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HomeMy WebLinkAboutAgr 2011-09-12 (Coastland Engineering, Inc.)AGREEMENT FOR PROFESSIONAL SERVICES DEL MAR VALLEY UTILITY UNDERGROUNDING PROJECT CONSTRUCTION MANAGEMENT AND OBSERVATION lie THIS AGREEMENT, made and entered this ( Z, day of 2011, by and between the TOWN OF TIBURON, a political subdivision of the State of California, hereinafter called "Town," and COASTLAND CIVIL ENGINEERING, INC., hereinafter referred to as "Consultant," RECITALS A. The Town desires to retain a qualified and competent firm to provide construction administration, management, material testing and observation services for the Del Mar Valley Utility Undergrounding Project. B. The Consultant has the skill and experience to undertake the work. Consultant has submitted a proposal, dated August 8, 2011, as set forth in Exhibit A, which is attached hereto and incorporated herein by reference. The parties wish to contract for the provision of services as described in this Agreement. AGREEMENT Scope of Consultant Services. Consultant shall perform the services described in its Proposal, as set forth in Exhibit A ("Services"). The Consultant shall execute the work in a timely manner and as requested by the Town. 2. Compensation. Town agrees to pay Consultant as set forth in Exhibit A, up to a maximum of $258,078.00. Consultant's total compensation shall not exceed this maximum without prior Town approval of an amendment to this Agreement. 3. Standard of Work; Indemnity. Consultant shall perform the services in a skillful and professional manner compatible with the usual, customary standard of Consultant's profession. Consultant shall indemnify, defend and hold Town harmless from and against claims, liabilities, suits, loss, cost, expense and damages (collectively, "Claims") to the extent caused by a negligent act or omission of Consultant's in the performance of the Services pursuant to this Agreement. Notwithstanding the foregoing, Town shall remain liable for any Claims to the extent that they arise from the Town's active negligence. 4. Consultant as Independent Contractor. Consultant (including its agents and employees) is not an agent or employee of the Town but is an independent contractor not subject to the direction and control of the Town. Without limiting the foregoing, Consultant shall maintain complete control of its operations and personnel and shall be solely liable and responsible to pay all required salaries, wages, expenses, taxes and other obligations, including, but not limited to, withholding and Social Security. Town of Tiburon - Del Mar Valley Utility Undergrounding 1 /4 Attendance at Hearings. If requested by the Director of Public Works, Consultant shall appear at meetings or other hearings that pertain to the Services. 6. Audit of Books and Records. Town may, in its sole discretion, undertake an independent audit and/or evaluation of the Consultant's records and accounts of expenditures and program activities at its own expense. Consultant shall furnish all items necessary in the Town's discretion to complete said audit and/or evaluation subject to restrictions on confidentiality limited to expenditure or receipt of program funds, and program quality. 7. Insurance. Consultant shall maintain insurance as set forth below. Town shall be added as an additional insured to Consultant's Comprehensive General Liability and Comprehensive Automobile Liability insurance policies. Such coverage shall be primary, non-contributory insurance to the Town, its officials, officers and employees. The limits set forth below are not intended to operate as a limit to Consultant's liability under Sections 3 and 4 of this Agreement. A. Comprehensive General Liability: Combined single limit of $1,000,000 for each single occurrence and $2,000,000 annual aggregate. B. Comprehensive Automobile Liability: Combined single limit of $1,000,000 for each single occurrence for bodily injury and property damages. C. Professional Liability: For an amount of at least $1,000,000 on a claims made basis. 8. Ownership of Documents; Re-Use; Indemnity. For the purpose of this Agreement, "Documents" shall include text copy, graphics, code, disks, diskettes, CDs, and other written or electronic communications or data. All Documents, including drawings and specifications prepared by Consultant pursuant to this Agreement shall be the property of Town. Town acknowledges that said Documents are prepared for use only in connection with the Project described in Exhibit A. Documents should be in formats usable by the Town. Consultant makes no representation that said Documents are suitable for re-use on any other project or on any expansion of the Project. Any such re- use by Town without specific written approval by Consultant shall be at Town's sole risk. Town shall indemnify and hold Consultant harmless from all claims, losses, damages and expenses, including attorney's fees, that may arise from Town's unauthorized re-use of said Documents for another project or for any expansion of the Project. 