HomeMy WebLinkAboutAGENDA REPORT 2013 0717 CCSA REG ITEM 10L ITEM 10.L.
;ity Council N."ap inn,
MOORPARK CITY COUNCIL �' -
AGENDA REPORT
TO: Honorable City Council
FROM: Dave Klotzle, City Engineer/Public Works Director
DATE: July 1, 2013 (CC Meeting of 07/17/13)
SUBJECT: Consider Third Amendment to Agreement with Penfield & Smith for
Additional Services for the Princeton Avenue Widening Project
(Project 8012)
BACKGROUND
On March 19, 2008, the City Council awarded an Agreement to Penfield & Smith to
prepare conceptual design, construction plans, specifications and a cost estimate for
Project 8012: the widening and realignment of Princeton Avenue west of Condor Drive.
The scope of services set forth in the Agreement with Penfield & Smith, directed them to
proceed with initial re-design efforts using the information developed by a prior design
effort, and to evaluate what additional efforts, such as hydrology, geotechnical and
topographic surveys, might be required. The original scope of services anticipates the
possible need to revise and increase the scope and related fees necessary to complete
the design.
On February 3, 2010, the City Council approved the First Amendment to Penfield &
Smith's agreement in the amount of $74,692.25 for additional design services required
of the project including property surveys and a geotechnical report. As the project
design and right-of-way acquisition progressed, it was determined that additional tasks
were required to complete the project. On November 3, 2010, the City Council
approved the Second Amendment to Penfield & Smith's agreement in the amount of
$130,000 for additional design services including an updated drainage study, redesign of
the storm drain system as determined by the drainage study, extension of the project
limits to Condor Drive and right-of-way acquisition support.
168
Honorable City Council
July 17, 2013
Page 2
DISCUSSION
It has been determined that the additional engineering services described below, and in
more detail in the attached amendment, are required to complete the project design:
1. Ground penetrating radar to determine the size and location of existing
underground utilities and storm drains to properly complete the storm drain
design.
2. Revisions to the drainage report to incorporate additional information about
existing storm drain pipes and outlet locations.
3. Drainage design modifications to address the routing of storm water on the
Conejo Ready Mixed property.
4. Completion of plans specifications and construction cost estimate.
5. Retaining walls structural design.
6. Coordination of utility relocations.
7. Obtaining Caltrans encroachment permit.
8. Bidding and construction phase services.
The additional design fees associated with the above tasks are summarized below:
Task Amount
1. Ground Penetrating Radar $ 6,600.00
2. Revisions to Drainage Report $ 10,240.00
3. Drainage Design Modifications $ 41,000.00
4. Completion of Plans, Specifications and Cost Estimate $ 43,660.00
5. Retaining Walls Design $ 19,650.00
6. Utility Coordination $ 32,000.00
7. Caltrans Permit $ 12,000.00
8. Bidding and Construction Phase $ 46,640.00
Total $ 211,790.00
FISCAL IMPACT
The proposed Third Amendment would increase Penfield & Smith's Agreement by
$211,790.00 from a not-to-exceed amount of $483,840.25 to a not-to-exceed amount of
$695,630.25. A budget amendment is not necessary to fund the additional design
S:\Public Works\Everyone\Reports\Staff Reports\2013\July\7-17-2013(Penfield Amend No.3 Princeton Widening).doc 169
Honorable City Council
July 17, 2013
Page 3
services under the Third Amendment. The approved FY 2013/14 project budget has
sufficient funding to allow a line item transfer from the construction budget to the design
budget. A future adjustment to the construction budget at the time of contract award
may be necessary depending on the actual cost for construction.
STAFF RECOMMENDATION
Approve the Third Amendment to Agreement with Penfield & Smith to increase the
Scope of Services for the Princeton Avenue Widening Project in an amount not to
exceed $211,790.00 and authorize the City Manager to execute said amendment,
subject to final language approval by the City Manager and City Attorney.
Attachment:
Amendment No. 3
S:\Public Works\Everyone\Reports\Staff Reports\2013\July\7-17-2013(Penfield Amend No.3 Princeton Widening).doc 170
THIRD AMENDMENT TO THE AGREEMENT
BETWEEN THE CITY OF MOORPARK
AND PENFIELD & SMITH
THIS THIRD AMENDMENT TO THE AGREEMENT FOR SERVICES is made
and entered into this day of , 2013, between the City of
Moorpark, a municipal corporation, hereinafter referred to as "City" and Penfield &
Smith, a corporation, hereinafter referred to as "Consultant".
