HomeMy WebLinkAboutStaff Report 4.B 09/12/2016Agenda Item #4.B
. r
DATE: September 12, 2016
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Dan �'t J CE — Director, Public Works and Utilities
Larry kA-
, P.E. — Deputy Director, Public Works and Utilities
SUBJECT: Resolution Authorizing Execution of Amendment No. 2 to Professional Services
Agreement for Design and Engineering Services for the Denman Reach Phase 3
Improvements Project
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Authorizing Execution of
Amendment No. 2 to Professional Services Agreement (PSA) for Design and Engineering
Services for the Denman Reach Phase 3 Improvements Project.
BACKGROUND
On December 2, 2013, City Council authorized the execution of a Professional Services
Agreement with Questa Engineering Corporation (Questa) for the Denman Reach Phase 3
Improvements Project. The project includes flood terracing, wetland restoration and creation, and
continuation of the trail system constructed in Denman Reach Phases 1 and 2. On December 7,
2015, City Council authorized the execution of Amendment No. 1 for Questa to provide wetland
mitigation services at the Petaluma Community Sports Fields and potentially create additional
wetlands in the Denman Reach. On July 18, 2016, City Council awarded the construction
contract to Team Ghilotti, Inc. and was informed that an amendment to Questa's professional
services agreement to cover construction engineering services was forthcoming.
The proposed item meets Council Goal: "Plan for and implement priority capital projects as
funding permits."
DISCUSSION
The subject PSA amendment adds environmental and engineering services needed during the
design and permitting phase of the project, and construction and post construction services to
meet regulatory permit requirements throughout construction and construction engineering
support for the project. Permit conditions require post construction monitoring of wetlands and
riparian habitat at years 1, 2, 3, 5, 7 and 10 by a qualified biologist and PSA amendment No. 2
will include one year of post construction monitoring of the site. This will give time to evaluate
whether City staff can take over the monitoring.
FINANCIAL IMPACTS
On July 18, 2016, City Council amended the project CIP budget to $3,108,000, which included
the subject amendment in the amount of $65,000 to Questa's contract. The total amended not to
exceed amount of the PSA will increase to $250,864. The current project budget will cover this
proposed amendment amount.
The following is a breakdown of the approved CIP project budget as amended on July 18, 2016:
Uses
7%18/16
Approved
Bud et
Design
$
236,681
Legal
$
4,000
Land Acquisition
$
1,045,000
Construction Contracts
$
1,234,007
Landscaping/Kiosks
$
136,000
Regulatory Permits
$
37,312
Construction Management
$
130,000
CIP Overhead
$
44,000
Administration
$
1,000
Project Contingency
$
240,000
TOTAL
$
3,108,000
Funding Sources
Waste Water Capital
$
84,000
Water Capital
$
84,000
Storm Impact Fees
$
370,000
State Grants
$
1,015,000
SCWA Zone 2A Assessments
$
512,000
Dept of Water Resources Grant
$
993,000
Sonoma Open Space Grant
$
50,000
TOTAL
$
3,108,000
Note: City staff salary and benefits costs are included in appropriate project
phases for the project.
ATTACHMENTS
1. Resolution
2. Location Map
3. Amendment No. 2 to PSA with Questa Engineering Corporation
Attachment 1
RESOLUTION AUTHORIZING EXECUTION OF AMENDMENT NO.2 TO
PROFESSIONAL SERVICES AGREEMENT FOR DESIGN AND ENGINEERING
SERVICES FOR THE DENMAN REACH PHASE 3 IMPROVEMENTS PROJECT
WHEREAS, the City of Petaluma will be restoring and creating additional wetland
habitat as part of the Denman Reach Phase 3 Improvements Project; and
WHEREAS, Questa Engineering Corporation is providing the engineering design
services for the Denman Reach Phase 3 Improvements Project; and
WHEREAS, Questa provided additional unforeseen environmental and engineering
services needed during the design and permitting phase of the project; and
WHEREAS, Questa will provide additional environmental and engineering services to
meet regulatory permit requirements throughout construction, provide at least one year of post
construction monitoring of the site, and any other additional construction support that may be
needed to complete the project; and
WHEREAS, the City has negotiated Amendment No. 2 with Questa Engineering
Corporation in the amount of $65,000 to provide additional engineering services for Denman
Reach. The total amended not to exceed amount of the agreement will be $250,864; and
WHEREAS, the City has approved a capital improvement project in the amount of
$3,108,000 for the implementation of the Denman Reach Phase 3 project, which anticipated the
additional services in the subject amendment; and
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Petaluma hereby authorizes the City Manager to execute Amendment No. 2 to the Professional
Services Agreement with Questa Engineering Corporation for the design and engineering
services for Denman Reach Phase 3, in the amount not to exceed $65,000.