9. Stop Work Order. Town may at any time, by written notice to Consultant ("Stop Work Order"), require Consultant to stop or suspend performance of the Services, in whole or in part, for a period of up to ninety days after such notice is delivered to Consultant. Upon receipt of the Stop Work Order, Consultant shall immediately comply therewith and take all reasonable steps to minimize the incurrence of costs allocable to the Services covered by the Stop Work Order during the period of work stoppage. Within ninety days of the delivery of the Stop Work Order, or such later time as may be agreed to by the parties, Town shall either cancel the Stop Work Order or terminate this Agreement as provided in Paragraph 13. Town of Tiburon - Del Mar Valley Utility Undergrounding 2/4 Consultant shall resume work upon the cancellation of the Stop Work Order. To the extent that the Stop Work Order results in a documentable increase in the cost of performing the Services or the time required for such performance, Consultant shall receive an equitable adjustment in compensation or an extension of time for performance, as appropriate. 10. Delinquency. In the event that a proper invoice remains unpaid for more than 30 days after submittal, Consultant may commence to charge interest of the unpaid amounts at the lesser of 1.5% per month or the maximum rate allowed under applicable usury laws. In addition, Consultant may suspend the performance of the Services after giving Town 10 days notice of its intent to do so. In the event of such suspension, the Base Fee shall be increased to include Consultant's reasonable costs of suspending and restarting the Services. 11. Termination of Contract. Either party shall have the right to terminate this agreement within five (5) days written notice to the other party. In such event, Consultant shall deliver to the Town copies of all finished and unfinished surveys, studies, documents, computer disks, and/or reports pertaining to the contract, and Consultant shall be entitled to receive just and equitable compensation equal to his hourly rate, if outlined in Exhibit A, for any satisfactory work completed as determined by the Town. 12. Discrimination. In the performance of the terms of this Agreement, Consultant shall not engage in nor permit others he may employ to engage in discrimination in the employment of such persons based on race, color, religion, sex, sexual preference, age, or handicapped conditions. 13. Miscellaneous. A. Other Contract Provisions. To the extent that there are any inconsistencies with the Exhibit(s) to this Agreement and the main body thereof, the latter shall prevail. B. Governing Law; venue. The laws of the State of California shall govern this Agreement. In the event that a dispute arises under this agreement, Marin County shall be the proper venue for any judicial resolution of said dispute. C. Severability. If any provision of this Agreement is found to be invalid or unenforceable, the validity and enforceability of the remaining portions shall not be affected unless the effect thereof would materially change the economic burden on either party. D. Successors in Interest; Assignment. This Agreement shall be binding on the assigns and successors in interest to both parties. Neither party may assign their obligations under this Agreement without the written consent of the other party. E. Entire Agreement; Amendment. This Agreement represents the entire Agreement between the parties. This Agreement may only be amended in writing. Town of Tiburon - Del Mar Valley Utility Undergrounding 3/4 IN WITNESS WHEREOF the parties hereto have caused their duly authorized representatives to execute this Agreement the day and year above written. CONSULTANT TOWN OF TIBURON Company Name: C ` 1~ -j - L.14- ll~ Ann R. Danforth, Town Attorney Town of Tiburon - Del Mar Valley Utility Undergrounding Margaret A.- urran, Town Manager 4/4 APPROVED AS TO FORM: E=Rrr A PERSONNEL The team organization chart below provides an overview of proposed personal with respective lines of communication for this project. All. team members shown in the diagram are extremely qualified to provide services for the Town's project and will be committed for the duration of the contract. A summary of key staff is provided on the following pages. More detailed resumes of key personnel are provided in Appendix A. E E , AUG 0 8 2011 D aRECTOR OF PUBUC WORKS TOWN OF TIBURON Town of Tiburon'Del Mar Utility Undergrounding Assessment District Project PAGE 16 OF; KEY 87--"AW F- Russ Harlan - Construction Manager Mr. Russ Harlan has over 24 years of experience with construction management, inspection, engineering design, and project administration on a broad range of projects including transportation, water, wastewater, drainage, and reclaimed water. Having managed Capital Improvement Projects. for the City of Santa Rosa for many years, he understands how to successfully deliver a public project. - He is very knowledgeable and sensitive to local governmental regulations, public relations, environmental compliance, and other important issues impacting this project. Key Elements: c. Construction Manager for recent °Piedmont Hills Undergrounding Assessment District Project Water Distribution Operator (Grade D-2 #21570). c Managed and/or inspected more than 20 similar water pipeline projects. ri Planning and design background provides enhanced perspective. c:, Management & inspection of politically and environmentally sensitive projects. Steve Schram - Inspector Mr. Schram has worked in the civil construction industry for over 27 years. His experience includes construction management and inspection on water tanks, pump