CC 2020-11-24_08j Amendment to Agreements_Quincy_Filippin_Bridge Street Bridge
MEMORANDUM
TO: CITY COUNCIL
FROM: BILL ROBESON, ASSISTANT CITY MANAGER/PUBLIC WORKS
DIRECTOR
BY: JILL MCPEEK, CAPITAL IMPROVEMENT PROJECT MANAGER
SUBJECT: CONSIDERATION TO APPROVE AN AMENDMENT TO AGREEMENT
FOR CONSULTANT SERVICES WITH QUINCY ENGINEERING, INC.,
APPROVE AN AMENDMENT TO CONTRACT FOR CONSULTANT
SERVICES WITH FILIPPIN ENGINEERING, INC., AND APPROVE A
CORRESPONDING BUDGET AMENDMENT REQUEST IN THE
AMOUNT OF $389,590 TO FUND 350-CAPITAL IMPROVEMENT
PROGRAM FOR THE BRIDGE STREET BRIDGE REHABILITATION
AND HABITAT MITIGATION PROJECTS
DATE: NOVEMBER 24, 2020
SUMMARY OF ACTION:
Approval of amendments to the existing Agreement with Quincy Engineering for
additional construction engineering services and the existing Contract with Filippin
Engineering, Inc. for additional construction management and inspection services for the
Bridge Street Bridge Rehabilitation project; and approval of a budget adjustment to add
additional Federal Highway Bridge Program (HBP) funds to the Capital Improvement
Program budget for both the Bridge Street Bridge Rehabilitation and Habitat Mitigation
projects.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The City was successful in securing an additional $389,590 of Federal Highway Bridge
Program (HBP) funds ($213,000 for the Rehabilitation project and $176,590 for the
Habitat Mitigation project) which fully funds both projects. This will allow for the return of
$166,060 of Local Sales Tax funds previously transferred to the Habitat Mitigation Project
from the City’s Pavement Management Program budget. The total amount of HBP funding
secured is $9,144,900 ($8,719,310 for the Rehabilitation Project and $425,590 for the
Habitat Mitigation Project). Staff time will be necessary to coordinate construction
activities with the contractor and consultants.
RECOMMENDATION:
It is recommended the City Council: 1) Approve a Tenth Amendment to the Agreement
for Consultant Services ("Tenth Amendment") with Quincy Engineering, Inc. for additional
construction engineering services; 2) Approve a Third Amendment to the Contract for
Consultant Services ("Third Amendment") with Filippin Engineering, Inc. for additional
construction management and inspection services; and 3) approve an amendment to the
Fiscal Year 2020-21 Capital Improvement Program budget to add $389,590 of HBP funds
to the Bridge Street Bridge Rehabilitation and Habitat Mitigation projects.
Item 8.j. - Page 1
CITY COUNCIL
CONSIDERATION TO APPROVE AN AMENDMENT TO AGREEMENT FOR
CONSULTANT SERVICES WITH QUINCY ENGINEERING, INC., APPROVE AN
AMENDMENT TO CONTRACT FOR CONSULTANT SERVICES WITH FILIPPIN
ENGINEERING, INC., AND APPROVE A CORRESPONDING BUDGET AMENDMENT
REQUEST IN THE AMOUNT OF $389,590 TO FUND 350-CAPITAL IMPROVEMENT
PROGRAM FOR THE BRIDGE STREET BRIDGE REHABILITATION AND HABITAT
MITIGATION PROJECTS
NOVEMBER 24, 2020
PAGE 2
BACKGROUND OF PAST AMENDMENTS:
Amendments 1 through 9 to Quincy Engineering Agreement
On May 22, 2012, the Council approved an Agreement for Consultant Services with
Quincy Engineering, Inc. for design phase services for the Bridge Street Bridge
Rehabilitation project. Subsequently, nine amendments to the Agreement have been
executed consisting of items such as reallocation of budgeted tasks within the overall
contract, extension of the contract end date, and the addition of services such as utility
relocation design and engineering support services during construction of the Bridge
Street Bridge Rehabilitation and Habitat Mitigation projects.
Amendments 1 and 2 to Filippin Engineering Contract
On January 28, 2020, the Council approved a Contract for Consultant Services with
Filippin Engineering, Inc. for construction management, resident engineer, inspection,
material testing, and environmental monitoring services for the Bridge Street Bridge
Rehabilitation project. Subsequently, two amendments to the Contract have been
executed consisting of items such as preconstruction management, inspection and
environmental services for the Rehabilitation Project, and construction management and
inspection services for the Habitat Mitigation project.
