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HomeMy WebLinkAboutItem 10e - Amendment and Change Order for Material Testing & Inspeciton ServicesAmendment and Change Order to Material Testing & Inspection Services PSA April 7, 2020 Page 1 of 4 DATE: April 7, 2020 TO: Honorable Mayor and City Council FROM: Tom Tait, Public Works Services Director By: Eddie Chan, Principal Civil Engineer SUBJECT: AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH GEO-ADVANTEC, INC. AND CHANGE ORDER TO THE PURCHASE ORDER FOR ADDITIONAL MATERIAL TESTING AND INSPECTION SERVICES FOR THE EISENHOWER PARK IMPROVEMENT PROJECT IN THE AMOUNT OF $30,000 Recommendation: Approve SUMMARY During the course of construction for the Eisenhower Park Improvement Project, several situational changes occurred which required additional materials testing and inspection services to be performed by Geo-Advantec, Inc. These additional tests and inspections were conducted to avoid project timeline delays, with the ultimate goal of completing the park in time for Arcadia Little League’s Opening Day. It is recommended that the City Council approve the amendment to the Professional Services Agreement with Geo- Advantec, Inc., approve a change order to increase the Purchase Order in the amount of $30,000. BACKGROUND On October 15, 2019, City Council approved a Professional Service Agreement with Geo-Advantec, Inc. to provide material testing and inspections for the Eisenhower Park Improvement Design/Build Project in the amount of $33,120. Construction material testing and inspection services is a vital process that helps the City and contractor identify potential problems before committing resources to the project. Testing is also essential for keeping the structure in line with applicable legal requirements, including occupational safety and environmental regulations. The Eisenhower Park Improvement Project included a number of disparate construction items. Included in the project are the construction of synthetic turf baseball/softball fields, a basketball court, restroom and concession buildings, bleachers with shade canopies, picnic shade structures, a perimeter block wall, walking trails with par course exercise stations, children’s play equipment, walkway lights, sports lighting, and renovation of the existing Dog Park. Amendment and Change Order to Material Testing & Inspection Services PSA April 7, 2020 Page 2 of 4 The scope of services in the PSA with Geo-Advantec, Inc. included the following services that were based on the original project plans and specifications: provide field monitoring, testing, and inspection for the construction work; perform laboratory tests on subgrade, base, masonry, and concrete; and prepare and submit daily inspection reports. DISCUSSION Several unforeseen circumstances occurred during the course of construction, which subsequently required additional services from the consultant totaling $30,000. The table below provides a list of each of the items added to the scope and the need for these items is further detailed in the subsequent paragraphs. Item Work Added to the Scope Cost A) Basketball court - Grading and compaction testing of soil underneath the basketball concrete slab. - Perform reinforced concrete and post tension inspection of the concrete basketball slab. - Foundation inspection for the basketball poles/boards. $3,360.00 B) Buried concrete construction debris and boulders - Inspect and certify the bottom of the excavation to ensure all debris and boulders are removed prior to receiving backfill materials. - Perform compaction testing of fill material to the top of the finished grade. $1,640.00 C) Off-site installation of electrical conduits and pull box for SCE Compaction testing for backfill materials. $2,450.00 D) Plan review and certification Plan check and Stamp Certification. $14,000.00 E) Fast-track building construction method Anticipate additional hours for material testing and inspection services to complete the Project. $8,550.00 Subtotal: $30,000.00 Amendment and Change Order to Material Testing & Inspection Services PSA April 7, 2020 Page 3 of 4 In terms of Item “A” above, a basketball court was added to the project that required grading and compaction testing of the soil underneath the basketball concrete slab, reinforced concrete and post tension inspection of the concrete basketball slab, and foundation inspection for the basketball poles and boards. Item “B” above refers to the fact that during the excavation process, unforeseen concrete construction debris and large boulders were uncovered during the excavation of the baseball fields, concession building pad, and at the northern perimeter block wall footings. This required additional inspections and certification for the bottom of the excavation, to ensure all debris and boulders were removed prior to backfill. A final compaction testing of the fill material was also performed to the top of the finished grade. The Project also required Southern California Edison (“SCE”) to bring power to the park from across the street on 2nd Avenue (Item “C”). In order for Edison to perform the work, two 5-inch conduits and a 3’x5’x4’ pull box had to be installed underground, off-site from Eisenhower Park. This required compaction testing for backfill materials. Further, the foundation design work for