HomeMy WebLinkAboutAGENDA REPORT 2010 0203 CC REG ITEM 10FITEM 10.F.
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City Council Meeting
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ACTION:
MOORPARK CITY COUNCIL_._ /tz
AGENDA REPORT
TO: Honorable City Council
FROM: Yugal K. Lail, City Engineer /Public Works Director
DATE: January 22, 2010 (CC Meeting of 02/03/10)
SUBJECT: Consider Amendment to Agreement with Penfield & Smith for
Additional Services and Rate Adjustment for the Princeton Avenue
Widening Project (Project 8012)
BACKGROUND /DISCUSSION
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.
As the project has progressed, it has been determined that additional tasks are required
to complete the project. Penfield & Smith has submitted a proposal and cost quote
(Attachment 1) for the additional tasks which include:
Boundary Establishment Survey and Legal Description Preparation: $52,348.75
• During initial work of Phase I, it was determined that Penfield & Smith would
need to conduct boundary establishment surveys, boundary and easement
compilation, and prepare legal descriptions and exhibits for 27 easements.
2. Geotechnical and Geological Update Report: $8,250.00
• Penfield & Smith will contract with GeoDynamics, Inc. to perform geotechnical
and geological updates required as a result of shifting the center line to the
south. The new alignment will ultimately reduce the construction cost for this
Project.
In addition to the services described above, staff is requesting to reimburse the
Consultant for previous work that they have performed above and beyond what was
originally included in their scope of services.
S:\Public Works \Everyone\Reports \Staff Reports\2010 \February\02 -03 -2010 (Penfield Amendment 1).doc
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Honorable City Council
February 3, 2010
Page 2
1. Additional Topographic Survey: $6,305.00
• Penfield & Smith discovered significant discrepancies during its performance of
topographic surveys to supplement existing survey data provided by the City.
Consequently, additional surveying and mapping, including a new and expanded
aerial topographic survey, were required for the final design.
2. Client "Directed Extra Services: $7,788.50
• The City requested that Penfield & Smith perform two tasks that were separate
from the original Agreement which included the proposed refueling station
($2,766.00) and a bicycle grant application ($5,022.50). As a side -note, the work
performed for the bicycle grant application assisted in the City's receipt of an
award of $206,000 in Bicycle Transportation Account (BTA) funding.
Penfield & Smith is also requesting that the services for Amendment No. 1 be paid
based on their 2009 rates. Penfield & Smith will continue to perform services for the
original Agreement based on its original 2008 Agreement pricing.
FISCAL IMPACT
The proposed amendment would increase Penfield & Smith's Agreement by $74,692.25
from a not -to- exceed amount of $279,148.00 to a not -to- exceed amount of $353,840.25.
No new funds are necessary to fund Penfield and Smith's task. Staff intends to perform
a budget line item adjustment from one expense account to another for this project
(8012) in order to fund these items of work.
STAFF RECOMMENDATION
Approve Amendment No. 1 with Penfield & Smith to increase the Scope of Services for
the Princeton Avenue Widening Project in an amount not to exceed $74,692.25 and
authorize the City Manager to execute said amendment, subject to final language
approval by the City Manager and City Attorney.
Attachment 1 - Penfield & Smith Proposal
S:\Public Works\Everyone\Reports\Staff Reports\2010 \February\02-03 -2010 (Penfield Amendment 1).doc
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Attachment 1
Penfield & Smith
January 14, 2010
W.O. 18305.04
Mr. Yugal Lall
City of Moorpark
Public Works Department
799 Moorpark Avenue
Moorpark, CA 93021
SUBJECT: PRINCETON AVENUE WIDENING PROJECT
PROPOSED FEE FOR ADDITIONAL SERVICES
BILLING RATE MODIFICATION
Dear Yugal,
In response to our telephone conversations, emails and meeting, please find
this proposal for additional services, and a request to modify of billing rates for
the subject project. The additional scope of services includes:
• Boundary Establishment Survey and Legal Description Preparation
• Geotechnical Update Report
• Additional Topographic Survey
• Client Directed Out of Scope Services
The total cost for the additional scope of services is $74,692.25. The detailed
scope and fee per item is outlined below.
Boundary Establishment Survey and Legal Description Preparation
The City issued Notice to Proceed dated June 2, 2008, directed Penfield &
Smith to "Review right -of -way acquisition efforts of the City and provide
comments regarding adequacy and deficiencies." Based on our review of City
data in the Phase 1 portion of the project, Penfield & Smith and the City
determined that only minimal right -of -way acquisition and boundary
establishment survey efforts had been conducted for the proposed Widening of
Princeton Avenue.
