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Home My WebLink AboutS22 - Buck Gully Wetlands and MaintenanceCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. S22 January 22, 2008 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Public Works Department Robert Stein, P.E. 949 - 644 -3311 or rstein @city.newport - beach.ca.us SUBJECT: BUCK GULLY WETLANDS AND MAINTENANCE ROAD REPAIR — CONTRACT NO. 3778 — APPROVAL OF AMENDMENT NO. 2 TO THE PROFESSIONAL SERVICES AGREEMENT WITH DUDEK & ASSOCIATES, INC. RECOMMENDATIONS: 1. Approve Amendment No. 2 to the Professional Services Agreement with Dudek & Associates, Inc., (Dudek) of Encinitas, California, for the Buck Gully Wetlands and Maintenance Road Repair at a not to exceed amount of $18,750 and authorize the Mayor and City Clerk to execute the Agreement. 2. Approve a Budget Amendment transferring $15,750 from salary savings in the Engineering Division (5100 -7000) to Buck Gully Wetlands and Maintenance Road Repair project (70147C5100659). DISCUSSION: On July 26, 2005, the City entered into a Professional Services Agreement with Dudek for environmental and engineering design services for the Buck Gully Wetlands and Maintenance Road Repair, for a not to exceed amount of $60,000. This project includes the repair of the roadway where it crosses the streambed and will also rejuvenate degraded wetland areas in the gully adjacent to the streambed road crossing. This road provides access to a City water main valve and blow -off assembly on the east side of the canyon. On June 11, 2007, Amendment No. 1 to the Agreement executed a not to exceed amount of $15,000 to prepare a revegetation mitigation and monitoring plan, to modify design drawings per changes requested by staff, and to attend additional coordination meetings with the City and jurisdictional agencies. Buck Gully Wetlands and Maintenance Road Repair — Contract No. 3778 - Approval of Amendment No. 2 to the Professional Services Agreement With Dudek & Associates, Inc. January 22, 2008 Page 2 Under this Amendment No. 2, Dudek will provide construction management services including working with the contractor for design changes due to un- foreseen field or weather conditions, and for answering any questions that occur during the habitat restoration. City staff performs construction management services for most of our capital improvement projects, however, the unusual nature of this project along with the time - sensitive aspects of working in a streambed during the winter, obliged that we utilize Dudek's expertise for this specialty project. Environmental Review: A Mitigated Negative Declaration was prepared and approved for this project. Funding Availability: Upon approval of the recommended Budget Amendment there will be sufficient funds available in the following account for the project: Account Description Buck Gully Restoration — General Fund Prepared by: Z ...., Robert Stein, P.E. Assistant City Engineer Attachment: Amendment No. 2 Budget Amendment Account Number Amount 7014- C5100659 $18,750.00 Total: $18,750.00 Submitted -fi G. Badum Works Director AMENDMENT NO. 2 TO PROFESSIONAL SERVICES AGREEMENT WITH DUDEK & ASSOCIATES, INC., FOR BUCK GULLY WETLANDS AND ACCESS ROAD REPAIR THIS AMENDMENT NO. 2 TO PROFESSIONAL SERVICES AGREEMENT, entered into this day of 2008, . by and between the CITY OF NEWPORT BEACH, a municipal corporation, (hereinafter referred to as "City ") and DUDEK AND ASSOCIATES, INC., a California corporation, whose address is 605 Third Street, Encinitas, California, 92024 ( "Consultant'), and is made with reference to the following: RECITALS A. On July 26, 2005, CITY and CONSULTANT entered into a Professional Services Agreement, hereinafter referred to as "Agreement', for environmental and engineering design services for the Buck Gully Wetlands and Access Road Repair, hereinafter referred to as "Project'. This Agreement is scheduled to expire on June 30, 2008. B. City and Consultant have entered into 1 separate Amendment of the Agreement. C. City desires to enter into this Amendment No. 2 to reflect additional services not included in the Agreement or prior Amendment. D. City desires to compensate Consultant for additional professional services needed for Project. E. City and Consultant mutually desire to amend Agreement, hereinafter referred to as "Amendment No. 2 ", as provided here below. NOW, THEREFORE, the parties hereto agree as follows: 1. Consultant shall be compensated for services performed pursuant to this Amendment No. 2 according to "Exhibit A" dated January 15, 2008 attached hereto. 2. Total additional compensation to Consultant for services performed pursuant to this Amendment No. 2 for all work performed in accordance with this Amendment, including all reimburseable items and subconsultant fees, shall not exceed Eighteen Thousand, Seven Hundred Fifty and 001100 Dollars ($18,750.00). 