Loading...
HomeMy WebLinkAboutItem 7.10 Engineering Contract Santina & Thompson CITY OF DUBLIN r 0 AGENDA STATEMENT / City Council Meeting Date: June 26, 1990 SUBJECT: Engineering Contract Review (Santina & Thompson) Report prepared by Public Works Director Lee Thompson EXHIBITS ATTACHED: 1) Letter from Peter F. Santina dated February 14, 1990, with attachments. 2) Current Santina & Thompson agreement dated July 11, 1988, with amendments 3) Resolution and proposed amendment to Santina & hompson agreement RECOMMENDATION: J� . 1) Review services of Santina & Thompson 2) Adopt resolution approving amendment to agreement with Santina & Thompson and authorize Mayor to execute. FINANCIAL STATEMENT: See below. DESCRIPTION: General professional engineering services have been provided by the firm of Santina and Thompson, Inc. , since February of 1983 on a contract basis. In the past, these services have included City Engineer, private development plan review and inspection, Capital Improvement Project design and inspection, and other related duties. During FY 1988-89, the City hired its own Public Works Director and one Public Works Inspector which replaced the contract City Engineer and one inspector position. Santina and Thompson continued to provide the services of a part-time Assistant City Engineer under the contract arrangement. In the 1990-91 Fiscal Year, it is proposed to replace the contract Assistant City Engineer with a full-time City employee Assistant City Engineer. Santina and Thompson has prepared a self-evaluation of their firm' s performance. This staff report will highlight pertinent sections of this information. In addition, the current agreement and proposed amendment to the aggreement are attached for the Council's review. 1� The firm of Santina and Thompson is a medium sized civil engineering firm of approximately 60 people specializing in municipal clients and offering Dublin expertise in the following areas: 1) Engineering plan review of proposed private developments at the preliminary planning stages. 2) Detailed engineering plan review of subdivision and commercial improvement plan documents. 3) Plan checking of Final Subdivision Maps and Parcel Maps through their surveying personnel. 4) Field survey checking of subdivision survey monuments set by developers' surveyors. 5) Resident engineering services for the large Federal Aid Urban Capital Improvement Projects. 6) Providing a Public Works Inspector to inspect primarily private development work and provide backup inspection on Capital Improvement Projects. 7) Design of Capital Improvement Projects and preparation of specifications and engineering cost estimates for these projects. 8) Updating of the City' s base map system as new developments are approved. 9) Updating of the Pavement Management System. 10) Preparation of grant applications. 11) Preparation of estimates for the Five-Year Capital Improvement Program. 12) Providing a wide range of backup personnel as necessary. ---------------------------------------------------------------------------- ITEM NO. /• /0 COPIES TO: Peter F. Santina, Santina & Thompson Background Alameda County provided Dublin's engineering staff functions for the first year after incorporation. After interviewing several private engineering firms, the City contracted with Santina and Thompson in February of 1983. Santina and Thompson has continued to provide most of these engineering services since that time. As the workload has stabilized somewhat after the initial rush of startup work, some of the engineering functions have been transferred to permanent City positions. The filling of the full time positions of Public Works Director/City Engineer and Public Works Inspector in FY 1988-89 was the first move away from total contract engineering services. The annual sidewalk safety, overlay, and slurry programs' engineering pre-bid work is now being done primarily by the City' s inspection staff in the Dublin office. In addition, the City inspection personnel oversee other public projects designed by Santina and Thompson. This helps assure that independent review is occurring on projects. In recent years, the Capital Improvement Program has now turned more toward parks and landscaping type projects. This has further reduced the involvement by contract Santina and Thompson engineering forces. Included in the "costs" section of this report is a breakdown by dollar amount of contract services indicating the gradual reduction of contract engineering services. Other engineering contractors have been used for survey staking of street improvement projects. Typically, this work has been included in the specifications as the responsibility of the General Contractor. The contractor is then responsible for obtaining the services of a qualified subcontractor. In addition, the City has utilized the "design team" approach with the park development projects. The team is typically led by a landscape architect, who selects the civil engineer for the project. The contract with Santina and Thompson has allowed Dublin the flexibility to gear up in a hurry to provide the major street projects that had not been done under County jurisdiction and then reduce the workload without requiring City personnel layoffs. The contract also allows for flexibility in the private development plan check workload without the City maintaining a fixed number of Staff to do this work. Staffing The Santina and Thompson staffing at the Dublin City Offices, as proposed in the 1990-91 budget, anticipates one contract inspector to primarily inspect private development work and an Assistant City Engineer an average of three days per week for general engineering work (reports, public contact, working on City goals and objectives, and so forth) , for the first four months until a permanent replacement can be hired, and an average