, 2021
and were publicly opened; and
WHEREAS, staff reviewed the bids and determined that Michael Paul Company, Inc.
submitted the lowest responsive and responsible bid with an amount of$986,593.00; and
WHEREAS,the City's approved 2020-2021 Capital Improvement Program includes
enough funding to cover the construction scope of work; and
WHEREAS, staff does not have the capacity to provide construction management
services for the State Farm Drive/Commerce Boulevard Water Line Replacement Project, and
Coastland Civil Engineering, Inc. is qualified and familiar with the State Farm Drive/Commerce
Boulevard Water Line Replacement as both the design consultant and construction management
consultant; and
WHEREAS, staff prepared Task Order Number 2020-04 for construction management
services by Coastland Civil Engineer, Inc. for the Project and determined their scope and fee of
$151,445.00 to be appropriate given the project scope; and
NOW, THEREFORE the City Council of the City of Rohnert Park does hereby resolve,
determine, find and order as follows:
1. The above recitals are true and correct and material to this Resolution.
2. The City Council determines that the State Farm Drive/Commerce Boulevard Water Line
Replacement Project (2019-29) is exempt from review under California Environmental
Quality Act(CEQA)pursuant under Public Resources Code section 21080.21, because it
is an installation of new or replacement pipe in the public right of way that is less than
one mile in length, and directs staff to file a Notice of Exemption with the Sonoma
County Office.
3. The plans and specifications for the State Farm Drive/Commerce Boulevard Water Line
Replacement Project, on file with the City Clerk, are hereby approved and adopted.
4. In making its findings the City Council relied upon and hereby incorporates by reference
all of the bid materials, correspondence, staff reports and all other related materials.
5. In accordance with California Public Contract Code Section and any other applicable
laws, the City Council of the City of Rohnert Park hereby finds the bid of$986,593.00
for the Project to be the lowest, responsive bid and waives any irregularities in such bid
in accordance with applicable law.
6. The City Manager is hereby authorized and directed to execute the contract with Michael
Paul Company, Inc. in substantially similar form to Exhibit A, which is attached hereto
and incorporated by this reference, for the sum of nine hundred eighty-six thousand five
hundred ninety-three dollars and zero cents ($986,593.00) for construction of the Project
in accordance with the bid documents and applicable law upon submission of Michael
Paul Company, Inc. of all documents required pursuant to the Project bid documents.
7. The City Manager is hereby authorized to execute change orders in an amount not to
exceed 15% of the contract, or one hundred forty-seven thousand nine hundred eighty-
eight dollars and ninety-five cents ($147,988.95).
8. City staff is hereby directed to issue a Notice of Award to Michael Paul Company, Inc.
for this project.
9. The City Manager is hereby authorized and directed to execute Task order 2020-04 with
Coastland Civil Engineers, Inc. in substantially similar form to Exhibit B, which is
attached hereto and incorporated by this reference, for the sum of one hundred fifty-one
thousand four hundred forty-five dollars and zero cents ($151,445.00).
10. This Resolution shall become effective immediately.
11. All portions of this resolution are severable. Should any individual component of this
Resolution be adjudged to be invalid and unenforceable by a body of competent
jurisdiction,then the remaining resolution portions shall continue in full force and effect,
except as to those resolution portions that have been adjudged invalid. The City Council
of the City of Rohnert Park hereby declares that it would have adopted this Resolution
and each section, subsection, clause, sentence,phrase and other portion thereof,
irrespective of the fact that one or more section, subsection, clause, sentence, phrase or
other portion may be held invalid or unconstitutional.
Resolution 2021-014
2
DULY AND REGULARLY ADOPTED this 9th day of February, 2021.
CITY) 0 ERT PARK
ATTEST: •rard Gills ce, 'ayor
Sylvia Lop uevas, City Clerk
Attachments: Exhibit A& B
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Resolution 2021-014
3
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C O N T R A C T
State Farm Dr./Commerce Blvd. Water Line Replacement Project
PROJECT NO. 2019-29
THIS AGREEMENT, made and entered into this _____ day of______________, 20___, by and
between Michael Paul Company, Inc., hereinafter called "Contractor", and the City of Rohnert Park,
hereinafter called "City".
W I T N E S S E T H :
WHEREAS, the City Council of said City has awarded a contract to Contractor for performing the
work hereinafter mentioned in accordance with the sealed proposal of said Contractor.
NOW, THEREFORE, IT IS AGREED, as follows:
1.Scope of Work: The Contractor must perform all the work and furnish all the labor, materials,
equipment and all utility and transportation services required to complete all of the work of construction and
installation of the improvements more particularly described in the Resolution adopted by the City Council
of said City on February 9, 2021, the items and quantities of which are more particularly set forth in the
Contractor's bid therefor on file in the office of the City Clerk, except work to be performed by subcontractors
as set forth in the Contractor’s bid and for which the Contractor retains responsibility.
