HomeMy WebLinkAboutItem 18 - Amend Agreement for Design Services for the Standard: McFadden Park Project Public Works Agency
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Item # 18
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
May 2, 2023
TOPIC: Amend Agreement for Design Services for the Standard: McFadden Park Project
AGENDA TITLE
Amend Agreement with David Evans and Associates, Inc. for Design and Construction
Support Services for the Standard – McFadden Park Project by an Additional $50,000
for the Remainder of the Agreement Term (Project No. 20-2729) (Non-General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute a first amendment to the agreement with David
Evans and Associates, Inc. to provide design, development, and contract documents for
the proposed Standard-McFadden Park project, to increase the contract by $43,505,
with an approximate 15 percent contingency, for a total not to exceed amount of
$50,000, for the remainder of the agreement term through August 16, 2024, subject to
non-substantive changes approved by the City Manager and City Attorney.
DISCUSSION
On August 17, 2021, at the conclusion of a competitive bidding process, the City
Council awarded a three-year agreement, with the provision for two, one-year contract
extensions to David Evans and Associates, Inc. to provide design, development, and
contract documents for the proposed Standard-McFadden Park project. David Evans &
Associates, Inc. provides design services for park amenities including for exercise
areas, a playground area, half-size basketball court, skate park, turf field, canvas shade
structure, landscaping, irrigation, and parking lot improvements.
David Evans & Associates, Inc. has proven to be a reliable and knowledgeable partner
in the preparation of construction documents for the Standard-McFadden Park project.
They have provided the City with the additional staff and expertise necessary to design
a high quality park. In an effort to increase the safety and aesthetic value of the project
to the surrounding community, design revisions have been requested by City staff at the
final stages of design. Additional detail of the re-design work requested is provided in
the consultant’s request to increase the total contract amount (Exhibit 1).
For these reasons, staff has exceeded the initial estimation of utilization of the
contracted services. Staff recommends amending the agreement with David Evans and
Associates, Inc. to increase the not-to-exceed amount for the remainder of the contract
Amend Agreement with David Evans and Associate, Inc.
May 2, 2023
Page 2
3
4
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3
term (Exhibit 2). This will ensure the consultant continues to provide a high quality park
design necessary to meet the unique needs of the City.
FISCAL IMPACT
Funding is available in the FY 2022-23 budget and funding for subsequent fiscal years
will be included in the proposed budgets for City Council consideration.
Fiscal
Year
Accounting Unit
– Account No.
Fund
Description
Accounting Unit,
Account No.
Description
Amount
2022-23
(May-June)
16113264-66220
(20-2729)
PRCSA Capital
Grants
2018 Parks Bond
Act Program,
Improvements Other
Than Building
$15,000
2023-24
(July-June)
16113264-66220
(20-2729)
PRCSA Capital
Grants
2018 Parks Bond
Act Program,
Improvements Other
Than Building
$35,000
TOTAL:$50,000
EXHIBIT(S)
1. Consultant Amendment Request
2. First Amendment to Agreement with David Evans & Associates, Inc.
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency
Approved By: Kristine Ridge, City Manager
17542 E. 17th Street, Ste. 150, Tustin, CA 92780 T:714.665.4536 O:714.665.4500
March 27, 2023
Gabriel Guerrero-Gabany, P.E.
Civil Engineer
City of Santa Ana
20 Civic Center Plaza
Santa Ana, CA 92702
SUBJECT: STANDARD & MCFADDEN PARK CONSTRUCTION
ADMINISTRATION SERVICES
Dear Gabriel,
On behalf of David Evans and Associates, Inc. (DEA), we would like to thank you for the
opportunity to provide the City of Santa Ana with a proposal to provide construction
administration services for the above noted project.
Task 1 - 100% PS&E Delivery, Bid Assistance, Construction Administration and Record
Drawings
Task 1A: 100% Plans, Specifications and Estimate - $4,100
DEA will prepare and deliver to the City 100% construction plans, technical specifications and
cost estimate to accommodate option 1.
Deliverables: 100% PS&E as noted above.
Task 1B: Bid Assistance - $1,420 (7 hours of bid assistance)
DEA will assist the City in providing responses to contractor requests for information during
bidding. In addition, DEA will answer questions and provide clarification if conflicts arise on the
civil engineering, landscape and electrical plans and specifications. Each item will be reviewed
by the City prior to release of information.
Deliverables: Bid assistance as noted above.