Amendment to the Capital Improvement Program Budget
On October 13, 2020, the Council approved the transfer of $166,060 of Sales Tax funds
from the Annual Pavement Management Program budget to fully fund the Bridge Street
Bridge Habitat Mitigation project while staff concurrently applied for additional HBP
funding. The application for additional HBP funding which was successful and a further
budget adjustment is necessary to reflect this change.
ANALYSIS OF ISSUES:
Amendment to Quincy Engineering Agreement and Filippin Engineering Contract
Due to several unforeseen and uncontrollable factors during the course of construction of
the Rehabilitation project, the Quincy Engineering and Filippin Engineering teams are
spending significantly more effort than what was included in their original scope of
services. The efforts by Quincy Engineering include a higher than anticipated number of
contractor requests for information (RFIs), shop plan reviews, and associated
coordination primarily due to the inexperience of the contractor’s subcontractor
responsible for detailing and fabricating the steel elements of the bridge. The efforts by
Filippin Engineering include additional construction management, inspection and
environmental monitoring services during contractor overtime hours, including weekend
work, and an anticipated extended construction end date. These efforts are needed to
Item 8.j. - Page 2
CITY COUNCIL
CONSIDERATION TO APPROVE AN AMENDMENT TO AGREEMENT FOR
CONSULTANT SERVICES WITH QUINCY ENGINEERING, INC., APPROVE AN
AMENDMENT TO CONTRACT FOR CONSULTANT SERVICES WITH FILIPPIN
ENGINEERING, INC., AND APPROVE A CORRESPONDING BUDGET AMENDMENT
REQUEST IN THE AMOUNT OF $389,590 TO FUND 350-CAPITAL IMPROVEMENT
PROGRAM FOR THE BRIDGE STREET BRIDGE REHABILITATION AND HABITAT
MITIGATION PROJECTS
NOVEMBER 24, 2020
PAGE 3
keep the project moving forward and to not further delay construction activities. The fee
for these additional services is estimated to be $213,000 (Quincy Engineering $45,000
and Filippin Engineering $168,000) and will be reimbursed by HBP funds.
Below is a summary of prior contract Amendments for both Quincy Engineering and
Filippin Engineering on the Bridge Street Bridge Rehabilitation and Habitat Mitigation
Projects:
Rehabilitation Habitat Mitigation Total
Quincy Engineering
Original Contract 857,000.00 0.00 857,000.00
Amendment No. 1 39,895.19 0.00 39,895.19
Amendment No. 2 100,092.83 0.00 100,092.83
Amendment No. 3 0.00 0.00 0.00
Amendment No. 4 0.00 0.00 0.00
Amendment No. 5 39,585.65 0.00 39,585.65
Amendment No. 6 68,805.93 0.00 68,805.93
Amendment No. 7 0.00 0.00 0.00
Amendment No. 8 146,000.00 0.00 146,000.00
Amendment No. 9 0.00 22,800.00 22,800.00
Amendment No. 10 45,000.00 0.00 45,000.00
Subtotal 1,296,379.60 22,800.00 1,319,179.60
Filippin Engineering
Original Contract 579,339.42 0.00 579,339.42
Amendment No. 1 135,874.74 0.00 135,874.74
Amendment No. 2 0.00 44,100.00 44,100.00
Amendment No. 3 168,000.00 0.00 168,000.00
Subtotal 883,214.16 44,100.00 927,314.16
Total 2,179,593.76 66,900.00 2,246,493.76
Amendment to the Capital Improvement Program Budget
This month, the City was successful in securing an additional $389,590 of HBR funds to
fully fund the Bridge Rehabilitation and Habitat Mitigation Projects. This will allow for the
$166,060 of Sales Tax Funds to be returned to the Annual Pavement Management
Program budget.
Item 8.j. - Page 3
CITY COUNCIL
CONSIDERATION TO APPROVE AN AMENDMENT TO AGREEMENT FOR
CONSULTANT SERVICES WITH QUINCY ENGINEERING, INC., APPROVE AN
AMENDMENT TO CONTRACT FOR CONSULTANT SERVICES WITH FILIPPIN
ENGINEERING, INC., AND APPROVE A CORRESPONDING BUDGET AMENDMENT
REQUEST IN THE AMOUNT OF $389,590 TO FUND 350-CAPITAL IMPROVEMENT
PROGRAM FOR THE BRIDGE STREET BRIDGE REHABILITATION AND HABITAT
MITIGATION PROJECTS
NOVEMBER 24, 2020
PAGE 4
Below is a summary of the awarded HBP funding for the Projects:
Current Additional Total
Rehabilitation
Construction 5,541,899 0 5,541,899
Construction Contingencies 554,110 0 554,110
Construction Engineering 914,401 213,000 1,127,401
Right-of-Way and Utilities 350,000 0 350,000
Preliminary Engineering 1,144,900 0 1,144,900
Subtotal 8,505,310 213,000 8,718,310
Habitat Mitigation
Construction 250,000 67,419 (1) 317,419
Construction Contingencies 0 31,741 (1) 31,741
Engineering Services 0 22,800 (1) 22,800
Construction Management/Inspection 0 44,100 (1) 44,100
City Staff/Costs 0 10,530 10,530
Subtotal 250,000 176,590 426,590
Total 8,755,310 389,590 9,144,900
(1) $166,060 of Sales Tax Funds to be returned to the Annual Pavement Management Program budget.
