HomeMy WebLinkAboutEngineering Services Contract Review CITY OF DUBLIN
P.O. Box 2340
Dublin, CA 94568 (415) 829-4600
DATE: May 17 , 1984
TO: City Council
FROM: City Manager
SUBJECT: ENGINEERING SERVICES CONTRACT REVIEW
On May 14 , 1984 the City Council approved the contract evaluation
criteria proposed for the review of the Engineering services
provided by Santina and Thompson and TJKM. The City Council also
requested the City Manager to prepare a report evaluating the
services in accordance with the adopted criteria. In accordance
with City Council direction, the following evaluation has been
prepared.
CONTRACT COMPLIANCE
In order to begin the evaluation of the Engineering services the
City receives , several months ago I asked the City Engineer to
prepare a self-evaluation with respect to those engineering
services provided to the City during calendar year 1983 . (A copy
of this evaluation has been attached for your review. ) I have
reviewed Mr . Thompson ' s self-evaluation and concur that Santina
and Thompson and TJKM have more than adequately met the terms of
the contract in the areas of Administrative Engineering, and
Traffic Engineering and Development Review. With respect to
Capital Projects , Santina and Thompson have done an excellent job
in assisting the City in identifying and planning for the Capital
" needs of the City through their assistance in the development of
a Five Year Capital Improvement Program. Quality of construction
has been adequately monitored by Santina and Thompson to assure
that the improvements in place are a nice addition to the City ' s
infrastructure .
AVAILABILITY
As indicated in Santina and Thompson ' s self-evaluation, the
established Engineering office hours are 10 : 00 a.m. - 5 : 00 p.m. ,
Monday, Wednesday and Friday. In addition a toll free number to
Santina and Thompson ' s Walnut Creek office is available to staff,
Council and those individuals needing the services of the City
Engineer . The City Engineer has also attended Council meetings
when required and has attended numerous meetings outside of his
normal office hours at the request of the City staff, developers,
members of the community and community groups . The public demand
for engineering services more than justifies the City Engineer
providing office hours at least three days a week .
RESPONSIVENESS
In my judgement the City Engineer has been very responsive to the -
staff and the public . I have heard few, if any, complaints
regarding response time of engineering staff . Those complaints
regarding the Engineering staff which I have heard from members
of the community, relate more to disagreement over the solution
to problems, especially traffic . In my experience, these
disagreements are common, in that most traffic complainants do
not view the overall traffic picture . Upon request, the
Engineering staff have assisted the City 'Manager in making
•
presentations to groups such as the Chamber of Commerce and
meeting with groups regarding traffic such as the Amador Valley
Boulevard residents . In the winter of 1982-83 the City Engineer
provided on-site assistance to residents who had experienced
flooding problems . Althought the City Council is the final judge
of the responsiveness of engineering staff to the Council, in my
view the City Engineer has been responsive to Council requests
for service and in terms of reporting back to the Council when
necessary.
COST EFFECTIVENESS
a. Adequacy of control exercised over project costs during
construction. During the last year, the City has
experienced cost overruns on certain projects while
under construction . The result is that total project
costs exceeded budgeted funds, and thus require budget
adjustments by the City Council after the fact. In some
cases these overruns are the result of change orders
authorized by the City Engineer during project
construction. Often times the change order is a result
of encountering an unanticipated problem in the field.
On a few occasions , the Engineer has recognized the need
to undertake a minor project during construction that
would be more costly to undertake by itself. Although
this makes good dollar sense for the City, it does point
up the need for the City Council to adopt a policy
regarding change orders, so that such overruns are
authorized by the City Council ahead of time when
possible . This will assure that costs stay within
approved project budgets .
b . Ability to obtain grants to offset General Fund
expenditures . The City ' s engineering staff has
successfully competed with other valley cities in
Alameda County in obtaining $140 , 000 in Federal Aid
Urban funds during 1982-83 ( 26% of available funds ) ; and
$405, 000 in Federal Aid Urban funds during 1983-84 ( 60%
of available funds ) . This is noteworthy in that Dublin
represents less than 15% of the population of the
valley. In addition, it appears quite likely that
Engineering staff will be successful in obtaining a
grant from the State Office of Traffic Safety that would
include accident studies , radar and a microcomputer for
the City.
Apart from grants , the engineering staff has
successfully negotiated the funding of some public
improvements by developers, which affect the costs to
the City ' s General Fund. The formation of an
Underground Utility Committee by the City Engineer has
resulted in better coordination of street work, which in
the long run will save the City money on its street
projects .
c . Can the same level of service be provided at a lower
cost? In my mind this is the most critical question
that needs to be answered after the City' s first year of
contracting with Santina and Thompson for engineering
services . As shown on Exhibit A, I have identified
those engineering costs inccurred by the City during
Calendar year 1983 . The actual total engineering cost
for the year was $305, 790 . The City also was charged
for materials and non-engineering services including
printing, aerial photography etc . in the amount of
$33 , 122 .
With respect to the total cost for engineering services ,
$193 , 513 or approximately 63% were for capital or
special projects authorized by the City Council . In the
case of a major traffic studies (approximately $26, 000 )
nearly the entire cost of the studies consist of
engineering services . Many full service cities contract
such studies to outside engineering firms . The average
hourly rate for the above studies was $39 . 80/hour, which
is quite competitive with the rates quoted to the City
by other engineering firms interviewed by the City in
December 1982 .
