HomeMy WebLinkAboutAGENDA REPORT 1994 1019 CC REG ITEM 08NL W ?_
CITY OF MOORPARR
AGENDA REPORT
ACTION:-
TO: The Honorable City Council B
FROM: Christine Adams, Director of Community Service
DATE: October 6, 1994 (Meeting of October 19, 1994)
SUBJECT: Consider
Construction of - Improvements at Arroyo Vista
Community
This requests authorization to retain the services of a
Contract Administrator to coordinate and administer a number
of design and construction contracts related to the site
improvements at Arroyo Vista Community Park.
D118MBLIM
A. Backaround
As part of the budget process for FY 94/95, the City
Council approved $417,700, (less $3,600 for the road
fence and $5,500 for the oil treatment for the road, both
of which were reappropriated by the City Council), in
capital projects for Arroyo Vista Community Park. These
projects are:
Two softball fields, including fencing, dug outs,
bleachers, and excavated infields.
One ballfield lighted with sports lighting
(utilizing already stubbed out conduits)
Restroom / Concession Building, including sewer and
water service
One playground area
Hardscape work (sidewalks)
One rollerhockey court
One Picnic Shelter
Picnic tables
Benches
Barbecues
Drinking Fountains
Trash Receptacles
The City may also use some City force account where
appropriate in the construction.
00077
• i�.�l 11 . •
The key to assuring a successful project lies with the
effective coordination of all of the above and many other
related efforts. In order to provide the degree of
coordination and administration necessary, it is
recommended that the City retain the services of a
qualified Contract Administrator.
The City is in receipt of a Proposal (attached) for such
services from Phil Vein of Picon, Inc. In the recent
past, Mr. Vein has provided similar services to the City
in coordinating construction efforts of the first phase
of Arroyo Vista Community Park and the construction of
the Arroyo Vista Recreation Center. Through his
expertise and diligent efforts, both projects stayed
within budget, and some surplus funds are being applied
to the additional site improvements planned for this
fiscal year.
Mr. Vein, in his Proposal, has also described his
proposed services for contract administration for the
downtown park site. Staff has decided to defer taking
action on any work related with the downtown park site
until the City Council has had an opportunity to review
and approve the conceptual design, currently being
reviewed by the Parks and Recreation Commission.
It is recommended that the City retain the service of
Picon to provide design and construction contract
administration services for the site improvements listed
above at Arroyo Vista Community Park. It is proposed
that said services, to be provided under the direction of
the Director of Community Services, include those tasks
generally set forth in the attached Proposal, to be more
clearly set forth in an Exhibit to a standard
Professional Services Agreement. The hourly rate for
these services shall be $55.00. Applied to the
anticipated number of hours required, the estimated total
fee would be approximately $12,540.00, with a Not to
Exceed amount of $15,180.00. The differential in these
fees will be determined by if the total project is done
by individual contracts for each element of the project.
Picon estimates that there would be a savings if
contracts are let separately of approximately 12% which
would make up for the increased contract administration
costs which would be incurred by Picon for the time
involved in managing numerous separate contracts.
C. Time Line
00078
Upon awarding contract to Picon for Project
Administration, it is anticipated that all improvements
will take approximately 24 weeks to complete (seven weeks
for pre- construction, 14 weeks for construction, and 3
weeks for post- construction). Park improvements, if this
time line is strictly adhered to, could be completed by
the first week of May, 1995.
Staff recommends that the City Council take the following
actions:
1. Approve the selection of Picon, Inc. (Phil Vein) to
provide Contract Administration Services to the City
relative to the administration of design and
construction contracts for site improvements at Arroyo
Vista Community Park.
2. Approve Consultant fees for said services in an amount
Not to Exceed $15,180.00 , plus a contingency of ten per
cent (10 %) subject to the approval of the City Manager.
3. Authorize the City Manager to sign necessary contract
documents relative to said services.
00079
r
PICON
P. O. Box 260885
Encino, CA 91426
(818) 990 -6808
August 24, 1994
Christine Adams
Director of Community Services
City of Moorpark
799 Moorpark Avenue
Moorpark, CA 93021
Re: Additional Improvements to Arroyo Vista Park and Development
of Downtown Park - Consulting Services
Dear Ms. Adams:
We are familiar with both sites, have reviewed the information available for both sites and
pursuant to our conversation, submit the following proposal for project coordination, contract
administration and consulting services.