It is recommended that the City Council approve an amendment to the Fiscal Year 2020-
21 Capital Improvement Program budget to add $389,590 of HBP funds to the Bridge
Street Bridge Rehabilitation and the Habitat Mitigation Projects and to return $166,060 of
Sales Tax Funds to the Annual Pavement Management Program budget.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve staff’s recommendations;
2. Do not approve staff’s recommendations and request further information;
3. Modify staff’s recommendation and approve; or
4. Provide direction to staff.
Item 8.j. - Page 4
CITY COUNCIL
CONSIDERATION TO APPROVE AN AMENDMENT TO AGREEMENT FOR
CONSULTANT SERVICES WITH QUINCY ENGINEERING, INC., APPROVE AN
AMENDMENT TO CONTRACT FOR CONSULTANT SERVICES WITH FILIPPIN
ENGINEERING, INC., AND APPROVE A CORRESPONDING BUDGET AMENDMENT
REQUEST IN THE AMOUNT OF $389,590 TO FUND 350-CAPITAL IMPROVEMENT
PROGRAM FOR THE BRIDGE STREET BRIDGE REHABILITATION AND HABITAT
MITIGATION PROJECTS
NOVEMBER 24, 2020
PAGE 5
ADVANTAGES:
Approval of the contract amendments will allow for continuing construction phase
consultant services necessary to oversee the completion of the Bridge Street Bridge
Rehabilitation and Habitat Mitigation projects. Approval of the amendment to the Fiscal
Year 2020-21 Capital Improvement Program will add HBP funds to fully fund the Bridge
Street Bridge Rehabilitation and Habitat Mitigation Projects and will return $166,060 of
Sales Tax Funds to the Annual Pavement Management Program budget. Bringing the
Bridge Street Bridge up to standard loading conditions will remove the 3-ton maximum
load limit and will allow school buses and fire and delivery trucks to utilize Bridge Street
as a route.
DISADVANTAGES:
None Identified at this time.
ENVIRONMENTAL REVIEW:
Caltrans, as lead agency, has determined that the project is categorically excluded from
the requirements to prepare and Environmental Assessment (EA) or Environmental
Impact Statement (EIS) under the National Environmental Policy Act (NEPA) pursuant to
23 CFR 771.117(d): activity (d)(13) covering bridge rehabilitation that avoids an adverse
effect to historic properties under the National Historic Preservation Act.
The City, as lead agency, has adopted a Mitigated Negative Declaration (MND) prepared
in accordance with the California Environmental Quality Act (CEQA), Public Resources
Code §21000 et seq., and the State CEQA Guidelines, California Code of Regulations
(CCR) §15000 et seq. for the Bridge Street Bridge Rehabilitation and Habitat Mitigation
Projects.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Item 8.j. - Page 5
CONSULTANT SERVICES AGREEMENT
AMENDMENT NO. 10
This Tenth Amendment ("Tenth Amendment") to Consultant Services Agreement (“CSA”)
by and between the CITY OF ARROYO GRANDE (“City”) and QUINCY ENGINEERING,
INC. (“Consultant”) is made and entered into this day of 2020.
