HomeMy WebLinkAboutAGENDA REPORT 2018 1107 REG CCSA ITEM 10FCITY OF MOORPARK,
CALIFORNIA
City Council Meeting
of November 7, 2018
ACTION Approved staff
recommendation
BY M. Benson
F. Consider Amendment No. 1 to Professional Services Agreement with Kimley-
Horn and Associates Authorizing Additional Services Regarding the Los Angeles
Avenue Traffic Study. Staff Recommendation: Authorize the City Manager to
execute an amendment to the professional services agreement with Kimley-Horn
and Associates, Inc. to increase compensation by $14,350.00 for additional
services for a total contract value of $115,281.00, subject to final language
approval of the City Manager and City Attorney.
Item: 10.F.
MOORPARK CITY COUNCIL
AGENDA REPORT
TO: Honorable City Council
FROM: David A. Bobardt, Community Development Director
DATE: 11/07/2018 Regular Meeting
SUBJECT: Consider Amendment No. 1 to Professional Services Agreement with
Kimley-Horn and Associates Authorizing Additional Services
Regarding the Los Angeles Avenue Traffic Study
BACKGROUND/DISCUSSION
On September 7, 2016, the City Council authorized staff to request proposals for a
study of traffic on State Route 118/Los Angeles Avenue in order to help with future
decisions on traffic improvements as well as with preparation of an update to the
Circulation Element of the General Plan. In December 2016, Kimley-Horn and
Associates was selected to prepare this study, and in May 2017, the City entered into a
professional services agreement with Kimley-Horn for this study. The not-to-exceed
amount for this study was $100,931.00 plus contingencies and additional work of
$9,069.00 if authorized by the City Council, for a total of $110,000.00. The study was
funded by the general fund ($40,000.00) which included funding in the 2016-2017 FY
budget for work on the general plan, and by the Los Angeles Avenue Area of
Contribution fund ($70,000.00).
Although the agreement originally provided for short and long-term recommendations
for improvements to Los Angeles Avenue, a meeting with Caltrans on June 28, 2017
indicated a willingness on the part of Caltrans to implement the short-term
recommendations for adjusting signal timing. The signal timing implementation and
fine-tuning was not contemplated in the original scope of work. Given the willingness of
Caltrans to implement the recommendations quickly, staff authorized Kimley-Horn to
proceed with this work as it was an opportunity to improve traffic conditions on Los
Angeles Avenue.
The additional work is detailed in the request for additional services, attached to the
proposed amendment to the professional services agreement. This request was
submitted after the work was completed so that it includes the total additional costs of
Item: 10.F.
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Honorable City Council
11/07/2018 Regular Meeting
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$14,350.00. The current agreement allowed for the City Council to authorize up to
$9,069.00 for additional work. Since this exceeds that amount, an amendment to the
agreement is needed. It is not expected that any additional work beyond this amount
would be needed as this project has been completed.
FISCAL IMPACT
No fiscal impact. The FY 2018/19 adopted operating and capital improvement budget
includes $950,000 appropriation from Los Angeles Area of Contribution Fund (2014) for
LA Ave Traffic Signals/Fiber Optic Upgrade Project (M0040). Staff will process a
$14,350 budget line item transfer from the Infrastructure account (2014-311-M0040-
55200) to Capital – Professional Services account (2014-311-M0040-55300) to cover
the cost of services.
STAFF RECOMMENDATION
Authorize the City Manager to execute an amendment to the professional services
agreement with Kimley-Horn and Associates, Inc. to increase compensation by
$14,350.00 for additional services for a total contract value of $115,281.00, subject to
final language approval of the City Manager and City Attorney.
ATTACHMENT: Amendment No. 1 to Professional Services Agreement
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AMENDMENT NO. 1 TO
PROFESSIONAL SERVICES AGREEMENT BETWEEN
THE CITY OF MOORPARK AND KIMLEY_HORN AND ASSOCIATES, INC. FOR LOS
ANGELES AVENUE TRAFFIC STUDY
This Amendment No. 1 to the Agreement between the City of Moorpark, a
municipal corporation (“City”), and Kimley-Horn and Associates, Inc., a North Carolina
corporation (“Consultant”) for professional services (“Agreement”), is made and entered
into the day of , 2018.
RECITALS
WHEREAS, on May 9, 2017, the City and Consultant entered into an Agreement
to have the Consultant provide professional traffic study services for a total contract
value of One-Hundred Thousand, Nine-Hundred Thirty-One Dollars ($100,931.00); and
WHEREAS, on November 7, 2018, the City Council authorized the City Manager
to execute an amendment to the Agreement to increase compensation by Fourteen-
Thousand Three-Hundred Fifty Dollars ($14,350.00) for additional services related to
this agreement for a total contract value of One-Hundred Fifteen Thousand Two-
Hundred Eighty-One Dollars ($115,281.00); and
WHEREAS, the City and Consultant now desire to increase the compensation for
services to be performed by Consultant by Fourteen-Thousand Three-Hundred Fifty
Dollars ($14,350.00) for additional services related to this agreement for a total contract
value of One-Hundred Fifteen Thousand Two-Hundred Eighty-One Dollars
($115,281.00), and document said agreement to amend by jointly approving this
Amendment No. 1 to the Agreement.
