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HomeMy WebLinkAbout10/20/1998, C6 - CONTRACT AMENDMENT - EXTRA DESIGN WORK FOR CREEK BANK REPAIR PROJECTS CITY PLAN 9605A council j acEnaa Repout CITY OF SAN LUIS 0 B I S P 0 FROM: Michael D. McCluskey, Public Works Directo Prepared by: Wayne Peterson, City Engineer Ic SUBJECT: Contract Amendment - Extra Design Work for Creek Bank Repair Projects City Plan 9605A RECOMMENDATION: Authorize the City Administrative Officer to amend the contract with Questa Engineering to procure extra work on creek bank repair projects at an additional cost of$19,000. DISCUSSION: The City originally hired Questa Engineering in December 1996 to prepare the Phase One Creek Management Plan. After the plan was completed, the CAO amended the contract with Questa to prepare construction plans and specifications for repairs at several sites identified in the plan. In September 1997 Public Works submitted plans and specifications to the Council for constructing repairs at Wastewater Treatment Plant, Gold's Gym, Prado Bridge, Mariposa Street, Hayward Lumber Yard, the former RRM Building, City Golf Course bridge on Prefumo Creek, and the police pistol range. The City could not advertise for bids until the U. S. Army Corps of Engineers ("Corps") issued the required permit. The permit was held up because of comments received from several interested individuals and organizations. During Winter 1998 Public Works, Questa Engineering, and the various agencies involved met with property owners and other interested parties to resolve the issues preventing the Corps from issuing their permit. Extended letter writing and meetings led to submittal of revised plans to the Corps in April 1998. The Corps then requested formal consultation for the RRM site with the U.S. Fish and Wildlife Service and the National Marine Fisheries which extended the process another 5 month due to their extensive backlog of projects. In January 1998 Public Works also asked the Corps to issue a 10-year permit for debris removal in the Prefumo Arm of Laguna Lake and under the Marsh Street Bridge. Because of the long term nature of these permits the Corps also requested formal consultation on this permit with both the U.S. Fish and Wildlife Service and the National Marine Fisheries. Because of the extraordinary additional time and work needed to obtain Corps permits, Questa Engineering has requested additional compensation. Questa originally designed the projects consistent with guidelines described in the Phase One report and direction given by the City. Design changes to satisfy Federal agencies and other interested parties resulted in time- consuming modifications to project plans and specifications. (Final plans and specifications are still consistent with plans and specifications approved by the Council in September 1997.) C& Council Agenda Report- Contract Amendment -Extra Design Work Page 2 Besides the additional design work, Questa has prepared a mitigation and monitoring plan, which is required as a condition of the permit. Construction on the mitigation project will be done either by one large contract (at an estimated cost of$50,000) or by a combination of small contracts and California Conservation Corps work. Neil Havlik is assisting Public Works with this part of the project. Staff is currently investigating the alternatives. FISCAL IMPACT: Description Existing Extra Revised of Contract Work Contract Extra Work Amount Amount Amount Design - 18 Mariposa Drive $3,850 $1,500 $5,350 Design- 35 Prado Road 13,400 1,500 14,900 Design- 3026 Higuera Street 10,800 9,000 19,800 Design - 3546 Higuera Street 11,500 3,500 15,000 Other Permit Assistance(1) 0 2,500 2,500 Mitigation/Monitoring Plan 0 1,000 1,000 $19,000 (1) For debris removal in San Luis Obispo Creek under the Marsh Street Bridge and in the Prefumo Creek Arm of Laguna Lake Contingency money set up in the construction account for each project is enough to pay for this extra work. If more money is needed, it can be transferred from the Creek Bank Stabilization project budget, which has a current balance of$331,574 after funding the contracts. All of these sites are part of the FEMA 1044 claim. ATTACHMENTS Amendment to agreement 9605A Extra Design for Cr Bank Repair AMENDMENT ONE TO AGREEMENT THIS AMENDMENT TO AGREEMENT is made and entered in the City of San Luis Obispo on this day of , 1998, by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, herein after referred to as City, and Questa Engineering hereinafter referred to as Consultant. WITNESSETH: WHEREAS, in December 1996 the City entered into an Agreement with Consultant to prepare plans and specifications for several creek bank repair projects; and WHEREAS, the City desires to amend the scope of services to include additional design services as outlined on the attached work scope; NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained, the parties hereto agree as follows: 1 . The scope of services and related compensation is hereby amended to procure extra work on creek bank repair projects at an additional cost of $19,000.00. 