Right -of -way easements and dedications suitable for the construction of the
Princeton Avenue widening had not been completed. It was determined that 27
easements, with associated legal descriptions and exhibits, were required for
the right -of -way and construction of the project.
Penfield & Smith was directed by the City to conduct boundary establishment
surveys, boundary and easement compilation, and prepare legal descriptions
and exhibits for the 27 easements. As detailed in the attached cost estimate,
the cost to prepare the 27 easements is estimated to have the following fee.
Fee: $52,348.75
W.
Princeton Avenue Widening
Proposed Fee For Additional Services and Billing Rate Modification
Page 12
January 14, 2010
Geotechnical Update Report
The alignment of the Princeton Avenue widening project was amended to provide cost savings
related to necessary right -of -way land acquisitions, to minimize grading and retaining walls.
The standard of care prescribes that the geotechnical engineering recommendations be
updated to address the proposed development and alignment.
We propose to contract GeoDynamics, Inc. to perform the geotechnical update. The
GeoDynamics proposal is attached for review. The estimated maximum fee to update the
geotechnical report is $7,500 plus 10% markup for the following total fee.
Fee: $8,250.00
Additional Topographic Survey
As stated in our original letter of proposal for this work dated February 18, 2008, Penfield &
Smith proposed to perform topographic surveys to supplement the existing City provided
survey data and modify the existing topographic site maps. Unfortunately, significant
discrepancies were discovered during the supplemental topographic survey and additional
survey and mapping, including a new and expanded aerial topographic survey, was required
for the final design.
We respectfully request a budget increase for the following amount to compensate for the
additional survey services that were necessary to complete the design.
Fee: $6,305.00
Client Directed Extra Services
During Phase 1 of the project, Penfield & Smith was directed by the City to conducted extra
services related to the refueling station and bicycle grant projects located along the Princeton
Avenue alignment. We conducted $2,766 of work related to the refueling station project and
$5,022.50 related to the bicycle grant project. These fees were billed as part of the original
scope and in -lieu of a total of $7,788.50 portion of the Specifications and Permitting tasks of
Phase 2, which the City agreed to accept as their workload.
We propose to increase the fee of the original scope by the sum of the above directed out of
scope services, and re- accept the Specifications and Permitting task in their entirety. We
propose to increase the fee of the original scope by the following amount.
Fee: $7,788.50
97
Princeton Avenue Widening
Proposed Fee For Additional Services and Billing Rate Modification
Page 13
January 14, 2010
Billing Rate Modification
Penfield & Smith adopted the attached Billing Rate Schedule effective January 1, 2009, in
accordance with our region's CPI increases. We respectfully request that the City of Moorpark
amend the Contract for the subject project to accept these billing rates.
If you have questions regarding this fee estimate for additional services and the request to
modify the billing rates within the subject project, please contact me at (805) 981 -0706 x 221
or via email at sdm@penfieldsmith.com.
Sincerely,
PENFIELD & SMITH (�
'"Scott . Meckstroth, R.C.E. 63337
Project Engineer
Attachments
18305.04 CO 2010 01 14.docx
PENFIELD & SMITH
BILLING RATES EFFECTIVE JANUARY 1, 2009
Engineering
Engineering Technician ..............................
$73
Associate Technician ..... ...............................
83
Senior Technician .......... ...............................
93
Designer......................... ............................110
Senior I Surveyor ............ ............................135
Senior Designer............ .. ............................125
Senior li Surveyor .......... ............................150
Junior Engineer ............. ...............................
88
Assistant Engineer ....... ...............................
110
Associate Engineer ......... ............................130
Senior I Engineer ......... ...............................
145
Senior II Engineer ........... ............................160
Principal Engineer ....... ...............................
180
Geomatics (Surveying & Mapping)
Survey Technician ....... ...............................
$68
Junior Surveyor ............. ............................... 85
Assistant Surveyor .......... ............................105
Associate Construction Manager ................125
Associate Surveyor ...... ...............................
120
Senior I Surveyor ............ ............................135
Senior II Construction Manager ...................155
Senior li Surveyor .......... ............................150
Principal Construction Manager ..................180
Principal Surveyor ....... ...............................
172
One -Man Survey Crew ............................. $155
Prevailing Wage ........ ............................ 170
Two -Man Survey Crew ............................... 200
Prevailing Wage ........ ............................ 230
Planning
Planning Technician ..... ...............................
