HomeMy WebLinkAbout10/07/1997, C-8 - PENNINGTON CREEK RIPARIAN ENHANCEMENT PROJECT - ADDITIONAL DESIGN SERVICES council
October 7 1997
acEnaa Repoat hm"ambw 64?
CITY OF SAN LUIS OBISPO
FROM: John Moss,Utilities Directo r�- PREPARED BY: Dan Gilmore,Utilities Engin
SUBJECT: Pennington Creek Riparian Enhancement Project-Additional Design Services
CAO RECOMMENDATION:
By motion, approve Amendment #2 to Pennington Creek Agreement with John L. Wallace &
Associates for additional design services,and authorize the CAO to execute said Amendment#2.
BACKGROUND:
N
On November 19, 1996, Council approved the Request for Proposals for the Pennington Creek
Steelhead Habitat Restoration Project and authorized the CAO to award the consultant services
contract if the amount of the bid was less than$25,000.
The consultant services contract was awarded to John L.Wallace&Associates for a fee of$17,800.
After the project was awarded, staff became aware of grant money that is available for wildlife
habitat restoration projects such as ours. Subsequently,on April 1, 1997, Council authorized staff
to apply to the State Department of Fish and Game - Wildlife Conservation Board for $30,000 in
grant funding, which was approved on August 14, 1997. The funding is specifically for a project
enhancement at one of the four project sites. The enhancement to the project involves the removal
of corrugated metal culverts that prevent fish migration and replace them with a clear span culvert
or bridge type structure. Without the grant funding, the site was to be restored by constructing a
series of rock dams in the creek that would backflood the culverts and allow fish to migrate through
them. The Department of Fish and Game has stated their preference for the bridge solution to the
fish migration barrier at this location.
On June 2, 1997, the CAO authorized Amendment#1 to the agreement with John L. Wallace &
Associates to perform a bridge alternatives analysis for a fee of$1,100. The CAO Report identified
the need for this Amendment#2 for the design of the selected bridge alternative. Upon completion,
the bridge alternatives analysis included a preliminary design estimate of$10,000. Actual design
costs are now proposed to be$12,285,which is the amount requested in Amendment#2.
DISCUSSION:
Though previously unauthorized,much of the design work for the selected bridge alternative has
already been performed. John L. Wallace & Associates recognized the importance of moving
forward in good faith with the design, in order to meet project deadlines for construction prior to
this upcoming rainy season. When it became obvious that construction could not be completed
prior to the rainy season,staff applied to the Water Resources Control Board for a time extension to
complete the design and construction of the preferred project.
Council Agenda Report-Pennington Creek Riparian Enhancement
Page 2
CONCURRENCES:
The City's Natural Resources Manager is in concurrence with the recommended action.
FISCAL IMPACT:
In the 1997-99 Financial Plan, Approved 1997-98 Budget, $25,000 was originally identified for
study and design. The agreement with John L. Wallace & Associates totals $18,900, including
Amendment #1. Approval of Amendment #2 in the amount of $12,285 would bring the total
design costs to $31,185. The amount identified for construction in the Approved 1997-98 Budget
is $125,000. It is proposed that the additional $6,185 for design ($31,185 in total design costs,
minus $25,000 budgeted for design)come from the construction budget for this project. This will
leave $118,815 in the project budget for construction. The current construction cost estimate is
$107,292,which includes a 20%contingency.
ALTERNATIVES:
Deny the Amendment #2. This alternative is not recommended. John L. Wallace has been
responsive to the needs of the City and has worked in good faith to keep the project moving
forward. The design efforts associated with this amendment are specifically for the bridge option
which has been endorsed as the environmentally preferred option by the County Superintendent of
Schools (property owner), the City's Natural Resources Manager, the Department of Fish and
Came,and the Wildlife Conservation Board.
Attachments: Amendment'#2
Copy of Agreement and Amendment #1
Memo from John Wallace dated 9/16/97
AMENDMENT#2 TO AGREEMENT
THIS AMENDMENT TO AGREEMENT is made and entered in the City of San Luis Obispo on this
day of ,by and between the CITY OF SAN LUIS OBISPO,a municipal corporation,hereinafter
referred to as City,and JOHN L.WALLACE&ASSOCIATES,hereinafterreferredto as Consultant
WITNESSETH:
WHEREAS, on January 15, 1997, the City entered into an Agreement with Consultant for engineering
services per Specification 95-28;and
WHEREAS,the City authorizedAmendment#1 to the scope of the services to include an evaluation of bridge
alternatives for one of the project sites;and
WHEREAS,the Consultantproposes to complete the design of the selected bridge alternative for an additional
fee of$12,285,as described in their letter dated September 16,1997.
