HomeMy WebLinkAboutAGENDA REPORT 2014 0219 CCSA REG ITEM 10D ITEM 10.D.
CITY OF MOORPARK,CALIFORNIA
City Council Meeting
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MOORPARK CITY COUNCIL ACCTION: �/
AGENDA REPORT iya7- rig-4274
BY: tri, . � -
TO: The Honorable City Council
FROM: Jeremy Laurentowsk , Parks and Recreation Director J�
BY: Jessica Sandifer, Management Analy
DATE: February 7, 2014 (CC Meeting of Febru ry 19, 2014)
SUBJECT: Consider Amendment to Agreement with Penfield and Smith for
Additional Civil Engineering Services for Arroyo Vista Community
Park and Resolution Amending the Fiscal Year 2013114 Budget to
Fund the Work from the Transportation System Management Fund
(2001)
BACKGROUND
On November 20, 2013, City Council approved an Agreement with Penfield and Smith
(Penfield) to design the recreational trail system at Arroyo Vista Community Park
(AVCP) and prepare construction plans and specifications. On December 18, 2013, the
City Council approved an amendment to the Agreement for boundary survey services.
DISCUSSION
During the design process for the AVCP recreational trail improvements, the project civil
engineer presented an opportunity to address several drainage issues in Parking Lots A
and C, the inclusion of a Class II bicycle lane at the entrance to AVCP, and additional
parking on the north side of the access road.
The vehicular entrances at Parking Lots A and C tend to pond during rain events and
staff feels that these issues should be addressed prior to repaving the parking lots later
this year, or proceeding with the future recreational trail improvements. The ponding has
caused the pavement at both locations to erode and has created pot holes and other
pavement problems. Penfield will include a field survey and a set of grading and
drainage plans to correct the drainage within these two areas.
The proposed bicycle trail extension from the pedestrian bridge to Arroyo Vista
Recreation Center (AVRC) will ultimately connect to the Class II bicycle lanes on both
112
Honorable City Council
February 19, 2014
Page 2
sides of the access road leading to and from the park. The bicycle lanes currently stop
and start on the west side of the median island, directly adjacent to Parking Lot A.
However, due to the fact that there is not room on either side of the median island for a
Class II bicycle lane, bicyclists are forced to merge and enter vehicular traffic to access
the park. Staff feels that this portion of the access road should be improved with a class
II bicycle lane and included in the overall design of the recreational trail system to
provide a safe route of travel for bicyclists through the park.
In addition, during the boundary survey that Penfield and Smith performed earlier this
year, it was discovered that the existing wood rail fence on the north side of the park is
not on the actual property line of the park. The property line is variable, but extends
approximately eighteen feet to the north of the existing fence at several locations. In
order to define the actual property line of the park, staff will move the existing fence to
park boundary. The additional area created by the realignment of the fence provides an
opportunity to add approximately twelve improved parking spaces adjacent to the
access road north of Parking Lot C. This is the location where the proposed bicycle path
intersects the pedestrian bridge. Penfield will design and prepare construction drawings
for the improved parking area and include this revision to the plans and specifications
for the recreational trail system at AVCP.
FISCAL IMPACT
The total cost for the agreement with Penfield & Smith is $78,465.00. The cost of the
amendment is $15,563.00 plus a reimbursable expense budget of $3,000 for a total new
contract amount of $97,028.00. A budget amendment is needed from the Traffic
Systems Management Fund (2001) to fund this work.
STAFF RECOMMENDATION (ROLL CALL VOTE)
1 Approve Amendment No. 2 with Penfield & Smith for Additional Civil Engineering
Services related to the entrance of the access road and parking lot C at Arroyo
Vista Community Park, and authorize City Manager to sign the amendment
subject to final language approval of the City Manager and City Attorney; and
2. Adopt Resolution No. 2014-___ _
Attachment:
1 -Agreement
2 -Resolution
113
ATTACHMENT 1
AMENDMENT NO. 2
TO AGREEMENT BETWEEN THE CITY OF MOORPARK AND
PENFIELD & SMITH FOR ADDITIONAL CIVIL ENGINEERING SERVICES FOR THE
RECREATIONAL TRAIL SYSTEM AT ARROYO VISTA PARK
This Amendment No. 2 to the Agreement between the City of Moorpark, a
municipal corporation ("City"), and Penfield & Smith, a California corporation,
("Consultant") for additional civil engineering services for the recreational trail system at
Arroyo Vista Community Park ("Agreement"), is made and entered into the ___ _
day of , 2014.
