HomeMy WebLinkAboutAGENDA REPORT 2015 1007 CCSA REG ITEM 10K ITEM 10.K.
CITY OF MOORPARK,CALIFORNIA
City Council Meeting
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MOORPARK CITY COUNCIL BY: i12.. - -
AGENDA REPORT
TO: The Honorable City Council
FROM: Jeremy Laurentowski, Parks and Recreation D" cto511
BY: Jessica Sandifer, Senior Management Analy
r--
DATE:
'DATE: September 30, 2015 (CC Meeting of 10/7/15)
SUBJECT: Consider Amendment No. 1 to Agreement with Phoenix Civil
Engineering, Inc. and Resolution Amending the Fiscal Year 2015/16
Budget for Civil Engineering Services for Design of Additional
Parking Area at Arroyo Vista Community Park
BACKGROUND
On February 5, 2014, the City Council approved the plans and specifications for a
recreational trail system at Arroyo Vista Community Park (AVCP). The plans
incorporate a safe route of travel for both pedestrians and bicyclists from the existing
pedestrian bridge at the east end of the park, to the Arroyo Vista Recreation Center
(AVRC). The bicycle path will connect to the existing bicycle path along the access
road to the west end of AVCP, ultimately providing access to Moorpark High School and
Tierra Rejada Road. In addition, the plans include parking improvements along the
south side of the access road and provide for a variety of sustainable building materials,
such as the use of permeable asphalt paving for the bicycle path and pervious concrete
for the improved parking area. The City Council has previously approved design
services to modify the entrance to AVCP at the corner of Tierra Rejada Road, which will
provide a complete trail connection from the pedestrian bridge at the east end of AVCP
to Tierra Rejada Road, and will improve vehicular circulation for vehicles exiting AVCP.
Staff entered into an Agreement with Phoenix Civil Engineering, Inc. (Phoenix) for this
work. The Agreement was executed under the City Manager's signing authority.
DISCUSSION
As the design of the Recreational Trail Project has progressed, opportunities have
presented themselves to improve certain areas at AVCP, such as vehicular circulation
and parking. Parking is often a premium at AVCP, especially during the seasons when
various sports leagues utilize the park. For instance, staff was recently informed that
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Honorable City Council
October 7, 2015
Page 2
the American Youth Soccer Organization's (AYSO) fall season has increased to
approximately 1,300 players this year, an increase of approximately 10%. Currently,
AVCP has 451 parking spaces that offer access to the park and field areas. This does
not include Parking Lot A that is located directly adjacent to AVRC or the open areas on
the north side of the access road. Parking Lot A offers access primarily to AVRC, the
gym, the multi-use court and the tennis courts. The north side of the access road is not
being considered for improvements at this time. The improvement plans that were
prepared for the trail project will increase the parking by 30 spaces, for a total parking
allocation of 481 spaces. However, even with the planned future increase in parking
spaces, AVCP will still be relatively full on a normal weekend during soccer season, or
during other special events planned at the park.
Staff has identified an area at the east end of the park, adjacent to Parking Lot D, that
can accommodate an additional 60 parking spaces, without impacting the adjacent
athletic fields. Staff has requested a proposal from Phoenix to prepare plans and
specifications for the design of the additional parking spaces. The cost for this work is
$23,562 which includes a contingency amount of $2,142. Staff recommends amending
Phoenix's agreement to prepare the plans and specifications for these additional
parking spaces. Staff is requesting an amendment to the Fiscal Year 2015/16 budget to
fund the additional services. This work will ultimately be included in the construction of
the recreational trail project at AVCP, as a bid option. The project is scheduled to go out
to bid for construction in November of this year.
Staff estimates that the construction cost for this work is approximately $250,000. As
mentioned previously, staff will include this work with the work required for the overall
trail project and will provide a detailed cost estimate and recommendations for funding
at that time. Staff anticipates that funding will need to come from either the Endowment
Fund or General Fund.
FISCAL IMPACT
Staff is requesting an amendment to the FY 2015/16 budget for $24,000 for Civil
Engineering services from the Traffic System Management Fund (2001) to complete the
design work. The expenditure is being added to Capital Improvement Project (CIP)
7852, which is the AVCP recreational trail system project.
To date, the City has budgeted $134,870 for engineering design for the Recreational
Trail Project (CIP 7852). The design of the additional parking area would make the total
engineering costs for the project $158,870.
