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Home My WebLink AboutAGENDA REPORT 2024 0717 CCSA REG ITEM 10JCITY OF MOORPARK, CALIFORNIA City Council Meeting of July 17, 2024 ACTION APPROVED STAFF RECOMMENDATION. BY A. Hurtado. J. Consider Amendment No. 2 to Agreement with LPA, Inc. for Architectural Design Services for the New City Library. Staff Recommendation: Approve Amendment No. 2 to Agreement with LPA, Inc. for additional Architectural Design Services for the New Moorpark City Library, and authorize the City Manager to execute the Amendment, subject to final language approval of the City Manager. (Staff: Jessica Sandifer, Deputy Parks & Recreation Director) Item: 10.J. Item: 10.J. MOORPARK CITY COUNCIL AGENDA REPORT TO: Honorable City Council FROM: Jeremy Laurentowski, Parks and Recreation Director BY: Jessica Sandifer, Deputy Parks and Recreation Director DATE: 07/17/2024 Regular Meeting SUBJECT: Consider Amendment No. 2 to Agreement with LPA, Inc. for Architectural Design Services for the New City Library BACKGROUND & DISCUSSION On December 15, 2021, the City Council approved an Agreement with LPA, Inc. for Architectural Services for the New Moorpark City Library. In December 2022, the Agreement was amended to add services related to preparation of a scope of work for demolition of the old library, relocation of a public sewer line and furniture design services. As the project design has progressed, several additional items have arisen that were not covered under the original scope of services. Additional Service Request - $34,450 The Architect has incurred additional costs while refining the design and preparing for Planning Commission submittal. The additional services were generated due to staff requested changes, Planning Commission input, Dry Utility Services, and changes in State law affecting Stormwater Pollution permitting. During the preparation for the Planning Commission (Commission) meeting to entitle the project, several Commissioners commented that the location of the trash enclosure adjacent to the west side of the facility was not an attractive location as viewed from vehicles traveling in the easterly direction and recommended that staff work with the architect to find an alternative location. The trash enclosure was ultimately relocated to the northwest corner of the parking lot. The changes to the location of the trash enclosure required changes to the DRC submittal and entitlement package, as well as changes to the completed construction drawings. Additionally, the existing library currently has a conduit the extends to the Community Center that will need to be connected to the new Library. The conduit serves several purposes; it links the Library to the City’s network for City resources that remain separate from the Library network (i.e. city phone system, door access control, security cameras systems, etc.); and it provides for a redundant back up to internet services. Currently, the City gets a discounted rate for Library internet services 335 Honorable City Council 07/17/2024 Regular Meeting Page 2 through the CENIC broadband connection. However, the CENIC connection has been less than reliable over the years and on several occasions, internet services through CENIC have been down for several days. The conduit will also allow for redundancy so that internet services for staff and the public continue to remain uninterrupted by transferring to the City’s internet service provider when needed. It should also be noted that Stormwater Pollution Prevention Plans permitted after September 2023 are now required to have the civil engineer visit the site three times in the first year of construction and two times thereafter. The previous Stormwater Pollution Permit did not require these site visits. Fees are being included in the contract to facilitate fulfillment of these requirements. Dry Utility Consultant – Construction Documentation - $43,127 A Dry Utility Consultant has already been engaged to assist the Architect and the City with determining electrical and telecommunication needs for the project. However, the original scope was only for initial consultation with the utilities until a project scope could be determined. Now that all utilities have been identified for the project, the added service request is for the Dry Utility consultant to assist the design team and the City with preparing applications and construction documents for submittal to the serving utilities for approval and permitting. In addition, the consultant will be assisting with the relocation of a utility pole and quitclaim of a Southern California Edison easement that contains no power lines but currently encumbers the site where the library will be located. ENVIRONMENTAL DETERMINATION This action is exempt from the California Environmental Quality Act (CEQA) as it does not constitute a project, as defined by Section 15378 of the State CEQA Guidelines. Therefore, no environmental review