HomeMy WebLinkAboutItem 2i: Amendment #1 to Professional Services Agreement with AHBE Landscape ArchitectsDATE: August 7, 2012
STAFF REPORT
Development Services Department
TO: Honorable Mayor and City Council
FROM: Jason Kruckeberg, Assistant City Manager /Develo nt Services Director
By. Linda Hui, Transportation Services Manage
SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE AMENDMENT #1 TO
THE PROFESSIONAL SERVICES AGREEMENT WITH AHBE
LANDSCAPE ARCHITECTS FOR THE GOLD LINE TRANSIT PLAZA
DESIGN DEVELOPMENT IN AN AMOUNT OF $30,156 AND APPROVE
A 10% CONTINGENCY
Recommendation: Approve
SUMMARY
The City is responsible for developing a design plan with performance specifications for
the Gold Line Transit Plaza. The design will be included in the Gold Line Foothill
Extension Construction Authority (Authority) Design /Build Phase 3 (DB -3) procurement
process which covers parking facilities and intermodal interface improvements. In
March of 2012, the City distributed a request for proposals to select a qualified firm to
provide design services for the Transit Plaza. Three firms were contacted and two firms
submitted proposals. Upon review, AHBE Landscape Architects was selected as the
most qualified firm to perform the required work.
A Professional Services Agreement with AHBE was administratively approved by the
City Manager due to the amount being within his administrative authority. AHBE
prepared design concepts for the Transit Plaza and now additional design development
is required. Staff desires to continue to work with AHBE in order to have a seamless
design process. AHBE submitted a proposal for design development services in the
amount of $30,156. These costs are reasonable based on the quality of work the firm
has provided. Therefore, it is recommended that the City Council authorize the City
Manager to execute Amendment #1 to the Professional Services Agreement with AHBE
Landscape Architects for the Gold Line Transit Plaza Design Development in the
amount of $30,156 and include a 10% contingency.
AHBE Landscape Architects Professional Services Agreement Amendment #1
August 7, 2012
Page 2 of 3
BACKGROUND
Recently, the Authority received a federal grant to improve intermodal facilities — bus,
bicycle and pedestrian — connecting to the Gold Line stations. The Authority has
allocated $1.23 million of the federal funds for these improvements around the Arcadia
Station, including the Transit Plaza. The Authority will be the lead agency in
implementing a good portion of the project as part of its DB -3 phase. In order to ensure
that the implementation of the Transit Plaza is to the City's specifications, the City is
responsible for providing the station design plan and construction performance
specifications to be included in the DB -3 request for proposals project scope.
For the development of conceptual design alternatives, in March 2012, the City issued a
request for proposals to select a qualified firm to provide design services. Three firms
were contacted and two firms submitted proposals, AHBE Landscape Architects and
Melendrez Landscape Architecture. Upon review, AHBE was selected as the most
qualified firm to perform the required work. The proposed cost was within the City
Manager administrative authority. Thus, a Professional Services Agreement with AHBE
was administratively approved by the City Manager.
DISCUSSION
In order to engage the City Council in the design process, a two -step approach in
developing performance specifications has been taken. First, conceptual design
alternatives were developed for City Council consideration. On July 3, 2012, three
design concepts were presented to the City Council, and the "Town Square" concept
with a water feature was selected as the preferred alternative.
Assuming this requested amendment is approved by the City Council, the selected
concept will be further developed into performance specifications. These performance
specifications on the selected design concept will be forwarded to the Authority for
inclusion in the DB -3 procurement process. This will allow the City to effectively control
the quality of the Transit Plaza throughout the final design and construction process.
Thus far, AHBE has done an outstanding job with developing design concepts. In
addition, with the Authority submittal deadline fast approaching, there is not much time
for any learning curve. With AHBE's vested interest, the next phase of the design is
expected to be seamless. With these considerations, AHBE was asked to provide a
proposal for the additional work. The proposed cost of the needed additional design
work will bring the original contract beyond the level of administrative authority, thus
requiring the City Council approval.
AHBE Landscape Architects Professional Services Agreement Amendment #1
August 7, 2012
Page 3of3
FISCAL IMPACT
A total of $454,900 in MTA Call for Projects and Proposition A/C Reserve funds has
been included in the FY 2012 -13 CIP budget. This budget will cover a portion of the
Transit Plaza project. The proposed design development cost in the amount of $30,156
will be charged to this CIP budget. No General Fund monies will be required.
RECOMMENDATION
It is recommended that the City Council authorize the City Manager to execute
Amendment #1 to the Professional Services Agreement with AHBE Landscape
Architects for the Gold Line Transit Plaza Design Development in an amount of $30,156
and approve a 10% contingency.
APPROVED:
Dominic Lazza o
City Manager