Loading...
HomeMy WebLinkAboutItem No. 12 Amends to PSA David Evans & Assoc., Inc. Railroad CanyonCity of Lake Elsinore 130 South Main Street Lake Elsinore, CA 92530 www.lake - elsinore.org City Council Agenda Report File Number: TMP 20 -0010 Agenda Date: 1/12/2021 Version: 1 Status: Approval Final In Control: City Council / Successor Aqency File Type: Council Consent Calendar Agenda Number: 12) Amendments to the Professional Services Agreement with David Evans and Associates, Inc. for Railroad Canvon and Main Street Interchanae Wall Aesthetic Treatment 1. Approve Amendment No. 2 to the Agreement for Professional Services with David Evans and Associates, Inc., for landscape architectural services for the wall aesthetic treatment along Railroad Canyon Interchange tie back walls under the freeway and authorize the City Manager to execute the amendment to the Agreement for $28,750 plus an additional 10% in contingency. 2. Approve Amendment No. 1 to the Agreement for Professional Services with David Evans and Associates, Inc., for landscape architectural services for the wall aesthetic treatment along Main Street Interchange tie back walls under the freeway and authorize the City Manager to execute the amendment to the Agreement for $28,750 plus an additional 10% in contingency. City of Lake Elsinore Page 1 Printed on 11712021 CITY OF 4 LADE LS MORE L DREAM EXTREME REPORT TO CITY COUNCIL To: Honorable Mayor and Members of the City Council From: Grant Yates, City Manager Prepared By: Remon Habib, City Engineer Date: January 12, 2021 Subject: Amendments to the Professional Services Agreement with David Evans and Associates, Inc. for Railroad Canyon and Main Street Interchange Wall Aesthetic Treatment Recommendation 1. Approve Amendment No. 2 to the Agreement for Professional Services with David Evans and Associates, Inc., for landscape architectural services for the wall aesthetic treatment along Railroad Canyon Interchange tie back walls under the freeway and authorize the City Manager to execute the amendment to the Agreement for $28,750 plus an additional 10% in contingency. 2. Approve Amendment No. 1 to the Agreement for Professional Services with David Evans and Associates, Inc., for landscape architectural services for the wall aesthetic treatment along Main Street Interchange tie back walls under the freeway and authorize the City Manager to execute the amendment to the Agreement for $28,750 plus an additional 10% in contingency. Background David Evans and Associates has been retained by the city to provide art and aesthetic design for perforated art panels to be mounted on tie -back walls under the freeway at the 1 -15 Railroad Canyon Road Interchange and Main Street Interchange. The art panels will reflect the local culture and influence of the city as well as add an artistic component to the tieback walls. Due to Caltrans's new requirements for processing and approval of Transportation art, the city design teams need to produce additional design materials and agreements for approval. The additional funds will allow for the design team to complete the approval process and produce a design package for the art panels and support during the fabrication phase. The process adds scope that was not originally anticipated when the original agreements between David Evans and the City were executed. Page 1 of 2 Discussion The "Transportation Art" process adopted by Caltrans requires that designs for art and aesthetic panels are reviewed by Headquarters for conformance with Caltrans standards and general practices. David Evans and City staff have been working with Caltrans to provide all plans, specifications, and all necessary documents for the reviewers to expedite the approval process. The contract amendment will allow the consultant's team to address Caltrans's comments and make revisions necessary to approve the artwork for installation. Staff met with the design team to ensure that funds requested are sufficient to carry out all remaining tasks in the design phase including preparing final plans and specifications as well as fabrication support. The design includes art panels, electrical and lighting design associated with the art panels. The design package will be then posted for bid to solicit a contractor to perform the fabrication and installation of the panels. Fiscal Impact The fiscal impact is an additional $57,500 plus an additional 10% in contingency for added professional services effort. Funds are programmed in the FY2020 -2025 Capital Improvement Program through Fund 500. Exhibits A — Amendment No. 2 Railroad B —Amendment No. 1 Main C - Proposal Page 2of2 AMENDMENT NO. 2 TO AGREEMENT FOR PROFESSIONAL SERVICES David Evans and Associates, Inc. Landscape Architectural Services for the Wall Aesthetic Treatment Along Railroad Canyon Interchange This Amendment No. 2 to Agreement for Professional Services (Amendment No. 2) is made and entered into as of January 12, 2021, by and between the City of Lake Elsinore, a municipal corporation ( "City), and David Evans and Associates, Inc., an Oregon