Approved for use 2/15/20
2034384v3.doc City of MB Form
AMENDMENT NO. 3 TO THE PROFESSIONAL SERVICES AGREEMENT
BETWEEN THE CITY OF MANHATTAN BEACH AND HAZEN AND SAWYER This Third Amendment (“Amendment No. 3”) to that certain agreement by and between the City of Manhattan Beach, a California municipal corporation (“City”) and Hazen and Sawyer, a New York corporation (“Consultant”) (collectively, the “Parties”) is hereby made effective as of the date of the last authorized representative signature below (“Effective Date”).
RECITALS
A. On July 16, 2019, the City and Consultant entered into an agreement for design services for the Consultant to provide Engineering Design Services for the Water Infrastructure Improvement Project approved by City Council (“Original Agreement”);
B. On June 21, 2021 , the Parties entered into Amendment No. 1 to modify the Scope of Services, extend the term to June 30, 2023, and increase the Maximum Compensation by $38,930.35 to the Original Agreement.
C. On May 3, 2022, the Parties entered into Amendment No. 2 to modify the Scope of Services, extend the term to June 30, 2024, and increase the Maximum Compensation by $81,633.00 , approved by City Council. The Original Agreement, Amendment No. 1 and Amendment No. 2, are referred to herein as the “Agreement”.
D. The Parties now desire to amend the Agreement to increase the Maximum Compensation, extend the term, and modify the Scope of Services.
NOW, THEREFORE, in consideration of the Parties’ performance of the promises, covenants, and conditions stated herein, the Parties hereby agree as follows:
Section 1. Section 2 of the Agreement is hereby revised to extend the term of the Agreement through December 31, 2025, unless sooner terminated as provided in Section 12 of the Agreement.
Section 2. S ection 3.A of the Agreement is hereby amend ed to increase the Maximum Compensation amount by $501,046.00 for a new Maximum Compensation of $916,859.35.
Section 3. E xhibit A (Scope of Services) of the Agreement is hereby amended to include additional services by adding the services set forth in the attached Exhibit A (Scope of Services).
Section 4. E
xhibit B (Approved Fee Schedule) of the Agreement is hereby amended by adding the attached Exhibit B (Approved Fee Schedule).
DocuSign Envelope ID: E06B1BE8-A9E8-4BA6-A641-7F200E7C50BB
-2-
Approved for use 2/15/20
2034384v3.doc City of MB Form
Section 5. Except as specifically amended by this Amendment No. 3 , all other provisions of the Agreement shall remain in full force and effect. [SIGNATURE PAGE FOLLOWS]
DocuSign Envelope ID: E06B1BE8-A9E8-4BA6-A641-7F200E7C50BB
-3-
Approved for use 2/15/20
2034384v3.doc City of MB Form
IN WITNESS THEREOF, the Parties hereto have executed this Amendment No. 3 on the day and year of the last authorized representative signature shown below.
City:
City of Manhattan Beach,
a California municipal corporation
By:
Name: Bruce Moe
Title: City Manager
ATTEST:
By:
Name: Liza Tamura
Title: City Clerk
APPROVED AS TO FORM:
By:
Name: Quinn M. Barrow
Title: City Attorney
APPROVED AS TO FISCAL IMPACT:
By:
Name: Steve S. Charelian
Title: Finance Director
APPROVED AS TO CONTENT:
By:
Name: Erick Lee
Title: Public Works Director
Consultant:
Hazen and Sawyer,
a New York corporation
By:
Name: Lynn H. Grijalva
Title: Vice President
By:
Name: Dave Jones
Title: Vice President
DocuSign Envelope ID: E06B1BE8-A9E8-4BA6-A641-7F200E7C50BB 11/27/2023
11/27/2023
A-1
Approved for use 2/15/20
2034384v3.doc City of MB Form
EXHIBIT A
SCOPE OF SERVICES
This amendment adds Cycle 3 design, construction period engineering services, and paving and ADA improvements at Premier Field to the Water Infrastructure Improvement Project (WIIP). Hazen and Sawyer's (Hazen) scope of work includes Project Management, background research, sub -contractor services (survey, Geotech, etc.), construction documents preparation, bidding and construction assistance, and preparation of record drawings.