3. The term of the Agreement shall be extended to December 31, 2008. _ 2 4. Except as expressly modified herein, all other provisions, terms, and covenants set forth in Agreement shall remain unchanged and shall be in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Amendment No. 2 on the date first above written. APPROVED AS TO FORM: A , c< 14"', City Attorney for the City of Newport Beach ATTEST: 0 LaVonne Harkless, City Clerk CITY OF NEWPORT BEACH, A Municipal Corporation Mayor for the City of Newport Beach CONSULTANT: By: (Corporate Officer) Print 0 (Financial Officer) Print Name: Attachments: Exhibit A — Scope of Services Exhibit B — Schedule of Billing Rates f:\ userslpbv.Ashared%agreements \fy 07- 08 \dudek -buck gully wetlands amend -2.doc 3 DUDEK MAIN OFFICE 605 THIRD STREET ENCINITAS. CALIFORNIA 92029 T 760.992.5197 T 800.950.1618 F 760.632.0169 January 15, 2008 Robert Stein Principal Civil Engineer, Public Works Department City of Newport Beach 3300 Newport Boulevard Newport Beach, California 92663 4783 -01 Subject: Change Order Request for Additional Construction Management Services for the Buck Gully Wetlands and Maintenance Road Repair Project, City of Newport Beach, California Dear Mr. Stein: Dudek submits this letter requesting a change order for additional construction management services related to the Buck Gully Wetlands and Maintenance Road Repair Project in the City of Newport Beach. We understand that you have requested Dudek to provide on -call construction management and monitoring services during the installation phase of the project. Dudek will provide assistance to the City and the Contractor by answering questions as they arise during construction and attending meetings and site visits as requested by the City, up to the dollar allotment agreed to with the City. Dudek will provide monitoring of the project on a limited basis to help assist the City and will provide site observation reports to document all Dudek visits. We understand that you would like us to provide these services in addition to our previous contract authorizations, on a time -and- materials basis, not to exceed the amount detailed on our scope of work description (Exhibit A, attached). The total amount of this current change order request is $18,750.00. Dudek would bill for these services monthly on a time - and - materials basis for the services rendered during that month, per our 2008 standard schedule of charges (attached). Direct/reimbursable charges, such as mileage for travel, reprographics charges, delivery costs, etc., would be billed at cost plus 15 %. This work does not include providing monitoring services during the long -term 5 -year biological monitoring phase of the project. We understand the City will contract for these services separately at a later date. W W W.DUDEK.COM Mr. Robert Stein Subject: Change Order Request for Additional Construction Management Services for the Buck Gully Wetlands and Maintenance Road Repair Project, City of Newport Beach, California Please feel free to call me at 760.479.4279 if you have specific questions or require clarification regarding this additional work. Please forward formal authorization from the City regarding this additional work at your earliest convenience. We look forward to continuing to work with the City on the implementation of this project to see it through to a successful conclusion. Thank you. Sincerely, �. VVJ- �- hn . Minchin itat Restoration Specialist/ Landscape Architect #2225 Art: Exhibit A, Scope of Work and Costs Dudek 2008 Standard Schedule of Charges cc: Tiffany Pate, Dudek D U D E K 0783 -01 2 January 2008 EXHIBIT A Scope of Work and Cost Estimate Additional Construction Management Services for the Buck Gully Wetlands and Maintenance Road Repair Project City of Newport Beach, California January 15, 2008 The following detailed task descriptions are provided to outline Dudek's understanding of the additional construction management services requested by the City of Newport Beach, associated with the Buck Gully Wetlands and Maintenance Road Repair project. Task I involved design - services previously authorized and is not detailed in the following task descriptions. Task 2: Additional Construction Monitoring Services (Habitat Restoration Staff) Dudek Habitat Restoration staff will coordinate with the City and the designated installation contractors during the bidding and installation of the Buck Gully Wetlands and Maintenance Road Repair Project. Dudek will answer questions as they arise during the bidding process. Dudek will coordinate with the materials suppliers as requested by the City to address project refinements and adjustments to the built improvements as necessary to address final field conditions. Dudek will review contractor submittals for consistency with the plans and .specifications. Dudek will attend additional site meetings with the City and the contractors as requested to review project installation progress and to address project construction questions as they arise. Dudek habitat restoration specialists will assist the City with project management and coordination related to construction changes to built improvements as site conditions dictate. Dudek will coordinate with the general contractor and the landscape contractor to help assure that the design intent of the revegetation construction documents is implemented as intended. Dudek habitat restoration staff will provide construction monitoring site observation services as requested by the City of Newport Beach on a limited on -call, as- needed basis, up to the dollar allotment outlined herein under this task. Dudek will prepare site observation reports after each construction monitoring site observation visit to document the items discussed and decisions reached at the site visit. Estimated Labor Costfor Task 2 ................................. ............................... .....................