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Coastland Civil Engineering 2010-09-29
AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES [Design Professional] This Agreement, made and entered into this Iq 441 day of 5eP''embe-,*,-, 2010 ("Effective Date"), by and between CITY OF UKIAH, CALIFORNIA, hereinafter referred to as "City" and COASTLAND CIVIL ENGINEERING, INC., a corporation organized and in good standing under the laws of the State of California, hereinafter referred to as "Consultant". RECITALS This Agreement is predicated on the following facts: a. City requires consulting services related to construction management, inspection and testing for Neighborhood Enhancement - Clara Avenue Phase 1 Project, Specification No. 10-12. b. Consultant represents that it has the qualifications, skills, experience and properly licensed to provide these services, and is willing to provide them according to the terms of this Agreement. C. City and Consultant agree upon the Scope-of-Work and Work Schedule attached hereto as Attachment "A", describing contract provisions for the project and setting forth the completion dates for the various services to be provided pursuant to this Agreement. TERMS OF AGREEMENT 1.0 DESCRIPTION OF PROJECT 1.1 The Project is described in detail in the attached Scope-of-Work (Attachment "A"). 2.0 SCOPE OF SERVICES 2.1 As set forth in Attachment "A". 2.2. Additional Services. Additional services, if any, shall only proceed upon written agreement between City and Consultant. The written Agreement shall be in the form of an Amendment to this Agreement. 3.0 CONDUCT OF WORK 3.1 Time of Completion. Consultant shall commence performance of services as required by the Scope-of-Work upon receipt of a Notice'to Proceed from City and shall complete such services within 100 working days from receipt of the Notice to Proceed. Consultant shall complete the work to the City's reasonable satisfaction, even if contract disputes arise or Consultant contends it is entitled to further compensation. 4.0 COMPENSATION FOR SERVICES 4.1 Basis for Compensation. For the performance of the professional services of this Agreement, Consultant shall be compensated on a time and expense basis not to exceed a guaranteed maximum dollar amount of $121,160. Labor charges shall be based upon hourly billing rates for the various classifications of personnel employed by Consultant to perform the Scope of Design - Prof8mAgreement-November 20, 2008 PAGE 1 OF 7 Work as set forth in the attached Attachment B, which shall include all indirect costs and expenses of every kind or nature, except direct expenses. The direct expenses and the fees to be charged for same shall be as set forth in Attachment B. Consultant shall complete the Scope of Work for the not-to-exceed guaranteed maximum, even if actual time and expenses exceed that amount. 4.2 Changes. Should changes in compensation be required because of changes to the Scope-of- Work of this Agreement, the parties shall agree in writing to any changes in compensation. "Changes to the Scope-of-Work" means different activities than those described in Attachment "A" and not additional time to complete those activities than the parties anticipated on the date they entered this Agreement. 4.3 Sub-contractor Payment. The use of sub-consultants or other services to perform a portion of the work of this Agreement shall be approved by City prior to commencement of work. The cost of sub-consultants shall be included within guaranteed not-to-exceed amount set forth in Section 4.1. 4.4 Terms of Payment. Payment to Consultant for services rendered in accordance with this contract shall be based upon submission of monthly invoices for the work satisfactorily performed prior to the date of invoice less any amount already paid to Consultant, which amounts shall be due and payable thirty (30) days after receipt by City. The invoices shall provide a description of each item of work performed, the time expended to perform each task, the fees charged for that task, and the direct expenses incurred and billed for. Invoices shall be accompanied by documentation sufficient to enable City to determine progress made and the expenses claimed. 5.0 ASSURANCES OF CONSULTANT 5.1 Independent Contractor. Consultant is an independent contractor and is solely responsible for its acts or omissions. Consultant (including its agents, servants, and employees) is not City's agent, employee, or representative for any purpose. It is the express intention of -the parties hereto that Consultant is an independent contractor and not an employee, joint venturer, or partner of City for any purpose whatsoever. City shall have no right to, and shall not control the manner or prescribe the method of accomplishing those services contracted to and performed by Consultant under this Agreement, and the general public and all governmental agencies regulating such activity shall be so informed. Those provisions of this Agreement that reserve ultimate authority in City have been inserted solely to achieve compliance with federal and state laws, rules, regulations, and interpretations thereof. No such provisions and