CC 2020-02-25_08h_Supplemental No 1
MEMORANDUM
TO: CITY COUNCIL
FROM: WHITNEY McDONALD, COMMUNITY DEVELOPMENT DIRECTOR
BY: ROBIN DICKERSON, CITY ENGINEER
SUBJECT: SUPPLEMENTAL INFORMATION
AGENDA ITEM 8.h. – FEBRUARY 25, 2020 CITY COUNCIL MEETING
AMENDMENTS TO CONSULTANT SERVICE AGREEMENTS FOR CIVIL
ENGINEERING, CONSTRUCTION MANAGEMENT, MATERIALS
TESTING, AND LAND SURVEYING SERVICES
DATE: FEBRUARY 24, 2020
Attached is a copy of a modification to Amendment No. 2, Exhibit A, with Eikhoff Design
Group, Inc. to add an additional scope of service relating to permanent drainage solutions
for Oak Park Blvd/El Camino Real. This is a continuation of the work that was started
under the emergency repair project.
cc: City Manager
City Attorney
City Clerk
Public Review Binder
AGREEMENT FOR CONSULTANT SERVICES
AMENDMENT NO. 2
This Second Amendment ("Second Amendment") to Agreement for Consultant Services
(“Agreement”) by and between the CITY OF ARROYO GRANDE and EIKHOF DESIGN
GROUP, INC. (“Consultant”) is made and entered into this 25th day of February 2020.
WHEREAS, the parties entered into an Agreement dated March 1, 2015 for On-Call
Consultant Services; and
WHEREAS, the parties desire to further modify the Agreement as set forth herein.
NOW THEREFORE, for valuable consideration the receipt and sufficiency of which is
acknowledged, the parties agree as follows:
1.Section 1(" TERM") of the Agreement, shall be modified in its entirety to read as
follows:
This Agreement shall be extended and remain and continue in effect until
September 30, 2020, or such date that the work is completed or unless sooner
terminated pursuant to the provisions of this Agreement.
2.To include the specific, previously authorized projects as specified in Exhibit "A"
attached hereto and incorporated herein by this reference.
3.Except as modified herein, all other terms and conditions set forth in the CSA, as
amended, shall remain unchanged.
IN WITNESS WHEREOF, CITY and CONSULTANT have executed this First
Amendment the day and year first above written.
EIKHOFF DESIGN GROUP, INC.
B y:________________________________
CITY OF ARROYO GRANDE
B y:________________________________
Caren Ray Russom, Mayor
Exhibit A
Scope of Services
1.Castillo del Mar Extension
2.Material Bins at Corp. Yard
3.2020 Concrete Repairs
4.Phase IV Soto Sports ADA Project
5. Oak Park Blvd/El Camino Real Permanent Drainage Project
4875 El Camino Real • Atascadero, CA 93422 • Phone: 805-470-1910 • Fax: 805-461-3175
Eikhof Design Group Page 1
September 12, 2019
Jill McPeek
Capital Improvement Project Manager
City of Arroyo Grande
300 East Branch Street
Arroyo Grande, CA 93420
RE: Engineering Services for Corporation Yard Material Storage Project
Dear Jill:
Thank you for the opportunity to provide engineering services for the Corporation Yard Materials
Storage Project. The proposed services include the following items of work:
• Prepare a preliminary conceptual design plan.
• Conduct a site meeting with the City of Arroyo Grande staff at the site to review the conceptual
design plan.
• Conduct research regarding options for materials containment and shelter options.
• Prepare footing design for pre-engineered building.
• Analyze and determine adequacy of existing covered storage structure. Design either attached
or detached structure to cover paint cleaning area.
• Prepare 60%, 90% and100% design plans for City review and correction, including building
department.
• An Engineer’s Estimate will be prepared with alternates to meet the anticipated project budget.
• Prepare bid documents using City boilerplate and technical specifications.
• Construction Management and inspection services will be provided by the City. However, Eikhof
Design Group will be available for construction support and to answer field questions.
• Record Drawings will be prepared and submitted following completion of the project.
The table below outlines the estimated costs to perform the work as outlined above.