of one day per week as the FAU project (San Ramon Road Phase IV) Resident Engineer. This proposed move to a full-time Assistant City Engineer will allow about 650 more hours at a cost savings of $5,900. The new position will take some of the engineering load off the Public Works Director, whose responsibilities have expanded to include the park and building maintenance programs. In recruiting for the proposed new Assistant City Engineer position, it is planned to specify the qualifications for someone with experience in transportation engineering and/or transportation planning to aid the engineering department in its role in the regional transportation issues that are now in the forefront. Many of the adjacent communities have assigned a position to provide technical support to transportation planning efforts. The proposed position would provide adequate staffing to allow the city to have a regular participant in these discussions. This would also provide an opportunity for the Public Works Director to consolidate all transportation assignments under the direction of a single employee. The continuity provided will benefit the overall interests of the City of Dublin. This position would also relieve the Public Works Director of participation in ongoing programs such as the Nonpoint Source Drainage Study, the I-580/I-680 local participation, and the Alameda County Transportation Advisory Committee (ACTAC) . 2 - Private development plan checking, Capital Improvement project design, and general requested engineering work is provided by a full-time staff at Santina and Thompson's Concord office. Meeting Attendance The contract position of Assistant City Engineer has been able to take over many of the meetings previously attended by the City Engineer. These include the regular Nonpoint Source study meetings, developer and private engineer meetings, City contractor meetings, and meetings with the general public. This work will be transferred to the proposed new City position. Funding Methods During the last fiscal year, the Public Works Director/City Engineer has directed the requests for outside funding, for which the Santina and Thompson staff has prepared necessary applications and cost estimate backups. In the last year, Santina and Thompson has provided application assistance and cost estimates for the following grant funded projects. 1) $75,000 in TDA Article 3 monies for the extension of a bicycle path along Dougherty Road north of Amador Valley Boulevard. 2) $75,000 in TDA Article 3 monies for replacing catch basin grates with bikeproof ones (phase II of the program) . 3) Approximately $65,000 in SB 140 (now SB 300) monies for the City's street repair and overlay program. Development Review The review of private development submittals at the planning stages has been taken over by the Assistant City Engineer position, as well as the coordination of private development engineering plan checking. It is expected that this upcoming fiscal year, the demand for private development plan checking and inspection will drop somewhat from Fiscal Year 1989-90. The major expected developments are as follows: 1) Village III (Rafanelli and Nahas) - Inspection of improvements (grading has been completed) . 2) Donlan Canyon (Blaylock, Gleason, Fletcher) - Plan checking. 3) Hansen Ranch (Bren Company) - Inspection of grading and improvements. 4) Dublin Meadows (J.L. Construction) - Inspection. 5) Tract 5900 (Moore subdivision on Dublin Boulevard extension) - inspection. 6) Tract 5616 (Fallon School Site) - Inspection of grading and improvements. The work in the plan checking area is sporadic and is better done by a contractor with a pool of people so as not to cause large delays when multiple plan checks are received at the same time. The activity level in private plan checking and inspection is governed by the developers and their marketplace rather than by the City's being able to plan the timing of the workload. The cost of this work plus a surcharge for City overhead costs are recovered directly from the developer. Costs The following table identifies the historical breakdown of general engineering costs under the Santina and Thompson contract. The breakdown identifies costs by major categories: Estimated Recommended 1986-87 1987-88 1988-89 1989-90 1990-91 General Engr./Insp. $109,166 $146,439 $ 56,827 $ 96,000 $ 44,200 Engineering/Insp. paid by outside fees 337,146 204,358 154,115 200,000 135,000 Capital Proj . Engr./ Insp. 452,377 340,515 262,520 187,000 116,000 Assessment Dist. Engr. 10,722 10,133 10,575 12,450 12,000 $909,411 $701,445 $484,037 $495,450 $307,200 - 3 - The total cost of contract engineering generally has tended to decrease over the first four years indicated above,; with this next fiscal year continuing the trend. The difference between FY 1989-90 and the proposed 1990-91 in the line items of the table above are: 1) General Engineering/Inspection: The proposed replacement of the contract Assistant City Engineer with a City employee for eight months of the year. 2) Engineering and Inspection paid by outside fees: This varies based on the actual amount of private development work. It is anticipated that this will decrease considerably due to the completion of the Villages developments and the slow-down of the housing market. 3) Capital Project Engineering/Inspection: A decrease due to the move away from street type projects to park and landscaping projects which Santina and Thompson does not design. 