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HomeMy WebLinkAboutAGENDA REPORT 2017 0906 CCSA REG ITEM 10P ITEM 10.P. CITY OF MOORPARK,CALIFORNIA City Council Meeting MOORPARK CITY COUNCIL ACTION: A„ , AGENDA REPORT �� "' TO: The Honorable City Council FROM: Jeremy Laurentowski, Parks and Recreation Director BY: Chris Ball, Management Analyst DATE: August 21, 2017 (CC Meeting of September 6, 2017) SUBJECT: Consider Amendment No. 1 to Agreement with Phoenix Civil Engineering, Inc. for Construction Management Services for the Pedestrian Access Improvements at the Civic Center Project (CIP Project C0014) BACKGROUND & DISCUSSION In March 2014, the City Council approved an Agreement with M3 Civil, Inc. to design pedestrian access improvements for the Moorpark Civic Center (Civic Center). The final design addresses a number of Civic Center accessibility and vehicular traffic flow issues. A safe path of travel for pedestrians that is compliant with current Americans with Disabilities Act (ADA) standards will be added from Moorpark Avenue to the Civic Center buildings. Accessible parking for the Civic Center buildings, playground, and library will be reconfigured to comply with ADA requirements. The design also adds a pass-thru connection between the northern most parking lot and the middle lot, allowing passenger cars and delivery vehicles to circulate through the parking lot, eliminating the need to back up to turn around. Additionally, the bus stop will be relocated to an expanded bus turnout located on the north side of the library parking lot, relieving the congestion in front of the. Community Center and Active Adult Center (AAC) caused by the current bus stop configuration. ADA compliant pathways will provide access from the new bus stop location to all of the Civic Center buildings and the library. After recent review of the project plans, staff has identified a number of engineering and constructability improvements that are desired prior to taking the project to bid. These include improvements to the sub-standard library parking lot and parking area south of the library in anticipation of future site improvements and uses, as well as modifications to the pedestrian walkway design at the north end of the Civic Center parking lot. On February 15, 2017 the City Council approved an Agreement with Phoenix Civil Engineering, Inc. (Phoenix) for construction management services for the Pedestrian 503 Access Improvements Project. Staff feels that it would be advantageous to have Phoenix complete the desired plan modifications in order to keep the project on schedule. Given that Phoenix will be managing the project during construction, it is also anticipated that any further plan modifications due to field conditions will also be prepared by Phoenix. Staff has requested a proposal from Phoenix for site plan modifications to incorporate the desired engineering updates. Additionally, staff is requesting the addition of contingency funds to the Agreement in the amount of $3,500 to cover unanticipated design changes that may arise during construction. Since plan modification services and contingency moneys were not included in the original Agreement, staff is requesting that City Council approve Amendment No. 1 (Attachment 1) to add these items to the Agreement with Phoenix. FISCAL IMPACT Amendment No. 1 includes an increase of $16,292.00 for site plan modifications, and $3,500.00 for contingency. The total not to exceed amount will increase from $46,465.00 to $66,257.00. The current CIP budget for C0014 includes: Expense Line Description FY 17/18 Budget 2001.171.00014.55300 Professional Services $ 11,759.00 2411.171.00014.55300 Professional Services $ 11,759.00 2001.171.00014.55500 Improvements Other Than Bldgs $ 473,764.00 2411.171.00014.55500 Improvements Other Than Bldgs $ 59,264.00 2414.171.00014.55500 Improvements Other Than Bldgs $ 20,000.00 Total: $ 576,546.00 The CIP Budget will require an additional $19,792 for Professional Services. Staff proposes at this time to perform a budget line item transfer from Improvements Other Than Buildings (2001 and 2411), rather than increase the overall budget. STAFF RECOMMENDATION Approve Amendment No. 1 to Agreement with Phoenix Civil Engineering, Inc., and authorize City Manager to sign the Agreement, subject to final language approval of the City Manager, Attachment—Amendment No. 1 504 Attachment 1 AMENDMENT NO. 1 TO THE PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF MOORPARK AND PHOENIX CIVIL ENGINEERING, INC. FOR CONSTRUCTION MANAGEMENT SERVICES FOR CIVIC CENTER ACCESSIBILITY IMPROVEMENTS PROJECT This Amendment No. 1 to the Agreement