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RBF Consulting - Agreement for Santa Teresa Blvd. Widening Project - Addendum No. 10FBF A CONSULTING July 24, 2003 Ms. Kristi Abrams CITY OF GILROY 7351 Rosanna Street Gilroy, CA 95020 -6197 Subject: Addendum #10, Santa Teresa Boulevard Revised Dear Ms. Abrams: RECEIVE) JUL 2 5 2003 ENGINEERING JN 35- 100063.011 In response to your request, RBF Consulting is pleased to present this addendum to provide additional services for the final design for the improvements of Santa Teresa Boulevard and an expanded involvement for the joint trench construction and the Santa Teresa Blvd. general construction. To the best of our knowledge, this addendum represents the last addendum to complete the engineering services for Santa Teresa Boulevard. Two items that we discussed on July 22 that may be potential additional services include: a.) If the County of Santa Clara requires any additional documentation to assure compliance with the new NPDES permit requirements. b.) RBF was not involved in the negotiations or review of impacts to private properties behind the soundwalls to be constructed as part of this project. RBF will write a specification requiring the Contractor to review the easement documents and to identify to the City anticipated additional impacts, not negotiated with the private property owners, based upon an assessment of the Contractor's construction methods and means. At this time we anticipate that the Contractor and the Cities' construction manager will handle impacts and the mitigation of those impacts and that there will be no involvement by RBF. The services to be provided for the various components to the Santa Teresa Blvd. project are as follows: • Design Included in this scope of work are the additional requested services of a new landscape concept rendering; revising the previously prepared landscape construction drawings to conform to the new concept; and additional meeting time, management and general consultation time to complete the design of Santa Teresa Blvd. • Construction Support Services: Joint Trench RBF and its dry utility consultant, RGA, will provide construction support services on an as requested bases for the construction of the joint trench. These services are a direct result of the complexity of the joint trench design; the need for consultant availability for city staff consultation; the possibility of a need to adjust the trench to avoid existing utilities; and the ongoing communication with the utility companies. PLANNING a. DESIGN r CONSTRUCTION 500 Ygnacio Valley Road, Suite 270, Walnut Creek, CA 94596 -3847 ■ 925.906.1460 ■ Fax 925.906.1465 Offices located throughout California, Arizona & Nevada ■ www.RBF.com p-ted — recycled Paper RBF Consulting July 24, 2003, Contract Agreement for JN 35- 100063.011 Page 2 of 7 • Construction Support Services: Santa Teresa Blvd. At the request of City staff, additional evaluation was conducted to determine the potential expanded involvement in the construction support of Santa Teresa Blvd. This service will be on an "as requested basis ". Additionally the previous "Bid Support" budget was exhausted for Mantelli Drive and the Joint Trench project. Additional budget for "Bid Support" will be added under the Construction Support line item of this proposal. • Reimburseable Expense At the request of City staff, a complete evaluation of the reimburseable expense budget was conducted to determine the anticipated budget to complete the design of the project. The review of this budget argumentation should take into consideration, not only that the scope of construction work for this project has almost double since the original contract, but also the complexity and coordination of the project has increased with the addition of the soundwalls and the undergrounding of the utilities. The splitting of Mantelli Drive and the undergrounding of utilities into separate contracts along with the delays in dealing with utility companies with financial concerns has extended the design period of this project now to a projected four years. These factors have all affected the budget. Enclosed for your review are the following exhibits: Scope of Services, Exhibit "A" and Proposed Compensation, Exhibit "B ". Should you have any questions, please do not hesitate to call me. Sincerely, RBF Consulting / Y William J. Con rs, P. . Senior Ass to (7jBaksa, City Administrator City of Gilroy Approved RBF Consulting Contract Agreement for JN 35- 100063.011 ADDENDUM SUMMATION July 24, 2003, Page 3 of 7 This summation is broken into two categories; the first are services provided as a direct result of an expanded scope of work or changes in direction that had administrative and cost advantages for the City; the second were a change in direction as a result of new information or changing criteria. Addendum Category #1 Category #2 Description Org. Contract $422,185.00 Design 600' south of 1St Street to 600' north of Mantelli Drive and Mantelli Drive, provide