no other provisions of this Agreement shall be interpreted or construed as creating or establishing the relationship of employer and employee between Consultant and City. Consultant shall pay all estimated and actual federal and state income and self-employment taxes that are due the state and federal government and shall furnish and pay worker's compensation insurance, unemployment insurance and any other benefits required by law for himself and his employees, if any. Consultant agrees to indemnify and hold City and its officers, agents and employees harmless from and, against any claims or demands by federal, state or local government agencies for any such taxes or benefits due but not paid by Consultant, including the legal costs associated with defending against any audit, claim, demand or law suit. Design - ProNmAgreement-November 20, 2008 PAGE 2 OF 7 Consultant warrants and represents that it is a properly licensed professional or professional organization with a substantial investment in its business and that it maintains its own offices and staff which it will use in performing under this Agreement. 5.2 Conflict of Interest. Consultant understands that its professional responsibility is solely to City. Consultant has no interest and will not acquire any direct or indirect interest that would conflict with its performance of the Agreement. Consultant shall not in the performance of this Agreement employ a person having such an interest. If the City Manager determines that the Consultant has a disclosure obligation under the City's local conflict of interest code, the Consultant shall file the required disclosure form with the City Clerk within 10 days of being notified of the City Manager's determination. 6.0 INDEMNIFICATION 6.1 Insurance Liability. Without limiting Consultant's obligations arising under Paragraph 6.2 Consultant shall not begin work under this Agreement until it procures and maintains for the full period of time allowed by law, surviving the termination of this Agreement insurance against claims for injuries to persons or damages to property, which may arise from or in connection with its performance under this Agreement. A. Minimum Scope of Insurance Coverage shall be at least as broad as: Insurance Services Office ("ISO) Commercial General Liability Coverage Form No. CG 20 10 10 01 and Commercial General Liability Coverage - Completed Operations Form No. CG 20 37 10 01. 2. ISO Form No. CA 0001 (Ed. 1/87) covering Automobile Liability, Code 1 "any auto" or Code 8, 9 if no owned autos and endorsement CA 0025. 3. Worker's Compensation Insurance as required by the Labor Code of the State of California and Employers Liability Insurance. 4. Errors and Omissions liability insurance appropriate to the consultant's profession. Architects' and engineers' coverage is to be endorsed to include contractual liability. B. Minimum Limits of Insurance Consultant shall maintain limits no less than: 1. General Liability: $1,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage including operations, products and completed operations. If Commercial General Liability Insurance or other form with a general aggregate limit is used, the general aggregate limit shall apply separately to the work performed under this Agreement, or the aggregate limit shall be twice the prescribed per occurrence limit. 2. Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage. Design - ProfSmAgreement-November 20, 2008 PAGE 3 OF 7 3. Worker's Compensation and Employers Liability: Worker's compensation limits as required by the Labor Code of.the State of California and Employers Liability limits of $1,000,000 per accident. 4. Errors and Omissions liability: $1,000,000 per occurrence. C. Deductibles and Self-Insured Retentions Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects to the City, its officers, officials, employees and volunteers; or the Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. D. Other Insurance Provisions The policies are to contain, or be endorsed to contain, the following provisions: General Liability and Automobile Liability Coverages a. The City, it officers, officials, employees and volunteers are to be covered as additional insureds as respects; liability arising out of activities performed by or on behalf of the Consultant, products and completed operations of the Consultant, premises owned, occupied or used by the Consultant, or automobiles owned, hired or borrowed by the Consultant for the full period of time allowed by law, surviving the termination of this Agreement. The coverage shall contain no special limitations on the scope-of-protection afforded to the City, its officers, officials, employees or volunteers. b. The Consultant's insurance coverage shall be primary insurance as respects to the City, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees or volunteers shall be in excess of the Consultant's insurance and shall not contribute with it. C. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its officers, officials, employees or volunteers. d. The Consultant's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. 