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Home My WebLink About8/3/2016 - STAFF REPORTS - 1.T. T �O@YALM SA9 iy c V N c.Cq`1FpO `V, City Council Staff Report DATE: August 3, 2016 CONSENT CALENDAR SUBJECT: APPROVAL OF AMENDMENT NO. 1 IN THE AMOUNT OF $6,690 TO THE CONSULTING SERVICES AGREEMENT WITH MRC ENGINEERING, INC., (A6434) FOR THE PALM CANYON DRIVE ELECTRICAL SYSTEM REPLACEMENT, CITY PROJECT NO. 14-20 FROM: David H. Ready, City Manager BY: Engineering Services Department SUMMARY Approval of this action will authorize additional design services provided by MRC Engineering, Inc., to continue with revising the electrical drawings for the Palm Canyon Drive Electrical System Replacement, City Project No. 14-20. RECOMMENDATION: 1. Approve Amendment No. 1 in the amount of $6,690 to the Consulting Services Agreement (A6434) with MRC Engineering, Inc., for a revised total contract amount of $28,990 for the Palm Canyon Drive Electrical System Replacement, City Project No. 14-20; and 2. Authorize the City Manager to execute all necessary documents. STAFF ANALYSIS: The City Council previously appropriated funding in the amounts of $900,000 from the Measure J Capital Project Fund for replacement and upgrading of the existing electrical system along Palm Canyon Drive, and $45,000 from the Measure J Capital Project Fund for replacement and upgrading of the existing irrigation system along Palm Canyon Drive. The construction drawings for the Palm Canyon Drive Electrical System Replacement, City Project No. 14-20, have been prepared by MRC Engineering, Inc., with a scope of work to replace the existing underground electrical infrastructure for decorative street lighting, palm tree lighting, and additional electrical services to support Village Fest vendors. In addition, construction drawings for Palm Canyon Drive Irrigation System ..�� ITEM NO. 1 City Council Staff Report August 3, 2016 -- Page 2 Approval of Amendment No. 1 to Agreement 6434 Improvements, City Project No. 14-21, have been prepared by Michael Buccino Associates with a scope of work to replace the existing irrigation and planting. These two capital projects have been combined into one single project for bidding. On September 2, 2015, the City Council took action to reject the bids received and authorize re-bidding the Palm Canyon Drive Electrical System Replacement, City Project No. 14-20, and Palm Canyon Drive Irrigation System Improvements, City Project No. 14-21. This action allowed staff to reevaluate the original design approach to incorporate value-engineering (cost reduction) measures to the underground electrical infrastructure portion of the project. A few potential value-engineering measures were discussed with the Department of Maintenance and Facilities included reconsidering the quantity of electrical meter services pedestals and spider boxes (power box generators) proposed for the project. In addition to, the reassignment of electrical circuits between decorative street lighting (including shooting stars), palm tree lighting and Village Fest vendors identified possible value-engineering measures. Staff concluded that a redesign of the underground electrical infrastructure to implement the value-engineering measures was required. Staff coordinated with MRC Engineering, Inc., regarding a redesign of the underground electrical infrastructure on Palm Canyon Drive and requested a proposal for the additional design effort required to revise the construction drawings, specifications, and estimates. MRC Engineering, Inc., submitted a proposal in the amount of $6,690 to incorporate a redesign and staff has prepared Amendment No. 1 to the agreement with MRC Engineering, Inc., to accommodate this additional work, which is included as Attachment 1. ENVIRONMENTAL IMPACT: Section 21084 of the California Public Resources Code requires Guidelines for Implementation of the California Environmental Quality Act ("CEQA"). The Guidelines are required to include a list of classes of projects which have been determined not to have a significant effect on the environment and which are exempt from the provisions of CEQA. In response to that mandate, the Secretary for Resources identified classes of projects that do not have a significant effect on the environment, and are declared to be categorically exempt from the requirement for the preparation of environmental documents. In accordance with Section 15301 "Existing Facilities," Class 1 projects consist of interior or exterior alterations involving such things as interior partitions, plumbing, and electrical conveyances; therefore, the Palm Canyon Drive Electrical System Replacement, City Project No. 14-20, is considered categorically exempt from CEQA, and a Notice of Exemption has been prepared and filed with the Riverside County Clerk. 