NOW, THEREFORE, it is mutually agreed by and between the parties to the
Agreement as follows:
I. Section 2, SCOPE OF SERVICES, is amended by replacing this section in its
entirety as follows:
“City does hereby retain Consultant, as an independent contractor, in a
contractual capacity to provide traffic study services, as set forth in Exhibits C
and D. In the event there is a conflict between the provisions of Exhibits C and D
and this Agreement, the language contained in this Agreement shall take
precedence.
Consultant shall perform the tasks described and set forth in Exhibits C
and D. Consultant shall complete the tasks according to the schedule of
performance which is also set forth in Exhibits C and D.
Compensation for the services to be performed by Consultant shall be in
accordance with Exhibits C and D. Compensation shall not exceed the rates or
total contract value One-Hundred Fifteen Thousand Two-Hundred Eighty-One
CC ATTACHMENT 1
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Dollars ($115,281.00), as stated in Exhibits C and D, without a written
Amendment to the Agreement executed by both parties. Payment by City to
Consultant shall be in accordance with the provisions of this Agreement.”
II. Section 5, PAYMENT, is amended by replacing paragraphs 2 and 3 of this
section in their entirety as follows:
“The City agrees to pay Consultant monthly, in accordance with the
payment rates and terms and the schedule of payment as set forth in Exhibit B,
based upon actual time spent on the above tasks. This amount shall not exceed
One-Hundred Fifteen Thousand Two-Hundred Eighty-One Dollars ($115,281.00)
for the total term of the Agreement unless additional payment is approved as
provided in this Agreement.
Consultant shall not be compensated for any services rendered in
connection with its performance of this Agreement, which are in addition to those
set forth herein, unless such additional services and compensation are
authorized, in advance, in a written amendment to this Agreement executed by
both parties.”
III. Exhibit C: PROPOSAL FOR LOS ANGELES AVENUE TRAFFIC STUDY, is
amended by adding the additional services outlined in the May 17, 2018 Request for
Additional Services by Kimley-Horn and Associates, Inc., incorporated herein and
attached hereto as Exhibit D.
IV. Remaining Provisions:
Except as revised by this Amendment No. 1, all of the provisions of the
Agreement shall remain in full force and effect.
In Witness Whereof, the parties hereto have caused this Amendment to be
executed the day and year first above written.
CITY OF MOORPARK KIMLEY-HORN AND ASSOCIATES, INC.
_______________________________ _______________________________
Troy Brown
City Manager
Nicole Kerry, CA PE 58449
Principal
Attest:
__________________________________
Maureen Benson, City Clerk
Attachment: Exhibit D: May 17, 2018 Kimley-Horn Request for Additional Services
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kimley-horn.com 660 South Figueroa Street, Suite 2050, Los Angeles, CA 90017 213 261 4040
May 17, 2018
David A. Bobardt
Community Development Director
City of Moorpark
799 Moorpark Ave., Moorpark, CA 93021
RE:Los Angeles Avenue Traffic Study – Request for Additional Services
Dear Dave:
Kimley-Horn and Associates, Inc. (“Kimley-Horn” or “Consultant”) requests this additional service to
the City of Moorpark (“Client”) for the additional Traffic Engineering services that were provided for
this project. Our scope and fee are provided below.
SCOPE OF SERVICES
Kimley-Horn provided the following services in addition to the services identified in our initial scope of
work:
Signal Timing Implementation and Fine-tuning:Kimley-Horn has coordinated with Caltrans staff to
implement and fine tune the new signal timing at all the intersections along the corridor. We have met
with Caltrans on multiple occasions during the months of March and April to complete the following
efforts:
- Implement new signal timing
- Fine tune left turn splits
- Adjust cycle lengths and time-of-day operations
- Adjust signal timing based upon feedback from the Community
- Adjust controller clocks
- Complete additional after travel time runs
- Coordinated regarding GPS clocks
We have originally assumed that we will prepare the timing sheets and submit to Caltrans, and that
Caltrans would implement and fine tune. We have also only anticipated completing one set of ‘after’
travel time runs to document the benefits.
Interim Memo: Kimley-Horn has completed an interim memorandum that documented the before-
after comparison metrics for presentation to the City Manager and City Council. The deliverables also
included video recordings of the corridor drive-thru for AM and PM peak periods.
Caltrans Permit Fees: During the data collection task, we had to obtain an encroachment permit
from Caltrans for the traffic counts firm to set-up their equipment within Caltrans Right-of-Way. The
encroachment permit requires a fee of $320 to be paid to Caltrans for processing and inspection,
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kimley-horn.com 660 South Figueroa Street, Suite 2050, Los Angeles, CA 90017 213 261 4040
which was not included in our original scope of services. Kimley-Horn paid the permit and inspection
fee per your direction at that time.
FEE AND BILLING
Our fee for these additional services is $14,350 per the breakdown below.
PM Professional Analyst Clerical
$ 200 $ 160 $ 125 $ 90
Hours 32 25 24 7
Labor Subtotal $ 14,030
Expenses $ 320
Total $ 14,350
In addition to the matters set forth herein, our agreement shall include and be subject to, and only to,
the terms and conditions contained in our original Agreement dated May 9, 2017. Since these
services are outside the scope of our original contract, it is required that we obtain written
authorization. Your signature at the bottom of this letter and return of a copy to us will serve as
authorization for us to begin the work. If you have any questions on this proposal, please feel free to
contact me.
Sincerely,
KIMLEY-HORN AND ASSOCIATES, INC.
Sri Chakravarthy, P.E, T.E
Project Manager, RCE 73629
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