Loading...
HomeMy WebLinkAbout2014-07-22; City Council; 21690; Approve Agreement with Schneider CM for Construction Management Fire Station 3, 3465 Trailblazer Way Project 4003CITY OF CARLSBAD - AGENDA BILL 8 21.690 AB# MTG. 7/22/14 DEPT. PW-PEM ADOPTION OF RESOLUTION APPROVING AND AUTHORIZING EXECUTION OF A PROFESSIONAL SERVICES AGREEMENT WITH SCHNEIDER CM FOR CONSTRUCTION MANAGEMENT AND INSPEaiON OF FIRE STATION NO. 3, LOCATED AT 3465 TRAILBLAZER WAY, PROJECT NO. 4003. DEPT. HEAD CITY ATTY. CITY MGR. RECOMMENDED ACTION: Adopt Resolution No. 2014-182 approving the request for qualifications and authorizing the Mayor to execute a professional services agreement with Schneider CM for construction management and inspection of Fire Station No. 3, located at 3465 Trailblazer Way, Project No. 4003. ITEM EXPLANATION: The proposed Fire Station No. 3 is planned to replace an existing fire station on the northeast corner of Chestnut Avenue and Catalina Drive at 3701 Catalina Drive. The new fire station will be located at Cannon Road and Wind Trail Way at 3465 Trailblazer Way and will be 10,400 square feet including a three bay, double deep, apparatus room, office and administrative spaces, dormitories (3 separate, 2 double), shower and locker facilities (men's and women's), kitchen, dining room, shop and equipment support spaces. Site features include perimeter fencing, an emergency generator, rolling security gate, landscaping and concrete paving. Off-site work includes a new cul-de-sac street together with associated storm drain and utility improvements. This agenda bill provides construction management services for Fire Station No. 3, and a companion agenda bill awards the construction contract. The new Fire Station No. 3 will be constructed on a 2.3-acre parcel located north of Cannon Road, approximately 1/4-mile east of El Camino Real Avenue. The new fire station will replace an existing station on Chestnut Avenue that the Fire Department has occupied since 1976. The new facility will house five personnel. The modernized facility will improve emergency response times in a more centralized location than the existing facility. On April 30, 2014, staff sent out a public request for qualifications for construction management and inspection services. On May 9, 2014, the City received six submittals. The qualifications of each firm were reviewed by a selection committee comprised of staff members from the Fire Department, Civic Projects, Construction Management Division, and the Architect of Record. The committee ultimately selected the firm of Schneider CM as the most qualified. DEPARTMENT CONTACT: Patrick McGarry, (760) 602-2739, patrick.mcgarry@carlsbadca.gov FOR CITY CLERKS USE ONLY. COUNCIL AaiON: APPROVED CONTINUEDTO DATE SPECIFIC • DENIED • CONTINUED TO DATE • UNKNOWN CONTINUED • RETURNED TO STAFF • WITHDRAWN • OTHER-SEE MINUTES • AMENDED • ENVIRONMENTAL IMPACT: On November 21, 2012, the Planning Commission adopted Resolution No. 6929 adopting a Negative Declaration (ND) and approved Resolution No. 6930 approving Conditional Use Permit CUP 12-07 for Carlsbad Fire Station No. 3. Furthermore, pursuant to Public Resources Code Section 21065, authorizing the execution of a professional services agreement for construction management and inspection does not constitute a "project" within the meaning ofthe California Environmental Quality Act (CEQA) in that it has no potential to cause either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, and therefore does not require environmental review. FISCAL IMPACT: The cost proposal from Schneider CM is for time and materials, not-to-exceed $450,000, to perform construction management and inspection services, materials testing, and soil testing. Funding for the design and construction of Fire Station No. 3 has been previously appropriated to the Public Facilities Construction Fund through the Capital Improvement Program process. A total of $8,352,000 is available for construction related expenditures for the Fire Station No. 3 project and no further appropriation is necessary. EXHIBITS: 1. Resolution No. 2014-182 approving the request for qualifications and authorizing the Mayor to execute a professional services agreement with Schneider CM for construction management and inspection of Fire Station No. 3, located at 3465 Trailblazer Way, Project No. 4003. 2. Location map. 3. Agreement with Schneider CM for construction management and inspection of the Fire Station No. 3, Project No. 4003. 1 RESOLUTION NO. 2014-182 3 6 27 28 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING THE REQUEST FOR QUALIFICATIONS AND AUTHORIZING THE MAYOR TO EXECUTE A PROFESIONAL SERVICES 4 AGREEMENT WITH SCHNEIDER CM FOR CONSTRUCTION MANAGEMENT AND INSPECTION OF FIRE STATION NO. 3, LOCATED 5 AT 3465 TRAILBLAZER WAY, PROJECT NO. 4003. 7 WHEREAS, the Department of Public Works solicited qualifications from consulting firms 8 and received a total of six submittals for construction management and inspection services for ^ Fire Station No. 3, located at 3465 Trailblazer Way, Project No. 4003; and WHEREAS, subsequent to review of the submittals, staff recommends Schneider CM as the most qualified consultant for the project; and WHEREAS, staff recommends the Schneider CM proposal to provide construction management and inspection services for Fire Station No. 3 for an amount not-to-exceed 10 11 12 13 14 1^ $450,000 be approved; and 16 WHEREAS, the City Council of the City of Carlsbad, California, has determined it 17 necessary and in the public interest to enter into an agreement with Schneider CM; and 18 WHEREAS, sufficient Public Facilities Fee (PFF) funds have been appropriated to the project via the Capital Improvement Program, Project No. 4003. 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. 