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HomeMy WebLinkAboutAGENDA REPORT 2021 0707 CCSA REG ITEM 10KCITY OF MOORPARK, 
CALIFORNIA City Council Meeting of July 7, 2021 ACTION APPROVED STAFF RECOMMENDATIONS. BY B. Garza. K. Consider Amendment No. 9 to Agreement Between the City of Moorpark and Stantec Consulting Services, Inc. for Civil Engineering Design Services for the Re- Design of the Princeton Avenue Improvement Project (C0020). Staff Recommendation: 1) Authorize staff to reallocate Tasks 5a and 5b of Amendment No. 8 to the preparation of electrical and street lighting improvement plans and specifications for the Princeton Avenue Improvement Project; and 2) Approve Amendment No. 9 to Agreement Between the City of Moorpark and Stantec Consulting Services, Inc. for Civil Engineering Design Services for the Re-Design of the Princeton Avenue Improvement Project (C0020), in the amount of $71,000, and authorize the City Manager to sign the Amendment subject to final language approval of the City Manager. (Staff: Daniel Kim, City Engineer/Public Works Director) Item: 10.K. MOORPARK CITY COUNCIL AGENDA REPORT TO: Honorable City Council FROM: Daniel Kim, City Engineer/Public Works Director DATE: 07/07/2021 Regular Meeting SUBJECT: Consider Amendment No. 9 to Agreement Between the City of Moorpark and Stantec Consulting Services, Inc. for Civil Engineering Design Services for the Re-Design of the Princeton Avenue Improvement Project (C0020) SUMMARY On March 19, 2008, the City Council approved an agreement for civil engineering design services with Penfield & Smith, in an amount not to exceed $279,148, to provide conceptual and final design for the Princeton Avenue Improvement Project (C0020). Since the original contract agreement, the Princeton Avenue Improvement Project has required several contract amendments to augment Penfield & Smith’s scope of services, including their name change to Stantec Consulting Services, Inc. (Stantec Consulting). The current contract value is $1,077,839.63. As part of Amendment No. 8 to the existing Agreement, Stantec Consulting completed final design plans and specifications, hazardous waste studies, and permit processing within the State right-of-way. On January 7, 2021, the California Department of Transportation (Caltrans) cleared Special Provisions to the City’s encroachment permit application and issued a revised permit approval for improvements within the State right-of-way. During the final design and Caltrans permitting for the project, it was determined that several task items in Amendment No. 8 were not necessary, and staff is recommending that the unused budgeted items be reallocated for the preparation of electrical and street lighting improvement plans and specifications. In addition to the ongoing design and preparation of plans and specifications, City staff and Stantec Consulting have engaged with the utility companies that will be affected by the roadway widening and improvements on Princeton Avenue. The dry utilities relocation and construction coordination efforts will be new tasks for Stantec Consulting. At staff’s request, Stantec Consulting prepared a cost proposal letter for additional services and Amendment No. 9 is attached for the City Council’s consideration and approval. Item: 10.K. 368 Honorable City Council 07/07/2021 Regular Meeting Page 2 BACKGROUND On March 19, 2008, the City Council approved an agreement for civil engineering design services with Penfield & Smith, in an amount not to exceed $279,148, to provide conceptual and final designs, soils report and analysis, utility coordination, and aerial mapping of the existing topography for the Princeton Avenue Improvement Project (C0020). The scope of services and the Agreement with Penfield & Smith provided technical studies and design data, which were used as the basis for all project re-design efforts. Since the original contract agreement, the Princeton Avenue Improvement Project has required several contract amendments to augment Penfield & Smith’s scope of services due to the project’s complexity and design criteria. On February 3, 2010, Amendment No. 1 to the Agreement was approved by the City Council, in an amount not to exceed $74,692.25, to provide land surveying services and updates to the geotechnical report. On November 3, 2010, Amendment No. 2 to the Agreement was approved by the City Council, in an amount not to exceed $130,000, to provide a drainage study, drainage infrastructure improvement plan, extension of the project limit to Condor Drive, and future right-of-way