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HomeMy WebLinkAbout1998-09-22; City Council; 14855; AMENDMENT NO. 1 TO THE PROFESSIONAL ENGINEERING SERVICES AGREEMENT WITH DOKKEN ENGINEERING FOR RANCHO SANTA FE ROAD PROJECT NO. 3190t CI c I OF CARLSBAD -AGENDA q D LL 9 7/45 AB# /3f 8s5 DEPT. HD.'? - TITLE: AMENDMENT NO, 1 TO THE PROFESSIONAL ENGINEERING SERVICES AGREEMENT WITH MTG. 9/22/98 CITY MGR. 5 DEPT. ENG CITY ATTY- DOKKEN ENGINEERING FOR RANCHO SANTA FE ROAD < PROJECT NO. 3190 - 1 RECOMMENDED ACTION: Adopt Resolution No. 418-3/3 approving Amendment No. 1 to the professional engineeri services agreement with Dokken Engineering for Rancho Santa Fe Road, Project NO. 3190. ITEM EXPLANATION: Q 0 9 2 2 z 0 F 0 -J z 3 a 5 0 0 In 1987, the City Council made the decision to realign Rancho Santa Fe Road from La Co! Avenue to Melrose Drive. Through a thorough consultant selection procedure Dokken Engineeri was retained earlier this year as the best qualified bridge design and engineering firm to provil topography survey and preliminary engineering for Rancho Santa Fe Road. With the majority this work completed, staff is recommending that preparation of final plans, specifications, cc realignment. Phase 1 will extend from La Costa Avenue northward to a terminus near Mahr Reservoir a include a temporary tie-in to existing Rancho Santa Fe Road. Phase I consists of constructing t\ traffic lanes and a bicycle lane in each direction of travel separated by an unlandscaped medk Construction of Phase 1 will eliminate the existing truck bypass and, upon completion, carry traffic the east of the existing residences from La Costa Avenue northward. Phase 1 will involve gradir and drainage structures to support full width prime arterial standards and construction of two traf lanes in each direction. A portion of the work included in the project involves relocation of existing waterlines belonging Olivenhain Municipal Water District (OMWD). Part of these existing waterlines are within existil road right-of-way. The relocation of these portions of the waterlines are the responsibility of OMW The scope of work and budget contain task number IV that falls in this category. Tasks IV cost $63,454. A task has also been identified for a Carlsbad Municipal Water District (CMWD) mast! planned reclaimed water line, Task VII. The design of this task is the responsibility of CMWD. Ta$ VI1 cost is $64,020. These two tasks will not be commenced until cooperative agreements wi CMWD to reimburse the City for the costs of these tasks. Should OMWD or CMWD not enter into cooperative agreement for reimbursement of these tasks, the work for that tasks will not t performed by the City's consultant. Staff recommends that the City Council approve Amendment No. 1 to the agreement wi Dokken Engineering, to provide final plans, specifications, cost estimates and related documents fi Phase 1 design of Rancho Santa Fe Road. The budget for the Phase 1 engineering work $1,098,720. estimates and related documents be commenced on Phase 1 of the Rancho Santa Fe RO OMWD and CMWD are established, The cooperative agreements will provide for OMWD ar FISCAL IMPACT: The estimated cost for the engineering services, including a 15% contingency, is $1,098,720 However, the Olivenhain Municipal Water District is expected to provide a partial reimbursement ( $63,454 through a cooperative agreement. Carlsbad Municipal Water District is expected to provid reimbursement of $64,020. There is currently $500,000 of Community Facilities District #2 funds appropriated for Phase 1 of th Rancho Santa Fe Road project. An additional appropriation of $600,000 is needed to provide th engineering services. Page 2 of Agenda Bill No. @ f55 0 ENVIRONMENTAL REVIEW: The City Council, at their meeting on June 2, 1992 passed Resolution No. 92-152 certify EIR No. 91-1. This EIR covers the realignment and widening of Rancho Santa Fe Road fr La Costa Avenue to Melrose Drive. EXHIBITS: 1. Location Map for Rancho Santa Fe Road, Phase 1. 2. Resolution No. %f’3fl approving Amendment No. 1 to the professional servic agreement with Dokken Engineering for the preparation of plans, specifications, c estimates and related documents for Rancho Santa Fe Road, Phase 1. 