WITNESSETH
WHEREAS, on May 15, 2008, the City and Consultant entered into an
Agreement for providing civil engineering design services for the re-design of the
Princeton Avenue Widening Project, hereto referred to as Agreement; and
WHEREAS, on February 20, 2009, a no cost Change Order was executed
specifying the amount set aside for reimbursable expenses; and
WHEREAS, on February 16, 2010, the City and Consultant amended the
Agreement for the first time to include a boundary establishment survey and legal
description preparation, a geotechnical update report, and an additional topographic
survey; and
WHEREAS, on November 16, 2010, the City and Consultant amended the
Agreement for the second time to include a drainage study preparation, extension of the
project limits, storm drain plan and profile design, reimbursement for previous out of
scope of services work requested conducted prior to Amendment No. 2 and future
anticipated engineering services required in support of ongoing right-of-way acquisition
efforts; and
WHEREAS, the City desires to increase the Consultant's Scope of Services to
include ground penetrating radar for storm drain design, drainage report revisions,
drainage design modifications, completion of plans specifications and cost estimates,
structural wall design, utility coordination, Caltrans permitting, and bidding and
construction phase services; and
WHEREAS, the City also desires to identify optional drainage design alternatives
that may be added to the Consultant's Scope of Services in the future by separate
amendment; and
WHEREAS, the City wishes to amend the Agreement for the third time to reflect
these additional services and the resultant fee increases; and
SAPublic Works\CIPs\Projects\8012 Princeton Widening0esigMAmendment No.3(Penfield&Smith).doc
171
Agreement for Re-Design of Princeton Avenue Widening Project
Amendment No. 3
Page 2
WHEREAS, a recap of the total design fee, including the changes requested
herein, is set forth as follows:
A. Original Fee: $279,148.00
B. Change Order (Reimbursables) $ 0.00
C. Amendment No. 1 $ 74,692.25
D. Amendment No. 2 $130,000.00
Sub-total $483,840.25
E. This Change $211,790.00
Total $695,630.25
NOW, THEREFORE, in consideration of the mutual covenants, benefits and
premises herein stated, the parties hereto agree to amend the aforesaid Agreement as
follows:
City does hereby retain Consultant in a contractual capacity to provide certain
civil engineering design services in accordance with the terms and conditions
hereinafter set forth in Exhibit "A", for a not to exceed amount of$211,790.00. All other
terms and conditions of the original agreement shall remain in full force and effect.
CITY OF MOORPARK CONSULTANT
Penfield & Smith
Steven Kueny, City Manager Hady Izadpanah, President
Date Date
ATTEST:
Maureen Benson, City Clerk
Exhibit A— Consultant's Proposal
SAPublic Works\CIPs\Projects\8012 Princeton Widening0esignWmendment No.3(Penfield&Smith).doc
172
Exhibit A
td
ps r-
ie Smith
1327 Del Norte Road,Ste 200
Camarillo,CA 93010
2013
tel 805-981-0706 July 3, W.O. 18305.04
fax 805-981-0251
www,penfieldsmith.com Mr. David Klotzle, P.E.
City of Moorpark
Public Works Director
799 Moorpark Avenue
Santa Barbara Moorpark, CA 93021
Camarillo
Santa Maria
Lancaster
--- ---! SUBJECT: PRINCETON AVENUE WIDENING PROJECT
REVISED PROPOSED FEE FOR ADDITIONAL SERVICES
Civil Engineering
Land surveying Dear Mr. Klotzle,
Land Use Planning
In response to our meeting and conversations in January 2013, and email and
Construction
Management&Inspection discussions the last few weeks, please find this proposal for additional services
related to the completion of the Princeton Avenue widening civil design. The
Traffic&Transportation additional scope of services proposed includes:
Engineering
Transportation Planning Ground Penetrating Radar (GPR) investigation to attempt to identify
type, size and location of existing utilities that cross proposed storm
Structural Engineering drain alignments;
Water Resources Design and permit storm drain line to the VCWPD box culvert;
Engineering Completion of the demolition, grading, striping, signage and street plans
GIS and specifications through unforeseen conditions;
• Completion of structural wall design and plans;
• Utility coordination;
• Caltrans permitting;
• Bidding and construction phase services by the design engineer.
Optional scope of service items that may be added at a later date include:
• Modifications to the Drainage Study to address a newly proposed storm
drain line through the Ready Mix Site to a private basin;
• Design and permit storm drain line through the Ready Mix Site
The total cost for the additional scope of services is $211,790.00 and will be
billed on a time and materials (T&M) basis, in accordance with our current
billing rates (attached). The detailed scope and estimated fee for each scope
item is outlined below and a schedule showing each item has been attached.