stations, roads, pipelines, bridges, flood control and a variety of other capital projects. Key Elements: e:: Strong background in both . construction management and inspection, including office engineering, claims analysis, dispute resolution and constructability reviews., c Long-term Novato resident who knows the local conditions, traffic demands, and community impacts throughout Marin County. Familiar with local agencies, schools, and required public relations efforts Inspection of politically and environmentally sensitive projects. r~ Inspector for recent Piedmont Hills Undergrounding Assessment District Project .i' ~I Town of Tiburon Del Mar Utility Undergrounding Assessment District Project ~ PAGE 17 A ZA-4- Michael Janet Construction Services Manager Mr. Mike Janet has over 13 years of capital improvement contract " administration, inspection, construction management, and field supervision of public works projects. He is very experienced in construction management including schedule review, claims analysis, bid solicitation and - contract administration for roadways, water tanks, pipelines and erosion control projects. Key Elements: c, Managed construction of more than 30 similar projects for cities and special districts throughout the North Bay. ca, Local experience serving Mill Valley and Tamalpais CSD. Knowledgeable and sensitive to local government regulations, environmental compliance, and other important issues affecting the Town's project. . ~W Experience with Marin Municipal Water District. Previous experience in Town of Tiburon. Mr. John Wanger, PE - Quality Control Engineer As CEO of Coastland, Mr. John Wanger oversees all company operations and long term planning. He has over 29 years of capital project design, construction management and municipal engineering services with an emphasis on utility, road rehabilitation, safety improvements, bikeway/pedestrian facilities, grading, and drainage projects... Key Elements: Assessment District Engineering for over $50 million of improvements throughout North Bay. e,.* City engineering and assessment engineering experience provides perspective on utility undergrounding projects and funding constraints. Town of Tiburon Del Mar Utility Undergrounding Assessment District Project PAGE 18 R3/1 } REFERENCES FOR PROPOSED STAFF City of American Canyon Ms. Cheryl Braulik, Senior Engineer cbraulik -cityofamericancanvon.ora Phone: (707) 647-4558 Key staff involved. Steve Schram, Mike Janet, Russ Harlan, Richard Engelke, John Wanger City of Piedmont Mr. Chester Nakahara, Interim Public Works Director cnakahara(a)-ci.Piedmont. ca.us Phone: (510) 420-3061 Key staff involved. Steve Schram, Mike Janet, Russ Harlan, Richard Engelke, John Wanger City of MilI Valley Ms. Jill Barnes, Interim Director of Public Works jbarnes(M-cityofmillvalley.org Phone: (415) 388-4033 ext.116 Key staff involved. Mike Janet, John Wanger Town of Yountville Mr. Steve Rogers, Town Manager Phone: (707) 944-8851 Key staff involved. Mike Janet, Russ Harlan, John Wanger Tamalpais Community Services District Mr. Jon Elam, General Manager Phone :(415) 388-6393 X 18 Key staff involved: Mike Janet City of Santa Rosa Utilities Department Ms. Tanya Mokvyts Phone: (707) 543-3958. Key staff involved. Mike Janet, Russ Harlan, Richard Engelke, John Wanger Sweetwater Springs Water District Mr. Steve Mack, General Manager Phone: (707) 869-4000 Key staff involved. Mike Janet, John Wanger Town of Corte Madera Mr. Dan Ring, Senior Engineer Phone: (415) 927-5120 Key staff involved. Mike Janet, Russ Harlan, John Wanger Town of Tiburon Del Mar Utility Undergrounding Assessment District Project PAGE 19 A 4~t4' PROJECT COMMITMENT Availability: Coastland places a high priority on ensuring we do not over-commit individuals, nor leave any need unmet. Therefore, we have carefully assessed the availability of our proposed staff to ensure that they will be fully committed to the Town's project. Assuming construction beginning in July or August of 2011, this project integrates well with the workload of our proposed staff. Accessibility: Coastland staff can meet regularly with Town staff and are accessible during normal business hours. Our full-time Construction. Manager and Inspector will also be available 24/7 by cell phone or email. The Town can be assured a prompt response to their inquiries. Town of Tiburon Del Mar Utility Undergrounding Assessment District Project PAGE 20 j 8Ur ON ULTANT Coastland's subconsultants have been selected according to the following criteria: c Technical abilities. History of successful partnerships with Coastland. c; Successful direct experience with the Town. Resumes of key subconsultant staff are included in Appendix B. Assisting Coastland with Geotechnical Consultation, Inspection and Testing services will be the firm of Miller Pacific Engineering Group of Novato. Miler Pacific offers complete Geo-Civil Engineering services, including site investigation, engineering evaluation, design plans, specifications, , cost , estimates, bidding and construction management. Typical services include analyzing geologic hazards, exploring subsurfaces conditions and * providing geotechnical recommendations for embankments slopes, foundations for small bridges, pavement designs and other site specific requirements. They are also Caltrans-certified for field and laboratory testing. Coastland and Miller Pacific