corporation ( "Consultant "). RECITALS A. The City and Consultant have entered into that certain Agreement for Professional Services dated as of December 5, 2018, (the "Original Agreement "). Except as otherwise defined herein, all capitalized terms used herein shall have the meanings set forth for such terms in the Original Agreement. B. The Original Agreement provided for compensation to Consultant in an amount $30,000. C. Amendment No. 1, approved May 28, 2019, increased the Consultant compensation in an amount not to exceed $16,300. D. The parties now desire to modify the scope of services and increase the payment for such services as set forth in this Amendment No 2. NOW, THEREFORE, in consideration of the mutual covenants and conditions set forth herein, City and Consultant agree as follows: the following: Section 1, Scope of Services, of the Original Agreement is hereby amended to add Consultant shall also perform the services described in Consultant's January 04, 2021 Proposal (attached to this Amendment No. 2 as Exhibit A -2). Consultant shall provide such services at the time, place, and in the manner specified in Exhibit A -2, subject to the direction of the City through its staff that it may provide from time to time. 2. Section 2, subpart B, Performance Schedule, of the Original Agreement is hereby amended to add the following: Consultant shall commence the services pursuant to this Amendment No. 2 and Exhibit A -2 upon receipt of a written notice to proceed and shall perform all services within ten (10) days from the Notification to Proceed. 3. Section 3, Compensation, of the Original Agreement is hereby amended to read in its entirety as follows: Compensation to be paid to Consultant shall be in accordance with the fees set forth in Consultants' Proposal (Exhibit A to the Original Agreement) and Consultant's January 04, 2021 Proposal (Exhibit A -2 to Amendment No. 2). In no event shall Consultant's compensation related to Exhibit A to the Original Agreement exceed Thirty Thousand dollars ($30,000) without additional written authorization from the City. In no event shall Consultant's compensation related to Exhibit A -1 to Amendment No. 1 exceed Sixteen Thousand Three Hundred dollars (16,300). In no event shall Consultant's compensation related to Exhibit A -2 to Amendment No. 2 exceed Twenty Nine Thousand Five Hundred Seventy Six dollars ($29,576) without additional written authorization from the City. Notwithstanding any provision of Consultant's Proposal and /or Consultant's January 04, 2021 Proposal to the contrary, out of pocket expenses set forth in Exhibit A, Exhibit A -1, and Exhibit A -2, respectively, shall be reimbursed at cost without an inflator or administrative charge. Payment by City under this Agreement shall not be deemed a waiver of defects, even if such defects were known to the City at the time of payment. 4. Except for the changes specifically set forth herein, all other terms and conditions of the Original Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties have caused this Amendment No. 2 to be executed on the respective dates set forth below. "CITY" CITY OF LAKE ELSINORE, a municipal corporation Grant Yates, City Manager Date: ATTEST: City Clerk APPROVED AS TO FORM: City Attorney "CONSULTANT" David Evans and Associates, Inc., an Oregon corporation Kim Rhodes, Vice President Date: Attachments: Exhibit A -2 — Consultant's Proposal EXHIBIT A -1 CONSULTANT'S [date] PROPOSAL [ATTACHED] EXHIBIT A -1 D D O DAVID EVANS ANDASSOCIATES INC. May 16, 2019 Remon Habib, PE Acting City Engineer City of Lake Elsinore 130 S. Main Street Lake Elsinore, CA 92530 SUBJECT: REQUEST FOR AMENDMENT NO. 1 - LANDSCAPE ARCHITECTURAL SERVICES FOR THE WALL AESTHETIC TREATMENT ALONG RAILROAD CANYON INTERCHANGE IN THE CITY OF LAKE ELSINORE Dear Remon, Thank you for your willingness to work collaboratively on the Transportation Art project that is now fully underway following approval of our concepts for the wall aesthetics. As you know, the current contract allowed only for team coordination by DEA with the concept work being provided by Hunt Design. However, in the midst of preparing the interchange work and learning that Caltrans would need to have the Headquarters (HQ) team review and approve our wall aesthetics, it quickly became apparent that plans would need to be prepared - one set that went with the interchange project (no cost to you as these are part of our contract with WKE) and another set of plans that would provide significant detail regarding the layout of art on the wall, texture (patterns and dimensions), lighting needs, wall reveal details, and imagery of the proposed Transportation Art. This effort also required close coordination with the Caltrans Landscape Architecture Division, in addition to the structural and lighting team members. Collectively, the City and Hunt Design prepared the necessary forms / paperwork that accompanied the plans and hence that too created work beyond the original scope for Hunt Design. DEA has prepared four plan sheets to date as part of the package sent to Caltrans. Although (at this time) we are unaware of what will be requested by Caltrans beyond what was submitted, we would like to request additional compensation to make us'whole' given DEA used the fees originally set aside for Hunt Design such that we could expedite the plan preparation. Currently the package is being reviewed by Caltrans District 8 and HQ. Understanding there will be changes required or supplemental information needed, we would like to request a change order in the amount of $16,300. 