4) Assessment District Engineering: This item stays fairly constant, varying only with changes in annexations or resubdivisions within the three maintenance assessment districts and one construction assessment district. Capital Improvement Projects This past year, much of the Capital Improvement Program was geared toward park and school projects. Santina and Thompson only worked on two major design projects, which were the completion of plans for San Ramon Road Phase IV and the right-of-way and preliminary engineering for the Dublin Boulevard Widening project. The San Ramon Road project did not go out to bid this past fiscal year, and the Dublin Boulevard project is just beginning. After delays both in Santina and Thompson's design process and CalTrans' plan checking, San Ramon Road Phase IV is just finishing approvals at CalTrans and is proposed to be constructed Fiscal Year 1990-91. The Dublin Boulevard project right-of-way acquisition and design phases are proposed to take place in 1990-91, with construction the following year. It is proposed to request cost proposals from firms including Santina and Thompson for the Dublin Boulevard Extension project design. Santina and Thompson did aid in the preparation of plans, specs, and estimates for the annual street and sidewalk repair projects and the pool renovation project. Within the last 7-1/2 years that Santina and Thompson has been on contract with the City, they have designed 43 projects representing approximately $10,860,000 of construction. In all of these projects, the City has not had any contractor claims or lawsuits nor any private lawsuits which the City has had to defend. This is an indication of good project plans and specifications. Beginning with the 1989-90 Fiscal Year, Santina and Thompson has been working on Capital Improvement Projects on a not-to-exceed time and materials basis for design. The City has the right to go outside on any projects in order to obtain proposals from other private consulting firms. Agreement The amendment to the contract includes two revisions, the first being the annual rate increase. The current contract rates were established in July of 1989. The proposed hourly fees include an average increase of 10.12% based on all positions. If the increased rate schedule is analyzed based upon the classifications and hours used in the first 10 months of 1989-90, the City will be incurring an increase of 13.35%. This analysis was conducted on the General Engineering category only. However, the job classification with the greatest number of hours and the greatest percentage of increase is the classification that serves as the contract Assistant City Engineer. As mentioned earlier, this position is proposed to be replaced by a City employee in 1990-91. Dropping that classification out of the schedule reduces the average increase to approximately 9.9%, based on the 1989-90 use of various classifications. 4 - It should be noted that a portion of Santina and Thompson's work is charged at 75% of their actual charge rates. The reduced rates are charged for non private developer work performed out of the Dublin city offices. The second change is simply to revise the noticing address for both Santina and Thompson and for the City of Dublin. Conclusion Staff recommends that the City Council provide any additional input and comments on engineering services provided by Santina and Thompson, approve the amendment to the agreement, and authorize the Mayor to execute same. 5 - SANTINA&�:] _ THOMPSONINC. Winicipal Engineering + surveying Railroad Engineering Y Planning February 14, 1990 Mr. Lee S. Thompson Director of Public Works City of Dublin P.O. Box 2340 Dublin, CA 94568 Re: Self Evaluation of Services for Fiscal Year 1989-90 and Proposed Services for Fiscal Year 1990-91 Dear Lee: This letter is in response to your request for the referenced information. The specific documents requested are delineated at the end of this letter. The amount of service that we have provided to the City has decreased during the last few years. We anticipate that our total fees for fiscal year 1989-90 will be 85% of fiscal year 1988-89 amounts. This trend may continue for a short time, however, periods of increased fees can be expected as the City's sphere of influence broadens. It has been our ability to respond to the large changes in staffing requirements with experienced people that has, we believe, allowed the City of Dublin to be so successful with the control of private development and with the many capital improvement projects that have been completed. The quality of our work generally exceeds the standard quality of the industry, and we have been able to provide this quality efficiently and at little cost to the City. A large portion of our work is totally paid for by developers/applicants. Also, Santina & Thompson, Inc., has helped the City obtain over 2.9 million dollars in outside funding. We have organized the documents that you requested in the following manner: Exhibit Al is Santina & Thompson, Inc.'s, Self Evaluation of Services. ms 1355 Willow Way, Suite 280 • Concord, :� . 415-827-3200 Fax: 415-687-10 :':: > 4, Mr. Lee Thompson February 14, 1990 Page Two Exhibit B1 is a description of our proposed services for the fiscal year 1990-91. Exhibit C-1 is a proposed hourly rate schedule for FY 1990-91. Thank you for the opportunity to serve the City of Dublin. Should you have any questions regarding the information contained herewith please do not hesitate to contact me. Sincerely, Peter F. antina Chief Executive Officer PFS:PEH:rc Enclosures SANTINA� THOMPSON INC. EXHIBIT A - 1 SELF EVALUATION OF SANTINA & THOMPSON, INC.'S SERVICES I. Contract Compliance - The following is a listing of Santina & Thompson, Inc.'s contract duties together with comments regarding our compliance. A. Administrative Duties: 1. Analyze the City's Traffic Engineering Needs and Recommend.Programs to the City Manager consistent with the economic capabilities of the City. Santina and Thompson, Inc. reviews minor traffic problems and refers full studies on to TJKM when necessary. Santina and Thompson, Inc. in conjunction with TJKM normally identify traffic problems and under the direction of the Public Works Director, has initiated the plan line studies that were then implemented through the City's Capital Improvement Program. 