2. All other terms and conditions of the Agreement remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first written above. CITY OF SAN LUIS OBISPO, A Municipal Corporation City Administrative Officer APPROVED AS TO FORM: CONSULTANT By: ty orn Questa Engineering c6.3 Questa Engineering Corporation CIVIL, ENVIRONMENTAL, AND WATER RESOURCE ENGINEERS p CC� � o August 4, 1998 i 0 AUG 1 i ISA CITY OF SAN LUIS OBISPO Mr. Wayne Peterson, P.E. PUBLIC WORKS DEPARTMENT City Engineer City of San Luis Obispo 555 Morro Street San Luis Obispo, CA 93401 Subject: Proposal to Revise Plans and Specifications, Extended Site at RRM, and Provide Permit Assistance RRM, Marsh Street and Prefumo Creek Sediment Removal Projects Dear Wayne: Per your request of several months ago, I am presenting this proposal and cost estimate for your consideration for our work in revising the Plans and Specifications for the RRM site, necessitated by extending the project upstream, and including flow deflectors and root-wads in the design. Please excuse the delay in getting this to you, my focus has been on getting the design revisions and permitting completed. I am also including a cost estimate for your consideration for the work involved in re-designing the W WTP plans from planted gabions to planted rip-rap and flow deflectors, and for the Gold's Gym site to a planted concrete crib wall. You did not specifically request a cost estimate for these revisions. Minor changes were required for the Mariposa and Pistol Range sites, to relocate and redesign the rock flow deflectors for shortened, reduced height projects and for reconstruction of the installed rip-rap. Additionally,I am requesting a budget increase for permit assistance for the Marsh Street Bridge and Prefumo Creek sediment removal projects, and for continuing assistance in obtaining the permit for the revised RRM project. The work on the Marsh Street and Prefumo Creek projects was not included in our original proposal to provide Plans and Specifications for the FEi\4A repair sites, and the extension of RRM upstream has necessitated additional work coordinating with the regulatory agencies for permit re-initiation. Please note that I am separating out and not considering as an extra service the additional time we spent responding to comments from the environmental interest groups and agencies on the original designs we developed for the FEMA sites. The responses to these comments on the Corps Public Notice was prepared primarily on my own time. We have experienced substantial cost increases on the design phase of the project for two primary reasons: (1) The scope of work was based on the assumption that several of the sites could use a similar design strategy, saving design costs. Each site was instead fairly unique in design approach; and (2)The reaction by the agencies and environmental interest groups to the use of planted gabions was somewhat unexpected. Gabions were included in the Concept Plan in Volume 11 and we did not (510) 236-6114 • (FAX) 236-2423 P.O. BOX 70356 • 1220 BRICKYARD COVE ROAD, SUITE 206 • POINT RICHMOND, CA 94807-0356 Page 2 Mr. Peterson August 4, 1998 get a large negative reaction at that time.The negative reaction came at the time of Corps circuklation ofthe Public Notice.The W WTP and Gold's Gym project have thus now been completely redesigned to eliminate the gabions. We are only requesting a portion of our costs for the re-design caused by the above. We will absorb much of the cost over-runs, and will subsequent request to recapture some of the costs in Phase II (if executed) in the task that develops new and revised standard bank stabilization plans for use by the City and community. Many of the designs and specifications that we developed can be converted into Standard Plans. The following is the proposed budget adjustment for your consideration and approval: 1. Extend RRM design upstream, add flow deflectors and root-wad $ 6,500.00 2. Permit assistance necessitated by RRM upstream extension and re-initiation of Public Notice 2,500.00 3. Revise plans at WWTP to planted rip-rap and reconstructed rip-rap 1,500.00 4. Revise plans at Gold's Gym for live crib wall 3,500.00 5. Revise plans at Mariposa for reconstructed rip-rap and deflectors 1,500.00 6. Revise Mitigation Plan to include planting compensation for increased RRM project, and re-issue as separate Bid Document 1,000.00 7. Permit assistance for Marsh Street and Pref imo Creek projects 2.500.00 TOTAL S 19,000.00 Please give me a call when you have had a chance to review this letter so we can discuss your thoughts on this matter, and how we can work out an equitable arrangement within the City's budgetary constraints. Sincerely, 1 �7' -- Je ey H. Peters Principal JHP/afg Ref.: 98029L9 C�_S