CC SR 20180220 02 - Daniel B. Stevens & Associates Contract Change Order No. 2RANCHO PALOS VERDES CITY COUNCIL MEETING DATE: 02/20/2018
AGENDA REPORT AGENDA HEADING: Regular Business
AGENDA DESCRIPTION:
Consideration and possible action to modify the scope of services and contract sum of
the Contract Services Agreement with Daniel B. Stevens & Associates.
RECOMMENDED COUNCIL ACTION:
(1) Authorize Staff to execute the attached Change Order No. 2 allowing for the
modified scope of services to include responses to public comments, an
additional community workshop, and attendance at a City Council meeting, to the
existing contract with Daniel B. Stevens & Associates, in an amount not to
exceed $34,587; and,
(2) Authorize an additional appropriation to the project in the amount of $34,587.
FISCAL IMPACT: This work is included in the adopted FY17-18 municipal budget.
Amount Budgeted: $167,000
Additional Appropriation: $ 34,587
Account Number(s): 330-400-8304-8001 V�
ORIGINATED BY: Ron Dragoo, PE, Principal Engineer
117
REVIEWED BY: Elias Sassoon, PE, Director of Public Works
APPROVED BY: Doug Willmore, City ManagenAl-li
ATTACHED SUPPORTING DOCUMENTS:
A. Change Order No. 2 (page A-1)
B. DBS&A proposal (page B-1)
BACKGROUND AND DISCUSSION:
In July 2017, the City Council approved a contract with Daniel B. Stevens & Associates
(DBS&A) to prepare the Portuguese Bend Feasibility Study Update to identify the most
effective means of removing water as a contributing factor to the continuing slope failure
in the area. In January 2018, the City Council approved a change to that contract
(Change Order No. 1) that allowed for a modified scope of services to include Natural
Communities Conservation Plan (NCCP) document review, additional edits,
presentations, meetings and site visits.
At this time, Public Works is requesting that the City Council consider allowing DBS&A
to work with City Staff to address over 300 comments received from the community
regarding the update to the Portuguese Bend Feasibility Study following the January 19,
1
2018, City Council presentation; to have direct involvement in a community workshop to
discuss the answers to those questions; and to be involved in a follow-up City Council
meeting to present the results of the community workshop and any modifications to the
Feasibility Study. Adopting Staff's recommendations will result in an additional
appropriation and an authorization for Staff to execute the Contract Change Order No. 2
(Attachment A) with DBS&A to complete these additional tasks (Attachment B).
ALTERNATIVES:
In addition to the Staff recommendations, the following alternative action is available for
the City Council's consideration:
Take other action as deemed appropriate by the City Council.
2
Project: Portuguese Bend Feasibility Study Project
Change Order # 2
7',' Attention: John Dodge
C_;ITYOF RaPC;HC?f'ALC3SVEldf Daniel B. Stevens &Associates, Inc.
30940 Hawthorne Blvd. Rancho 3150 Bristol Street, Suite 210
Palos Verdes, CA 90275 Costa Mesa, CA 92626
Description Quantity Unit Price Amount
1 Respond to public comments on the update to the Portuguese Bend Feasibility Study.
2 Conduct a community workshop to review comments received specific to the update to the Portuguese 1.0 34,500.00 LS 34,587.00
Bend Feasibility Study.
3 Update the Feasibility Study.
4 Develop a presentation discussing the abovefor and attend a City Council meeting.
Total 34,587.00
Original Contract Value 123,200.00
Total Value of all Previous Change Orders 43,800.00
Total Revised Contract Sum Prior to this Change Order 167,000.00
Value of this Change Order 34,587.00
New Contract Sum 201,587.00
Change in Contract Days 0
Revised Contract Completion Date 6/30/2018
Accepted: Daniel B. Stevens & Associates, Inc.LH Woods & Sons
By
President
Date:
Authorized: Rancho Palos Verdes
By
Director of Public Works
Date:
A-1
February 8, 2018
Mr. Ron Dragoo
Principal Engineer
City of Rancho Palos Verdes
30940 Hawthorne Boulevard
Rancho Palos Verdes, California 90275
Re: Proposal for Response to Public Comments,
Community Workshop and City Council Meeting
Draft Feasibility Study Update
Portuguese Bend Landslide Complex
Rancho Palos Verdes, CA
Dear Mr. Dragoo:
Daniel B Stephens & Associates, Inc. (DBS&A) has prepared this proposal for additional tasks
requested by the City of Rancho Palos Verdes (City) related to stabilization of the Portuguese
Bend landslide complex. Our proposed scope of work is presented below.