geometrics to Day Road East Add. #1 $176,045.00 Design 600' north of Mantelli Drive to 1000' north of Longmeadow Drive Add. #2 $19,050.00 Modification for sound wall offset and varying height, new retaining walls at box culverts, additional landscape rendering and provide for dual ramps at intersections. Add #3 $21,500.00 Provide vacation of Right of Way for soundwall pop outs and prepare SWPPP Add #4 $33,648.00 Prepare geometric approval drawings for separate Mantelli Drive project, split Mantelli Drive into separate contract document, revise Santa Teresa Blvd. as a result that Mantelli Drive is complete. Add #5 $16,100.00 $12,608.00 Provide potholing of existing utilities, escalation for project extending a year (2001). Add #6 $108,538.00 Prepare geometric approval drawing from Day Road East to north of Day Road West, provide dry utility design to underground all overhead utilities Add #7 $26,076.00 Modify STB and Mantelli plans and cross sections to provide for new structural section based upon a new soil report, provide new easements as result of lot split and new direction at intersections. Add #8 $35,888.00 $42,007.00 Profile dry utilities and provide separate construction contract for the undergrounding of the utilities. Modify improvement plans, traffic control, traffic signal, striping plans to accommodate the elimination of that portion of STB south of 1St Street being constructed by CRP and to avoid utility conflicts. Modify grading and soundwall plans to accommodate new utility vaults adjacent to soundwalls, revise box culvert cover design at the request of SCVWD, provide PG &E easement, provide escalation for a year extension of remaining contract (2002), and additional reimburseable expense budget Add #9 $23,400.00 $5,517.00 Add new soundwall , provide median lighting, provide monument wall concept, provide escalation for a year extension on remaining contract (2003) Totals $837,304.00 $105,258.00 RBF Consulting Contract Agreement for JN 35- 100063.011 EXHIBIT "A" SCOPE OF WORK SANTA TERESA BOULEVARD WIDENING ADDENDUM #10 TASK I FINAL DESIGN PLANS, SPECIFICATIONS AND ESTIMATES Task 1.01 New Landscape Concept Plan July 24, 2003, Page 4 of 7 RBF shall prepare one revised presentation quality landscape concept plan for the project site. The plan shall depict the landscape concept for the portion of Santa Teresa between the approximate stations of 47 +00 (Mantelli Drive) and 74 +00 (Longmeadow Drive) only. The plan shall be prepared based on site opportunities and constraints, Client goals and objectives and the design standards of the City. It is assumed the design will resemble the landscaping in Longmeadow Drive. The plan shall depict pertinent site improvements, such as curbs, gutters, sidewalks, decorative median pavement, sound/ screen walls and streetlights and landscape concepts, including trees, shrubs and ground covers. The plan shall be prepared at an appropriate scale on a base map prepared by RBF under a separate task. Task 1.02 Revised Landscape Construction Plans RBF will revise the previously completed landscape construction plans to conform to the anticipated new landscape concept following the Longmeadow Drive model. Task 1.03 Project Meeting Time And General Consultation RBF will provide general consultation, management and meeting time for the continuation of this project. A budget of 40 hours has been established for this effort. RBF Consulting July 24, 2003, Contract Agreement for JN 35- 100063.011 Page 5 of 7 TASK II CONSTRUCTION SUPPORT SERVICES, JOINT TRENCH Task 2.01 Construction Support Services, Joint Trench RGA (RBF's dry utility subconsultant) will, on an as requested basis, provide services during the construction phase of the joint trench project by responding to questions, preparing plan revisions as required and the review of any shop drawings. Services will be provided on time and material basis within the budget established under the fee section. The budget is based upon an assumption of 20 working weeks of construction. The involvement by the project manager is estimated at 4 hours per week. Additional time has been added for minor plan revisions as a result of unforeseen site conditions or adjustments requested by the client. Additional services beyond the authorized fee will be performed, if required, on an hourly basis for an additional fee. Task 2.02 Construction Support Services, Joint Trench RBF will, on an as requested basis, during the construction phase of the joint trench project, provide services by responding to questions, preparing plan revisions, as required, and the review of any shop drawings. Services will be provided on a time and material basis within the budget established under the fee section. The budget is based upon an assumption of 20 working weeks of construction. The involvement by the project manager is estimated at 4 hours per week. Additional time has been added for minor plan revisions as a result of unforeseen site conditions or adjustments requested by the client. Additional