HomeMy WebLinkAboutAGENDA REPORT 2016 1116 CCSA REG JNT DC ITEM 10F ITEM 10.F.
CITY OFMOORPARK,CA.bIr
Cit!Council Meldn.
4MOORPARK CITY COUNCILijON: zaf` G I
AGENDA REPORT --`
TO: The Honorable City Council
FROM: Jeremy Laurentowski, Parks and Recfeation Directo
BY: Jessica Sandifer, Program Manage
DATE: November 7, 2016 (CC Meeting of C ember 16, 2016)
SUBJECT: Consider Amendment No. 1 to Agreement with Phoenix Civil
Engineering, Inc. for Construction Management Services for the
Recreational Trail Project at Arroyo Vista Community Park (AVCP)
(CIP Project 7852) and Resolution Amending the Fiscal Year 2016/17
Budget
BACKGROUND
On October 2, 2013 the City Council approved a conceptual plan for a proposed
recreational trail system at Arroyo Vista Community Park (AVCP) and on November 20,
2013, Penfield and Smith (since acquired by Stantec) was hired to prepare the plans
and specifications for the Recreational Trail Improvements at AVRC.
On February 5, 2014, the City Council approved the project plans and specifications in
order for staff to apply for the Land and Water Conservation Fund (LWCF) Grant. In
September 2014, the City was notified that an LWCF grant had been awarded to the
project in the amount of$500,000.
On January 20, 2016, the City Council approved the revised plans and authorized staff
to go to bid on the project. The original bid due date was April 5, 2016 but was extended
to April 11, 2016, due to some questions that arose during the bidding process. Three
bids were received from pre-qualified contractors by the extended bid due date of April
11, 2016. Unfortunately, the low bidder did not meet the self-performance requirement.
In addition, the project costs came in almost $400,000 higher than the engineer's
estimate. Due to these issues, on April 20, 2016, the City Council rejected all the bids
and re-authorized the project to go out to bid. On July 20, 2016, the City Council
awarded the construction contract and the consultant contracts for Construction
Management and Materials Testing Services.
168
Honorable City Council
November 16, 2016
Page 2
DISCUSSION
The Recreational Trail Project at AVCP is a large project with a construction timeline of
120 days. Due to the size and complexity of this project, there is a need to provide
onsite construction management services. The services include day-to-day
coordination, such as providing responsible direction and coordination with the
contractor, notification to the City of any problems or issues, and administrative support.
The services also include regular field inspections, technical expertise on the installation
of the various site features such as parking lots, sidewalks, bio-retention areas, and
pervious pavements, as well as material submittal reviews, and special materials testing
and inspection services as required by the plans and specifications. On July 20, 2016,
the City Council awarded contracts to three firms to perform the construction
management services: Phoenix Civil Engineering (Phoenix), RFR Management and
Oakridge Geoscience (Oakridge).
The Notice to Proceed for the project was issued on October 4, 2016. Once the project
got underway, it was determined that a high level of administrative support was needed
due to the volume of material submittals and requests for information (RFI's) that were
submitted by the contractor, in addition to the day-to-day coordination needed for this
project. In addition to the need for an increase in administrative support, there was a
need to change how this project was managed. This was due to numerous plan
discrepancies related to field conditions, and the need for frequent technical assistance.
It was determined that it would be beneficial to consolidate the work load, and distribute
it between Phoenix and Oakridge, rather than coordinate these efforts among three
separate consultants. Phoenix will undertake the day-to-day construction management
tasks, administrative support and technical expertise needed for this project and
Oakridge will provide the special materials testing and inspection services. In addition
to the changes in the management of the project, several value engineering
opportunities have presented themselves and there has been a need for additional
technical expertise due to field changes. For instance, plan changes are required due to
the relocation of several unforeseen waterlines, relocation of the loop trail based on field
conditions and revisions to the trail cross sections and parking lot layouts. In addition
there is a need to revise the design of the storm water retention basin and weir
structure. This is due to a heavy clay layer that exists at the west side of the park
adjacent to parking lot A, as well as a realignment of the bicycle trail to avoid several
existing Oak trees. The field changes will need to be included into the plan set,
however, the extent of this work was not anticipated at the start of the project.