Task 1C: Construction Administration - $24,385 (106 hours of review and coordination)
DEA team members will attend the pre-construction meeting in person and be available to
answer any technical questions related to information provided in the civil engineering,
landscape and electrical plans and specifications. DEA will provide the City with a list of
material submittals required to be submitted by the contractor for the City’s review and
approval.
We understand that the City will handle the day-to-day construction management process.
The construction management team will assist the City in answering questions, reviewing
submittals and shop drawings required to be submitted by the contractor for conformance with
EXHIBIT 1
March 27, 2023
City of Santa Ana
Landscape Architectural Services
Page 2
17542 E. 17th Street, Ste. 150, Tustin, CA 92780 T:714.665.4536 O:714.665.4500
the plans and specifications. The DEA team will assist the City in reviewing and responding to
RFI’s and clarifications during construction within five calendar days of receipt. DEA will
complete shop drawing reviews within two weeks of receipt and assist the City in contract
change order reviews within five working days of receipt. DEA will also be available to make
delta revisions to the plans for the contractor’s use should changes be considered necessary
by the construction management team.
The City utilizes the construction management software “Procore” to manage projects during
construction. DEA will need to interface with "Procore" for all tasks previously described. The
City will provide the DEA team with access to the "Procore" system as well as user training.
Any services required beyond 106 hours will be charged on a time and materials basis.
Deliverables: Construction administration activities as noted above.
Task 1D: Record Drawings - $13,600
DEA will prepare 'Record Drawings' in digital format utilizing general contractor provided 'field
marked' plans provided by the City and As-Built information. Hard copy plan sets including
mylar prints are excluded.
Deliverables: Record Drawings as noted above.
Total Fee: $43,505
Reimbursables - $1,000 (for budgetary purposes only)
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%. Invoices will be due and payable within 30 days and will be sent monthly based
upon the percentage of work completed. 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,
will be performed on an “Extra Services” basis and negotiated accordingly.
DEA would be pleased to continue assisting the City of Santa Ana with this project and could
begin work immediately following receipt of an authorization to proceed. If you have any
questions or require further clarification of any item, please feel free to call. We look forward to
discussing this proposal with you and thank you once again for this opportunity.
Sincerely,
DAVID EVANS AND ASSOCIATES, INC.
Heath Habig, PLA 5028
Associate
OPTION 1
PM/LA LA/QA PME/QA PE ENG ECAD HYENG SID SLD LCAD ADM SVY GEO EE SPOHN Total Reim.
$185 $195 $225 $200 $180 $140 $225 $155 $150 $125 $110 LS LS LS LS $$
1 Preliminary Conceptual Plan 8 14 3,230$ -$
2 Final Colored Plan 4 20 3,240$ -$
3 Project Meetings 8 6 2,830$ -$
4 Title Sheet 8 1,000$ -$
5 Horizontal Control Plan 1 4 945$ -$
6 Erosion Control Plan 1 3 765$ -$
7 Composite Utility Plan 1 3 765$ -$
8 Precise Grading Plan, Sections and Details 6 16 4,230$ -$
9 WQMP 2 2 810$ -$
10 Landscape Construction Plan and Details 2 12 1,870$ -$
11 Electrical Plan and Details 3,900$ 3,900$ -$
12 Irrigation Plan and Details 2 36 5,950$ -$
13 Planting Plan and Details 2 12 1,870$ -$
14 Skatepark Plan and Details 4 -$ 500$ -$
15 Specifications 2 1 10 1,695$ -$
16 Final Opinion of Probable Cost 1 2 8 1,515$ -$
17 Plan Submittals, Approval Process and Permitting 2 4 8 32 6,710$ -$
18 PSE Delivery 10 10 4,100$ -$
19 Bid Assistance 2 2 3 1,420$ -$
20 Construction Administration 40 8 32 8 12 6 4,175$ 24,385$ 900$
21 As Built Plans 16 2 16 2 12 8 4 18 13,600$ 100$
41,825$ -$
CA 43,505$ 1,000$
Grand Total 85,330$ 1,000$
Reimbursable 1,000$
Reimbursables included for budgetary purposes only.
Greyed out areas are not included in the total cost.
