HomeMy WebLinkAboutItem No. 12 - Amendment No. 1 to the Agreement with David Evans and Assoc. for Landscape Services
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REPORT TO CITY COUNCIL
To:Honorable Mayor or Members of the City Council
From:Jason Simpson, City Manager
Prepared by:Rick De Santiago, Public Works Manager
Date:February 28, 2023
Subject:Amendment No. 1 to the Agreement with David Evans and Associates,
Inc. for Additional Architectural Landscape Services for Various
Streetscapes
Recommendation
Approve and authorize the City Manager to execute Amendment No. 1 to the Agreement with
David Evans and Associates, Inc. for additional architectural landscape services for various
streetscapes for Lakeshore Drive parkway, Via De La Valle expansion, Railroad Canyon Road
expansion, and Lincoln Street expansion in the amount of $79,845.00 and in such final form as
approved by the City Attorney to execute change orders not to exceed a 10% contingency of
$7,984.00 for unanticipated costs.
Background
The City entered into a Professional Services Agreement on January 11, 2022, for $249,282.00
for Landscape Architectural Services for Lakeshore Drive, Lincoln Street Parkways and Medians,
Terra Cotta Roadways, Railroad Canyon Median Improvements, and Via De La Valle Parkway.
Discussion
Amendment No. 1 is requested to incorporate additional landscape architectural services for
various streetscapes. David Evans and Associates Inc. have provided proposals to provide
landscape architectural design services for the following:
Amendment No. 1 With David Evans and Associates Inc.
February 28, 2023
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Lakeshore Landscape Architectural – All landscaping and irrigation will be within the dedicated
right-of-way, except for the area south of Lakeshore Drive at the intersection with Grand Ave. The
planting layout on those plans will be used as a basis for the design of this project. These plans
will indicate the limits of removing inert materials, plant material, and irrigation equipment and
identify items to be protected in place. Plans will include a plant legend (indicating the botanical
and common names, quantity, size, and remarks), information regarding inert materials,
decorative rock, boulders, and hardscape improvements, and the layout of the entire system, the
point of connection, the backflow prevention method, pressure regulation, and equipment size
and type in the irrigation legend.
Via De La Valle Expansion for a New Sidewalk – The City’s standard sidewalk detail will be
used. No improvements other than the sidewalk will be constructed in the expanded area. The
existing DG trail within the project limit will be demolished as part of the expanded scope and
replaced with a concrete sidewalk.
Railroad Canyon Road Expansion to Extend Improvements – Median improvements will be
increased to add a partial section of the median east of Canyon Hills Road.
Lincoln Street Expansion to Extend Improvements from Grand Ave. to Terra Cotta St. –
Parkway and median improvements will be increased to add a section south of Grand Ave.
Fiscal Impact
Funds are available in the City’s Fiscal Year 22-23 Capital Improvement Plan (CIP).
Attachments
Attachment 1- Amendment No. 1
Exhibit A- Proposal
Attachment 2 – Original Agreement
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AMENDMENT NO. 1
TO AGREEMENT FOR PROFESSIONAL DESIGN SERVICES
David Evans and Associates Inc.
Additional Architectural Landscape Services for Various Streetscapes
This Amendment No. 1 to Agreement for Professional Design Services is made and
entered into as of 2/28/2023, by and between the City of Lake Elsinore, a municipal corporation
(“City), and David Evans and Associates, Inc., a Oregon Corporation (“Consultant”).
RECITALS
A. The City and Consultant have entered into that certain Agreement for Professional
Services dated as of 1/11/2022, (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 of
Two Hundred Forty-Nine Thousand Two Hundred Eighty-Two dollars ($249,282.00).
C. The parties now desire to amend the scope of services for parkway and median
landscape improvements on Lincoln Street, Via De La Valle and Railroad Canyon and to clarify
the scope of work relating to Lakeshore construction documents, increase the payment for such
additional services and extend the Term as necessary to complete 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:
1. Section 1, Scope of Services, of the Original Agreement is hereby amended to add
the following:
Consultant shall also perform the services described in Consultant’s
1/24/2023 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.c., Term, shall be amended and restated in its entirety as follows:
The term of this Agreement shall commence upon execution of this
Agreement and shall continue until the services and related work are
competed in accordance with the Consultant’s Proposal dated August 31,
2021 and attached to the Original Agreement and Consultant’s 1/24/2023
Proposal (attached to this Amendment No. 1 as Exhibit A-1).
3. Section 3, Compensation, of the Original Agreement is hereby amended to add the
following:
In addition to the foregoing, for purposes of Amendment No. 1 and the term
thereof, compensation to be paid to Consultant shall be in accordance with
the Schedule of Charges set forth in Consultant’s 1/24/2023 Proposal
(referenced collectively as Exhibit A-1 Amendment No. 1). In no event shall
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Consultant’s compensation related to Exhibit A-1 to Amendment No. 1
exceed Three Hundred Twenty-Nine Thousand One Hundred Twenty-
Seven dollars ($329,127.00) without additional written authorization from
the City Council.
