____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting:
Disposition:
Agenda Item: 4.g
Meeting Date: May 6, 2024
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: Theo Sanchez, Associate Civil Engineer
April Miller, Public Works Director
City Manager Approval: __________
TOPIC: THIRD STREET REHABILITATION PROJECT
SUBJECT: AUTHORIZE THE CITY MANAGER TO ENTER INTO THE SECOND AMENDMENT TO
THE PROFESSIONAL SERVICES AGREEMENT WITH COASTLAND CIVIL
ENGINEERING FOR CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES
ASSOCIATED WITH THE THIRD STREET REHABILITATION PROJECT, IN AN ADDITIONAL AMOUNT OF $21,280, INCREASING THE TOTAL NOT-TO-EXCEED AMOUNT OF THE AGREEMENT TO $1,569,580
RECOMMENDATION:
Staff recommends that the City Council:
1. Authorize the City Manager to enter into the second amendment to the professional services agreement with Coastland Civil Engineering for construction management and inspection services associated with the Third Street Rehabilitation Project, in an additional amount of $21,280, increasing the total not-to-exceed amount of the agreement to $1,569,580.
2. Authorize a supplemental budget appropriation with Gas Tax funds (#206) in an amount not to exceed $21,280.
BACKGROUND:
The Third Street Rehabilitation Project proposes roadway, pedestrian, and bicycle improvements from Miracle Mile to Union Street.
On June 21, 2021, the City Council awarded the professional services agreement for construction management, inspection, and material testing associated with the Third Street Rehabilitation Project to Coastland Civil Engineering for $1,168,300.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
On April 3, 2023, the City Council authorized the City Manager to enter into a first amendment to the agreement with Coastland Civil Engineering for $380,000, increasing the total not-to-exceed amount under the agreement to $1,548,300.
ANALYSIS:
Due to several change orders, including expanded pavement rehabilitation, conversion of B Street to two-way traffic, and revisions to the traffic signal lights at A Street, Third Street, Second Street, and Fourth Street, the planned construction management and inspection hours were exhausted. As a result, there is a need for additional construction management and inspection hours to support the completion of the project.
FISCAL IMPACT:
The proposal from Coastland Civil Engineering to provide additional construction management and inspection services totals $21,280. These additional services would increase their total contract amount from $1,548,300 to $1,569,580.
Because the cost of this amendment exceeds the approved budget of $1,548,300, a supplemental budget appropriation for $21,280 is required. Gas Tax funds (#260) are available to support this budget augmentation.
OPTIONS:
The City Council has the following options to consider on this matter:
1. Authorize the City Manager to enter into the second amendment to the agreement and supplemental budget appropriation as recommended.
2. Do not authorize the City Manager to enter into the second amendment to the agreement nor supplemental budget appropriation and provide further direction to staff.
RECOMMENDED ACTION:
Staff recommends that the City Council:
1. Authorize the City Manager to enter into the second amendment to the professional services agreement with Coastland Civil Engineering for construction management and inspection services associated with the Third Street Rehabilitation Project, in an additional amount of $21,280, increasing the total not-to-exceed amount of the agreement to $1,569,580.
2. Authorize a supplemental budget appropriation with Gas Tax funds (#206) in an amount not to exceed $21,280.
ATTACHMENT:
1. Second Amendment to the Professional Services Agreement with Coastland Civil Engineering