19 - Contract Administration Project #197 Costa Mesa Sanitary District
…an Independent Special District
Protecting our c ommunity’s health and the environment by providing solid waste and sewer collection services.
www.cmsdca.gov
Memorandum
To: Board of Directors
From : Scott Carroll, General Manager
Date: June 27 , 2013
Subject: Contract Administration for Project #197 – System Wide Sewer
Reconstruction – Phase III
Summary
Robin B. Hamers & Associates (RBH) submitted a prop osal to provide contract
administration and inspection services for P roject #197 , System Wide Sewer
Reconstruction Project – Phase II I .
Staff Recommendation
That t he Board of Directors receive and file this report. The General Manager is approving
the co ntract administration proposal from Robin B. Hamer s & Associates (RBH) for
$17,269 . RBH will perform said services under his existing contract with the District.
Analysis
On June 4, 2013 , b ids were opened for Project #197 in which Charles King Company is
the low bidder and later tonight the Board is considering awarding a contract to Charles
King for said services. Robin B. Hamers & Associates (RBH) submitted a proposal to
provide contract administration and insp ection services for Project #197 for $17,2 69 .
RBH performed contract and inspection services for Phase I and Phase II of the District’s
System Wide Sewer Reconstruction Project. RBH’s cost was $24,000 for Phase I that
included administer ing and inspect ing the reconstruction of 95 segments, which breaks
down to $252.63 per segment. RBH’s cost was $18,817 for Phase II for 73 segments at
$257.77 per segment.
Board of Directors
June 27 , 2013
Page 2 of 2
RBH’s latest proposal of $17,269 is for administering and inspecting the last rema ining
Grade 5’s, which totals 67 line segments. The Phase II I proposal breaks down to $257.75
per segment. Staff believes RBH’s proposal for Phase II I is a fair proposal because its
consistent with Phase I and II . In addition, the proposal does not exceed ten percent of
the contract cost.
Staff has determined th at RBH can perform contract administration and inspection
services for this project under his existing contract with the District .
Strategic Plan Element & Goal
This item supports achieving Strategic Element No. 1.0, Sewer Infrastructure and Strategic
Go al No 1.4, System wide sewer replacement and repair program.
Legal Review
Not applicable .
Financial Review
The total cost for this service will not exceed $1 7,269 . Funding for this service is budgeted
in the project’s CIP budget.
Committee Recommendati on
N/A
Public Notice Process
Copies of this report are on file and will be included with the entire a genda packet for the
June 27 , 2013 Board of Directors regular meeting at District headquarters and on District’s
website.
Alternative Actions
1. Do not appr ove RBH proposal and direct staff to solicit bids for contract
administration services.
2. Refer the matter back to staff for more information.
Attachment A: Robin B. Hamers & Associates, Inc. Proposal
B: Scope of Work & Fee Schedule
Reviewed by:
Marc Davis
Acting Accounting Manager
ROBIN B. HAMERS & ASSOC., INC. 234 E. 17 TH ST., SUITE 205
CIVIL ENGINEERS PLANNERS SURVEYORS COSTA MESA, CA 9262 7
... since 1981 Phone 949/548 -
1192
Fax 949/548 -6516
Revised June 27, 2013
Board of Directors
COSTA MESA SANITARY DISTRICT
628 West 19 th Street
Costa Mesa, CA 92627
RE: #197 System Wide Sewer Reconstruction Phase III
Proposal for Contract Administration/Inspection Services
Dear Directors:
RBH, Inc. i s pleased to submit this proposal for contract administration/inspection s ervices
for the construction phase of the project , which consists of repairing 67 line segments with
one or more Grade 5 deficiencies. The project will have a 75 working day construc tion
period.
The attached proposal includes all services necessary to successfully administer the
project including project management, engineering, and inspection. No surveying is
needed. Services for the District are typically billed on an hourly basis with the not to
exceed total as shown in the attached fee table. The cost per line segment in Phase II
contract admin/inspection was $257.77 and the cost in the attached fee table is $257.75
per line segment.
Thank you for the opportunity to prepare thi s proposal. Please call me at (714) 293 -2727
(cell) if there are questions or comments.
