The URL can be used to link to this page

Home My WebLink About07 - Buffalo Hills Park LightingCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 7 July 24, 2007 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Public Works Department Michael Sinacod 949 - 644 -3342 or msinacori@city.newport- beach.ca.us SUBJECT: BUFFALO HILLS PARK LIGHTING — AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT WITH JMD, INC. RECOMMENDATION: Approve an Amendment to the Professional Services Agreement with JMD, Inc. (formerly known as JMDiaz, Inc.), of the City of Industry, California, for additional engineering services at a not to exceed price of $20,502 and authorize the Mayor and City Clerk to execute the Amendment. DISCUSSION: On January 8, 2007, the City entered into a Professional Services Agreement with JMDiaz, Inc., to prepare contract documents for the West Cliff Street Light Improvements and the Bonita Creek and San Miguel Park Lighting Replacement (jointly called the West Cliff project). This contract is set to expire on December 31, 2007. The project was re- budgeted due to a delay with Southern California Edison struggling to find appropriate locations for new service points in the West Cliff area. Power sources are located in the back of properties in the West Cliff area and tapping these sources for connection of street lights is proving to be difficult and could be costly for the City. We expect resolution on this issue in the next month or two. The Buffalo Hills Park Lighting project is a part of the Fiscal Year 2007 -08 CIP and calls for the installation of the identical "bollard" type lighting as in the nearby San Miguel Park. Staff recommends amending the agreement with JMD to prepare the Buffalo Hills Park Lighting contract documents as they finish the plans, details, and specifications currently being prepared for the West Cliff project. Environmental Review: Engineering services are notprojects as defined in the California Environmental Quality Act (CEQA) Implementing Guidelines. CEQA - documentation will be prepared for the project and considered at the time of award. Buffalo Hills Park Lighting — Amendment No. t to Professional Services Agreement vdth JMD July 24, 2007 Page 2 Funding Availability: There are sufficient funds available in the following account for the project: Account Description Buffalo Hills Park Lighting Prepared by: J. Sinacoii, P.E. I Civil Engineer Attachments: Amendment No. 1 Account Number Amount 7015- C4002000 $20,502 Submitted by: Badum ' . :s Director AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT WITH JMD, INC. FOR BUFFALO HILLS PARK LIGHTING PROJECT THIS AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT, entered into this day of , 2007, by and between the CITY OF NEWPORT BEACH, a municipal corporation, (hereinafter referred to as "City") and JMDIAZ, INC., a California corporation doing business as JMD, Inc. whose address is 18645 East Gale Avenue, Suite 212, . City of Industry, California, 91748 ( "Consultant"), and is made with reference to the following: RECITALS A. On January 8, 2007, CITY and CONSULTANT (Formerly known as JMDiaz, Inc.) entered into a Professional Services Agreement, hereinafter referred to as "Agreement ", for Westcliff Street Light Improvement and Bonita Creek and San Miguel Park Lighting Replacement. This Agreement is scheduled to expire on December 31, 2007. B. City desires to compensate Consultant for additional professional services to provide design services for the Buffalo Hills Park Lighting Project. C. City desires to enter into this Amendment No. 1 to extend the term of the Agreement to December 31, 2008. D. City and Consultant mutually desire to amend Agreement, hereinafter referred to as "Amendment No. 1 ", as provided here below. NOW, THEREFORE, the parties hereto agree as follows: 1. Consultant shall be compensated for services performed pursuant to this Amendment No.1 according to "Exhibit A" dated April 25, 2007, attached hereto. 2. Total additional compensation to Consultant for services performed pursuant to this Amendment No. 1 for all work performed in accordance with this Amendment, including all reimburseable items and subconsultant fees, shall not exceed Twenty Thousand Five Hundred and Two Dollars ($20,502.00). 3. The term of the Agreement shall be extended to December 31, 2008. 4. Except as expressly modified herein, all other provisions, terms, and covenants -set forth in Agreement shall remain unchanged and shall be in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Amendment No. 1 on the date first above written. APPROVED AS TO FORM: By:44t"c Aaron C. Harp, Assistant City Attorney for the City of Newport Beach ATTEST: LaVonne Harkless, City Clerk CITY OF NEWPORT BEACH A Municipal Corporation Mayor for the City of Newport Beach JMD, Inc.: Title: President/CEO /CFO Print Name: Juan M. Diaz (Financial Officer) Title: President/CEO /CFO Print Name: Juan M. Diaz Attachment: Exhibit A — Request for Additional Authorization Dated April 25, 2007 F: \Users\PBW\Shared\Agreements\FY 07 -08WMD Amendment 1.doc :: JMD Pl ANNMG I ENGINEERING: NANAGEMF.Nt April 25, 2007 Mr. Michael Sinacon Public Works Department City of Newport Beach 3300 Newport Boulevard Newport Beach, CA 92663 -3884 RECEIVED APR 2 7 2007 public Works Department City of Newport Beach SUBJECT: Westcliff Street Light Improvements and Bonita Creek and San Miguel Park Lighting Replacement Project Request for Additional Authorization Dear Mr. Sinacori: Based on the scoping meeting held with City staff at the City Utilities Yard on March 28, 2007, we understand the City's request to include additional street lighting design services for Buffalo Hills Park. This task includes bollard lighting improvements which coincide with our current efforts also involving bollard lighting design. As a result, we are requesting additional authorization to our current contract to include this task. Our estimated not -to- exceed fee for this additional task is $20,502 and is detailed in the attached letter proposal. This task is based on the assumption that it will be a separate bid package from our current project. Should you have any questions regarding this request, please contact me at (626) 820.1137. Sincerely, Inc. Juan M. Diaz, P.E. President/CEO JMD\mai P:\2006.0023.0001.00\do sMenersV- Mimd.doc Enclosures EXHIBIT A 18645 