have a pre -established working relationship, having collaborated on several projects in the City of Cloverdale, Tamalpais CSD and the Town of Yountville. Miller Pacific's Novato office location enables them to provide rapid response and minimize travel costs.. They are familiar with local Auger Cast Piles at Novato conditions throughout Mann County. . Sanitary District ,r' Town o€.Tiburon Del Mar Utility Undergrounding Assessment District Project Ij PAGE 21 PROJECT UNDERSTANDING The Del Mar Utility Undergrounding District Project has been developed to underground existing overhead utilities at the central part of the Town of Tiburon. Improvements include removing PG&E, AT&T and Comcast overhead wires and poles and constructing mainline underground power, telephone and cable conduit and associated paving improvements. The project funding is provided through an assessment district paid for by the benefitting properties. The project will impact 164 Tiburon homes. At the time we were introduced to this project, bid documents were nearing completion and the project is scheduled to be constructed beginning August 2011. We understand a new joint trench will be constructed over the course of 150 days. The project will advertise for bid late June, 2011. Because the funding for this project is through an assessment. district, it will be critical to monitor budgets throughout the project duration, as there are no additional funds available from the Town. The homeowners' expectations are higher since they are funding this project. Put quite simply, the project must stay within the assessment district budget allowed for construction. Accordingly, public outreach will be an- intensive component of this project. Coastland's Construction Manager will coordinate with utility companies and homeowners regularly to express an understanding of concerns and expectations. He will also work closely with the contractor to help minimize adverse impact. In summary, Coastland's overall approach to this project focuses on teaming with Town forces to produce a high quality, cost-effective project. We will provide the Town with an experienced team to act as an extension of the.Town's staff. 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 Town for the entire project duration and keep you informed regarding costs, changes, funding requirements, environmental issues and construction progress. We will provide daily inspection services including monitoring the progress of the project, contacting property owners in the construction area and resolving any issues. Coastland's inspector will assist in ensuring that the construction work adheres to the contract documents, Town and utility company standards, the specifications and the established schedule. Our team's track record of keeping similar projects within budget will provide the Town with confidence in our ability to provide a highly cost-effective approach on this project. We encourage you to contact our local client references to verify our record of responsive service. ,r Town of Tiburon Del Mar Utility Undergrounding Assessment District Project PAGE- 22 f. Ate( C~- SCOPE OF WORK Task No. I - Constructability Review Coastland will perform a constructability review of the project plans and specifications to provide critical input to help mitigate construction impacts. This review will improve constructability, reduce costs, eliminate ambiguities, and improve clarity. In general, our constructability reviews consist of Review project specifications and plans. Identify and track constructability review options, analyze feasibility, and substantiate cost savings with local contractors. R: Prepare preliminary list of .recommended potential changes with cost impacts for Town's consideration. sCost budgeting control. Provide direction to designers and monitor incorporation of any revisions into the new bid documents. Assist with coordination, distribution, and documentation of revised contract documents and assist during the pre-bid phase as needed. Prepare a final list of changes and.cost impacts for the Town. Task No. 2 - 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. 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 with the Town's team, design team, the utility companies and contractor to ensure that all project issues are addressed promptly and that the Town's best interests are considered at all times. Task No. 3 -Site Visit and Documentation Coastland will take pre-construction digital photos of the construction site with special attention given to sensitive areas including all private residents adjacent to the project. Documenting the site prior to construction will help mitigate possible disputes. between the Town, contractor and property owners within or adjacent to the project limits. These photos will be logged and filed with the project files. Town of Tiburon Del Mar Utility Undergrounding Assessment District Project (j PAGE 23 Task No. 4 - Project Start-Up Coastland will assemble project files in accordance with the Town'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 reduces the number of disputes. Task No. 5 - Daily Field Inspections and Documentation A critical aspect of our services is maintaining close communication with Town staff to ensure scheduling goals. are met. To help maintain close communication, Coastland's inspector will be accessible to the Town 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, Town standards and. the established schedule. 