2021/03/23 City Council Resolution 2021-036
RESOLUTION NO. 2021-036
A RESOLUTION FINDING THE COUNTRY CLUB DRIVE REHABILITATION
PROJECT (PROJECT 2018-34) EXEMPT FROM CEQA PURSUANT TO CEQA
GUIDELINES SECTION 15301, APPROVING THE PLANS AND SPECIFICATION,
AWARDING THE CONSTRUCTION CONTRACT TO GHILOTTI
CONSTRUCTION, INC. FOR $1,442, 126.00, AUTHORIZING TASK ORDER
AMENDMENT 2 TO TASK ORDER 2019-01 WITH COASTLAND CIVIL
ENGINEERING FOR A TOTAL AMOUNT OF $182,123.00, AUTHORIZING TASK
ORDER 2021-03 FOR CONSTRUCTION MANAGEMENT SERVICES FOR A
TOTAL AMOUNT OF $142,798.00, AND APPROVING A BUDGET AMENDMENT
WHEREAS, in the Fiscal Year 2018-2019 Capital Improvement Program (CIP), the City
Council approved the Country Club Rehabilitation Project (2018-34) (“Project”), which consists
of road rehabilitation within the existing road segment and curb on each side of the road, median
improvement, and pedestrian improvements from the Hinebaugh Creek bridge to Eleanor Drive;
and
WHEREAS, staff proceeded with design and placing the project out for public construction
bidding; and
WHEREAS, the plans and specifications for the Project were prepared by Coastland Civil
Engineers and approved by the Deputy City Engineer; and
WHEREAS, consistent with the Public Contract Code, an invitation for bids was posted and
published on January 22 and January 29, 2021, for the Project; and
WHEREAS, 7 sealed bids were received on the bid opening date of February 18, 2021
and were publicly opened; and
WHEREAS, staff reviewed the bids and determined that Ghilotti Construction, Inc.
submitted the lowest responsive and responsible bid with an amount of $1,226,806.00; and
WHEREAS, staff recommends also proceeding with the additional bid alternate to add a
moisture barrier within the Country Club median for $215,320: and
WHEREAS, staff recommends proceeding with the bid and authorizing the City
Manager change orders during construction up to 10% ($144,212.60); and
WHEREAS, staff determined that GHD, Inc. is the most qualified consultant for
Construction Management and Inspection services and recommends procuring their services with
Task Order 2021-03 for $142,798.00; and
WHEREAS, staff recommends utilizing Coastland Civil Engineering for Construction
Design Services with Task Order 2019-01 Amendment 2 for a total task order amount of
$182,123.00; and
WHEREAS, with the additional scope of work of adding a moisture barrier in the
median as well as changing pavement treatment methods, staff recommends utilizing a budget
amendment from other projects that are complete with surplus budget as well as additional
excess funds from the RCMA and Gas tax funding sources; and
Resolution 2021-036
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WHEREAS, the scope of work including repair of an existing roadway, minor median
work, and minor sidewalk repairs with no or negligible expansion of existing use;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Rohnert
Park as follows:
1. The above recitals are true and correct and material to this Resolution.
2. The City Council determines that the Project is categorically exempt from CEQA
pursuant to CEQA Guidelines Sections 15301 and that none of the exceptions in CEQA
Guidelines Section 15300.2 apply, as this project consists of repair of existing public
utility infrastructure, with negligible or no expansion of existing use, and directs staff to
file a notice of exemption with t he Clerk-Recorder’s Office for the County of Sonoma.
3. The plans and specifications for the 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 $1,442,126.00
for the Project to be the lowest, responsive bid with bid alternate 1 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 Ghilotti
Construction, Inc. in substantially similar form to Exhibit A, which is attached hereto and
incorporated by this reference, for the sum of one million four hundred and forty two
thousand one hundred and twenty six dollars and zero cents ($1,442,126.00) for
construction of the Project in accordance with the bid documents and applicable law upon
submission by Ghilotti Construction, 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 10% of the base bid, or one hundred and forty four thousand two hundred and
sixteen dollars and sixty cents ($144,216.60).