2.Time of Performance and Liquidated Damages: The Contractor must begin work within
fifteen (15) calendar days after official notice by the City Engineer to proceed with the work and must
diligently prosecute the same to completion within eighty 80 working days of that Notice. The Contractor
acknowledges and agrees that time is of the essence with respect to Contractor’s work and that Contractor
shall diligently pursue performance of the work.
In the event the Contractor does not complete the work within the time limit so specified or within
such further time as said City Council must have authorized, the Contractor must pay to the City liquidated
damages in the amount of two thousand five hundred dollars ($2,500) per day for each and every day's delay
in finishing the work beyond the completion date so specified. Additional provisions with regard to said time
of completion and liquidated damages are set forth in the specifications, which provisions are hereby referred
to and incorporated herein by reference.
3.Payments: Payments will be made by City to the Contractor for said work performed at the
times and in the manner provided in the specifications and at the unit prices stated in Contractor's bid.
The award of the contract is for a total amount of $986,593.00.
4.Component Parts and Interpretation: This contract must consist of the following documents,
each of which is on file in the office of the City Clerk and all of which are incorporated herein and made a
part hereof by reference thereto:
a)This Agreement
b)Notice Inviting Sealed Proposals
c)Instruction and Information to Bidders
d)Accepted Proposal, with all attachments and certifications
e)Performance Bond
f)Payment Bond
g)Special Provisions
h)Standard Specifications
RESOLUTION: EXHIBIT A
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i) Technical specifications
j) Design Standards
k) Plans, Profiles and Detailed Drawings
In the event of conflict between these documents, the following order of precedence will govern:
this contract; change orders; supplemental agreements and approved revisions to plans and specifications;
special conditions; standard specifications; detail plans; general plans; standard plans; reference
specifications. In the absence of a controlling or contrary provision in the foregoing, the Standard
Specifications (2018 edition) of the California Department of Transportation shall apply to this project.
5. Independent Contractor. Contractor is and will at all times remain as to City a
wholly independent contractor. Neither City nor any of its officers, employees, or agents will have control
over the conduct of Contractor or any of Contractor’s officers, employees, agents or subcontractors, except
as expressly set forth in the Contract Documents. Contractor may not at any time or in any manner
represent that it or any of its officers, employees, agents, or subcontractors are in any manner officers,
employees, agents or subcontractors of City.
6. Prevailing Wages: Copies of the determination of the Director of the Department
of Industrial Relations of the prevailing rate of per diem wages for each craft, classification or type of
worker needed to execute this Contract will be on file in, and available at, the City Office located at 130
Avram Avenue, Rohnert Park, CA 94928.
Contractor must post at the work site, or if there is no regular work site then at its principal office,
for the duration of the Contract, a copy of the determination by the Director of the Department of Industrial
Relations of the specified prevailing rate of per diem wages. (Labor Code § 1773.2.)
Contractor, and any subcontractor engaged by Contractor, may pay not less than the specified
prevailing rate of per diem wages to all workers employed in the execution of the contract. (Labor Code
§ 1774.) Contractor is responsible for compliance with Labor Code section 1776 relative to the retention
and inspection of payroll records.
Contractor must comply with all provisions of Labor Code section 1775. Under Section 1775,
Contractor may forfeit as a penalty to City up to $200.00 for each worker employed in the execution of
the Contract by Contractor or any subcontractor for each calendar day, or portion thereof, in which the
worker is paid less than the prevailing rates. Contractor may also be liable to pay the difference between
the prevailing wage rates and the amount paid to each worker for each calendar day, or portion thereof,
for which each worker was paid less than the prevailing wage rate.
Nothing in this Contract prevents Contractor or any subcontractor from employing properly
registered apprentices in the execution of the Contract. Contractor is responsible for compliance with
Labor Code section 1777.5 for all apprenticeable occupations. This statute requires that contractors and
subcontractors must submit contract award information to the applicable joint apprenticeship committee,
must employ apprentices in apprenticeable occupations in a ratio of not less than one hour of apprentice’s
work for every five hours of labor performed by a journeyman (unless an exception is granted under §
1777.5), must contribute to the fund or funds in each craft or trade or a like amount to the California
Apprenticeship Council, and that contractors and subcontractors must not discriminate among otherwise
qualified employees as apprentices solely on the ground of sex, race, religion, creed, national origin,
ancestry or color. Only apprentices defined in Labor Code section 3077, who are in training under
apprenticeship standards and who have written apprentice contracts, may be employed on public works in
apprenticeable occupations.
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With each application for payment, Contractor shall also deliver certified payrolls to Owner as set
forth above in these General Conditions, and concurrently therewith (but in no event less frequently than
monthly) directly to the Labor Commissioner in the format prescribed by the Labor Commissioner.
If federal funds are used to pay for the Work, Contractor and any subcontractor agree to comply,
as applicable, with the labor and reporting requirements of the Davis-Bacon Act (40 USC § 276a-7), the
Copeland Act (40 USC § 276c and 18 USC § 874), and the Contract Work Hours and Safety Standards
Act (40 USC § 327 and following).