3. Amendment No. 1 to Consultant Agreement with Dokken Engineering for preparation plans, specifications, cost estimates and related documents for Rancho Santa Fe Rot Phase 1. -, COCATION MAP NOT TO SCALE CITY OF VISTA 1 MARCOS PROJECT NAME: RANCHO SANTA FE ROAD, PHASE 1 PROJECT NUMBER EXHI 3190 1 0 0 1 2 3 4 5 RESOLUTION NO. 98-313 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING AMENDMENT NO. 1 TO THE CONSULTANT AGREEMENT WITH DOKKEN ENGINEERING FOR PREPARATION OF FINAL PLANS, SPECIFICATIONS, COST ESTIMATES AND RELATED DOCUMENTS FOR RANCHO SANTA FE ROAD, PHASE 1. j 6 WHEREAS, the City Council of the City of Carlsbad, California has considel 7 agreement with Dokken Engineering, in the amount of $955,412, for final plans, specifica 8 necessary and in the public interest to approve and accept Amendment No. 1 to the cons of $1,098,720; and 10 cost estimates and related documents and for a design contingency of $143,308 for a tota 9 11 WHEREAS, the contractor, Dokken Engineering possesses the necessary skills 12 13 qualifications to provide the services; and WHEREAS, Subsection 3.28.172(c)(l) of the Carlsbad Municipal Code authorize 14 WHEREAS, only $500,000 is available from current appropriations for Phase 1 ; and 15 the contract award; and 16 City Manager to approve change orders in the amount equal to the contingency set at the tit 17 WHEREAS, an amendment to the consultant agreement with Dokken Engineerin! ‘8 been prepared and submitted hereto. 19 California, as follows: 20 NOW, THEREFORE, BE IT RESOLVED by the City council of the City of Carl 21 1. That the above recitations are true and correct. 22 2. That Amendment No. 1 to the agreement between the City of Carlsbad 23 and directed to execute said agreement. 24 Dokken Engineering is hereby approved in the amount of $955,412 and the Mayor is authc 25 26 3. That a design contingency in the amount of $143,308 is hereby approved. 4. That the Finance Director is authorized to appropriate an additional $600,000 27 the Community Facilities District No. 2 fund. 28 Ill 1 ,L 0 0 1 5, The City Clerk is authorized and directed to forward copies of the si z 3 Amendment No. 1 to Dokken Engineering as well as the Engineering Department for proces' 4 PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City Cc 5 held on the 22nd day of September , 1998 by the following vote, to wit: 6 AYES: Council Members Lewis, Finnila, Nygaard, Kulchin and Hall NOES: None 7 8 9 10 11 12 ATTEST: 13 14 ALETHA L. RAVVENKRANZ, City Clerk \ (SEAL) 15 16 17 18 19 20 21 22 23 24 25 26 27 28 0 0 AMENDMENT NO. I TO AGREEMENT FOR PROFESSIONAL ENGINEERING SERVICES PROJECT NO. 3190 This Amendment is entered into and effective as of the 2Znd day of September , 199c, amending the agreement dated February 4,1998 by and between the City of Carlsbad, a municipal corporation, hereinafter referred to as "City", and Dokken Engineering, hereinafter referred to as, "Contractor" for preparation of final plans, specifications, cost estimates and related documents for Rancho Santa Fe Road, Phase 1. RECITALS WHEREAS, the initial agreement, dated February 4, 1998 identified a scope of work topography survey and preliminary engineering for Rancho Santa Fe Road, Phase 1 and 2; and WHEREAS, the parties in this aforementioned agreement desire to alter the scope of work as follows: to add the preparation of construction plans, specifications, cost estimates, and related documents for Rancho Santa Fe Road, Phase 1, extending from La Costa Avenue to opposite Mahr Reservoir. WHEREAS, contractor possesses the necessary skills, experience, professional expertise, and other qualifications to provide said services required by the City; and WHEREAS, a supplemental scope of work and fee schedule have been negotiated and agreed to between the parties hereto, and as shown on Exhibit "A" Scope of Services and Fee; NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor hereby agree as follows: 1. Contractor shall provide services as outlined on the attached Exhibit "A". 2/2/98 0 0 2. City shall pay Contractor for all work associated with Paragraph 1 above, on a lump sum basis not-to-exceed $955,412. Contractor shall provide City on a monthly basis, copies of invoices sufficiently detailed to show related activities and costs for approval by City. 3. Contractor shall complete all work outlined on the attached Exhibit "A by July 1, 1999 or by expiration of the agreement amended hereby. 4. All other provisions of the aforementioned agreement entered into on February 10, 1998, by and between City and Contractor shall remain in full force and effect. 