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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