HomeMy WebLinkAbout04/07/2009, C11 - DISPATCH CENTER/FIRE STORAGE FACILITY PROJECT AGREEMENTS �1
council M.*D� April 7,2009
j agenda Repout 1�N°.
CITY OF SAN L U I S O B I S P O
FROM: Bill Statler, Director of Finance& Information Technology
Steve Schmidt, Information Technology Manager
SUBJECT: DISPATCH CENTER/FIRE STORAGE FACILITY PROJECT AGREEMENTS
RECOMMENDATION
Authorize the City Manager to execute agreement actions for design and engineering services
related to the Dispatch Center/Fire Storage Facility project as follows:
1. Amendment No. 9 to the design services agreement with RRM Design Group for expanded
design and construction coordination and oversight services in the amount of$93,600.
2. Construction materials inspection and testing services agreement with Earth Systems Pacific
in an amount not to exceed $131,710.
DISCUSSION
Overview
This report seeks Council authorization to take two agreement actions necessary for the timely
and successful completion of this long-awaited project.
1. Amend RRM Design Group's agreement to reflect the current expanded design and
engineering, as well as construction oversight services, and the related compensation for
those services in the amount of$93,600, for a revised maximum compensation of$493,150.
The need for this amendment and the project history are discussed in the background section
below.
2. Approve construction materials inspection testing services agreement with Earth Systems
Pacific in amount not to exceed $131,710. Earth Systems Pacific provided the analysis for
the design of the project and has been pre-qualified for these services through the City Public
Works on-call contract program.
In both cases, the need for these services was anticipated in the project budget, and as such, no
budget action is required to fund this work. However, the size of the agreement actions exceeds
the City Manager's purchasing authority. Accordingly, Council approval is required.
RRM Design Group: Architectural and Engineering Services
The Good News: Carroll Building Company of San Luis Obispo was awarded the construction
contract for the public safety and communications and emergency operation center, and fire
equipment building in the amount of$3,495,676 on November 20, 2008. This bid amount was
Cil - 1
Dispatch Center/Fire Storage Facility Project Agreements Page 2
significantly under the engineer's estimate. On January 5, 2009, the contractor was given the
Notice to Proceed. On March 3, 2009, Council authorized the bond financing and final project
budget. Construction is estimated to take ten to 12 months.
On the Other Hand: Originally, this project was a quick wiring, computer and furnishings
remodel of the current dispatch center at the Police Station on Walnut. Or, as an alternative, staff
considered relocating the new dispatch center to the building adjacent to the Police Station. But
upon closer evaluation, it was evident that those ideas could not ideally meet the space needs for
the expected technology and staffing and certainly did not provide for future expansion. Staff
considered including the dispatch center at the Corporation Yard, or as part of the City Hall
remodel, but neither of those options was a good fit for the long-term needs of the strategic
public safety communications and emergency operations center.
As a result, in April 2007, Council approved a plan to build a new building adjacent to Fire
Station 1 to house the new public safety communications and emergency operations center. This
decision was optimum for addressing technology, expansion and emergency needs, but it did
require additional design services.
The approved site takes out an existing parking area, which required the addition of a new
parking area and a related grading/soils analysis. To provide needed storage for the Fire
Department, the project was expanded to include the construction of a new storage facility. In
completing the redesign and seeking a building permit to construct the new buildings, RRM
Design Group dealt with some off-site storm drainage issues and well as coordinated with a
neighboring development. All of these issues increased RRM Design Group's work scope and
service level; therefore, staff is recommending approval of their request.
Summary of Amendment 9 Work Scope and Service Level Changes
Current Compensation Amendments 1 8 $399,550
Ex anded Service.Ariiend`ment:9 andAdditional,Com ensation
Additional work to obtain a building permit
-Resolve off-site storm drainage issues north of Emily Street, along the abandoned
South street and on the existing vacant lot immediately adjacent to existing Fire Station
#1 site. $10,000
Additional work to coordinate, mitigate and implement off site improvement issues
-Evaluate, coordinate, mitigate and implement strategies to coordinate with construction
issues and impacts of neighboring roject. $49,500
Additional work during construction administration phase
-Coordinate with the contractor, Fire Department and Fire Department's Architect for
revisions to the storage building associated with addition of a historic masonry facade.
-Ensure compliance with Essential Services building requirements. $34,100
.. .--
Amend menfNo.9 Total ""
$93;60Revised Total Compensation $493,150
Earth Systems Pacific: Construction Materials Inspection and Testing Services
Earth Systems Pacific was the sub-consultant for the development of the soils engineering design
and specifications for the dispatch center. The Public Works Department has pre-approved a list
of contractors, which includes Earth Systems Pacific, through their "on-call service contracts."
The Public Works Department completed the formal bid process before placing contractors on
Cl/ - C?-
Dispatch Center/Fire Storage Facility Project Agreements Page 3
this list. Staff recommends continuing with Earth Systems Pacific for the all required project
materials and soils testing and reporting as they provided the initial analysis for project design
and have been pre-qualified by the City's on-call process.
Service Dispatch Storage Antenna
Center Building Tower
-Grading Observation and Compaction Testing $ 7,670.00 $2,675.00 $ 805.00
Rebar Sampling and Testing 2,460.00 670.00 502.50
Concrete Sampling and Testing for Foundation
and Slabs on Grade 8,790.00 2,295.00 1,405.00
Masonry Placement Inspection, Batch Plant
Inspection and Block Testing 71,470.00
Glue-Laminated Beam Fabrication Inspection 1,500.00
Epoxy Anchor Inspection/Testing 1,057.50 470.00
Structural Steel Testing 1,850.00 10,820.00 11,280.00
Roof Tile Sampling and Testing 1,305.00
Project Management; Report Preparation and
Final Affidavits 2,925.00 1 880.00 880.00
Total Compensation 4 Building Structure $99,027.50 $17,810.00 $14,872.50
Total Compensation for All Services $131,710.00
FISCAL IMPACT
As noted above, the need for these services was anticipated in the project budget, and as such, no
budget action is required to fund this work.
CONCURRENCES
The project team, which consists of representatives from Police, Fire, Public Works, Community
Development and Information Technology, concurs with this recommendation.
ALTERNATIVES
Given past Council approvals and work underway, there are no viable alternatives to the
recommended actions.
ATTACHMENTS
1. Agreement Amendment No. 9: RRM Design Group
2. Agreement: Earth Systems Pacific
G:Information Technology/Information Technology Division/Dispatch Center/CAR-4-7
C11 -3
i
Attachment 1
AMENDMENT NO. 9 TO AGREEMENT
THIS AMENDMENT TO AGREEMENT is made and entered into in the City of San Luis Obispo on April
7,2009,by and between the CITY OF SAN LUIS OBISPO,a municipal corporation,hereinafter referred to as City,
and RRM Design Group,hereinafter referred to as Contractor.
WITNESSETH:
WHEREAS, on June 22, 2004 the City entered into an Agreement with Contractor for Design Services for
the Public Safety Communications and Emergency Operations Center Project(90223).
WHEREAS, the City desires to amend the scope of services to include changes outlined in the three
Additional Services Authorizations each dated January 20,2009.
NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter
contained,the parties hereto agree as follows:
1. The scope of services and related compensation are hereby amended as set forth in Attachment I
attached hereto (Statements of Additional Services), resulting in amended compensation of$93,600 and a revised
total compensation not to exceed$493,150.
2. All other terms and conditions of the Agreement remain in full force and effect.
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
By:
Audrey Hooper, City Clerk Ken Hampian,City Manager
APPROVED AS TO FORM: CONTRACTOR
By:
Jonathan P. Lowell,City Attorney RRM Design Group
Cl1-`f
Attachment 1
rrmdesigngroup
creating environments people enjoy'
Additional Services Authorization
Client: City of San Luis Obispo Task ID No.:
Project: San Luis Obispo Dispatch Center Date: January 20, 2009
Work requested by: Steve Schmidt Job No.:1004514
Request received by: Candice Wong
Date received:
o Verbal o Letter o Marked Prints o Other
o Client authorization required o Included in contract, authorization not required
o Verbal authorization received
Expended Hours
RRM Civil $8,000
RRM Architecture $2,000
Total $10,000
o Non-chargeable X Hourly o Fixed Fee o Other
Description of Work to be Performed
RRM was requested by the City of San Luis Obispo Public Works Department to perform additional work
in order to obtain a building permit for the Dispatch project. The work requested was to resolve off-site
storm drainage issues north of Emily Street, along the abandoned South Street and on the existing
vacant lot immediately adjacent to the existing Fire Station #1 site.