In judging the cost of engineering services related to
those Capital projects which result in construction,
most cities negotiate engineering services as a
percentage of the total construction cost . These cities
typically use compensation curves from the American
Society of Civil Engineers (ASCE) Manual and Report on
Engineering Practice #45 . These curves identify
engineering compensation for project preliminary design,
plans and specifications, and construction. Inspection
costs typically run 3% to 5% in addition to the
percentage for engineering established by the ASCE
curve . Identified in Exhibit B (see attached) is a list
of those capital projects undertaken and proposed to be
undertaken as part of the Five Year Capital Improvement
Program. Of the 32 projects listed, the actual cost or
estimated cost of Santina and Thompson performing the
engineering and inspection work is equal to or less than
the ASCE curve on 22 projects . For those projects,
where the costs have or will exceed the curve, do so
because of special problems that are encountered, or the
engineer anticipates encountering . In my judgement
those project engineering costs which Santina and
Thompson charge the City are quite competitive with
other consulting engineers . The cost of providing these
same services with engineers hired as City Employees
would be less under most circumstances . However, it
would take much longer for City 'employed engineers to
accomplish the same amount of work, in that a consulting
engineer can bring more people into the project at
anyone time in order to complete a project. In addition
in Dublin ' s case, in order to get the same range of
engineering expertise ( i .e . from Draftsman to City
Engineer) more employees would have to be hired than the
City really can use .
For those engineering services required by private
development, the City incurred approximately $40, 069 in
engineering costs . These costs are covered by fees
charged those who request the service.
General Traffic Engineering services totalled $8,388 and
General Engineering Services totalled $63, 820 . For the
General Engineering costs the City was provided a total
of 1, 020 hours in service by Santina and Thompson. With
respect to this area of service, I investigated the
possibility of hiring a Public Works Director/City
Engineer to provide these services, but yet still
contracting with TJKM and Santina and Thompson for
development review, capital projects and traffic
engineering . A City Employee Public Works Director/City
would have approximately 1850 productive work
hours/year . Assuming the same amount of time devoted to
General Engineering Service was required and
approximately 300 hours/year were required to review
work performed under contract . The Public Works
Director/City Engineer may have approximately 530
hours/year available for Public Works supervision. It
is important to note that under this arrangement the
City would still have to pay the cost of the Principal
Engineer coordinating the work being undertaken by
Santina and Thompson. The annual costs of this
alternative is as follows :
Public Works Director/City Engineer $60,000
Additional Contract Coordination Cost 17, 00
$77 , 000
Present General Engineering Cost 63, 820
Difference $13 , 180 -
As shown above the cost of hiring a full-tire
Works Director/City Engineer would cost the City $13 , 180
more per year . However, that individual would have a
total of 530 hours to spend in Public Works management
and supervision . However, I have received a proposal
from a private Public Works management firm that would
be willing to contract with the City for public work
services . The proposed cost for public works supervision
would be $29/hour or $15 , 370 for an equivalent amount of
hours . This is approximately $2, 200 more than the cost
identified above, but could provide the City with a much
higher level of service with the flexibility of
expanding or contracting hours based on need, which is
not possible with a City Employee .
It is my opinion that at this time the services provided
by Santina and Thompson are cost effective and provide
the City with the flexibility to make changes in
engineering services and public works management when
circumstances dictate in the future.
PROGRAM DEVELOPMENT AND IMPLEMENTATION
a. Are projects implemented in a timely manner? Yes .
b. Are projects identified and developed that adequately
address the City ' s needs? Yes .
c . Is engineering information provided reliable and
accurate? In most cases , yes . However, there have been
several occasions where costs have been underestimated,
and where a mistake on a schematic diagram unnecessarily
confused residents .
ENGINEERING SERVICES
CONTRACT
EVALUATION FORM
1. CONTRACT COMPLIANCE (Has Contractor complied with the conditions set
forth in the Contract agreement in the following areas?)
a. Administrative YES NO
b. Traffic Engineering YES NO
c . Development Review YES NO
d. Capital Projects YES NO
Comments
2 . AVAILABILITY (Has Contractor been available to answer questions ,
handle complaints and problems and meet those requiring
engineering services?)
All of Most of Not Enough
the Time the Time Time
City Council
Public
Comments
3 . RESPONSIVENESS (Has contractor responded quickly to providing solutions
to problems and to requests for information, and been willing to
undertake special projects and presentations upon requests?)
Most of
Yes the Time No
City Council
Public
Comments
4 . COST EFFECTIVENESS
a. Does Contractor exercise adequate control over project costs
during construction?
YES NO
Comments
b. Has Contractor demonstrated the ability to obtain grant funding
for the City?
YES NO
Comments
c . Are the services provided by the Contractor cost effective or
could they be provided at a lesser cost?
Cost Effective Lesser Cost
Comments
5 . PROGRAM DEVELOPMENT & IMPLEMENTATION
a. Does Contractor implement projects in a timely manner?
YES NO
Comments
b. Does Contractor identify and develop projects that adequately
address the City ' s needs?
YES NO
Comments
c . Is the engineering information provided by the Contractor
accurate and reliable?