between the City of Moorpark, a municipal corporation ("City"), and Phoenix Civil Engineering, Inc., a corporation ("Consultant"), for engineering peer review and construction management services ("Agreement"), is made and entered into the day of 2017. RECITALS WHEREAS, on March 2, 2017 the City and Consultant entered into an Agreement to have the Consultant provide engineering peer review and construction management services; and WHEREAS, the City has the need for additional design modification services for the Civic Center Accessibility Improvement Project; and WHEREAS, the Consultant has submitted a proposal dated July 30, 2017, which is attached hereto as Exhibit D; and WHEREAS, the City and Contractor now desire to amend the Agreement to increase the compensation for services to be performed by Contractor from forty-six thousand four hundred sixty-five dollars ($46,465.00) by a value of sixteen thousand two hundred ninety-two dollars ($16,292.00), plus a contingency in the amount of three thousand five hundred dollars ($3,500.00), for a total contract value of sixty-six thousand two hundred fifty-seven dollars ($66,257.00), 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, 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 engineering peer review and construction management services for the Civic Center Accessibility Improvements Project, as set forth in Exhibit D. In the event there is a conflict between the provisions of Exhibit D and this Agreement, the 505 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 contract value of sixty-two thousand seven hundred fifty-seven dollars ($62,757.00), plus a contingency in the amount of three thousand five hundred dollars ($3,500.00), for a total contract value of sixty-six thousand two hundred fifty-seven dollars ($66,257.00), 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." III. Section 5, PAYMENT, is amended by replacing the second paragraph 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 D, based upon actual time spent on the above tasks. This amount shall not exceed sixty-two thousand seven hundred fifty-seven dollars ($62,757.00), plus a contingency in the amount of three thousand five hundred dollars ($3,500.00), for a total contract value of sixty-six thousand two hundred fifty-seven dollars ($66,257.00), for the total term of the Agreement unless additional payment is approved as provided in this Agreement." IV. 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 Jon Turner City Manager Principal Engineer Attest: Maureen Benson, City Clerk _ Amendment No. 1 to Agreement between City of Moorpark and Page 2 5 0 6 Phoenix Civil Engineering, Inc. EXHIBIT D Phoenix Civil Engineering, Inc. 4532 Telergyhone Road Ste. 1 13 Ventura. Ca 93002 805.658.6800 info a phoenixcivil.com www.phoenizcivi!.corn Mr. Christopher Ball February 3, 2017 City of Moorpark REVISED July 30, 2017 799 Moorpark Ave. Moorpark, CA 93021 City of Moorpark—Civic Center Accessibility Improvements Project—Revised Proposal for Peer Review and Construction Management Services Dear Mr. Ball- I am pleased to provide you with this revised proposal for engineering peer review and construction management services associated with the Civic Center Accessibility Improvements project. The proposed improvements consist of removal of specific areas at the Moorpark Civic Center to improve traffic circulation in the parking lot, increase parking lot spaces as well as provide for accessible path of travel improvements within the Civic Center complex. This proposal covers engineering peer review services related to the design improvements by others, site plan modifications and construction management of the project when in construction. Based on my understanding, I have prepared my revised proposal to include the following: Task 101: Engineering Peer Review Task 102: Site Plan Modifications Task 103: Preconstruction Meeting Task 104: Submittal Review/RFI Processing Task 105: Construction Observation Task 106: As Needed Support Task 107: Project Management 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. All work will be billed on a time and materials basis. Please let me know if you have any questions or would like to discuss my revised proposal. incerel ,i ei Maid Jon T;mer, PE Princ':al Engin:-r 507 February 3, 2017 REVISED July 30,2017 Scope of Services Background/Project Understanding The City of Moorpark Civic Center is located on Moorpark Road. The existing campus has City Hall,the Library and Adult Center as well as several other accessory buildings and parking lots. The City retained a design firm to develop parking lot circulation improvements