Eikhof Design Group Page 2
Fee Proposal for Corporation Yard Material Storage Project
Position Rate ($/hour) No. of Hours Total
Task 1 – Conceptual Plan, Design Kick-off, Measurements, Research
Principal Engineer $170.00 4 $680.00
Project Manager $150.00 8 $1,200.00
Engineering Technician $130.00 4 $520.00
Task 1 Total $2,400.00
Position Rate ($/hour) No. of Hours Total
Task 2 - Prepare 60% Design Plans, Analyze Existing Structure, and conduct additional research
Principal Engineer $170.00 10 $1,700.00
Project Manager $150.00 2 $300.00
Engineering Technician $120.00 40 $5,200.00
Task 2 Total $7,200.00
Task 3 - Prepare 90% Bid Documents and consult with City staff
Principal Engineer $170.00 2 $340.00
Project Manager $150.00 3 $450.00
Engineering Technician $130.00 10 $1,300.00
Task 3 Total $2,090.00
Task 4 - 100% Bid Documents, Pre-Bid Meeting, Bidding Support
Principal Engineer $170.00 2 $340.00
Engineering Technician $130.00 7 $910.00
Task 4 Total $1,250.00
Task 5 - Construction Support, Record Drawings (As Needed)
Principal Engineer $170.00 4 $680.00
Engineering Technician $130.00 4 $520.00
Task 5 Total $1,200.00
Estimated Design Fee $14,140.00
Please contact me if you have any questions or would like to discuss this further. I can be reached at
805-470-1910 ext 101 or by e-mail at jeff@eikhofdesigngroup.com.
Respectfully,
Jeff van den Eikhof, PE
President, Eikhof Design Group, Inc
Attachment: Fee Schedule.
Eikhof Design Group Page 3
2019 Fee Schedule
Personnel Description Typical Rate/Hour
Principal Civil Engineer ...................................................................................................................... $ 170.00
Civil Engineer ..................................................................................................................................... $ 160.00
Project / Construction Management ................................................................................................ $ 150.00
Assistant Engineer ............................................................................................................................. $ 140.00
Engineering Technician ..................................................................................................................... $ 130.00
Inspection .......................................................................................................................................... $ 125.00
Drafting ............................................................................................................................................. $ 100.00
Clerical ............................................................................................................................................... $ 80.00
Reimbursable Expenses Fee
The hourly costs indicated include all reproduction fees for the project.
Subcontracted Services ................................................................................................................. Cost + 15%
Mileage .....................................................................................................$0.58/mile (Current Federal Rate)
Q:\_PROPOSALS\2019\2019-12 AG Corp Yard Material Storage\AG - Corporation Yard Materials Storage Design R1.docx
4875 El Camino Real • Atascadero, CA 93422 • Phone: 805-470-1910 • Fax: 805-461-3175
Eikhof Design Group Page 1
December 2, 2019
Jill McPeek
Capital Improvement Project Manager
City of Arroyo Grande
300 East Branch Street
Arroyo Grande, CA 93420
RE: Engineering Services for 2020 Concrete Repairs Project
Dear Jill:
Thank you for giving Eikhof Design Group the opportunity to provide engineering services for the 2020
Concrete Repairs Project. The proposed services include the following items of work:
• Field assessment of sidewalks and concrete repair locations identified in the Candidate projects
list provided by the City, including the following;
o Areas of Trips and Falls
o Village Glen Drive neighborhood
o Areas Known to need repairs
Field measurements will be taken using a measuring wheel and tape measure to determine
quantities
• Preparation of a preliminary Engineers Estimate confirming the locations for design work. If the
project budget allows for the inclusion of additional candidate project locations, Eikhof Design
Group will prepare a cost estimate for the additional design work for consideration by the City
• Design for repairs of concrete locations listed above.
• The bid package will include the previously designed concrete repair work on Halcyon Avenue as
part of the base-bid.
• An Engineer’s Estimate will be prepared with alternates to meet the approved budget of
approximately $110,000.
• Preparation of bid documents using City boilerplate and technical specifications. Bid documents
will include tabulated repair areas located by address.
• The City will provide Construction Management and inspection services. However, Eikhof Design
Group will be available for construction support and to answer field questions.
• Record Drawings will be prepared and submitted following completion of the project.
The table below outlines the estimated costs to perform the work as outlined above.
