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HomeMy WebLinkAboutAGENDA REPORT 2018 1205 CCSA REG ITEM 09BCITY OF MOORPARK, CALIFORNIA City Council Meeting of 12/5/2018 ACTION Approved staff recommendation. BY M. Benson B. Consider Amendment No. 4 to Agreement with Architerra, Inc. for Additional Services Related to Tierra Rejada Road Streetscape (Project No. M0031). Staff Recommendation: Approve Amendment No. 4 to the Agreement with Architerra, Inc. for Landscape Architectural Services, and authorize the City Manager to sign the Amendment, subject to final language approval of the City Manager. Item: 9.B. MOORPARK CITY COUNCIL AGENDA REPORT TO: The Honorable City Council FROM: Jeremy Laurentowski, Parks and Recreation Director PREPARED BY: Chris Ball, Management Analyst DATE: 12/5/18 Regular Meeting SUBJECT: Consider Amendment No. 4 to Agreement with Architerra, Inc. for Additional Design Services Related to Tierra Rejada Road Streetscape (Project No. M0031) BACKGROUND On February 4, 2015, in recognition of the need to implement significant changes to the overall streetscape design along portions of Tierra Rejada Road the City Council approved funding to hire a landscape architect to prepare a landscape master plan for the redesign of the Tierra Rejada Road corridor. Staff solicited the services of Architerra Inc., dba Architerra Design Group (Architerra) for the project, based on their extensive experience with streetscape design and use of California native plants in landscape restoration projects. The conceptual plans developed by Architerra incorporated a combination of California native and drought tolerant plant species specifically chosen to complement the original design intent of the Mountain Meadows Planned Community, as well as increase overall plant diversity and reduce water consumption. The plans also included water saving irrigation techniques such as point irrigation and drip irrigation systems. On March 16, 2016 the City Council approved the conceptual plan and approved Amendment No. 2 to the Agreement with Architerra for the preparation of construction drawings and specifications for the approved design concept. At the time, the area of the redesign work extended from Arroyo Simi in the west, to Spring Road in the east, and focused on the north side of Tierra Rejada Road, the center median islands, and highly visible areas such as street intersections and monument locations. On November 2, 2016, to support ongoing efforts to maintain the health of the Coast Redwoods along Tierra Rejada Road, the City Council authorized Amendment No. 3 to the Agreement with Architerra for the preparation of a separate plan set for a supplemental irrigation system for the Redwoods along the south side of the road. Item: 9.B. 176 Honorable City Council 12/05/2018 Regular Meeting Page 2 An initial test area along Tierra Rejada Road adjacent to Mountain Meadows School was completed in the spring of 2017, allowing City Council and the community to view and evaluate the streetscape design elements prior to full implementation of the Tierra Rejada Road corridor redesign. Overall the community reaction was positive, and in October of 2017 the City Council authorized completion of construction documents consistent with the approved design concept. In the spring of 2018 the construction of the supplemental tree irrigation system was performed, as well as renovation work in the center median islands along Tierra Rejada Road to remove the existing groundcover and prepare the medians for the final phase of the project. This median island work included the center medians between Arroyo Simi and Courtney Lane. In the summer of 2018, in conjunction with the Tierra Rejada Streetscape project, Architerra was asked to develop several design styles to consider for a new City welcome sign on Tierra Rejada Road to replace the monument sign that was demolished in 2015. On September 19, 2018, the City Council considered the various design options and concurred with the staff recommendation which incorporated a cobblestone or stacked stone veneer base supporting a pre-cast colored concrete sign featuring the City seal, logo and tagline under a central arch. This design was selected because it offered a traditional, aesthetically pleasing design while avoiding modern design elements that would feel dated as time passed. The use of cobblestone or stacked stone veneering would vary by location, depending on which would fit better with the surrounding environment. DISCUSSION The Tierra Rejada Road renovation area generally extends from Spring Road to the Arroyo Simi. However, three additional median island segments sit outside the renovation area in