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Home My WebLink About11/26/2002 - STAFF REPORTS (2) _ f DATE: November 20, 2002 TO: City Council FROM: Assistant Director via Executive Director of Airports PALM SPRINGS INTERNATIONAL AIRPORT RESIDENTIAL SOUND INSULATION PROGRAM CONSULTANT CONTRACT AMENDMENT NO. 3 RECOMMENDATION: It is recommended that the City Council approve Amendment No. 3 to Standard Contract Service Agreement No. A4023 for consulting and project management services for Palm Springs International Airport(PSP)Residential Sound Insulation Program's(RSIP)Phase IV for 58 confirmed homes in an amount of $413,685.00 with C. Kell-Smith & Associates, Inc.;24 additional homes are eligible to be added during this phase at a unit cost of$7,132.50 per home for a total of 82 homes for a not to exceed amount of$584,865.00;total contract amount not to exceed $1,750,787.82 (original contract amount Phase 2 $409,725.82, Phase 3 $756,197.00 and Phase IV$584,865.00 = $1,750,78T82) SUMMARY: This phase of the Airports Residential Sound Insulation Program includes 82 potential homes. Currently, there are 58 homeowner applications on file and efforts are underway to get the remaining homeowners signed up for Phase IV. A unit price of$7,132.50 per home will be billed for homes in excess of 58 with a not to exceed amount for this amendment of$584,865. ]fall remaining homeowners participate,the program will have acoustically treated 243 single family dwelling units. Participation is voluntary and all homes are located within the City of Palm Springs qualified noise boundary. BACKGROUND: On November 4, 1998, City Council adopted minute order No. 6267 approving a standard contract service agreement for RSIP Phase II consulting services for single family dwelling units with C. Kell-Smith &Associates. Subsequently, minute orders 6411 and 6624 were approved on May 19, 1999 and June 7, 2000 respectively,which granted the approval for consulting and project management services for Phase III RSIP. To date the program has successfully acoustically treated 161 single dwelling units. Airport Improvement Program funds from the FAA in the form of noise grants will be used to fund 90% of the project with a 10% match coming from the Airport. Sufficient funds are available in 415-6600-56039 and 415-6600-56047 to complete the final phase of the Residential Sound Insulation Program. The Airport Commission unanimously approved staff's recommendation to approve Amendment No. 3 to Standard Contract Agreement No. A4023 with C. Kell-Smith &Associates, Inc. at its March 6, 2002 meeting. �.•;i r:, "'.>,ii../'�� APPROVED: �FARRY -'RIffl%W ALLEN F. SMC50T A.A.E. AssisjdKf'Di—rodfor of Aviation Executive Director - Airports APPROVED:_—:_ ^=� i. `✓ s .� �r City Manager Attachments: 1. Minute Order 2. Amendment No. 3 REVIEWED BY DEPI OF FINANCE AMENDMENT NO. 3 AGREEMENT NO. A4023 FOR CONSULTING SERVICES FOR PALM SPRINGS INTERNATIONAL AIRPORT NOISE COMPATIBILITY PROGRAM (NCP)RESIDENTIAL SOUND INSULATION PROGRAM(RSIP) Phase IV. THIS THIRD AMENDMENT TO THE AGREEMENT FOR CONTRACT SERVICES(No.A4023)(herein AGREEMENT") is made and entered into this 20 day of November, 2002, by and between the CITY OF PALM SPRINGS (herein "City" or "Owner"), a municipal corporation, and C. KELL-SMITI-I & ASSOCIATES,INC.(herein "Contractor"),and amends that certain Agreement for contract services dated November 4, 1998, as amended,between the same parties, as follows: Section 1• Amend Exhibit "A" Scone of Services is to add at the end thereof, after item 18,the following: PHASE IV An additional phase of 58 confirmed homes with the potential of an additional 24 homes for a total of 82 homes is added to the scope of work. The same services shall be performed by the contractor for this phase as for the prior phases, including program management, acoustical engineering and architectural services, except as provided below: 1. Phase IV -Program Management Services -Reports: Forensic Analytical (FA) will provide reports on all test conducted for lead-based paint, asbestos and carbon monoxide. 