YES NO
Comments
OVERALL EVALUATION COMMENTS
•
•
EXHIBIT A
CALENDAR YEAR 1983
ENGINEERING COST
BREAKDOWN
Ave Cost
Santina & Thompson Cost . Hours Per Hour
General Engineering $ 63 , 820 1020
Engineering Paid for by 38, 068 578
Outside Fees
Streetlight Assessment 16 , 907 286
District
Capital Projects 161, 594 3, 179
Subtotal $280 , 389 5, 063 $55 .38
Materials & Other Services 31, 022
TOTAL COST $311, 411
TJKM
General Traffic Engineering $ 8, 388 217
Engineering Paid for by 2 , 001 41
Outside Fees
Major Studies 15, 012 454
Subtotal $25 , 401 712 $35 . 68
Materials & Other Services 2 , 100
TOTAL COST $27 , 501
•
EXHIBIT B
List Of Projects and Respective
Design and Inspection Quotes
(budgets)
ASCE
+
PROJECT NAME CONSTRUCTION ENGR BUDGET % 4%
1) Street approach
& street number signs $ 24,650 3,100 12.5 16.0
2) Street tree program 70,000 10,000 14.3 16.0
3) Downtown street lights 320,000 30,000 9.4 13.4
4) Dublin/Silvergate &
Village Parkway medians 59,672 8,570 14.3 16.0
5) 3 street rehab projects 455,000 56,000 12.3 12.6
6) Traffic signal Dublin Blvd/AP Rd 74,600 15,000 20.1 16.0
7) Dougherty Rd Imp. 136,000 19,000 14.0 15.5
8) Traffic signal - Donlon/Dublin 100,000 17,000 17.0 15.6
9) San Ramon Phase I 66,000 9,000 13.6 16.0
10) San Ramon Phase II 880,000 105,000 11.9 11.7
11) San Ramon Phase III 760,000 90,000 11.8 11.8
12) San Ramon Phase IV 750,000 85,000 11.3 11.8
13) Landscaping - 3 streets 460,000 52,000 11.3 12.7
14) Traffic signal AVB/Stagecoach 100,000 17,000 17.0 15.6
15) Median reconstruction -
Amador Valley Blvd. 350,000 50,000 14.2 13.2
16) Traffic signal etc,
Dublin/Sierra 180,000 25,000 13.8 14.4
17) Traffic signal - Alcosta/S.R. 105,000 22,000 20.9 15.6
18) Landscaping Village Parkway 300,000 35,000 11.7 13.4
19) Landscaping - AVB 225,000 30,000 13.3 14.0
20) Sidewalk repair 160,000 30,000 18.7 14.7
21) Village Parkway Wall 180,000 20,000 11.1 14.3
22) Village Parkway - Landscape
wall 150,500 14,500 9.6 14.8
23) San Ramon Hillside -
Landscaping 200,000 30,000 15.0 14.2
24) Dublin Blvd Phase I 125,000 13,000 10.4 15.4
Phase II 200,000 25,000 12.5 14.2
Phase III 400,000 40,000 10.0 12.9
25) Street overlay Program I 115,000 15,000 13.0 15.5
Program II 90,000 10,000 11.1 16.0
Program III 90,000 10,000 11.1 16.0
Program IV 90,000 10,000 11.1 16.0
26) Traffic signal interconnect 225,000 25,000 11.1 14.0
27) Traffic signal etc
Dublin/Clark 175,000 20,000 11.4 14.3
28) Traffic signal etc
Dublin/Dublin Ct. 180,000 25,000 13.9 14.3
29) Bus route improvements 100,000 12,000 12.0 15.6
30) Traffic signal - VP/Tamarack 100,000 17,000 17.0 15.6
31) Traffic signal - VP/Brighton 100,000 17,000 17.0 15.6
32) Traffic signal - VP/Lewis 95,000 12,000 12.6 15.7
EXHIBIT C
cp, SANTINA & ENGINEERING SURVEYING
THOMPSONINC. CONSU CONSULTANTS
1040 Oak Grove Road, Concord, California 94518 (415) 827-3200 Telex 338563 Santina
May 16 , 1984
Mr. Richard Ambrose, City Manager
Dublin City Hall
6500 Dublin Blvd.
Dublin, CA 94568
Subject: Contract review
Dear Rich:
As part of our annual contract review, I would appreciate it if
you would ask the Council for a revision in both our hourly
charge rates as well as those of TJKM (copy of proposed rates
are enclosed) .
Santina and Thompson' s rate changes reflect an overall revision
based on our review of in house salaries and market fees .
Individual rates both increased and decreased based on the level
of work. Please note that work done at Dublin is charged at 80%
of these charge rates including City Engineer and Inspector.
The TJKM rates are based on their cost of living increases .
Their work for studies is charged at 80% of published rates as
well.
Thank you for your c. sideration.
Very truly yours,
(-7' ) I ,
Lee S. Thompson
Vice President
LST/sw
Enclosures
Offices in Concord and Los Angeles
0 ENGINEERING
SANTINA & THOMPSON INC. SURVEYING
PREYING
PROPOSED HOURLY CHARGE RATES
1983 1984 CHANGES
PRINCIPAL $ 80 . $ 84 . + 4 .
ENGINEERING:
Project Manager $ 69 . $ 72. 3 .
Senior Engineer 57 . 60. + 3 .
Associate Engineer 53 . 48 . - 5 .
Junior Engineer 50 . 38 . -12.
Public Works Inspector
( includes vehicle) 50 . 50 .
PLANNING:
Director of Planning $ 64 . 62. - 2 .
Senior Planner 55 . 57 . + 2.
Associate Planner 44 . 45. + 1.
Junior Planner 44 . 38 . - 6 .
DRAFTING/GRAPHICS:
Senior Draftsman $ 48 . 45 . - 3 .
Associate, Draftsman 39 . 40. + 1.
Junior Draftsman 40 . 35. - 5 .
Graphic Artist 34 . 30 . - 4 .
Cartographer 29 . 30. + 1.
CLERICAL $. 28 . 25. - 3 .
SURVEY
Survey Manager $ 65 . 62. - 3 .
Survey Supervisor 60 . 60 .
Office Surveyor
(Research & Calcs.) 56 . 56.
Associate Office Surveyor 44 . 44 .
Junior Office Surveyor 29 . 29 .
Hydro Survey 210 . 215. - 5 .
3-Man Party 149 . 150. + 1 . _
2-Man Party 109 . 109.
1-Man Party 64 . 62. - 2 .
FEE 5 14-2 E ?--c D v c �.- e,-(J 0 •/o t o%L Pc LL to 0 - c_61---,,,ti c.-s...
?cL-p'SC G'r ci-\nl G• tz t1 (4 Cm- W(721 L .
EXHIBIT D
k
PLEASANTON
SACRAMENTO
FRESNO
TRANSPORTATION CONSULTANTS CONCORD
May 17 , 1984
Mr. Lee Thompson
City Engineer
City of Dublin
6500 Dublin Boulevard, Suite 101
Dublin, CA 94566
Dear Lee:
I understand the City Council is reviewing the contract for engineering
services , including services by TJKM. We have enjoyed our relationship
with the City and hope to continue in a similar arrangement as in the
past.
