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HomeMy WebLinkAboutAGENDA REPORT 2020 0205 REG CCSA ITEM 10DCITY OF MOORPARK, 
CALIFORNIA City Council Meeting of February 5, 2020 ACTION Approved Staff Recommendation, Including Adoption of Resolution No. 2020- 3886. BY B.Garza. D. Consider Amendment to Agreement with Phoenix Civil Engineering, Inc. for Civil Engineering Design Services for Inclusive Playground Project (C0063); and Resolution Amending Fiscal Year 2019/20 Budget by Appropriating $22,000 from the Community-Wide Park Development Fund. Staff Recommendation: 1) Authorize Amendment to Agreement with Phoenix Civil Engineering, Inc. for civil engineering services related to inclusive playground design; and authorize the City Manager to sign the agreement, subject to final language approval of the City Manager; and 2) Adopt Resolution No. 2020-3886 amending the Fiscal Year 2019/20 budget to fund additional civil engineer services. (ROLL CALL VOTE REQUIRED) (Staff: Doug Spondello) Item: 10.D. MOORPARK CITY COUNCIL AGENDA REPORT TO: Honorable City Council FROM: Jeremy Laurentowski, Parks and Recreation Director BY: Jessica Sandifer, Community Services Manager DATE: 02/05/2020 Regular Meeting SUBJECT: Consider Amendment to Agreement with Phoenix Civil Engineering, Inc. for Civil Engineering Design Services for Inclusive Playground Project (C0063); and Resolution Amending Fiscal Year 2019/20 Budget by Appropriating $22,000 from the Community-Wide Park Development Fund BACKGROUND & DISCUSSION On November 20, 2019, the City Council approved the location for an Inclusive Playground at Tierra Rejada Park and an agreement with Architerra, Inc. for design services related to the Inclusive Playground project (C0063). It was also noted that staff would be returning to City Council for the services of a Civil Engineer to provide design of the expanded parking lot, storm water retention facilities, and accessible pathways. On December 4, 2019, the City Council approved an Agreement with Phoenix Civil Engineering, Inc. (Phoenix) to provide civil engineering services for the Inclusive Playground project at a cost of $32,980. Staff had believed that the design of the hardscape improvements around the playground were included within the Architect’s Agreement, however, these improvements were not included by the Architect in their fees. As the playground design has progressed, staff felt it was more appropriate for a Civil Engineer to design these improvements. Phoenix submitted a quote for an additional $21,390 to complete these improvements. Additional funds need to be budgeted in the Fiscal Year (FY) 2019/20 for these additional services provided by the Civil Engineer. Although the funds have not been appropriated, staff authorized Phoenix to complete the improvements in order that they be completed in time for the grant submittal deadline of February 3, 2020. The schedule is provided in Exhibit D with a January 31, 2020 deadline. Item: 10.D. 77 Honorable City Council 02/05/2020 Regular Meeting Page 2 FISCAL IMPACT The services of the civil engineer would need to be funded by amending the FY 2019/20 budget to appropriate $22,000 from the Community-Wide Park Development Fund (2010). COUNCIL GOAL COMPLIANCE This action is consistent with City Council Strategy 5, Goal 5- Objective 3 (5.5.3): “Seek grant funding for installation of universally accessible play equipment.” STAFF RECOMMENDATION (ROLL CALL VOTE REQUIRED) 1. Authorize Amendment to Agreement with Phoenix Civil Engineering, Inc. for civil engineering services related to inclusive playground design; and authorize the City Manager to sign the agreement, subject to final language approval of the City Manager; and 2. Adopt Resolution No. 2020-_____ amending the Fiscal Year 2019/20 budget to fund additional civil engineer services. Attachment 1: Agreement Amendment Attachment 2: Draft Resolution No. 2020-____ 78 ATTACHMENT 1 AMENDMENT NO. 1 TO THE DESIGN PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF MOORPARK AND PHOENIX CIVIL ENGINEERING, INC. FOR CIVIL ENGINEERING SERVICES FOR INCLUSIVE PLAYGROUND AT TIERRA REJADA PARK This Amendment No. 1 to the Agreement between the City of Moorpark, a municipal corporation (“City”), and Phoenix Civil Engineering, Inc., a corporation (“Contractor”), for civil engineering services (“Agreement”), is made and entered into on this ___ day of ____________________, 2020. RECITALS WHEREAS, on December 19, 2019 the City and Contractor entered into an Agreement to have the Contractor provide civil engineering services; and WHEREAS, the City and Contractor now desire to amend the Agreement to increase the compensation for services to be performed by Contractor from thirty-two thousand nine hundred eighty dollars ($32,980) by a value of twenty-one thousand three hundred ninety dollars ($21,390) for a total contract value of fifty-four thousand three hundred seventy dollars ($54,370), and document said agreement to amend by jointly approving Amendment No. 1 to the Agreement. NOW, THEREFORE, it is mutually agreed by and between the parties to the Agreement as follows: I. Section 1, TERM, is amended by replacing this section 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 Exhibit C and Exhibit D, unless this Agreement is terminated or suspended pursuant to this Agreement.” II. 