19 20 21 22 23 24 2. That the qualifications submitted by Schneider CM for construction management 25 and inspection services for Fire Station No. 3, Project No. 4003, are acceptable and the Mayor is 26 hereby authorized to execute a professional services agreement with Schneider CM for said services. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 PASSED, APPROVED AND ADOPTED at a Regular Meeting ofthe City Council ofthe City of Carlsbad on the 22nd day of July 2014, by the following vote to wit: AYES: NOES: Council Members Hall, Packard, Wood, Schumacher, Blackburn. None. ABSENT: None. MATT HALL, Mayor ATTEST: BARBARA ENGLESON, ©ty Clerk Exhibit 2 LOCATION MAP Vt O I/t (A Ifl I AV 2 • E 30 f Z i M O SUTTER ST I A- riBURON AV CO I' ,V 5 G/lTESHtt^^ '''-OS. 'PRO RD tu ! X S ' EL CAMINO REAL CINDY AV 6UEN A"^ I. ^<jJ- V z o o or Q VIA i 5 Oo^T'^o, Q f • FROST AV -^O c^ARD/ cr ^dCHCT J OR ftfii e NOr TO SCAl£ VICINITY MAP • PACIFIC •'•••O'QEAI^ PROJECT NAME JARei 13 PR0JECT1 NUMBER 4003 EXHIBIT •5 PEMII 09 AGREEMENT FOR CONSTRUCTION MANAGEMENT, MATERIALS TESTING/INSPECTION, AND SOILS TESTING SERVICES SCHNEIDER CM THIS AGREEMENT is made and entered into as of the c^^^^^^ day of CTu t^ , 2014, by and between the CITY OF CARLSBAD, a municipal corporation, ("Cfty"), and Schneider CM, a California corporation ("Contractor"). RECITALS A. City requires the professional services of a Construction Management, Materials testing/Inspection and Soils Testing firm that is experienced in construction management, materials testing/inspection and soils testing. B. Contractor has the necessary experience in providing professional services and advice related to construction management, materials testing/inspection and soils testing. C. Contractor has submitted a proposal to City and has affirmed its willingness and ability to perform such work. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein. City and Contractor agree as follows: 1. SCOPE OF WORK City retains Contractor to perform, and Contractor agrees to render, those services (the "Services") that are defined in attached Exhibit "A", which is incorporated by this reference in accordance with this Agreement's terms and conditions. 2. STANDARD OF PERFORMANCE While performing the Services, Contractor will exercise the reasonable professional care and skill customarily exercised by reputable members of Contractor's profession practicing in the Metropolitan Southern California Area, and will use reasonable diligence and best judgment while exercising its professional skill and expertise. 3. TERM The term of this Agreement will be effective for a period of one and one-half (1.5) years from the date first above written. The City Manager may amend the Agreement to extend it for one (1) additional one (1) year periods or parts thereof in an amount not to exceed two hundred thousand dollars ($200,000) per Agreement year. Extensions will be based upon a satisfactory review of Contractor's performance. City needs, and appropriation of funds by the City Council. The parties will prepare a written amendment indicating the effective date and length of the extended Agreement. 4. TIME IS OF THE ESSENCE Time is of the essence for each and every provision of this Agreement. 5. COMPENSATION The total, not-to-exceed fee payable for the Services to be performed during the initial Agreement term will be four hundred fifty thousand dollars ($450,000). No other compensation for the Services will be allowed except for items covered by subsequent amendments to this Agreement. The City reserves the right to withhold a five percent (5%) retention until City has accepted the work and/or Services specified in Exhibit "A". Incremental payments, if applicable, should be made as outlined in attached Exhibit "A". City Attorney Approved Version 1/30/13 PEM1109 6. STATUS OF CONTRACTOR Contractor will perform the Services in Contractor's own way as an independent contractor and in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be under control of City only as to the result to be accomplished, but will consult with City as necessary. The persons used by Contractor to provide services under this Agreement will not be considered employees of City for any purposes. The payment made to Contractor pursuant to the Agreement will be the full and complete compensation to which Contractor is entitled. City will not make any federal or state tax withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be required to pay any workers' compensation insurance or unemployment contributions on behalf of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty (30) days for any tax, retirement contribution, social security, overtime payment, unemployment payment or workers' compensation payment which City may be required to make on behalf of Contractor or any agent, employee, or subcontractor of Contractor for work done under this Agreement. At the City's election. City may deduct the indemnification amount from any balance owing to Contractor. 7. SUBCONTRACTING Contractor will not subcontract any portion of the Services without prior written approval of City. If Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the acts and omissions of Contractor's subcontractor and of the persons either directly or indirectly employed by the subcontractor, as Contractor is for the acts and omissions of persons directly employed by Contractor. Nothing contained in this Agreement will create any contractual relationship between any subcontractor of Contractor and City. Contractor will be responsible for payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of a subcontractor by the terms of this Agreement applicable to Contractor's work unless specifically noted to the contrary in the subcontract and approved in writing by City. 8. OTHER CONTRACTORS The City reserves the right to employ other Contractors in connection with the Services. 