HomeMy WebLinkAbout2005-09-13; City Council; 18273; Rancho Santa Fe Rd Phases 1 and 23
IB# 18,273
MTG. 911 3/05
IEPT. ENG
- T1TLE:APPROVAL OF AMENDMENT NO. 4 TO EXTEND AND
AMEND AGREEMENT FOR DESIGN AND CONSTRUCTION
ENGINEERING SUPPORT SERVICES WITH DOKKEN
ENGINEERING, INC., FOR RANCHO SANTA FE ROAD, PHASES 1
AND 2, PROJECT NOS. 3190,3907,3887, AND 3923
RECOMMENDED ACTION:
Adopt Resolution No. 2005280 approving Amendment No. 4 to extend and amend agreement for design and construction engineering support services with Dokken Engineering, Inc., for Rancho Santa Fe Road North, Phases 1 and 2, Project Nos. 3190,3907,3887, and 3923.
ITEM EXPLANATION:
The Rancho Santa Fe Road project consists of the widening and realignment of approximately 2.2 miles of Rancho Santa Fe Road from La Costa Avenue to Melrose Drive. The project is being constructed in two phases: Phase 1, from La Costa Avenue to San Elijo Road; and Phase 2, from San Elijo Road to Melrose Drive. Benefits of the project include reduced congestion, improved traffic flow, and increased safety for travelers on the road. Additionally, this project will improve a vital link in the North County region’s roadway network.
The City retained Dokken Engineering in 1998 to provide professional engineering services for the design of Rancho Santa Fe Road Phases 1 and 2. Near the end of the design for these road segments, Dokken Engineering was retained under a new contract that included a few remaining design tasks and to provide construction engineering support services. The construction
engineering support services scope of work was based on the estimated construction schedules for both projects and tasks typical of construction projects.
The construction work effort required to support the project to date has exceeded the estimate in the original agreement, including Amendments No. 1, 2 and 3, due to extended construction schedules, extensive existing underground facilities, coordination with other agencies and adjacent development. Phase 1 construction was completed in July 2005. Dokken will be preparing as-built drawings for Phase 1. The Phase 2 schedule is estimated to be approximately 23 months long with the current completion date set for June 2006. The construction schedules were extended due to a variety of reasons including utility conflicts, environmental restrictions, coordination with the San Marcos construction projects and last winters rainy weather.
In addition, Dokken was requested to perform design and construction support work not anticipated in the original contract. A detailed survey of the San Marcos Creek bed was completed after it was cleared to define the existing conditions before construction activity disturbed the area. The redesign of an existing 16-inch water main and 30-inch recycled water main was required due to work completed by the City of San Marcos for their Rancho Santa Fe Road project. After Phase 2 construction began, the Carlsbad Municipal Water District requested the design and construction of an additional 8-inch recycled water main. Additional work associated with the relocation of Fire Station No. 6 is also required due to the projects expanded scope for utilities, an access road
and a traffic signal on Rancho Santa Fe Road to serve the fire station site.
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FISCAL IMPACT:
TASK DESCRlPTtON
Design
Environmental Mitigation & Monitoring
Right-of-way
Construction, Inspection, Materials Testing & Public Relations
TOTAL
PHASE 1 PHASE 2 TOTAL
$3,627,000 $0 $3,627,000
$3,687,000 $700,000 $4,387,000
$0 $289,000 $289,000
$1 9,153,000 $1 9,183,575 $38,160,000
$26,467,000 $20,172,575 $46,639,575
The costs associated with the Dokken Engineering amendment under consideration is on an as-needed time and materials basis not-to-exceed $176,575. This cost is included in the Construction, Inspection, and Materials Testing & Public Relations categories as shown in the table above.
FUNDING SOURCE PHASE 1 PHASE 2 TOTAL
Community Facilities District & PFF $1 9,582,000 $8,958,575 $28,540,575
Federal & State Grants and Loans $4,741,000 $7,270,000 $1 2,011,000 Reimbursements (Dev., CMWD & VWD) $2,144,000 $3,944,000 $6,088,000
. TOTAL $26,467,000 $20,172,575 $46,639,575 1
Funding
The Rancho Santa Road project will be funded with a combination of Community Facilities District No. 1 (CFD #1), proposed Community Facilities District No. 2 (CFD #2), Public Facilities Fee (PFF), Federal and State grants, and reimbursements from other agencies and developers. Community Facilities District special taxes and fees will fund most of the costs for the project. Funding sources are summarized below:
Appropriations, to date, are sufficient to fund the project.
ENVIRONMENTAL:
The City Council at their meeting on June 2, 1992 passed Resolution No. 92-152 certifying EIR No. 91-1 for both Phase 1 and Phase 2 of the Rancho Santa Fe Road project. The City Council at their meeting on April 25, 2000, passed Resolution No. 2000-128 approving Addendum No. 2 to the final EIR No. 91-1 for Rancho Santa Fe Road. This EIR covers the realignment and widening of Rancho Santa Fe Road from La Costa Avenue to Melrose Drive.
