Loading...
09-1020_APA ENGINEERING, INC._D8_Agenda Report 10/20/2009 AGENDA REPORT D8 TO: Joe Tait, Interim City Manageokl� FROM: Nasser Abbaszadeh, Public Works Director SUBJECT: Consideration of Approval of Amendment No. 1 to the Personal Services Agreement and Increase of Project Design Budget for Preparation of Plans and Specifications for Junipero Serra Road and Rancho Viejo Road Intersection Improvements (APA Engineering, Inc.) (CIP No. 07116) RECOMMENDATION By Motion: 1. Approve Amendment No. 1 to the Personal Services Agreement with APA Engineering; and, 2. Authorize the City Manager to sign the amendment; and, 3. Extend the term of the agreement and approve increased project design budget in the amount of $38,380. SITUATION A. Summary and Recommendation Design plans for the Junipero Serra Road and Rancho Viejo Road Intersection Improvement Project is being prepared by APA Engineering. APA Engineering has contacted the City and requested an increase in the design budget to complete the plans and specifications due to design changes. Staff has reviewed the request, re-negotiated the requested change order amounts, and is recommending the approval of the Amendment of Personal Services Agreement with APA Engineering for this work in the amount of$38,380. B. Background On September 16, 2003, City Council adopted the Traffic Congestion Relief Capital Improvement Program from the Traffic Congestion Relief Ad-Hoc Committee. The Traffic Congestion Relief Program (TCRP) identifies a wide range of circulation improvements throughout the City. Three separate widening at the Junipero Serra Road Agenda Report October 20, 2009 Page 2 and Rancho Viejo Road intersection have been combined into one intersection improvement project which includes Rancho Viejo Road northbound dual left turn lanes at Junipero Serra Road, Junipero Serra Road eastbound right turn lane (1-5 northbound ramps to Rancho Viejo Road), and Junipero Serra Road westbound right turn lane (Rancho Viejo Road to 1-5 northbound ramps). On May 2, 2006, the Council approved the concept plan for the Junipero Serra Road and Rancho Viejo Road Intersection Improvements. Requests for Proposals were mailed to Psomas, Hall & Foreman, APA Engineering, and Austin-Foust. On September 5, 2006, the Council approved a Personal Services Agreement with APA Engineering for the preparation of plans and specifications for the Junipero Serra Road and Rancho Viejo Road Intersection Improvements in the amount of $132,480. On August 21, 2007, the Council approved the preliminary project design plans and the increase in FY 2007-2008 project budget by $23,000 from the Capistrano Circulation Fee Program (CCFP) to cover $22,897 of additional preliminary design costs for a total of$155,377. During the course of final design, APA Engineering contacted the City and requested an increase in the design budget to complete the plans and specifications. A negotiated cost proposal was prepared by APA Engineering to provide for the additional services in the amount of$38,380 (Attachment 2). Based on City Council direction, staff is to bring project change orders to the City Council as soon as they learn about them. This request for the change order is processed in the short order. There are two main reasons for the additional services by the consultant: 1. Land dedication from Endevco to the City — the dedication of land from Endevco to the City took several months and it was uncertain at times. The consultant had to work on two scenarios, with or without the new land, as the property impacted the park and ride facility entrance. Additional work had to be performed to determine access implications. 2. Right-of-way issues with CalTrans — The initial approach to construct the improvements was to acquire right of way from CalTrans. However, through meetings with CalTrans, it was decided that only a maintenance agreement is necessary and no land swap would be required (with savings of approximately $760,000 to the City). Additional exhibits had to be prepared for the Agreement. Staff expects that the project permits will be granted to the City in January 2010 and the project will be advertised to receive bids thereafter. COMMISSIONS/BOARD REVIEW, RECOMMENDATIONS Not applicable. Agenda Report • • October 20, 2009 Page 3 FINANCIAL CONSIDERATIONS Funding for design and construction is provided in account No. 50-00000-XXXXX- 07116-000 totals approximately $2,105,836 consisting of Growth Management Area (GMA) funds of $277,000, Measure "M" funds of $4,836, Community Redevelopment Agency (CRA) funds of $1,100,000, Proposition 1B funds of $250,000, and Capistrano Circulation Fee Program (CCFP) funds of$474,000. The current engineer's estimate for construction cost is approximately $1,450,000. The overall project budget currently stands at approximately $2,084,973.65 and is sufficient to cover the increase in design cost of $38,380. NOTIFICATION Ali Pakzad, P.E. (APA Engineering, Inc.) RECOMMENDATION By Motion: 1. Approve Amendment No. 1 to the Personal Services Agreement with APA Engineering; and, 2. Authorize the City Manager to sign the amendment; and, 3. Extend the term of the agreement and approve increased project design budget in the amount of $38,380. Respectfully submitted: Prepared y: Nasser Abbaszadeh, P.E. Khoon Tan, P.E. Public Works Director Associate Engineer Attachment 1. Location Map 2. Amendment to Personal Services Agreement THE CITY OF SAN JUAN CAPISTRANO 11 JUNIPEROSERRA/ RANCHO VIEJO ROAD a INTERSECTION IMPROVEMENTS CIP No. 07116 ? P q� � v LOCATION L om} 7 e 1 5,f `= \ 0 3000 6000 9000 Feet ATTACHMENT AMENDMENT NO. 1 TO PERSONAL SERVICES AGREEMENT THIS AGREEMENT is made and entered into this day of 2009, by and between the City of San Juan Capistrano (hereinafter referred to as the "City") and