Cycle 3
Task 1 – Project Management and Meetings
Project Management includes the budget, schedule, sub-consultants, and prepare monthly invoices and progress reports. There will be nine meetings with the C ity, including one kickoff meeting, three progress meetings, three submittal review meetings, one strategic segment bidding meeting, one pre- bid meeting, and one community outreach meeting. Hazen will submit meeting minutes to the City within five working days of the meeting. During the design period, internal monthly virtual calls will be held to discuss progress, coordination items, and any issues. General project communication will be conducted via phone, virtual meetings, and/or email as necessary. The strategic segment bidding meeting will be used to determine which segments will be included as part of the bidding process based on the construction budget the City has available at the time of bid. Hazen will provide the City with public outreach material s as needed in response to the proximity of the work to be completed to resident's homes at some of the segment locations. Hazen staff with expertise in the review subject will perform quality control before submitting deliverables to the City.
Deliverables
• Monthly invoices and progress reports in PDF format.
• Meeting agendas, and meeting minutes with decisions and action items.
Meetings
• Project kickoff meeting (in person)
• Progress meetings (up to three)
• Project submittal review meetings (up to three; one in person) • Strategic Segment Bidding meeting
• Pre-Bid meeting (in person)
• Community Outreach meeting (in person)
Assumptions
• Maximum of 10 meetings (1 hour in duration); four (4) in-person meetings and six (6) virtual meetings.
• Meetings will be attended by a minimum of two Hazen staff.
DocuSign Envelope ID: E06B1BE8-A9E8-4BA6-A641-7F200E7C50BB
A-2
Approved for use 2/15/20
2034384v3.doc City of MB Form
• Public outreach assumes assistance (support with graphics and materials) and attending one (1) meeting.
• Project duration (notice to proceed to construction completion) is assumed to be twenty-four (24) months.
Task 2 – Background Research
Hazen will request and review background information pertinent to the project , including utility as -built plans, construction records, master plans, surveying and property information, City standards, and proposed improvements in the project area. Two field investigations will be performed to identify existing conditions in and around each project work area attended by up to two Hazen staff. Hazen will prepare and maintain a log of all documents obtained.
Deliverables
• Document log
Assumptions
• Two (2) days of field investigations.
• The City will provide existing utility mapping for City facilities. • The City will provide information on schedules
Task 3 – Utility Agency and Coordination
The City will share utility contact list information , and Hazen will aid the City in submitting utility requests from utilities. Hazen will incorporate utility information and responses from utility mapping on the plans and keep a log of responses for follow-up thereafter. It is understood that the City prefers waterline replacements to occur in the least disruptive way to residents (to maintain service), and in-kind waterline replacement shall be the last resort. The design of the new proposed pipe alignments will try to minimize utility conflicts with existing utilities as well as maintain existing separation from the sewer, storm drain, and reclaimed water pipelines that were possible to meet the Department of Drinking Water's (DDW) separation requirements. Hazen will document and maintain a log sheet and contact utility companies in the project location to obtain written responses regarding the presence of utilities and potential utility conflicts with the proposed alignments. Hazen will coordinate with utilities for any necessary utility modifications. Additionally, in locations where separation requirements cannot be met by the proposed alignme nt, Hazen will support the City in developing "Separation Requirement Waivers" for DDW review.
Deliverables
• Utility log
• DDW Separation Waivers
Assumptions
• The City is responsible for paying utility request fees.
DocuSign Envelope ID: E06B1BE8-A9E8-4BA6-A641-7F200E7C50BB
A-3
Approved for use 2/15/20
2034384v3.doc City of MB Form
• Utility conflict coordination includes notification to the utility owner and preparation of material to indicate conflict for utility, but any detailed design and construction of relocated or new utilities will be the responsibility of the affected utility. Effort includes DDW Separation Waivers preparation for up to six (8) separation conflicts and one (1) coordination meeting with DDW/Client to review separation requirements , which will be coordinated by the City.
• No permits other than DDW waivers will be required.