EXHIBITS:
1. Resolution No. ~005-280 approving Amendment No. 4 to extend and amend the agreement for design and construction engineering support services with Dokken Engineering, Inc., for Rancho Santa Fe Road, Phases 1 and 2, Project Nos. 3190, 3907, 3887, 3923 and Fire Station No. 6, Project No. 3901.
Amendment No. 4 to extend and amend the agreement for design and construction engineering support services with Dokken Engineering, Inc., for Rancho Santa Fe Road, Phases 1 and 2, Project Nos. 3190, 3907, 3887, 3923 and Fire Station No. 6, Project No. 3901.
2.
DEPARTMENT CONTACT: David Hauser, (760) 602-2739, dhaus8ci.carlsbad.ca.us
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RESOLUTION NO. 2o05-280
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, APPROVING AMENDMENT NO. 4 TO
EXTEND AND AMEND AGREEMENT FOR DESIGN AND
CONSTRUCTION ENGINEERING SUPPORT SERVICES FOR
RANCHO SANTA FE ROAD, PHASES 1 AND 2, PROJECT NOS.
3190, 3907, 3887, 3923 AND FIRE STATION NO. 6, PROJECT NO.
3901 WITH DOKKEN ENGINEERING, INC.
WHEREAS, the City Council of the City of Carlsbad, California, consider it necessary and
n the public interest to approve Amendment No. 4 to extend and amend the agreement for design
md construction engineering support services with Dokken Engineering, Inc., for Rancho Santa
Fe Road, Phases 1 and 2, Project Nos. 3190, 3907, 3887, 3923 and Fire Station No. 6, Project
No. 3901 ; and
WHEREAS, the contractor, Dokken Engineering, Inc., possess the necessary skills and
qualifications to provide the services described above; and
WHEREAS, Amendment No. 4 to extend and amend the agreement with Dokken
Engineering, Inc., has been prepared and submitted hereto.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad,
California, as follows:
1. That the above recitations are true and correct.
2. That the Amendment No. 4 to extend and amend the agreement for design and
zonstruction engineering support services with Dokken Engineering, Inc., for Rancho Santa Fe
Road, Phases 1 and 2, Project Nos. 3190, 3907, 3887, 3923 and Fire Station No. 6, Project No.
3901 is hereby approved in the amount of $176,575 and the Mayor is authorized and directed to
execute said Amendment of Agreement.
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3. The City Clerk is authorized and directed to forward copies of the signed
Amendment No. 4 to Dokken Engineering, Inc., and the Engineering Department.
PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City Council
held on the 13th day of SEPTEMBER , 2005 by the following vote, to wit:
AYES: Council Members Lewis, Hall, Kulchin, Packard, Sigafoose
NOES: None
f-.
ATTEST
LORRAINE M. WOND, City Clerk' rd (SEAL)
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PWENG333
EXHIBIT 2
AMENDMENT NO. 4 TO EXTEND AND AMEND AGREEMENT
FOR DESIGN AND CONSTRUCTION ENGINEERING SUPPORT
SERVICES FOR RANCHO SANTA FE ROAD, PHASES 1 AND 2,
PROJECT NOS. 3190,3907,3887,3923 AND FIRE STATION NO. 6,
PROJECT NO. 3901 WITH DOKKEN ENGINEERING, INC.
&is Amendment No. 4 is entered into and effective as of the /yd day of
, 200c, extending and amending the agreement dated March 20, 2003 (the
“Agrebment”) by and between the City of Carlsbad, a municipal corporation, (”City”), and
Dokken Engineering, Inc., (“Contractor“) (collectively, the “Parties”) for design and construction
support services for Rancho Santa Fe Road, Phases 1 & 2.
RECITALS
A. On September 4,2003 the Parties executed Amendment No. 1 to the Agreement
to include additional design and field surveying services not anticipated under the original
agreement; and
B. On June 23, 2004 the Parties executed Amendment No. 2 to the Agreement to
include additional Phase 2 design efforts to coordinate with other agencies including Vallecitos
Water District, the City of San Marcos and Caltrans, and additional Phase 1 construction
support tasks; and
C. On March 23, 2005 the Parties executed Amendment No. 3 to the Agreement to
include additional construction support tasks not covered by the existing agreement that were
requested by the construction management team, provide for additional future requests for
support tasks and provide additional design tasks relating to Fire Station No. 6 relating to wet
and dry utilities; and
D. The Parties desire to alter the Agreement’s scope of work provide for additional
future requests for support tasks as the funds allocated for this in Amendment No. 3 have been
expended; and
E.
20, 2007.
The Parties desire to extend the Agreement for a period of one (1) year to March
F. The Parties have negotiated and agreed to a supplemental scope of work and
fee schedule, which is attached to and incorporated in by this reference as Exhibit “A, Scope of
Services and Fee.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1. In addition to those services contained in the Agreement, as may have been
amended from time to time, Contractor will provide those services described in Exhibit ”A. With
this Amendment, the total annual Agreement amount shall not exceed three hundred thousand
dollars ($300,000).