Since Phoenix did not originally quote the additional project management services or
design work an amendment to their contract to provide for payment of these services is
being requested.
169
35967
Honorable City Council
November 16, 2016
Page 3
FISCAL IMPACT
Phoenix's original not-to-exceed contract amount is $50,860.00. The original combined
contract value between RFR Management and Phoenix Civil Engineering, Inc. was
$128,360. The revised contract amount for Phoenix Engineering is proposed to be
$180,588.00. This represents an increase over the original costs for construction
management services of$52,228.
There is currently a total of $123,047.00 available in the project budget that can be used
for the additional construction management costs based on the $50,860.00 already
budgeted for the original Phoenix agreement and the remaining $69,269.50 from the
contract with RFR Management. Currently there is $16,260 remaining in
design/engineering that will be used to pay for a part of the additional design costs. A
budget amendment of $47,277.10 is requested to pay for the entire scope of Phoenix's
agreement amendment with $22,034.10 needed from the TSM Fund (2001) and
$25,243.00 needed from the Community Wide Fund (2100) for this project.
STAFF RECOMMENDATION (ROLL CALL VOTE)
1. Approve Amendment No. 1 to Agreement with Phoenix Civil Engineering, Inc. in
the amount of $180,500.00 and authorize the City Manager to sign the Amendment,
subject to final language approval of the City Manager; and
2. Adopt Resolution No. 2016- , amending FY 2016/17 budget for additional
construction management and design costs.
Attachment—
1. Amendment No. 1
2. Resolution No. 2016-
17 0
35967
ATTACHMENT 1
AMENDMENT NO. 1
TO THE PROFESSIONAL SERVICES AGREEMENT BETWEEN
THE CITY OF MOORPARK AND PHOENIX CIVIL ENGINEERING, INC.
FOR CONSTRUCTION PHASE SERVICES FOR THE RECREATIONAL TRAIL
PROJECT AT ARROYO VISTA COMMUNITY PARK
This Amendment No. 1 to the Professional Services Agreement between the City
of Moorpark, a municipal corporation ("City"), and Phoenix Civil Engineering, Inc, a
corporation ("Consultant"), for construction phase services for the Recreational Trail
Project at Arroyo Vista Community Park ("Agreement"), is made and entered into this
day of , 2016.
RECITALS
WHEREAS, on August 4, 2016 the City and Consultant entered into an
Agreement to have the Consultant provide construction phase services for the
Recreational Trail Project at Arroyo Vista Community Park; and
WHEREAS, the City has the need for additional value engineering and project
management services during construction at Arroyo Vista Community Park; and
WHEREAS, the City and Consultant now desire to amend the Agreement for
construction phase services for the Recreational Trail Project at Arroyo. Vista
Community Park to update Scope of Services as outlined in Exhibit D, and increase
compensation for the Agreement from fifty thousand eight hundred sixty dollars
($50,860.00), by a value of one hundred twenty-nine thousand seven hundred twenty-
eight dollars ($129,728.00), for a total contract value of one hundred eighty thousand,
five hundred eighty-eight dollars ($180,588.00), and replace Exhibit C with Exhibit D,
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:
I. Section 1, TERM, is amended by replacing this section in its entirety as follows:
"The term of this Agreement shall be from the date of execution to
completion of the work identified in the Scope of Services and in
conformance with Exhibit D, Revised Proposal for Construction
Management Services, attached hereto and incorporated herein, unless
this Agreement is terminated or suspended pursuant to this Agreement."
II. 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 construction phase services for the
171
Recreational Trail Project at Arroyo Vista Community Park, as set forth in
Exhibit D. In the event there is a conflict between the provisions of Exhibit
D and this Agreement, the language contained in this Agreement shall
take precedence.