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 trail design 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 of fifty-four thousand three hundred seventy dollars ($54,370) as stated in Exhibits C and D, without a written 79 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 it 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 C and D, based upon actual time spent on the above tasks. This amount shall not exceed fifty-four thousand three hundred seventy dollars ($54,370) for the total term of the Agreement unless additional payment is approved as provided in this Agreement.” 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 W itness W hereof, the parties hereto have caused this Amendment to be executed the day and year first above written. CITY OF MOORPARK PHOENIX CIVIL ENGINEERING, INC. _______________________________ _______________________________ Troy Brown City Manager Jonathan Turner Principal Engineer Attest: _______________________________ Ky Spangler City Clerk 80 Ms. Jessica Sandifer January 15, 2020 City of Moorpark 799 Moorpark Ave. Moorpark, CA 93021 City of Moorpark – Tierra Rejada Park Inclusive Improvements Grading Design Project– Supplemental Proposal for Engineering Services Dear Jessica- I am pleased to provide you with this supplemental proposal for engineering services associated with the Tierra Rejada Park Inclusive Improvements Grading Design. The park is located in a neighborhood and contains a path, play area and parking lot that do not meet the current accessibility requirements. Phoenix Civil Engineering, Inc. (Phoenix) previously submitted a proposal for this project to design additional compliant parking spaces in the existing parking lot and an accessible path to the point within the park where the main activity area is located. The City has requested that Phoenix Civil provide a supplemental proposal to prepare the grading design plan for the hardscape and additional pathways within playground layout provided by the landscape design firm. The survey previously provided will be used for this portion of the design. The landscape design firm will be providing the redesign layout. No lighting improvements or geotechnical studies are included in this proposal. Based on our conversations and my review of the site, I have prepared my proposal to include the following: Task 104: 75% Design Plans and Team Coordination Task 105: Final Plans and OPCC Deliverable I appreciate the opportunity to submit this proposal to assist you with this project. I have attached a scope of work and our professional services rate sheet. Our scope of work covers design services only and does not include permit or design assistance during construction services. We can provide these services if requested. The timeline for the work on this project is to be completed by January 31, 2020. Please let me know if you have any questions or would like to discuss my proposal. Sincerely, ______________________________ Jon Turner, PE Principal Engineer EXHIBIT D 81 January 15, 2020 Page 1 of 2 Scope of Services Background/Project Understanding The park is located in a neighborhood and contains a path, play area and parking lot that do not meet the current accessibility requirements. Phoenix Civil Engineering, Inc. (Phoenix) previously submitted a proposal for this project to design additional compliant parking spaces in the existing parking lot, inclusive play structures and an accessible path to the point within the park where the main activity area is located. The City has requested that Phoenix Civil provide a supplemental proposal to complete the grading design plan for the hardscape and additional pathways within the playground layout provided by the landscape design firm. The survey provided previously will be used for this portion of the design. The landscape design firm will be providing the play area redesign layout. No lighting improvements or geotechnical studies are included in this proposal. Based on our conversations and my review of the site, I have prepared my supplemental proposal to include the following: Task 104: 75% Design Plans and Team Coordination The landscape architect and the land surveyor have provided the ground survey of the site. This information as well as the conceptual layout have been provided so we can prepare the hardscape and playground pathway design plans. The accessible parking lot path, being designed by Phoenix, will be connected as a single design plan to the pathways throughout the park redesign. Modifications to the existing concrete path at the park will be identified. No modifications to the existing restroom or decomposed granite path will be performed. Stormwater compliance for treatment (post construction best management practices) are