9. INDEMNIFICATION Contractor agrees to indemnify and hold harmless the City and its officers, officials, employees and volunteers from and against all claims, damages, losses and expenses including attorneys fees arising out of the performance of the work described herein caused by any negligence, recklessness, or willful misconduct of the Contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable. The parties expressly agree that any payment, attorney's fee, costs or expense City incurs or makes to or on behalf of an injured employee under the City's self-administered workers' compensation is included as a loss, expense or cost for the purposes of this section, and that this section will survive the expiration or early termination of this Agreement. 10. INSURANCE Contractor will obtain and maintain for the duration of the Agreement and any and all amendments, insurance against claims for injuries to persons or damage to property which may arise out of or in connection with performance of the services by Contractor or Contractor's agents, representatives, employees or subcontractors. The insurance will be obtained from an insurarice carrier admitted and authorized to do business in the State of California. The insurance carrier is required to have a current Best's Key Rating of not less than "A-;VII". OR with a surplus City Attorney Approved Version 1/30/13 PEM1109 line insurer on the State of California's List of Eligible Surplus Line Insurers (LESLI) with a rating in the latest Best's Key Rating Guide of at least "A:X". 10.1 Coverages and Limits. Contractor will maintain the types of coverages and minimum limits indicated below, unless Risk Manager or City Manager approves a lower amount. These minimum amounts of coverage will not constitute any limitations or cap on Contractor's indemnification obligations under this Agreement. City, its officers, agents and employees make no representation that the limits of the insurance specified to be carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If Contractor believes that any required insurance coverage is inadequate, Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at Contractor's sole expense. 10.1.1 Commercial General Liabilitv Insurance. $1,000,000 combined single-limit per occurrence for bodily injury, personal injury and property damage. If the submitted policies contain aggregate limits, general aggregate limits will apply separately to the work under this Agreement or the general aggregate will be twice the required per occurrence limit. 10.1.2 Automobile Liabilitv. (if the use of an automobile is involved for Contractor's work for City). $1,000,000 combined single-limit per accident for bodily injury and property damage. 10.1.3 Workers' Compensation and Employer's Liabilitv. Workers' Compensation limits as required by the California Labor Code. Workers' Compensation will not be required if Contractor has no employees and provides, to City's satisfaction, a declaration stating this. 10.1.4 Professional Liabilitv. Errors and omissions liability appropriate to Contractor's profession with limits of not less than $1,000,000 per claim. Coverage must be maintained for a period of five years following the date of completion of the work. I I If box is checked. Professional Liability City's Initials Contractor's Initials Insurance requirement is waived. 10.2. Additional Provisions. Contractor will ensure that the policies of insurance required under this Agreement contain, or are endorsed to contain, the following provisions: 10.2.1 The City will be named as an additional insured on Commercial General Liability which shall provide primary coverage to the City. 10.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which will be written as claims-made coverage. 10.2.3 This insurance will be in force during the life of the Agreement and any extensions of it and will not be canceled without thirty (30) days prior written notice to City sent by certified mail pursuant to the Notice provisions of this Agreement. 10.3 Providina Certificates of Insurance and Endorsements. Prior to City's execution of this Agreement, Contractor will furnish certificates of insurance and endorsements to City. 10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance coverages, then City will have the option to declare Contractor in breach, or may purchase replacement insurance or pay the premiums that are due on existing policies in order to maintain City Attorney Approved Version 1/30/13 PEM1109 the required coverages. Contractor is responsible for any payments made by City to obtain or maintain insurance and City may collect these payments from Contractor or deduct the amount paid from any sums due Contractor under this Agreement. 10.5 Submission of Insurance Policies. City reserves the right to require, at anytime, complete and certified copies of any or all required insurance policies and endorsements. 11. BUSINESS LICENSE Contractor will obtain and maintain a City of Carlsbad Business License for the term of the Agreement, as may be amended from time-to-time. 12. ACCOUNTING RECORDS Contractor will maintain complete and accurate records with respect to costs incurred under this Agreement. All records will be clearly identifiable. Contractor will allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of records and any other documents created pursuant to this Agreement. Contractor will allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment underthis Agreement. 