HomeMy WebLinkAboutS21 - Dover Drive Sidewalk VA ConsultingCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. s21
January 22, 2008
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
Robert Stein
949 - 644 -3322 or rstein @city.newport - beach.ca.us
SUBJECT: DOVER DRIVE SIDEWALK — APPROVAL OF AMENDMENT NO. 6 TO
PROFESSIONAL SERVICES AGREEMENT WITH VA CONSULTING,
INC., FORMERLY KNOWN AS VAN DELL AND ASSOCIATES
RECOMMENDATION:
Approve Amendment No. 6 to Professional Services Agreement with VA Consulting,
Inc., formerly known as Van Dell and Associates for a not to exceed amount of $19,430
and authorize the Mayor and City Clerk to execute the Amendment.
DISCUSSION:
The California Coastal Commission (CCC) has reviewed and approved this project.
However, it is requiring modification of the design and the preparation of a mitigation
plan. Under this Amendment, VA Consulting will perform these tasks and process the
changes with the CCC in order to obtain the Coastal Development Permit.
On May 25, 2004, Council approved a Professional Services Agreement with VA
Consulting of Irvine California, for the design of the Dover Drive sidewalk at a contract
price of $69,838. Along with preparing the final construction documents, VA Consulting's
professional services included preparing sidewalk design alternatives, conducting a
geotechnical evaluation, preparing and processing jurisdictional agency permits including
a Coastal Development Permit, and preparing the environmental documentation for the
.Project. During the design process, the City asked the Consultant to consider additional
options for sidewalk design to consider alternate alignments with various retaining wall
alternatives. Over the last 33 months, five Amendments were approved by Council:
• On February 22, 2005, Amendment No. 1 to the Agreement was approved in
which Consultant's scope of work was expanded to provide additional
engineering and geotechnical services for the Project, including a proposal to
shore up the existing slope above Dover Drive, at the Cliff Drive intersection.
The additional compensation under Amendment No. 1 was $6,000.
Dover Drive Sidewalk — Approval of Amendment to Professional Services Agreement with VA Consulting, Inc.
January 22, 2008
Page 2
• On August 9, 2005, Amendment No. 2 was approved in which Consultant's
scope of work was expanded to provide additional design and consulting
services for the project, including analysis of the sidewalk and retaining wall
alternatives for the slope above Dover Drive, preparation of the final design of
the boardwalk portion of the project, and project management and coordination
services. The additional compensation under Amendment No. 2 was $9,900.
On April 4, 2006, Amendment No. 3 was approved in which Consultant's scope
of work was expanded to revise the alignment of the proposed sidewalk and curb
and gutter adjacent to the slope above Dover Drive, and prepare revised exhibits
for the environmental document and resource agency permit applications. The
additional compensation under Amendment No. 3 was $3,960.
On April 24, 2007, Amendment No. 4 was approved in which Consultant's scope
of work was revised to allow for additional assistance with outside jurisdictional
agencies and processing permits. The additional compensation. due Consultant
under Amendment No. 4 was $5,455. The term of the Agreement was also
extended to December 31, 2007.
On October 3, 2007, Amendment No. 5 in the amount of $15,850 was approved
in which Consultant's scope of work was revised to include additional services for
working with Regional Water Quality Control Board staff regarding the need for a
Clean Water Act 401 Water Quality Certification and responding to comments
from the California Coastal Commission staff.
Environmental Review:
On June 27, 2006, Council adopted a Resolution approving the Mitigated Negative
Declaration (MND) for Dover Drive Sidewalk Project.
Public Notice:
The public was informed of the Coastal Commission hearing on this project which
occurred on November 8, 2007.
Funding Availability:
Sufficient funds are available in the following account for the project:
Account Description
Transportation and Circulation
ared by:
Robert Stein, P.E.
