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Home My WebLink AboutDokken Engineering - 2004 Agreement - Amendment No. 05 . . ~ J , DOKKEN ENGINEERING ~' r/'llll~por/{lt/(J1l !:lOlli/lUll" f"J/I/ L(lI/(('I)/I(ll(lll~illIltl(l1l ~ December 31, 2007 Mr. Don Dey, P.E. Project Manager City of Gilroy, Engineering Division 7351 Rosanna Street Gilroy, CA 95020 RE: Camino Arroyo Bridge Project Amendment No.5 for Widening Camino Arroyo North of Sixth Dear Mr. Dey: The purpose of this letter is to request an amendment to the existing contract between the City of Gilroy and Dokken Engineering related to expanded design services for Camino Arroyo north of Sixth Street and modifications to the Sixth Street Overcrossing. This is the fifth amendment for this contract and the fourth related to the Camino Arroyo project. The proposed scope of services is described in the attached Exhibit A - Scope of Services Amendments, Camino Arroyo Widening Phase m, Contract Amendment #5, by task and subtasks. The hours associated with each subtask are broken down by personnel on Exhibit B - Estimated Labor Hours and Cost for Camino Arroyo Widening, Phase m. This work will be billed on a time and materials basis with a not-to-exceed amount as shown on Exhibit B. The original contract amounts and proposed increase amounts for the Camino Arroyo Widening are shown in the following table. Camino Arroyo Bridge Project Original Contract Amendment 4/26/2006 Amendment, 1123/2007 Amendment 8/2812007 Amendment 12/31/2007 Contract Totals i',., : ,",.,1t:,-:~::.",. jt:<7:Vi{;''7:4.,rkt..t~~~.J7..r~[:~~~~:~~. ''';,,'li "~Msf.,r ') :.>4" \ 7~f'?'.;';(~"" 1'.tr1' ",' ){ . '"' Jo . i~." ,~llii' - ~ I I.. 1, -f "",' .,.~. ..~, "' ,. ~ i.~ 0 .~~~"''', '",1 l -~::. t., :"'~ ;;,),,'~ :..':~~~\'~:.~~:~~~:,: :t1Yi>.::;',l~; =~, ,;,,: ~J?, ~,..' , $533,115 $127,950 $128,314 $129,100 $209,880 $1,128,359 $454,335 $81,290 $94,810 $88,200 $148,380 $867,015 $36,700 $41,020 $37,760 $9,960 $33,504 $40,900 $61,500 $50,980 $173,664 $36,700 The total amendment amount is $209,880 and is approximately attributed to the following additional services: 1. Acquisition of Right of Way & Surveys 2. Sixth Street OC Permits and Design 3. Environmental Coordination and Permit 4. Design, Bid Support and Project Management $70,000 $30,000 $14,000 $96,000 2365 Iron Peint Road, Suite 200, Fobom, CA 95630 · TeJc: 9] 6,85.'3,0642 · fax: 916.358.06-13 · www.c1okkencngineering,com Mr. Don Dey December 31, 2007 Page 2 If this amendment request is acceptable to you, please sign below and return a copy to our office at your earliest convenience. Please contact me at (916) 858-0642 if additional information is needed. Dokken Engineering appreciates the opportunity to perform these additional services for the City and we look forward to completing the project development for the Camino Arroyo Widening - Phase m. Sincerely, DOKKEN ENGINEERING ~?t~ Matthew N. Griggs, P.E. Project Manager ~dministrator cc: File 1450-052 Date: Jan. 2, 2008 2365 J1'on Point [(oad, Suite 200, Fobom, CA 95630 · Tde: 916.c53.0642 · F.1X: 916.358.0643 · wVliw.dokkenengineering.com Contract Amendment #5 Revised 1.2/31/07 ARTICLE 1. TERM OF AGREEMENT The term of this agreement shall be amended to continue in effect through February 1, 2009 unless terminated in accordance with the provisions of Article 7 of the original agreement. ARTICLE 4, COMPENSATION The total compensation for this agreement shall be increased by $209,880, for a total contract not to exceed amount of $1,128,359. EXHIBIT "A" SCOPE OF SERVICES AMENDMENTS 1. PROJECT MANAGEMENT ( 1.1 Proiect Manaaement Dokken Engineering's Project Manager will monitor and direct work activities on this project in accordance with the contracted work scope, schedule, and budget. Regular communications will be facilitated through the Project Manager. Dokken Engineering staff and other team members will be available to meet with the City or other agency personnel to discuss technical or administrative issues to keep the project on track. Progress Reports will be prepared by Dokken Engineering and submitted monthly to the City. These reports will include progress of sub-consultants. They will also include a discussion of issues requiring actions or decisions that may impact project deliverables. Schedule and Action Item lists will be updated as appropriate. 1.2 Meetinos Dokken Engineering will schedule and facilitate regular project status meetings. An agenda, packet and meeting minutes will be prepared and distributed for each meeting. 1.3 Caltrans Permit Coordination Performance of trail construction and girder strengthening on the Sixth Street Overcrossing, Bridge #37-326 will require obtaining a second Caltrans Encroachment Permit in addition to the one obtained during the Camino Arroyo Bridge contract. Dokken Engineering will prepare and make all submittals necessary to obtain the encroachment permit. Efforts are expected to include numerous phone calls, emails, meetings, and continuous transfer of materials and information to the Caltrans Division of Structures in Sacramento and the District Permit office in Oakland. 