HomeMy WebLinkAbout6/1/2011 - STAFF REPORTS - 2K P,L M SAS
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Date: June 1, 2011 CONSENT CALENDAR
Subject: APPROVAL OF AMENDMENT NO. 4 TO CONTRACT SERVICES
AGREEMENT NO. 4780 WITH DOKKEN ENGINEERING FOR THE
BELARDO ROAD BRIDGE & ROADWAY WIDENING, CITY PROJECT
NO. 87-49
From: David H. Ready, City Manager
Initiated by: Public Works and Engineering Department
SUMMARY
An amendment to the contract services agreement with Dokken Engineering is
recommended to include construction phase services (contract administration, materials
testing, and inspection) for the Belardo Road Bridge & Roadway Widening, City Project
87-49.
RECOMMENDATION:
1) Approve Amendment No. 4 to Agreement No. 4780 with Dokken Engineering, in
the amount of $311,600 for a total revised contract amount of $770,240 for the
Belardo Road Bridge & Roadway Widening, City Project 87-49; and
2) Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
On October 1, 2003, the City Council approved Agreement No. 4780 with Dokken
Engineering to provide civil engineering design services for the Belardo Road Bridge &
Roadway Widening, City Project 87-49. This project will extend Belardo Road between
Sunny Dunes Road and S. Palm Canyon Dr., including construction of a new bridge
across Tahquitz Creek and various street improvements to Sunny Dunes Road,
Mesquite Avenue, and Morongo Road.
On May 4, 2011, the City Council approved the plans and specifications, and authorized
bidding for this project. As a federally funded project, this project is subject to Caltrans
and Federal Highway Administration (FHWA) oversight, therefore, it is recommended
ITEM NO. ��.
City Council Staff Report
June 1, 2011 - Page 2
Amendment No. 4 to Agreement No. 4780
that the City's consultant take on the responsibility to ensure the construction of this
project complies with all state and federal rules.
Staff has negotiated a contract amendment with Dokken Engineering in the amount of
$311,600 to provide the City with turnkey construction phase services for this project.
The estimated construction cost of this project is approximately $3,450,000 — and the
construction phase services represents 9% of this cost. Generally, construction
administration costs vary from 10%-15% of the construction estimate, depending upon
the complexity of the project. Staff recommends Council approve the contract
amendment which will ensure the consultant is available to provide required services by
the time the bid opening is held on June 21, 2011,
FISCAL IMPACT:
The total estimated cost of the construction phase of this project (including construction
inspection and administration, and contingencies) is estimated at $4,351,942. Of the
original $3,000,000 PLHD federal grant, $2,325,194 remains available for construction
(prior funds were used for the environmental and design phases). This leaves a
balance of$2,026,748 to be funded with local funds. However, the Agua Caliente Band
of Cahuilla Indians ("Tribe") has agreed to provide funding for this project with its own
federal IRR funds.
A maximum of $2,035,362 in IRR funding is available to the City pursuant to a funding
agreement with the Tribe previously approved by the City Council on May 4, 2011.
Costs associated with this contract amendment will be covered by the IRR funding
made available by the Tribe. No local miscellaneous General Funds will be required for
this project.
SUBMITTED:
Prepared by: Recommended by:
✓,r
Marcus L. Fuller David J. Barakian
Assistant Director of Public Works Director of Public Works/City Engineer
Approved by:
--------------
Thomas J. Wi on, Asst. City Manager David H. Ready, Cit ager
Attachments:
1. Amendment No. 4 to Agreement No. 4780
AMENDMENT NO. 4 TO CONTRACT SERVICES AGREEMENT NO. 4780
WITH DOKKEN ENGINEERING
BELARDO ROAD BRIDGE & ROADWAY WIDENING
CITY PROJECT NO. 87-49
FEDERAL PROJECT NO. PLHL-5282(020)
The following articles of Agreement No. 4780 are hereby amended to read as follows:
Wherever in the Agreement the term "Contractor" is referred to shall be amended to refer to the
term "Consultant".
SECTION 2.1 Maximum contract amount is amended to Seven Hundred Seventy Thousand
Two Hundred Forty Dollars ($770,240.00).
SCOPE OF SERVICES (Exhibit"A")—Exhibit"A" is amended as follows:
Add Phase 3— Construction Services. See the attached sheet.
SCHEDULE OF COMPENSATION Exhibit"C" — Exhibit"C" is amended as follows:
Add Phase 3—Construction Services, as identified on the attached Exhibit"C".