2. Worker's Compensation and Employers Liability Coverage The insurer shall agree to waive all rights of subrogation against the City, its officers, officials, employees and volunteers for losses arising from Consultant's performance of the work, pursuant to this Agreement. Design - ProfSmAgreement-November 20, 2006 PAGE40F7 3. Professional Liability Coverage If written on a claims-made basis, the retroactivity date shall be the effective date of this Agreement. 4. All Coverages Each Insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City. E. Acceptability of Insurers Insurance is to be placed with admitted California insurers with an A.M. Best's rating of no less than A- for financial strength, AA for long-term credit rating and AMB-1 for short-term credit rating. F. Verification of Coverage Consultant shall furnish the City with Certificates of Insurance and with original Endorsements effecting coverage required by this Agreement. The Certificates and Endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The Certificates and Endorsements are to be on forms provided or approved by the City. All Certificates and Endorsements are to be received and approved by the City before Consultant begins the work of this Agreement. The City reserves the right to require complete, certified copies of all required insurance policies, at any time. If Consultant fails to provide the coverages required herein, the City shall have the right, but not the obligation, to purchase any or all of them. In that event, after notice to Consultant that City has paid the premium, the cost of insurance may be deducted from the compensation otherwise due the contractor under the terms of this Contract. G. Subcontractors Consultant shall include all sub-contractors or sub-consultants as insured under its policies or shall furnish separate certificates and endorsements for each sub-contractor or sub-consultant. All coverage for sub-contractors or sub-consultants shall be subject to all insurance requirements set forth in this Paragraph 6.1. 6.2 Indemnification. Notwithstanding the foregoing insurance requirements, and in addition thereto, Consultant agrees, for the full period of time allowed by law, surviving the termination of this Agreement, to indemnify the City for any claim, cost or liability that arises out of, or pertains to, or relates to any negligent act or omission or the willful misconduct of Consultant and its agents in the performance of services under this contract, but this indemnity does not apply to liability for damages for death or bodily injury to persons, injury to property, or other loss, arising from the sole negligence, willful misconduct or defects in design by the City, or arising from the active negligence of the City. "Indemnify," as used herein includes the expenses of defending against a claim and the payment of any settlement or judgment arising out of the claim. Defense costs include all costs associated with defending the claim, including, but not limited to, the fees of attorneys, investigators, consultants, experts and expert witnesses, and litigation expenses. Design - ProfSmAgreement-November 20, 2008 PAGE 5 OF 7 References in this paragraph to City or Consultant, include their officers, employees, agents, and subcontractors. 7.0 CONTRACT PROVISIONS 7.1 Documents and Ownership of Work. All documents furnished to Consultant by City and all documents or reports and supportive data prepared by Consultant under this Agreement are owned and become the property of the City upon their creation and shall be given to City immediately upon demand and at the completion of Consultant's services at no additional cost to City. Deliverables are identified in the Scope-of-Work, Attachment "A". All documents produced by Consultant shall be furnished to City in digital format and hardcopy. Consultant shall produce the digital format, using software and media approved by City. 7.2 Governing Law. Consultant shall comply with the laws and regulations of the United States, the State of California, and'all local governments having jurisdiction over this Agreement. The interpretation and enforcement of this Agreement shall be governed by California law and any action arising under or in connection with this Agreement must be filed in a Court of competent jurisdiction in Mendocino' County. 7.3 Entire Agreement. This Agreement_ plus its Attachment(s) and executed Amendments set forth the entire understanding between the parties. 7.4 Severability. If any term of this Agreement is held invalid by a court of competent jurisdiction, the remainder of this Agreement shall remain in effect. 7.5 Modification. No modification of this Agreement is valid unless made with the agreement of both parties in writing. 7.6 Assignment. Consultant's services are considered unique and personal. Consultant shall not assign, transfer, or sub-contract its interest or obligation under all or any portion of this Agreement without City's prior written consent. 7.7 Waiver. No waiver of a breach of any covenant, term, or condition of this Agreement shall be a waiver of any other or subsequent breach of the same or any other covenant, term or condition or a waiver of the covenant, term or condition itself. 