CC 2014-03-25_08.f. Amendment to Agreement for Inspection ServicesMEMORANDUM
TO: CITY COUNCIL
FROM:
BY:
GEOFF ENGLISH, PUBLIC WORKS DIRECTOR
MIKE LINN, ASSISTANT CITY ENGINEER
SUBJECT: CONSIDERATION OF A FIRST AMENDMENT TO AGREEMENT FOR
CONSUL TANT SERVICES WITH LENHARDT ENGINEERING (ROAD
SCOUTS) FOR 2013 PAVEMENT MANAGEMENT PROJECTS
DATE: MARCH 25, 2014
RECOMMENDATION:
It is recommended the City Council:
1. Approve a First Amendment to the Agreement for Consultant Services ("First
Amendment") with Lenhardt Engineering (Road Scouts) to increase the "not to
exceed" amount from $22,298 to $37,470 for additional inspection services for
the subject projects; and
2. Authorize the Mayor to execute the First Amendment.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The Capital Improvement Budget includes $1,734,667 for pavement management
projects. The 2013 pavement management projects, the 2013 Citywide Digout Project
and the 2013 Street Resurfacing Project are complete and have been accepted by
Council. The additional payment can be made from funds remaining in the project
budgets and there are no additional impacts anticipated to staff time or resources.
BACKGROUND:
On August 13, 2013, Council approved a Qualified Vendor List for Capital Improvement
Inspection Consultant Services. On August 22, 2013, staff selected Lenhardt
Engineering for the approved list and requested a proposal to perform inspection services
for the 2013 · Citywide Digout Project. Lenhardt Engineering's services included a
subcontractor, Road Scouts, to perform inspection services. Following negotiations and
document preparation, the City Manager executed a Consultant Services Agreement
(CSA) with Lenhardt Engineering, Inc. on September 30, 2013 in the amount of $22,298.
Two pavement management projects were performed in 2013; the 2013 Citywide Digout
Project, and the 2013 Street Resurfacing Project. Both projects were satisfactorily
completed and were accepted by the City Council at their February 25, 2014 meeting.
ANALYSIS OF ISSUES:
During the course of the paving projects, staff directed Road Scouts to perform
additional inspection and management services that exceeded the original scope of the
Item 8.f. - Page 1
CITY COUNCIL
CONSIDERATION OF A FIRST AMENDMENT TO AGREEMENT FOR CONSULTANT
SERVICES WITH LENHARDT ENGINEERING (ROAD SCOUTS) FOR 2013
PAVEMENT MANAGEMENT PROJECTS
MARCH 25, 2014
PAGE2
CSA. Since the two pavement management projects were performed concurrently (the
2013 Citywide Digout Project and the 2013 Street Resurfacing Project) staff directed
Road Scouts to perform inspection work for the 2013 Street Resurfacing Project as well,
which exceeded the original scope of work projections. Road Scouts performed and
billed all work on an hourly basis in accordance with the pre-established terms and
hourly rates expressed in the CSA.
Staff has verified and documented Road Scouts' expended hours and incorporated the
information into the First Amendment with Lenhardt Engineering. Staff recommends
approval of the First Amendment and subsequent execution by the Mayor.
ALTERNATIVES:
The following alternatives are provided for the Council's consideration:
-Approve staff's recommendations;
-Do not accept the recommendations; or
-Provide direction to staff.
ADVANTAGES:
Approval of the First Amendment will enable staff to complete payments to Road Scouts
for work performed during the 2013 Citywide Digout Project and 2013 Street
Resurfacing Project.
DISADVANTAGES:
No disadvantages have been identified.
ENVIRONMENTAL REVIEW:
Not applicable.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted in front of City Hall on Thursday, March 20, 2014. The Agenda
and report were posted on the City's website on Friday, March 21, 2014. No public
comments were received.
Attachments:
1. Consultant Services Agreement Amendment No. 1
Item 8.f. - Page 2
Attachment 1
CONSUL TANT SERVICES AGREEMENT
AMENDMENT NO. 1
This First Amendment ("First Amendment") to Consultant Services Agreement ("CSA")
by and between the CITY OF ARROYO GRANDE and LENHARDT ENGINEERING,
INC. is made and entered into this day of March 2014.
WHEREAS, the parties entered into a CSA dated September 30, 2013 to provide
inspection services for the 2013 Citywide Digout Project, PW 2013-07; and
WHEREAS, the parties desire to further modify the CSA as set forth herein.
NOW THEREFORE, for valuable consideration the receipt and sufficiency of which is
acknowledged, the parties agree as follows:
1. Increase the "not to exceed" cost from $22,298 to $37,470.
2. Except as modified herein, all other terms and conditions set forth in the CSA, as
amended, shall remain unchanged and in full effect.
IN WITNESS WHEREOF, CITY and CONSULTANT have executed this First
Amendment the day and year first above written.
r-
LENHARDT ENGINEERING, INC.
By: _____________ _
CITY OF ARROYO GRANDE
By: _____________ _
Tony Ferrara
Mayor
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