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Home My WebLink About7/11/2012 - STAFF REPORTS - 2.U. QpLM S.. c V N PbP<i4. c4`'FOSL City Council Staff Report Date: July 11, 2012 CONSENT CALENDAR Subject: APPROVAL OF AMENDMENT NO. 5 TO CONTRACT SERVICES AGREEMENT NO. 4780 WITH DOKKEN ENGINEERING FOR THE BELARDO ROAD BRIDGE & ROADWAY WIDENING, CITY PROJECT NO. 87-49 From: David H. Ready, City Manager Initiated by: Public Works and Engineering Department SUMMARY An amendment to the contract services agreement with Dokken Engineering is recommended to include construction phase services (contract administration, materials testing, and inspection) for the Belardo Road Bridge & Roadway Widening, City Project 87-49. RECOMMENDATION: 1) Approve Amendment No. 5 to Agreement No. 4780 with DolCken Engineering, in the amount of $92,500 for a total revised contract amount of $862,740 for the Belardo Road Bridge & Roadway Widening, City Project 87-49; and 2) Authorize the City Manager to execute all necessary documents. STAFF ANALYSIS: On October 1, 2003, the City Council approved Agreement No. '4780 with Dokken Engineering to provide civil engineering design services for the Belardo Road Bridge & Roadway Widening, City Project 87-49. This project will extend Belardo Road between Sunny Dunes Road and S. Palm Canyon Dr., including construction of a new bridge across Tahquitz Creek and various street improvements to Sunny Dunes Road, Mesquite Avenue, and Morongo Road. On May 4, 2011, the City Council approved the plans and specifications, and authorized bidding for this project. As a federally funded project, this project is subject to Caltrans M NO. a J City Council Staff Report June 20, 2012- Page 2 Amendment No. 5 to Agreement No. 4780 and Federal Highway Administration (FHWA) oversight, therefore, it is recommended that the City's consultant take on the responsibility to ensure the construction of this project complies with all state and federal rules. Staff has negotiated a contract amendment with Dokken Engineering in the amount of $311,600 to provide the City with turnkey construction phase services for this project. On June 1, 2011, the City Council approved the contract amendment with Dokken Engineering for a total revised contract amount of$770,240. During the construction it has become necessary to increase the consultant's inspection and management involvement to closely monitor the contractor and to ensure compliance with the contract documents. Due to additional tasks and extra work for difficult weather conditions, the project has exceeded the working day allowance which requires greater construction management presence. Liquidated damages will be charged for unjustified contractor's delay. This contract amendment is based on a project schedule of 180 working days which exceed the originally budgeted 140 working days for construction management. The additional cost is $92,500 increasing the Construction Services amount to $404,100 for a total revised contract amount of $862,740. The estimated construction cost of this project is approximately $3,450,000 — and the construction phase services represents 11.79% of this cost. Generally, construction administration/inspection costs vary from 10%-15% of the construction estimate, depending upon the complexity of the project. Staff recommends Council approve the contract amendment which will ensure the consultant is available to provide the required construction services. FISCAL IMPACT: The total estimated cost of the construction phase of this project (including construction inspection and administration, and contingencies) is estimated at $4,351,942. Of the original $3,000,000 PLHD federal grant, $2,325,194 remains available for construction (prior funds were used for the environmental and design phases). This leaves a balance of $2,026,748 to be funded with local funds. However, the Agua Caliente Band of Cahuilla Indians ("Tribe") has agreed to provide funding for this project with its own federal IRR funds. A maximum of $2,035,362 in IRR funding is available to the City pursuant to a funding agreement with the Tribe previously approved by the City Council on May 4, 2011. Costs associated with this contract amendment will be covered by the IRR funding made available by the Tribe. No local miscellaneous General Funds,will be required for this project. 