7.8 Termination. This Agreement may only be terminated by either party: 1) for breach of the Agreement; 2) because funds are no longer available to pay Consultant for services provided under this Agreement; or 3) City has abandoned and does not wish to complete the project for which Consultant was retained. A party shall notify the other party of any alleged breach of the Agreement and of the action required to cure the breach. If the breaching party fails to cure the breach within the time specified in the notice, the contract shall be terminated as of that time. If terminated for lack of funds or abandonment of the project, the contract shall terminate on the date notice of termination is given to Consultant. City shall pay the Consultant only for services performed and expenses incurred as of the effective termination date. In such event, as a condition to payment, Consultant shall provide to City all finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs and reports prepared by the Consultant under this Agreement. Consultant shall be entitled to receive just and equitable compensation for any work satisfactorily completed hereunder, subject to off-set for any direct or consequential damages City may incur as a result of Consultant's breach of contract. Design - ProfSmAgreement-November 20, 2006 PAGE 6 OF 7 7.9 Duplicate Originals. This Agreement may be executed in duplicate originals, each bearing the original signature of the parties. When so signed, each such document shall be admissible in administrative or judicial proceedings as proof of the terms of the Agreement between the parties. 8.0 NOTICES Any notice given under this Agreement shall be in writing and deemed given when personally delivered or deposited in the mail (certified or registered) addressed to the parties as follows: CITY OF UKIAH DEPT. OF PUBLIC WORKS 300 SEMINARY AVENUE UKIAH, CALIFORNIA 95482-5400 9.0 SIGNATURES COASTLAND CIVIL ENGINEERING 1400 NEOTOMAS AVENUE SANTA ROSA, CA 95405 IN WITNESS WHEREOF, the parties have executed this Agreement the Effective Date: CONSULTANT 0/1- q,-( ~ - rv Date CITY OF UKIAH _ B~. eL'11K~ Jane Chambers CITY MANAGER ATTEST IF - JoAnne Currie CITY CLERK Date a bq4 o Date Design - ProfSmAgreement-November 20, 2008 PAGE 7 OF 7 ttS fL> IRS IDN Number ATTAc-HMEN,T O A'% Cnl Engineering - Construction Management - Building Dept. Services August 23, 2010 Mr. Ben Kageyama, Senior Civil Engineer City of Ukiah Department of Public Works 300 Seminary Avenue Ukiah, CA 95482-5400 RECEIVED AUG 2 3 2010 CITY OF UKIAH DEPT. OF PUBLIC WORKS Subject: Proposal to Provide Construction Management & Inspection Services for Neighborhood Enhancement Project - Clara Avenue Phase I Project Dear Ben: Coastland truly appreciates the opportunity to provide construction management and inspection services for the City's Clara Avenue Phase I Project. Because this project was designed by Coastland, our team is keenly aware of the unique project issues and how to provide a framework for rapid and effective communication to ensure scheduling and budgeting goals are met. To meet the special needs of this project, Mr. Russ Harlan will sere as Construction Manager and will be directly responsible to the City for execution of the work program for the duration of the contract. Russ has managed the construction of more than 20 similar projects for many of Ukiah's neighboring cities and has been successful at administering completion of these projects within the designated construction budget. His background includes planning, budgeting, design and construction management for a multitude of public works projects. In all of these projects, Russ has coordinated closely with the public to address neighborhood concerns in a highly effective manner. He is well-aware that proper budgeting, clear communication, public relations, and detailed documentation are essential to project delivery. His certification as a Grade D-2 Water Distribution operator will lend additional insight to the City's project. Additionally, Russ has a 23-year working relationship with the Contractor having been involved in numerous highly successful large City of Santa Rosa projects with Argonaut. Based on this experience, Russ is very familiar with the City's expectations and how to provide a cost-effective approach to this project. His knowledge and experience will provide a framework for rapid, effective communication and proactive resolution of issues that may arise during construction. His resume is attached. Mark Stinson will sere as construction inspector for this project. He will provide daily, on-site inspections of the construction activities to ensure that the contractor's work conforms with contract documents, codes, regulations, established construction schedule and the City's construction standards. With over 36 years of experience, Mr. Stinson is very skilled in communicating with the impacted public, utility companies, regulatory agencies, railroad authorities, and contractor. He has demonstrated his leadership abilities on a variety of projects including streets, utilities, traffic signals, lighting, bridges, airports, parks, and