$12,750.00 Task 3: Additional Construction Monitoring Services (Engineering Staff) Dudek engineering staff will assist the City of Newport Beach with construction changes to the anticipated built improvements to the Buck Gully Wetlands and Maintenance Road Repair project, as site conditions dictate. Dudek will coordinate with the general contractor and sub- contractors to help assure that the design intent of the engineering construction documents is implemented as intended. Dudek engineers will specifically address construction changes to the D U D E K 4783 -01 A•1 January 2008 EXHIBIT A (CONT.) Scope of Work and Cost Estimate gabion structures and the Arizona road crossing that become necessary to address final field conditions. Dudek engineers will provide construction monitoring site observation services as requested by the City of Newport Beach on an on -call, as- needed basis, up to the dollar allotment outlined herein under this task. Dudek will prepare site observation reports after each construction monitoring site observation visit to document the items discussed and decisions reached at the site visit. Estimated Labor Cost for Task 3 .................................. ............................... ......................$6,000.00 Total Estimated Labor Cost (Tasks 2 and 3) ................ ............................... $18,750.00 Total Dudek labor costs for this additional scope of work is $18,750.00. Additional direct/reimbursable charges, such as printing and reprographics, mileage for site visits, delivery charges, and other miscellaneous reimbursable charges, will be billed at cost plus 15% markup in addition to the labor amount. All additional services would be billed on a time -and- materials basis, not to exceed this amount, according to Dudek's Standard Schedule of Charges, based upon approval by the City of Newport Beach. D U D E K 0783 -01 A -2 January 2008 DUDEK 2008 STANDARD SCHEDULE OF CHARGES Engineering Services Project Director ...................... .....................$205.00/hr /hr Program Manager .................. .....................$190.00 /hr Principal Engineer II ............... .....................$180.00 /hr Principal Engineer I ................ .....................$170.001hr /hr Senior Project Manager .......... .....................$160.00 /hr Project Manager ..................... .....................$145.00 /hr Resident Engineer .................. .....................$135.00 /hr Senior Engineer 11 ................... .....................$135.00 /hr Senior Engineer I ................... .....................$125.00 /hr Associate Engineer ............... .....................$115.00/hr /hr Project Engineer IV ................ .....................$110.00 /hr Project Engineer III ................. .....................$100.00/hr Project Engineer 11 ................... ......................$95.00 /hr Project Engineer I .................... ......................$85.00 /hr Field Engineer 11 ..................... .....................$110.00 /hr Field Engineer I ...................... .....................$100.00 /hr Engineering Assistant .............. ......................$75.00 /hr Right -of -Way Management Services Principal ROW Manager ROW Project Manager.. ROW Senior Engineer... ROW Engineer .............. ROW Technician ........... ROW Research Analyst Environmental Services $170.00 /hr $140.00 /hr $125.00 /hr $115.00 /hr $105.00 /hr ..$75.00 /hr Principal .. ............................... .....................$210.00 /hr Senior Project Manager /Specialist ..............$195.00 /hr Environmental Specialist/Planner VI ...........$170.00 /hr Environmental Specialist/Planner V ............$150.00 /hr Environmental Specialist/Planner IV ...........$135.00 /hr Environmental Specialist/Planner 111............$125.00 /hr Environmental Specialist/Planner 11 .............$110.00 /hr Environmental SpecialistlPlanner 1 ..............$100.00 /hr Analyst ..... ............................... ......................$85.00 /hr Planning Research Assistant .. ......................$70.00 /hr Construction Management Services Principal /Manager .................. .....................$195.00/hr $205.00/hr Senior Construction Manager .....................$180.00/hr /hr Senior Project Manager .......... .....................$160.00 /hr Construction Manager ............ .....................$150.00 /hr Project Manager ..................... .....................$140.00 /hr Resident Engineer ................ .....................$135.00 /hr Construction Engineer ............ .....................$130.00 /hr On-site Owners Representative .................$105.00/hr /hr Construction inspector III ....... .....................$120.00 /hr Construction Inspector II ........ .....................$110.00 /hr Construction Inspector I ......... .....................$100.00 /hr Hydrogeological Services Principal ....................... ............................... $205.00/hr Practice Manager ................... .....................$185.00 /hr Sr. Environmental Engineer ... .....................$185.00 /hr Sr. HydrogeologistISr. Proj Mgr ...................