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Honorable City Council
October 7, 2015
Page 3
STAFF RECOMMENDATION (ROLL CALL VOTE)
1. Approve Amendment No. 1 to Agreement with Phoenix Civil Engineering, Inc.,
and authorize City Manager to sign the Agreement, subject to final language approval of
the City Manager; and
2. Adopt Resolution No. 2015- , amending the FY 2015/16 Budget to fund
civil engineering services for design of additional parking spaces.
Attachment:
1. Amendment No. 1
2. Resolution No. 2015 -
3. Exhibit— Parking Lot D Expansion
168
ATTACHMENT 1
AMENDMENT NO. 1
TO AGREEMENT BETWEEN THE CITY OF MOORPARK AND
PHOENIX CIVIL ENGINEERING, INC. FOR ENGINEERING DESIGN SERVICES FOR
MODIFICATIONS TO ARROYO VISTA COMMUNITY PARK ACCESS ROAD AT
COUNTRYWOOD DRIVE AND TIERRA REJADA ROAD
This Amendment No. 1 to the Agreement between the City of Moorpark, a
municipal corporation ("City"), and Phoenix Civil Engineering, Inc., a corporation
("Contractor"), for engineering design services ("Agreement"), is made and entered into
the day of , 2015.
RECITALS
WHEREAS, on March 25, 2015 the City and Contractor entered into an
Agreement to have the Contractor provide engineering design services for modifications
to the Arroyo Vista Community Park access road at Countrywood Drive and Tierra
Rejada Road; and
WHEREAS, the City has need of additional design services for an additional
parking lot near Parking Lot D at Arroyo Vista Community Park; and
WHEREAS, the City and Contractor now desire to amend the Agreement to
increase the compensation for these additional services to be performed by Contractor
from twenty-four thousand six hundred twenty-one dollars ($24,621.00) by a value of
twenty-one thousand four hundred twenty dollars ($21,420.00) plus a contingency of
two thousand one hundred forty-two dollars ($2,142.00) for a total contract value of
forty-eight thousand one hundred eighty-three dollars ($48,183.00), and document said
agreement to amend by jointly approving Amendment No. 1 to the Agreement.
NOW, THEREFORE, it is mutually agreed by and between the parties to the
Agreement as follows:
1. 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 engineering design services for the Arroyo Vista
Community Park entryway modifications, as set forth in Exhibit B, and for the additional
parking area at Arroyo Vista Community Park, as set forth in Exhibit C. In the event
there is a conflict between the provisions of Exhibits B and C and this Agreement, the
language contained in this Agreement shall take precedence.
Consultant shall perform the tasks described and set forth in Exhibits B and C.
Consultant shall complete the tasks according to the schedule of performance which is
also set forth in Exhibits B and C.
Compensation for the services to be performed by Consultant shall be in
accordance with Exhibits B and C. Compensation shall not exceed the rates or contract
value of forty-eight thousand one hundred eighty-three dollars ($48,183.00), which
169
includes a contingency in the amount of four thousand three hundred eighty-five dollars
($4,385.00), 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 B and C, based
upon actual time spent on the above tasks. This amount shall not exceed a total
contract value of forty-eight thousand one hundred eighty-three dollars ($48,183.00),
which includes a contingency in the amount of four thousand three hundred eighty-five
dollars ($4,385.00), 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. 1, 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 PHOENIX CIVIL ENGINEERING, INC.
Steven Kueny Jon Turner
City Manager Principal Engineer
Attest:
Maureen Benson, City Clerk
Amendment No. 1 to Agreement between City of Moorpark and Phoenix Civil Engineering Page 2 17 0
EXHIBIT C
Phoenix Civil Engineering, Inc.
Mr.Jeremy Laurentowski September 12,2015
City of Moorpark
799 Moorpark Ave.
Moorpark,CA 93021
City of Moorpark—Arroyo Vista Park Parking Lot Design— Proposal for Engineering Services
Dear Mr. Laurentowski-
I am pleased to provide you with this proposal for engineering services associated with the Arroyo Vista
Park Parking Lot Design project. The existing parking lot at the eastern end of the park is to be modified
to include an additional 60 parking spaces. The parking lot will mirror the adjacent parking lot striping
configuration and tree well placement. Detailed plans and specifications(contract documents)will be
prepared based on the City of Moorpark format used on other recently designed projects. The project has
a very aggressive design timeline so it is imperative that topographical survey be performed quickly so
the design effort can be completed. It is not envisioned that several iterations of parking layout will be
required before an approved layout is decided upon by the City. Based on our conversations and my
review of the site,I have prepared my proposal to include the following:
Task 101: Topographic Survey
Task 102: Preliminary Layout Plans
Task 103: 75% Plans,Specifications and Opinion of Probable Construction Cost Preparation
Task 104: Final Plans, Specifications and OPCC Deliverable
Task 105: Reimbursables
I appreciate the opportunity to submit this proposal to assist you with this project. I have attached a scope
of work and our professional services rate sheet along with a fee schedule detailed by task. Our scope of
work covers design services only and does not include permit or design assistance during construction
services. We can provide these services if requested.
ase let n •now if(y ,;have any questions or would like to discuss my proposal.