2. Attend meetings with City Staff, public officials, community leaders, developers, contractors, and the general public as required by the City. Staff provided by Santina and Thompson, Inc. serving as your Assistant City Engineer have attended meetings with Alameda Co. Transportation Advisory Committee, Alameda Co. Nonpoint Discharges Task Force, East Bay Municipal Engineers,Assessment District Meetings and other meetings where the Public Works Director's presence is not mandatory. The capability and experience of staff furnished by Santina and Thompson, Inc. has allowed that position to immediately react to the information presented at those meetings and to speak in the City's behalf. 3. At the discretion of the City, review and comment on planning programs and land development proiects which are not only located within the City, but also located outside the City and which may have a traffic impact on the City. Santina and Thompson, Inc. is very familiar with the history and current goals of the City. Through the position of the Assistant City Engineer, we have been able to identify potential impacts of proposed projects and to recommend appropriate offsite mitigation. 4. When directed, supervise the accounting of State Highway User Funds from the standpoint of meeting State requirements for the expenditure of such funds. Santina & Thompson, Inc. has performed all duties delegated to the company in a diligent manner. The final authority for the accounting of all expenditures and receipts is, of course, left with the City. 1 5. 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. Our staff, functioning as the City's contract Assistant City Engineer,is in a position to identify potential sources of funding. Additionally, Santina and Thompson, Inc. provides services for many other cities in the Bay Area. Through these clients and contacts at other cities, as well as through the Assistant City Engineer, we are able to keep informed of potential- funding sources. The contract Assistant City Engineer is familiar with the funding application process of many state and federal agencies and has been able to initiate and complete application for various grants. 6. Recommend ordinances and regulations pertaining to engineering matters. Santina and Thompson, Inc. staff has participated in the update of the municipal code in matters relating to engineering and traffic. The contract Assistant City Engineer through his knowledge of the local government process, has continued to make recommendations for municipal code revisions when engineering matters are concerned. . 7. Establish working relationships and coordination with other public agencies and private utilities involving engineering matters affecting the City. Our employee, serving as your assistant City Engineer has routinely attended these and other utility and governmental organizations. 8. Provide special engineering reports as to such related matters as minor traffic studies, assessment district formations, annexations, etc., when so requested. Our employee, serving as your assistant City Engineer responds to citizen complaints and requests regarding traffic matters.These items are evaluated and a report with recommendations are forwarded to the Police Department,Planning Department or the Public Works Director. Through the Assistant City Engineer as well as support staff, five existing Assessment Districts are periodically maintained and updated. 9. Administer and review issuance of encroachment and grading permits. Our employee serving as the Assistant City Engineer, as well as our staff serving as the City's inspection staff has provided the administration and inspection services required for all encroachment and grading permits. In addition to these services, Santina and Thompson, Inc. support staff has provided the technical review of grading plans and for the review of improvement plans associated with encroachment permits when appropriate. 2 JINN - 20 , 90 WED. IS 26 SANT I NAP- THOMF • 17N F 0L ' � I I i i B. Traffic Engineering Duties: I. Give directi6Ti to and assist city stgffin perfor,niny, minor traffic studies— as necessary an required. I i i 2. At the request of the City, recommend solutions to treet e i r blems. . P I I 3, Prodde general enzineering consultation ih connection with tr ffic circul tion street signs, noise, im act etc. Santina and Thompson, Inc. reviews minor traffic pr6blen:6 and refers full studies on to TJKM when necessary. Santin$ and Thompson, Inc. in conju.nction'with TJKM normally identify traffic problem's and under the direction of the Public Works Director, has initiated the Olan line studies that were then implemented through the City's Capital Improvement Program. Santina & Thompson, Inc. has expertise with Street design, signing, and noise impact cdnsiderations. We are able to identify �roblems and to recommend that the City bring in specialists when riecesary, specifically regarding traffic and noise consideration. C. Development Review Duties 1. Review prop4e64 developmente and make recommend tidns_pertainina to engineering _eorisiderations This includes but is not limited to th4 following; a. Examine each tract rnap Qf each subdivision withirl the it , wi h respect to ita conformity with the ten tative'mau or ma s ny.approved alterations, End ap livable City records and brdinances. i i I b. Examine eA 1 h var el ma of each division of land within th City with res ect to i conformity 'th the tentative ma or maps,any-Approypd, alterations and aipplicable City records ri ordinanc . ! I P I i c, Provide detailed plan checking of tract and ' arcel ma s. 2. Check im o ement plans for facilities under ih '«risdilction of-the City � that are preparid by private developers. 