8. City staff is hereby directed to issue a Notice of Award to Ghilotti Construction, Inc. for
this project.
9. The City Manager is hereby authorized to execute a task order 2019-01 amendment 2
with Coastland Civil Engineers as shown in Exhibit B for a total task order amount of
one hundred and eighty two thousand one hundred and twenty three dollars and zero
cents ($182,123.00).
10. The City Manager is hereby authorized to execute a task order 2021-03 with GHD, Inc.
as shown in Exhibit C for an additional amount of one hundred and forty two dollars
seven hundred and ninety eight dollars and zero cents ($142,798.00).
11. The City Council authorizes the Finance to increase appropriations for the Project from
the following funding sources, and approves amendments to the adopted budget to
effectuate such appropriations:
-$217,709.00 from RMRA funds (Fund 132) budgeted to State Farm Drive Rehab
(Proj.1608)
-$150,000.00 from RMRA (Fund 132) fund balance
-$116,217.60 from Measure M (Fund 135) fund balance
415,668.00 from Gas Tax (Fund 130) remaining in J & G Sections paving (Proj.
1833)
12. This Resolution shall become effective immediately.
13. 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.
DULY AND REGULARLY ADOPTED this 23`d day of March, 2021.
CITY O O RT PARK
udic , Mayor
ATTEST:
Sylvia Lopez as, City Clerk
Attachments: Exhibit A, B & C
ADAMS: INARES• AFFORD: ELWARD: GnJDICE:
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Resolution 2021-036
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Exhibit A
OAK #4839-3351-6127 v1
CONTRACT
Country Club Drive Pavement Rehabilitation Project
PROJECT NO. 2018-34
THIS AGREEMENT, made and entered into this _____ day of______________, 20___, by and
between Ghilotti Construction 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 March 23, 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 Forty-Five (45) working days of that Notice. The
Contractor acknowledges and agrees that t ime 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 calendar 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: Payment s 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 $1,442,126.00.
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
Exhibit A
OAK #4839-3351-6127 v1
h) Standard Specifications
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.
Exhibit A
OAK #4839-3351-6127 v1
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 L abor: 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 rat io 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 off icio 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:
"A contractor must not discriminate in the employment of persons upon public
Exhibit A
OAK #4839-3351-6127 v1
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 Cont ract by act of God, by law, or by official
action of a public authority. In addition, t he 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.
E. Contractor fails to make prompt payment to any subcontractor or for material or
Exhibit A
OAK #4839-3351-6127 v1
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 for 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.
14. General Provisions
Exhibit A
OAK #4839-3351-6127 v1
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.
Exhibit A
OAK #4839-3351-6127 v1
CITY OF ROHNERT PARK Ghilotti Construction Company, Inc.
____________________________________
City Manager Date Name: Date
Per Resolution No. ________________adopted by the Rohnert Park
City Council at its meeting of March 23, 2021. Title:
PROJECT DIR NUMBER: _______________
ATTEST: APPROVED AS TO FORM:
____________________________________
City Clerk City Attorney
AMENDMENT 2 TO
TASK ORDER NO. 2019-01
CITY OF ROHNERT PARK
AND
COASTLAND CIVIL ENGINEERING
AUTHORIZATION OF ADDITIONAL DESIGN PHASE SUPPORT SERVICES
FOR THE PAVEMENT MAINTENANCE PROJECT, PROJECT NO. 2018-34
SECTION 1 – PURPOSE
The purpose of this Amendment 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") dated March 28, 2019.
SECTION 2 – SCOPE OF WORK
The additional items authorized by this 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 sixteen thousand, five hundred thirty-one dollars and no
cents ($16,531.00).
Total compensation under this Task Order with this Amendment shall not exceed one
hundred eighty-two thousand, one hundred twenty-three dollars and no cents ($182,123.00).
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 or the Director of Development Services or his/her designee.
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 23rd day of March, 2021.
CITY OF ROHNERT PARK COASTLAND CIVIL ENGINEERING
_____________________________ ___________________________________
Darrin Jenkins, City Manager Name:
Per Minute Order adopted by the
Rohnert Park City Council at its meeting Title:
of March 23, 2021.