as well as accessibility improvements for the site. The proposed improvements consist of removal of specific areas at the Moorpark Civic Center to improve traffic circulation in the parking lot, increase parking lot spaces as well as provide for accessible path of travel improvements within the Civic Center complex. The City has requested an engineering peer review of the design plans to identify any potential areas that warrant further analysis or redesign or compliance or cost saving opportunities. Additionally, the City has requested construction management services relating to the project construction. This proposal covers engineering peer review services related to the design improvements by others and construction management(including preconstruction meeting, submittal review, RFI response,site visits, project management and as needed support). Based on my understanding, I have prepared my proposal to include the following: Engineering Peer Review Services (Task 101) The design firm is not being retained by the City for the construction of the project. This task will review the existing plans and specifications to determine if there are areas where modifications can be made to improve the construction aspect of the project. Review of the contract documents package is included in this task as well as a review meeting with the City to discuss the comments. Thedeliverable for this task will be a letter memorandum summarizing the issues as well as a set of redline markups on the plans noting the identified issues/suggestions for improvement. Site Plan Modifications (Task 102) The City has requested that certain design modifications be made to the plans prepared by the design firm. This task will incorporate modifications to the existing design plans to address certain constructability items outlined as part of Task 101. The City has procured the design plans electronically so those will be used as a base file for the proposed modifications. Additionally, certain clarifications to the project specifications will be necessary and those will be made to the electronic files provided by the City. Responsibility of the design modifications will be with Phoenix Civil Engineering. Deliverable: One electronic copy of the Issued for Bid plans and specifications will be provided to the City for issuance to prospective contractors. Construction Management Services (Tasks 103 — 107) The construction phase services includes review of the project shop drawings. It is estimated that 15 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: Phoenix Civil Engineering,Inc. Civic Center Accessibility Improvements Project 5 0 8 Page 1 of 2 February 3, 2017 REVISED July 30, 2017 • • Task 103 Preparation for and 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 prepared. • Task 104 Review the project shop drawing submittals. It is anticipated that 15 submittals will be reviewed. In preparing this proposal, it was estimated that two reviews of the submittals will be conducted for approval. Also included in this task is responding to contractor's Requests For Information (RFIs). It is anticipated that up to 6 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 105 Up to 40 construction observation site visits will be performed. • Task 106 As needed construction manager support up to 40 hours relating to the civil engineering aspects(review and/or site visits) of the project. • Task 107 Project management tasks include meeting preparation and meeting summary document generation,direct contractor interface, preparation, review and execution of any project change orders,review of progress pay requests,coordination with outside utilities and City staff. 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 6. Fee Estimate Summary Work associated with Tasks 101 through 107 is estimated to cost$62,757. A breakdown of the level of effort is listed below: Task 101: Engineering Peer Review $4,568 Task 102: Site Plan Modifications $16,292 Task 103: Preconstruction Meeting $2,724 Task 104: Submittal Review/Requests for Information Processing $8,864 Task 105: Construction Observation $14,644 Task 106: As Needed Support $6,200 Task 107: Project Management $9,465 Assumptions In preparing the proposal,the following was assumed: • Up to 15 submittals will be reviewed for conformance with the design. • Up to 6 RFIs will be reviewed and executed. • Phoenix Civil Engineering,Inc. Civic Center Accessibility Improvements Project 5 0 9 Page 2 of 2 PHOENIX CIVIL ENGINEERING. 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%. 510 Phoenix Civil Engineering, Inc.4532 Telephone Road,Suite 113 Ventura,CA 93003 805.658.6800