4141 E. Inland Empire Blvd., Suite 250, Ontario, CA 91764 T:( 909) 481 -5750 F: (909) 481 -5757 EXHIBIT A -1 May 16, 2019 City of Lake Elsinore 1 -151 Railroad Canyon Interchange Request for C.O. No. 1 Page 2 Fees for reimbursables may include mileage, printing, computer imagery and delivery costs. The fee shown herewith includes up to $250 of reimbursable expenses. Invoices will be due and payable within 30 days and will be sent monthly based upon the percentage of work completed. Government fees, mileage, delivery costs such as Federal Express charges and plotting 1 reproduction services are considered reimbursable fees and shall be billed to you at cost plus 15 %. Any service requested which does not fall within the scope of services listed, or any duplication of work due to changes desired by the City, Caltrans, or WKE will be performed on an "Extra Services" basis and negotiated accordingly We appreciate the opportunity to collaborate with the City and look forward to the next steps in obtaining approval for the transportation art package. We look forward to discussing this proposal with you. Sincerely, DAVID EVANS AND ASSOCIATES, INC. Kim S. Rhodes, L.A. 3867 Vice President MlPursuitslLlLake Elsinore CA, City 0fi20Ia LBU Radroad Canyon Wall AesfheficslAmendmenf No IDEA Railroad Canyon Waif Aesthetics doc EXHIBIT A -1 AMENDMENT NO. 1 TO AGREEMENT FOR PROFESSIONAL SERVICES David Evans and Associates, Inc. Landscape Architectural Services for the Wall Aesthetic Treatment Along Main Street Interchange This Amendment No. 1 to Agreement for Professional Services (Amendment No. 1) is made and entered into as of January 12, 2021, by and between the City of Lake Elsinore, a municipal corporation ( "City), and David Evans and Associates, Inc., an Oregon corporation ( "Consultant "). RECITALS A. The City and Consultant have entered into that certain Agreement for Professional Services dated as of September 24, 2019, (the "Original Agreement "). Except as otherwise defined herein, all capitalized terms used herein shall have the meanings set forth for such terms in the Original Agreement. B. The Original Agreement provided for compensation to Consultant in an amount $43,980. C. The parties now desire to modify the scope of services and increase the payment for such services as set forth in this Amendment No 1. NOW, THEREFORE, in consideration of the mutual covenants and conditions set forth herein, City and Consultant agree as follows: the following: Section 1, Scope of Services, of the Original Agreement is hereby amended to add Consultant shall also perform the services described in Consultant's January 04, 2021 Proposal (attached to this Amendment No. 1 as Exhibit A -1). Consultant shall provide such services at the time, place, and in the manner specified in Exhibit A -1, subject to the direction of the City through its staff that it may provide from time to time. 2. Section 2, subpart B, Performance Schedule, of the Original Agreement is hereby amended to add the following: Consultant shall commence the services pursuant to this Amendment No. 1 and Exhibit A -1 upon receipt of a written notice to proceed and shall perform all services within ten (10) days from the Notification to Proceed. 3. Section 3, Compensation, of the Original Agreement is hereby amended to read in its entirety as follows: Compensation to be paid to Consultant shall be in accordance with the fees set forth in Consultants' Proposal (Exhibit A to the Original Agreement) and Consultant's January 04, 2021 Proposal (Exhibit A -1 to Amendment No. 1). In no event shall Consultant's compensation related to Exhibit A to the Original Agreement exceed Forty -Three Thousand Nine Hundred Eighty dollars ($43,980) without additional written authorization from the City. In no event shall Consultant's compensation related to Exhibit A -1 to Amendment No. 1 exceed Twenty Nine Thousand Five Hundred Seventy Six dollars ($29,576) without additional written authorization from the City. Notwithstanding any provision of Consultant's Proposal and /or Consultant's January 04, 2021 Proposal to the contrary, out of pocket expenses set forth in Exhibit A and Exhibit A -1, respectively, shall be reimbursed at cost without an inflator or administrative charge. Payment by City under this Agreement shall not be deemed a waiver of defects, even if such defects were known to the City at the time of payment. 