$68
Junior Planner ................ ............................... 83
Assistant Planner ............. ............................100
Associate Construction Manager ................125
Associate Planner ............ ............................115
Senior I Construction Manager ....................145
Senior I Planner ............... ............................130
Senior II Construction Manager ...................155
Senior 11 Planner .............. ............................145
Principal Construction Manager ..................180
Principal Planner ............. ............................160
Construction Management
Construction Technician .. ............................$88
Assistant Construction Manager .................110
Associate Construction Manager ................125
Senior I Construction Manager ....................145
Senior II Construction Manager ...................155
Principal Construction Manager ..................180
Construction Inspector ..... ............................$83
Prevailing Wage ......... ............................110
Senior Construction Inspector ........................98
Prevailing Wage ......... ............................115
Chief Inspector /Owner's Representative ...... 110
Prevailing Wage ......... ............................120
Geographic information Systems (GIS)
GIS Technician ................ ............................$85
GISAnalyst ..................... ............................125
GISPrincipal .................... ............................165
IT Specialist ..................... ............................165
General
Technical/Clerical Support ...........................$65
Environmental Specialist .. ............................175
Senior Program Manager . ............................175
Special Consultant ........... ............................200
(Principal with specialized skills In engineering,
geomatics or planning)
Rapid Response = Minimum charge of four (4)
hours at 1.5 times the regular rate
Expert Witness/Deposition Rate = two (2) times
regular rate
Out -of -town Survey Crew Travel = 112 times
regular rate
Outside Consultant ......................... Cost + 15%
Reimbursable Expenses ................. Cost + 15%
In -house reimbursable expense rates available upon request.
Note: Adjustments to rates are normally made on January 1', however, Penfield & Smith
reserves the right to make adjustments at any time.
Penfield &Sn*h
Inc.
December 16, 2009
Geremy Salts,
Principal Engineer
PENFIELD & SMITH
111 East Victoria Street
Santa Barbara, CA 93101
Applied Earth Sciences
Proposal No: P9.00102.002
SUBJECT: Proposal for Geotechnical Update Report, Princeton Avenue Widening, City of
Moorpark, California.
References: Bing Yen & Associates, Inc., 2003b, "Supplemental Geotechnical Report, Los Angeles
Avenue East Realignment, Moorpark, California," Project No: 49.17690.0029dated July
9, 2003.
Bing Yen & Associates, Inc., 2003a, " Geotechnical Update Report, Los Angeles Avenue
East Realignment, Moorpark, California," dated May 8, 2003.
Bing Yen & Associates, Inc., 1997, " Geotechnical Investigation and Recommendations
for Design, Los Angeles Avenue East Realignment, Moorpark, California," dated June 6,
1997.
Dear Geremy:
Per our telephone conversation this afternoon, GeoDynamics, Inc. (GDI) is pleased to submit this
proposal to provide a feasibility -level geotechnical investigation for the Princeton Avenue widening, City
of Moorpark, California. We reviewed the above- referenced reports as well as the revised
grading/development plans for the widening of Princeton Avenue from Station 0+00.00 to Station
10+00.00, prepared by Penfield & Smith. We also met with you and Bret Foster (the civil and structural
engineers for the project) at the office Penfield & Smith in Santa Barbara, California on October 8, 2009
and briefly discussed the plans.
This proposal summarizes our understanding of the project and presents the proposed scope of work with
associated estimated costs.
PROJECT UNDERSTANDING
Based on our preliminary review of the revised development plans, the new grading concept includes new
cut slopes and retaining walls. Cut slopes up to 28 feet high, and fill slopes up to 18 feet high are
proposed along the northern and southern side of the existing road alignment, respectively. The fill is
proposed in alluvial areas, while the proposed cut is within areas expected to expose bedrock. Some of
the proposed fill will surround existing Caltrans caissons that support the freeway interchange between
Hwy 23 and Hwy 118.
Previous grading plans considered soil nail walls along the northern side of the street right of way.
Current plans replaced soil nail walls with retaining walls up to 10 feet high.
PURPOSE OF STUDY
The purposes of the proposed geotechnical services are to update previous geotechnical recommendations
to accommodate changes in the proposed development and geotechnical conditions at the site. The
SM Saint Charles Drive, Suite 116, Thousand Oaks, California 91360
R). (M) 4W 1222 Fmc(805)196.1225
100
Penfield 6 Smith P9.00102002
Proposal for Wldening of Princeton Avenue, Moorpark, CA
proposed update report will provide additional recommendations as necessary to address these changes
and provide mitigation measures as necessary.