acquisition support services. On July 12, 2013, Amendment No. 3 to the Agreement was executed, in an amount not to exceed $211,790, to provide updates to the drainage study, design modifications to the drainage infrastructure improvement plans, retaining wall design, additional utility coordination services, Caltrans permitting support services, 100% final design plan and specifications, and construction administration support services. On February 5, 2015, Amendment No. 4 to the Agreement was executed to document the Consultant’s name change from Penfield & Smith to Stantec Consulting Services, Inc. On September 21, 2016, Amendment No. 5 to the Agreement was approved by the City Council, in an amount not to exceed $36,008, to provide domestic water improvement plans and specifications, update current design infrastructure improvement plans, and additional utility coordination services. On March 7, 2018, Amendment No. 6 to the Agreement was approved by the City Council, in an amount not to exceed $61,000, to provide environmental planning services. On October 3, 2018, Amendment No. 7 to the Agreement was approved by the City Council, in an amount not to exceed $144,000, to update the Project Plans and Specifications for processing through Caltrans’ Office of Permits. 369 Honorable City Council 07/07/2021 Regular Meeting Page 3 On March 4, 2020, Amendment No. 8 the Agreement was approved by the City Council, in an amount not to exceed $141,201.38, for final engineering design revisions for new retaining walls; hazardous waste testing, analysis, and reporting; storm drainage infrastructure and hydraulic calculations; and additional geotechnical investigations related to new improvements from Caltrans review. The current contract amount, including the eight amendments, is $1,077,839.63. DISCUSSION On December 10, 2020, Caltrans approved an Encroachment Permit for the Princeton Avenue Improvement Project with Hazardous Waste Special Provisions to provide the following: • Asbestos-Containing Materials and Lead-Based Paint Survey Report • Focused Aerially Deposited Lead (ADL) Investigation Report • Lead Compliance Plan The City and Stantec Consulting were anticipating these additional Special Provisions from Caltrans and submitted the requested documents and reports to Caltrans on December 23, 2020. On January 7, 2021, Caltrans accepted the hazardous waste reports and the City’s encroachment permit approval process with the State has been completed. The roadway improvement plans, environmental and hazardous waste reporting, and Caltrans permitting and processing scope of work were part of the previously approved Amendment No. 8 to the existing Agreement. During the final design and Caltrans permitting for the project, it was determined that several task items in Amendment No. 8 are not necessary. Task 5a, Existing Pavement GPR (Ground Penetrating Radar) Analysis, and Task 5b, Traffic Control and Permitting for GPR Analysis, of Amendment No. 8 are not needed and the associated budget items can be reallocated for additional roadway design improvements to Princeton Avenue. Task No. Existing Scope of Work (Amendment No. 8) Budget Amount Task 5a Existing Pavement GPR Analysis $13,613.60 Task 5b Traffic Control/Permitting for GPR $5,000.00 Task 9 Remaining Contingency $12,500.00 Total $31,113.60 Staff is recommending that the budgeted amounts for Tasks 5a and 5b and portions of the remaining contingency be reallocated to the preparation of electrical and street lighting improvement plans and specifications. The reallocated budget amounts and scope of work will not change the total budget amount to Amendment No. 8. 370 Honorable City Council 07/07/2021 Regular Meeting Page 4 New Task No. New Scope of Work (Amendment No. 8) Budget Amount Task 5a Removed $0.00 Task 5b Removed $0.00 Task 9 Remaining Contingency $8,113.60 Task 11 Preparation of Street Light Improvement Plans and Electrical Specifications $23,000.00 Task 11 Total $31,113.60 In addition to the ongoing design of Princeton Avenue, City staff and Stantec Consulting have engaged with the utility companies that will be affected by the street widening and improvements. Staff’s approach to construction phasing and sequencing for the roadway improvements along Princeton Avenue is to commence with the relocation of the utilities first. The affected utilities include Southern California Edison, Southern California Gas Company, AT&T California, Charter Spectrum, and Crown Castle Network. Stantec Consulting has been coordinating with the utilities on a proposed