13. OWNERSHIP OF DOCUMENTS All work product produced by Contractor or its agents, employees, and subcontractors pursuant to this Agreement is the property of City. In the event this Agreement is terminated, all work product produced by Contractor or its agents, employees and subcontractors pursuant to this Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy of the work product for Contractor's records. 14. COPYRIGHTS Contractor agrees that all copyrights that arise from the services will be vested in City and Contractor relinquishes all claims to the copyrights in favor of City. 15. NOTICES The name of the persons who are authorized to give written notices or to receive written notice on behalf of City and on behalf of Contractor under this Agreement. For City For Contractor Name Patrick McGarry Name Carl Schneider Title PW Superintendent Title CEO Department Public Works PEM Address 1068 Cottage Way City of Carlsbad Encinitas, CA 92024 Address 1635 FaradayAvenue Phone No. 619 905 5522 Carlsbad, CA 92008 Email carl.schneidertSjschneidercm.net Phone No. 760 602 2739 Each party will notify the other immediately of any changes of address that would require any notice or delivery to be directed to another address. City Attorney Approved Version 1/30/13 PEM1109 16. CONFUCT OF INTEREST Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report investments or interests in all four categories. 17. GENERAL COMPLIANCE WITH LAWS Contractor will keep fully informed of federal, state and local laws and ordinances and regulations which in any manner affect those employed by Contractor, or in any way affect the performance of the Services by Contractor. Contractor will at all times observe and comply with these laws, ordinances, and regulations and will be responsible for the compliance of Contractor's services with all applicable laws, ordinances and regulations. Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986 and will comply with those requirements, including, but not limited to, verifying the eligibility for employment of all agents, employees, subcontractors and consultants whose services are required by this Agreement. 18. DISCRIMINATION AND HARASSMENT PROHIBITED Contractor will comply with all applicable local, state and federal laws and regulations prohibiting discrimination and harassment. 19. DISPUTE RESOLUTION If a dispute should arise regarding the performance of the Services the following procedure will be used to resolve any questions of fact or interpretation not otherwise settled by agreement between the parties. Representatives of Contractor or City will reduce such questions, and their respective views, to writing. A copy of such documented dispute will be forwarded to both parties involved along with recommended methods of resolution, which would be of benefit to both parties. The representative receiving the letter will reply to the letter along with a recommended method of resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory to the aggrieved party, a letter outlining the disputes will be forwarded to the City Manager. The City Manager will consider the facts and solutions recommended by each party and may then opt to direct a solution to the problem. In such cases, the action of the City Manager will be binding upon the parties involved, although nothing in this procedure will prohibit the parties from seeking remedies available to them at law. 20. TERMINATION In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may terminate this Agreement for nonperformance by notifying Contractor by certified mail of the termination. If City decides to abandon or indefinitely postpone the work or services contemplated by this Agreement, City may terminate this Agreement upon written notice to Contractor. Upon notification of termination, Contractor has five (5) business days to deliver any documents owned by City and all work in progress to City address contained in this Agreement. City will make a determination of fact based upon the work product delivered to City and ofthe percentage of work that Contractor has performed which is usable and of worth to City in having the Agreement completed. Based upon that finding City will determine the final payment ofthe Agreement. Either party upon tendering thirty (30) days written notice to the other party may terminate this Agreement. In this event and upon request of City, Contractor will assemble the work product and put it in order for proper filing and closing and deliver it to City. Contractor will be paid for work performed to the termination date; however, the total will not exceed the lump sum fee payable under this Agreement. City will make the final determination as to the portions of tasks completed and the compensation to be made. City Attorney Approved Version 1/30/13 PEM1109 21. COVENANTS AGAINST CONTINGENT FEES Contractor warrants that Contractor has not employed or retained any company or person, other than a bona fide employee working for Contractor, to solicit or secure this Agreement, and that Contractor has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration contingent upon, or resulting from, the award or making of this Agreement. For breach or violation of this warranty. City will have the right to annul this Agreement without liability, or, in its discretion, to deduct from the Agreement price or consideration, or otherwise recover, the full amount of the fee, commission, percentage, brokerage fees, gift, or contingent fee. 22. CLAIMS AND LAWSUITS By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must be asserted as part ofthe Agreement process as set forth in this Agreement and not in anticipation of litigation or in conjunction with litigation. Contractor acknowledges that if a false claim is submitted to City, it may be considered fraud and Contractor may be subject to criminal prosecution. Contractor acknowledges that California Government Code sections 12650 et seg., the False Claims Act applies to this Agreement and, provides for civil penalties where a person knowingly submits a false claim to a public entity. These provisions include false claims made with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of information. If City seeks to recover penalties pursuant to the False Claims Act, it is entitled to recover its litigation costs, including attorney's fees. Contractor acknowledges that the filing of a false claim may subject Contractor to an administrative debarment proceeding as the result of which Contractor may be prevented to act as a Contractor on any public work or improvement for a period of up to fiye (5) years. Contractor acknowledges debarment by another jurisdiction is grounds for City to terminate this Agreement. 