HomeMy WebLinkAboutAGENDA REPORT 2016 0921 CCSA REG ITEM 10G ITEM 10.G.
CITY OF MOORPARK,CALIFORNIA
City Council Meeting
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MOORPARK CITY COUNCIL rG
AGENDA REPORT
TO: Honorable City Council f�
FROM: Sean Corrigan, P.E., City Engineer/Public Works Director Ari
Al Gali, Assistant Engineer ALA
DATE: September 14, 2016 (CC Meeting of 09/21/16)
SUBJECT: Consider Amendment No. 2 to Agreement between the City of Moorpark
and Tetra Tech, Inc. for Professional Engineering Services for the Los
Angeles Avenue Median Project No. 8047 — Phase 1
BACKGROUND
In March 2014, staff obtained a proposal from Tetra Tech, Inc.to complete the final median
design and prepare and obtain an encroachment permit from the California Department of
Transportation (Caltrans) for Phase 1 of the project; from the 23 Freeway to just east of
Spring Road. On April 2, 2014 the City Council approved an Agreement for Professional
Engineering Services with Tetra Tech, Inc. for the Los Angeles Avenue Median Project-
Phase 1, in an amount not to exceed forty-nine thousand nine hundred forty-two dollars
($49,942).
DISCUSSION
On August 21, 2014, Tetra Tech met with Caltrans to review the project plans. Caltrans
required additional traffic analysis and related traffic signal modifications at the Market
Place Shopping Center and Miller Parkway intersections. This additional work for the
amount of sixteen thousand one hundred seventy-three dollars($16,173)was documented
in Amendment No. 1 to the Agreement.
After making design revisions, Tetra Tech submitted to Caltrans the latest plans for review.
Caltrans review resulted in requirements for additional storm drain work. The work
required to address Caltrans' latest comments is not currently part of Tetra Tech's scope of
work.
Tetra Tech has submitted a proposal for the additional storm drain design work in the
amount of twenty-four thousand nine hundred twenty-one dollars ($24,921). Afterwards,
Tetra Tech will resubmit the plans to Caltrans on the City's behalf. Staff also requests an
eight thousand nine hundred sixty-four dollar($8,964)contingency. Staff has prepared the
attached Amendment to the Agreement to include the required additional work and 62
Honorable City Council
September 21, 2016
Page 2
contingency and increase the not-to-exceed amount of the Agreement to one hundred
thousand dollars ($100,000).
FISCAL IMPACT
Sufficient funds to complete the first phase of the project have been included in the current
Fiscal Year 2016/17 Capital Improvement Budget.
STAFF RECOMMENDATION
Approve Amendment No. 2 to the Agreement between the City of Moorpark and Tetra
Tech, Inc. for Professional Engineering Services for the Los Angeles Avenue Median
Project No. 8047—Phase 1 in an amount not to exceed twenty-four thousand nine hundred
twenty-one dollars($24,921)and an eight thousand nine hundred sixty-four dollar($8,964)
contingency for a not-to-exceed Agreement amount of one hundred thousand dollars
($100,000) and authorize the City Manager to execute the Amendment subject to final
language approval by the City Manager.
Attachment
Amendment No. 2
S:Public WorkslEveryoneR2eports4Staff Reports120160_September\9-21-2016(Tetra Tech Amend No.2-L.A.Ave Median 6 3
Report).doc
AMENDMENT NO. 2 TO AGREEMENT BETWEEN THE CITY OF MOORPARK AND
TETRA TECH, INC. FOR PROFESSIONAL ENGINEERING SERVICES FOR LOS
ANGELES AVENUE RAISED MEDIAN PROJECT NO. 8047 PHASE 1
This Amendment No. 2 to the Agreement between the City of Moorpark, a
municipal corporation ("City"), and Tetra Tech, Inc., a corporation ("Consultant"), for
professional engineering services ("Agreement"), is made and entered into the day
of , 2016.
RECITALS
WHEREAS, on April 22, 2014 the City and Consultant entered into an Agreement
to have the Consultant provide professional engineering services for the Los Angeles
Avenue Raised Median Project No. 8047 - Phase 1, for a total contract value not to
exceed forty-nine thousand nine hundred forty-two dollars ($49,942); and
WHEREAS, on October 22, 2014, the City and Consultant executed Amendment
No. 1 to an Agreement to have the Consultant provide additional professional
engineering services related to traffic engineering in the amount of sixteen thousand
one hundred seventy-three dollars ($16,173), for a total for total contract value not to
exceed sixty-six thousand one hundred fifteen dollars ($66,115); and
WHEREAS, additional professional design services are required to address the
Department of Transportation's (Caltrans) encroachment permit review comments; and
WHEREAS, Consultant provided a quote, and is attached as Exhibit E, to
perform said services in the amount of twenty-four thousand nine hundred twenty-one
dollars ($24,921); and
WHEREAS, the City and Consultant now desire to amend the Agreement to
increase the compensation for services to be performed by Consultant from sixty-six
thousand one hundred fifteen dollars ($66,115) by a value of twenty-four thousand nine
hundred twenty-one dollars ($24,921), and an eight thousand nine hundred sixty-four
dollars ($8,964) contingency for a total contract value of one hundred thousand dollars
($100,000) and document said agreement to amend by jointly approving Amendment
No. 2 to the Agreement.
NOW, THEREFORE, it is mutually agreed by and between the parties to the
Agreement as follows:
I. Section 2, SCOPE OF SERVICES, is amended by replacing Section 2 in its
entirety as follows:
"City does hereby retain Consultant, as an independent contractor,
in a contractual capacity to provide professional engineering services, as
set forth in Exhibit B, Exhibit D, and Exhibit E. In the event there is a
conflict between the provisions of Exhibit B, Exhibit C, Exhibit D, and
Exhibit E and this Agreement, the language contained in this Agreement
shall take precedence.