SCOPE OF SERVICES
Based upon our understanding of the proposed development and the current needs of the City, GDI
proposes the following scope of services. All aspects of the work will be performed by, or under the
direct supervision of, a State of California registered geotechnical engineer and/or a certified engineering
geologist, as appropriate.
D Review readily available geotechnical information and research our archives for pertinent
geotechnical data, including the above referenced reports.
➢ Review of current grading and development plans for the widening of Princeton Avenue by
Penfield & Smith.
➢ Visit the site to reconnoiter the site and map exposed geologic conditions within the proposed
cut slope and retaining wall areas.
➢ Prepare new cross - sections within newly proposed cut slope and retaining wail areas.
Prepare an update geotechnical report with updated geotechnical map, cross - sections and
recommendations.
D Project coordination and management.
SCHEDULE
We understand that time is of the essence in completion of this project. GDI will start the work upon
receipt of your written authorization to proceed. We will maintain contact with you and your consultants
during the course of the study to keep you informed of our findings. We expect that the geotechnical
report will be completed in about four to six weeks from the time of your authorization. Please let us
know if the above schedule for report delivery is not compatible with your time schedule
COST ESTIMATE
GDI will provide the proposed scope of work on a time and materials basis in accordance with our fee
schedule for professional services. We estimate the fees for the above scope of work to be in $6,500 to
$7,500 range. Additional services above and beyond the scope outlined above will be billed per our
attached schedule of fees for professional services.
ASSUMPTIONS AND LIMITATIONS
This proposal has been prepared for the exclusive use of the Client for specific application to the
geotechnical services described herein. Acceptance or commencement of work after one month may
require changes in professional fees and subcontractor's charges. GDI will endeavor to conduct the
services described herein in a manner consistent with that level of care and skill ordinarily exercised by
members of the profession practicing in the same locality and under similar conditions as this project.
GDI makes no other representation or warranty, either express or implied.
The proposed scope and corresponding fees represent GDI's view of the optimal and most cost - effective
scope of work based upon the anticipated conditions and available information regarding the site.
Unforeseen circumstances, such as the discovery of subsurface conditions that significantly complicate
the study, may occur. Should conditions be encountered that are not presently anticipated within the
proposed scope of work or should additional work be required to provide the necessary recommendations,
558 St. Charles Drive, Suite #116, Thousand Oaks, CA 91360
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Penfield 6 Smith P9.0010s.002
Proposal thr Widening of Princeton Avenue, Moorpark, CA
you will be notified immediately to discuss the impact of the changed scope on our study and our cost
estimate for a revised scope. No work (or associated costs) beyond the outlined scope will be carried out
without receiving your prior approval and authorization. Additional work will require an additional fee
above and beyond the amounts stated here. Our proposal includes the following assumptions and
limitations. Please read this section carefully. If you have any questions regarding these items, please
contact our office.
• GDI's fee estimate is based upon the scope of work and schedule described above. Additional
services, or schedule adjustments that may be requested or required due to changes in the
proposed project or other conditions, are excluded.
• No field exploration or laboratory testing is proposed. An evaluation of settlement of alluvial
deposits in areas of proposed fill will be based on assumptions, and on previously obtained
geotechnical data from the site and available data from adjacent sites.
o No time for meetings is included in the above budget. If our attendance in meetings is required,
GDI will attend on a time - and - expense basis.
• The Client shall provide site access. We assume cooperative access will be made available
immediately upon receipt of the notice to proceed.
• We assume that the client will provide GDI with all readily available existing geotechnical data
and reports pertinent to the site.
AUTHORIZATION
To authorize this proposal, please sign and return both copies of the attached Terms and Conditions. A
fully executed copy of the agreement will be returned to you promptly. If you have any questions
regarding the contract terms, please contact us at your earliest convenience.
GDI appreciates the opportunity to provide you with our professional geotechnical services. If you have
any questions, please do not hesitate to contact us.
Respectfully Submitted,
GEODYNAMICS, INC.
.•f -Y
Ali Abdel -Haq, PE, GE
Principal Engineer
Enclosures: Professional Fee Schedule
Work Authorization and Agreement
558 St. Charles Drive, Suite #116, Thousand Oaks, CA 91360
Christopher J. Sexton, PG, CEG
Principal Geologist
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