City Council
MEETING DATE: 1/25/2017
TITLE:
Title
Amendment No. 5 to the Professional Services Agreement with Michael Baker International for Design of the Date Palm Drive Bridge Widening Project
End
FROM:
John A. Corella, P.E. - City Engineer
RECOMMENDATION:
Recommendation
Staff recommends the City Council approve Amendment No. 5 to the Professional Services Agreement with Michael Baker International for the design of the Date Palm Drive Bridge Widening Project in the amount of $146,500 and authorize the City Manager to sign the amendment.
Body
BACKGROUND:
Amendment No. 5 to the Design Professional Services Agreement with Michael Baker International is necessary to provide funding for additional, unforeseen work. The additional work noted below represents revisions to the original scope of work which are either out of scope items or additional work required due to changes in direction required to accommodate other agencies.
DISCUSSION:
The following paragraphs describe the additional, unforeseen work completed by Michael Baker International (Michael Baker):
Additional Utility Coordination ($28,400)
Michael Baker provided consultation and coordination with various utility owners and agencies that were originally included in the Contract. However, the work required to complete the final utility agreements, was well in excess of what was anticipated at the time of the original agreement and was related to multiple rounds of review comments, differing opinions of agency reviewers and changes in direction received from the utility owner/agency staff.
Michael Baker was required to provide additional coordination, prepare for and attend meetings with the utility companies, prepare exhibits, quantity and cost estimates that described the additional work needed for the various utility facilities in order to obtain Utility Agreements (CVWD, DWA, SCE) and receive final direction from the utility owners as to how the relocation and/or adjustment of their facilities would be handled during construction.
Joint Use Agreement for SCE ($3,600)
Michael Baker prepared exhibits to supplement the existing Joint Use Agreement between SCE and the City of Cathedral City. The existing area described in the Joint Use Agreement (JUA) required revision to accommodate the relocation of SCE facilities on the easterly side of Date Palm Drive at Station 37+63. The exhibit was completed (and revised twice) to supplement the existing JUA exhibit and was drawn at a scale of 1"=20'. The exhibit was signed (as required by SCE) by a California Licensed Land Surveyor and contains layout, parcel and record information. Consultant also coordinated extensively with the SCE Land Management Group - Eastern Division in obtaining requirements for the exhibit, reviewing (and revising) the draft exhibit and working to process the exhibit for approval by the SCE Title Group.
CVWD Storm Drain Revisions ($12,400)
Michael Baker worked closely with CVWD to obtain a permanent encroachment permit for the 30" storm drain (and ancillary facilities) that discharges into the Whitewater River on the north levee (west of the bridge). Due to concerns regarding potential failure of the slope lining that developed subsequent to completion of the plans, CVWD required Michael Baker to provide an extensive analysis to define the water quality measures (dry well), determine flow volumes and velocities, determine the size and depth of the riprap pad and detail the outlet structure in the slope lining of the levee. Several resubmissions were required to obtain an approval of the design of the storm drain. This task also included the preparation of a quantity cost estimate and application for a permanent easement from CVWD to discharge into the Whitewater River Channel and the respective revisions to the design plans.
Additional Right of Way Acquisition Services ($21,800)
Additional work was required by Michael Baker and its sub-consultant - Overland, Pacific & Cutler (OPC) due to:
OPC was required to make design changes required by utility owners and CVWD to include permanent right of way "takes" requiring more complex appraisals and acquisitions, additional time analyzing and effecting the changes.
OPC negotiations with the Bureau of Indian Affairs (BIA) required additional meetings and coordination with the BIA as well as additional negotiations to maintain owner cooperation after successful negotiations had been completed.
OPC was required to implement "Caltrans Modification of TCE Duration" requiring modification of settlements and offers, modification of agreements and deeds, additional project management coordinating with Caltrans and the City.
OPC experienced unusually recalcitrant property owners requiring unusually extensive effort necessary to obtain closing documents (two properties).
Michael Baker was also required to provide several exhibits depicting the easement areas required from the Tribal Allottees (Parcel designations 92E and 94C) to Overland, Pacific & Cutler for their use in discussions and negotiations with the BIA for the needed easements within the Whitewater River Channel and adjacent to Date Palm Drive. These exhibits included both permanent and temporary construction easements, parcel numbers, owner information numbers and calculated areas (square footages). In addition, a "Channel Improvements Summary Letter" was required for Allottee 92E describing work to be completed in the channel.
Project Management Services ($35,300)
Michael Baker completed additional work to provide Project Management Services that were beyond the original scope of work in the contract. The approved contract stipulated a total of nine (9) months to complete the PS&E (Plan, Specification and Estimate - final design) Phase of the project. At the time of the last contract amendment, the Project was anticipated to be complete in August 2015. However, for reasons beyond the control of Michael Baker, the final plans, specifications and estimates were submitted to the City on March 18, 2016. This date reflects a schedule extension of seven (7) months which resulted in substantial additional effort by Michael Baker that included coordination with the City and the stakeholder agencies, preparing for and attending meetings with the stakeholders and the City (monthly PDT (Project Development Team) Meetings) and providing communication during the extended time frame.
Services During Construction ($35,000)
Currently, there is a task budget in the "Contract for Construction Support" to be billed on a time and material basis. Based on the complexity of the construction and expected shop drawing submittals. The original scope of work did not include preparing record drawings that is now required. Michael Baker will use the Contractor's redline mark-ups to prepare record drawings for the project (85 plan sheets) subsequent to completion of construction. Under this Task, Michael Baker will respond to "Value Engineering" comments from the Construction Management Consultant (CM) selected for this project. Michael Baker will attend two meetings to review the Project with the City and the CM to discuss the specific design considerations and possible opportunities to reduce construction costs if needed. As a result of the discussions, Michael Baker will take the resulting comments and modify the drawings and specifications in the form of a delta revision to the bid documents.
Reimbursable Expenses ($10,000)
Currently, there is a task budget in the "Contract for Reimbursable Expenses" to be billed on a time and material basis. As of March 2016 when PS&E was completed, the expenses exceeded the budget limit. Based on the submittals and activities including as-built drawings required during construction, this task budget needs to be increased. The original budget for reimbursable expenses of $19,500 did not cover all the costs of the printing and delivery and mileage expenses required to complete the additional work. The cost to date is $23,500. The remaining $6,000 will be available for reimbursable expenses during the "Bidding and Construction Phase of the Project."
FISCAL IMPACT:
Previous Council actions have approved the original Professional Service Agreement (PSA) and four Amendments that total $1,393,819. With Amendment 5, the total Michael Baker fee will be $1,540,319. Funding is as follows:
|
Fund Name/ Source |
Full Account Number |
Amount |
Budget Oper/Capital |
Budget Existing/New |
|
Federal HBP; BR-NBIL (504) |
331-8914-8601 |
$1,814,865 (PE and R/W) |
Capital |
Existing |
|
CVAG TUMF |
331-8914-8601 |
$1,608,925 |
Capital |
Existing |
|
Successor Agency |
XXX-8914-8601 |
$540,000 |
Capital |
Existing |
ATTACHMENTS:
Amendment No.5