joint-trench alignment for all the affected facilities. The goal is to have all the dry utilities already relocated and “out of the way” prior to the actual roadway construction for the Princeton Avenue improvements. The utility facility relocations will be a major undertaking and will require construction coordination efforts from both Stantec Consulting and City staff. In essence, it is the beginning of the City’s construction coordination efforts for the project. Stantec Consulting has already began reviewing engineering layout plans from Southern California Edison, Southern California Gas Company, AT&T California, Charter Spectrum, and Crown Castle Network. Coordination on facility locations, conduit runs and depths, service locations, and conflict resolution have been on-going and will continue throughout the project, including construction. The dry utilities relocation and construction coordination efforts will be new tasks for Stantec Consulting. At staff’s request, Stantec Consulting has prepared a proposal letter, dated June 22, 2021, for City Council’s consideration. Staff reviewed Stantec Consulting’s proposal letter and determined that the scope of work and level of effort is reasonable and will be performed on a “time and materials,” not to exceed basis. This proposal letter will serve as the basis for Amendment No. 9 to the existing Agreement for an amount not to exceed $71,000. 371 Honorable City Council 07/07/2021 Regular Meeting Page 5 Task No. Amendment No. 9 Task Description Budget Amount Task 1 Engineer’s Estimate $16,000.00 Task 2 Dry Utility Coordination $28,000.00 Task 3 Project Management & Coordination $25,000.00 Task 4 Reimbursables $2,000.00 Amendment No. 9 Total $71,000.00 FISCAL IMPACT The project’s budget account for Professional Services (2014-311-C0020-55300) currently has $47,450.62 of available funds. An additional $25,000 is recommended to account for the difference in the increase in Stantec Consulting’s contract. A budget line item adjustment from the Infrastructures account (2014-311-C0020-55200) will be processed to cover this $25,000 increase for Amendment No. 9. Account No. 2014-311-C0020 Current Remaining Budget Revision Amount Amended Remaining Budget -55200 Infrastructures $5,358,463.91 ($25,000.00) $5,333,463.91 -55300 Professional Services $47,450.62 $25,000.00 $72,450.62 Total $5,405,914.53 $0.00 $5,405,914.53 At this time, staff is not requesting new appropriations to the project budget. However, during the construction contract phase of the project, staff may present new appropriations to the Council for consideration. COUNCIL GOAL COMPLIANCE This action does not support a current strategic directive. 372 Honorable City Council 07/07/2021 Regular Meeting Page 6 STAFF RECOMMENDATION 1. Authorize staff to reallocate Tasks 5a and 5b of Amendment No. 8 to the preparation of electrical and street lighting improvement plans and specifications for the Princeton Avenue Improvement Project; and 2. Approve Amendment No. 9 to Agreement Between the City of Moorpark and Stantec Consulting Services, Inc. for Civil Engineering Design Services for the Re-Design of the Princeton Avenue Improvement Project (C0020), in the amount of $71,000, and authorize the City Manager to sign the Amendment subject to final language approval of the City Manager. Attachment: Amendment No. 9 to Agreement Between the City of Moorpark and Stantec Consulting Services, Inc. for Civil Engineering Design Services for the Re-Design of the Princeton Avenue Improvement Project 373 AMENDMENT NO. 9 AGREEMENT BETWEEN THE CITY OF MOORPARK AND STANTEC CONSULTING SERVICES, INC. FOR CIVIL ENGINEERING DESIGN SERVICES FOR THE RE- DESIGN OF THE PRINCETON AVENUE IMPROVEMENT PROJECT (FORMERLY PRINCETON AVENUE WIDENING PROJECT) This Amendment No. 9 to the Agreement between the City of Moorpark, a municipal corporation (“City”), and Stantec Consulting Services, Inc., a corporation (“Contractor”), for civil engineering design services (“Agreement”), is made and entered into the ___ day of ____________________, 2021. RECITALS WHEREAS, on May 15, 2008 the City and Consultant entered into an Agreement to have the Consultant provide professional engineering design services for the re- design of the Princeton Avenue Widening Project for a total contract value of two hundred seventy-nine thousand, one hundred forty-eight dollars ($279,148); and WHEREAS, on February 20, 2009, a no cost Change Order was executed for a value of two thousand, five hundred dollars ($2,500) specifying the amount set aside for reimbursable