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CC 2015-01-13_08j Amend Agreement_Corp Yard Renovation ProjMEMORANDUM TO: CITY COUNCIL FROM: GEOFF ENGLISH, PUBLIC WORKS DIRECTOR~~ BY: MIKE LINN, ASSISTANT CITY ENGINEER SUBJECT: CONSIDERATION OF A FIRST AMENDMENT TO AGREEMENT FOR CONSUL TANT SERVICES WITH HARRIS ARCHITECTURE AND DESIGN FOR THE CORPORATION YARD RENOVATION PROJECT, PW 2013-012 DATE: JANUARY 13, 2015 RECOMMENDATION: It is recommended the City Council approve the First Amendment ("First Amendment") to the Agreement for Consultant Services ("First Amendment") with Harris Architecture and Design, reviving the agreement and extending _~he term of the agreement to December 31, 2015. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: The City Council previously authorized the expenditure of up to $37 ,400 in allocated project funds to cover the cost of the Consultant Services Agreement ("CSA") with Harris Architecture and Design for design services for the Corporation Yard Renovation Project. No additional appropriations are needed at this time. BACKGROUND: On January 16, 2014, the City Council awarded a design contract to Harris Architecture and Design for design services for the Corporation Yard Renovation Project with a term ending December 31, 2014. The project has been designed, distributed for bid and on October 28, 2014, the Council awarded a contract for construction of the subject project to Pickard & Butters Construction, Inc. in the amount of $396,796. The project is not yet complete and will require additional consultant services from Harris Architecture and Design. ANALYSIS OF ISSUES: The Corporation Yard Renovation project has experienced some minor delays, primarily resulting from a bid protest. On September 9, 2014, Council took action to reject all bids from a previous bidding effort on this project, due to irregularities in the bid document regarding the self-performance requirement. As a result of this re-bidding effort, project completion is not expected until June of 2015. The additional services required from Harris Architecture and Design will include responding to design questions during construction. As a result, staff is requesting the Council revive and extend the CSA with Harris Architecture and Design until December 31, 2015. Item 8.j. - Page 1 CITY COUNCIL CONSIDERATION OF AN AMENDMENT TO AGREEMENT FOR CONSUL TANT SERVICES WITH HARRIS ARCHITECTURE AND DESIGN FOR THE CORPORA TtON YARD RENOVATION PROJECT, PW 2013-012 JANUARY 13, 2015 PAGE2 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 Harris Architecture and Design to respond to design questions through the project's construction phase. DISADVANTAGES: No disadvantages have been identified. ENVIRONMENTAL REVIEW: No environmental review is required for this item. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted in front of City Hall on Thursday, January 8, 2015. The Agenda and report were posted on the City's website on Friday, January 9, 2015. No public comments were received. Attachments: 1. Consultant Services Agreement, Amendment No. 1 Item 8.j. - Page 2 ATTACHMENT 1 CONSULTANT SERVICES AGREEMENT AMENDMENT NO. 1 This First Amendment ("First Amendment") to Consultant Services Agreement ("CSA") by and between the CITY OF ARROYO GRANDE ("City") and HARRIS ARCHITECTURE AND DESIGN ("Consultant") is made and entered into this 13th day of January 2015, based on the following facts: WHEREAS, the parties entered into a CSA dated January 16, 2014, to provide Design Work for the Corporation Yard Renovation Project. NOW THEREFORE, for the good and valuable consideration, the receipt and sufficiency of which is acknowledged, the parties agree that the CSA is in full force and effect as modified, and subject to the new terms and conditions set forth below: 1. The CSA is hereby revived and its term extended to December 31, 2015. 2. Except as modified herein, all terms and conditions of the CSA shall be in full force and effect. IN WITNESS WHEREOF, CITY and CONSUL TANT have executed this First Amendment the day and year fist set forth above. CITY OF ARROYO GRANDE HARRIS ARCHITECTURE AND DESIGN Debbie Malicoat, Acting City Manager Kyle Harris, President Attest: Kelly Wetmore, City Clerk Approved As To Form: Timothy J. Carmel, City Attorney Item 8.j. - Page 3 THIS PAGE INTENTIONALLY LEFT BLANK Item 8.j. - Page 4