APA Engineering, Inc., (hereinafter referred to as"Consultant'). RECITALS: WHEREAS, City and Consultant have entered into a Personal Services Agreement dated September 5, 2006 that has totaled $155,377 to prepare Plans and Specifications for Junipero Serra Road and Rancho Viejo Road Intersection Improvements; and WHEREAS, City and Consultant agree that additional services outlined in the cost estimate as set forth in the Additional Work section incorporated herein by reference, are required for which extra compensation will become due. NOW,THEREFORE, City and Consultant mutually agree as follows: Section 1. Additional Work The additional scope of work to be performed by the Consultant shall consist of those tasks as set forth in Exhibit "A," attached and incorporated herein by reference. To the extent that there are any conflicts between the provisions described in Exhibit"A" and those provisions contained within this Agreement,the provisions in this Agreement shall control. Consultant warrants that all of its services shall be performed in a competent, professional and satisfactory manner and in accordance with the prevalent standards of its profession. Section 2. Additional Compensation City hereby agrees to pay the additional sum of Thirty Eight Thousand Three Hundred Eighty Dollars and no cents ($38,380) for a revised total contract price of $193,757 to Consultant for those services performed as set forth in the Additional Work section. These additional services to the Agreement shall commence on the effective date of this Amendment. Section 3. Relationship to Aereement Except as to sections 1, 2, and 4 herein, all other terms and conditions of the Agreement shall remain unchanged. Section 4. Contract Term This Agreement will extend the contract completion date to June 30, 2010. ATTACHMENT 2 Section 5. Entire Aereement This entire Agreement between the City and Consultant with respect to those extra services described herein and any other understandings, oral or in writing, are hereby superseded. IN WITNESS WHEREOF, the parties hereto have executed this Agreement. CITY OF SAN JUAN CAPISTRANO By: Joe Tait, Interim City Manager CONSULTANT By: Ali Pakzad, President APA Engineering, Inc. ATTEST: 1!Iar'_a Morris , ACting City Clerk APPROVED AS TO FORM: Omar Sandoval, City Attorney EXHIBIT "A" APA ENGINEERING, INC. October 1, 2009 Mr. Khoon Tan Civil Engineer City of San Juan Capistrano 32400 Paseo Adelanto San Juan Capistrano, CA 92675 Re: Additional Work—Junipero Serra Intersection Improvements Dear Mr. Tan, Per our previous discussion we are submitting a request for contract amendment for additional work as described and listed below: 1. Design revision to relocate the southerly driveway for the south Park and Ride facility to form a right angle intersection with Malaspina Road to improve traffic circulation and traffic operation, and improve safety and minimize liability at the intersection of Malaspina Road and Rancho Viejo Road. This revision impacts 8 drawings including the landscape and irrigation. The fee for this task is $4,800 2. Incorporation of a bio-swale system and a modular wetlands unit into the landscaping and drainage design to meet Water Quality requirements. The modular wetlands unit was redesigned by the supplier and the WQMP also incorporated Filterra units and this required revisions to the WQMP and revisions to the plans. The fee for this task is $3,700 3. Prepare field notes, legal descriptions and exhibits to support the transfer of a portion of private property to the City that is needed for the Southern Park and Ride Facility driveway realignment. The fee for this task is $3,400 4. Prepare two (2) field notes describing access, and easements into the southern Park and Ride facility as requested by Caltrans. The fee for this task is $3,100 5. Perform Microstation electronic file conversion for submittal to Caltrans for the two exhibits and notes for parcels which are required for access to the southern Caltrans Park and Ride facility. The fee for this task is $1,500 6. Prepare additional colored exhibits for the project for inclusion in the freeway and landscape maintenance agreements with Caltrans. The fee for this task is $1,700 7. Design revisions to eliminate access to the southern Park and Ride facility at Malaspina Road and incorporate an alternate d rive apron on the west side of Rancho Viejo Road between Malaspina Road and Junipero Serra Road as an alternative to land acquisition from Endefco. The design changes requested impact the following drawings: roadway, landscaping and Irrigation, lighting, water quality/bio Swale, and striping. The design changes impact a total of nine sheets, one exhibit, and the project quantities. The fee for this task is $13,700 23282 Mill Creek Drive,Suite 160.Laguna Hills,CA 92653.Tel:(949)770-4429.Fax:(949)770-9468,www:apaeng.com APA ENGINEERING INC. B. Submittals to Caltrans, each submittal is printed and folded to Caltrans requirements which is 15 sets folded in butterfly format (24 sheets x 6 sgft x $1/sgft x 15 sets X 3 submittals =$6480). The fee for this task is $6,480 We would kindly request that you review the above additional work requested by the City and provide APA Engineering with a Contract Addendum in the amount of$38,380 to cover our cost to date and anticipated cost to complete so that we can move forward and finalizing the project to meet your construction schedule. Please call or reply to this e-mail, should you have any questions or need additional information. As always, we appreciate the opportunity to provide our services to the City of San Juan Capistrano. Sincerely, APA ENGINEERING, INC. Ali Pakzad, P.E. President-Project Director 23282 Mill Creek Drive,Suite 160.Laguna Hills,CA 92653.Tel:(949)770-4429.Fax:(949)770-9468,www:apaeng.com