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).