M
Attachment 2
DENMAN REACH PHASE 3 PROJECT
PROJECT NO. C00500208
LOCATION MAP
t
60 �
T
/Vo11 j
T61
i
Date :SEPTEMBER 19, 2016
N
A City of Petaluma �� U �
PROJECT SITE E Public Works and Utilities
S Department
-x85"
4
Attachment 3
Exhibit A to Resolution
AMENDMENT NO.2
TO PROFESSIONAL SERVICES AGREEMENT FOR
DENMAN REACH PHASE 3 DESIGN AND ENGINEERING
THE AGREEMENT entered into and effective as of April 9, 2014 by and between the City of
Petaluma, a municipal corporation and a charter city (hereinafter referred to as "City") and
Ouesta En ing_eering_Corporation (hereinafter referred to as "Consultant ") is hereby amended as
follows:
1. The following sentence is added to the end of Section 1, "Services ":
In addition to the services described in Exhibit A, Consultant shall provide the additional
services described in Exhibit A -2 attached hereto.
2. The "Not -to- Exceed Amount" specified in Section 2.A is amended as follows:
Original Agreement .Amount $148,639
Amendment No.1 $37,225
Amendment No. 2 $65,000
Total Not -to- Exceed Amount $250,864
3. Term. The term of this Agreement commences on the Effective Date, and terminates on
June 30, 2018, unless sooner terminated in accordance with Section 4. Upon termination,
any and all of the City's documents or materials provided to Consultant and any and all
of the documents or materials prepared for City or relating to the performance of the
Services, shall be delivered to the City as soon as possible, but not later than fourteen
(14) days after termination of the Agreement.
IN WITNESS WHEREOF, the parties hereto have executed this document,the day of
20
CITY OF PETALUMA
City Manager
ATTEST:
City Clerk
APPROVED AS TO FORM:
City Attorney
APPROVED:
Department Director
CONSUL,�TAfNT
By 16
Signature
Name and Title
Address 6
City State Zip
�, ?' 2-0? - Sri � �
Taxpayer I.D. j Number
A 'l 1 a 1 r
-,—t3 5 L,5 Q
Petaluma Business fx Certificate Number
Amendment To Professional Services Agreement (Scope - Cost - Term)
(iManage # 1668283) March 2013
APPROVED:
Risk Manager
APPROVED:
Finance Director
file name: S: \CIP\ Projects \DenmanReachFloodTerracePh3 C500208\Design \140 Consultant RW Agmts \Questa\Amend 2—to
Denman 3.doc
Amendment To Professional Services Agreement (Scope - Cost - Term)
(Manage #1668283) March 2013 6
EXHIBIT A -2
1. Additional Engineering. Additional engineering designs services requiring additional
time and costs expended by Questa in modifying the design to accommodate the
available construction budget and in revising the design in response to comments from
regulatory agencies. This additional work included a preliminary meeting with Caltrans
to review the project to determine if they were able to provide funding for portions of the
project to meet their mitigation needs on another un- related project.
Estimated costs for this task: $6,500
2. Additional Permit Coordination. Additional time expended by Questa and
biological /permitting sub - consultant (WRA) in coordinating with and responding to
questions on the permit applications and project details from the regulatory agencies.