2. PRELIMINARY ENGINEERING 2.1 Desion Conceot Verification Dokken Engineering will prepare a project exhibit that depicts the proposed striping, shoulders, bus pullouts, sidewalks and landscape strip. This exhibit will be provided to the City for review and confirmation of the project limits. Dokken will meet with City to discuss the project and make any necessary revisions or resubmittal of the concept until approved by the City. 2.2 Bridoe Calculations and Plans for Girder Strenothenina Preparation of structural analysis and design calculatins for additional dead loading on the Sixth Street Overcrossing to accommodate a fully separated City Trail with only 2% cross slope across the bridge. Dokken Engineering will prepare the structural analysis, design, and details for submittal to Caltrans Encroachment Permits and Division of Structures for the approval of trail revisions on the overcrossing. Modification of the overcrossing to accommodate a 10 foot City Trail requires the addition of a concrete traffic barrier and widening of the eastbound sidewalk to 10 feet. Caltrans is concerned that this bridge already does not meet current code requirements for shear design, and that this additional ~~9,~,~,~,~ EXHIBIT A, Scope of Services Amendments weight will worsen this condition. Dokken Engineering will prepare calculations and details to increase the shear capacity of the critical girders in the bridge. 3. RIGHT OF WAY ACQUISITION 3.1 Boundarv and TODoaraDhic Survev Dokken Engineering will sub-consult preparation of a boundary survey of the agricultural parcel, APN 841-19-035, adjacent to the Camino Arroyo widening to establish the exact boundary limits necessary for acquisition documents. Dokken Engineering will perform additional specific topographic mapping along Camino Arroyo to ensure design quantities are consistent with the completed roadway shoulder, gutters and grading resulting from the Camino Arroyo bridge construction contract. Flow line elevations will be surveyed to ensure new gutters and drainage inlets will be coordinated precisely with the existing field conditions. 3.2 Plat MaDs and Leaal DescriDtions Dokken Engineering will utilize the approved design concept to define the limits of the necessary right of way take and Temporary Construction Easement (TCE). Right of way plat maps and legal descriptions for the permanent take and a Temporary Construction Easement on APN 841-19-035 will be prepared. 3.3 Aooraisals Dokken Engineering will subcontract preparation of an appraisal for the permanent take and TCE for the project. This task does not include compensating the owner, if they choose to have a second appraisal prepared. The appraisals will conform to the Caltrans Appraisal Manual and the Office of Real Estate Appraisers of the State of California. Riaht-of-Wav Neaotiation & Acauisition 3.4 ( Overland Pacific and Cutler will perform the following acquisition services to acquire a partial take in fee and TCE on APN 841-19-035. . Prepare offer letter · Prepare purchase agreement and conveyance documents · Meet with property owner if possible or owner's agent · Follow up with owner (agent) and explain offer · Maintain a contact report · Continue personal negotiations · Transmit signed purchase agreements to the City for acceptance and processing Title and Closing Services: Overland Pacific and Cutler will perform the following closing services: · Review updated Title · Assist Title Company in obtaining release of liens, mortgages and encumbrances · Coordinating clearing and prorating of taxes · Coordinate closing of escrows · Review final title policy for appropriate terms for City · Prepare a completed property acquisition report This task includes a budget to pursue condemnation of the parcel if necessary. However, because of possible legal activities required for a condemnation process, additional funds may be required to complete the acquisition. Every effort will be made to complete the right of way for the budget amount. EXHIBIT A, Scope of Services Amendments ~~9,~,~,~~ ---e t~~'4~~..J!I~'rL'~'i.~'~~i:I.l'r1'11 -ID_ ~ 4. ENVIRONMENTAL AND PERMITTING 4.1 Determine ImDact Limits Dokken Engineering will calculate the project impact and define the footprint of the proposed work. The calculated impacts are necessary to determine the loss of agricultural acreage, evaluate noise impacts, and define air quality impacts from construction. 4.2 Preoare Exhibits and DescriDtions Dokken Engineering will prepare exhibits and work descriptions as necessary for the environmental consultant to complete their analyses. Dokken Engineering will be available to answer questions and coordinate with the environmental consultant to ensure timely approval of the project. 