more. He will be available to respond with minimal advanced notice to the needs of the City and will maintain a constant on-site presence during the course of the project. His resume is attached. We appreciate this opportunity and look forward to developing a long-term working relationship with the City of Ukiah's Public Works Department. Please feel free to contact me should you have any questions on the proposal, or are in need of additional information: Sincerely Yours, Mike Janet, Cons ruction Department Manager 1400 Neotomas Avenue Santa Rosa, CA 95405 707.571.8005 707.571.8037 Fax ;0 Understanding & Approach The City of Ukiah is requesting construction management, inspection and materials testing services for the construction of the Neighborhood Enhancement - Clara Avenue Phase I Project. The selected consultant will ensure that the construction work is in compliance with the contract documents, measure and report pay quantities, control contract costs, perform public relations as required, and keep the City informed as to the progress, costs, and quality of the project. The project limits are on Clara Avenue between North State Street and Orchard Avenue. Clara Avenue is located in an older residential neighborhood connecting North State Street the City's prominent shopping center (Pear Tree Center). Clara Avenue has poor pavement conditions and lacks contiguous sidewalks,.curb and gutter, and adequate drainage. Phase 2 of the Neighborhood Enhancement Project will be constructed as funds become available. In general, this project involves roadway rehabilitation and installation of curb, gutter, sidewalks, ramps and storm drain facilities along Clara Avenue. The Bid Alternate 1 includes the addition of a new 6-inch water main and services from State Street to Sidnie Street. The Bid Alternate 2 includes the addition of storm drain from State Street to the Railroad. The engineer's estimate is $487,639 with an additional $501,265 for the Alternate Bid 1 and $83,420 for Alternate Bid 2. The estimated number of working days is 50 for the base bid with an additional 40 days for the Alternate Bid 1 and 10 days for Alternate Bid 2. The project was advertised on August 17, 2010. Argonaut was the apparent low bidder at $408,612 for the base bid, $365,767 for Alternate 1 and $75,385 for Alternate 2. The City has elected to construct the base bid plus both additive alternates. To meet the scheduling and budgeting goals of the project, it is important for the selected consultant to be committed to identifying issues and constraints early on to provide a cost-effective approach to the City's project. Because the project was designed by Coastland; we have in-house design staff who are already intimately familiar with the project. Our design staff will provide project oversight and coordination to minimize potential cost overruns and delays. The following are specific items that we believe to be key aspects of the project. n The project area receives substantial residential and commercial traffic. Traffic control will be essential to ensure construction proceeds smoothly and public impact is minimized. We will closely review the contractor's traffic control plan to make certain that access to residences, shopping center and North State Street is maintained at all times. This project has received a positive response from the public based on feedback obtained from the Public Workshop in July of 2009. Coastland will make every effort to maintain this positive progress and alleviate impact to all impacted parties during . construction by keeping the public informed and addressing any concerns before and during construction. As part of our public relations program, we will distribute notices and meet with residents face-to-face. Russ Harlan and Mark Stinson are well aware of the neighborhood issues of similar projects, including how to address concerns about traffic, dust, noise, damage to property and other disruptions. Coordination with the North Coast Railroad Authority (NCRA) will be an essential component of this project. Coastland will review the NCRA encroachment permit and coordinate with the contractor and NCRA to ensure compliance with permit requirements. In order to accurately identify the existing utilities, we will make certain that the contractor potholes existing utilities at points of crossing and points of connection as the first order of work in accordance with the specifications. Should any conflicts be discovered we will make certain the Contractor coordinates with the City, the Design Engineer and the appropriate utility provider to address the concern in a timely manner and result in minimal impact to the contractor's schedule. Coastland believes successful projects are a team effort of all the parties involved in the work. To provide a foundation for strong communication, our approach includes weekly meetings between the Construction Manager, Inspector and the City's project manager to discuss the details of the project. This will be followed by weekly progress meetings with Argonaut and other project stakeholders to ensure we have clear communication throughout the course of the project. 