3. Establish Dfffo"rmanee and labor and material bon-L-amounts when required and r6buire the ostina of such segirijige end other development fges within the proper time sequence of such develoyment revue. 3 I 4. 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. 5. Provide such necessary and related functions that are the normal practice of the City in the City Engineering review of private developments. 6. Review engineering aspects of planning applications. 7. Recommend acceptance for maintenance of public improvements to the City Council. Santina and Thompson, Inc. either through our staff serving as the Assistant City Engineer or with support staff has been responsible for the technical review of virtually all grading plans, improvement plans and parcel and final maps that have been under the jurisdiction of the City of Dublin. The ability of Santina and Thompson, Inc. to devote additional qualified staff to the City as the workload fluctuates, has meant that the City has been able to perform the required reviews in a professional and timely manner.Additionally,the inspection and construction administration staff provided by Santina and Thompson, Inc. has done an excellent job, insuring that both the private and public site improvements are constructed correctly and that future maintenance costs are minimized. Continued contract administration has insured that the City has been continually protected should a developer default on his subdivision agreement. D. Capital Improvement Projects Santina & Thompson, Inc. has been extremely successful throughout our association with the City regarding capital improvement projects. Most of the City's larger projects were partially funded by outside sources. Outside funding generally complicates the manner in which contract documents must be prepared. Our ability to: 1) assist in the procurement of outside funds, 2) provide contract documents in a timely manner, 3) provide designs that results in economicaly efficient projects, and 4)our ability to manage the construction such that litigation due to contractor's claims has not been experienced has contributed to the City's successful capital improvement program. During the last fiscal year, two major projects have been in the design stage; San Ramon Road, Phase IV and Dublin Boulevard. A number of smaller projects have been advertised by the City with the help of Santina & Thompson, Inc. support staff. 4 E. General Conditions Santina and Thompson, Inc, has met all general conditions contained in the contract for services, including requirements for office hours, insurance and telephone support of the Concord office. F. Availability: The Contract Assistant City Engineer has been available to the City at its request five days per week. Should the City determine that less than five days per week is necessary, a shorter work week can be accommodated. Additionally, support staff has been available on an as needed basis continually for the life of the contract. As the City's needs have un-expectantly fluctuated, Santina and Thompson, Inc. has been able to provide the necessary staff on short notice. G. Responsiveness: We have been able to meet the requests and the demands of the City administrators, the general public and the developers in a timely, efficient and sensitive manner. H. Cost Effectiveness: Our administration and inspection staff continuously analyze projects from a financial perspective. This is especially true during the administration of capital improvement projects. Our staff has utilized the change order process of capital improvement projects to obtain improvements for the City at normally unattainable low unit prices, since no mobilization and little additional construction administration is necessary. Although our function as the contract City Engineer has been deleted from the services agreement, our staff continues to take an active part in the procurement of outside grants. This has resulted in the City obtaining many capital improvements at reduced costs to the City. 5 EXHIBIT B - 1 Santina & Thompson, Inc.'s Proposal for Services in Fiscal Year 1990 - 91 Santina & Thompson, Inc.'s proposal for the upcoming 1990-91 fiscal year is presented as follows. This proposal has been prepared in the format requested by the City and is contingent upon the execution of a formal contract between Santina & Thompson, Inc. and the City of Dublin. a. CONTRACT TERM - we propose to continue our term of contract to coincide with the City's fiscal year, beginning July 1, 1990 and ending June 30, 1991. b. PROPOSED HOURLY RATE - Our proposed rate schedule is attached to this document. We have proposed a 10% rate increase. Our rates for the last three years have increased only 2% annually. The industry in this area has experienced a very tight labor market. In order to continue to provide the City as well as our other clients with high quality staff and services, we are forced to pay salaries in conformance with the market. In the two years since June of 1988, the average salary of our technical people has increased 19%. c. SECTIONAL PAY RATES - We propose to keep our discount percentage for the various categories of work the same as last fiscal year. It is our understanding that our inspector will be primarily inspecting private develop- ment work and the inspection of capital improvement project will be performed primarily by the City's inspector. d. INSURANCE LIMITS - We propose no increase in charge rates due to insurance costs for the upcoming fiscal. year. Our insurance limits will not change from last year. We propose $500,000 for errors and omissions insurance and $1,000,000 general liability insurance. 