ATTEST:
____________________________
City Clerk
APPROVED AS TO FORM:
____________________________
City Attorney
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: 707.702.1961
www.coastlandcivil.com
February 4, 2021
Vanessa Garrett, Deputy City Engineer
City of Rohnert Park, Development Services
130 Avram Avenue, Rohnert Park, CA 94928
Subject: Amendment No. 2 - 2019 Preventative Maintenance Project
Dear Vanessa:
Pursuant to your request we have prepared this amendment for additional services for the 2019
Preventative Maintenance Project. This amendment proposal covers the construction design support
engineering services for Country Club Drive. Additionally, there were some out of scope items for the
geotechnical investigation that are summarized below that we would like to include as part of this
amendment proposal.
Due to the County Club Drive rehabilitation being separated out as a second phase to the 2019
Preventative Maintenance project, additional efforts are needed to cover the construction design
support services as the original contract assumed all of the street rehabilitation was going to be
completed as one construction project.
During the encroachment permit process for the geotechnical borings, our subconsultant RGH,
experienced longer than usual timelines and coordination to obtain the encroachment permit through
the City. RGH has obtained many encroachment permits for geotechnical borings in the past and
typically it was a fairly short and straight forward process. For the Country Club Drive encroachment
permit they was quite a bit of extra coordination and City review delays.
Following the geotechnical boring and lab testing, RGH analyzed the pavement reconstruction options
using the increased Traffic Index (TI) of 8 desired by the City. The original scope from RGH for the
geotechnical investigation assumed looking at a few options for the pavement rehabilitation (Full Depth
Reclamation (FDR), Cold In-Place Recycling (CIR) and a complete pavement section reconstruction)
The increased TI of 8 and existing pavement sections did not really allow for anything short of a
complete section reconstruction. Due to City budget constraints for the project construction, the thinking
changed to see how we could work with the existing section to extend the pavement life and increase
the TI to higher than it is now (TI = 5) but not to what the City wanted (TI=8). RGH needed to look at
multiple options which ultimately led to the overlay with the grid fabric pavement rehabilitation section.
Based on the above understanding of the additional services, we have prepared the following scope of
work and estimated fee for your consideration. Tasks listed below are the same as our original proposal
for this project and extra work is noted where required.
SCOPE OF WORK
TASK 1 – MEETINGS, BACKGROUND RESEARCH, FIELD REVIEW
Our subconsultant, RGH Consultants (RGH), will look at multiple pavement rehabilitation options for
increasing the Traffic Index based on available budget the City has for construction. Various
combinations of grind and overlay combined with placement of different pavement reinforcing fabrics
will be considered and prepared for City and Coastland’s review.
TASK 2 – TOPOGRAPHICAL SURVEY
No additional work under this task.
TASK 3 – PRELIMINARY SUBMITTAL (50%)
No additional work under this task.
TASK 4 – FINAL SUBMITTAL
No additional work under this task.
TASK 5- BID PHASE AND DESIGN SERVICES DURING CONSTRUCTION
During construction, Coastland will provide design support services, which includes attendance at the
preconstruction meeting, assisting the City with answering up to ten (10) Request for Information (RFI’s)
and up to ten (10) submittals from the Contractor and up to two (2) site visits. Coastland will also prepare
up to two (2) Contract Change Orders, if required. We will prepare Record Drawings based on red-line
“as-builts” submitted by contractor. Record Drawings shall be submitted to the City in electronic format
(AutoCAD and PDF).
No additional effort is required for the bid phase as we have budget remaining in the contract for this
work.
Estimated Cost
Based on our scope of work, we are proposing that the additional services associated with this project
be completed for a not-to-exceed amount of $16,531. The amount quoted is assuming that all of the
work for this project will fall under the scope of work as previously described. If additional work is
necessary that falls outside of this scope of work, we can either re-negotiate a new scope of work or
provide these services on a time and materials basis per our adopted schedule of hourly rates. The
remaining budget in our current contract (approximately $2000) will be used for the bid efforts as
required.