The following is a description of tasks we are currently performing and anticipated.
1. Off site storm water issues and resolution.
2. Off site storm water drainage calculations (Emily Street, South Street and beyond).
3. Additional meetings with City Public Works Department personnel. Meetings occurred on June 6th
and 20th and July 2nd, 9th, and 23rd.
4. Response to third and fourth round plan check comments from Public Works received on June 6,
2008 and July 22, 2008.
Expended RRM Additional Service Fees: $ 10,000
Expended Other Additional Fees: $ 0
Total Estimated Additional Fees $ 10,000
I hereby authorize the above work to be performed
By: Date:
Client Signature
Please sign and return original so that we may proceed with the above work.
COMMUNITY I PUBLIC SAFETY I RECREATION(EDUCATION I URBAN
ARCHrrECTS I ENGINEERS I LANDSCAPE ARCHITECTS I PLANNERS I SURVEYORS
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Attachment l
rrmdesigngroup
creating environments people enjoy'
Additional Services Authorization
Client: City of San Luis Obispo Task ID No.:
Project: San Luis Obispo Dispatch Center Date: January 20, 2009
Work requested by: Steve Schmidt job No.J 004514
Request received by: Candice Wong
Date received:
o Verbal o Letter o Marked Prints o Other
o Client authorization required o Included in contract, authorization not required
o Verbal authorization received
Expended Hours
RRM Civil $9,000
Structural $4,000
Electrical $4,000
RRM Architecture $12.000
Total $29,000
o Non-chargeable X Hourly o Fixed Fee o Other
Description of Work to be Performed
RRM was awarded $23,000 to assist the City in coordination, mitigation, and implement off site
improvement issues as they relate and affect the Dispatch Project. As of June 2008, RRM expended the
awarded fees. Since June 2008, RRM has continued to perform off site coordination services without
additional compensation.We are now requesting compensation for expended time and are requesting
additional compensation to continue performing off site coordination work through the construction
phase. The following is a description of tasks RRM and our consultant team has performed.
OFF-SITE IMPROVEMENTS COORDINATION AND MEETINGS
At the request of the City, RRM assisted with the evaluation, coordination, mitigation, and
implementation of potential construction issues and impacts in relation to the off-site and on-site
improvements anticipated for a neighboring project.
1. Meetings with neighboring property owner to discuss off-site and on-site improvement issues.
2. Meetings with the City to discuss off-site and on-site improvement issues
3. Meeting with City and Planning Department on June 25, 2008 to discuss south street site wall.
4. Meeting with City and Public Works on July 2, 2008 to review off-site improvements
S. Meeting with City Public Works on July 7, 2008 to review off-site improvements
6. Internal coordination meeting on July 24, 2008 to prepare for City meeting with Villages
7. Meeting on July 30, 2008 with City team to discuss site coordination issues and impacts with
Villages project.
COMMUNITY I PUBLIC SAFETY I RECREATION I EDUCATION I URBAN
ARCHIrECTSIENGINEERS ILANDSCAPE ARCNRECTSIPLANNERS ISURMORS
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Attachment 1
8. Meeting on August 14, 201..with Villages developer team and City it.-n to discuss site
coordination issues.
ABANDONMENT OF EXISTING UTILITIES COORDINATION AND MEETINGS
1. Relocation of existing underground dry and wet utilities. Coordination and meetings with utility
companies to obtain abandonment agreements. RRM has been working with The Gas Company
to prepare applications and pay fees for abandonment.
2. Relocation of existing overhead utilities. Coordination and meetings with utility companies to
obtain abandonment agreements. RRM places regular phone calls every week into PG&E to keep
updated on their progress. This item is still ongoing with PG&E. Formal meetings occurred on
• Meeting on September 3,2008
• Meeting on October 3, 2008
• Meeting on December 17, 2008
SOUTH STREET COORDINATION AND MEETINGS
1. Redesign and adjustment of the structural design and calculations due to increased height of the
masonry screen wall. Proposed finish grade elevation on the neighboring property required the
design of the masonry wall to be increased.
2. Coordination with City Planning Department on potential impacts to the existing entitlement and.
approvals for the Dispatch Project.
3. Meeting with City Planning Department on June 5, 2008 to review design of site wall and
potential changes due to adjacent site.
4. RRM will be require the preparation of exhibits and submittal to the Planning Department for
approval for the re-design of the site wall.
Expended RRM Additional Service Fees: $ 29.000
Estimated RRM Additional Service Fees: $ 20.000
Estimated Other Additional Fees: $ 500
Total Estimated Additional Fees $ 49.500
1 hereby authorize the above work to be performed
By: Date:
Client Signature
Please sign and return original so that we may proceed with the above work.
COMMUNITY I PUBLIC SAFETY I RECREATION I EDUCATION I URBAN I I
ARCHITECTS IENGINEERS ILANDSCAPE ARCHRECTSIPLANNERS ISURVEYORS
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Attachment 1
rrmdesigngroup
creating environments people enjoy'
Additional Services Authorization
Client: City of San Luis Obispo Task ID No.:
Project: San Luis Obispo Disoatch Center Date: January 20, 2009
Work requested by: Steve Schmidt Job No.:1004514
Request received by: Candice Wong
Date received:
o Verbal o Letter o Marked Prints o Other
o Client authorization required o Included in contract, authorization not required
o Verbal authorization received
Estimated Hours
o Non-chargeable X Hourly o Fixed Fee o Other
Description of Work to be Performed
RRM requests additional compensation for Construction Administration services due to an increase in the
scope of services from the original contract scope.
The following is a description of additional tasks to be performed:
STORAGE BUILDING FACADE COORDINATION
Coordination with the Contractor, Fire Department and Fire Department's Architect for revisions to the.
Storage Building associated with addition of a historic masonry fa4ade to be constructed in the future.
Estimated fee. 10 hours COSI IO/hr=$7,700
CONTRACTOR INEXPERIENCE WITH ESSENTIAL SERVICE FACILITIES
Due to the General Contractor's inexperience with the requirements of an Essential Services projects,
RRM expects to spend an increased amount of time performing construction administration activities
than originally anticipated when the fees were prepared in 2004. RRM was originally awarded $38,456
for the bidding and construction administration phase. RRM's portion of that fee for architectural
services is $29,000. This allows for roughly 6.5 billable hours per week for 10 months construction
duration. Since construction commenced on January 5,2009, we are expending an average of 20
billable hours per week.This is directly due to the increase in oversight and attention required to ensure
the project remains on track and on schedule. Some examples of the additional time requirements that
include:
• Job site Meetings.
Our original contract was based on attending construction meetings once every two weeks. We
have now been requested to attend job meetings on a weekly basis to ensure that the
Contractor's many issues and questions are addressed in a timely manner. We anticipate that we
will need to continue attending weekly job site meetings for the first two months of
construction.
COMMUNITY I PUBLIC SAFETY I RECREATION I EDUCATION I URBAN
ARCHIrECrSIENGINEERS ILANDSCAPE ARCHRECTSIPLANNERS ISURVEYORS
A CWmYa Capnfim lila MaWW..kddW 0011060 I Jm Michail.RCE MOS..L$061161✓a11FaNa,LAN2841 l t
Attachment 1
• Submittal Review.,
We expect an increase in time required to review submittals due to Contractor's incomplete or
inadequate submittals. Already we have had to reject 5 of 9 submittals due to incomplete
information. As a result, we will need to spend extra time reviewing and marking up inadequate
submittals 2 or 3 times instead of a complete submittal just once.
