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HomeMy WebLinkAbout02/05/2002, C7 - CONTRACT AMENDMENT FOR DAMON-GARCIA SPORTS FIELDS 1 council AL ac enba Repot c 7 CITY O F SAN LUIS O B I S P O FROM: aul LeSage, Director Parks and Recreation Prepared By: � athy Mills, Recreation Manager SUBJECT: Contract Amendment for Damon-Garcia Sports Fields CAO RECOMMENDATIONS:. Amend the preliminary Design Services Contract with FIRMA in the amount of $56,478 to cover: the inclusion of the design of Prado Road in the project, additional costs resulting from revisiting the Prado Road alignment, and issues associated with the permitting requirement for the Army Corps of Engineers. DISCUSSION In April of 2000, the City entered into an agreement with FIRMA to provide preliminary design services for the Damon-Garcia Sports Fields. The original scope of the Project did not include a consideration of Prado Road. However, it became apparent that some preliminary design work related to the Council approved alignment of Prado Road was needed. Since Prado Road is next to the fields, the preliminary grading of the road needs to take place at the time the fields are being constructed. Constructing the road after the fields are in use would damage the fields and potentially create extra costs. Public comment received in October of 2000, moved the Council to direct staff to prepare an additional report regarding the Prado Road alignment options. That report was provided to the Council in January 2001. To include the road in the project design, and to prepare the road alignment options report, an additional extensive site evaluation was required. The consultants provided the research needed to complete this evaluation. Items directly associated with the preparation of the report included: map development, engineering evaluation, opinion of probable cost, environmental documentation, and public meeting attendance. Costs for the added work totaled $43,366. Of that amount, $9,073 is directly attributable to the re-evaluation of Prado Road alignments. Additional consultant services have also been necessary to complete the permitting requirements of the Army Corps of Engineers. This has included several meetings with Army Corps staff and most recently, a requirement that a complete mitigation plan for creeks and wetlands be submitted as a part of the application. Previously only an outline of the plan had been required with the application. The estimated cost of the additional work associated with obtaining the permit is $10,000. GADO=a \Agmda Prep Film\Revised Prado repomdac/� �7 I . Council Agenda Report—Contract Amendment for Damon-Garcia Sports Fields Page 2 Staff is also recommending an additional $10,000 in contingency funding for any additional work that might be needed for design recommended through advisory body review. Staff had intended to bring this request for additional design funding to the Council before this time, however, this project has been continuously evolving with additional requirements making it difficult to project final costs. FISCAL IMPACT 1. Original Contract Original contract for Design work with FIRM 181,340 Amount expended 174,452 Remaining balance from original contract 6,888 2. Additional Expenses Prado Road inclusion in the project 34,293 Revisit of Prado Road alignment 9,073 Army Corps Permit 10,000 Contingencies 10,000 63,366 3. Funding Needed Additional expense 63,366 Less remaining balance from original contract 6,888 Requested amount 56,478 The original estimated design expense for this project was $200,000 with an original contract of $181,340. $18,660 remains for design. At this time staff request that the balance come from the construction portion of the project. Request: $56,478 From Design: $18,660 From Construction: $37,818 As was reported to the City Council in the April 18, 2000 staff report requesting authorization for the project, design costs have exceeded the original estimate. At this time, no additional appropriation is recommended for these design services. Instead, as is noted above, it is recommended that funding be transferred from the construction portion of the budget. Once a determination has been made on the Corps permit and this project completes Architectural Review Commission review, it will be returned to the Council for approval of the Design Concept and authorization to proceed with the plans and specifications necessary to construct these fields. At that point, a revised budget projection will be presented to the Council. c 7-a /1 Council Agenda Report—Contract Amendment for Damon-Garcia SportsFields Page 3 Since the Prado Road costs are not part of the original scope of this project, additional funding for this will be required beyond the designated proceeds from the 1999 Revenue Bonds. There are several potential sources for this, including proportionate fees from the Margarita Area for its direct share of applicable costs. Once costs have been finalized as discussed above, we will also recommend supplemental funding sources at that time. ATTACHMENT Contract Amendment C7 C Ur ATTACHMENT I AMENDMENT TO AGREEMENT THIS AMENDMENT TO AGREEMENT is made and entered in the City of San Luis Obispo on this 5's day of February,by and between the CITY OF SAN LUIS OBISPO,a municipal corporation,hereinafter referred to as City,and FIRMA,hereinafter referred to as Contractor. WITNESSETH: WHEREAS, on April 18`x, 2000,the City entered into an Agreement with Contractor,per Specification No. 99826,to provide comprehensive Phase I Preliminary Design services; WHEREAS, the City desires to amend the scope of the services to provide for additional work required by the Prado Road alignment. WHEREAS, the Army Corp of Engineers is requiring the City to conduct additional studies and plan development in order for the City a obtain a permit for development of athletic fields. 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, in the amount of,$56,200 and is detailed as set forth in Exhibit A 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 A Municipal Corporation Lee Price,City Clerk Ken Hampian,City Administrative Officer APPROVED AS TO FORM: CONTRACTOR ffr orge on y A mey David Foote,FIRMA ANG @" P DA ����������IIIIIIIIIIIIIIPp1 ��IIIII DATE council memoRan u city o f san Luis owspo, pauks_ana izecasation aepautmsnt _ January 31, 2002 'OUNCIL ❑ CDD DIR TO: City Council [P<AO ❑ FIN DIR � ZKSPAO El FIRE CHIEF L1 3n 13PW DIR VIA: en Hampian, City Administrative Officer LERK/ORIG ❑ POLICE CHF ❑ DEPT EADS . DIR FROM: aul LeSage, Director of Parks and Recreation -� 11UTIL DIR ❑ ❑ HR DIR SUBJECT: Item C7 - Additional Information Contract Amendment for Damon-Garcia Sports Fields Attached is Exhibit A to Attachment 1 of the Contract Amendment for the Damon Garcia Sports Fields. Exhibit A gives the spreadsheet breakdown. Please note that Attachment A, the Amendment to Agreement should read that the scope of services should be $56,478 not $56,200. RECEIVED F1.8 j 200% SLO CITY CLERK i i Exhibit A Contract Amendment for Damon-Garcia Sports Fields Spreadsheet Breakdown Color Shading Item Amount No shading Amount expended on ori inal contract $174,452 Green Prado Road Inclusion 34,293 Tan Revisit Prado Road 9,073 Yellow Army Corps and Contingencies 20,000 Total 237,818 Original Contract 181,340 Requested Increase $56,478 Exhibit A Contract Amendment for Damon-Garcia Sports Fields Spreadsheet Breakdown Color Shading Item Amount No shading Amount expended on original contract $174,452 Green Prado Road Inclusion 34,293 Tan Revisit Prado Road 9,073 Yellow Army Corps and Contingencies 20,000 Total 237,818 Original Contract 181,340 Requested Increase $56,478 ( . . \ 4—*� � �r� 2 2 ! § ■ 2 § § & & § ! Id & ■ . , � Cd | § ■ § � 7. . @ ■_ | � ! � ! § § c \ � § f § ■ . ■ . - ; ci Cd _ , a CF 2 s § ■ ■ 9 & E2@ @ © N ; ! ■ § § # § fP § 2p § E § § § § � � / . 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