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Home My WebLink About Bellecci & Associates Amendment No.1AMENDMENT NO. 1 TO THE AGREEMENT BETWEEN THE TOWN OF LOS ALTOS HILLS AND BELLECCI & ASSOCIATES THIS AMENDMENT NO. 1 TO THE SERVICES AGREEMENT is made at Los Altos Hills, California, as of ____________, 2024, by and between THE TOWN OF LOS ALTOS HILLS (“Town”), a municipal corporation, and BELLECCI & ASSOCIATES (“Consultant”), (sometimes referred together as the “Parties”) who agree as follows: RECITALS A. On October 16, 2020, Town and Consultant entered that certain Services Agreement (“Agreement”) whereby Consultant agreed to provide civil engineering design services to the Town for the Underground Utility District in the area around the El Monte Fire Station. A true and correct copy of the Agreement and its exhibits is attached as Attachment A. B. Town and Consultant now desire to amend the Agreement. NOW, THEREFORE, for and in consideration of the promises and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, Town and Consultant hereby agree as follows: 1. All terms which are defined in the Agreement shall have the same meaning when used in this Amendment, unless specifically provided herein to the contrary. 2. Extension of Contract Term. The Term of Services identified in Section 1.1 of the Agreement is hereby modified as follows: The Agreement shall be terminated with the completion of SCOPE OF WORK of the original Agreement and Amendment No. 1 for Construction Management services (Attachment B) or by December 31, 2026, whichever is sooner. 3. Compensation. The compensation specified in Section 2 of the Agreement is hereby modified as follows: Town hereby agrees to pay Consultant a sum not to exceed $723,994, notwithstanding any contrary indications that may be contained in the original agreement and the Consultant’s construction management services proposal dated April 2, 2024 (Attachment B) to be performed and reimbursed costs incurred under this Agreement. All other terms, conditions and provisions in the Agreement remain in full force and effect. If there is a conflict between the terms of this Amendment and the Agreement, the terms of the Agreement will control unless specifically modified by this Amendment. [SIGNATURES ON THE FOLLOWING PAGE] April 15 Dated: TOWN OF LOS ALTOS HILLS BELLECCI & ASSOCIATES By: Peter Pirnejad, City Manager By: Daniel Leary, Principal in Charge Approved as to Form: By: City Attorney Attested: By: City Clerk April15, 2024 2290 Diamond Blvd., Suite 100 925 • 685 • 4569 7077 Koll Center Pkwy., Suite 210 Concord, CA 94520 bellecci.com Pleasanton, CA 94566 April 2, 2024 Mr. WooJae Kim, P.E. Public Works Director Town of Los Altos Hills 26379 Fremont Road Los Altos Hills, CA 94022 Regarding: Proposal for the Moody Road/Elena Road/El Monte Road Rule 20A Utility Undergrounding Project Dear Mr. Kim: Bellecci appreciates the opportunity to work with the Town of Los Altos Hills to provide construction management services on the Moody Road/Elena Road/El Monte Road Rule 20A Utility Undergrounding Project. Attached for your review, is our proposed scope of services (Exhibit 1). Also attached is a copy of our proposed budget to do the work (Exhibit 2) for your review. Bellecci & Associates, Inc proposes to provide the services for the project as outlined in this proposal for an estimated fee of $471,532.00 to be invoiced monthly on a time and materials basis. We will not exceed this fee without prior approval from the Town. We are excited about the opportunity to assist the Town with this project. If you have any questions, feel free to call me at 925-318-2071. Sincerely, BELLECCI & ASSOCIATES, INC Robert Broestl, PE Principal Town of Los Altos Hills Moody Road/Elena Road/El Monte Road Rule 20A Project EXHIBIT 1 Page 1 of 5 Project Understanding Bellecci understands the significance of the Moody Road/Elena Road/El Monte Road Rule 20A Utility Undergrounding Project for the Town of Los Altos Hills. We also understand the potential construction impacts an underground project can have on this two-lane road to the residents. Bellecci’s resident engineer has provided construction oversite on similar projects for Cities and Towns, our team has great familiarity with the needs and expectations of the residents. Moody Road is a vital connection in and out of the area for many residents so we understand the importance of efficient traffic control measures to keep the traffic flowing so residents can get to where they are going without major delays. The notification of the public will also play a significant role in the overall success of the Rule 20A Utility Undergrounding Project, as part of our responsibility for the project we provided periodic updates with the Town staff so they will be current on the construction schedule and more importantly the construction activities that could have a negative impact on the community. Project Approach Bellecci is proposing an experienced team consisting of highly qualified personnel with extensive prior Construction Management, Administration, and Inspection Support services experience. We will