I have enclosed our current rate sheet which gives our hourly billing
rates. We update these rates annually in March, and are therefore now
using rates for Dublin which were established in 1982. For this reason,
we would request that any new contract include the current rates . On
this basis , we would be willing to continue offering our services at
80% of these new rates for on-going traffic engineering services. For
services related to capital improvement projects , the full rates would
apply. Virtually all of our services to date have been in the 80%
category.
As you are aware , TJKM offices have been relocated from Walnut Creek to
north Pleasanton, so we are in a position to be very responsive to the
City of Dublin.
Very truly yours ,
T, VttAcl
Chris U. Kinzel
psw
Enclosure
l bc: Richard Ambrose
\ 4637 Chabot Drive, Suite 214/ Pleasanton, California 94566• (415) 463-0611
TJKM HOURLY RATE SCHEDULE
Principal $90
Principal Associate 78
Senior Associate 74
Associate 89
Senior Traffic Engineer 65
Senior Transportation Engineer 65
Traffic Engineer 55
Assistant Traffic Engineer 44
Traffic Engineering Assistant 39
Technician II 34
Technician I 22
Senior Draftsman 34
Draftsman 29
Secretarial 32
Computer 30
Above rates include standard overhead items.Travel costs are billed at 30 cents/mile.
Outside services are billed at cost plus 10 percent for handling.
Unless otherwise noted. total fee quoted is an estimated maximum. TJKM reserves
the right to invoice additional costs incurred, following notification of client.
Unless otherwise specified, attendance at meetings to present or discuss study
findings is not included in basic fee and is invoiced per this schedule.
Invoices are due and payable within 30 days. Invoices paid after 30 days will be
subject to separate billings of 1-1/2 percent per month of unpaid balance. Late
charges are not included in any agreement for maximum charges.
Expert witness charges available on request.
Effective March 1, 1984.
TJKM
PROPOSED HOURLY CHARGE RATES
1983* 1984* Changes*
Principal $80 $90 +10
Senior Associate 67 74 + 7
Senior Traffic Engineer 57 65 + 8
Traffic Engineer 49 55 + 6
Assistant Traffic Engineer 37 44 + 7
Traffic Engineering Assistant 32 39 + 7
Technician II 27 34 + 7
Technician I 17 22 + 5
Senior Draftsman 27 34 + 7
Draftsman 20 29 + 9
Secretarial 25 32 + 7
* Fees are reduced by 20% for General Traffic Engineering work.
•
EXHIBIT E
GINEERING
SANTI NA & EN SURVEYING
THOMPSON INC. PLANNING
1040 Oak Grove Road, Concord, California 94518 (415) 827-3200 Telex 338563 Santina
•
February 6, 1984
Mr. Richard Ambrose
City Manager
P.O. Box 2340
Dublin, CA 94568
Subject: Annual Review
Dear Rich:
In anticipation of our annual contract review, I have outlined
the services that we have performed as they relate to our contract.
I am also attaching a list of Council agenda items which we have
either generated or had major input into.
Our initial goals which we understand to be the goals of the City
Council have been service to the residents of Dublin and to identify
and begin taking steps to rectify traffic safety and capital im-
provement deficiencies within the City.
We propose to continue on these goals and to add the establishment
of a pavement and landscaping maintenance program and to clean up
the ordinances, standard plans, specifications and procedures
which we have inherited from the County and which effect the engin-
eering and public works functioning of the City.
We look forward to continuing our contract with the City at the
--� approval of you and the Council.
If you have any questions, or suggestions, please let me know.
Very truly you ,
14/
Le Thom n
LT/sw
Enclosures
Offices in Concord and Los Angeles
SANTINA & THOMPSON, INC. - CITY OF DUBLIN ENGINEERING
1983 - SELF REVIEW OF ANNUAL SERVICES CONTRACT
I. DUTIES OF CONSULTANT
Consultant agrees to provide those engineering services that
may be required by the City of Dublin during the term of this
agreement in a prompt, professional and workmanlike manner in
accordance with the standards of the engineering profession.
All work shall be completed to the satisfaction of the City
Manager. The City may, at its discretion, request performance
by consultant of any of the following duties:
A. Administrative Duties
1 . Perform the statutory responsibilities of
the City Engineer.
Lee Thompson has been serving as the City
Engineer for the statutory duties such as
reviewing and signing Final Maps, Assessment
Districts Engineer's Reports, Subdivision
Improvement Plans and other similar docu-
ments and reports.
2 . Analyze the City' s engineering needs and
recommend programs to the City Manager
consistent with the economic capabilities- of
the City.
In our analysis of the City needs for capi-
tal improvements, we have recommended a
systematic series of studies and establish-
ment of base data and mapping. Recommenda-
tions are then generated for capital im-
provements on a total street, area of the
City, or other logical division so that the
City takes the initiative on problems rather
than reacting to problems or complaint ba-
sis. The five year capital improvement
program is a result of this process and is
expected to be updated on an annual basis.
Other programs initiated include street
lighting, sidewalk repair, street identifi-
cation sign system and entire street traffic
studies.
•
Our goal for this next year is to work and
aid in the establishment of maintenance
programs such as a pavement rehabilitation
program and landscaping maintenance. We
also plan to review and. recommend revisions
to the City's subdivision ordinance, public
improvement specifications, and standard
plans. We will be reviewing fees and ordin-
ances as they relate to engineering, and
public works.
3 . Attend meetings with City Staff, public
officials, community leaders, developers,
contractors , and the general public as
required by the City.
We have attended numerous meetings with
adjacent City Officials, Cal-Trans staff,
utility personnel, developers, contractors
and the general public. We have also initi-
ated an underground utility committee which
meets on a regular basis to discuss coord-
ination problems, do advanced planning and
establish priorities for underground utility
districts.
4. At the direction of the City, review and
comment on planning programs and land devel-
opment projects which are not only located
within the City, but also located outside
the City and may have an impact on the City.