Estimated Costs for this task: $5,200
3. Engineering Design and Inspection during Construction. The permit conditions
require the periodic presence of the designer (City and Questa) during construction to
inspect the work and ensure that the project is being built according to the approved plan.
Questa will visit the site for inspections and permit compliance only upon the specific
request of the City.
Other design services work during construction and involved in this task includes
responding to RFIs and submittal review, and reviewing possible change orders that are
forwarded to Questa by the City.
Estimated Costs for this task: $15,000
4. Coordination with Regulatory Agencies prior to and during Construction. This work
involves providing the regulatory agencies with a copy of the final engineering plans,
including uploading information on the Wetlands Tracker/Ecoatlas. Other elements of the
work involved with regulatory agency coordination prior to and during construction
include providing permit notification prior to start of work, submittal of resumes of
Qualified Biologists, and developing an educational training program for the Contractor
and workers. Estimated costs for these items are as follows:
Notifications, final Plan Set submittal, resumes of Biologists $800
Wetlands Tracker Form (Ecoatlas submittal) $1,200
Contractor Education Training & Materials $800
Page 1 of 3
h
Estimated Costs for this task: $2,800
5. Biological Monitoring During Construction. The regulatory permit conditions require
the presence of a qualified biological monitor on site, especially during clearing of
vegetation and tree removal work. A total of 15 days has been allocated to this task. It
may be that bio- monitoring can be discontinued after vegetation clearing, or cut back to a
quick daily check in each morning, to confirm all fencing is up and intact, and permit
conditions are being complied with.
Estimated costs for this task: $12,000
6. Post Construction Completion & Compliance Report. The permit conditions require a
determination and verification of the acreage of disturbance and the lineal feet and
acreage of riparian habitat and seasonal wetlands that were actually created by the
project, along with a report summarizing permit compliance issues. As -built drawings,
before and after ground photos.
Estimated costs for this task: $4,500
7. Restoration Monitoring & Reporting (year 1 only). The permit conditions require
monitoring of wetlands and riparian habitat at years 1, 2, 3, 5, 7 and 10 years. Monitoring
can typically be discontinued if success criteria in the HMMP are met after 5 years. We
propose to monitor the site under contract only for the first year. The work includes plant
counts, notes on health, vigor and sizes of tree species, and determination of % cover by
native plants and invasive weedy species. The results of the monitoring, along with site
photos at established points will be presented in an annual report, along with
recommendations for management and remedial measures, such as re- planting.
Estimated Cost for Annual Report- year 1: $6,000
8. Project Management. This task is to manage all of the permit coordination work,
completion report, inspections and monitoring activities, including some work that may
be performed by sub - contractors to Questa.
Estimated costs for this task: $3,000
Total Fee Estimate
Total Costs for Tasks 1 -8: $55,000
9. Other Services /Contingency Budget. The Regional Board permit requires the
submission of a Materials Management Plan which needs to be submitted and approved
Exhibit A -2
Page 2 of 3
prior to start of construction work. The Regional Board has authorized the inclusion of
the Material Management Plan information in the projects Storm Water Pollution
Prevention Plan ( SWPPP), which will be prepared by the Contractor. However, the
permit condition requires written authorization by the Regional Board before construction
can commence. Questa may need to provide additional input and coordination on the
Materials Management Plan when the Contractor prepares the SWPPP as well as provide
periodic inspections to ensure the plan is being followed during construction activities.
The Regional Board permit conditions require that periodic observations (7 semi-
monthlies) be made on the depth and frequency of flooding (flood inundation) of the
floodplain terrace. Observations can be made by City staff, but have been included as an
optional contingency task.
Any contingency items specifically listed or cost over runs from other tasks will require
additional City authorization.
Contingency budget: $10,000
Total of Tasks 1 -9 $55,000
Contingency $10,000
Total Fee Estimate $65,000
Exhibit A -2
Page 3 of 3