HomeMy WebLinkAboutAGENDA REPORT 1995 0104 CC REG ITEM 08FCITY OF MOORPARK
AGENDA REPORT
TO: The Honorable City Council
FROM: Christine Adams, Director of Community
ITEM19?a
Fe�
N EW -F"i L-6
) 11,6_00
DATE: December 12, 1994 (Meeting of January 4, 1995)
•
SUBJECT: Consider Approval of a Contract to Provide Contract
Administration Services Related to the Design and
Construction of Park Improvements at the Downtown
Park Site.
OVERVIEW
This requests authorization t�- retain the services of a
Contract Administrator to coordinate and administer a number
of design and construction contracts related to the park
improvements at the Downtown Park s-i_te.
DISCUSSION
A. Background
As part of the budget process for FY 94/95, the City
Council approved $1,100;000.00, for the park improvement
for the Downtown Park site. The City Council further
approved a conceptual design for the park at the
November 2, 1994 City C, -uncil Meeting. Staff has
solicited proposals for design and preparation of the
plans and specifications aid will present the proposed
contract to the City `cir.cil for consideration on
January 18, 1995.
B. Contract Administration
The key to assuring a successful project lies with the
effective coordination of a,-',-I. of the above and many other
related efforts. In orde.- t.c provide the degree of
coordination and administration necessary, it is
recommended that the (`It,,, retain the services of a
qualified Contract Admin, sI_i tt:)r. .
The City is in receipt of a
services from Phil Vein Dt
past, Mr. Vein has provided
in coordinating constructic
of Arroyo Vista Communit.
the Arroyo VJ.sta Rec _( a
Proposal (attached) for such
Pi con , Inc. In the recent
similar services to the City
1 ef_fo:r -t.s of the first phase
�,a rk a--,d the construction of
i )I C Inter. Through his
expertise and diligent efforts, both projects stayed
within budget, and some surplus funds are being applied
to the additional site improvements planned for this
fiscal year.
Mr. Vein, in his Proposal, identified proposed services
for both site improvements at: Arroyo Vista Community Park
and the overall park development at the downtown park
site. The City Council has previously approved
contracting with Picon foi the site improvements at
Arroyo Vista Community Park. Staff had decided to defer
taking action on any work related with the downtown park
site until the City Courncia has had an opportunity to
review and approve the conceptual design. Now that the
design has been approved and construction design is about
to start, staff would recommend that the City Council
take action regarding contract administration for the
downtown park site with Pico: Inc.
It is recommended that the
City retain the service of
Picon to provide desi,_tn
and construction contract
administration services � -cr
t_he park improvements at the
downtown park site. It =i_:
proposed that said services,
to be provided under the d.recti:_n
of the Director of
Community Services, includ+
those tasks generally set
forth in the attached PI-opu
S&1 , t(.) be more clearly set
forth in an Exhibit to a t:indard
Professional Services
Agreement. The hourly rare-
for these services shall be
$55.00. Applied to the ,iticipated
number of hours
required, the estimated
-a1 fee would be a Not to
Exceed amount of $15,840.0(.
If contracts were to be let
separately for the various p_rk
improvements, there would
be an additional cost cf
.',640 (48 hours of Picon's
time), to manage the varou:.,
contracts. Picon estimates
that there would be a w
ings 'f contracts are let
separately of approximatel,
?' which would more than
make up for the increased ( :jntract,
administration costs
which would be incurred by f
: c )ri fc., the time involved in
managing numerous separatE� ,
it rEiCt' .
With Picon already coiA ., a:.ted to handle project
administration on the sits1 i:-lprovements at Arroyo Vista,
Picon has identified tr a . '_.'IIF_re could be an overall
savings on both projec.: if project construction
overlaps. Picon's propcs,_z_. cri page 4, indicates that
the price for contract a Lori r.i t rat ion can be reduced by
30% if this is the case, a d he Not To Exceed amount
will be reduced to $11,083. Ado to that the cost for
segmenting contracts, whi _J %olzid acrd 48 hours or $2,640,
staff has estimated that rt & _,)t al �rork done by Picon for
the Downtown Park Improvem it wc)ulc' be $13,728.
14 :'
C. Time Line
Upon awarding a contract: to Picon for Project
Administration, it is anticipated that all improvements
will take approximately 30 weeks to complete (nine weeks
for pre- construction, 18 weeks for construction, and 3
weeks for post - construction). Park improvements, if this
time line is strictly adhered to, could be completed by
the first week of October, 1995, fo.l.owed by the standard
60 day maintenance period..
RECOMMENDATION
Staff recommends that the City Council take the following
actions:
1. Approve the selection of icon, Inc. (Phil Vein) to
provide Contract Administration Services to the City
relative to the administration of design and
construction contracts `cr park improvements at the
Downtown Park Site.
2. Approve Consultant fees for said services in an amount
Not to Exceed $13,728.00 subject to the approval of the
City Manager.
3. Authorize the City Manages to sign necessary contract
documents relative to saicl : --ervice:, .
Attachment
Picon, Inc. Proposal of Alig..st 24, 1994
00090
PICON
P. O. Box 260885
Encino, CA 91426
(818) 990 -6808
August 24, 1994
Christine Adams
Director of Community Services
City of Moorpark
799 Moorpark Avenue
Moorpark, CA 93021
Re: Additional Improvements to Arroyo Vista Park and Development
of Downtown Park - Consulting Services
Dear Ms. Adams:
We are familiar with both sites, have reviewed the information available for both sites and
pursuant to our conversation, submit the following proposal for project coordination, contract
administration and consulting services.
Scope of Services - Both Projects
1. Prepare and mail R.F.P. , analyze proposals and negotiate with landscape
architects on final design and working drawings.