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 Town 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. Our inspector will identify actual and potential problems and provide solutions. We will maintain. daily documentation and resolve issues by proposing field changes and avoid any delays. Our inspector will review the Contractor's traffic control plan to make certain that access is maintained during construction. In summary, our Inspector's responsibilities include: Inspect the contractor's work for conformance to the contract documents, codes, regulations, and Tiburon'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 Town requests. Participate in meetings with Town staff, contractor and other agencies. Town of Tiburon Del Mar Utility Undergrounding Assessment District Project PAGE 24 r, Verify construction material quantities. Monitor traffic control procedures. Ensure contractor submits erosion control plan and review plan for completeness. Inspect and regularly check to ensure compliance with the latest stormwater pollution controls. Distribute notifications to impacted public regarding the status of construction. Document construction activities with photographs and maintain a photo log. ON Proactive public outreach efforts at key points of the project. Respond to calls from the public promptly and log any complaints in a timely manner. Follow-up on any concerns and express understanding of homeowners' expectations and concerns. fit Prepare and maintain current redlined construction drawings, documenting unforeseen field conditions and changes to check the contractor's record drawings. Work overtime as 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. 6 - Progress Meetings Coastland will conduct weekly coordination and progress meetings to focus on completed and. upcoming work,. any construction delays, schedule updates, 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. 7 - Status Reports and Documentation Task 7a -Reports . It is important to keep the Town informed regarding public relations, progress of the work and costs of the project. We will keep the Town informed and document all construction issues with the following: Weekly Statement of Working Days Progress Meeting Minutes Field Directive Log Change order tracking c, Regular phone calls and a-mails Task 7b - 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 Town, project members, and the contractor. Task 7c - Requests for Information (RFI) Coastland will receive and log all Requests for Information (RFI's) from the contractor, and forward the RFI to the designer. Coastland will track the status of all RFI's by generating a weekly RFI log that lists the "Balkin-courf' status, description, and if an RFI results in. a potential change order. ~ Town of Tiburon Del Mar Utility Undergrounding Assessment District Project ~ PAGE 25 %A-MM "71q Task 7d - 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 Town prior to starting work on the change. With the Town'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. 8 - Construction Management Our goal is to ensure that construction and contract administration are performed in compliance with Town requirements and the project plans and specifications. To accomplish this goal, our Construction Manager will manage the day-to-day construction activities with the contractor and serve as a liaison with the Town. He will be accessible to the Town at all times. The Construction Manager will be responsible for keeping the Town 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. 9 - Utility Coordination Coastland's * Construction Manager and Inspector will coordinate with AT&T, PG&E and Comcast to ensure the construction work adheres to the utility companies' standards. Frequent communication with utility companies will be an essential component of this project. While it is noted that it is the contractor's responsibility to coordinate with the utility companies per the contract, we will ensure all critical points are properly reviewed and approved promptly, and issues are dealt with in a timely manner. Task No. 10 - Materials Testing Miller Pacific of Novato will provide geotechnical construction observation and testing services during this project. The trench will be relatively shallow and backfill will likely consist of native soils over granular pipe bedding (import). Miller Pacific will provide on-call geotechnical testing during the work, which will consist of field density testing during trench backfill and laboratory testing to determine maximum density of the fill soils. They will determine backfill compaction with Nuclear. Gages and Caltrans certified' technicians. Laboratory testing will be performed in our Caltrans certified soils laboratory. A precise construction schedule is unknown at this time, so they have budgeted for 60 site visits, which should allow for testing every two or three days. They will also prepare a written report with a summary of their field and laboratory testing upon completion of the work (or progress reports, if needed). Miller Pacific can provide other geotechnical or testing services if needed during the work, including concrete strength testing or consultation regarding differing site conditions, dewatering, or other items. They have not budgeted for these items since the need appears unlikely at this time. Town of Tiburon Del Mar Utility Undergrounding Assessment District ProjectPAGE 26 rreav Task No. 11 - Cost and Schedule Management Coastland will continually review the construction progress and perform field measurements and quantity calculations. Each month Coastiand will provide accurate calculations for all work items completed and accepted to provide progress payment recommendations to the Town. 