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Home My WebLink About25C - AGMT - ENGINEERING SRVS FOR DT STRUCTURESREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: FEBRUARY 19, 2013 TITLE: AMENDMENT TO ENGINEERING DESIGN SERVICES AGREEMENT WITH AECOM FOR DOWNTOWN PARKING STRUCTURE IMPROVEMENTS / s G? CITY MA AGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ? As Recommended ? As Amended ? Ordinance on 1" Reading ? Ordinance on 2nd Reading ? Implementing Resolution ? Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and the Clerk of the Council to execute the attached amendment to the agreement with AECOM in the amount of $60,000 for a total amount not-to-exceed $535,000, subject to non-substantive changes approved by the City Manager and City Attorney. DISCUSSION In the late 1980s, the City/Agency constructed a number of parking structures to meet the growing demand for parking in the Downtown. The structures are in need of capital improvements, architectural upgrades for structural efficiency, Americans with Disabilities Act (ADA) compliance, and addition of new security systems and installation of operational equipment. On March 7, 2011, the City Council authorized the first amendment to the agreement with AECOM to provide engineering services and design for necessary improvements to all of the Downtown garages and surface lots. The contract was increased by $275,000 for a total amount not to exceed $475,000. This provided the funding necessary to complete the design efforts for all four of the Downtown parking structures. The engineering plans for the improvements were completed in April 2012. However, at this time, due to the dissolution of the Redevelopment Agency, it appears unlikely that the 2011 Series A Tax Allocation Bonds ($6.1 million) issued for the garage improvements will be able to be used for this purpose. The loss of bond financing has forced the city to reduce the scope of work for the parking structure improvement project. The new project includes new parking equipment, structural repairs and installation of security gates. Staff is recommending the amendment with AECOM to extrapolate the engineering requirements of the smaller scale project from the plans completed in April 2012 for the larger scale project. The limited improvements and parking equipment will now be funded from parking revenue. 25C-1 Amendment to Agreement - AECOM February 19, 2013 Page 2 FISCAL IMPACT Funds are available in the Parking Revenue account (no. 02718861 62300). Raul Godinez II Executive Directo Public Works Agency ?vY ancy T. Edwards Interim Executive Director Community Development Agency NTE/GL/kg Exhibit: 1. Amendment to Agreement APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez Executive Director Finance & Management Services Agency y? 25C-2 SECOND AMENDMENT TO AGREEMENT THIS SECOND AMENDMENT TO AGREEMENT is entered into on February 19, 2013, by and between AECOM Technical Services, a California corporation ("Consultant") and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS: A. The City and Consultant entered into that certain Agreement A-2008-216, dated August 18, 2008, (hereinafter "said Agreement") by which Consultant has provided engineering and landscape architecture services on an on-call basis. B. By Amendment A-2011-061, dated March 7, 2011, the parties amended the Scope of Services authorizing Consultant to provide engineering and architectural services to prepare contract documents and construction support for improvements in the downtown parking garages. C. Consultant completed the engineering plans for the project. However, funding available to pay for the construction of the improvements has been reduced. D. In accordance with the terms and conditions of said Agreement, the parties wish to amend the Scope of Services to provide additional engineering services required to provide engineering and architectural services to provide the improvements on a smaller scale to accommodate the reduced budget. WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all the terms and conditions of said Agreement, except those amended in this Second Amendment to Agreement, the parties agree as follows: 1. Section 1, SCOPE OF SERVICES, shall be amended to provide that Consultant will provide engineering services necessary to prepare engineering documents for security upgrades and parking controls at the downtown parking garagese, as set forth in Consultant's Proposal dated February 2, 2013, attached hereto as Exhibit A and incorporated herein by this reference. 2. Section 3, COMPENSATION, shall be amended to increase compensation by $60,000. Consultant shall provide the additional services at the rates and charges set forth in Exhibit A, for a not to exceed cost of $45,000. An additional $15,000 shall be available to pay for unforeseen costs and services related to the services set forth in Exhibit A. The total amount which may be expended pursuant to said Agreement shall not exceed $535,000.00. 3. Except as hereinabove amended, all terms and conditions of said Agreement shall remain in full force and effect. 