HomeMy WebLinkAboutAGENDA REPORT 2025 0305 CC REG ITEM 10FCITY OF MOORPARK, CALIFORNIA
City Council Meeting
of March 5, 2025
ACTION APPROVED STAFF
RECOMMENDATION.
BY A. Hurtado.
F. Consider Amendment No. 2 to Agreement with M6 Consulting, Inc. for
Construction Management Services for Tenant Improvements at 323 Science
Drive. Staff Recommendation: Approve Amendment No. 2 to Agreement with m6
Consulting, Inc., for additional construction management services for the City Hall
Tenant Improvement project in the amount of $13,425; and authorize the City
Manager to execute the Agreement subject to final language approval of the City
Manager. (Staff: Jessica Sandifer, Deputy Parks and Recreation Director)
Item: 10.F.
MOORPARK CITY COUNCIL
AGENDA REPORT
TO: Honorable City Council
FROM: Jessica Sandifer, Deputy Parks and Recreation Director
DATE: 03/05/2025 Regular Meeting
SUBJECT: Consider Amendment No. 2 to Agreement with M6 Consulting, Inc. for
Construction Management Services for Tenant Improvements at
323 Science Drive
BACKGROUND
In October 2021, the City Council authorized the purchase of 323 Science Drive as the
location for a new City Hall. Escrow closed in February 2022, and on February 16, 2022,
the City Council approved an Agreement with SVA Architects, Inc. (SVA) for Architectural
Design Services for the Tenant Improvements. In March 2022, the City engaged m6
Consulting, Inc. (M6) - the Municipal Engineering Services consultant that is providing
land development review and inspections services - to provide pre-design construction
management services on a limited basis. In December 2022, the City Council authorized
an agreement with M6 for full construction management services for assistance with
completion of construction drawings, bidding, and construction phase services. In
April 2024, the Agreement was amended for additional unanticipated costs related to
preparation of construction and bidding documents, extension of the project schedule
from seven (7) months to fifteen (15) months and additional time needed to negotiate and
manage Requests for Information and subsequent requests for change order. The
agreement was also amended to add assistance with furniture procurement tasks to the
scope of work.
DISCUSSION
When the second amendment to M6’s agreement was approved, the agreement allocated
staff time through what was believed to be the end of the project in November 2024.
However, during project closeout, several items such as the generator, City Council
Chamber lighting and audio components, and elevator operation were delayed beyond
the November deadline and required additional assistance from M6 to move towards
project closeout. Completion of these items delayed the project closeout until the end of
February. Staff and M6 were able to use the current contract amount to cover additional
services through the end of December. However, additional work was completed in
Item: 10.F.
495
Honorable City Council
03/05/2025 Regular Meeting
Page 2
January and February for project closeout and staff is currently requesting an additional
amendment for M6 to cover these additional services.
The previous amended agreement with M6 was for $488,855. The additional cost
proposed by M6 for the months of January and February is $13,425. With the approval
of the amendment, the total not-to-exceed agreement amount will be $502,280. Since
the total value of the Agreement exceeds the City Manager’s signing authority, City
Council approval is needed to authorize the City Manager to approve the Amendment.
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
There is no fiscal impact associated with this action as sufficient funds exist within the
capital improvement project budget (C0070) to fund these additional services.
COUNCIL GOAL COMPLIANCE
This action is consistent with City Council Goal 3, Objective 3.9: “New City Hall Tenant
Improvements and Move.”
STAFF RECOMMENDATION
Approve Amendment No. 2 to Agreement with m6 Consulting, Inc., for additional
construction management services for the City Hall Tenant Improvement project in the
amount of $13,425; and authorize the City Manager to execute the Agreement subject to
final language approval of the City Manager.
Attachment: Draft Amendment No. 2 with m6 Consulting, Inc.
496
Rev. 12/15/2023
AMENDMENT NO. 2
TO PROFESSIONAL SERVICES AGREEMENT BETWEEN
THE CITY OF MOORPARK AND
M6 CONSULTING, INC. FOR
CONSTRUCTION MANAGEMENT SERVICES
This Amendment No. 2 to the Agreement between the City of Moorpark, a
municipal corporation (“City”), and m6 Consulting, Inc., a California corporation
(“Consultant”), for construction management services (“Agreement”), is made and
entered into on _____________________, 2025.
RECITALS
WHEREAS, on January 4, 2023, the City and Consultant entered into an
Agreement to have the Consultant provide construction management services; and
WHEREAS, on April 11, 2024, the City and Consultant entered into an Amendment
to increase the compensation for services to be performed by Consultant from two
hundred sixteen thousand four hundred fifty-five dollars ($216,455.00) by a value of two
hundred seventy-two thousand four hundred dollars ($272,400) for a total contract value
of four hundred eighty-eight thousand eight hundred fifty-five dollars ($488,855.00), and;
WHEREAS, the City and Consultant now desire to amend the Agreement to
increase the compensation for services to be performed by Consultant from four hundred
eighty-eight thousand eight hundred fifty-five dollars ($488,855.00) by a value of thirteen
thousand four hundred twenty-five dollars ($13,425.00) for a total contract value of five
hundred two thousand two hundred eighty dollars ($502,280.00), and document said
agreement to amend by jointly approving Amendment No. 2 to the Agreement, and;
WHEREAS, sufficient funds exist within capital improvement project budget
(C0070) City Hall at 323 Science Drive to fund the additional services.