We appreciate the opportunity to propose on this work for the City of Rohnert Park. Please review this
information and let me know if you have questions.
Sincerely,
Heidi Utterback, P.E.
Principal
Attachment: Work Estimate
Cc: file
GHD, INC. TASK ORDER NO. 2021-03
CITY OF ROHNERT PARK
AND
GHD, INC.
AUTHORIZATION TO PROVIDE CONSTRUCTION MANAGEMENT FOR COUNTRY CLUB
DRIVE PAVEMENT REHABILITATION, PROJECT NO. 2018-34
SECTION 1 – PURPOSE
The purpose of this Task Order is to authorize and direct GHD, Inc. 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 GHD, Inc. ("Consultant") hereto dated November 10, 2020.
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 and
forty two thousand seven hundred and ninety eight dollars and no cents ($142,798.00).
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 or the Director of Development Services or his/her designee.
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 23rd day of March, 2021.
CITY OF ROHNERT PARK GHD, INC.
____________________________
Darrin Jenkins, City Manager (Date) Name: (Date)
Per Resolution No. 2021-_____ adopted by the Title:
Rohnert Park City Council at its meeting
of March 23, 2021.
ATTEST: APPROVED AS TO FORM:
____________________________
City Clerk City Attorney
GHD
2235 Mercury Way Suite 150 Santa Rosa California 95407 USA
T 707 523 1010 F 707 527 8679 W www.ghd.com
February 3, 2021
City of Rohnert Park
Department of Public Works
Attn: Vanessa Garrett, Jason Sampietro
35TVMarin@rpcity.org35T, 35Tjsampietro@rpcity.org35T
130 Avram Ave
Rohnert Park, CA
RE: Construction Management Services for Country Club Dr. Pavement Rehabilitation Project, RP
Project# 2018-34
Dear Vanessa and Jason,
We are pleased to submit the following proposal for Construction Management Services for the Country
Club Dr. Pavement Rehabilitation Project. We are familiar with the project scope and site, the key
personnel, and the City of Rohnert Park’s preferred management methods.
At GHD we understand the importance of successfully delivering construction projects on time and on
budget for our clients. We are committed to working as extended City staff as we have on several recent
projects, such as the State Farm Drive Reconstruction Project and Wilfred Ave Bioswale.
Our proposal is based on our understanding of the project and the need to supplement City staff
resources. We recognize that the City is looking for a highly qualified consultant to provide efficient
construction management services and maintain effective coordination with City staff.
Background
The Country Club Dr. Pavement Rehabilitation Project Engineer’s Estimate is approximately $1.5M with
contingency.
The project’s scope for construction includes the following:
• Asphalt Concrete Grind and Overlay
• Digout Repairs
• Utility Adjustments
• Striping and Pavement Markings
• Minor Concrete and Curb Ramp Construction
Scope of Work
The GHD Team will provide Construction Management services and will foster the team approach to the
project critical to successful completion. In addition to monitoring the Contractor’s activities for compliance
with contract and funding requirements, the team will look ahead for potential challenges and work to
mitigate them.
As reflected in our fee proposal, we anticipate that the onsite inspection will average about 7-hours per
day. We have accounted for a combination of 4 and 8-hour during the utility lowering and ramp
construction and 10-hour days for the paving operations. We have the flexibility to match our staffing with
the project requirements – be there when needed and off the job when no field activities are underway.
We have budgeted for Forty-five (45) 7-hour days, expecting that some of the contract days will vary in
scope and duration. We will be happy to discuss and align our level of effort to match City needs.
GHD | Proposal CM Services for Country Club Dr. Pavement Rehabilitation Project | Page 2
We are confident the GHD Team is the most qualified firm for this Project for the following reasons:
• We have an established working relationship with the City and will always work with the best
interests of the citizens and the City of Rohnert Park in mind.
• Since our staff live, work and play locally, we value our collaboration with City staff and have
personal interest in project success. The City is a vital client for GHD and we will deliver on our
promise to bring the City a top-notch, local construction management team.