2. Review all documents, plans, specs, requests and proposals as they progress and
coordinate completeness.
3. Attend pre -bid and pre - construction meetings with architect, other consultants,
contractors and city staff.
4. Coordinate bidding, contracts, quality control and contract compliance.
5. Visit field operations on a regular basis, coordinate with contractor, architect, city
and other interested parties to expedite job, control costs and maintain progress
and quality.
6. Review and approve all payment requests including proper releases and
recordkeeping. Coordinate with city accounting department on reporting and
report forms.
7. Review, negotiate and coordinate contractor's schedule of values and construction
schedule.
00091
Christine Adams
August 23, 1994
Page 2
Scope of Services - Both Projects
8. Provide claim analysis and settlement negotiations.
9. Design suggested forms, contracts and systems for recordkeeping and
communication to give the city maximum protection.
10. Set up and maintain a line of communication with all parties.
Administration /verification of payroll reports are not part of this proposal. However, files will
be maintained on certified payroll copies.
Arroyo Vista Park
The project consists of:
1.
Ball field improvements and lights
2.
Restroom /concession building
3.
Site preparation and utilities
4.
Play equipment
5.
Hardscape
6.
Roller hockey court
7.
Picnic shelter and tables
8.
Drinking fountains
Barbecues, benches and trash receptacles are by owner.
No road or parking lot improvements are anticipated.
We anticipate 8 hours per week (average) would be required for pre and post construction
services and 11 hours per week (average) during site and construction work. This includes
travel time.
Based upon the above, the time breaks down as follows:
Pre - construction
7 weeks @ 8 hours /week 56 hours
Construction
14 weeks @ 11 hours /week t54 hours
Post - construction
3 weeks @ 6 hours /week 18 hours
TOTAL HOURS 228 hours
@ $55 hour (not to exceed) $12,540.00
00092
Christine Adams
August 23, 1994
Page 3
The two major contracts would be landscape architecture (including structures) and a general
contract for everything.
If separate contracts are let for the various elements, i.e. utilities, lighting, structures, roller
hockey court, hardscape and balance of work, approximately 12% (minimum) may be saved
over one general contract. This will more than IRy the management coordination fees and would
easily include the additional 48 hours (maximum) @ $55 /hour (not to exceed) $2640 - necessary
to segment the bidding and contracts.
When we are retained to do the contract administration, it would probably reduce the architect's
fee for construction administration by at least $4,000 and, as with our past performance, save
the city time and money.
Downtown Park (Also see scope of services -- page 1 of proposal)
The park consists of approximately 8 acres (flat). The project consists of:
1.
Site and improvement design
2.
Ball diamonds
3.
Picnic shelter
4.
Restrooms
5.
Landscape and irrigation
6.
Tot lot /play equipment
7.
Fencing
8.
Parking lot
Alternate #1
As a se crate project, with no overlap of improvements at Arroyo Vista Park:
We anticipate 8 hours per week (average) would be required for pre and post
construction services and 12 hours (average) per week (more site work) during site and
construction work. This includes travel time.
00093
Christine Adams
August 23, 1994
Page 4
Based on the above, the time breaks down as follows:
Pre - construction
9 weeks @ 8 hours /week 72 hours
Construction
18 weeks @ 11 hours /week 198 hours
Post - construction
3 weeks @ 6 hours /week 18 hours
@ $55 /hour = (not to exceed) $15,84 0
Alternate #
288 hours
If the downtown park construction overlaps construction at Arroyo Vista Park, the price
of the downtown park will be reduced by 30% (minimum) and the "not to exceed"
amount will reduce to UL188.00.
If the site, landscaping and construction are segmented and let with separate contracts at
least 12% (minimum) may be saved as opposed to awarding one contract for al of the
work. Again, this would more than pay for the construction fees. Segmenting the
contracts for this portion of the work would also add 48 hours or $2,640 to the base
proposal.
Staff will also save approximately 110% of the hours we estimate it will take to perform
our services on both projects.
This proposal is not to exceed amount based upon actual time spent and backed u b
detailed monthly statements showing date, work erformed p y
hours spent. p ,people called, meetings and
The hours are estimated, taking into consideration that the plans and specifications will
be reasonably complete and that the contractors perform their work in a timely manner,
according to plans and specifications and that no major delays, changes or unusual
disputes are encountered.
Clerical is $38 /hr. However, the city may elect to furnish clerical, in which case no
change would be made.
00094
Christine Adams
August 23, 1994
Page 5
When we are in the area for other clients, travel time will be shared proportionately.
Philip Vein will be the only representative of Picon during the work under this contract.
These services will be provided using our best knowledge and expertise to protect the city's
interest in the proposed development. We are acting in an advisory capacity only and all final
decisions will be made by the city. We are not responsible for the accuracy or performance of
other consultants, contractors, agents or employees of the city or any other persons or entities
not under our control.
Contract terms will be per mutual agreement. We appreciate the opportunity to offer this
proposal and are confident that we can continue to provide the services that will save the city
time, money and problems.
The key to assuring a successful project lies with the effective coordination of the many phases
of the project and other related efforts. Our 30 years (plus) of industry experience assures that
we are well qualified to provide the degree of coordination and administration necessary for
successful completion of this project.
In addition to the City of Moorpark, you may contact the City of Simi Valley, City Manager and
Rancho Simi Recreation and Park District, Assistant General Manager for additional references.
We have enjoyed our relationship with the city in our management of improvements to Arroyo
Vista Park, the community center, the facility signs and park improvements and we look forward
to meeting with you to discuss this proposal and the many aspects and economics of the
continued development of Arroyo Vista Park
Thank you for your consideration.
Very truly yours,
Picon Inc. - --
Philip H. Vein, President
PHV:ju
00095