WHEREAS, the parties entered into a CSA dated May 22, 2012, for preliminary
engineering work on the Bridge Street Bridge Improvement project; and
WHEREAS, the First Amendment to the CSA was approved on May 27, 2014, which
included an increase in scope and fee to perform additional analysis and more detailed
costs estimates as requested by Caltrans to determine funding eligibility of the
rehabilitation alternative; and
WHEREAS, the Second Amendment to the CSA was approved on January 27, 2015,
which included an increase in scope and fee to carry two design alternatives through the
environmental process of Phase I, and to complete Phase II - Final Design Plans,
Specifications and Estimates (PS&E) and Permitting, and extended the agreement term;
and
WHEREAS, the Third Amendment to the CSA was approved on July 18, 2016, which
included a no cost change for extra work required to complete the project by a reallocation
within the existing budget; and
WHEREAS, the Fourth Amendment to the CSA was approved on March 16, 2017, which
included a no cost change for extra work required to complete the project by a reallocation
within the existing budget; and
WHEREAS, the Fifth Amendment to the CSA was approved on July 27, 2017, which
included an increase in scope and fee to prepare an alternatives evaluation and
preliminary cost estimates for the permanent waterline relocation and temporary/
permanent relocation of the existing sanitary sewer crossing Arroyo Grande Creek for
grant programming purposes; and
WHEREAS, the Sixth Amendment to the CSA was approved on March 13, 2018, which
allowed for the design of both temporary and permanent utility relocations required as
part of the project, and extended the agreement term; and
WHEREAS, the Seventh Amendment to the CSA was approved on August 13, 2019,
which extended the agreement term and included a no cost change for extra work
required to complete construction documents by a reallocation within the existing budget;
and
Item 8.j. - Page 6
WHEREAS, the Eight Amendment to the CSA was approved on October 8, 2019, which
included an increase in scope and fee to perform design support services during the
construction phase of the Bridge Street Bridge Rehabilitation Project; and
WHEREAS, the Ninth Amendment to the CSA was approved on August 25, 2020, which
included an increase in scope and fee to perform engineering services for the Bridge
Street Bridge Habitat Mitigation Project.
WHEREAS, the parties desire to further modify the CSA as set forth herein.
NOW THEREFORE, for valuable consideration the receipt and sufficiency of which is
acknowledged, the parties agree as follows:
1. To include the additional services at the increased cost as specified in Exhibit “A”
attached hereto and incorporated herein by this reference.
2. Except as modified herein, all other terms and conditions set forth in the CSA, as
amended, shall remain unchanged.
IN WITNESS WHEREOF, CITY and CONSULTANT have executed this Tenth
Amendment the day and year first above written.
CITY OF ARROYO GRANDE CONSULTANT
By: By:
Caren Ray Russom, Mayor Mark Reno, Principal
Attest: Approved As To Form:
Kelly Wetmore, City Clerk Timothy J. Carmel, City Attorney
Item 8.j. - Page 7
www.quincyeng.com | 11017 Cobblerock, Drive Suite 100 | Rancho Cordova, CA 95670 | P: 916.368.9181 | F: 916.368.1308
Jill McPeek October 28, 2020
Capital Improvement Project Manager
City of Arroyo Grande
Department of Community Development
300 East Branch Street
Arroyo Grande, CA 93420
Re: Bridge Street Bridge Rehabilitation Project in Arroyo Grande
Amendment 10 – Additional Construction Support Services
Dear Ms. McPeek,
As has been discussed with the City, and documented in invoices/monthly summary reports, the
Quincy Team has had to expend significantly more effort in supporting the City and CM Team.
These efforts can be attributed to a very in-experienced subcontractor who was responsible for
detailing and fabricating the steel elements of this project. The Quincy Team took proactive
measures to schedule and participate in teleconference meetings, sharing of CAD information and
preliminary review of documents in order to attempt to meet the Contractor and Environmental
schedule.
However, numerous revisions to shop plans, additional RFIs and general support time has been
required to accomplish this. We understand that the City along with the CM Team may implement
an administration deduction in order to recapture funds from the Contractor to cover these
additional construction support services since these efforts are directly related to non-
performance of the Contractor’s subconsultant. It is also our understanding that the City has
approached Caltrans for additional Highway Bridge Program (HBP) funds to cover these additional
services.
The additional construction support services can be broken down into the following two tasks:
Task 28 – Additional Construction Support
As a result of a higher than anticipated number for Contractor Request For Information (RFI) and
the necessary coordination with the CM Team, City and Contractor, the number of hours has
exceeded what was anticipated in the original scope of work. This has resulted in additional
emails, documentation, phone calls and collaboration with the City and CM Team. These
proposed amendment hours reflect efforts beyond the original scope.
Task 29- Additional Submittals
The original assumption for our anticipated level of effort was based on providing two (2) reviews
of the steel shop plans. To date we have been called upon to complete up to seven (7) reviews of
various shop plans. Often finding new mistakes, or nuances in the submittals, which were not
present in the previous submittals. Only by actively coordinating CAD files and discussing
discrepancies has there been progress towards finally approving these shop plans, but at nearly 3
times the effort. These hours document these efforts.
As we have discussed, some of these additional efforts to date have been covered by reallocating
budgets from other tasks to cover the work now and keep the reviews and response timely for
EXHIBIT A
Item 8.j. - Page 8
|
Page 2 of 2
the contractor. So, though this amendment discusses the additional efforts for Task 28 and 29,
these funds will be used to reallocate back to other tasks to complete the scope of work.
Please give me a call to discuss any questions or comments you may have on this proposed
amendment. We can adjust meetings or assumed level of efforts. I can be reached at (916) 368-
9181.