7. Hours of Labor: Contractor acknowledges that under California Labor Code sections 1810
and following, eight hours of labor constitutes a legal day’s work. Contractor will forfeit as a penalty to
City the sum of $25.00 for each worker employed in the execution of this Contract by Contractor or any
subcontractor for each calendar day during which such worker is required or permitted to work more than
eight hours in any one calendar day and 40 hours in any one calendar week in violation of the provisions
of Labor Code section 1810.
8. Apprentices: Attention is directed to the provisions in Sections 1777.5 (Chapter 1411,
Statutes of 1968) and 1777.6 of the Labor Code concerning the employment of apprentices by the Contractor
or any Subcontractor under him.
Section 1777.5, as amended, requires the Contractor or Subcontractor employing tradesmen in any
apprenticeable occupation to apply to the joint apprenticeship committee nearest the site of the public works
project and which administers the apprenticeship program in that trade for a certificate of approval. The
certificate will also fix the ratio of apprentices to journeymen that will be used in the performance of the
Contract. The ratio of apprentices to journeymen in such cases must not be less than one to five except:
A. When unemployment in the area of coverage by the joint apprenticeship committee has
exceeded an average of 15 percent in the 90 days prior to the request for certificate, or
B. When the number of apprentices in training in that area exceeds a ratio of one to five, or
C. When the trade can show that it is replacing at least 1/30 of its membership through
apprenticeship training on an annual basis statewide or locally, or
D. When the assignment of an apprentice to any work performed under a public works Contract
would create a condition which would jeopardize his life or the life, safety, or property of
fellow employees or the public at large, or if the specified task to which the apprentice is to
be assigned is of such a nature that training cannot be provided by a journeyman, or
E. When the Contractor provides evidence that he employs registered apprentices on all of his
Contracts on an annual average of not less than one apprentice to eight journeymen.
The Contractor is required to make contributions to funds established for the administration of
apprenticeship program if he employs registered apprentices or journeymen in any apprenticeable trade on
such Contracts and if other Contractors on the public works site are making such contributions.
The Contractor and any Subcontractor under him must comply with the requirements of Section
1777.5 and 1777.6 in the employment of apprentices.
Information relative to apprenticeship standards, wage schedules, and other requirements may be obtained
from the Director of Industrial Relations, ex officio the Administrator of Apprenticeship, San Francisco,
California, or from the Division of Apprenticeship Standards and its branch offices. .
9. Labor Discrimination: Attention is directed to Section 1735 of the Labor Code, which reads
as follows:
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"A contractor must not discriminate in the employment of persons upon public
works on any basis listed in subdivision (a) of Section 12940 of the Government Code, as those
bases are defined in Sections 12926 and 12926.1 of the Government Code, except as otherwise
provided in Section 12940 of the Government Code. Every contractor for public works who
violates this section is subject to all the penalties imposed for a violation of this chapter. "
10. Workmen's Compensation Insurance: In accordance with the provisions of Article 5, Chapter 1,
Part 7, Division 2 (commencing with Section 1860) and Chapter 4, Part 1, Division 4 (commencing with
Section 3700) of the Labor Code of the State of California, the Contractor is required to secure the payment
of compensation to his employees and must for that purpose obtain and keep in effect adequate Workmen's
Compensation Insurance.
The undersigned Contractor is aware of the provisions of Section 3700 of the Labor Code which
requires every employer to be insured against liability for workmen's compensation or to undertake self-
insurance in accordance with the provisions of that Code, and will comply with such provisions before
commencing the performance of the work of this contract.
11. Indemnity and Insurance: To the fullest extent permitted by law (including without limitation
California Civil Code Section 2782), Contractor must indemnify, hold harmless, release and defend City, its
officers, elected officials, employees, agents, volunteers, and consultants from and against any and all actions,
claims, demands, damages, disability, losses, expenses including, but not limited to, attorney's fees and other
defense costs and liabilities of any nature that may be asserted by any person or entity including Contractor,
in whole or in part, arising out of Contractor’s activities hereunder, including the activities of other persons
employed or utilized by Contractor including subcontractors hired by the Contractor in the performance of
this Agreement excepting liabilities due to the sole negligence, intentional misconduct or active negligence
of the City. This indemnification obligation is not limited in any way by any limitation on the amount or type
of damages or compensation payable by or for Contractor under Worker's Compensation, disability or other
employee benefit acts or the terms, applicability or limitations of any insurance held or provided by Contractor
and must continue to bind the parties after termination/completion of this Agreement.
Contractor shall procure and maintain throughout the time for performance of the work under this
Contract the insurance required by the Special Provisions. The requirement that Contractor procure and
maintain insurance shall in no way be construed to limit the Contractor’s duty to indemnify City as provided
in the paragraph above.
Failure of City to monitor compliance with these requirements imposes no additional obligations
on City and will in no way act as a waiver of any rights hereunder.
