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HomeMy WebLinkAboutItem 5.2 Engineering Svcs Agreement (2) °•yc' wrv►°�. +rr°. y�_:�„• - cwt, .. .. titif 947 twcrft 30-r0 t000-30 AGENDA STATEMENT Meeting Date: December 27, 1982 SUBJECT: City Engineering Services Agreement EXHIBITS ATTACHED: Resolution; Agreement ' RECOMMENDATION: 1) Approve agreement with Santina and Thompson 2) Adopt resolution designating Lee Thompson as City Engineer effective 2/1/83 3) Direct City Manager to notify Alameda • County of its intent to terminate its agreement for Examination of Tract Maps and Parcel Maps and the Maintenance Agreement FINANCIAL STATEMENT: Costs are as indicated on the attached Agreement DESCRIPTION: At a Special City Council meeting held on December 7 , 1982, the City Council selected Santina and Thompson to function as City Engineer and TJKM to function as a subconsultant for traffic engineering services. The City Manager has negotiated the attached agreement with Santina and Thompson in accordance with City Council direction. As part of that agreement, the Consultant has agreed to hold office hours in the City offices. At this time it appears that the Consultant will be present in the City offices about three days a week. Staff has met with the Alameda County Public Works Director and Staff in order to effectuate a smooth transition. Before the City can accomplish this transition, the City must provide the County with 30 days written notice that it wishes to terminate its contract agreement with the County for Examination of Tract Maps and Parcel Maps and also those portions of the Street Maintenance Agreement which provide engineering services. During that 30 day period, Mr. Flertzheim would continue to function as City Engineer for the City, and the County would attempt to complete all pending subdivision reviews. Any maps which the County did not complete prior to February 1, 1983, would be signed off by ITEM NO. .C,! COPIES TO: Santina & Thompson Agenda Statement pity Engineering Services Agreement Page Two Lee Thompson after the review had been completed by the County. All new work generated during the 30-day transition period would be handled by Santina and Thompson. Since the City cannot have two City Engineers concurrently, Mr. Thompson's designation as City Engineer would be effective on February 1, 1983. RECOMMENDATION: It is Staff' s recommendation that the City Council approve the agreement for engineering services with Santina and Thompson, adopt a resolution designating Lee Thompson as City Engineer effective February 1, 1983, and direct Staff to notify the County of its intent to terminate the City agreement with the County for the Examination of Tract Maps and Parcel Maps and further those provisions of the Street Maintenance agreement which relate to engineering services. RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN DESIGNATING LEE THOMPSON AS CITY ENGINEER FOR THE CITY OF DUBLIN WHEREAS, on July 1, 1982, the City of Dublin designated the County Surveyor as City Engineer for the City of Dublin and entered into an Agreement with Alameda County for engineering services; and • WHEREAS, the City Council believes it to be in the best interest of the City to terminate its agreement with the County for engineering services and retain the engineering services of Santina and Thompson Consulting Civil Engineers, Inc. ; NOW, THEREFORE, BE IT RESOLVED, that the Dublin City Council hereby designates Lee Thompson of Santina and Thompson, Consulting Civil Engineers, Inc. , as City Engineer for the City of Dublin, effective February 1, 1983 . PASSED, APPROVED AND ADOPTED this day of , 1982, by the following vote: AYES: NOES: ABSENT: Mayor ATTEST: City Clerk A G R E E M E N T This Agreement is made and entered into this day of 1982, 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 fundings. 7. Recommend ordinances and regulations pertaining to engineering matters. 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 traffic studies, assessment district formation, Agreement - EngineerinConsultant 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 - EngineerinConsultant 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. 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. III. DESIGNATION AS CITY ENGINEER For the term of this agreement the following employee of consultant is to be designated as City Engineer: 1 Lee S. Thompson Registered, Civil Engineer #19348 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 engineering 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 Consultant' 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 - EngineerinConsultant 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. 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. j 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 tezmination. 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 Agreement - Engineer° Consultant Page Six CITY OF DUBLIN By Mayor ATTEST City Clerk Santina and Thompson, Inc. Consulting Civil Engineers: By Peter F. Santina, President APPROVED AS TO FORM: City Attorney EXHIBIT A. CDSANTI NA & ENGINEERING SURVEYING THOMPSON INC. CON�NNING 1040 Oak Grove Road, Concord, California 94518 (415) 827-3200 Telex 338563 Santana 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 A.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 TJKM 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