CC 2019-08-13_08e Amendment to Agreement_Bridge Street Bridge ProjectMEMORANDUM
TO: CITY COUNCIL
FROM: TERESA MCCLISH, COMMUNITY DEVELOPMENT DIRECTOR
BY: JILL MCPEEK, CAPITAL IMPROVEMENT PROJECT MANAGER
SUBJECT: CONSIDERATION OF A SEVENTH AMENDMENT TO AGREEMENT
FOR CONSULTANT SERVICES WITH QUINCY ENGINEERING, INC.
FOR THE BRIDGE STREET BRIDGE PROJECT
DATE: AUGUST 13, 2019
SUMMARY OF ACTION:
Amend an existing Agreement to allow additional engineering services by reallocating
existing Task Budget items that have been eliminated or delivered under budget for the
Bridge Street Bridge Rehabilitation project.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The City has been successful in securing 100% funding through the Local Highway Bridge
Program (HBP) funds for the Bridge Street Bridge project. There are no additional impacts
anticipated to staff time or resources.
RECOMMENDATION:
It is recommended the City Council:
1. Approve a Seventh Amendment to the Agreement for Consultant Services ("Seventh
Amendment") with Quincy Engineering, Inc. to include additional services at no
increased cost for the subject project; and
2. Authorize the Mayor to execute the Seventh Amendment.
BACKGROUND:
On May 22, 2012, the Council approved an Agreement with Quincy Engineering, Inc. for
design phase services for the Bridge Street Bridge project. Subsequently, six amendments
to the Agreement for Consultant Services have been executed.
ANALYSIS OF ISSUES:
Additional services of the Quincy Engineering team were requested during the utility
coordination/design and right of way acquisition process. These services included
additional exhibits, conference calls and field meetings in order to complete the temporary
and permanent utilities design and to obtain the necessary temporary construction
easements from the adjacent property owners. Also, additional coordination to
incorporate the various components of the final construction documents will be required
Item 8.e. - Page 1
CITY COUNCIL
CONSIDERATION OF A SEVENTH AMENDMENT TO AGREEMENT FOR
CONSULTANT SERVICES WITH QUINCY ENGINEERING, INC. FOR THE BRIDGE
STREET BRIDGE PROJECT
AUGUST 13, 2019
PAGE 2
in order to produce a complete package for submittal to Caltrans. To allow for these
additional services, it is proposed that the budget be reallocated in order to use money
from under budget items to perform other tasks within the contract, with no change in the
total contract amount. In addition, to ensure Quincy Engineering’s availability for
engineering support during the construction phase of the project, it is proposed that the
contact time be extended.
The following table illustrates the proposed reallocation costs along with a corrected
history of prior amendments:
Phase I
Prelim Eng
& Environ
Phase II
Final
Design
Utility Phase
Final
Design
Total
Original Contract – May 22, 2012
Quincy Engineering 467,000.00 390,000.00 0.00 857,000.00
City Staff / Cont Mgt / QA 64,400.00 58,500.00 0.00 122,900.00
Subtotal 531,400.00 448,500.00 0.00 979,900.00
Amendment No. 1 – May 27, 2014 (1)
Quincy Engineering 39,895.19 0.00 0.00 39,895.19
City Staff / Cont Mgt / QA 10,104.81 0.00 0.00 10,104.81
Subtotal 50,000.00 0.00 0.00 50,000.00
Amendment No. 2 – Jan 27, 2015
Quincy Engineering 22,003.00 78,089.83 0.00 100,092.83
City Staff / Cont Mgt / QA 3,276.98 11,630.19 0.00 14,907.17
Subtotal 25,279.98 89,720.02 0.00 115,000.00
Amendment No. 3 – July 18, 2016 0.00
Quincy Engineering 0.00 0.00 0.00 0.00
City Staff / Cont Mgt / QA 0.00 0.00 0.00 0.00
Subtotal 0.00 0.00 0.00 0.00
Amendment No. 4 – March 16, 2017
Quincy Engineering 0.00 0.00 0.00 0.00
City Staff / Cont Mgt / QA 0.00 0.00 0.00 0.00
Subtotal 0.00 0.00 0.00 0.00
Amendment No. 5 – July 25, 2017
Quincy Engineering 0.00 39,585.65 0.00 39,585.65
City Staff / Cont Mgt / QA 0.00 -39,585.65 0.00 -39,585.65
Subtotal 0.00 0.00 0.00 0.00
Amendment No. 6 – March 13, 2018
Quincy Engineering -67,289.21 67,289.21 68,805.93 68,805.93
City Staff / Cont Mgt / QA 0.00 0.00 31,194.07 31,194.07
Subtotal -67,289.21 67,289.21 100,000.00 100,000.00
Item 8.e. - Page 2
CITY COUNCIL
CONSIDERATION OF A SEVENTH AMENDMENT TO AGREEMENT FOR
CONSULTANT SERVICES WITH QUINCY ENGINEERING, INC. FOR THE BRIDGE
STREET BRIDGE PROJECT
AUGUST 13, 2019
PAGE 3
(1) Amendment No. 1 were additional services as requested by Caltrans and were tracked separately.