23. JURISDICTIONS AND VENUE Any action at law or in equity brought by either of the parties for the purpose of enforcing a right or rights provided for by this Agreement will be tried in a court of competent jurisdiction in the County of San Diego, State of California, and the parties waive all provisions of law providing for a change of venue in these proceedings to any other county. 24. SUCCESSORS AND ASSIGNS It is mutually understood and agreed that this Agreement will be binding upon City and Contractor and their respective successors. Neither this Agreement or any part of it nor any monies due or to become due under it may be assigned by Contractor without the prior consent of City, which shall not be unreasonably withheld. 25. ENTIRE AGREEMENT This Agreement, together with any other written document referred to or contemplated by it, along with the purchase order for this Agreement and its provisions, embody the entire Agreement and understanding between the parties relating to the subject matter of it. In case of conflict, the terms of the Agreement supersede the purchase order. Neither this Agreement nor any of its provisions may be amended, modified, waived or discharged except in a writing signed by both parties. 26. AUTHORITY The individuals executing this Agreement 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 Agreement. City Attorney Approved Version 1/30/13 CONTRACTOR CITY OF CARLSBAD, a municipal corporation of the State of California (sign here) (print name/title) By: (sign here) (print name/title) By: Mayor ATTEST: BARBARA ENGLESO 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: CELIA A. BREWER, City Attorney BY: Assistant City Attorney City Attorney Approved Version 1/30/13 PEM1109 EXHIBIT "A" SCOPE OF SERVICES Schneider CM's fee for construction management, materials testing/inspection and soils testing services for Fire Station #3 for the tasks outlined in the scope of work indicated in Exhibit A of RFQ/P CIP #40031 in on a time and materials basis not to exceed four hundred fifty thousand dollars ($450,000). Rates Construction management services $117/hr Inspection $89/hr Materials Testing/Specialty Inspection are per the rates and inspection tasks shown in the attached. City Attorney Approved Version 1/30/13 Fire Station #3 Carlsbad, CA PR E14092 June 24, 2014 Carlsbad Fire Station #3 Proposed Materials Testing and Inspection Services: Service Reinforced Concrete Inspection Reinforced Masonry Inspection Field Bolting Inspection; Framing Inspection Post-Installed Anchor Inspection: Registered Special Inspector - Field Welding Registered Special Inspector - Shop Welding (unless fabricated by approved shop) Non-Destructive Testing Inspector - Field Non-Destructive Testing Inspector - Shop (unless fabricated by approved shop) Concrete Mix Design Review Base plate Grout Compression Testing Base plate Grout Inspection Concrete Compression Tests Masonry Unit Conformance Masonry Composite Prism Tests - 8"x 8"x 16" Masonry Shear Tests Mortar Compression Tests Grout Compression Tests Sample & Tag Rebar Sample Pickup Letter of Affidavit =^======= Qty Unit Rate Total 246 hrs @$55 $13,530 104 hrs @$55 $5,720 20 hrs @$55 $1,100 48 hrs @$55 $2,640 12 hrs @$55 $660 24 hrs @$55 $1,320 24 hrs @$55 $1,320 12 hrs @$57 $684 16 hrs @$57 $912 2 each 8 each 12 hrs 216 each 1 set 9 each 6 each 52 each 18 each 12 hrs 8 each 0 each @$190 $380 @$20 $160 @ $55 $660 @$20 $4,320 @$400 $400 @$95 $855 @$60 $360 @$20 $1,040 @$20 $360 @$55 $660 @$40 $320 @$150 $0 Estimated Sub-Total Materials Testing and Inspection: $37,401 Construction Testing & Engineering, Inc. Page 2 of 5 i4 Fire Station #3 Carlsbad, CA PR E14092 June 24, 2014 Proposed Geotechnical Testing Services: Service Qty Unit Rate Total Soils Technician (Compaction Test -Fine Grading, Over-Ex) 232 hrs @ $60 $13,920 Soils Technician (Compaction Test -Trench/Wall Backfill) 276 hrs @ $60 $16,560 Soils Technician (Compaction Test -Pavement SG / Base) 232 hrs @ $60 $13,920 Asphaltic Paving Inspection 64 hrs @ $60 $3,840 Footing Inspection - Engineer/Geologist 4 hrs @ $90 $360 Lab Maximum Density Test 4 each @ $175 $700 Expansion Index 2 each @ $120 $240 Sieve Analysis 2 each @ $80 $160 Asphalt Mix design Review 1 each @ $150 $150 Extraction % Asphalt 8 each @ $150 $1,200 HVEEM Stability 8 each @ $160 $1,280 Marshall Stability 2 each @ $160 $320 Maximum Theoretical Weight 8 each @ $90 $720 Percent Swell 8 each @ $90 $720 Unit weight Compacted or Core 8 each @ $60 $480 Unit Weight Requiring Compaction 1 each @ $125 $125 Compaction Reports 1 each @ $700 $700 Staff Engineering Services 20 hrs @ $90 $1,800 Sr. Engineer Services 12 hrs @ $110 $1,320 Estimated Sub-Total Geotechnical Services: $58,515 Estimated Total Proposed Services: $95,916 Construction Testing & Engineering, Inc. Page 3 of 5 15 REQUEST FOR QUALIFICATIONS — FIRE STATION #3 PROJECT CONSTRUCTION MANAGEMENT AND TESTING/INSPECTION SERVICES, CIP NO. 40031 Exhibit A Scope of Work Task 1: Preconstruction Services Task 1.1 Project Management