HomeMy WebLinkAbout4.14 Engineering Svcs Contract Amendment � 0 4 rid
CITY OF DUBLIN
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: September 22, 1986
SUBJECT Engineering Services Contract Amendment
EXHIBITS ATTACHED Agreement; Proposed Amendment to Agreement; Letter
from Lee Thompson dated September 17, 1986
RECOMMENDATION Approve amendment to agreement and authorize Mayor to
execute agreement
FINANCIAL STATEMENT: The proposed increases in hourly rates for contract
engineering services average approximately 6 1/2% .
DESCRIPTION Santina & Thompson under a contract with the City,
provides engineering services including administrative services, minor
traffic engineering, development review, capital project design and public
works inspection.
The City' s present agreement with Santina & Thompson provides for an hourly
fee structure that expired on June 30, 1986. Santina & Thompson have
proposed a new rate structure which would be effective September 1, 1986.
through July 31, 1987. The proposed rate structure is on the average
approximately 6 1/2% higher than 1985-86 rates . There are three changes in
job classifications in this years proposed rate structure. A position for
pavement rganageTnent services was negotiated between Staff and Mr. Thompson
which would provide assistance with the City' s pavement management program
at a rate of $31. 00 per hour. This program is one that the City is
participating through the Association of Bay Area Governments . As part of
the Federal Aid Urban Program, the State of CA Department of Transportation
has required the City to have a resident engineer handle the San Ramon Road
and Amador Valley Boulevard FAU projects. This resident engineer is needed
because Lee Thompson will not have the time to devote to these two projects
that is required by CalTrans . The proposed rate for the resident engineer,
including the vehicle will be $96 . 60 per hour. The third change involves
the deletion of the 3-man survey party from the rate structure.
As indicated in Mr. Thompson' s letter, the new rates proposed the deletion
of the $2 .90 insurance surcharge and a revision in the rates .which would
provide on the average a 3 1/2% across-the-board increase to cover increased
insurance costs and a '3% inflationary increase. It ' s important to note that
from the inception date of the contract, the City' s adjustment of Santina &
Thompson ' s annual rates has slipped approximately 8 months . The hourly rate
charges proposed by Santina & Thompson have been in effect for their other
clients since January lst of this year.
Recommendation
In accordance with previous discussions with the City Council, it was agreed
that all contract evaluations would be undertaken at the same time in
December of each year as part of the preparation of the City' s annual goals
and upcoming budget. Since the contract renewal dates for the City' s
contractors do not correspond with the same time frame, it is recommended
that the City Council only consider contract rate adjustments at this time
and defer contract evaluation until December 1986.
Staff believes that the proposed increase in hourly rates is reasonable and
would recommend that the City Council approve the amendment to the agreement
with Santina & Thompson and authorize the Mayor to execute said agreement.
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ITEM NO. j
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A G R E E M E N T
This Agreement is made and entered into this day of 1985,
by and between the City'.of Dublin (hereinafter referred t6 as City" ) , and
Santina and Thompson, Consulting Civil Engineers, Inc. , (hereinafter
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 traffic 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 discretion of the City, review and comment on
planning programs and land development projects which are not only locatd
within the City, but also located outside the City and which may have a
traffic 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 fundings.
7. Recommend ordinances and regulations pertaining to
engineering matters.
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8. Establish working relationships and coordination with
other public agencies and private utilities involving engineering matters
affecting the City.
9. Provide special engineering reports as to such related
matters as minor traffic studies, assessment district formation,
annexation, etc. , when so requested.
10:. Administer and review issuance of encroachment and
grading permits.
B. Traffic Engineering Duties
I. Give direction to and assist City . Staff in performing
minor 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
pertain ng'tto tAe 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.
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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.
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.
capital improvement is defined asany 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
consultant ' s office to be used by City of Dublin.