Sincerely,
Quincy Engineering, Inc.
Mark L. Reno, P.E.
Project Manager
Cc: File
Item 8.j. - Page 9
Cost Proposal
Supplemental Construction Support Services
Date: 10/26/2020
Quincy Engineering, Inc.
Direct Labor:$14,957.50
Estimated Salary Increases for Multi-Year Project $0.00
Subtotal $14,957.50
Overhead (1.731):$25,891.43
A. Labor Subtotal $40,848.93
Subconsultant Costs:
0 $0.00
0 $0.00
0 $0.00
0 $0.00
0 $0.00
0 $0.00
0 $0.00
0 $0.00
0 $0.00
B. Subconsultant Subtotal $0.00
Other Direct Costs:
Travel (@ active IRS mileage rate)0 miles @ $0.575 $0.00
Pier Diem/ Hotel 0 days @ $150.00 $0.00
Delivery 0 @ $20.00 $0.00
Vendor Reproduction
Vellum @ $0.00
81/2 X 11 Reproduction @ $0.00
11 X 17 Reproduction @ $0.00
Mounting Boards for Presentations @ $0.00
Newsletters (Translation and printing)@ $0.00
Subtotal Vendor Reproduction $0.00
Title Report @ $0.00
Miscellaneous
C. Other Direct Cost Subtotal:$0.00
Labor Subtotal A. =$40,848.93
Fixed Fee (10.0%):$4,084.89
Subconsultant Subtotal B. =$0.00
Fixed Fee (0.0%):$0.00
Other Direct Cost Subtotal: C. =$0.00
Fixed Fee (0.0%):$0.00
TOTAL =$44,933.83
Say $45,000.00
Note: Invoices will be based upon actual QEI hourly rates plus overhead at 173.1%
plus prorated portion of fixed fee. Subconsultant and Direct Costs will be billed at actual cost.
The overhead rate (ICR) shall remain fixed for the contract duration or until both parties agree
to modify the rate in writing.
Bridge Street Bridge
Bridge Street Bridge Amendment #10 20201026 Project 1 Budget
Item 8.j. - Page 10
Cost Proposal
TASKS Principal Eng.Principal Eng.Senior Eng.Senior Eng.Assist Eng. IInternInternQuincy Total HoursQuincy Total Labor DollarsQuincy LaborQuincy ProfitQuincy NLF BudgetSubconsultant SubtotalBL MR GY RS Aha AJ Bko Direct Labor
Labor+OH
Multiplier Fee Multiplier
Actual Labor
Multiplier
No.Initial Hourly Rate $112.98 $110.00 $80.00 $80.00 $34.65 $20.00 $20.00
2.731 10%3.004
0 $0
28 Additional Construction Support 8 10 18 $1,680 $4,588 $458.81 $5,047 $0
29 Additional Submittals 40 40 150 52 32 314 $13,278 $36,261 $3,626.09 $39,887 $0
0 $0 $0 $0.00 $0 $0
0 $0 $0 $0.00 $0 $0
0 $0 $0 $0.00 $0 $0
0 $0 $0 $0.00 $0 $0
0 $0 $0 $0.00 $0 $0
0 $0 $0 $0.00 $0 $0
0 $0 $0 $0.00 $0 $0
0 $0 $0 $0.00 $0 $0
0 $0 $0 $0.00 $0 $0
0 $0 $0 $0.00 $0 $0
0 $0 $0 $0.00 $0 $0
0 $0 $0 $0.00 $0 $0
0 $0 $0 $0.00 $0 $0
0 $0 $0 $0.00 $0 $0
0 $0 $0 $0.00 $0 $0
0 $0 $0 $0.00 $0 $0
0 $0 $0 $0.00 $0 $0
0 $0 $0 $0.00 $0 $0
0 $0 $0 $0.00 $0 $0
0 $0 $0 $0.00 $0 $0
0 $0 $0 $0.00 $0 $0
0 $0 $0 $0.00 $0 $0
0 $0 $0 $0.00 $0 $0
0 $0 $0 $0.00 $0 $0
0 $0 $0 $0.00 $0 $0
0 $0 $0 $0.00 $0 $0
0 $0 $0 $0.00 $0 $0
0 $0 $0 $0.00 $0 $0
0 $0 $0 $0.00 $0 $0
$0 $0
Subtotal- Hours 0 8 50 40 150 52 32 332 $14,957.50 $40,848.93 $4,084.89 $44,933.83 0
Estimated Salary Increases for Multi-Year Project $0.00 $0.00 $0.00 $0.00
Other Direct Costs $0.00 0Total Cost $0 $880 $4,000 $3,200 $5,198 $1,040 $640 $14,958 $14,958 $40,849 $4,085 $44,934 $0 $0
Supplemental Construction Support Services
Project Name: Bridge Street Bridge
Bridge Street Bridge Amendment #10 20201026 Project 1 Hrs 10/27/2020
Item 8.j. - Page 11
Local Assistance Procedures Manual EXHIBIT 10-H
Cost Proposal
X Prime Consultant Subconsultant
Consultant
Project Name
Project No. Contract No. Date 10/26/2020
Name Initials Hours Total
Brent Lemon BL 0 112.98$ -$
*Mark Reno MR 8 110.00$ 880.00$
*Greg Young GY 50 80.00$ 4,000.00$
Rodney Simmons RS 40 80.00$ 3,200.00$
Ashley Hansen Aha 150 34.65$ 5,197.50$