SCHEDULE OF PERFORMANCE Exhibit"D" —Exhibit"D" is amended as follows:
The following shall be added: "Phase 3 shall be completed throughout the duration of
construction."
Purchase Order Number(s): 416389
Agreement Number: 4780
Original City Council Approval: October 1, 2003
Original Contract Amount: $ 325,000
Amount of Previous Decrease $ 133,640
Amount of This Increase $ 311,600
Amended Total: $ 770,240
Account Number:
SIGNATURES ON LAST PAGE
EXHIBIT "A"
SCOPE OF SERVICES
Add "Phase 3 - Construction Services", as follows:
General Scope - Phase 3, Construction Services
This proposed scope of work assumes that the duration of the construction project shall
be 140 working days.
Task 1, PROJECT MANAGEMENT
Consultant shall organize and develop a Project Development Team (PDT). Members
of the PDT shall include Consultant Construction Management Project Manager,
Consultant Design Project Manager, Sub-consultant as required and members of the
City of Palm Springs.
Task 1.1 Monthly PDT Meetings
Consultant shall organize and conduct Monthly Progress Meetings with the PDT to
discuss progress of construction project, issues to be resolved and action items to be
addressed.
Deliverable: Consultant shall contact all members of the PDT to coordinate the
scheduled meeting date. A Meeting Notice, an Agenda and Meeting Minutes shall be
prepared for the meeting.
Task 1.2 Monthly Progress Reports
Consultant shall prepare progress reports to record the progress of the construction
project. The Progress Report shall include accomplished tasks for the month,
anticipated progress for the next month, pending issues, a list of Contract Change
Orders (CCO), a list of Notice of Potential Claims (NOPC) (if any), and schedule
completion target dates.
Deliverable: Consultant shall prepare monthly progress reports.
Task 1.3 Quality Control
Consultant shall review engineering report submittals by other consultants (materials
testing, labor compliance, etc) to ensure that appropriate background information, study
methodology, interpretation of data, format and content are completed in accordance
with all appropriate standards.
Exhibit A-Scope of Services
Page 1 of 7
s
Task 2.0 QUALITY ASSURANCE INSPECTION
Task 2.1 PRE-CONSTRUCTION SERVICES
Task 2.1.1 Pre-Construction Meeting
Consultant shall plan, coordinate, and run a pre-construction meeting.
Task 2.1.2 Pre-Construction Photo Documentation
Consultant shall conduct pre-construction photo and video documentation of the
existing conditions on the project site.
Deliverable: Consultant shall provide the City with copies of all photos and video.
Photos and video shall be also be made a permanent part of the construction records.
Task 2.2 CONSTRUCTION SERVICES
Consultant shall perform all inspection necessary for the project to assure contract
compliance and Federal reimbursement as outlined in the Caltrans Local Assistance
Procedures Manual. The following is a description of major aspects of this work:
Deliverables: A copy of all deliverable items shall be kept in the contract files on site.
• Baseline Schedule: Consultant shall review the baseline CPM schedule submitted
by the Contractor and work closely with the Contractor until it is acceptable.
Consultant shall review monthly Baseline Schedule updates and verify accuracy.
• Daily Inspection and Diaries: Consultant shall perform daily inspection of all
Contractors' activities (as needed). All information shall be recorded on a daily diary
form. This information shall include but not be limited to job stamp, date, weather,
item of work performed, hours of work performed, measurement of items installed,
workers names and classifications, equipment numbers, subcontractor's personnel,
conversations, conflicts and resolutions, and non-compliance (if necessary).
• Daily Photo Log: Consultant shall make a daily photo log of the project (as needed).
Issues of contract non-compliance and SWPPP violations shall be recorded and
addressed.
• Tracking Construction Materials: Consultant shall track Contractors' materials by
certificate of compliance.
• Submittal Review: Consultant shall receive, stamp with date received, and track all
Contractors', subcontractors', and independent party submittals. A log shall be set
up identifying submittal name, responsible party, review party and whether date was
met.
Submittals shall include but not be limited to:
➢ Contractor's equipment list
Exhibit A—Scope of Services
Page 2 of 7
➢ SWPPP
➢ Mix Designs (Asphalt Concrete and Portland Cement Concrete)
➢ Materials to be used
➢ Falsework Design
➢ Shoring/Cofferdam Design
➢ Pile Driving Plan
➢ Electrical Plan
➢ Traffic Control Plan
➢ Pre-Cast/Pre-Tensioned Girder Shop Drawings
Consultant's design staff shall be used to review shop plans where applicable.
