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HomeMy WebLinkAboutE-12 Staff Report - PSA Extension Korn RandolphCONSENT ITEM E-12 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL VIA: SERGIO GONZALEZ, CITY MANAGER FROM: LEILA HASSEN, LIBRARY SERVICES MANAGER DATE: JUNE 19, 2023 SUBJECT: APPROVAL OF FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH KORN RANDOLPH, INC. FOR PROJECT DEVELOPMENT AND MANAGEMENT SERVICES RELATED TO THE LIBRARY OUTDOOR LEARNING SPACE PROJECT BACKGROUND: In March of 2022, the Azusa City Library was awarded a Targeted State Grant in the amount of $500,000 from the California State Library toward the design and construction of an Outdoor Learning Space. Grant funds were formally accepted by the Azusa City Council at their meeting of July 18, 2022. A Request for Qualifications for hardscape/landscape design services was then issued on July 19, 2022. Following conclusion of the bid process, interviews were conducted in September 2022 with the bid awarded to Korn Randolph, Inc. considering the firm’s qualifications and scope of experience. On November 3, 2022, the City entered into a Professional Services Agreement (PSA) with Korn Randolph, Inc. for Background Review/Survey and Concept Design associated with the Library Outdoor Learning Space Project for a fee of $38,030. The City now desires to proceed with the second phase of project development by amending the scope of the original agreement with Korn Randolph, Inc. to include the development of construction documents, geotechnical testing, bid-process coordination, and construction management services through project completion for a cost of $145,960. RECOMMENDATIONS: Staff recommends that the City Council take the following actions: 1) Approve a First Amendment to the Professional Services Agreement with Korn Randolph, Inc. increasing total compensation in the amount of $145,960 and amending the scope to include project development and construction management services; and Approved City Council June 19, 2023 First Amendment to PSA with Korn Randolph, Inc. June 19, 2023 Page 2 2) Authorize the City Manager to execute the Amendment, in substantial form, subject to minor modifications acceptable to the City Attorney, on behalf of the City. ANALYSIS: The City has received a total of $500,000 in California State Library grant funding toward the design and construction of this project, with the goal of supporting Library programs and services for the Azusa community. The Project concept entails a flexible outdoor classroom space measuring approximately 5,000 square feet that would be situated adjacent and connected to the north-side of the Library. Highlights of the design include outdoor programmatic and event space, a sustainable garden, reading nooks, an elevated deck for outdoor performances, and seating areas with views of Veterans Freedom Park and the local mountains. As this project is currently in the design phase, a comprehensive project budget estimate for hard/soft costs is not yet available. Staff anticipate that additional funding beyond the initial grant award will be necessary, with total project-related costs anticipated in the general range of $950,000. The City will continue to pursue additional grant funding opportunities during this time, and is in the process of identifying potential special fund dollars that may be applied toward this project for specific elements such as energy-efficient lighting features, ADA enhancements, and water-conservation features. Once the consultant has concluded the project design development phase and preparation of construction documents, Staff will return to Council with an estimated cost for construction prior to initiating the bid process for construction services. A break-down of project next steps and general timeline is provided below: Anticipated Project Timeline: • Design Development (6 Weeks) • Construction Documents (16 Weeks) / Submit