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HomeMy WebLinkAbout12/03/1996, C-5 - SANTA ROSA BRIDGE DESIGN SERVICES, SPECIFICATION NO. 93-44E Council Dee, 3 t15 j acEnaa Repoat hmffimba CITY OF SAN LUIS OBISPO FROM: Michael D. McCluskey, Director of Public WorRs Prepared By: Barbara Lynch, Civil Engineer SUBJECT: Santa Rosa Bridge Design Services, Specification No. 93-44E CAO RECOMMENDATION Approve agreement with Quincy Engineering in the amount of$117,095 for the Santa Rosa Street Bridge design and right of way services. Appropriate $21,000 from the unappropriated balance of the General Fund and $44,000 in grant revenue to 400.9082.520.552 for Santa Rosa Street Bridge design services. DISCUSSION On August 20th, Council authorized staff to advertise for consultant services to complete the design of the Santa Rosa Street bridge over San Luis Obispo Creek. On September 24th, staff received eight proposals which were reviewed and ranked according to the guidelines established in the RFP. The top ranked consultants received a follow up written interview. The rankings remained the same after the follow up. Summmy of Rankings for Consultant Sapices Company Name Points (100 mag) Quincy Engineering 92.5 Boyle Engineering 89 Martin and Kane 86 W. Koo and Associates 85.5 John Wallace and Associates 70 Mark Thomas and Company 59 Buckland and Taylor 51 Biggs Cardosa Associates 39 Staff negotiated some refinements to the proposal conditions which are attached for reference and referenced in the agreement. FISCAL EWPACT The compensation figure proposed by the consultant is $110,000 for design and $7,300 for appraisal and acquisition services. In addition to that amount, there will be some costs for the actual purchase of construction easements. The need for right of way was not foreseen in the original budget. The right of way will generally take the form of construction easements to allow access to the creek and the building of stream diversions. Agenda Report- Santa Rosa Bridge Design Services Page 2 Funds budgeted represent monies actually budgeted in the 1996-97 budget plus approved grant amounts which will be added to the project budget. The expected costs represent a 20% City / 80% Grant funding split. The 20/80 split is not necessarily reflected in the funds budgeted. The construction phase costs are still very preliminary. Funds Budgeted Expected Costs Funds Needed Funds Spent Work Item City Grant • City Grant City Grant City Grant Preliminary $13,000 $56,000 $30,000 $100,000 $17,000 $44,000 $2,700 $10,800 Engineering Right of Way $8,000 $2,000 $8,000 $2,000 Easement $8,000. $2,000 $8,000 $2,000 Purchases onstucUoa _ $100,OOQi $400;000 ;54,00(1 3400,0(70 Constiucteoa $2,000 $60,000;• $60,000 Ea�neertng *Funds allocated to the City at this time by the Federal Aid program **Will include staff time billed to the grant which is not included in the City costs Since the time the budget was proposed, the Federal Highway Administration (FHWA) has increased the amount they will pay for design fees. This was done to reflect the actual costs agencies were paying for consultant design services. The amount was formerly 15% and is now 25% of the estimated construction costs. The fees proposed appear to be in line with current federal guidelines and we will be able to receive 80% reimbursement. Staff will complete the request for grant finding for the preliminary engineering upon approval of the agreement, and make a second funding request at the time we award the contract to a construction contractor to cover construction and construction engineering costs. To date, staff has billed $ 17,840 to the State which includes $4,400 of staff time to process the environmental portion of the project Alternatives The City does have the right to reject the submitted cost proposal and begin negotiations with the next ranked consultant to negotiate a cost. The next highest ranked consultant estimated their hours at nearly double the first ranked consultant. Staff does not feel rejecting this proposal and going to the next consultant to negotiate would result in a decreased cost. Attachments Proposal Amendments Agreement PROPOSAL AMENDMENTS: 4. Construction Engineering: As part of the workscope and at no additional cost, the Consultant will be responsible to issue any addendums, clarifications, or change orders which arise during bidding or construction due to the Consultant's failure to cover information at a level of detail necessary for the construction contractor and the City's inspector to interpret the plans and specifications. All communication with bidders and the construction contractor shall be handled through the City and the City will be the sole contact with the Consultant. The contract will also include consultation with City staff during construction paid on the basis of time and materials with a not to exceed. 