Assistant City Engineer
Attachment: Amendment No. 6
Account Number Amount
7261- C5100854 $19,340.00
Total: $19,340.00
Submitted by:
G. Badum
Works Director
AMENDMENT NO. 6
TO
PROFESSIONAL SERVICES AGREEMENT
WITH VA CONSULTING, INC.,
FOR ENVIRONMENTAL CONSULTING SERVICES FOR
DOVER DRIVE SIDEWALK PROJECT
THIS AMENDMENT NO. 6 TO PROFESSIONAL SERVICES AGREEMENT, entered
into this day of , 2008, by and between the CITY OF
NEWPORT BEACH, a municipal corporation, (hereinafter referred to as "City ") and VA
CONSULTING, INC., (formerly knows as Van Dell and Associates, a California
corporation whose address is 17801 Cartwright Road, Irvine, California, 92614
( "Consultant "), and is made with reference to the following:
RECITALS
A. On July 12, 2004, CITY and CONSULTANT entered into a Professional
Services Agreement, hereinafter referred to as "Agreement', for design
and consulting services for the Dover Drive Sidewalk Project, hereinafter
referred to as "Project ".
B. City and Consultant have entered into five separate Amendments of the
Agreement, the latest dated April 24, 2007. Per Amendment No. 4, the
Agreement expired on December 31, 2007.
C. City desires to enter into this Amendment No. 6 to reflect additional
services not included in the Agreement or prior Amendments and to
extend the term of the Agreement to June 30, 2009.
D. City desires to compensate Consultant for additional professional services
needed for Project.
E. City and Consultant mutually desire to amend Agreement, hereinafter
referred to as "Amendment No. 6 ", 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. 6 according to "Exhibit A" dated December 26, 2007,
attached hereto.
2. Total additional compensation to Consultant for services performed
pursuant to this Amendment No. 6 for all work performed in accordance
with this Amendment, including all reimburseable items and subconsultant
2 -
fees, shall not exceed Nineteen Thousand, Three Hundred Forty and
001100 Dollars ($19,340.00).
3. The term of the Agreement shall be extended to June 30, 2009.
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. 6 on
the date first above written.
APPROVED AS TO FORM:
rim— ✓�-
City Attorney
for the City of Newport Beach
ATTEST:
in
LaVonne Harkless,
City Clerk
CITY OF NEWPORT BEACH,
A Municipal Corporation
M
Homer Bludau
for the City of Newport Beach
CONSULTANT:
(Corporate Officer)
Title:
Print Name:
(Financial Officer)
Title:
Print Name:
Attachments: Exhibit A — Scope of Services
Exhibt B = Fee Summary
Exhibit C — Schedule of Billing Rates
f:\users\pbvvAshared \agreements \fy 07 -08\va consulting -lover sidewalk- mend -6.doc
- 3
VJL
CONSULTING
December 26, 2007
Mr. Robert Stein
City of Newport Beach
Public Works Department
3300 Newport Boulevard
Newport Beach, CA 92660
Dear Mr. Stein:
Exhibit A
This letter is a change order request for additional environmental, permitting and design
services related to the Dover Drive Sidewalk Project for the City of Newport Beach (our
Agreement dated July 12, 2004).
This request is for additional services associated with processing the California Costal
Commission (CCC) permit and modifications to project plans and contract documents required
to incorporate CCC conditions. These activities include time to coordinate with City and CCC
staff for preparation of modifications to CCC permit exhibits and revisions to plans and contract
documents.
The total cost to perform the additional tasks described above is $19,340. A detailed scope of
services (Exhibit "A "), and fees (Exhibit `B ") are included with this request. We will perform
these services on a time and materials not -to- exceed basis in accordance with the attached fee
schedule (Exhibit "C ").
Please indicate your approval of this change order by signing in the space provided below and
returning a copy to our office. If you have any questions, please feel free to contact John Wolter
at (951) 340 -0030 or me at (949) 474 -1400.
MPWkam
cc: Steve Luy
John Wolter
Contracts
Approved by:
Robert Stein
Date:
VA Consulting, Inc.
Corporate Office
Orange County Division
17801 Cartwright Road
Irvine, CA 92614
Phone 949.474.1400
Fax 949.261.8482
EXHIBIT "A"
CITY OF NEWPORT BEACH
DOVER DRIVE SIDEWALK PROJECT
ADDITIONAL SERVICES
SCOPE OF SERVICES
California Costal Commission (CCC) Permit Processing
This task includes the preparation of modification to CCC application exhibits required by
CCC staff and requested by City staff.
2. Habitat Restoration and Monitoring Plan Preparation
This task includes preparation of interpretive sign language and final habitat restoration
and monitoring plans as required by the CCC permit conditions.