to Agency for review at 8 Weeks • Plan Check / Permitting (TBD) • Korn Randolph, Inc will provide Project Cost Estimate prior to the bid process • Council Approval for Project Budget and Initiation of Bid Process • Bid Process / Agency Review (8 Weeks) • Council Award of Construction Contract • Construction / Support (16 Weeks) • Project Close-Out (14 Days) • Post Construction Review (at 30, 60, 75, and 90 days) FISCAL IMPACT: There is no fiscal impact associated with the recommended action at this time. The subject action increases compensation for this Professional Services Agreement by a total of $145,960 for the amended scope of services. $500,000 in Targeted State Grant funding has been received by the City, and consultant costs associated with this project shall be drawn down from this initial amount. Staff anticipate additional funding will be necessary for construction costs/project completion, and First Amendment to PSA with Korn Randolph, Inc. June 19, 2023 Page 3 will return to Council at a future date with a comprehensive project budget estimate(s) following the design development phase and preparation of construction documents. Staff will explore alternative special revenue funding opportunities that may be applied toward this project, and will return to Council for further direction. Upon Council acceptance of the First Amendment of the PSA, Finance staff will amend the FY 23-24 budget to reflect these changes consistent with the grant award amount. Fees for professional services will be charged to grant account 28-80-500-000- 6599. Prepared by: Reviewed and Approved: Leila Hassen Nico De Anda-Scaia Library Services Manager Deputy City Manager Fiscal Review by: Reviewed and Approved: Talika M. Johnson Sergio Gonzalez Director of Administrative Services City Manager Attachments: 1) Original Korn Randolph PSA – Phase I (Signed 11/03/2022) 2) Proposed First Contract Amendment – Phase II 3) Amendment ‘Exhibit A’ - Revised Korn Randolph PSA / Scope of Services 4) Project Conceptual Design Attachment 1 45635.01000\31368292.1 -1 - CITY OF AZUSA FIRST AMENDMENT TO AGREEMENT FOR PROFESSIONAL SERVICES 1.PARTIES AND DATE. This First Amendment to the Agreement for Professional Services (“First Amendment”) is entered into on the 19th day of June 2023, by and between the City of Azusa (hereinafter referred to as the “City”) and Korn Randolph, Inc. (hereinafter referred to as the “Consultant”). City and Consultant are sometimes collectively referred to herein as the “Parties.” 2.RECITALS. 2.1 Agreement. The Parties entered into that certain Agreement for Professional Services dated 11/09/2022 (“Agreement”). 2.2 First Amendment. The Parties now desire to amend the Agreement in order to increase the total compensation of the Agreement by $145,960 in order to complete the Outdoor Learning Center. 3.TERMS. 3.1 Scope of Services. The Agreement is hereby amended to include the scope of services set forth in Exhibit “A,” attached hereto and incorporated herein by reference. 3.2 Compensation. Consultant shall receive compensation, including authorized reimbursements, for all Services rendered under this First Amendment up to a not to exceed amount of $145,960 at the rates set forth in Exhibit “A” attached hereto and incorporated herein by reference. 3.3 Remaining Provisions of Agreement. Except as otherwise specifically set forth in this First Amendment, the remaining provisions of the Agreement shall remain in full force and effect. Attachment 2 45635.01000\31368292.1 - 2 - IN WITNESS WHEREOF, the parties have executed this First Amendment to Agreement on this 19th day of June, 2023. CITY OF AZUSA KORN RANDOLPH, INC. By: Sergio Gonzalez City Manager By: Amy Korn of Korn Randolph, Inc President ATTEST: By: Jeffrey Lawrence Cornejo, Jr. City Clerk APPROVED AS TO FORM: By: Best Best & Krieger LLP City Attorney 45635.01000\31368292. 1 B-3 EXHIBIT “A” TO FIRST AMENDMENT TO AGREEMENT FOR PROFESSIONAL SERVICES SCOPE OF SERVICES Per proposal attached. 