Coordinate and meet with the City's Civic Project Manager during bidding of the project. Initiate project activities and provide general project oversight. Based upon the City approved Document Management System, incorporate the Document Management Systems and procedures for documenting communications and correspondence. Provide examples of all City provided fomns that the CM and Contractor will be required to use to transmit and formalize all Requests for Information (RFI), clarifications, submittals, substitution requests, concrete pour notifications, blasting notifications, and other official project documents. Develop points of contact with all team members. Prepare a list of all standard forms, documents and reports and develop distribution lists and logs for each of the listed document types. All project documents are to be retained by the selected CM firm for a period of three years after conclusion of the project. Task 1.2 Preconstruction Conference Notify appropriate parties; assist the Civic Projects Manager with scheduling and conducting the Preconstruction Conference with City Staff, Architect and the Contractor. The meeting shall cover the overall project objectives, responsibilities of key personnel and agencies, schedules, schedule of values (bid breakdown), procedures for handling submittals, correspondence, utility relocations, local agency permit requirements, requests for clarification, progress payments, change orders, and other pertinent topics. Provide opportunities to have the Contractors questions answered. Task 2: Construction Services Task 2.1 Contract Administration/Management The CM shall be responsible for assisting the City's Civic Projects Manager with all aspects of contract compliance, change/claims processing, negotiations and contract interpretation and enforcement. The CM shall utilize the field offices provided by the Contractor. Fumiture and basic office equipment shall be provided by the Contractor in accordance with the specifications. The CM shall oversee, perform, and coordinate work included within this scope of work, as directed by the City. The CM shall: prepare reports, letters, and memoranda; attend meetings; prepare meeting agendas and minutes, monitor and track the expiration of insurance requirements and obtain updated certificates from the Contracton coordinate testing and specialty services; review daily testing/inspection notes and identify and report nonconforming items- notify the City of significant problems and discrepancies; assist the City with interpreting drawings, specifications and reference standards; monitor construction activities and schedules; assist the City with resolving constructability problems; coordinate connections and operations; prepare change orders (including cost estimating sen/ices); review and notify the Contractor of test results; investigate claims; perform testing/inspections; review the Contractor's Record Drawings periodically and concurrently with Contractor progress payments; and prepare project punch lists, etc. Page 8 of 21 REQUEST FOR QUALIFICATIONS — FIRE STATION #3 PROJECT CONSTRUCTION MANAGEMENT AND TESTING/INSPECTION SERVICES, CIP NO. 40031 Exhibit A Scope of Work Task 2.2 Reports and Communications All relevant project communications shall be documented and promptly distributed to the City and applicable parties. Communication between the Contractor and the Consultant shall be closely managed by the Civic Projects Manager. No directives shall be made by the Consultant to the Contractor without written approval from the Civic Projects Manager. All original project documents and final project reports shall be furnished to the City within 60 days following filing of the Notice of Completion. Maintain field memoranda, transmittals, updated schedules, logs of shop drawings and other submittals, logs of requests for information, change orders, progress payment requests, progress meeting reports, testing/inspection reports, dates of utility service interruptions, and all other project correspondence. Monthly progress reports shall be prepared and submitted (electronically) to the City's Civic Projects Manager and shall include the following elements: a) Summary of the prior month's main accomplishments and cun-ent construction activities. Include an evaluation of last month's report of expected task completion to actual. b) Overall Contractor's conformance to contract schedule and quality requirements. This will include a baseline schedule comparison showing all new tasks, deleted tasks, changed tasks and duration changes. c) Identification of key problems, action items, and issues, including recommendations for solutions. d) Summary of progress payments, change orders, disputes, submittals, RFl's, and Notices of Noncompliance. Provide a detailed budget versus actual and projected cost analysis of expenditures and encumbrances. Provide a detailed evaluation of the Contractor Controlled Contingency and Owner Controlled Contingency. e) Photographs of representative project activities printed and electronically stored. f) Provide list of Deviation Activities and any con-ections taken/planned. Task 2.3 Photo Documentation Provide a videotape of preconstruction site conditions prior to any construction operation to confirm existing conditions within the limits of work, adjacent areas, and along haul roads to document and clearly depict pre-existing conditions. Take and develop constmction documentation photographs on a regular basis. Maintain a digital photographic library of all significant construction activities. Provide unique file names for photos with date and location information included. Take additional photographs to document differing site conditions, change order and claim items, and any special or unique