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 as set forth in the letter from the
Consultant,dated September 16, 1997 and attached hereto.
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 fast
above written.
ATTEST: CITY OF SAN LUIS OBISPO,
A Municipal Corporation
Bonnie Gawf,City Clerk John Dunn,City AdministrativeOfficer
APPROVEDAS TO FORM: CONSULTANT,
John L.Wallace&Associates
ff*Ji#er oWalla ipal
AGREEMENT
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this
day of cc , by and between the CITY OF SALT LUIS OBISPO,
a municipal corporation,hereinafter referred to as City; and JOHN L- WALLACE & ASSOCIATES ,
hereinafter referred to as Consultant.
WITNESSETH:
WHEREAS,on 11/16/96 , City requested proposals for the performance of consulting
services per Specification No. 95-28.
WHEREAS, pursuant to said request, Consultant submitted a proposal which was accepted
by City for said services.
NOW THEREFORE,in consideration of their mutual promises,obligations, and covenants
hereinafter contained, the parties hereto agree as follows:
1. TERNI. The term of this Agreement shall be from the date this Agreement is
made and entered, as first written above, until acceptance or completion of said services. This
Agreement may be terminated by either party by providing to the other party, in writing, thirty
(30) days advance notice of said intent. Consultant shall be paid, in accordance with Paragraph
3 herein, only for work completed by the consultant prior to the effective date of said
termination. In this event, all information, documents, maps, and materials shall be given to the
City.
2. hNCORPORATION BY REFERENCE. City Specification No. 95-28 and
Consultant's proposal dated 12/19/96 are hereby incorporated in and made a part of this
Agreement.
3. CTIY'S OBLIGATIONS. For providing the services as specified in this
Agreement, City will pay and Consultant shall receive, therefor, compensation in a total sum not
to exceed S —17,800.00—
A
17,800.00— -
CONSULTANTS OBLIGATIONS. For and in consideration of the payments and
agreements hereinbefore mentioned to be made and performed by City, Consultant agrees with
City to do everything required by this Agreement and the said specifications.
5. AIN1ENDMENTS. Any amendment, modification, or variation from the terms of
this Agreement shall be in writing and shall be effective only upon approval by the Council of
the City.
6. COMPLETE AGREEMENT. . This written Agreement, including all writings
specifically incorporated herein by reference, shall constitute the,complete agreement between
the parties hereto. No oral agreement, understanding, or representation not reduced to writing
and specifically incorporated herein shall be of any force or effect, nor shall any such oral
agreement, understanding, or representation be binding upon the parties hereto.
7. NOITCE. All written notices to the parties hereto shall be sent by United States
mail, postage prepaid by registered or certified mail addressed as follows:
City John Moss, Utilities Director
City of San Luis Obispo
955 Morro Street
San Luis Obispo, CA 93401
Consultant John L. Wallace 6 Associates
4115 Broad Street,Suite B-5
San Luis Obispo, CA 93401-7963
S. AUTHORTIY TO EXECUTE AGREEMENT. Both City and Consultant do
covenant that each individual executing this agreement on behalf of each party is a person duly
authorized and empowered to execute Agreements for such party.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed
the day and year first above written.
CITY OF SALT LUIS OBISPO,
A Municipal Corporation:
Johr Dunn, ity . dmini t ative Officer
APPROVED AS TO FORM: C .T ANT: r -
By:
i i By: John L. Wzllace F Associates
/ r, G.jorgr se City Attomey__.
(� / .Title: �ftiG�Ay�
By:
Title:
AMENDMENT#1 TO AGREEMENT
THIS AMENDMENTTO AGREEMENTis made and entered in the City.of San Luis Obispo on this 2nd
day of June, 1997 ,by and between the CITY OF SAN LUIS OBISPO,a municipal corporation,hereinafter
referred to as City,and JOHN L.WALLACE&ASSOCIATES,hereinafter referred to as Consultant.
