HomeMy WebLinkAboutAGENDA REPORT 2017 0201 CCSA REG ITEM 10C ITEM 10.C.
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MOORPARK CITY COUNCIL �. ._r
AGENDA REPORT
TO: Honorable City Council
FROM: Sean an Corri9 City Engineer/Public7-7-7'ff
Works Director L�
Prepared by: Shaun Kroes, Program Manager
DATE: January 20, 2017 (CC Meeting of 02/01/17).
SUBJECT: Consider Amendment No. 3 to Agreement with Phoenix Civil
Engineering, Inc. for Metrolink Station North Parking Lot Expansion
Design
BACKGROUND/ DISCUSSION
Capital Improvement Program Project No. 8063 (CIP 8063) is for the expansion of the
Metrolink North Parking Lot, owned by the Ventura County Transportation Commission
(VCTC) and westward onto property owned by the City of Moorpark (City). Phoenix
Civil Engineering, Inc. (Phoenix), recently submitted 90% design plans and
specifications for the design of the Metrolink North Parking Lot expansion. Staff is
currently reviewing the documents. The project site area will disturb more than an acre
of soil, which will require the preparation of a Storm Water Pollution Prevention Plan
(SWPPP). A SWPPP is required by the California Regional Water Resources Control
Board for any construction activity that disturbs an acre or more of soil. The SWPPP
documents how a construction site will control potential storm water pollution that would
be generated during construction of the project. The City has two options:
1. Require that the SWPPP be developed by the construction contractor;
2. Prepare the SWPPP prior to award of construction.
After discussion with Phoenix, it is recommended to move forward with development of
the SWPPP prior to selection of a contractor. Developing a SWPPP ahead of contract
award will enable the City to file for Waste Discharge identification prior to selection of a
contractor which will help to prevent project delays.
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Honorable City Council
February 1, 2017
Page 2
FISCAL IMPACT
Amendment No. 3 includes an increase of $5,020.00. Phoenix's total not to exceed
amount will increase from $95,628.00 to $100,648.00.
The current CIP 8063 Budget* includes:
Expense Line Description FY 16/17 Budget
2001.430.00032.55300 Capital - Prof Serv. $ 60,000.00
2434.430.00032.55300 Capital - Prof Serv. $ 35,628.00
2434.430.00032.55200 Infrastructures $ 281,409.00
Total $ 377,037.00
*After CIP Roll-over
The CIP Budget will require an additional $5,020.00 for Professional Services. Staff
proposes at this time to perform a budget line item transfer from Infrastructures to
Professional Services, rather than increase the overall budget.
STAFF RECOMMENDATION
Authorize the City Manager to sign Amendment No. 3 to the Agreement with Phoenix Civil
Engineering, Inc. for SWPPP preparation services, in an amount not to exceed
$5,020.00, for a total Agreement amount not to exceed $100,648.00, subject to final
language approval of the City Manager.
Attachment: Amendment No. 3
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AMENDMENT NO. 3
TO AGREEMENT BETWEEN THE CITY OF MOORPARK AND PHOENIX CIVIL
ENGINEERING, INC. FOR METROLINK STATION NORTH PARKING LOT
EXPANSION DESIGN
This Amendment No. 3 to the Agreement between the City of Moorpark, a
municipal corporation ("City"), and Phoenix Civil Engineering, Inc., a corporation
("Consultant"), for engineering design services ("Agreement"), is made and entered into
the day of , 2017.
RECITALS
WHEREAS, on February 16, 2016, the City and Consultant entered into an
Agreement to have the Consultant provide engineering design services in the amount of
fifty-nine thousand nine hundred two dollars ($59,902.00) plus a ten percent (10%)
contingency in the amount of five thousand nine hundred ninety dollars ($5,990.00) for a
total amount of sixty-five thousand eight hundred ninety-two dollars ($65,892.00); and
WHEREAS, on May 6, 2016, the City and Consultant executed Amendment No.
1, specifying when administrative fees would be considered for reimbursement costs;
and
WHEREAS, on August 4, 2016, the City and Consultant executed Amendment
No. 2, adding Exhibit D to the Agreement for lighting design and electrical engineering
services as well as landscape architectural services and increasing the compensation
from sixty-five thousand eight hundred ninety-two dollars ($65,892.00) by a value of
twenty-nine thousand seven hundred thirty-six dollars ($29,736.00), for a total contract
value of ninety-five thousand six hundred twenty-eight dollars ($95,628.00); and
WHEREAS, City has requested that Consultant assume additional tasks,
including preparation of a Storm Water Pollution Prevention Plan (SWPPP) and filing
the SWPPP with the California State Water Resources Control Board; and
WHEREAS, Consultant has provided a Proposal dated January 13, 2017, which
is attached hereto as Exhibit E, in the amount of five thousand twenty dollars
($5,020.00); and
WHEREAS, the City and Consultant now desire to amend the Agreement to
increase the compensation for services to be performed by Consultant from ninety-five
thousand six hundred twenty-eight dollars ($95,628.00) by a value of five thousand
twenty dollars ($5,020.00), for a total contract value of one hundred thousand six
hundred forty-eight dollars ($100,648.00), and document said agreement to amend by
jointly approving Amendment No. 3 to the Agreement.