expenses. Other design services were reduced by an unspecified amount to accommodate reimbursable expenses and the total contract value remained the same; and WHEREAS, on February 16, 2010, Amendment No. 1 to the Agreement was executed, including a boundary establishment survey and legal description preparation, a geotechnical update report, and an additional topographic survey in the amount of seventy-four thousand, six hundred ninety-two dollars and twenty-five cents ($74,692.25) for a total contract value of three hundred fifty-three thousand, eight hundred forty dollars and twenty-five cents ($353,840.25); and WHEREAS, on November 16, 2010, Amendment No. 2 to the Agreement was executed, including a drainage study preparation, extension of the project limits, storm drain plan and profile design, reimbursement for previous out of scope services of work requested and conducted prior to Amendment No. 2, and future anticipated engineering services required in support of ongoing right-of-way acquisition efforts in the amount of one hundred thirty thousand dollars ($130,000) for a total contract value of four hundred eighty-three thousand, eight hundred forty dollars and twenty-five cents ($483,840.25); and WHEREAS, on July 12, 2013, Amendment No. 3 to the Agreement was executed increasing the Consultant’s Scope of Services to include ground penetrating radar for storm drain design, drainage report revisions, drainage design modifications, completion of plans specifications and cost estimates, structural wall design, utility coordination, Caltrans permitting, and bidding and construction phase services, and to identify optional drainage design alternatives that may be added to the Consultant’s Scope of Services in the future by separate amendment in the amount of two hundred eleven thousand, seven hundred ninety dollars ($211,790) for a total contract value of six hundred ninety-five thousand, six hundred thirty dollars and twenty-five cents ($695,630.25); and ATTACHMENT 374 Amendment No. 9 to Agreement between City of Moorpark and Stantec Consulting Services, Inc. Page 2 WHEREAS, on February 5, 2015, Amendment No. 4 to the Agreement was executed to document the Consultant’s name changed from Penfield & Smith to Stantec Consulting Services, Inc.; and WHEREAS, on November 3, 2016, Amendment No. 5 to the Agreement was executed to augment the Consultant’s scope of services to include the preparation of domestic water improvement plans within the project limits in the amount of thirty-six thousand, eight dollars ($36,008) for a total contract value of seven hundred thirty-one thousand, six hundred thirty-eight dollars and twenty-five cents ($731,638.25); and WHEREAS, on April 6, 2018, Amendment No. 6 to the Agreement was executed to augment the Consultant’s scope of services to provide environmental planning support services related to compliance with the National Environmental Policy Act in the amount of sixty-one thousand dollars ($61,000) for a total contract value of seven hundred ninety-two thousand, six hundred thirty-eight dollars and twenty-five cents ($792,638.25); and WHEREAS, on October 10, 2018, Amendment No. 7 to the Agreement was executed to augment the Consultant’s scope of services to include street lighting improvement plans; northerly curb, gutter, and sidewalk; traffic control plans; Storm Water Pollution Prevention Plan; updating of retaining wall design and plans to conform to the current California Building Code (2016 CBC); exploratory pavement borings; and landscape and irrigation improvement plans in the amount of one hundred forty-four thousand dollars ($144,000) for a total contract value of nine hundred thirty-six thousand, six hundred thirty-eight dollars and twenty-five cents ($936,638.25); WHEREAS, on April 8, 2020, Amendment No. 8 to the Agreement was executed to augment the Consultant’s scope of services to address the State of California’s request for additional design information regarding the horizontal alignment of Princeton Avenue and the design speed; design changes to the proposed retaining wall within State right-of-way; a new retaining wall and associated geotechnical investigations; additional soil analysis for asbestos, lead based paint, and hazardous waste studies; and enhanced ground penetrating radar pavement analysis of the existing street section in the amount of one hundred forty-one thousand two hundred one dollars and thirty- eight cents ($141,201.38) for a total contract value of one million seventy-seven thousand eight hundred thirty-nine dollars and sixty-three