Amendment to Professional Services Agreement
Form approved by the City Attorney 8-8-14
SECOND AMENDMENT
TO PROFESSIONAL SERVICES AGREEMENT NUMBER F002460
WITH GREEN VALLEY CONSULTING ENGINEERS, INC.
This Second Amendment to Agreement number F002460, dated A pril 15, 2022 ("Agreement") is made as of this _____ day of ______, 2023, by and between the City of Santa Rosa, a municipal corporation ("City"), and Green Valley Consulting Engineers, Inc., a California Corporation ("Consultant").
RECITALS
A. City and Consultant entered into the Agreement for Consultant to provide Construction Management and Inspection Services for Fire Damaged Roadway Landscapting, project number C02300. Amendment 1 added a Charge Number for payment of a portion of services that are eligible for Federal reimbursement, and extended the agreement by one year.
B. City and Consultant now desire to amend the Agreement for the purpose of adjusting the schedule and adding addition inspecting staff.
AMENDMENT
NO
W, THEREFORE, the parties agree to amend the Agreement as follows:
1. Section 1. Scope of Services
Exhibit A to the Agreement is supplemented by Exhibit A-1 to this Amendment.
2. Section 2. Compensation
Section 2(c) is amended to increase the compensation payable to Consultant under the Agreement by $384,890 to read as follows:
Notwithstanding any other provision in this Agreement to the contrary, the total maximum compensation to be paid for the satisfactory accomplishment and completion of all tasks set forth above shall in no event exceed the sum of one million thirty one thousand nine hundred thirty two dollars ($1,031,932). The City’s Chief Financial Officer is authorized to pay all proper claims from Charge Number 17626.
All other terms of the Agreement shall remain in full
force and effect.
Executed as of the day and year first above stated.
EXHIBIT A
Amendment to Professional Services Agreement
Form approved by the City Attorney 8-8-14
CONSULTANT:
Name of Firm: Green Valley Consulting
Engineers, Inc.
TYPE OF BUSINESS ENTITY (check one) :
_____ Individual/Sole Proprietor
_____ Partnership
__ X___ Corporation
_____ Limited Liability Company
_____ Other (please specify: ___________)
Signatures of Authorized Persons :
By: _____________________________
Print Name:__Liz Ellis ____________
Title: __President __________________
By: _____________________________
Print Name:___Annie Kohl____________
Title: __Secretary _________________
City of Santa Rosa Business Tax Cert. No.
06511656 ________________
CITY OF SANTA ROSA
a Municipal Corporation
By:_________________________________
Print Name: _____Natalie Rogers______
Title:________Mayor_______
APPROVED AS TO FORM:
____________________________
Office of the City Attorney
ATTEST:
____________________________
City Clerk
Attachment: Exhibit A-1 - Scope of Services
municipal engineering
civil engineering
construction management
land surveying
Restoring Yesterday…Creating Tomorrow
335 Tesconi Circle, Santa Rosa, California 95401 · web www.gvalley.com · tel 707.579.0388 · fax 707.579.3877 October 9, 2023
Mr. Danny Chen
City of Santa Rosa
Transportation and Public Works Department
69 Stony Circle
Santa Rosa, CA 95401
Re: Amendment #2 for Construction Management and Inspection Services for the Fire Damaged Roadway Landscaping (Project)
Dear Danny:
Per previous correspondence we are submitting this request for an amendment to our original contract for CM and Inspection services. This will be amendment #2, with the first amendment being a non- monetary one that was prepared by the City for the amendment of charge codes to our original contract.
There are several issues that have required an amendment to our Contract. It has been a challenging project with the Prime Contractor not having extensive experience as a lead on a municipal contract, which required additional time from our team on the startup as well as monitoring the progress of the Project. This inexperience required additional time on behalf of our CM to keep the project moving forward.
The Project was advertised for 231 working days, and we are currently at 238 working days with an exact number of working days still unknown to be added.