• Requests for Informadon(RFI's).-
Due
RFI's).Due to the Contractor's inexperience with an essential services projects, there will be an increase
in the amount of time spent addressing questions that a more experienced contractor would not
need to ask. For instance, we have already received many RFI's regarding the Fire Alarm system
that make apparent they do not understand that this is a deferred approval item and that they
are responsible for developing the required drawings and details needed to gain agency
approval. Also, many of the RFI's asked concerning the initial site work were matters of
construction means and methods that it is the responsibility of the Contractor to resolve, and
not the designers.
Estimated fee:300 hours(PS770/hr= $33,000
Estimated RRM Additional Service Fees: $ 34.100
Estimated Other Additional Fees: $ 0
Total Estimated Additional Fees $ 34.100
I hereby authorize the above work to be performed
By: Date:
Client Signature
Please sign and return original so that we may proceed with the above work.
COMMUNITY I PUBLIC SAFETY I RECREATION I EDUCATION I URBAN Q
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Attachment 2
AGREEMENT
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on April ,2009,by
and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City,
and Earth Systems Pacific,hereinafter referred to as Contractor.
WITNESSETH:
WHEREAS, Contractor has been been pre-qualified for soils and materials testing based on the
City's on-call service process.
WHEREAS, Contractor submitted a proposal that was accepted by City for soils and materials
testing for the Public Safety Communications and Emergency Operations Center project(90223).
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 this Agreement is made and
entered, as first written above, until acceptance or completion of said services as outlined in the attached
proposal(Exhibit A).
2. INCORPORATION BY REFERENCE. Contractor's proposals dated September 16,
2008, September 17, 2008 and September 17, 2008 (shown as Exhibit A), and Agreement for Testing of
Construction Materials Services — Specification No. 50410.7227.06D Terms (Exhibit B) are hereby
incorporated in and made a part of this Agreement.
3. CITY'S OBLIGATIONS. For providing services as specified in the Exhibit A to this
Agreement,City will pay and Contractor shall receive therefor compensation not to exceed$131,710.
4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and
agreements hereinbefore mentioned to be made and performed by City, Contractor agrees with City to do
everything required by this Agreement and Exhibit A.
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 Finance and Information
Technology Director of the City.
Attachment 2
6. COMPLETE 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 City Clerk
City of San Luis Obispo
990 Palm Street
San Luis Obispo,CA 93401
Contractor Name
Address
8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant
that each individual executing this agreement on behalf of each parry 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
By:
Audrey Hooper,City Clerk Ken Hampian,City Administrative Officer
APPROVED AS TO FORM: CONTRACTOR
By:
Jonathan P. Lowell,City Attorney Fred J. Potthast,G. E.,Vice President
Earth Systems Pacific
CII - 11
Attachment 2
Exhibit A
4378 Old Santa Fe Road
Earth Systems Pacific San Luis Obispo, CA 93401-8116
�. (805) 544-3276 • FAX (805) 544-1786
September 16, 2008 E-mail: esc@earthsys.com
Mr. Steve Schmidt, Information Technology Manager
City of San Luis Obispo, FIT
990 Palm Street
San Luis Obispo, CA 93401
PROJECT: NEW DISPATCH CENTER
CITY OF SAN LUIS OBISPO
1135 ROUNDHOUSE ROAD
SAN LUIS OBISPO, CALIFORNIA
SUBJECT: Revised Proposal to Provide Construction Material Inspection and
Testing Services for Structure and Sitework Improvements
REF: 1) Project Plans for New Dispatch Center, City of San Luis Obispo,
1135 Roundhouse Road, San Luis Obispo, California, by RRM
Design Group, dated August 1, 2008
2) Soils Engineering Report, Public Safety Dispatch Center, San
Luis Obispo, California, by Earth Systems Pacific, Doc. No.
0512-080.SER, dated December 14, 2005
Dear Mr. Schmidt:
As requested during a recent meeting with Marcia Walther, Construction Manager; this revised
proposal to provide observation, testing and inspection services for various construction
materials has been prepared for this project, which is planned to begin later this year. This
proposal has been revised from a previous version in 2007 that was based on 75% Construction
Documents. Our firm is most qualified to provide these services, as we provided the soils
engineering report that was used in the design, and our personnel also provided both soils
engineering and materials testing services during construction for the adjacent Fire Station No. 1.
The project will consist of a single-story building of approximately 3,000 square feet, and
associated flatwork, landscaping, and utility connections. The structure will be of masonry
construction, with wood trusses and steel columns. The foundation system will consist of
conventional continuous and spread foundations, and concrete slabs-on-grade. This proposal is
for services associated with the structure and sitework improvements; services associated with
the antenna tower and the storage building are covered under separate proposals.
Our proposed scope of work was based upon a review of the above-referenced plans, our
understanding of our expected duties, our experience with similar projects, and our recent
conversations with Ms. Walther. . It is important to note that, as we can not control the
construction process, the contractor's time frames, or the contractor's fabrication shops, our
services must be provided on a time and materials basis. We have assumed that this projectis
subject to the State of California Prevailing Wage (P.W.) law; we are unaware of any DVBE or
other special requirements for our services. We have also assumed that the City of San Luis
Obispo will engage Ms. Walther's services separately as the overall Project Inspector(PI). J ` l
I Attachment 2
Exhibit A
91ty of San Luis Obispo 2 September 16, 2008
The scope of work addressed in this proposal is for observation and compaction testing during
excavation and backfill operations for the structure, utility lines and flatwork. We also propose
to provide inspection and/or testing services during the following: sampling of concrete during.
placement for the structure and the perimeterwall foundations and slabs-on-grade, shop and field
welding of structural steel members, shop fabrication of wood products, inspection of masonry
construction, and installation of anchor bolts. Laboratory testing and report preparation
associated with these services will also be provided. We have assumed that the project civil
engineer will provide CAD files of applicable site plans for our use in preparing compaction
reports.
Our anticipated scope of services and estimated costs are as follows:
I. Grading Observation and Compaction Testing
Provide observation and compaction testing services for .grading of the building and
flatwork areas, backfill of utility lines, and repair of existing asphalt concrete pavement, as
well as observation of foundation excavations for the structure and the perimeter walls
prior to concrete placement. Project management for site visits and report preparation has
been included.
Field technician 40 hrs. @ $92.50/hr. $3,700.00
Nuclear density tests 110 tests @ $10.00/ea. 1,100.00
Maximum density/optimum
moisture tests 6 tests @ $170.00/ea. 1,020.00
Senior Engineer, Site Visits, Project Mgmt. and Report Writing
10 hrs. @ $125.00/hr. 1,250.00
Technician,Drafting (Non P.W.) 10 hrs. @ $60.00/hr. 600.00
Subtotal,Grading Observation and Compaction Testing $7,670.00
II. Rebar Sampling and Testing
Assumes that all mbar for concrete and masonry will be unidentified, and will be sampled
at the site on six separate visits. Assumes that reinforcing steel for flatwork will not be
tested, and that all rebar will be No. 9 size or smaller. If reinforcing steel is fabricated off
site where a subcontract inspection service can or must be utilized,and plant sampling and
testing is requested, the subcontract services (including mileage if applicable) will be
invoiced at cost plus 15 percent.
Sampling Rebar 12 hrs. @ $92.50/hr.. $1,110.00
Rebar Tensile&Bend Tests 18 tests @ $75.00/ea. 1,350.00
Subtotal,Rebar Sampling and Testing $29460.00
M. Concrete Sampling and Testing for Foundations and Slabs-on-Grade
Provide sampling of reinforced structural concrete and cast compressive strength
specimens for structure and perimeter wall foundations and slabs-on-grade, and pick-up,
cure, and test samples for compressive strength. Assumes that the Project Inspector will
inspect all reinforcement prior to concrete placement and all concrete during placement.
Attachment 2
Exhibit A
1411�Ik
Nrtvy of San Luis Obispo 3 September 16, 2008
Also assumes batch plant inspection will be required, and that concrete will be supplied
from San Luis Obispo. Assumes 6 placements total for structural concrete, with an average
of 6 hours billable time for both on-site and batch plants, with no weekend sample pick-.
ups. Assumes concrete for sitework (sidewalks, curb and gutter, etc.) will not be tested.