conditions as they arise. Page 9 of 21 |1 REQUEST FOR QUALIFICATIONS — FIRE STATION #3 PROJECT CONSTRUCTION MANAGEMENT AND TESTING/INSPECTION SERVICES, CIP NO. 40031 Exhibit A Scope of Work CM Services Incorporate new software capabilities (Blue Beam, etc.) that allow photographs taken in the field to be linked to a PDF of the site plan/drawing/detail of the photographed location. A report of these photos linked to their location is to be provided monthly. Photos shall be uploaded to the City of Carlsbad's SharePoint site on a monthly basis. Task 2.4 Construction Progress Meetings Schedule and attend weekly construction progress meetings with the Architect, contractor and the City. Provide meeting agendas and discuss the schedule, near-term activities, clarifications and problems which need resolution, coordination with other contractors, status of change orders, etc. Prepare minutes of the meetings with identified action items. Prepare and distribute the minutes to the attendees within two wori<ing days. Include minutes in the monthly progress reports. Task 2.5 Shoo Drawings and Submittal Reviews The CM shall be responsible for processing and monitoring the status of all submittals. The CM shall provide a detailed review of the Contractor's submittals for coordination after receipt from the Architect. Submittals of a general nature (General Provisions & Division 1 Requirements) are to be reviewed and processed by the CM. Review of the Contractor's construction schedule and monthly updates shall be the sole responsibility of the CM with input provided from the Architect and City. CM will log, track, and monitor the Architect's role regarding the review of shop drawings, calculations, data samples, submittals, warranties and manuals from the Contractor. Shop drawings and submittals that significantly do not meet the specified requirements or design intent shall be returned to the Contractor with comments for corrections and resubmittal. Exception reports, that identify outstanding submittals or reviews needed, shall be prepared monthly by the CM. Task 2.6 Plans and Specifications Interpretation The CM shall review all responses to Requests for Infonmation (RFI) generated by the Contractor. The CM shall maintain a log of RFIs and provide written clarification to the Contractor in a timely manner. . Obtain and maintain specification referenced standards including: local and regional specifications, codes, standards, publications, regulations, applicable permitting cntena from local state and federal agencies, standard drawings and specifications of the local agencies, and related documents, as referenced in the contract documents and as required to perform the work. Task 2.7 Constmction Testing/inspection Services Provide as required testing/inspection to ensure that the Contractor's work is in compliance with the contract documents. Validate Contractor's daily reports of the construction activities Page 10 of 21 REQUEST FOR QUALIFICATIONS — FiRE STATION #3 PROJECT CONSTRUCTION MANAGEMENT AND TESTING/INSPECTION SERVICES, CIP NO. 40031 Exhibit A Scope of Work including weather conditions. Contractor's equipment and manpower, work performed, materials used, site visitors, note delays in work and reasons for the delays, and deficiencies. Prepare reports of deviations and non-confomnance to specifications and provide a timely response. Perform technical testing/inspection at the job site as required of materials and workmanship, and discuss with the Contractor appropriate revisions to the methods and procedures used in performing the wori<. The CMs may not authorize extra work or approve of work that deviates from the contract documents. Task 2.8 Progress Pavments Prepare project-related invoices and progress payments. Submit all invoices to the City's Civic Projects Manager with a recommendation stating the proper amount for payment. Use the Schedule of Values and actual quantities as a basis to prepare payment requests. The City will provide a fonnat for monthly progress payments. Task 2.9 Contractor's Claims and Change Orders Identify, prepare, log, and monitor all Contractor or City initiated claims, changes, extra wori<, and change orders. Assist the Civic Projects Manager with negotiating all claims to an agreed upon Contractor/Consultant/City conclusion. Submit change orders to the City for approval. Prepare a report providing statement of claim, extra work, or change; background leading to issue; resolution aftematives; and resolution recommendation for action by the City. Prepare written justification and independent cost estimates for each change order and negotiate costs with the Contractor. Prepare claims, extra woric, and change orders that require design modifications or clarifications, including revisions to the drawings, details, and specifications. Assist the Civic Projects manager with resolving claims, extra wori<, and change orders for changes to the wori< and obtain City approval. Task 3: Project Closeout Assist the City by prepare detailed project punch lists at closeout of the project, coordinating the various City Departments' and Architects' concems and con-ections. Attend punch list walk throughs with each City Department that requests to provide a punch list of corrective actions. . Upon correction of deficiencies, the CM shall schedule, coordinate, and conduct a final walk- through prior to the acceptance of work with the City's Civic Projects Manager, Fire Department, Facilities. Information Technology Department and Architect. Verify work, testing, cleanup and demobilization is complete. Check and submit final payment requests, two wori<ing days after final walk-through. Review and certify that the Contractor's project record drawings are complete and accurate. Prepare a Project