5. All requisite insurance policies to be maintained by the Contractor shall include coverage for the amended assignment and scope of work. Acknowledged and Accepted: CONTRACTOR: DOKKEN ENGINEERING Qc-4 0- 0" 4 5w" 0 L &m/r f s&Rm&y (print namehitle) ATTEST: ALETHA L. RAUT City Clerk u r 2.8, I ?Sf DATE (Proper notarial acknowledgment of execution by Contractor must be attached.) (President or vice-president and secretary or assistant secretary must sign for corporations. If only one officer signs, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering that officer to bind the corporation.) APPROVED AS TO FORM: RONALD R. BALL City BY LQb&q #ksi&mt City Attorney F51'7 8-. 212198 0 0 'CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT County of Smvwm e~ tb ! On %flhWbLyfl 44/&d before me, Jef- e,,@&, /Q&/( PL..L?~ and lillla 01 Onker (e.g.f'Jmno Ow, Noacy I personally appeared "'eflfk'&?YfL 4' Dd/4!2?@:: 4k7d' R;Q&/TLcw,k, .. NM(8) of Slgner(s) )(personally known to me - OR - 0 proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) islare subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person@), or the entity upon behalf of which the person(s) acted, executed the instrument. WITNESS my hand and official seal. I .~ Signacute of Nolary Publk OPTIONAL' I Though the information below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent removal and reattachment of this form to another document. Description of Attached Document Title or Type of Document: Nmwdm en Z% / godqyewe& Signer@) Other Than Named Above: / 0 Individual H Corporate Officer D Partner - 0 Limited 0 General 0 Partner - 0 Limited 0 General 0 Guardian or Conservator Guardian or Conservator 0 1894 Nalkmal Notary Asrocirlbn 8236 Aemmsl Avo., P.O. &x 7104 9 CPnopa Plvk. CA 913087184 ~~ ~ ~~~~ -~~~~ ~ ~~" ~- ~ ~"~~~"_~ Prod. No. 5907 Reorder Call TdCFrea 1-860-8: e 0 EXHIBIT "A" RANCHO SANTA FE ROAD, PHASE 4 SCOPE OF WORK TASK I: A. Project Management 1. Project meetings shall include an initial project kick-off meeting with monthiy meetings until the project is complete. 2. Prepare a detailed project schedule using Microsoft Project, or other approved software of the Final Design Stage 2. The project shall be updated monthly and with each submittal and be provided to City project manager sufficiently prior to the monthly meetings for adequate review. 3. Prepare semi-monthly (2 per month) progress reports detailing work accomplished during period and work anticipated for next period. meetings and phone conversations. 4. Prepare meeting minutes and record of conversations for all project relate B. Final Design 1. Preparation of plans, specifications and cost estimate for Phase I construction. 2. Prepare plans in ink on mylar, or other media acceptable to City, on screened topographic map using scales of I" = 40' for plan views & 'i" = 40' horizontal and I" = 4' vertical or 1'' = 8 vertical as agreed to prior to plan preparation. Provide one set of approved final plans in digital format compatible with AutoCAD Rel. 14 or current version in use at the time plans are prepared. Digital drawings shall be on 3 1/2 floppy disks or other media approved by the City. Provide one set of Mylar plans of final drawings. 3. Include in the improvement a typed list of contract items to be included in the Contract Documents. Estimate and bid item list to have identical item descriptions, compatible with Standard Specifications for Public Works Construction (SSPWC). and identical unit values. 4. Submit detailed calculations and summary sheet of Engineers Estimate for 5. Prepare hydrologic and hydraulic reports to City standards. 6. Prepare erosion control plans. 7. Prepare detour, phasing and traffic control plans. 8. Prepare striping and signing plans 9. Prepare plans for modification to traffic signal at La Costa Avenue & Rancho Santa Fe Road and for new traffic signal at Connector Road & Rancho Santa Fe Road. IO. Prepare city street lighting plans for Rancho Santa Fe Road between approximately 166+00 to 175+00 and for Connector Road. 11. Determination of preliminary R-values for pavement thickness. 12. Pothole existing utilities to determine their physical size, IOCatiOn & elevation. 13. Prepare planting and imgation plans for roadway slopes within 'habitat area' and for median on Rancho Santa Fe Road south of La Costa Avenue. 14. Prepare technical specifications, including standard and special provisions: provide printed original and digital copy in Microsoft Word version 7 to the City construction. 0 0 EXHIBIT A, PAGE NO. 2 upon approval by the City. Technical specifications shall be in Green Book format, any deviation from this format will not be accepted. 15. Prepare supplemental geotechnical report for confirmation of previous report data and additional field investigations as may be required by the new alignment. 