$165.00 /hr Project Manager ..................... .....................$150.00 /hr Associate HydrogeologLaUEngineer ............$135.00/hr $100.00 /hr Hydrogeologist IV /Engineer IV ....................$120.00 /hr Hydrogeologist III /Engineer III .....................$110.00 /hr Hydrogeologist II/Engineer 11 .. .....................$100.00 /hr Hydrogeologist I/Engineer I ..... ......................$90.00 /hr Technician ...................... ............................... $85.00 /hr DUDEK District Management 8 Operations District General Manager ............................... $175.00/hr District Engineer .............. ............................... $160.00 /hr Operations Manager ....... ............................... $150.00/hr District Secretary/Accountant .......................... $85.00 /hr Collections System Manager ... ......................$95.00 /hr Grade V Operator ............ ............................... $100.00 /hr Grade III Operator ............. ............................... $80.00 /hr Grade I Operator ............... ............................... $55.001hr Operator in Training .......... ............................... $40.00/hr Collection Maintenance Worker 11 .................... $55.00 /hr Collection Maintenance Worker I ..................... $40.00/hr Office Services TechnicabDrafting/CADD Services 3D Graphic Artist ............. ............................... $140.00 /hr Senior Designer .............. ............................... $120.00/hr Designer .......................... ............................... $105.00 /hr Assistant Designer ............ ............................... $85.00/hr GIS Specialist IV ............. ............................... $135.00 /hr GIS Specialist III .............. ............................... $120.00 /hr GIS Specialist II ............... ............................... $110.00 /hr GIS Specialist I ................ ............................... $100.00 /hr CADD Operator II .............. ............................... $95.00/hr CADD Operator I ............... ............................... $85.00/hr CADD Drafter.................. ............................... "$80.00 /hr CADD Technician .............. ............................... $70.001hr Surveying Services (Coachella Valley) Professional Land Surveyor ........................... $160.00 /hr 3- Parson Survey Crew .... ............................... $235.00/hr 2- Person Survey Crew .... ............................... $205.00 /hr 1- Person Survey Crew .... ............................... $110.001hr Survey Analyst ................ ............................... $110.00 /hr Asst Survey AnalysUCADD Mapper ................ $80.00 /hr Support Services Technical Editor III ........... ............................... $130.00 /hr Technical Editor II ............ ............................... $110.00 /hr Technical Editor I ............... ............................... $90.00 /hr Publications Assistant III .... ............................... $90.001hr Publications Assistant II ..... ............................... $80.00 /hr Publications Assistant I ...... ............................... $70.00 /hr Clerical Administration ....... ............................... $70.00 /hr Forensic Engineering - Court appearancm depositions, and interrogatories as expert wtneas will be billed at 2.00 times normal rates. Emergency and Holidays - Minimum charge of two fours will be billed at 1.75 times the normal rate. Material and outside services - sula:onbaaors, rantat of special equipment, special reproductlons and bluepriming, outside data processing and computer services, etc.. are charged at 1.15 times the direct cost. Travel Expenses - Mileage at 50.5 cents per mile. Per diem where overnight stay Is Involved Is charged at cost I s, charg��pt. fees atll II o Cliam ly aA be ue ate n a mqu ert' pad thirty (30) ate m ag pay a ly late charge equal ne peroerd (1 h of the anding ce omit per in full. Effective January 1, 2008 EXHIBIT B City of Newport Beach NO. BA- 08BA -043 BUDGET AMENDMENT 2007 -08 AMOUNT: $15,750.00 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates Increase in Budgetary Fund Balance Increase Expenditure Appropriations AND Decrease in Budgetary Fund Balance PX Transfer Budget Appropriations PX No effect on Budgetary Fund Balance SOURCE: from existing budget appropriations from additional estimated revenues from unappropriated fund balance EXPLANATION: This budget amendment is requested to provide for the following: To transfer expenditure appropriations from salary savings to the Buck Gully Wetlands and Maintenance Road Repair Project. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Account REVENUE ESTIMATES (3601) Fund /Division Account EXPENDITURE APPROPRIATIONS (3603) Description Description Description Division Number 5100 Public Works - Engineering Account Number 7099 Salary Savings Division Number 7014 General Fund - Miscellaneous & Studies Account Number C5100659 Buck Gully Restoration Division Number Account Number Division Number Account Number Division Number Account Number Financial Approval: Administrative Se ices Director Signed: Administrative Approval;o4ity Manager Signed: City Council Approval: City Clerk Amount Debit Credit $15,750.00 $15,750.00 / -/(f Dates a Da Date