12. City Right of Termination and Right to Complete the Work. The City may terminate the
Contract when conditions encountered during the work make it impossible or impracticable to proceed,
or when the City is prevented from proceeding with the Contract by act of God, by law, or by official
action of a public authority. In addition, the occurrence of any of the following is a default by Contractor
under this Contract:
A. Contractor refuses or fails to prosecute the Work or any part thereof with such
diligence as will insure its completion within the time specified or any permitted
extension.
B. Contractor fails to complete the Work on time.
C. Contractor is adjudged bankrupt, or makes a general assignment for the benefit of
creditors, or a receiver is appointed on account of Contractor’s insolvency.
D. Contractor fails to supply enough properly skilled workers or proper materials to
complete the Work in the time specified.
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E. Contractor fails to make prompt payment to any subcontractor or for material or
labor.
F. Contractor fails to abide by any applicable laws, ordinances or instructions of City
in performing the Work.
G. Contractor breaches or fails to perform any obligation or duty under the Contract.
Upon the occurrence of a default by Contractor, the Director will serve a written notice of default
on Contractor specifying the nature of the default and the steps needed to correct the default. Unless
Contractor cures the default within 10 days after the service of such notice, or satisfactory arrangements
acceptable to City for the correction or elimination of such default are made, as determined by City, City
may thereafter terminate this Contract by serving written notice on Contractor. In such case, Contractor
will not be entitled to receive any further payment, except for Work actually completed prior to such
termination in accordance with the provisions of the Contract Documents.
In event of any such termination, City will also immediately serve written notice of the termination
upon Contractor’s surety. The surety will have the right to take over and perform pursuant to this Contract;
provided, however, that if the surety does not give City written notice of its intention to take over and
perform this Contract within five days after service of the notice of termination or does not commence
performance within 10 days from the date of such notice, City may take over the Work and prosecute the
same to completion by contract or by any other method it may deem advisable f or the account and at the
expense of Contractor. Contractor and the surety will be liable to City for any and all excess costs or other
damages incurred by City in completing the Work.
If City takes over the Work as provided in this Section, City may, without liability for so doing,
take possession of, and utilize in completing the Work, such materials, appliances, plant, and other
property belonging to Contractor as may be on the site of the Work and necessary for the completion of
the Work.
13. Substitution of Securities for Withheld Amounts: Pursuant to California Public Contracts
Code Section 22300, securities may be substituted for any moneys withheld by a public agency to ensure
performance under a contract. At the request and sole expense of the Contractor, securities equivalent to the
amount withheld must be deposited with the public agency, or with a state or federally chartered bank as the
escrow agent, who must pay such moneys to the Contractor upon satisfactory completion of the contract.
Securities eligible for substitution under this section must include those listed in the California Public
Contracts Code Section 22300 or bank or savings and loan certificates of deposit. The Contractor must be
the beneficial owner of any securities substituted for moneys withheld and must receive any interest thereon.
Alternatively, the Contractor may request and the City shall make payment of retentions earned
directly to the escrow agent at the expense of the Contractor. At the expense of the Contractor, the
Contractor may direct the investment of the payments into securities and the Contractor shall receive the
interest earned on the investments upon the same terms provided for in Section 22300 for securities
deposited by the Contractor. Upon satisfactory completion of the Contract, the Contractor shall receive
from the escrow agent all securities, interest, and payments received by the escrow agent from the City,
pursuant to the terms of this section.
Any escrow agreement entered into pursuant to this section must contain as a minimum the following
provisions:
a. The amount of securities to be deposited;
b. The terms and conditions of conversion to cash in case of the default of the Contractor; and
c. The termination of the escrow upon completion of the contract.
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14. General Provisions
A. Authority to Execute. Each Party represents and warrants that all necessary action
has been taken by such Party to authorize the undersigned to execute this Contract and to bind it to the
performance of its obligations.
B. Assignment. Contractor may not assign this Contract without the prior written
consent of City, which consent may be withheld in City’s sole discretion since the experience and
qualifications of Contractor were material considerations for this Contract.
C. Binding Effect. This Agreement is binding upon the heirs, executors,
administrators, successors and permitted assigns of the Parties.
D. Integrated Contract. This Contract, including the Contract Documents, is the entire,
complete, final and exclusive expression of the Parties with respect to the Work to be performed under
this Contract and supersedes all other agreements or understandings, whether oral or written, between
Contractor and City prior to the execution of this Contract.
E. Modification of Contract. No amendment to or modification of this Contract will
be valid unless made in writing and approved by Contractor and by the City Council or City Manager, as
applicable. The Parties agree that this requirement for written modifications cannot be waived and that
any attempted waiver will be void.
F. Counterparts, Facsimile or other Electronic Signatures. This Contract may be
executed in several counterparts, each of which will be deemed an original, and all of which, when taken
together, constitute one and the same instrument. Amendments to this Contract will be considered
executed when the signature of a party is delivered by facsimile or other electronic transmission. Such
facsimile or other electronic signature will have the same effect as an original signature.