RECITALS
WHEREAS, on December 2, 2013, the City and Consultant entered into an
Agreement for Civil Engineering Services for the Recreational Trail Improvements at
Arroyo Vista Community Park (AVCP); and
WHEREAS, on , the City and Consultant entered into
Amendment No.1 to the agreement for boundary survey services for the recreational
trail system at AVCP; and
WHEREAS, the City and Consultant now desire to amend the Agreement to
increase the compensation for services to be performed by Consultant by a total
contract value of eighteen thousand five hundred and sixty-three dollars ($18,563.00),
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 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 civil engineering services, boundary survey services,
and additional civil engineering services relevant to the entrance to the access road and
parking lot C, as set forth in Exhibit B, Exhibit C, Exhibit D, and Exhibit E. In the event
there is a conflict between the provisions of Exhibit B, Exhibit C, Exhibit D, and Exhibit E
and this Agreement, the language contained in this Agreement shall take precedence.
Consultant shall perform the tasks described and set forth in Exhibit B, Exhibit C,
Exhibit D, and Exhibit E.
Compensation for the services to be performed by Consultant shall be in
accordance with Exhibit B, Exhibit C, Exhibit D, and Exhibit E. Compensation is
increasing fifteen thousand five hundred and sixty-three dollars ($15,563) for the
additional civil engineering services plus three thousand dollars ($3,000) for
1
114
reimbursable expenses from seventy eight thousand four hundred and sixty-five dollars
($78,465) to ninety seven thousand and twenty-eight dollars ($97,028) and shall not
exceed the rates or total contract value of ninety seven thousand and twenty-eight
dollars ($97,028) as stated in Exhibit B, Exhibit C, Exhibit D, and Exhibit 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 paragraph two in its
entirety as follows:
"The City agrees to pay Consultant monthly, in accordance with the payment
rates and terms as set forth in Exhibit B, Exhibit C, Exhibit D, and Exhibit E and this
Agreement based upon actual time spent on the above tasks. This amount shall not
exceed ninety seven thousand and twenty-eight dollars ($97,028) for the total term of
the Agreement unless additional payment is approved as provided in this Agreement."
Ill. 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 Agreement to be
executed the day and year first above written.
CITY OF MOORPARK PENFIELD & SMITH
By: ___________ _ By: ______________ _
Steven Kueny, City Manager Hady lzadpanah, Principal Engineer
Attest:
Maureen Benson, City Clerk
2
115
1327 Del Norte Road, Ste 200
Camarillo, CA 93010
tel 805-981-0706
tax 805-981-0251
www.penfieldsmith.com
&lnta Barbara
Camarillo
Santa Maria
Lancaster
Civil Engineering
Land SuNeying
Land Use Planning
Construction
Management & Inspection
Traffic & Transportation
Engineering
Transportation Planning
Structural Engineering
Water Resources
Engineering
GIS
EXHIBIT D
Penfield &Smith
January 8, 2014
City of Moorpark
Parks, Recreation and Community Services Department
799 Moorpark Avenue
Moorpark, CA 93021
Attn: Jessica Sandifer, Management Analyst
Subject: Cost Proposal for Additional Services
Arroyo Vista Community Park
Access Improvement and Pathway Project
Dear Ms. Sandifer and Mr. Laurentowski,
W.0.21211.01
Penfield & Smith is pleased to submit this Cost Proposal for additional civil
engineering services for survey, design and engineering of Parking Lot C and the
Western Entrance Road of Arroyo Vista Community Park (AVCP), located at
4550 Tierra Rejada Road, Moorpark, California.
UNDERSTANDING OF PROJECT REQUIREMENTS AND SCOPE OF WORK
In accordance with our existing contract, Penfield & Smith has been asked by
City Staff to survey, design and engineer improvements of Parking Lot C to
improve existing poor drainage conditions and modify the layout and alignment of
. the Western Entrance to improve traffic, bicycle and pedestrian flow. We propose
• the following Scope of Work.