609 EAST GREEN STREET PASADENA CA 91101 Page 1 of 7 Landscape Architectural Services for Construction Phases The Azusa Public Library Outdoor Learning Space Client: City of Azusa 213 East Foothill Blvd. Azusa, CA 91702 Date of Proposal: May 30, 2023 | Revised June 7, 2023 SCOPE OF SERVICES SITE PROGRAM A.The following phases are based on the approved Concept Design for the Azusa Library Outdoor Learning Space as submitted on April 30, 2023. DESIGN DEVELOPMENT - 6 WEEKS A.Set up Construction Package Layout: 1.Design Development Background for Coordination with Sub Consultants. 2.Drawing to be set up in auto cad format 3.Issue backgrounds and drawings to sub-consultants. 4.Meet subconsultant team on-site to review the project scope. 5.Coordinate Site Utility Diagram. 6.Note: this phase kicks off work for sub-consultants that were not a part of the Concept Phase. (MEP Engineers & Structural Engineers and the Construction Phase Civil Engineer). 7.Meet Geotechnical Consultants on-site for Soil Testing. 8.Review Geo Technical Testing results and coordinate with the engineering team. B.Present Design Development Drawings to Owner prior to issuing to sub-consultants. CONSTRUCTION DOCUMENTS - 16 WEEKS A.Construction Documents shall be based upon client approved Design Development backgrounds. B.Manage Documents for all Consultants, Korn Randolph will be the project lead. Attachment 3 Azusa Library Outdoor Learning Space Construction Phases | REV June 7, 2023 Page 2 of 7 C. DELIVERABLES: HARDSCAPE PLAN, DETAILS & SHEET SPECIFICATIONS 1. Hardscape Plan showing proposed hardscape flat work improvements. a. Legend and layout. 2. Path of Travel Diagram for ADA Ingress/Egress. 3. Tree Protection Diagram 4. Construction Details. a. Ingress Egress Gates b. Manual Rolling/Staking Gates c. Site Fence and Low Retaining Wall Detail d. Sloped Pathways e. Decorative Concrete Flatwork f. Decomposed Granite g. Stone Walls h. Seat Boulders i. Platform Deck j. Bench Reading Nook Seating k. Fountain Detail with Drainage. l. String/Festoon Lighting m. Locations of additional power supply n. Landscape up-lights and accent lighting o. Outdoor speaker locations p. Furnishing Selections q. Library Cabinet with chalk or dry erase board 5. Construction Specifications Sheet Format. PLANTING PLAN, DETAILS & SHEET SPECIFICATIONS 6. Planting Plan describing the existing and proposed plantings. a. Species types and Images for Owner. b. Quantities c. Locations d. Special notes on suppliers as needed. 7. Planting Details a. General Details and Site Specific details per site conditions. 8. Planting Specifications. a. Soil Amendments. IRRIGATION PLAN, DETAILS & SHEET SPECIFICATIONS 9. Irrigation Plan showing proposed irrigation improvements. a. Field Walk to access existing conditions (completed). b. Recommend portions of existing system be retained where viable. c. Irrigation Plan and layout with product legend and equipment. d. Model Water Efficient Landscape Ordinance 10. Irrigation Specifications. Azusa Library Outdoor Learning Space Construction Phases | REV June 7, 2023 Page 3 of 7 LOW VOLTAGE LIGHTING CONCEPT PLAN & SPECIFICATIONS 11. Plan Detailing Locations and product cutsheets of selected fixtures. SUB-CONSULTANTS 1. CIVIL ENGINEERING - Final Demolition, Erosion Control, Grading and Drainage Plans LID Plans and details. 