Scope of Services - Both Projects
1. Prepare and mail R.F.P., analyze proposals and negotiate with landscape
architects on final design and working drawings.
2. Review all documents, plans, specs, requests and proposals as they progress and
coordinate completeness.
3. Attend pre -bid and pre - construction meetings with architect, other consultants,
contractors and city staff.
4. Coordinate bidding, contracts, quality control and contract compliance.
5. Visit field operations on a regular basis, coordinate with contractor, architect, city
and other interested parties to expedite job, control costs and maintain progress
and quality.
6. Review and approve all payment requests including proper releases and
recordkeeping. Coordinate with city accounting department on reporting and
report forms.
7. Review, negotiate and coordinate contractor's schedule of values and construction
schedule.
00080
Christine Adams
August 23, 1994
Page 2
Scone of Services - Both Projects
8. Provide claim analysis and settlement negotiations.
9. Design suggested forms, contracts and systems for recordkeeping and
communication to give the city maximum protection.
10. Set up and maintain a line of communication with all parties.
Administration /veri fication of payroll reports are not part of this proposal. However, files will
be maintained on certified payroll copies.
Arroyo Vista Park
The project consists of:
1. Ball field improvements and lights
2. Restroom /concession building
3. Site preparation and utilities
4. Play equipment
5. Hardscape
6. Roller hockey court
7. Picnic shelter and tables
8. Drinking fountains
Barbecues, benches and trash receptacles are by owner.
No road or parking lot improvements are anticipated.
We anticipate 8
services and 11
travel time.
hours per week (average) would be required for pre and post construction
hours per week (average) during site and construction work. This includes
Based upon the above, the time breaks down as follows:
Pre - construction
7 weeks @ 8 hours /week 56 hours
Construction
14 weeks @ 11 hours /week 154 hours
Post - construction
3 weeks @ 6 hours /week 18 hours
TOTAL HOURS 228 hours
@ $55 hour (not to exceed) 12 540.00
00081
Christine Adams
August 23, 1994
Page 3
The two major contracts would be landscape architecture (including structures) and a general
contract for everything.
If separate contracts are let for the various elements, i.e. utilities, lighting, structures, roller
hockey court, hardscape and balance of work, approximately 12% (minimum) may be saved
over one general contract. This will more than pay the management coordination fees and would
easily include the additional 48 hours (maximum) @ $55 /hour (not to exceed) $2640 - necessary
to segment the bidding and contracts.
When we are retained to do the contract administration, it would probably reduce the architect's
fee for construction administration by at least $4,000 and, as with our past performance, save
the city time and money.
Downtown Park (Also see scope of services - page 1 of proposal)
The park consists of approximately 8 acres (flat). The project consists of:
1.
Site and improvement design
2.
Ball diamonds
3.
Picnic shelter
4.
Restrooms
5.
Landscape and irrigation
6.
Tot lot /play equipment
7.
Fencing
8.
Parking lot
Alternate #1
As a separate project, with no overlap of improvements at Arroyo Vista Park:
We anticipate 8 hours per week (average) would be required for pre and post
construction services and 12 hours (average) per week (more site work) during site and
construction work. This includes travel time.
00082
Christine Adams
August 23, 1994
Page 4
Based on the above, the time breaks down as follows:
Pre - construction
9 weeks @ 8 hours /week 72 hours
Construction
18 weeks @ 11 hours /week 198 hours
Post - construction
3 weeks @ 6 hours /week 18 hours
@ $55 /hour = (not to exceed) 15 840
Alternate #2
288 hours
If the downtown park construction overlaps construction at Arroyo Vista Park, the price
of the downtown park will be reduced by 30 % (minimum) and the "not to exceed"
amount will reduce to JILQ88.00.
If the site, landscaping and construction are segmented and let with separate contracts at
least 12% (minimum) may be saved as opposed to awarding one contract for al of the
work. Again, this would more than pay for the construction fees. Segmenting the
contracts for this portion of the work would also add 48 hours or $2,640 to the base
proposal.
Staff will also save approximately 110% of the hours we estimate it will take to perform
our services on both projects.
This proposal is not to exceed amount based upon actual time spent and backed up by
detailed monthly statements showing date, work performed, people called, meetings and
hours spent.
