HomeMy WebLinkAbout2008 CON Infrastructure Engineering - Supplemental Agreement #2 - Capital Improvement ProjectsCity of National City
Office of the City Engineer
1243 National City Blvd., National City, CA 91950
(619) 336-4380 Fax: (619) 336-4397
March 19, 2008
Infrastructure Engineering Corporation
14271 Danielson Street
Poway, CA 92064
Attention: Tom Frank, Senior Project Manager
SUPPLEMENTAL AGREEMENT No. 2
Project: FY2008-2009 Capital Improvement Program Services
Subject: Supplemental Agreement Two — Program Management Services for the
FY2008-2009 Capital Improvement Program Budget
This is Supplemental Agreement No. 2 to the original agreement dated April 5, 2005, Resolution
No. 2005-6 3 between the City of National City and Infrastructure Engineering Corporation, the
consultant to provide Program Management services for the FY2008-2009 Capital Improvement
Program (CIP) Budget. This supplemental agreement provides for not -to -exceed $ 1 1,640 for Phase 1
services.
The purpose of the services is to assist the City with preparing a 5-year CIP and FY2008/2009 budget.
Details of the scope of work, cost and schedule (Number of hours/days) for this supplemental
agreement are shown on the attached Exhibit "A", Proposed Fee and CIP Budget Process Schedule.
Proposed Contract Amendment No. 2: S11,640
CDC Account No.: 900744
Reviewed by:
Din Daneshfar, Pam.
City Principal Project Manager
Approved by:
George Eimer
City Attorney
CC: File
Date:
Date:
3 -2 N-D8
Approv + by:
Mary.•' a:aki, P.L.
City 'ngineer
Accepted by:
om Frank, P.E.
Senior Project Manager
Infrastructure Engineering Inc.
3V2-0(og
Date: 3-1 g- 6 8
® Recycled Paper
EXI-1 I BIT "A"
March 3, 2008
Maryam Babaki
Director of 1 engineering
City of National City
National City, (,A 91950
Infrastructure Engineering Corporation
Re: Proposal for As Needed CIP Budgeting Services for the City of National City
Dear Ms. Babaki:
Infrastructure Engineering Corporation is pleased to provide this letter outlining our proposal
for As Needed Capital Itnprovement Program Budgeting Services for the City of National
City.
Proposed Scope of Work
Base on our discussions and the anticipated project process, I propose the following scope of
work:
Phase one-
1. Project. Management- Budget, Schedule, and Correspondence- (8 hours)
2. Meeting with department heads- two days — (14 hrs.)
3. Other meetings (Assume three other in house staff meetings at 2 hour per meeting
plus 1 hours of minutes and distribution via email)- (9 hours)
4. Obtain copies, review and select budget format- (4 hours)
5. Create Candidates list and populate with information gathered from Department
Heads. Wish lists includes --Beautification, Library, Parks, Public Building and
Facilities, Public Safety-, Public Transit, Public l;tilitics, Sewer, Storm Drain, and
Streets - (12hrs) (assumes that populating the summary sheets will be completed by
City Staff)
Main (:LP Budget Categories
a. Public Facilities
b. Parks and Recreation
c. Redevelopment Capital Projects
d. Housing
c. Sewer
f. Streets Infrastructure
g. Information Technology
h. Vehicles
i. Police
ii. hire
iii. P.W.
iv. Other City Vehicles.
14271 Donlelson Street. Poway, California 92064 T 858 413 2400 F 858 413.2440 www.lecorporction.com
National City As -Needed CiP Services
3/3/2008
2 of 4
Infrastructure Engineering Corporation
6. Mcetin€rs with Pinance to determine fund balances and agree upon budget format,
process, and schedule (4 hrs)
7. Create draft budget for budget working group to review (40 hours)
a. Complete Candidate lists format for Each Category. Assumes that candidate
lists will be populated by staff based on input received by the various
departments. (6 hrs)
b. Complete 5 year (:II' budget summary sheet format and populate with best
available information. (10 hrs.)
c. Assist Finance in creating Project Budget Sheet for each viable candidate CIP
Project for the one year budget. Assumes that candidate lists will be populated
by staff based on input received by the various departments. (6 hrs)
d. Assist Staff with Cost Estimating for various projects (10 hrs.)
e. Complete Category Summary Sheets including projects names, expenditure
totals and revenue funding source totals. (8 hrs.)