02 City Council Staff Report June 20, 2012- Page 3 Amendment No. 5 to Agreement No. 4780 SUBMITTED: Prepared by: Recommended by: AL George F. Farago David J. Barakian Associate Civil Engineer Director of Public Works/City Engineer Approved by: Thomas J. 0 on, Asst. City Manager David H. Ready, City MaaaggF Attachments: 1. Amendment No. 5 to Agreement No. 4780 03 AMENDMENT NO. 5 TO CONTRACT SERVICES AGREEMENT NO. 4780 WITH DOKKEN ENGINEERING BELARDO ROAD BRIDGE & ROADWAY WIDENING CITY PROJECT NO. 87-49 FEDERAL PROJECT NO. PLHL-5282(020) The following articles of Agreement No. 4780 are hereby amended to read as follows: SECTION 2.1 Maximum contract amount is amended to Eight Hundred Sixty Two Thousand Seven Hundred Forty Dollars ($862,740.00). SCHEDULE OF COMPENSATION (Exhibit`C")— Exhibit`C" is amended as follows: See the attached Exhibit "C" SCHEDULE OF COMPENSATION "REVISED CONSTRUCTION SERVICES" Purchase Order Number(s): 416389 Agreement Number: 4780 Original City Council Approval: October 1, 2003 Original Contract Amount: $ 325,000 Amount of Prior Increases $ 445,240 Amount of This Increase $ 92,500 Amended Total: $ 862,740 SIGNATURES ON NEXT PAGE 04 Except as specifically amended by this Amendment No. 5, all terms and provisions of Agreement No. 4780 remain in full force and effect. ATTEST: CITY OF PALM SPRINGS, a California chartercity By: City Clerk By: City Manager APPROVED AS TO FORM: By: City Attorney CONSULTANT: DOKKEN ENGINEERING 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 T,treasurer,or Chief Financial Officer). By: Lz_r � By: I` G Notarized Signature of Chairman of Board, No rud Si egnal e S cretary,Asst Secretary, President or any Vice President Treasurer,Asst treasurer or Chief Financial Officer Name: ��-, �/ LOB Name: Title: Title: State of Ccx( Stateof CC&(114r✓ 1'e, Countyof Scnc✓'a4 ,em4�_ss County of Sacramalp,40 sss On 465 12 before me, Ca w«a v, &S CkF On 6 1S 1 Z before me, CAkK rn v. Sc"ct(c' personally appeared lCtc�Aa CL T- L P personally appeared Cet4!) C(n CL, who proved to me on the basis of satisfactory evidence)to be who proved to me on the basis of satisfactory evidence)to be the person(e)whose name(e) is/are-subscribed to the within the person(s) whose name(*is/ere subscribed to the within instrument and acknowledged to me that helsheAheq instrument and acknowledged � to me that he/she/they executed the same in hisA%Aheir authorized capacity(ies} executed the same In hislher/their, authorized capacity(ie* and that by his/hadtheir_signature(* on the instrument the and that by hielher/their signatufe(s}on the instrument the person*, or the entity upon behalf of which the persons) person(,): or the entity upon behalf of which the person(s}- acted,executed the instrument. acted,executed the instrument ' I certify under PENALTY OF PERJURY under the laws of the I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and State of California that the foregoing paragraph is true and correct. correct. WITNESS my hand and official seal. WITNESS my hand and official seal. Notary Signature: Notary Signature: Notary Seal: Notary Seal: CAMRAN SADEGHI r. CAMRA i SADEGHI 19; COMM. #1945483 z o COMM. #1945483 = m Notary Public-California o rc m Notary Public -California o Z Sacramento County Sacra o County My Comm.Ex ices Jul 25,Wls Comm.Ex yres;u 25,20151 05 EXHIBIT "C" SCHEDULE OF COMPENSATION The following is the revised Exhibit"C", Schedule of Compensation, including Amendment No.5: PHASE 1 - Preliminary Engineering and Studies: $155,100 PHASE 2- Final Engineering Design: $199,900 PHASE 3- ENVIRONMENTAL MITIGATION AND MONITORING SERVICES Task 1.0 Environmental Permitting $32,160 Task 2.0 Environmental Specification Review $ 9,970 Task 3.0 Mitigation Monitoring Plan $61,510 REVISED CONSTRUCTION SERVICES The following budgeted hours are based on a project schedule of 180 working days. Previous This Incrtase Project Manager: ( 36 + 23) hours @ $200/hour = $7,200 + $4,600= $11,800 Resident Engineer: (360+240) hours @ $150/ hour= $54,000 + $36,000 = $90,000 Structures Inspector: (320+320) hours @ $120/ hour= $38,400 + $38,400 = $76,800 Inspector: 360 hours CD $100/ hour = $36,000 = $36,000 Subtotal-Construction Inspection: $135,600 + $79,000 = $214,600 Materials Testing: $45,000 $45,000 Quality Assurance Testing: $10,000 $10,000 Labor Compliance: $27,000 + $9,000 = $36,000 Architectural Fabrication: $26,000 Design Support: $50,000 Equipment/ Per Diem: $18,000 + $4,500' _ $22,500 Subtotal Construction Services: $311,600 + $92,50q = $404,100 TOTAL PHASE 3: $415,240 + $92,500 = $507,740 GRAND TOTAL OF CONTRACT $770,240 + $92,500 = $862,740 END OF EXHIBIT°C' 06