Close-out Matrix of all tasks required by the Specifications and Contract Documents prior to close-out. Track the completion of these tasks. Validate the As- built documents are tme and accurate. Page 11 of 21 1^ REQUEST FOR QUALIFICATIONS — FIRE STATION #3 PROJECT CONSTRUCTION MANAGEMENT AND TESTING/INSPECTION SERVICES, CIP NO. 40031 Exhibit A Scope of Work Testing and Inspection Services In accordance with the contract documents and the California Building Code (CBC), provide geotechnical, special inspection and materials testing sen/ices during the earthwork operations, construction of the proposed structures, installation of the underground utilities, and construction of the pavement sections. Anticipated scope of services for this project to include, but not limited, to the following: • Perform field inspection and in-place density testing during earthwork operations. • Perform geologic/engineering field services to evaluate the suitability of foundation excavations, temp cuts, cut slopes, and removal bottoms. • Perform field obsen/ation and in-place density testing during utility trench backfill and preparation of the pavement sections. • Laboratory testing of the materials used for fill, backfill, and pavement construction. The tests performed are anticipated to include Proctor density/optimum moisture content with rock corrections, expansion potential, and R-value testing. Tests in addition to these may be performed as appropriate. Perfomi special inspection at the site of reinforcing steel. Perform special inspection at the site during placement of the structural concrete. Sample the fresh material and measure its temperature, and slump, as well as cast one set of four concrete cylinders for every 150 cubic yards placed, or fraction thereof, during a day's placement. Perform special inspection of structural masonry construction. Fabricate mortar, grout and prism specimens for laboratory testing at intervals specified by the CBC. As applicable, perform special inspection of structural steel erection by certified inspector of field welding and high strength bolt installation. Inspections will be made to confirm proper procedures and techniques (i.e. electrodes, pre-heat, fit-up, weld sizes and quality, proper installation and torque of high-strength bolts). Shop fabrication will not need special inspection services. Perform inspection of anchor bolt and all-thread rod installations with epoxy by a certified special inspector. Pull testing on installations will be performed when required by applicable ER report (ICBO report). Laboratory testing for strength testing of concrete, mortar, grout and prism samples. Provide as needed, project management and consultation including review of material submittals, response to RFIs, and preparation of letter reports summarizing obsen/ations and testing. Page 12 of 21 REQUEST FOR QUALIFICATIONS — FIRE STATION #3 PROJECT CONSTRUCTION MANAGEMENT AND TESTING/INSPECTION SERVICES, CIP NO. 40031 Exhibit A Scope of Work Other general information: • Geotechnical, special inspection and materials testing will be performed in accordance with the CSC, American Society for Testing and Materials (ASTM) Standards, and applicable building standards. • Grading operations will be perfomned in accordance with the recommendations contained in the geotechnical evaluation report, civil and architectural technical plans, and City standards. • Mass grading will performed over a two-month period with full time geotechnical observation and testing services. • Fine grading, utility trench backfill, retaining wall backfill, subgrade preparation and construction of the asphalt pavement sections. Geotechnical observation and testing services are anticipated to be on a half-time basis. • Masonry inspection will be performed on a continuous basis. • Concrete flatwork construction will be inspected on a periodic basis. Page 13 of 21 363601-010 2 January 10,2014 Customer shall indemnify, defend and hold SDG&E harmless from and against any and all liability arising out of, or in connection with, the violation or compliance with any local, state or federal environmental law or regulation as a result of pre-existing conditions at the job address. Customer agrees to accept full responsibility for, and bear all costs associated with, pre-existing environmental liability. Customer agrees that SDG&E may stop work, terminate the work, redesign or take other action reasonably necessary to complete the work without incurring any pre-existing environmental liability. If you cancel your request without giving the utility 3 business days notice, you will be charged a two-hour minimum fee. The fee must be paid to the utility before another outage will be scheduled. The remaining amount will be refunded to you. Please complete the billing name and address with the customer signature and date at the close of the letter. Return the original letter with your check payable to SDG&E and the Customer Payment Remittance form in the enclosed envelope. Please note that Project Management Offices are not able to accept payments. All payments must be mailed to: Customer Payment Services - CP61C San Diego Gas & Electric P.O. Box 129831 San Diego, CA 92112-9831 Please reference the SDG&E project number on your check. A duplicate copy of the letter is enclosed for your records. Your check must be received by Thursday, February 6'^ 2014 to maintain the planned schedule. In the interim, if you have any questions, please give me a call. Sincerely, Carole Cowley Customer Project Planner 760-480-7754 CC:rbm NOTE: Please list the name and address below of the party responsible for any additional billing or refunds. Billing Name City of Carlsbad Billing Address 405 Oak Ave. Carlsbad Ca. 92008 Customer Signature Date July 8, 2014