64
Compensation for services to be performed by the Consultant shall
be in accordance with Exhibit C, including Tasks 9 and 10 (described in
Exhibit B and Exhibit C as optional), Exhibit D and Exhibit E.
Compensation shall not exceed the rates of total contract value of one
hundred thousand dollars ($100,000) as stated in Section 5 without a
written Amendment to this Agreement executed by both parties. Payment
by City to Consultant shall be in accordance with the provisions of this
Agreement."
II. The second paragraph of Section 5, PAYMENT, of the Agreement is amended
by replacing this paragraph in Section 5 in its entirety as follows:
"The City agrees to pay Consultant monthly, in accordance with the
payment rates and terms of payment as set forth in Exhibit C, Exhibit D
and Exhibit E, based upon actual time spent on the above tasks. This
amount shall not exceed one hundred thousand dollars ($100,000) for the
total term of this Agreement unless additional payment is approved as
provided in this Agreement."
III. Remaining Provisions:
Except as revised by this Amendment No. 2, all of the provisions of the
Agreement shall remain in full force and effect.
In Witness Whereof, the parties hereto have caused this Amendment to be
executed the day and year first above written.
CITY OF MOORPARK TETRA TECH, INC.
Steven Kueny Joe Dietz, P.E.
City Manager birector of Transportation
Attest:
Maureen Benson, City Clerk
Amendment No. 2 to Agreement between City of Moorpark and Tetra Tech Inc. Page 2 6 5
Exhibit E
El TETRA TECH
November 9, 2015
Mr.Steven Kueny
City Manager
City of Moorpark
Public Works Department
799 Moorpark Avenue
Moorpark,CA 93021
Reference: Additional Work Request No. 2 for Los Angeles Avenue Raised Median and
Landscaping Project,Phase I
Dear Mr.Kueny:
Tetra Tech appreciates the opportunity to submit our request for additional work for the Los Angeles
Avenue Raised Median and Landscaping Project, Phase 1. The Caltrans' requirements for the
encroachment permit necessitate the addition of an underground storm drain system on a portion of the
project.This in turn requires submittal and coordination with Ventura County Flood Control District.
SCOPE OF SERVICES:
Our Scope of Services for this additional work request is attached as Exhibit"A".
SCHEDULE:
Since our meeting on September 29,2015,Tetra Tech has continued to move forward with the project and
coordinating with various utility providers in the project vicinity to understand location of underground
facilities. We are still in coordination with AT&T and Southern California Gas Company. We anticipate
receiving ATLA information from these utility purveyors within the next two weeks and will do our best
to resubmit plans to Caltrans for review by December 1,2015,as discussed.
FEE:
We will complete the additional scope of work for a time and materials (T&M) fee not to exceed
$24,921.00. Please see the enclosed Price Proposal (Exhibit "C") that outlines the estimated hours per
classification to complete each task.
If you have any questions or need additional information, please contact Mr. Dan Helt at (805)542-9052,
or email Dan.Helt@tetratech.com.
Sincerely,
City of Moorpark
Joe Dietz,P.E. Dan Helt,P.E.,P.L.S.
Director of Transportation Project Engineer Steven Kueny,City Manager
JD/dh
1\IWRS318FSI\Projects\093421135-09342-14001\ProjMgmt\Contracts\COs\AWR 2\LA Avenue AWR2 Letter.doc
17885 Von Karman Avenue,Suite 500,Irvine,CA 92618
Tel 949.809.5000 Fax 949.809.5010 www.tetratech.com
66
Exhibit "A" - SCOPE OF WORK
To address the comments from Caltrans dated June 15,2015,the following tasks will be performed:
Task 1 : Revise Hydrologic/Hydraulic Calculations
Utilizing the drainage areas and storm water peak flow rates developed for the previous submittal,
Tetra Tech will prepare calculations and a brief report detailing the quantity and location of the inlets
to be added along the south side of the proposed median in the superelevated portion. Calculations for
sizing underground pipes will also be performed. It is assumed that since the drainage from these new
inlets will be routed to the same inlets currently receiving drainage, that analysis of downstream
facilities is not needed.
Task 2: Storm Drain Design
Based on the calculations performed, a system of underground storm drains will be designed.
Research will be performed with various underground utility providers in the area and plan sheets
generated that show plan and profile information for the proposed stormdrain. Details for non-
standard construction items will be added to the detail sheets.
Task 3: Address Caltrans Comments
Comments from Caltrans, in addition to the request to add underground storm drain,will be addressed
on the plans and a letter response generated for resubmittal. As part of this estimate, Tetra Tech
assumes one more round of minimal comments from Caltrans before the plans are finalized.
Task 4: Ventura County Flood Control District Processing
We will need Ventura County Flood Control District (VCFCD) to review the plan because we are
connecting to facilities that are owned and managed by them. It is assumed that since we are not
increasing stormwater flows in any particular of the pipes or inlets, that no supporting hydraulic
calculations or upsize of existing facilities will be needed. As part of this estimate, Tetra Tech
assumes receiving minor plan check comments from VCFCD before finalizing the plans. If comments
are significant,or require redesign they may be outside the scope of this AWR.
Task 5: Additional Meetings and Support
Following the next review by Caltrans, Tetra Tech will attend a meeting with Caltrans reviewers to
discuss and review any remaining comments to ensure that they are handled and that no further
submittals are required for the encroachment permit. Tetra Tech has also budgeted for one additional
meeting with the City of Moorpark to finalize the plan set and prepare for the bidding process.
. w CITY OF MOORPARK TETRA TECH
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