1 e. STAFFING -We understand that the City of Dublin will provide the employee to serve as the Public Works Director and will provide an employee to perform the duties of an inspector. The following table presents the staffing level that will be provided to the City for those positions that will work out of the City of Dublin's offices. Assistant City Engineer 3/5 man year Public Works Inspector 1 man year Additional Staff Part Time We anticipate that we will continue to provide engineering plan checking services and capital improvement design work from our Concord office. The plan review work would be on a time and materials basis and the capital improvement design work would be on a time and materials basis with a limiting maximum fee negotiated for each project. 2 • ' EXHIBIT C-1 SANTINA THOMPSONINC. Municipal Engineering • Surveying Railroad Engineering • Planning PROPOSED HOURLY CHARGE RATES FOR THE CITY OF DUBLIN July 1, 1990 PRINCIPAL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . $125.50 ENGINEERING: Project Engineer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98.00 Senior Engineer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88.00 Associate Engineer : . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74.00 Junior Engineer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56.50 Public Works Inspector (includes vehicle) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75.00 Pavement Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37.50 Resident Engineer (includes vehicle) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117.00 PLANNING: Director of Planning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90.00 Senior Planner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84.00 Associate Planner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65.00 Junior Draftsman . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51.50 DRAFTING/GRAPHICS: Senior Draftsman . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65.00 Associate Draftsman . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57.50 Junior Draftsman . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50.00 Graphic Artist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44.00 CLERICAL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33.00 SURVEY: Survey Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90.50 Survey Supervisor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81.50 OfficeSurveyor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76.50 Associate Office Surveyor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60.00 Junior Office Surveyor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42.50 ,I-Man Party . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150.50 1-Man Party . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81.50 Effective July 1, 1990 to June 30, 1991 AGREEMENT This Agreement is made and entered into this &01 of 1988, by and between the City of Dublin (hereinafter referred to as "City") and Santina and Thompson, Consulting Civil Engineers, Inc. , (hereinafter referred to as "Consultant") . WHEREAS, City is desirous of the services of an Assistant City Engineer and related engineering; and WHEREAS, Consultant is qualified to render said necessary services and desires to serve as Assistant City Engineer and related engineering services 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. statutory responsibilities of the City Engineer by means of an Assistant City Engineer in the absence of the City Engineer. 2. Attend meetings with City Staff, public officials, community leaders, developers, contractors, and the general public, as required by the City. 3. At the discretion 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 which may have a traffic impact on the City. 4. Advise the Public Works Director as to engineering and construction financing available from other governmental agencies and when so directed, prepare and initiate application for such fundings. 5. Recommend ordinances and regulations pertaining to engineering matters. 6. Aid in the establishment of working relationships and coordination with other public agencies and private utilities involving engineering matters affecting the City. Page 1 �.p J• 7. Provide special engineering reports as to such related matters as minor traffic studies, assessment district formation, annexation, etc. , when so requested. 8. Aid in the review and issuance of encroachment and grading permits. B. Traffic Engineering Duties 1. 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. As delegated by the City Engineer, review or check 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 and approved alterations, and applicable City records and ordinances. Santina and Thompson would be required to recommend to the City Engineer as to the certification of 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 and to recommend to the City Engineer as to the certification of 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. III. COMPENSATION Consultant will be compensated for work as follows: A. The following work shall be charged at 75 percent of the rates shown in Exhibit A: Page 2 1. Work which is performed in or from the Dublin City office for work not chargeable to private developments. This includes work performed by the Assistant City Engineer, Resident 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. B. The following work shall be charged at the rates shown in Exhibit A (Hourly Charge Rates, July 1, 1988) : 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 involves 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 the Dublin City offices. IV. 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 Consultant, shall be collected in the name of the City. Consultant shall employ recordkeeping measures acceptable to the City. If fees are collected by the City, Consultant 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. V. 