Anna Johnson AJ 52 20.00$ 1,040.00$
Boris Kotsyubuk Bko 32 20.00$ 640.00$
332 14,957.50$
LABOR COSTS
a)
b) (see calculation page attached)
c) TOTAL DIRECT LABOR COSTS [(a) + (b)] $14,957.50
INDIRECT COSTS
d)e) Total Fringe Benefits [(c) x (d)] $6,434.72
f)g) Overhead [(c) x (f)] $19,456.72
h)i) Gen & Admin [(c) x (h)] $0.00
j) TOTAL INDIRECT COSTS [(e) + (g) + (i)] $25,891.43
FIXED FEE
k)l) TOTAL FIXED FEE [(c) + (j)] x (k) $4,084.89
CONSULTANT'S OTHER DIRECT COSTS (ODC)
Travel (@ active IRS mileage rate)miles @ $0.00
Pier Diem/ Hotel days @ $0.00
Delivery 0 @ $0.00
Vendor Reproduction
Vellum @ $0.00
81/2 X 11 Reproduction @ $0.00
11 X 17 Reproduction @ $0.00
Mounting Boards for Presentations @ $0.00
Newsletters (Translation and printing)@ $0.00
Subtotal Vendor Reproduction $0.00
Title Report 0 @ $0.00
Miscellaneous $0.00
m) TOTAL OTHER DIRECT COSTS $0.00 $0.00
n)SUBCONSULTANT COSTS (attach detailed cost proposal for each subconsultant )
0
0
0
0
0
0
0
0
0
$0.00
o) TOTAL COST [(c) + (j) + (l) + (m) + (n)]
NOTES:
1.Key personnel marked with an asterisk (*).
2.Employees subject to prevailing wage marked with two asterisks (**).
3.Anticipated salary increases calculation (Item"b") on attached page.
4.Note: Invoices will be based upon actual QEI hourly rates plus overhead at 173.1%
plus prorated portion of fixed fee. Subconsultant and Direct Costs will be billed at actual cost.
The overhead rate (ICR) shall remain fixed for the contract duration or until both parties agree
to modify the rate in writing.
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
0 N/A
Exhibit 10‑H1 Cost Proposal
Actual Cost-Plus-Fixed Fee Contracts
Subtotal Direct Labor Costs
DIRECT LABOR
Classification/Title
Principal Eng.
Principal Eng.
Senior Eng.
Senior Eng.
Bridge Street Bridge
$44,933.83
Overhead (Rate: 130.08%):
General Administration (Rate: 0.0%):
$14,957.50
$0.00Estimated Salary Increases for Multi-Year Project
$0.00
$0.00
Intern
Initial
Hourly Rate
$0.575
$150.00
$20.00
$0.00
Quincy Engineering, Inc.
Fixed Fee (10.0%):
Assist Eng. I
Intern
Range
$70-$120
$70-$120
$50-$100
$50-$100
$26-$46
$16-$25
$16-$25
Fringe Benefits (Rate: 43.02%):
Bridge Street Bridge Amendment #10 20201026 LAPM 10-H 10/27/2020
Item 8.j. - Page 12
Local Assistance Procedures Manual Exhibit 10-H
PAGE 2 OF 2
Consultant Contract No. N/A Date 10/26/2020
1. Calculate Average Hourly Rate for 1st year of the contract (Direct Labor Subtotal divided by total hours)
Avg Hourly 5 Year Contract
Rate Duration
$ 14,957.50 =$45.05 Year 1 Avg Hourly Rate
Proposed Escalation =
Avg Hourly Rate
Year 1 $45.05 +=$46.18 Year 1 Avg Hourly Rate
Year 2 $46.18 +=$48.49 Year 2 Avg Hourly Rate
Year 3 $48.49 +=$50.91 Year 3 Avg Hourly Rate
Year 4 $50.91 +=$53.46 Year 4 Avg Hourly Rate
Year 5 $53.46 +=$56.13 Year 5 Avg Hourly Rate
Total Hours
per Year
Year 1 100.00%*=332.0 Estimated Hours Year 1
Year 2 0.00%*=0.0 Estimated Hours Year 2
Year 3 0.00%*=0.0 Estimated Hours Year 3
Year 4 0.00%*=0.0 Estimated Hours Year 4
Year 5 0.00%*=0.0 Estimated Hours Year 5
Total 100%=332.0
Year 1 $45.05 *=$14,957.50 Estimated Hours Year 1
Year 2 $46.18 *=$0.00 Estimated Hours Year 2
Year 3 $48.49 *=$0.00 Estimated Hours Year 3
Year 4 $50.91 *=$0.00 Estimated Hours Year 4
Year 5 $53.46 *=$0.00 Estimated Hours Year 5
=$14,957.50
=$14,957.50
=$0.00 Transfer to Page 1
NOTES:
• This assumes that an average of one half year will be worked at the rate on the cost proposal.
