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HomeMy WebLinkAbout10 CITRUS PARK 04-03-06 AGENDA REPORT MEETING DATE: APRIL 3, 2006 TO: WilLIAM A. HUSTON, CITY MANAGER FROM: PATRICK SANCHEZ, DIRECTOR, PARKS & RECREATION SERVICES SUBJECT: APPROVAL OF AMENDMENT NO.1 TO CONSULTANT SERVICES AGREEMENT WITH RJM DESIGN GROUP FOR ADDITIONAL PROFESSIONAL SERVICES FOR CITRUS RANCH PARK CIP NO. 2046 SUMMARY Approval of Amendment No.1 to the Consultant Services Agreement with RJM Design Group, Inc. for additional professional services for the Citrus Ranch Park Project (CIP No. 2046). Additional civil engineering services are required in the preparation of construction documents. The requirement to provide an additional street improvement plan for work at the intersection of Allen and Portola Parkway, including grades, horizontal control and traffic engineering, which includes traffic signalization, signing, striping and traffic control specifications, preparation of legal descriptions, and a change in the scope of work regarding park phasing, re-design of the knoll, and the walkway lighting have resulted in a significant increase in engineering work effort to accommodate the increase in site development. RECOMMENDATION It is recommended the City Council approve a change order in the amount of $59,100 for the first amendment to the Consultant Services Agreement between RJM Design Group, Inc. and the City for Additional Design Services for the Citrus Ranch Park Project (CIP NO. 2046) and authorize the City Manager and the Director of Parks and Recreation to execute the amended Consultant Services Agreement on behalf of the City, subject to City Attorney approval. FISCAL IMPACT The City's Capital Improvement Program Budget for FY 2005-06 provides $4,700,000 for the project (CIP No. 2046). The total cost for the proposed additional professional services is $59,100. The proposed adjustment will increase the existing contract amount of $328,515.00 to $387,615.00. Page 2 BACKGROUND The City originally entered into a Consultant Services Agreement with RJM Design Group on July 29, 2004, for design services, construction drawings and specifications for the 17-acre Citrus Ranch Park project. In February, 2006, the City received from RJM Design Group a request for additional engineering expenses related to preparation of the retaining wall on the east side of the project, additional electrical requirements for the knoll walkway lighting as part of Phase 3 of the project. In addition, Phases 1 and 2 of the original three phases of work were budgeted in the original Capital Improvement Program for FY 2005-06. Since that time, those phases have changed to build Phases 1 and 3, and not Phase 2. This has resulted in additional construction drawings required. The street improvement plan also required additional engineering services. The Orange County Department of Harbors, Beaches and Parks requires the City to provide modifications to the trail surrounding the park, which include additional architectural services. In March 2006, RJM Design Group issued a memorandum summarizing their cost estimates for the new, additional contract work. In compliance with Article 2 COMPENSATION, Section 2.3 Changes in the original Consultant Services Agreement, the parties hereto are required to execute an addendum to the agreement for additional consultant fees. It is expected that a request for Authorization to Bid for the project and the Environmental Determination will be done at a City Council meeting in May. The Project Schedule would indicate the bidding process to be completed by July 2006, with a notice to proceed with construction by September 2006. Respectfully submitted, Patrick Sanchez Director, Parks and Recreation Services ecreation Services AMENDMENT NO.1 to CONSULTANT SERVICES AGREEMENT between THE CITY OF TUSTIN and RJM DESIGN GROUP, INC. for CONSTRUCTION ENGINEERING DESIGN I BID SPECIFICATIONS I CONSTRUCTION DRAWINGS DRAFT The City of Tustin (herein "CITY") and RJM Design Group, Inc., (herein "CONSULTANT"- ENTERED INTO AN Agreement on July 29, 2004, (herein "Agreement") for Engineering Services for Citrus Ranch Park Project, CIP No. 2046 (herein "Project"). Effective April 4, 2006, CITY and CONSULTANT wish to enter this Amendment No.1 as follows: SECTION 1. PURPOSE CITY has directed CONSULTANT to prepare an additional street improvement plan for the work at the intersection of Allen and Portola Parkway; modify the electrical redesign of the knoll walkway lighting; provide structural redesign for the park entrance retaining wall; and provide additional construction document preparation to include specifications for the phasing of improvements at Citrus Ranch Park. SECTION 2. SCOPE OF CONSULTANT'S SERVICES CONSULTANT agrees to furnish to CITY those services which have been included within the CONSULTANT'S proposal, dated January 26, 2006, and included herein as Exhibit "A" SECTION 3. TIME FOR COMPLETION CONSULTANT agrees to endeavor to complete the proposed additional services by July 30, 2006 SECTION 4. COMPENSATION Compensation for the proposed services shall not exceed 59,100.00 as set forth in Exhibit "A," and progress payments will be made as set forth in Section 4 of the original Agreement. All other terms and conditions of the Agreement shall remain unchanged and in full force and effect. IN WITNESS WHEREOF, the parties hereto have caused this Amendment No.1 to be executed the date first above written. By: William A Huston, City Manager City of Tustin By: Patrick Sanchez, Parks and Recreation Director City of Tustin By: Larry Ryan, Principal RJM Design Group, Inc. DRAFT RJM DESIGN GROUP, INC. PLANNING AND LANDSCAPE ARCHITECTURE January 26,2006 Pat Sanchez Director of Parks & Recreation City of Tustin 300 Centennial Way Tustin, CA 92780 RE: ADDITIONAL PROFESSIONAL SERVICES CITRUS RANCH PARK Dear Pat: Per our discussion we are submitting this request for additional Design fees to cover the additional Landscape Architectural services that we have been requested to provide. These services include additional design/coordination meetings, and the preparation of construction documents for items made possible by the increase in the construction budget for the park. A detailed explanation of these additional services include: I. Our original scope of work provided for a total of 6 design progress meetings. As of January 26, 2006, we have attended a total of eleven (11) additional City requested meetings. We anticipate an additional three (3) meetings to finalize the bid packaging. 2. As described in our original proposal our indicated fee was based upon a phase one construction budget of $3.2 million dollars. Our original fee of $265,298.00 was based on that anticipated scope of work. That fee represents approximately 8% of the construction budget. Since that time the scope of work has been increased to include an anticipated construction budget of$6.3 million dollars. This has resulted in a significant increase in the work effort to accommodate the increase in site development. An itemization of compensation for the above requested additional services, is as follows: A. Preparation for and attendance at (14) Additional Meetings $ 7,280.00 B. Additional Construction Document Preparation to include the $ 51.800.00 increase in the scope of the project Requested Additional Compensation $ 59,080.00 DRAFT Also due to the increase in the scope of work and associated volume of construction drawings we also need to request that you allocate additional funding in the amount of$5,000.00 to the reimbursable allowance section. Thank you for your assistance. Should you have any questions or comments please contact our office. Sincerely, RJM DESIGN GROUP, INC. Approved by: CITY OF TUSTIN Larry P. Ryan, Principal By: Date: Ranch Pork. Additiona] 2