Sincerely, f
1040111.
111 Jon Turner. ' "
Principal Engin, r
171
September 12,2015
Scope of Services
Background/Project Understanding
The existing parking lot at the eastern end of Arroyo Vista Community Park is to be modified to include
an additional 60 parking spaces. The parking lot will mirror the adjacent parking lot striping
configuration and tree well placement. Detailed plans and specifications (contract documents) will be
prepared based on the City of Moorpark format used on other recently designed projects. The project has
a very aggressive design timeline so it is imperative that topographical survey be performed quickly so
the design effort can be completed. It is not envisioned that several iterations of parking layout will be
required before an approved layout is decided upon by the City. Based on our conversations and my
review of the site, I have prepared my proposal to include the following:
Task 101: Topographic Survey
Benner and Carpenter,as a subconsultant to Phoenix Civil Engineering, will perform topographic ground
survey of the site. Benner and Carpenter has previously compiled partial aerial topographic surveying of the
area, but in the area of the proposed parking lot additional topographic ground survey is required in order to
ensure that drainage patterns are planned for accurately.
The following efforts are included in this task:
• Ground topographic surveying of the proposed parking lot site that will be connected to the existing
aerial topographic survey of the area compiled for a different project.
Deliverable: No deliverable is associated with this task. Information gathered in this task will be used in
Tasks 102 through 104.
Task 102: Preliminary Layout Plans
Once Task 102 is complete, it is envisioned that two options for the parking lot striping will be prepared.
Sketches of these options will be prepared along with benefits/issues so that the City Project Manager can
make a decision as to which design to pursue.
The following efforts are included in this task:
• Preparation of the concept sketches for parking lot striping layout for presentation to the City Project
Manager.
• Meeting with the City staff to discuss their comments and decide on the preferred layout.
Deliverable: Two(2)sets of the sketches(11 x 17 size)and summary will be provided to the City for their
internal review. One electronic copy of the sketch package(.pdl)will be provided.
Task 103: 75% Plans,Specifications and OPCC Preparation
After completion of Task 102,the selected parking lot striping configuration will be designed for the site. Plan
sheets reflecting the proposed design and associated notes/information will be prepared. Accompanying the
plan set,a set of technical specifications for the improvements will he prepared. These specifications will be
based on the Standard Specifications for Public Works Construction(SSPWC). For coordination purposes,an
electronic copy(MS Word format)of the city's standard front end documents will be provided to the design
team. Lastly,an engineer's opinion of probable construction cost(OPCC) will be prepared for the proposed
improvements. It is envisioned that the plan set will be made up of the following sheets:
• Title Sheet
• Notes,Abbreviations, Survey
Page I of 2
172
September 12,2015
• Site Plan and Profile(2 sheets)
The following efforts are included in this task:
• Development of project improvement design plans.
• Preparation of technical specifications and OPCC for the improvements.
Deliverable: Three(3)sets of the 75%plans(22 x 34 size on bond paper), technical specifications outline and
OPCC will be provided to the City for their review. One electronic copy of the project deliverables package
(.pdf)will be provided.
Task 104: Final Plans,Specifications and Estimate Deliverable
Once the City review comments have been received relating to the 75%deliverable package, the project plans,
specifications and OPCC will be finalized, incorporating the review comments.
The following efforts are included in this task:
• Incorporation of City review comments on the final deliverable package into the Contract Documents.
• Finalization of the plans,specifications and OPCC.
• Delivery of the project AutoCAD files of the plans and the underlying survey information.
Deliverable: Three(3)sets of the final plans (22 x 34 size on bond paper), technical specifications(bound)
and OPCC will be provided to the City. One mylar copy of the full size plans will be provided. One electronic
copy of the project deliverables package(AutoCAD 2010, MS Word, and .pdf files)will be provided.
Task 105: Reimbursable Reproduction
This task covers the anticipated cost of the project deliverables(large format printing, mylar printing,
specification printing).
The following efforts are included in this task:
• Preparation of the full size sheet sets(22 x 34)printing for the deliverable packages to the City.
• Preparation of the specification printing for the deliverable packages to the City.
• Printing of the mylar plan sheets associated with Task 104.