• Labor Compliance/Equal Employment Opportunity/Prevailing Wage/Disadvantaged
Business Enterprise (DBE): Consultant shall enforce the contract requirements as
they pertain to Labor Compliance, Equal Employment Opportunity, Prevailing Wage,
and Disadvantaged Business Enterprise according to the Local Assistance
Procedures. This shall include preparing daily diaries (as needed) and recording
workers names, classifications, work performed and hours worked on each task;
receiving Contractors', Subcontractors', and equipment rental companies' certified
payrolls on a weekly basis; and tracking work performed by DBE Subcontractors,
hours of work performed and monthly progress payments that include work by DBE
Subcontractors.
• Storm Water Pollution Prevention Plan (SWPPP) Compliance: Consultant shall
inspect the project site and monitor Contractor's compliance with Best Management
Practices (BMP's) in accordance with Caltrans Storm Water Quality Handbooks.
Consultant shall monitor the weather forecast during the storm season and ensure
Contractor's compliance for pre-storm, storm event, and post storm requirements.
Proper handling and storage of non-visible pollutants shall be enforced.
• Request For Information (RFI): Consultant shall receive, record, review, and respond
to all Contractor's Request For Information. Response times shall be determined
and adhered to. Consultant's design engineers shall be utilized where applicable.
• Change Requests/Contract Change Orders (CCO)/Transmittal Letters: Consultant
shall receive, record, and review all Contractors' Requests for Changes. All requests
shall be reviewed for merit. If change is warranted, Consultant shall assist in the
creation of a Contract Change Order and Transmittal Letter according to Caltrans
Contract Change Order Manual. Consultant shall receive City approval prior to
submittal to Contractor. Consultant shall track all extra work on separate daily
diaries. Monthly progress payments shall reflect all CCO worked performed in the
previous month.
• Coordinate Materials Testing and Inspection/Surveying Services: Consultant shall
coordinate and monitor all materials testing services and construction surveying. It is
assumed that the contractor shall be responsible for all construction surveying and
staking. Consultant shall perform quality assurance surveying as needed. Materials
testing reports shall be reviewed and initialed by Consultant and maintained in the
project files.
Exhibit A—Scope of Services
Page 3 of 7
• Ensure Compliance to Safety Regulations, Building Codes, City Ordinances:
Consultant shall verify Contractor's compliance to applicable Construction Safety
Orders. Violations shall be recorded and Contractor shall be requested to correct
unsafe condition. A safety diary shall be written for each violation and maintained in
the Construction Files. In appropriate situations the project shall be shut down until
Contractor corrects safety violation(s).
• Track Construction Quantities Daily/Weekly/Monthly: Consultant shall track
construction quantities during each operation of work and record the amount and
type of material placed. Certificates of Compliance or Release Tags shall be
received for material used in construction to justify payment.
• Prepare Monthly Progress Estimates: Consultant shall prepare Monthly Progress
Estimates to summarize payment to the Contractor for work performed. Consultant's
Resident Engineer and Inspector shall prepare supporting documents for each item
of work to be paid. These documents shall include at a minimum, item to be paid,
amount of item to be paid, calculation of material placed, Certificates of Compliance
or Release Tags, name of individual creating document, name of individual verifying
document, and date. A comprehensive Monthly Progress Estimate shall be
submitted to the City for review, approval, and processing. Monthly Progress
Estimates shall include Contract Change Order Work.
• Monitor Construction Costs: Consultant shall track construction costs on a monthly
basis. Excel spreadsheets shall be created to monitor payment on each item of
work. Spreadsheets shall be updated on a monthly basis. Contingency balance shall
be monitored and updated after each CCO or after each Monthly Progress Estimate.
• Notice of Potential Claims (NOPC)/Claims Resolution: Consultant shall review any
Notice of Potential Claims submitted by the Contractor for merit and conformance to
the requirements in the Special Provisions. Consultant shall follow the guidelines
and procedures established by the City and the Caltrans Construction Manual in
responding to, resolving, and fighting protests, potential claims, and claims. Proper
documentation shall be created to establish a chain of events in the claims process.
• Create and Ensure Compliance to Punchlists: Consultant shall create punchlists
throughout the construction process after each item of work is complete. Punchlists
shall include items that need to be corrected or amended. Consultant shall meet with
Contractor's personnel regularly to monitor completion of punchlist items.
Completion of punchlist items shall be a topic at the Weekly Construction Progress
Meetings.