Notwithstanding any provision of Consultant’s Proposal to the contrary, out
of pocket expenses set forth in 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.
3. 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
“CONSULTANT”
David Evans and Associates Inc.
City Manager
Date:
Kim S. Rhodes, PLA 3867, Vice
President
Date: __
ATTEST:
City Clerk
APPROVED AS TO FORM:
City Attorney
Assistant City Manager
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Attachments: Exhibit A-1 – Consultant’s Proposal
EXHIBIT A-1
CONSULTANT’S PROPOSAL
[ATTACHED]
4141 E. Inland Empire Blvd., Suite 250, Ontario, CA 91764 T:( 909) 481-5750 F: (909) 481-5757
January 24, 2023
Rick De Santiago
Public Works Manager
City of Lake Elsinore
Corporate Yard
521 North Langstaff St.
Lake Elsinore, CA 92530
SUBJECT: AMENDMENT ONE - ADDITIONAL LANDSCAPE ARCHITECTURAL
CONSTRUCTION DOCUMENTS FOR VARIOUS STREETSCAPES IN THE CITY OF
LAKE ELSINORE
Dear Rick,
On behalf of David Evans and Associates, Inc. (DEA), we are pleased to provide you with a proposal for
the expansion of landscape architectural services for parkway and median landscape improvements on
Lincoln Street, Via De La Valle and Railroad Canyon Road. This proposal also includes an item that was
in our original scope, Lakeshore construction documents, but was inadvertently left out of our contract.
The expanded limits of work are shown on the attached exhibits. All landscaping and irrigation will be
within the dedicated right-of-way.
The base sheets will be prepared using the aerial plans downloaded from the internet, as will be done for
the plans in our current scope.
DEA proposes the following scope of services and fees:
Task 1 - Via De La Valle Expansion for a New Sidewalk - $9,268
Base sheets, using the City's template, were developed at 20 scale and used for the preparation of
construction plans to construct a sidewalk outside of the prior project limit. The City's standard sidewalk
detail was used. The existing DG trail within the project limit will be demolished as part of the expanded
scope and replaced with a concrete sidewalk (there will be no additional charges for that change). Please
note the amount requested is the actual cost to prepare the PS&E for this project. Per City direction we
billed for this work over the amount in our contract with the understanding that this amendment would be
approved.
Deliverables - 20 scale base sheets, demolition plans, and construction drawings in AutoCAD 2019 DWG
format.
Task 2 - Railroad Canyon Road Expansion to Extend Improvements East to the City Limit - $8,910
The scope of work for median improvements will be increased to add a partial section of the median east
of Canyon Hills Road (please see attached diagram). Plans will be prepared for this additional area per
agreed scope of work for the areas now under contract.
Deliverables - 20 scale base sheets, demolition plans, irrigation plans, planting plans, and construction
drawings in AutoCAD 2019 DWG format.
January 24, 2023
City of Lake Elsinore
Additional Landscape Construction Documents
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Task 3 - Lincoln Street Expansion to Extend Improvements from Grand Avenue to Terra Cotta
Street - $25,151
The scope of work for parkway and median improvements will be increased to add a section south of
Grand Avenue (please see attached diagram). Plans will be prepared for this additional area per agreed
scope of work for the areas now under contract.
Deliverables - 20 scale base sheets, demolition plans, irrigation plans, planting plans, and construction
drawings in AutoCAD 2019 DWG format.
Task 4 - Lakeshore Drive Construction Documents - $36,016
The Lakeshore Drive construction document scope was part of our original proposal, but this work was
not included in our contract. Per our discussion at the kickoff meeting, this work was to be added to our
contract through an amendment. We have proceeded with this work and that time has been charged
against the Lincoln St. Conceptual Design line item. Once this amendment is approved, the charges will
be moved.
TOTAL AMOUNT OF AMENDMENT - $79,345
Assumptions
1. Existing water and electrical services will be used in their current locations and no new water or
electrical services will be added to the project site as a part of this work.
2. Sleeves exist and can be re-used for this project at street crossings.
3. Since the base for our drawings will be an aerial image obtained online, there may be minor field
adjustments needed based on actual conditions.
Exclusions
1. Technical specifications beyond what is noted in this proposal
2. Phasing of project / additive-alternate designs
3. Modifications to fencing or other features beyond outer edge of sidewalk or DG trail.
4. Preparation of City boilerplate (non-technical) specifications
5. SWPPP / SWPPP Permitting/Erosion control plans
6. Bidding/construction support/as-built drawings
7. Electrical Engineering
8. Geotechnical Investigation
Reimbursable Items – $500 (for budgetary purposes)
Any service requested that does not fall within the scope of services listed, or any duplication of work due
to changes desired by the City of Lake Elsinore, will be performed on an “Extra Services” basis and
negotiated accordingly.
Should you have any questions or comments regarding this proposal, please feel free to contact me at
(909) 561-7362.
Sincerely,
David Evans and Associates, Inc.
Todd Holmes, PLA 3561
Associate
January 24, 2023
City of Lake Elsinore
Additional Landscape Construction Documents
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cc: Chris Erickson