GHD’s services will be under the supervision of Jane Rozga, P.E., as Project Director, and Tim Dillenburg
as Construction Manager, with Crystal Prairie as Project Coordinator. Tim Dillenburg has successfully
completed many local projects, including paving more than 100 lane miles and 100k tons in Sonoma
County in recent years. Crystal has worked with Tim on several projects for the City of Rohnert Park and
they make a great team!
We have budgeted 9 weeks of full and part-time Construction Inspection and part time Construction
Management to supplement City Staff. We anticipate the concrete work to take the majority of the
contract time, and the overlay to be a week or less. It will be critical to work closely with City staff to notify
the public of the impacts of the paving in advance of that impactful week. GHD will perform the following
tasks:
Task 1 Project Management
1.1 Management of GHD Services. GHD project management will include preparation and maintenance
of budgets and schedules for GHD services, instructions to the GHD Team, preparation of field safety
instructions, and routine progress reporting.
Task 2 Contract Administration
2.1 Project Coordination. Meet with City staff to discuss and coordinate issues with the project. This will
be accomplished by site visits, project meetings, phone conversations, and email updates of the
activities that occurred. Coordination for public outreach efforts is anticipated for this project.
2.2 Attend Pre-Construction Meeting. GHD Construction Manager and Inspector will attend pre-
construction meeting.
2.3 Project Meetings. Prepare and run meetings with City staff, Contractor, and other stakeholders.
2.4 Schedule Management. Review the Contractor’s as-planned schedule for conformance with the
specifications and for reasonableness of activity durations and sequence. Review the schedule with
the City and monitor the Contractor’s progress against the schedule.
2.5 Maintain Project Records. Maintain GHD project records, including daily logs, and photos. Prepare
progress pay estimates, PCO’s and change orders, issues, RFIs and other correspondence. Project
records will be maintained in an organized manner for quick reference and are accessible to City staff
as requested.
2.6 Review Monthly Progress Payments. Evaluate the monthly progress payment requests from the
Contractor and recommend payment.
2.7 Prepare Monthly Progress Report. A brief report of monthly activities will be prepared and
transmitted to the City.
2.8 Requests for Information (RFI’s) and Requests for Clarifications (RFC’s). Facilitate the review
and response to RFI and RFC requests by the Contractor.
GHD | Proposal CM Services for Country Club Dr. Pavement Rehabilitation Project | Page 3
2.9 Potential Change Orders (PCO’s) and Change Orders. Facilitate the review of PCO’s and Change
Orders, assist with determination of changed conditions and scope definition as needed.
2.10 Coordinate Submittal and Shop Drawing Review Process. Coordinate the submittal and shop
drawing review process, including logging submittals from the Contractor, transmitting to Design
Engineer for response, coordinating with Design Engineer on field status, tracking progress,
reviewing responses, and transmitting responses to the Contractor.
2.11 Permits Compliance. Monitor contractors operation with respect to the permit requirements.
2.12 Monitor Construction Record Drawings. Coordinate with the Contractor and maintain our own as-
built drawings. Provide redlines to the City when complete.
2.13 Claims Management (optional service). GHD will assist with Claims Management at the request of
the City on a time and materials basis.
Task 3 Site Work
3.1 Field Inspection/Observation. Provide full-time and part-time as needed, on-site construction
inspector/observer to monitor the Contractor’s work for compliance with the contract documents,
submittals, RFI’s, change orders, and coordination with businesses and residences along the route.
3.2 Photograph or Video Documentation. Provide photographs or videos of the pre-construction
conditions, as well as during construction to document the work.
3.3 Field Changes. Coordinate with City and Contractor and write field directives for change conditions.
3.4 Daily Reports. Prepare Daily Observation Reports. The daily reports will include photographs and
material tags.
3.5 Materials Testing. Contract and coordinate with RGH to perform the required Quality Assurance
concrete and HMA testing as required by the City of Rohnert Park QAP.
3.6 Project Completion and Punch List. Schedule a site review to be attended by the City, GHD, and
other required stakeholders to conduct final completion inspections prior to issuing a punch list.
3.7 Compile Project Documents. Will be provided through ongoing correspondence with the City; daily
inspection/observation notes can be provided daily to the City. Documentation will be in electronic
format.