2. MEP ENGINEERING - Site Electrical and Safety Path of Travel Photometrics Lighting 3. STRUCTURAL ENGINEERING – All Hardscape elements over 36”. D. Two (2) Meetings to review Construction Documents. E. Submit Construction Drawings for Agency Review at 8 weeks 75% Complete Construction Documents. OPINION OF PROBABLE COSTS A. Estimate Construction Costs based on Design Development Drawing Set. B. Meet with Sub-contractors to review scope elements. C. Prepare a spreadsheet for review. D. Meet with the Client Team to discuss the estimate. AGENCY REVIEW | BID PHASE - 8 WEEKS E. Respond to City of Azusa Submittal Review F. Bid Instructions G. Pre-Bid Meeting and Bid Walk. H. Bid clarifications and addendum. I. Respond to Requests for Clarifications J. Bid review and comment CONSTRUCTION SUPPORT - 4 MONTH HOURLY ESTIMATE (Jan 15, 2024 – May 15, 2024) A. Coordination with Owner, Contractor and Sub-contractors as required. B. Review Contractor Shop Drawings, respond to RFI’s. C. Plant Procurement Azusa Library Outdoor Learning Space Construction Phases | REV June 7, 2023 Page 4 of 7 D. Review Mock-ups and Layouts. E. Review the work of the contractors, report on their progress and adherence to design intent and requirements of the construction documents. F. Field Review Notes and Reports. G. Post Construction Phase – Four Site Visits during the 90 Day Maintenance Period 1. Walk through at 30, 60 75 and 90 days. H. Project Close-out. 1. Provide the City of Azusa with all necessary record files; AutoCad as well as PDF. 2. Record files will include all sub-consultants’ electronic files. PROJECT FEES FEES - KORN RANDOLPH DESIGN DEVELOPMENT $ 16,500 CONSTRUCTION DOCUMENTS $ 54,310 OPINION OF PROBALE COSTS $ 6,500 AGENCY REVIEW | BID PHASE $ 3,500 CONSTRUCTION ADMINISTRATION *HOURLY $ 24,000 SUBTOTAL $104,810 FEES - BREEN ENGINEERING DESIGN DEVELOPMENT $ 5,000 CONSTRUCTION DOCUMENTS $ 12,400 AGENCY REVIEW | PLAN CHECK $ 1,500 CONSTRUCTION ADMINISTRATION $ 2,500 STRUCTURAL ENGINEERING $ 8,500 ELECTRICAL ENGINEERING $ 4,000 SUBTOTAL $ 33,900 GEOTECHNICAL TESTING $ 6,000 **REIMBURSABLE EXPENSE ESTIMATE $ 1,250 GRAND TOTAL $145,960 Azusa Library Outdoor Learning Space Construction Phases | REV June 7, 2023 Page 5 of 7 BILLING A. Fees will be invoiced monthly for completed work. Invoices are due within 60 days of receipt. B. *Korn Randolph will keep detailed records of time spent on tasks performed per this scope of service, invoiced monthly per the Rate Schedule. C. **Direct costs such as printing, travel over 50 miles, materials, sub-consultants and on-wage expenses are considered reimbursable expenses and are billed at cost. RATE SCHEDULE A. Landscape Architect | Design Principal $ 215.00 | hr B. Associate $ 175.00 | hr C. Project Manager $ 130.00 | hr D. Project Designer $ 95.00 | hr E. Administration $ 55.00 | hr TERMS & CONDITIONS A. Korn Randolph, Inc. agrees to provide professional services in accordance with generally accepted standards of the landscape architectural profession. Owner agrees to provide Korn Randolph, Inc. with all information, surveys, locations of underground utilities, reports and professional recommendations and any other related items requested by Korn Randolph, Inc. in order to provide the professional services. Korn Randolph, Inc. shall be entitled to rely on the accuracy of these plans, drawings and reports provided by the owner. B. Korn Randolph, Inc. shall not be required to make exhaustive or continuous on-site inspections to check the quality or quantity of the work being performed by contractors except for those services expressly provided for in this agreement. Korn Randolph, Inc. shall neither have control over or charge of, nor be responsible for, the construction means, methods, techniques, sequences or procedures, or for safety precautions and programs in connection with the work. C. Korn Randolph, Inc. shall not be responsible for the contractor’s failure to perform the work in accordance with the requirements of the contract documents and shall not have control over or charge of the contractor and shall not be responsible for acts or omissions of the Contractor, subcontractors, or their agents or employees, or any other persons or entities performing portions of the work. Azusa Library Outdoor Learning Space Construction Phases | REV June 7, 2023 Page 6 of 7 D. Korn Randolph, Inc. has no control over the cost or availability of labor, equipment or materials, or over market conditions or the contractor’s