Task 4 – Surveying and Field Verification
Hazen sub-consultant KDM Meridian, a qualified surveyor licensed in the State of California, will provide topographic and land- surveying services to identify all features, objects, and critical control points required to prepare the construction plans and other documents for this Project. Surveying will include the location of surface features , including street features, water meters, blow -offs, air -vacs, hydrants, sewer clean- outs, manholes, valves, vaults, and private property improvements in public right -of-way encroachment curbs and edge of pavement areas.
Survey Scope of Work includes the following:
1) Research of Record Information
• Obtain record maps and recor d information from the Los Angeles County Surveyor’s office and the City of Manhattan Beach. This will include record subdivision maps, Cad Parcel map (Provided by the City), and records of surveys, tie-sheets, corner records, and benchmarks.
2) Control Datums:
• Horizontal: CCS83, Zone V.
• Vertical: County of Los Angeles benchmark (NAVD88).
3) Control Survey
• Recover and survey existing centerline and property monuments adequate to orient record data for each area.
• Establish supplemental control points for us e throughout the life of the project in each area with the intention that these are provided on the construction plans.
4) Field Topographic Survey
• Collect detailed information for a maximum of 15 existing handicap ramps to verify conformance with current ADA standards and obtain elevations for design.
• Collect standard topographic data within the nine (12) pipe segments, R/W to R/W (or walls/fences).
• Collect cross sections R/W to R/W at 50 -foot intervals within each of the nine (9) reaches of the street within project limits as described above.
Additional sections will be collected at the curb returns.
DocuSign Envelope ID: E06B1BE8-A9E8-4BA6-A641-7F200E7C50BB
A-4
Approved for use 2/15/20
2034384v3.doc City of MB Form
5) Legal Description
• Legal descriptions, if any, should they be required, shall be under separate scope and fee.
6) Deliverables
• Base mapping consisting of record centerlines, right -of-way lines, and segments of intersecting lot lines from a CAD parcel map provided by the City, collected topographic data, and point data collected in the cross sections will be compiled and drafted at 1” =40’. AutoCAD and PDF versions of base mapping will be provided.
Deliverables
• Stamped and sealed topographic surveys in PDF format
• AutoCAD base mapping
Task 5 – Potholing
Subcontractor C -Below will provide up to 25 standard potholes for potholing .
Hazen will develop a potholing plan for each street, which will be submitted to the City for approval. C -Below will hot patch pothole locations after completion of pothole exploration. The assumption is that all potholes will be performed within asphalt areas, and no concrete repair or replacement is required. A final pothole report showing the depth of the utility and street section will be provided.
Deliverables
• Potholing Plan in PDF format
• Potholing report in PDF format
Assumptions
• A standard pothole is 12”x12”, performed to the top of pipe or encasement with a slurry backfill and a hot surface patch. Locations with requirements outside of the standard pothole will be billed b ased on actual depth and surface conditions.
• Street widths less than 33 feet in width require flaggers for traffic control.
Some locations may require full street closures due to narrow street widths.
Task 6 – Geotechnical Investigation
Hazen will subcontract with Koury Engineering and Testing Inc. (Koury), a licensed in the State of California, to conduct a geotechnical investigation at each proposed alignment location to determine sub- surface soil classifications and conditions, evaluate pertinent engineering properties of the subsurface soils, provide geotechnical parameters for pipe design, evaluate temporary trench slope stability, and provide trench backfil l recommendations. If the proposed alignment vicinity has been determined to contain oil-related industry in the past, the soil tests will DocuSign Envelope ID: E06B1BE8-A9E8-4BA6-A641-7F200E7C50BB
A-5
Approved for use 2/15/20
2034384v3.doc City of MB Form
also include Tph- cc, VOC, organic lead, and California Title 22 metals. A geotechnical report will be prepared and submitted to the City.
Hazen sub-consultant Koury assumes nine (12) bores are to be made for the waterline project to a depth of 10 feet, with testing for soil contaminants as per the previous City WIIP projects. At the completion of drilling, the exploration holes will be backfilled with excavated soils and patched with col-mix asphalt or ready-mix concrete.