3.8 Final Pay Estimate. Prepare the final pay estimate, Notice of Completion, and coordinate retention
release at the conclusion of construction.
Assumptions
1. GHD does not supervise or direct Contractor’s Work. Contractor will be solely responsible for and
have control over construction means, methods, techniques, sequences, and procedures and for
coordinating all portions of the Work under the Contract.
2. Contractor is responsible for job site safety.
3. Contractor will not be relieved of obligations to perform Work in accordance with the Contract
Documents either by activities or duties of Construction Management staff, or by tests,
inspections, or approvals required or performed by persons other than Contractor.
GHD | Proposal CM Services for Country Club Dr. Pavement Rehabilitation Project | Page 4
Compensation
GHD proposes to perform the scope of services on an hourly rate, time and materials basis in accordance
with our Standard Fees and Conditions. UThe proposed fee estimate for the scope of services is
$142,798.00
The total "not-to-exceed" fee will not be exceeded without written authorization by the City. The individual
task fees may be adjusted without written authorization provided the adjustments stay within the total "not-
to-exceed" limit.
Schedule
GHD proposes to perform the scope of services immediately upon receipt of written Notice-to-Proceed.
Please do not hesitate to contact us if you have any questions or need additional information.
Kind regards,
GHD Inc.
Tim Dillenburg, CCM
Construction Manager
M: 707-480-1531 E: 35TTim.Dillenburg@ghd.com
Attachment: Fee Estimate
PROJECT FEE ESTIMATING SHEET SHT #1 of 1
PROJECT NAME:Country Club Drive Pavement Rehabilitation Project PROJECT #On-Site Inspector Dillenburg/Meyers
Date 2/3/2021 Construction Manager Dillenburg
PREPARED BY:Tim Dillenburg CLIENT:City of Rohnert Park Principal In Charge Silva
FEE COMPUTATION Final Opinion of Probable Construction Cost
LABOR CATEGORY>
Principal In
Charge PM CM Proj Coord
Lead & Asst
Inspectors TOTAL Subconsultant Other Direct Costs TOTAL 45 Working Days
1,500,000$
RATE>$250 $250 $205 $135 $170 HOURS/Services $6.5/hr office FEE 2 month Construction period
TASK /HR /HR /HR /HR /HR GHD fee $15/hr field 9 week Inspection period
Task 1 Project Management $7$6
Task 1.0 3 3 3 months, including final
Monthly Progress 750$ -$ -$ -$ -$ 750$ 20$ 770$ 1 Hr for P-I-C
Sub-Total 3 3
750$ -$ -$ -$ -$ 750$ -$ 20$ 770$
Task 2 Contract Management $7$6
Task 2.1 9 18 27 9 weekly
Provide Project Coordination -$ 2,250$ 3,690$ -$ -$ 5,940$ 176$ 6,116$ 2 hrs ACM, 50% PM/CM
Task 2.2 4 8 8 4 24 1 pre-construction meeting
Prepare and Conduct Preconstruction Meeting -$ 1,000$ 1,640$ 1,080$ 680$ 4,400$ 156$ 4,556$
Task 2.3 8 18 18 44 9 weekly contractor & other meetings
Conduct and Document Project Meetings -$ 2,000$ 3,690$ 2,430$ -$ 8,120$ 286$ 8,406$ 2 hrs each
Task 2.4 4 4 2 monthly update
Review Contractors Construction Schedule -$ -$ 820$ -$ -$ 820$ 26$ 846$ 2 hrs each