Assumes that concrete mix designs and aggregate tests will be provided by the supplier,
however the designs will be reviewed by our personnel.. Also provide moisture vapor
transmission tests on two occasions (Vaprecision test kits)prior to placement of flooring.
Senior Engineer, Concrete Mix Design Review
2 hrs. @ $125.00/hr. $250.00
Batch Plant Inspection .
36 hrs. @ $92.50/hr. 3,330.00
Concrete Sampling
36 hrs. @ $92.50/hr. 3,330.00
Concrete Sample Pick-ups (Non P.W.)
6 pick-ups at 1 hr./ea. @ $60.00/hr. 360.00
Concrete Compression tests 8 sets @ 4/set @ $25.00/ea 800.00
Staff Engineer—Set and Pick Up Vaprecision Test Kits
6 hrs. @ $95.00/hr. 570.00
Vaprecision Kits 6 tests @ $25.00/ea. 150.00
Subtotal, Concrete Sampling and Testing $8,790.00
IV. Masonry Placement Inspection,Batch Plant Inspection and Block Testing
Sample and test 5 sets of concrete masonry units per ASTM C-140, and tag pallets for
identification at the site. Assumes masonry will be supplied at Air-Vol Block in San Luis
Obispo. Provide continuous inspection during placement of masonry units, reinforcing steel
placement and grouting for an assumed 14 weeks (70 days) of construction for the CMU
structure and sitework walls. Cast, pick-up, cure, and test grout and mortar samples for
determination of specified compressive strength (f'm) by the unit strength method. Also
provide coring, compression and shear testing of cores on completed masonry. Assumes
that batch plant inspection for grout will be required, and that grout will be placed on 17
occasions from a plant in San Luis Obispo. Assumes that a minimum of 5 masons will be
utilized at all times, and that masonry and grout placement will be limited to 4-foot lifts.
Assumes miscellaneous sample pick-ups on 6 occasions (non weekend) when an inspector
may not be on the site. Grout mix design and aggregate tests are to be provided by the
supplier, however the designs will be reviewed by our personnel. The cost for coring of the
completed masonry is an estimate only based on an assumption of the number of cores that
will be secured during each site visit by a subcontract coring company; the actual amount
to be invoiced will be at cost plus 15 percent.
Senior Engineer, Grout Mix Design Review 2 hr. @ $125.00/hr. $250.00
Sample and Tag Block 10 hrs. @ $92.50/hr. 925.00
Block Tests Per C-140 5 sets @ $530.00/set 2,650.00
Attachment 2
Exhibit A
ire
`ity of San Luis Obispo 4 September 16, 2008
Placement Inspection 560 hrs. @ $92.50/hr. 51,800.00
Batch Plant Inspection 102 hrs. @ $92.50/hr. 9,435.00
Sample Pick-ups (Non P.W.)
6 pick-ups at 1 hr./ea. @ $60.00/hr. 360.00
Mortar Compression tests .26 sets @ 3/set @ $25.00/ea 1,950.00
Grout Compression tests 23 sets @ 4/set @ $25.00/ea 2,300.00
Masonry Coring 5 ea. @ $250.00/ea. 1,250.00
Core Compression 5 ea. @ $40.00/ea. 200.00
Core Shear 5 ea. @ $70.00/ea. 350.00
Subtotal, Masonry Inspection and Testing $719470.00
V. Glue-Laminated Beam Fabrication Inspection
This service will be suhoontracted..to_Forest_Products_Inspection__(FPI)_of_Kelse jville,_.
California, at cost plus 15 percent. At this time, we have no indication where the wood
products will be fabricated. FPI has inspectors based in the cities of Oregon and California
where four of the five major fabricators are located (Standard Structures, Riddle, Duco-
Lam, and Willamett). If the wood products are fabricated at one of these manufacturers,
there will be no travel charges. If the beams are fabricated at some other location, there
will be travel costs in addition to the inspection time. The following cost allowance is
based on our experience with similar projects. The actual amount invoiced will be based
on the location of the fabricator and the time to complete the project. We have assumed
that TH trusses will be produced at an approved fabricator, therefore no shop inspection
will be required for these elements.
Subtotal,Glue-Laminated Beam Fabrication Inspection $1,500.00
VI. Epoxy Anchor Inspection/Testing
Provide torque and/or tension testing of epoxied anchor bolts for the structure and the
generator anchorages during an estimated three visits to the site. Assumes that the PI will
provide inspection of anchor bolt installation.
Anchor Inspection/Testing 9 hrs. @ $92.50/hr. $832.50
Torque/Tension Equipment 9 hrs. @ $25.00/hr. 225.00
Subtotal,Epoxy Anchor Inspection/Testing $17057.50
VII. Structural Steel Inspection
Constant visual inspection of shop welding is to be provided for structural steel. We have
assumed structural steel will be fully identifiable during shop inspections, therefore no
sampling or testing of structural steel will be needed. We have assumed that the structural
steel will be fabricated within 1 hour travel time of our main office in San Luis Obispo. If
structural steel is fabricated such that additional travel time is needed, travel will be
charged at the hourly rate noted and mileage will be charged from San Luis Obispo at
$0.85 per mile. If structural steel is fabricated in a location where a subcontract inspection
Attachment 2
Exhibit A
`rty of San Luis Obispo 5 September 16, 2008
service can or must be utilized, the subcontract services (including mileage if applicable)
will be invoiced at cost plus 15 percent.
Shop Welding Visual Inspection
12 hrs. @ $92.50/hr. $1,110.00
Field Welding Visual Inspection and Bolting Inspection
8 hrs. @ $92.50/hr. 740.00
Subtotal, Structural Steel Inspection $1,850.00
VIII.Roof Tile Sampling and Testing
Provide compression and absorption testing of roof tiles. Assumes all tiles will be sampled
from the site or a storage yard in San Luis Obispo during a single visit.
Sample and Tag Tile 6 hrs. @ $92.50/hr. 555.00
Tile Compression, 2 sets 2 tests @ $150.00/ea. 300.00
Tile Absorption, 2 sets, plus Accessory Tiles only
3 tests @ $150.00/ea. 450.00
Subtotal, Roof Tile Sampling and Testing $19305.00
IX. Project Management,Report Preparation and Final Affidavits
Staff Engineer 15 hrs. @ $95.00/hr. $1,425.00
Senior Engineer 12 hrs. @ $125.00/hr. 1,500.00
Subtotal, Proj.Mgmt./Report Prep./Final Affidavits $2,925.00
ESTIMATED TOTAL $99oO27.5Q
CONDITIONS
Our technicians and inspectors will attempt, wherever reasonable, to combine inspections or test
multiple areas during site visits, in order to keep the final bill as low as practicable. The presence
of our personnel at the site will depend upon the contractor's schedule, the progress of the work,
and notification by the project inspector, therefore the fees presented above are to be considered
as estimates only, and shall not be construed as guaranteed maximum fees. The invoices will
reflect the actual amount of time spent and service performed, and may be greater or less than the
estimated amounts. A summary will be provided with each invoice to allow the client to track
costs and budget amounts remaining for our services. All field inspections and other site visits
(except sample pick-ups) will be subject to a 2-hour minimum charge per day, billed in 1-hour
increments. Sample pick-ups on Monday through Friday will be charged 1 hour per visit; sample
pick-ups on Saturday, Sunday and Holidays will be charged 2 hours per visit.
_ Attachment 2
Exhibit A
`ity of San Luis Obispo 6 September 16, 2008
This proposal is based on services provided during regular working hours (0700 to 1700),
Monday through Friday. Services provided between 1700 and 0700 on Monday through Friday,
and all day Saturday, will be subject to a Prevailing Wage (PW) overtime rate for technicians and
inspectors of $115.00 per hour. Services provided on Sundays and Holidays will be subject to a
PW double time rate for technicians and inspectors of $130.00 per hour. The non-PW rate for
sample pick-up is $60.00/hour for regular time, $90.00/hour for overtime, and $120.00/hour for
double time. Services provided beyond San Luis Obispo will be subject to a mileage surcharge of
$0.85/mile.