the entire project scope included the design of two building foundations, the block wall, trash enclosure, bleachers; the footings for the walkway lights, sports lights, parking lot lights, and the shade canopy. The shade structure foundation plans had to be reviewed and certified by a third-party geotechnical engineer, per the City’s Building Division (Item “D”). Finally, Item “E” includes the fast-tracking that was required for the building construction method in order to stay on target to meet the project completion timeline. This required inspectors to remain available on short notice to complete the necessary inspections. Each of the items described above was necessary to complete the Eisenhower Park Improvement Project on schedule. ENVIRONMENTAL ANALYSIS The Eisenhower Park Improvement Project was originally a Class 1 exemption as defined in Section 15301 “Existing Facilities” Projects of the California Environmental Quality Act (“CEQA”), which exempts projects consisting of the minor alteration of existing public structures. The current action to amend the Professional Services Agreement does not constitute a project under the California Environmental Quality Act (“CEQA”), under Section 15061(b)(3) as it can be seen with certainty that it will have no impact on the environment. FISCAL IMPACT Funds in the amount of $590,000 were budgeted in the Fiscal Year 2018-19 Capital Improvement Program for design and inspection services for the Eisenhower Park Improvement Project. On October 15, 2019, the City Council approved a Professional Services Agreement with Geo-Advantec, Inc. to provide material testing and inspections Amendment and Change Order to Material Testing & Inspection Services PSA April 7, 2020 Page 4 of 4 for the Eisenhower Park Improvement Design/Build Project in the amount of $33,120. Sufficient funds remain in the project budget to pay for additional work for materials testing and inspection/plan check services for the Eisenhower Park Improvement Project. RECOMMENDATION It is recommended the City Council determine that the current action does not constitute a project and is therefore exempt under the California Environmental Quality Act (“CEQA”); and approve the amendment to the Professional Services Agreement with Geo-Advantec, Inc. and approve a change order to the Purchase Order for additional material testing and inspection services for the Eisenhower Park Improvement Project in the amount of $30,000. Attachment: Proposed Amendment No. 1 AMENDMENT NO. 1 TO THE PROFESSIONAL SERVICES AGREEMENT REGARDING MATERIAL TESTING FOR THE EISENHOWER PARK IMPROVEMENT PROJECT BY AND BETWEEN THE CITY OF ARCADIA AND GEO-ADVANTEC, INC. This Amendment No. 1 (“Amendment No. 1”) is hereby entered into this ____ day of ________________, 2020 by and between the City of Arcadia, a municipal corporation of the State of California, and Geo-Advantec, Inc., a California Corporation, with respect to that certain Professional Service Agreement (“Agreement”) between the parties dated November 6, 2019. The Parties agree as follows: 1. Section 3.1.1 of the Agreement, the Scope of Services is hereby amended to incorporate additional material testing and inspection services as referenced in the attached Exhibit “A”. 2. Section 3.3.1 of the Agreement, the Compensation is amended by this Amendment No. 1 as referenced in the attached Exhibit “C”. 3. All terms and provisions of the Agreement not amended by this Amendment No. 1 are hereby reaffirmed. In witness whereof the parties have executed this Amendment No. 1 on the date set forth below. CITY OF ARCADIA GEO-ADVANTEC, INC. By: By: Dominic Lazzaretto City Manager Title: Dated: Dated: ATTEST: By: Title: Dated: City Clerk APPROVED AS TO FORM CONCUR: Stephen P. Deitsch Tom Tait City Attorney Public Works Services Director EXHIBIT "A" SCOPE OF SERVICES Scope of Services for the Material Testing for the Eisenhower Park Improvement Project shall also now include, but is not limited to the following tasks: 1. Basketball Court – Grading and compaction testing of soil underneath the basketball concrete slab; Perform reinforced concrete and post tension inspection of the concrete basketball slab; Foundation inspection for the basketball poles/boards. 2. Buried Concrete Construction Debris and Huge Boulders – Inspect and certify the bottom of the excavation to ensure all debris and boulders are removed prior to receiving backfill materials; Perform compaction testing of fill material to the top of the finished grade. 3. Off-site Installation of Electrical Conduits and Pull Box for SCE – Compaction testing for backfill materials. 4. Plan Review and Certification – Plan check and Stamp Certification. 5. Fast-Track Building Construction Method – Anticipate additional hours for material testing and inspection services to complete the Project. Exhibit "C" COMPENSATION Compensation shall be based on time and materials spent in accordance with the following tasks, not to exceed the total compensation listed: Material Testing for the Eisenhower Park Improvement Project - $33,120.00 Change Order for Additional Work as referenced in Exhibit “A” - $30,000.00 Total Compensation $63,120.00 The total compensation shall not exceed the total listed without written authorization in accordance with Section 3.3.4 of this agreement. (See attached fee breakdown).