Review has been made and recommendations
developed as they relate to public safety
and improvements (grading, drainage, right-
of-way, street improvements and traffic
impacts) for all private projects that have
been processed through the City. Contacts
for projects outside the City have included
the BARTD study, Cal-Trans improvements,
signal in San Ramon at Alcosta and at the
Alcosta freeway ramp, extension of Stage-
coach Dr. into San Ramon, Pleasanton signals
at Dougherty overcrossing and the Neilson
Ranch as a portion is within the County.
5 . When directed, supervise the accounting of
State Highway User Funds from the standpoint
of meeting State requirements for the expen-
diture of such funds.
As requested, we have generated some of the
data for the State Highway User Funds report
as it relates to improvements paid for by
the private developers.
2
6 . Advise the City Manager as to the
engineering and construction financing
available from other governmental agencies
and when so directed, prepare and initiate
application for such fundings.
Our largest success has been the generation
of and application for Federal Aid Urban
funds. Previous to our being hired, the
City was allotted 13% of the Tri Valley Area
FAU monies. Last year we were successful in
obtaining $140, 000 or about 26% of the
available monies and this year we obtained
$405, 000 of $705,000 or about 60% of the
available funds.
We have also applied for State Office of
Traffic Safety monies for a traffic speed
analysis study and equipment. We still have
not been notified of the results of this
grant. In addition, we have applied for
State Elimination of High Accident Location
monies for the Dougherty Road/Dublin Blvd.
intersection.
7 . Recommend ordinances and regulations
pertaining to engineering matters.
We have written ordinances and resolutions
as they relate to traffic safety signing and
markings and have drafted the street naming
policy, banner policy and underground
utility district priority policy. Numerous
other resolutions have been written for
Council agenda review and approval.
8. Establish working relationships and
coordination with other public agencies and
private utilities involving engineering
matters affecting the City.
Working relationships have been established
with our three neighboring cities, Cal-
Trans, Alameda County and the various
utility companies and districts within
Dublin' s boundaries.
9 . Provide special engineering reports as to
such related matters as traffic studies,
assessment district formation, annexation,
etc., when so requested.
We have generated and/or reviewed two spe-
cial assessment districts, had input into
the sphere of influence of Dublin by analyz-
3
ing the outlying topography, and have recom-
mended several area wide traffic studies.
TJKM has made numerous studies and reports
to the Council as requested to identify
locations where the city streets are inade-
quate because of capacity or safety problems
and has recommended solutions to these pro-
grams.
10 . Administer and review issuance of encroach-
ment permits.
Last year we processed 42 encroachment per-
mits including utility repair and new
installations, house moves, - driveway
construction, and banner installations. In
addition we contacted and followed up on
about 15 illegal sign encroachments into the
public right-of-way.
B. Traffic Engineering Duties
1 . Act as City Traffic Engineer and give direc-
tion to and assist City Staff in performing
traffic studies as necessary and/or re-
quired.
Santina & Thompson, Inc. has processed num-
erous minor traffic complaint requests and
responded to the complaintant and taken
necessary steps for repair or installation
of signs and striping. TJKM has performed
many major traffic studies at the direction
of the City Council.
• 2 . At the request of the City, recommend solu-
tions to street design problems.
As part of the traffic studies undertaken,
solutions have been recommended as part of
the report to the Council.
3 . Provide general engineering consultation in
connection with traffic circulation, street
signs, noise impact, etc .
Many of the traffic studies that have been
completed or are underway, include regional
circulation matters such as impacts on the
major street system, improving and extending
these streets to handle future traffic
needs.
4
C. Development Review Duties
1 . Review proposed developments and make recom-
mendations pertaining to engineering consid-
erations . -
All current planning developments are re-
viewed and recommendations made as to off-
site mitigation impacts, frontage improve-
ments, needed rights-of-way, grading, drain-
age, parking design and access matters.
2 . Perform the statutory functions of City
Engineer pertaining to the review and check-
ing of subdivision maps. This includes, but
is not limited to the following:
a. Examine each tract map of each
subdivision within the City, with j
respect to its conformity with the
tentative map or maps, any approved
alterations, and applicable City
records and ordinances. The City
Engineer would be required to cer-
tify the map.
b. Examine each parcel map of each
division of land within the City
with respect to its conformity with
the tentative map or maps , any
approved alterations, and applica-
ble City records and ordinances.
The City Engineer would be required
to certify the map.
c . Provide detailed plan checking of
tract and parcel maps.
We have or are presently checking several
subdivision and parcel maps. Those maps
which were approved include Subdivision 4988
(end of Hansen) , 4719 (Kremco) and Parcel
map for Enea Plaza. We have been checking
two subdivision maps for Estate Homes and
two for the Neilson Ranch. A Parcel Map for
the Bedford Center was approved just after
the first of 1984.
One lot merger was processed for the Trinity
Office Building.
5
3 . Check improvement plans for facilities under
the jurisdiction of the City that are pre-
pared by private developers.
As part of the above Map checking, improve-
ment and grading plans have been reviewed.
Also several improvement plans for encroach-
ments have been reviewed for construction
including the office complex at the west end
of Dublin Blvd. and two on Scarlette Ct.
4. Establish performance and labor and material
bond amounts when required and require the
posting of such securities and other devel-
opment fees within the proper time sequence
of such development review.
Again, as part of the subdivision and Parcel
Map review, fees and security amounts are
established.
5 . Provide field inspection during the construc-
tion of such improvements by private devel-
opers and at the proper time recommend noti-
ces of completion andacceptanceof the work.
Field inspection has been performed on seve-
ral on-going subdivisions inherited from the
County as well as new ones processed through
the City. Inspection of encroachments have
also been done.
6 . Provide such necessary and related functions
that are the normal practice of the City in
the City Engineering review of private
developments.
All private developments have been reviewed
for the need for public improvements, rights-
of-way dedications, grading and drainage
improvements, engineering site improvements
for subdivisions, parcel maps, encroachment
permits and current planning reviews.
7 . Review engineering aspects of planning app-
lications.