The geotechnical efforts will provide laboratory tests for the following:
Geotechnical Laboratory Tests
• In-place moisture and density
• Sand Equivalent
• Corrosivity
• Sieve analysis
• Laboratory max density and moisture content
• Direct Sheer
Environmental Testing
• Total Petroleum Hydrocarbons
• Volatile Organic Compounds (VOCs)
• Organic Lead
• California Title 22 Metals
An engineering analysis and Geotechnical Report will be provided in addition to the results of the environmental sampling data, which will be provided in Draft and Final form, for inclusion in the Contract Documents.
Deliverables
• Geotechnical Report in PDF format
Task 7 - Construction Documents
Hazen will prepare construction documents , including design drawings, technical specifications, and cost estimates in accordance with City CAD and design standards. The design of the watermain and sizing will be at a diameter as consistent with the City's water master plan.
Planning documents will be reviewed by Hazen and provided by the City. No hydraulic modeling efforts are included. Any hydraulic modeling or calculations to determine size or upsize would be provided under separate scope and fee.
The City will provide front-end specifications (Divisions 00 and 01) boilerplate in MS Word format. Cost estimate line items will match those of the Bid Schedule.
Special notes will be provided in the plans and specifications for high- line service where proposed water mains will use the same alignment as existing water mains.
All utility trenching improvements that extend more than 300 feet will include empty communication conduits per the City's Dig Once Policy.
DocuSign Envelope ID: E06B1BE8-A9E8-4BA6-A641-7F200E7C50BB
A-6
Approved for use 2/15/20
2034384v3.doc City of MB Form
Based on the project locations and the requirements of the RFP , the following sheet list is assumed to be provided for the final design plan submittal, which assumes 800-900 feet of the watermain per sheet at 40 scale or one sheet per CIP segment (when most applicable):
G-1 Title Sheet and Location Maps
G-2 Legend, Symbols, and Abbreviations
G-3 General Notes
G-4 Utility Notes
G-5 Keymap, Survey Control and ADA Ramp Information
C-1 PR-001: Grandview Ave Plan and Profile
C-2 PR-002: 20th St Plan and Profile
C-3 PR-003: 19th St Plan and Profile - 1
C-4 PR-004: 19th St Plan and Profile - 2
C-5 FF-001: Ritter Rd Plan and Profile
C-6 FF-002 &FF-003: Magnolia St and Harkness St Plan and Profiles C-7 FF-006 & FF-010: Mira Costa HS Plan and Profiles
C-8 FF-005: 15th St Plan and Profile
C-9 FF-016: Duncan Ave Plan and Profile
C-10 FF-004: Cedar Way Lateral Plan and Profile and Tie-in Details CD-1 Tie-in Details - 1
CD-2 Tie-in Details - 2
CD-3 Cross Sections
CD-4 Standard Details - 1
CD-5 Standard Details - 2
CD-6 Standard Details - 3
CD-7 Standard Details - 4
DocuSign Envelope ID: E06B1BE8-A9E8-4BA6-A641-7F200E7C50BB
A-7
Approved for use 2/15/20
2034384v3.doc City of MB Form
Separate street improvement design sheets are not required as part of the water plan design documents. If any street surface improvement design is required by the City, it will be included separately from this contract.
Specifications: Hazen will provide technical specifications based on the City’s Standards to support the plan documents and the bid schedule. The City will be responsible for the front -end portions of the Contract specifications (including Divisions 00 and 01) and will be included as part of the review and final contract bid packages. Hazen will stamp front-end specifications or specification documents as a responsible engineer as part of the Bid Package specifications.
This task will include the preparation of up to 22 drawing sheets and associated technical project specifications in accordance with the following submittal plan:
• 60% Submittal –
o Design Drawings
o Specifications Table of Contents and Bid Schedule
o Cost Estimate (+/- 30%)
• 90% Submittal –
o Design Drawings (As per 60%, City comments incorporated) o Full Technical Specifications
o Cost Estimate (+/- 10%)
• 100% Submittal –
o Design Drawings (As per 90%, City comments incorporated) o Technical Specifications (As per 90%, City comments incorporated) o Cost Estimate (+/- 10%) (City comments incorporated)
Hazen will prepare a comment log for documenting responses to City comments received in the 60% and 90% submittals. A professional engineer will sign and stamp the 100% submittal documents as part of Task 8 – Bidding Assistance.