WITNESSETH:
WHEREAS, on January 15, 1997, the City entered into an Agreement with Consultant for engineering
services per Specification 95-28;and
WHEREAS,the City desires to amend the scope of the services to include an evaluation of bridge alternatives,
and Consultant has submitted a Revision Authorization Request,dated May 12,1997,that is acceptable to the City for
this purpose.
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 as set forth in the Revision
Authorization Request attached hereto.
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
above written.
ATTEST: CITY OF SAN LUIS OBISPO,
AMunici al Corporation
nnie Gawf,City erk ohn Dunn,Ciry AdmidistrativeOfficer
APPROVED AS TO FORM: CONSULTANT,
John L.Wallace&Associates
/ff;W0nse9jCity
`orn Jo-T Mallace,Principal
JL
WAJohn L. Wallace & Associates
Civil Engineering•.SurveYing• Planning
September 16, 1997
Mr. John Moss
Utilities Director
City of San Luis Obispo
955 Morro Street
San Luis Obispo, CA 93401
Subject: Pennington Creek Steelhead Habitat Restoration Project, Specification No. 95-28
Dear Mr. Moss:
As you are aware, our office has submitted the plans and specifications for the subject project
which includes the design of a bridge arch culvert, in lieu of the original design concept, to
construct a couple of weir pools at the Rancho EI Chorro Culverts site. This revision was made
at the City's request during the design phase of the project after completion of schematic plans &
specifications for the weir pools. The following is a summary of our services rendered to date:
1. Contract Services without Bridge Design
a. Original contract dated January 15, 1997 (no bridge): $17,800
b. Contract addendum dated May 21, 1997 (bridge alternatives analysis) L100
Total Contract without bridge design $18,900
2. Additional Services for Bridge Design (actual costs)
a. Civil design plans and specifications (JLWA) $ 6,785
b. Structural plans and specifications (structural;subconsultant-AE) $ 2,000
c. Soils borings, report, foundation recommendations(soils sub-ESC) $ 2,900
d. Additional field survey(JLWA) 600
Total Additional Services for Bridge Design $121285
The contract services provided under item 1(a.) above included structural and soils engineering
analysis and reports performed by our subconsultants which are incorporated into the final plans
and specifications. Also, provided under this item was a detailed HEC-RAS analysis submitted
and approved by Caltrans for the baffles and backflooding weirs for,the culvert under Highway 1.
Following a field meeting with the City and the Department of Fish and Game, new weir and fish
ladder design concepts were incorporated into the final plans. -
The contract services provided under item 1(b.) included an analysis of four alternatives, with
associated cost estimates for the construction of a bridge at the Rancho El Chorro Culverts site.
This analysis, which was submitted on June 26, 1997, included a preliminary estimate for bridge
design services at $10,000.
4115 Broad So-eet..Suite B-5•San Luis Obispo, California 93401-7963-Phone(805)544-4011•Far(805)544--4294
C_- �J
Cy-
C — /
Mr. John Moss
City of San Luis Obispo
September 16, 1997
Page 2
The additional services for bridge design listed under item 2 are the actual costs incurred to
complete the civil, structural and foundation design work for the bridge selected by the City, from
the bridge alternative analysis performed under item 1(b.) above. The contract services provided
under item 2(b.) and 2(c.) above included structural and soils engineering design, specifications,
analysis and reports performed by our subconsultants for the design of the bridge which are
incorporated into the final plans and specifications.
Specific services provided under item 2 include roadway profiles, erosion control design, drainage
design, grading design, bridge and headwall profiles, footing design and soil borings. No
additional compensation is being requested for services performed since the submittal of the plans
and specifications on September 2, 1997, unless the City elects to pursue a different alternative to
the bridge and weir designs completed to date, or requests JLWA to provide construction
management, surveying and "shop" drawing review services during the construction phase.
We appreciate the opportunity to provide the professional services rendered above and look
forward to the construction and completion of the Pennington Creek Steelhead Habitat
Restoration Project.
Sincerely,
JOHN L. WALLACE& ASSOCIATES
Pradre Pald, .E.
Senior Engineer
sjs: 061.10/moss 1
cc: Dan Gilmore, Utilities Engineer
JL
John L. Wallace &Associates ' " y
11*471Je—le