We have reviewed all private development
submittals as they relate to public improve-
ments and engineering site work and made our
recommendation known generally to the Plan-
ning Department who in turn incorporates our
recommendations into reports to the Planning
Commission or handles them on a staff level
depending on the action required.
6
8 . Recommend acceptance for maintenance of
public improvements to the City Council.
The Pondorosa (Tract 4668) and Woodhill
(Tract 4236) subdivisions have been pre-
sented to the Council for acceptance of
public improvements within these tracts.
D. Capital Projects
1 . Assist City Manager in development of a
capital improvement program.
Our firm assisted in the preparation of the
City's first 5 year Capital Improvement
Program which will be updated on an annual
basis or as otherwise necessary.
2 . Provide assistance in preparation of con-
tract documents for capital improvement
projects .
We have completed or are presently providing
engineering design services on all projects
within this fiscal year's capital budget
including traffic studies, mapping programs
and capital improvement projects.
3. Upon specific and separate authorization by
the City, prepare plans and specifications
for capital improvement projects. It is
understood that Consultant will provide
design services for most capital improvement
projects. However, the City reserves the
right to bid any project or bring in
specialists when deemed necessary by the
City or the Consultant.
Projects which have been designed are the
Dublin Blvd. Silvergate intersection and
Village Parkway drainage improvements,
Dougherty Road improvements, signal at
Dublin Blvd. and Amador Plaza, street name,
approach and numbering signs, and defective
sidewalk replacement program. The others
are under design and will be completed in
the near future.
4 . Provide plan checking of and construction
observation during the course of construc-
tion of City undertaken projects.
We have inspected those projects which are
under contract including the completed Dublin/
Silvergate intersections and Village Parkway
7
drainage improvements. Inspection is just
about to begin on the sign project and the
Dublin/Amador Plaza signal project.
II. GENERAL CONDITIONS
A. Consultant agrees to provide a toll free telephone
number at consultants office to be used by City of
Dublin.
We have provided the agreed upon toll free
number (415/831-0909) .
B. Consultant agrees to establish regular office hours in
the Dublin City offices to the satisfaction of the
City Manager.
Our established office hours are Monday,
from 10:00 a.m. until 5:00 p.m. and all day
Wednesdays and Fridays. Other days I am
available by phone. Lee Thompson has been
designated City Engineer and has been the
staff member available to the public, staff
and at public meetings.
C. City will provide office space and clerical support
for Contractor' s representative designated as City
Engineer.
The City has provided office space, and
clerical support necessary to carry out the
City Engineer' s duties.
D. Consultant shall provide no services for any client
other than the City within the corporate boundaries or
sphere of influence of the City during the term of the
agreement .
Santina & Thompson has not, within the time
frame of the contract nor will we, provide
services for any client for any project
within the City's sphere of influence while
in the employ of the City of Dublin.
III. DESIGNATION AS CITY ENGINEER
For the term of this agreement the following employee of
consultant is to be designated as City Engineer:
Lee S. Thompson Registered Civil Engineer #19348
It is understood that TJKM, a subconsultant, will provide
City traffic engineering services to the City.
8
COUNCIL AGENDA ITEMS FOR 1983
EITHER GENERATED OR MAJOR INPUT BY SANTINA & THOMPSON, INC.
AND/OR TJKM
January 10 1 ) Dublin Blvd./Silvergate Dr.
Engineering Agreement
2) Traffic Study Report
3 ) Federal Aid Urban Program
January 24 1 ) San Ramon Rd. - Comprehensive Traffic
and Improvement Study
2 ) Traffic Signal and Lighting •
Agreement with Cal-Trans
February 14 1 ) City Street Lighting Program
2 ) Annual Street Maintenance Program -
slurry seal
February 28 1) Acceptance of Tract 4668
2 ) Street Lighting Maintenance
Assessment District
March 14 1 ) Acceptance of Tract 4236
2 ) Village Parkway median drainage problem
3 ) City mapping
4) Ordinance for no parking zone
March 28 1) Street lighting upgrade
2) Office of Traffic Safety grant
3 ) Street vacation - Hansen Dr.
April 11 1 ) Bedford median break
2 ) Street vacation - Hansen Dr.
3 ) Ordinance for street naming
4) Street name change - Vomac
April 25 1 ) Adopt ordinance - street naming
2 ) Dublin/Silvergate & Village Parkway
drainage authorization for bid
3 ) San Ramon Plan Line
4) Improved pedestrian safety at
signalized intersections
May 9 1 ) Ordinance "no right turn" AVB at Donahue
2) Median break - Dublin Blvd.
COUNCIL AGENDA ITEMS FOR 1983
June 13 1 ) Temporary street closure - Burton St.
2 ) Street vacation - Hansen
3 ) Award of bid - Dublin/Silvergate &
Village Parkway
June 27 1) Approval - Final Map Tract 4988
July 11 1 ) Street light maintenance
assessment district
July 25 1 ) San Ramon Rd. Specific Plan
2 ) San Ramon Rd. Plan Line
3) Ardmore street closure
August 2 1 ) Street light maintenance
assessment district
August 8 1 ) Ordinance - parking restrictions
Silvergate Dr.
2 ) Ordinance - establish passenger loading
zone - Dublin Blvd. at Regional St.
3) Speed studies - 5 streets
August 22 1 ) Ordinance - Speed Limit
Sierra lane and court.
2 ) Ordinance - Passenger
Loading Zone - Dublin Blvd.
Sept. 12 1) Barrier request
Sept. 26 1 ) Request for stop signs -
Village Parkway at Wineberry
2 ) Banner request - Rotary Club
October 10 1 ) National Flood Insurance program
2 ) Contract Dublin Silvergate &
Village Parkway drainage
3 ) Shell Oil request for opening on
San Ramon Road
4) Traffic Signal Dublin/AP Rd. - -
authorization for bid
5) Potential BARTD impacts
October 24 1) BARTD extension study
2) Street name and approach sign project
3) FAU project
2
COUNCIL AGENDA ITEMS FOR 1983
November 14 1 ) Arroyo Vista street dedication
2 ) Traffic control A.V.B.