services beyond the authorized fee will be performed, if required, on an hourly basis for an additional fee. TASK III CONSTRUCTION SUPPORT SERVICES, STB Task 3.01 Construction Support Services, STB RBF will, on an as requested basis, during the construction phase of the Santa Teresa Blvd. project provide services by responding to questions, preparing plan revisions, as required, and provide review of any shop drawings. Services will be provided on a time and material basis within the budget established under the fee sections. The budget is based upon an assumption of 50 working weeks of construction. The involvement of the project manager is estimated at 4 hours per week for 10 weeks and 2 hours per week for 40 weeks. Additional time has been added for shop drawing review, RFI's and minor plan revisions based upon unforeseen site conditions or adjustments requested by the client. RBF Consulting Contract Agreement for JN 35- 100063.011 July 24, 2003, Page 6 of 7 This scope is an augmentation of a previously established budget, but increased based upon the expanded scope of the project and the anticipate support requested by the City. Included in this budget is bid award support for Santa Teresa Boulevard. Additional services beyond the authorized fee will be performed, if required, on an hourly basis for an additional fee. RBF Consulting July 24, 2003, Contract Agreement for JN 35- 100063.011 Page 7 of 7 EXHIBIT "B" "PAYMENT SCHEDULE" SANTA TERESA BOULEVARD WIDENING ADDENDUM #10 The total payment to CONSULTANT for all work, service, material, equipment and incidentals necessary for performing and completing the Tasks set forth in this agreement, shall be for the sum of $80,467.00 CITY shall compensate CONSULTANT in proportion to the services performed and invoiced to the CITY as outlined below, subject to Article 4 of this agreement. Task Description Fee Task I Final Design Plans, Specifications and Estimates Task 1.01 Revised Landscape Concept Plan $4,500.00 Task 1.02 Revised Landscape Construction Plans $4,500.00 Task 1.03 Project Meeting Time and General Consultation $6,200.00 Subtotal $15,200.00 Task II Construction Support Services, Joint Trench Task 2.01 Construction Support Services, RGA $13,600.00 Task 2.02 Construction Support Services, RBF $15,800.00 Subtotal $29,400.00 Task III Construction Support Services, STB Task 3.01 Construction Support Services $15,867.00 Subtotal $15,867.00 Total Professional Fee $60,467.00 Reimburseable Expense Budget $20,000.00 Total Fee $80,467.00 Blueprinting, reproduction, messenger service and other direct expenses will be charged as additional costs plus a fifteen percent (15 %) handling fee. Fee escalations have been included in these budget requests. Santa Teresa Boulevard Widening Project Addendum #10 Prepared For: City of Gilroy Prepared By: RBF Consulting Job No. 35- 100063.011 July 24, 2003 Prepared By: William Conyers Task No. Task Sub Consultant Fee +15%) Project Manager Hours Project Engineer Hours Design Engineer Hours Cadd Technician Hours Clerical Hours Survey Crew Hours Total Hours Fee Total $1,800.00 5000 bond copies @ $1.50 per sheet $7,500.00 250 mylars $36 per sheet $9,000.00 Color Copies for Landscape Rendering $500.00 25,000 pages zerox @ $0.12 $3,000.00 3000 pages, 11"x1 T' @ $0.32 $960.00 Task It Construction Support Services, Joint Trench Task 2.01 Construction Support Services, RGA 80 40 0 0 0 0 120 $13,600.00 Task 2.02 Construction Support Services, RBF 80 0 40 0 0 0 120 $15,800.00 Subtotal Task II $12,400.00 $0.00 $3,400.00 $0.00 1 $0.00 $0.00 $29,400.00 Task III Construction Support Services, STB Task 3.01 Construction Support Services, RBF 120 40 60 0 0 0 220 $29,295.00 (Less Authorized Budget) $13,428.00 Subtotal Task III $19,530.00 $4,410.00 $5,355.00 $0.00 $0.00 $0.00 $15,867.00 RGA's Hourly Rate 2003 $115.00 $110.00 RBF's Hourly Rate 2003) $155.00 $105.00 $85.00 $72.00 $45.00 $196.00 RBF's Hourly Rate 2004 $162.75 $110.25 $89.25 $75.60 $47.25 $207.90 Reimbursable Expense Assessment Assume: a. The final plan for STB set will contain roughly 120 sheets b. Two plan checks & 12 sets per plan check c. 2 mylar sets, one for City, one for RBF 300 Vellums @ $6.00 /per sheet $1,800.00 5000 bond copies @ $1.50 per sheet $7,500.00 250 mylars $36 per sheet $9,000.00 Color Copies for Landscape Rendering $500.00 25,000 pages zerox @ $0.12 $3,000.00 3000 pages, 11"x1 T' @ $0.32 $960.00 Milage 20 trips @ 160 miles @ $0.40 $1,280.00 Subtotal $24,040.00 15% $3,606.00 Total $27,606.00 Say $30,000.00 less current budget <$10.000.00> This argumentation $20,000.00 Does not include expenses that may incur during construction support phase of main contract for STB. To be evaluated after completion of design phase. (D (D a � CD Q C. c O :i] n W 00 S G) ul O �l< 3 n cn D -n Z my m_q Cl) m �em m> v 00 N O C mr- mm �a v N (L] CD O h N T --I C CU lu U) CA N y W 10) W W W W W W W W N N -� CD N N N N N N N N N bo — — — — — — — A W N C) (D. 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