The URL can be used to link to this page

Home My WebLink AboutAGENDA REPORT 1992 0205 CC REG ITEM 08NTO: FROM: DATE: ITEM • �• MOORPARK 799 Moorpark Avenue Moorpark, California 93021 (805) 529 -6864 M E M O R A N D U M The Honorable City Council "CORPARK, CALIFCRNA City Council Meeting 0' — 199 ACTION: I _I sy i" Kenneth C. Gilbert, Director of Public Works January 23, 1991 (Council Meeting 2 -5 -92) SUBJECT: Consider Approval of a Contract to Provide Contract Administration Services Related to the Design and Construction of Arroyo Vista Community Park OVERVIEW 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 development of Arroyo Vista Community Park. DISCUSSION A. Background At your last meeting the City Council revised the project design by increasing the size of the building and the park area to be improved. The design effort will now proceed at an accelerated pace. B. Increased Effort In the next few months a number of projects and tasks will proceed simultaneously. A partial list of these efforts is as follows: the Architect will proceed with the development of the conceptual design for the building;. staff will proceed with efforts required for the selection of a Landscape Architect for the park; the City Engineer will finalize the plans and specification for the construction of the storm drain and the final grading required for Phase I park development; PAUL W. LAWRASON JR. BERNARDO M. PEREZ SCOTT MONTGOMERY ROY E. TALLEY JR. JOHN E. WOZNIAK Mayor Mayor Pro Tem Councilmember Councilmember Councilmember Printed On Rs,- c-im P.—, Arroyo Vista Community Park Contract Administration Page 2 B. Increased Effort (cont. ) . the Deeds for the access road will be finalized and presented for acceptance and recordation; . a Utility Plan will be prepared; . designs will be prepared for the road and parking lots; and, . efforts will proceed for the design and construction of a pedestrian bridge connecting the Park to Liberty Bell Road. C. Contract Administration The key to assuring a successful project lies with the effective coordination 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 service to the City in coordinating construction efforts at certain City parks and at the Community Center. It is recommended that the City retain the service of Mr. Vein to provide design and construction contract administration services for the Arroyo Vista Community Park Project. It is proposed that said services, to be provided under the direction of the Director of Public Works, 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 $40,000 , with a Not to Exceed amount of $50,000. D. Fiscal Matters As stated in the January 15 staff report, it is still the intent of staff to bring to the City Council within the next few months, a report outlining a revised Project Cost Estimate for Phase I. Arroyo Vista Community Park Contract Administration Page 3 RECOMKENDATION 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 the development of Arroyo Vista Community Park. 2 . Approve Consultant fees for said services in an amount Not to Exceed $40,150, 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. 1 0 ' =� &a) r UAL, !tame( wF.-pt\avp_Rd7in PICON INC. P.O. Box 260885 Encino,California 91426 (818) 501-5867 • January 7, 1992 Steve Keuney,City Manager City of Moorpark 799 Moorpark Avenue Moorpark, California 93021 Re: Arroyo Vista Park Consulting Services Dear Steve, We have visited the site, reviewed the documentation available for the improvement of Arroyo Vista Park and, pursuant to our conversation, submit the following proposal for project coordination and construction management: Scope: 1. Reviewiall documents,plans, specs,contracts,requests and proposals. 2. Attend pre-construction meetings with architect, other consultants, contractors and city staff. 3. Coordinate bidding, contracts, construction, quality control and contract compliance. 4. Visit field operations on a regular basis, coordinate with contractor, architect and city to solve problems and maintain progress. 5. Provide claim and payment analysis including proper releases. 6. Design suggested forms, formats and systems for recordkeeping and communication. Theseservices will be provided using our best knowledge and expertise to protect the city's interests in the proposed park development. As we understand it,there are three scenarios to the park development: 1. A 10,000 to 17,000 square foot building and appropriate access, landscape,parking and site improvements. 2. An Olympic sized pool and appropriate surrounding site improvements. 3. Landscaping of an additional 10 acres of park. Obviously, if all three are done s _nultaneously the management costs would be less. We could bid them together or sep;_rately. Steve Keuney,City Manager City of Moorpark January 7, 1992 Page 2 Although the architect's contract is let, there is still remaining a landscape architectural contract,a swimming pool design contract and a site design (civil) contract to be let. In addition to the building contract, the site and utility development contracts have to be let along with landscaping, irrigation and swimming pool contracts. We are including a projected schedule with this proposaL It assumes all three scenarios will take place simultaneously and the dedication will be on July 1, 1993. It allows for 90 days of contingency time for all facets of development. The pre-construction element timing is very optimistic so 90 days contingency time will most likely be needed to also cover inclement weather and unforseen problems. The chart begins on February 1, 1992 and runs for 17 months. Since the pool and additional landscaping (Scenarios 2 and 3) overlap designand construction of the main building, either one or both could be omitted without affecting the schedule. We would anticipate twice a week visits to the site, including administration of the contracts and pre-construction meetings. Each visit, includingtravel time, would most likely average 5 hours or 10 hours per week x73 weeks30 hours @ $55.00 per hour = $40, 150. This amount would be a "not to exceed" amount, would cover all 3 scenarios and would be spread over 17 months (approximately $2,400 per month). If all went reasonably well, this amount could be between$20,000 and$30,000. It has been estimated by others that the building construction would take six months. We feel that our time estimate is more realistic,especially with a July 1, 1993 deadline. If we are retained to do construction management, it would probably reduce the architect's fee for construction administration by at least $10,000 and, as with our past performance,save the city time and money. We have enjoyed our relationship with the city in our management of improvements to 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 development of Arroyo Vista Park. Thank you for your consideration. Very truly yours, Picon Inc. Philip I-I. Vein, President 11 v. co_ ppz • r Z F :rrp Ove E C 0 — - s) Jr tq l7 N1 0 Z. -1 v -1 Z A -F- 6 W! r I ' rLI . - •- 1 . i F• _ Vi - — l'ui � ` O • L _.o _ _ - I . 1 I r -T— ------ ____.1._-L- i ---- . --- i 1 1 1. _..._-_._ _ .�t__ ___--' _ ._a. 4 .1. _ P i __ i4 , 1 , . I -- I 1 • ' ; i i h►, i ! i p.- _ 1 —I • D' ` 1 ! 1: Q 11,',. —___._1_ i_.+ . ' i i 4__L 1 i 1 1 -} I- i �.... orio • 1 I f I i L L— I ;.___L- -• t T �. D Ik. i P ' T F Z1 . - - . ; . ` o , . . . til, • • N I • r. w 03 t _ ._ - • _ V c • L Z 0 : 1T. • in z. �� j • ' ' ,