November 28 1) Village Parkway fencing
2) Sidewalk repair program
December 12 1) Approval Final Map 4719
2 ) Agreement for FAU projects
3) Ordinance regulating signs and banners
4) Traffic Study - Dublin/Clark and
Lewis/Village Parkway
5) Dublin Blvd. extension
6) San Ramon R/W - Barratt
7) No right turn on red - Donahue Rd.
8) Median landscaping concept
9) FAU functional classification
of streets
s
3
EXHIBIT F
A G R E E M E N T
This Agreement is made and entered into this 1st day of February
1983 , by and between the City of Dublin (hereinafter referred to as
"City" ) , and Santina and Thompson, Consulting Civil . Engineers, Inc_ (here-
inafter referred to as "Consultant" ) .
WHEREAS, City is desirous of the services of a City Engineer and
related engineering; and
WHEREAS, Consultant is qualified to render said necessary services and
desires to serve as City Engineer to City,
NOW, THEREFORE, the parties hereto agree as follows:
I. DUTIES OF CONSULTANT
Consultant agrees to provide those engineering services that may
be required by the City of Dublin during the term of this agreement
in a prompt, professional and workmanlike manner in accordance with
the standards of the engineering profession. All work shall be
completed to the satisfaction of the City Manager. The City may, at
its discretion, request performance by consultant of any of the following
duties :
A. Administrative Duties
1. Perform the statuatory responsibilities of City Engineer.
2. Analyze the City' s engineering needs and recommend programs
to the City Manager consistent with the economic capabilities
of the City.
3. Attend meetings with City Staff, public officials , community
leaders , developers, contractors, and the general public
as required by the City.
4 . At the direction of the City, review and comment on planning
programs and land development projects which are not only
located within the City, but also located outside the City
and may have an impact on the City.
5 . When directed, supervise the accounting of State Highway
User Funds from the standpoint of meeting State requirements
for the expenditure of such funds.
6 . Advise the City Manager as to engineering and construction
financing available from other governmental agencies and
when so directed, prepare and initiate application for such
findings .
7 . Recommend ordinances and regulations pertaining to engin ri. :
matters.
8 . Establish working relationships and coordination with other
public agencies and private utilities involving engineerir.(
matters affecting the City.
9 . Provide special engineering reports as to such related
matters as traffic studies , assessment district formation,
Agreement - Engineering consultant
Page Two
annexation, etc. , when so requested.
10 . Administer and review issuance of encroachment permits .
B. Traffic Engineering Duties
1. Act as City Traffic Engineer and give direction to and
assist City Staff in performing traffic studies as necessary
and/or required.
2 . At the request of the City, recommend solutions to street
design problems. •
3. Provide general engineering consultation in connection
with traffic circulation, street signs, noise impact, etc.
C. Development Review Duties
1. Review proposed developments and make recommendations pertaining
to engineering considerations.
2 . Perform the statutory functions of City Engineer pertaining
to the review and checking of ' subdivision maps. This
includes , but is not limited to the following:
a. Examine each tract map of each subdivision within the
City, with respect to its conformity with the tentative
map or maps , any approved alterations , and applicable
City records and ordinances . The City Engineer
would be required to certify the map.
b. Examine each parcel map of each division of land within
the City with respect to its conformity with the
tentative map or maps , any approved alterations , and
applicable City records and ordinances. The City
Engineer would be required to certify the map.
c. Provide detailed plan checking of tract and parcel maps.
3. Check improvement plans for facilities under the jurisdiction
of the City that are prepared by private developers.
•
4 . Establish performance and labor and material bond amounts
when required and require the posting of such securities and
other development fees within the proper time. sequence of
such development review.
5 . Provide field inspection during the construction of such
improvements by private developers and at the proper time
recommend notices of completion and acceptance of the work.
6 . Provide such necessary and related functions that are the
normal practice of the City in the City Engineering review
of private developments .
7 . Review engineering aspects of planning applications.
8 . Recommend acceptance for maintenance of public improvements
to the City Council.
Agreement - Engineering r^^sultant
Page Three
D. Capital Projects
1 . Assist City Manager in development of a capital improvement
program.
2 . Provide assistance in preparation of contract documents
for capital improvement projects .
3 . Upon specific and separate authorization by the City,
prepare plans and specifications for capital improvement
projects. It is understood that Consultant will provide
design services for most capital improvement projects .
However, the City reserves the right to bid any project
or bring in specialists when deemed necessary by the City
or the Consultant.
A capital improvement is defined as any project in which
the construction is performed by someone other than the
City forces or the City' s designated street maintenance
contractor.
4 . Provide plan checking of and construction observation
during the course of construction of City undertaken projects .
II . GENERAL CONDITIONS
A. Consultant agrees to provide a toll free telephone number at
consultants office to be used by City of Dublin.
3. Consultant agrees to establish regular office hours in the
Dublin City offices to the satisfaction of the City Manager.
C. City will provide office space and clerical support for
Contractor ' s representative designated as City Engineer.
D- Consultant shall provide no services for any client other
than the City within the corporate boundaries or sphere of
influence of the City during the term of the agreement.
III. DESIGNATION AS CITY ENGINEER
For the term of this agreement the following employee of consultant
is to be designated as City Engineer :
Lee S. Thompson Registered Civil Engineer 419348
It is understood that TJKM, a subconsultant, will provide City traffic
Engineering services to the City.
IV. COMPENSATION
Consultant shall be compensated for work as follows :
A. For City Engineering Services , plan checking, subdivision
review, public facility inspection services, traffic ergin=.,--1
services ,- attendance at Commission/Council meetings, ordinance
preparation and other tasks required by the City to be on a
time and materials basis in accordance with 80% of the Consult--7.'- ! s
latest fee schedule (with the exception of survey crews which
will be billed at 100% of the hourly rate) . The schedule for
1982-83 is attached hereto as "Exhibits A and B" , and
incorporated herein by reference . The City will not pay the
cost of commuting from Consultants office to Dublin City Office.