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City Attorney Approved Version #05.22.01
2. City will pay Contractor for all work associated with those services described in
Exhibit “A” on a time and materials basis not-to-exceed one hundred seventy six thousand five
hundred seventy five dollars ($176,575). Contractor will provide City, on a monthly basis, copies
of invoices sufficiently detailed to include hours performed, hourly rates, and related activities
and costs for approval by City.
3. Contractor will complete all work described in Exhibit “A by March 19, 2007.
4. All other provisions of the Agreement, as may have been amended from time to
time, will remain in full force and effect.
5. All requisite insurance policies to be maintained by the Contractor pursuant to the
Agreement, as may have been amended from time to time, will include coverage for this
Amendment.
Ill
2 City Attorney Approved Version #05.22.01
6 The individuals executing this Amendment and the instruments referenced in it
on behalf of Contractor each represent and warrant that they have the legal power, right and
actual authority to bind Contractor to the terms and conditions of this Amendment.
DOKKEN ENGINEERING, INC., a
California corporation
*By:
(sign here)
**By:
5gn here)’ )
(E-mail address)
ATTEST:
LORRAINE M. WOOD YA/W
City Clerk
If required by City, proper notarial acknowledgment of execution by contractor must be
attached. If a Corporation, Agreement must be signed by one corporate officer from each of the
following two groups.
*Group A.
Chairman,
President, or
Vice-president
**Group B.
Secretary,
Assistant Secretary,
CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant
secretary under corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM:
RONALD R. BALL, City Attorney
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City Attorney Approved Version #05.22.01
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CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
State of California
County of S&P.~.~ZJQ~O
- , before me, R. &H,
personally appeared &~RD /P WK, &.my .6* -, Name@) of Signer@)
&ersonally known to me
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 helshelthey executed
the same in hislherltheir authorized
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the entity upon behalf of which the person(s)
acted, executed the instrument.
Place Notary Seal Above
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Exhibit ‘A’
Page 1 of 3
July 11.2005
City of Carlsbad
Public Works - Engineering
1635 Faraday Avenue
Carlsbad, CA 92008-7314
Attention: hg Helming, P.E.
Re: Rancho Santa Fe Rood North (Project 3907)
Request for Agreement Amendment No. 4 (P.O. PIl2579)
Dear Mr. Helming:
DoWhen Engineering is requesting an ametidmcnt (Amendment No. 4) to the agreement dated
March 23, 2005 between the City of Carlsbad and Dokken Engincering for engineering design services. The amendment is being requested to perform additional enginwring design services, in
support of die Rancho Santa Fe Road North Project.
Additional Construction support budget is requested due to unanticipated field conditions encountered during construction requiring additional design, redesip and construction support
services.
Below describes the various task items requested to be included within Amcndimnt No. 4. The
attached table, dated July 11, 2005, summarizes the task items and the estimated hours to
complete the required tusks, and thc. costs associated with each task,
Task 1. Consultant shall furnish dl necessary drdwings for change orclers which are
required due ta the actions of the City.
Task 2. Consultant shall respond to requests for information from thc Contractor
encountered during construction of the project.
Task 3. Consultant shall coordinate with FCI, Dudek and Associates and Subconsulrunts
to addrcss construction issues. Consultant shall be available to visit the job site
for on-site rcview of construction, as requested by the City to resolve
construction issues. Consultant shall attend meetings and prepare exhibits as
requested by the City.
Consultant shall review and approve submittals and shop plan drawings
submitted by the Contractor. C:onsultant shall completc shop plan review within
two (2) weeks of receipt.
Task 4.
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Exhibit ‘A’
Page 2 of 3
Task 5. Consultant shall coordinate with all of the effected utility companies and city agencies impacted during construction. Consultant shall keep accurate records of
all correspondence with utility company and city agency representatives.
Consultant shall coordinate and cooperate with San Diego Gas and Electric,
Vallecitos Water District. Carlsbad Municipal Water District, Adelphia, and Cox
Communications.
Task 6. Consultant shall respond to miscellaneous requests by the City to modify the
design in order to improve the aesthetics of the project site with the surrounding
area.
Task 7 Consultant shall respond to requests by the City to modify the design in order to
achieve compatibility with the surrounding developments.
Task 8 Consulrant shall update the design based on recently adopted federal, state and
local requirements and standards.
Chris Johnson, P.H.
Project Manager
Attach: Budget by Task 3nd Person table, dated 711 1/05
Exhibit 'A'
Page 3 of 3
Civ d Csrlsbad Rancho Sank Fe Road Fbalrgnmen'
G~ly Pfvl D Helming PrnflCl NO. 3 190
RANCHO SANTA FE ROAD NORTH (Project 3907)
AMENDMENT4 - P.O. P112579 (PWENG 333)
BUDGET BY TASK AND PERSON
30 20 : ' 8 Updatc Project lo Comptywrm Chanyhg Federal Statb ond Local Standards I
10 20 20
TOTAL HOURS 155 300 400 500 260 35 16M)
TOTALCOSTS S 22,475 S 39,000 S 04,000 5 45,000 S 23,400 $ 1925 S 176,575.W I