The hours are estimated, taking into consideration that the plans and specifications will
be reasonably complete and that the contractors perform their work in a timely manner,
according to plans and specifications and that no major delays, changes or unusual
disputes are encountered.
Clerical is $38 /hr. However, the city may elect to furnish clerical, in which case no
change would be made.
00083
Christine Adams
August 23, 1994
Page 5
When we are in the area for other clients, travel time will be shared proportionately.
Philip Vein will be the only representative of Picon during the work under this contract.
These services will be provided using our best knowledge and expertise to protect the city's
interest in the proposed development. We are acting in an advisory capacity only and all final
decisions will be made by the city. We are not responsible for the accuracy or performance of
other consultants, contractors, agents or employees of the city or any other persons or entities
not under our control.
Contract terms will be per mutual agreement. We appreciate the opportunity to offer this
proposal and are confident that we can continue to provide the services that will save the city
time, money and problems.
The key to assuring a successful project lies with the effective coordination of the many phases
of the project and other related efforts. Our 30 years (plus) of industry experience assures that
we are well qualified to provide the degree of coordination and administration necessary for
successful completion of this project.
In addition to the City of Moorpark, you may contact the City of Simi Valley, City Manager and
Rancho Simi Recreation and Park District, Assistant General Manager for additional references.
We have enjoyed our relationship with the city in our management of improvements to Arroyo
Vista Park, the community center, the facility signs and park improvements and we look forward
to meeting with you to discuss this proposal and the many aspects and economics of the
continued development of Arroyo Vista Park.
Thank you for your consideration.
Very truly yours,
Picon Inc.
Philip H. Vein, President
PHV:ju
00084
PICON
P. O. Box 260885
Encino, CA 91426
(818) 501 -5867
October 1, 1994
Christine Adams
Director of Community Services
City of Moorpark
799 Moorpark Avenue
Moorpark, CA 93021
Re: Additional Improvements to Arroyo Vista Community Park
Dear Ms. Adams:
Pursuant to your request, we have reviewed our proposal of 8/24/95 and submiLthe following:
You have indicated that you would like the "Tot Lot" on line prior to the balance of the
improvements.
This would require that the landscape architect complete that portion of his work first.
Primarily it would require the layout, dimensions, specs, grading or drainage for that area and
any modification to the irrigation system.
We would then bid or negotiate a separate contract (or contracts) for that portion of the
work only.
The bidding and contract administration shouldn't exceed an additional 10 hours for the
Tot Lot, however, if this area is constructed first, without overlapping another segment of the
overall construction project, it could add 25 hours to the construction time. We would not add
that amount to our "Not to Exceed" contract until, all of the balance of the work is substantially
complete and we come up short on hours, if at all.
Our plan to proceed is as follows:
1. Negotiate, prepare and execute a contract with the landscape architect. Since we
already did this with T.I. Maloney, they shouldn't have too much trouble signing
a contract with our terms and conditions (which protect the city).
He would still have to visit the site periodically (as in Arroyo Vista), process
submittals and substitutions, answer questions pertaining to his plans and give his
interim and final approval of the work. Picon will do the balance of construction
administration, as with Arroyo Vista. (See proposal of 8/24/94).
00085
Christine Adams
October 1, 1994
Page 2
We would also work with the architect and city on budget (cost) constraints and
completion of the project within budget.
2. Meet with staff and landscape architect during the evolution of the plans. Specs
and check plans and specs for completeness. Enhance specs and general
conditions to hold "extras" to a minimum. Details such as water and sewer to the
areas, temporary power, etc. are extremely important during this phase.
3. Prepare bid documents and put out to bid.
a. Site work, water, sewer, grading.
b. Roller hockey area.
C. Ball diamond lighting.
d. Tot Lot.
e. Rest room /Concession building.
4. Set up comparisons as the bids come in and award a contract to the selected
contractor in each of the above separate (or combined) categories. Help with
staff report to Council.
5. Begin construction, site first. The above five categories are far enough apart at
the site to be constructed simultaneously.
6. Coordinate the day to day field operations and prepare and submit weekly reports
and coordinate with architect.
7. Set up files for the project at City Hall.
8. Do final punch list and close out.
The above outline is general, however it should give you some idea as to how we recommend
proceeding and completion of the job.
Please consider the rainy season is almost upon us. This would be the most opportune time to
begin design and processing.
If you have any questions, please call.
Very truly yours,
PICON
h ein, President
PHV:ju 0008%