is required. FISCAL IMPACT The total cost for the added Library design services, including reimbursable costs, is $77,577. There are sufficient funds budgeted in Fiscal Year 2024/25 Capital Improvement Project C0056 to fund these additional services. COUNCIL GOAL COMPLIANCE This action is consistent with City Council Goal 3, Objective 3.11: “Complete construction plans for the City’s new Library.” STAFF RECOMMENDATION Approve Amendment No. 2 to Agreement with LPA, Inc. for additional Architectural Design Services for the New Moorpark City Library, and authorize the City Manager to execute the Amendment, subject to final language approval of the City Manager. Attachment: Amendment No. 2 Agreement with LPA, Inc. 336 AMENDMENT NO. 2 DESIGN PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF MOORPARK AND LPA, INC. FOR ARCHITECTURAL DESIGN SERVICES FOR MOORPARK CITY LIBRARY This Amendment No. 2 to the Agreement between the City of Moorpark, a municipal corporation (“City”), and LPA, Inc., a California corporation (“Contractor”), for architectural design services (“Agreement”), is made and entered into on ______________________________. RECITALS WHEREAS, on December 22, 2021, the City and Contractor entered into an Agreement to have the Contractor provide architectural design services; and WHEREAS, on February 2, 2023, the City and Contractor amended the Agreement to increase compensation to one million eight hundred eight thousand one hundred eighty-nine dollars ($1,808,189), which included a contingency amount of one hundred fifty-two thousand two hundred fifty-three dollars ($152,253); and WHEREAS, the City and Contractor now desire to amend the Agreement to increase the compensation for services to be performed by Contractor from one million eight hundred eight thousand one hundred eighty-nine dollars ($1,808,189) by a value of seventy-seven thousand five hundred seventy-seven dollars ($77,577) for a total contract value of one million eight hundred eighty-five thousand seven hundred sixty-six dollars ($1,885,766) which includes a contingency amount of one hundred fifty-two thousand two hundred fifty-three dollars ($152,253), and document said agreement to amend by jointly approving Amendment No. 2 to the Agreement. NOW, THEREFORE, it is mutually agreed by and between the parties to the Agreement as follows: I. Section I, 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 Exhibits C, D, E and F, 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 architectural design services, as set forth in Exhibits C, D, E, and F. In the event there is a conflict between the provisions of Exhibits C, D, E, and F and this Agreement, the language contained in this Agreement shall take precedence. ATTACHMENT 337 Amendment No. 2 to Agreement between City of Moorpark and LPA, Inc. Page 2 Consultant shall perform the tasks described and set forth in Exhibits C, D, E, and F. Compensation for the services to be performed by Consultant shall be on a fixed fee basis in accordance with Exhibits D, E, and F. Compensation shall not exceed the rates or total contract value one million seven hundred thirty-three thousand five hundred thirteen dollars ($1,733,513) as stated in Exhibits D E, and F, plus a contingency of one hundred fifty-two thousand two hundred fifty-three dollars ($152,253), for a total contract amount of one million eight hundred eighty-five thousand seven hundred sixty-six dollars ($1,885,766), 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 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, D, E, and F on a percentage complete basis. This amount shall not exceed one million seven hundred thirty-three thousand five hundred thirteen dollars ($1,733,513) plus a contingency of one hundred fifty-two thousand two hundred fifty-three dollars ($152,253) for a total contract amount of one million eight hundred eighty-five thousand seven hundred sixty-six dollars ($1,885,766) 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. 2, all of the provisions of the Agreement shall remain in full force and effect. 338 Amendment No. 2 to Agreement between City of Moorpark and LPA, Inc. Page 3 In Witness Whereof, the parties hereto have caused this Amendment to be executed the day and year first above written. CITY OF MOORPARK LPA, INC. _______________________________ _______________________________ Troy Brown City Manager Jon Mills Chief Operating Officer Attest: _______________________________ Ky Spangler City Clerk Attachment: Exhibit F – Task Orders 9 and 10 339 J:\30500\30647\DOCS\101 Contracts_Proposals\01\Client\SOS Proposals\Task 9 - Dry Utility Consultant - CD\TASK 9 - Dry Utiilty Consultant.docx EXHIBIT F 340 J:\30500\30647\DOCS\101 Contracts_Proposals\01\Client\SOS Proposals\Task 10 - Out of Sequence Work\TASK 10 - Additional Service Request.docx 341 J:\30500\30647\DOCS\101 Contracts_Proposals\01\Client\SOS Proposals\Task 10 - Out of Sequence Work\TASK 10 - Additional Service Request.docx 342