4. Except for the changes specifically set forth herein, all other terms and conditions of the Original Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties have caused this Amendment No. 1 to be executed on the respective dates set forth below. "CITY" CITY OF LAKE ELSINORE, a municipal corporation Grant Yates, City Manager Date: ATTEST: Deputy City Clerk APPROVED AS TO FORM: City Attorney "CONSULTANT" David Evans and Associates, Inc., an Oregon corporation Kim Rhodes, Vice President Date: Attachments: Exhibit A -1 — Consultant's Proposal EXHIBIT A -1 CONSULTANT'S [date] PROPOSAL [ATTACHED] EXHIBIT A -1 D D O DAVID EVANS ANDASSOCIATES INC. May 16, 2019 Remon Habib, PE Acting City Engineer City of Lake Elsinore 130 S. Main Street Lake Elsinore, CA 92530 SUBJECT: REQUEST FOR AMENDMENT NO. 1 - LANDSCAPE ARCHITECTURAL SERVICES FOR THE WALL AESTHETIC TREATMENT ALONG RAILROAD CANYON INTERCHANGE IN THE CITY OF LAKE ELSINORE Dear Remon, Thank you for your willingness to work collaboratively on the Transportation Art project that is now fully underway following approval of our concepts for the wall aesthetics. As you know, the current contract allowed only for team coordination by DEA with the concept work being provided by Hunt Design. However, in the midst of preparing the interchange work and learning that Caltrans would need to have the Headquarters (HQ) team review and approve our wall aesthetics, it quickly became apparent that plans would need to be prepared - one set that went with the interchange project (no cost to you as these are part of our contract with WKE) and another set of plans that would provide significant detail regarding the layout of art on the wall, texture (patterns and dimensions), lighting needs, wall reveal details, and imagery of the proposed Transportation Art. This effort also required close coordination with the Caltrans Landscape Architecture Division, in addition to the structural and lighting team members. Collectively, the City and Hunt Design prepared the necessary forms / paperwork that accompanied the plans and hence that too created work beyond the original scope for Hunt Design. DEA has prepared four plan sheets to date as part of the package sent to Caltrans. Although (at this time) we are unaware of what will be requested by Caltrans beyond what was submitted, we would like to request additional compensation to make us'whole' given DEA used the fees originally set aside for Hunt Design such that we could expedite the plan preparation. Currently the package is being reviewed by Caltrans District 8 and HQ. Understanding there will be changes required or supplemental information needed, we would like to request a change order in the amount of $16,300. 4141 E. Inland Empire Blvd., Suite 250, Ontario, CA 91764 T:( 909) 481 -5750 F: (909) 481 -5757 EXHIBIT A -1 May 16, 2019 City of Lake Elsinore 1 -151 Railroad Canyon Interchange Request for C.O. No. 1 Page 2 Fees for reimbursables may include mileage, printing, computer imagery and delivery costs. The fee shown herewith includes up to $250 of reimbursable expenses. Invoices will be due and payable within 30 days and will be sent monthly based upon the percentage of work completed. Government fees, mileage, delivery costs such as Federal Express charges and plotting 1 reproduction services are considered reimbursable fees and shall be billed to you at cost plus 15 %. Any service requested which does not fall within the scope of services listed, or any duplication of work due to changes desired by the City, Caltrans, or WKE will be performed on an "Extra Services" basis and negotiated accordingly We appreciate the opportunity to collaborate with the City and look forward to the next steps in obtaining approval for the transportation art package. We look forward to discussing this proposal with you. Sincerely, DAVID EVANS AND ASSOCIATES, INC. Kim S. Rhodes, L.A. 3867 Vice President MlPursuitslLlLake Elsinore CA, City 0fi20Ia LBU Radroad Canyon Wall AesfheficslAmendmenf No IDEA Railroad Canyon Waif Aesthetics doc EXHIBIT A -1 DAVID EVANS ANOASSCCIATES INC. January 4, 2021 Remon Habib, PE City Engineer City of Lake Elsinore 130 S. Main Street Lake Elsinore, CA 92530 SUBJECT: ADDITIONAL LANDSCAPE ARCHITECTURAL SERVICES REGARDING TRANSPORTATION ART FOR THE WALL AESTHETIC TREATMENT AT MAIN STREET AND RAILROAD CANYON ROAD IN THE CITY OF LAKE ELSINORE (Revised) Dear Remon, On behalf of David Evans and Associates, Inc. (DEA), we are pleased to provide you with a proposal for additional landscape architectural and consultant services for the 1 -15 / Main Street and 1 -15 / Railroad Canyon interchange wall aesthetics and transportation art. Together with Hunt Design we will continue our efforts with Caltrans coordination, design, and construction support. As we've discussed for some time, it is difficult to predict the level of effort needed to obtain final approval with the transportation art package which as of this writing is complete and is being reviewed by District 8 and Caltrans Headquarters (for review by their attorneys). I have asked the Hunt team to review their'next steps' and the cost to perform any outstanding work given collectively