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. In summary, Coastland's overall approach to this project focuses on teaming with City forces to produce a high quality, cost-effective project. We will provide the City with an experienced team who is already knowledgeable of this project to act as an extension of Ukiah's staff. Additionally, Coastland staff is very familiar with the contractor (Argonaut) and has worked with Argonaut's Chief Project Manager (Trevor Stewart) on a multitude of projects including a current project for the City of Santa Rosa. From the onset of this project, we will establish the lines of communication and decision making roles with all project stakeholders. We will coordinate closely with the City for the entire project duration and keep you informed regarding costs, changes, public relations, and construction progress. Based on our understanding of the City's needs, our proposed scope of services is as follows: Scope of Services Task No. I - Pre-Construction Meeting Immediately following the award of the construction contract, 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. Our team will emphasize the key aspects of the project to ensure everyone is aware of the unique project issues. 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. Following the pre-construction meeting, Coastland will continue to work closely with the City, Design Engineer (Heidi Utterback), and contractor to ensure that all project issues are addressed promptly and that the City's best interests are considered at all times. Task No. 2 Pre-Construction Site Visit and Documentation Coastland will take pre-construction digital photos of the limits on Clara Avenue with special attention given to sensitive areas including private properties. 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 No. 3 - Project Start-Up Coastland will assemble project files in accordance with the City's standard format for administration. Coastland uses Primavera Contract Manager software as a centralized system for document control to create, store, organize, track, and link all project information. Primavera Contract Manager software will distill the constant flow of paperwork 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. The use of Contract Manager reduces administrative costs, facilitates clearer communication, enhances the sense of a "team effort," and eliminates disputes. Task No. 4 T Daily Meld Inspections and Doeunientation 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. O 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 CD's 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. This review can improve constructability, reduce costs, eliminate ambiguities, and improve clarity. Coastland will immediately report any deviation from the approved contract documents. Traffic control on this connector street will be essential for ensuring that construction proceeds smoothly and public impact is minimized. Our inspector will review the Contractor's traffic control plan to make certain that access to the Pear Tree Center, North State Street and residences is maintained at all times during construction. Coastland's Inspector will work under the supervision of our Construction Manager. In summary, our Inspector's responsibilities include: Inspect- the- contractor's work for conformance to the contract documents, codes, regulations, and Ukiah's standards on a daily basis. 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. Participate in meetings with City staff, contractor and other agencies. Verify construction material quantities. Monitor traffic control procedures. Distribute notifications to impacted public regarding the status of construction. 0 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. Prepare and maintain current redlined construction drawings, documenting unforeseen field conditions and changes to check the contractor's record drawings. Work overtime, when 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' No. 5 - Progress Meetings Coastland will conduct weekly coordination and progress meetings to focus on completed and upcoming work, any construction delays, updating the schedule, 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 No. Sa - NCRA Coordination Coastland will coordinate with the North Coast Railroad Authority during construction to ensure compliance with NCRA encroachment permit requirements. Our construction team has recently managed similar projects requiring coordination with the Railroad Authority including the Santa Rosa Todd Road Sewer Improvements (bore & jack) and the Cloverdale 1St Street Water Improvements. ' D Task No. 6 - Status Reports and Documentation Task 6a - Reports It is important to keep the City informed regarding public relations, progress of the work and costs of the project. 