The client or client's agent is to supply latest plans and specifications, and notify us of any
changes pertinent to the performance of testing and observations. The Project Inspector is
responsible for contacting this firm when testing services are required, and for providing adequate
notice for inspection of out-of-town fabrication. Earth Systems Pacific will test or inspect at
locations deemed appropriate to provide the client with information regarding the acceptability of
the tested areas. Previously failed areas may be retested or reinspected after rework, if required.
Charges for retests or reinspections due to failing results or improper work, or when tests or
inspections are requested but the contractor is not ready and does not cancel scheduled testing or
inspection, are not included in the estimate and will be billed at the rates listed previously. This
firm shall not be responsible for backcharging contractors for retests or re-inspections.
We understand that this estimate will be utilized for preliminary cost estimating purposes only,
and that a revised proposal will be requested when the plans are finalized. The revised proposal
will be based on the fee schedule in effect at the time of the proposal.
Thank you for your consideration of our firm for this project. If you have any questions or
require additional information, please contact the undersigned at your convenience.
Sincerely,
Earth Systems Pacific
Fred J. Potthast, G.E.
Vice President
Attachments: Work Order
Terms
Copy to: Ms.Marcia Walther,Construction Manager
Doc.No.: 0809-063.PRP/ab
Attachment 2
Exhibit A
4378 Old Santa Fe Road
Earth Systems Pacific San Luis Obispo, CA 93401-8116
d. (805) 544-3276 • FAX (805) 544-1786
E-mail: esc@earthsys.com
September 17, 2008
Mr. Steve Schmidt, Information Technology Manager
City of San Luis Obispo, FIT
990 Palm Street
San Luis Obispo, CA 93401
PROJECT: NEW DISPATCH CENTER— STORAGE BUILDING (ADD. ALT. A)
CITY OF SAN LUIS OBISPO
1135 ROUNDHOUSE ROAD
SAN LUIS OBISPO, CALIFORNIA
SUBJECT: Proposal to Provide Construction Material Inspection and Testing Services
for the Storage Building
REF: 1) Project Plans for New Dispatch Center, City of San Luis Obispo, 1135
Roundhouse Road, San Luis Obispo, California, by RRM Design
Group, dated August 1, 2008
2) Soils Engineering Report, City of San Luis Obispo — Fire Station #1,
New Storage Building, San Luis Obispo, California,by Earth Systems
Pacific,Doc. No. 0704-125.SER, dated April 24, 2007
Dear Mr. Schmidt:
As requested during a recent meeting with Marcia Walther, Construction Manager, this proposal to
provide observation, testing and inspection services has been prepared for this project, which is
planned to begin later this year in conjunction with the new Dispatch Center. The Storage Building is
to be designed and furnished by the supplier, based on the parameters indicated in the referenced
project plans. Our firm is most qualified to provide these services, as we provided the soils
engineering report that will be used in the design. The project will consist of a single-story metal
building of approximately 2,900 square feet, constructed on the south side of the existing fire station
building. The foundation system is anticipated to consist of conventional continuous and spread
foundations, and concrete slabs-on-grade. This proposal is for services associated with the Storage
Building only; services associated with the Dispatch Center and the Antenna Tower are covered under
separate proposals.
Our proposed scope of work was based upon our understanding of our expected duties, our experience
with similar projects, and our recent conversations with Ms. Walther. As the structure is not designed
at this time, the special inspection requirements and the location of shop fabrication are unknown,
multiple assumptions were made in the development of this proposal. It is important to note that, as
we can not control the construction process, the .contractor's time frames, or the contractor's
fabrication shops, our services must be provided on a time and materials basis. We have assumed that
this project is subject to the State of California Prevailing Wage (P.W.) law; we are unaware of any .
DVBE or other special requirements for our services. We have also assumed that the City of San Luis
Obispo will engage Ms. Walther's services separately as the overall Project Inspector(PI).
Attachment 2
Exhibit A
City of San Luis Obispo—New Dispatch Center 2 September 17, 2008
Storage Building(Add. Alt. A)
The scope of work addressed in this proposal is for observation and compaction testing during
earthwork operations for the building area, utility trench backfill and surrounding flatwork. We also
propose to provide inspection and/or testing services during the following: sampling of concrete during
placement for the structure, direct tension testing of expansion/epoxy anchors, and shop and field
welding and bolting of structural steel members. Laboratory testing and report preparation associated
with these services will also be provided. We have assumed that the project civil engineer will provide
CAD files of applicable site plans for our use in preparing compaction reports.
Our anticipated scope of services and estimated costs are as follows:
I. Grading Observation and Compaction Testing
Provide observation and compaction testing services for grading of the building and flatwork
areas, backfill of utility lines, and observation of foundation excavations for the structure.
Project management for site visits and report preparation has been included.
Field technician 16 hrs. @ $92.50/hr. $1,480.00
Nuclear.density tests 30 tests @ $10.00/ea. 300.00
Maximum density/optimum
moisture tests 2 tests @ $170.0,,0/ea. 340.00
Senior Engineer, Site Visits, Project Mgmt. and Report Writing
3 hrs. @ $125.00/hr. 375.00
Technician, Drafting(Non P.W.) 3 hrs. @ $60.00/hr. 180.00
Subtotal, Grading Observation and Compaction Testing $27675.00
II. Rebar Sampling and Testing
Assumes that all rebar for concrete will be unidentified, and will be sampled at the site on 2
separate visits. Assumes that reinforcing steel for flatwork will not be tested, and that all rebar
will be No. 9 size or smaller. If reinforcing steel is fabricated off site where a subcontract
inspection service can or must be utilized, and plant sampling and testing is requested, the
subcontract services (including mileage if applicable) will be invoiced at cost plus 15 percent.
Sampling Rebar 4 hrs. @ $92.50/hr. $370.00
Rebar Tensile & Bend Tests 4 tests @ $75.00/ea. 300.00
Subtotal,Rebar Sampling and Testing $670.00
M. Concrete Sampling and Testing for Foundations and Slabs-on-Grade
Provide sampling of reinforced structural concrete and cast compressive strength specimens for
structure foundations and slabs-on-grade, and pick up, cure, and test samples for compressive
strength. Assumes that the Project Inspector will inspect all reinforcement prior to concrete
placement and all concrete during placement. Also assumes batch plant inspection will be
required, and that concrete will be supplied from San Luis Obispo. Assumes 2 placements total
for structural concrete, with an average of 5 hours billable time for both on-site and batch plants,
with no weekend sample pick ups. Assumes concrete for sitework (sidewalks, curb and gutter,
ell -r1
Attachment 2
i Exhibit A
City of San Luis Obispo—New Dispatch Center 3 September 17, 2008
Storage Building (Add. Alt. A)
etc.) will not be tested. Assumes that concrete mix designs and aggregate tests will be provided
by the supplier, however the designs will be reviewed by our personnel.
Senior Engineer, Concrete Mix Design Review
1 hr. @ $125.00/hr. $125.00
Batch Plant Inspection
10 hrs. @ $92.50/hr. 925.00
Concrete Sampling
10 hrs. @ $92.50/hr. 925.00
Concrete Sample Pick-ups (Non P.W.)
2 pick-ups at 1 hr./ea. @ $60.00/hr. 120.00
Concrete Compression tests 2 sets @ 4/set @ $25.00/ea 200.00
Subtotal, Concrete Sampling and Testing $2,295.00
VI. Epoxy Anchor Inspection/Testing
Provide torque and/or tension testing of epoxied anchor bolts on 1 visit to the site. Assumes that
the PI will provide inspection of anchor bolt installation.
Anchor Inspection/Testing 4 hrs. @ $92.50/hr. $370.00
Torque/Tension Equipment 4 hrs. @ $25.00/hr. 100.00
Subtotal,Epoxy Anchor Inspection/Testing $470.00
VII. Structural Steel Inspection
Constant visual inspection of shop welding for structural steel is assumed. We have assumed
structural steel will be fully identifiable during shop inspections, therefore no sampling or testing
of structural steel will be needed. We have assumed that the structural steel will be fabricated
within 1 hour travel time of our main office in San.Luis Obispo. If structural steel is fabricated
such that additional travel time is needed, travel will be charged at the hourly rate noted and
mileage will be charged from San Luis Obispo at $0.85 per mile. If structural steel is fabricated
in a location where a subcontract inspection service can or must be utilized, the subcontract
services (including mileage if applicable) will be invoiced at cost plus 15 percent. We have
assumed that UT inspection of welds will not be required.