G. Waiver. Waiver by any Party of any term, condition, or covenant of this Contract
will not constitute a waiver of any other term, condition, or covenant. Waiver by any Party of any breach
of the provisions of this Contract will not constitute a waiver of any other provision, or a waiver of any
subsequent breach or violation of any provision of this Contract. Acceptance by City of any Work
performed by Contractor will not constitute a waiver of any of the provisions of this Contract.
H. Interpretation. This Contract will be interpreted, construed and governed according
to the laws of the State of California. Each party has had the opportunity to review this Contract with
legal counsel. The Contract will be construed simply, as a whole, and in accordance with its fair meaning.
It will not be interpreted strictly for or against either party.
I. Severability. If any term, condition or covenant of this Contract is declared or
determined by any court of competent jurisdiction to be invalid, void or unenforceable, the remaining
provisions of this Contract will not be affected and the Contract will be read and construed without the
invalid, void or unenforceable provision.
J. Venue. In the event of litigation between the parties, venue in state trial courts will
be in the County of Sonoma. In the event of litigation in a U.S. District Court, venue will be in the
Northern District of California.
IN WITNESS WHEREOF, the City of Rohnert Park has caused these presents to be executed by its
officers, thereunto duly authorized, and Contractor has subscribed same, all on the day and year first above
written.
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CITY OF ROHNERT PARK Michael Paul Company, Inc.
____________________________________
City Manager Date Name/Title Date
Per Resolution No. <<RESO #>> adopted by the Rohnert Park
City Council at its meeting of February 9, 2021.
ATTEST: APPROVED AS TO FORM:
____________________________________
City Clerk City Attorney
COASTLAND CIVIL ENGINEERING NO. 2020-04
CITY OF ROHNERT PARK
AND
COASTLAND CIVIL ENGINEERING
AUTHORIZATION TO PROVIDE CONSTRUCTION MANAGEMENT SERVICES FOR STATE
FARM DRIVE/COMMERCE BOULEVARD WATER LINE REPLACEMENT PROJECT,
PROJECT 2019-29
SECTION 1 – PURPOSE
The purpose of this Task Order is to authorize and direct Coastland Civil 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 Coastland Civil Engineering ("Consultant") hereto dated
March 28, 2019.
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” in an amount not-to-exceed one hundred fifty-one
four hundred forty-five dollars and zero cents ($151,445.00).
SECTION 4 – TIME OF PERFORMANCE
The work described in SECTION 2 shall be completed by December 31, 2021 or as extended by the City
Manager.
SECTION 5 – ITEMS AND CONDITIONS
All items and conditions contained in the MASTER AGREEMENT for consultant services between City
and Consultant are incorporated by reference.
Approved this 9th day of February, 2021.
CITY OF ROHNERT PARK COASTLAND CIVIL ENGINEERING
____________________________
Darrin Jenkins, City Manager (Date) Name: (Date)
Per Resolution No. 2021-____ adopted by the Title:
Rohnert Park City Council at its meeting
of February 9th, 2021.
ATTEST:
____________________________
City Clerk
RESOLUTION: EXHIBIT B
Santa Rosa Auburn Pleasant Hill Fairfield
1400 Neotomas Avenue 11641 Blocker Drive, Ste. 170 3478 Buskirk Avenue, Ste. 1000 324 Campus Lane, Ste. A
Santa Rosa, CA 95405 Auburn, CA 95603 Pleasant Hill, CA 94523 Fairfield, CA 94534
Tel: 707.571.8005 Tel: 530.888.9929 Tel: 925.233.5333 Tel: 707.702.1962 www.coastlandcivil.com
October 27, 2020
Mr. Justin Brandt, P.E.
Associate Engineer
City of Rohnert Park
130 Avram Avenue
Rohnert Park, CA 94928
Subject: Proposal for Construction Management and Inspection Services for
State Farm / Commerce Water Line Replacement
Dear Justin:
Based on our conversations, Coastland is pleased to provide you with this letter proposal to
provide Construction Management (CM) and Inspection services to the City on the State Farm /
Commerce Water Line Replacement Project.
PROJECT UNDERSTANDING
The State Farm Dr./ Commerce Blvd. Water Line Replacement Project (Project) consists of
replacing approximately 2,800 LF of 8-inch water line. The work in general consists of installation
of the new water main, water services, fire hydrants, permanent trench paving, traffic striping and
other related work, including traffic control.
The engineer’s estimate for the number of working days is 80 working days.
SCOPE OF WORK
Coastland’s overall approach to performing Construction Management and Inspection focuses on
teaming with City forces to produce a high quality, cost effective project. Our Construction
Manager and Inspector will keep the City informed regarding costs, changes, public relations, and
construction progress. We will coordinate closely with the City and the property owners for the
entire project duration. From the onset of the project, we will establish the lines of communication
and decision making roles with all project stakeholders. Based on our understanding of the project
our scope of services is as follows:
TASK 1 – PRE-CONSTRUCTION MEETING
Immediately following the Notice to Proceed, our Construction Manager will schedule and
administer the pre-construction meeting. During this meeting we will establish lines of
communication and decision making roles with all project stakeholders. We will also discuss
safety requirements, responsibilities of the project team members, working hours, quality control
procedures, submittal requirements, project schedule, change order and potential claim
procedures, and safety procedures.