3. Revisions to Plans and Contract Documents
This task includes the incorporation of CCC conditions to reduce the Boardwalk width to
five (5) feet. The additional work also includes revisions to Sheets 1, 5 and 6 for new
caisson locations and construction notes; revisions to Sheets 3 and 4 for new structural
and framing details; revisions to the structural calculations package and edits to the
specifications and bed schedule to incorporate the habitat planting plans and boardwalk
modifications.
4. Project Management and Conditions
This task includes project management and coordination with the environmental sub -
consultant, CCC staff and City staff to finalize the CCC permit approval and incorporate
the CCC conditions into the final contract documents. We have assumed 8 hours for
project management and 4 hours for attendance at 2 meetings for a total of 12 hours.
%:1Pr'ggc 73ttI�"e 0Nr RepyeetJT .tl
EXHIBIT "B"
CITY OF NEWPORT BEACH
DOVER DRIVE SIDEWALK PROJECT
ADDITIONAL SERVICES
FEES
1. California Costal Commission (CCC) Permit Processing .......... ............................... $4,980
2. Habitat Restoration and Monitoring Plan Preparation ............... ............................... $5,400
3. Revisions to Plans and Contract Documents ............................ ............................... $7,050
4. Project Management and Conditions ........................................ ............................... $1,860
5. Reimbursables ............................................................................... ............................... $50
TOTALFEES ..................................................................................... ............................... $19,340
_Offtce+'irt. Ir- iine'• Cavnrpb Rancho Mozrgv
EXHIBIT "C"
VA CONSULTING, INC.
FEE SCHEDULE
2007
Staff Classification
Civil Engineering and Planning Services
Hourly Rate
President............................................................................................................ ...............................
$190
Division President/Division Manager ......................:................ ............................... ...........................$173
Sr. Vice President/Vice President/ Exec. Director .................. ............................... ...........................$163
Director.............................................................................................................. ...............................
$160
SeniorProject Manager .......................................................... ............................... ...........................$155
ProjectManager ...................................................................... ............................... ...........................$147
AssistantProject Manager ...................................................... ............................... ...........................$142
Senior Project Engineer /Senior Design Supervisor /Senior Planner ...................... ...........................$137
Project Engineer /Design Supervisor ....................................... ............................... ...........................$132
Senior Design Engineer /Senior Designer ............................... ............................... ...........................$122
Design Engineer / Planner ........................................................ ............................... ...........................$117
Designer...........................................................................:................................. ...............................
$110
Assistant Engineer /Assistant Planner ..................................... ............................... ...........................$100
Research and Processing Coordinator ................................................................... ............................$95
SeniorCAD D Technician ..................................................................................... ...............................
$90
JuniorEngineer .................................................................................................... ...............................
$85
CADDTechnician ................................................................................................... ............................$80
EngineeringIntern ................................................................................................... ............................$70
OfficeSupport/ Clerical ............................................................................................ ............................$69
Field Survev and Maopino Services
Director of Survey and Mapping .............................................. ............................... ...........................$158
Managerof Field Survey .........................................................-.....................-........ ............................... $130
Surveyand Mapping Associate ...............................................-................................. ............................... $95
Surveyand Mapping Technician .............................................................-................. ............................... $75
3-Man GPS Crew .................................................................................................... ............................... $225
2-Man GPS Crew .... ............................... ........................... $200
1-Man GPS Crew ............................... ...............................
Special Services
Litigation....................................... ...............................
Notes:
.................................. ...............................
..........- ...................... ............................... $170
............................ ........................... $400
and
2. Overtime, when requested by the client, will be surcharged at a rate of 135% of the standard hourly rates. Sundays and holidays
Will be surcharged at a rate of 170% of the standard hourly rates.
3. Reprographics, messenger service, travel (including lodging and meals), and other direct expenses Will be charged at cost plus
10%. The services of outside consultants will be charged at cost plus 15% to cover administration and overhead.
4. In-house reprographics charges: B &W Bond copies $1.001sq.ft, Color Bond $6.00/sq.fL
5. Mileage will be billed at standard mileage rates set by IRS. 2007 rates currently listed at $0.485 per mile.
MAKE EDULEMIBITC_MAV2W.E G -OO/IE