method of pricing. Korn Randolph, Inc.’s opinion of probable construction costs are made on the basis of Korn Randolph, Inc.’s professional judgment and experience. Korn Randolph, Inc. makes no warranty, express or implied, that the bids or negotiated costs of the work will not vary from Korn Randolph, Inc.’s opinion of the construction costs. E. All drawings, specifications and other documents, including those in electronic form, prepared by Korn Randolph, Inc. are instruments of service for use solely with respect to this project. Korn Randolph, Inc. shall be deemed the authors and owners of the respective instruments of service and shall retain all common law, statutory and other reserved rights, including copyrights. Upon execution of this agreement, Korn Randolph, Inc. grants to owner a non- exclusive license to reproduce Korn Randolph, Inc.’s instruments of service solely for the purpose of constructing, using and maintaining the project, provided that the owner shall comply with all obligations including prompt payment of all sums when due under this agreement. Any termination of this agreement prior to the completion of the project shall terminate this license. F. Korn Randolph, Inc. and the owner hereby waive all consequential and incidental damages for claims, disputes or other matters in question arising out of or relating to this agreement. This mutual waiver is applicable without limitation to all consequential damages to either party’s termination of this agreement. G. No deduction shall be made from Korn Randolph, Inc.’s compensation on account of penalty, liquidated damages or other sums withheld from payments to contractor or on account of the cost of changes to the work. H. In the event of a termination, suspension or abandonment of the project, Korn Randolph, Inc. will be equitably compensated for all services performed to date and those services currently in progress. Failure of the owner to make payments to Korn Randolph, Inc. in accordance with those agreements shall be considered substantial non-performance and sufficient cause for Korn Randolph, Inc. to either suspend or terminate services. Either Korn Randolph, Inc. or the owner may terminate this agreement after giving no less than seven days written notice if the other party substantially fails to perform in accordance with the terms of this agreement. I. Neither party shall assign its rights or delegate its duties under this agreement without prior written consent of the other. J. This contract is entered into solely for the benefit of the owner and the Korn Randolph, Inc. Neither owner nor Korn Randolph, Inc. intends to confer any rights under this agreement to any other persons or beneficiaries. K. In any dispute relating to the interpretation or enforcement of this agreement, the prevailing party shall be entitled to costs and attorney’s fees. L. Owner shall be responsible and pay for all required permits for the construction of the work. Owner shall be responsible for all taxes, assessments and charges required by public agencies. Azusa Library Outdoor Learning Space Construction Phases | REV June 7, 2023 Page 7 of 7 M. Client shall advise Korn Randolph, Inc. of any known or suspected contaminants at the project site and shall be solely responsible for any remediation or clean-up costs. Owner shall also be solely responsible for all subsurface soil conditions. N. Waterproofing and damp proofing detailing and specifications, mechanical, electrical, plumbing, civil and structural engineering, as well as fountain hydraulic and gas mechanics features are not part of the scope of services. O. Any rework or changes to the design program requested by the owner after the work has been undertaken constitutes a change in the work and is not included in the fee and will be billed at a hourly rate per the schedule of fees. P. When requested by owner, additional services or meetings will be billed based on the schedule