Eikhof Design Group Page 2
Fee Proposal for 2019 Concrete Repairs Project
Position Rate ($/hour) No. of Hours Total
Task 1 - Design Kick-off, Measurements, Document Review
Principal Engineer $170.00 2 $340.00
Project Manager $150.00 9 $1,350.00
Engineering Technician $130.00 9 $1,170.00
Task 1 Total $2,860.00
Task 2 - Prepare Preliminary Estimates and Location Spreadsheet
Project Manager $150.00 6 $900.00
Engineering Technician $130.00 24 $3,120.00
Task 2 Total $4,020.00
Task 3 - Prepare 90% Bid Documents and Meeting with Staff
Principal Engineer $170.00 6 $1,020.00
Project Manager $150.00 4 $600.00
Engineering Technician $130.00 66 $8,580.00
Task 3 Total $10,200.00
Task 4 - 100% Bid Documents, Pre-Bid Meeting, Bidding Support
Principal Engineer $170.00 4 $680.00
Project Manager $150.00 3 $450.00
Engineering Technician $130.00 16 $2,080.00
Clerical $80.00 2 $160.00
Task 4 Total $3,370.00
Task 5 - Construction Support, Record Drawings (As Needed)
Principal Engineer $170.00 4 $680.00
Engineering Technician $120.00 4 $520.00
Task 5 Total $1,200.00
Estimated Design Fee $21,650.00
Please contact me if you have any questions or would like to discuss this further. I can be reached at
805-470-1910 ext 101 or by e-mail at jeff@eikhofdesigngroup.com.
Respectfully,
Jeff van den Eikhof, PE
President, Eikhof Design Group, Inc
Attachment: Fee Schedule.
Eikhof Design Group Page 3
2019 Fee Schedule
Personnel Description Typical Rate/Hour
Principal Civil Engineer $ 170.00
Civil Engineer / Licensed Land Surveyor $ 160.00
Project / Construction Management $ 150.00
Assistant Engineer $ 140.00
Development Review Services $ 135.00
Engineering Technician $ 130.00
Public Works Inspection $ 125.00
Draftsman $ 100.00
Clerical $ 80.00
Reimbursable Expenses Fee
Subcontracted Services .................................................................................................... Cost + 15%
Mileage ....................................................................................... $0.54/mile (Current Federal Rate)
Reproduction Services Cost + 15%
Q:\_PROPOSALS\2019\2019-19 AG 2020 Concrete Repair Project\2019-19 AG - 2020 Concrete Repairs Design.docx
4875 El Camino Real • Atascadero, CA 93422 • Phone: 805-470-1910 • Fax: 805-461-3175
Eikhof Design Group Page 1
February 17, 2020
Jill McPeek
Capital Improvement Project Manager
City of Arroyo Grande
300 East Branch Street
Arroyo Grande, CA 93420
RE: Engineering Services for the Soto Sports Complex ADA – Phase IV
Dear Jill:
Thank you for giving Eikhof Design Group the opportunity to provide engineering services for the Soto
Sports Complex ADA – Phase IV. Eikhof Design Group’s involvement with all the Sports Complex ADA
upgrades since 2013 will be beneficial in the completion of this next phase.
Based on the scope of the work, and the conceptual location of the ADA pathway, the estimated
engineering fees for design is $25,000. Our work does not include field surveying. Also excluded from
the estimated fee is the design of retaining walls over three feet in height. The design of walls over three
feet tall will require additional costs and a soils report to determine the design parameters.
We look forward to working with the City to complete this next phase of the Soto Sports Complex.
Please contact me if you have any questions or would like to discuss this further. I can be reached at
805-470-1910 ext 101 or by e-mail at jeff@eikhofdesigngroup.com.
Respectfully,
Jeff van den Eikhof, PE
President, Eikhof Design Group, Inc
Attachment: Fee Schedule.