8. Meeting with budget work group to review working draft of 5 year and one year CiP
(4 hours)
9. Revise budget per comments received from budget group (16 hrs)
a. Revise Candidate lists for Each Category based on input received by staff (5
hrs)
b. Revise 5 year (:I P budget summary sheet format and populate with best
available information. (4 hrs.)
c. Revise Project Budget Sheet for each viable candidate CIP Project for the one
year budget. (5 hrs)
d. Revise Category Summary Sheets including projects names, expenditure totals
and revenue funding source totals. (2 hrs.)
Phase two
10. Meeting with budget group to address revisions to plan and draft based on comments
received at Council budget workshop- (4 hours)
a. Receive input from staffs meeting with Neighborhood groups and council
budget workshop.
11. Address revisions per budget work group and distribute revised draft to budget group
and City Manager- (10 hours)
12. Review draft budget with (;in- Manager and Finance Director- (4 hours)
13. Complete Final revisions to draft CIP budget- (6 hours).
14. Create Alternatives for Budget if Prop A funding is repealed. (16 hours)
a. Obtain change in Available funding for Capital projects if Prop A funding is
removed.- (4 hours)
b. Discuss with City Manager top priorities to include in the budget- (2 hours)
c. Complete a revised CIP budget based on the alternates.- (10 hours)
15. Final Draft Budget for Cite Managers Review- 4 hours
16. Revise CIP budget based on Council Comments and resubmit to City Manager- (4
hours)
17. Complete project memorandum documenting suggested improvements for next years
budgeting process.- (Total 7 hours)
a. Complete draft memorandum and distribute to budget team.- (3 hours)
h. Meet and receive feedback and additional comments- (2 hours)
c. Complete revisions and distribute final Budget process recommendations for
FY09 / 10 including recommended schedule.- (2 hours)
National City As -Needed CIP Services
3/3/2008
3 of 4
Assumptions:
Infrastructure Engineering Corporation
A. Assumes staff is meeting with neighborhood work groups to receive input — 4
meetings and minutes.
B. Assumes staff will prepare for and attend Budget Workshop with City Council
Saturday, April 10, 2008
C. Assumes Staff will prepare for and attend June 3, 2008 City Council Meeting to assist
with presentation of the CIP program- (16 hours)
a. Prepare Powerpoint. presentation (6 hours)
b. Assist with writing staff report- (4 hours)
c. Attend Council Meeting and support staff- (6 hours)
D. 2"d Council Meeting (June 17, 2008)- (8 hours)
a. Revise PowerPoint presentation- (4 hours)
b. Attend second council meeting- (4 hours)
Additional Services:
1. If council directs further revisions, provide revisions and attend a 3`d council meeting-
(6 hours)'
2. Attend 2nd Council Meeting (June 17, 2008)
3. If council directs further revisions, provide revisions and attend a 3rd council meeting- (6
hours)'
Footnotes:
1. Based on the assumption of minor comments received by City Council.
Fee:
We have attached a fee worksheet including our estimated time per each task. As discussed,
we phased the tasks into two phases. As shown, we will complete the tasked outlined in our
proposal under phase l for a not to exceed total of $11,640. The work on Phase 2 would not
proceed without prior authorization.
Additionally, our discounted rate is inclusive of all mileage, phone, and computer costs. If
requested, additional services may be performed by others in our company per the attached
standard billing rate schedule.