the half-mile section of Tierra Rejada Road between the Arroyo Simi and Los Angeles Avenue. In order to maintain consistency with the new landscaping that is being proposed along the Tierra Rejada Road corridor, the landscaping in two of these center median islands immediately north of the Arroyo Simi was removed during the median island renovation work this past spring. Additionally, the groundcover in these median islands had declined to the point that removal was necessary. During the development of the construction drawings by Architerra, staff determined that the landscape plans for the additional median islands would be developed by in-house staff in order to keep the project on track and to avoid future delays. However, due to increasing workloads, staff does not feel that they will be able to complete the plans and we are now recommending an Amendment to the Agreement with Architerra to prepare plans and specifications for these three median islands in order to obtain a competitive cost for this work from the contractor. The extension of the Tierra Rejada Road renovation to Los Angeles Avenue will create a consistent, continuous streetscape that extends from Los Angeles Avenue to Spring 177 Honorable City Council 12/05/2018 Regular Meeting Page 3 Road. It will also add water saving irrigation systems to the median islands north of Los Angeles Avenue. Architerra has provided staff with a proposal of $19,675 to complete this work. Once the construction documents are complete, the work will be performed as a contingency item by Oakridge Landscape, Inc. (Oakridge), who was recently awarded the contract for construction of the Final Phase of the Tierra Rejada Road Streetscape project (M0031). Oakridge has provided a preliminary estimate of approximately $107,000 to complete the additional work in the median islands. The Agreement with Oakridge for construction services for the Final Phase of the Tierra Rejada Road Streetscape project (M0031) includes $160,075 in contingency funds to cover this work. Staff will review the final proposal from Oakridge to ensure the pricing for this work is competitive. Additionally, following the City Council’s selection of the design for the City monument sign on September 19, 2018, staff requested a proposal from Architerra for the development of standardized CAD construction details of the sign, as well as lighting specifications. Architerra has provided staff with a proposal of $2,500 to complete this work. Once the construction details are complete, staff will be able to solicit bids from sign manufacturers to determine the feasibility and cost of various construction options including pre-cast concrete and “break-away” designs. Staff has reviewed both Architerra proposals for the additional work and recommends amending the Agreement with Architerra for the preparation of additional construction documents and sign construction details. FISCAL IMPACT No additional appropriation is required. As noted above, the proposed cost for the preparation of additional construction documents is $19,675, and the proposed cost for the construction details for the City monument sign is $2,500, for a total cost of $22,175 for the additional work. This will increase the total not to exceed amount of the contract from $121,368 to $143,543. The adopted Fiscal Year 2018-19 budget includes $29,409.64 for professional services in the Tierra Rejada Road Streetscape project (M0031) to cover this additional work. STAFF RECOMMENDATION Approve Amendment No. 4 to the Agreement with Architerra, Inc. for Landscape Architectural Services, and authorize the City Manager to sign the Amendment, subject to final language approval of the City Manager. Attachment – Amendment No. 4 178 AMENDMENT NO. 4 TO AGREEMENT BETWEEN THE CITY OF MOORPARK AND ARCHITERRA, INC., FOR LANDSCAPE ARCHITECTURAL SERVICES This Amendment No. 4 to the Agreement between the City of Moorpark, a municipal corporation (“City”), and Architerra, Inc., a corporation (“Contractor”), for landscape architectural services (“Agreement”), is made and entered into this _____ day of ____________________, 201___. RECITALS WHEREAS, on March 17, 2015 the City and Contractor entered into an Agreement to have the Contractor provide landscape architectural services; and WHEREAS, on October 16, 2015 the City and Contractor amended the Agreement to increase the compensation for services to be performed by Contractor from twenty-seven thousand nine hundred dollars ($27,900), which included a contingency of three thousand six hundred dollars ($3,600), by a value of six thousand twenty-five dollars ($6,025) for a total contract value of thirty-three thousand nine hundred twenty-five