Consultant shall perform the tasks described and set forth in Exhibit D.
Consultant shall complete the tasks according to the schedule of
performance which is also set forth in Exhibit D.
Compensation for the services to be performed by Consultant shall be in
accordance with Exhibit D. Compensation shall not exceed the rates or
total contract value of one hundred eighty thousand five hundred eighty-
eight dollars ($180,588.00) as stated in Exhibit D, 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."
III. Section 5, PAYMENT, is amended by replacing paragraph two of this section in
its entirety as follows:
"The City agrees to pay Contractor monthly, in accordance with the
payment rates and terms and the schedule of payment as set forth in
Exhibit D, based upon actual time spent on the above tasks. This amount
shall not exceed one hundred eighty thousand five hundred eighty-eight
dollars ($180,588.00), for the total term of the Agreement unless additional
payment is approved as provided in this Agreement."
IV. Exhibit C, Scope of Services, is replaced in its entirety with Exhibit D.
V. 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 Amendment to be
executed the day and year first above written.
CITY OF MOORPARK PHOENIX CIVIL ENGINEERING, INC.
Steven Kueny, City Manager Jon Turner, Principal Engineer
Attest:
Maureen Benson, City Clerk
Amendment No. 1 to Agreement between City of Moorpark and Page 2 17 2
Phoenix Civil Engineering, Inc.
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Exhibit D r
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Phoenix Civil Engineering, Inc.
: 4532 Telephone ne Ro :..1,Sie. 113 'Ventura. Co 93003 805.658,6800
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Mr.Jeremy Laurentowski March 28,2016 E
City of Moorpark Revised October 29,2016
799 Moorpark Ave. i
Moorpark,CA 93021 lc
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City of Moorpark—Arroyo Vista Park Parking Lot,Entrance Modifications and Park Trail
FL
Improvements—Revised Proposal for Construction Management Services
Dear Mr.Laurentowski-
1
I am pleased to provide you with this updated proposal for construction management services associated
with the Arroyo Vista Park Parking Lot,Entrance Modifications and Bike Trail project. The proposed t
improvements consist of removing the existing turf,landscaping and irrigation system and installing a
new asphalt concrete parking lot,modifying the existing park entrance gate,tree removal,street striping f
modification and installation of a dedicated bike trail from the street into the park as well as bike trail
improvements around the park. Trees and landscaping are included in the parking lot along with an -.
infiltration basin addressing the MS4 permit requirements and a post/rail landscape fence.
Additionally,the City has requested construction observation support relating to the public works aspect C
of the project construction(storm drainage systems,hardscape improvements,curb/gutter observation). C
The project includes electrical improvements,landscape improvements and fence installation. C
Construction management and observation responsibilities relating to the project will be covered entirely F
by our team. This proposal covers construction management and value engineering services related to the t
design improvements by others. Based on my understanding,I have prepared my revised proposal to
include the following: t
t
Task 101: Preconstruction Meeting
Task 102: Submittal Review
Task 103: Response to Requests for Information t
Task 104: Site Visits
,Task 105: As Needed Support
--Task 106: Value Engineering
Task 107: Project Management
f,
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.
C
Please let me know if you have any questions or would like to discuss my proposal.
l
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Since •ly,
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gip.``iff 1 i
Jon urger,P C
Prin ipal Engi eer t
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March 28,2016
Revised October 29,2016
Scope of Services
Background/Project Understanding
Arroyo Vista Park is located in the City of Moorpark. The City has an existing parking lot at the eastern
end of the park. The proposed improvements consist of removing the existing turf,landscaping and
irrigation system and installing a new asphalt concrete parking lot,modifying the existing park entrance
gate,tree removal,street striping modification and installation of a dedicated bike trail from the street into
the park. Trees and landscaping is included in the parking lot along with an infiltration basin addressing
the MS4 permit requirements and a post/rail landscape fence.