111
National City As -Needed CIP Services
3/3/200X
4 of 4
Infrastructure Engineering Corporation
\X/e appreciate your consideration and will work diligently with you to achieve the successful
completion of the required tasks. Please call me at the number below with any questions or if
you need any additional information.
Sincerely,
Thomas R. Frank, P.F..
Senior Project i\fanager/Principal-In-Charge
c: Vicki Shaw, I1- (:
City of National City
Fee Proposal CIP Budget Preparation Services
INFRASTRUCTURE ENGINEERING CORPORATION
Subtask
Number
Subtask Description
Summary
Classification
Principal
Sr Project
Manager
Wad
Processor
Subtask
Labor -Hours
Subtask
Labor Cost
Direct
Cost
Subcontract
w/mark-up
Total Cost
Phase One
Rate
$175.00
$120.00
$60.00
Project Management- Budget,
8
$960
$960
Schedule, and Cotrispondence
0
2
daYs
14
14
$1,680
$1,680
Other meetings (Assume five other
in house staff meetings at 2 hour per
meeting plus 1 hours of minutes and
distribution via email)
g
51,080
$1,080
4
Obtain copies, review and select
budget format
4
4
$480
$480
5
Create Candidates lists and populate
with information gathered from
Department Heads.
12
$1,440
$1.440
6
fund balances and agree upon budget
format, process, and schedule
4
$480
$480
7
working group to review
20
5
$2,700
S300
S3,000
8
Meeting with budget work group to
review working draft of 5 year and
one year CIP
4
$480
$480
9
Revise budget per comments
received from budget group
16
2
$2.040
$2,040
Phase One Subtotal=
$11,640
Phase Two
I0
Meeting with budget group to
address revisions to plan and draft
bused on comments received at
Council budget workshop-
4
$480
$480
11
Address revisions per budget work
group and distribute revised draft to
budget getup and City Manager
10
2
$1.320
$1,320
SO
12
Review draft budget with City
Manager and Finance Director
4
5480
$480
13
Complete Final revisions to draft CIP
budget
6
$720
$720
14
Create Alternatives for Budget if
Prop A funding is repealed.
16
2
$2.040
$2,040
15
Final Dratt Budget for -City
Managers Review
4
$480
$480
National City CIP Fee Estimate 2-28-08xls.xls
City of National City
INFRASTRUCTURE ENGINEERING CORPORATION
16
Revise CIP budget basal on Council
Comments and resubmit to City
Manager'
4
$480
$480
I
Complete project memorandum
documenting suggested
improvements for next years
budgeting process.
7
$840
$840
Phase One Subtotal=
$6,840
Task Subtotal -Hours
0 146 11
167
Task Subtotal - Costs
SO
S17,520
S660
$18.180
$300
SO
$18,480
TOTAL NOT TO EXCEED FEE:
$ 18,480
Additional Services
1
Prepare for and attend June 3, 2008
City Council Meeting to assist with
presentation of the CIP program
16
$1,920
$1.920
2
Attend 2''''' Council Meeting (June
17,2008)
8
$960
$960
3
If council directs further revisions.
provide revisions and attend a 3rd
council meeting- (6 hours)'
6
$720
$1,200
$1,920
Notes;
I. Based on the assumption of minor revisions resulting from City Council's review.
National City CIP Fee Estimate 2-28-08xls.xls
City of National City
2008t09 CIP Budget Process Schedule
ID
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16 i
1
17 •
18
19
- 20
21
22-
23 ;
24 -1
25 j
26 !