Therefore, these amounts are not reflected in the Quincy Engineering Budget Status Report Phase 1.
Phase I
Prelim Eng
& Environ
Phase II
Final
Design
Utility Phase
Final
Design
Total
Amendment No. 7 – August 13, 2019
Quincy Engineering -5,481.28 5,481.28 0.00 0.00
City Staff / Cont Mgt / QA 0.00 0.00 0.00 0.00
Subtotal -5,481.28 5,481.28 0.00 0.00
Totals
Quincy Engineering 456,127.70 580,445.97 68,805.93 1,105,379.60
City Staff / Cont Mgt / QA 77,781.79 30,544.54 31,194.07 139,520.40
Subtotal 533,909.49 610,990.51 100,000.00 1,244,900.00
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve a Seventh Amendment to the Agreement;
2. Do not approve a Seventh Amendment to the Agreement; or
3. Provide direction to staff.
ADVANTAGES:
Approval of the Seventh Amendment will allow for the completion of the 90% and 100%
design plans, specifications and estimates for the rehabilitation of the Bridge Street
bridge. Bringing the Bridge Street bridge up to standard loading conditions will remove
the 3-ton maximum load limit and would allow fire and delivery trucks to utilize Bridge
Street as a route.
DISADVANTAGES:
Some traffic related disruption within the Village will be present during construction
activities.
ENVIRONMENTAL REVIEW:
No environmental review is needed to approve the Seventh Amendment.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Item 8.e. - Page 3
CONSULTANT SERVICES AGREEMENT
AMENDMENT NO. 7
This Seventh Amendment ("Seventh Amendment") to Consultant Services Agreement
(“CSA”) by and between the CITY OF ARROYO GRANDE (“City”) and QUINCY
ENGINEERING, INC. (“Consultant”) is made and entered into this 13th day of August
2019.
WHEREAS, the parties entered into a CSA dated May 22, 2012, for preliminary
engineering work on the Bridge Street Bridge Improvement project; and
WHEREAS, the First Amendment to the CSA was approved on May 27, 2014, which
included an increase in scope and fee to perform additional analysis and more detailed
costs estimates as requested by Caltrans to determine funding eligibility of the
rehabilitation alternative; and
WHEREAS, the Second Amendment to the CSA was approved on January 27, 2015,
which included an increase in scope and fee to carry two design alternatives through the
environmental process of Phase I, and to complete Phase II - Final Design Plans,
Specifications and Estimates (PS&E) and Permitting, and extended the contract
Agreement term; and
WHEREAS, the Third Amendment to the CSA was approved on July 18, 2016, which
included a no cost change for extra work required to complete the project by a reallocation
within the existing budget; and
WHEREAS, the Fourth Amendment to the CSA was approved on March 16, 2017, which
included a no cost change for extra work required to complete the project by a reallocation
within the existing budget; and
WHEREAS, the Fifth Amendment to the CSA was approved on July 27, 2017, which
included an increase in scope and fee to prepare an alternatives evaluation and
preliminary cost estimates for the permanent waterline relocation and temporary/
permanent relocation of the existing sanitary sewer crossing Arroyo Grande Creek for
grant programming purposes; and
WHEREAS, the Sixth Amendment to the CSA was approved on March 13, 2018, which
allowed for the design of both temporary and permanent utility relocations required as
part of the project, and extended the contract Agreement term; 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:
Item 8.e. - Page 4
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 May 31,
2022, unless sooner terminated pursuant to the provisions of this Agreement.
2. To include the additional services at no increased cost by task reallocation 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 Seventh
Amendment the day and year first above written.
QUINCY ENGINEERING, INC.
By:________________________________
John Quincy, President
By:________________________________
Caren Ray Russom, Mayor
Attest:
________________________________
Kelly Wetmore, City Clerk
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