• Architectural Fabrication Services: Consultant shall coordinate with Artist (Braaksma
Design) to provide a material prototype (approx. 17 feet x 2 feet) for the relief pattern
on the bridge parapet. Because the relief pattern repeats, one prototype shall be
provided, from which molds or forms can be derived. Consultant shall coordinate
with Artist (Braaksma Design) will supply metal medallions for the railings. The
Contractor will install the medallion pieces after the bridge is completed to a stage at
which construction-related damage to the medallions is precluded. Consultant shall
coordinate with Artist (Braaksma Design) to review and approve color samples for
Exhibit A—Scope of Services
Page 4 of 7
the bridge stain and railing paint. Review and approval will include up to three trips
to the site to assess the samples on site with as-built elements and the bridge
surroundings.
Task 2.3 BIOLOGICAL MONITORING
Consultant shall be responsible for overseeing compliance with protective measures for
list species, as required by Appendix F, Environmental Commitment Record, of the
Initial Study.
Task 3.0 CONSTRUCTION MANAGEMENT SUPPORT
Task 3.1 PRE-CONSTRUCTION SERVICES
Task 3.1.1 Pre-Bid Meeting
Consultant shall assist the City with scheduling and conducting a pre-bid meeting.
Consultant shall assist City with advertising a pre-bid meeting in applicable newspapers
and trade magazines.
Deliverable: A Meeting Notice, Agenda and Sign-In Sheet shall be prepared for pre-bid
meeting. Consultant shall provide meeting minutes to City within two days of meeting.
Action items shall be assigned to appropriate personnel with a timeline for completion of
tasks. Consultant shall assist City in preparing addendum to contract plans,
specifications, and estimate, if necessary.
Task 3.1.2 Bid-Opening Meeting
Consultant shall assist the City with scheduling and conducting a bid-opening meeting
per the Caltrans Local Assistance Procedures Manual. Consultant shall assist City with
advertising a bid-opening meeting in applicable newspapers and trade magazines.
Deliverable: A Meeting Notice, an Agenda and Sign-In Sheet shall be prepared for bid
opening meeting. Action items shall be assigned to appropriate personnel with a
timeline for completion of tasks. Consultant shall provide meeting minutes to City within
two days of meeting.
Task 3.1.3 Bid Analysis
Consultant shall review and analyze contractor's bids. Consultant shall review the unit
bid prices in each bid for reasonable conformance with the engineer's estimate and
compare with each other bid received. Consultant shall evaluate bids for
responsiveness and completeness, and assure compliance with DBE program.
Deliverable: Consultant shall make recommendations to City on acceptance of
contractor's bids.
Exhibit A—Scope of Services
Page 5 of 7
Task 3.1.4 Pre-Construction Meeting
Consultant shall assist the City with scheduling and conducting a pre-construction
meeting with the approved contractor. Consultant shall contact members of the
contractor's team, local authorities (police, fire, etc.), Caltrans Local Assistance, design
engineers, and applicable utility owner personnel. Topics shall include items such as
City expectations, labor compliance, Equal Employment Opportunity compliance, safety,
environmental regulations, materials testing and compliance, Contractor submittals, and
payment process.
Deliverable: A Meeting Notice, Agenda and Sign-In Sheet shall be prepared for
preconstruction meeting. Action items shall be assigned to appropriate personnel with a
timeline for completion of tasks. Consultant shall provide meeting minutes to City within
two days of meeting.
Task 3.2 DESIGN SUPPORT SERVICES
Consultant design staff shall assist construction inspection personnel with construction
change orders and contractor Requests for Information (RFI's), as needed. Design staff
shall make any needed design changes to the project as requested by the City.
Design staff shall prepare as-built construction plans after construction is complete.
Task 3.3 POST-CONSTRUCTION SERVICES-PROJECT CLOSE-OUT
Consultant shall assist the City with all construction management and administration
necessary for closing out the project to assure contract compliance and Federal
reimbursement as outlined in Caltrans Local Assistance Procedures Manual. The
following is a description of major aspects of this work:
Task 3.3.1 Item Close-Out
Consultant shall close out and balance all contract items. Item overruns and underruns
shall be resolved with the Contractor. Contract Change Orders to adjust item prices
shall be created if necessary.
Deliverable: Consultant shall submit a list of item overruns and underruns to the City.
Consultant shall submit a CCO for approval by the City, as necessary, to adjust item
prices.