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 a-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. Task 6c - Requests for Information (RFI) Coastland will receive and log all Requests for Information (BFI's) from the contractor, and forward the RFI to the designer. Coastland will track the status of all BFI's by generating a weekly RFI log that lists the "Balkin-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 No. 7 - Construction Management Our goal is to ensure that construction and contract administration are performed in compliance with City requirements and the project plans and specifications. To accomplish this goal, our Construction Manager will oversee inspection and 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. Task No. 8 - Materials Testing Rau and Associates of Ukiah will provide materials testing for this project. They will perform the compaction testing of trench backfill and of the full depth asphalt concrete pavement section. They will also perform gradation and sand equivalent tests on the structure backfill and aggregates for the asphalt concrete. There are approximately 4,100 linear feet of utility trench, primarily water and storm drain. The contractor will be required to open the trench, install the piping, backfill the trench and place temporary paving each day. Rau has assume there will be approximately 200 linear feet of trench paving per day installed in this fashion, indicating there will be approximately 21 days for trenching. The paving will be accomplished by excavating one half of the street per day and placing stabilization fabric, proof rolling, and placing the lower six inches of asphalt concrete base. The length is approximately 350 long. Rau anticipates that one half of the street can be accomplished over the full length of one day. This implies four days of compaction testing. Rau anticipates there will be eight maximum wet density curves requires for the various materials, excluding asphalt concrete. They anticipate a total of four gradations (California Test Method 202) and four sand equivalent tests (California Test Method 217) required for the structure backfill, aggregate base under sidewalks, and asphalt concrete aggregates. As a registered engineer, George Rau will also be available to review soft areas of subgrade and confirm the limits of subexcavation, if required. They have not included this task in the budget but this can be an additional service if the City desires. Rau & Associates has approximately 30 years of experience performing this type of work for public agencies. Recent work includes compaction testing of a commercial encroachment onto Soda Bay Road (Lake County DPW) to serve the Timberlake Solid Waste facility, and compaction testing on Orchard Avenue for the bridge approaches to the Orrs Creek Bridge (City of Ukiah. Task No. 9 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. Coastland will continually monitor project costs and keep the City informed on a regular basis. 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 he 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 No. 10 Public Relations and Notifications Because property owners are central components of this project, Coastland will ensure every effort is made to keep the public informed of construction progress and minimize disruptions to traffic, parking and driveway access throughout the project area. As a critical element of our public relations program, our Inspector will distribute notifications and meet with businesses and residents as needed to address any questions or concerns. To be proactive in eliminating any public concerns, we will ensure that no less than a 48-hour advance notice be given to residents and 120-hour notice be given to businesses regarding any roadwork, closures, and detours directly affecting the right-of-way. Our Inspector will provide introductions to the public and provide his contact phone number as appropriate. 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, Coastland will accurately document pre-construction conditions with a photolog to verify the project area is restored to its original form following construction. Task No. 11 - Conflict Resolution and Claim Management Coastland's goal is to avoid all unnecessary claims and resolve conflicts during construction in order to keep the additional costs down and to minimize City staff involvement in the project. The starting point for avoiding conflicts or notices of potential claims is a clear, biddable set of plans-and specifications. O Coastland will resolve conflicts quickly by keeping the lines of communication open, being open and responsive with the contractor. Progress meetings are important to foster communications and to resolve conflicts quickly. We have found that most conflicts (or just BFI's) can be thoroughly discussed and defused at these meetings. The key is to foster a good, working rapport with the contractor and demonstrate that we are trustworthy, honest and professional. In order to be effective in conflict resolution, the Construction Manager must be intimately familiar with the project plans, specifications, the City Standards, and any nuances specific to the project. Coastland will maintain thorough documentation of the contractor's field activities so that we know exactly what, when, where and why an issue or conflict occurred, and not have to rely on memory or the contractor's version of what happened. These tasks help reduce the likelihood of change orders