27
28
29 I
I Task Name
PHASE I —
Project Management
Meeting with department heads
In house staff meetings
Obtain copies, review and select budget format
i Create Candidates fist and populate. (Wish lists)
Meetings with Finance to determine fund balances
Create draft budget for budget working group to review
Complete Candidate lists for Each Category
Complete 5 year CIP budget summary sheet
Complete Project Budget Sheet for each viable candidate CIP
Complete Category Summary Sheets
Mtg w/ Work Group re: review draft of 5 and 1 year summary
Revise budget per comments received from budget group
I Revise Candidate lists for Each Category
Revise 5 year CIP budget summary sheet
Revise Project Budget Sheet for each viable candidate CIP
Revise Category Summary Sheets
Schedule meeting with City Manager and Finance
Meeting with neighborhood work groups to receive input
Budget Workshop with City Council Saturday, April 10, 2008.
PHASE II
Meeting with budget group re: comments from Council workshop
Address revisions per budget work group and redistribute
Review draft budget with City Manager and Finance Director
Complete Final revisions to draft CIP budget
Create Alternatives for Budget if Prop A funding is repealed
Obtain change in funding for Capital projects from Finance
I Duration
92 days
88 days
2 days
30 days
1 day
10 days
1 day
16 days
10 days
5 days
1 day
1 day
1 day
6 days
5 days
1 day
5 days
1 day
1 day
1 day
1 day
66 days
1 day
5 days
1 day
5 days
6 days
1 day
Start I
Mon 2/26/08
Fri 2/29/08
Mon 2/25/08
Thu 2/28/08
Tue 2/26/08
Wed 2/27/08
Wed 3/5l08
Wed 3/12/08
Wed 3/12/08
Wed 3/26/08
Wed 4/2/08
Wed 4/2/08
Thu 4/3/08
Fri 4/4/08
Fri 4/4/08
Fri 4/4/08
Fri 4/4/08
Fri 4/4/08
Tue 4/1/08
Thu 4/3/08
Thu 4/10/08
Fri 4/11/08
Fri 4/11/08
Fri 4/11/08
Fri 4/18/08
Mon 4/21/08
Mon 4/21/08
Mon 4/21/08
Finish i 1st Half
_. .__ Jan _ Feb 1
Tue 7/1/08IP
Tue 7/1/08 i [
. _ i 2nd Hall . .
Mar Apr , May Jun Jul Aug i Sep
PM
Tue 2/26/08 I [_PM
Wed 4/9/08 [
Tue 2/26/08 ,
Tue 3/11/08
Wed 3/5/08 ;
Wed 4/2/08
Tue 3/25/08 !
Tue 4/1/08 i
Wed 4/2/08
Wed 4/2/08 ,
Thu 4/3/08
Thu 4/10/08
Thu 4/10/08 !
Fri 4/4/08
Thu 4/10/08
Fri 4/4/08 !
Tue 4/1/08 1
Thu 4/3/08 I
Thu 4/10/08 I
Thu 6/26/08
Fri 4/11/08 1
Thu 4/17/08 ;
Fri 4/18/08 •
Fri 4/25/08
Mon 4/28/08 i
Mon 4/21/08 I
- Dept
Heads
PM - Dept Heads
Budget Workgroup
Project Analysis (populate forms)
and Budget Workgroup
(format) Project Analysis (populate for
(format) Protect Analyst (populate fo
udget Work Group
PM
M
Project Analyst
M
Ity Staff
City Staff i
PM and Budget Workgroup
W i
PM and Budget Workgroup
I PM
IlPM and Finance Director
Finance and
PM (format)
nee
P
P
I
I
I
I
['M
Project: National City CIP schedule 34
Date: Mon 3/3/08
♦ External Tasks
^ Extemal Milestone
Task
Milestone
Split
Progress
Summary
Project Summary
Deadline
Page 1
City of National City
2008f09 CIP Budget Process Schedule
ID
30
I Task Name
I Duration Start Finish 1st Half
. Jan Feb I
5 days Tue 4/22/08 Mon 4/28/08 .
5 days Mon 4/21/08 Fri 4/25/08
10 days Mon 4/28/08 Fri 5/9/08 !