Task 3.3.2 Claims Report
Consultant shall prepare a Claims Report for each claim that is outstanding and
unresolved at the end of the construction project. Claims Reports shall be in accordance
with Section 2-70 "Protests, Potential Claims, and Claims," of the Caltrans Construction
Manual.
Exhibit A—Scope of Services
Page 6 of 7
13
Deliverable: Consultant shall submit a claims report for each claim for review by the City
and Caltrans.
Task 3.3.3 Proposed Final Estimate
Consultant shall prepare the Proposed Final Estimate. This document shall be provided
after resolution of construction claims.
Deliverable: Consultant shall submit a Proposed Final Estimate to the Contractor for
acceptance.
Task 3.3.4 Project Reimbursement
Consultant shall prepare the State and Federal forms for the City to obtain
reimbursement of funds in accordance with Section 17 of the Caltrans Local Assistance
Procedures Manual.
Deliverable: Consultant shall submit State and Federal forms for reimbursement to the
City and Caltrans.
Task 3.3.5 Project Report
Consultant shall create a Project Report that identifies the construction of the project,
the final cost of construction including construction management and administration, a
list of all Contract Change Orders, a list of Construction Claims and the result of each
after resolution, and a photo documentary of construction.
Deliverable: Consultant shall submit a Project Report to the City.
END OF EXHIBIT "A"
Exhibit A Scope of Services
Page 7 of 7
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Except as specifically amended by this Amendment No. 4, all terms and provisions of
Agreement No. 4780 remain in full force and effect.
ATTEST: CITY OF PALM SPRINGS,
a California charter city
By:
City Clerk By:
City Manager
APPROVED AS TO FORM:
By:
City Attorney
CONSULTANT: DOKKEN ENGINEERING
Check one:_Individual_Partnership X Corporation
Corporations require two notarized signatures: One signature must be from the Chairman of Board,President,or any Vice
President.The second signature must be from the Secretary,Assistant Secrets Treasurer,Assistant Treasurer,or Chief
Financial Officer).
By: By,
Notarized Signature of airman of Board, Na Ized Sigriffure kecretary,Asst Secretary,
President or any Vice President Treasurer,Asst t j,,a u'r rr`orr Chief Financial Officer
Name: 4. 1hW" � ��' Name: ' 'Y `_ ie I
Title: Title:
!State of c State of� c
County of c County o cv "Ag
On before me, +�� 1 before me, n P y
personally appeared personally appeared e.
who proved to me on the basis of satisfactory ev ence)to be who proved to me on the basis of satis story evidence)to be
the person(s) whose name(s) is/are subscribed to the within the person(s) whose name(s) is/are subscribed to the within
instrument and acknowledged to me that he/she/they instrument and acknowledged to me that he/she/they
executed the same in his/her/their authorized capacity(ies), executed the same in his/her/their authorized capacity(ies),
and that by his/her/their signature(s) on the instrument the and that by his/her/their signature(s) on the instrument the
person(s), or the entity upon behalf of which the person(s) person(s), or the entity upon behalf of which the person(s)
acted,executed the instrument. acted,executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the I certify under PENALTY OF PERJURY under the laws of the
State of California that the foregoing paragraph is true and State of California that the foregoing paragraph is true and
correct. correct.
WITNESS my hand and official seal. WITNESS my hand seal.
Notary Sig nature, i/ 2za!
Notary Signatur
Notary Seal: Notary Seal:
LYNNE M. CASTILLO =NOTARY
ASTILLO
COMM.# 1849015 ''nn 49015 ►rnnNOTARY PUBLIC-CALIfORNU U� CAufORNIA YIACAMENTO COUNTY COUNTY "'Mr COMM.1RP.MAr 14,1113 ' Ar 14,1013
EXHIBIT "C"
SCHEDULE OF COMPENSATION
The following is added to Exhibit"C", Schedule of Compensation:
PHASE 3—CONSTRUCTION SERVICES
The following budgeted hours are based on a project schedule of 140 working days.
Project Manager: 36 hours @ $200/ hour= $7,200
Resident Engineer: 360 hours @ $150/hour= $54,000
Structures Inspector: 320 hours @ $120/hour= $38,400
Inspector: 360 hours a. $100/hour= $36,000
Subtotal—Construction Inspection: $135,600
Materials Testing: $45,000
Quality Assurance Testing: $10,000
Labor Compliance: $27,000
Architectural Fabrication: $26,000
Design Support: $50,000
Equipment/ Per Diem: $18,000
Phase 3 Subtotal: $311,600
Grand Total of Contract $770,240
END OF EXHIBIT "C"
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