Shop Welding Visual Inspection
80 hrs. @ $92.50/hr. $7,400.00
Field Welding Visual Inspection and Bolting Inspection
24 hrs. @ $92.50/hr. 27220.00
Torque/Tension Equipment 8 hrs. @ $25.00/hr. 200.00
Bolt assembly tests(tension,hardness and chemical)
2 sets @ $500.00/ea 1,000.00
Subtotal,Structural Steel Inspection $109820.00
Attachment 2
Exhibit A
Alf4378 Old Santa Fe Road
Earth Systems :Pacific San Luis Obispo, CA 93401-8116
(805) 544-3276 • FAX (805) 544-1786
September 17, 2008 E-mail: esc@earthsys.com
Mr. Steve Schmidt; Information Technology Manager
City of San Luis Obispo, FIT
990 Palm Street
San Luis Obispo, CA 93401
PROJECT: NEW DISPATCH CENTER—ANTENNA TOWER
CITY OF SAN LUIS OBISPO
1135 ROUNDHOUSE ROAD
SAN LUIS OBISPO, CALIFORNIA
SUBJECT: Proposal to Provide Construction Material Inspection and Testing Services
for the Antenna Tower
REF: 1) Project Plans for New Dispatch Center, City of San Luis Obispo, 1135
Roundhouse Road, San Luis Obispo, California, by RRM Design
Group, dated August 1, 2008
2) Soils Engineering Report, Public Safety Dispatch Center, San Luis
Obispo, California, by Earth Systems Pacific, Doc. No. 0512-080.SER,
dated December 14, 2005
Dear Mr. Schmidt:
-As requested during a recent meeting with Marcia Walther, Construction Manager, this proposal to
provide observation, testing and inspection services has been prepared for this project, which is
planned to begin later this year in conjunction with the new Dispatch Center. The Antenna Tower is to
be designed and furnished by the supplier, based on the parameters indicated in the referenced project
plans. Our firm is most qualified to provide these services, as we provided the soils engineering report
that will be used in the design. The project will consist of a self-supporting tower to carry various
whip, panel and microwave antennas. The tower will be designed for an eventual total height of 100
feet, however it will be initially constructed to only 80 feet. We anticipate that the antenna.will be
constructed of tubular and/or structural steel, and will be supported by one or more deep foundations.
This proposal is for services associated with the Antenna Tower only; services associated with the
Dispatch Center and the Storage Building are covered under separate proposals.
Our proposed scope of work was based upon our understanding of our expected duties, our experience
with similar projects, and our recent conversations with Ms. Walther. As the structure is not designed
at this time, the special inspection requirements and the location of shop fabrication are unknown,
multiple assumptions were made in the development of this proposal.. It is important to note that, as
we can not control the construction process, the contractor's time frames, or the contractor's
fabrication shops, our services must be provided on a time and materials basis. We have assumed that
this project is subject to the State of California Prevailing Wage (P.W.) law; we are unaware of any
DVBE or other special requirements for our services. We have also assumed that the City of San Luis
Obispo will engage Ms. Walther's services separately as the overall Project Inspector(PI).
Attachment 2
Exhibit A
% f San Luis Obispo—New Dispatch Center 2 September 17, 2008
Antenna Tower
The scope of work addressed in this proposal is for compaction testing of utility trench backfill, and
inspection and/or testing services during the following: drilling of deep foundations and placement of
structural concrete, , and shop and field welding and bolting of structural steel members. Laboratory
testing and report preparation associated with these services will also be provided. We have assumed
that the project civil engineer will provide CAD files of applicable site plans for our use in preparing
compaction reports.
Our anticipated scope of services and estimated costs are as follows:
I. Compaction Testing
Provide compaction testing services during backfill of utility lines. Report preparation has been
included.
Field technician 4 hrs. @ $92.50/hr. $370.00
Nuclear density tests 8 tests @.$10.00/ea. 80.00
Maximum density/optimum
moisture tests 1 test @ $170.00/ea. 170.00
Senior Engineer, Report Writing
1 hrs. @ $125.00/hr. 125.00
Technician, Drafting(Non P.W.) 1 hrs. @ $60.00/hr. 60.00
Subtotal, Compaction Testing $805.00
H. Rebar Sampling and Testing
Assumes that all rebar for foundations will be unidentified, and will be sampled at the site on one
visit Assumes that all rebar will be No. 9 size or smaller. If reinforcing steel is fabricated off
site where a subcontract inspection service can or must be utilized; and plant sampling and
testing is requested, the subcontract services (including mileage if applicable) will be invoiced at
cost plus 15 percent.
Sampling Rebar 3 hrs. @ $92.50/hr. $277.50
Rebar Tensile &Bend Tests 3 tests @ $75.00/ea 225.00
Subtotal, Rebar Sampling and Testing $502.50
III. Concrete Sampling and Testing for Deep Foundations
Provide observation of excavations for deep foundations, and sampling of reinforced concrete.
Assumes that the Project Inspector will inspect all reinforcement prior to concrete placement and
all concrete during placement. Also assumes batch plant inspection will be required, and that
concrete will be supplied from San Luis Obispo. Assumes one placement, with 4 hours of
billable time, and no weekend sample pick up. Assumes that a concrete mix design and
aggregate tests will be provided by the supplier, however the designs will be reviewed by our
personnel.
a�-
Attachment 2
Exhibit A
San Luis Obispo—New Dispatch Center 3 September 17, 2008
Antenna Tower
Senior Engineer, Concrete Mix Design Review
1 hr. @ $125.00/hr. $125.00
Batch Plant Inspection
4 hrs. @ $92.50/hr. 370.00
Foundation Excavation Inspection
4 hrs. @ $95.00/hr. 380.00
Concrete Sampling
4 hrs. @ $92.50/hr. 370.00
Concrete Sample Pick-up (Non P.W.)
1 pick-ups at 1 hr./ea. @ $60.00/hr. 60.00
Concrete Compression tests I set @ 4/set @ $25.00/ea 100.00
Subtotal, Concrete Sampling and Testing $19405.00
VI. Structural Steel Inspection
Constant visual inspection of shop welding for structural steel is assumed. We have assumed
structural steel will be fully identifiable during shop inspections, therefore no sampling or testing
of structural steel will be needed. We have assumed that the structural steel will be fabricated
within 1 hour travel time of our main office in San Luis Obispo. If structural steel is fabricated
such that additional travel time is needed, travel will be charged at the hourly rate noted and
mileage will be charged from San Luis Obispo at $0.85 per mile. If structural steel is fabricated
in a location where a subcontract inspection service can or must be utilized, the subcontract
services (including mileage if applicable) will be invoiced at cost plus 15 percent. We have
assumed that UT inspection of welds will not be required.
Shop Welding Visual Inspection
80 hrs. @$92.50/hr. $7,400.00
Field Welding Visual Inspection and Bolting Inspection.
16 hrs. @ $92.50/hr. 1,480.00
Torque/Tension Equipment 16 hrs. @$25.00/hr. 400.00
Tower bolt assembly tests (tension,hardness and chemical)
4 sets @ $500.00/ea 2,000.00
Subtotal,Structural Steel Inspection $1148000
VIII.Project Management,Report Preparation and Final Affidavits
Staff Engineer 4 hrs. @ $95.00/hr. $380.00
Senior Engineer 4 hrs. @ $125.00/hr. 500.00
Subtotal,Proj.Mgmt-/Report Prep./Final Affidavits $880.00
ESTIMATED TOTAL
� ( I -O-L3
Attachment 2
Exhibit A
%0 San Luis Obispo —New Dispatch Center 4 September 17, 2008
Antenna Tower
CONDITIONS
Our technicians and inspectors will attempt, wherever reasonable, to combine inspections or test
multiple areas during site visits, in order to keep the final bill as low as practicable. The presence of our
personnel at the site will depend upon the contractor's schedule, the progress of the work, and
notification by the project inspector, therefore the fees presented above are to be considered as estimates
only, and shall not be construed as guaranteed maximum fees. The invoices will reflect the actual
amount of time spent and service performed, and may be greater or less than the estimated amounts. A
summary will be provided with each invoice to allow the client to track costs and budget amounts
remaining for our services. All field inspections and other site visits (except sample pick-up) will be
subject to a 2-hour minimum charge per day, billed in 1-hour increments. Sample pick-ups on Monday
through Friday will be charged 1 hour per visit; sample pick=ups on Saturday, Sunday and holidays will
be charged 2 hours per visit.
