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Home My WebLink About6/1/2016 - STAFF REPORTS - 2.O. ��CPLM Sq9 iy � c u' m W pS x Cprant `F°"N,P City Council Staff Report DATE: June 1, 2016 CONSENT CALENDAR SUBJECT: APPROVAL OF AMENDMENT NO. 3 IN THE AMOUNT OF $16,500 TO THE CONSULTING SERVICES AGREEMENT WITH INTERACTIVE DESIGN CORPORATION FOR THE JAMES O. JESSIE DESERT HIGHLAND UNITY CENTER OUTDOOR PERFORMANCE STAGE AND OUTDOOR BALL FIELD LIGHTING PROJECT, CITY PROJECT NO. 14- 18 FROM: David H. Ready, City Manager BY: Public Works & Engineering Department SUMMARY Approval of this action will approve additional budget for continued architectural support services provided by Interactive Design Corporation during the construction phase of the James O. Jessie Desert Highland Unity Center Outdoor Performance Stage and Outdoor Ball Field Lighting Project, City Project No. 14-18. RECOMMENDATION: 1. Approve Amendment No. 3 in the amount of $16,500 to the Consulting Services Agreement (A6697) with Interactive Design Corporation for revised total contract amount of $62,400 for the James O. Jessie Desert Highland Unity Center Outdoor Performance Stage and Outdoor Ball Field Lighting Project, City Project No. 14-18; and 2. Authorize the City Manager to execute all necessary documents. STAFF ANALYSIS: The City is the recipient of a Housing-Related Parks (HRP) Program grant from the State of California, Department of Housing and Community Development (HCD) in the amount of $266,575 for park and recreational improvements at the James O. Jessie Desert Highland Unity Center. On November 5, 2014, the City Council executed an agreement with the State of California for the HRP grant which is to award cities to make park and recreational improvements in communities where affordable residential units have been built, on a per-bedroom basis. The amount designated for the ITEM NO. Z,O City Council Staff Report June 1, 2016--Page 2 Approval of Amendment No. 3 to Agreement 6697 proposed project was calculated on the Rosa Gardens Apartments total bedroom count. The closest facility to Rosa Gardens is the James O. Jessie Desert Highland Unity Center. The proposed improvements include a new outdoor performance stage with ball field seating (funded with the HRP grant), as well as new outdoor ball field lighting funded through the Measure J Capital Fund. In early 2015, staff requested a proposal from its On-Call Architect, Interactive Design Corporation ("IDC'), to provide preliminary architectural design services associated with the Project. On June 8, 2015, the City Manager approved a Consulting Services Agreement (A6697), in the amount of $14,900, with IDC for preliminary architectural design services. On January 13, 2016, the City Council approved Amendment No. 1 in the amount of $10,000 to IDC for the retention of various sub-consultants as well as Amendment No. 2 in the amount of $21 ,000 for IDC to prepare construction documents. A total revised contract amount of $45,900 with IDC has been authorized to date. The scope of the Project includes construction of a raised outdoor performance stage and installation of new outdoor ball field lighting. The location of the Project is shown in Figure 1 below. s . . r .. 4 Figure 1 On March 2, 2016, the City Council awarded the construction contract to M. Brey Electric, Inc., to construct the raised outdoor performance stage and install new outdoor ball field lighting. As construction has commenced, it is necessary to retain the continued architectural services of IDC to provide support during the construction phase; IDC has submitted a proposal in the amount of $16,500 to provide continued 02 City Council Staff Report June 1, 2016 -- Page 3 Approval of Amendment No. 3 to Agreement 6697 architectural services for the Project. A copy of Amendment No. 3 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 15303 "New Construction or Conversion of Small Structures," Class 3 projects consist of construction and location of limited numbers of new, small facilities or structures such as electrical, and other utility extensions, as well as, accessory (appurtenant) structures, therefore, the James O. Jessie Desert Highland Unity Center Outdoor Performance Stage and Outdoor Ball Field Lighting Project, City Project. No. 14-18, is considered categorically exempt from CEQA, and a Notice of Exemption has been prepared and has been filed with the Riverside County Clerk. FISCAL IMPACT: As part of the 2012/2013 fiscal year budget, the City Council appropriated $80,000 from the Measure J Capital Fund for repairs/replacement of existing ballfield lighting at Desert Highland Park. Subsequently, in 2014 the City was awarded the HRP Program grant in the amount of $266,575; this funding is allocated as a reimbursable from the Capital Projects Fund (Fund 261). Sufficient funds are currently budgeted and available to approve Amendment No. 3 in the amount of $16,500 to the Consulting Services Agreement with IDC from the Measure J Capital Fund, Account No. 260-4500-59401. SUBMITTED: Marcus7L. Fuller, MPA, P.E., P.L.S. David H. Ready, Assistant City Manager/City Engineer City Manager Attachments: 1. Amendment No. 1 03 ATTACHMENT 1 04 AMENDMENT NO. 3 TO PROFESSIONAL SERVICES AGREEMENT NO. 6697 WITH INTERACTIVE DESIGN CORPORATION JAMES O. JESSIE DESERT HIGHLAND UNITY CENTER OUTDOOR PERFORMANCE STAGE AND OUTDOOR BALL FIELD LIGHTING PROJECT, CITY PROJECT NO. 14-18 The following articles of Agreement No. 6697 are hereby amended to read as follows: SECTION 3.1 Maximum contract amount is increased by $16,500 and the total amount of compensation is amended to $62,400. SCOPE OF SERVICES (Exhibit "A") - Exhibit "A" is amended as follows: Add the following Phase IV scope of work: Phase IV—Construction Administration a. Construction Administration for the Outdoor Performance Stage 1. Site observation by Architect and Consultants 2. Attend construction meetings 3. Review shop drawings submittals 4. Review pay requests if requested by City 5. Respond to questions from the field 6. Coordinate Contractor's notes 7. Review Contractor's as-built/record documents b. Construction Administration for the Outdoor Ball Field Lighting 1. Site observation by Architect and Consultants 2. Attend construction meetings 3. Review shop drawings submittals 4. Review pay requests if requested by City 5. Respond to questions from the field 6. Coordinate Contractor's notes 7. Review Contractor's as-built/record documents The Compensation identified on Exhibit"A" is hereby amended as follows: Compensation for Phase IV—Construction Administration shall be hourly based upon the standard rates of the Architect and his Consultants, not to exceed the following: a. Outdoor Performance Stage in the amount of$8,500 b. Outdoor Ball Field Lighting in the amount of$7,500 Reimbursable for expenses shall be on an allowance, not to exceed $500. Total Contract amount is increased by $16,500 and amended to a total amount of$62,400. 05 PURCHASE ORDER SUMMARY Purchase Order Number(s): 16-0379 Agreement Number: 6697 Original City Manager Approval: June 8, 2015 Original Contract Amount: $ 14,900 Amendment No. 1 $ 10,000 Amendment No. 2 $ 21,000 Amount of This Increase $ 16,500 Amended Total: $ 62,400 Account Number: 260-4500-59401 i 06 Except as specifically amended by this Amendment No. 3, all terms and provisions of Agreement No. 6697 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: Interactive Design Corporation 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