HomeMy WebLinkAbout5/7/2008 - STAFF REPORTS - 2.I. ;O pALM Sp?
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�Q`-FOR�,P. CITY COUNCIL STAFF REPORT
DATE: MAY 7, 2008 CONSENT CALENDAR
SUBJECT: AMENDMENT NO. 3 TO AGREEMENT NO. 5488 WITH ALLEN F.
SMOOT & ASSOCIATES, EXTENDING THE TERM AND APPOINTING
THE FIRM TO ACT AS OWNER'S REPRESENTATIVE ON THE
AIRPORT'S IMPROVE/MODIFY/REHAB TERMINAL COMPLEX
PROJECT, CP 07-09, AIP 3-06-0181-43, SUBJECT TO FEDERAL
AVIATION ADMINISTRATION (FAA) APPROVAL.
FROM: David H. Ready, City Manager
BY: Department of Aviation
SUMMARY
This action proposes to amend the current Owner's Representative contract by
extending the term and appointing the firm to act as Owners Representative on the
Airport's Improve/Modify/Rehab Terminal Complex Project, CP 07-09, AIP 3-06-0181-
43. This contractor is replacing Parsons as the responsible party to oversee
construction activities on the terminal project at less than one third the cost of Parsons.
RECOMMENDATION:
1. Approve Amendment No. 3 to Agreement No. 5488 with Allen F. Smoot &
Associates for an additional amount of$147,250, subject to FAA approval.
2. Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
In June of 2007, following Solicitation of Qualifications process, Allen F. Smoot &
Associates was awarded a contract to perform Owner Representative Services on
construction projects for the City. The award was for one year with four one year
options.
Amendment 3 would extend the agreement for one year (the first such extension of a
possible four) through June 30, 2009 and appoint the firm to act as Owners
Item 2 . 1 .
City Council Staff Report
May 7, 2008—Page 2
Allen F. Smoot Amendment No- 3
Representative on the Improve /Modify / Rehab Terminal Complex Project, and set a
fixed monthly fee of $15,500 for 9.5 months for a total amount of $147,250. A listing of
some of the tasks that the firm carries out on projects is as follows:
• Pre-construction design activities-
• Pre-construction bidding activities
• Coordination of on-site of contractor(s) activity.
• Coordination with the airport staff to insure the airport activities are not interfered
with.
• Completing and Filing of all FAA reports and forms.
• Coordinating Testing labs and inspection activities.
• Daily inspection of the work to insure the client is receiving what they are paying
for_
• Preparing change order documentation
• Coordinating with the design professionals on submittal reviews and shop
drawing reviews.
• Day to day correspondence with the general contractor to insure adherence to
contract documents.
• On-site presence on weekends and at night as construction process dictates.
FISCAL IMPACT:
Funding is available in the Improve/Modify/Rehab Terminal Complex account 415-6500-
XXXXX.
Thomas Nolan, Executive Director- Airport
David H. Ready, City
Attachment: Smoot Amendment No. 3
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AMENDMENT NO. 3
TO AGREEMENT NO. 5488
OWNER REPRESENTATIVE SERVICES
THIS THIRD AMENDMENT TO Agreement No. 5488 for consulting services,
(herein "Amendment') made and entered into on the _day of
, 2008, by and between the CITY OF PALM SPRINGS (herein
"City") and ALLEN F. SMOOT & ASSOCIATES (herein "Consultant') is hereby
amended effective May 1, 2008, as follows:
RECITALS
WHEREAS, City and Consultant entered into that certain Consulting Services
Agreement No. 5488 for Owner Representative Services (Agreement"), as duly
amended from time to time; and
WHEREAS, the original agreement approval action on June 6, 2007 by the City
Council authorized the City Manager to take actions to extend the Agreement
term for up to four (4) additional one (1) year terms; and
WHEREAS, the parties wish to amend the Agreement to extend it for a twelve
month period and assign a new project
NOW, THEREFORE, for good and sufficient consideration, the parties agree as
follows:
Section 1.
Section 2. Term is hereby amended to reflect an extension of the term for the
period of July 1, 2008 through June 30, 2009. The parties acknowledge and
agree that Consultant will be unavailable for work during the period of November
23, 2008 through December 22, 2008.
Section 2.
Exhibit "B" Schedule of Compensation and Work Assignments is hereby
amended to add an assignment as follows:
Project Title/Description:
Improve/Modify/Rehab Terminal Complex Project
9.5 Months (5/1/08 — 11/22/08 and 12/23/08—03/15/09)
Flat Monthly Rate - $15,500 x 9.5 = $147,250.00
1 WON
Section 3.
Full Force and Effect: Except as previously modified herein, all other provisions
of the Agreement shall remain unmodified in full force and effect.
IN WITNESS WHEREOF, the parties have executed and entered into this
Amendment as of the date first written above.
ATTEST: CITY OF PALM SPRINGS
a municipal corporation
By: By:
City Clerk City Manager
APPROVED AS TO FORM:
By:
City Attorney
CONTRACTOR: Check One: Individual Partnership_ Corporation
By:
Signature
Name:
Title:
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