Deliverables
• Drawings in 24”x36” PDF electronic format (Note that if plotting at 11”x17” it will not be a true half-scale)
• Technical specifications in Word and PDF electronic format • Cost estimate in PDF electronic format
• Comment response log in PDF electronic format
• Final Specification and Autocad Files in electronic native format Task 8 – Bidding Assistance
Hazen will prepare a set of bid documents, including stamping and signing for the City, based on decisions made during the strategic segment -bidding meeting.
During the bidding period, Hazen will prepare one addendum to provide clarifications and respond to RFI/bidder questions via email. A conformed set of drawings and specifications will be prepared to reflect the addendum changes prior to start of construction.
DocuSign Envelope ID: E06B1BE8-A9E8-4BA6-A641-7F200E7C50BB
A-8
Approved for use 2/15/20
2034384v3.doc City of MB Form
Deliverables
• Bid Set Drawings and Specifications in PDF electronic format • Addendum in PDF electronic format
• Response to 4 RFI via email
• Conformed Set Drawings and Specifications in PDF electronic format.
Assumptions
• Maximum of one (1) addendum will be prepared.
Task 9 – Construction Assistance
During the construction phase, Hazen will review Requests for Information (RFIs), and submittals and prepare up to three design changes (Change Orders). Hazen will attend construction coordination meetings as requested by the City.
Assumptions
• Respond to up to fifteen (15) RFIs
• Review up to twenty (35) Submittals (includes initial and final review) • Maximum of three (3) design changes will be required for Change Orders • It is assumed the City will lead change order coordination efforts during construction based on markup redline. Hazen will assist the City in the preparation of design changes by red-lining the conformed documents (no AutoCAD required). Hazen will incorporate changes into CAD files as part of As-built efforts under separate tasks.
• Maximum of five (5) virtual construction meetings will be required and facilitated by the City.
Task 10 – As-built Plans
Hazen will prepare as -built/record drawings of the final constructed project pursuant to modifications made during construction per the redlined comments provided by the City and Contractor and any contract changes to the drawings.
Scope of work includes the following:
• CAD effort to incorporate contractor markups
• Time for PM and lead engineer review and assist
• Delivery of final as-built PDF and electronic files.
Deliverables
• As-built/record drawings in 24”x36” PDF electronic format. • Final As-built/record drawings in electronic AutoCAD files.
DocuSign Envelope ID: E06B1BE8-A9E8-4BA6-A641-7F200E7C50BB
A-9
Approved for use 2/15/20
2034384v3.doc City of MB Form
Premier Field
Task 1 – Project Management
Project Management includes the budget, schedule, and prepare monthly invoices and progress reports. General project communication will be conducted via phone, virtual meetings, and/or email as necessary.
Hazen staff with expertise in the review subject will perform quality control before submitting to the City.
Deliverables
• Invoices and progress reports in PDF format
Assumptions
• Maximum of two (2) - one (1) hour progress meetings with City PM. • One (1) meeting with MBUSD
• No in-person meetings are required.
• Project duration (notice to proceed to final design submission) is two (2) months. MBUSD review and coordination may extend time frame Task 2 –Construction Documents
The City requests request documents for Premier Field Civil PS&E covering surveying, paving, ADA re -striping design, and other related aspects. The designated area for modifications will be highlighted in red. T here are existing permanent bollards, bleachers , and parking curb stops in the v icinity. Hazen will take protective measures for the bollards, repair a few bollards as required, and temporarily relocate the curb stops and bleachers during the resurfacing phase, with replacement upon completion.