during construction or post-construction claims from the contractor; however, if claims are filed at the completion of the project we will have the documentation to assist in any negotiations. If we cannot negotiate a resolution of a dispute and receive a Notice of Potential Claim from the contractor, we will be ready to support the City's position. Coastland maintains accurate and thoroughly documented project information as backup for claim resolution. Coastland will continue negotiations while tracking and logging all correspondence, as-built progress schedules, and other backup documentation. Task No. 12 - 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 No. 13 - 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 file) All contract files and records in CD format Annotated journal of photos and CD of digital photos As-built drawings O Work Estimate We propose to provide our services on a time-and-materials basis with a not-to-exceed amount. Our proposal is based on the following: ® Scope of Services previously described. ® Total project duration of 100 working days; including 50 working days for the base bid, 40 working days for Bid Alternate 1 and 10 days for Bid Alternate 2. ® Full-time daily inspection. ® Part-time construction management at 8 hours per week. The estimated number of RFI's, submittals, and change orders indicated on the cost worksheet. We wish to note that our proposal includes: m Attendance at pre-construction, progress and post-construction meetings. o Project closeout and photographs. m Vehicle costs. © Materials testing (to be performed by Rau & Associates). We will not charge the City for travel time. Based on these items, our estimated fee is included on the following page. Please note that if the contract time extends beyond the stated 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. 7► Neighborhood Enhancement Clara Avenue Phase I Task No. (Coastland Task Information Code) WORK ESTIMAT PROPOSAL FOR CONSTRUCTION ERVICES MANAGEMENT & INSPECTION S Design Admin Direct Inspector CM Engineer Costs $105 $115 $145 $65 E City of Ukiah Y Total Total Comments Hours Costs onstructibility Review 0 $0 Previously Completed re-Construction Meeting 3 3 2 8 $790 7 ite Visit & Documentation 4 4 $420 Job walk /photos roject Start-Up 4 2 6 $650 Set up filing / CM program 4(702) aily Field Inspection 563 563 $59,115 Based on 100 Working Days 4x(702) Overtime Inspection 0 $0 No overtime inspection anticipated 5(704) Progress Meetings & Coordination 45 45 90 $9,900 Assume attendance at 14 meetings 5a (704) NCRA Coordination 4 4 2 10 $1,170 6(704) Status Reports & Documentation 14 6 20 $2,160 Review of progress/documentation 6a (704) Reports 80 10 5 95 $9,875 Status/monthly reports 6b (704) Submittal Management 17 32 4 53 $5,725 Based on 20 submittals 6c (704) Requests For Information 5 12 3 20 $2,100 Based of 7 RFI's 6d (704) Change Order Management 7 12 3 22 $2,310 Based on 4 change orders 7(704) Construction Management 6 6 $690 Misc Tasks 8(704) Materials Testing $7,375 Performed by Rau & Associates 9(704) Cost and Schedule Management 17 13 30 $3,280 Based on 5 monthly payments 10(710) Public Relations / Notifications 19 4 2 25 $2,585 Notices / phone calls 11(710) Conflict Resolution 10 7 17 $1,855 12(710) Post Construction Meeting 4 2 6 $650 Walk through 13(709) Project Closeout 4 2 4 10 $910 As-builts / files Vehicle expenses $9,600 $9,600 800 hours x $12/hr= $9,600 Totatlr u SUO 1611 2 , 23 985 Project Total $84,DOa $18~L00 $2917 57;495 $9,6oD $121,160:; NOTES: 1 Based on 100 total working days (50 working days for Base Bid, 40 working days for Alt 1 & 10 working days for Alt 2) 2 Based on full-time inspection and part time construction management of 8 hours per week. 3 Based on an estimated number of RFI's, change orders and submittals shown above. n 4= CM ess aaw- -2.- CA ATTACHMENT Lk? E - Oe - Ca-s;nu Cn N1sra; r: - Ssl6rg C;--,t. Se-vas SCHEDULE OF HOURLY RATES July 01, 2010 through June 30, 2011 PROFESSIONAL SERVICES Principal Engineer $165-205/hour Supervising Engineer $130-160/hour Senior Engineer $100-135/hour Associate Engineer $90-115/hour Assistant Engineer $80-100/hour Junior Engineer $70-85/hour Principal Designer $90-130/hour Engineering Assistant $90-115/hour Senior Engineering Technician $85-110/hour Engineering Technician $70-90/hour Engineering Aide $50-70/hour Resident Engineer $100-140/hour Construction Manager $100-135/hour Construction Inspector* $85-115/hour Construction Administrator $65-80/hour Building Official $110-135/hour Building Plan Check Engineer $100-135/hour Building Inspector $80-100/hour Plans Examiner $85-110/hour Building Technician $65-80/hour CLERICAL $50-70/hour VEHICLE $12-15/hour MILEAGE $0.65/mile** OUTSIDE SERVICES Cost + 15 % MATERIALS Cost + 15 % • Computer time is included in the hourly rates used above. • Consultation in connection with litigation and court appearances will be quoted separately. • Additional billing classifications may be added to the above listing during the year as new positions are created. * Includes services subject to prevailing wage rates. Mileage rates are subject to change based on fuel cost increases