Proposed Scope of Work
The proposed scope of work consists of the following tasks:
• Response to Public Comments on the Draft Feasibility Study (FS)
• Community Workshop
• City Council Meeting
Response to Public Comments
DBS&A has received approximately 35-40 pages of written comments as of February 6, 2018
pertaining to the draft FS update report dated December 22, 2017. As discussed in the City
Council meeting January 16, 2018, DBS&A will prepare written responses to each question
received from the City and from public stakeholders. A response -to -comments (RTC) letter will
be prepared to document our responses and report edits (an RTC table will not be prepared to
control costs). Based on discussions with City staff, preparation of additional cross-sectional
diagrams as requested by the Landflow Subcommittee of the Infrastructure Management
Advisory Committee (IMAC) are not included in this scope of work. Minor revisions to the
draft FS document will also be incorporated into the draft FS to prepare a final FS based on
relevant comments.
Daniel B. Stephens & Associates, Inc.
3150 Bristol Street, Suite 210(6 7) 218-4708
Costa Mesa, California 92626
Mr. Ron Dragoo
February 8, 2018
Page 2
Community Workshop and City Council Meeting
As requested by the City, DBS&A will prepare a general overview of the draft FS report and
RTCs and present the materials to the interested public in a community workshop format. The
goal of the workshop will be to work collaboratively with the City, the community stakeholders,
the interested public, and the Palos Verdes Peninsula Land Conservancy (PVPLC) to explain the
draft FS document, the RTCs, and the components of the proposed remedy outlined in the draft
FS. DBS&A will solicit input to identify workable solutions that can be approved and
supported by the stakeholders. DBS&A staff will be available to workshop participants to
discuss the documents or overall project as needed and to answer questions and work
collaboratively on specific solutions or topics of interest. As discussed with the City staff, one
(1) workshop is proposed. The workshop is anticipated to be conducted after FS RTCs have been
prepared, published, and reviewed by the public.
Per City staff request, DBS&A will also attend one (1) City Council meeting planned for 2018 to
discuss work activities to -date, upcoming tasks, FS details, the workshop, or related items. Per
the suggestion of the City, attendance by two DBS&A professionals at one (1) City Council
meeting is included in this proposed scope of work. In addition, this task includes a separate
meeting with City personnel (completed the same day as and before either the City Council
meeting or the community workshop) to coordinate RTCs, upcoming workshops, and/or City
Council meetings.
Proposed Cost and Assumptions
DBS&A's cost to complete the proposed scope of work is estimated at $34,587 as shown in the
attached cost tables. The scope of work will be invoiced in accordance with a signed change
order per the Professional Services Agreement completed between the City and DBS&A dated
July 18, 2017. Work will be completed on a time -and -materials basis in accordance with the
Agreement and our 2018 fee schedule. Additional work requested outside of this scope will
require an additional budget authorization. DBS&A assumes that only minor revisions to the
draft FS will be required and can be completed per the estimated level of effort and budget.
DBS&A also assumes a total of two (2) days of travel to the city for this scope of work.
Mr. Ron Dragoo
February 8, 2018
Page 3
Closing
Please contact our proposed John J. Dodge, PG at (714) 747-9456 or Stephen J. Cullen, PhD, PG
at (805) 681-2985 with any questions you may have. Thank you for the opportunity to provide
our proposal and services to the City.
Sincerely,
DANIEL B. STEPHENS & ASSOCIATES, INC.
John J. Dodge, PG
Principal Hydrogeologist
Stephen J. Cullen, PhD, PG
Senior Vice President, Principal Hydrogeologist
R,y�7
.I�
acs
Daniel B. Stephens & Associates, Inc.