Coastland will be responsible for generating pre-construction meeting invitations including the
meeting agenda. Agenda items include lines of communication, public relations, safety,
submittals, change procedures, payments, progress schedules, contract time, requests for
information, and other applicable items. Coastland will prepare and distribute meeting minutes to
all parties.
EXHIBIT "A"
City of Rohnert Park
State Farm / Commerce Water Line Replacement — CM and Inspection
October 27, 2020
Page 2 of 7
Following the pre-construction meeting, Coastland will continue to work with the City team,
contractor, and Coastland’s design team to ensure that all project issues are addressed promptly
and that the City’s best interests are considered at all times.
TASK 2 – PRE-CONSTRUCTION SITE VISIT AND DOCUMENTATION
Coastland will take pre-construction digital photos of the construction site with special attention
given to sensitive areas including any private residences and businesses adjacent to the project.
Documenting the site prior to construction will help mitigate possible disputes between the City,
contractor and property owners within or adjacent to the project limits. These photos will be
logged and filed with the project files.
TASK 3 – PROJECT START-UP
Coastland will assemble project files in accordance with the City’s standard format. Coastland
utilizes a centralized system for document control to create, store, organize, track, and link all
project information. Our digital record-keeping will ensure the constant flow of documentation to
a form that quickly and easily identifies trends and critical issues and will help keep the project
moving as it helps document the work.
TASK 4 - DAILY FIELD INSPECTIONS AND DOCUMENTATION
A critical aspect of our services is maintaining close communication with City staff to ensure
scheduling goals are met. To help maintain close communication, Coastland’s inspector will be
accessible to the City at all times at the project site and through the use of email and cellular
phones. Coastland’s on-site inspector will examine all construction activities to ensure that the
contract work adheres to the contract documents, City standards and the established schedule.
We will maintain records and provide documentation of the work in the form of daily reports,
weekly summary of construction activities, deficiency lists, and progress photographs of
construction activities. Daily reports will describe the contractor’s level of effort, specific work
being done, started, or finished, and relevant points raised by the contractor that may require
consideration and response. We also document proposed change orders and claims, important
conversations, safety issues or accidents, extra work in progress, materials testing performed,
information for “as-built” drawings, quantities for progress payments, environmental concerns and
hazardous materials.
Coastland will provide a digital photo logbook of construction activities, progress, and areas of
concern or interest. The photo log will be compiled on a portable storage device (USB drive) and
will identify the location and date of each photo. The log will be maintained through the duration
of the project to assure continuity from one week to the next and will be submitted to the City at
the close of the project.
Coastland will continually review the specifications and plans to ensure the work is of good quality
and meets the requirements of the contract documents. Coastland will immediately report any
deviation from the approved contract documents.
Our inspector will identify actual and potential problems and provide solutions. We will maintain
daily documentation and resolve issues by proposing field changes and avoid any delays.
Our inspector will review the Contractor’s traffic control plan to make certain that access is
maintained during construction.
City of Rohnert Park
State Farm / Commerce Water Line Replacement — CM and Inspection
October 27, 2020
Page 3 of 7
In summary, our Inspector’s responsibilities include:
Represent the City in ensuring that the terms of the construction contract are followed
throughout the term of the project.
Participate in regular meetings called by the Construction Manager.
Protect the interest of the City.
Daily inspection of the contractor’s work for conformance to the contract documents, codes,
regulations, and City standards.
Prepare and submit daily inspection reports that document all job site activities.
Serve as a daily contact for the contractor as to performance of the construction.
Respond promptly to City requests.
Verify construction material quantities.
Monitor traffic control procedures.
Distribute notifications to impacted public regarding the status of construction.
Document construction activities with photographs and maintain a photo log.
Respond to calls from the public promptly and log any complaints in a timely manner.
Work overtime as needed to assure presence on site during all construction activities.
Document and maintain complete field files containing construction period correspondences,
changes, discussions with contractor, memos, reports, and other pertinent items.
TASK 5 – PROGRESS MEETINGS
Coastland will conduct weekly coordination and progress meetings to focus on completed and
upcoming work, any construction delays, schedule updates, proposed changes, change orders,
contractor’s questions, public relations, safety and other concerns that are identified by a project
team member. We will work to foster honest, open communication at these weekly meetings
which will help in timely resolution of any disputes and/or potential claims.
TASK 6 – STATUS REPORTS AND DOCUMENTATION
Task 6a – Reports
Complete and accurate record keeping will be an essential component of this project. We will
ensure project documents and certified payroll are complete and correct sub-contractors are
used. We will keep the City informed and document all construction issues with the following:
Weekly Statement of Working Days
Progress Meeting Minutes
Field Directive Log
Change order tracking
Regular phone calls and e-mails
Task 6b – Submittal Management
Coastland will coordinate all submittals and monitor the status of the submittals to assure the
contractor provides timely response. At the pre-construction conference, we will provide the
contractor with a log of all required submittals and due dates. Submittals will be stamped, logged
and distributed to the designer for complete review and approval. Submittals will be filed
numerically and approved copies will be distributed to the City, project members, and the
contractor.