173
Princeton Avenue Widening
Proposed Fee For Additional Services
Page 12
July 3, 2013
GPR Storm Drain Lines
We propose to have a GPR investigation of existing utilities to identify their type, size,
alignment. We feel that this information is necessary to properly design the final storm drain
plans and safeguard conflicts between existing conditions and proposed. Conducting the GPR
investigation will likely expedite construction and has the possibility of reducing construction
change orders by further clarifying existing conditions.
Fee: $6,600.00
Revisions to Drainage Report
In early 2012 after substantial completion of the storm drain design and Final Drainage Report,
City staff provided an as-built plan for the "Performance Nursery" which our office had not
previously seen. The plan depicts a recently built storm drain line which the Princeton Avenue
improvements are now proposed to connect to. This has substantially changed the previously
proposed storm drainage layout and hydrologic boundaries and impacts the grading and
drainage plans as well. As a result, we propose to revise the Final Drainage Report as needed
to address these design changes.
Fee: $10,240.00
Modifications to the Drainage Design
The current drainage design for the project maintains existing drainage patterns at the Ready
Mix site, which is to convey storm water from the north side of Princeton Avenue via a culvert
to a surface discharge south of the proposed retaining wall on the Ready Mix Site.
Stormwater continues via surface sheet flow across the Ready Mix and eventually reaches
Arroyo Simi.
City Staff has requested that we include the following alternative design in our proposal. The
scope and fee includes topographic surveying, engineering design, preparation of plans,
specifications and estimates and all necessary permitting.
Review the feasibility of redirecting the Princeton Avenue culvert to the west to connect to an
existing Ventura County Watershed Protection District (VCWPD) box culvert and determine if
VCWPD will allow the connection.
Fee: $6,000.00
If feasible, Penfield & Smith would then prepare plans and specifications and permit a storm
drain from the Ready Mix site frontage to the west within the Princeton Avenue right-of-way to
the existing box culvert. It is anticipated that this alternative will require permitting through
VCWPD.
Fee: 35,000.00
Structural Wall Design
Penfield & Smith will conduct structural and value engineering analysis to identify a cost-
effective retaining wall system for the proposed alignments. Plans for the identified retaining
wall system will then be prepared for bidding and construction.
Fee: $19,650.00
174
Princeton Avenue Widening
Proposed Fee For Additional Services
Page 13
July 3, 2013
100% Completion of Plans, Specifications and Estimates
Penfield & Smith initiated work on the Princeton Avenue design project over five years ago in
2008. During that time period, multiple unforeseen conditions and changes in the project have
caused increases of the design cost. Examples of cost increases include: 1) Multiple start and
stop directives and lack of timely review of our plans which have slowed work progress, led to
inefficiencies and caused inflation erosion of agreed upon billing rates; 2) Dealing with two City
Engineers and an interim project manager with different visions of the project; and, 3)
Addressing various alignments, right-of-way issues and retaining wall configurations.
Given the above, Penfield & Smith respectfully requests an increase for the design fee to
complete the project by building upon the currently accepted 80% plans. The completed plans
will include the 100% plans, specifications and estimates needed for bidding and construction
of this important project.
Fee: $43,660.00
Utility Coordination
Penfield & Smith will provide management and coordination of wet and dry utility relocations,
including posting notices to all affected utilities, identifying conflicts, and organizing and
verifying relocation.
Fee: $32,000.00
Caltrans Permitting
Penfield & Smith will provide management, coordination and permitting with Caltrans which
owns various parcels along the alignment, and controls right-of-way through the portion of the
project located beneath the Highway 23 overhead bridge. It is anticipated that this permitting
will follow a typical Caltrans Encroachment Permit Application process and timeline.
Fee: $12,000.00
Bidding and Construction Phase Services
As the design engineer, Penfield & Smith will provide assistance with bidding and construction
services. Proposed services will include addressing requests for information (RFIs) during
bidding, attending pre-bid and bid meetings, addressing RFIs during construction from the
contractor or City Staff, conducting periodic site visits during construction, and preparing as-
built drawings based on feedback from the City's Construction Management and inspection
team.
Fee: $46,640.00
Total proposed fee for additional services $211,790.00
PSi
175
Princeton Avenue Widening
Proposed Fee For Additional Services
Page 14
July 3, 2013
Optional Drainage Design Alternatives
The following drainage design alternatives may be added in the future upon separate approval
by the City:
Optional Design Alternative 1
Extend the proposed Princeton Avenue culvert across the Ready Mix site to discharge into an
existing basin at the southerly edge of the property. It is assumed that the, basin is already
constructed so that it can overflow and safely spill into the Arroyo.
Penfield & Smith proposes to initially perform a field survey and engineering investigation of
the existing facilities to determine the feasibility of this option.