NOW, THEREFORE, it is mutually agreed by and between the parties to the
Agreement as follows:
I. Section 1, 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 construction management services, as
set forth in Exhibits C, D, and E. In the event there is a conflict between the
provisions of Exhibits C, D and E, and this Agreement, the language
contained in this Agreement shall take precedence."
Consultant shall perform the tasks described and set forth in
Exhibits C, D, and E.
Compensation for the services to be performed by Consultant shall
be in accordance with Exhibits C, D, and E. Compensation shall not exceed
the rates or total contract value five hundred two thousand two hundred
ATTACHMENT
497
Rev. 12/15/2023 Amendment No.2 to Agreement between City of Moorpark and m6 Consulting, Inc. Page 2
eighty dollars ($502,280.00) as stated in Exhibits C, D, and E, 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 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 C, D, and E based upon actual time spent on the above tasks. This
amount shall not exceed five hundred two thousand two hundred eighty
dollars ($502,280.00) for the total term of the Agreement unless additional
payment is approved as provided in this Agreement.”
III. Remaining Provisions:
Except as revised by this Amendment No. 2, 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 M6 CONSULTING, INC.
_______________________________ _______________________________
Troy Brown
City Manager
Masoud Mahmoud, PE, Principal
Attest:
_______________________________
Ky Spangler, City Clerk
Attachment – Exhibit E
498
893 Patriot Dr Unit E
Moorpark, California 93021
805 379 1015 Phone
Exhibit “A”
Client Initials _____
February 17, 2025
Ms. Jessica Sandifer
Community Services Manager
City of Moorpark
323 Science Dr
Moorpark, CA 93021
Subject: Cost Proposal for Engineering Project and Construction Management Services
City Hall Tenant Improvement – Add Services Request Number 2
Dear Ms. Sandifer,
As you know, m6 Consulting Inc. (m6) has been providing engineering project and construction
management and owner representation services to the City of Moorpark (City) for the City Hall Tennant
Improvement Project through the design, bid period, and construction phases of the project.
The schedule included in the initial add service proposal anticipated construction completion by
November 2024 and project closeout by December 2024. Due to extended lead times for generator,
elevator repair, council dais speakers, and additional components requested for the council chambers AV
and broadcast system the project construction completion has been extended to February 2025 (3
additional months) with final project closeout anticipated to be completed by March 2025. This schedule
extension will result in additional project and construction management efforts by m6 than originally
anticipated.
To that end, please find below the additional budget amount being requested to perform the project and
construction management and owner representation services through completion of the project.
Specifically, the anticipated services include:
Task 101 – Construction and Closeout: m6 will continue to provide engineering project and
construction management services associated with the construction and closeout phase of the project. m6
will continue to provide management of the contractor, the design team, the furniture vendor, and the
security and fire alarm contractor, and support the City for the construction duration. m6 will continue to
track and review all required submittals and RFIs and distribute documents to the design team and/or City
for review and response. m6 will continue to prepare and track responses to RFIs and submittals to
distribute back to the contractor. m6 will continue to perform site visits as needed to document work
completed. m6 will continue to review pay application and related tasks and change order submittals for
necessity and cost. m6 will continue to track project punch list items until completed. m6 will continue to
review as-built drawings provided by the contractor to ensure all substitutions, change order, and field
revisions are accurately captured on the plans. m6 will document all system testing completed, attic stock
provided, and staff training of the systems provided. m6 will review project closeout documents including
warranty and maintenance manuals.
EXHIBIT E
499
893 Patriot Dr Unit E
Moorpark, California 93021
805 379 1015 Phone
Exhibit “A”
Client Initials _____
A total of 65 hours is allocated for Task 101.
Efforts associated with the above Tasks are based on estimates of hours and based on the current project
schedule provided by the contractor. Anticipated efforts related this Scope of Work (Exhibit “A”) at
various staff levels and associated hourly rates are summarized in the following compensation section
(Exhibit “B”). Assumptions of efforts and related hourly distribution across staffing levels are
approximate based on the project schedule provided by the contractor, and may change based on
unforeseen conditions during construction that may cause extension of the construction schedule, and
associated efforts.
Should you have any questions or require additional information for your review, please feel free to call
me at (805) 379-1015.
Sincerely,
m6 Consulting, Inc.
Masoud Mahmoud, PE
Principal
500
893 Patriot Dr Unit E
Moorpark, California 93021
805 379 1015 Phone
Exhibit “B”
Client Initials _____
EXHIBIT “B”
COMPENSATION
Cost Proposal for Project Management Services
Add Services #1
City Hall Tenant Improvement
City agrees to compensate Consultant for such services as follows:
On an hourly basis, the Tasks outlined in Exhibit “A” above, and per the enclosed staff hours
(Exhibit “C”). Staff will be billed based on their functional classification and corresponding
hourly rate, as approved by the City.
TASK DESCRIPTION FEE
101 Construction Phase $13,425.00
Total $13,425.00
501
Principal Project Project Project Project Designer RE Admin.Reimb.Total Total
Eng Director Manager Eng.Designer I CM Clerical Exp Hours Fee
Rate $225 $195 $165 $150 $120 $110 $150 $64 $0 ($)
Task 101 Construction and Closeout 20 45 65 $11,925
Sub Total Hours 20 0 45 0 0 0 0 0 0 65
Total $4,500 $0 $7,425 $0 $0 $0 $0 $0 $0 $11,925
$1,500
Note:13,425.00Total
Position
EXHIBIT "C" PROPOSED HOURS AND STAFF ALLOCATION
Prepared By: Masoud Mahmoud
Date: February 17, 2025
Project: City Hall Tenant Improvement Project and Construction Management - Add Services #1
m6
Reimbursable
502