This proposal is based on services provided during regular working hours (0700 to 1700), Monday
through Friday. Services provided between 1700 and 0700 on Monday through Friday, and all day
Saturday, will be subject to a Prevailing Wage (PW) overtime rate for technicians and inspectors of
$115.00 per hour. Services provided on Sundays and Holidays will be subject to a PW double time rate
for technicians and inspectors of $130.00 per hour. The non-PW rate for sample pick-up is
$60.00/hour for regular time, $90.00/hour for overtime, and $120.00/hour for double time. Services
provided beyond San Luis Obispo will be subject to a mileage surcharge of$0.85/mile.
The client or client's agent is to supply latest plans and specifications, and notify us of any changes
pertinent to the performance of testing and observations. The Project Inspector is responsible for
contacting this firm when testing services are required, and for providing adequate notice for inspection
of out-of-town fabrication. Earth Systems Pacific will test or inspect at locations deemed appropriate to
provide the client with information regarding the acceptability of the tested areas. Previously failed
areas may be retested or reinspected after rework, if required.
Charges for retests or reinspection due to failing results or improper work, or when tests or inspections
are requested but the contractor is not ready and does not cancel scheduled testing or inspection, are not
included in the estimate and will be billed at the rates listed previously. This firm shall not be
responsible for backcharging contractors for retests or re-inspections.
We understand that this estimate will be utilized for preliminary cost estimating purposes only, and that
a revised proposal will be requested when the plan are finalized. The revised proposal will be based on
the fee schedule in effect at the time of the proposal.
CJS-a�
Attachment 2
Exhibit A
f San Luis Obispo—New Dispatch Center 5 September 17, 2008
Antenna Tower
Thank you for your consideration of our firm for this project. If you have any questions or require
additional information, please contact the undersigned at your convenience.
Sincerely,
Earth Systems Pacific
4�/
Fred J..Potthast, G.E.
Vice President
Attachments: Work Order
Terms
Copy to: Ms.Marcia Walther,Construction Manager
Doc.No.: 0809-076.PRPlml
Attachmentt 2 --
Exhibit B
AGREEMENT FOR TESTING OF CONSTRUCTION MATERIALS SERVICES,
Specification No. 50410.7227.06D
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this 181' day of
July 2006, by and between the City of San Luis Obispo and Earth Systems Pacific, hereinafter
referred to as the Consultant.
1. Term. The term of this Agreement shall be from the date this Agreement is made and
entered as first written above and shall be for a period of approximately three years.
2. Services. The Consultant shall provide the necessary services to complete Construction
Materials Testing Services as set out in individual requests in the time frames required.
3. Incorporation by Reference. City's Request for Qualifications dated January 2006 and
the Consultants Proposal dated February 21, 2006 along with individual project requests
for services are hereby incorporated in and made a part of this agreement.
4. City's Obligation. For providing services as specified in this Agreement, the City will pay
and the Consultant shall receive reimbursement for hours worked (including direct salary
costs or prevailing wages, employee benefits, overhead and fees)and direct costs.
5. Consultant's Obligation. For and in consideration of the payments and agreements
hereinbefore mentioned to be made and performed by the City, the Consultant agrees with
the City to do everything required by this Agreement.
Test results of materials tested shall be forwarded to the City within 48 hrs. of the
completed test. Field slips will satisfy this requirement. Complete project reports shall be
submitted within 30 days of the Consultants last work.performed.
Reports must be clear and concise of what materials and tests were performed, location of
sample, test method used on the sample and if the material or test provided met project
specifications. Test results that do not meet project minimum requirements must be logged
separately and re-testing or remedy of failed test must be shown.
Log of borings or pile driving must include the numbering system as shown on the project
plans, the design depth, actual depth achieved, rate of progress on each pile and date of
work. If a numbering system is not shown, a standardized numbering system approved by
the engineer shall be used.
The Consultant shall submit one hard copy of the report and one electronic Adobe file of
the report.
6. Invoices. Invoices must be broken down by the project name, City specification number
and what charges are associated to what project where multiple charges appear on a
single invoice. Invoices must be billed according to the Fee Schedule submitted in the
Statement of Qualifications in response to the RFQ. Annual adjustments of the Fee
Schedule must be approved by the City.
Attachment 2
Exhibit B
7. Insurance Requirements. The Consultant shall provide proof of insurance in the form,
coverages, and amounts specified in the attachment as a precondition to contract
execution and maintain the coverage for the duration of the agreement.
8. Business Tax. The Consultant must have a valid City of San Luis Obispo business tax
certificate prior to execution of the contract. Fee Schedule and additional information
regarding the City's business tax program may be obtained by calling (805) 781-7134.
9. Laws to be Observed. The Consultant shall keep itself fully informed of and shall
observe and comply with all applicable state and federal laws and county and City of San
Luis Obispo ordinances, regulations and adopted codes during its performance of the
work.
10. Payment of Taxes. The prices shall include full compensation for all taxes that the
Consultant is required to pay.
11.. Permits and Licenses. The Consultant shall procure all permits and licenses, pay all
charges and fees, and give all notices necessary to perform the assigned work.
12. Ability to Perform. The Consultant warrants that it possesses, or has arranged through
subcontracts, all capital and other equipment, labor, materials, and licenses necessary to
carry out and complete the work hereunder in compliance with any and all applicable
federal, state, county, city, and special district laws, ordinances, and regulations.
13. Safety Provisions. The Consultant shall conform to the rules and regulations pertaining
to safety established by OSHA and the California Division of Industrial Safety.
14. Preservation of City Property. The Consultant shall provide and install suitable
safeguards, approved by the City, to protect City property from injury or damage. If City
property is injured or damaged as a result of the Consultant's operations, it shall be
replaced or restored at the Consultant's expense. The facilities shall be replaced or
restored to a condition as good as when the Consultant began work.
15. Immigration Act of 1986. The Consultant warrants on behalf of itself and all sub
Consultants engaged for the performance of this work that only persons authorized to
work in the United States pursuant to the Immigration Reform and Control Act of 1986 and
other applicable laws shall be employed in the performance of the'work hereunder.
16. Consultant Non-Discrimination. In the performance of this work, the Consultant agrees
that it will not engage in, nor permit such sub-consultants as it may employ, to engage in
discrimination in employment of persons because of age, race, color, sex, national origin
or ancestry, sexual orientation, or religion of such persons.
17. Work Delays. Should the Consultant be obstructed or delayed in the work required to be
done hereunder by changes in the work or by any default, act, or omission of the City, or
by strikes, fire, earthquake, or any other Act of God, or by the inability to obtain materials,
equipment, or labor due to federal government restrictions arising out of defense or war
programs, then the time of completion may, at the City's sole option, be extended for such
periods as may be agreed upon by the City and the Consultant.
Attachment 2
Exhibit B
18. Payment Terms: The City's payment terms are 30 days from the receipt of an original
invoice and acceptance by the City of the materials, supplies, equipment, or services
provided by the Consultant(Net 30).
19. Compensation from Authorized Additional Expenses. To receive compensation for
additional expenses outside the scope of the project work, the Consultant shall obtain prior
written authorization from the City to incur those expenses. Compensation for these
additional expenses shall include time and materials only without markup.
20. 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 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 sole negligence or willful misconduct of the City, its agents,
officers or employees.
21. Contract Assignment: The Consultant shall not assign, transfer, convey or otherwise
dispose of the contract, or its right, title or interest, or its power to execute such a contract
to any individual or business entity of any kind without the previous written consent of the
City.
22. Change in Status. The Consultant shall notify the City immediately if it is no longer able
to provide any of the services outlined in the submitted proposal.