Legend:
PM/LA=Project Manager Landscape Architect, LA/QA - Senior Landscape Architect / Quality
Assurance, PME= Project Manager Engineering, PE=Professional Engineer, ENG=Engineer,
HYENG=Hydrology Engineer, SID=Senior Irrigation Designer, LCAD=Landscape CAD,
ADM=Administrative, SVY=Survey, GEO= Geotechnical Engineer, EE=Electrical Engineer,
SPOHN=Skatepark Designer
Please note that scope and fee are negotiable.
City of Santa Ana
Standard - McFadden Park
Project Fee Schedule - Option 1
Task &
Description
FIRST AMENDMENT TO AGREEMENT WITH DAVID EVANS AND ASSOCIATES,
INC., TO PROVIDE DESIGN AND CONSTRUCTION SUPPORT SERVICES FOR THE
STANDARD-MCFADDEN PARK PROJECT
THIS FIRST AMENDMENT to the above-referenced agreement is entered into on May 2, 2023,
by and between David Evans and Associates, Inc. (“Consultant”), and the City of Santa Ana, a
charter cit y and municipal corporation organized and existing under the Constitution and laws of
the State of California (“City”).
RECITALS
WHEREAS, following Cit y’s issuance of Request for Proposal No. 21-055, the parties entered
into Agreement No. A-2021-163, dated August 17, 2021, by which Consultant agreed to provide
Design and Construction Support Services for the Standard-McFadden Park Project (Project No. 20-
2729) for the Cit y’s Public Works Agenc y (“Agreement”).
WHEREAS, the Agreement is current and in effect through August 16, 2024.
WHEREAS, the parties now wish to amend the Agreement to increase the total not to exceed
amount under the Agreement due to additional professional services necessary to increase the safety
and aesthetic value of the project to the surrounding community, as identified in Consultant’s request
to increase total contract amount, attached hereto and incorporated herein as Exhibit A-1.
The Parties therefore agree:
1.Section 2.a., Compensation, is amended to increase the not to exceed amount by $50,000.00
for a total not to exceed amount of $350,000.00 for the remainder of the term of the Agreement.
This additional $50,000.00 sum is comprised of (1) a base amount of $43,505.00 and (2) a fifteen
percent (15%) contingency of $6,495.00 for additional services at the City’s sole discretion.
2.Except as modified by this First Amendment, all terms and conditions of the Agreement shall
remain in full force and effect.
IN W ITNESS WHEREOF, the parties hereto have executed this First Amendment to the
Agreement on the date and year first written above.
Jennifer L. Hall Kristine Ridge
Clerk of the Council City Manager
APPROVED AS TO FORM CONSULTANT
SONIA R. CARVALHO, City Attorney
By:____________________________ _______________________________
Jonathan T. Martinez Kim Rhodes
Assistant City Attorney Vice President
RECOMMENDED FOR APPROVAL
______________________________
Nabil Saba
Executive Director
Public Works Agency
EXHIBIT 2
EXHIBIT A-1
17542 E. 17th Street, Ste. 150, Tustin, CA 92780 T:714.665.4536 O:714.665.4500
March 27, 2023
Gabriel Guerrero-Gabany, P.E.
Civil Engineer
City of Santa Ana
20 Civic Center Plaza
Santa Ana, CA 92702
SUBJECT: STANDARD & MCFADDEN PARK CONSTRUCTION
ADMINISTRATION SERVICES
Dear Gabriel,
On behalf of David Evans and Associates, Inc. (DEA), we would like to thank you for the
opportunity to provide the City of Santa Ana with a proposal to provide construction
administration services for the above noted project.
Task 1 - 100% PS&E Delivery, Bid Assistance, Construction Administration and Record
Drawings
Task 1A: 100% Plans, Specifications and Estimate - $4,100
DEA will prepare and deliver to the City 100% construction plans, technical specifications and
cost estimate to accommodate option 1.
Deliverables: 100% PS&E as noted above.
Task 1B: Bid Assistance - $1,420 (7 hours of bid assistance)
DEA will assist the City in providing responses to contractor requests for information during
bidding. In addition, DEA will answer questions and provide clarification if conflicts arise on the
civil engineering, landscape and electrical plans and specifications. Each item will be reviewed
by the City prior to release of information.
Deliverables: Bid assistance as noted above.
Task 1C: Construction Administration - $24,385 (106 hours of review and coordination)
DEA team members will attend the pre-construction meeting in person and be available to
answer any technical questions related to information provided in the civil engineering,
landscape and electrical plans and specifications. DEA will provide the City with a list of
material submittals required to be submitted by the contractor for the City’s review and
approval.
We understand that the City will handle the day-to-day construction management process.