Cost Estimate
Cost Summary
City of Rancho Palos Verdes, CA
Portuguese Bend Landslide Complex
February 8, 2018
Cost Summary by Task
Task No.
Project Description
Cost
1
Response to FS Comments (as of 2/5/18)
$18,236
2
Community Workshop
$6,853
3
City Council Meeting
$5,290
4
Revise Draft FS
$4,208
Total:
$34,587
SERVICES
UNIT
UNIT FEE
QUANTITY
•"
Principal professional II
Cost Estimate
$ 305.00
Daniel B. Stephens & Associates, Inc.
Principal professional I
Hour
Client Name:
City of Rancho Palos Verdes, CA
Date: February 5, 2018
Senior professional 11
Project Name:
Portuguese Bend Landslide Complex
Estimator:
Dodge
Project Number:
DB17.1200
Project Manager:
Dodge
Terms:
per agreement
Prepared by:
Dodge
Approved by:
Cullen
Task 1
Response to FS Comments (as of 2/5/18)
Project professional I
SERVICES
UNIT
UNIT FEE
QUANTITY
COST
Principal professional II
Hour
$ 305.00
$
Principal professional I
Hour
250.00
20
5,000.00
Senior professional 11
Hour
230.00
Senior professional I
Hour
204.00
48
9,792.00
Project professional III
Hour
191.00
Project professional 11
Hour
173.00
Project professional I
Hour
161.00
Staff professional III
Hour
135.00
Staff professional 11
Hour
130.00
Staff professional I
Hour
114.00
Managing technician
Hour
155.00
Principal technician
Hour
130.00
Technician IV
Hour
120.00
Technician III
Hour
101.00
Technician II
Hour
87.00
Technician I
Hour
81.00
GIS specialist
Hour
122.00
16
1,952.00
CADD specialist
Hour
122.00
CADD/GIS/database 11
Hour
112.00
CADD/GIS/database I
Hour
98.00
Senior technical editor
Hour
122.00
Technical editor
Hour
95.00
12
1,140.00
Project assistant 11
Hour
88.00
4
352.00
Project assistant I
Hour
78.00
Biologist II
Hour
98.00
Biologist I
Hour
82.00
Subtotal:
100
$ 18,236.00
EXPENSES
MARKUP
I UNIT
UNIT FEE
QUANTITY
COST
Subtotal:
1 $ 0.00
Total Direct Cost 18,236.00
Markup on third party services 0.00
TASK 1 TOTAL $ 18,236.00
NOTES:
Client Name:
Project Name:
Project Number:
Terms:
Task 3
Daniel B. Stephens & Associates, Inc.
City of Rancho Palos Verdes, CA
Portuguese Bend Landslide Complex
DB17.1200
per agreement
Communitv Workshop
Date:
Estimator:
Project Manager:
Reviewed by:
Approved by:
February 5, 2018
Dodge
Dodge
Dodge
Cullen
SERVICES
UNIT
UNIT FEE
QUANTITY
COST
Principal professional II
Hour
305.00
miles
0.55
Principal professional I
Hour
250.00
13
3,250.00
Senior professional 11
Hour
230.00
Senior professional I
Hour
204.00
11
2,244.00
Project professional III
Hour
191.00
Project professional II
Hour
173.00
Project professional I
Hour
161.00
Staff professional III
Hour
135.00
Staff professional 11
Hour
130.00
Staff professional I
Hour
114.00
Managing technician
Hour
155.00
Principal technician
Hour
130.00
Technician IV
Hour
120.00
Technician III
Hour
101.00
Technician II
Hour
87.00
Technician I
Hour
81.00
GIS specialist
Hour
122.00
8
976.00
CADD specialist
Hour
122.00
CADD/GIS/database 11
Hour
112.00
CADD/GIS/database I
Hour
98.00
Senior technical editor
Hour
122.00
Technical editor
Hour
95.00
Project assistant II
Hour
88.00
Project assistant I
Hour
78.00
4
312.00
Biologist II
Hour
98.00
Biologist I
Hour
82.00
Subtotal:
36
$ 6,782.00
EXPENSES
IMARKUPI
UNIT
I UNIT FEE
I QUANTITY
I COST
Field vehicle
0%
miles
0.55
129
70.95
Subtotal:
$ 70.95
Total Direct Cost 6,852.95
Markup on third party services 0.00
TASK 3 TOTAL 6,852.95
NOTES
Client Name:
Project Name:
Project Number:
Terms:
Task 4
Daniel B. Stephens & Associates, Inc.