I have briefly summarized below the key items associated with this amendment. - An anticipation of 65 working days to be added to the original 231 working days to complete the scope of work as advertised (conservative estimate), including time anticipated for addressing punch list work at the end of the contract.
- Addition of Saturday work for an inspector. Saturday work was performed for most of the Contract and will continue to be needed to meet the proposed completion date prior to winter. - Long days beyond 8 hours for most of the contract due to the Contractor’s work schedule, need to monitor traffic control plans at all times, verification of off-site plant material, etc. municipal engineering
civil engineering
construction management
land surveying
Restoring Yesterday…Creating Tomorrow
335 Tesconi Circle, Santa Rosa, California 95401 · web www.gvalley.com · tel 707.579.0388 · fax 707.579.3877 - Addition of a second inspector after the Contractor added additional crews for irrigation main installation, and the directional drill crew and electrician all moved to different locations throughout the project limits every day. With crew sizes of up to 50 workers that were spread out over 3 miles the 2nd inspector was needed and continues to be needed to keep up with the tracking and measuring of quantities and ensure conformance with the contract documents.
Currently the progress is slower than anticipated due to the need to hand water with water trucks to keep the plant material alive until the situation of payment for water meters is resolved. This also leads to the need for monitoring traffic control plans, inspection of plant material to ensure it is kept alive and stolen material replaced, etc.
The weekly progress reports and daily inspection reports have a more in-depth explanation of the work that has been performed for reference if needed. This project remains an amazing opportunity for our team, and we hope that you have continued confidence in our firm and staff! In summary, our request for an amendment is to continue our CM and Inspection efforts for the listed items as well as the mandatory processing requests for information, field directives, change orders, pay estimates and weekly meetings. Please let me know if you require additional information on this request and thank you for your consideration of the attached.
Original Contract $647,042
Amendment #1 $0
Amendment #2 $ 384,890
Total $ 1,031,932
Regards:
Liz Ellis, P.E
C050830
Amd #2 Detailed Fee Estimate for Construction Management & Inspection Client Name:
Project Description:
Date:
Fees Below are Valid from July 1, 2023 through June 30, 2024 Classification:
Project
Manager
Construction
Manager
Construction
Inspector
Construction
Inspector OT
Admin
Direct Costs
Total Hours
Total Costs
Hourly Rates: $225 $225 $165 $185 $80 Remarks
Task 1 - Pre-Construction Meeting & Start up 0 $0
Task 2 - Submittal Management 0 $0
Task 4 - Daily Field inspection & Documentation -
Initial Contract 12 600 100 40 752 $123,400 2nd Inspector for Original contract
Task 4 - Daily Field inspection & Documentation 64 800 104 20 988 $167,240 Based on 65 working days and 2nd inspector
Task 5 - Requests for Information (RFI) 0 $0
Task 6 - Construction Management 24 240 32 296 $61,960 Based on 3.5 hrs/day for CM for 65 days
Task 7 - Change Order Management 0 $0
Task 8 - Payment Management 0 $0
Task 9 - Progress Meetings 0 $0
Task 10 - Public Relations and Notifications 0 $0
Task 11 - Reporting 0 $0
Task 12 - Claims Avoidance & Conflict Resolution
(T&M As Needed) 0 $0
Task 13 - Closeout & Record Drawings 24 16 40 $8,040
Vehicle - Inspector $24,250 $24,250 Vehicle charge of $15/hr Hours Subtotal 100 264 1,416 204 92
Cost Subtotal $22,500 $59,400 $233,640 $37,740 $7,360
Hours Total 100 264 1,416 204 92
Cost Total $22,500 $59,400 $233,640 $37,740 $7,360
Contingency (0%)
Grand Total
$24,250 2,076 $384,890 Total Not to Exceed
-$
384,890.00$
City of Santa Rosa
C02300 Fire Damaged Roadway Landscaping
October 10, 2023
$24,250 2,076 $384,890