SCOPE OF WORK
Attend meetings, establish preliminary design and project management;
Conduct a field topographic survey and prepare base mapping;
Prepare and submit Design Development Plans for city review; and,
Prepare and submit 90% and 100% Plans and Specifications at a scale of
1"=20'. The Plans and Speciations will be suitable for competitive bidding.
116
City of Moorpark
January 8, 2014
Page 2
SERVICES NOT INCLUDED
The following services and all other services not specifically listed herein are excluded:
1. Reimbursable expenses, such as photocopies, postage, shipping/delivery, mileage,
prints, maps/documents.
2. Governmental and public agency fees, cost of bonds and taxes.
3. Title Company reports, services and fees.
4. Services by consultants other than P&S.
5. Services beyond the Scope of Work detailed above.
CLIENT TO PROVIDE
Client or co-consultant at Client's direction shall provide the following items to Penfield & Smith:
1. Access to the site to perform engineering investigation.
2. Support with Public Agency documentation signature and fees.
3. All project related reports and historical documents necessary to perform our services.
4. Landscape, Lighting, and Electrical Engineering services for the project.
PROPOSED FEE AND METHOD OF PAYMENT
Our proposed services will be performed on a time and materials (T&M), not-to-exceed (NTE)
basis and shall be billed monthly at the rates then in effect. Charges for "time" include
professional, technical and clerical support services provided by Penfield & Smith. "Materials"
include all reimbursable expenses, such as photocopies, postage, shipping/delivery, mileage,
plots, prints, maps/documents and outside consultant fees.
Based on our understanding of your requirements and our experience with similar projects, we
estimate that the fee required for our services, not including reimbursable expenses, will be as
follows:
Survey and Construction Documents
Bidding and Construction Phase Services
ADDITIONAL SERVICES
$13,663.00
To be Included with Original Contract
Services performed outside the scope of this agreement require written approval prior to
performance of the work. Design changes by Owner/Client or designee after the start of design
shall be considered additional services. Any work requested by Owner/Client that is outside the
scope of this agreement will be identified by Penfield & Smith as such, and a fixed fee or not-to-
exceed amount will be agreed upon prior to the start of the additional work. Compensation for
additional services shall be in accordance with Exhibit "A", Penfield & Smith's Billing Rate
Schedule currently in effect.
TIME OF PERFORMANCE
We propose to have the 90% Construction Documents for these additional services delivered to
the City on January 17, 2014, such that the City can review and meet a grant application
City of Moorpark
January 8, 2014
Page 3
deadline of February 3, 2014 of the original project. The 100% Construction Documents will
be delivered to the City by February 3, 2014.
AUTHORIZATION
Should you require additional information or wish to discuss this proposal further, please give
me a call. My direct line is (805) 981-0706, extension 221. If the proposal is satisfactory, please
issue an Agreement directing us to initiate the work. Our current fee schedule is attached.
Thank you for considering Penfield & Smith for this project.
Sincerely,
PENFIELD & SMITH
Scott Meckstroth, PE.
RCE 63337
Senior Engineer/Project Manager
Enclosures
Glen H. Pace, P.E.