23. Interests of Consultant. The Consultant covenants that it presently has no interest, and
shall not acquire any interest direct or indirect or otherwise, which would conflict in any
manner or degree with the performance of the work hereunder. The Consultant further
covenants that, in the performance of this work, no sub-consultant or person having such
an interest shall be employed. The Consultant certifies that no one who has or will have
any financial interest in performing this work is an officer or employee of the City. It is
hereby expressly agreed that, in the performance of the work hereunder, the Consultant
shall at all times be deemed an independent Consultant and not an agent or employee of
the City.
24. Termination. If, during the term of the agreement, the City determines that the Consultant
is not faithfully abiding by any term or condition contained herein, the City may notify the
Consultant in writing of such defect or failure to perform; which notice must give the
Consultant a 10 (ten) calendar day notice of time thereafter in which to perform said work
or cure the deficiency.
If the Consultant has not performed the work or cured the deficiency within the ten days
specked in the notice, such shall constitute a breach of the contract and the City may
terminate the contract immediately by written notice to the Consultant to said effect.
Thereafter, neither party shall have any further duties, obligations, responsibilities, or
rights under the contract except, however, any and all obligations of the Consultant's
'Attachment 2
_ Exhibit B
surety shall remain in full force and effect, and shall not be extinguished, reduced, or in
any manner waived by the termination thereof.
In said event, the Consultant shall be entitled to the reasonable value of its services
performed from the beginning date in which the breach occurs up to the day it received the
City's Notice of Termination, minus any offset from such payment.representing the City's
damages from such breach. 'Reasonable value" includes fees or charges for goods or
services as of the last milestone or task satisfactorily delivered or completed by the
Consultant; compensation for any other work, services or goods performed or provided by
the Consultant shall be based solely on the City's assessment of the value of the work-in-
progress in completing the overall workscope.
The City reserves the right to delay any such payment until completion or confirmed
abandonment of the project, as may be determined in the City's sole discretion, so as to
permit a full and complete accounting of costs. In no event, however, shall the Consultant
be entitled to receive in excess of the compensation quoted in its proposal.
25. 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.
26. Ownership of Materials. All original drawings, plan documents and other materials
prepared by or in possession of the Consultant as part of the work or services under these
specifications shall become the permanent property of the City, and shall be delivered to
the City upon demand upon full payment to Consultant for services rendered.
27. Release of Reports and Information. Any reports, information, data, or other material
given to, prepared by or assembled by the Consultant as part of the work or services
under these specifications shall be the property of City and shall not be made available to
any individual or organization by the Consultant without the prior written approval of the
City.
28. Complete Agreement. This written agreement, including all writings specifically
incorporated herein by reference, shall constitute the complete agreement between 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. Exhibit A
— Supplemental Terms incorporated herein by reference.
29. Notice. All written notices to the parties hereto shall be sent by prepaid postage mail
addressed as follows:
City: Consultant
Pamela King Earth Systems Pacific
Public Works Department Dennis Shallenberger
955 Morro Street 4375 Santa Fe Road
San Luis Obispo, CA 93401 San Luis Obispo, CA 93401
Attachment 2
Exhibit B
Authority to Execute Agreement. Both the City and the 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 written above.
CITY: CONSULTANT:
Ken Hampian, City)Administrative Officer Earth SysterR§ Pacific
Approved as to Form:
Margaret McQuade, Vice President
Jona ell, City Attorney Print/type name dnd title
Attachment 2
Exhibit B
Exhibit A
Supplemental Terms Between City of San Luis Obispo ("City")
And Earth Systems Pacific("Consultant")
1. SITE ACCESS AND UTILITIES. CITY has the sole responsibility for obtaining site
access for CONSULTANT to perform its services. CITY agrees that CONSULTANT's
only obligation, to the extent practicable under the circumstances, is to mark the
proposed boring/excavation areas and to contact the local utility clearance agency prior
to any such boring/excavation services. CITY agrees that CONSULTANT is not
responsible, and shall not be considered negligent, for any damage or loss due to any
undisclosed or unknown surface or subsurface utility or obstructions owned by CITY or
third parties so long as CONSULTANT complied with the foregoing sentence prior to its
boring/excavation services.
2. FIELD REPRESENTATIVE. CONSULTANT shall not be responsible for: (i) construction
means and methods, techniques, sequences, procedures, or safety precautions, and
programs in connection with the Project; (ii) the failure of any contractor, subcontractor,
vendor, or other Project participate, not under contract to CONSULTANT, to fulfill their
respective contractual responsibilities to CITY or to comply with federal, state, or local
laws, regulations and codes; or(N)procuring permits, certificates, and license required
for any construction.
CONSULTANT shall not have the authority to direct, control or stop construction of third
parties'work. CONSULTANT does not guarantee that proposals, bids, or actual Project
costs will not vary from CONSULTANT's cost estimates or that actual schedule will not
vary from CONSULTANTs project schedules.
3. DOCUMENTS. CITY agrees that all CONSULTANT provided documents shall be used
for the intended Project for the purposes stated in such documents. Any unauthorized
use or distribution of such documents by the CITY shall be at the sole risk of the CITY
and without any liability to CONSULTANT.
4. STANDARD OF CARE. CONSULTANT will perform its services with that degree of skill
and care ordinarily exercised by reputable members of CONSULTANT's profession in
the same or similar locality.
5. HAZARDOUS MATERIALS. CONSULTANT is responsible for hazardous materials
brought by CONSULTANT onto the site. CITY retains ownership and responsibility in all
respects for other hazardous materials and associated damage.
6. WAIVER. Neither party shall be responsible for consequential or incidental damages.
ell - 3!
Attachment 2-
Exhibit B
Section E
INSURANCE REQUIREMENTS
Consultant Services
The Consultant shall procure and maintain for the duration of the contract insurance against claims for
injuries to persons or damages to property which may arise from or in connection with the performance of
the work hereunder by the Consultant, its agents, representatives, employees or subconsultants.
Minimum Scope of Insurance. Coverage shall be at least as broad as:
1. Insurance Services Office Commercial General Liability coverage(occurrence form CG 0001).
2. Insurance Services Office form number CA 0001 (Ed. 1/87)covering Automobile Liability, code 1
(any auto)..
3. Workers'Compensation insurance as required by the State of California and Employer's Liability
Insurance.
4. Errors and Omissions Liability insurance as appropriate to the consultant's profession.
Minimum Limits of Insurance. Consultant shall maintain limits no less than:
1. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property
damage. If Commercial General Liability or other form with a general aggregate limit is used, either the
general aggregate limit shall apply separately to this project/location or the general aggregate limit shall
be twice the required occurrence limit.
2. Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
3. Employer's Liability: $1,000,000 per accident for bodily injury or disease.
4. Errors and Omissions Liability: $1,000,000 per claim.
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 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.
Other Insurance Provisions. The general liability and automobile liability policies are to contain, or be
endorsed to contain, the following provisions:
1. The City, its officers, officials, employees, agents 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, leased, hired or borrowed by the Consultant. The coverage shall
contain no special limitations on the scope of protection afforded to the City, its officers, official,
employees, agents or volunteers.
2. For any claims related to this project, the Consultant's insurance coverage shall be primary
insurance as respects the City, its officers, officials, employees, agents and volunteers. Any insurance or
self-insurance maintained by the City, its officers, officials, employees, agents or volunteers shall be
excess of the Consultant's insurance and shall not contribute with it.
3. 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.
4. Each insurance policy required by this clause shall be endorsed to state that coverage shall not
be canceled by either party, except after 30 days prior written notice by certified mail return receipt
requested, has been given to the City. The Consultant agrees to notify the.City in the event that the
policy is suspended, voided, or reduced in coverage or limits; a minimum of 30 days prior written notice
by certified mail, return receipt requested, will be provided.
Attachment 2
Exhibit B
Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating of no
less than ANIL
Verification of Coverage. Consultant shall furnish the City with a certificate of insurance showing
maintenance of the required insurance coverage. Original endorsements effecting general liability and
automobile liability coverage required by this clause must also be provided. The endorsements are to be
signed by a person authorized by that insurer to bind coverage on its behalf. All endorsements are to be
received and approved by the City before work commences.
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