City of Rohnert Park
State Farm / Commerce Water Line Replacement — CM and Inspection
October 27, 2020
Page 4 of 7
Task 6c – Requests for Information (RFI)
Coastland will receive and log all Requests for Information (RFI’s) from the contractor, and
forward the RFI to the designer. Coastland will track the status of all RFI’s by generating a weekly
RFI log that lists the “Ball-in-court” status, description, and if an RFI results in a potential change
order.
Task 6d – Change Order Management
In the event that a change order is required, Coastland will negotiate the changes with the
contractor and prepare documentation. All changes will be approved by the contractor, Coastland
and the City prior to starting work on the change. With the City’s approval, Coastland can
negotiate with the contractor to produce the best construction method for the change at the lowest
cost. If a change order requires input from the design engineer, our Construction Manager will
coordinate with them to ensure it is reviewed. A Change Order Log will be created that will show
Change Order number, description, status, approved date, start and completion dates and cost.
TASK 7 – CONSTRUCTION MANAGEMENT
Our goal is to ensure that construction and contract administration are performed in compliance
with City requirements and standards, and the project plans and specifications. To accomplish
this goal, our Construction Manager will manage the day-to-day construction activities with the
contractor. He will be accessible to the City at all times. The Construction Manager will be
responsible for keeping the City informed of the progress of the project, changes that may be
needed, pay estimate input and releasing information to the public. In addition, our Construction
Manager will complete all contract administration documentation in a timely, accurate and orderly
fashion.
In summary, our Construction Manager’s responsibilities include:
Continuous communication and coordination with the contractor through regular progress
meetings.
Review and routing of project submittals and RFIs.
Prepare project pay estimates and maintain records associated with the project’s federal
funding requirements.
Accept work performed or, if work is rejected, work with contractor to correct construction
errors.
Prepare and approve Contract Change Orders.
Provide claims management.
Monitor permit and environmental compliance.
Confirm labor compliance.
Develop a project punch list and make recommendations for project acceptance.
Prepare As-Built plans.
Maintain an up-to-date construction file containing all records associated with the construction
of the project.
TASK 8 – COST AND SCHEDULE MANAGEMENT
Coastland will continually review the construction progress and perform field measurements and
quantity calculations. Each month, Coastland will provide accurate calculations for all work items
completed and accepted to provide progress payment recommendations to the City. Coastland
will review the contractor’s progress pay estimate request and schedule of values to assess if
they are reasonable, and will compare this to the field measurements and quantity calculations.
We will continually monitor project costs and keep the City informed regularly.
City of Rohnert Park
State Farm / Commerce Water Line Replacement — CM and Inspection
October 27, 2020
Page 5 of 7
Coastland will review the contractor’s construction schedule for accuracy, reasonableness, and
will verify that it meets the project schedule, order of work, and contract requirements. Progress
schedules will be reviewed weekly to ensure the contractor is meeting the critical dates. If the
contractor fails to meet critical dates, it will immediately be brought to his attention and remedies
to get back on schedule will be accomplished. Schedule updates may be required once a month
or more. We will negotiate any time extensions for the contractor due to change orders, weather,
or other delays. Coastland will also maintain an as-built progress schedule.
TASK 9 - PUBLIC RELATIONS AND NOTIFICATIONS
Coastland will ensure every effort is made to keep residents and businesses informed of
construction progress and minimize disruptions due to limited access and excessive noise. Our
Construction Manager will proactively meet with property owners prior to and during construction
to address any concerns from those affected by the project.
We will monitor traffic control and flagging procedures to ensure construction proceeds smoothly
and public impact is minimized. There may be traffic delays during peak traffic periods.
Accordingly, we will keep all residents and businesses informed on construction status and
impacts through the use of message boards and notification letters. Our Construction Manager
will also make introductions to the affected properties and provide his 24-hour contact phone
number as appropriate. Coastland will ensure that Contractor provides advanced notice to
residents and businesses, as required by the specifications, regarding roadwork and lane
closures.
Coastland will log and respond to questions and concerns from the public in a timely manner and
will record the contractor’s activities as they relate to public safety and public convenience.
Additionally, our inspector will accurately document pre-construction conditions with a photo log
to verify the project area is restored to its original form following construction.
TASK 10 – POST-CONSTRUCTION MEETING
Following completion of the work, Coastland will organize and conduct the post-construction
meeting. The meeting will document all requirements necessary for final closeout and payment,
and confirm all contract obligations have been met. Recommendations for improvement will be
made and incorporated into future projects. The results of the meeting will be summarized in
meeting minutes.