4.3 Review Draft Environmental Documents Dokken Engineering will review the draft environmental studies and documents for consistency with the project description and applicability to the scope of work being constructed. Dokken Engineering will return comments to the City. If necessary, Dokken Engineering will attend a meeting to discuss the comments and proposed resolutions. 4.4 Pre Dare and Obtain RWOCB Permit Regional Water Quality Control Board (RWQCB) Clean Water Act Certification. Water Quality Certification shall be filed in accordance with Sections 3830 through 3869 of Title 23 of the California Code of Regulations. ( 5. DESIGN 5.1 60% Plans and Bid Item List Dokken Engineering will develop the plans to the 60% level of detail. These plan sheets will be prepared in accordance with Caltrans Drafting Plans Manual, CADD User's Manual, Caltrans Standard Plans dated May 2006 and 2005 City of Gilroy Standards. Dokken Engineering will coordinate with utility companies to relocate or protect facilities in place as necessary. Dokken Engineering will send "B" plans to applicable utility companies and join in one of the City utility coordination meetings. The transmittal letter will identify the project as a City project. Dokken Engineering will mark conflicts on the plan. 5.2 Landscaoina Plans and SDecificatlons Orsee Design Associates will prepare landscape and irrigation design for the project. Design will include the landscape strips created by the project on Camino Arroyo. Landscape and Irrigation design will be performed to City of Gilroy, 2005 Standards. Orsee will coordinate the design with the work they prepared for bridge contract landscaping. Landscape submittals will be included with the 90% and Final Submittals. Orsee will provide draft specifications with the 90% submittal. Orsee will review the final specifications and provide red line mark-ups after Dokken Engineering incorporates the landscape specifications into the contract documents. Orsee will prepare bid quantities broken down by pay item, as the landscape and irrigation will not be paid for as lump sum. Orsee will provide unit costs for each item for incorporation into the Engineer's Estimate. 5.3 Bridae IndeDendent Check Calculations Dokken Engineering will perform an independent design check of the bridge modifications as required by Caltrans. The independent check will confirm structural adequacy and assure that details are complete and constructable. Dokken will provide check calculations which will consist of computer runs, hand calculations, and sketches necessary to clarify calculations. Dokken will prepare quantity and quantity check calculations for the bridge. ~DOKKEN ~t:;;\lI;I:-'I~UI."I' EXHIBIT A, Scope of Services Amendments . {"'i"n~~'9i~:m.J.""W 5.4 90% Plans Upon receipt of comments, Dokken Engineering will schedule a review session, if required, with the City to confirm the resolution of comments. The design team will incorporate comments from the Cities review and provide a complete bid-ready plan set for the 90% submittal. 90% Deliverable.: 2 Copies - 24"x36" prints of complete plans 7 Copies of 11"x1?" prints of complete plans 3 Copies - Boiler Plate and Special Provisions 3 Copies - Engineer's Estimate The City's original red-lined set of comments on the 60% Plans 5.5 Soecifications & Boilerolate Dokken Engineering will prepare draft technical special provisions based on 2006 Caltrans Standard Specifications and 2005 City of Gilroy Standards. Permit requirements will be incorporated. City Boilerplate requirements will be edited for project specific information. Final technical special provisions will be modified to address any City comments, changes to the plans, or unique revisions to coordinate them with the City Boilerplate. Ouantities and Detailed Estimate Dokken Engineering will prepare detailed quantities for all project pay items. An Engineer's Estimate will be provided at the 90% PS&E submittal. The estimate will be based on recent cost data from other recent Dokken Engineering projects, City projects and the Caltrans published cost data. Final Submittal Dokken Engineering will furnish 100% Plans, Specifications and Estimate for advertising. PS&E will incorporate resolution of 90% comments from the City and a Dokken Engineering quality assurance review. 5.6 5.7 ( Final Deliverable.: 3 Copies - 24"x36" prints of complete plans (original unbound) 7 Copies of 11 "x17" prints of complete plans 3 Copies - Boiler Plate and Special Provisions (original unbound) 1 Copy - Boiler Plate and Special Provisions on CD 3 Copies - Engineer's Estimate The City's original red-lined set of comments on the 90% Plans and Estimate 1 Copy - RE Pending File 5.8 Resident Enaineer's File Dokken Engineering will prepare a Resident Engineer's File in accordance with the EFPB Information and Procedures Guide 4-2, and PDPM. 6. BID PHASE 6.1 Biddina/Award Assistance Dokken Engineering will provide consultation and interpretation of construction documents during the bid period including answering and documenting questions from prospective bidders, preparation of addenda (if required), and bid analysis as requested. 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