dollars ($33,925), and documented said Agreement to Amend by jointly approving Amendment No. 1 to the Agreement; and WHEREAS, on March 16, 2016 the City Council approved an Amendment to the Agreement to increase the compensation for services to be performed by Contractor from thirty-three thousand nine hundred twenty-five dollars ($33,925) by a value of seventy-eight thousand four hundred ninety-three dollars ($78,493), which included a contingency of ten thousand two hundred thirty-eight dollars ($10,238), for a total contract value of one hundred twelve thousand four hundred eighteen dollars ($112,418), and document said Agreement to Amend by jointly approving Amendment No. 2 to the Agreement; and WHEREAS, on November 2, 2016 the City approved an Amendment to the Agreement to increase the compensation for services to be performed by Contractor from one hundred twelve thousand four hundred eighteen dollars ($112,418), which includes a contingency of thirteen thousand eight hundred thirty-eight dollars ($13,838), by a value of eight thousand nine hundred fifty dollars ($8,950), for a total contract value of one hundred twenty-one thousand three hundred sixty-eight dollars ($121,368), and document said Agreement to Amend by joining approving Amendment No. 3 to the Agreement. WHEREAS, the City and Contractor now desire to amend the Agreement to increase the compensation for services to be performed by Contractor from one hundred twenty-one thousand three hundred sixty-eight dollars ($121,368), which includes a contingency of thirteen thousand eight hundred thirty-eight dollars ($13,838), by a value of twenty-two thousand one hundred seventy-five dollars ($22,175), for a total contract value of one hundred forty-three thousand five hundred forty-three dollars ($143,543), and document said Agreement to Amend by joining approving Amendment No. 4 to the Agreement. Attachment No. 1 179 NOW, THEREFORE, it is mutually agreed by and between the parties to the Agreement as follows: I. Section 1, TERM, is amended by replacing the first paragraph in its entirety as follows: “The term of this Agreement shall be from the date of execution to completion of the work identified in the Scope of Services and in conformance with Exhibits B, C, D, E, F and G unless this Agreement is terminated or suspended pursuant to this Agreement.” II. Section 2, SCOPE OF SERVICES, is amended by replacing the first three paragraphs in their entirety as follows: “City does hereby retain Consultant, as an independent contractor, in a contractual capacity to provide landscape architectural services, as set forth in Exhibits B, C, D, E, F and G. In the event there is a conflict between the provisions of Exhibits B, C, D, E, F, G and this Agreement, the language contained in this Agreement shall take precedence. Consultant shall perform the tasks described and set forth in Exhibits B, C, D, E. F, and G. Consultant shall complete the tasks according to the schedule of performance which is also set forth in Exhibits B, C, D, E, F and G. Compensation for the services to be performed by Consultant shall be in accordance with Exhibits B, C, D, E, F and G. Compensation shall not exceed the rates outlined in Exhibits B, C, D, E, F, and G or total contract value of one hundred forty-three thousand five hundred forty- three dollars ($143,543), which includes a contingency of thirteen thousand eight hundred thirty-eight dollars ($13,838), 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.” III. Section 5, PAYMENT, is amended by replacing the second paragraph in its 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 Exhibits B, C, D, E, F, and G, based upon actual time spent on the above tasks. This amount shall not exceed one hundred forty-three thousand five hundred forty-three dollars ($143,543), which includes a contingency of thirteen thousand eight hundred thirty-eight dollars ($13,838), for the total term of the Agreement unless additional payment is approved as provided in this Agreement.” Amendment No. 4 to Agreement between City of Moorpark and Architerra, Inc.. Page 2 180 IV. Remaining Provisions: Except as revised by this Amendment No. 4, all of the provisions of the Agreement shall remain in full force and effect. In W itness Whereof, the parties hereto have caused this Agreement to be executed the day and year first above written. CITY OF MOORPARK ARCHITERRA, INC. _______________________________ _______________________________ Troy Brown City Manager Richard Krumwiede President Attest: _______________________________ Maureen Benson, City Clerk Amendment No. 4 to Agreement between City of Moorpark and Architerra, Inc.. Page 3 181 182 183 184 185 186 187 188