cents ($1,077,839.63); and WHEREAS, the City is requesting additional scope of services from the Consultant to provide ongoing engineer’s cost estimates, dry utility coordination, utility company facility relocation coordination, and on-going project management services; and WHEREAS, the Consultant provided a cost proposal dated June 22, 2021 for the requested additional engineering services, attached as Exhibit A, in the amount of seventy-one thousand dollars and zero cents ($71,000.00); and WHEREAS, the City and Consultant now desire to amend the Agreement for an additional period; and 375 Amendment No. 9 to Agreement between City of Moorpark and Stantec Consulting Services, Inc. Page 3 WHEREAS, the City and Consultant now desire to amend the Agreement to increase the compensation for services to be performed by Consultant from one million seventy seven thousand eight hundred thirty nine dollars and sixty three cents ($1,077,839.63); by a value of seventy one thousand dollars and zero cents ($71,000.00) for a total contract value of one million one hundred forty eight thousand eight hundred thirty-nine dollars and sixty-three cents ($1,148,839.63), and document said agreement to amend by jointly approving Amendment No. 9 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 in a contractual capacity to provide civil engineering design services, as set forth in Exhibit B, Section C - Scope of Services, Change Order, and all amendments and the exhibits attached thereto and incorporated herein by this reference, and further defined in Exhibit C: Consultant’s Proposal, dated February 18, 2008, which is also attached hereto and incorporated herein by this reference. Where said Scope of Services is modified by this Agreement, or in the event there is a conflict between the provisions of said Scope of Services or Consultant’s Proposal and this Agreement, the language contained in this Agreement, and the Amendments shall take precedence. Compensation for the services to be performed by Consultant shall be in accordance with Exhibit B, Section C – Fee, and all amendments and the exhibits attached thereto. Compensation shall not exceed the rates or total contract value of one million one hundred forty-eight thousand eight hundred thirty-nine dollars and sixty-three cents ($1,148,839.63) as stated in Exhibit B, Section C - Fee and all amendments and the exhibits attached thereto without the 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 the first paragraph in its entirety as follows: “Taxpayer ID or Social Security numbers must be provided by Consultant on an IRS W-9 form before payments may be made by City to Consultant.” 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, Section C - Fee and all amendment and the exhibits attached thereto based upon actual time spent on the above tasks. This amount shall not exceed one million one hundred forty-eight thousand eight 376 Amendment No. 9 to Agreement between City of Moorpark and Stantec Consulting Services, Inc. Page 4 hundred thirty-nine dollars and sixty-three cents ($1,148,839.63), 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. 9, 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 STANTEC CONSULTING SERVICES, INC. _______________________________ _______________________________ Troy Brown City Manager Hady Izadpanah Senior Principal Attest: _______________________________ Ky Spangler, City Clerk 377 Stantec Consulting Services Inc. 111 E. Victoria Ave, Santa Barbara, CA 93101 June 22, 2021 File: 2064018305 Attention: Daniel Kim, P.E., City Engineer City of Moorpark 799 Moorpark Avenue Moorpark, CA 93021 Reference: Princeton Avenue Widening Project 8012, Amendment No. 8 Scope Change and Proposal for Additional Services – Amendment No. 9 Dear Mr. Kim, Our office prepared the last project budget amendment for the Princeton Avenue project in December of 2019. Since that time, some of the approved tasks 1 through 10 have been deemed to be unnecessary and several additional services have been requested by City. Per our recent meetings and discussions, we are pleased to present this proposal to address these scope and budget updates for the subject project. AMENDMENT NO. 8 SCOPE CHANGES Amendment No. 8 Tasks 5a, 5b and 9 Amendment No. 8 included several tasks that were ultimately deemed not necessary for the successful completion of the project. These tasks and associated budgets are as follows: Task 5a Existing Pavement GPR Analysis $13,613.60 Task 5b Traffic Control/Enc. Permit for GPR $ 5,000.00 Task 9 Budget Contingency $12,500.00 Amendment No. 