East Gale Avenue, Suite 212, City of Industry, CA 91748 (626) 820.1137 Tel • (626) 820.1136 Fax w Jrndiaz.00m so JMD Pi ANNING I FNCINEERtl iMANAGFMENI April 25, 2007 Mr. Michael Sinacon Public Works Department City of Newport Beach 3300 Newport Boulevard Newport Beach, CA 92663 -3884 Subject: Proposal to Provide Additional Professional Engineering Services for Westcliff Street Light Improvements and Bonita Creek and San Miguel Park Lighting Replacement Project Dear Mr. Sinacori: JMD is pleased to submit this proposal to provide additional engineering services to include additional street lighting design services for the Buffalo Hills Bollard Improvements. Our scope of services described below has been tailored to meet the requirements based on the scoping meeting held with City staff at the City Utilities Yard on March 28, 2007 and includes a brief description of our proposed scope of services, fee and schedule. Scope of Services JMD has developed the following scope of services to prepare park lighting design at the Buffalo Hills Park in the City of Newport Beach. We understand the addition of the bollards is requested by the Newport Hills Community Association and includes approximately 33 proposed bollards. This task will be included as a separate project from our current Westcliff street lighting project. Task 1 — Protect Meetinas_and Coordination JMD will attend up to three (3) project coordination meetings with City staff to discuss bollard lighting design and coordination issues. Task 2 — Research, Data Collection, and Field Review JMD will gather available electronic base mapping files, as -built plans, and circuit maps from the City of Newport Beach to verify the existing topography, utilities and any proposed improvements. JMD will prepare a preliminary base plan to verify existing features relevant to the proposed task during field reviews. For the purposes of this proposal, we have assumed that detailed survey is not required and is therefore not included in this proposal. 18645 East Gale Avenue, Suite 212, City of Industry, CA 91748 -1363 (626) 820.1137 Tel • (626) 820.1136 Fax www.jmdiaz.com go am JMD Mr. Michael Sinacod April 25, 2007 Page2 Field Survey /Base Mapping /Right of Way /Utilities (Not Included) Conducting detailed field surveys and right of way engineering is not included in this proposal. JMD will utilize available survey, mapping, utilities, right of way boundaries, and final geometric layout design to be provided by the City of Newport Beach to develop the necessary base plan information for the purpose of the bollard lighting plan preparation. Task 3 – Bollard Lighting Plans Upon receipt of the final layout design of the proposed bollard locations from City staff, JMD will prepare five (5) bollard lighting plans in Autocad format at a scale of 1 " =40' illustrating the plan view of the proposed bollard lighting design layout. The lighting design will be based on the existing conditions and proposed improvements within the project limits. Related title sheet, schedules and details will be included on this package. Task 4 — Special Provisions JMD will prepare draft and final special provisions in accordance with the City's standard boilerplate. Special provisions will be provided to the City for review during the preliminary and final submittals. City comments will be addressed for the final submittal. Task 5 – Opinion of Probable Construction Cost JMD will prepare a separate bid schedule and an opinion of probable construction cost for the proposed bollard lighting improvements. One (1) bid schedule and opinion of probable construction cost is included in this proposal. Task 6 – Incorporate Comments and Prepare Final Construction Documents After final review and comments by the City, JMD will incorporate the changes and prepare the final package for construction bidding. Deliverables JMD will prepare and submit one (1) preliminary 50 %, one (1) pre -final 95%, and one (1) final submittal consisting of one (1) original set of bollard lighting plans, one (1) original set of special provisions, and one (1) opinion of probable construction cost The deliverables will be sent to Mouse Graphics for reproduction and submittal to the City. JMD Mr. Michael Sinacdri April 25, 2007 Page 3 Fee* JMD will perform the Scope of Services outlined below for the following amounts on a lump sum basis by task as follows. Task 1 — Project Meetings and Coordination $ 1,150.00 Task 2 — Research, Data Collection and Field Review $ 2,440.00 Task 3 — Bollard Lighting Plans $10,678.00 Task 4 — Special Provisions $ 715.00 Task 5 — Opinion of Probable Construction Cost $ 608.00 Task 6 — Incorporate Comments and Submit Final PS &E $ 4,356.00 Other Direct Costs $ 555.00 . TOTAL $20,502.00 The above estimate includes labor, overhead and related direct costs and developed with the assumptions outlined below. Assumptions ❑ Special permitting is not included in this proposal. ❑ Utility relocation plans and utility notices are not included in this proposal. ❑ JMD will prepare this package utilizing the same format and content as our current package. ❑ All known utilities will be included in the base mapping. Utility research is not included in this proposal. ❑ Submittal reproduction and deliveries to City will be performed by Mouse Graphics. ❑ Only three (3) meetings assumed for the entire project for design and coordination. ❑ Assumes prompt (within 30 days) payment of invoices. Schedule Once given a Notice to Proceed, JMD anticipates that the major project milestones will be completed as follows: Milestone Completion' Research and Data Collection Week 2 Draft 50% PS &E Week 6 City Review'* Week 8 Pre-final 95% PS &E Week 10 City Review" Week 12 Final PS &E Week 14 ' Duration from obtaining all information indicated above from the City of Newport Beach. May vary depending on required agency review time. :: JMD Mr. Michael Sinacori April 25, 2007 Page 4 If this proposal is acceptable to you, please sign below and return one signed original to me. We are pleased to provide these additional services to City of Newport Beach and look forward to your favorable reply. Should you have any questions, please call me at (626) 820 -1137. Sincerely, JMDiaz, Inc. OZf Juan M. Diaz, PE President/CEO Shmai M' pmposa1s12007Vrr002Smd.doc Agreed by, City of Newport Beach Michael J. Sinacori, PE Date