332
ACTUAL COST-PLUS-FIXED FEE CONTRACTS
(CALCULATIONS FOR ANTICIPATED SALARY INCREASES)
Quincy Engineering, Inc.
Bridge Street Bridge
Direct Labor Subtotal Total Hours
per Cost Proposal per Cost Proposal
Estimated % Total Hours
2. Calculate hourly rate for all years (Increase the Average Hourly Rate for a year by proposed escalation %)
Proposed Escalation
2.5%
5.0%
5.0%
5.0%
5.0%
5.0%
3. Calculate estimated hours per year (Multiply estimate % each year by total hours)
Estimated hours Cost per Year(calculated above)(calculated above)
Completed Each Year per Cost Proposal
332.0
332.0
332.0
332.0
Direct Labor Subtotal before Escalation
Estimated total of Direct Labor Salary Increase
EXHIBIT 10-H1 COST PROPOSAL
332
0
0
0
0
Total Direct Labor Cost with Escalation
332.0
Total
4. Calculate Total Costs including Escalation (Multiply Average Hourly Rate by the number of hours)
Avg Hourly Rate
LPP 15-01 January 14, 2015 Item 8.j. - Page 13
_
Local Assistance Procedures Manual EXHIBIT 10-H1
Cost Proposal
EXHIBIT 10-H 1 COST PROPOSAL Page 3 of 3
Certification of Direct Costs:
I, the undersigned, certify to the best of my knowledge and belief that all direct costs identified on the
cost proposal{s) in this contract are actual, reasonable, allowable, and allocable to the contract in
accordance with the contract terms and the following requirements:
1.Generally Accepted Accounting Principles {GAAP)
2.Terms and conditions of the contract
3.Title 23 United States Code Section 112 -Letting of Contracts
4.48 Code of Federal Regulations Part 31 -Contract Cost Principles and Procedures
5.23 Code of Federal Regulations Part 172 -Procurement, Management, and
Administration of Engineering and Design Related Service
6.48 Code of Federal Regulations Part 9904 - Cost Accounting Standards Board {when
applicable)
All costs must be applied consistently and fairly to all contracts. All documentation of compliance must
be retained in the project files and be in compliance with applicable federal and state requirements.
Costs that are noncom pliant with the federal and state requirements are not eligible for reimbursement.
Local governments are responsible for applying only cognizant agency approved or Caltrans accepted
Indirect Cost Rate{s).
Prime Consultant or Subconsultant Certifying:
Name: ______________ _ Title*:
Signature: ____ _ _ ____ __ ____ _ Date of Certification {mm/dd/yyyy): _
Email: ______ ______ __ _ Phone Number:
Address: ________________________________ _
*An individual executive or financial officer of the consultant's or subconsultant's organization at
a level no lower than a Vice President or a Chief Financial Officer, or equivalent, who has
authority to represent the financial information utilized to establish the cost proposal for the
contract.
List services the consultant is providinq under the proposed contract:
Page 3 of 9 January 2020 Item 8.j. - Page 14
CONTRACT FOR CONSULTANT SERVICES
AMENDMENT NO. 3
This Third Amendment ("Third Amendment") to Contract for Consultant Services
(“Contract”) by and between the CITY OF ARROYO GRANDE and FILIPPIN
ENGINEERING, INC. (“Consultant”) is made and entered into this day of 2020.
WHEREAS, the parties entered into a Contract dated January 29, 2020, for construction
management, resident engineer, inspection, materials testing, and environmental
services for the Bridge Street Bridge Rehabilitation Project; and
WHEREAS, the First Amendment to the Contract was approved on July 14, 2020, which
included an increase in scope and fee to perform additional construction management
and environmental services necessary to move the project forward into construction; and
WHEREAS, the Second Amendment to the Contract was approved on August 25, 2020,
for construction management, resident engineer, inspection, and environmental services
for the Bridge Street Bridge Habitat Mitigation Project; and
WHEREAS, the parties desire to further modify the Contract as set forth herein.