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. We will continually monitor project costs and keep the Town informed regularly. 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. 12.- Public Relations 'and Notifications Public relations will be a critical component of this project, which impacts A total of 164 properties. Coastland will ensure every effort is made to proactively keep property owners informed of construction progress and minimize disruptions due to limited access, delays, noise and dust. Our Construction Manager will partner with, residents and the school district to coordinate the private service lateral work and address any concerns from residents. We will monitor traffic control and flagging procedures to ensure construction proceeds smoothly and public impact is minimized. We will keep all residents informed on construction status and impacts through the use of a public information campaign. Our Construction Manager will also make introductions to the residents and provide his contact phone number as appropriate. To help alleviate public concerns, a 48-hour advance notice will be given to residents and the school district regarding roadwork and lane closures. Additionally, Coastland will assemble mailings to distribute to property owners at key points of the project, informing them of project progress. and providing advance notice of construction activities. These mailings can be distributed approximately every 30 working days, or at intervals determined by the Town. 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. We will ensure the contractor protects, maintains and respects'the properties. Additionally, our inspector will accurately document pre-construction conditions with a photolog to verify the project area is restored to its original form following construction. This has proven to be very beneficial on previous utility undergrounding projects for other public agencies. Task No. 13 - 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 Town 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. Coastland will resolve conflicts quickly by keeping the lines of communication open and being open and responsive with the contractor. Progress meetings are important to promote communications and to resolve conflicts quickly. We have found that most conflicts can be Town of Tiburon Del Mar Utility Undergrounding Assessment District Project PAGE 27 A '2111- 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 Town 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 Town'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. 14 - 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. 15 .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 Town. At the completion of the project, we will provide the Town with the following: Record drawings on mylar All contract files and.records (hard & electronic files) Annotated journal of photos and CD of digital photos As-built progress schedule Town of Tiburon Del Mar Utility Undergrounding Assessment District Project f PAGE 28 ~ 1Y, 4 Optional Task 1 - Surveying Cinquini & Passarino, Inc can provided construction staking to support he installation of underground utilities for this project. If desired, staking can include the following: Utility Staking - includes staking for the joint trench location and utility stubs. Assumption of 5 days to complete the necessary. staking for this project. (5 move-ins). Cinquini & Passarino will provide the Town with updated notes and documents. Optional Task 2 - Final Electrical Connection Inspection Based on our experience inspecting similar undergrounding projects, trenching for private services is typically included within the 20-B funding and inspection is provided by the project inspector. However, actual connection of the electrical service at the utility panel on the house is many times the responsibility of the property owner (many times the property owner must contract with their own contractor for the actual connection). and typically requires a separate building permit. Accordingly, this final electrical connection inspection is typically done by the Building Department Although we can (and have) performed these services for other similar projects, the final -connection of the electrical service to the customers utility panel has not been included in our scope of work, as it was not specified in the RFP. If the Towp desires us to perform these services, we can provide a separate scope and fee for this work. R PO IBILITO O TOE Coastland will take ownership of this project to help minimize involvement required by Town staff. Coastland expects the following participation from Town staff: Minimal involvement in day-to-day operations (we will keep Town informed of project progress daily). Attendance at weekly meetings for updates on project schedule and cost. Any non-typical situations that may arise. ;;1 