Agreement - Engineering isultant
Page Four
B. Design of Capital Improvement Projects will be negotiated on a
project by project basis . Payment to be made on a monthly
basis for hourly work or percent of capital improvement project
design performed.
V. COLLECTION OF •FEES
All fees to be collected from any private developer, engineer,
or architect in connection with the carrying out of the functions set
forth above, if collected by engineer shall be collected in the name of
the City. Engineer shall employ record keeping measures acceptable to
the City. If fees are collected by the City, engineer shall review
the appropriate ordinances and fee schedules in effect by City and
shall provide to the persons designated by the City for collection of
fees , the amount of such fees to be collected.
VI. INDEPENDENT CONTRACTOR STATUS
In the performance of the work undertaken pursuant to this agreement,
consultant is deemed to be an independent contractor. Consultant' s
employees are not to be considered employees of the City of Dublin for
any purpose.
VII. ASSINABTT,TTY
This agreement shall not be assignable or transferable by the
Consultant without the expressed written consent of the City Manager.
VIII. OWNERSHIP OF WORK
All documents , data studies , surveys , drawings , maps and reports
furnished to the Consultant by the City, as well as reports and
supportive data prepared by the Consultant under this contract shall
be considered the property of the City of Dublin and upon request
at the completion of the services to be performed they will be turned
over to the City of Dublin.
IX. PERFORMANCE OF WORK
Consultant agrees to perform work as stated in this agreement to
the satisfaction of the City.
X. LIABILITY COVERAGE
A. City shall not be called upon to assume any liability for the
direct payment of any salary, wage or other compensation to
any person employed by the Consultant performing services
for the City.
B. Consultant firm shall hold harmless the City from damages,
costs or expenses that may arise because of damage to property
or injury to persons received or suffered by reason of the
operation of engineering firm which may be occasioned by any
negligent act or omission to act which amounts to negligence
on the part of the .Consultant - .or any of its agents,
•
Agreement - Engineering Consultant
Page Five
•
officers and employees and subcontractors.
C. Consultant • agrees to provide .at its own expense general
liability insurance in an amount not less than $1,000 ,000.00,
and -further name the City as an additional insured.
D. Consultant shall provide . the City with evidence that it
has Worker' s Compensation Insurance covering all its employees
and projessional liability insurance in the amount of $1,000 .000 . 00 . .
E. Consultant shall -assume liability for the wrongful .or
negligent acts , errors and omissions of its officers, agents
and employees and subcontractors in regard to any functions
or -activity carried out by them on behalf of the City.
XI. TERM OF .AGREEMENT •
The term of this agreement shall be from the date first written above
until terminated.. The City may terminate the services of the engineering
firm by providing the firm 30 days written notice. In the event of
such termination, the -engineering firm shall be compensated for such
services up to the point of termination. Such -compensation for work
in progress would be prorated as to the percentage of progress completed
at the date of termination.
If the engineering firm terminates its services to the City, it must
provide the City with written notice at least 90 days in advance of
such termination. All notices to 'the City shall be addressed to:
City Manager
City of Dublin
6500 Dublin Boulevard
Dublin CA 94568
All notices to Consultant shall be addressed to: .
•
Santina and Thompson, Inc.
Consulting Civil Engineers -
1040 Oak Grove Road '
Concord CA 94518 .
Notices , as referred to above , shall be sent via Registered is 1.
' Agreement - Engineering_ Dnsultant
Page Six
CITY OF DUBLIN
By
Mayor
ATTEST
City Clerk
Santina and Thompson, Inc.
Consulting Civil Engineers :
//I:2" 2
4
By
Peter F. Santina,
President
•PPROVED AS TO FORM:
City Attorney
EXHIBIT A
• St I' I I NA & ENGINEERING
SURVEYING SURVEYING
iktT.
THOMPSON INC. PLANNING
CONSULTANTS
1040 Oak Grove Road, Concord, California 94518 (415) 827-3200 Telex 338563 Santina
July 1 , 1982
HOURLY CHARGE RATES
Principal $ 80 Associate Engineer $ 53
Oceanographer 75 Junior Engineer 50
Project Manager 69 Sr. Draftsman 48
Director of Planning 64 Jr. Draftsman 40
Survey Supervisor 60 Graphic Artist 34
Senior Engineer 57 Cartographer 29
Principal Planner 55 Clerical 28
Survey Crews:
Hydro Survey $ 210
3-Man Party 149
2-Man Party 109
1-Man Party 64
Research & Computations 56
H.P. 3810 10
Boat 5
Reimbursable Expenses
Mileage ($ . 25/mile)
Domestic travel per diem (reimbursable at $20/day plus lodging)
Project Consultants at cost (plus 7% administration) **
Other direct project expenses at cost + 10%
- Public transportation, charter or rental
- Printing, graphics, photography and reproduction
- Rental or purchase of special equipment and materials
- Long distance telephone or special shipping
- Models, perspectives and renderings
The above fees are effective through June 30 , 1983 thereafter to
be increased on July 1 , 1983 and every year hence to our adopted
fee schedule which will be increased based on the Bay Area Infla-
tion Index for design work and increases granted through union
negotiations for field work.
**For purposes of this contract TJKM will not be considered a
project consultant.
• EXHIBIT B
•
TJKCH HOURLY RATE SCHEDULE
Principal Traffic Engineer $80
Senior Associate 67
Senior Traffic Engineer 57
Traffic Engineer 49
Assistant Traffic Engineer . 37
Traffic Engineering Assistant 32
Technician II 27
Technician I 17
Senior Draftsman 27
Draftsman 20
Secretarial 25
These rates include standard overhead items. Not included are
transportation costs at 30 cents/mile , plus actual costs of outside
services including photo work, computer services, and printing.
Attendance at meetings to present or discuss study findings is not
included in basic fee and is invoiced per this schedule.
Expert witness charges available on request.
Effective August 1, 1982
•