10 days Wed 5/21/08 Tue 8/3/08
1 day Tue 5/27/08 Tue 5/27/08 i
1 day Wed 5/21/08 Wed 5/21/08 i
1 day Tue 6/3/08 Tue 6/3/08 I
3 days Wed 6/4/08 Fri 6/6/08 1
3 days Fri 8/13/08 Tue 6/17/08
1 day Fri 6/13/08 Fri 6/13/08 1
1 day Tue 6/17/08 Tue 6/17/08 ;
7 days Wed 8/18/08 Thu 6/28/08
1 day Wed 6/18/08 Wed 6/18/08 '
5 days Thu 6/19/08 Wed 6/25/08 !PM
1 day Thu 6/26/08 Thu 6/26/08
Mar .._--Apr
F2nd Half.
May .-Jun , Jul Aug 1 Sep
PM and Budget Workgroup 1
PM
i
ity Staff
Staff
City Staff
M
City Staff
City Staff
PM
and Budget Wor
I PM
I Discuss with City Manager top priorities of budget
I Complete a revised CIP budget based on the altemates.
, Final Draft Budget for City Managers Review
Prepare for and attend June 3, 2008 City Council Meeting
Prepare PowerPoint presentation
Assist with writing staff report
Attend Council Meeting and support staff
Revise CIP budget based on Council Comments
Attend 2nd Council Meeting if needed (June 17, 2008)
Revise PowerPoint presentation
Attend second council meeting
Complete protect memorandum for next years process
Complete draft memorandum and distribute to budget team
Meet and receive feedback and additional comments
Complete revisions and distribute final Budget memorandum
31
32
33 I
34
35
36 I
37
38 1
39
40
41 I
42 I
43 I
44 I
Project: National City CIP schedule 3•i
Date: Mon 3/3/08
Task
Milestone External Tasks
Split „ . „ ,..,
Progress
.. SummaryExternal Milestone
Project Summary ^ Deadline
Page 2
•
•
DULY 2007
HOURLY CHARGE RATE AND
EXPENSE REIMBURSEMENT SCHEDULE
Professional
Engineering Intern/Technician $ 60
CADD Designer 1/Engineer I $ 90
Graphic Designer $ 100
CADD Designer 11 / Engineer II $ 100
CADD Designer III / Engineer III $ 110
Senior Designer/Project Engineer.........$ 120
Senior Project Engneer $ 140
Senior Project Engineer Planning & ISS 155
Project Manager S 155
Senior Project Manager S 170
Principal S 175
Principal Planning & IS $ 180
Administrative
Administrative Clerk $ 50.00
Word Processor/Admin. Support $ 65.00
*Construction
Construction inspector $ 98
Senior Construction Inspector S 108
Resident Engineer $ 125
Construction Manager $ 145
Sr. Construction Manager $ 155
CM Coordinator $ 85
Asst CM Coordinator .$ 65
Subconsultants will be billed at cost plus 10% unless specified otherwise in the agreement.
Re'rnbursabl Casts
Reproduction, special photography, postage, delivery services, express mail, printing, travel, parking, and
any other specialty services performed by subcontractor will be billed at cost plus 15%.
Mileage will be billed at the currcnt IRS allowed rate.
* Field personnel rates are inclusive of vehicle, mileage, phone, computer, etc.
^�5 F 7/.-j `..n.rc�-
City of National City
Office of the City Clerk
1243 National City Boulevard, National City, CA 91950-4397
Michael R. Della, CMC - City Clerk
(619) 336-4228 Fax: (619) 336-4229
March 26, 2008
Mr. Tom Frank
Senior Project Manager
Infrastructure Engineering Corporation
14271 Danielson Street
Poway, CA 92064
Dear Mr. Frank,
On March 19th, 2008 Supplemental Agreement No. 2 was entered between the
City of National City and Infrastructure Engineering Corporation.
We are enclosing for your records a fully executed copy of the agreement.
Sincerely,
414,
Michael R. Dalla, CMC
City Clerk
Enclosure
cc: Engineering Dept.
Recycled Paper