of fees provided or on a fixed fee established when the additional services are authorized by the client. Q. Owner shall, to the full extent permitted by law, indemnify, defend and hold harmless Korn Randolph, Inc., its officers, agents, employees and sub-consultants against any damages, liabilities, or costs including reasonable attorney’s fees and defense costs to the extent caused by owner’s negligent acts in connection with the project and the acts of the contractor, subcontractors or consultants or anyone to whom the owner is legally liable. R. Landscape architects are licensed by the State of California; Matt Randolph RLA 4400 & Amy Korn RLA 6609 ACCEPTANCE Upon acceptance of this proposal, please sign and return one copy of this agreement. Signature Date Print Name (For Client) Partner, Korn Randolph, Inc. Date THANK YOU GARDEN ACCESS GATES LIBRARY INGRESS/EGRESS PUBLIC PATHWAY READING NOOK - WOOD 1 2 5 6 8 9 10 11 12 EXISTING FLOSS SILK TREES ACTIVITY TABLE LOUNGE MOVABLE FURNISHINGS 15 18 19 20 21 WOOD DECK 7 STAKING GATES - 16' OPEN TO PARK3 EXISTING LAWN 4 ACCENT LIGHTING 16 LIBRARY CABINET 17 WOOD BENCH AT DECK EDGE ACCENT PAVING GARDEN PLANTINGS 13 DECOMPOSED GRANITE 14 STONE FOUNTAIN STONE GARDEN EDGING 4'8'0 16' OUTDOOR LEARNING SPACE - CONCEPT DESIGNAZUSA PUBLIC LIBRARY - City of Azusa 729 N Dalton Ave, Azusa CA 91702 April 30, 2023 LANDSCAPE PLAN STONE GARDEN & SEAT WALLS PERIMETER FENCE EXISTING PARKING LOT 22 25 26 27 EXISTING MURAL TO REMAIN 23 24 SITE TREES TO REMAIN ACCESSIBLE PATH ACCENT PLANTERS 6 7 26 6 1 1 3 3 2 7 20 21 22 17 13 11 18 7 5 5 8 9 12 11 14 16 16 12 15 23 WOOD STEPS 4 10 27 25 24 17 23 7 19 N D A L T O N A V E N U E L I B R A R Y B U I L D I N G V E T E R A N S F R E E D O M P A R K 28 LIBRARY WINDOWS - PRESERVE VIEWS 28 OUTDOOR LEARNING SPACE - CONCEPT DESIGNAZUSA PUBLIC LIBRARY - City of Azusa 729 N Dalton Ave, Azusa CA 91702 April 30, 2023 LANDSCAPE IMAGERY 616.92 BW 616.91 TW FLUSH w/ BW 4.9% 4.9% 616.49 FS 616.47 FS 616.30 FS 616.41 FS 616.37 FS 2.5% 614.18 FS 4.9% 614.18 FS 4. 2 % 613.50 FS 615.50 FS 615.00 FS 614.50 FS 614.00 FS 613.50 FS 9.4% 2 . 0 % 614.18 FS 614.18 FS 614.18 FS 614.18 FS 613.50 FS 613.50 FS 612.57 BW 1.8% PA PA PA PA PA EL 613.50 FS EL 615.00 FS EL 615.50 FS 616.0 617.0 615.5 614.5 615.5 614.0 614.0 615.0 615.00 FS 61 4 61 5 61 6 EL 615.70 FS 615.0 WL 61 6 61 6 6 1 6 614 614 61 3 613.50 GB EL 613.50 FS 613.1 TG PA PA PA PA PA PA 615.00 FS 617.5 617.0 617.0 616.0 616.5 TW 616.5 TW 616.41 FS 616.50 TW PA LAWN LAWN LAWN LAWN LAWN LAWN PA 4'8'0 16' OUTDOOR LEARNING SPACE - CONCEPT DESIGNAZUSA PUBLIC LIBRARY - City of Azusa 729 N Dalton Ave, Azusa CA 91702 April 30, 2023 CONCEPT GRADING PLAN N D A L T O N A V E N U E L I B R A R Y B U I L D I N G V E T E R A N S F R E E D O M P A R K ABBREVIATIONS CL CENTER LINE EL ELEVATION PA PLANTER AREA TW TOP OF WALL TG TOP OF GRATE BW BACK OF WALK FL FLOW LINE WL WATERLINE FS FINISHED SURFACE EC EDGE OF CONCRETE GB GRADE BREAK 1 1 LOW IMPACT DEVELOPMENT INTERVENTION - INFILTRATION TRENCH LEGEND 3 2 2 AREA DRAIN 3 FOUNTAIN COPING 4 STONE GARDEN WALL 4 5 5 RAISED DECK 6 DECORATIVE PAVING 6 7 DECOMPOSED GRANITE SURFACE 7 7 6 OUTDOOR LEARNING SPACE - CONCEPT DESIGNAZUSA PUBLIC LIBRARY - City of Azusa 729 N Dalton Ave, Azusa CA 91702 April 30, 2023 PLANT PALETTE MUHLENBERGIA RIGENS - DEER GRASS L G CEANOTHUS 'RAY HARTMAN HEDGEE J LOMANDRA LONGIFOLIA - LIME TUFF N SALVIA LEUCANTHA 'SANTA BARBARA' LONICERA JAPONICA - JAPANESE HONEYSUCKLE F K ANIGOZANTHOS 'BUSH PEARL' - PINK KANGAROO PAWB D CHILOPSIS LINEARIS - BURGUNDY DESERT WILLOW O TECOMA X SMITHII - ORANGE BELLSCISTUS X PULVERULENTUS 'SUNSET' - MAGENTA ROCKROSE ARBUTUS MARINA - DWARF STRAWBERRY TREE C A LEONOTIS LEONURUS - LION'S TAILH I PENSTEMON HETEROPHYLLUS - 'MARGARITA BOP'MLEUCADENDRON 'SAFARI SUNSET' - SAFARI CONEBUSH A B C D E F G H I J K L M N O GREVILLEA - 'MASON'S HYBRID GREVILLEA ELYMUS CONDENSATUS - CANYON PRINCE WILD RYE