RCE 61468
Principal Engineer
W:\work\21000-21999\21211\Proposal\C0#1 Cost Proposal 21211.01.docx
1327 Del Norte Road, Ste 200
Camarillo, CA 93010
tel 805-981-0706
fax 805-981-0251
www.penfieldsrnith.com
Santa Barbara
Camarillo
Santa Maria
Lancaster
Civil Engineering
Land SuNeying
Land Use Planning
Construction
Management & Inspection
Traffic & Transportation
Engineering
Transportation Planning
Structural Engineering
Water Resources
Engineering
GIS
EXHIBIT E
Penfield &Smith
January 30, 2014
City of Moorpark
Parks, Recreation and Community Services Department
799 Moorpark Avenue
Moorpark, CA 93021
Attn: Jessica Sandifer, Management Analyst
Subject: Cost Proposal for Additional Services
Arroyo Vista Community Park
Access Improvement and Pathway Project
Extra Parking Near Northern Boundary
Dear Ms. Sandifer and Mr. Laurentowski,
W.O. 21211.01
Penfield & Smith is pleased to submit this Cost Proposal for additional civil
• engineering services for design and engineering of additional parking near the
· northern boundary of the Park, as illustrated in the attached figure.
UNDERSTANDING OF PROJECT REQUIREMENTS AND SCOPE OF WORK
In accordance with our existing contract, Penfield & Smith has been asked by
City Staff to design and engineer additional improvements for parking. We
propose the following Scope of Work.
; SCOPE OF WORK
Prepare a scale plan view layout of the proposed parking; prepare a typical
• section; layout additional parking; and, prepare fine grading plans and details.
; This additional work will be incorporated within the original design.
SERVICES NOT INCLUDED
• The following services and all other services not specifically listed herein are
• excluded:
1. Reimbursable expenses, such as photocopies, postage, shipping/delivery,
mileage, prints, maps/documents.
2. Governmental and public agency fees, cost of bonds and taxes.
3. Title Company reports, services and fees.
4. Services by consultants other than P&S.
5. Services beyond the Scope of Work detailed above.
119
City of Moorpark
January 30, 2014
Page 2
CLIENT TO PROVIDE
Client or co-consultant at Client's direction shall provide the following items to Penfield & Smith:
1. Access to the site to perform engineering investigation.
2. Support with Public Agency documentation signature and fees.
3. Landscape, Lighting, and Electrical Engineering services for the project.
PROPOSED FEE AND METHOD OF PAYMENT
Our proposed services will be performed on a time and materials (T&M), not-to-exceed (NTE)
basis and shall be billed monthly at the rates then in effect. Charges for "time" include
professional, technical and clerical support services provided by Penfield & Smith. "Materials"
include all reimbursable expenses, such as photocopies, postage, shipping/delivery, mileage,
plots, prints, maps/documents and outside consultant fees.
Based on our understanding of your requirements and our experience with similar projects, we
estimate that the fee required for our services, not including reimbursable expenses, will be as
follows:
Construction Documents for Added Parking
Bidding and Construction Phase Services
ADDITIONAL SERVICES
$1,900.00
To be Included with Original Contract
Services performed outside the scope of this agreement require written approval prior to
performance of the work. Design changes by Owner/Client or designee after the start of design
shall be considered additional services. Any work requested by Owner/Client that is outside the
scope of this agreement will be identified by Penfield & Smith as such, and a fixed fee or not-to-
exceed amount will be agreed upon prior to the start of the additional work. Compensation for
additional services shall be in accordance with Exhibit "A", Penfield & Smith's Billing Rate
Schedule currently in effect.
TIME OF PERFORMANCE
We propose to have the 100% Construction Documents for these additional services delivered
to the City by February 3, 2014, such that the City can review and meet a grant application
deadline of February 3, 2014 of the original project.
• 1:28·
City of Moorpark
January 30, 2014
Page 3
AUTHORIZATION
Should you require additional information or wish to discuss this proposal further, please give
me a call. My direct line is (805) 981-0706, extension 221. If the proposal is satisfactory, please
issue an Agreement directing us to initiate the work. Our current fee schedule is attached.
Thank you for considering Penfield & Smith for this project.
Sincerely,
PENFIELD & SMITH
Scott Meckstroth, PE.
RCE 63337
Senior Engineer/Project Manager
Enclosures
Glen H. Pace, P.E.