25C-3 IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to Agreement on the date and year first written above. ATTEST: MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney By: Laura Sheedy Assistant City Attorney RECOMMENDED FOR APPROVAL: RAUL GODINEZ II Executive Director - PWA CITY OF SANTA ANA City Manager CONSULTANT: AECOM TECHNICAL SERVICES By: _ Name: Title: 25C-4 EXHIBIT A CONSULTANT'S PROPOSAL FEBRUARY 2, 2013 25C-5 EXHIBIT A AECOM 999 W. Town & Country Road. Orange. CA 92868 T 714.567.2501 F 714.567.2441 www.aecom.com February 2, 2013 Mr. Kenny Nguyen City of Santa Ana 20 Civic Center Plaza Santa Ana, California 92702 Dear Kenny, Subject: Incorporation of Security Upgrades to Parking Structures AECOM This letter is AECOM's proposal for services associated with security upgrades at four City of Santa Ana parking structures. The basis of this scope of work is our telephone discussion and knowledge of the project from our previous services on these facilities. We propose to utilize AECOM's On-Call contract with the City of Santa Ana for this work. The contract is titled "On-Call Engineering and Landscape Architecture Services", Contract No. A-2008-216. General Scope of Work Items The scope of work for this proposal is to extract certain improvements from contract documents that were previously prepared for broader improvements to the four parking garages. This proposal does not include seismic analysis or retrofit of any structures, fire sprinklers, parking lot ingress/egress controls (these were previously prepared by others and will be incorporated into the package however), or modifications to the sidewalks or public streets around the parking structures. In addition, ADA related issues are not included with this proposal since the proposed work is assumed to be routine operational or maintenance work and therefore does not meet the threshold of requiring ADA upgrade to other portions of the facilities. The contract documents will be to City of Santa Ana standards and will include plans, specifications, and contract provisions. It is assumed that the City's standard boilerplate contract document will be used as a basis and updated with the project's information to form the final contract documents. This will be performed by AECOM as part of this proposal. Lastly, the scope of work does not include construction administration (CA). That work can be added and our previous estimate will be adequate to cover the work should it be requested by the City. Other assumptions include: Submittal will be 100% draft package and final construction documents. Drawings will be in Autocad. The hourly rates are as listed in AECOM's On-Call contract for 2012 (City contract number A-2008-216) Proiect Specifics - 50 and Spurgeon (Fiesta Marketplace) Services will include extracting contract document items related to the following: • Parking controls for the garage (gates, access controls, and ticket booths). • Electrical upgrades needed to support parking controls. 25C-6 Mr. Kenny Nguyen February 2, 2012 Page 2 of 3 • Roll-up grilles and supports (including electrical upgrades to support roll-up grilles). • Structural repairs as specified for the facility in the previous contract documents. • Modify storage area in garage to replace existing enclosure with chain link fencing and gate. • Modify access doors to improve security of door handles and locks - add steel mesh to secure. • Remove Fiesta Marketplace overhead sign. The total cost of the service is $16,750. This cost is based on the following breakdown: Engineering/Mgmt $ 1,200 Architectural Engr $ 0 Electrical Engr $ 2,000 Structural Engr $ 2,200 Mechanical Engr $ 0 Nestor+Gaffney $ 8,500 Cost Estimate $ 1,500 Subconsultant mark-up (10%) $ 850 (10% of Gaffney) AECOM ODC $ 500 Total Cost (this location): $ 16,750 The total cost of the service for Fiesta Marketplace is $16,750. Other Three Parking Garages The scope of work for the parking garages located at Third/Birch, Fifth/Main, and Third/Broadway shall include the items listed below. AECOM's scope of work includes extracting the information needed to prepare a contract bid set that includes the following: • Roll-up grilles for parking garages at Third/Broadway and Third/Birch. • Parking controls (gates, access controls, and ticket booths) for the garages at Third/Birch and Third/Broadway. • Replacement or addition of steel mesh around exterior doors; new egress doors equipped with panic hardware on first story doors at Third/Birch. • Electrical work needed to support the parking controls and roll-up grilles. • Management booth at Fifth/Main (including electrical). • Replace concrete panel on Fifth/Main. • Upgrade security grating on first floor of Third/Broadway parking structure so that first floor is secure and enclosed. AD - ti AECOM 25C-7 Mr. Kenny Nguyen February 2, 2012 Page 3 of 3 • Place security gates on bridges that lead to Third/Broadway parking structure (2 places). In addition, place mesh on railings leading to the bridges to secure openings. Note: ADA access will not be checked for the garages. The total cost of the service is $27,110. This cost is based on the following breakdown: Engineering/Mgmt $ 5,300 Architectural Engr $ 15,160 Electrical Engr $ 3,650 Structural Engr $ 1,500 Cost Estimate $ 1.500 Total Cost (this location): $ 27,110 Summary of Costs: 77 & Spurgeon (Fiesta Marketplace): $ 16,750 Other Structures: $ 27.110 Total Costs (with optional work) $ 43,860 Please review the proposal and let me if you would like to discuss the contract and total costs. Also, would like to thank you for the opportunity to provide this proposal and to assist the City. Our team is looking forward to the work. Sincerely, Gregory W. Hefter Project Manger AECOM 25C-8