1 TO: City Council
FROM: Andrew Vialpando, City Manager
PREPARED BY: Andres Gonzalez, Public Works Director
Jennifer Howell, Associate Engineer
MEETING DATE: June 3, 2025
SUBJECT: First Amendment to the Agreement with David Evans & Associates for Engineering Design Services for Street Reconstruction Project - Zone G for Phases 2-4
RECOMMENDATION
Approve the First Amendment to Agreement No. 2022-31 with David Evans & Associates (DEA) for additional Engineering Design Services for Street Reconstruction Project - Zone G in an amount of $302,750, plus a 5% contingency for unexpected costs in an amount of $15,138, for a total amount not to exceed $317,888; and, appropriate an additional $96,053 from the City Street Improvements Fund.
BACKGROUND
On July 19, 2022, City Council approved Professional Services Agreement No. 2022-31 with David Evans & Associates for Engineering Design Services (DEA) for Street Reconstruction Project - Zone G (Attachment A). DEA was selected by the City to provide engineering design and construction support services for the Zone G Street Reconstruction Project. The original agreement with DEA was intended to include engineering design and construction support services for the entirety of the project.
DEA completed the design for Zone G. During design it was determined that the City would not exercise its option to have DEA complete two optional tasks which included surveying additional streets and designing curb ramps. Toward the completion of design, the City decided to divvy up the project into four phases to save costs, as shown on the map in Attachment B. The separation of the project into phases was not part of the initial scope and required the use of contingency funds.
The Zone G Street Reconstruction Project - Phase 1 encountered several issues during construction including soft soils, multiple rain events, and water leaks. These issues
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2 resulted in project delays and the need for additional design consultation. The issues encountered by the City during Phase 1 of the project required staff to repurpose $29,775 from optional tasks to contingency. The contingency funding covered the costs for unexpected construction issues as well as for the completion of as-built drawings for Phase 1 of the project which were not included in the original Agreement.
DISCUSSION
Due to rising costs and unexpected construction issues associated with the phasing of the Zone G Street Reconstruction Project, the original budget for construction support services was depleted during Phase 1. In order to complete the remaining Phases 2-4 that were part of the original Zone G project, additional funding is needed for engineering design services and construction support, including updated cost estimates, construction drawings, and as-built drawings.
Staff recommends approval of the First Amendment to the Agreement with DEA to include additional scope and fees for continued design and construction support for Phases 2-4 of the Zone G Street Reconstruction Project.
FISCAL IMPACT
Amendment No. 1 increases the original contract amount by $96,053, bringing the new total contract amount to $317,888. The increase will be fully funded by the City Street Fund. Sufficient funds are available and specifically designated for Zone G Street Reconstruction to cover these additional costs.
OPTIONS
1) Approve recommended action.
2) Provide Staff with further direction.
ATTACHMENTS
1. Agreement No 2022-31 with David Evans & Associates
2. Zone G Street Reconstruction Map
3. First Amendment to Agreement No. 2022-31 with Exhibit A1 (Letter Proposal) Prepared by: Approved by:
______________________ _____________________
Andres Gonzalez Andrew Vialpando
Public Works Director City Manager