15. Permits and licenses. The Consultant shall procure all permits and licenses, pay all charges and fees, and give all notices necessary as they pertain to the consultants operation for the completion of the design work (City business license, etc.). The City will pay all application fees for permits required for the construction of the bridge and any recording fees and purchase prices for right of way. The City requires an eight day notice to issue a check 24. Payment Terms, Invoices and Retention. The City's payment terms are 30 days from the receipt of an original invoice and acceptance by the City of the services provided by the Consultant(Net 30). The Consultant shall submit a monthly invoice to the City for work completed, itemized by task with all Right-of-Way activities totaled seperately. The City will retain 5%of the total contract amount until the completion of construction or October 15, 1997 whichever is earliest with the following exception. The City will retain 5% of the total contract amount until October 15, 1998 if the consultant failed to complete the work in accordance with the schedule submitted in the proposal which resulted in a year delay in construction. Holding over of retention to 1998 would not result from those areas over which the consultant has no control such as delays resulting from parties outside the consultants team and the date of the notice to proceed. 33. Hold Harmless and Indemnification. The Consultant agrees to defend, indemnify,protect and hold the City and its agents, officers and employees harmless from and against any and all claims asserted or liability established for damages or injuries to any person or property, including injury to the Consultant's employees, agents or officers which arise from or are connected with or are caused or claimed to be caused by the negligent or intentional acts or omissions of the Consultant, and its agents, officers or employees, in performing the work or services herein, and all expenses of investigating and defending against same; provided, however, that the Consultant's duty to indemnify and hold harmless shall not include any claims or liability arising from the established negligence or willful misconduct of the City, its agents, officers or employees. 20 ��-3 D. AGREEMENT THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this day of . by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City,and Quincy Engineering,hereinafter referred to as Consultant WITNESSETH: WHEREAS,on August 24, 1996,City requested proposals for the design of the Santa Rosa Street Bridge and associated work per Specification No. 93-44E; WHEREAS,pursuant to said request,Consultant submitted a proposal which was accepted by City for said project; NOW THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter contained, the parties hereto agree as follows: 1. TERM The term of this Agreement shall be from the date of this Agreement is made and entered,as first written above,until acceptance or completion of said services. 2. INCORPORATION BY REFERENCE, City Specification No. 93-44E and the attached Proposal Amendments and Consultant's proposal dated September 24, 1996,are hereby incorporated in and made a part of this Agreement 3. CITY'S OBLIGATIONS. For providing services as specified in this Agreement, City will pay and Consultant shall receive therefor : Compensation in a total sum not to exceed $ 117,106.00 for design and right of way services and Compensation for construction engineering at hourly rates and overhead identified in the Consultants proposal for actual hours worked by Consultant not to exceed $ 5,000. 4. CONSULTANTS OBLIGATIONS. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by City,Consultant agrees with City to do everything required by this Agreement and the said specification incorporated by reference into this Agreement 5. AMENDMENTS. Any amendment,modification, or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the City Engineer. 10 6. COMM=AGREEMENT. This written Agreement,including all writings specifically incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect,nor shall any such oral agreement, understanding, or representation be binding upon the parties hereto. 7. NOTICE. All written notices to the parties hereto shall be sent by United States mail,postage prepaid by registered or certified mail addressed as follows: City Barbara Lynch City of San Luis Obispo 955 Morro Street San Luis Obispo, CA 93401- Consultant Steve Mellon Quincy Engineering 10301 Placer Lane, Suite 100 Sacramento, CA 95827-2512 8. AUTHORITY TO EXECUTE AGREIIVCM. Both City and Consultant do covenant that each individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. IN WITNESS WHEREOF,the parties hereto have caused this instrument to be executed the day and year first above written. ATTEST: CITY OF SAN LUIS OBISPO, A Municipal Corporation By: City Clerk Mayor APPROVED AS TO FORM: Consultant By: ty mey - 11 �-s-5