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. Page 3 VI. ASSIGNABILITY This agreement shall not be assignable or transferable by the Consultant without the expressed written consent of the City Manager. VII. 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, shall be turned over to the City of Dublin. VIII. PERFORMANCE OF WORK Consultant agrees to perform work as stated in this agreement to the satisfaction of the City. IX. 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 or 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 Workers' 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. X. TERM OF AGREEMENT The term of this agreement shall be from July 1, 1988, until terminated. The City may terminate the services of Consultant by providing the firm 30 days written notice. In the event of such termination, Consultant shall be compensated for such services up to the point of termination. Page 4 If Consultant 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 205 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. CITY OF DUBLIN B _ Mayor ATTEST: Cit Clerk Santina d Thompso Inc. Consulting Civil E ineer 1 B P xer n a, President PROVED AS TO FORM: City Attorney Page 5 EXHIBIT "A" SANTINA & THOMPSON, . INC. PROPOSED HOURLY CHARGE RATES FOR THE CITY OF DUBLIN July 1, 1988 PRINCIPAL . . . . . . . . . . . . . . . . . . . . . . $107. 65 ENGINEERING: Project Engineer . . . . . . 84. 00 Senior Engineer . . . . • • • • • • • • • • . . . . 75.35 Associate Engineer . . . . . . . . . 63. 50 Junior Engineer . . . . . . . . . . 48.45 Public Works Inspector ( includes vehicle) . . . . . . . . . . . . . . . . 64. 25 Pavement Management . . . . . . . . . 32.25 Resident Engineer ( includes vehicle) . . . . . . . . . . . . . . 100.45 PLANNING: Director of Planning . . . . . . . . . . . o 77. 50 Senior Planner . . . . . . . . . . . . . . . . 72.15 Associate Planner . . . . . . . . . . . . . . 56. 00 Junior Planner . . . . . . . . . . . . . 44.15 DRAFTING/GRAPHICS: Senior Draftsman . . . . . . . . 56. 00 Associate Draftsman . . . . . . . 49. 50 Junior Draftsman . . . . a 0 . . . . . . . . . . 43.05 Graphic Artist . . . . . . . . . . . . . . . . . 37..70 CLERICAL . . . • • • • • • • • • • • • • • • . . . 29. 05 . SURVEY: Survey Manager . . . . . . . . . . . 77. 50 Survey Supervisor . . . . . . . . . . . . . . . 70.00 Office Surveyor . . . . . . . . . . . . . . . . 65. 65 Associate Office Surveyor . . . . . . . . . . . . . 51.65 Junior Office Surveyor . . . . . . . . . . . . . 36. 60 2-Man Party . . . . . . . . . . . .. . . . . . 129.15 1-Man Party . . . . . . . . . . . . . . . . . . . . 70. 00 Effective July 1, 1988 to June 30, 1989 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 and Thompson, Inc. , Consulting Civil Engineers (hereinafter referred to as "CONSULTANT") first entered into an agreement on February 1, 1983, to provide engineering services to the City of Dublin; and WHEREAS, CITY has subsequently amended the agreement on an annual basis and adopted a revised agreement on September 22, 1986; and WHEREAS, the fees established in Exhibit "A" of the most recent amendment to the agreement were effective from July 1, 1988 to June 30, 1989; and WHEREAS, CITY wishes to continue contracting for services from CONSULTANT; and WHEREAS, an adjustment of fees for services rendered and changes in wording of the "Duties" and "Insurance" section of the Agreement is desirable to both CITY and CONSULTANT; NOW, THEREFORE, the parties hereto agree as follows: Section 1: Adjustment of Rates The Santina and Thompson, Inc. , hourly rate schedule (Exhibit "A") shall replace the rate schedule which was adopted by the City Council on July 11, 1988. The change in rates shall be effective from July 1, 1989 and shall continue in effect until June 30, 1990, or until rescinded or amended by the City Council according to the provisions of the agreement. Section 2: Duties of Consultant The following sections shall be added to Paragraph I "Duties of Consultant" : D. Project Field Inspection 1. Provide public works inspection personnel for private development work throughout the City. 2. Provide public works inspections of Capital Improvement Projects as a backup to City personnel. 3. Recommend acceptance of private development and Capital Improvement projects by the City Council once the work has been satisfactorily completed. 4. Assist with review and preparation of progress payments as required. E. Capital Projects 1. Assist Public Works Director 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. The City reserves the right to bid the preparation of plans and specifications for capital projects 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. Section 3 - Liability Coverage The following shall replace Section X of the existing contract: X. Liability A. WORKER'S COMPENSATION: 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 CONSULTANT performing services for CITY. CONSULTANT shall provide CITY with evidence that it has a Worker' s Compensation Insurance Company covering all its employees. B. GENERAL LIABILITY: CONSULTANT agrees to provide at its own expense general liability insurance in an amount not less than $1,000,000 and, further, name CITY as an additional insured. C. PROFESSIONAL LIABILITY: CONSULTANT shall assume liability for damages for death or bodily injury to persons or for injury to property legally caused by negligent acts, negligent errors and/or negligent omissions of CONSULTANT or any of its agents, officers, or employees. However, this indemnity will not extend to any liability arising out of the sole negligence or willful misconduct of CITY or CITY' s agents, servants, or independent contractors other than CONSULTANT. CITY agrees to immediately notify CONSULTANT, in writing, of any claim against CITY which may result in CITY seeking indemnity against CONSULTANT pursuant to this clause. CONSULTANT shall provide CITY with evidence that it has professional liability insurance in the amount of $500,000. D. NOTIFICATION: At the time that CONSULTANT is notified or becomes aware of any material change or impending material change in Worker's Compensation Insurance, General Liability Insurance or Professional Liability Insurance, CONSULTANT shall immediately notify CITY of such change. E. SUBCONTRACTORS: Any subcontractors working for CONSULTANT shall also meet the requirements of this section. CITY OF DUBLIN Mayor ATTEST: C y I k 2F. OMP INC. President �/z7 a9 Date of Adoption SANTINA & THOMPSON, INC. PROPOSED HOURLY CHARGE RATES FOR THE CITY OF DUBLIN July 1, 1989 PRINCIPAL . $114 . 