SR-06-11-2013-3KCity Council Meeting: June 11, 2013
Agenda Item: 3- k-
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Professional Services Agreement Modification for the Universally
Accessible Playground Project
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a third modification to
Professional Services Agreement No. 9388 (CCS) in the amount of $33,759
(includes a 10% contingency) with Katherine Spitz Associates, Inc., a California -
based company, to provide additional design and construction administration
services for the Universally Accessible Playground. This will result in a new
amended agreement amount not to exceed $160,919 over a one -year period.
2. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within budget authority.
Executive Summary
Katherine Spitz Associates, Inc. (KSA) is providing professional services for design and
construction administration associated with construction of the Universally Accessible
Playground. The scope of work requires additional design and site scrutiny services
through June 30, 2013, in the amount of $33,759 for an amended agreement amount
not to exceed $160,919.
Background
The City is constructing an approximately 20,000- square -foot universally accessible
children's playground on the site immediately south of the southernmost beach parking
lot of the City. The address of the site is 2900 Ocean Front Walk.
Consultant Selection
On April 6, 2011, a Request for Proposals (RFP) was issued to provide design and
preconstruction services for the Universally Accessible Playground Project. Responses
to the RFP were reviewed by a selection panel of Public Works and Community &
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Cultural Services staff. Evaluation of the submitted materials was based on the
following selection criteria:
• Previous innovative design experience in the creation of universally accessible
playgrounds.
• A track record of professionally acknowledged, award winning and innovative
design work.
• Proposed cost and unit cost break down for comprehensive design services.
• Timely completion of prior assignments.
• Experience designing construction projects in a coastal environment.
• Thorough knowledge of California codes and regulations.
• Other municipal and/or community -based process experience.
A total of 11 teams responded to the RFP. The selection panel short- listed four teams,
and interviews with the short- listed teams were held on May 23, 2011. Following the
interviews, the selection panel unanimously recommended Katherine Spitz Associates,
Inc. (KSA) to provide design and preconstruction services for the Universally Accessible
Playground Project.
On June 28, 2011 Council awarded Professional Services Agreement No. 9388 (CCS)
for the design of the Universally Accessible Playground Project to KSA, in an amount
not to exceed $120,038.
On July 5, 2012, a first modification to Professional Services Agreement No. 9388
(CCS) was executed within authorized budget authority for additional design services.
The services included conducting geotechnical survey of the project site, and preparing
the survey reports and site plans as well as an extension on the contract time period.
On October 23, 2012, Council awarded a second modification to Professional Services
Agreement No. 9388 (CCS) for $10,378 for additional design services required as a
result of the value- engineering effort to reduce the overall project cost. Design services
addressed utilizing existing irrigation lines and adjusting hardscape and planting
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materials. Involvement by both civil and structural engineering sub - consultants for
these adjustments created additional design costs.
Discussion
Due to unforeseen conditions encountered during construction, the design and
construction administration scope of work required has increased. The unforeseen
conditions and additional requirements include:
• The project was bid by contractors before construction documents had been
approved by Building & Safety in order to meet CDGB funding requirements to
commit grant funds before the end of Fiscal Year 2012 -13. After construction
began a number of plan check changes were made to the scope of work which
increased project costs. These plan check changes included: an increased size
and strength of the structural foundations, redesigned entranceway, ramp and
gate, and more slip resistant concrete sidewalk finishes which would require
additional design work by a structural engineer. Construction questions related
to these issues have resulted in additional design consultant site visits and
construction document work. These site visits and additional professional
services would result in additional consultant services of $30,315.
• Revisions to the construction documents requested by Building & Safety require
review and signature from the geotechnical engineer resulting in additional cost
of $3,944.
These unforeseen changes impact the project budget and result in additional design
requirements, but would not impact the project completion date by the end of June
2013. The total for the additional service requests that are the result of unforeseen
conditions is $33,759.
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Financial Impacts & Budget Actions
The contract modification to be awarded to Katherine Spitz Associates, Inc. is $33,759
(includes a 10% contingency), for an amended contract total not to exceed $160,919.
Funds in the amount of $33,759 are available in the FY 2012 -13 Capital Improvement
Program budget in account 0116011.589000.
Prepared by: Jean Bellman, Architect
Approved: Forwarded to Council:
Martin Pastucha
Director of Public Works
Eli
Rod Gould
City Manager