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HomeMy WebLinkAboutItem No. 12 Amendment No. 1 PSA Dost EngineeringCity Council Agenda Report City of Lake Elsinore 130 South Main Street Lake Elsinore, CA 92530 www.lake-elsinore.org File Number: ID# 19-147 Agenda Date: 5/14/2019 Status: PassedVersion: 1 File Type: Council Consent Calendar In Control: City Council / Successor Agency Agenda Number: 12) Amendment No. 1 to the Professional Services Agreement with Dost Engineering Authorize the City Manager to execute Amendment No. 1 for Project Management and Civil Engineering Services in the amount of $78,000 plus a 10 percent contingency, in final form as approved by City Attorney. Page 1 City of Lake Elsinore Printed on 5/9/2023 REPORT TO CITY COUNCIL To:Honorable Mayorand Members of the City Council From:Grant Yates, City Manager Prepared By: Nicole McCalmont, Senior Engineering Technician Date:May 14, 2019 Subject:Amendment No. 1 to the Professional ServicesAgreement with Dost Engineering Recommendation ApproveandAuthorize the City Manager to execute Amendment No. 1 to the Agreement for Professional Services with Dost Engineering for Project Management and Civil Engineering Services in the amount of $78,000plus a 10% contingency, in final form as approved by City Attorney. Background The City entered into the original Professional Services Agreement on December 1, 2018 for $30,000 for engineering servicesunder the City Manager’s signature authorityforCamino Del Norte, SCE Streetlight Acquisition and other projects requested by the City. Discussion Currently, Dost Engineering has approximately 25 hours remaining on the original contract for engineering services. The City will require additional engineering and project management support for the remainder of the SCE Streetlight Acquisition, which will include coordinating the street light program for the City, for the additional work requested outside the original scope for Camino Del Norte Project, and for general engineering services. The Engineering Department is very satisfied with Dost Engineering’s services and recommends the City Council approve the amendment. Fiscal Impact $78,000 plus a 10% contingency to be funded through acombination of adopted CIP project budgets and deposits will support the engineering services proposed in thisamendment. Exhibits A –Agreement AMENDMENTNO.1 TOAGREEMENT FOR PROFESSIONALSERVICES DostEngineering TrafficEngineeringServices ThisAmendmentNo.1toAgreement forProfessionalServicesismadeandenteredinto asofMay14,2019,byandbetweentheCityofLakeElsinore,amunicipalcorporation(“City), andDost Engineering,(“Consultant”). RECITALS A.TheCityandConsultanthaveenteredintothatcertainAgreementforProfessional ServicesdatedasofDecember01,2018,(the“OriginalAgreement”).Exceptasotherwise definedherein, allcapitalizedtermsusedhereinshallhave themeaningssetforthforsuchterms intheOriginalAgreement. B.TheOriginalAgreementprovidedforcompensationtoConsultantinanamount of ThirtyThousanddollars($30,000). C.The partiesnowdesiretomodifythe scopeofservicesandincreasethe payment forsuchservicesassetforthinthisAmendmentNo1. NOW,THEREFORE,inconsiderationofthemutualcovenantsandconditionssetforth herein,CityandConsultantagreeasfollows: 1.Section1,ScopeofServices,oftheOriginalAgreementisherebyamendedtoadd thefollowing: ConsultantshallalsoperformtheservicesdescribedinConsultant’sApril 25,2019Proposal(attachedtothisAmendmentNo.1asExhibitA-1). Consultantshallprovidesuchservicesatthetime,place,andinthemanner specifiedinExhibitA-1,subjecttothedirectionoftheCitythroughitsstaff that it mayprovidefromtimetotime. 2.Section3,Compensation,oftheOriginalAgreementisherebyamendedtoadd the following: Notwithstandingtheforegoing,forpurposesofAmendmentNo.1andthe termthereof,compensationtobepaidtoConsultantshallbeinaccordance withtheScheduleofChargessetforthinConsultant’sProposal (referencedcollectivelyasExhibitA-1AmendmentNo.1).Innoevent shallConsultant’scompensationrelatedto ExhibitA-1 to AmendmentNo. 1exceedSeventyEightThousanddollars($78,000)withoutadditional writtenauthorizationfromthe City. NotwithstandinganyprovisionofConsultant’sProposaltothecontrary,out ofpocketexpensessetforthinExhibitA-1respectively,shallbe reimbursedatcostwithoutaninflatororadministrativecharge.Payment byCityunderthisAgreementshallnotbedeemedawaiverofdefects, evenifsuchdefectswere knowntothe Cityatthetimeofpayment. 4.Exceptforthe changesspecificallyset forthherein,allothertermsandconditions oftheOriginalAgreementshallremaininfullforceandeffect. INWITNESSWHEREOF,thepartieshave causedthisAmendmentNo.1tobeexecuted ontherespectivedatessetforthbelow. “CITY” CITYOFLAKEELSINORE,amunicipal corporation “CONSULTANT” DostEngineering GrantYates, CityManager Date: FaridDost, Owner/PrincipalEngineer Date: ATTEST: Deputy CityClerk APPROVEDASTO FORM: CityAttorney Attachments:ExhibitA-1–Consultant’sProposal EXHIBITA-1 CONSULTANT’S[date]PROPOSAL [ATTACHED] 1 DOST ENGINEERING PLANNING,DESIGN&CONSTRUCTIONSUPPORT 41769 Enterprise Circle North,Suite 202 Temecula,CA 92590 Office:(951)297-9047 Cell:(619)587-3300 Email: fdost@dost-engineering.com www.dost-engineering.com TO:Remon Habib,P.E.City Engineer City of Lake Elsinore 130 S.Main Street Lake Elsinore,CA 92530 Date:April 