02 City Council Staff Report August 3, 2016-- Page 3 Approval of Amendment No. 1 to Agreement 6434 FISCAL IMPACT: Sufficient funding is currently available to approve Amendment No. 1 in the amount of $6,690 to Consulting Services Agreement with MRC Engineering, Inc., in the Measure J Capital Fund, Account No. 260-4500-59417. SUBMITTED: Marcus L. Fuller, MPA, P.E., P.L.S. David H. Ready, Es Assistant City Manager/City Engineer City Manager Attachments: 1. Amendment No. 1 03 ATTACHMENT 1 04 AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT NO. 6434 WITH MRC ENGINEERING, INC. PALM CANYON DRIVE UNDERGROUND ELECTRICAL IMPROVEMENTS, CITY PROJECT NO. 14-20 The following articles of Agreement No. 6434 are hereby amended to read as follows: SECTION 3.1 Maximum contract amount is increased by $6,690 and the total amount of compensation is amended to $28,990. SECTION 4.4 Unless earlier terminated in accordance with Section 4.5 of Agreement No. 6434, this Agreement shall continue in full force and effect for a period of forty-eight (48) months, ending on August 1, 2017. The time for completion of the services to be performed by Consultant is an essential condition of this Agreement. Consultant shall prosecute regularly and diligently the work of this Agreement according to the agreed upon schedule of performances set forth in Exhibit "A" (attached). Consultant shall not be accountable for delays in the progress of its work caused by any condition beyond its control and without the fault or negligence of Consultant. Delays shall not entitle Consultant to any additional compensation regardless of the party responsible for the delay. SCOPE OF SERVICES (Exhibit"A") - Exhibit "A" is amended as follows: Add the following additional electrical scope of work: 1. Attend design coordination meetings with the City as required to coordinate the re-design of the project. 2. Re-design all Palm Canyon electrical infrastructure. 3. Re-design electrical drawings to accommodate existing 400 watt shooting star. 4. Remove proposed village fest spider box option from current electrical plans, panel schedules and load calculations. 5. Update all details as required per new re-design. 6. Revise all conductors and conduit sizes per new re-design. 7. Update and revise all panel schedules per new re-design. 8. Update and revise all single line diagrams. The Compensation identified on Exhibit"A" is hereby amended as follows: Compensation for additional electrical scope of services shall be hourly based upon the standard rates of the Engineer and his Consultants, not to exceed $6,690. Total Contract amount is increased by$6,690 and amended to a total amount of$28,990. 05 PURCHASE ORDER SUMMARY Purchase Order Number(s): 14-0580 Agreement Number: 6434 Original City Manager Approval: October 21, 2013 Original Contract Amount: $ 22,300 Amount of This Increase $ 6,690 Amended Total: $ 28,990 Account Number: 260-4500-59417 06 Except as specifically amended by this Amendment No. 1, all terms and provisions of Agreement No. 6434 remain in full force and effect. ATTEST: CITY OF PALM SPRINGS, a California charter city By: City Clerk By. City Manager APPROVED AS TO FORM: By City Attorney CONSULTANT: MRC Engineering , lnc. Check one: _Individual_Partnership X Corporation Corporations require two notarized signatures: One signature must be from the Chairman of Board, President, or any Vice President. The second signature must be from the Secretary, Assistant Secretary, Treasurer,Assistant Treasurer, or Chief Financial Officer). By: Notarized Signature of Chairman of Board, President By: Notarized Signature Secretary, Asst. Secretary, or any Vice President Treasurer,Asst.Treasurer or Chief Financial Officer Name: Name: Title: Title: 07