ii Town of Tiburon Del Mar Utility Undergrounding Assessment District Project PAGE 29 ~41M A 14/,04- AL117Y CONTROL PROCEDURES Coastland will implement an internal Quality Control procedure to ensure a constant level of control while accomplishing projects in a timely and cost-effective manner. Major elements of our Quality Control process are discussed below: Quality Control Engineer Assigned to Monitor Project Quality, Cost and Schedule - Coastland places a high priority on ensuring our clients receive superior and timely service. To maintain this level of service, we always designate a Quality Control Engineer who is responsible for meeting the goals and objectives of each of our clients' project by regularly monitoring project progress. For the services to be provided to the Town, John Wanger will be the Quality Control Engineer. Mr. Wanger is a firm principal and will take an active role in each project by meeting with Construction Manager/Inspector frequently to discuss project progress, quality, and costs. Our Quality Control Engineer will always be available to the City by email, cell phone, fax, or in-person meetings if any perceived problems arise. Create a Standard Project-Specific Scope for the Town's Review and Approval - Our Scope of Work provides a foundation for clear communication with the Town, the public, and local and State agencies. Our Scope takes into account the Town's specific needs and will be adhered to for the duration of the project to help maintain the schedule, costs and quality of the project. Coastland's quality control procedures are necessary* to accomplish dependable and highly responsive service for our clients. Through a management style focused on consistent communication, we are able to maintain quality while accomplishing projects in a timely and cost-effective' manner. Coastland places a lot of care and attention' into regulating quality services and you can be assured that we do not shortcut our quality control procedures. Town of Tiburon Del Mar Utility Undergrounding Assessment District Project PAGE. 30 A 15A COST OF SERVICES We propose to provide our services on a time-and-materials basis with a not-to-exceed amount. Our proposal is based on a project duration of 150 working days and part-time construction management at 20 hours per week and full-time inspection at 40 hours per week. Our proposal also includes factors such as attending meetings, project closeout and vehicle costs. Based on these items, we estimate the fee to be $258,078 (see Work Estimate below). If the contract time extends beyond 150 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. WORK ESTIMATE . Town of Tiburon Del Mar Utility Undergrounding District Construction Management & Inspection Services -,*,.`T !sIK NO. a.. WOEM, ~ WN~N , Task No. CNME Inspector Admin Dkect Total Total n ~ Task Information Comments 1130 $100 $72 costs Hours Costs 1.(700) Constt nubility Review 6 8 14 $1,580 2 (700) Pro-Construction Meeting 5 4 4 13 .$1,338 Agendas I admWetar meeting 3 (700) Site Visit & Documentation 4 8 12 $1,320 Job walk I photosl> do 4(700) Project Start-up 18 10 26 $3,080 Set up fNktp I CM program 5(702) Dally Field Inspection 503 503 $50,300 Bandon 150 Working Days Sa(702) Overtime Inspection • 0 $0 No OTInspecdon enfldpated 6(704) Progress Meetings & Coordination 120 120 240 $27,600 Waft meNtngs 7(704) Reports & Documetrtetlon 40 82 12 134 $14,264 Review provenikloasnentation 7a(704) Status I Monthly Progress Reports 56 64 8 128 $14,256 7b (704) Submittal Mansgement 52 46 6 0 $11,792 Based on 25 submittals 7c(704) Requests For Information 22 28 6 0 $6,092 Based on e RM's 7d (704) Change Order Marsgement 36 45 6 87 $9,612 Based on 6 CCO's 8 (704) Construction Management 65 12 77 $9,314 Miso CM Tasks 9 (704) Udit Coordination 45 46 91 $10,450 10 (704) Materials Testing $33,750 Miler Padfic 11 (704) Payment acrd Schedule Management 48 69 4 121 $13,428 Beaed on 8 monthly payments 12 (710) Public Relations 1 Nwl;atlons 27 92 4 123 $12,998 Notices /phone caps 13 (710) Conflict Resolution I Claims Analysis 22 31 53 $5,960 14(710) Post Construction Meeting 4 4 8 $920 alk through 15 (709) Project Closeout 32 40 12 84 $9,024 As4mins I1des ehkte ex rseslPhotshnisc equip. $21,000 $21,000 1,500 hours x $14ftz 3 21,000 Total Hours 600" . 1:200. 7.4 1,7.14 Project.Tota : $733,000: '$120;000:: .,85.328 521,000. 5258,078 NOTES: 1 Based on 150 total worift days 2 Based an Conetaualon Management at 20 lours a week and full Ime Inspection. 3 Based on an sahhneled number of RFI's, change orders and subrtittals shown above. If needed, Cinquini & Passarino can provide surveying services as described in our Scope of Work. The additional fee for this optional work would be $13,480. , Town of Tiburon Del Mar Utility Undergrounding Assessment District Project PAGE 31 ic-sm CoWas-it; Iam"=1 QMI Engineering - Caa ion Management - RA*g Dept. Services SCHEDULE OF HOURLY RATES July 01, 2010 through June 30, 2011 PROFESSIONAL SERVICES Principal Engineer $165-2051hour Supervising Engineer $130-160/hour Senior Engineer $100-135/hour Associate Engineer $90-1151hour 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* $95-115/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/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 Town of Tiburon Del Mar Utility Undergrounding Assessment District Project PAGE 32 Ate-/I