25,2019 RE:Project Management and Civil Engineering Services for Camino Del Norte Improvements Project No.Z10030,and Other Projects as requ ired.Additional Work Request. Dea r Remon, Dost Engineering has been working diligently to assist the City of Lake Elsinore with various projects at various stages of design and construction.Dost Engineering has been working to ensure all projects and requests from City are addressed in timely and professional manner. At the request of the City,Dost Engineering has comple ted and pro vided technica l support on Camino Del Norte, SCE Stree tlight Acquisition and other projects and tasks that were outside the scope of the original work. Currently,Dost Engineering has approximately 25 hours remaining in the original contract. Dost Engineering has and will continue to provide the requested professional services. Please see the below Scope of Works and Compensation for the below services for your review and consideration. We appreciate this opportunity to be able to assist the City in providing project managemen t and professional civil engineering services and look forward to continue working with you. Principal Engineer Sincerely, Farid Dost,P.E. 2 ADDITIONALWORKREQUEST Additional Work Requested By:City of Lake Elsinore Task 1:Coordinate City of Lake Elsinore Streetlight Program $43,200 Task 2:Camino Del Norte Project No.10030–Additional Work $16,800 Task 3:General Civil Engineering Services $18,000 Total Estimate $78,000 Coordinate City of Lake Elsinore Streetlight Program Program Summary:The City of Lake Elsinore has completed the initial administrative steps to acquire the streetlights from Southern California Edison.Since March 2012, when SCE announced Streetlight Purchase Program,WRCOG has assisted all its member agencies in owning and maintaining the streetlights.The City has successfully completed the Purchase and Sales Agreement with SCE,through competitive bidding process selected the Operation and Maintenance Contractor and selected the LED Fixture Manufacturer and Supplier advertised by WRCOG.The City has also acquired the CPUC approval Advice Letter allowing SCE to Transfer to City,and Filed the CEQA document without any public comments. Further,the City has an approved Financing as of November 1.2018 with one remaining condition that is soon to be completed. Additional Work Summary:Dost Engineering to coordinate and assist in completion of the City of Lake Elsinore Streetlight Program. Summary of Additional Work:Dost Engineering will coordinate and assist the City of Lake Elsinore in ensuring the following items are completed in organized and timely manner.Dost Engineering is familiar with most of the stakeholders required for this program and understands certain tasks have to be coordinated in advance of others to ensure a smooth process and to avoid unnecessary delays. This program requires coordination with various stakeholders to ensure timely completion of each task.Stakeholders include,but are not limited to WRCOG,Siemens, Del Sol Resources,CA Electric Supply,PFM,SCE and City of Lake Elsinore. Stakeholders in the City departments include,but are not limited to Engineering,Public Works,Planning,Finance,Executives,PSAC and Council. 3 This program requires dedicate individual to attend and complete scheduled and as- needed meetings,field visits,conference calls,research,technical reviews,completion of various documents such as City streetlight ordinance,Design Standards and development of schedules,tables,exhibits and workflows.City ordinance and standard will require various meetings with City staff within the needed department.In addition,it may require additional professionals to update the City’s LLMD,and provide technical support on Electrical Engineering items.This proposal does not include services that might be required by other professionals. Based on our understanding,below are the remaining items that need to be completed. Dost Engineering will coordinate and assist the City in completing all the below items as needed and requested by the City. 1.Finance a.City Owned Lights –develop coordinates or ID’s b.Determine Additional Fund –Determine Exact Amount and Method of Payment c.Final Cash Flow +Update BOA 2.Acquisition a.SCE Acquisition i.Send Final List and Negotiate Final Number of Poles and Cost ii.SCE to send Bill of Sale iii.City to Authorize the Payment to SCE iv.SCE to Notify City of Payment,City Takes Ownership v.Siemens Assumes O&M Responsibility vi.Change Streetlight Scheduling from LS-1 to LS-2B vii.SCE to provide City credit in form of bill credit (LS1 –LS2B) viii.SCE to provide updated map and inventory of the facilities to City b.Order Fixtures &Determine Logistics i.Develop and Finalize photometrics for selection of Fixture Types ii.Finalize Fixture Types and counts iii.Order Fixtures iv.Determine supplies and equipment’s required,City Responsibility Vs.Siemens Vs.California Electric Supply for Fixture Acceptance v.Develop Logistics for Fixture Distribution and Release method 3.O&M and Retro-fit LED Fixtures a.Siemens City Permits-Encroachment +DIR PWC-100 (WRCOG as Awarding Body) b.Determine Pole Tag Type +Number System +Adjust Total Poles to be Maintained 4 c.Determine Monitoring and