B. 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.
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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
IV. COMPENSATION
Consultant shall be compensated for work as follows:
A. The following work shall be charged at 75 percent of the
rates shown in Exhibit A:
1. Work which is performed in or from the Dublin City
office for work not chargable to private developments. This includes work
performed by the City Engineer and Public Works Inspector, and attendance
at Commission and City Council meetings.
2. General Engineering work which is not related to a
specific capital improvement project or private development and is
performed in or from the Dublin City Office. This includes attendance at
Commission and City Council meetings.
3. Services related to the review, issuance and inspection
of permits which are based on an established fee and the applicant is not
charged the actual cost.
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r B. The following work shall be charged at the rates shown in
Exhibit A:
1. Capital improvement design work, which is billed on a
time and material basis. Prior to proceeding with the work, a maximum
estimated budget shall be established by City and shall not be exceeded
without approval of the City Manager.
2. Engineering survey work.
3. Plan checking and other activities which are paid for
by the private developer and are designated as actual cost on the fee
schedule. This would not include work on projects where the application
involved review, issuance or inspection based on an established fee.
C. The City shall not pay for the cost of commuting from the
Consultant ' s office to Dublin City Office.
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
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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. ASSIGNABILITY
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.
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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,
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 -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 professional
liability insurance in the amount of $500 , 000.
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.
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XI. TERM OF AGREEMENT :3 >
The term of this agreement shall`be: from July 1, 1985 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, Suite 101
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 Mail.
`r CITY -OF. D
By
May 6r
ATTEST:
City Clerk
Santin nd Thompson, Inc.
Cons ti Civi nginee
By - -�✓
-Peter F. Sant-ina, President
APPROVE AS T,E� FORM:
City Attorney
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__..
EXHIBIT A
SANTINA & THOMPSON
PROPOSED HOURLY CHARGE RATES
1984 Rates Proposed Rates Difference
PRINCIPAL $ 84 $ 90 + $ 6
ENGINEERING
Project Manager $ 72 $ 81 + $ 9
Project Engineer N 73 N C
Senior Engineer 60 64 + $ 4
Associate Engineer 48 54- + $ 6
Junior Engineer 38 41 + $ 3
Public Works Inspector 50 56 + $ 6
( includes vehicle)
PLANNING
Director of Planning $ 62 . $ 66 + $ 4
Senior Planner 57 62 + $ 5
Associate Planner 45 48 + $ 3
Junior Planner 38 38 0
DRAFTING/GRAPHICS
Senior Draftsman $ 45 $ 48 + $ 3
Associate Draftsman 40 42 + $ 2
Junior braf.tsman 35 37 +, $ 2
Graphic Artist 30 32 + $ 2
CLERICAL $ 25 $ 25 0
SURVEY
Survey Manager $ 62 $ 66 + $ 4
Survey Supervisor 60 60 0
Office Surveyor 56 56 0
(Research & Calcs. )
Associate Office Surveyor 44 44 0
Junior Office Surveyor 29 31 + $ 2
3-Man Party 150 154 + $ 4
2-Man Party 109 112 + $ 3'
1-Man Party 62 62 0
* Effective October 1, 1985 - June 30, 1986
An additional surcharge of $2. 90/hour up to $23,524 would be
added to the above hourly rates.
** Fees are reduced by 25% for work done in the City offices,
with the exception of work reimbursed by private development.
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AMENDMENT TO AGREEMENT
BETWEEN CITY OF DUBLIN AND SANTINA & THOMPSON, INC. ,
FOR ENGINEERING SERVICES
WHEREAS, the City of Dublin (hereinafter referred to as "CITY" ) ,
and Santina & Thompson, Inc. , Consulting Civil Engineers
(hereinafter referred to as "CONSULTANT" ) , first entered into an
agreement on .February..l, 1983 to provide engineering services to
the City of Dublin; and
WHEREAS, the City has subsequently amended the agreement on an
annual basis and adopted a revised agreement on July 1, 1985; and
WHEREAS, the fees established in Exhibit A of the agreement dated
July 1, 1985 were effective from October 1, 1985 to June 30,
1986; and
WHEREAS, the City wishes to continue contracting for services
from Consultant; and
WHEREAS, an adjustment of fees for services rendered is desired
by both the City and the Consultant.