Additionally,the City has requested construction observation services relating to the public works aspect of the
project construction(storm drainage systems,hardscape improvements,curb/gutter observation). The project
includes electrical improvements,landscape improvements and fence installation. Construction management
and observation responsibilities relating to the project will be covered entirely by our team. This proposal
covers construction management and value engineering services related to the design improvements by
others. Based on my understanding,I have prepared my revised proposal to include the following:
Construction Management Services
The construction phase services include review of the project shop drawings. It is estimated that 40
project shop drawing submittals will be provided by the Contractor. For purposes of this proposal it is
assumed that one initial review and one subsequent review will be conducted by our team for approval.
Preparation for and attendance at all onsite meetings and preparation of Requests for Information is also
included.
The following efforts are included in this task:
• Task 101 Attendance at the project construction kick off meeting with the contractor and City staff.
The meeting will be held at the City offices and/or the proposed construction site. Meeting summary
and meeting agenda will be by the Construction Manager.
• Task 102 Review the project shop drawing submittals. It is anticipated that 40 submittals will be
reviewed. In preparing this proposal,it was estimated that two reviews of the submittals will be
conducted for approval.
• Task 103 Respond to contractor's requests for information(RFIs)as submitted by the Construction
Manager. It is anticipated that up to 13 requests for information responses will be prepared during the
construction phase. The responses will be prepared by Phoenix Civil Engineering and distributed to
the Contractor.
• Task 104 Up to 23 site visits will be performed.
• Task 105 As needed construction manager support up to 40 hours relating to the civil engineering
aspects(review and/or site visits)of the project.
• Task 106 The civil engineering design plans prepared by others have areas identified that could be
redesigned to provide a better result or to reduce costs to the City. Preparation of the plan revisions
as well as development/assembly of an Issued for Construction plan set is part of this task.
Modifications required during construction will be included in this task.
• Task 107 Complete project management was originally excluded from this project,but has been
requested by the City. Project management tasks include meeting preparation and meeting summary
document generation,direct contractor interface,construction observation of all the improvements,
preparation,review and execution of any project change orders,review of progress pay requests,
coordination with outside utilities and City staff.
Phoenix Civil Engineering, Inc. I AVCP Parking Lot Design Services During Construction
Page 1 of 2 17 4
March 28,2016
Revised October 29,2016
Deliverable: One electronic copy of all preliminary and final shop drawings that have been reviewed for
conformance will be provided to the contractor as well as formal RFI responses up to thirteen.
Fee Estimate Summary
Work associated with Tasks 101 through 107 is estimated to cost$180,588. A breakdown of the level of
effort is listed below:
• Task 101: Preconstruction Meeting $1,896
• Task 102: Submittal Review $9,349
• Task 103: Response to Requests for Information $5,983
• Task 104: Site Visits $21,190
• Task 105: As Needed Support $6,200
• Task 106: Value Engineering $55,620
• Task 107: Project Management $80,350
Assumptions
In preparing the proposal,the following was assumed:
• Up to 40 submittals will be reviewed for conformance with the design.
• Up to 13 RFIs will be reviewed and executed.
• Design changes to the project plans prepared by others will be based upon the survey file
provided(21211.01TPO Aerial 11/18/13).
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Phoenix Civil Engineering,Inc.I AVCP Parking Lot Design Services During Construction
Page2of2
175
PHOENIX
C:141c, ENt31mee RIN4', INC
Professional Services Hourly Rate Sheet
Engineering
Principal Engineer $155
Resident Engineer $135
Professional Engineer $130
Staff Engineer $120
Assistant Engineer $96
CADD
Senior Designer $116
Assistant 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. Subconsultants will be marked
up by 10%.
1..
