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Home My WebLink AboutE-12 Staff Report - Korn Randolph 2nd Contract AmendmentCONSENT ITEM E-12 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL VIA: SERGIO GONZALEZ, CITY MANAGER FROM: LEILA HASSEN, CITY LIBRARIAN NICO DE ANDA-SCAIA, DEPUTY CITY MANAGER DATE: JANUARY 21, 2025 SUBJECT: APPROVAL OF SECOND AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH KORN RANDOLPH, INC. FOR ADDITIONAL CONSTRUCTION ADMINISTRATION OF THE LIBRARY OUTDOOR LEARNING SPACE PROJECT BACKGROUND: In March of 2022, the Azusa City Library was awarded a competitive Targeted State Grant in the amount of $500,000 from the California State Library toward the design and construction of an Outdoor Learning Space. On November 9, 2022 the City entered into a Professional Services Agreement (PSA) with Korn Randolph, Inc. for background review/surveys and development of project hardscape/landscape conceptual designs in the amount of $38,030. The resulting conceptual design was approved by the City in April 2023. On June 19, 2023 the City Council approved an Amendment to the PSA with Korn Randolph, Inc. expanding its scope for the second phase of project development to include development of construction documents, geotechnical testing, bid-process support, and construction management services for a cost of $145,960. On February 5, 2024 the City Council awarded a contract to Leonida Builders, Inc. for construction services related to this project for a not to exceed amount of $1,116,280 including a 10% contingency amount, with the project being funded by a combination of state grant, city reserves, and special funds. Construction for this project began in March, 2024 with a ribbon cutting ceremony being held on October 21, 2024 with a few project elements remaining. Approved City Council January 21, 2025 2nd Contract Amendment Korn Randolph, Inc January 21, 2025 Page 2 RECOMMENDATIONS: Staff recommends that the City Council take the following actions: 1) Approve a Second Amendment to the Professional Services Agreement with Korn Randolph, Inc. for construction administration, extending the term of the Agreement through March 31, 2025 and increasing PO #038507 from $183,990 to $224,290; and 2) Authorize the City Manager to execute the Amendment, in a form acceptable to the City Attorney, on behalf of the City; and 3) Authorize the City Manager to extend the contract term further as needed through project completion, with an additional contingency amount not-to-exceed $12,000, in a form acceptable to the City Attorney, on behalf of the City. ANALYSIS: The Azusa City Library Outdoor Learning Space (OLS) is a flexible and multipurpose outdoor extension to the original facility, with the goal of supporting Library programs and services for the entire community. The space measures approximately 5,000 square feet and is situated adjacent to the north-side of the library. Highlights of the design include outdoor programmatic and event spaces, a sustainable garden, reading nooks, an elevated deck for outdoor performances, and seating areas with views of Veterans Freedom Park and the local mountains. During construction, the Project encountered some unforeseen delays in materials and the acceptable closeout of final construction punch-list items by the builder. While a majority of the project has been completed, the project is now in its final phase of construction and quality assurance review of the final project elements. The extended timeline for the project has resulted in additional construction support and inspection services being needed from the project design/architectural team – Korn Randolph, Inc. The recommended action would therefore extend the term of the Agreement with Korn Randolph, Inc. for additional construction administration services that they are providing in support of the Project and authorizes the City Manager to exercise an option for additional extension(s) as needed. FISCAL IMPACT: Upon City Council approval, staff will prepare a budget amendment to increase the project budget by $40,300 under Account #46-805-1000/51024C; and will increase PO#038507 to $224,290. Approval of the recommended actions also authorizes staff to increase the PO up to an additional $12,000 for contingency if further extensions are necessary, for a total not-to-exceed increase of $52,300 ($39,800 Services Estimate plus $500 Reimbursable Expense Estimate plus $12,000 Additional (3) Month Contingency). 