The construction management team will assist the City in answering questions, reviewing
submittals and shop drawings required to be submitted by the contractor for conformance with
EXHIBIT A-1
March 27, 2023
City of Santa Ana
Landscape Architectural Services
Page 2
17542 E. 17th Street, Ste. 150, Tustin, CA 92780 T:714.665.4536 O:714.665.4500
the plans and specifications. The DEA team will assist the City in reviewing and responding to
RFI’s and clarifications during construction within five calendar days of receipt. DEA will
complete shop drawing reviews within two weeks of receipt and assist the City in contract
change order reviews within five working days of receipt. DEA will also be available to make
delta revisions to the plans for the contractor’s use should changes be considered necessary
by the construction management team.
The City utilizes the construction management software “Procore” to manage projects during
construction. DEA will need to interface with "Procore" for all tasks previously described. The
City will provide the DEA team with access to the "Procore" system as well as user training.
Any services required beyond 106 hours will be charged on a time and materials basis.
Deliverables: Construction administration activities as noted above.
Task 1D: Record Drawings - $13,600
DEA will prepare 'Record Drawings' in digital format utilizing general contractor provided 'field
marked' plans provided by the City and As-Built information. Hard copy plan sets including
mylar prints are excluded.
Deliverables: Record Drawings as noted above.
Total Fee: $43,505
Reimbursables - $1,000 (for budgetary purposes only)
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%. Invoices will be due and payable within 30 days and will be sent monthly based
upon the percentage of work completed. 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,
will be performed on an “Extra Services” basis and negotiated accordingly.
DEA would be pleased to continue assisting the City of Santa Ana with this project and could
begin work immediately following receipt of an authorization to proceed. If you have any
questions or require further clarification of any item, please feel free to call. We look forward to
discussing this proposal with you and thank you once again for this opportunity.
Sincerely,
DAVID EVANS AND ASSOCIATES, INC.
Heath Habig, PLA 5028
Associate
OPTION 1
PM/LA LA/QA PME/QA PE ENG ECAD HYENG SID SLD LCAD ADM SVY GEO EE SPOHN Total Reim.
$185 $195 $225 $200 $180 $140 $225 $155 $150 $125 $110 LS LS LS LS $$
1 Preliminary Conceptual Plan 8 14 3,230$ -$
2 Final Colored Plan 4 20 3,240$ -$
3 Project Meetings 8 6 2,830$ -$
4 Title Sheet 8 1,000$ -$
5 Horizontal Control Plan 1 4 945$ -$
6 Erosion Control Plan 1 3 765$ -$
7 Composite Utility Plan 1 3 765$ -$
8 Precise Grading Plan, Sections and Details 6 16 4,230$ -$
9 WQMP 2 2 810$ -$
10 Landscape Construction Plan and Details 2 12 1,870$ -$
11 Electrical Plan and Details 3,900$ 3,900$ -$
12 Irrigation Plan and Details 2 36 5,950$ -$
13 Planting Plan and Details 2 12 1,870$ -$
14 Skatepark Plan and Details 4 -$ 500$ -$
15 Specifications 2 1 10 1,695$ -$
16 Final Opinion of Probable Cost 1 2 8 1,515$ -$
17 Plan Submittals, Approval Process and Permitting 2 4 8 32 6,710$ -$
18 PSE Delivery 10 10 4,100$ -$
19 Bid Assistance 2 2 3 1,420$ -$
20 Construction Administration 40 8 32 8 12 6 4,175$ 24,385$ 900$
21 As Built Plans 16 2 16 2 12 8 4 18 13,600$ 100$
41,825$ -$
CA 43,505$ 1,000$
Grand Total 85,330$ 1,000$
Reimbursable 1,000$
Reimbursables included for budgetary purposes only.
Greyed out areas are not included in the total cost.
Legend:
PM/LA=Project Manager Landscape Architect, LA/QA - Senior Landscape Architect / Quality
Assurance, PME= Project Manager Engineering, PE=Professional Engineer, ENG=Engineer,
HYENG=Hydrology Engineer, SID=Senior Irrigation Designer, LCAD=Landscape CAD,
ADM=Administrative, SVY=Survey, GEO= Geotechnical Engineer, EE=Electrical Engineer,
SPOHN=Skatepark Designer
Please note that scope and fee are negotiable.
City of Santa Ana
Standard - McFadden Park
Project Fee Schedule - Option 1
Task &
Description