Fee: $9,000.00
If proved feasible, we will complete the design, modify the drainage report and prepare
PS&E's for approximately 425 LF of storm drain line and associated improvements. It is
assumed that no additional permitting is required for this alternative.
Fee: $18,000.00
Optional Design Alternative 2
As an alternative to using the Ready Mix basin and outlet, Penfield & Smith can prepare plans
and specifications and permit an extension of the Princeton Avenue culvert though the Ready
Mix site and provide a new outlet in the Arroyo. The new Arroyo outlet, at a minimum will
require permitting through California Fish and Wildlife, Army Corp of Engineers and Ventura
County Watershed and may delay the project as a result of these permitting requirements.
Fee: $90,000.00
We have estimated the cost of our services based on our understanding at this time of the
scope and complexity of the work. However, please note that our services will be performed
on a time and materials basis, and it is possible that our actual charges could exceed the
amount we have estimated. During the performance of our services, the need for additional or
expanded services may be determined. We will make every reasonable effort to keep you
informed of our progress and costs incurred.
If you have questions regarding this fee estimate for additional services, please contact me at
(805) 981-0706 x 221 or via email at sdmOpenfieldsmith.com.
Sincerely,
PENFIELD & SMITH
Scott D. Meckstroth, R.C.E. 63337 Geremy Salts
Project Engineer Principal Engineer
18305 01 CO-3 REV 2013 07 01.doc
176
Name Duration Start Finish Predecessors
1 GPR Services&Mapping 30 days 7/8/13 8:00 AM 8/16/13 5:00 PM
2 Revise Drainage Report 40 days 7/8/13 8:00 AM 8/30/13 5:00 PM
3 VCWPD Connection Feasib... 30 days 7/8/13 8:00 AM 8/16/13 5:00 PM
4 VCWPD Connection PS&E... 40 days 8/19/13 8:00 AM 10/11/13 5:00 PM 3
5 Structural Wall Design 40 days 7/8/13 8:00 AM 8/30/13 5:00 PM
6 100%Completion of PS&E 70 days 7/8/13 8:00 AM 10/11/13 5:00 PM
7 Utility Coordination 110 days 7/8/13 8:00 AM 12/6/13 5:00 PM
8 Caltrans Permitting 80 days 8/19/13 8:00 AM 12/6/13 5:00 PM 3
9 Bidding&Construction Ph... 260 days 12/9/13 8:00 AM 12/5/14 5:00 PM 8
Princeton Avenue
177
PENFIELD & SMITH
BILLING RATES EFFECTIVE JANUARY 1, 2013
Engineering Construction Management
Engineering Technician ...............................$80 Construction Technician..............................$90
Associate Technician.....................................90 Assistant Construction Manager..................120
Senior Technician........................................100 Associate Construction Manager.................140
Designer......................................................120 Senior I Construction Manager....................155
Senior Designer...........................................135 Senior II Construction Manager...................165
Junior Engineer............................................100 Principal Construction Manager ..................185
Assistant Engineer.......................................120
Associate Engineer......................................140 Construction Inspector..................................$95
Senior I Engineer.........................................155 Prevailing Wage......................................120
Senior 11 Engineer........................................165 Senior Construction Inspector......................105
Principal Engineer........................................185 Prevailing Wage......................................125
Chief Inspector/Owner's Representative......115
Geomatics (Surveying & Mapping) Prevailing Wage......................................130
Survey Technician .......................................$80
General
Junior Surveyor............................................100
Assistant Surveyor.......................................120 Technical/Clerical Support............................$70
Dry Utility Coordinator.............................120
Associate Surveyor......................................140
Special Consultant........................................200
Senior I Surveyor.................................:.......155 (Principal with specialized skills in engineering,
Senior II Surveyor........................................165 geomatics or planning)
Principal Surveyor........................................185
Expert Witness/Deposition Rates
One-Man Survey Crew..............................$170 Court appearance—flat fee$3,300/day
Prevailing Wage.....................................190 Depositions-$400/hour including travel time
Two-Man Survey Crew................................230 Supplementary work— 1.5 times the regular
Prevailing Wage.....................................265 rate
Planning Rapid Response= Minimum charge of four(4)
Assistant Planner..........................................105 hours at 1.5 times the regular rate
Associate Planner.........................................125 Out-of-town Survey CreWTravel = 1/2 times
Senior I Planner............................................150 regular rate
Senior 11 Planner...........................................160 Outside Consultant..........................Cost+ 15%
Principal Planner...........................................175 Reimbursable Expenses..................Cost+ 15%
In-house reimbursable expense rates available upon request.
Note:Adjustments to rates are normally made on January 1St however, Penfield& Smith
reserves the right to make adjustments at any time.
&snort 178