2. Phase IV -Acoustical Engineering Services -Attend one (1) scoping meeting at Palm Springs International Airport with Airport Staff to define the needs of the project and to discuss project coordination issues. 3. Phase IV - Architectural Services - Attend one (1) scoping meeting at Palm Springs International Airport with Airport Staff to define the needs of the project and to discuss project coordination issues. 4. Phase IV -Outreach Program-Because this is anticipated to be the final phase of the residential sound insulation program at the Palm Springs International Airport, C.Kell- Smith and Associates shall, thru an outreach and/or certified mailing program,make a good faith effort to ensure participation by all 82 homeowners. Section 2•Exhibit "C" Schedule of Compensation is hereby amended to add to the schedule an additional 58 confirmed homes with the potential of an additional 24 homes for a total of 82 homes is added to the scope of work to read as follows: PHASE IV - SUMMARY OF SCHEDULES OF COMPENSATION FOR 58 HOUSES Contract Description Amount Current %Complete Total Due Additiona58 Hitting Homes C.Kell-Simth& $117,609 Associates,Inc.(*) Charles M.Salter 05,424 Associates Harrisonn C.Wick and 50,696 Associates(*) 39,956 Forensic Analytical HazMat Grand Total $413,685 for 58 Houses Fee Proposal per house: $7,132.50 (*) Time and Mats Included (**)Time and Material Basis with "Not to Exceed Amount" The previous schedule is a summary table. The detailed schedule and budgets are shown below. Except as otherwise designated, all amounts shown below are lump sum totals. Payment will be made based upon the percentage completion of the task,when approved by the Contract Officer. When designated above,payment may include reimbursable expenses,or be on a time and materials basis but not exceeding the amount listed(on the schedules below, reimbursables are separate design listed). With the approval ofthe Contract Officer,monies maybe shrfted between budget categories as long as the Contract Sum is not changed. Program Management Services: Exhibit "C" (continued) Contract Description Amount Current % Total C.Kell-Smith& 58 Homes Billing Complete Due Associates $486 Prepare Schedule Oversee Project 30,530 Scope Meet&Prep ,275 Homeowner Info Meeting ,275 Ropeity Owner Selection 5,345 Process Homeowner Contact 5,125 Newslh'Qrtet'ly(6) 2,265 Schedule Architect ,595 Measurements Schedule CM&Hazardous ,595 Materials Distribute HazMat 630 Report to Airport& Homeowners 298 Select Control Homes 192 Schedule Pre-Con Noise Monitoring Arch/Acoust Plans& 4,350 Specifications Bid Process& 2,380 Contractor Selection Homeowner ,275 Construct Meeting & Preparation Notice of Award 1,630 Obtain Submittals 900 3,300 Prep for Construction Homeowner Appoint ,595 Scheduling Sign of Contracts& Plan 8,835 Approval Construction 14,610 Completion ofPloject 1,925 Attend Public Meetings & 4 400 Other Tasks Estimated 11,798 Reimbursables C.Kell-Smith& S 117,609 Associates Total Per House Fee Proposal:$1,484 i Acoustical Engineering Services: Exhibit "C" (continued) Description Contract Acoustical Engineering Amount Current %Complete Total Due Sel'V1nes g 58 Homes Billing Scope Meeting $2,442 Homeowner Meet#1 2,470 Homeowner Meet#2 5,814 L uct Measwe 12,469 evelopment 10,703 ulahons18,563 ocuments 10,362 ates 11,908 Homeowner Meet#3 2,470 Pre-Bid Conference 2,222 Pie-Con Conference 2,222 Vendor Submittals 8,393 Materials Inspection 2222 Construction Observe 2,222 Post Construction 12,469 Measurement Report 5,940 PSP Staff Meeting 2,222 Close Out Meeting 2,222 Charles M.Salter S 105,424 Associates Total Per House Fee Proposal:$1,818 Architectural Services: Exhibit "C" (continued) Description Contract Pi eject Architect Amount Current % Total 58 Homes Billing Complete $4,400 Home Selection