Task 2.5 18 18 36 9 weekly
Maintain Project Records -$ -$ 3,690$ 2,430$ -$ 6,120$ 234$ 6,354$ 2 hrs
Task 2.6 9 9 3 pay requests, including final
Review and Evaluate Monthly Progress Payments -$ -$ 1,845$ -$ -$ 1,845$ 59$ 1,904$ 3 hrs each
Task 2.7 4 4 8 4 months including final
Prepare Monthly Progress Reports -$ 1,000$ 820$ -$ -$ 1,820$ 52$ 1,872$ 1 hrs for writing each CM & Asst
Task 2.8 8 4 12 4 Assumed Number of RFI's/RFC's
Respond to RFI's -$ -$ 1,640$ 540$ -$ 2,180$ 78$ 2,258$ 2 hrs each CM, 50% PM & coord
Task 2.9 3 6 2 11 3 Assumed Number of PCO's
Prepare PCO's and Change Orders -$ 750$ 1,230$ 203$ -$ 2,183$ 68$ 2,251$ 2 hrs each CM, 50% PM & 25% coord
Task 2.10 12 6 18 12 Assumed Number of shop drawings/submittals
Coordinate Submittal and Shop Drawing Review -$ -$ 2,460$ 810$ -$ 3,270$ 117$ 3,387$ 1 hrs each CM & coord
Task 2.11 Included in Task 3.1
Monitor Permit Compliance -$ -$ -$ -$ -$ -$ -$ -$
Task 2.12 Included in Task 3.1
Monitor Construction Record Drawings -$ -$ -$ -$ -$ -$ -$ -$
Task 2.13 12 12
Monitor Labor Compliance 2,460$ 2,460$ -$ 78$ 2,538$ 1 hour per week
Task 2.14 4 8 12
Perform Claims Management -$ 1,000$ 1,640$ -$ -$ 2,640$ 78$ 2,718$
Sub-Total 32 91 50 4 177
-$ 8,000$ 18,655$ 7,523$ 680$ 34,858$ -$ 1,407$ 43,205$
Task 3: Field Inspection/Observation 15.00
Task 3.1 315 315 7.0 avg hrs per day inspection
Provide Field Inspection/Observation -$ -$ -$ -$ 49,725$ 49,725$ 4,725$ 54,450$ 45 working days
Task 3.2 8 8 Prior to Pre-construction
Prepare Photograph and Video Documentation -$ -$ -$ -$ 1,360$ 1,360$ 120$ 1,480$
Task 3.3 Included in Task 3.1
Field Changes -$ -$ -$ -$ -$ -$ -$ -$
Task 3.4 Hours are included in Task 3.1
Prepare Daily Observation Reports -$ -$ -$ -$ -$ -$ -$ -$
Task 3.5 Materials Testing by RGH
Materials Testing -$ -$ -$ -$ -$ -$ $24,728 3,709$ 28,437$ Coord time included in Task 3.1
Task 3.6 4 4 8
Develop Punchlists -$ -$ 820$ -$ 680$ 1,500$ 120$ 1,620$
Task 3.7 8 4 4 16
Compile Final Documents -$ -$ 1,640$ 540$ 680$ 2,860$ 240$ 3,100$
Task 3.8 6 2 4 12 Final pay request, coordinate retention release
Prepare Final Pay Estimate -$ -$ 1,230$ 270$ 680$ 2,180$ 180$ 2,360$ Notice of Completion
Sub-Total 18 6 335 359
-$ -$ 3,690$ 810$ 53,125$ 57,625$ 24,728$ 9,094$ 91,447$ 91447 check
Task 4: Public Outreach $6$6
Task 4.1
Public Outreach Plan -$ -$ -$ -$ -$ -$ -$ -$ Not Applicable
Task 4.2 9 9 18 9
Public Information and Contact Points -$ -$ 1,845$ 1,215$ -$ 3,060$ 117$ 3,177$ 1 hrs each
Task 4.3
Attend Public Meetings -$ -$ -$ -$ -$ -$ -$ -$ Not Applicable
Sub-Total 9 9 18
-$ -$ 1,845$ 1,215$ -$ 3,060$ -$ 117$ 3,177$
Contingency $6
3%$6 4,200$
Project Totals 3 32 118 65 339 557
750$ 8,000$ 24,190$ 9,548$ 53,805$ 96,293$ 24,728$ 10,644$ 142,798$
Assumes no formal claims. Time is for meetings &
communication to resolve field issues
* OTHER DIRECT COSTS Include: Telephone, Vehicles, Printing, Photo-copies and other misc. direct expenses.
wks coordinate with Data Instincts