10 ENGINEERING: Project Engineer 85. 00 Senior Engineer . 79 . 85 Associate Engineer . 67 . 30 Junior Engineer 51. 35 Public Works Inspector (includes vehicle) 68 . 10 Pavement Management 34 . 15 Resident Engineer (includes vehicle) 106.45 PLANNING: Director of Planning 82 . 15 Senior Planner 76.45 Associate Planner 59 . 35 Junior Draftsman 46.80 DRAFTING/GRAPHICS: Senior Draftsman 59. 35 Associate Draftsman 52 .45 Junior Draftsman 45. 60 Graphic Artist 39.95 CLERICAL 30.80 SURVEY: Survey Manager 82 . 15 Survey Supervisor 74 . 20 Office Surveyor 69 . 55 Associate Office Surveyor. 54 .75 Junior Office Surveyor. 38 . 80 3,-Man Party 136. 90 1-Man Party 74 . 20 Effective July 1, 1989 to June 30, 1990 RESOLUTION NO. -90 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ----------------------- APPROVING AMENDMENT TO AGREEMENT FOR ENGINEERING SERVICES WITH SANTINA AND THOMPSON, INC. WHEREAS, the City Council of the City of Dublin approved an agreement for engineering services with Santina and Thompson, Inc. , on July 11, 1988; and WHEREAS, the City of Dublin and Santina and Thompson, Inc. , have agreed to amend the agreement as regards hourly rates and addresses for notification to both parties; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby approve the amendment to the agreement which is attached hereto as Exhibit "A" . BE IT FURTHER RESOLVED that the Mayor is authorized to execute the amendment to the agreement. PASSED, APPROVED, AND ADOPTED this 26th day of June, 1990. AYES: NOES: ABSENT: Mayor ATTEST: City Clerk ,. ?:.. EXHIBIT "A" 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 and Thompson, Inc. , Consulting Civil Engineers (hereinafter referred to as "CONSULTANT") first entered into an agreement on February 1, 1983, to provide engineering services to the City of Dublin; and WHEREAS, CITY has subsequently amended the agreement on an annual basis and adopted a revised agreement on September 22, 1986; and WHEREAS, the fees established in Exhibit "A" of the most recent amendment to the agreement were effective from July 1, 1989 to June 30, 1990; and WHEREAS, CITY wishes to continue contracting for services from CONSULTANT; and WHEREAS, an adjustment of fees for services rendered is desirable to both CITY and CONSULTANT; NOW, THEREFORE, the parties hereto agree as follows: Section 1: Adjustment of Rates The Santina and Thompson, Inc. , hourly rate schedule (Exhibit "A") shall replace the rate schedule which was adopted by the City Council on June 27, 1989. The change in rates shall be effective from July 1, 1990 and shall continue in effect until June 30, 1991, or until rescinded or amended by the City Council according to the provisions of the agreement. Section 2: Terms of Agreement All notices to Consultant shall henceforth be addressed to: SANTINA AND THOMPSON Consulting Civil Engineers, Inc. 1355 Willow Way Suite 280 Concord CA 94520 All notices to City shall henceforth be addressed to: CITY OF DUBLIN 100 Civic Plaza Dublin CA 94568 CITY OF DUBLIN Mayor ATTEST: City Clerk SANTINA AND THOMPSON, INC. Peter F. Santina, President Date of Adoption EXHIBIT "A" OF AMENDMENT SANTICNA--T HOMPS ,wc. Municipal Engineering • Surveying Railroad Engineering * Planning PROPOSED HOURLY CHARGE RATES FOR THE CITY OF DUBLIN July 1, 1990 PRINCIPAL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $125.50 ENGINEERING: ProjectEngineer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98.00 SeniorEngineer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88.00 Associate Engineer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74.00 Junior Engineer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56.50 Public Works Inspector (includes vehicle) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75.00 Pavement Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37.50 Resident Engineer (includes vehicle) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117.00 PLANNING: Director of Planning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90.00 SeniorPlanner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84.00 AssociatePlanner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65.00 Junior Draftsman . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51.50 DRAFTING/GRAPHICS: SeniorDraftsman . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65.00 Associate Draftsman . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57.50 JuniorDraftsman . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50.00 GraphicArtist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44.00 CLERICAL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33.00 SURVEY: Survey Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90.50 SurveySupervisor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81.50 Office Surveyor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76.50 Associate Office Surveyor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60.00 Junior Office Surveyor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42.50 ,I-Man Party . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150.50 1-Man Party . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81.50 Effective July 1, 1990 to June 30, 1991