City of Rancho Palos Verdes, CA
Portuguese Bend Landslide Complex
DB17.1200
per agreement
Citv Council Meetinq
Date:
Estimator:
Project Manager:
Reviewed by:
Approved by:
February 5, 2018
Dodge
Dodge
Dodge
Cullen
SERVICES
UNIT
UNIT FEE
QUANTITY
COST
Principal professional II
Hour
305.00
miles
0.55
Principal professional I
Hour
250.00
12
3,000.00
Senior professional 11
Hour
230.00
Senior professional I
Hour
204.00
9
1,836.00
Project professional III
Hour
191.00
Project professional II
Hour
173.00
Project professional I
Hour
161.00
Staff professional III
Hour
135.00
Staff professional 11
Hour
130.00
Staff professional I
Hour
114.00
Managing technician
Hour
155.00
Principal technician
Hour
130.00
Technician IV
Hour
120.00
Technician III
Hour
101.00
Technician II
Hour
87.00
Technician I
Hour
81.00
GIS specialist
Hour
122.00
CADD specialist
Hour
122.00
CADD/GIS/database 11
Hour
112.00
CADD/GIS/database I
Hour
98.00
Senior technical editor
Hour
122.00
Technical editor
Hour
95.00
Project assistant II
Hour
88.00
Project assistant I
Hour
78.00
4
312.00
Biologist II
Hour
98.00
Biologist I
Hour
82.00
Subtotal:
25
$ 5,148.00
EXPENSES
IMARKUPI
UNIT
I UNIT FEE
I QUANTITY
I COST
Field vehicle
0%
miles
0.55
258
141.90
Subtotal:
$ 141.90
Total Direct Cost 5,289.90
Markup on third party services 0.00
TASK 4 TOTAL 5,289.90
NOTES
Client Name:
Project Name:
Project Number:
Terms:
Task 4
Daniel B. Stephens & Associates, Inc.
City of Rancho Palos Verdes, CA
Portuguese Bend Landslide Complex
DB17.1200
per agreement
Revise Draft FS
Date:
Estimator:
Project Manager:
Reviewed by:
Approved by:
February 8, 2018
Dodge
Dodge
Dodge
Cullen
SERVICES
UNIT
UNIT FEE
QUANTITY
COST
Principal professional II
Hour
305.00
Principal professional I
Hour
250.00
4
1,000.00
Senior professional 11
Hour
230.00
Senior professional I
Hour
204.00
12
2,448.00
Project professional III
Hour
191.00
Project professional II
Hour
173.00
Project professional I
Hour
161.00
Staff professional III
Hour
135.00
Staff professional 11
Hour
130.00
Staff professional I
Hour
114.00
Managing technician
Hour
155.00
Principal technician
Hour
130.00
Technician IV
Hour
120.00
Technician III
Hour
101.00
Technician II
Hour
87.00
Technician I
Hour
81.00
GIS specialist
Hour
122.00
CADD specialist
Hour
122.00
CADD/GIS/database 11
Hour
112.00
CADD/GIS/database I
Hour
98.00
Senior technical editor
Hour
122.00
Technical editor
Hour
95.00
8
760.00
Project assistant II
Hour
88.00
Project assistant I
Hour
78.00
Biologist II
Hour
98.00
Biologist I
Hour
82.00
Subtotal:
24
$ 4,208.00
EXPENSES
IMARKUPI
UNIT
I UNIT FEE
I QUANTITY
I COST
Subtotal:
$ 0.00
Total Direct Cost 4,208.00
Markup on third party services 0.00
TASK 4 TOTAL 4,208.00
NOTES