Eikhof Design Group Page 2
Fee Schedule
Personnel Description Typical Rate/Hour
Principal Civil Engineer $ 170.00
Civil Engineer / Licensed Land Surveyor $ 160.00
Project / Construction Management $ 150.00
Assistant Engineer $ 140.00
Development Review Services $ 135.00
Engineering Technician $ 130.00
Public Works Inspection $ 125.00
Draftsman $ 100.00
Clerical $ 80.00
Reimbursable Expenses Fee
Subcontracted Services ................................................................................................. Cost + 15%
Mileage ..................................................................................... $0.54/mile (Current Federal Rate)
Reproduction Services Cost + 15%
Q:\_PROPOSALS\2020\2020-05 AG Soto Sports Complex Phase IV\2020-05 AG - Soto Sports Complex Phase IV.docx
4875 El Camino Real • Atascadero, CA 93422 • Phone: 805-470-1910 • Fax: 805-461-3175
Eikhof Design Group Page 1
February 17, 2020
Jill McPeek
Capital Improvement Project Manager
City of Arroyo Grande
300 East Branch Street
Arroyo Grande, CA 93420
RE: Engineering Services for Castillo del Mar Design Road Extension – Phase I (Amendment No. 3)
Dear Jill:
As we have discussed, the Castillo del Mar project has been extremely complex with many moving
portions. Eikhof Design Group has been working on the project since May 2018. The overall scope of
work has changed several times over the past 20 months, including removing and adding portions of
work, preparing multiple exhibits and additive alternates, and preparing construction easement
documents. Thankfully, the project is nearing completion and should be ready to bid soon.
To cover the costs of the additional work, we respectfully request an additional $10,000 amendment to
our contract. This amendment should cover the final preparation of the bid documents including the
technical specifications and exhibits, construction easement documents, and assistance during the
bidding process.
Please contact me if you have any questions or would like to discuss this further. I can be reached at
805-470-1910 ext 101 or by e-mail at jeff@eikhofdesigngroup.com.
Respectfully,
Jeff van den Eikhof, PE
President, Eikhof Design Group, Inc
Attachment: Fee Schedule.
Eikhof Design Group Page 2
Fee Schedule
Personnel Description Typical Rate/Hour
Principal Civil Engineer $ 170.00
Civil Engineer / Senior Project Manager $ 160.00
Construction Management / Project Manager $ 150.00
Assistant Engineer $ 140.00
Development Review Services $ 135.00
Engineering Technician $ 130.00
Public Works Inspection $ 125.00
Draftsman $ 100.00
Clerical $ 80.00
Reimbursable Expenses Fee
Subcontracted Services ................................................................................................. Cost + 15%
Mileage ..................................................................................... $0.54/mile (Current Federal Rate)
Reproduction Services Cost + 15%
Q:\_PROPOSALS\2019\2019-04 AG Castillo Del Mar Design Review\P2019-04 AG - Castillo Del Mar Design Review - Amend No. 3.docx
4875 El Camino Real • Atascadero, CA 93422 • Phone: 805-470-1910 • eikhofdesigngroup.com
Eikhof Design Group Page 1
February 24, 2020
Jill McPeek
Capital Improvement Project Manager
City of Arroyo Grande
300 East Branch Street
Arroyo Grande, CA 93420
RE: Engineering Services for Emergency and Permanent Drainage Solutions in the vicinity of Oak Park
Blvd and El Camino Real (PW 2020-04)
Dear Jill:
Thank you for giving Eikhof Design Group the opportunity to provide engineering services for the
Emergency and Permanent Drainage Solutions in the vicinity of Oak Park Blvd and El Camino Real (PW
2020-04). Based on the City’s request, the scope of work includes the following:
• Preliminary Drainage Analysis
• Exhibits for Proposed Alternatives
• Response to Caltrans Comments
• Meetings and other Staff Coordination
The proposed work will be billed on a time and materials basis up to $15,000.
Please contact me if you have any questions or would like to discuss this further. I can be reached at
805-470-1910 ext 101 or by e-mail at jeff@eikhofdesigngroup.com.
Respectfully,
Jeff van den Eikhof, PE
President, Eikhof Design Group, Inc
Attachment: Fee Schedule.
Eikhof Design Group Page 2
Fee Schedule
Personnel Description Typical Rate/Hour
Principal Civil Engineer $ 170.00
Civil Engineer / Licensed Land Surveyor $ 160.00
Project / Construction Management $ 150.00
Assistant Engineer $ 140.00
Development Review Services $ 135.00
Engineering Technician $ 130.00
Public Works Inspection $ 125.00
Draftsman $ 100.00
Clerical $ 80.00
Reimbursable Expenses Fee
Subcontracted Services .................................................................................................... Cost + 15%
Mileage ....................................................................................... $0.54/mile (Current Federal Rate)
Reproduction Services Cost + 15%
Q:\_PROPOSALS\2020\2020-06 AG Oak Park Drainage\2020-06 AG - Oak Park and ECR Drainage Repairs.docx