NOW THEREFORE, for valuable consideration the receipt and sufficiency of which is
acknowledged, the parties agree as follows:
1. To include the additional services at the increased cost as specified in Exhibit "A"
attached hereto and incorporated herein by this reference.
2. Except as modified herein, all other terms and conditions set forth in the Contract,
as amended, shall remain unchanged.
IN WITNESS WHEREOF, the parties hereto have caused this Third Amendment to be
executed the day and year first above written.
CITY OF ARROYO GRANDE CONSULTANT
By: By:
Caren Ray Russom, Mayor Gino Filippin, President
Attest: Approved As To Form:
Kelly Wetmore, City Clerk Timothy J. Carmel, City Attorney
Item 8.j. - Page 15
November 10, 2020 W.O. 194101
City of Arroyo Grande
Attn: Jill McPeek
1375 Ash Street
Arroyo Grande, CA 93420 (transmitted via email)
SUBJECT: REQUEST FOR AUTHORIZATION OF EXTRA SERVICES FOR CMIT SERVICES,
BRIDGE STREET BRIDGE REPLACEMENT PROJECT
Dear Ms. McPeek,
Filippin Engineering, Inc. (FE) is submitting this Request for Additional Authorization to provide additional
Construction Management and Inspection Services (CMIT) to the City of Arroyo Grande for the Bridge Street Bridge
Replacement project, due to Contractor delays in performing the work per the approved baseline schedule and
Contractor work acceleration (extended hours and weekend work) through the first fifteen weeks of the construction
phase; and the currently estimated two months of contract prolongation post the current contract completion date.
An analysis of addition staff time requested is attached on the following page.
Our work analysis shows average hours per week per our proposal and based on that usage what we anticipated
spending during the first 15 weeks of the construction phase (thru Friday 9/11). Next is the time actually spent during
the construction phase (for the same period); additional costs during this period were due primarily to Granite’s
attempt to accelerate the project schedule via overtime during the regular week and weekend work. Additional costs
during this period were roughly FE $38k, ATS, ES, and Rincon (estimate) $16K for a total of $54K during the first 15
weeks of construction. In addition, we’ve included estimates for additional service during Jan & Feb of 2021 (the time
Granite estimates it will take to complete the project). This period is approx. 2 months; we have based our estimate
on the same time consumption rate in our original proposal. Cost for service during this period (1/1/21 to 2/28/21)
are estimated to be FE $93k, ES and Rincon $21k for a total of roughly $114k.
Total estimated additional services for work under this authorization request are $54K for contract acceleration (NTP
to 9/11/20) + $144K for 2 months of contact prolongation(Jan & Feb 2021) = making the grand total of our additional
authorization request = $168K.
If you have any questions, please do not hesitate to call, (805) 729-0041.
Sincerely,
FILIPPIN ENGINEERING
Gino Filippin, P.E.
President
RCE 57254
EXHIBIT A
Item 8.j. - Page 16
BRIDGE STREET BRIDGE ‐ ADDITIONAL AUTHORIZATION REQUEST NO.3Rate Tot hours during 29 wks of cstr phaseAve. hours per week during cstr phaseBudget hrs for 15 wksActual hrs for 15 wks @ straight timeActual OT hrs during 15 wks @ 1.5 straight timeBudget cost for 15 wksActual cost for 15 wksContract Acceleration cost during first 15 wks of the cstr phase anticipated additional time to contract completion dateContract Prolongation 8 weeks during Jan & Feb 2021Resident Engineer (RE)227.69$ 2368.14 122.072470 27,793.88$ 56,239.43$ 28,445.55$ 0 14,823.40$ Assistant RE149.91$ 733 25.28 379.143364 56,836.57$ 51,149.29$ (5,687.28)$ 0 30,312.84$ Senior Inspector147.30$ 1164 40.14 602.0758274 88,684.76$ 99,898.86$ 11,214.10$ 0 47,298.54$ Office Engineer51.64$ 752.59 38.791270 2,003.28$ 6,558.28$ 4,555.00$ 0 1,068.41$ FE Totals175,318.48$ 213,845.86$ 38,527.38$ ‐$ 93,503.19$ ATS5,000.00$ ‐$ Earth Systems5,000.00$ 3,000.00$ Rincon6,000.00$ 18,000.00$ TOTALS54,527.38$ ‐$ 114,503.19$ Item 8.j. - Page 17
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