8 Proposed Task 11 – Plan Revisions and Updates The City has requested that Stantec reallocate the budgets assigned to tasks 5a, 5b and portions of the contingency to proposed task 11 make necessary revisions and additions to the project plans and specifications, including: a. Preparation of electrical plans for the proposed street light system b. Preparation of electrical specifications Proposed budget required for these tasks $23,000.00 EXHIBIT A 378 June 22, 2021 Princeton Avenue Widening Project 8012, Proposal for Additional Services, Amendment 9 Page 2 of 4 AMENDMENT NO. 9 SCOPE OF SERVICES Task 1 – Engineer’s Estimate of Probable Cost Stantec will perform quantity takeoffs from the current project plans and will reflect changes in both project design and unit construction costs that have occurred to date. The engineer's estimate should reflect a fair and reasonable cost of the project in sufficient detail to provide an accurate estimate of the financial obligations to be incurred by the City. Task 2 – Dry Utility Coordination It has been determined that the most cost effective and efficient path forward will be for all existing dry utility facilities within the project limits to complete proposed relocations prior to the start of the Princeton Avenue improvement project. This will allow construction of the street improvements to be completed more quickly. Coordination with the various utility companies is also allowing for use of a “joint trench” for all utilities. Stantec’s efforts related to this task include: a. Design of the proposed joint trench alignment for use by all utility providers b. Preparation of plan and profile sheets for the proposed joint trench alignment c. Coordinate with utility providers to obtain utility relocation plans from each, review plans and provide comments d. Coordinate between utility companies and utility contractor to expedite relocation efforts e. Conduct field meetings as needed with utility providers and City Staff f. Prepare dry utility design and construction schedule Task 3 – Project Management & Coordination Stantec will continue to provide project management and coordination services for the project, assisting the City as an extension of staff. These services include but are not limited to: a. Organizing and attending weekly meetings as needed to track progress and adhere to project schedule b. Assist City staff and their Right-of-Way consultant as needed in their efforts to obtain easements along the project frontage c. Coordinate on City’s behalf with multiple other public agencies and stakeholders involved with the project d. Maintain ftp site for project documents, package and provide pdf’s and AutoCAD files to 3rd parties as needed 379 June 22, 2021 Princeton Avenue Widening Project 8012, Proposal for Additional Services, Amendment 9 Page 3 of 4 PROPOSED ADDITIONAL FEE Our services will be performed on a “time and materials”, not to exceed basis, per the schedule below and shall be billed monthly at the rates then currently in effect. Our charges will not exceed the fee estimate without the City’s prior authorization. Public Agency Fees are excluded (e.g. Caltrans, County of Ventura, Utilities, etc.) shall be the responsibility of the City. Task No. Task Fees 1 Engineer’s Estimate of Probable Cost $16,000.00 2 Dry Utility Coordination $28,000.00 3 Project Management & Coordination $25,000.00 4 Reimbursables $2,000.00 TOTAL $71,000.00 We have estimated the cost of our services based on our understanding at this time of the scope and complexity of the work. However, please note that during the performance of our services, the need for additional or expanded services may be determined. We will keep the City informed of our progress and shall require the City’s authorization for services that exceed the scope and/or fee estimate limits. AUTHORIZATION Should you require additional information or wish to discuss this proposal further, please contact us. If the proposal is satisfactory, we understand that City Staff will provide a contract addendum for execution. 380 June 22, 2021 Princeton Avenue Widening Project 8012, Proposal for Additional Services, Amendment 9 Page 4 of 4 Thank you for considering Stantec for this project. Regards, STANTEC CONSULTING SERVICES INC. Geremy Salts, RCE 60488 Principal Phone: 805 308-9159 geremy.salts@stantec.com Derek Rapp Principal Phone: 805 308-9166 derek.rapp@stantec.com cd \\us0342-ppfss01\workgroup\2064\active\2064018305\18305\project management\accounting\proposals\co_9_final_eng\2064018305_co- 09_addl_svcs.docx 381