included in this task. For coordination purposes, it is assumed that the Landscape Architect will be responsible for compiling the deliverables to the City (plans and specifications). The following efforts are included in this task: • Preparation of the 75% design plan sheets for the path of travel within the park improvement areas for presentation to the City Project Manager. • Combine the design effort with initial design concepts and the additional pathways and playground area. • Meeting with the City staff and consultant team to discuss their comments and discuss any changes they request. Deliverable: Two (2) sets of the plans (11 x 17 size) will be provided to the City and the consultant team for their internal review. One electronic copy of the plan package (.pdf) will be provided. Task 105: Final Plans and OPCC Deliverable Once the City review comments have been received relating to the 75% deliverable package, the project plans, and OPCC will be finalized, incorporating the review comments. The deliverables will be provided to the City and consultant team for their incorporation into a final design package. The following efforts are included in this task: • Incorporation of City review comments on the final deliverable package into the Contract Documents. • Finalization of the plans and OPCC. • Delivery of the project AutoCAD files of the plans to the Landscape Architect for inclusion in the final deliverable to the City. 82 January 15, 2020 Page 2 of 2 Deliverable: Three (3) sets of the final plans (22 x 34 size on bond paper) and OPCC will be provided to the Landscape Architect. One electronic copy of the project deliverables package (Civil 3D 2018, MS Word, and .pdf files) will be provided. Schedule The work associated with Tasks 104 and 105 will be made a top priority. Every effort will be made to keep the project schedule moving along. Review times are anticipated to be one week. It is envisioned that the project Contract Documents can be prepared concurrent with the work identified in the original proposal. This part of the project will be folded into the initial design effort. It is understood that the final plans are due to the City by January 31, 2020. Fees Work associated with Tasks 104 and 105 is estimated to cost $21,390. A breakdown of the level of effort is listed below: Task 104: 75% Plans, Specifications and OPCC Preparation $10,770 Task 105: Final Plans, Specifications and OPCC Deliverable $10,620 83 ATTACHMENT 2 RESOLUTION NO. 2020-_____ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, AMENDING THE FISCAL YEAR 2019/20 BUDGET BY APPROPRIATING $22,000 FROM COMMUNITY-WIDE PARK IMPROVEMENT FUND (2010) FOR CIVIL ENGINEERING SERVICES RELATED TO DESIGN OF INCLUSIVE PLAYGROUND AT TIERRA REJADA PARK PROJECT (C0063) WHEREAS, on June 19, 2019 the City Council adopted the Operating and Capital Improvement Projects budget for fiscal year 2019/20; and WHEREAS, applying for grant funding for a universally accessible playground is a City Council Goal and Objective; and WHEREAS, on November 20, 2019, Resolution No. 2019-3862 was adopted appropriating $73,500 from the General Fund (1000) for architectural design service of the Inclusive Playground at Tierra Rejada Park Project (C0063); and WHEREAS, on December 4, 2019, Resolution No. 2019-3865 was adopted appropriating $33,000 from the General Fund (1000) for civil engineering services of the Inclusive Playground at Tierra Rejada Park Project (C0063); and WHEREAS, a staff report has been presented to the City Council requesting approval of an amendment to the Civil Engineer’s Agreement; and WHEREAS, a budget amendment in the amount of $22,000 from the Community-Wide Park Improvement Fund (2010) is requested to fund the civil engineering services; and WHEREAS, Exhibit “A”, attached hereto and made a part hereof, describes said budget amendment and the resultant impact to the budget line item. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. A budget amendment in the amount of $22,000 from the Community Wide Park Improvement Fund (2010), as more particularly described in Exhibit “A”, attached hereto, is hereby approved. SECTION 2. The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed in the book of original resolutions. 84 Resolution No. 2020-_____ Page 2 PASSED AND ADOPTED this 5th day of February, 2020. ________________________________ Janice S. Parvin, Mayor ATTEST: ___________________________________ Ky Spangler, City Clerk Exhibit A – Budget Amendment 85 Resolution No. 2020-_____ Page 3 FUND BALANCE ALLOCATION: Fund-Account Number Amount Community Wide Park Improvement Fund 2010-000-00000-33990 22,000.00$ Total 22,000.00$ EXPENDITURE APPROPRIATION: Account Number Current Budget Revision Amended Budget 2010-541-C0063-55300 -$ 22,000.00$ 22,000.00$ 1000-541-C0063-55300 106,500.00$ -$ 106,500.00$ Total 106,500.00$ 22,000.00$ 128,500.00$ EXHIBIT A BUDGET AMENDMENT FOR COMMUNITY-WIDE PARK IMPROVEMENT FUND (2010) TIERRA REJADA PARK FY 2019/20 Fund Title CIVIL ENGINEER DESIGN FOR INCLUSIVE PLAYGROUND AT 86