16. Provide to the City project manager, in a timely manner, copies of telephone 17. Provide (IO) sets of bluelines of plans at 30%, 70%, and 90% plancheck conversations reports, meeting minutes, transmittals and correspondence. submittals. 18. Provide (IO) copies of the technical specifications and cost estimates at 70%, and 90% plancheck submittals. 19. Coordinate design with OMWD, Carlsbad Municipal Water District (CMWD) and Vatlecitos Municipal Water District (VMWD) where applicable. 20. Provide plans to affected utility companies and assist City Project Manager with coordination for relocation of facilities required to be relocated due to the roadway construction. TASK II: Preparation of plats and legal descriptions for right-of-way and construction easements for Rancho Santa Fe Road, the connector road and the interim detour at the north end of Phase 1 to tie back to existing Rancho Santa Fe Road. TASK 111: Preparation of plats and legal descriptions for relocation of utility lines and access easement for utilities. TASK IV: Preparation of plan/profile sheets, detail drawings, specifications, cost estimates and coordination for relocation of Olivenhain Municipal Water District (OMWD) pipeline units ‘G‘ and ‘N’ and existing pressure-reducing station. Cost of this task to be paid by City of Carlsbad TASK V: Preparation plardprofile sheets, detail drawings, specifications, cost estimates and coordination for relocation of OMWD line “G” into the new alignment for Rancho Santa Fe Road. Cost of this task to be paid by OMWD. TASK VI: Pothole OMWD Line “N” to determine physical location of existing waterline. TASK VII: Prepare plan/profile, detail drawings, specifications and cost estimate for future redaimed water main. Cost of this task to be paid by OMWD. e a EXHIBIT A, PAGE NO. 3 FEES Contractor shall bill monthly on a percent of task completed based on the following list of task descriptions and budget amounts. Task Description BudQet I. Plans, Specifications & Estimates - RSF Rd. $ 707,384 11. Right-of-way Easements $ 33,078 111. Utility Easements $ 16,200 IV. * Plans, Specifications & Estimates - OMWD Line “G” & ”N” (CI? $ 66,776 V. * Plans, Specifications & Estimates - OMWD Line “G” (OMWD) $ 63,454 VI. * Potholing OMWD Line “N” $ 4,500 VII. * Reclaimed Water Line $ 64,020 Subtotal $ 955,412 Cantingeny (1 5%) $ 143.308 Total Budget $1,098,720 Total project budget is $ 1,098,720. Direct costs and expenses are included in the above tasks and as such shall not be billed separately. Tasks marked by * are optional tasks to be initiated only upon specific written authorization by the City’s project manager. Sep 23 98 09:48a Douglas L. Helming 0 760-431-1253 0 P. tidMiNC( ENCJNEERiNq, INC. FACSIMILE TRANSMITTAL SHEET TO: Kathleen Shoup, City Clerks Office, City of Carlsbad FAX: 434-1 987 T FROM: Doug Helming DATE: 09/23/98 SUBJECT: ADDRESS FOR DOKKEN ENGINEERING, AMENDMENT NO. 1 TO RANCHO SANTA FE ROAD AGREEMENT Please send copy of signed Amendment NO. 1 to: Richard Liptak DOKKEN ENGINEERING 3914 Murphy Canyon Road, Suite A453 San Diego, CA 92123 If you have additional questions please call me Thanks, Qd This facsimile contains privileged and confidential information intended for the use of the individual(s) to whom it IS addressed. If you are not the intended recipient or the agent of the intended recipient, you are hereby notified that any dissemination, distribution or copying of this of this facsimile is strictly prohibited. If you received this facsimile in error, please notify the sender immediately by telephone at (760) 431-5999. Thank you. 5962 h PIACECOURT, SUnE 245 CARLSBAD, CALlFORNlA 92008 (760) 4315999 FAX (760) 431-1253 0 0 - City of Carlsbad September 28, 1998 Richard Liptak Dokken Engineering 3914 Murphy Canyon Rd., Suite A-I 53 San Diego, Ca 92123 RE: AMENDMENT NO. 1 TO AGREEMENT FOR RANCHO SANTA FE ROAD, PROJECT NO. 3190 Enclosed for your records are copies of Carlsbad City Council Agenda Bill No. 14,455 and Resolution No. 98-313, which went before Council on September 22, 1998. Also enclosed is a fully executed original Amendment No. I to an existing agreement with Dokken Engineering for professional engineering services for Project No. 31 90, Rancho Santa Fe Road. If you have questions regarding the specifics of this amendment, please call Mr. Doug Helming, Engineering Consultant for the City of Carlsbad, at (760) 431-5999. + KATHLEEN D. SHOUP Senior Office Specialist 1200 Carlsbad Village Drive * Carlsbad, CA 92008-1989 * (760) 434-2808