and Review Selected Home Review 22,000 Construction Does 55,000 Consbuction Armin 64,346 Estimated Remrbuisables 4,950 Architect Total $150,696 Per House Fee Proposal up to 80 homes:$2,599 Per House Fee Proposal after 80 homes:$2,708 Hazardous Materials Specialists: Exhibit "C" (continued) Contract Description Amount Current % Complete Total Forensic Analytical 58 Homes Billing Due On Site Testing $11,796 Project Management 2,805 Sample Analysis-Lead ,375 5,808 Sample Analysis-Asbestos 660 Lead-Based Work Plan Asbestos Work Plan 660 Final Report ,320 5,335 Estimated Reimbursables $29,759 Total FlazMat On Site Testing 55,390 Project Management ,155 Final Report ,320 Estimated Reimbursables 2,332 Total Carbon Monoxide $10,197 Fee Proposal per house: $688.89 Section 3• Exhibit "D" Schedule of Performance is hereby amended to add the following additional schedule of performance for Phase IV for the additional 58 confirmed homes with the Potential of an additional 24 homes for a total of 82 homes is added to the scope of work: Section 4• Except as specifically worded herein all terms and conditions of the Agreement shall remain in full force and effect and perfornance of services under the Agreement shall be governed by the provisions of the Agreement. IN WITNESS WHEREOF, the parties have executed and entered into this Agreement as of the I � date first written above. CITY OF PALM SPRINGS ATTEST: a municipal corporation By: By: City Clerk City Manager APPROVED AS TO FORM: By: City Attorney CONTRACTOR: Check one:_Individual_Partnership_Corporation Corporations require two notarized signatures: One from each of the following: A. Chairman of Board, President, or any Vice President:AND B.Secretary,Assistant Secretary,Treasurer,Assistant Treasurer,or Chief Financial Officer). By. Signature (notarized) By. Signature (notarized) Name: Name: Title: Title: State of A State of q County of ss County of ss On___beforeme, On before me, personally appeared personally appeared personally known to me (or proved to me on the basis of personally known to me (or proved to me on the basis of satisfactory evidence)to be the person(s)whose name(s)is/are satisfactory evidence)to be the person(s)whose name(s)is/are subscribed to the within instrument and acknowledged to me subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the capacity(ies), and that by his/her/their signature(s) on the instrument the person(s),or the entity upon behalf of which the instrument the person(s),or the entity upon behalf of which the person(s)acted,executed the instrument. person(s)acted,executed the instrument. WITNESS my hand and official seal. WITNESS my hand and official seal. Notary Signature: Notary Signature: Notary Seal: Notary Seal: ! ! • l0 MINUTE ORDER NO, APPROVING AMENDMENT NO. 3 TO STANDARD CONTRACT SERVICE AGREEMENT NO. A4023 FOR CONSULTING AND PROJECT MANAGEMENT SERVICES FOR PALM SPRINGS INTERNATIONAL AIRPORT (PSP) RESIDENTIAL SOUND INSULATION PROGRAM'S (RSIP) PHASE IV FOR 58 CONFIRMED HOMES IN AN AMOUNT OF $413,685 WITH C. KELL-SMITH&ASSOCIATES,INC.;24 ADDITIONAL HOMES ARE ELIGIBLE TO BE ADDED DURING THIS PHASE AT A UNIT COST OF $7,132.50 PER HOME FOR A TOTAL OF 82 HOMES FOR A NOT-TO-EXCEED AMOUNT OF $584,865; TOTAL CONTRACT AMOUNT NOT-TO-EXCEED $1,750,787.82. I HEREBY CERTIFY that this Minute Order approving Amendment No.3 to Standard Contract Service Agreement No.A4023 for consulting and project management services for Palm Springs International Airport(PSP) Residential Sound Insulation Program's (RSIP)Phase IV for 58 confirmed homes in an amount of$413,685 with C.Kell-Smith&Associates, Inc.;24 additional homes are eligible to be added during this phase at a unit cost of$7,132,50 per home for a total of 82 homes for a not-to-exceed amount of$584,865; total contract amount not-to-exceed $1,750,787.82. was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 20th of November, 2002. PATRICIA A. SANDERS City Clerk 16