Deliverable: As needed by the City.
Schedule
The work associated with Tasks 101 through 105 will be made a top priority. Every effort will be made to
keep the project schedule moving along. Review times are anticipated to be one week. It is envisioned that
the project Contract Documents can be prepared within 6 weeks of the project Notice to Proceed(assuming
one week review times).
Fees
Work associated with Tasks 101 through 105 is estimated to cost$21,420. A breakdown of the level of effort
is listed below:
Task 101: Topographic Survey $4,864
Task 102: Preliminary Plan Preparation $1,902
Task 103: 75% Plans, Specifications and OPCC Preparation $12,216
Task 104: Final Plans, Specifications and OPCC Deliverable $2,038
Task 105: Reimbursable Reproduction $400
Page 2 of 2
173
PHOENIX
2015-2016
Professional Services Hourly Rate Sheet
Engineering
Principal Engineer $155
Resident Engineer $135
Professional Engineer $130
Staff Engineer $120
Junior Engineer $96
CADD
Senior Designer $116
Junior Designer $85
General
Construction Manager $145
Construction Observer $100
Technical Assistant $68
Clerical/Administrative Assistant $48
Costs associated with printing and computer time are calculated in the
rates. Large quantities of printing (multiple sets of specifications, reports,
etc.) will be billed at an agreed upon rate.
Phoenix Civil Engineering, Inc.4532 Telephone Road, Suite 1 13 Ventura,CA 93003 805.658.6800 174
ATTACHMENT 2
RESOLUTION NO. 2015-
A RESOLUTION OF CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA, AMENDING THE FISCAL YEAR
2015/2016 BUDGET BY APPROPRIATING $24,000 FROM THE
TRAFFIC SYSTEM MANAGEMENT FUND (2001) FOR CIVIL
ENGINEERING SERVICES FOR DESIGN OF ADDITIONAL
PARKING AS A PART OF THE RECREATIONAL TRAIL
PROJECT (CIP 7852) AT ARROYO VISTA COMMUNITY PARK
WHEREAS, on June 17, 2015, the City of Moorpark adopted the Operating and
Capital Improvement budget for Fiscal Year 2015/16; and
WHEREAS, on August 19, 2015, City Council approved a budget amendment of
$44,850 from the Traffic System Management Fund (2001) and $5,000 from the
General Fund (1000) for Landscape Architect services to design the landscape
improvements and monument sign for the Recreational Trail Project (CIP 7852) at
Arroyo Vista Community Park; and
WHEREAS, on October 7, 2015, a staff report was presented to the City Council
requesting a budget amendment of $24,000 from the Traffic System Management Fund
(2001) for Civil Engineering Services to design an additional parking lot at Arroyo Vista
Community Park as a part of the Recreational Trail Project (CIP 7852); and
WHEREAS, Exhibit "A", attached hereto and made a part hereof, describes said
budget amendment and the resultant impact to the budget line item.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK
DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. An aggregate budget amendment of $24,000 from Traffic System
Management Fund (2001) for Civil Engineering Services is needed to fund the design of
the additional parking lot at Arroyo Vista Community Park, 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 7th day of October, 2015
Janice S. Parvin, Mayor
ATTEST:
Maureen Benson, City Clerk
Exhibit A — Budget Amendment
175
Resolution No. 2015-
Page 2
EXHIBIT A
BUDGET AMENDMENT FOR
Traffic System Management Fund(2001)for Civil Engineering Services for additional parking lot design at Arroyo
Vista Community Park
2015/16
FUND ALLOCATION FROM:
Fund - Account Number Amount
Traffic System Management Fund 2001-5500 $ 24,000.00
Total $ 24,000.00
DISTRIBUTION OF APPROPRIATION TO EXPENSE ACCOUNTS:
Account Number Current Budget' Revision Amended Budget
1000.7800.7852.9601 $ 5,000.00 $ - $ 5,000.00
1000.7800.7852.9613 $ 75,000.00 $ 75,000.00
2001.7800.7852.9601 $ 78,136.00 $ 24,000.00 $ 102,136.00
2001.7800.7852.9642 $ 684,014.00 $ - $ 684,014.00
2602.7800.7852.9642 $ 66,000.00 _ $ - $ 66,000.00
2609.7800.7852.9642 $ 500,000.00 $ 500,000.00
$ - $
Total $ 1,408,150.00 $ 24,000.00 $ 1,432,150.00
1 Final accounting of FY 2014/15 project e enditures is pending. These amounts exclude adjustments for remaining
appropriations.
Approved as to Fo
176
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o , ATTACHMENT 3
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