we have used the original contract dollars to explore further concepts, merge the Transportation Art package to include both interchanges, coordinate with various project liaisons and consultants including design review and team meetings with various specialty construction trades. Their revised costs (based on our discussion on Dec. 29, 2020) along with the need to respond to questions, modify any paperwork in the Transportation Art package, and general coordination is reflected in this anticipated scope of services; however, it remains subject to change should unanticipated efforts beyond those shown, be required. Task 1 - Agency Meetings / Project Coordination / Team Collaboration (DEA) - $24,800 The DEA project manager will attend up to 2 design meetings and 4 total field meetings (in person or virtual) to be held at the City of Lake Elsinore during the design, pre- construction and construction phases of both project locations. DEA will coordinate with Hunt Design, providing input on panel detailing, electrical service, wall treatment, and Transportation Art. DEA will also assist the City by preparing the bid schedule and payment descriptions (if needed). Ongoing coordination with the interchange engineer(s) (structural and electrical) in addition to Caltrans is also included. The City shall 4141 E. Inland Empire Blvd., Suite 250, Ontario, CA 91764 T:( 909) 481 -5750 F: (909) 481 -5757 January 4, 2021 City of Lake Elsinore 1 -15 / Railroad Canyon and Main Street Interchanges Transportation Art / Community Identity Page 2 prepare the front -end boiler plate specification package; however the project team will prepare the technical specifications. Please note that our fees are based upon the preparation of one bid package to be awarded to one contractor; however, installation of the panels will likely occur at different times. Fees have been projected to approximately Spring of 2022. Should the work occur beyond that date, fees may need to be renegotiated. If we anticipate that this may occur, ample notice will be given and the level of effort needed will be discussed to avoid impacting the anticipated budget. Please also note that should traffic control plans / staging plans be needed, these have not been included at this time. Task 2 - Ongoing Design and Construction Services (Hunt Design) (see costs below) Based on the attached scope of services provided by Hunt Design, the following are anticipated services by their team for both ongoing design and construction services. 1. Design Intent Drawings / Artwork - $12,700 a) Prepare detailed design- intent working drawings and specifications necessary for the bidding, fabrication and installation of signage including elevations, necessary sections and details. b) Prepare production artwork files for all panels, including unique perforation patterns for each panel design. The artwork files will be used by the sign contractor in fabricating the actual metal panels. c) Coordination with electrical consultant and others for incorporating appropriate illumination control. Work Products: 11 "x17" set of detailed design- intent documents forbidding, implementation and installation of panels. Digital artwork files for use in manufacturing panels. 2. Construction Coordination - $16,800 a) Assist in identifying qualified signage contractors for all work. b) Assist in review of bids and selection of contractor(s). c) Review submittals such as shop drawings, RFIs, color and material samples and mock -ups provided by sign contractor(s). d) Conduct shop visits during fabrication to inspect work and provide quality control. e) Conduct site visits for installation and post installation review. Work Products: RFIs, shop drawing, submittal responses, and punch list. Task 3 - Reimbursables (for budgetary purposes only) - $3,200 Fees for reimbursables may include mileage, printing, computer imagery and delivery costs. The fee shown herewith is for budgetary purposes only based on the above tasks. DEA anticipates a total fee of $57,500 which includes anticipated reimbursables. Invoices will be due and payable within 30 days and will be sent monthly based upon the percentage of work completed. Government fees, mileage, delivery costs such as Federal Express charges and plotting / reproduction services are considered reimbursable fees and shall be billed to you at cost plus 15 %. Any service January 4, 2021 City of Lake Elsinore 1 -15 / Railroad Canyon and Main Street Interchanges Transportation Art / Community Identity Page 3 requested which does not fall within the scope of services listed, or any duplication of work due to changes desired by the City, Caltrans, or the interchange engineer will be performed on an "Extra Services" basis and negotiated accordingly. DEA would be pleased to continue our assistance of this project with the City of Lake Elsinore and thank you once again for your consideration of our qualifications. We look forward to discussing this proposal with you. Sincerely, DAVID EVANS AND ASSOCIATES, INC. Kim S. Rhodes, L.A. 3867 Vice President