With Cycle 2 Water Improvements, the Cit y has expanded the ROW paving to encompass the region up to 18th St and Herrin. The City desires to integrate the Premier Field resurfacing within the Cycle 2 roadway resurfacing, contingent upon change order negotiations and scheduling feasibility. Premier Field parcel falls under the jurisdiction of MBUSD and will undergo a distinct review process, separate from the City's purview. This will include submissions to the DSA, especially concerning ADA pathway grading and related matters that must be addressed in the plans. Coordination of the bleacher removal, storage, and resetting will be determined through coordination and review with MBUSD. In addition, the timing and scheduling of work and shutdown and closure requirements of the parking lot and estimated duration for the work will be established to determine scheduling feasibility with the Cycle 2 Water Improvements.
Hazen will compile construction documents, including design drawings for paving and striping, supplemental technical specifications as required for the scope of DocuSign Envelope ID: E06B1BE8-A9E8-4BA6-A641-7F200E7C50BB
A-10
Approved for use 2/15/20
2034384v3.doc City of MB Form
work tiering off the Cycle 2 WIIP contract documents, and an opinion of construction costs for the segments used in the Cycle 2 construction documents.
Hazen will prepare a bid schedule of work for the project to be utilized by the City and contractor to provide a cost estimate for the contemplated work. Because of the small scope of work, Hazen will follow a limited and accelerated submittal plan:
• 90% Submittal –
o Full Design Drawing set
o Additional Technical Specifications Sections and Bid Schedule o Cost Estimate (+/- 10%)
• 100% Submittal –
o Full Design Drawing set
o Additional Technical Specifications Sections and Bid Schedule o Cost Estimate (+/- 10%)
Hazen will prepare a comment log for documenting responses to City comments received in the 90% submittal. Final plans will be signed and stamped by a professional engineer.
Deliverables
• Drawings in PDF format (90 and 100 percent designs)
• Technical specifications and bid schedule in word and PDF format (90 and 100 percent designs)
• Cost estimate in PDF format (90 and 100 percent designs) • Final Specification and AutoCAD Files in electronic native format Assumptions
• Background research, potholing, and geotechnical investigation is not required.
• Utility coordination, if required, will be completed by the City, with no new figures needed.
• The plan set will be standalone and not incorporated into the Cycle 2 set. • The number of sheets is anticipated to be three (3), General Sheet. Paving Plan and Striping Plan.
• No additional permit is required, and will be a rider to the Cycle 2 permit. • City is responsible for negotiating the change order with the Cycle 2 contractor.
• City is responsible for any printing of documents.
Task 3–Change Order Assistance
During the change order negotiations, Hazen will assist the City in the negotiations to provide clarifications and respond to any questions via email. Hazen will update the drawings to reflect any modifications negotiated with the contractor.
DocuSign Envelope ID: E06B1BE8-A9E8-4BA6-A641-7F200E7C50BB
A-11
Approved for use 2/15/20
2034384v3.doc City of MB Form
Deliverables
• Clarifications and updated drawings.
Task 4–Construction Assistance
During the construction phase, Hazen anticipates minimal additional efforts to the Cycle 2 construction services and will review Requests for Information (RFIs), review and respond to shop drawing submittals.
Deliverables
• RFI responses via email or City standard RFI form.
• Submittal comments via email or City standard response form.
Assumptions
• Respond to a maximum of two additional (2) RFIs. Contractor or City will forward RFI to Hazen on standard City RFI form.
• Respond to a maximum of five additional (5) Submittals total. • City will receive, process, and distribute RFIs and Submittals; Hazen will be responsible for providing responses and comments only.
• The City will lead field change order coordination efforts during construction based on markup red lines on Conformed Drawings. Hazen will incorporate changes into CAD files as part of As-built efforts under a separate task.
Task 5 –Record Drawings
Hazen will prepare record drawings of the final constructed project pursuant to modifications made at the time of construction per the red- lined comments provided by the City and Contractor.
Deliverables
• Final record drawings in 24x36 in electronic AutoCAD and PDF files.
Assumptions
• Contractor will provide accurate “red-line” markups to the drawings in the standard color convention (red, blue, and green).
DocuSign Envelope ID: E06B1BE8-A9E8-4BA6-A641-7F200E7C50BB B-1
EXHIBIT B
APPROVED FEE SCHEDULE
Cycle 3 services fee: $456,686
Premier Field services fee: $44,360
Total fee: $501.046
Cycle 3
B-2
Premier Field