2nd Contract Amendment Korn Randolph, Inc January 21, 2025 Page 3 Prepared by: Reviewed by: Leila Hassen Nico De Anda-Scaia City Librarian Deputy City Manager Reviewed and Approved by: Sergio Gonzalez City Manager Attachments: 1) 2 nd Amendment to Professional Services Agreement 2) Korn Randolph, Inc. Proposal of Additional Service - 1 45635.01000\31368292.1 - 1 - CITY OF AZUSA SECOND AMENDMENT TO AGREEMENT FOR PROFESSIONAL SERVICES 1. PARTIES AND DATE. This Second Amendment to the Agreement for Professional Services (“Second Amendment”) is entered into on the 21st day of January, 2025, 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 initial Background Review and Project Conceptual Design Services dated November 11, 2022 (“Agreement”). 2.2 First Amendment. The Parties entered into a First Amendment to the Agreement for Design Development, Geotechnical Testing, and Construction Management services, dated June 19, 2023. 2.3 Second Amendment. The Parties now desire to amend the Agreement in order to extend the term for additional support related to final review and close-out of remaining construction elements, AND increase the total compensation amount for said services. 3. TERMS. 3.1 Section 3.1.1 of the Agreement entitled “General Scope of Services” shall be further amended to read as follows: “3.1.1 General Scope of Services. Consultant promises and agrees to furnish to the City all labor, materials, tools, equipment, services, and incidental and customary work necessary to fully and adequately supply additional professional support related to construction administration, final review, and close-out (“Services”) of remaining construction elements for the Library Outdoor Library Learning Space Project. The Services are more particularly described in Exhibit “A” attached hereto and incorporated herein by reference. All Services shall be subject to, and performed in accordance with, this Agreement, the exhibits attached hereto and incorporated herein by reference, and all applicable local, state and federal laws, rules and regulations.” 3.2 Section 3.1.2 of the Agreement entitled “Term” shall be further amended to read as follows: “3.1.2 Term. The term of this Agreement shall be extended through March 31, 2025 unless earlier terminated as provided in the original Agreement. Consultant shall complete the Services within the term of this Agreement, and shall meet any other established schedules and deadlines. The Parties may, with City Manager approval and by mutual written consent, extend the term of this Agreement if necessary to complete Services. 45635.01000\31368292.1 - 2 - 3.3 Section 3.3.1 of the Agreement entitled “Compensation” shall be further amended to read as follows: 3.3.1 Compensation. Consultant shall receive compensation, including authorized reimbursements, for all Services rendered under this Second Amendment at the rates set forth in Exhibit “A” attached hereto and incorporated herein by reference. The total compensation shall be up to $40,300 including reimbursable expenses through March 31, 2025, unless further extended. 4. CONTINUATION OF EXISTING PROVISIONS. Except as otherwise specifically set forth in this Second Amendment, all remaining provisions of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties have executed this Second Amendment to Agreement on this 21st day of January, 2025. 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 SECOND AMENDMENT TO AGREEMENT FOR OUTDOOR LEARNING SPACE LANDSCAPE DESIGN AND PROJECT MANAGEMENT SERVICES SCOPE OF SERVICES AND COMPENSATION 609 EAST GREEN STREET PASADENA CA 91101 Page 1 of 2 LANDSCAPE Architecture Design Planning Landscape Architectural Services for Construction Administration Phase | AS-1 The Azusa Public Library Outdoor Learning Space Client: City of Azusa 213 East Foothill Blvd. Azusa, CA 91702 Date of Proposal: November 21, 2024 Revised January 9, 2025 PROPOSED SCOPE OF SERVICES CONSTRUCTION ADMINISTRATION | ORIGINAL CONTRACT 4 MONTH PERIOD Additional Service 1 | AS-1 (For Period: July 15, 2024 – March 31, 2025) A. Coordination with Owner, Contractor and Sub-contractors as required. B. Review the work of the contractors, report on their progress and adherence to design intent and requirements of the construction documents. C. Field Review Notes and Reports. D. Post Construction Phase – Four Site Visits during the 90 Day Maintenance Period 1. Walk through at 30, 60 75 and 90 days. E. 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. FEES CONSTRUCTION ADMINISTRATION EXTENSION AS-1 *HOURLY $ 39,800 **REIMBURSABLE EXPENSE ESTIMATE $ 500 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. Azusa Library Outdoor Learning Space Construction Administration AS-1 01 09, 2025 Page 2 of 2 LANDSCAPE Architecture Design Planning 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. Per June 19 th 2023 Executed Agreement. 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