NOW, THEREFORE, the parties hereto agree as follows:
SECTION I . ADJUSTMENT OF RATES
The Santina & Thompson hourly rate schedule (Exhibit A) , shall
replace the rate schedule which was adopted by the City Council
on October 14, 1985.
The change in rates shall be effective September 1, 1986 and
shall continue in effect until July 31, 1987 or until rescinded
or amended by the City Council, according to the provisions of
the agreement.
City of Dublin, Mayor
ATTEST:
City Clerk
Peter F. Santina, President
Santina & Thompson, Inc.
Consulting Civil Engineers
EXHIBIT A
SANTINA & THOMPSON
PROPOSED HOURLY CHARGE RATES
** ***
1985 Rates Proposed Rates Difference
PRINCIPAL 92. 90 103.50 10.60
ENGINEERING
Project Engineer 75. 90 80.73 4. 83
Sr. Engineer 66.90 72.45 5.55
Assoc. Engineer 56. 90 61. 07 4.17
Jr. Engineer 43. 90 46.58 2. 68
Public works Inspector 58. 90 61. 80 2. 90
(includes vehicle)
Pavement Management 0. 00 31. 00 0. 00
Resident Engineer 0.00 96. 60 0. 00
(includes vehicle)
PLANNING
Director of Planning 68 . 90 74.52 5. 62
Sr. Planner 64. 90 69.35 4.45
Assoc. Planner 50 . 90 53. 82 2. 92
Jr. Planner 40. 90 42. 44 1.54
DRAFTING/GRAPHICS
Sr. Draftsman 50 . 90 53. 82 2. 92
Assoc. Draftsman 44. 90 47. 61 2.71
Jr. Draftsman 39. 90 41. 40 1.50
Graphic Artist 34 . 90 36.23 1. 33
CLERICAL 27. 90 27. 95 . 05
SURVEY
Survey Manager 68. 90 74.52 5.62
Survey Supervisor 62 . 90 67 . 28 4. 38
Office Surveyor 58 . 90 63 .14 4.24
Assoc. Ofc. Surveyor 46. 90 49.68 2 .78
Jr. Ofc. Surveyor 33 . 90 35.19 1.29
2-Man Party 114 .90 124.20 9.30
1-Man Party 64 . 90 67.28 2. 38
* Effective .s:eptember 1 , 1986 - July 31 , 1987
**Includes $2 . 90 for insurance surcharge.
***Includes 3.5% for insurance surcharge. Fees are reduced by
25% for work done in the City offices, with the exception of
work reimbursed by private development.
SANTA & ENSURVEYING
THOMPSONINC. CONSULTANTS
1040 Oak Grove Road, Concord, California 94518 (415) 827-3200 Telex 338563 Santina
September 17, 1986
Rich Ambrose, City Manager
City of Dublin
6500 Dublin Blvd.
Dublin, CA 94568
Subject: Annual Contract Review - Santina & Thompson, Inc.
Dear Rich:
As part of our annual contract review, we request the
City's acceptance of our attached new hourly rate schedule.
The average hourly rate increase represents approximately
6 1/127-over last years rate. This 6 1/2% breaks down into a
3 1/2% increase to cover our large jump in professional
liability insurance last year and a 3 % increase for
inflationary costs of labor and materials. We do have and
continue to carry $500,000 coverage of errors and omission
insurance.
�It should be noted that all our costs in reviewing, plan
checking and inspection of private developments are paid by
private developers and that much of our costs for designing and
inspecting capital improvement projects are off set. by the
outside grants that we have been successful in obtaining.
I would appreciate your review of our request and to make
this fee increase effective September first.
Thank you for your consideration.
Very truly yours
Lee Thompson
Vice President
LST/lm
Enc.
Offices in Concord and Los Angeles