TASK 11 – PROJECT CLOSEOUT
Coastland will verify completion of punch list items, issue notice of completion, prepare
recommendations for final acceptance of the project, review as-builts for accuracy and
completeness, prepare and recommend final payment, and transmit all construction
documentation to the City. At the completion of the project, we will provide the City with the
following:
All contract files and records (hard & electronic files)
Annotated journal of photos and CD of digital photos
As-built project schedule
OPTIONAL TASKS
If requested by the City, conflict resolution & claim management can be added under an
amendment on a Time & Materials basis.
City of Rohnert Park
State Farm / Commerce Water Line Replacement — CM and Inspection
October 27, 2020
Page 6 of 7
SCHEDULE
We understand that proper construction management is a priority for the City. Work is anticipated to
commence in December 2020 or January 2021 upon receipt of the Notice to Proceed and is expected
to continue for 80 working days.
WORK ESTIMATE
Based on the Scope of Work outlined in our proposal, we have prepared a comprehensive budget
that identifies staffing rates, total hours and costs per task and direct expenses. Inspector rates
are in compliance with current California General Prevailing Wage Rate Determinations.
We propose to provide our services on a time-and-materials basis with a not-to-exceed amount.
Our proposal is based on a project duration of 80 working days and part-time construction
management as outlined in our work estimate. We are providing full-time inspection at 40 hours
per week and estimating inspector overtime at 10 hours for typical overrun.
Our proposal also includes factors such as attending meetings, project closeout and vehicle costs.
Based on these items, we estimate the not-to-exceed fee to be $151,445 (see attached Work
Estimate). If the contract time extends beyond 80 working days, or the scope or level of services
change, our costs may also increase. Similarly, if the contract time is reduced, charges will
decrease accordingly.
This estimate has been created to show the overall cost for comprehensive Construction
Management and Inspection services on the project. We welcome the opportunity to speak with
you regarding the scope of services. Please feel free to contact us if you have any questions or
concerns regarding this estimate.
Coastland maintains a current DIR registration number (1000014855, exp. 6/30/2021). We
greatly appreciate the opportunity to serve the City of Rohnert Park. Please let me know if you
have questions.
Sincerely,
COASTLAND CIVIL ENGINEERING, INC.
John Wanger, PE Mike Janet
CEO Construction Department Manager
City of Rohnert Park
State Farm / Commerce Water Line Replacement — CM and Inspection
October 27, 2020
Page 7 of 7
Principal
Engineer CM Inspector
#1
Inspector
OT Admin
$195 $165 $145 $203 $85
1 Pre-Construction Meeting 4 4 1 9 $1,325 Agendas / conduct meeting
2 Site Visit & Documentation 4 8 1 13 $1,905 Job walk / photos/Meet with City
3 Project Start-Up 4 8 4 16 $2,160 Assemble filing / CM program
4 Daily Field Inspections & Documentation 357 357 $51,765
Based on 80 working days
4a Overtime Inspection 10 10 $2,030
5 Progress Meetings/Other Mtgs 4 48 48 6 106 $16,170 Assume attendance @ 16 mtgs (CM & Inspector)
6 Status Reports & Documentation 40 50 2 92 $14,020 Review progress/documentation
6a Reports 20 25 2 47 $7,095
Status /Daily Updates to City
6b Submittal Management 25 30 1 56 $8,560 Based on 20 submittals
6c Requests For Information 8 12 1 21 $3,145 Based on 4 RFI's
6d Change Order Management 4 8 2 14 $1,990
Based on 2 change orders
7 Construction Management 37 37 $6,105
8 Cost and Schedule Management 12 24 1 37 $5,545 Based on 4 monthly payments & CPM updates
9 Public Relations & Outreach 20 30 4 54 $7,990 Notices/meeting/coordination etc
10 Conflict Resolution & Claim Management 0 $0 Time and Materials if needed
11 Utility Coordination 10 20 30 $4,550
Coordination/spot inspection
12 Post Construction Meeting 8 8 16 $2,480 Walk through/Final Punchlist
13 Project Closeout 8 8 4 20 $2,820 As-builts / files
Photographs & video $150 $150
Vehicle/Equipment expenses $11,640 $11,640 776 hours x $15/hr= $11640
Total Hours 4 252 640 10 29 935
TOTAL $780 $41,580 $92,800 $2,030 $2,465 $11,790 $151,445
1 Based on 80 working days.
2 Based on full time inspection at 40 hours per week . 10 hours of overtime have been included for typical overruns.
3 Based on part time construction management of 12.5 hours per week
4 Based on an estimated number of RFI's, change orders and submittals shown above.
NOTES: Coastland reserves the right to adjust estimated hours should the Contractor schedule additional crews or overtime work.
HOURS AND COST INFORMATION
Direct
Costs
Total
Hours Total Costs Comments Task No.
(Coastland
Code)
Task Information
TASK INFORMATION
WORK ESTIMATE
City of Rohnert ParkPROPOSAL FOR CM
& INSPECTION SERVICESState Farm / Commerce Water Line Replacement
EXHIBIT "B"