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NOW, THEREFORE, it is mutually agreed by and between the parties to the
Agreement as follows:
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 professional engineering services, as
set forth in Exhibit C, Exhibit D and Exhibit E. In the event there is a
conflict between the provisions of Exhibit C, Exhibit D and Exhibit E and
this Agreement, the language contained in this Agreement shall take
precedence.
Consultant shall perform the tasks described and set forth in Exhibit
C, Exhibit D and Exhibit E. Consultant shall complete the tasks according
to the schedule of performance which is also set forth in Exhibit C, Exhibit
D and Exhibit E.
Compensation for the services to be performed by Consultant shall
be in accordance with Exhibit C, Exhibit D and Exhibit E. Compensation
shall not exceed the rates or total contract value of ninety-one thousand
nine hundred fifty-five dollars ($91,955.00), plus a contingency in the
amount of eight thousand six hundred ninety-three dollars ($8,693.00) for
a total contract value of one hundred thousand six hundred forty-eight
dollars ($100,648.00) 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."
II. Paragraph 2 of Section 5, PAYMENT, is amended by replacing it in its entirety as
follows:
"The City agrees to pay Consultant monthly, in accordance with the
payment rates and terms and the schedule 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 a total contract value of
ninety-one thousand nine hundred fifty-five dollars ($91,955.00), plus a
contingency in the amount of eight thousand six hundred ninety-three
dollars ($8,693.00) for a total contract value of one hundred thousand six
hundred forty-eight dollars ($100,648.00) for the total term of the
Agreement unless additional payment is approved as provided in this
Agreement."
Ill,. Remaining Provisions:
Except as revised by this Amendment No. 3, all of the provisions of the
Agreement shall remain in full force and effect.
Amendment No. 3 to Agreement between City of Moorpark and Phoenix Civil Engineering, Inc.
Page2 47
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 Jon Turner
City Manager President
Attest:
Maureen Benson, City Clerk
Amendment No. 3 to Agreement between City of Moorpark and Phoenix Civil Engineering, Inc.
Page 3 4 8
•
Exhibit E
Phoenix Civil Engineering, Inc.
4532 Telephone Road, Ste. 113 Ventura, Ca 93003 805.658.6800
info Vii:phoenixcivil.com www.phoenixcivil.com
Mr. Shaun Kroes January 13,2017
City of Moorpark
799 Moorpark Ave.
Moorpark,CA 93021
City of Moorpark—Metrolink Station Parking Lot Expansion Design-Proposal for SWPPP
Preparation Services
Dear Shaun-
Per our discussion, attached is the SWPPP preparation services proposal. It covers preparation of the
document. I can upload it also if you make me a data submitter. Based on our conversations and
continuing the numbering from the original proposal, I have prepared my proposal to include the
following:
•
Phase 2: Design
Task 210: . Preparation of SWPPP Document
•
I.appreciate the opportunity to continue to assist you with this project.
Please let me know if you have any questions or would like to discuss my proposal.
Sincer- ,
fiC
0 .
Jon T mer,PE
Princ pal;Engin er
• 49
January 13, 2017
•
Scope of Services
Background/Project Understanding
The City of Moorpark is investigating the possibility of improving the existing north parking lot areas
serving the Metrolink station. Per our discussions,there are two sites that are currently being considered
for redevelopment to provide additional parking spaces for the nearby Metrolink Station. These sites
include: a portion of the vacant lot west of the existing parking lot on East High Street(approximately
18,000 sf)and the former site of the Pacific Pride Station(east of the Kahoots parcel which is
approximately 23,000 sf). Additionally, conceptual consideration will be included for the existing
parking lot which is approximately 31,800 sf(pavement improvements/post construction BMPs). As part
of the project a Storm Water Pollution Prevention Plan(SWPPP)is required to be prepared and filed with
the State of California in order to proceed with construction of the improvements. It is advised that the
City prepare the SWPPP in order to get it approved prior to commencement of construction otherwise,the
start of construction could be delayed. Based on our conversation,I have prepared my proposal to
include the following:
Task 209: Preparation of Project Storm Water Pollution Prevention Plan(SWPPP)
It is my understanding that this project is required to meet the SWPPP requirements because it is over one acre.
Because of the size of the parcel,a Storm Water Pollution Prevention Plan is required. This project will be
subject to the requirements of the new Ventura County MS4 permit guidelines that were adopted in May of
2009 and amended in July 2010. A SWPPP will be prepared for the proposed development and improvements
in accordance with the MS4 permit and the County of Ventura Development Standards.
The following efforts are included in this task:
• Preparation of the site.SWPPP package that reflects the proposed improvements and the best
management practices for the parcel development.
• Filing of the document with the State via the SMARTS interface is included.
Deliverable: One(1)printed copy of the project SWPPP will be provided to the City of Moorpark for their
files. One electronic(CD)copy with the SWPPP document in.pdf format will be provided to the City for their _
files. The City will need to add me as a data submitter to the project.
Schedule
The work associated with Task 210 will be made a top priority. Every effort will be made to address the City
comments to make the project successful.
Fees
Work associated with Task 210 is estimated to cost$5,020. A breakdown of the tasks is listed below:
Task 210: Preparation of SWPPP Document $5,020
Original Contract Amount $86,935
Revised Contract Amount $91,955
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