Reporting System +Incorporate into City Websites d.Commence Retro-Fit –Approve scheduling,traffic control and Fixtures logistics 4.Incentives,Rate Change and City Streetlight Standards a.Apply for the LED conversion Incentives b.Apply for Rate Changes for SCE owned lights on non-sellable poles c.Change Streetlight Rates to LED Rates d.City Streetlight Ordinance i.Develop streetlight draft ordinance ii.Approve by PSAC and revise per recommendations and send to Council iii.Council Reviews and provides recommendations iv.Council Approves City Streetlight Ordinance v.UpdateLLMD’s e.City Streetlight Design Standards and Criteria’s i.Research and Identify City needs ii.Adopt Standards from Similar Agency iii.Develop City Standards iv.Technical Review +Approvals v.Council Approves City Streetlight Design Standards Schedule and Compensation:Based on our estimate,the Streetlight Program will take approximately 8 months to complete at which time the City will have approved ordinance,standards,and as needed guidelines and workflows for City staff, Developers and Residents.The level of effort required from Dost Engineering to coordinate and assist the City with Streetlight Program to completion is currently estimated at 360 hours or $43,200 at a flat rate of $120/hour. Based on the remaining items,we estimate the next couple of months will require significant amount of effort which will gradually decrease overtime as more and more tasks are completed and approved. 5 Camino Del Norte Project No.10030–Additional Work Additional Work Summary:Dost Engineering has performed and will continue with approval from City to coordinate and assist with the following additional tasks which are outside the original Scope of Work. 1.Easement Documents –The original scope did not include assistance with required permanent and temporary easement needed for this project,the assumption was that those documents were complete and recorded.At the request of the City,Dost Engineering has researched and coordinated with owners and City including City Attorney to execute and record the remaining easements.Dost Engineering has developed various exhibits and documents, has met and negotiated with owners to executed and record the documents. Two easements have been recorded,1 more remaining which is almost complete. 2.Future Sewer and Water Lines –Dost Engineering has assisted and will continue to assist as needed in the development of the proposed terrain model with outside consultant,and EVMWD. Dost Engineering will continue to provide all the services identified in the original scope of work. Schedule:Dost Engineering will continue the required services uninterrupted until completion of project. Compensation:The original scope of work was estimated to require approximately 200 hours for Camino Del Norte.Additional 50 hours were estimated to assist the City in transitioning various projects including 3rd Street Drainage Stage 2,SCE Streetlight Acquisition,Cultural Center Parking Lot and Lakeshore Sidewalk Project. Dost Engineering for the exception of SCE Streetlight Acquisition has assisted in completing the above various projects.in addition,Dost Engineering has assisted in Bond Releases and provided technical support and reviews on various projects and activities concerning Streetlights. 6 The additional work required for the easements coupled with the SCE streetlight Acquisition has demanded significant effort in terms of time to keep them moving forward.Based on our record,approximately 70 hours of the 200 hours estimated for Camino Del Norte’s original scope were used specifically for the original Camino Del Norte scope of work. The Remaining 130 hours or so were used to complete the aforementioned additional work and SCE Streetlight Program. To continue and finish the original services for Camino Del Norte and the additional work as stated above,Dost Engineering’s level of effort are estimated at 140 hours or $16,800 at a flat rate of $120/hour. General Civil Engineering Services and Bond Releases Additional Work Summary:Dost Engineering will coordinate and assist in the developer’s Bond Releases and assist in other General Civil Engineering reviews and technical support. Dost Engineering will coordinate and assist the City in releasing outstanding developer bonds.This will require review of the developer submittals,research at the City Hall for submitted documents,coordination with City Inspectors and Engineering and City Clerk staff.Dost Engineering will work with the developer and City to ensure each specific bond is ready to be released in timely manner.Based on our estimate,we assume it takes approximately 2 hours to release one bond. Dost Engineering will assist the City staff with questions and reviews related to streetlights arising from developers and staff on projects or activities within the City. Other technical support review on various projects as needed will also be provided under this task. Schedule and Compensation:Dost Engineering will meet the City’s deadlines as requested and needed for each specific task.The below estimate is based on 60 bond releases or 120 hours,and 30 hours for General Engineering Services as needed.The total level of effort is assumed at 150 hours or $18,000.