provide the construction administration and support services with responsibility for overall project oversight, scheduling, and coordination. We will also be responsible for coordinating Joint Trench Vaults Location on Moody Road Town of Los Altos Hills Moody Road/Elena Road/El Monte Road Rule 20A Project EXHIBIT 1 Page 2 of 5 aspects of civil engineering construction support with the design Team and overall construction management, construction inspections, and materials testing coordination. We will employ management and procedural methodologies based on well-established, project- tested construction management and administrative guidelines, cost control procedures, proven audit and cost recovery approaches and claims management techniques. These methodologies will be underpinned by a proactive approach to coordination and the establishment of open, consistent channels of communication among all the parties involved. Based on our recent experience working on projects in the Town of Los Altos Hills we understand the importance of keeping the public informed about the project. That is why we will ensure that affected residences receive a written notice of work to be performed, which may impact them, and meet with them as required to ensure the best public relations during construction of the project. As with all our previous construction management projects, we are very proactive when it comes to any complaints received by the public. Because the Moody Road/Elena Road/El Monte Road Rule 20A Utility Undergrounding Project has the potential to impact many residents we will be logging and addressing the complaints as soon as they are received. Project Scope We intend to follow the tasks as outlined below. We anticipate that the services our team will provide will include, but not be limited to the following: Location of Proposed Joint Trench Vaults on Elena Road Town of Los Altos Hills Moody Road/Elena Road/El Monte Road Rule 20A Project EXHIBIT 1 Page 3 of 5 A. Pre-construction Phase • Coordinate the review of Contractor’s submittals with the design team. • Conduct the pre-construction meeting with the Contractor, City and project stakeholders. • Respond to Contractor Request for Information (RFI). • Review and comment on the Contractor’s construction schedule. • Coordinate Moody Road/Elena Road/El Monte Road traffic control plans with Town’s Staff. • Coordinate and plan the staging areas for the project construction with Town’s Staff. • Verify that the construction complies with Town’s environmental permit requirements and conditions. • Coordinate and oversee the CDFW permit mitigation requirements for geotechnical borings and biological monitoring & testing. • Perform a preconstruction site inspection of the project sites to document existing conditions. • Establish a dedicated phone line for the project. • Assist with public relations & public outreach regarding the project. B. Construction Phase (Construction Contract 120 Working Days) • Provide inspection services for the duration of the construction of the project to ensure that provisions of the contract documents are being fulfilled. • Prepare daily inspection reports documenting observed construction activities. • Take digital photographs providing documentation of construction. • Document changes in the field to compare to the Contractor record drawing markups. • Measure quantities of items constructed and prepare progress payment applications. Existing Asphalt Pathway on Moody Road. Town of Los Altos Hills Moody Road/Elena Road/El Monte Road Rule 20A Project EXHIBIT 1 Page 4 of 5 • Conduct weekly project meetings, prepare minutes, and distribute to designated parties. • Coordinate with appropriate Town’s staff to discuss project issues. • Public relations with residents and businesses impacted by construction. • Facilitate two-way communication with affected residents, Community College, Fire Department, Purissima Hills Water District, utility companies, commuters, and other project stakeholders. • Evaluate cost reduction incentive proposals and make recommendations to the Town. • Provide the Town’s staff with copies of the construction management documentation. • Review the Contractor’s schedule and notify the Town of changes that affect the on-time completion of the project. • Prepare weekly reports of working days and provide them to the Contractor. • Prepare and assist the Town in negotiation of change orders. • Review, comment and facilitate responses to requests for information (RFI). • Monitor and enforce Construction Contractor’s compliance with SWPPP. • Monitor safety and health requirements and enforce applicable regulations and contract provisions for the protection of the public and project personnel. • Facilitate utility coordination conflicts with the Town, the applicable utilities, and the Construction Contractor. • Prepare a monthly progress report for the Town Project Manager describing key issues, cost status, and schedule status. • Coordinate final project inspection. • Follow-up on the Town receipt of all reimbursements. • Prepare a final funds balance report. C. Quality Assurance • Enforce the Town’s Quality Assurance Plan (QAP). • Schedule and perform quality assurance materials testing to verify compliance of the work with the contract documents, including, source inspections and materials acceptance. • Review test reports submitted by others to substantiate contract compliance. • Compare Certificates of Compliance or source release tags with the applicable delivered materials at the project site. • Spot check submitted certified payroll from the Contractor. D. Post-Construction Phase • Prepare initial punch list and consolidate comments into final punch list. • Perform final project inspection. • Prepare final progress payment for the project including the costs all bid items constructed and approved change orders. • Finalize project accounting. • Oversee completion of record drawing (as-built). • Transmit all project files and record drawing to the Town for archiving. We anticipate that we are being retained to provide turnkey Construction Management services to the Town of Los Altos Hills, with responsibility to conduct all activities and provide all services necessary to ensure successful, timely completion of the planned construction activities. Town of Los Altos Hills Moody Road/Elena Road/El Monte Road Rule 20A Project EXHIBIT 1 Page 5 of 5 Bellecci’s Task Leader will be responsible for ensuring the smooth functioning and performance of the project personnel and overseeing the processes that manage daily documentation. Our staff is well-versed in construction management applications and can effectively use and adapt them to any specific project. We primarily use the State of California Design and Construction Manuals for our management guidelines and have effectively adapted them into our construction management program structure. Mark Ups ODCs Total Principal I /Project Manager Construction Manager Resident Engineer Sr. Public Works Inspector Public Works Inspector PW Inspector Apprentice Constr. Admin Testing Testing Testing BSK Geotechnical Environmental $240 $220 $188 $174 $154 $138 $106 LS Fee Allocation Allocation 1 1.1 Precontruction Meeting 2 2 4 2 10 $1,764 $1,764 1.2 Construction Submittal Review and Coord.with team 2 12 24 8 46 $8,480 $8,480 1.3 Preconstruction Site Documentation (Photos/Videos)2 2 8 8 8 28 $4,504 $4,504 1.4 Preconstruction Coordination with Town PM for Traffic Control 4 20 20 4 2 50 $9,948 $9,948 1.5 Public Notification Coordination 4 12 16 4 8 44 $8,072 $8,072 1.6 Fish & Wild Life Permit Requirements Mitigation 2 12 4 4 22 $4,296 $16,000 $35,000 $5,100 $60,396 1.7 Miscellaneous Expenses (Mileage, Prints, Postage etc.)0 $0 $500 $500 2 2.1 Public Relations and Coordination 6 28 20 8 36 98 $16,568 $16,568 2.2 Weekly Construction Meetings & Project Coord. (Assume 25 Meetings)12 50 50 32 144 $26,672 $26,672 2.3 Construction Support (Weekly Report, RFI, CO, Partial and Final Pay)16 40 80 32 168 $31,072 $31,072 2.4 Construction Management (Assume full time inspections)4 30 80 860 20 994 $157,160 $157,160 2.5 Monitor and Enforce Compliance with SWPPP 4 20 20 16 24 84 $14,128 $14,128 2.6 Miscellaneous Expenses (Mileage, Prints, Postage etc.)0 $0 $2,500 $2,500 3 3.1 Project Admin., Project Accounting & Documentation 16 24 16 8 16 80 $15,216 $15,216 3.2 Materials Testing, Sampling Coord. & Review of Test Results 8 24 16 8 4 60 $11,864 $50,000 $5,000 $66,864 3.2 Labor Compliance and Certified Payroll Review 14 23 24 8 8 24 101 $18,100 $18,100 3.3 Miscellaneous Expenses (Mileage, Prints, Postage etc.)0 $0 $0 4 4.1 Post Construction Site Inspection and Punch List Preparation 4 16 16 8 8 8 60 $10,960 $10,960 4.2 Project Close-out Documentation and Final Project Accounting 4 16 16 8 44 $8,336 $8,336 4.3 Oversite of Record Drawing Preparation 2 8 16 8 34 $6,096 $6,096 4.4 Final Reports and Transmittal of all Project files and Record Dwgs 2 2 8 12 24 $3,696 $3,696 4.5 Miscellaneous Expenses (Mileage, Prints, Postage etc.)0 $0 $500 $500 108 339 436 36 916 0 256 2091 $356,932 $50,000 $16,000 $35,000 $10,100 $3,500 $471,532 1 2 3 4 This proposal assumes 120 working days and does not include construction surveying. 2-Apr-24 Pre-Construction Phase Construction Phase (Assume 120 Working Days) Quality Assurance Basic Service Total Post-Construction Phase Breakdown of hours shown on this spreadsheet are for estimating purposes only. Distribution of hours may vary when invoiced but the total amount invoiced will not exceed the Town approved total without prior authorization from the Town. If available, as required by the California Labor Code Prevailing Wage Determination, we will have an apprentice inspector on site (this estimate does not include hours for an apprentice inspector ($138/hr) if required by the DIR). Exhibit 2 Proposal for: Construction Management Services for Moody Road/Elena Road/El Monte Road Rule 20A Joint Trench Project PG&E, AT&T, Comcast pole removal work will occur after Contractor's work and we assume no major inspection work needed during this time Notes: Town of Los Altos Hills, CA Other Direct Costs/Site Visits Total Fee Tasks Labor Total Labor Costs Total Hours Task #Task Description 10% Sub Mark Up 1/1