RCE 61468
Principal Engineer
W:lwork\21000-21999\21211 \Proposal\Drafts and Pieces\C0#2 Cost Proposal 21211.01 C.docx
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ATTACHMENT 2
RESOLUTION NO. 2014---
A RESOLUTION OF CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA, AMENDING THE FISCAL YEAR
2013/2014 BUDGET BY APPROPRIATING $18,563.00 FROM
THE TRAFFIC SYSTEM MANAGEMENT FUND (TSM) (2001) TO
FUND ADDITIONAL CIVIL ENGINEERING SERVICES AND
REIMBURSABLE EXPENSES FOR THE RECREATIONAL TRAIL
SYSTEM AT ARROYO VISTA COMMUNITY PARK (CAPITAL
IMPROVEMENT PROJECTS 7712, 7713, 7852)
WHEREAS, on June 19, 2013, the City of Moorpark adopted the Operating and
Capital Improvement budget for Fiscal Year 2013/14; and
WHEREAS, the adopted budget included appropriation in CIP 7712 of
$75,000.00 from the General Fund (1000) and in CIP 7713 of $442,444.00 from the
TSM Fund (2001) and $132,556 in TOA Article 3 (2602) Fund; and
WHEREAS, on October 2, 2013, the conceptual plan was approved by the City
Council and a budget amendment of $85,000.00 was approved from the TSM Fund
(2001) and appropriated equally to each project (7712, 7713, 7852); and
WHEREAS, on November 20, 2013, the City Council approved an agreement
with Penfield and Smith for Civil Engineering services to design the project; and
WHEREAS, on December 8, 2013, the City Council approved Amendment No. 1
to the agreement with Penfield & Smith for a boundary survey and authorized a budget
increase of $7,500.00; and
WHEREAS, a staff report has been presented to the City Council requesting
approval of Amendment No. 2 and additional appropriation to fund additional civil
engineering services relative to the entrance to the access road and parking lot C at
Arroyo Vista Community Park (Project 7852); and
WHEREAS, a budget adjustment in the aggregate amount of $18,563.00 from
the Traffic System Management Fund (2001) is requested for this work; and
WHEREAS, Exhibit "A", attached hereto and made a part hereof, describes said
budget amendment and the resultant impact to the budget line items.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK
DOES HEREBY RESOLVE AS FOLLOWS:
123
Resolution No. 2014 ---
Page 2
SECTION 1. A budget amendment in the amount of $18,563.00 from the Traffic
System Management Fund (2001) 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.
PASSED AND ADOPTED this 19th day of February, 2014.
Janice S. Parvin, Mayor
ATTEST:
Maureen Benson, City Clerk
Exhibit A -Budget Amendment
124
Resolution No. 2014-
Page 3
EXHIBIT A
BUDGET AMENDMENT FOR
Traffic System Management Fund (2001) for Civil Engineering Services and reimbursable expenses for the
Arroyo Vista Recreational Trail System
2013/14
FUND ALLOCATION FROM:
Fund Account Number Amount
Traffic System Management Fund 2001-5500 $ 18,563.00
Total $ 18,563.00
DISTRIBUTION OF APPROPRIATION TO EXPENSE ACCOUNTS:
Account Number Current Budget Revision Amended Budget
1000. 7800. 7712.9613 $ 75,000.00 $ -$ 75,000.00
2001.7800.7712.9601 $ 28,333.00 $ 1,000.00 $ 29,333.00
2001. 7800. 7713.9601 $ 28,333.00 $ 16,563.00 $ 44,896.00
2001. 7800. 7713.9642 $ 442,444.00 $ -$ 442,444.00
2602. 7800. 7713.9642 $ 132,556.00 $ -$ 132,556.00
2001.7800.7852.9103 $ 300.00 $ -$ 300.00
2001. 7800. 7852.9232 $ 2,893.00 $ 2,893.00
2001.7800.7852.9601 $ 32,641.00 $ 1,000.00 $ 33,641.00
2001.7800.7852.9642 $ 923,500.00 $ -$ 923,500.00
Total $ 1,666,000.00 $ 18,563.00 $ 1,684,563.00
Approved as to Form: * ~ ~
125