Phoenix Civil Engineering,Inc.4532 Telephone Road,Suite 113 Ventura,CA 93003 805.658.6800 17 6
4i
ATTACHMENT 2
RESOLUTION NO. 2016-
A RESOLUTION OF CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA, AMENDING THE FISCAL YEAR
2016/2017 BUDGET BY APPROPRIATING $22,034.10 FROM
THE TRAFFIC SYSTEM MANAGEMENT FUND (2001) AND
$25,243.00 FROM THE COMMUNITY WIDE PARK
DEVELOPMENT FUND (2100) FOR ADDITIONAL
CONSTRUCTION MANAGEMENT AND DESIGN SERVICES
FOR THE RECREATIONAL TRAIL PROJECT AT ARROYO
VISTA COMMUNITY PARK (CIP 7852)
WHEREAS, on June 15, 2016, the City of Moorpark adopted the Operating and
Capital Improvement Projects budget for Fiscal Year (FY) 2016/17, which included an
appropriation of $1,407,831 for the Recreational Trail Project at Arroyo Vista
Community Park (CIP 7852); and
WHEREAS, on July 20, 2016,the City Council adopted Resolution No. 2016-
3533 which allocated $2,914,430 from various funds to the Recreational Trail Project at
Arroyo Vista Community Park (CIP 7852) for construction and construction
management of the project; and
WHEREAS, a staff report has been presented to the City Council requesting
funding for additional construction management and design services for the project; and
WHEREAS, an aggregate budget amendment of $22,034.10 is requested from
the Traffic System Management Fund (TSM) (2001) and $25,243.00 is requested from
the Community Wide Park Development Fund (2100) to fund the construction of the
recreational trail project at Arroyo Vista Community Park.; and
WHEREAS, Exhibit "A", attached hereto and made a part hereof, describes said
budget amendment and the resultant impact to the budget line items.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK
DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. An aggregate budget expenditure increase of $22,034.10 is from
the Traffic System Management Fund (TSM) (2001) and $25,243.00 from the
Community Wide Park Development Fund (2100), 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.
177
Resolution No. 2016-
Page 2
PASSED AND ADOPTED this 16th day of November, 2016.
Janice S. Parvin, Mayor
ATTEST:
Maureen Benson, City Clerk
Exhibit A— Budget Amendment
178
2016-
Page 3
EXHIBIT A
BUDGET AMENDMENT FOR
TRAFFIC SYSTEM MANAGEMENT FUND (2001)AND
COMMUNITY WIDE PARK DEVELOPMENT FUND (2100)
FOR ADDITIONAL CONSTRUCTION MANAGEMENT AND DESIGN SERVICES
FOR RECREATIONAL TRAIL PROJECT AT ARROYO VISTA COMMUNITY PARK (CIP 7852)
FY 2016/17
FUND BALANCE ALLOCATION:
Fund Title Fund-Account Number Amount
Traffic System Management Fund 2001-5500 $ 22,034.10
Community Wide Fund 2100-5500 $ 25,243.00
Total $ 47,277.10
EXPENDITURE APPROPRIATION:
Account Number Current Budget* Revision Amended Budget
2001-7800-7852-9601 $ 31,462.70 $ 17,112.00 $ 48,574.70
2001-7800-7852-9642 $ 1,845,913.00 $ 1,845,913.00
2001-7800-7852-9650 $ 99,687.00 $ 4,922.10 $ 104,609.10
2100-7800-7852-9601 $ - $ 22,248.00 $ 22,248.00
2100-7800-7852-9631 $ 98,896.00 $ 98,896.00
2100-7800-7852-9642 $ 1,629,046.00 $ 1,629,046.00
2100-7800-7852-9650 $ 66,458.00 $ 2,995.00 $ 69,453.00
2602-7800-7852-9642 $ 66,000.00 $ 66,000.00
2609-7800-7852-9642 $ 500,000.00 $ 500,000.00
Total $ 4,337,462.70 $ 47,277.10 $ 4,384,739.80
*current budget numbers do not reflect final adjustments of FY 2015/16 continuing appropriations
Finance Approval: i Q/
179