Sincerely,
ROBIN B. HAMERS & ASSOC., INC. 234 E. 17 TH ST., SUITE 205
CIVIL ENGINEERS PLANNERS SURVEYORS C O STA MESA, CA 92627
... since 1981 Phone 949/548 -1192
Fax 949/548 -6516
Robin B. Hamers, PE
RCE 31720
SCOPE OF WORK & FEE TABLE PREPARED BY:
Robin B. Hamers, PE
Client:Costa Mesa Sanitary District (CMSD)District Engineer
Project:CMSD #197 System Wide Sewer Reconstruction Phase III
Contract Administration (75 working days)
Job No.62 Line Segments
Date:6/27/2013 Revised
Task Description ME PE PI SC In-House
Fee Total Fee
Pre-Construction
1.0 Arrange Preconstruction Meeting 1 2
1.1 Process Contract, Insurance, Bonds 2 1
1.2 Prepare Progress Payment Spreadsheet 1 2
1.3 Attend Preconstruction Meeting 2 2 1
1.4 Prepare and Distribute Notice of Construction 1 1
1.5 Issue Notice to Proceed 1 1
Engineering and Management
2.0 Review and respond to shop drawings 2 6
2.1 Periodic site visits 2 2
2.2 Prepare written correspondence as appropriate 1 2
2.3 Reveiew and prepare monthly progress payments 2 1
2.4 Prepare updates for Board of Directors 4
2.5 Liaison with and reports to City of Costa Mesa 2 2
2.6 Liaison with and reports to City of Newport Beach 2 2
2.7 Prepare As-Built Plans 2 15
2.8 Prepare Staff Report for Board of Directors acceptance of improvements 2
Survey Work
3.0 Pre-Calcs for Sewer Staking
3.1 Establish Control and Stake Sewer Main
3.2 Check grades during construction (# trips)
3.3 Check final grades
Inspection
4.0 Construction Observation (75 working days)165
4.1 As-built plans
4.2 Organize notes and daily reports 1 1
Total Labor Hours and Fee 28 40 166 17,269.00
In-House Labor Project Team Class Rate Total Cost
1)Managing Engineer Rob Hamers ME 28 96.5 2,702.00
2)Project Engineer Yefim Tsalyuk PE 40 96.5 3,860.00
3)Project Inspector Joe Limon PI 166 64.5 10,707.00
4)Survey Crew Tim Fettig, Rich Dupree SC 230 -
SCOPE OF WORK & FEE TABLE PREPARED BY:
Robin B. Hamers, PE
Client:Costa Mesa Sanitary District (CMSD)District Engineer
Project:CMSD #197 System Wide Sewer Reconstruction Phase III
Contract Administration (75 working days)
Job No.62 Line Segments
Date:6/27/2013 Revised
Task Description ME PE PI SC In-House
Fee Total Fee
Pre-Construction
1.0 Arrange Preconstruction Meeting 1 2
1.1 Process Contract, Insurance, Bonds 2 1
1.2 Prepare Progress Payment Spreadsheet 1 2
1.3 Attend Preconstruction Meeting 2 2 1
1.4 Prepare and Distribute Notice of Construction 1 1
1.5 Issue Notice to Proceed 1 1
Engineering and Management
2.0 Review and respond to shop drawings 2 6
2.1 Periodic site visits 2 2
2.2 Prepare written correspondence as appropriate 1 2
2.3 Reveiew and prepare monthly progress payments 2 1
2.4 Prepare updates for Board of Directors 4
2.5 Liaison with and reports to City of Costa Mesa 2 2
2.6 Liaison with and reports to City of Newport Beach 2 2
2.7 Prepare As-Built Plans 2 15
2.8 Prepare Staff Report for Board of Directors acceptance of improvements 2
Survey Work
3.0 Pre-Calcs for Sewer Staking
3.1 Establish Control and Stake Sewer Main
3.2 Check grades during construction (# trips)
3.3 Check final grades
Inspection
4.0 Construction Observation (75 working days)165
4.1 As-built plans
4.2 Organize notes and daily reports 1 1
Total Labor Hours and Fee 28 40 166 17,269.00
In-House Labor Project Team Class Rate Total Cost
1)Managing Engineer Rob Hamers ME 28 96.5 2,702.00
2)Project Engineer Yefim Tsalyuk PE 40 96.5 3,860.00
3)Project Inspector Joe Limon PI 166 64.5 10,707.00
4)Survey Crew Tim Fettig, Rich Dupree SC 230 -